CTR066206_Contract_Amendment_1.pdf

CONTRACT AMENDMENT

Arizona Department of Economic Security

1789 W Jefferson Street, Mail Drop 1541, Phoenix, AZ 85007

CONTRACT NUMBER: AMENDMENT NUMBER:

CTR066206 One (1)

DESCRIPTION/ LABEL: Domestic Violence - Statewide

CONTRACTOR NAME: Tucson Centers for Women and Children

THE ABOVE REFERENCED CONTRACT IS HEREBY MODIFIED AS FOLLOWS:

In accordance with the Special Terms and Conditions, Section 27, Levels of Service, the purpose of this amendment is to revise the Itemized Service Budget categories for the period of July 1, 2023, through June 30, 2024. The contract reimbursement ceiling remains the same at $2,029,603.97.

The funding category changes for SHELTER are as follows:

• 1. PERSONNEL is decreased from $632,336.80 to $470,505.80.

• 2. EMPLOYEE RELATED EXPENSES is decreased from $136,522.00 to $89,396.00.

• 3. PROFESSIONAL AND OUTSIDE SERVICES is decreased from $22,740.00 to $17,466.00.

• 5. SPACE is increased from $105,600.00 to $260,784.00.

• 7. MATERIALS AND SUPPLIES is increased from $80,000.00 to $144,000.00.

• 9. INDIRECT COSTS is increased from $97,719.88.00 to $98,215.18.

• 10. VOUCHERS – FLEXIBLE FINANCIAL ASSISTANCE is decreased from $29,528.01 to $24,079.71.

The funding category changes for MOBILE AND COMMUNITY BASED ADVOCACY are as follows:

• 1. PERSONNEL is decreased from $654,029.28 to $609,929.28.

• 2. EMPLOYEE RELATED EXPENSES is decreased from $141,205.00 to $115,887.00.

• 3. PROFESSIONAL AND OUTSIDE SERVICES is decreased from $24,000.00 to $18,770.00.

• 9. INDIRECT COSTS is decreased from $81,923.00 to $74,458.63.

• 10. VOUCHERS – FLEXIBLE FINANCIAL ASSISTANCE is increased from $24,000.00 to $106,112.37.

Therefore, the revised Itemized Service Budget for the period of July 1, 2023, through June 30, 2024, is added and attached.

ALL OTHER REQUIREMENTS, SPECIFICATIONS, AND TERMS AND CONDITIONS REMAIN UNCHANGED

ACKNOWLEDGEMENT AND AUTHORIZATION

This Amendment shall be fully executed by means of electronic approval in APP.

CONTRACT SERVICE: Domestic Violence - Statewide - Contract# CTR066206/Amendment 1 AGENCY NAME: Tucson Center for Women & Children d.b.a. Emerge Center Against Domestic Abuse FACILITY NAME(S): Shelter, Hotel, VAV (Voices Against Violence), SF (Su futuro), AVA (Crisis Line), Tucson City Court, 5th Street, Lipsey

MATCH REQUIREMENT: ADES will provide State funds to cover the 20% Match Requirement

REMINDER: Please review the ISB Instructions tab before completing the ISB and Budget Narrative tabs. If your agency will be providing services at multiple locations, please list the name of the facility next to each budget line item and group them together.

1. PERSONNEL DCAD DCAD

Mobile & Community Tranistional

TOTAL TOTAL DCAD Based Advocacy Housing Number of FTE Total FTE Total Salary for the location % Allocated Service SERVICE DCAD SHELTER (MCBA) (TH) Positions Level Position Title Contract Period *A + D = Total COST COST COST COST COST

1 1.00 1.00 CEO 127,650 LIP 75% + 25% = 100% 95,738.00$ $0.00

1 1.00 1.00 Executive Vice President/Chief Strategy Officer 116,938 5th 10% + 90% = 100% 105,245.00$ $0.00

1 1.00 1.00 Vice President of Programs 89,515 5th 10% + 90% = 100% 80,564.00$ $0.00

1 1.00 1.00 Vice President of Organizational Development 86,100 5th 10% + 90% = 100% 77,490.00$ $0.00

1 1.00 1.00 Director of Finance 85,775 LIP 100% + 0% = 100% -$ $0.00

1 1.00 1.00 Director of Emergency Services 75,000 5th 10% + 90% = 100% 67,500.00$ $22,341.00 $22,341.00

1 1.00 1.00 Employee Services Coordinator 51,040 LIP 100% + 0% = 100% -$ $0.00

1 1.00 1.00 Accountant & Payroll Specialist 55,586 LIP 75% + 25% = 100% 13,897.00$ $0.00

1 1.00 1.00 Accountant 52,000 LIP 75% + 25% = 100% 13,000.00$ $0.00

1 1.00 1.00 Director of Operational Resources 70,223 LIP 0% + 100% = 100% 70,223.14$ $0.00

1 1.00 1.00 Director of Systems Efficiency 62,857 5th 10% + 90% = 100% 56,571.00$ $0.00

1 1.00 1.00 Organizational Development Coordinator 50,003 5th 100% + 0% = 100% -$ $0.00

1 1.00 1.00 Operations Manager 54,338 LIP 12% + 88% = 100% 47,818.00$ $0.00

1 1.00 1.00 Facilities Technician 40,040 LIP 12% + 88% = 100% 35,235.00$ $0.00

2 1.00 2.00 Data Management Coordinator 58,750 LIP 10% + 90% = 100% 105,750.00$ $0.00

1 1.00 1.00 Systems and Technology Administrator 58,488 LIP 10% + 90% = 100% 52,639.00$ $0.00

1 1.00 1.00 Development Manager 61,615 LIP 75% + 25% = 100% 15,404.00$ $0.00

1 1.00 1.00 Grant Writer 59,540 LIP 100% + 0% = 100% -$ $0.00

1 1.00 1.00 Special Events & Development Coordinator 51,160 LIP 75% + 25% = 100% 12,790.00$ $0.00

1 1.00 1.00 Director of Men's Engagement 71,040 5th 0% + 100% = 100% 71,040.06$ $0.00

1 1.00 1.00 Program Supervisor - Men's Engagement 64,000 5th 0% + 100% = 100% 64,000.04$ $0.00

1 1.00 1.00 MEP Facilitator 44,928 5th 0% + 100% = 100% 44,928.00$ $0.00

3 0.25 0.75 Men's Education Facilitator 44,928 5th 0% + 100% = 100% 33,696.00$ $0.00

1 1.00 1.00 Direct Services Staff Trainer 46,384 AVA 0% + 100%=100% 46,384.00$ $0.00

1 1.00 1.00 Program Manager - CBS 71,040 VAV 0% + 100% = 100% 71,040.06$ $71,040.06 $71,040.06

1 1.00 1.00 Assistant Program Manager - CBS 60,040 VAV 0% + 100% = 100% 60,039.98$ $60,039.98 $60,039.98

1 1.00 1.00 Clinician - Community-Based Services 59,227 VAV 0% + 100% = 100% 59,227.22$ $59,227.22 $59,227.22

3 1.00 3.00 Case Coordinator - Court Support (Gen) 51,168 VAV 0% + 100% = 100% 153,504.00$ $153,504.00 $153,504.00

3 1.00 3.00 Case Coordinator- Community-Based Services 44,928 VAV 0% + 100% = 100% 134,784.00$ $44,928.00 $44,928.00

1 1.00 1.00 Clinicial Manager 68,000 VAV 0% + 100% = 100% 68,000.00$ $68,000.00 $34,000.00 $34,000.00

1 1.00 1.00 Case Coordinator - Child & Family 45,968 VAV 0% + 100% = 100% 45,968.00$ $0.00

1 1.00 1.00 Intake Case Coordinator 44,928 VAV 0% + 100% = 100% 44,928.00$ $0.00

1 1.00 1.00 Program Manager - Family Services 61,040 VAV 0% + 100% = 100% 61,039.94$ $61,040.00 $30,520.00 $30,520.00

1 0.10 0.10 Case Coordinator - CBS 45,900 VAV 0% + 100% = 100% 4,590.00$ $0.00

1 1.00 1.00 Case Coordinator - City Court Liaison 53,123 CYCT 0% + 100% = 100% 53,123.20$ $0.00

1 1.00 1.00 Case Coordinator - Child & Family 48,360 SF 0% + 100% = 100% 48,360.00$ $0.00

1 1.00 1.00 Case Coordinator - Court Support (APRAIS) 48,048 CYCT 0% + 100% = 100% 48,048.00$ $11,310.00 $11,310.00

1 1.00 1.00 Case Coordinator - Civil Court 48,048 SF 0% + 100% = 100% 48,048.00$ $0.00

1 1.00 1.00 Case Coordinator - Tucson City Court Liaison 47,008 CYCT 0% + 100% = 100% 47,008.00$ $0.00

1 1.00 1.00 Program Manager - Emergency Services 63,779 HOTEL 0% + 100% = 100% 63,779.30$ $0.00

6 1.00 6.00 Clinician - Reflection / Hotel 60,300 HOTEL 0% + 100% = 100% 361,801.44$ $180,900.00 $180,900.00

2 0.25 0.50 Clinician - Reflection / Hotel 60,300 HOTEL 0% + 100% = 100% 30,150.00$ $19,500.00 $19,500.00

5 0.25 1.25 Emergency Services - On Call 43,000 HOTEL 0% + 100% = 100% 53,750.00$ $53,750.00 $53,750.00

2 1.00 2.00 Clinical Case Coordinator 49,400 HOTEL 0% + 100% = 100% 98,800.00$ $0.00 $0.00

1 1.00 1.00 Shelter Intake Specialist 48,360 HOTEL 0% + 100% = 100% 48,360.00$ $48,360.00 $48,360.00

2 1.00 2.00 Case Coordinator - Child & Family 45,428 HOTEL 0% + 100% = 100% 90,856.00$ $0.00

1 1.00 1.00 Overnight Crisis Specialist 45,885 HOTEL 0% + 100% = 100% 45,884.80$ $45,884.80 $45,884.80

1 0.75 0.75 Overnight Crisis Specialist 47,000 HOTEL 0% + 100% = 100% 35,250.00$ $35,250.00 $35,250.00

2 1.00 2.00 Clinical Case Coordinator-Renewal 49,400 AVA 0% + 100% = 100% 98,800.00$ $0.00

1 1.00 1.00 Program Manager - Renewal Housing Services 62,500 AVA 0% + 100% = 100% 62,500.10$ $0.00

2 1.00 2.00 Case Coordinator - Renewal 44,928 AVA 0% + 100% = 100% 89,856.00$ $0.00

1 1.00 1.00 Program Manager- Hotline Services 58,000 AVA 0% + 100% = 100% 58,000.02$ $58,000.02 $58,000.02

6 1.00 6.00 Hotline Specialist - Bilingual 43,680 AVA 0% + 100% = 100% 262,080.00$ $87,360.00 $87,360.00

5 1.00 5.00 Hotline Specialist 42,640 AVA 0% + 100% = 100% 213,200.00$ $0.00 $0.00

50.60 75.35

TOTAL PERSONNEL TOTAL: 3,670,688.30$ 1,080,435.08$ 470,505.80$ 609,929.28$ -$

*A = % Administrative Functions D = % Direct Service Functions

2. EMPLOYEE RELATED EXPENSES TOTAL TOTAL DCAD DCAD DCAD

SERVICE DCAD SHELTER MCBA TH

ITEM BASIS COST COST COST COST COST

ERE 19.00% 697,290.00$ $205,283.00 $89,396.00 $115,887.00

TOTAL EMPLOYEE RELATED EXPENSES TOTAL: 697,290.00$ $205,283.00 $89,396.00 $115,887.00 $0.00

Itemized Service Budget Contract Period: 7/1/23 - 6/30/24

3. PROFESSIONAL AND OUTSIDE SERVICES TOTAL TOTAL DCAD DCAD DCAD

SERVICE DCAD SHELTER MCBA TH

ITEM BASIS COST COST COST COST COST

Yearly audit Annual cost 17,010.00$ $0.00 Translation services $1,100/month avg X 12 months 13,200.00$ $6,136.00 $6,136.00 Client Track Program Database - fees, support, maintenance $5,407/month X 12 months 48,000.00$ $30,100.00 $11,330.00 $18,770.00

TOTAL PROFESSIONAL AND OUTSIDE SERVICES TOTAL: 78,210.00$ $36,236.00 $17,466.00 $18,770.00 $0.00

4. TRAVEL TOTAL TOTAL DCAD DCAD DCAD

SERVICE DCAD SHELTER MCBA TH

ITEM BASIS COST COST COST COST COST

Employee Mileage Employee mileage, travel & meals 3,234.00$ $0.00 Company owned vehicle gasoline $427/month X 12 months 5,124.00$ $0.00 Company owned vehicle maintenance & repair $180/month X 12 months 2,160.00$ $0.00 Company owned vehicle registration & insurance $3,369/month X 12 months 40,428.00$ $0.00 Depreciation - Company owned vehicles annual cost 26,390.00$ $0.00

TOTAL TRAVEL TOTAL: 77,336.00$ $0.00 $0.00 $0.00 $0.00

5. SPACE TOTAL TOTAL DCAD DCAD DCAD

SERVICE DCAD SHELTER MCBA TH

ITEM BASIS COST COST COST COST COST

Facilities Repairs & Maintenance - Shelter $500 x 2 months 1,000.00$ $0.00 Facilities Repairs & Maintenance - VAV (Voices Against Violence) $650 x 12 months 7,800.00$ $0.00 Facilities Repairs & Maintenance - AVA $320 x 12 months 3,840.00$ $0.00 Facilities Repairs & Maintenance - 5th $150 x 12 months 1,800.00$ $0.00 Facilities Repairs & Maintenance - Lipsey $463 x 12 months 5,556.00$ $0.00 Facilities Cleaning & Janitorial - VAV $452 X 12 months 5,424.00$ $0.00 Facilities Cleaning & Janitorial - AVA $370 X 12 months 4,440.00$ $0.00 Facilities Cleaning & Janitorial - 5th $280 X 12 months 3,360.00$ $0.00 Facilities Cleaning & Janitorial -Lipsey $330 X 12 months 3,960.00$ $0.00 Facilities Cleaning & Janitorial - SF (not Emerge owned space) $235 X 12 months 2,820.00$ $0.00 Rental costs - all locations $784 X 12 months 9,412.00$ $0.00 Facility Security - Shelter $100 x 2 months 200.00$ $0.00 Facility Security - VAV $35 x 12 months 420.00$ $0.00 Facility Security - AVA $130 x 12 months 1,560.00$ $0.00 Facility Security - 5th $120 x 12 months 1,440.00$ $0.00 Facility Security - Lipsey $140 x 12 months 1,680.00$ $0.00 Utilities - Shelter $500 x 2 months 6,000.00$ $0.00 Utilities - VAV (Voices Against Violence) $1,100 X 12 months 13,200.00$ $0.00 Utilities - AVA $471 x 12 months 5,652.00$ $0.00 Utilities - 5th Street $635 x 12 months 7,620.00$ $0.00 Utilities - Lipsey $1,500 x 12 months 18,000.00$ $0.00 Insurance - Property & General - all locations Annual cost per policy 39,438.00$ $0.00 Building Depreciation - Shelter $3,400 X 12 months 40,800.00$ $0.00 Building Depreciation - VAV (Voices Against Violence) $900 X 12 months 10,800.00$ $0.00 Building Depreciation - AVA $1,210 x 12 months 14,520.00$ $0.00 Building Depreciation - 5th Street $1,240 x 12 months 14,880.00$ $0.00 Building Depreciation - Lipsey $1,475 x 12 months 17,700.00$ $0.00 Hotel costs for Emergency Shelter $80 per night X 22 rooms 642,400.00$ $260,784.00 $260,784.00

TOTAL SPACE TOTAL: 885,722.00$ 260,784.00$ 260,784.00$ -$ -$

TOTAL TOTAL DCAD DCAD DCAD

6. EQUIPMENT SERVICE DCAD SHELTER MCBA TH

COST COST COST COST COST

ITEM BASIS

Avg $2,083.33 per month 25,000.00$ $0.00 Software licenses & fees $1,489.75 per month 17,877.00$ $0.00 Equipment lease $1,446.25 per month 17,355.00$ $0.00 Equipment Repairs & maintenance $85.50 per month 1,026.00$ $0.00

Equipment durable goods 8,000.00$ $0.00

Equipment Depreciation - all locations Annual cost of depreciation 24,500.00$ $0.00

TOTAL EQUIPMENT TOTAL: 93,758.00$ $0.00 $0.00 $0.00 $0.00

7. MATERIALS AND SUPPLIES TOTAL TOTAL DCAD DCAD DCAD

SERVICE DCAD SHELTER MCBA TH

ITEM BASIS COST COST COST COST COST

$170/month X 12 months 2,040.00$ $0.00

2,496.00$ $0.00

1,020.00$ $0.00

2,400.00$ $0.00

2,496.00$ $0.00

7,008.00$ $0.00

600.00$ $0.00

$1,400/month X 12 months 16,800.00$ $0.00

$280/month X 12 months 3,360.00$ $0.00

$200/month X 12 months 2,400.00$ $0.00

Computer equipment purchase, maintenance & repair NOT to be capitolized:

ie; laptop replacements, server maintenance

Annual cost for one time item equipment purchases

Postage general agency

$208/month X 12 monthsGeneral office supplies (e.g., paper, printer, ink, pens) - Hotel/Shelter

General office supplies (e.g., paper, printer, ink, pens) -VAV $85/month X 12 months

General office supplies (e.g., paper, printer, ink, pens) -AVA Hotline & Housing $200/month X 12 months

General office supplies (e.g., paper, printer, ink, pens) -5th $208/month X 12 months

General office supplies (e.g., paper, printer, ink, pens) -Lipsey $584/month X 12 months

General office supplies (e.g., paper, printer, ink, pens) -SF $50/month X 12 months

Program supplies - supplies directly related to clients needs - Hotel/Shelter

Program supplies - supplies directly related to clients needs - VAV

Program supplies - supplies directly related to clients needs - AVA

$240/month X 12 months 2,880.00$ $0.00

Annual in-kind donations of supplies 100,000.00$ $0.00

$50/month X 12 months 600.00$ $0.00

$100/month X 12 months 1,200.00$ $0.00

Shelter Food supplies - Shelter/Hotel $871/month X 12 months 10,458.00$ $0.00

Shelter prepared meals - Hotel $16,000 x 12 months 192,000.00$ $144,000.00 $144,000.00

Printing 12,000.00$ $0.00

Holiday and program event expenses for participants 14,720.00$ $0.00

TOTAL MATERIALS AND SUPPLIES TOTAL: 374,478.00$ 144,000.00$ 144,000.00$ -$ -$

8. OPERATING SERVICES TOTAL TOTAL DCAD DCAD DCAD

SERVICE DCAD SHELTER MCBA TH

ITEM BASIS COST COST COST COST COST

Payroll processing $980/month X 12 months 11,760.00$ $0.00 Internet / telephone service - Hotel & Shelter $606 /month x 12 months 7,272.00$ $0.00 Internet / telephone service - VAV (Voices Against Violence) $990 /month x 12 months 11,880.00$ $0.00 Internet / telephone service - AVA $1,250 /month x 12 months 15,000.00$ $0.00 Internet / telephone service - 5th $650 /month x 12 months 7,800.00$ $0.00 Internet / telephone service - Lipsey $3,000 /month x 12 months 36,000.00$ $0.00 Internet / telephone service - SF (not Emerge owned space) $400 /month x 12 months 4,800.00$ $0.00 Recruiting $483/month X 12 months 5,796.00$ $0.00

Insurance - professional liability 15,108.00$ $0.00

Staff meetings,trainings, incentivies, fingerprinting 5,916.00$ $0.00

TOTAL OPERATING EXPENSES TOTAL: 121,332.00$ -$ -$ -$

6,251,960.30$ 982,152$ 744,586.28$

9 INDIRECT COSTS TOTAL TOTAL DCAD DCAD DCAD

SERVICE DCAD SHELTER MCBA TH

ITEM BASIS COST COST COST COST COST

Indirect Costs de minimus Indirect Cost Rate of % 10 625,196.00$ $172,673.81 98,215.18$ 74,458.63$

TOTAL INDIRECT COSTS TOTAL: 625,196.00$ 172,673.81$ 98,215.18$ 74,458.63$ $0.00

SUBTOTAL ADMIN COSTS TOTAL: 6,624,010.30$ 1,899,411.89$ 1,080,366.98$ 819,044.91$ $0.00

10 VOUCHERS - FLEXIBLE FINANCIAL ASSISTANCE TOTAL TOTAL DCAD DCAD DCAD

SERVICE DCAD SHELTER MCBA TH

ITEM BASIS COST COST COST COST COST

Flexible Financial Assistance 268,000.00$ $130,192.08 24,079.71$ 106,112.37$

TOTAL VOUCHERS TOTAL: 268,000.00$ 130,192.08$ 24,079.71$ 106,112.37$ $0.00

11. TOTAL SERVICE COST/DCAD TOTAL COST: 6,892,010.30$ 2,029,603.97$ 1,104,446.69$ 925,157.28$ $0.00

REVENUE SOURCES:

ADES - DCAD $2,029,603.97 $2,029,603.97 $1,104,446.69 $925,157.28 $0.00

VOCA $1,222,851.00

AZ Dept of Housing $1,907,106.00

Pima County - Gen Fund & ESG Shelter $272,701.48 City of Tucson General Funds $140,000.00

City of Tucson ESG RRH $50,000.00 City of Tucson Court funds $39,420.00

US Dept of Justice (Trans Housing & JFF) $280,000.00

HUD $289,000.00

Other grants $72,122.00 In-kind donations $100,000.00

Donations and fundraising $489,205.85

TOTAL REVENUE*: 6,892,010.30$ $2,029,603.97 $1,104,446.69 $925,157.28 $0.00

*Revenue must equal the Total Costs listed in the Blue row above

Avg $493 per month

Financial assistance for survivors to address financial barriers interfering with the ability to create safe and stable lives (e.g., rent, secuity deposits, counseling, basic and personal needs, temporary childcare)

Program supplies - supplies directly related to clients needs - 5th Program supplies - supplies for ALL clients needs -Stored at Lipsey (IN-KIND

DONATIONS)

Program supplies - supplies directly related to clients needs -SF

Shelter Operating expenses such as mattresses, linens, kitchen items, etc. - Shelter/Hotel

$1,000/month X 12 months

Avg 6 events each year X $2,453 each annual cost per policy

BUDGET NARRATIVE

Instructions:

Provider costs are to be grouped into the budget categories listed below. The agency shall provide a description narrative to justify each line item expense listed in the Itemized Service Budget. It is essential that category costs be comprised of the same item costs as specified in these Guidelines.

PERSONNEL

Appropriate Costs:

1. Compensation for personnel services is an allowable expense for Provider employees whose work is necessary for the provision of services.

2. Salaries to be charged to the service must relate directly to work on the service. Salaries of employees involved in work on non-contract services must be properly apportioned and later supported by appropriate time distribution records or any other approved method.

3. Benefits such as vacation, sick and administrative leave, holidays and routine training participation time are to be included in the amount budgeted for an employee’s salary. In addition, any salary increases due an employee during the contract period must be included in the budgeted salary costs.

Description narrative to justify expenditures:

Emerge projects personnel to be 85.35 FTE for the entire agency in Fiscal year 2024, and all of our agency activities are focused on domestic violence services so all of them pertain to this project. The Direct Total Service Cost (not including Indirect) is 75.35 FTE's. All wages budgeted include PTO, sick time and holidays. Payroll and time & effort is tracked in Paylocity and approved by the employee & supervisor.

EMPLOYEE RELATED EXPENSES (ERE)

Appropriate Costs:

1. Employee Related Expenses (fringe benefits) are allowances and services offered by the Provider agency to its employees as compensation in addition to regular salaries. Fringe benefits must be applied only to that portion of an employee’s salary or wages attributable to the service. Fringe benefits budgeted in the contract must be earned during the contract period. Benefits accrued prior to the contract, but not yet paid out, are not expenses allowed by the Department.

2. Fringe benefits include, but are not limited to Social Security (FICA), Unemployment Insurance, Worker’s Compensation, health and life insurance, and retirement. The portion of the cost of these benefits paid by the employee is not an expense of the Provider agency. The employer’s cost of these benefits is an eligible Provider agency expense.

Description narrative to justify expenditures:

PROFESSIONAL AND OUTSIDE SERVICES

Appropriate Costs:

1. Professional and consultant services, rendered by individuals or organizations, are allowable expenses if the services are directly related and essential to the service(s). The normal types of professional or outside services which may be placed in this budget category are those which relate to the legal, accounting, management, training/education, medical, social service and psychological professions.

2. A written specification of each of the consultant services to be performed is to be available for the purpose of budget estimating and subsequent audits. The specifications normally will include estimates by item, all consultant costs such as travel, supplies, meetings or any directly related costs of the consultant. Professional and Outside services are frequently purchased on an hourly basis. It is, therefore, recommended that such services be budgeted on a Per Hour billing basis.

Description narrative to justify expenditures:

Emerge engages the services of an outside CPA firm to conduct the annual audit to comply with the Single Audit requirements since the federal receipts are greater than $750,000 yearly. This cost is estimated based on previous quotes. Emerge employees staff who are bilingual in English/Spanish, but translation services are contracted for participants who speak other languages, including ASL. An outside company provides services relating to our client case management database (Client Track) including maintenance fees, support.

TRAVEL

Appropriate Costs:1. Travel will include the cost of transporting staff and clients during the provision of the services. The following allowable travel costs are included within this category: - Staff-owned vehicles: mileage reimbursement (NOTE: Applicants must use the State-approved mileage reimbursement rate of $0 445/mile); - Provider agency-owned vehicles: operating expenses and depreciation;

- Sub-contracted travel services;

- Rented vehicles;

- Government motor pool vehicles;

- Public transportation; and

- Per diem.

2. Staff-Owned Vehicles: The travel cost of a vehicle owned by a Provider employee should be budgeted no greater than the Applicant’s designated mileage reimbursement rate. In public Provider agencies, the mileage rate is determined by the branch of government with which the Provider agency is affiliated. Public Provider agencies may budget up to the maximum rate allowable in their city, county or municipality. The actual cost of tolls and parking fees may be budgeted for employees using their vehicles for the services.

3. Provider Agency-Owned Vehicles: The travel costs for vehicles owned by a Provider agency must be budgeted on an actual cost method. Actual costs will include fuel, maintenance and repair, insurance, registration fees, tolls, parking fees and depreciation. There are two methods to budget motor vehicles with regard to acquisition cost: 1) The vehicle may be purchased with Provider agency funds. The cost will be depreciated over the useful life of the vehicle. The current year depreciation expense is listed in the Travel Category of the Service Budget; and, 2) The agency may budget the entire acquisition cost as a first year expense under the Equipment Category

4. Rented Vehicles: If either a public or private Provider agency is renting vehicles from a private rental agency, the actual rental cost plus fuel (unless fuel is included in the rental cost) should be used to budget the cost. Rental costs will be considered reasonable depending on the type and degree of use and current fair market value of the model of vehicle. If a vehicle has been rented by the Provider until its acquisition cost has been reduced to below $5,000, it may be purchased and budgeted as a current cost.

5. Motor Pool Vehicles: Provider agencies using vehicles supplied by a county or municipal motor pool may budget for travel by using the rate fixed by the motor pool.

6. Public Transportation: In cases in which public transportation is used for authorized travel by employees or clients of the Provider, the actual cost of fares required should be estimated. Fare or any other expenses for staff members to commute to and from work are not an allowable cost.

7. Per Diem: While Providers are encouraged to minimize the overnight travel costs, certain services may require occasional overnight travel on the part of employees. In such cases, per diem expenses should be budgeted no greater than the Applicants designated per diem reimbursement rate.

Description narrative to justify expenditures:

Emerge has a fleet of 12 vehicles. Seven(58%) of which are assigned to direct program service, one is assigned to the administrative office and the other four are used by the entire organization. These vehicles are used to transport clients when needed, pick up program supplies such as food and diapers, deliver furniture to newly housed clients, faciltiate maintenance and repair, etc. Staff mileage, travel or lodging is extremely limited and will occur only as necessary. The annual cost of depreciation is also in this section for the agency-owned vehicles.

SPACE

Appropriate Costs:

1. Costs related to space needed for the delivery of services are allowable expenses. Space costs include the expense of a facility and other expenses directly related to the operation of the facility. Space Costs, however, do not include the purchase or major modification of land or facilities.

2. Maintenance of Space: This item refers to costs necessary for the upkeep of the Provider’s facilities which neither add to the permanent value of these facilities nor appreciably prolong their intended life, but keep them in an efficient operating condition. This includes estimates of the actual costs of material needed for the maintenance and repair of the Provider’s facilities or for sub-contracted maintenance services.

Facilities owned by Emerge include: Emergency shelter (currently vacant and will be under construction between May 2023-April 2024), Voices Against Violence (community-based services), AVA (hotline & housing programs), 5th Street (men's engagement program and administrative staff), Lipsey (administrative staff, storage for program supplies and Fund Development staff). Emerge also provides service at 3 locations not owned by Emerge - Su Futuro (community-based services with facility owed by the City of Tucson), a local hotel (site of our emergency shelter program during construction of our shelter facility), and Tucson City Court. The sites we don't own do not have all of the same costs that our owned properties do, such as utilities, repair and maintenence, and security.

The others have average cost forecast for each site. Facility costs for emergency shelter are intentionally budgeted for 2 months (May and June of 2024) as the site will be under construction the first part of the fiscal year. Insurance for buildings is estimated at 5% increase from FY23 and Depreciation is budgetd for each owned facility. Hotel costs are included in this section for the entire 12 months. Even though the shelter's construction is anticipated to be complete by May, it is forecast to take several weeks to equip the facility with furniture and equipment for occupancy.

EQUIPMENT

Appropriate Costs:

1. Any piece of equipment with an acquisition cost of up to $4,999.99 will be budgeted under Equipment.

Budgeting of such pieces of equipment will be done on an actual cost basis. All Pieces of equipment with an acquisition cost of $5,000 or more need to be submitted to ADES for approval.

2. Capital Outlay: The cost of equipment essential to the delivery of services and the maintenance of that equipment is allowable as a budgeted expense. Equipment which materially increases the value or useful life of a facility is unallowable.

3. The Equipment Category, which includes office and program equipment, has been subdivided into two (2) sections: 1. Equipment Costs, and 2. Equipment Maintenance Costs. (Provider agencies should note that vehicle-operating expenses are to be budgeted within the Travel Category.)

4. Capital Equipment Costs may be budgeted through one of the following four (4) methods: 1) Purchase, 2) Rental/Lease, 3) Depreciation, and 4) Use Allowance.

5. Equipment Maintenance Costs: To keep equipment at an efficient operating level, various maintenance services may be necessary. Maintenance services provided by vendors either under a services subcontract or as random repairs will be budgeted under this sections. Care must be used that costs of maintenance services call do not duplicate maintenance fees provided for in rental agreements. Maintenance costs must be calculated in proportion to the use of the item by the Provider agency in the delivery of services.

Description narrative to justify expenditures:

Equipment includes the purchase of 10 laptops to replace old equipment or for new staff. Emerge leases 3 copiers with a commitment until 2025. Software licenses & fees includes VMware licenses, Microsoft 365 licenses, accounting software maintenance fees, Zoom subscriptions, remote support for server and other software licenses.

Equipment & durables goods are replacements of furniture, tools, peripheral computer equipment, etc.

Depreciation costs for equipment owned by Emerge is also included in this section.

MATERIALS & SUPPLIES

Appropriate Costs:

1. The costs of materials and supplies, necessary for the delivery of services, are allowable budgeted expenses.

Such costs should be calculated by deducting from the purchase price, all cash and trade discounts, rebates, and allowances to be received by the Provider agency

2. Materials are consumable supplies used directly by the clients in the provision of services. Material supplies will include but are not limited to: 1) Arts and crafts, 2) Housekeeping Goods (dishes, linens, etc.), 3) Client Activities Costs, 4) Toys, and 5) Literature. Medical Supplies should be budgeted on an actual cost basis.

3. Office Supplies: General Office Supplies are consumable supplies necessary for efficient administrative and service operations of the service program. The cost of this item may be budgeted by using a reasonable base cost per employee for the contract term multiplied by the total number of employees needing office supplies.

Justification of the base cost must be available upon request.

4. Postage: Postage may be budgeted by applying a monthly base to the total number of months in the contract.

When applicable, Provider agencies should apply for and utilize special bulk mail rates.

5. Reproduction and Printing: The cost of printing and reproduction services, necessary for the performance of the contract, including but not limited to forms, reports, manuals and informational literature is allowable. However, if a cost for the rental of a photocopier has been budgeted, care must be taken to avoid duplication of costs. When budgeting for reproduction and printing services, enter a reasonable estimate of actual costs.

Description narrative to justify expenditures:

Postage is budgeted based on the average historical cost of $170 per month. General office supplies is estimated for each site based on historical costs. Program supplies are comsumable supplies for participants including but not limited to household goods, diapers, basic needs (food, hygiene items, medical supplies, etc). We have a large donor pool who contribute in-kind items which averages $100,000 per year. These donated supplies are often items such as clothing, diapers, wipes, backpacks, personal hygiene items, bed linen, pillows. Shelter prepared meals are hot meals prepared by the hotel that is currently being used to house emergency shelter clients (while the agency owned facility is being renovated/rebuilt). Shelter food supplies are items purchased for hotel/shelter clients that are needed to supplement the prepared meals. This includes food and drinks needed to meet special dietary needs, provide meals to shelter residents coming in after the daily meal order has been placed, etc.. The cost of holiday and program event expenses for clients is included in this line item. These are consumable direct client costs/supplies associated with specific client activities and events.

OPERATING COSTS

Appropriate Costs:

1. Central Services: Service costs such as administrative, data processing, payroll, supply and duplicating facilities on which the expense can be calculated and segregated as a direct cost are to be entered in this item. Support these budgeted expenses by indicating the basis of the cost.

2. Communication: Telephone and answering service costs, as well as telephone directory listings, which assist the client to identify and contact the Provider agency for services, will be permitted.

3. Bonding: Premiums for bonding costs will arise when there is a need to protect the provider agency and government against financial loss. Bonding practices beyond those which the Provider agency should normally use as good business practice will not be required. The most common bonding classification is that of a fidelity bond sufficient to cover the potential loss of accessible funds.

4. Advertising: To acquire quality goods or services at a low cost; to recruit potential employees; or to inform the public of the availability of services.

5. Training: Provider agency employees are eligible for training directly related to the services. The necessary and appropriate expense related to training activities is to be included in this line item. The basis for this budgeted expense must be documented is the Proposal Itemized Service Budget, and a detailed description of the training activities must be rendered in the Program/Administration Section.

6. Trade, Business, Technical and Professional Activities: A series of costs may be encountered which assist in providing reference background, updating employees’ knowledge and maintaining liaison or contact with similar activities. Expenses in this line item will be allowable when the costs are proven to be of direct benefit to the services. The following types of costs may be part of this item’s budget expense:1) Library - purchases and fees, 2) Subscriptions - professional literature, 3) Membership – dues, and 4) Professional activities, clubs and meetings.

7. General Liability Insurance: Insurance costs are those insurance costs which the Provider is required to carry, or which are approved under the terms of the contract and any other insurance which the Provider maintains in connection with the general conduct of its business (excluding insurance on the building and contents which should be listed as a line item under Other Space Costs in the Space Category). The Provider can ascertain from the Department what types and amount of insurance coverage should be purchased.

Payroll processing services are budgeted based on an average monthly cost for 12 months. Emerge uses Paylocity, a web-based payroll and employee file management product, Communication costs, including internet and telephone, are budgeted for each site for 12 months. Recruiting services are used to advertise open staff positions. General liability insurance including professional liability are estimated at an annual cost with a 5% increase from the previous year based on estimates provided by our insurance broker. Staff training activities, fingerprinting costs, professional activities and staff incentive costs is included in this line item based on historical data.

INDIRECT COSTS

Appropriate Costs:

1. Administrative Costs are those incurred for a common or joint purpose benefiting more than one cost objective or activity and not readily assignable to the cost objectives specifically benefited, without effort disproportionate to the results achieved. The subrecipient may use their federally negotiated indirect cost rate or the 10% de Minimus indirect cost rate. If the subrecipient elects to use a federally negotiated indirect cost rate, they must provide a copy of the rate agreement with the ISB. If the federally approved indirect cost rate changes or is allowed to expire within the contract period, the subrecipient must notify DES of the changes. If the subrecipient elects to use the 10% de Minimus rate for indirect costs, they must complete and submit the Certification of De Minimus Indirect Cost Rate form.

Description narrative to justify expenditures:

Emerge does not currently have an approved federally negotiated indirect cost rate, therefore we are requesting the de Minimus indrect cost rate of 10%.

VOUCHERS - FLEXIBLE FINANCIAL ASSISTANCE

Appropriate Costs:

1. Flexible financial assistance addresses financial barriers interfering with victims’ ability to create safe and stable lives. These activities comprise a wide range of unique needs, that include but are not limited to transportation, childcare, rental assistance, mental health services, security deposits, utilities, car seat, professional clothes for an interview, car repair, gas cards, healing modalities (i.e., gym membership, massage), etc.

Description narrative to justify expenditures:

Financial assistance for survivors to address financial barriers interfering with the ability to secure safe and stable housing independent of their abusive partner. These costs include move-in deposit, rent, utilities, furniture, moving fees, paperwork fee for passport, bus passes and long distance transportation fees, basic and personal needs and temporary childcare.