230114-CONTRACT-A NEW LEAF (EMERGENCY SHELTER).PDF

CONTRACT HOMELESSNESS EMERGENCY SERVICE 
PROGRAMS 230114-RFP 
 
 
This contract is entered into this 14th day of June, 2023 by and between Maricopa County (“County”), a 
political subdivision of the State of Arizona, and A New Leaf, Inc., an Arizona corporation (“Contractor”) for 
the purchase of essential emergency shelter services to people experiencing homelessness or at risk of 
experiencing homelessness for the service area of emergency shelter.  
 
1.0 
CONTRACT TERM 
 
This contract is for a term of one year beginning on the 1st day of July, 2023 and ending the 30th day 
of June, 2024. 
 
2.0 
OPTION TO RENEW 
 
There are no renewal options available for this contract. 
 
3.0 
CONTRACT COMPLETION 
 
In preparation for contract completion, the Contractor shall make all reasonable efforts for an 
orderly transition of its duties and responsibilities to another provider and/or to the County. This 
may include, but is not limited to, preparation of a transition plan and cooperation with the County 
or other providers in the transition. The transition includes the transfer of all records and other data 
in the possession, custody, or control of the Contractor that are required to be provided to the 
County either by the terms of this agreement or as a matter of law. The provisions of this clause 
shall survive the expiration or termination of this agreement. 
 
4.0 
PRICE ADJUSTMENTS 
 
Any requests for reasonable price adjustments must be submitted 60 calendar days prior to 
contract expiration. Requests for adjustment in cost of labor and/or materials must be supported 
by appropriate documentation. The reasonableness of the request will be determined by comparing 
the request with the Consumer Price Index or by performing a market survey. If County agrees to 
the adjusted price terms, County shall issue written approval of the change and provide an updated 
version of the contract. The new change shall not be in effect until the date stipulated on the 
updated version of the contract. 
 
5.0 
PAYMENTS 
 
5.1 
As consideration for performance of the duties described herein, County shall reimburse 
Contractor for services for eligible costs stated in Exhibit D – Itemized Services Budget. 
Contractor shall incur costs and submit for reimbursement after the services have been 
provided. 
 
5.2 
Contractor shall be paid on a cost reimbursement basis for services performed and work 
completed at time of billing, and will only reimburse for those costs that are based upon 
submitted complete and proper documentation. 
 




		
	


SERIAL 230114-RFP 
 
5.3 
Funds shall be disbursed as repayment of costs for work performed on or after the effective 
date of the contract and before the termination date of the contract.  
 
5.4 
Funding is contingent upon the availability of funds. If any action is taken by any state 
agency, federal department or any other agency or instrumentality to suspend, decrease 
or terminate its fiscal obligation under, or in connection with the contract, the County 
may amend, suspend, decrease or terminate its obligations under or in connection with 
the contract. In the event of termination, the County shall, disburse funds for eligible 
expenses for work performed prior to the effective date of the termination. The County shall 
give written notice of the effective date of any suspension, amendment, or termination 
under this section at least ten calendar days in advance. 
 
5.5 
County will reimburse the contractor on a net “0” payments standard. 
 
5.6 
Contractor shall submit an invoice via email on or before the ninth business day of the 
month following the month, or portion thereof, service delivery was provided. Invoicing not 
received within 45 days following the last day of the service month may result in forfeiture 
of payment for services related to that invoicing cycle.  
 
5.7 
Contractor shall ensure the final fiscal year invoice shall be submitted no later than the 
ninth business day of the month following the month services delivery was provided to 
ensure payment is processed on a timely basis. 
 
5.8 
Subject to the availability of funds, the department will, upon the date of receipt of an 
accurate invoice and supporting documents enumerated in the contract, process and remit 
to the contractor payment of service provision or work performance. 
 
5.9 
Should there be a disallowance in an invoice, the invoice shall be processed for the 
reduced amount. If the contractor protests the amount or the reason for a disallowance, 
contractor shall address their protest, in writing, with the department. Should the contractor 
and the department be unable to resolve the protest, the department will forward the protest 
to the Maricopa County Office of Procurement Services for resolution. 
 
5.10 
INVOICES 
 
5.10.1 The contractor shall submit one legible copy of their detailed invoice before 
payment(s) will be made. Incomplete invoices will not be processed. At a minimum, 
the invoice must provide the following information: 
 
• 
Company name, address, and contact information 
• 
County bill-to name and contact information 
• 
Contract serial number 
• 
County purchase order number 
• 
Project name and/or number 
• 
Invoice number and date 
• 
Payment terms 
• 
Date of service or delivery 
• 
Quantity 
• 
Contract item number(s) 
• 
Arrival and completion time 
• 
Description of purchase (product or services) 
• 
Pricing per unit of purchase 
• 
Extended price 
• 
Total amount due 
  
5.10.2 Problems regarding billing or invoicing shall be directed to the department as listed 
on the purchase order. 
  




		
	


SERIAL 230114-RFP 
 
5.10.3 Payment shall only be made to the Contractor by Accounts Payable through the 
Maricopa County Vendor Express Payment Program. This is an electronic funds 
transfer (EFT) process. After contract award, the Contractor shall complete the 
Vendor Registration Form accessible from the County Department of Finance 
Vendor 
Registration 
Web 
Site 
https://www.maricopa.gov/5169/Vendor-
Information. 
  
5.10.4 Discounts offered in the contract shall be calculated based on the date a properly 
completed invoice is received by the County.  
  
5.10.5 EFT payments to the routing and account numbers designated by the Contractor 
shall include the details on the specific invoices that the payment covers. The 
Contractor is required to discuss remittance delivery capabilities with their 
designated financial institution for access to those details. 
 
5.11 
APPLICABLE TAXES 
 
5.11.1 It is the responsibility of the Contractor to determine any and all applicable taxes 
and include those taxes in their proposal. The legal liability to remit the tax is on 
the entity conducting business in Arizona. Tax is not a determining factor in 
contract award. 
 
5.11.2 The County will look at the price or offer submitted and will not deduct, add, or alter 
pricing based on speculation or application of any taxes, nor will the County 
provide Contractor any advice or guidance regarding taxes. If you have questions 
regarding your tax liability, seek advice from a tax professional prior to submitting 
your bid. You may also find information at https://www.azdor.gov/Business.aspx. 
Once your bid is submitted, the offer is valid for the time specified in this contract, 
regardless of mistake or omission of tax liability. If the County finds overpayment 
of a project due to tax consideration that was not due, the Contractor will be liable 
to the County for that amount, and by contracting with the County agrees to remit 
any overpayments back to the County for miscalculations on taxes included in a 
bid price. 
 
5.11.3 Tax Indemnification: Contractor and all subcontractors shall pay all Federal, State, 
and local taxes applicable to their operation and any persons employed by the 
Contractor. Contractor shall, and require all subcontractors to, hold Maricopa 
County harmless from any responsibility for taxes, damages, and interest, if 
applicable, contributions required under Federal and/or State and local laws and 
regulations, and any other costs including: transaction privilege taxes, 
unemployment 
compensation 
insurance, 
Social 
Security, 
and 
workers’ 
compensation. Contractor may be required to establish, to the satisfaction of 
County, that any and all fees and taxes due to a municipality or the State of Arizona 
for any license or transaction privilege taxes, use taxes, or similar excise taxes are 
currently paid (except for matters under legal protest). 
 
6.0 
AVAILABILITY OF FUNDS 
 
6.1 
The provisions of this contract relating to payment for services shall become effective when 
funds assigned for the purpose of compensating the Contractor as herein provided are 
actually available to County for disbursement. The County shall be the sole judge and 
authority in determining the availability of funds under this contract. County shall keep the 
Contractor fully informed as to the availability of funds. 
 
6.2 
If any action is taken by, any State agency, Federal department, or any other agency or 
instrumentality to suspend, decrease, or terminate its fiscal obligations under, or in 
connection with, this contract, County may amend, suspend, decrease, or terminate its 
obligations under, or in connection with, this contract. In the event of termination, County 
shall be liable for payment only for services rendered prior to the effective date of the 




		
	


SERIAL 230114-RFP 
 
termination, provided that such services are performed in accordance with the provisions 
of this contract. County shall give written notice of the effective date of any suspension, 
amendment, or termination under this section, at least 10 days in advance. 
 
7.0 
POST AWARD MEETING 
 
The contractor may be required to attend a post-award meeting with the department to discuss the 
terms and conditions of this contract. This meeting will be coordinated by the procurement officer of 
the contract. 
 
8.0 
STRATEGIC ALLIANCE for VOLUME EXPENDITURES (SAVE) 
 
The County is a member of the SAVE cooperative purchasing group. SAVE includes the State of 
Arizona, many Phoenix metropolitan area municipalities, and many K-12 unified school districts. 
Under the SAVE Cooperative Purchasing Agreement, and with the concurrence of the contractor, 
a member of SAVE may access a contract resulting from a solicitation issued by the County. If 
contractor does not want to grant such access to a member of SAVE, state so in contractor’s bid. 
In the absence of a statement to the contrary, the County will assume that contractor does wish to 
grant access to any contract that may result from this bid. The County assumes no responsibility 
for any purchases by using entities. 
 
9.0 
INTERGOVERNMENTAL COOPERATIVE PURCHASING AGREEMENTS (ICPAs) 
 
County currently holds ICPAs with numerous governmental entities. These agreements allow those 
entities, with the approval of the Contractor, to purchase their requirements under the terms and 
conditions of the County contract. It is the responsibility of the non-County government entity to 
perform its own due diligence on the acceptability of the contract under its applicable procurement 
rules, processes, and procedures. Certain governmental agencies may not require an ICPA and 
may utilize this contract if it meets their individual requirements. Other governmental agencies may 
enter into a separate Statement of Work with the Contractor to meet their own requirements. The 
County is not a party to any uses of this contract by other governmental entities. 
 
10.0 
DUTIES 
 
10.1 
Contractor will be classified as Subrecipient(s). Subrecipient(s) will be referred to as 
“Contractor” for the purposes of this contract. 
 
10.2 
The Contractor shall perform all duties stated in Exhibit B – Scope of Work, or as otherwise 
directed in writing by the procurement officer. 
 
10.3 
Contractor shall provide services to improve, expand, or ensure the continuity of service 
delivery to people experiencing homelessness and at risk of experiencing homelessness. 
 
10.4 
Contractor is encouraged to collaborate with County departments, including but not limited 
to Maricopa County Human Services (MCHSD) and Maricopa County Public Health 
Department (MCPHD), to provide program services. 
 
10.5 
Contractor shall have policies, procedures, protocols, and/or other safeguards in place to 
ensure funds are used for the purpose as stated in their scope of work. 
 
10.6 
Contractor providing a service program that will provide services beyond the maximum one 
year term of this contract shall have a sustainability plan in place to fund activities after 
County funding from his contract is no longer available. 
 
10.7 
CONTRACTOR QUALIFICATIONS AND ELIGIBILITY REQUIREMENTS 
 
10.7.1 In order to be considered as a qualified and eligible homeless services provider, 
the contractor shall: 
 




		
	


SERIAL 230114-RFP 
 
10.7.1.1 Have and maintain through the term of the contract a valid Unique Entity 
identifier (UEI) number and an active profile in the federal System for 
Award Management (SAM) (www.sam.gov). 
 
10.7.1.2 Be and remain in compliance with all applicable local, state, and Federal 
regulations and laws, including maintaining licensure to conduct 
business in Arizona. 
 
10.7.1.3 Be and remain in compliance with the MCPHD guidance, including any 
guidelines necessary during a public health crisis. 
 
10.7.1.4 Be and remain in good standing with the Arizona Corporation 
Commission and other required regulatory agencies. 
 
10.8 
ELIGIBLE ACTIVITIES: Contractor shall ensure that program service costs are eligible to 
be fully or partially reimbursed with grant funding awarded for this contract, subject to 
federal Emergency Solutions Grant (ESG) requirements. Eligible activities for service areas 
are as indicated below. 
 
10.8.1 Service Option 1 – Emergency Shelter (ES) 
 
10.8.1.1 Essential Services: Eligible essential services related to emergency 
shelter provided to individuals or families experiencing homelessness 
include: 
 
10.8.1.1.1 Services concerned with employment, health, family 
support services and education services for homeless 
youth, substance abuse services, victim services, or mental 
health services 
 
10.8.1.1.2 Case management services including childcare, education 
services, 
employment 
assistance, 
outpatient 
health 
services, legal services, life skills training, referrals to 
mental health services by licensed professionals, referral to 
substance abuse treatment by licensed or certified 
professionals, transportation, and services for special 
populations (i.e., service for people living with HIV/AIDS, 
homeless youth, and victim services) 
 
10.8.1.1.3 Staff salaries necessary to provide the essential services 
 
10.8.1.2 Shelter Services and Operation: Eligible services for the provision of 
shelter to individuals or families experiencing homelessness include: 
 
10.8.1.2.1 Shelter maintenance, rent, security, fuel, equipment, 
insurance, food, furnishings, and supplies necessary for 
operation of emergency shelter 
 
10.8.1.2.2 Hotel/motel vouchers for individuals or families when 
congregant temporary emergency shelter is unavailable 
and  
 
10.8.1.2.3 Staff salaries necessary to provide shelter services and 
operation 
 
10.8.1.3 Contractors providing shelter operations to individuals or families 
experiencing homelessness shall ensure the following: 
 




		
	


SERIAL 230114-RFP 
 
10.8.1.3.1 Shelters are safe, secure, clean, in good repair, and have 
proper ventilation, heating and colling systems 
 
10.8.1.3.2 Fire safety and emergency evacuation plans are maintained 
for clients, staff, and volunteers 
 
10.8.1.3.3 Adequate staff is available to provide for the supervision 
and well-being of clients at all times 
 
10.8.1.3.4 Contractor complies with all applicable federal, state, and 
local laws and regulations 
 
10.8.1.4 Relocation payments and other assistance to individuals or families who 
are displaced from their housing by any project receiving ESG funds. 
 
10.9 
INELIGIBLE PROJECT ACTIVITIES/COSTS FOR THIS CONTRACT 
 
10.9.1 
Depreciation 
 
10.9.2 
Staff recruitment, entertainment, conferences, or retreats 
 
10.9.3 
Public relations or fundraising 
 
10.9.4 
Debts/late fees 
 
10.9.5 
Indirect costs 
 
10.9.6 
Salary of personnel when not working directly with or on approved project 
activities. 
 
10.9.7 
Advocacy, planning, and organizational capacity building 
 
10.9.8 
Costs of direct and outside legal services are not eligible (unless other 
appropriate services are unavailable or inaccessible within the community). 
 
10.9.9 
Costs for homeless service programs that are not related to service delivery 
areas, i.e., administrative offices. 
 
10.9.10 
Childcare costs for program participants over the age of 13, unless the child(ren) 
is/are disabled. Disabled children must be under the age of 18. 
 
10.9.11 
Funds expended for childcare centers not licensed by the jurisdiction in which 
it/they operates in. 
 
10.9.12 
ESG funds cannot be used by any city, county, town, township, parish, village, 
or other political subdivision, to replace funds the provider used for street 
outreach services during the immediately preceding 12-month period, unless 
HUD determines that the city, county, town, township, parish, village, or 
other political subdivision is in a severe financial deficit. 
 
10.10 
PROJECT REQUIREMENTS 
 
10.10.1 
Target Population: Contractor shall provide services to individuals and families 
experiencing homelessness or at risk of experiencing homelessness in the 
County. Homelessness is defined in section 103 of the McKinney-Vento Act, and 
as amended by the HEARTH Act. The four possible categories under which 
individuals and families may qualify as homeless for funded activities are as 
follows: 
 




		
	


SERIAL 230114-RFP 
 
10.10.1.1 
Literally Homeless. Individuals and families who lack a fixed, 
regular, and adequate nighttime residence or a place not meant for 
human habitation; 
10.10.1.2 
Imminent Risk of Homelessness. Individuals and families who will 
imminently lose their primary nighttime residence and do not have 
sufficient resources or support networks, e.g., family, friends, faith-
based or other social networks, immediately available to prevent 
them from moving to an emergency shelter. 
 
10.10.1.3 
Homeless under other Federal Statutes, including unaccompanied 
youth and families with children and youth who are defined as 
homeless under other federal statutes, and who do not otherwise 
qualify as homeless under the definition. 
 
10.10.1.4 
Fleeing/Attempting to flee domestic violence. Individuals and 
families who are fleeing, or are attempting to flee, domestic violence, 
dating violence, sexual assault, stalking, or other dangerous or life-
threatening conditions that relate to violence against the individual 
or a family member. 
 
10.10.2 
Service Area: All service activities provided by the contractor must be provided 
in Maricopa County. Preference will be made for serving homeless households 
from Urban County communities. The Urban County is defined as the 
Cities/Towns of Buckeye, Cave Creek, El Mirage, Fountain Hills, Gila Bend, 
Guadalupe, Litchfield Park, Tolleson, Wickenburg, Youngtown, and all 
unincorporated areas of Maricopa County. 
 
10.10.3 
Contractor shall use all grant funds provided by the County only for their intended 
purposes. 
 
10.10.4 
Contractors shall not withhold or deny services based on race, color, national 
original, religion, sex, disability, age, sexual orientation, or gender identity. 
 
10.10.5 
Contractor shall adhere to ESG program regulations (24 CFR 576.400(d)) 
requiring each ESG-funded project within the Continuum of Care’s (CoC) area 
must use the continuum’s Coordinated Entry System and process. A victim-
service provider may choose not to use the CoC’s centralized or coordinated 
assessment system. 
 
10.10.6 
For any work that is not self-performed, contractor shall be required to get three 
subcontractor quotes for the work and shall award to the lowest responsive, 
responsible bidder. If the contractor is unable to obtain three quotes, the 
contractor shall obtain a waiver, in writing, from the County prior to contracting 
with a subcontractor for the work. 
 
10.10.7 
Contractor is highly encouraged to partner with other service providers in order 
to provide holistic services to the community in the homeless service program, 
including collaboration with County departments in coordination of services, 
including but not limited to, collaboration with MCHSD. 
 
10.10.8 
Contractor shall comply with any and all federal, state and local statutes, 
ordinances, resolution, regulations and rules. Violation of any such law shall be 
deemed to be a material breach of the Contract. 
 
10.10.9 
Contractor shall have policies and practices in place to ensure diversity and 
inclusion in access to services. 
 
10.10.10 Contractor shall acknowledge the contribution of the County in all related 
publications during the term of the Contract. 




		
	


SERIAL 230114-RFP 
 
 
10.11 
EQUAL OPPORTUNITY, FAIR HOUSING, AND EQUAL ACCESS RULE: The project 
must adhere to the following: 
 
10.11.1 
Fair Housing Act (24 CFR 100) 
 
10.11.2 
Executive Order 12259 (Equal Opportunity in Housing) 
 
10.11.3 
Title VI of the Civil Rights Act of 1964 (24 CFR 1) 
 
10.11.4 
Age Discrimination Act of 1975 (25 CFR 146) 
 
10.11.5 
Section 504 of the Rehabilitation Act (24 CFR 8) 
 
10.11.6 
Executive Order 11246 (Equal Employment Opportunity) 
 
10.11.7 
Accessibility standards of the Americans with Disabilities Act, The Fair Housing 
Act and the Rehabilitation Act, as revised. More information can be found at: 
https://www.hud.gov/program_offices/fair_housing_equal_opp/fair_housing_rig
hts_and_obligations  
 
10.11.8 
Applicants must have the capacity to provide equal access to applicants of 
affordable housing regardless of sexual orientation or gender identity (24 C.F.R. 
Parts 5, 200, 203, 236, 400, 570, 574, 882, 891, and 982). 
 
10.12 
FUNDING 
 
MCHSD uses a variety of funds to assist with homeless services in Maricopa County, 
including Emergency Solutions Grant (ESG) funding as described in 24 CFR Parts 91; 576 
Emergency Assistance and Rapid Transition to Housing (HEARTH) Act of 2009 as 
administered by the Department of Housing and Urban Development 24 CFR Parts 91 and 
576; and Community Development Block Grant (CDBG) as described in 24 CFR Part 570. 
 
10.13 
PROGRAM PERFORMANCE AND REPORTING 
 
10.13.1 
Contractor shall track performance and progress of the project and submit 
reporting to the County, including reports of activities that have not been started, 
activities in process, and activities implemented. 
 
10.13.1.1 
Contractor shall provide the County with monthly reports on the 
project and such reports will be due no later than the 15th of each 
month. Reports shall include: 
 
10.13.1.1.1 
HMIS ESG CAPER 
 
10.13.1.1.2 
HMIS Returns to Homelessness Report 
 
10.13.1.2 
Contractor shall provide County with a quarterly progress reports not 
less frequently than 15 days after the end of each calendar quarter. 
 
10.13.2 
Notwithstanding any reporting obligations set forth herein, contractor shall 
provide any and all progress reports required by the federal government, the 
State of Arizona and/or the County. Furthermore, until completion of the project, 
in addition to the obligations set forth in the contract, contractor shall, 
simultaneously, provide County with a copy of all reports and filings made with 
the federal government and/or the State of Arizona and/or any municipality, with 
respect to the project. 
 
10.13.3 
Progress and Compliance 




		
	


SERIAL 230114-RFP 
 
 
10.13.3.1 
Contractor shall attend progress meetings to be scheduled with the 
County’s Homeless Services Project Coordinator. 
 
10.13.3.2 
Contractor shall provide the County’s Homeless Services Project 
Coordinator with monthly progress reports. Progress reports shall 
identify progress against the submitted project schedule provided 
with respondent’s proposal, compliance with deadlines, and 
accomplished deliverables. In addition, contractor’s progress report 
shall include a summary report of services as identified by the 
County with contractor upon award. 
 
10.13.3.3 
Contractors not meeting or exceeding proposed project timeline 
deliverables shall identify: 
 
10.13.3.3.1 
Planned activities to restore compliance with 
proposed schedule/deliverables 
 
10.13.3.3.2 
Barriers to restore/remain in compliance with the 
proposed schedule/deliverables 
 
10.13.3.3.3 
Request(s) 
for 
updating 
the 
project 
schedule/deliverables 
 
10.13.3.4 
Should the contractor fail to meet project timelines and/or fail to 
provide deliverables that are satisfactory to the County, County may: 
 
10.13.3.4.1 
Terminate further payments until the contractor has 
provided deliverables to the County’s satisfaction 
 
10.13.3.4.2 
Reduce payments to the contractor under this chapter 
by an amount equal to the amount of such payments 
for unsatisfactory work 
 
10.13.3.4.3 
Limit the availability of payments under this chapter to 
project activities not affected by such failure to 
comply. 
 
10.13.3.5 
Should the contractor fail to meet project timelines for three or more 
months, the County may proceed with actions to terminate the 
contract for default. 
 
10.13.3.6 
Annual Reporting: Not later than 30 days after the close of each 
fiscal year in which grant monies awarded under this contract are 
furnished, contractor shall submit to the County a report which shall 
contain: 
 
10.13.3.6.1 
a description of the progress made in accomplishing 
the objectives of the project 
 
10.13.3.6.2 
a summary of the use of such funds during the 
preceding fiscal year 
 
10.13.3.6.3 
a description of the activities carried out 
 
 
 




		
	


SERIAL 230114-RFP 
 
10.13.4 
Financial Reporting 
 
10.13.4.1 
Contractor shall maintain a financial account of financial activities 
related to the contract and shall provide a financial statement 
reporting in U.S. dollars, all expenditures of County awarded grant 
funds and any income earned on those funds. The financial 
statement should include County funds received and expended 
under this grant during the period covered by the report. The 
financial statement will be prepared from books and records 
maintained on a fund accounting (cash) basis. Only expenditures 
made in support of the grant purposes should be charged against 
the grant, and records should be maintained of such expenditures 
made in support of the grant adequate to enable the auditing of such 
funds on a quarterly basis. 
 
10.13.4.2 
Contractor shall keep and may be asked to provide documentation 
indicating contractor has received three quotes prior to purchases at 
or exceeding $50,000 and described in 2 CFR § 200.32.  
 
10.14 
PROJECT COMPLETION REPORTING 
 
Contractor shall provide the MCHSD with a brief Project Completion no more than 30 days 
after the contractor’s project is completed. Specific information about what to include in the 
Project Completion report will be provided to the contractor after award. 
 
10.15 
FINANCIAL MANAGEMENT 
 
10.15.1 
Contractor shall maintain a financial management system that meet the following 
standards: 
 
10.15.1.1 
Financial reporting: Accurate, current, and complete disclosure of 
the financial results of financially assisted activities must be made in 
accordance with the financial reporting requirements of the 
agreement. 
 
10.15.1.2 
Accounting records: The contractor must maintain records which 
adequately identify the source and application of funds provided for 
financially assisted activities. These records must contain 
information pertaining to the contract and authorizations, 
obligations, unobligated balances, assets, liabilities, outlays or 
expenditures, and income. 
 
10.15.1.3 
Internal control: The contractor shall maintain effective control and 
accountability for all contract cash, real and personal property, and 
other assets. The contractor must adequately safeguard all such 
property and must assure that it is used solely for authorized 
purposes. 
 
10.15.1.4 
Budget control: The contractor must maintain actual expenditures or 
outlays compared with budgeted amounts for the contract. Financial 
information must be related to performance or productivity data, 
including the development of unit cost information whenever 
appropriate or specifically required in the contract. If unit cost data 
is required, estimates based on available documentation will be 
accepted whenever possible. 
 
 
 




		
	


SERIAL 230114-RFP 
 
10.15.1.5 
Allowable cost: The contractor must use applicable 2 C.F.R. Part 
200 cost principles, agency program regulations, and the terms of 
the contract will be followed in determining the reasonableness, 
allowability, and allocability of costs. 
 
10.15.1.6 
Source documentation: Accounting records must be supported by 
such source documentation as cancelled checks, paid bills, payrolls, 
time, and attendance records, contract, and subcontract documents, 
etc. 
 
10.15.1.7 
Documentation regarding receipt of purchase. 
 
10.16 
RECORD KEEPING 
 
10.16.1 
Contractors shall be responsible for maintaining records of receipts and 
expenditures, clients served, services provided, and locations served for all 
activities performed using grant funds. Such records include, but are not limited 
to: 
 
10.16.1.1 
Financial statement of all expenditures of grant funds and any 
income earned on those funds. 
 
10.16.1.2 
Records of receipts and expenditures that were paid for by the grant. 
 
10.16.1.3 
A grant program plan, including any additional requirements. 
 
10.16.1.4 
Documentation of any program plan reviews and updates. 
 
10.16.1.5 
Documentation of the services provided in accordance with the grant 
 
10.16.2 
Contractor shall maintain all records in an accurate and organized manner and 
keep all records in a secure location. 
 
10.16.3 
ESG funded providers must ensure that data on all persons served and all 
activities provided under ESG are entered into the applicable community-wide 
Homeless Management Information System (HMIS) in the area in which those 
persons and activities are located, or a comparable database, in accordance 
with HUD's standards on participation, data collection, and reporting under a 
local HMIS. If the subrecipient is a victim service provider or a legal services 
provider, it may use a comparable database that collects client-level data over 
time (i.e., longitudinal data) and generates unduplicated aggregate reports 
based on the data. Information entered into a comparable database must not be 
entered directly into or provided to an HMIS. 
 
10.17 
CONTRACT COMPLIANCE MONITORING/AUDITING 
 
10.17.1 
The County will monitor the contractor's compliance with, and performance 
under, the terms and conditions of the contract and the applicable federal 
regulations. On-site visits for compliance monitoring may be made by the County 
and its grantor agencies (or both the County and its grantor agencies) at any 
time during the contractor's normal business hours, announced or unannounced. 
During an on-site visit, the contractor shall make all of its records and accounts 
related to work performed or services provided under the contract are available 
to the County for inspection and copying. 
 
10.17.2 
Contractor shall provide read only access to the County for HMIS project 
reporting once per quarter, as scheduled with the County upon award of the 
contract. In addition, contractor shall provide County access to HMIS reporting, 
as requested, and within three days of a monitoring request. 




		
	


SERIAL 230114-RFP 
 
 
10.17.3 
The County will request information for fiscal monitoring/audit per Office of 
Management and Budget (OMB) Uniform Guidance 2 C.F.R. § 200, to include: 
 
10.17.3.1 
Financial Management 2 C.F.R. § 200.302 
 
10.17.3.2 
Internal Controls 2 C.F.R. § 200.303 
 
10.17.3.3 
Bonds 2 C.F.R. § 200.304 
 
10.17.3.4 
Payment and Financial Reporting 2 C.F.R. § 200.305 
 
10.17.3.5 
Cost Sharing or Matching 2 C.F.R. § 200.306 
 
10.17.3.6 
Program Income 2 C.F.R. § 200.307 
 
10.17.3.7 
Revision of Budget and Program Plans 2 C.F.R. § 200.308 
 
10.17.3.8 
Period of Performance 2 C.F.R. § 200.309 
 
10.17.3.9 
Insurance Coverage 2 C.F.R. § 200.310 
 
10.17.3.10 Record Retention and Access 2 C.F.R. §§ 200.334 – 200.338 
 
10.17.3.11 Procurement Standards 2 C.F.R. § 200.318 
 
10.17.3.12 Indirect Costs 2 C.F.R. § 200.414 
 
10.17.3.13 Compensation-Personal Services 2 C.F.R. § 200.430 
 
10.17.3.14 Audit Requirements 2 C.F.R. §§ 200.501-200.517 
 
10.17.4 
Contractor, as a subrecipient of 21.027 Assistance Listing Number (ALN) 
American Rescue Plan Act Coronavirus State and Local Fiscal Recovery Funds,  
shall be in compliance and remain in compliance throughout the term of the 
contract with 2 CFR 200. Contractor shall indicate compliance and provide as part 
of proposal submission using Attachment H - CERTIFICATE OF COMPLIANCE 
WITH 2 CFR 200. 
 
10.17.5 
Contractor may be monitored for fiscal, program delivery and grant compliance 
annually or more often as needed to ensure complete use of grant funds. 
 
10.17.6 
If contractor is found to be deficient in any area, contractor shall receive written 
notification of findings and required corrective actions. Contractor shall provide 
a written response outlining corrective actions and steps to ensure findings are 
corrected and resolved to preclude future issues. 
 
10.17.7 
The contractor shall reimburse the County for any and all uses of American 
Rescue Plan Act of 2021, H.R. 1319 (ARPA) funds in the event that the federal 
government determines the use did not comply with the ARPA laws, rules, and 
guidelines.  The intent of the parties is that the contractor will reimburse the   
County within a timeframe that allows the County to use the reimbursed funds to   
refund the money to the U.S. Department of the Treasury, as required by ARPA. 
 
11.0 
TERMS AND CONDITIONS 
 
11.1 
INDEMNIFICATION 
 




		
	


SERIAL 230114-RFP 
 
11.1.1 To the fullest extent permitted by law, and to the extent that claims, damages, 
losses, or expenses are not covered and paid by insurance purchased by the 
contractor, the contractor shall defend, indemnify, and hold harmless the County 
(as Owner), its agents, representatives, officers, directors, officials, and employees 
from and against all claims, damages, losses, and expenses (including, but not 
limited to attorneys' fees, court costs, expert witness fees, and the costs and 
attorneys' fees for appellate proceedings) arising out of, or alleged to have resulted 
from, the negligent acts, errors, omissions, or mistakes of the contractor, a 
subcontractor, anyone directly or indirectly employed by them, or anyone for 
whose acts they may be liable relating to the performance of this contract. 
 
11.1.2 Contractor's duty to defend, indemnify, and hold harmless the County, its agents, 
representatives, officers, directors, officials, and employees shall arise in 
connection with any claim, damage, loss, or expense that is attributable to bodily 
injury, sickness, disease, death, or injury to, impairment of, or destruction of 
tangible property, including loss of use resulting therefrom, caused by negligent 
acts, errors, omissions, or mistakes in the performance of this contract, but only to 
the extent caused by the negligent acts or omissions of the contractor, a 
subcontractor, anyone directly or indirectly employed by them, or anyone for 
whose acts they may be liable, regardless of whether or not such claim, damage, 
loss, or expense is caused in part by a party indemnified hereunder. 
 
11.1.3 The amount and type of insurance coverage requirements set forth herein will in 
no way be construed as limiting the scope of the indemnity in this section. 
 
11.1.4 The scope of this indemnification does not extend to the sole negligence of County. 
 
11.2 
INSURANCE 
 
11.2.1 Contractor, at Contractor’s own expense, shall purchase and maintain, at a 
minimum, the herein stipulated insurance from a company or companies duly 
licensed by the State of Arizona and possessing an AM Best, Inc. category rating 
of B++. In lieu of State of Arizona licensing, the stipulated insurance may be 
purchased from a company or companies, which are authorized to do business in 
the State of Arizona, provided that said insurance companies meet the approval of 
County. The form of any insurance policies and forms must be acceptable to 
County. 
 
11.2.2 All insurance required herein shall be maintained in full force and effect until all 
work or service required to be performed under the terms of the contract is 
satisfactorily completed and formally accepted. Failure to do so may, at the sole 
discretion of County, constitute a material breach of this contract. 
 
11.2.3 In the event that the insurance required is written on a claims-made basis, 
Contractor warrants that any retroactive date under the policy shall precede the 
effective date of this contract and either continuous coverage will be maintained, 
or an extended discovery period will be exercised for a period of two years 
beginning at the time work under this contract is completed. 
 
11.2.4 Contractor’s insurance shall be primary insurance as respects County, and any 
insurance or self-insurance maintained by County shall not contribute to it. 
 
11.2.5 Any failure to comply with the claim reporting provisions of the insurance policies 
or any breach of an insurance policy warranty shall not affect the County’s right to 
coverage afforded under the insurance policies. 
 
11.2.6 The insurance policies may provide coverage that contains deductibles or self-
insured retentions. Such deductible and/or self-insured retentions shall not be 
applicable with respect to the coverage provided to County under such policies. 




		
	


SERIAL 230114-RFP 
 
Contractor shall be solely responsible for the deductible and/or self-insured 
retention and County, at its option, may require Contractor to secure payment of 
such deductibles or self-insured retentions by a surety bond or an irrevocable and 
unconditional letter of credit. 
 
11.2.7 The insurance policies required by this contract, except Workers’ Compensation 
and Errors and Omissions, shall name County, its agents, representatives, officers, 
directors, officials, and employees as additional insureds. 
 
11.2.8 The policies required hereunder, except Workers’ Compensation and Errors and 
Omissions, shall contain a waiver of transfer of rights of recovery (subrogation) 
against County, its agents, representatives, officers, directors, officials, and 
employees for any claims arising out of Contractor’s work or service. 
 
11.2.9 If available, the insurance policies required by this contract may be combined with 
Commercial Umbrella Insurance policies to meet the minimum limit requirements. 
If a Commercial Umbrella insurance policy is utilized to meet insurance 
requirements, the Certificate of Insurance shall indicate which lines the 
Commercial Umbrella Insurance covers. 
 
11.2.9.1 Commercial General Liability 
 
Commercial General Liability (CGL) insurance and, if necessary, 
Commercial Umbrella insurance with a limit of not less than $2,000,000 
for each occurrence, $4,000,000 Products/Completed Operations 
Aggregate, and $4,000,000 General Aggregate Limit. The policy shall 
include coverage for premises liability, bodily injury, broad form property 
damage, personal injury, products and completed operations and 
blanket contractual coverage, and shall not contain any provisions which 
would serve to limit third party action over claims. There shall be no 
endorsement or modifications of the CGL limiting the scope of coverage 
for liability arising from explosion, collapse, or underground property 
damage. 
 
11.2.9.2 Automobile Liability 
 
Commercial/Business Automobile Liability insurance with a combined 
single limit for bodily injury and property damage of not less than 
$2,000,000 each occurrence with respect to any of the Contractor’s 
owned, hired, and non-owned vehicles assigned to or used in 
performance of the Contractor’s work or services or use or maintenance 
of the premises under this contract.  
 
11.2.9.3 Workers’ Compensation 
 
11.2.9.3.1 Workers’ compensation insurance to cover obligations 
imposed by Federal and State statutes having jurisdiction of 
Contractor’s employees engaged in the performance of the 
work or services under this contract; and Employer’s 
Liability insurance of not less than $1,000,000 for each 
accident, $1,000,000 disease for each employee, and 
$1,000,000 disease policy limit.  
 
11.2.9.3.2 Contractor, its subcontractors, and sub-subcontractors 
waive all rights against this contract and its agents, officers, 
directors, and employees for recovery of damages to the 
extent these damages are covered by the workers’ 
compensation and Employer’s Liability or Commercial 
Umbrella Liability insurance obtained by Contractor, its 




		
	


SERIAL 230114-RFP 
 
subcontractors, and its sub-subcontractors pursuant to this 
contract. 
 
11.2.9.4 Sexual Molestation and Physical Abuse 
 
The policy shall be endorsed to include coverage for sexual molestation 
and physical abuse at limits not less than $2,000,000.00 per occurrence 
and $4,000,000.00 aggregate. These limits may be included within a 
General Liability policy, Professional Liability policy or provided by 
separate endorsement with its own limits as required. Contractor must 
provide the following statement on their Certificate(s) of Insurance: 
“Sexual molestation and physical abuse coverage is included.” 
Policies/certificates stating that “Sexual molestation and physical abuse 
coverage is not excluded” do not meet this requirement. 
 
11.2.10 
Certificates of Insurance 
 
11.2.10.1 Prior to contract award, Contractor shall furnish the County with valid 
and complete Certificates of Insurance, or formal endorsements as 
required by the contract in the form provided by the County, issued by 
Contractor’s insurer(s), as evidence that policies providing the required 
coverage, conditions and limits required by this contract are in full force 
and effect. Such certificates shall identify this contract number and title. 
 
11.2.10.2 In the event any insurance policy(ies) required by this contract is (are) 
written on a claims-made basis, coverage shall extend for two years past 
completion and acceptance of Contractor’s work or services and as 
evidenced by annual certificates of insurance. 
 
11.2.10.3 If a policy does expire during the life of the Contract, a renewal certificate 
must be sent to County 15 calendar days prior to the expiration date. 
 
11.2.10.4 Certificates of Insurance shall identify Maricopa County as the certificate 
holder as follows: 
 
Maricopa County 
c/o Risk Management 
301 W Jefferson St, Suite 910 
Phoenix, AZ 85003 
 
11.2.11 Cancellation and Expiration Notice 
 
Applicable to all insurance policies required within the insurance requirements of 
this contract, Contractor’s insurance shall not be permitted to expire, be 
suspended, be canceled, or be materially changed for any reason without 30 days 
prior written notice to Maricopa County. Contractor must provide to Maricopa 
County, within two business days of receipt, if they receive notice of a policy that 
has been or will be suspended, canceled, materially changed for any reason, has 
expired, or will be expiring. Such notice shall be sent directly to Maricopa County 
Office of Procurement Services and shall be mailed, or hand delivered to 301 W. 
Jefferson St. Suite 700, Phoenix, AZ 85003, or emailed to the procurement officer 
noted in the contract. 
 
11.3 
FORCE MAJEURE 
 
11.3.1 Neither party shall be liable for failure of performance, nor incur any liability to the 
other party on account of any loss or damage resulting from any delay or failure to 
perform all or any part of this contract, if such delay or failure is caused by events, 
occurrences, or causes beyond the reasonable control and without negligence of 




		
	


SERIAL 230114-RFP 
 
the parties. Such events, occurrences, or causes include, but are not limited to, 
acts of God/nature (including fire, flood, earthquake, storm, hurricane, or other 
natural disaster), war, invasion, act of foreign enemies, hostilities (whether war is 
declared or not), civil war, riots, rebellion, revolution, insurrection, military or 
usurped power or confiscation, terrorist activities, nationalization, government 
sanction, lockout, blockage, embargo, labor dispute, strike, and interruption or 
failure of electricity or telecommunication service, and pandemic. 
 
11.3.1 Each party, as applicable, shall give the other party notice of its inability to perform 
and particulars in reasonable detail of the cause of the inability. Each party must 
use best efforts to remedy the situation and remove, as soon as practicable, the 
cause of its inability to perform or comply. 
 
11.3.2 The party asserting Force Majeure as a cause for non-performance shall have the 
burden of proving that reasonable steps were taken to minimize delay or damages 
caused by foreseeable events, that all non-excused obligations were substantially 
fulfilled, and that the other party was timely notified of the likelihood or actual 
occurrence which would justify such an assertion, so that other prudent 
precautions could be contemplated. 
 
11.4 
ORDERING AUTHORITY 
 
Any request for purchase shall be accompanied by a valid purchase order issued by a 
County department or directed by a Certified Agency Procurement Aid (CAPA) with a 
purchase card for payment. 
 
11.5 
NO MINIMUM OR MAXIMUM PURCHASE OBLIGATION 
 
This contract does not guarantee any minimum or maximum purchases will be made. 
Orders will only be placed under this contract when the County identifies a need and proper 
authorization and documentation have been approved. 
 
11.6 
PURCHASE ORDERS 
 
11.6.1 County reserves the right to cancel purchase orders within a reasonable period of 
time after issuance. Should a purchase order be canceled, the County agrees to 
reimburse the Contractor for actual and documentable costs incurred by the 
Contractor in response to the purchase order. The County will not reimburse the 
Contractor for any costs incurred after receipt of County notice of cancellation, or 
for lost profits, or for shipment of product prior to issuance of purchase order. 
 
11.6.2 Contractor agrees to accept verbal notification of cancellation of purchase orders 
from the County procurement officer with written notification to follow. Contractor 
specifically acknowledges to be bound by this cancellation policy. 
 
11.7 
BACKGROUND CHECK 
 
Respondents may be required to pass multiple background checks (e.g. Sheriff’s Office, 
County Attorney's Office, Courts, as well as Maricopa County general government) to 
determine if the respondent is acceptable to do business with the County. This applies to, 
but is not limited to, the company, subcontractors, and employees, and the failure to pass 
these checks shall deem the respondent non-responsible. 
 
11.8 
SUSPENSION OF WORK 
 
The procurement officer may order the Contractor, in writing, to suspend, delay, or interrupt 
all or any part of the work of this contract for the period of time that the procurement officer 
determines appropriate for the convenience of the County. No adjustment shall be made 
under this clause for any suspension, delay, or interruption to the extent that performance 




		
	


SERIAL 230114-RFP 
 
would have been so suspended, delayed, or interrupted by any other cause, including the 
fault or negligence of the Contractor. No request for adjustment under this clause shall be 
granted unless the claim, in an amount stated, is asserted in writing as soon as practicable 
after the termination of the suspension, delay, or interruption, but not later than the date of 
final payment under the contract. 
 
11.9 
STOP WORK ORDER 
 
11.9.1 
The procurement officer may, at any time, by written order to the Contractor, 
require the Contractor to stop all, or any part, of the work called for by this 
contract for a period of 90 calendar days after the order is delivered to the 
Contractor, and for any further period to which the parties may agree. The order 
shall be specifically identified as a stop work order issued under this clause. 
Upon receipt of the order, the Contractor shall immediately comply with its terms 
and take all reasonable steps to minimize the incurrence of costs allocable to 
the work covered by the order during the period of work stoppage. Within a 
period of 90 calendar days after a stop work order is delivered to the Contractor, 
or within any extension of that period to which the parties shall have agreed, the 
procurement officer shall either: 
 
11.9.1.1 cancel the stop work order; or  
 
11.9.1.2 terminate the work covered by the order as provided in the 
Termination for Default or the Termination for Convenience clause of 
this contract. 
 
11.9.1.3 The procurement officer may make an equitable adjustment in the 
delivery schedule and/or contract price, and the contract shall be 
modified, in writing, accordingly, if the Contractor demonstrates that 
the stop work order resulted in an increase in costs to the Contractor 
 
11.10 
TERMINATION FOR CONVENIENCE 
 
Maricopa County may terminate the resultant contract for convenience by providing 60 
calendar days advance notice to the Contractor. 
 
11.11 
TERMINATION FOR DEFAULT 
 
11.11.1 
The County may, by written Notice of Default to the Contractor, terminate this 
contract in whole or in part if the Contractor fails to: 
 
11.11.1.1 deliver the supplies or to perform the services within the time specified 
in this contract or any extension;  
 
11.11.1.2 make progress, so as to endanger performance of this contract; or 
 
11.11.1.3 perform any of the other provisions of this contract. 
 
11.11.1.4 The County’s right to terminate this contract under these subparagraphs 
may be exercised if the Contractor does not cure such failure within 10 
business days (or more if authorized in writing by the County) after 
receipt of a Notice to Cure from the procurement officer specifying the 
failure. 
 
11.12 
PERFORMANCE 
 
It shall be the Contractor’s responsibility to meet the proposed performance requirements. 
Maricopa County reserves the right to obtain services on the open market in the event the 
Contractor fails to perform, and any price differential will be charged against the Contractor. 




		
	


SERIAL 230114-RFP 
 
 
11.13 
ACCEPTANCE 
 
Upon completion of services, service delivery shall be deemed accepted and the warranty 
period shall begin when a) material(s)/equipment is installed (as necessary) and fully 
operational; and/or b) the department has deemed all service/work completed, including 
but not limited to, any inspection, repair, installation, design, development, deployment, 
operation, and initial training, (as applicable). Additionally, all documentation shall be 
completed prior to final acceptance. 
 
11.14 
CONTRACTOR EMPLOYEE MANAGEMENT 
 
11.14.1 
Contractor shall endeavor to maintain the personnel proposed in their proposal 
throughout the performance of this contract. 
 
11.14.2 
If Contractor personnel’s employment status changes, Contractor shall provide 
County a list of proposed replacements with equivalent or greater experience. 
 
11.14.3 
Under no circumstances shall the implementation schedule to be impacted by a 
personnel change on the part of the Contractor. 
 
11.14.4 
Contractor shall not reassign any key personnel identified in their proposal 
without the express consent of the County. 
 
11.14.5 
County reserves the right to immediately remove from its premises any 
Contractor personnel it determines to be a risk to County operations. 
 
11.14.6 
County reserves the right to request the replacement of any Contractor 
personnel at any time, for any reason. 
 
11.15 
WARRANTY OF SERVICES 
 
11.15.1 
The Contractor warrants that all services provided hereunder will conform to the 
requirements of the contract, including all descriptions, specifications, and 
attachments made a part of this contract. County’s acceptance of services or 
goods provided by the Contractor shall not relieve the Contractor from its 
obligations under this warranty. 
 
11.15.2 
In addition to its other remedies, County may, at the Contractor's expense, 
require prompt correction of any services failing to meet the Contractor's 
warranty herein. Services corrected by the Contractor shall be subject to all the 
provisions of this contract in the manner and to the same extent as services 
originally furnished hereunder. 
 
11.16 
INSPECTION OF SERVICES 
 
11.16.1 
The Contractor shall provide and maintain an inspection system acceptable to 
County covering the services under this contract. Complete records of all 
inspection work performed by the Contractor shall be maintained and made 
available to County during contract performance and for as long afterwards as 
the contract requires. 
 
11.16.2 
County has the right to inspect and test all services called for by the contract, to 
the extent practicable at all times and places during the term of the contract. 
County shall perform inspections and tests in a manner that will not unduly delay 
the work. 
 
11.16.3 
If any of the services do not conform to contract requirements, County may 
require the Contractor to perform the services again in conformity with contract 




		
	


SERIAL 230114-RFP 
 
requirements, at no cost to the County. When the defects in services cannot be 
corrected by re-performance, County may: 
 
11.16.3.1 require the Contractor to take necessary action to ensure that future 
performance conforms to contract requirements; and 
 
11.16.3.2 reduce the contract price to reflect the reduced value of the services 
performed. 
 
11.16.4 
If the Contractor fails to promptly perform the services again or to take the 
necessary action to ensure future performance in conformity with contract 
requirements, County may: 
 
11.16.4.1 by contract or otherwise, perform the services and charge to the 
Contractor, through direct billing or through payment reduction, any cost 
incurred by County that is directly related to the performance of such 
service; or 
 
11.16.4.2 terminate the contract for default. 
 
11.17 
USAGE REPORT 
 
The Contractor shall furnish the County a usage report, upon request, delineating the 
acquisition activity governed by the contract. The format of the report shall be approved by 
the County and shall disclose the quantity and dollar value of each contract item by 
individual unit of measure. 
 
11.18 
STATUTORY RIGHT OF CANCELLATION FOR CONFLICT OF INTEREST 
 
Notice is given that, pursuant to A.R.S. § 38-511, the County may cancel any contract 
without penalty or further obligation within three years after execution of the contract, if any 
person significantly involved in initiating, negotiating, securing, drafting, or creating the 
contract on behalf of the County is at any time, while the contract or any extension of the 
contract is in effect, an employee or agent of any other party to the contract in any capacity 
or consultant to any other party of the contract with respect to the subject matter of the 
contract. Additionally, pursuant to A.R.S. § 38-511, the County may recoup any fee or 
commission paid or due to any person significantly involved in initiating, negotiating, 
securing, drafting, or creating the contract on behalf of the County from any other party to 
the contract arising as the result of the contract. 
 
11.19 
OFFSET FOR DAMAGES 
 
In addition to all other remedies at Law or Equity, the County may offset from any money 
due to the Contractor any amounts Contractor owes to the County for damages resulting 
from breach or deficiencies in performance of the contract. 
 
11.20 
SUBCONTRACTING 
 
11.20.1 
The Contractor may not assign to another Contractor or subcontract to another 
party for performance of the terms and conditions hereof without the written 
consent of the County. All correspondence authorizing subcontracting must 
reference the bid serial number and identify the job or project. 
 
11.20.2 
The subcontractor’s rate for the job shall not exceed that of the prime 
Contractor’s rate, as bid in the pricing section, unless the prime Contractor is 
willing to absorb any higher rates. The subcontractor’s invoice shall be invoiced 
directly to the prime Contractor, who in turn shall pass-through the costs to the 
County, without mark-up. A copy of the subcontractor’s invoice must accompany 
the prime Contractor’s invoice. 




		
	


SERIAL 230114-RFP 
 
 
11.21 
AMENDMENTS 
 
All amendments to this contract shall be in writing and approved/signed by both parties. 
Maricopa County Office of Procurement Services shall be responsible for approving all 
amendments for Maricopa County. 
 
11.22 
ADDITIONS/DELETIONS OF REQUIREMENTS 
 
The County reserves the right to add and/or delete materials and services to a contract. If 
a service requirement is deleted, payment to the Contractor will be reduced proportionately 
to the amount of service reduced in accordance with the bid price. If additional materials 
or services are required from a contract, prices for such additions will be negotiated 
between the Contractor and the County. 
 
11.23 
RIGHTS IN DATA 
 
11.23.1 
The County shall have the use of data and reports resulting from a contract 
without additional cost or other restriction except as may be established by law 
or applicable regulation. Each party shall supply to the other party, upon request, 
any available information that is relevant to a contract and to the performance 
thereunder. 
 
11.23.2 
Data, records, reports, and all other information generated for the County by a 
third party as the result of a contract are the property of the County and shall be 
provided in a format designated by the County or shall be and remain accessible 
to the County into perpetuity. 
 
11.24 
ACCESS TO AND RETENTION OF RECORDS FOR THE PURPOSE OF AUDIT AND/OR 
OTHER REVIEW 
 
11.24.1 
In accordance with Section MC1-372 of the Maricopa County Procurement 
Code, the Contractor agrees to retain (physical or digital copies of) all books, 
records, accounts, statements, reports, files, and other records and back-up 
documentation relevant to this contract for six years after final payment or until 
after the resolution of any audit questions, which could be more than six years, 
whichever is longest. The County, Federal or State auditors and any other 
persons duly authorized by the department shall have full access to and the right 
to examine, copy, and make use of, any and all said materials. 
 
11.24.2 
If the Contractor’s books, records, accounts, statements, reports, files, and other 
records and back-up documentation relevant to this contract are not sufficient to 
support and document that requested services were provided, the Contractor 
shall reimburse Maricopa County for the services not so adequately supported 
and documented. 
 
11.25 
AUDIT DISALLOWANCES 
 
If at any time it is determined by the County that a cost for which payment has been made 
is a disallowed cost, the County shall notify the Contractor in writing of the disallowance. 
The course of action to address the disallowance shall be at sole discretion of the County, 
and may include either an adjustment to future invoices, request for credit, request for a 
check, or a deduction from current invoices submitted by the Contractor equal to the 
amount of the disallowance, or to require reimbursement forthwith of the disallowed amount 
by the Contractor by issuing a check payable to Maricopa County. 
 
11.26 
STRICT COMPLIANCE 
 




		
	


SERIAL 230114-RFP 
 
Acceptance by County of a performance that is not in strict compliance with the terms of 
the contract shall not be deemed to be a waiver of strict compliance with respect to all other 
terms of the contract. 
11.27 
VALIDITY 
 
The invalidity, in whole or in part, of any provision of this contract shall not void or affect 
the validity of any other provision of the contract. 
 
11.28 
SEVERABILITY 
 
The removal, in whole or in part, of any provision of this contract shall not void or affect the 
validity of any other provision of this contract. 
 
11.29 
RELATIONSHIPS 
 
11.29.1 
In the performance of the services described herein, the Contractor shall act 
solely as an independent Contractor, and nothing herein or implied herein shall 
at any time be construed as to create the relationship of employer and employee, 
co-employee, partnership, principal and agent, or joint venture between the 
County and the Contractor. 
 
11.29.2 
The County reserves the right of final approval on proposed staff. Also, upon 
request by the County, the Contractor will be required to remove any employees 
working on County projects and substitute personnel based on the discretion of 
the County within two business days, unless previously approved by the County. 
 
11.30 
NON-DISCRIMINATION 
 
Contractor agrees to comply with all provisions and requirements of Arizona Executive 
Order 2009-09, including flow down of all provisions and requirements to any 
subcontractors. Executive Order 2009-09 supersedes Executive Order 99-4 and amends 
Executive Order 75-5 and is hereby incorporated into this contract as if set forth in full 
herein. During the performance of this contract, Contractor shall not discriminate against 
any employee, client, or any other individual in any way because of that person’s age, race, 
creed, color, religion, sex, disability, or national origin. (Arizona Executive Order 2009-09 
can be viewed at https://apps.azsos.gov/public_services/register/2009/46/governor.pdf) 
 
11.31 
WRITTEN CERTIFICATION PURSUANT to A.R.S. § 35-393.01 
 
If vendor engages in for-profit activity and has 10 or more employees, and if this agreement 
has a value of $100,000 or more, vendor certifies it is not currently engaged in, and agrees 
for the duration of this agreement to not engage in, a boycott of goods or services from 
Israel. This certification does not apply to a boycott prohibited by 50 U.S.C. § 4842 or a 
regulation issued pursuant to 50 U.S.C. § 4842. 
 
11.32 
CERTIFICATION REGARDING DEBARMENT AND SUSPENSION 
 
11.32.1 
The undersigned (authorized official signing on behalf of the Contractor) certifies 
to the best of his or her knowledge and belief that the Contractor, its current 
officers, and directors: 
 
11.32.1.1 are not presently debarred, suspended, proposed for debarment, 
declared ineligible, or voluntarily excluded from being awarded any 
contract or grant by any United States department or agency or any 
state, or local jurisdiction; 
 
11.32.1.2 have not within a three-year period preceding this contract: 
 




		
	


SERIAL 230114-RFP 
 
11.32.1.2.1 been convicted of fraud or any criminal offense in 
connection with obtaining, attempting to obtain, or as the 
result of performing a government entity (Federal, State or 
local) transaction or contract; or 
 
11.32.1.2.2 been convicted of violation of any Federal or State antitrust 
statutes or conviction for embezzlement, theft, forgery, 
bribery, falsification or destruction of records, making false 
statements, or receiving stolen property regarding a 
government entity transaction or contract; 
 
11.32.1.3 are not presently indicted or criminally charged by a government entity 
(Federal, State or local) with commission of any criminal offenses in 
connection with obtaining, attempting to obtain, or as the result of 
performing a government entity public (Federal, State or local) 
transaction or contract; 
 
11.32.1.4 are not presently facing any civil charges from any governmental entity 
regarding obtaining, attempting to obtain, or from performing any 
governmental entity contract or other transaction; and  
 
11.32.1.5 have not within a three-year period preceding this contract had any 
public transaction (Federal, State or local) terminated for cause or 
default. 
 
11.32.2 
If any of the above circumstances described in the paragraph are applicable to 
the entity submitting a bid for this requirement, include with your bid an 
explanation of the matter including any final resolution. 
 
11.32.3 
The Contractor shall include, without modification, this clause in all lower tier 
covered 
transactions 
(i.e. 
transactions 
with 
subcontractors 
or 
sub-
subcontractors) and in all solicitations for lower tier covered transactions related 
to this contract. If this clause is applicable to a subcontractor or sub-
subcontractor, the Contractor shall include the information required by this 
clause with their bid. 
 
11.33 
VERIFICATION REGARDING COMPLIANCE WITH A.R.S. § 41-4401 AND FEDERAL 
IMMIGRATION LAWS AND REGULATIONS 
 
11.33.1 
By entering into the contract, the Contractor warrants compliance with the 
Immigration and Nationality Act (INA using E-Verify) and all other Federal 
immigration laws and regulations related to the immigration status of its employees 
and A.R.S. § 23-214(A). The Contractor shall obtain statements from its 
subcontractors certifying compliance and shall furnish the statements to the 
procurement officer upon request. These warranties shall remain in effect through 
the term of the contract. The Contractor and its subcontractors shall also maintain 
Employment Eligibility Verification forms (I-9) as required by the Immigration 
Reform and Control Act of 1986, as amended from time to time, for all employees 
performing work under the contract and verify employee compliance using the E-
Verify system and shall keep a record of the verification for the duration of the 
employee’s employment or at least three years, whichever is longer. I-9 forms are 
available for download at www.uscis.gov. 
 
11.33.2 
The County retains the legal right to inspect documents of Contractor and 
subcontractor employees performing work under this contract to verify compliance 
with paragraph 11.33.1 of this section. Contractor and subcontractor shall be given 
reasonable notice of the County’s intent to inspect and shall make the documents 
available at the time and date specified. Should the County suspect or find that 
the Contractor or any of its subcontractors are not in compliance, the County will 




		
	


SERIAL 230114-RFP 
 
consider this a material breach of the contract and may pursue any and all 
remedies allowed by law, including, but not limited to: suspension of work, 
termination of the contract for default, and suspension and/or debarment of the 
Contractor. All costs necessary to verify compliance are the responsibility of the 
Contractor. 
 
11.34 
CONTRACTOR EMPLOYEE WHISTLEBLOWER RIGHTS AND REQUIREMENT TO 
INFORM EMPLOYEES OF WHISTLEBLOWER RIGHTS 
 
11.34.1 
The parties agree that this contract and employees working on this contract will 
be subject to the Contractor employee whistleblower protections established by 
Title 41 U.S.C. § 4712 and Section 3.908 of the Federal Acquisition Regulation. 
 
11.34.2 
Contractor shall inform its employees in writing, in the predominant language of 
the workforce, of employee whistleblower rights and protections under 41 U.S.C. 
§ 4712, as described in Section 3.908 of the Federal Acquisition Regulation. 
Documentation of such employee notification must be kept on file by Contractor 
and copies provided to County upon request. 
 
11.34.3 
Contractor shall insert the substance of this clause, including this paragraph, in 
all subcontracts over the simplified acquisition threshold ($250,000 as of fiscal 
year 2018). 
 
11.35 
CONTRACTOR LICENSE REQUIREMENT 
 
The Contractor shall procure all permits, insurance, and licenses, and pay the charges and 
fees necessary and incidental to the lawful conduct of his/her business, and as necessary 
complete any requirements, by any and all governmental or non-governmental entities as 
mandated to maintain compliance with and remain in good standing. The Contractor shall 
keep fully informed of existing and future trade or industry requirements, and Federal, 
State, and local laws, ordinances, and regulations which in any manner affect the fulfillment 
of a contract and shall comply with the same. Contractor shall immediately notify both the 
Office of Procurement Services and the department of any and all changes concerning 
permits, insurance, or licenses. 
 
11.36 
RELIGIOUS ACTIVITIES 
 
The contractor agrees that costs, planned or claimed, including costs incurred, shall not 
include any expense for any religious activity. 
 
11.37 
POLITICAL ACTIVITY PROHIBITED 
 
None of the funds, materials, property, or services contributed by the County or the 
contractor under the agreement shall be used in the performance of this agreement for any 
partisan political activity, or to further the election or defeat of any candidate for public 
office. 
 
11.38 
EQUAL EMPLOYMENT OPPORTUNITY 
 
11.38.1 
The contractor shall not discriminate against any employee or applicant for 
employment because of race, age, disability, color, religion, sex, or national 
origin. The contractor shall take affirmative action to ensure applicants are 
employed and that employees are treated during employment without regard to 
their race, age, disability, color, religion, sex, or national origin. Such action shall 
include but is not limited to the following: employment, upgrading, demotion or 
transfer, recruitment, or recruitment advertising, lay-off or termination, rates of 
pay or other forms of compensation, and selection for training, including 
apprenticeship. 
 




		
	


SERIAL 230114-RFP 
 
11.38.2 
Contractor shall comply with the following provisions: 
 
11.38.2.1 Title VI and VII of the Civil Rights Act of 1964, as amended (42 U.S.C. 
§§ 2000a, et seq.); 
 
11.38.2.2 The Rehabilitation Act of 1973, as amended (29 U.S.C. §§ 701, et seq.); 
 
11.38.2.3 The Age Discrimination in Employment Act of 1967, as amended 
(29 
U.S.C. §§ 621, et seq.); 
 
11.38.2.4 The Americans With Disabilities Act of 1990 (42 U.S.C. §§ 12101, et 
seq.); and Arizona Executive Order 2009-09, as amended, et seq. 
which mandates that all persons shall have equal access to 
employment opportunities. 
 
11.38.2.5 Contractor understands that the United States has the right to seek 
judicial enforcement of this assurance. 
 
11.39 
CERTIFICATION REGARDING LOBBYING 
 
11.39.1 
Contractor certifies, to the best of their knowledge and belief, that: 
 
11.39.1.1 No federal appropriated funds have been paid or will be paid, by or on 
behalf of the Contractor, to any person for influencing or attempting to 
influence an officer or employee of any agency. This applies to a 
Member of Congress, an officer or employee of Congress, or an 
employee of a Member of Congress in connection with the awarding of 
any federal contract, the making of any federal grant. Including the 
making of any federal, loan the entering into of any cooperative 
agreement, and the extension, continuation, renewal, amendment, or 
modification of any federal contract, grant, loan, or cooperative 
agreement. 
 
11.39.2 
If any funds other than federal appropriated funds, have been paid or will be paid 
to any person for influencing or attempting to influence an officer or employee of 
any agency, member of Congress, an officer or employee of Congress, or an 
employee of a member of Congress in connection with this federal contract, grant, 
loan, or cooperative agreement, the undersigned shall complete and submit 
Standard Form-LLL, “Disclosure Form to Report Lobbying,” in accordance with 
its instructions. 
 
11.39.3 
Contractor shall include Lobbying Certification language in the award documents 
for all subcontractors (including sub-grants, and contract under grants, loans, 
and cooperative agreements) and that all sub-recipients shall certify and 
disclose accordingly. 
 
11.39.3.1 The Lobbying Certification is a material representation of fact upon 
which reliance was placed when this transaction is made or entered 
into. Submission of this certification is prerequisite for making or 
entering into this transaction imposed by section 1352, Title 31, U.S. 
Code. Any successful proposer(s) who fail to file the required 
certification shall be subject to a civil penalty of not less than 
$10,000.00 and not more than $100,000.00 for each such failure. 
 
11.40 
CLEAN AIR ACT & CLEAN WATER ACT 
 
Contractor must comply with all applicable standards, orders, or requirements issued under 
section 306 of the Clean Air Act (42 U.S.C. 1857(h), section 508 of the Clean Water Act 




		
	


SERIAL 230114-RFP 
 
(33 U.S.C. 1368) Executive Order 11738, and Environmental Protection Agency 
regulations (40 CFR part 15). 
 
11.41 
ENERGY POLICY AND CONSERVATION ACT 
 
Contractor must adhere to the standards and policies relating to energy efficiency, which 
are contained in the State energy conservation plan issued in compliance with the Energy 
Policy and Conservation Act (Pub. L. 94-163, 89 Stat.871). 
 
11.42 
ENTITY IDENTIFIER (UEI) AND SYSTEM FOR AWARD MANAGEMENT REGISTRATION 
 
All contractors that receive federal funding must have a UEI number through 
https://sam.gov/content/entity-registration. Contractor must also remain current with the 
System for Award Management www.sam.gov throughout the term of the contract. 
 
11.43 
INFLUENCE 
 
11.43.1 
As prescribed in MC1-1203 of the Maricopa County Procurement Code, any 
effort to influence an employee or agent to breach the Maricopa County Ethical 
Code of Conduct or any ethical conduct, may be grounds for disbarment or 
suspension under MC1-902. 
 
11.43.2 
An attempt to influence includes, but is not limited to: 
 
11.43.2.1 A person offering or providing a gratuity, gift, tip, present, donation, 
money, entertainment or educational passes or tickets, or any type of 
valuable contribution or subsidy that is offered or given with the intent 
to influence a decision, obtain a contract, garner favorable treatment, 
or gain favorable consideration of any kind. 
 
11.43.3 
If a person attempts to influence any employee or agent of Maricopa County, the 
chief procurement officer, or his designee, reserves the right to seek any remedy 
provided by the Maricopa County Procurement Code, any remedy in equity or in 
the law, or any remedy provided by this contract.  
 
11.44 
CONFIDENTIAL INFORMATION 
 
11.44.1 
Any information obtained in the course of performing this contract may include 
information that is proprietary or confidential to the County. This provision 
establishes the Contractor’s obligation regarding such information. 
 
11.44.2 
The Contractor shall establish and maintain procedures and controls that are 
adequate to assure that no information contained in its records and/or obtained 
from the County or from others in carrying out its functions (services) under the 
contract shall be used by or disclosed by it, its agents, officers, or employees, 
except as required to efficiently perform duties under the contract. The 
Contractor’s procedures and controls, at a minimum, must be the same 
procedures and controls it uses to protect its own proprietary or confidential 
information. If, at any time during the duration of the contract, the County 
determines that the procedures and controls in place are not adequate, the 
Contractor shall institute any new and/or additional measures requested by the 
County within 15 business days of the written request to do so. 
 
11.44.3 
Any requests to the Contractor for County proprietary or confidential information 
shall be referred to the County for review and approval, prior to any 
dissemination. 
 
11.45 
PUBLIC RECORDS 




		
	


SERIAL 230114-RFP 
 
Under Arizona law, all offers submitted and opened are public records and must be 
retained by the County at the Maricopa County Office of Procurement Services. Offers shall 
be open to public inspection and copying after contract award and execution, except for 
such offers or sections thereof determined to contain proprietary or confidential information 
by the Office of Procurement Services. If an offeror believes that information in its offer or 
any resulting contract should not be released in response to a public record request, under 
Arizona law, the offeror shall indicate the specific information deemed confidential or 
proprietary and submit a statement with its offer detailing the reasons that the information 
should not be disclosed. Such reasons shall include the specific harm or prejudice which 
may arise from disclosure. The records manager of the Office of Procurement Services 
shall determine whether the identified information is confidential pursuant to the Maricopa 
County Procurement Code. 
 
11.46 
INTEGRATION 
 
This contract represents the entire and integrated agreement between the parties and 
supersedes 
all 
prior 
negotiations, 
proposals, 
communications, 
understandings, 
representations, or agreements, whether oral or written, expressed, or implied. 
 
11.47 
UNIFORM ADMINISTRATIVE REQUIREMENTS 
 
By entering into this contract, the Contractor agrees to comply with all applicable provisions 
of 
Title 
2, 
Subtitle 
A, 
Chapter 
II, 
Part 
200—UNIFORM 
ADMINISTRATIVE 
REQUIREMENTS, COST PRINCIPLES, AND AUDIT REQUIREMENTS FOR FEDERAL 
AWARDS contained in Title 2 C.F.R. § 200 et seq. 
 
11.48 
FINGERPRINTING 
 
11.48.1 
The contractor  shall comply with, and shall ensure that all contractor’s 
employees, independent contractor, subcontractors, 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. 
 
11.48.2 
Applicable legal requirements relating to fingerprinting, certification, and criminal 
background checks may include, but are 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 contract. 
 
11.48.3 
The contractor 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. 
  
11.48.4 
The contractor shall make available valid fingerprint information to the County 
upon request. 
 
11.49 
BACKGROUND CHECKS FOR EMPLOYMENT THROUGH CENTRAL REGISTRY 
 
11.49.1 
The contractor shall comply with A.R.S. § 8-804 (as may be amended) and 
A.R.S. § 8-804 shall be hereby incorporated in its entirety as provisions of the 
contract.  
 
11.49.2 
The contractor shall make available valid background check information to the 
County upon request. 
 
 




		
	


SERIAL 230114-RFP 
 
11.50 
GOVERNING LAW 
 
This contract shall be governed by the laws of the State of Arizona. Venue for any actions 
or lawsuits involving this contract will be in Maricopa County Superior Court, Phoenix, 
Arizona. 
 
11.51 
FORCED LABOR 
 
11.51.1 
By submitting a bid for this contract and/or entering into a contract as a result of 
this contract, contractor agrees to comply with all applicable portions of Arizona 
Revised Statutes Section 35-394. Contracting; procurement; prohibition; written 
certification; remedy; termination; exception; definitions. 
 
11.51.2 
Contractor certifies that it does not currently, and agrees for the duration of the 
contract, that it will not use:  
 
11.51.2.1 The forced labor of ethnic Uyghurs in the People’s Republic of China. 
 
11.51.2.2 Any goods or services produced by the forced labor of ethnic Uyghurs 
in the People’s Republic of China.  
 
11.51.2.3 Any contractors, subcontractors or suppliers that use the forced labor 
or any good or services produced by the forced labor of ethnic 
Uyghurs in the People’s Republic of China. 
 
11.51.3 If contractor becomes aware during the term of the agreement that contractor is 
not in compliance with this paragraph, the contractor shall notify the County within 
five business days after becoming aware of the noncompliance. If the contractor 
fails to provide a written certification to the County that the contractor has remedied 
the noncompliance within 180 days after notifying the County of its noncompliance, 
then the agreement terminates, except that if the agreement termination date 
occurs before the end the 180 day period, the agreement terminates on the 
agreement termination date. 
 
11.52 
PRICES 
 
Contractor warrants that prices extended to County under this contract are no higher than 
those paid by any other customer for these or similar services. 
 
11.53 
ORDER OF PRECEDENCE 
 
In the event of a conflict in the provisions of this contract and Contractor’s license 
agreement, if applicable, the terms of this contract shall prevail. 
 
11.54 
INCORPORATION OF DOCUMENTS 
 
11.54.1 
The following are to be attached to and made part of this Contract: 
 
11.54.1.1 
Exhibit A – Vendor Information and Pricing 
 
11.54.1.2 
Exhibit B – Scope of Work 
 
11.54.1.3 
Exhibit C – Office of Procurement Services Contractor Travel and 
Per Diem Policy 
 
11.55 
NOTICES 
 
All notices given pursuant to the terms of this contract shall be addressed to: 
 




		
	


SERIAL 230114-RFP 
 
For County: 
 
Maricopa County 
Office of Procurement Services 
301 W. Jefferson St. Suite 700 
Phoenix, Arizona 85003-1647 
 
 
For Contractor: 
 
A New Leaf, Inc. 
868 E. University Drive 
Mesa, AZ 85204 
 
11.56 
INQUIRIES 
 
11.56.1 
Administrative telephone/email inquiries shall be addressed to: 
 
ELIZABETH KUTTNER, PROCUREMENT OFFICER 
TELEPHONE: (602) 506-0099  
elizabeth.kuttner@maricopa.gov 
 
11.56.2 
Inquiries may be submitted by telephone but must be followed up in writing. No 
oral communication is binding on Maricopa County. 
 
 




		
	


SERIAL 230114-RFP 
 
 
IN WITNESS WHEREOF, this contract is executed on the date set forth above. 
 
 
A NEW LEAF, INC. 
 
 
 
 
 
 
 
 
 
AUTHORIZED SIGNATURE 
 
 
 
 
 
 
 
 
PRINTED NAME AND TITLE 
 
 
 
 
 
 
 
 
ADDRESS 
 
 
 
 
 
DATE 
 
 
 
MARICOPA COUNTY 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
CHAIRMAN, BOARD OF SUPERVISORS 
 
 
DATE 
 
 
ATTESTED: 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
CLERK OF THE BOARD 
 
 
 
 
DATE 
 
 
APPROVED AS TO FORM: 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
DEPUTY COUNTY ATTORNEY  
 
 
 
DATE 
 
 
 
868 E. University Drive, Mesa, AZ 85203




		
	

 

 


	




	





SERIAL 230114-RFP 
 
EXHIBIT A: VENDOR INFORMATION AND ITEMIZED SERVICE BUDGET 
 
COMPANY NAME: 
A New Leaf, Inc. 
DOING BUSINESS AS (dba): 
A New Leaf, Inc. 
MAILING ADDRESS: 
868 E. University Dr, Mesa, AZ 85203 
REMIT TO ADDRESS: 
868 E. University Dr, Mesa, AZ 85203 
TELEPHONE NUMBER: 
480.969.4024 
FAX NUMBER: 
480.969.0039 
WWW ADDRESS: 
www.turnanewleaf.org 
REPRESENTATIVE NAME: 
Larry Grubbs 
REPRESENTATIVE  TELEPHONE NUMBER: 
480.637.1425 
REPRESENTATIVE EMAIL ADDRESS 
contracts@turnanewleaf.org 
UNIQUE ENTITY ID (UEI) FROM SAM.GOV 
MLZVKA7M2219 
 
  
YES 
NO 
REBATE 
WILL ALLOW OTHER GOVERNMENTAL ENTITIES TO PURCHASE 
FROM THIS CONTRACT:  
 
 
 
WILL ACCEPT PROCUREMENT CARD FOR PAYMENT: 
 
 
 
 
 NET 0 DAYS 
 




		
	


SERIAL 230114-RFP 
 
 
ITEMIZED SERVICES BUDGET 
 
 
SERVICES BUDGET FOR CONTRACT PERIOD UP TO ONE YEAR 
 
 
 
 
 
 
 
 
 
 
 
 
CONTRACT 
SERVICE:   
  
Emergency Shelter Services 
  
RESPONDENT:   
A New Leaf, Inc. 
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
TOTAL SERVICE 
COST 
OTHER FUNDS: Contractors shall list other 
sources of funding contributing to the Total 
Service Cost 
COUNTY COST 
I. 
PERSONNEL 
  
  
  
  
City of 
Surprise 
City of 
Mesa 
Other 
  
  
  
  
Total Salary  
% 
Allocated 
TOTAL 
TOTAL 
TOTAL 
TOTAL 
COUNTY 
Number of 
FTE 
  
for the 
Service 
COST 
OTHER 
OTHER 
OTHER 
COST 
Positions 
Level 
Position Title 
Contract Period 
for 
MCHSD 
  
  
  
1 
1.00 
SOAR Benefit Specialist 
 $             45,760.00  
100% 
 $       45,760.00  
  
  
  
$45,760.00 
1 
1.00 
Intake Specialist 
 $             40,000.00  
50% 
 $       40,000.00  
  
  
$40,000.00 
$40,000.00 
1 
0.35 
Support Partner 
 $             38,571.00  
35% 
 $       38,571.00  
  
  
 $     13,500.00  
$13,500.00 
1 
1.00 
Support Partner 
 $             41,240.00  
100% 
 $       41,240.00  
  
  
$41,240.00 
$41,240.00 
  
  
Other Program Staff 
 $           960,698.00  
0% 
 $     960,698.00  
$597,362.00 
$172,868.00 
$190,468.00 
$0.00 
  
  
  
    
  
  
  
  
  
$0.00 
  
  
  
    
  
  
  
  
  
$0.00 
3 
  
  
  
TOTAL: 
$1,126,269.00 
$597,362.00 
$172,868.00 
$285,208.00 
$140,500.00 
  
  
  
  
  
  
  
  
  
  
II.      
EMPLOYEE RELATED EXPENSES  
  
  
  
  
  
  
  
  
  
  
  
  
TOTAL 
TOTAL 
TOTAL 
TOTAL 
COUNTY 
  
ITEM 
  
BASIS 
% 
COST 
OTHER 
OTHER 
OTHER 
COST 
  
  
Employee Related 
Expenses 
 $           140,500.00  
21% 
$236,516.00 
$125,446.00 
$36,302.00 
$59,893.00 
$29,500.00 
  
  
  
  
  
  
  
  
  
  
  
  
  
  
TOTAL: 
$236,516.00 
$143,366.88 
$41,488.32 
$54,999.36 
$29,500.00 




		
	


SERIAL 230114-RFP 
 
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
III.    
PROFESSIONAL AND OUTSIDE SERVICES  
  
  
  
  
  
  
  
  
  
  
  
  
TOTAL 
TOTAL 
TOTAL 
TOTAL 
COUNTY 
  
ITEM 
  
BASIS 
% 
COST 
OTHER 
OTHER 
OTHER 
COST 
  
  
IT, Audits, etc. 
  
  
$145,155.72 
  
  
$145,155.72 
$0.00 
  
  
Non-Payroll Insurance 
  
  
$68,196.00 
  
$30,000.00 
$38,196.00 
$0.00 
  
  
  
  
  
  
  
  
  
  
  
  
  
  
TOTAL: 
$213,351.72 
  
  
$183,351.72 
$0.00 
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
IV. 
TRAVEL  
  
  
  
  
  
  
  
  
  
  
  
  
  
TOTAL 
TOTAL 
TOTAL 
TOTAL 
COUNTY 
  
MILEAGE 
REIMBURSEMENT 
  
BASIS 
% 
COST 
OTHER 
OTHER 
OTHER 
COST 
  
  
  
  
  
  
  
  
  
$0.00 
  
  
  
  
TOTAL: 
$0.00 
  
  
  
$0.00 
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
V. 
MATERIALS AND SUPPLIES  
  
  
  
  
  
  
  
  
  
  
  
  
TOTAL 
TOTAL 
TOTAL 
TOTAL 
COUNTY 
  
ITEM 
  
BASIS 
% 
COST 
OTHER 
OTHER 
OTHER 
COST 
  
  
Supplies & Postage 
  
  
$6,692.62 
  
  
$6,692.62 
$0.00 
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
TOTAL: 
$6,692.62 
  
  
$6,692.62 
$0.00 
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
VI. 
OPERATING SERVICES  
  
  
  
  
  
  
  
  
  
  
  
  
TOTAL 
TOTAL 
TOTAL 
TOTAL 
COUNTY 
  
ITEM 
  
BASIS 
% 
COST 
OTHER 
OTHER 
OTHER 
COST 
  
  
Occupency 
$21,333/month 
10% 
 $     255,996.00  
  
  
$255,996  
$0  
  
  
Program expenses 
$32,738/month 
10% 
$392,856  
  
  
$392,855  
$0  
  
  
Client Expenses 
$1744/month 
  
$20,928  
  
  
$20,928  
$0  
  
  
Depreciation 
$198,190/year 
  
$198,190    
  
$198,190    




		
	


SERIAL 230114-RFP 
 
  
  
Telephone & 
Internet/Network 
3,925/month 
  
$47,100.00 
  
$4,000.00 
$43,100.00 
  
  
  
  
  
TOTAL: 
$915,070.00 
  
  
$911,069.00 
$0.00 
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
VII. 
EQUIPMENT 
  
  
  
  
  
  
  
  
  
  
  
  
  
TOTAL 
TOTAL 
TOTAL 
TOTAL 
COUNTY 
  
ITEM 
  
BASIS 
% 
COST 
OTHER 
OTHER 
OTHER 
COST 
  
  
Equipment maint. 
$2,402.50/Month 
10% 
 $       28,830.00  
  
$7,200.00 
$21,630.00 
$0.00 
  
  
Equipment Lease 
  
  
$6,469.00 
  
  
$6,469.00 
  
  
  
  
  
  
  
  
  
  
$0.00 
  
  
  
  
TOTAL: 
$35,299.00 
  
  
$32,011.77 
$0.00 
  
  
  
  
  
  
  
  
  
  
  
  
  
TOTAL DIRECT COST: 
  
$2,562,028.34    
  
  
$170,000.00  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
VIII. 
INDIRECT 
  
  
  
  
  
  
  
  
  
  
  
  
  
TOTAL 
TOTAL 
TOTAL 
TOTAL 
COUNTY 
  
ITEM 
  
BASIS 
% 
COST 
OTHER 
OTHER 
OTHER 
COST 
  
  
  
  
  
$298,798.00 
$74,073.00 
$21,436.00 
$203,289.00 
$0.00 
  
  
  
  
  
  
  
  
  
$0.00 
  
  
  
  
TOTAL 
INDIRECT 
COST: 
$298,798.00 
$74,073.00 
$21,436.00 
$203,289.00 
$0.00 
  
  
  
  
  
  
  
  
  
  
  
  
  
  
SUBTOTAL 
ADMIN 
(DIRECT) 
COST: 
$298,798.00 
  
  
  
$0.00 
  
  
  
  
  
  
  
  
  
  
  
  
  
  
TOTAL 
SERVICE 
COST: 
$2,860,826.34 
  
  
  
$170,000.00 
 




		
	


SERIAL 230114-RFP 
 
 
EXHIBIT B: SCOPE OF WORK 
 
Types of Services: Emergency Shelter 
 
Agency name: A New Leaf, Inc. 
Agency physical address: 868 E. University Dr., Mesa, AZ 85203  
Agency representative contact information: 
 
Larry Grubbs, Director of Government Grants and Contracts 
 
480.637.1425, contracts@turnanewleaf.org 
 
The requested Maricopa County funding will provide emergency shelter services for individuals and families 
served through the agency’s Shelter Services Program. A New Leaf will continue to provide vital services 
through its homeless shelters, The East Valley Men’s Center (EVMC), La Mesita Family Shelter, and the 
West Valley Housing Assistance Center.  
 
This funding will maintain provide essential staff to support operations and services at all three shelters. 
 
A New Leaf’s shelters are located in both east and west valleys of Maricopa County, making shelter more 
accessible for those in need of shelter in the county’s outlying areas. EVMC provides the East Valley 
region’s only emergency shelter program for single men experiencing homelessness. La Mesita serves 
families with emergency housing needs, providing them with shelter, basic needs, and supportive services. 
The West Valley Housing Assistance Center provides shelter for families and individuals.  
 
The United States Census Bureau cites that 11.2% of Maricopa County, Arizona is below the poverty level. 
55,113 people (10.1%) in Mesa live below the poverty level and 34,515 people (14%) in Glendale live below 
the poverty level.  Low-income households typically have less economic flexibility, low-paying jobs that 
provide limited benefits and limited, if any, monetary savings accounts.  Residents who fall within low or 
moderate income often pay more than 50% of their income for housing; in these cases, a sudden 
emergency can quickly force an individual or family onto the streets.   
These emergency shelter services provide an essential guardrail that can prevent individuals experiencing 
homelessness from the dangers that come from living on the streets. 
Target 
Population 
 
The populations to be served by A New Leaf’s Emergency Shelter Services are families and individuals 
experiencing homelessness. Within these populations, sub-groups to be served include veterans, 
chronically homeless individuals, individuals with substance abuse issues, individuals who have aged out 
of the foster care system, and individuals with special needs including physical disabilities and mental 
illness. 
 
x 
La Mesita Family Shelter serves approximately 230 adults and children annually, providing 
emergency housing, basic needs, and support services for homeless families with children for up 
to 120 days. 
 
x 
East Valley Men’s Center serves approximately 500 men annually, providing emergency 
housing, basic needs, and support services for single men experiencing homelessness for up to 
120 days. 
 
x 
West Valley Housing Assistance Center projects to serve approximately 300 adults and children 
annually through it shelter services, providing emergency housing, basic needs, and support for 
families and individuals for up to 120 days.  
 
The primary goal of each shelter is to offer safe housing to those who would otherwise be on the streets. 
Once a client is housed, A New Leaf’s Shelter Services offer the following supportive services: food, 
clothing, case management, workforce development, life skills education/training, financial literacy, a 
mandatory savings program, behavioral health counseling, referrals to AA/NA Support groups, legal aid, 




		
	


SERIAL 230114-RFP 
 
GED preparation, adult literacy, and asset building. Services equip program participants to leave shelter 
with the resources, jobs, and resolve to maintain their independence.  
 
Service 
Delivery 
Model 
 
Shelter Services provide housing and basic needs, case management and support services which address 
physical/behavioral health, workforce development, transportation, education/skills, financial literacy, legal 
aid and housing. These services are designed to target key barriers to individual success including financial 
instability, social isolation, limited employment and/or education, mental illness and substance abuse. The 
goal is for individuals to reintegrate into the community with safe and stable housing and the tools to 
maintain self-sufficiency. 
 
A New Leaf’s service delivery model centers on case management. A New Leaf provides case management 
including long-term supportive services for the duration of the client contact period. This period may vary 
depending on the service program. Case management in emergency shelter includes Support Partners and 
Case Managers meeting weekly with each client initially, providing financial, educational, structural, and 
other resources for clients, as well as guidance to help clients plan for their future beyond their service 
contact period with A New Leaf.  
 
Case management plays a vital role in housing stability success as Case Managers and Support Partners 
connect participants with services and benefits, including housing, healthcare, mental healthcare, 
substance abuse treatment, social services, employment, childcare, transportation, and education, 
landlord/tenant mediation, legal services, financial coaching, and credit repair. Additionally, Support 
Partners and Case Managers across all homeless service programs assist clients experiencing 
homelessness with the following related to the client’s individualized service plan: 
 
• Developing a housing plan where clients identify steps that they can take to secure long-term housing 
solutions. These steps may include saving goals for down payments, obtaining forms of identification, 
or identifying other barriers that may interfere with a client’s ability to find long-term housing. 
 
• Providing individualized participant support by helping each participant implement a Housing Stability 
Plan that addresses their barriers, increasing their income, and maintains and sustains permanent 
housing. 
 
• Identifying each area in which participants will need assistance to accomplish the outlined goals and 
objectives (i.e. scheduling appointments, applying for public benefits, etc.) and assists when possible. 
 
• Providing participants advocacy, case management, benefit establishment, linkage to Mental 
Health/Substance 
Abuse 
services, 
and 
other 
supportive 
services 
as 
needed.  
 
• Connecting participants with Identification, Social Security Cards, and other needed documents; 
assisting in obtaining food and furnishings; helping participants with credit repair and budgeting and 
utility 
information.  
 
• Providing services to participants in the areas of independent living skills, employment/job assistance, 
benefits acquisition, and other services as needed to assist in maintaining housing and fulfilling Housing 
Stability 
Plan 
goals. 
 
• Working with clients to apply to the Maricopa County Regional Homeless Court to address warrants, 
and satisfy fines and fees, in exchange for completed community restitution hours. 
Case management may also include referrals to outside services that can help with connecting the client 
to mainstream benefits, disability services, healthcare providers, mental health and substance abuse 
programs, and employment services. 
 
All clients experiencing homelessness or at risk of homelessness are eligible for Case Management and 
are offered these services through homeless programs at A New Leaf. This includes but is not limited to 
those that chronically experience homelessness, have experienced over 12 months of homelessness, 
clients who have a VI-SPDAT score for housing intervention, have stayed in a shelter for 30 days or more, 




		
	


SERIAL 230114-RFP 
 
or who have a source of income. Clients are enrolled in Case Management upon intake, although the client 
has the freedom to opt out if they choose. 
 
A New Leaf benefits from having program staff in different roles within the organization with significant lived 
experience. Many Support Partner and Case Management staff have experienced homelessness or 
housing insecurity in their past and can leverage that experience into providing relevant services for clients. 
This ensures that staff serving the clients recognize the stigmas associated with experiencing housing 
insecurity and ensures that the staff in place are the best equipped for helping these clients. 
 
Case Managers meet with participants on a weekly basis as a Housing Stability Plan is initially put into 
place; once housing and supportive services are established and the client is employed, monthly case 
management meetings will take place in order to assess progress and make changes as necessary. To 
assist with housing stability, A New Leaf staff also assist individuals with obtaining and maintaining all 
entitlements and benefits for which they are eligible, including Section 8 Housing Vouchers, Veterans 
benefits, Arizona’s Health Care Cost Containment System (AHCCCS) and others as deemed suitable. 
 
Timeline 
 
A New Leaf projects the following timeline for these activities: 
 
TASK 
BEGIN DATE 
COMPLETION DATE 
Provide emergency shelter and support services to 
individuals & families experiencing homelessness 
July 1, 2023 
June 30, 2024 
Complete assessment on each individual/family referred 
for services 
July 1, 2023 
June 30, 2024 
Provide each participant with basic needs 
July 1, 2023 
June 30, 2024 
Create a detailed case plan for each individual/family 
July 1, 2023 
June 30, 2024 
Assist participants in obtaining appropriate social services, 
both on-site and through referrals 
July 1, 2023 
June 30, 2024 
Coordinate with other social service providers to ensure 
transition from shelter facility to the next most appropriate 
residential setting 
July 1, 2023 
June 30, 2024 
Provide workforce development services and financial 
coaching 
July 1, 2023 
June 30, 2024 
Program management, oversight, reporting, compliance, 
budgeting, and community relations 
July 1, 2023 
June 30, 2024 
Complete exit assessment/exit survey for each participant 
July 1, 2023 
June 30, 2024 
 
 
Performance 
Goals 
 
During FY 2023-2024, it is anticipated that 850 individuals will be served at the three shelters, and A New 
Leaf projects serving residents from across Maricopa County, including Phoenix, Mesa, Scottsdale, 
Chandler, Gilbert, Tempe, Glendale, Surprise, Buckeye, El Mirage, Queen Creek, Goodyear, Tolleson, and 
outlying 
unincorporated 
areas. 
 
Specific anticipated outcomes include: 
 
x 
Clients will improve or obtain employment. A New Leaf projects that 65% of employable adults will 
obtain or improve employment in FY 23/24, as documented in case management notes. 
 
x 
Clients will be made aware of community resources to address varying needs. It is anticipated that 
95% of shelter clients will report an increased knowledge of community support services to help 
maintain 
long-term 
stability, 
as 
reported 
by 
exit 
surveys. 
 
x 
Clients will obtain safe housing. 50% of clients will move into safe, affordable housing, as reported 
in exit surveys. This number is based on program history; the shortage of affordable housing 
impacts achievement of this outcome. When individuals or families leave shelter, they may move 
in with family or transitional housing until affordable, independent housing is found. 




		
	


SERIAL 230114-RFP 
 
 
A New Leaf’s shelter programs serve 5-10 refugees and immigrants per calendar year.  
 
Other 
Funding 
Sources 
 
A New Leaf has previously received funding from the AZ Departments of Housing and Economic Security, 
ESFP funds from FEMA, as well as previous Maricopa County ESG-CV funding. The program also receives 
CDBG/ESG funding from valley municipalities, including Peoria, Chandler, Gilbert, Tempe, Mesa, Surprise, 
and Scottsdale to support these programs. 
 
A New Leaf will request funding from these sources for FY23/24. Maricopa County funding will increase the 
number of individuals who will be able to receive assistance with shelter and case management services.  
 
FY24 Funding Request 
A New Leaf requests funding to pay salaries and employee-related expenses for SOAR Benefits Specialist, 
Intake Specialist, and Support Partners  to provide emergency shelter services in Maricopa County.  
 
The total request amounts to $170,000.00. 
 
Collaborations 
 
A New Leaf collaborates with numerous community partners to meet the needs of clients and avoid 
duplication of services, including: the Coordinated Entry System, the Family Housing Hub, and/or the local 
CAP office and other city agencies for referrals; HOM Inc. for housing relocation and stabilization services; 
AZ@Work for resume development, career counseling, job readiness, job search; AHCCCS for behavioral 
health referrals; Furnishing Dignity for furniture and mattresses; and others as needed to connect clients 
with 
needed 
services.  
 
Maricopa County Coordinated Entry- shelter clients are identified, assessed, and referred for services 
through the Single Adult Coordinated Entry or Family Housing Hub. Once assessed, they are put on a By 
Name List based on CoC approved prioritization. During regular business hours Monday-Friday 8am-5pm, 
A New Leaf requests referrals from Coordinated Entry based on the organizations capacity and Coordinated 
Entry partners send information for the top people on the list.   
MCHSD- A New Leaf will work with the MCHSD to assist with client needs. For example, if additional 
workforce assistance is needed, A New Leaf will connect clients to additional services and ensure that 
clients know how to access these resources once shelter services end.   
AHCCCS/ CommunityCares- A New Leaf is working with CommunityCares, Arizona’s Social 
Determinants of Health Referral System. The goal of this collaboration is to connect Arizona communities, 
improve health outcomes, provide a data-driven approach, and help organizations meet AHCCCS goals. 
This referral system screens and assesses client needs and easily connects clients to resources across 
the state in one platform. Outcome tracking is easy and effective with data dashboards, analytics, and 
outcomes. A New Leaf has been participating since the beginning and is considered an early on boarder.  
Karen Brown, A New Leaf’s Director of Strategic Initiatives, was part of the workgroups to choose the 
vendor and was also in the initial workgroup discussions with AHCCCS.    
 
Furnishing Dignity/ Furnishing Hope-These two organizations provide furniture, new mattresses, and 
other household items to residents. Furnishing Dignity goes to the client’s home and measures the entire 
space to ensure that the donated furniture will fit, as well as deliver the furniture and set it up.  
 
Life Startup Essentials- Life Startup Essentials partners with A New Leaf to provide start-up boxes for 
new tenants. These kits allow participants to move in to their new home with kitchen utensils, pots and 
pans, dishes, bathroom items, and other necessary household goods. Starting out with some of the simple 




		
	


SERIAL 230114-RFP 
 
necessities that most take for granted gives participants a sense of comfort as they transition into their new 
home. 
 
Arizona@Work- offers workforce development to Emergency Shelter Clients, which include resume 
building, job interview skills, professional dress tips, job search assistance, job referral and placement 
assistance for jobseekers, and re-employment services to Unemployment Insurance claimants.  
 
A New Leaf’s Continuum of Services- Collaboration among A New Leaf’s services enable the Shelter 
staff to connect individuals and families to services which support long-term stability. 
- 
Behavioral Health Services and Integrated Care- Clients are referred to community behavioral 
health services as needed. A New Leaf currently provides services for children and adults in both 
Mesa and Glendale. Moreover, the agency has implemented an Integrated Care model, expanding 
services to provide limited acute care and preventive health services. Focused on prevention and 
the totality of a person’s health rather than managing a single condition, Integrated Care provides 
services to individuals experiencing any challenges related to general health, mental health, 
substance abuse, and other challenges. When necessary, staff will refer clients to other substance 
abuse treatment programs. 
- 
Workforce Services- employment assistance and financial coaching 
- 
MesaCAN- rental and utility assistance for homelessness prevention; asset-building programs for 
education, business, and home ownership 
- 
Other Housing Options- permanent supportive housing, affordable housing, etc. 
 
Program staff regularly attend regular meetings with the Maricopa Association of Governments, the Family 
Housing Hub and Coordinated entry for singles. In addition, A New Leaf is a member of the East Valley 
Homeless Collaboration group, as well as city homeless prevention departments to bring awareness in the 
communities and make the presence of services known, especially in the west valley. A New Leaf partners 
with the City of Avondale and the City of Tempe’s outreach to help individuals experiencing homelessness 
into shelter or connected to resources as needed.  
 
Experience with the Services 
 
A New Leaf has offered emergency shelter services since 1983, when Autumn House Domestic Violence 
Shelter opened. The agency also provides 78 units of permanent supportive housing (PSH) and 50 units 
of affordable housing. A New Leaf provides supportive housing services through its Rapid Re-Housing 
program throughout the valley including a current $1 million contract with the City of Phoenix for RRH 
services. 
Recently, 
DV-RRH 
services 
were 
expanded 
into 
Pinal 
County. 
 
A New Leaf currently operates six emergency shelter programs in Maricopa County, including the new West 
Valley Housing Assistance Center that began providing services in 2022. A New Leaf’s shelter programs 
serve approximately 1,530 adults and children each year who are experiencing homelessness, domestic 
violence, and other crisis situations. Services include not only the provision of shelter and basic needs, but 
comprehensive case management and wrap-around support services to address individual social 
determinants of health. Support services strengthen households’ abilities to overcome barriers to equitable 
access to resources and opportunities, and to achieve self-sufficiency, long-term stability, and well-being. 
A New Leaf’s existing emergency shelter programs include: 
 
• Autumn House Domestic Violence Shelter – emergency housing, basic needs, and support services 
for women, men, and children who are survivors of domestic violence at a 22-bed shelter; serving 
approximately 150 adults and children annually. 
 
• Faith House Crisis Shelter – emergency housing, basic needs, and support services for women and 
children who are survivors of domestic violence, sex trafficking, or homelessness due to other crisis 
situations at a 20-unit shelter; serving approximately 275 adults and children annually. 
 
• Domestic Violence Safe Temporary Overflow Program (DVSTOP) – critically needed temporary 
shelter, basic needs, and case conferencing at a 6-bed site, or in hotel rooms as needed, to ensure 
immediate access to safety and support when shelters are full or unable to accommodate a 
family/individual with special needs; serving approximately 310 adults and children annually. 
 




		
	


SERIAL 230114-RFP 
 
• East Valley Men’s Center (EVMC) – emergency housing, basic needs, and support services for 
homeless single men at a 110-bed shelter; serving approximately 500 men annually. 
 
• La Mesita Family Homeless Shelter – emergency housing, basic needs, and support services for 
homeless families with children at a 16-unit shelter; serving approximately 200 adults and children 
annually. 
 
• West Valley Housing Assistance Center– a new emergency shelter in Surprise that began operation 
in 2022, providing basic needs and support services for approximately 150 adult and children 
experiencing homelessness annually. The onsite Family Resource Center will provide support 
services for approximately 600 individuals/families in danger of homelessness annually, including 
coordinated entry, case management, Rapid Re-Housing enrollment, employment assistance, 
benefits enrollment, budget coaching, transportation assistance, and resource referrals. 
 
• Community Alliance Against Family Abuse (CAAFA) - emergency housing, basic needs, and support 
services at a 16-bed shelter in Apache Junction, serving approximately 125 adults and children 
experiencing homelessness due to domestic violence or human trafficking annually in Pinal County.  
 
A New Leaf’s Emergency Shelter programs for families and individuals experiencing domestic violence and 
homelessness go far beyond a bed and a meal. What makes these programs unique is the comprehensive, 
wrap-around support services designed to address complex challenges. The goal is to address each 
individual’s unique challenges in order for them to move from crisis to long-term stability, and ultimately 
break the cycle of homelessness, domestic violence, and poverty. 
 
Cultural Competency 
 
A New Leaf is committed to fair treatment of all people of all races that results in equitable opportunities 
and outcomes. A New Leaf’s approach to cultural awareness is based on both specific cultural information 
and the education of staff and program participants around the general values and human needs of all 
people. Staff are sensitized to cultural issues and manifest this in the approaches and accommodations 
made with individuals and families served. All new staff complete Cultural Competency training upon hire. 
A 4-hour Cultural Competency training course and an annual 3-hour refresher class are required for all staff 
providing direct care.  
 
There is evidence to suggest that culturally competent provider/consumer matches improve outcome 
results, and therefore A New Leaf’s credo remains to hire and promote ethnic diversity in its staffing ratios. 
The agency continues to promote the hiring of under-represented populations in order to support the ethnic 
diversity of the client population and to bring multiculturalism to staff education. Agency employees 
represent the following ethnicities: 43% Caucasian, 34% Hispanic/Latino, 10% Black/African American, 2% 
Native American, 2% Asian, 1% Native Hawaiian or Other Pacific Islander, 4% Other/Multi-Racial & the 
remaining 4% did not report their ethnicity. Seventeen percent (17%) of the agency’s employees are 
bilingual in English & Spanish.  
 
 Clients who speak other languages will be accommodated through telephonic translation services/other 
resources. All written materials are in English & Spanish. Written materials in other languages may be 
generated contingent on availability. If written materials are not available, staff shall use other methods of 
communication (i.e. drawing, movement, visual aids such as videos, pictures, etc.) until written materials 
can be provided. 
 
A New Leaf also recognizes non-traditional families such as same sex parenting, single parenting, blended 
families, grandparent/extended family care giving, & foster parenting. Services are family centered with the 
goal of assuring the long-term well-being of children within their family – however that family is structured. 
 
A New Leaf’s services span the Greater Maricopa County area, including both East & West Valley 
communities. The primary physical locations are Glendale & Mesa. However, services are utilized by those 
from Buckeye, El Mirage, Gila Bend, Goodyear, Guadalupe, Litchfield Park, Queen Creek, Tolleson, 
Wickenburg, Youngtown & surrounding unincorporated areas of Maricopa County.  As the leading 
emergency shelter service provider in Maricopa County’s East Valley, A New Leaf has both the experience 




		
	


SERIAL 230114-RFP 
 
& knowledge to serve the community’s homeless and working poor population with shelter and support 
services. 
 
Accommodations and Accessibility 
 
A New Leaf complies with the Americans with Disabilities Act (ADA). It is Agency policy to not discriminate 
on the basis of disability in admission to, access to or operation of its programs, services, or in its hiring 
and employment practices. All A New Leaf facilities are in compliance with the American with Disabilities 
Act (ADA) per state licensing & Joint Commission accreditation. All paths, parking, and entrances are ADA 
compliant. The inside of all facilities are accessible, there is at least one accessible unisex restroom, and 
at least one bathroom accessible for the physically disabled.  
 
Clients who are hard-of-hearing or deaf will be accommodated through the use of American Sign Language 
or video remote interpretation and Arizona Relay Service. When necessary, A New Leaf will accommodate 
the needs of visually-impaired clients by providing magnification devices, alternative light sources, voice 
mail communication, and/or large-print or braille-written materials. A New Leaf will reach out to the Arizona 
Center for the Blind and Visually impaired for further services or resources as necessary. 
 
Sustainability 
 
A New Leaf continues to actively pursue all available funding opportunities to increase support and funding 
in an effort to maintain and improve services provided by its shelter programs. A New Leaf will be seeking 
any available shelter funding that may result from Governor Hobbs’ administration, as well as other 
opportunities from local, county, state, federal, and private sources. Additionally, A New Leaf's Philanthropy 
Department has focused efforts on increasing awareness of the need for individual donations to support all 
of A New Leaf’s shelters. Collaborative partnerships, volunteer efforts, and community resources remain 
an essential component of the organization’s strategic planning process and budgeting efforts in order to 
maintain program sustainability. A New Leaf will continue to strengthen its partnership with a number of 
community service providers to address the needs of the individuals and families served through the 
agency’s continuum of services.   
   
Following best business practices, each of A New Leaf’s programs have a cash reserve to cover operational 
costs for a minimum of three (3) months of operation. This financial strategy helps the organization manage 
unexpected budget crises. A New Leaf Foundation’s core mission is to provide financial support to ensure 
the stability and operation of A New Leaf’s programs to continue addressing the critical needs of the 
community. A New Leaf also has the advantage of a strong, experienced senior management team and a 
large, active Board of Directors to help guide the organization through challenging periods.  
 
Organizational Capacity 
 
A New Leaf has developed a strong infrastructure and fiscal management approach, successfully managing 
a $40 million annual organizational budget including several subsidiary organizations. Programs are 
supported by diverse funding sources including federal, state, county, city, corporate, foundation, and 
individual contributions. A New Leaf’s Chief Finance Officer, Catherin Dyciewski oversees the 
organization’s financial accounting controls including Grants & Contracts, Payroll, Benefits, Accounts 
Payable, and Accounts Receivable.  
  
A New Leaf’s financial accounting system establishes a unique cost center number for each funding source, 
including any awarded federal funds. Revenue is accounted for separately and distinctly in the 
computerized accounting system. The system tracks expenditures and outlays by grant or sub-grant, 
utilizing a unique set of identifying numbers.     
 
A New Leaf’s internal monitoring is randomized across programs and includes (but is not limited to) client 
record review, clinical supervision review, incident report review, external auditing, utilization review, client 
satisfaction surveys, employee satisfaction surveys and outcome review/analysis.  Checklists specific to 
each service are used to ensure consistency in the monitoring/review process.  Service requirements as 
outlined in the funding agreement are used to develop the monitoring checklist.  Continuous monitoring and 
early detection of programmatic issues is critical for improvement and compliance.  Data collected from 
monitoring reviews is reviewed by Quality Management who is responsible for determining areas of service 




		
	


SERIAL 230114-RFP 
 
and/or process improvement.  Internal monitoring procedures enable A New Leaf to maintain programmatic 
control, predictability and accountability to funding requirements and prepare for external auditing.   
   
A New Leaf’s CEO and Board members review financial statements at monthly Board meetings. Budgets 
are compared to actual figures on a monthly basis. The Finance Committee also reviews reports on a 
monthly basis. A New Leaf, recognizing its responsibility to its donors, sponsors, regulatory agencies and 
the public to ensure preservation of records documenting its activities, adheres to the following policy for 
the maintenance of its accounting records:  Accounting records are stored by fiscal year (July 1 – June 30). 
A New Leaf undergoes annual audits of its financial documents and practices by multiple funding entities 
as well as an independent audit firm which includes single audits.   
 
A New Leaf’s accounting staff has extensive experience managing federal funds and has systems in place 
to facilitate accurate reporting to funders and thorough documentation. In order to effectively and efficiently 
manage high volume programs and services, A New Leaf has developed a proficient network of 
support/business units to monitor day-to-day activities and ensure high quality service delivery is being 
achieved through adherence to all contract requirements and applicable federal and state laws and 
regulations. This network includes Finance, Quality Management, Contracts & Grants, Facilities, 
Information Systems, Philanthropy, and Human Resources & Training.   
 
Additional staff includes Director of Accounting, Payroll & Benefits, Director of Accounts Receivable, Public 
Grants & Contracts, Director of Financial Reporting and Compliance and eleven additional finance staff. 
The Accounting Department utilizes Financial Edge, a multi-fund and operational accounting system, 
created to better serve the needs of non-profit service providers. The system contains modules to serve 
the needs of each area of the accounting department. Modules are separated into the following sections: 
General Ledger, Accounts Payable, Treasury and Accounts Receivable. ADP is used for Payroll and 
Timekeeping.   
 
Programmatic budgets go through an extensive development process, during which program directors 
identify program needs, costs, and possible funding sources, and work with the Chief Program Officer, 
Chief Financial Officer, Director of Grants and Contracts, Director of Philanthropy to ensure that projects 
and costs are both reasonable and feasible.   
  
A New Leaf currently manages contracts for approximately $5.25 million with the U.S. Department of Health 
and Human Services, $9.6 million in contracts with the state's managed care plans, more than $4 million in 
various contracts with the Arizona Department of Economic Security, and $4.25 million with the Arizona 
Department of Housing and U.S. Department of Housing and Urban Development. A New Leaf has been 
utilizing CDBG funding from a variety of funding sources for over a decade. A New Leaf holds contracts for 
CDBG funding with Maricopa County, the Town of Gilbert, and the Cities of Phoenix, Peoria, Mesa, Tempe, 
Chandler and Surprise. In addition, A New Leaf leverages over 50 private sector funding sources, including 
Valley of the Sun United Way, The Arizona Community Foundation, and The Arizona Food Bank Network.   
 
Staff Qualifications 
A New Leaf’s Homeless Services are currently under the direction of the agency’s Chief Program Officer.    
    
Other positions include: 
Director of Shelter Services  
Program Manager at the East Valley Men’s Center 
Program Supervisor at La Mesita Family Shelter.  
Program Manager at the West Valley Housing Assistance Center.  
 
Intake Specialists, SOAR Benefits Specialists, Support Partners, and Case Managers are vital positions in 
A New Leaf’s Emergency Shelter Programs. Their minimum qualifications include having a high school 
diploma/GED & 2 years of experience in the field. A New Leaf requests funding to pay for 1 FTE SOAR 
Benefits Specialist, .5 FTE Intake Specialist, 1.0 FTE Support Partner, and 0.5 FTE Support Partner (to be 
hired).  Each of these individuals will commit their full time to A New Leaf’s Shelter services. 
 
 




		
	


SERIAL 230114-RFP 
 
 
EXHIBIT C: OFFICE OF PROCUREMENT SERVICES CONTRACTOR TRAVEL AND 
PER DIEM POLICY 
 
1.0 
All contract-related travel plans and arrangements shall be prior-approved by the County contract 
administrator. 
 
2.0 
Lodging, per diem, and incidental expenses incurred in performance of Maricopa County/Special 
District (County) contracts shall be reimbursed based on current U.S. General Services 
Administration (GSA) domestic per diem rates for Phoenix, Arizona. Contractors must access the 
following internet site to determine rates (no exceptions): www.gsa.gov. 
 
2.1 
Additional incidental expenses (i.e., telephone, fax, internet, and copying charges) shall 
not be reimbursed. They should be included in the contractor’s hourly rate as an overhead 
charge. 
 
2.2 
The County will not (under any circumstances) reimburse for contractor guest lodging, per 
diem, or incidentals. 
 
3.0 
Commercial air travel shall be reimbursed as follows: 
 
3.1 
Coach airfare will be reimbursed by the County. Business class airfare may be allowed 
only when preapproved in writing by the County contract administrator as a result of the 
business needs of the County when there is no lower fare available.  
 
3.2 
The lowest direct flight airfare rate from the contractor’s assigned duty post (pre-defined at 
the time of contract signing) will be reimbursed. Under no circumstances will the County 
reimburse for airfares related to transportation to or from an alternate site. 
 
3.3 
The County will not (under any circumstances) reimburse for contractor guest commercial 
air travel. 
 
4.0 
Rental vehicles may only be used if such use would result in an overall reduction in the total cost 
of the trip, not for the personal convenience of the traveler. Multiple vehicles for the same set of 
travelers for the same travel period will not be permitted without prior written approval by the County 
contract administrator. 
 
4.1 
Purchase of comprehensive and collision liability insurance shall be at the expense of the 
contractor. The County will not reimburse a contractor if the contractor chooses to purchase 
this coverage. 
 
4.2 
Rental vehicles are restricted to sub-compact, compact, or mid-size sedans unless a larger 
vehicle is necessary for cost efficiency due to the number of travelers. (NOTE: Contractors 
shall obtain pre-approval in writing from the County contract administrator prior to rental of 
a larger vehicle.) 
 
4.3 
County will reimburse for parking expenses if free, public parking is not available within a 
reasonable distance of the place of County business. All opportunities must be exhausted 
prior to securing parking that incurs costs for the County. Opportunities to be reviewed are 
the DASH, shuttles, etc. that can transport the contractor to and from County buildings with 
minimal costs. 
 
4.4 
County will reimburse for the lowest rate, long-term, uncovered (covered or enclosed 
parking will not be reimbursed) airport parking only if it is less expensive than shuttle 
service to and from the airport. 
 
4.5 
The County will not (under any circumstances) reimburse the contractor for guest vehicle 
rental(s) or other any transportation costs. 
 




		
	


SERIAL 230114-RFP 
 
5.0 
Contractor is responsible for all costs not directly related to the travel except those that have been 
pre-approved by the County contract administrator. These costs include, but are not limited to, the 
following: in-room movies, valet service, valet parking, laundry service, costs associated with 
storing luggage at a hotel, fuel costs associated with non-County activities, tips that exceed the per 
diem allowance, health club fees, and entertainment costs. Claims for unauthorized travel 
expenses will not be honored and are not reimbursable. 
 
6.0 
Travel and per diem expenses shall be capped at 15 percent of project price unless otherwise 
specified and approved by the County in individual contracts. 
 
7.0 
Contractor shall provide, (upon request) with their invoice(s), copies of receipts supporting travel 
and per diem expenses, and, if applicable, with a copy of the written consent issued by the County 
contract administrator. No travel and per diem expenses shall be paid by County without copies of 
the written consent as described in this policy and copies of all receipts.