230114-CONTRACT-CENTRAL ARIZONA SHELTER SERVICES (EMERGENCY SHELTER).PDF
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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 Central Arizona Shelter Services, Inc. dba CASS, an
Arizona corporation (“Contractor”) for the purchase of essential homelessness emergency services to
people experiencing homelessness or at risk of experiencing homelessness and in need of services in the
areas of emergency shelter, rapid rehousing, and street outreach.
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.
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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.
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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
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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:
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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:
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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.
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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
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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
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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.
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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.
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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.
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11.0
TERMS AND CONDITIONS
11.1
INDEMNIFICATION
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.
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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.
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,
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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
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.
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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
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.
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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
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.
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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.
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.
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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
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.
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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.
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
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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
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:
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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:
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.
SERIAL 230114-RFP
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
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.
SERIAL 230114-RFP
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.
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.
SERIAL 230114-RFP
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
(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
SERIAL 230114-RFP
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
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.
SERIAL 230114-RFP
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.
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 solicitation and/or entering into a contract as a result
of this solicitation, 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.
SERIAL 230114-RFP
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 Itemized Service Budget
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:
For County:
Maricopa County
Office of Procurement Services
301 W. Jefferson St. Suite 700
Phoenix, Arizona 85003-1647
For Contractor:
Central Arizona Shelter Services Inc.
Lisa Glow, CEO
PO Box 18250
Phoenix AZ 85005
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.
CENTRAL ARIZONA SHELTER SERVICES
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
Lisa Glow, CEO
PO Box 18250, Phoenix AZ 85005
May 31, 2023
SERIAL 230114-RFP
EXHIBIT A: VENDOR INFORMATION AND ITEMIZED SERVICE BUDGET
COMPANY NAME:
Central Arizona Shelter Services Inc.
DOING BUSINESS AS (dba):
CASS
MAILING ADDRESS:
PO Box 18250 Phoenix, Arizona 85005
REMIT TO ADDRESS:
TELEPHONE NUMBER:
602-417-9800
FAX NUMBER:
WWW ADDRESS:
www.cassaz.org
REPRESENTATIVE NAME:
Dayna Gabler
REPRESENTATIVE TELEPHONE NUMBER:
602-417-9800
REPRESENTATIVE EMAIL ADDRESS
dgabler@cassaz.org
UNIQUE ENTITY ID (UEI) FROM SAM.GOV
XV87R2CKH115
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
Project Haven
RESPONDENT:
Central Arizona Shelter Services
TOTAL SERVICE
COST
OTHER FUNDS: Contractors shall list other sources of
funding contributing to the Total Service Cost
COUNTY COST
I.
PERSONNEL
(List source in
this cell)
(List source in
this cell)
(List source in
this cell)
Total Salary
%
Allocated
TOTAL
TOTAL
TOTAL
TOTAL
COUNTY
Number of
FTE
for the
Service
COST
Gov Funding
VSUW
Fundraising
COST
Positions
Level
Position Title
Contract Period
for
MCHSD
Partial awards
pending
Award
pending
Partial donations
pending
0.2
0
Director of Programs
$ 16,110.02
0%
$16,110.02
$16,110.02
$0.00
0.3
0
Assistant Director of Programs
$ 18,000.06
0%
$18,000.06
$18,000.06
$0.00
3
38,299.73
1
Case Manager
$ 114,899.19
0%
$76,599.46
$76,599.46
$0.00
4
36,670.40
2
Case Manager, Client Advocate,
Seniors
$ 146,681.60
50%
$73,340.80
$0.00
$36,670.00
3
41,246.40
1
Case Manager, Intensive
$ 123,739.20
0%
$82,492.80
$82,492.80
$0.00
2
37,440.00
1
Case Manager, Seniors
$ 74,880.00
0%
$37,440.00
$37,440.00
$37,440.00
2
34,580.00
1
Custodian
$ 69,160.00
50%
$34,580.00
$0.00
$34,580.00
2
34,320.00
0
Facilities Technician
$ 68,640.00
0%
$68,640.00
$68,640.00
$0.00
2
35,360.00
0
Laundry Attendents
$ 70,720.00
0%
$70,720.00
$70,720.00
$0.00
1
37,232.00
0
Lead Custodian
$ 37,232.00
0%
$37,232.00
$37,232.00
$0.00
0.25
49,920.00
0
Program Analysis Manager
$ 12,480.00
0%
$12,480.00
$12,480.00
$0.00
1
45,760.00
0
Program Coordinator
$ 45,760.00
0%
$45,760.00
$45,760.00
$0.00
1
62,000.00
0
Shelter Manager
$ 62,000.00
0%
$62,000.00
$62,000.00
$0.00
2
34,320.00
0
Shelter Support Staff
$ 68,640.00
0%
$68,640.00
$68,640.00
$0.00
2
44,928.00
0
Shelter Support Staff Supervisor
$ 89,856.00
0%
$89,856.00
$89,856.00
$0.00
Vacancy savings
-$30,573.76
-$29,875.89
-$697.87
25.75
TOTAL:
$763,317.38
$656,094.45
$0.00
$0.00
$107,992.13
SERIAL 230114-RFP
II.
EMPLOYEE RELATED EXPENSES
TOTAL
TOTAL
TOTAL
TOTAL
COUNTY
ITEM
BASIS
%
COST
Gov Funding
VSUW
Fundraising
COST
27%
$206,095.69
$176,937.82
$29,157.88
TOTAL:
$206,095.69
$176,937.82
$0.00
$0.00
$29,157.88
III.
PROFESSIONAL AND OUTSIDE SERVICES
TOTAL
TOTAL
TOTAL
TOTAL
COUNTY
ITEM
BASIS
%
COST
Gov Funding
VSUW
Fundraising
COST
Food/Meal Services
0%
$586,000.00
$511,000.00
$75,000.00
$0.00
Laundry
0%
$24,141.60
$24,141.60
$0.00
Other Maintenance Contracts
0%
$6,000.00
$6,000.00
$0.00
Security
5%
$631,387.59
$556,387.59
$75,000.00
$0.00
TOTAL:
$1,247,529.19
$1,097,529.19
$150,000.00
$0.00
$0.00
IV.
TRAVEL
TOTAL
TOTAL
TOTAL
TOTAL
COUNTY
BASIS
%
COST
Gov Funding
VSUW
Fundraising
COST
0%
$0.00
TOTAL:
$0.00
$0.00
$0.00
$0.00
$0.00
V.
MATERIALS AND SUPPLIES
TOTAL
TOTAL
TOTAL
TOTAL
COUNTY
ITEM
BASIS
%
COST
Gov Funding
VSUW
Fundraising
COST
Participant Personal Supplies
(bedding, clothing, toiletries, etc.)
0%
$18,000.00
$18,000.00
$0.00
Minor equipment/furniture
0%
$8,000.00
$8,000.00
$0.00
TOTAL:
$26,000.00
$26,000.00
$0.00
$0.00
$0.00
SERIAL 230114-RFP
VI.
OPERATING SERVICES
TOTAL
TOTAL
TOTAL
TOTAL
COUNTY
ITEM
BASIS
%
COST
Gov Funding
VSUW
Fundraising
COST
RRH vouchers
0%
$200,000
$200,000
$0.00
Flexible Financial Assistance
0%
$200,000
$200,000
$0.00
Telephone & Internet
0%
$66,000.00
$66,000.00
$0.00
TOTAL:
$466,000.00
$66,000.00
$0.00
$400,000.00
$0.00
VII.
SPACE
TOTAL
TOTAL
TOTAL
TOTAL
COUNTY
ITEM
BASIS
%
COST
Gov Funding
VSUW
Fundraising
COST
Other: Electric, Gas, Water, Sewer,
Trash Combined
0%
$465,477.27
$315,477.27
$150,000.00
$0.00
Pest Control
0%
$3,600.00
$3,600.00
$0.00
Repairs
0%
$212,904.53
$212,904.53
$0.00
Property insurance
0%
$70,000.00
$70,000.00
$0.00
$0.00
TOTAL:
$751,981.80
$601,981.80
$0.00
$150,000.00
$0.00
TOTAL DIRECT COST:
$3,460,924.06
$2,624,543.25
$150,000.00
$550,000.00
$137,150.01
VIII.
INDIRECT
TOTAL
TOTAL
TOTAL
TOTAL
COUNTY
ITEM
BASIS
%
COST
Gov Funding
VSUW
Fundraising
COST
$262,454.33
$262,454.33
$0.00
$0.00
TOTAL INDIRECT COST:
$262,454.33
$262,454.33
$0.00
$0.00
$0.00
SUBTOTAL ADMIN (DIRECT)
COST:
$262,454.33
$262,454.33
$0.00
$0.00
$0.00
TOTAL SERVICE COST:
$3,723,378.38
$2,886,997.58
$150,000.00
$550,000.00
$137,150.01
SERIAL 230114-RFP
EXHIBIT B: SCOPE OF WORK
Types of Services: Emergency Shelter
5.7.1.1.1 Agency name: Central Arizona Shelter Services (CASS)
5.7.1.1.4 Agency physical address: 230 S. 12th Avenue, Phoenix, AZ 85007
5.7.1.1.5 Agency representative contact information: Dayna Gabler, Chief Development Officer, 602-
417-9800, dgabler@cassaz.org
5.7.1.1.8 Provide a brief description of the organization’s purpose, years in business, activities
and services provided.
Since 1984, Central Arizona Shelter Services (CASS) has been Arizona’s longest-serving and largest
homeless emergency shelter provider, serving more than 6,600 people annually with safe shelter, diverse
case management services, educational and life skills programs, and a full array of housing services and
resources, including Rapid Rehousing (RRH) and Flexible Financial Assistance (FFA). CASS’s mission is
to prevent and end homelessness among individuals and families while advancing compassionate
community solutions. Serving every city in Maricopa County, CASS is a regional solution to homelessness,
working to fill service gaps and help thousands of people transform their lives through the provision of basic
needs.
CASS’s emergency shelter services operate out of our 600-bed Single Adult Shelter in downtown Phoenix
located on the Human Services Campus (HSC), and our Family Shelter in North Phoenix that serves up to
150 people nightly. Since December 2020, we have also operated a navigational center in downtown
Glendale to help those in the West Valley who are at risk of, or are experiencing, homelessness serving an
average of 500 people monthly.
In July 2023, CASS will be adding 170 beds at our new Senior Haven temporary emergency housing facility
for seniors. This non-congregate model will be in a closed campus with low case management ratios (1:15),
and all services provided on site. And, in 2024 we will open 54 beds at a new transitional shelter for
individuals with a serious mental illness. Both of these new facilities, like our current emergency shelters,
will operate 24/7, 365 days per year.
CASS’s emergency shelter program is a low barrier shelter model with minimal barriers to entry. Our model
is effective because we provide wrap-around case management and supportive services to meet our clients’
basic needs (food, clothing, and shelter), help them find employment and improve their socioeconomic
opportunity, and move into stable and permanent housing. These services include housing assistance,
flexible financial assistance, employment support, assistance with finance and budgeting, hygiene kits, a
clothing bank, and move-in kits.
The Senior Haven
Opening in July 2023, The Senior Haven will provide shelter in a non-congregate hotel setting with a bed
capacity of 170 seniors per night. CASS purchased the former Phoenix Inn hotel in North Phoenix with an
American Rescue Plan Act grant award, and the City of Phoenix provided funding for renovations which
are currently underway. Some rooms are single occupancy, while others are double occupancy to allow
senior couples to stay together. Additionally, seniors will be able to keep their pets with them, which can
often be a deterrent to entering other shelters.
The Senior Haven will provide temporary housing to senior citizens (aged 55+), and as a first option when
they exit the streets. This smaller facility model will be closed campus, with private rooms and shared living
areas that are ideal for seniors because it is safer and less overwhelming than congregate shelter. With an
estimated 90-day average length of stay, we project serving 500 seniors annually when fully operational.
All clients will be case managed with case management ratios at 1:15, allowing for more intensive and
personalized support.
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By providing critical shelter and supportive services, CASS’s Senior Haven will help vulnerable Maricopa
County senior residents stay safe while regaining their independence and stability and ultimately a
permanent housing solution. CASS RRH and FFA housing programs will also help assist clients to move
back into permanent housing. Finally, for nearly the last five years, CASS has been building model
programming and teams trained to meet the unique needs of our seniors who comprise 30% of our overall
clients. Our senior case management team conducts in-depth screening of these clients to have a more
comprehensive picture of their needs, e.g., being able to assess if a client may be suffering from dementia
and needs a referral for added services, or if a client has chronic health needs that are not being met, etc.
These teams also have expertise in helping clients to obtain placement in state supported nursing type
facilities and group homes.
5.7.1.2.1.2 Service delivery model including information indicating program feasibility to
deliver the services being proposed
The Senior Haven
Services provided at the Haven will address seniors’ unique economic, physical, and mental health needs.
It will be a gated, closed campus model, which means only those staying at the facility will be provided
services. A secure temporary housing facility that meets all health and safety requirements is necessary to
encourage homeless seniors to seek supportive services that will help stabilize them and end their
homelessness permanently.
The overall service platform will also contain many existing services in CASS’s current programming,
including:
- Housing First Case Management, utilizing our Rapid Rehousing and Flexible Financial Assistance
programs.
-Specialized, trauma-informed case management services and in-depth screening for seniors.
-On-site meals, health care, mental health, identification, legal, benefits assistance, etc.
-Transportation assistance for health appointments or to search for housing, as well as bus passes for
working clients.
-On-site 24/7 security.
-Therapeutic support and workshops to address social isolation, living skills, and more.
-Partnerships to wrap around other needed services.
Since 2019, CASS has been developing model programming for seniors and now has a trained team of
case managers who specialize in working with seniors. The Haven will be modelled after CASS’s successful
temporary 87-bed pandemic shelter that operated from June 2020 to June 2021 to keep seniors and
medically vulnerable persons safe during the pandemic. Not only did Project Haven bring awareness to the
need for senior-specific services, CASS demonstrated a highly successful model that was accepted by the
surrounding neighbors and businesses. Project Haven served 232 seniors, with 75.4% having positive
housing exits and 66% remaining housed one year later. We anticipate similar outcomes at the permanent
Haven.
Each client will have their own room, or in some instances couples will share rooms, and each will have
personalized services. The Haven allows seniors to keep their pets - a common barrier for many seniors
who view their animals as members of their family. Our team members track our senior clients’ progress
from the time they enter the shelter until the time they successfully exit to safe and stable housing. This
holistic approach to assisting homeless seniors prepares them for long-term self-sustainability beyond our
critical and immediate services.
Deeper analysis in November 2022 returned the following encouraging results from Project Haven: A total
of 105 clients had no additional entries since their exit from Project Haven; a total of 11 clients had ‘Day
Shelter’ entries, but no other additional entries since their exit from Project Haven; a total of 57 clients had
returned to a provider since their exit, and 4 clients were reported deceased. These data represent a one-
year stabilization rate of 66% for all clients who were successfully housed by Project Haven and means
50% of all clients served by Project Haven are currently housed.
5.7.1.2.1.3 Target population
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The Senior Haven
The target population for The Haven is Maricopa County senior citizens aged 55 and above. We anticipate
serving 500 seniors annually once we are at full capacity. CASS’s intake data over the last several years
has shown a rapid rise in seniors over age 55, accounting for 30% of those served at CASS. Last year,
CASS served 1,717 seniors, which was a 43% increase over the prior year. Based on homeless
demographics and our current senior data, we anticipate that approximately two-thirds of the seniors at The
Haven will be male and one-third female. The Haven will also serve senior veterans: Last year, 58% of the
287 veterans we served were 55 and older, and 48% were chronically homeless.
The location of The Haven is at 8152 N. Black Canyon Highway, the old Phoenix Inn. The region has a high
concentration of individuals living on the streets. Factors forcing seniors into homelessness include rising
rents, lack of affordable housing, waiting lists for senior-subsidized housing, medical crises, and job loss.
Seniors faced with homelessness experience unique circumstances, such as medical and mobility
complications, making it difficult for them to thrive in congregate shelters. Seniors are also highly vulnerable
to the risks of COVID-19 and other transmittable illnesses, making a congregate shelter stay difficult, and
even dangerous, to navigate. Because so many of our senior neighbors were already one emergency or
rental increase away from homelessness, coupled with the expiration of COVID-19 eviction protections, the
need for emergency shelter has increased dramatically.
The Maricopa Association of Governments has been tracking the dramatic rise in senior homelessness
over the last year, which is now the fastest growing homeless population, many for the first time. The
pandemic contributed to the rise in senior homelessness as people got sick, lost jobs, lost spouses, inflation
rose, rents continued to soar and the financial savings and safety nets available to seniors have not been
able to withstand these rising costs. Tragically, more than 1,000 individuals experiencing homeless died
last year in Maricopa County, and more than 30% of them were over the age of 55.
5.7.1.2.1.4 Timeline and proposed dates of activities/service delivery
The CASS Senior Haven will open in July 2023, which is when services will begin for an initial 40 clients,
and ramp up to service delivery up to 170 people nightly within the following several months. CASS already
has a team of case managers trained to work with senior clients at the Haven, several of whom worked at
our temporary Project Haven shelter. The non-congregate facility operate 24/7/365.
5.7.1.2.1.5 Performance goals, program deliverables, and desired outcomes, including anticipated
number of homeless to be served.
With the County’s support, we will serve 300-350 seniors at The Haven in our first full year. Every client will
receive 1-1 case management and housing navigation services, as well as temporary housing and all
services on site. Similar to CASS’s temporary Project Haven that we operated for 15 months during the
pandemic, we are confident our housing outcomes will be higher in this non-congregate model than when
a senior stays in our 600-bed congregate shelter. Project Haven had 75.4% positive housing and exit
outcomes for the 232 people who stayed there, with a 66% retention rate in housing one year later. We
anticipate similar outcomes at the permanent Haven facility.
5.7.1.2.2 Statement of other funds and funding source(s) being used to complete the project, if the
amount of funding being requested from the County is less than the amount needed
to operate the program.
Funding already secured towards The Haven includes a three year operating award from a State ARPA
grant of $4.8 million. We plan to use $1,600,000 of this award each year for the next three years. This
award was further confirmed with CASS and the Governor’s office on March 6, 2023, and contracts are
already signed. We have secured an additional $200,000 in private funding support and we have a VSUW
grant of $150,000 pending. And, we have approximately $185,000 pending in government requests to help
support operating costs. We anticipate, as with our other programs, that we will continue to obtain support
from various municipalities.
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The County’s support for the Haven shall support critically needed operating dollars to open by July 2023,
and then quickly ramp up operations as we add more beds and bring on more staff to reach our full capacity
of 170 beds nightly.
Lastly, CASS is now an AHCCCS provider and, on February 23, we got our licensing approval from the
Arizona Department of Health Services which will be followed by site inspections in the upcoming weeks.
Once fully licensed, we will be able to begin to tap into Medicaid resources to cover some of the current
case management type services for our clients. While it will take time to start to realize the financial benefits
of this toward our budget, this will be an additional funding source added to our sustainability efforts. And,
under the AHCCCS 1115 waiver, we will be able to leverage funding for our Medicaid eligible clients for
many services to include six months of rent assistance, pre and post-tenancy support services, and more.
We do not anticipate the state’s implementation of the 1115 waiver for another 6 or more months. We will,
however, be ready to participate in that funding source for our Medicaid eligible clients.
5.7.1.2.3 Documentation as necessary for the expenses for which the grant funds will be used for.
CASS has established controls and procedures necessary to ensure proper accounting for financial
transactions and the implementation of internal controls necessary to protect the organization’s assets, in
accordance with generally accepted accounting principles, federal regulations, local requirements, and
funding source contracts. To manage and monitor finances, CASS employs a highly skilled finance team,
led by a Chief Financial Officer, who is also an accountant. Some of the organization’s financial controls
include policies and procedures, budgets, monthly financial statement preparation and review, regular
board of director and finance committee reviews, segregation of duties, account reconciliations, approval
processes, annual audit, and the use of a nonprofit accounting software package.
CASS will establish a separate deposit account for funding this program. Additionally, CASS has extensive
experience in managing millions of dollars annually in complex federal and local government funds,
including Emergency Solution Grant (ESG) and Community Block Grant (CDBG) funds. CASS’ Data Quality
Coordinator and Program Director work together to oversee data reports and ensure reports are submitted
on a timely basis as required pursuant to contracts. They implement and monitor strategies, policies, and
processes to meet contractual requirements and ensure that all reports and documentation are submitted
on a timely basis.
5.7.1.2.4 Describe how the contractor will collaborate with other homeless service providers to
coordinate service delivery.
CASS works closely with the adult and family coordinated entry (CE) systems for both shelter referrals and
rapid rehousing referrals for the new Senior Haven, working via the adult CE system.
CASS’s case management and housing teams also collaborate closely with many nonprofit and
government partners, always with the goals of 1) improving outcomes for people experiencing
homelessness; 2) addressing client barriers that must be addressed to help an individual get document
ready; 3) helping get people back into housing quickly, using Housing First principles; and 4) working
collaboratively to achieve functional zero homelessness in communities. To that end, CASS is an active
participant in case conferencing that is one of the most important ways homeless providers collaborate to
help clients, especially for the most chronically homeless. For adults residing at our shelters, as well as for
clients referred to our RRH Program but who may not be in shelter, our teams participate in weekly case
conferencing on the Human Services Campus, which is the Regional Coordinated Entry lead for adults for
Maricopa County (RCEMC). We have participated with both the HSC and the FHH in case conferencing
since it came into existence almost eight years ago. CASS teams also attend separate Case Conferencing
meetings for youth, veterans, and Native Americans, so we can connect these vulnerable populations to
the most appropriate resources as quickly as possible.
CASS also does internal care coordination at bi-weekly case management and housing team meetings.
Care coordination focuses on connecting clients to housing, as well as to health care, behavioral health,
benefits, or other needed services. We also have many specialty-trained teams, including a team who works
exclusively with seniors and intensive case managers who work with our most chronically homeless people.
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CASS is also a coordinated entry site in Glendale for both adults and families at our navigation center, the
Norton and Ramsey Social Justice Empowerment Center. We oversee a 1,000 person by‐name list and
hold weekly care coordination meetings among partners, which is required as part of the partnership. The
value of the Glendale by‐name list is that we can ensure that those with the greatest needs who meet the
by‐name list prioritization can remain on the system-wide by‐name list. As the City of Glendale’s Master
Services provider, CASS collaborates closely with about 15 Glendale partners, 7 of whom are sub-
contracted funded agencies.
Contracts and MOUs are also established with partner agencies to ensure that there is alignment on
expectations for data collection, sharing, fund expenditure requirements and timelines, and outcome
reporting. HMIS data is also used by CASS to make decisions and as an integral part of efforts towards
Continuous Quality Improvement and for maintaining best practices. Data trends with a rise in senior
homelessness, for example, led us to build more in‐depth support, screening, and specialized case
management teams to meet the needs of this highly vulnerable population. And, as an example, we recently
used data from HMIS for a Chi‐Squared Test to ensure we were achieving equitable housing and general
positive shelter exits across race, ethnicity, disability, and veteran status (results demonstrated that we
were).
5.7.1.2.5 Describe how the contractor will collaborate with County departments in coordination of
services, including but not limited to MCHSD and MCPHD.
CASS has partnered with the MCHSD for many years for our adult shelter, providing services under multi-
year contracts with the County for emergency shelter, case management, and housing services. CASS is
currently partnering with MCHSD via a pass-through contract for funding via the Human Services Campus
(HSC), who is CASS’ landlord for our adult shelter and who was awarded a sole source contract last year
for shelter and related services on the HSC.
CASS also worked closely with MCHSD during the pandemic to coordinate additional services to our clients
at the adult shelter, including supporting our most vulnerable clients’ ability to remain indoors all day (versus
leaving the facility for 5-7 hours while the shelter was cleaned). During this time, the County also supported
CASS in providing additional daytime programming for the hundreds of the clients remaining indoors 24/7.
And, for a period of time, MCHSD supported CASS in adding 50 more beds to the shelter to get more adults
off the streets during the height of the pandemic.
The Maricopa County Public Health Department was also a critical partner to CASS and other providers
during the pandemic. We continue to rely on the MCPHD data and their public health and safety
recommendations. We also participate in presentations and conversations on these topics with public health
and with the HSC at regular inter-agency infectious disease meetings. The new relationships established
with MCPHD will continue to be invaluable to CASS and other providers with their health recommendations
for the highly vulnerable population of people we serve.
With the opening of The Haven, we propose to deepen our County partnerships, especially with MCHSD
and MCHSD, for the sub-set of 30% of our clients who are aged over age 55. With the dramatic rise in
growth of this population, the County’s partnership will be key to ensure we are wrapping as many County-
supported services around our seniors as possible.
Data and research are critical to our work at CASS. We use both HMIS data, as well as other data we
collect from ongoing client surveys, client town halls, and from our case management and housing teams.
We would like to deepen our partnerships with the County to share even more expansive data on outcomes
for our most vulnerable clients, potentially helping to inform public policy.
CASS also is an active participant with the Maricopa County Continuum of Care (CoC), with staff sitting on
the Board and multiple committees. This allows us to provide time and share our expertise as a front line
provider.
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5.7.1.2.6 How the contractor shall partner with other service providers to provide holistic services
to the community.
Partners for The Haven will be similar to the many partners we had at the temporary Project Haven
pandemic shelter we operated from June 2020 through September 2021. New partners will also be part of
this permanent new facility. Existing partners include:
1. Health, mental health, and substance abuse partners: Circle the City, Terros, CBI, Valleywise
Health, Dignity Health, Mercy Care, Hospice of the Valley, and Copa Health.
2. Food partners: SVDP and the Area Agency on Aging.
3. Identification support: Homeless ID Project.
4. Coordinated entry: HSC and UMOM.
5. Street outreach: CBI and Phoenix Rescue Mission.
6. Workforce: St. Joseph the Worker, Goodwill, Arizona at Work, AARP.
7. Landlords with whom we place our clients.
8. Veterans Service Providers: Catholic Charities, The CRRC, U.S. VETS.
9. Behavioral health and substance abuse treatment: CBI, Terros, Lifewell.
10. Street outreach and shelter: Phoenix Rescue Mission, Tempe HOPE, UMOM, Save the Family, La
Mesita, HSC.
5.7.1.2.7 Describe the contractor’s experience in providing the proposed services and/or working
with people experiencing homelessness or at risk of experiencing homelessness.
CASS has been providing emergency shelter and wrap‐around services for 39 years. In FY21/22, CASS
served 6,658 persons with shelter and services, along with 231,492 bed nights; case‐managed 2,203
persons; and housed 1,262 through our rapid rehousing, eviction prevention, and financial assistance
support services. CASS also has decades of expertise in working with the chronically homeless, who
comprise one-third of all clients, and who are often the hardest to serve in terms of their return to permanent
housing.
We also have a model program for seniors we created to build a stronger safety net for this growing
population, many of whom are becoming homeless for the first time. Seniors over age 55 comprise one-
third of all the adults we serve (1717 in our last fiscal year). With private funding received in 2019, CASS
trained a specialized case management team to work exclusively with seniors. We also created a new
senior-specific screening tool, which we have evolved to build better, more customized services. During the
pandemic, Phoenix funded CASS to operate an 87-bed hotel to protect seniors and medically vulnerable
homeless clients. This program, known as Project Haven, operated for 15 months, served 233 people, and
had a 75.4% successful housing rate. The high success rate in housing is attributable to everyone being
case-managed. We also had rapid rehousing funds, along with vouchers, to support the clients.
5.7.1.2.8 Describe how the contractor will provide services that are appropriate to the language,
culture, and geographic location of people experiencing homelessness or at risk of experiencing
homelessness.
CASS is committed to creating an environment that is diverse, inclusive, and equitable, where all
stakeholders are treated with respect and dignity, regardless of race, socio-economic status, age, disability,
religion, sexual orientation, nationality, gender, or marital status. This commitment is
reflected in our hiring and training practices, as well as in program design. which considers both data and
client feedback to create and/or adjust programs to be inclusive and equitable.
For decades, CASS’s services have been informed by the voices of those we serve. We have a diverse
staff and 37% of our program staff have lived experience; 75% of our program managers are either people
of color, individuals with disabilities, LGBTQ or have lived experience. CASS’s Board also has three people
with lived experience, including a member who experienced homelessness as a child, and two other
members who were former CASS clients. This mix of direct service providers, who are the “boots on the
ground,” as well as the big-picture oversight of the Board, ensures the voice of those with lived experiences
informs the organization at all levels.
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Currently, all staff undergo cultural competency and diversity training in the initial two-day employee
orientation. Our program staff go through additional racial equity and inclusion training on an ongoing basis,
as well. In 2021, we also began implementing a Social Justice, Racial Equity, and Diversity plan developed
by Dr. Jannah Scott, an experienced strategist and public policy expert. This started with an agency-wide
assessment using the Racial Justice Assessment tool (brief survey) to gather staff perspectives and get a
sense of where staff think we are as an organization. The agency-wide assessment evaluated CASS along
five domains of racial equity, including People, Power, Policies, Partnerships and Culture. CASS leadership
then hosted a management retreat to get cross-agency input as to how to move forward. Findings and
recommendations were then made. Key staff were provided with a series of trainings that provide a
structural understanding of racism, knowledge on the intersection of race and homelessness, and exposure
to racial equity concepts. We also established the IDEAS committee (Inclusion, Diversity, Equity,
Accessibility and Safe Spaces) to incorporate staff at all levels of the agency in long-term planning and
implementation to ensure goals are achieved. The committee is tasked with incorporating ideas from our
assessments and turning staff-wide discussions into suggested actions. We have also contributed to the
region-wide Racial Equity plan, with specific emphasis on how we can improve the coordinated entry
process to better identify and address issues that are presented among people of color. In future years of
this initiative, we will continue this work, including creating anti-racist staff policies and increased
representation in CASS leadership and Board of Directors.
5.7.1.2.9 Describe the policies and practices in place to ensure diversity and inclusion in access to
services.
This program, as well as the entirety of CASS’s services, provides support to diverse populations adversely
affected by homelessness, particularly African Americans and Native Americans. In the United States,
African Americans and other people of color experience homelessness at a significantly higher rate than
their Caucasian counterparts, a trend that is further reflected in the rates of homelessness among African
Americans and Native Americans in Maricopa County. The causes of these racial inequities are complex.
As Supporting Partnerships for Antiracist Communities (SPARC) pointed out, often homelessness is
misunderstood, with the blame placed on individual mental health challenges, substance use, and
unemployment. While these vulnerabilities certainly play a role in who becomes homeless, it does not
explain the full scope of the issue. The primary root causes of homelessness are often structural, beginning
with racist housing and justice policies and exacerbated by barriers to affordable housing, economic
mobility, and balanced access to services and supports. As the senior affordable housing crisis worsens,
and as the pandemic increases rates of unemployment, we will ensure all seniors who need our support
get the services they need and that we have a safety net to catch them.
CASS’s Social Justice, Racial Equity, and Diversity plan represents an approach toward the goal of an
organization that promotes and manifests social justice, racial equity, and diversity (SJRED) within all its
functions, resulting in positive outcomes for all clients. Special emphasis is placed on achieving parity in
outcomes for African American, Native American, Latino and Asian American clients – where the current
data reflects disparity for these groups. This will require an examination of all processes, functions, policies,
and protocols of the work; but, more importantly, it will require buy-in from staff and clients that, while we
may be doing things right, we may need to examine if we are doing the right things with the right mindset
and attitudes in challenging situations. This initiative will inform all services we provide, and is an evolving,
adaptable framework we will strive to continuously develop and improve.
CASS is committed to using data to drive equitable solutions. To illustrate this commitment, and as a part
of our internal DEI procedure to ensure equity across all our programs, we use a hypothesis test called a
Chi-Squared Test to ensure our program outcomes do not contribute to disparity. Through this test, we can
determine how clients would be distributed across outcomes, assuming that no specific factors (race,
gender, age, ethnicity) contribute to an increased likelihood of a specific outcome. For our Rapid Rehousing
Program, we have tested both the outcomes for our referrals (Accepted into RRH Program, Cancelled out
of RRH Program, or Declined as unsuitable for program), and Destination Outcomes for all of our approved
clients.
For our referrals, we were able to run this test on multiple factors: Senior Status, Race, Ethnicity, and
Gender. For Senior Status and Race there was an insignificant relationship (p=.411) between referral
outcome and age, and race (p=.184) showing neither race nor senior status influenced the referral outcome.
When conducting the test for ethnicity, it was found not to be statistically significant, but was approaching
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it (p=.05). However, of the 225 clients who reported Hispanic ethnicity, the test predicted only 146 would
be approved into RRH; however, 162 were approved, showing that our program served Hispanic clients
better than expected. A statistically significant relationship was shown between gender and referral
outcome, as women were significantly over-represented (of 202 women referred, the test predicted 131
would be approved; we accepted 189 of the referrals.) This is likely due to one contract being for single
adult men only, which results in men being referred to our program at higher rates, giving them increased
odds of cancelling.
5.7.1.2.10 Describe policy(ies) in place to provide equal access to programs and services for
individuals with disabilities, and what reasonable accommodations are in place in
compliance with the Americans with Disabilities Act and Equal Access to Housing Final Rule.
CASS’s policy is to comply with all applicable provisions of the Americans with Disabilities Act (ADA). For
shelter residents, CASS regularly inspects its own properties for ADA compliance using the ADA Checklist
for Existing Facilities, which helps staff identify any actionable accessibility issues. If a potential issue is
observed, such as inadequate door width, CASS will ensure that these issues are rectified. Program staff
also receive training on ADA and reasonable accommodation. Signage (English/Spanish) is posted in the
intake area that informs prospective guests to notify shelter staff if they require some special
accommodation in order to be able to meet their basic needs. At this point, staff work with the client through
our formal process to achieve accommodations as much as possible.
Clients also choose whether they want to sleep in the male or female dorms based on their gender
identification, ensuring they have equal access to programs. We also provide separate, private bathrooms
for these clients to use, if preferred, but they also have access to the bathrooms on the side of the dorm in
which they are sleeping. All bathrooms are also handicap accessible. There are separate, private
bathrooms that individuals with a physical disability may also use. We are in the process of renovating all
our large bathrooms at the adult shelter, installing doors on the toilet stalls and increasing privacy in all
showers. There are also flooring repairs and new paint scheduled to be completed by the end of June 2023.
Accommodations are also made for people dropped off from a hospital stay when they need added respite.
We have 14 hospital beds that are set aside for ValleyWise Health and 8 beds for Dignity Health. These
beds are also used by Circle the City, with whom we work in partnership for clients who no longer need
medical care, but need private space to recuperate for a period of time. The ValleyWise beds include 8
beds for men and 6 for women in separate rooms apart from the main large dorm areas, with dividers
between the beds. Under the recent contract with Dignity Health, we are setting aside 8 beds total: for these
set-aside beds, clients must arrive by a certain time in the day; otherwise the beds can be used for other
clients so that they are filled.
CASS staff are also trained in trauma informed care, and we are in the process of undergoing a more
intensive trauma informed certification. All staff, including administration, are part of this mandatory training.
Part of this training is for CASS to improve upon areas of the adult shelter that may present barriers to
clients that we are not fully aware of, and then taking action to address barriers we identify, including and
ADA concerns we may identify. All case managers and program staff receive training under the Fair
Housing Act and are trained to help ensure our clients obtain accessible housing.
5.7.1.2.11 For programs with services extending beyond the terms of this contract, describe the
sustainability of the program, including:
Both ongoing government, foundation and private donations will be used to sustain these programs, as will
new funding sources that will be coming on online in Arizona, including the Medicaid 1115 waiver obtained
by AHCCCS and that will be implemented by the State within the next 6-12 months. Thus, our funding
model for this program involves plans to both sustain current program funding and grow new funding
through our diverse portfolio of both government and private funders we have built over the last 39 years.
Additionally, we will expand our funding via AHCCCS once we are up and running as a Medicaid provider,
a process which should be completed by the time we open The Haven in July 2023.
CASS prides itself on being a good steward of foundation, corporate, and individual donations, with 84% of
agency funds directly supporting services for those experiencing homelessness.
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5.7.1.2.12 Maricopa County requires monthly submission of reports indicating performance on or
before the 15th of each month. Indicate your agency’s process and capacity for timely report
submission.
All program staff are trained to utilize and input data into HMIS. This data is then compiled by staff in our
Compliance Department including the Data Manager who runs the reports for each grant and prepares the
monthly report submissions. The Data Manager manages the deadline process with the program team and
ensures reports are submitted on time. Reports are reviewed for accuracy before submission by either the
Program Director or the Assistant Program Director. The Finance Department also receives the reports and
then bills for the services that have been provided by the time required for each grant or contract.
CASS has nearly four decades of managing complex government funding sources, including the City of
Phoenix, Maricopa County, the Arizona Department of Housing, the Arizona Department of Economic
Security, and virtually every city in Maricopa County. CASS has policies and procedures set up for fiscal
accountability, data integrity, grant implementation and oversight, reporting to governments and funders,
and as compliance with shelter operational rules and the Fair Housing Act. Our organization’s leaders have
extensive experience in acquiring and utilizing federal funding and all required documentation associated
with the funding.
CASS has been reporting and complying with reports to the County for many decades. The CASS programs
and data teams meet every two weeks to ensure coordination on preparing the required reports for
submittal. Our Finance Department oversees all invoicing and works closely with the programs and data
teams before submitting any invoices. All reporting is tracked in a central database.
5.7.1.3 Qualifications – This section shall describe the respondent’s ability and
experience related to the programs and services proposed. All project personnel, as applicable,
shall be listed, including a description of assignments and responsibilities, a resume of
professional experience, an estimate of the time each would devote to this program, and other
pertinent information.
Twenty (20) full-time direct service staff will be needed at Haven, including housing intake staff, case
managers, housing navigators, client advocates, behavioral health technicians, and various program
supervisors.
CASS Haven Shelter Manager: 100% of their time is devoted to that location. Responsibilities for both
include overseeing security and facility upkeep, direct supervision of case managers, indirect supervision
of shelter staff, providing performance feedback and training, networking with donors and community
partners, keeping and reporting on data to funders, crisis response, handling client grievances, developing
and implementing policies and procedures, and ultimately creating a dignified space for our families and
seniors, respectively, to stay as they work to resolve their homelessness.
CASS Program Director oversees all programs, including the Haven. Their background is in transitional
and permanent supportive housing programs for vulnerable populations and staff leadership and
development. They will spend approximately 20% of their time at Haven.
CASS Assistant Program Director provides direct supervision of management staff at each location, with
20% of their time allocated to the Haven.
CASS Director of Operations will spend an 20%% of their time at The Haven. They provide oversight of
daily operations at both locations.
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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.