230114-CONTRACT-COMMUNITY BRIDGES (RAPID REHOUSING).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 Community Bridges, Inc., an Arizona corporation
(“Contractor”) for the purchase of essential emergency shelter services to people experiencing
homelessness or at risk of experiencing homelessness for the service area of rapid rehousing.
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 2 - Rapid Rehousing (RRH). Eligible RRH services for individuals
or families experiencing homelessness include:
10.8.1.1 Work with supportive service providers, housing providers, physical and
mental health services, and policy makers to serve homeless individuals
and families by connecting them with necessary supports and housing.
10.8.1.2 Provide RRH to individuals referred through Maricopa County
Coordinated Entry System. Rental Assistance can be tenant or project
based.
10.8.1.3 Eligible Costs for financial assistance and short-and medium-term rental
assistance (24 CFR §576.104, 24 CFR §576.105, 24 CFR §576.106):
10.8.1.3.1 Rental application fees (when charged by owner to all
applicants)
10.8.1.3.2 Security deposits (no more than two month’s rent)
10.8.1.3.3 Last month’s rent (applies to 24-month cap)
10.8.1.3.4 Utility deposits (when required by utility company for all
customers)
10.8.1.3.5 Moving costs (e.g., truck rental, moving company, up to
three months of storage)
10.8.1.3.6 Rental assistance (not to exceed 12 months) with short-
term rental assistance of zero to three months being the
goal for RRH, and medium-term rental assistance when
needed
10.8.1.4 Eligible Services costs (24 CFR §576.105):
10.8.1.4.1 Housing search and placement
10.8.1.4.2 Housing stability case management/navigation services
10.8.1.4.3 Mediation
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10.8.1.4.4 Legal services
10.8.1.4.5 Credit repair (e.g., budgeting/money management)
10.8.1.4.6 Rental assistance (not to exceed 24 months) with short-
term rental assistance of zero to three months being the
goal for RRH, and medium-term rental assistance when
needed. Note: Rental assistance funds from the County are
only available through the term of the contract with the
County.
10.8.1.4.7 Rental assistance cannot be provided unless the rent does
not exceed the Fair Market Rent established by the United
States Department of Housing and Human Development
(HUD) standard for rent reasonableness under 24 CFR
982.507. RRH should try to align with the Maricopa County
Continuum of Care Community Adopted Best Practices for
RRH.
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
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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:
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.
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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.
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,
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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
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.
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11.2.9.3.2 Contractor, its subcontractors, and sub-subcontractors
waive all rights against this contract and its agents, officers,
directors, and employees for recovery of damages to the
extent these damages are covered by the workers’
compensation and Employer’s Liability or Commercial
Umbrella Liability insurance obtained by Contractor, its
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:
11.32.1.1
are not presently debarred, suspended, proposed for debarment,
declared ineligible, or voluntarily excluded from being awarded any
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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.
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
SERIAL 230114-RFP
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.
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
SERIAL 230114-RFP
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
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.
SERIAL 230114-RFP
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.
11.48.4
The contractor shall make available valid fingerprint information to the County
upon request.
SERIAL 230114-RFP
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 Pricing
11.54.1.2
Exhibit B – Scope of Work
11.54.1.3
Exhibit C – Office of Procurement Services Contractor Travel and
Per Diem Policy
11.54.1.4
Negotiated Indirect Cost Rate Agreement (NICRA)
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:
Community Bridges, Inc.
1855 W Baseline Rd.
Mesa, AZ 85202
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.
COMMUNITY BRIDGES, INC.
AUTHORIZED SIGNATURE
PRINTED NAME AND TITLE
ADDRESS
DATE
MARICOPA COUNTY
CHAIRMAN, BOARD OF SUPERVISORS
DATE
ATTESTED:
CLERK OF THE BOARD
DATE
APPROVED AS TO FORM:
DEPUTY COUNTY ATTORNEY
DATE
John Hogeboom President/CEO
1855 W. Baseline Rd., Ste. 101, Mesa, AZ 85202
6/1/2023
SERIAL 230114-RFP
EXHIBIT A: VENDOR INFORMATION AND ITEMIZED SERVICE BUDGET
COMPANY NAME:
Community Bridges, Inc
DOING BUSINESS AS (dba):
MAILING ADDRESS:
1855 W Baseline Rd Mesa, AZ 85202
REMIT TO ADDRESS:
TELEPHONE NUMBER:
520-404-6017
FAX NUMBER:
WWW ADDRESS:
REPRESENTATIVE NAME:
Megan Lee
REPRESENTATIVE TELEPHONE NUMBER:
520-404-6017
REPRESENTATIVE EMAIL ADDRESS
mlee@cbridges.com
UNIQUE ENTITY ID (UEI) FROM SAM.GOV
TM6ECG6UD6K9
YES
NO
REBATE
WILL ALLOW OTHER GOVERNMENTAL ENTITIES TO PURCHASE
FROM THIS CONTRACT:
WILL ACCEPT PROCUREMENT CARD FOR PAYMENT:
NET 0 DAYS
MARICOPA COUNTY HOMELESSNESS PROGRAMS
ITEMIZED SERVICE BUDGET
CONTRACT
SERVICE:
RAPID RE-HOUSING
CONTRACT
PERIOD:
NAME:
TYPE
Homeless Emergency
Service Program
DATE RANGE
7/1/23-6/30/24
COMMUNITY BRIDGES
TOTAL
SERVICE
COST
COUNTY
COST
PERSONNEL
Number of
FTE
Total Salary for
the
% Allocated
Service
TOTAL
COUNTY
Positions
Level
Position Title
Contract Period
MCHSD
Percentage
COST
COST
1
Lead
Navigator
$ 45,733.22
0% A + 100% D
$45,733.22
$45,733.22
0.05
Senior
Manager
$ 59,528.80
0% A +5% D
$2,976.44
$2,976.44
$0.00
0
TOTAL:
$48,709.66
$48,709.66
EMPLOYEE
RELATED EXPENSES
TOTAL
COUNTY
ITEM
BASIS
COST
COST
Workers Comp, FICA, Medicare
22.77%
$11,091.19
$11,091.19
SUTA, 401K,
Insurance
$11,091.19
$11,091.19
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PROFESSIONAL AND
OUTSIDE SERVICES
$59,800.85
TOTAL
COUNTY
ITEM
BASIS
COST
COST
HMIS
$200 per FTE
$200.00
$200.00
HOM, Inc Fees
$444.97 per lease 8 units plus $27.82
x 8 units x 12 months
$6,230.48
$6,230.48
Rental
Assistance
Tiered 100%: $1467 x 4 mths x 100%
+ $1467 x 4 mths x 67% + $1467 x 4
mths x .33% - x 8 units + $1500
deposit x 8 units
$105,888.00
$105,888.00
TOTAL:
$112,318.48
$112,318.48
SPACE
TOTAL
COUNTY
ITEM
BASIS
COST
COST
TOTAL:
$0
$0
TRAVEL
TOTAL
COUNTY
ITEM
BASIS
COST
COST
Mileage Reimbursement
.655 per mile x 370 miles x 12 mths
$2,908.20
$2,908.20
TOTAL:
$2,908.20
$2,908.20
MATERIALS AND
SUPPLIES
TOTAL
COUNTY
ITEM
BASIS
COST
COST
Office Supplies
$20.781 per mth x 1 FTE x 12 mths
$249.37
$249.37
TOTAL:
$249.37
$249.37
OPERATING
SERVICES
TOTAL
COUNTY
ITEM
BASIS
COST
COST
Telephone
$56 per mth x 1 FTE x 12 mths
$672.00
$
672.00
TOTAL:
$672.00
$672.00
EQUIPMENT
TOTAL
COUNTY
ITEM
BASIS
COST
COST
$0.00
$0.00
TOTAL:
$0.00
$0.00
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INDIRECT COSTS
TOTAL
COUNTY
ITEM
BASIS
COST
COST
Approved
Negotiated Rate
14.9% of Direct $70,060.87
$10,439.07
$10,439.07
(Rent Assistance Excluded)
TOTAL:
$10,439.07
$10,439.07
RENT AND HOUSING
STABILIZATION
TOTAL
COUNTY
ITEM
BASIS
COST
COST
$0.00
$0.00
$0.00
$0.00
TOTAL:
$0.00
$0.00
TOTAL
SERVICE COST:
$186,387.98
$186,387.98
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EXHIBIT B: SCOPE OF WORK
Types of Services: Rapid Rehousing
5.7.1.1 General Information
5.7.1.1.1 Agency Name: Community Bridges, Inc.
5.7.1.1.4 Agency physical address:
1855 West Baseline Rd. Ste 101
Mesa, AZ 85202
5.7.1.1.5 Agency representative contact information:
John Hogeboom
President/CEO
480-831-7566
Email: jhogeboom@cbridges.com and GRD@cbridges.com
5.7.1.1.1 Provide a brief description of the organization
Community Bridges, Inc., (CBI) is a 501c3 non-profit agency founded in 1982 that provides full
continuum of the highest quality substance abuse and mental health treatment, including crisis and
sobering centers, homeless outreach, mobile crisis response/service navigation, medication- assisted
treatment (MAT) and a variety of outpatient/integrated Health-Home services. CBI is a fully integrated
provider with an embedded medical practice (primary care, psychiatry, children’s psychiatry, addiction
medicine) that operates a fully integrated continuum which includes crisis observation and stabilization
units (voluntary and involuntary), Crisis Mobile Teams, Patient Centered Medical Homes (PCMH),
Medically Assisted Treatment (MAT), Behavioral Health Residential Facilities (BHRF), Crisis Residential
Facilities (Transition Points), Inpatient Behavioral Health Facilities, Adolescent Behavioral Health
Services, SMI Services, Forensic SMI Services, Supportive Housing Services, Low Barrier Shelters,
Emergency Medicine Connections Program, Jail In Reach Services, Prevention and Community
Education, and several Grant funded programs that we leverage to support our patients address their
social determinants of health (SDOH).
5.7.1.1.2 Proposal
Executive Summary: Community Bridges, Inc., (CBI) will provide a minimum of 15 units of Rapid
Re-Housing to individuals experiencing literal homelessness and have a history of criminal justice
involvement in the past three years. The U.S. Department of Housing and Urban Development (HUD)
issued a letter regarding reentry housing and the importance that housing plays for individuals leaving
prisons and jails. HUD states when individuals experience housing insecurity after incarceration that
they “…face a higher likelihood of rearrest and reincarceration.” With support from Maricopa County
and this request for rapid re-housing, we can work together to break the cycle of incarceration for the
members served. CBI believes that we are well experienced to serve this population because of our
agency-wide service delivery model to employ a workforce of nearly 500 peer support specialists. The
peer support staff, also called navigators, are individuals with lived experience with homelessness,
mental illness, substance use and often involvement with the criminal justice system. The CBI staff
assigned to this project bring their experiences to help members in this housing program leave behind
involvement with criminal justice issues and move forward to a more optimistic future.
Historical: CBI began providing this rapid re-housing program in 2020 to support the CBI and Maricopa
County Hand-in-Hand (HiH) Navigation program. The HiH program receives referrals directly from the
Correctional Health Services (CHS) and there was a need for members to have direct access to rapid
re-housing. Since the start of the program in 2020, CBI has served 53 individuals and 47 households.
To highlight the successes of the program, we will discuss the outcomes from FY 21-22 (July 1, 2021-
June 30, 2022). We served 31 households and 36 people, including 5 children, with all 31 heads of
households experiencing homelessness and criminal justice involvement. Of the 31 adult heads of
households, 13 experienced Chronic Homelessness, suggesting years of homelessness and
involvement with the criminal justice system. There were 61% male and 38% female. The majority
SERIAL 230114-RFP
served were white at 72% and 28% black, African American, or African, and 31% were
Hispanic/Latin(a)(o)(x).
Of the 36 total individuals, 67% (n=24) exited to positive housing destinations, with only 2 individuals
(5.5%) of the 36 exiting to jail, prison or juvenile detention facility. The exit data suggests that rapid re-
housing is a successful intervention to use for members that require short- medium term rental support
and housing case management and navigation support services. The average cost per household for
this rapid re-housing intervention is $4,838, which is a fairly low-cost intervention to break the cycle
incarceration for the 24 (67%) households that exit to permanent housing.
5.7.1.2.1 Programs and Services Statement
5.7.1.2.1.2 Types of Services Proposed for Service Option 2 – Rapid Rehousing
Statement of Program: CBI requests that Maricopa County continue to and expand the existing CBI
Rapid Re-Housing Program that serves individuals experiencing literal homelessness and have criminal
justice involvement. CBI’s goal is to continue to provide RRH programming that will serve a minimum of
15 households over a twelve (12) month period. The concept behind an RRH program is that the
referrals are generated from CBI and Maricopa County’s Hand-in-Hand Navigation team, Community
Court, Project Hope, CHS and Coordinated Entry and matched quickly with housing and support
services to ensure housing stability. In addition, CBI will welcome referrals requiring additional case
management and who will likely need a subsequent referral through progressive engagement to
Permanent Supportive Housing (PSH) because of higher needs.
RRH Navigation Services for Individuals involved in the Criminal Justice System: Members in the
program are provided with financial assistance in terms of rent, deposits, and utilities. Rental assistance
can be provided for short- or medium-term rental assistance up to a maximum of 24 months, with a
focus on the least amount of assistance needed around the six month or less mark. Members can
receive financial assistance that includes security deposit, last month’s rent, utility deposits, moving costs
and rental assistance. CBI navigators provide housing search and placement, housing stability case
management and navigation services, and will connect people to resources if mediation, legal services
and credit repair are needed.
Once housed, the RRH Navigator completes assessments for each member and uses the results as
the basis for creating an individualized housing and service plan. The Navigator monitors members’
progress on achieving the goals in the plan and reassesses the member every quarter. The Navigator
provides continuing contact with members to monitor their transition from homelessness into housing
and assist them with accessing needed benefits and services such as AHCCCS, social security,
disability, behavioral and mental health treatment, legal assistance, medical care, education,
employment-related services, identification, and transportation. In addition, the Navigator links members
to CBI's system of care for behavioral health and substance issues as needed. The Navigator also assists
members in maintaining positive relationships with landlords and problem-solving when necessary to
maintain their housing. In addition, Navigators help members keep medical and other appointments,
follow up with appeals processes and/or other advocacy needs for individuals’ care. Members receive
multiple contacts at varying degrees of frequency, sometimes several times per week, depending on the
member's current need. CBI will collaborate with community resources to obtain items, such as
furnishings, furniture, appliances, food, and clothing members need to move into their new housing.
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5.7.1.2.1.2 Service Delivery Model
Services and Service Delivery: CBI’s goal when working with members that have been experiencing
homelessness and have a history with criminal justice is to move quickly into housing. The approaches
below ensure that our service delivery model works to quickly help stabilize a member and break the
cycle of being part of criminal justice system.
Referral Sources: CBI will work with Coordinated Entry to receive referrals eligible for RRH. CBI will
request referrals through the MAG COC coordinated entry system and engage with the referrals within
48 hours of referral receipt. CBI will attend weekly case conferencing to help locate and update on the
status of referrals received. CBI will follow the Coordinated Entry Policies and Procedures guidelines if
a referral is to be declined.
Immediate Access to RRH: The CBI Navigator and member work quickly at time of initial engagement
after referral is received to set up the case plan to identify the member’s needs. CBI will use outreach
and database information to locate the member to begin engagement. After we’ve reached the member,
we first explore the immediate things needed for entry into housing, including getting the member
documents ready and stabilizing any immediate physical, mental health and substance use issues. The
CBI Navigator and the member begin identifying housing goals and begin the housing search to identify
housing locations of the member’s preference.
The Housing Relocation and Stabilization services are provided in terms of case management, outreach
and engagement, housing search and match. HOM, Inc. is our subcontractor who calculates the
member’s portion of the rent and makes sure the landlord is paid timely. CBI determines a member’s
eligibility and orientation for RRH, provides a Landlord Courtesy Listing and customized housing search
assistance, and negotiates the contract, gross rent amount and lease terms in accordance with HUD-
published Fair Market Rents (FMR’s) with landlords. HOM, Inc. completes the Housing Quality
Standards (HQS) Inspection by performing lead-based paint assessments and making monthly rental
payments for members.
Engagement to Enrollment in RRH: While a household is part of a CBI RRH Program, the CBI navigator
focuses on Housing as Healthcare model. This focus is to connect the members to the lowest level of
care needed by alleviating crisis needs and sustaining prevention and chronic condition care (i.e.,
diabetes maintenance). Through the CBI continuum of services, an extensive number of services are
available including physical medical stabilization (PCP), medicine management, Medically Assisted
Treatment (MAT), Therapeutic Counseling, Living Skills, Case Management, Peer Support, Groups
(i.e., Intensive Outpatient Services, Anger Management), and Employment Services. Higher level of
services is available, including but not limited to short- term and long-term residential treatment, and
short-term psych stabilization. The goal of the continuum of care services in the institutional setting is
to move the member as quickly as possible into stable preventative care. Preventative care has had many
names over the years such as Outpatient and Patient Centered Medical Homes. The goal of preventative
care is to maintain health on a non-crisis level. Preventative care is care management done by visiting
with a clinician for maintenance care, such as routine check-ups and medicine management. As service
providers, we must have the capacity to respond to the members' needs in the same fluid motion as water
that carves a new path when it hits an obstacle. A standard part of the recovery process is to ebb and
flow between crisis and stabilization. We often dance between the crisis stage to the stabilization and
prevention stage and return to the crisis stage while stabilizing the foundations of their lives. The CBI
RRH Program is where members can stabilize while moving through the continuum of care and housing
continuum.
Goal Setting: CBI Navigators will continue work closely with the program participants to establish both
short-term and long-term housing and income stabilization goals to achieve successful Rapid
Rehousing. The Housing Stability and Income Stability needs vary per household. Navigators are
trained to isolate the members’ self- directed goals for Housing and Income Stability and then identify
what is a short-term versus long-term goal. The technique to breakout short term versus long-term goals
in each category helps the Navigator and member build a case plan that addresses immediate needs
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and barriers first while building the foundation to reach the long- term goals of housing and income
stability. Three certified Peer Support Specialists (Navigators) will identify and establish relationships
with the eligible households and facilitate their voluntary relocation into permanent housing. CBI's
Navigators assist participants with the housing search and application process, as well as moving into
housing. The most important role of the Navigators is to provide the support and advocacy necessary
for participants to stay in their housing and plan a path to permanent housing stability. Once housed,
Navigators will create an individualized housing and service plan. The Navigator and member work
together on achieving the goals in the plan and reassesses the goals monthly.
Navigators will link participants to the continuum of care for behavioral health and substance issues as
needed. Navigators also assist participants in maintaining positive relationships with landlords and
problem-solving when necessary to maintain their housing. Navigators also help participants keep
medical and other appointments, following up with appeals processes or other advocacy needs for the
individual's care.
A key component to ensuring members remain on the path to housing stability is to connect them to
medical care, which decreases the use of hospitals and the crisis system, medications, behavioral
health provider if applicable, and connect to their benefits such as social security, health insurance and
other benefits. The CBI Navigators will work to stabilize the member in a shelter or temporary housing
site while the RRH lease up is completed. Members remain engaged while the housing search
continues because the navigator and member are working closely together to meet the members needs
and goals. Usually, the focus at first is about temporary shelter and any immediate crisis, medical,
mental health or substance use needs. After the initial needs are met then the member and navigator
start the process of securing the RRH unit.
Workforce Development Priority: The goal of workforce development is to increase employment and
economic opportunities for jobseekers experiencing homelessness. Any individual who is interested in
gaining employment or income, the CBI Navigator will coordinate services with the Arizona@Work
program. The Arizona@Work adult program provides workforce services to increase the attainment of
recognized post-secondary credentials, employment and earnings for adults ages 18 and older. This
program assists participants with job training and job placement including helping them prepare
resumes or prepare for job interviews, assist with obtaining and completing job applications, as well as
transporting participants to submit applications or to a job interview. CBI navigator can provide
transportation to these service providers as needed.
Benefits: Part of CBI Navigator skillsets is the ability to assist members in obtaining non-cash and cash
benefits. CBI Navigators first assess and address immediate needs for benefits such as food security
needs. Quickly followed up by CBI Navigator’s assess cash benefit needs, especially focused on
members that may not be candidates for immediate employment or workforce development programs.
CBI Navigators are trained in the SSI/SSDI Outreach, Access, and Recovery (SOAR) process. The
Navigator assists participants in completing applications for benefits, keeping appointments for services
and benefits, completing necessary paperwork, or pursuing an appeal of a decision about benefits.
Navigators are also trained in the SOAR program for those participants that have a disabling condition
that doesn't allow them to work. A screening is completed to see if the participant would qualify for Social
Security Administration resources. CBI will utilize U.S. Department of Housing and Urban
Development’s Homeless Management Information System (HMIS) assessments to track the progress
participants make towards obtaining income and sustaining income.
Transportation: CBI Navigators utilize the CBI fleet pool of cars and transport members to appointments,
housing searches, interviews and places to obtain critical documentation. The initial focus of the CBI
Navigator is to attentively support the member’s transportation needs to stabilize their health, housing
and income as quickly as possible. CBI will work with the member to access shelter, bridge, recovery
house or treatment options while seeking the RRH unit. Once the member has achieved initial
stabilization the CBI Navigator begins to assist the member with navigating other transportation options
such as public transit or Medicaid supported transportation through the members service provider to
foster independence. The CBI Navigator is always involved in the transportation needs around the
housing search and move-in process.
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Personnel: The CBI Navigator will be responsible for supporting the navigators by focusing on
strengthening landlord relationships and completing quarterly income certifications. HOM, Inc. is
responsible for tenant income verifications at lease up, but CBI is responsible for the quarterly income
updates and changes. The income verification requires working with the navigator and staff to obtain
all income related documentation and processing the income change sent to HOM, Inc. The landlord
relationships are an area of being a subsidized housing provider that can always benefit from focused
attention. The CBI Navigator is responsible for checking in with landlords, addressing concerns and
issues beyond the navigator’s scope, and generating new landlord relationships. The CBI Navigator is
also available to support the members with other challenging issues including bed bugs, scabies, and
domestic violence.
5.7.1.2.1.3 Target Population
The target population for the CBI and Maricopa County Rapid Re-Housing program includes: (1)
Individuals that were experiencing literal homeless upon entry into the jail system and are exiting into
housing instability, and (2) individuals that are currently experiencing literal homelessness and have
history in the past three years of involvement within the criminal justice system. CBI will work with
individuals over the age of 18.
5.7.1.2.1.4 Timeline and Activities/Service Delivery Dates
Timeline for Award Announcement through Grant End Date
Dates
Activities
June 2023
Proposed Award Announcement
July 1, 2023
Upon notification of award to CBI, CBI would
•
Route the renewal contract for signature
•
Review and update Program Policies/Procedures
•
Order any replacement equipment and supplies
•
Alert CBI Hand-in-Hand Navigation team,
Community Court, Project Hope, CHS and
Coordinated Entry of the upcoming program to
coordinate referrals
July 1, 2023-June 30, 2024
Serve a minimum of 15 households
Monthly 15th
Prepare monthly invoicing and report to submit by the 15th
of each month.
July 30, 2024
End of program reporting
5.7.1.2.1.5 Performance Goals, Program Deliverables, and Desired Outcomes
The RRH navigator will be licensed for and trained to use HMIS to document their program activities.
The Navigator will enter the Universal Data Elements, assessment data, signed releases
of
information, outcomes, and participant contact notes into HMIS for all participants referred
for housing assistance from the Continuum-RRH program.
Once the participant exits and connects to the designation in their exit plan, the CBI RRH Navigator will
exit the participant in HMIS except for those inmates who receive housing assistance through RRH. For
these participants, the RRH navigator will continue to maintain contact with the participant and support
the participant in the housing search and lease up process. After the participant exits RRH, the
Navigator will exit the participant from the RRH program in HMIS.
Navigators are required to enter their case notes into HMIS by the end of each shift in accordance with
CBI's medical records documentation policy. The Program Supervisor monitors the documentation
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daily, reviews HMIS data quality reports weekly, and requires staff to make data corrections by the end
of their shift. The Program Manager or Associate Director review the data each month and sends the
HMIS demographic and exit destination reports.
Conclusions and Outcomes: CBI will work with Maricopa County to establish outcomes. CBI
recommends the following outcomes to be measured:
1. Number of unduplicated members referred for rapid rehousing assistance;
2. Number of unduplicated members who enter rapid rehousing;
3. Number of months of RRH assistance received per member;
4. Number of members who establish income to pay their own housing costs;
5. Exit destinations of those who transition from RRH assistance.
5.7.1.2.2 Statement of other funds and funding source(s) being used to complete the project
CBI is not utilizing other funding sources to complete the project. CBI will work with donations and
other resources to assist members with furnishing their new homes as needed.
5.7.1.2.3 Documentation as necessary for the expenses for which the grant funds are used.
Fiscal Management: CBI navigation staff keep time and efforts to document time worked to the program.
Navigators keep all member documentation in HMIS and/or CBI file systems that support the services
provided. In addition, HOM, Inc. provides CBI with all required documentation to support their
reimbursement requests. Lastly, our overall financial controls are established financial policies &
procedures designed to ensure:
•
Assets are safeguarded;
•
The accuracy, reliability & internal transparency of financial records;
•
Fiscal accountability in accordance with generally accepted accounting principles
“GAAP”;
•
The management and Board are provided with current and accurate information on
which to base decisions;
•
Our clients’ assets and interests are always protected;
•
The maintenance of financial probity;
•
Procedures are designed to meet internal control over operations, including strict
segregation of duties; and
•
Accumulation of appropriate data necessary to analyze costs of program operation.
Financial Reporting: CBI's General Ledger Accountant reconciles the bank statement with the general
ledger each month. The General Ledger Accountant verifies that loans, leases, employee related
expenses, automobile and other reoccurring expenses have been paid. Accounts Payable & Payroll
enter transactions into the accounting software. The General Ledger Accountant reviews all transactions
for accuracy. The Regional Accountant verifies receivables & the General Ledger Accountant records
revenue. The Financial Reporting Accountant monitors the balance sheets to ensure accuracy. The
Financial Reporting Accountant and Regional Accountants compile monthly reports. Monthly Reports
are provided to the management staff, Board of Directors & funding agencies.
CBI Budget Tracking Method: Expenditures, revenue and budgets are all entered in our accounting
software (ABILA) and reports are run monthly for each funding source to review the actual
revenue/expenditures vs. budgets.
5.7.1.2.4 Describe how the contractor will collaborate with other homeless service providers to
coordinate service delivery.
CBI is a long-standing leader in substance use/mental health services through Maricopa County, and
we have developed and maintained relationships with providers of homeless services that include but
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are not limited to U.S. Vets, Cloudbreak Communities (veteran-specific), AHI Properties, and ABC
Housing. CBI has effectively worked with Transitional Housing programs (MANA House, UMOM, and
Center for Hope) as well as emergency shelter (CASS, Watkins, East Valley Men's Center, and Human
Services Campus) to serve as interim housing until permanent housing can be obtained. If homeless
participants are eligible for housing programs through sub- population qualifiers (i.e. DV Victims, LGBTQ
Youth, Veterans, HIV-positive individuals etc.), CBI Navigators will assist participants with the housing
application process and the acquisition of necessary documentation for housing specific to these sub-
populations. CBI partners with several agencies that serve specific subpopulations such as Native
American Connections, one-n- ten, Jewish Family Services, Ebony House, and Chicanos Por La Causa.
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.
The Maricopa County 2020-2025 Con Plan talks to the need to “…strengthen linkages between services
provided under the umbrella of the Maricopa County Human Services Department” (p.148). CBI
Navigators are highly trained in working with diverse resources throughout the community. Maricopa
County has incredible resources that we utilize, including all the services provided from the County
Human Services Department such as workforce services, early education services for members with
families and senior services when we have older adults in our programs that require additional support.
CBI works with Maricopa County Public Health Department for member documentation, WIC,
immunizations and other physical health needs as required by the members. Working together to
connect our community resources will strengthen our continuum of care by leveraging city, county and
CBI resources.
5.7.1.2.6 Describe how the contractor shall partner with other service providers to provide
holistic services to the community.
CBI has been providing services in Maricopa County for over 40 years, and we have a strong internal
and external network. Part of the CBI agency service delivery model is that our staff, especially the CBI
Navigators, are highly trained in coordination of care and connection to resources and services. Not
only does CBI have our large internal continuum of care but if we are unable to address a member’s
issue with the CBI continuum of care resources we connect to our partners.
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.
CBI’s Permanent, Shelter/Bridge Housing: CBI is responsible for the housing administration and/or
support services for over 1,500 subsidized housing vouchers and subsidies throughout the state of
Arizona. CBI specializes in subsidized housing administration and case management for special need
populations and households experiencing homelessness. Special Needs populations as defined by HUD
include persons with physical, mental or behavioral disabilities, person with HIV/AIDS, and Substance
use.
Community Bridges, Inc. has received federal, state and municipal funds to oversee ten rapid rehousing
programs (RRH) across Arizona. For the purposes of this grant proposal, we have provided the
outcomes of five of our RRH programs to show specifics about the population served, which are
represented in the below table. The data represents the previous grant year as defined by the funder.
CBI’s Rapid Re-Housing Experience: CBI has a broad experience managing RRH programs that not only
focus on serving members experiencing literal homelessness, but also on members of specific
populations (e.g., Veterans, Youth, reentry) and in counties across the state of Arizona (e.g., Maricopa,
Pima, Pinal, Yuma, Gila, and Cochise). In Maricopa County, CBI manages multiple RRH programs. CBI
began the ESG and ESG-CV RRH grant with Maricopa County in 2020 (MARESG), including the Hand-
in-Hand Program that serves reentry members. CBI has worked with the VA since 2017 and houses
over 225 Veterans per year in the SSVF program. CBI serves 64 members per year experiencing literal
homelessness in Maricopa County as part of a DES collaboration.
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The Arizona Department of Economic Security (DES) collaboration has recently expanded to include
40 additional units in Maricopa making a total of 104 to serve per year, but it expanded into 8 units in
Gila County and 9 units in Yuma. The goal of the DES expansion was to ensure rural communities such
as Gila and Yuma County receive RRH support. CBI also has other RRH in rural communities, including
the Balance of State (BOS) Continuum of Care (COC) RRH in Cochise County that we’ve managed
since 2018 with the eligibility criteria of literal homelessness.
The Strategic Opioid Response (SOR) programs are in Maricopa, Pima and Pinal County. The CBI
SOR programs serve members that are experiencing literal homelessness and have an Opioid Use
Disorder or Stimulant Use Disorder. The RRH programs have been able to help stabilize members while
the members work on recovery.
CBI manages a Youth RRH program in Pima County that has served 56 members in the first year of
operation part of the Pima County YHDP initiative. The Youth RRH is focused on youth between the ages
of 18-25 experiencing literal homelessness or at-risk of homelessness. The program has a heavy
emphasis on workforce development efforts to help the youth gain employment while focusing on
stabilizing their whole health and wellness. Also, in Pima since 2017 has been the Arizona Department
of Housing (ADOH) and CBI collaboration on RRH serving over 300 members experiencing literal
homelessness. The ADOH RRH program has been instrumental in helping Pima County decrease our
family homelessness close to a functional zero. CBI has a partnership with DES and Pima County
Sullivan Jackson to run 30 units of family and individual RRH for those experiencing literal homelessness
since 2018. In response to COVID-19, CBI began a RRH program with Pima County using ESG-CV funds
to house households exit from the COVID-19 hotel shelters. Over 50 households have exited hotel
shelters into the CBI Pima County ESG-CV program.
Among the five demonstrative RRH programs the most common outcome measures we will use in the
CBI RRH Program are shown below after being pulled from HMIS APR’s. Outcomes included 869
persons experiencing homelessness were served in the previous grant year. Of this population, an
average of 73% exited the programs to permanent housing destinations. The population served
experiences many difficulties that make housing even more of an uphill battle, which only lends to the
need for programs like those facilitated by CBI. For instance, 245 persons (over 25%) identify as
chronically homeless. Thirty-five percent (35%) of the total population served have one or two conditions
or disabilities. An additional 25% self-reported at least three conditions or disabilities.
Table: Demonstrating 12 months of CBI Rapid Re-Housing Programs
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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.
CBI utilizes multiple Evidence-Based Practices (EBPs) that have been designed specifically to connect
with individuals with diverse backgrounds and life experiences. The following EBPs are the foundation
of CBI staff training and implemented to reach members with language, culture and geographic location
that vary.
Evidence-Based Practices: Trauma-Informed Care (TIC) and Harm Reduction are at the heart of the
agency. All CBI programs embrace a TIC approach and all staff, from Peers to Physicians, receive
trauma-informed care training. Because trauma is a leading cause of substance use disorder (SUD), it
is of great importance that all staff understand TIC to appropriately serve our consumers as well as to
ensure staff self-care. An important point of the TIC training is that we want to work to avoid re-
traumatizing others and ourselves. TIC training teaches CBI employees to identify trauma if possible
and avoid triggering a response.
SAMHSA’s concept of a trauma-informed approach includes the following protocols:
•
Realize the widespread impact of trauma and understand the potential paths for
recovery.
•
Recognize the signs and symptoms of trauma in clients, families, staff, and others
involved with the system.
•
Respond by fully integrating knowledge about trauma into policies, procedures and
practices.
•
Seek to actively resist re-traumatization of clients and staff.
CBI trains employees on these protocols. Additionally, we assume that every person we come into
contact with has had a traumatic experience at some point in their lives. Using this thought process
helps CBI employees to be more understanding of individuals’ behavioral nuances. TIC training
encourages employees to find multiple ways to communicate with others; be flexible and adjust
interactions if an individual is not paying attention or responding; adjust times of interaction; suggest
different environments in which to meet; focus on the positives; and identify barriers and adjust to
individuals’ needs. TIC training also teaches employees how to create a trauma-informed care
environment by fostering an environment of communication, safety and trust; being positive and
solution-focused; developing rapport with fellow employees; being genuine and not making promises
one can’t keep; prioritizing the individual’s choice and control; and reminding individuals to plan for
regular self-care and mindfulness.
Peer Support staff can help individuals who have survived trauma by offsetting shame by sharing their
survival and by describing their own lived experience. In sharing, Navigators are able to mitigate power
and control imbalances with mutual growth, learning and transparency. CBI emphasizes that it is not the
Navigators’ role to counsel or force the individual to talk about their trauma; if an individual opens up to
a Navigator, the Navigator can listen but not counsel them, rather help support individuals to access
ongoing care (i.e., therapists). Empathy and trauma- informed care allow those struggling with trauma
to feel understood and supported.
Harm Reduction: Harm reduction is another approach CBI embraces that can facilitate change in an
individual who has a substance use disorder in a way that is reality-based and non-judgmental. Significant
evidence supports the benefits of teaching members safer drug use practices, which in turn improves
public health. Successful harm reduction requires an acceptance that substance use is a common
challenge in the populations that CBI serves and an understanding that total abstinence is not a realistic
expectation for many in these populations. CBI coaches members to gradually reduce their substance
use over time or switch to a safer use of their chosen substance. The underlying principles of harm
reduction include:
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•
Punitive approaches are not effective to facilitate change.
•
A non-judgmental approach is most effective in encouraging sobriety and reducing the
impact of substance use on our communities.
•
Patients are more likely to engage in services if they feel supported.
•
Realistic expectations mean letting go of our own agendas and meeting the patient where
they are.
Harm reduction integrates the medical model of substance use into practice, enables those with
substance use disorders to feel supported as they learn about the dangers of their substance use, and
supports the community by reducing the number of patients to reside in places not meant for habitation.
In concert with our commitment to Harm Reduction, CBI employs both life-saving naloxone and supports
distribution of naloxone and fentanyl strips.
Other EBP Used: CBI's Navigators also use skills such as motivational interviewing and assertive
outreach with a housing first, harm reduction approach to serve the target population.
Motivational interviewing (MI) is a counseling style designed to help individuals explore their
motivation and commitment to change. The MI approach involves engaging in collaborative, egalitarian
interactions with individuals as peers rather than an expert giving advice and information to a participant.
MI affirms an individual's right to and capacity for self- direction. The method assists an individual in
looking inward to explore their ambivalence about change as well as to recognize their own
resourcefulness, understanding and skills to make changes. Ultimately, the MI process helps individuals
resolve their ambivalence, strengthen their motivation for change, and develop the confidence needed
to make changes.
Assertive Outreach (AO) involves meeting individuals in non-traditional settings, which means going
to where they are rather than waiting for them to come to a specific location for services. A second
element is engagement defined as the process of building a trusting relationship with individuals to
facilitate their access to needed services. The purpose of assertive outreach is to reach people where
they are both geographically and emotionally (i.e. meeting their need for connection, reassurance and
support). A connection with a caring human being, not just tangible resources, is necessary to overcome
the sense of alienation often present with people who are chronically homeless.
The Housing First model seeks to place individuals in permanent housing as quickly as possible
without making access to housing contingent upon conditions such as sobriety or employment, or their
willingness to participate in a predefined set of services. Central to the Housing First approach is the
tenet that support services including behavioral health and management of chronic health conditions as
well as other social services can be more effective when people are in stable housing first.
The use of certified Peer Support Specialists is key to program success. CBI’s Navigators have
personal histories in recovery from substance use and mental health disorders; many also have been
homeless or have served a sentence in the criminal justice system. All of CBI's Navigators complete a
40-hour peer support certification training program that includes motivational interviewing,
assessment and triage, ASIST suicide prevention, and patient care planning, as well as awareness of
discrimination and harassment facing the LGBTQ community. CBI’s EMDR therapists teach an
introduction to trauma care in new employee orientation and a full trauma care module in the peer
certification training. Navigators are equipped to help others apply for benefits. Navigators attend
periodic community-based trainings on topics related to homelessness and recovery. Each Navigator is
responsible for completing continuing education and clinical supervision, regardless of professional
level or certification.
5.7.1.2.9 Describe the policies and practices in place to ensure diversity and inclusion in access to
services.
CBI will use multiple strategies to ensure cultural competency of services including: a racially/ethnically
diverse staff, bilingual staff and access to language assistance services, and partnering with community
agencies that provide culturally specific services.
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Community Bridges staff recruitment and retention policies require equal consideration of all candidates.
Bilingual staff who qualify, receive an additional $1 per hour after they pass a professionally
administered language test when these skills are desired for certain job categories (i.e. intake specialists,
nurses, counselors, and transition managers). Information is requested about whether the candidate
has language skills in addition to English. Also, staff have access to language assistance services
including in-person interpreters/translators, telephonic interpretation, video relay services, and any other
language assistance service retained by CBI.
Staff are retained through ongoing employee development, and supervision that includes mentoring,
opportunities to refine skills, opportunities to expand experience by moving into other program areas,
scholarships for staff seeking college degrees; financial assistance for getting and maintaining
certifications and licensures; tuition assistance opportunities for professional development
requirements, and an attractive compensation package.
CBI recognized the need to address LGBTQ issues and concerns and to create a "safespace" for both
LGBTQ participants and employees. Based on the work of an internal agency LGBTQA Committee,
CBI increased education on transgender issues, developed a thorough LGBTQ resource list, and
created a "safespace" through visible and tangible support. Safespace signage and decals are evident
throughout every CBI facility, reminding both employees and patients that CBI advocates and supports
members of the LGBTQ community. Educational modules addressing discrimination, harassment and
historical content of the LGBTQ community also have been incorporated into the Peer Support
Certification program. CBI values collaborative efforts and partners with local community organizations
such as one•n•ten, and the LGBTQ Consortium on community events and outreach efforts.
Homelessness stems from the root cause of social, economic and demographic inequality. The
fundamental philosophy behind the CBI peer navigator and CBI mission is that it is our job to rebuild
societal trust with individuals that may not find the system useful or trustworthy. CBI Navigators build
rapport with the program participant to understand and address the root cause of their individual
homeless experience. Root causes of homelessness include but are not limited to poverty, substance
use, mental illness, medical care, identity (race, sex, etc.), education, and employment history. CBI
understands that relapse and recidivism are part of recovery and stability. CBI Navigators will continue
to support the program participants without judgment. Eventually, we'll start to see less relapse or
recidivism and more stability. It is essential to know where the participants are in the Stages of Change
regarding the complexity of their lives: homelessness, substance use, mental illness, etc. A participant
may want not to be homeless anymore but is not willing to address their substance use. The CBI
navigator will help the participant with the areas they're ready to change and work on harm reduction in
the areas they're not prepared to change. Initially, there will be a higher cost for crisis services and
shelter. If the participants can stabilize, we'll see the participant move on to permanent housing and
utilizing outpatient services (PCMH) which is less expensive to support.
To continue to combat the root causes of homelessness, CBI has an internal committee that focuses
on the root causes of social inequity. CBI’s Cultural Competency & Diversity Committee strives to create
an organizational culture of respect and inclusivity for every patient, staff member, and community
partner. The Committee is charged with developing mechanisms that will promote learning, improve
interactions, and model diversity as a reflection of the community it serves. Committee objectives include:
•
To assess CBI’s cultural competency according to national standards per SAMHSA.
•
To regularly review CBI’s written Cultural Competency and Diversity Plan to build upon this plan
and to expand its cultural competency efforts through ongoing assessments and reviews of the
plan.
•
To assess CBI’s cultural competency development across areas of CBI (including workplace
diversity, workplace inclusion, grievance resolution, culturally competent clinical practices,
community and business partnership diversity, communication, and sustainability of these
efforts)
What we do at CBI is important work, and that continues as we assess how we as an organization can
do better to serve our community members and our staff. CBI is committed to learning more about our
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successes and challenges in fostering diversity, inclusion and anti-racism in the workplace and the
communities we serve.
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.
CBI adheres to ADA that prohibits discrimination based on ability level. CBI staff is trained in CBI policy
A-2 American With Disabilities Act, which states that CBI will not discriminate against personnel or
members regarding disability accommodations. The CBI A-4 Accessibility Plan policy is reviewed
annually to assess the accessibility needs of members, personnel and other stakeholders on the
removal of accessibility barriers. The CBI Navigators will assist members working with landlords for
reasonable accommodations when needed and would utilize Fair Housing Act and/or the Arizona
Residential Landlord and Tenant Act to support requests.
CBI adheres to the 2012 U.S. Department of Housing and Urban Development’s Equal Access Rule.
The CBI Continuum RRH project provides RRH services to all eligible individuals regardless of sexual
orientation, marital status or gender identity.
To ensure CBI Housing Navigators and management are trained in equal access to program and civil
rights, CBI’s forty (40) hour Peer Certification Training includes sessions on neurodiversity, History of
Disability Rights, ADA, History of Civil Rights, Fair Housing Act, Cultural Experience Native American
Connections, and the LGBTQ community.
CBI conducts ongoing inspections for all its sites to ensure compliance with Title III ADA guidelines. We
monitor potential communication and architectural barriers in all our public facilities through regular
review by our Human Resources and Facilities Operations. The review results are on file at our
administrative office in Mesa. ADA compliance of our public facilities is a major priority that is monitored
by the Commission for Accreditation of Rehabilitation Facilities (CARF), the Arizona Health Care Cost
Containment, Bureau of Medical Licensure and the Bureau of Residential Licensure.
5.7.1.2.11 For programs with services extending beyond the terms of this contract, describe the
sustainability of the program.
If CBI is not awarded this request to continuing rapid re-housing for the population of individuals
experiencing homelessness and history of criminal justice involvement, we would stop offering the
service.
5.7.1.2.11.1 Proposed plan for operational and service component funding after the term of this
Maricopa County contract.
CBI would seek new funding support from agencies other than Maricopa County if the program were to
end with Maricopa County. If we are unable to find additional funding other than Maricopa County,
the project would end. If program closure were to occur, CBI would ensure that members receiving rental
assistance would be alerted and CBI would help those individuals find additional housing support as
needed in a case-by-case basis.
5.7.1.2.12 Maricopa Count 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.
For the program, each Navigator submits a daily agenda at the start of their shift and a daily staffing on
each participant at the end of their shift to the Program Supervisor. The Navigators and Supervisor
participate in weekly case conferencing meetings with all CES (Coordinated Entry System) partners.
The Program Manager meets with the Continuum staff every other week to staff cases, review outcomes
and data quality. Clinical direction and oversight are provided by a Clinical Lead as well as access to a
24/7 Triage RN for medical issues.
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Navigators are required to enter their case notes into HMIS by the end of each shift in accordance with
CBI's medical records documentation policy. The Program Supervisor monitors the documentation
daily, reviews HMIS data quality reports weekly, and requires staff to make data corrections by the end
of their shift. The Program Manager or Associate Director review the data each month and sends the
HMIS demographic and exit destination reports to the County by the 15th of the month.
5.7.1.2.13 Qualifications
The requested funds are focused on the rental assistance for the members and to support a 1.0 FTE
for a Lead Navigator to provide the rapid re-housing services. The Lead Navigator is a certified peer
support that has lived experience and is highly trained in CBI’s service delivery model and the use of
Evidence-Based Practices. The Senior Manager provides daily support at 5%.
CBI will leverage management time with the Associate Director and Senior Director of Housing.
Collectively the management has over ten years of providing housing services in Maricopa County.
Both directors and the Senior Manager are certified peer supports and bring their lived experience and
years of working in housing and navigation to the project.
Job Description
Estimated Time
Devoted to Program
Lead Navigator
100%
Senior Manager of
Housing
5%
Associate Director of
Housing
2%
Sr. Director of Housing
.05%
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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.
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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.
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EXHIBIT D: NEGOTIATED INDIRECT COST RATE AGREEMENT (NICRA)
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