230093-CONTRACT-CHICANOS POR LA CAUSA.PDF
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CONTRACT REFUGEE RELOCATION PROGRAM –
RA SERVICES 230093-RFP
This contract is entered into this 26th day of April, 2023 by and between Maricopa County (“County”), a
political subdivision of the State of Arizona, and Chicanos Por La Causa, Inc., an Arizona corporation
(“Contractor”), for the purchase of one-time or limited-time support services that will assist refugees and
immigrants and their families in overcoming obstacles and in achieving economic and social self-sufficiency
including, but not limited to, obstacles such as language barriers, limited affordable housing options,
financial instability, limited employment opportunities, limited education, transportation issues, lack of
transferable work skills, trauma, and physical and mental health challenges.
1.0
2.0
3.0
4.0
5.0
CONTRACT TERM
This contract is for a term of one year, beginning on the 1st of May, 2023 and ending the 30th
of April 2024.
OPTION TO RENEW
The County may, at its option and with the concurrence of the Contractor, renew the term of this
contract up to a maximum of two additional year(s), and/or for a time period not to exceed June 30,
2026 (or at the County’s sole discretion, extend the contract on a month-to-month basis for a
maximum of six months after expiration). The Contractor shall be notified in writing by the Office of
Procurement Services of the County’s intention to renew the contract term at least 60 calendar
days prior to the expiration of the original contract term.
CONTRACT COMPLETION
In preparation for contract completion, and as applicable, 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.
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.
PAYMENTS
SERIAL 230093-RFP
5.1
As consideration for performance of the duties described herein, County shall reimburse
the Contractor for eligible costs as approved by the County and as per the sums stated in
Exhibit A – Contractor Information and Itemized Budget.
5.1.1
Contractor shall be paid on a cost reimbursement basis, or other alternative
payment structure approved in writing by the County prior to cost being incurred,
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.
5.1.2
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 (by
June 30th, 2026). At the discretion of the Maricopa County Board of Supervisors,
the termination date may be extended, but in no event shall this date be extended
beyond December 31, 2026, or such other date as may be established by the
United States Government.
5.1.3
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.
5.1.4
County will reimburse the contractor on a net “0” payments standard.
5.1.5
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.
5.1.6
Subject to the availability of funds, the department will, upon receipt of accurate
invoicing and supporting documents enumerated in the contract, process and remit
to the contractor payment of service provision or work performance.
5.1.7
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.
5.1.8
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.
5.2
INVOICES
5.2.1
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
SERIAL 230093-RFP
•
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
5.2.2
Problems regarding billing or invoicing shall be directed to the department as listed
on the purchase order.
5.2.3
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.
5.2.4
Discounts offered in the contract shall be calculated based on the date a properly
completed invoice is received by the County.
5.2.5
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.
5.3
APPLICABLE TAXES
5.3.1
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.
5.3.2
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 solicitation,
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.
5.3.3
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
SERIAL 230093-RFP
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
Contracts will be funded under 21.027 Assistance Listing Number (ALN) American Rescue
Plan Act Coronavirus State and Local Fiscal Recovery Funds.
6.2
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.
6.3
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
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 successful
respondent under this solicitation, 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
The Contractor shall perform all duties stated in Exhibit B – Scope of Work, or as otherwise
directed in writing by the procurement officer.
10.2
Service delivery methods shall be one time or limited time (concluded by the end of the
contract term) and/or have a sustainability model in which additional funding from Maricopa
County (County) is no longer needed after the grant period ends.
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10.3
Contractor shall collaborate with County departments in coordination of services, including
but not limited to Maricopa County Human Services (MCHSD) and Maricopa County Public
Health Department (MCPHD).
Contractor shall provide services to refugees and immigrants through a community-based
system of care that is comprehensive, coordinated, and responsive to refugees’ and
immigrants’ strengths and needs.
10.4
Contractor shall provide implementation and administration of program activities (see
section 2.7.6 for eligible costs) to include:
10.4.1 Service delivery
10.4.2 Employee management
10.4.3 Reporting requirements
10.4.4 Qualifications and eligibility requirements
10.4.5 Confidentiality of client information
10.4.6 Uniform administrative requirements
10.4.7 Fiscal management and program administration
10.4.8 Program monitoring
10.5
SERVICE DELIVERY REQUIREMENTS
10.5.1 Target Population: All refugees and immigrants receiving program services from
the contractor must be relocating to or residing in the County.
10.5.2 Contractor shall use all grant funds only for the intended purposes.
10.5.3 Service Area: Contractors shall only provide services funded by this grant within
the boundaries of the County.
10.5.4 Services provided by the contractor must be appropriate to the language, culture,
and geographic location of the refugee and immigrant population being served.
10.5.5 Contractor shall provide the funds for services that will address obstacles to
successful resettlement and integration and help refugees and immigrants obtain
and/or maintain stable housing, employment, and self-sufficiency.
10.5.6 Contractor shall be reimbursed for eligible costs, as determined by the County, and
such costs may include, but are not limited to, housing assistance, employment
assistance, health and wellness services, food assistance, social integration
activities, legal services, outreach and education, and program administrative
costs. Cash assistance is not included.
10.5.7 Contractor is highly encouraged to partner with other service providers in order to
provide holistic services to the community in the proposed infrastructure, including
collaboration with County departments in coordination of services, including but
not limited to, collaboration with MCHSD and MCPHD.
10.5.8 Contractor may subcontract services, and shall be responsible for payments to
subcontractors. Contractor may submit invoicing to the County for reimbursement
of payments made to subcontractors for eligible services.
SERIAL 230093-RFP
10.6
CONTRACTOR QUALIFICATIONS AND ELIGIBILITY REQUIREMENTS
10.6.1 In order to be considered as a qualified and eligible RA, the RA shall have and
maintain through the term of the contract a contract with the federal government,
Office of Refugee Resettlement and the state of Arizona Refugee Resettlement
program. In addition, the RA shall:
10.6.1.1 Have a valid Unique Entity identifier (UEI) number and have and
maintain throughout the term of the contract an active profile in the
federal System for Award Management (SAM) (www.sam.gov).
10.6.1.2 Currently have a focus on serving refugees and immigrants in the
County and have the ability to continue to provide support services to the
immigrant and refugee community at the end of the contract term.
10.6.1.3 Be and remain in compliance with all applicable local, state, and federal
regulations and laws, including maintaining licensure to conduct
business in Arizona.
10.6.1.4 Be and remain in compliance with the MCPHD guidance, including any
guidelines necessary during a public health crisis.
10.7
PROGRAM PERFORMANCE AND REPORTING
10.7.1 Contractor shall track delivery of planned service performance and submit
reporting to the County, including reports of activities that have not been started,
activities in process, and activities implemented. In addition, contractor shall track
and report progress against service performance goals and desired outcomes as
indicated in the proposal.
10.7.1.1 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.
10.7.1.2 Contractor shall provide the County with a quarterly progress report of
all funded activities within 15 days of the end of each calendar quarter,
based on a County fiscal year (July 1st through June 30th) .
10.7.2 Notwithstanding any reporting obligations set forth herein, contractor shall provide
to the County any and all progress reports required by ARPA funding by the federal
government, the State of Arizona and/or the County (ARPA reporting documents
will be provided to the contractor upon award).
10.7.3 Progress and Compliance
10.7.3.1 Contractor shall attend progress meetings to be scheduled with the
County’s ARPA Project Coordinator.
10.7.3.2 Annual Reporting: Not later than 30 days after the close of each County
fiscal year in which grant monies awarded under this contract are
furnished, contractor shall submit to the County a narrative report of
what was implemented with grant funds, the total amount of funding
used, and number and demographics of refugees and/or immigrants
who were impacted/benefited from the program.
10.7.4 Financial Reporting
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
SERIAL 230093-RFP
expenditures of County awarded grant funds and any income earned on those
funds on a quarterly basis (County fiscal year). 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.
10.8
PROJECT COMPLETION REPORTING
10.8.1 Contractor shall provide the MCHSD with a brief Project Completion Report (no
more than one page) after the contractor’s project is completed. The Project
Completion Report shall be due no more than 30 days after the contractor completes
their awarded project.
10.8.1.1 The Project Completion Report shall include a brief narrative summary
of what was implemented with grant funds, the total amount of funding
used, and projected or potential number of refugees and/or immigrants
who will be impacted/benefited from this project.
10.8.1.2 The Project Completion Report shall be signed by an authorized
representative of the contractor.
10.9
RECORD KEEPING
10.9.1 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:
10.9.1.1 Financial statement of all expenditures of grant funds and any income
earned on those funds.
10.9.1.2 Records of receipts and expenditures that were paid for by the grant.
10.9.1.3 A grant program plan, including any additional requirements.
10.9.1.4 Documentation of any program plan reviews and updates.
10.9.1.5 Documentation of the services provided in accordance with the grant
10.9.1.6 Contractor shall maintain all records in an accurate and organized
manner and keep all records in a secure location.
10.10
CONTRACT COMPLIANCE MONITORING/AUDITING
10.10.1 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.
10.10.2 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:
10.10.2.1
Financial Management 2 C.F.R. § 200.302
SERIAL 230093-RFP
10.10.2.2
Internal Controls 2 C.F.R. § 200.303
10.10.2.3
Bonds 2 C.F.R. § 200.304
10.10.2.4
Payment and Financial Reporting 2 C.F.R. § 200.305
10.10.2.5
Cost Sharing or Matching 2 C.F.R. § 200.306
10.10.2.6
Program Income 2 C.F.R. § 200.307
10.10.2.7
Revision of Budget and Program Plans 2 C.F.R. § 200.308
10.10.2.8
Period of Performance 2 C.F.R. § 200.309
10.10.2.9
Insurance Coverage 2 C.F.R. § 200.310
10.10.2.10 Record Retention and Access 2 C.F.R. §§ 200.334 – 200.338
10.10.2.11 Procurement Standards 2 C.F.R. § 200.318
10.10.2.12 Indirect Costs 2 C.F.R. § 200.414
10.10.2.13 Compensation-Personal Services 2 C.F.R. § 200.430
10.10.2.14 Audit Requirements 2 C.F.R. §§ 200.501-200.517
10.10.3 Contractor may be monitored for fiscal, program delivery and grant compliance
annually or more often as needed to ensure complete use of grant funds.
10.10.4 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.
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
SERIAL 230093-RFP
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.
11.1.5 In the event that this contract is with another government agency, each party (as
"Indemnitor") agrees to indemnify, defend, and hold harmless the other party (as
"Indemnitee") from and against any and all claims, losses, liability, costs, or
expenses (including reasonable attorney's fees) (hereinafter collectively referred
to as "claims") arising out of the negligent performance of this agreement, but only
to the extent that such claims which result in vicarious/derivative liability to the
Indemnitee are caused by the act, omission, negligence, misconduct, or other fault
of the Indemnitor, its officers, officials, agents, employees, or volunteers.
11.2
INSURANCE
11.2.1 Contractor, at Contractor’s own expense, shall purchase and maintain, at a
minimum, the herein stipulated insurance from a company or companies duly
licensed by the State of Arizona and possessing an AM Best, Inc. category rating
of B++. In lieu of State of Arizona licensing, the stipulated insurance may be
purchased from a company or companies, which are authorized to do business in
the State of Arizona, provided that said insurance companies meet the approval of
County. The form of any insurance policies and forms must be acceptable to
County.
11.2.2 All insurance required herein shall be maintained in full force and effect until all
work or service required to be performed under the terms of the contract is
satisfactorily completed and formally accepted. Failure to do so may, at the sole
discretion of County, constitute a material breach of this contract.
11.2.3 In the event that the insurance required is written on a claims-made basis,
Contractor warrants that any retroactive date under the policy shall precede the
effective date of this contract and either continuous coverage will be maintained,
or an extended discovery period will be exercised for a period of two years
beginning at the time work under this contract is completed.
11.2.4 Contractor’s insurance shall be primary insurance as respects County, and any
insurance or self-insurance maintained by County shall not contribute to it.
11.2.5 Any failure to comply with the claim reporting provisions of the insurance policies
or any breach of an insurance policy warranty shall not affect the County’s right to
coverage afforded under the insurance policies.
11.2.6 The insurance policies may provide coverage that contains deductibles or self-
insured retentions. Such deductible and/or self-insured retentions shall not be
applicable with respect to the coverage provided to County under such policies.
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.
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11.2.8 The policies required hereunder, except Workers’ Compensation and Errors and
Omissions, shall contain a waiver of transfer of rights of recovery (subrogation)
against County, its agents, representatives, officers, directors, officials, and
employees for any claims arising out of Contractor’s work or service.
11.2.9 If available, the insurance policies required by this contract may be combined with
Commercial Umbrella Insurance policies to meet the minimum limit requirements.
If a Commercial Umbrella insurance policy is utilized to meet insurance
requirements, the Certificate of Insurance shall indicate which lines the
Commercial Umbrella Insurance covers.
11.2.9.1 Commercial General Liability
Commercial General Liability (CGL) insurance and, if necessary,
Commercial Umbrella insurance with a limit of not less than $2,000,000
for each occurrence, $4,000,000 Products/Completed Operations
Aggregate, and $4,000,000 General Aggregate Limit. The policy shall
include coverage for premises liability, bodily injury, broad form property
damage, personal injury, products and completed operations and
blanket contractual coverage, and shall not contain any provisions which
would serve to limit third party action over claims. There shall be no
endorsement or modifications of the CGL limiting the scope of coverage
for liability arising from explosion, collapse, or underground property
damage.
11.2.9.2 Automobile Liability
Commercial/Business Automobile Liability insurance with a combined
single limit for bodily injury and property damage of not less than
$2,000,000 each occurrence with respect to any of the Contractor’s
owned, hired, and non-owned vehicles assigned to or used in
performance of the Contractor’s work or services or use or maintenance
of the premises under this contract.
11.2.9.3 Workers’ Compensation
11.2.9.3.1 Workers’ compensation insurance to cover obligations
imposed by Federal and State statutes having jurisdiction of
Contractor’s employees engaged in the performance of the
work or services under this contract; and Employer’s
Liability insurance of not less than $1,000,000 for each
accident, $1,000,000 disease for each employee, and
$1,000,000 disease policy limit.
11.2.9.3.2 Contractor, its subcontractors, and sub-subcontractors
waive all rights against this contract and its agents, officers,
directors, and employees for recovery of damages to the
extent these damages are covered by the workers’
compensation and Employer’s Liability or Commercial
Umbrella Liability insurance obtained by Contractor, its
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 if Contractor shall be providing services that involve
working with minors and/or vulnerable adults, in which case the
coverage shall be provided at limits not less than $2,000,000.00 per
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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 solicitation.
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.
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11.3.2 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.
11.3.3 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
PROCUREMENT CARD ORDERING CAPABILITY
County may opt to use a procurement card (Visa or Master Card) to make payment for
orders under this contract.
11.6
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.
11.7
PURCHASE ORDERS
11.7.1 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.
11.7.2 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.
11.8
BACKGROUND CHECK
Respondents may be required to pass multiple background checks (e.g. Sheriff’s Office,
County Attorney's Office, Courts, as well as Maricopa County general government) to
determine if the respondent is acceptable to do business with the County. This applies to,
but is not limited to, the company, subcontractors, and employees, and the failure to pass
these checks shall deem the respondent non-responsible.
11.9
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
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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.
11.10
STOP WORK ORDER
11.10.1 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:
11.10.1.1 cancel the stop work order; or
11.10.1.2 terminate the work covered by the order as provided in the Termination
for Default or the Termination for Convenience clause of this contract.
11.10.1.3 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
11.11
TERMINATION FOR CONVENIENCE
Maricopa County may terminate the resultant contract for convenience by providing 60
calendar days advance notice to the Contractor.
11.12
TERMINATION FOR DEFAULT
11.12.1 The County may, by written Notice of Default to the Contractor, terminate this
contract in whole or in part if the Contractor fails to:
11.12.1.1 deliver the supplies or to perform the services within the time specified
in this contract or any extension;
11.12.1.2 make progress, so as to endanger performance of this contract; or
11.12.1.3 perform any of the other provisions of this contract.
11.12.2 The County’s right to terminate this contract under these subparagraphs may be
exercised if the Contractor does not cure such failure within 10 business days (or
more if authorized in writing by the County) after receipt of a Notice to Cure from
the procurement officer specifying the failure.
11.13
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.
11.14
ACCEPTANCE
Upon completion of services, service delivery shall be deemed accepted and the warranty
period shall begin when the department has deemed all service/work completed, including
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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.
11.15
CONTRACTOR EMPLOYEE MANAGEMENT
11.15.1 Contractor shall endeavor to maintain the personnel proposed in their proposal
throughout the performance of this contract.
11.15.2 If Contractor personnel’s employment status changes, Contractor shall provide
County a list of proposed replacements with equivalent or greater experience.
11.15.3 Under no circumstances shall the implementation schedule to be impacted by a
personnel change on the part of the Contractor.
11.15.4 Contractor shall not reassign any key personnel identified in their proposal without
the express consent of the County.
11.15.5 County reserves the right to immediately remove from its premises any Contractor
personnel it determines to be a risk to County operations.
11.15.6 County reserves the right to request the replacement of any Contractor personnel
at any time, for any reason.
11.16
WARRANTY OF SERVICES
11.16.1 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.
11.16.2 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.
11.17
INSPECTION OF SERVICES
11.17.1 The Contractor shall provide and maintain an inspection system acceptable to
County covering the services under this contract. Complete records of all
inspection work performed by the Contractor shall be maintained and made
available to County during contract performance and for as long afterwards as the
contract requires.
11.17.2 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.
11.17.3 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:
11.17.3.1 require the Contractor to take necessary action to ensure that future
performance conforms to contract requirements; and
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11.17.3.2 reduce the contract price to reflect the reduced value of the services
performed.
11.17.4 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:
11.17.4.1 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
11.17.4.2 terminate the contract for default.
11.18
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.
11.19
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.
11.20
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.
11.21
SUBCONTRACTING
11.21.1 The Contractor may not assign to another Contractor or subcontract to another
party for performance of the terms and conditions hereof without the written
consent of the County. All correspondence authorizing subcontracting must
reference the bid serial number and identify the job or project.
11.21.2 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.
11.22
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.
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11.23
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.
11.24
RIGHTS IN DATA
11.24.1 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.
11.24.2 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.
11.25
ACCESS TO AND RETENTION OF RECORDS FOR THE PURPOSE OF AUDIT AND/OR
OTHER REVIEW
11.25.1 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.
11.25.2 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.
11.26
AUDIT DISALLOWANCES
If at any time it is determined by the County that a cost for which payment has been made
is a disallowed cost, the County shall notify the Contractor in writing of the disallowance.
The course of action to address the disallowance shall be at sole discretion of the County,
and may include either an adjustment to future invoices, request for credit, request for a
check, or a deduction from current invoices submitted by the Contractor equal to the
amount of the disallowance, or to require reimbursement forthwith of the disallowed amount
by the Contractor by issuing a check payable to Maricopa County.
11.27
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.
11.28
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.
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11.29
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.
11.30
RELATIONSHIPS
11.30.1 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.
11.30.2 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 a different time period was previously
approved by the County.
11.31
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).
11.32
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.
11.33
CERTIFICATION REGARDING DEBARMENT AND SUSPENSION
11.33.1 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:
11.33.1.1 are not presently debarred, suspended, proposed for debarment,
declared ineligible, or voluntarily excluded from being awarded any
contract or grant by any United States department or agency or any
state, or local jurisdiction;
11.33.1.2 have not within a three-year period preceding this contract:
11.33.1.2.1 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
11.33.1.2.2 been convicted of violation of any Federal or State antitrust
statutes or conviction for embezzlement, theft, forgery,
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bribery, falsification or destruction of records, making false
statements, or receiving stolen property regarding a
government entity transaction or contract;
11.33.1.3 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;
11.33.1.4 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
11.33.1.5 have not within a three-year period preceding this contract had any
public transaction (Federal, State or local) terminated for cause or
default.
11.33.2 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.
11.33.3 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.
11.34
VERIFICATION REGARDING COMPLIANCE WITH A.R.S. § 41-4401 AND FEDERAL
IMMIGRATION LAWS AND REGULATIONS
11.34.1 By entering into the contract, the Contractor warrants compliance with the
Immigration and Nationality Act (INA using E-Verify) and all other Federal
immigration laws and regulations related to the immigration status of its employees
and A.R.S. § 23-214(A). The Contractor shall obtain statements from its
subcontractors certifying compliance and shall furnish the statements to the
procurement officer upon request. These warranties shall remain in effect through
the term of the contract. The Contractor and its subcontractors shall also maintain
Employment Eligibility Verification forms (I-9) as required by the Immigration Reform
and Control Act of 1986, as amended from time to time, for all employees performing
work under the contract and verify employee compliance using the E-Verify system
and shall keep a record of the verification for the duration of the employee’s
employment or at least three years, whichever is longer. I-9 forms are available for
download at www.uscis.gov.
11.34.2 The County retains the legal right to inspect documents of Contractor and
subcontractor employees performing work under this contract to verify compliance
with paragraph 11.34.1 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.
11.35
CONTRACTOR EMPLOYEE WHISTLEBLOWER RIGHTS AND REQUIREMENT TO
INFORM EMPLOYEES OF WHISTLEBLOWER RIGHTS
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11.35.1 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.
11.35.2 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.
11.35.3 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).
11.36
CONTRACTOR LICENSE REQUIREMENT
11.36.1 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.
11.36.2 Contractor furnishing finished products, materials, or articles of merchandise that
will require installation or attachment as part of the contract shall possess any
licenses required. Contractor is not relieved of its obligation to obtain and possess
the required licenses by subcontracting of the labor portion of the contract.
Contractors are advised to contact the Arizona Registrar of Contractors, Chief of
Licensing, to ascertain licensing requirements for a particular contract. Contractor
shall identify which license(s), if any, the Registrar of Contractors requires for
performance of the contract.
11.37
UNIQUE 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.
11.38
UNIFORM ADMINISTRATIVE REQUIREMENTS
By entering into a 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.
11.39
RELIGIOUS ACTIVITIES
The contractor agrees that costs, planned or claimed, including costs incurred, shall not
include any expense for any religious activity.
11.40
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
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partisan political activity, or to further the election or defeat of any candidate for public
office.
11.41
EQUAL EMPLOYMENT OPPORTUNITY
11.41.1 The contractor shall not discriminate against any employee or applicant for
employment because of race, age, disability, color, religion, sex, or national origin.
The contractor shall take affirmative action to ensure applicants are employed and
that employees are treated during employment without regard to their race, age,
disability, color, religion, sex, or national origin. Such action shall include but is not
limited to the following: employment, upgrading, demotion or transfer, recruitment,
or recruitment advertising, lay-off or termination, rates of pay or other forms of
compensation, and selection for training, including apprenticeship.
11.41.2 Contractor shall comply with the following provisions:
11.41.2.1
Title VI and VII of the Civil Rights Act of 1964, as amended (42 U.S.C.
§§ 2000a, et seq.);
11.41.2.2
The Rehabilitation Act of 1973, as amended (29 U.S.C. §§ 701, et seq.);
11.41.2.3
The Age Discrimination in Employment Act of 1967, as amended
(29 U.S.C. §§ 621, et seq.);
11.41.2.4
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.
11.41.2.5
Contractor understands that the United States has the right to seek
judicial enforcement of this assurance.
11.42
CERTIFICATION REGARDING LOBBYING
11.42.1 Contractor certifies, to the best of their knowledge and belief, that:
11.42.1.1 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.
11.42.2 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.
11.42.3 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.
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11.42.3.1 The Lobbying Certification is a material representation of fact upon
which reliance was placed when this transaction is made or entered into.
Submission of this certification is prerequisite for making or entering into
this transaction imposed by section 1352, Title 31, U.S. Code. Any
successful proposer(s) who fail to file the required certification shall be
subject to a civil penalty of not less than $10,000.00 and not more than
$100,000.00 for each such failure.
11.43
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).
11.44
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).
11.45
INFLUENCE
11.45.1 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.
11.45.2 An attempt to influence includes, but is not limited to:
11.45.2.1 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.
11.45.3 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.
11.46
CONFIDENTIAL INFORMATION
11.46.1 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.
11.46.2 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.
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11.46.3 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.
11.47
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.
11.48
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.
11.49
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.
11.50
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
SERIAL 230093-RFP
five business days after becoming aware of the noncompliance. If the contractor
fails to provide a written certification to the County that the contractor has remedied
the noncompliance within 180 days after notifying the County of its noncompliance,
then the agreement terminates, except that if the agreement termination date
occurs before the end the 180 day period, the agreement terminates on the
agreement termination date.
11.52
PRICES
Contractor warrants that prices extended to County under this contract are no higher than
those paid by any other customer for these or similar services.
11.53
ORDER OF PRECEDENCE
In the event of a conflict in the provisions of this contract and Contractor’s license
agreement, if applicable, the terms of this contract shall prevail.
11.54
INCORPORATION OF DOCUMENTS
11.54.1 The following are to be attached to and made part of this Contract:
11.54.1.1 Exhibit A – Vendor Information and Itemized Budget
11.54.1.2 Exhibit B – Scope of Work
11.54.1.3 Exhibit C – Office of Procurement Services Contractor Travel and Per
Diem Policy
11.54.1.4 Exhibit D – NICRA FY22
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:
Chicanos Por La Causa, Inc.
112 E. Buckeye Road
Phoenix, AZ 85004
FRQWUDFWV#FSOFRUJ
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 230093-RFP
IN WITNESS WHEREOF, this contract is executed on the date set forth above.
CHICANOS POR LA CAUSA, 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
$QGUHV&RQWUHUDV(93,+66(
(%XFNH\H5G3KRHQL[$=
EXHIBIT A: VENDOR INFORMATION AND ITEMIZED SERVICE BUDGET
COMPANY NAME:
Chicanos Por La Causa, Inc.
DOING BUSINESS AS (dba):
Chicanos Por La Causa, Inc.
MAILING ADDRESS:
1112 E. Buckeye Road
REMIT TO ADDRESS:
1112 E. Buckeye Road
TELEPHONE NUMBER:
480-220-9804
FAX NUMBER:
WWW ADDRESS:
www.cplc.org
REPRESENTATIVE NAME:
Andres Contreras
REPRESENTATIVE TELEPHONE NUMBER:
6022570700
REPRESENTATIVE EMAIL ADDRESS
grants@cplc.org
UNIQUE ENTITY ID (UEI) FROM SAM.GOV
H4HTRFZTL683
YES
NO
REBATE
WILL ALLOW OTHER GOVERNMENTAL
ENTITIES TO PURCHASE FROM THIS
CONTRACT:
WILL ACCEPT PROCUREMENT CARD FOR
PAYMENT:
NET 0 DAYS
ITEMIZED BUDGET
SERVICES BUDGET FOR CONTRACT PERIOD UP TO ONE YEAR
CONTRACT SERVICE: Community College Connections
COST
I.
PERSONNEL
Total Salary
% Allocated
TOTAL
SHARED
COUNTY
Number
of
FTE
for the
Service
SERVICE
COSTS
COST
Positions
Level
Position Title
Contract
Period
for
MCHSD
COST
(non-
County
costs, if
applicable)
1
1.00
Program Manager
$ 70,000.00
100%
$70,000.00
$70,000.00
5
1.00
Refugee Case Manager
$ 50,000.00
100%
$250,000.00
$250,000.00
1
1.00
Associate Director
$ 90,000.00
5%
$4,500.00
$4,500.00
1
1.00
Director
$ 108,000.00
5%
$5,400.00
$5,400.00
1
1.00
Deputy Director
$ 97,740.00
5%
$4,887.00
$4,887.00
$0.00
9
TOTAL:
$334,787.00
$334,787.00
II.
EMPLOYEE RELATED EXPENSES
SERIAL 230093-RFP
TOTAL
COUNTY
ITEM
BASIS
COST
COST
Payroll
Taxes &
Fringe
Benefits
34% x
$334,787.00
$113,828.00
$113,828.00
TOTAL:
$113,828.00
$113,828.00
III.
PROFESSIONAL AND OUTSIDE SERVICES
TOTAL
COUNTY
ITEM
BASIS
COST
COST
$0.00
TOTAL:
$0.00
$0.00
IV.
TRAVEL
TOTAL
COUNTY
ITEM
BASIS
COST
COST
Annual Van
Maintenance
1 x $6,940
$6,940
$6,940
Vehicle Fuel
5,000
miles/month @
10 mpg @
$4.00/gallon
$24,000
$24,000
TOTAL:
$30,940.00
$30,940.00
V.
MATERIALS AND SUPPLIES
TOTAL
COUNTY
ITEM
BASIS
COST
COST
Laptop
Computers
$1,500 per
laptop x 6 FTE
$9,000.00
$9,000.00
Printer
Rental
$500 per month
x 12 months
$6,000.00
$6,000.00
Cell Phone
Allowance
$50 per month
x 12 months x
6 FTE
$3,600.00
$3,600.00
Office
Supplies
$500 per month
x 12 months
$6,000.00
$6,000.00
TOTAL:
$24,600.00
$24,600.00
VI.
OPERATING SERVICES
TOTAL
COUNTY
ITEM
BASIS
COST
COST
SERIAL 230093-RFP
Rent
$1,800 per
month x 12
months
$21,600
$21,600
Utilities
$500 per month
x 12 months
$6,000
$6,000
Vehicle
Insurance
$350 per month
x 12 months
$4,200.00
$4,200.00
TOTAL:
$31,800.00
$31,800.00
VII.
EQUIPMENT
TOTAL
COUNTY
ITEM
BASIS
COST
COST
2022 Ford
Transit
Connect
Wagon XLT
Passenger
Wagon
Automatic
1 x $44,443,57
(Price:
$39,760; taxes
$3,379.60;
Delivery $499;
License and
Fees: $804.97)
$44,443.57
$44,443.57
Office
Furniture
$5,000.00
$5,000.00
TOTAL:
$49,443.57
$49,443.57
TOTAL
DIRECT
COST:
$585,398.57
$585,398.57
VIII.
INDIRECT
TOTAL
COUNTY
ITEM
BASIS
COST
COST
Supportive
Services
$30,000 per
family x 40
families
$1,200,000.00
$1,200,000.00
Federally
Approved
Indirect
Cost Rate of
16.1%
16.1% x Total
Direct
Expenses
$94,249.00
$94,249.00
TOTAL
INDIRECT
COST:
$1,294,249.00
$1,294,249.00
SUBTOTAL
ADMIN
(DIRECT)
COST:
$1,294,249.00
$1,294,249.00
TOTAL
SERVICE
COST:
$1,879,647.57
$1,879,647.57
EXHIBIT B - SCOPE OF WORK
Goal: To help refugees and immigrants and their families in Maricopa County overcome obstacles and achieve
economic & social self-sufficiency.
Number of families served during the 1-year grant period: 40
Activities and Services Provided: Five (5) experienced and trained case managers will provide outreach, intake,
transitional housing and stabilization services for newly arrived immigrants and refugees (first 90 days), assessment,
creation of service plan leading to economic and social self-sufficiency, case management, supportive services
including permanent housing navigation, transportation, personal items, education navigation including English
language acquisition, employment navigation, health and wellness, benefits screening and enrollment assistance, food,
legal services, and social integration activities. Case managers will use a trauma-informed, culturally and linguistically
specific, client-centered, whole-family approach to delivering services. Case managers will access all available
community resources prior to accessing grant supportive service funds. The needs of clients and their families will be
continuously monitored to ensure an appropriate level of service and continued progress toward the goal of financial
and social self-sufficiency.
5.7.1.2.1 Describe the proposed services including the service delivery model, timeline, target population, and
performance goals and desired outcomes, including anticipated number of immigrants and refugees to be
served.
Service Delivery Model: The primary service delivery location will be CPLC Workforce Solution’s (CPLC-WFS)
downtown office, which is co-located with Rio Salado Community College. Services will also be delivered via phone,
text, and virtually. Services will be delivered by five (5) trained and experienced Case Managers. A Project Manager
will provide direct supervision to Case Managers, coordinate the implementation of services, maintain and facilitate
new partnerships, track and analyze data, complete reporting, and implement quality improvement measures, as
necessary. CPLC-WFS Director, Deputy Director, and Associate Director will provide overall contract oversight.
Role of the Case Managers: Case Managers will assess the needs of immigrants and refugees and their families,
develop a service plan, provide the mentoring, education, and social support needed to help them acclimate to their
new country, and provide and coordinate a wide range of services to help them move toward housing, financial, and
social self-sufficiency. Case managers will fill an essential role in helping newly arrived refugees and immigrants
navigate the complicated US education, workforce, and social services systems.
Services and activities provided by the case management team will include:
Outreach: CPLC-WFS receives referrals from the Arizona Refugee Resettlement Program, Arizona Immigrant and
Refugee Services, Catholic Charities Refugee Services, the International Rescue Committee, Welcome to America,
local schools, and word of mouth. CPLC also uses its strong social media presence as well as in-person outreach at
various community events and locations to reach those in need.
Stabilization of Newly Arrived Refugees/Immigrants (first 90 days): Case Managers will assist newly arrived
individuals and families with moving into transitional housing and assess and provide urgently needed services (e.g.,
medical or dental care) and basic needs (e.g., food, hygiene supplies, clothing, medications, diapers). These services
and basic needs will be provided directly from grant funds or through a well-developed network of community
partners.
CPLC-WFS Refugee/Immigrant Services Program Organizational Chart
CPLC-WFS Director
CPLC-WFS Deputy Director
CPLC-WFS Associate
CPLC-WFS Refugee/Immigrant Services Program
Case Manager
Case Manager
Case Manager
Case Manager
Case Manager
SERIAL 230093-RFP
Orientation: Within two weeks of being in the program, each client will go through an in-depth orientation detailing
the goals of the program and available services (provided directly by CPLC-WFS or partnering agencies). The
orientation will be delivered in a culturally and linguistically specific manner and provide an overview of the US
educational, workforce, healthcare, immigration, and social service systems, and general health and safety precautions.
Law enforcement will play a key part in the orientation and provide information on refugee/immigrant rights in the
US and safety guidelines
Comprehensive. Long-term, Needs Assessment: Once the client and their family are stabilized (i.e., have safe,
transitional housing, food and other basics, needed medical and behavioral healthcare), the case manager will complete
a long-term needs assessment. The purpose of this needs assessment is to identify barriers to long-term housing,
financial, and social stability for the client and their family along with strategies to overcome these barriers. The client
and their family’s housing, legal, immigration, medical/behavioral health, transportation, social, food, and other basic
needs will be assessed as well as their level of education, knowledge of the US education, workforce, and social
services systems, life skills, marketable job skills, career goals, and English language proficiency.
Service Delivery Plan: Based on this assessment, a service delivery plan will be created for each immigrant or refugee
served. This service delivery plan will incorporate the needs of the entire family unit, and its goal will be to move the
client and their family toward long-term housing, financial, and social self-sufficiency.
Provision of Supportive Services: Based on the Service Delivery Plan, supportive services will be provided directly
by the program or through a well-developed network of partners. These supportive services will be provided in the
following categories:
a.
Housing: If permanent housing is not available upon arrival, families will be provided with safe and suitable (i.e.,
of appropriate size, near public transportation, schools, places of employment, social supports) transitional
housing until permanent housing can be secured. Case managers will also help families secure all necessary
household items (e.g., beds, bedding, furniture, kitchen and dining supplies, towels, phones, computers). Once
families are stabilized, case managers will assist them with locating safe, affordable housing that meets the
family’s needs. Assistance with move-in costs, rent, and utilities will be provided for up to 12 months. Families
will contribute 30% of their income toward rent and utilities.
b. Transportation: Case managers will coordinate transportation from the airport to housing, doctor’s appointments,
shopping, appointments with DES, and other necessary appointments and meetings. One 12-passenger van will
be leased to assist with client transportation. Clients and their family members will also be assisted with obtaining
driver’s licenses so that they may independently get to places of employment, appointments, shopping, social and
recreational activities, and other community locations. Additionally, case managers will help clients and their
family members access bicycles, bus passes, gas cards, and other supports that will enable clients and their
families to travel independently.
c.
Personal Items: Personal items needed for day-to-day living (e.g., soap/shampoo, grooming essentials, hygiene
products, diapers, clothing, detergent, over-the-counter medications, first aid supplies, and other items) will be
provided to all clients and their family members.
d. Education Navigation: Case managers will teach clients and their family members about the US education system
and help them navigate this system. Clients and their family members will be assisted with locating schools and
partner agencies that provide English language, computer literacy, financial literacy, and basic adult education
classes. career exploration. Additionally, case managers will help clients and their family members assess their
marketable skills and experience and provide assistance with career exploration, finding post-secondary education
or occupational skills training that matches their career interests and needs, and locating and applying for financial
assistance. Case managers will also refer clients needing translation of qualifications and certificates to authorized
agencies. This will translation of documents from their native country, review of foreign credentials by a qualified
institution of higher education or professional association, and credentialing based on prior employment and skills
training in their native country. Additionally, case managers will provide information about schooling options to
parents with school-aged children. They will also assist with enrollment, transition, and adjustment.
e.
Employment Navigation: Case managers will teach clients and their family members about the US workforce
system and culture and help them navigate this system. They will also assess work-related skills, work experience,
and education, and help with job search, the application process, resume writing, interviewing skills, locating and
attending job fairs and hiring events, work readiness skills (e.g. soft skills), accessing work clothing and other
necessary work-related equipment, accessing childcare (up to 6 months), and accessing transportation to
interviews, job fairs, and places of employment (e.g., bus passes, gas cards). Clients and their families receive
assistance with obtaining employment requirements such as food handler’s cards, Article 9, TB testing, and other
requirements.
SERIAL 230093-RFP
f.
Health and Wellness: Case managers will provide transportation and financial assistance (as necessary) so that
clients and their families can access necessary health and wellness services. These services include but are not
limited to healthcare, behavioral healthcare, dental services, vaccines and COVID testing, HIV/AIDS testing and
intervention services, hearing and vision-related services, domestic/sexual violence and human trafficking
intervention services, health literacy education, and wellness supports. Case managers will work with CPLC’s
Keogh Health Connection to enroll clients and their family members in eligible benefit programs to cover the cost
of these services. If the client and their family members are not able to access benefits to cover needed health
services, financial assistance will be provided by the proposed program. Case Managers and program manager
will also work with County to create and train a network of culturally competent providers.
g. Benefits Screening and Enrollment: Upon arrival, clients will be assisted with applying for services such as SNAP,
AHCCCS, Refugee Cash Assistance, childcare, TANF, foster care, programs for persons with disabilities,
programs for seniors, and DACA. As mentioned above, case managers will work with CPLC’s Keogh Health
Connection program to facilitate this enrollment.
h. Food: Clients and their families will be provided with gift cards to grocery stores for food and beverages and
connected to food banks, farmers’ markets, and community services that offer culturally appropriate foods and
beverages. Connecting clients to these resources will also help them integrate into their communities.
i.
Legal Services: Case managers will assist with Green Card applications, DACA renewals, and accessing other
immigration services. CPLC’s Family Immigration Services will be a partner in this endeavor.
j.
Social Integration Activities: Case managers will provide or help clients and their families access English
language instruction, financial literacy instruction, immigration process information, citizenship classes, life skills
instruction, and other needed resources and instruction that will assist with social integration. Case managers will
also help clients and their families access senior centers, social and recreational activities and groups,
intergenerational activities, culturally specific mentoring, places of worship, and culturally specific groups,
resources, and activities.
Case managers will access all available community resources (provided internally by CPLC’s other programs and
externally by a well-developed network of community partners) prior to accessing grant-supportive service funds. The
needs of clients and their families will be continuously monitored to ensure an appropriate level of service and
continued progress toward the goal of financial and social self-sufficiency.
Timeline:
x
1st Quarter: Advertise, hire, and train new staff, set up office space and storage; solidify referral process with
housing and other partners; lease vehicle; purchase supplies to meet refugees’/immigrants’ needs upon arrival;
prepare resources binder, set up filing systems; finalize data collection systems and methodology for program
evaluation and reporting; begin recruitment/intake.
x
2nd Quarter: Continue recruitment/intake; provide housing, urgent services, and basic needs for newly arrived
refugees and immigrants; provide needs assessment and individual service plan for refugees/immigrants and their
families who have been stabilized; provide case management and supportive services, collect data for evaluation
and reporting; complete necessary reporting; evaluate date and implement quality improvement measures, as
necessary.
x
3rd Quarter: Continue recruitment/intake (if the program has not yet reached 40 clients and their families); provide
housing, urgent services, and basic needs for newly arrived refugees and immigrants; provide needs assessment
and individual service plan for refugees/immigrants and their families who have been stabilized; provide case
management and supportive services, collect data for evaluation and reporting; complete necessary reporting.
x
4th Quarter: Continue recruitment/intake (if the program has not yet reached 40 clients and their families); provide
housing, urgent services, and basic needs for newly arrived refugees and immigrants; provide needs assessment
and individual service plan for refugees/immigrants and their families who have been stabilized; provide case
management and supportive services, collect data for evaluation and reporting; complete necessary reporting;
evaluate date and implement quality improvement measures as necessary. Gather success stories and complete
the year 1 final report.
SERIAL 230093-RFP
5.7.1.2.1.1
Describe the program's feasibility to assist refugees and their families to achieve housing and
economic stability.
The proposed program model is based on needs identified in CPLC’s Refugee Career Pathway Needs Assessment
completed by CPLC Workforce Solutions (CPLC-WFS) and CPLC’s Research and Evaluation Department. The
purpose of this report was to identify barriers and challenges faced by refugee populations in Maricopa County and
inform culturally and linguistically informed programming to help refugees become financially self-sufficient upon
exit. Those surveyed ranged in age from 16 to 34 (with an average age of 24) and had been in the US between 7
months to 2 years (half had lived in the US for less than a year). Ninety-four percent were interested in getting more
education and 94% would recommend the program to friends or family. Those surveyed reported that their pursuit of
education, quality jobs, and financial and social self-sufficiency was hindered by a lack of:
x
English language proficiency
x
Knowledge regarding the US workforce and education systems and processes
x
Coordinated, comprehensive and long-term refugee assistance programs and services
x
Access to basic needs and services to address social determinants of health (e.g., housing, transportation, food)
Based on the results of this survey and observations from CPLC-WFS’s team members that focus on refugee and
immigrant populations, the proposed program will focus on assisting clients with:
x
English language proficiency
x
Education navigation (including enrollment, securing and translating transcripts from their countries of origin),
and applying for financial assistance)
x
Employment navigation (including career exploration, assisting with identifying and marketing transferable skills,
and assistance with identifying quality job opportunities)
x
Coordination of comprehensive, wrap-around services
x
Finding, securing, and moving into safe, suitable, affordable, quality permanent housing
x
Accessing reliable transportation to get to school, places of employment, shopping, medical and behavioral health
appointments, community events, and other necessary services
SERIAL 230093-RFP
x
Accessing healthy, affordable, culturally appropriate food
In addition to this data that supports the proposed program model, CPLC has the demonstrated organizational capacity
to successfully implement the proposed program. This demonstrated organizational capacity is highlighted below.
x
CPLC’s success in serving refugee and immigrants populations in Maricopa County
x
CPLC’s history of providing impactful workforce services to vulnerable populations (including newly arrived
immigrants and refugees) in Maricopa County
x
CPLC’s experience in managing ARPA funds
x
Staff with experience working with refugee populations
x
Multiple internal CPLC programs and well-established community partners that provide comprehensive services
to support refugees’ and immigrants' path to economic and social self-sufficiency
x
Client-centered, culturally and linguistically specific, and trauma-informed program model
x
Completed evaluation of refugee needs that has informed program model
x
Program’s alignment with CPLC’s mission of diving economic and political empowerment
x
CPLC’s positive reputation among immigrant and refugee populations
5.7.1.2.1.2
Describe the contractor’s experience in providing the proposed services and/or working with
the immigrant and refugee population.
CPLC Family Immigration Services: CPLC’s DOJ-accredited Family Immigration Services (FIS) help newcomers
overcome barriers to immigration and naturalization, prosper economically, and engage in their new community.
Services have been provided in Somerton, AZ, since 1980. In 2019, a second office opened in Tucson, AZ, which also
serves rural border communities in Pima, Santa Cruz, and Cochise counties. In addition to 4 DOJ-accredited staff, FIS
employs a community organizer, who oversees our Leadership Certification for Immigrants Academy. In FY 21/22,
FIS provided 2,164 consultations. Approximately 50% of these became cases (164 naturalizations and 461 I-90
renewals/replacements). FIS also provided DACA and work permit renewals, family petitions, consular processing,
adjustments of status, U Visas, and VAWA.
CPLC Workforce Solutions (CPLC-WFS): By blending best-practice and innovative programming with CPLC’s
institutional stability, grassroots reach, and community development expertise, CPLC-WFS has become one of
Arizona’s leading non-profit workforce development teams. CPLC-WFS identifies local workforce trends, resources,
and gaps, then implements hyper-localized strategies in partnership with other stakeholders. CPLC-WFS’s approach
supports regional business sectors and the local economy by upskilling residents with skill sets desired by area
employers while facilitating job placement and retention. By offering many consumer-friendly access points and
expedient intake, assessment, and service delivery, CPLC-WFS expedites entry into high-growth career pathways.
Services include career exploration, job search assistance, hiring events, GED/basic skills classes, case management,
and job skills training culminating in industry-recognized credentials. CPLC-WFS serves approximately 4,000
annually. The vast majority of those served are first- and second-generation immigrants who are unemployed or
underemployed. The mean wage of those served increased from $12.97 to $14/hour. Unemployed clients were placed
in jobs 6 weeks faster than those not enrolled in services.
In 2019, CPLC-WFS began providing services specifically adapted to the needs of refugee youth when it received a
grant from the State of Arizona. This grant provided mentoring for refugee youth with a focus on education and
workforce development. In 2021, CPLC-WFS received a grant from USAA to provide additional workforce services
to refugee youth. The CPLC-WFS Youth Refugee Workforce Program currently serves refugee youth living in the
Phoenix metropolitan area. Eligible refugee youth living in the City of Phoenix are co-enrolled in CPLC-WFS’s City
of Phoenix-funded youth workforce program (pass through federal WIOA funds) whenever possible. CPLC-WFS
receives referrals from the Arizona Refugee Resettlement Program, Arizona Immigrant and Refugee Services,
Catholic Charities Refugee Services, International Rescue Committee, Welcome to America, local schools, and word
of mouth. From August 2021 to June 2022, a total of 252 refugee youth (ages 16-24) were served. The most common
counties of origin included Eritrea (31%), the Democratic Republic of the Congo (15%), Tanzania (10%), Syria (10%),
Kenya (5%), and Somalia (5%). 162 of the youths served found employment and 28 are currently in college or
occupational skills training, including software development, medical assisting, and dental assisting. Additionally, the
program helped 78 participants obtain their driver’s licenses so they could get to school and/or their places of
employment. Based on its success in serving the refugee population in Maricopa County, CPLC-WFS was one of only
25 organizations nationwide awarded a federal. 3-year ORR grant to serve adult Afghan refugees This Refugee Career
Pathways (RCP) program assists refugees with exploring career pathways, developing individualized career plans,
and addressing barriers to success and financial self-sufficiency.
SERIAL 230093-RFP
5.7.1.2.1.3
Describe how the contractor will provide services that are appropriate to the language,
culture, and geographic location of the immigrant and refugee population.
CPLC-WFS utilizes culturally sensitive materials, ensures staff deliver services in a culturally- and linguistically-
specific manner, and offers activities and resources that are native to clients’ country of origin. Currently, CPLC-WFS
has culturally diverse staff from refugee and immigrant communities that are experienced in working with refugees.
Collectively, staff members speak fifteen (15) different languages. In addition, CPLC-WFS will fill vacant positions
with qualified individuals from the refugee and immigrant communities to fill any cultural or language gaps. If needed,
CPLC WFS will contract with authorized agencies for translations and interpretation services. All staff members are
required to complete cultural competency training upon hire.
5.7.1.2.1.4
Describe the policy 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.
CPLC is committed to complying with all federal and state laws concerning serving persons with disabilities. It is
CPLC’s policy not to discriminate against any qualified individual seeking services with a disability with regard to
any terms or conditions of service because of such disability or perceived disability. CPLC will provide reasonable
accommodations to a qualified individual with a disability, pursuant to the Americans with Disabilities Act (as
amended) and applicable state law, who has a known disability or has made CPLC aware of their disability and need
for such accommodations, provided that such accommodation does not constitute an undue hardship on CPLC. All
CPLC-WFS staff members complete training to comply with the latest policies and guidelines implemented by federal,
state, and local governments.
5.7.1.2.2 Describe the sustainability of the program, meaning how the contractor will be able to continue to
provide direct services to immigrants and refugees after the County funding ends, including:
5.7.1.2.2.1
How the contractor shall partner with other service providers to provide holistic services to
the community, including collaboration with Maricopa County departments in coordination of services,
including but not limited to, collaboration with Maricopa County Human Services and Maricopa County
Public Health departments.
CPLC-WFS has developed a wide range of partnerships with other service providers to offer a holistic array of services
to refugees served. Partnerships include CPLC internal programs as well as external partners. A partial list of these
partners is provided below.
Internal Partners
x
Supportive Housing
x
Immigration Services
x
Community Center
x
Centro Familia (Behavioral Health Services)
x
LUCES (HIV/AIDS clinic)
x
Family Assistance
x
Housing Counseling
x
De Colores (Domestic/Sexual Violence Intervention Services
x
Human Trafficking Intervention Services
x
Keogh Health Connection (Benefit Enrollment Assistance and Healthcare Navigation)
x
Healthy Aging
External Partners
x
Tiempo, Inc. (Affordable Housing)
x
Prestamos (Small Business Assistance)
x
Girls Leadership Academy of Arizona (Charter High School)
x
Florence Crittenton (Behavioral Health Services and Group Home for Girls)
x
Maricopa County Community College District
x
ACCORDE (Healthcare Occupational Skills Training)
x
Valley of the Sun United Way
x
Maricopa County Coordinated Entry System (Housing)
x
ARIZONA@WORK Phoenix and Maricopa County
x
Codefy (Occupational Skills Training)
x
Baltu Technologies (Occupational Skills Training)
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x
St. Mary’s Foodbank
x
Arizona Department of Economic Security
x
Providence Training Institute
x
AZ Technical Training Institute
x
Per Scholas
x
Arizona Builders Alliance
Case Managers provide transportation to partner services and attend initial meetings, as necessary. Case managers
also follow up with the organization referred to and with the client to ensure appropriate services are received by the
client, answer any client questions, and ensure the client is satisfied with services. Additionally, the case manager will
communicate with the appropriate staff member of the organization referred to coordinate case management and
service needs.
5.7.1.2.2.2
The proposed plan for operational and service provision funding after the term of this
Maricopa County contract. Please be specific of how services will be funded.
CPLC has resources to support project sustainability, including 1) a Resource Development team, comprised of seven
grant writers and development professionals, that works closely with project team to identify and secure additional
financial resources (e.g., government grants, corporate/foundation grants, corporate sponsorship, major gifts,
individual giving, special events, and in-kind donations) to sustain and grow the program; 2) a Research and
Evaluation team, which supports all project evaluation activities and completes an annual project report; 3) a
Communications Team, which disseminates program successes through print, electronic, and social media; 4) a
division that advocates for policies to support program goals and objectives; 5) strong, established partnerships,
including partner meetings, and survivor-led advisory board to adapt the program to meet the changing needs of the
community and brainstorm sustainability strategies; 6) a Board of Directors that supports program’s goals as they
align with CPLCs mission and strategic plan; 7) a well-developed network of partners with which to share resources,
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In addition to leveraging these resources to support the sustainability of the program, CPLC-WFS will integrate
services into existing services for refugees and the general population. These services will include those provided by
CPLC-WFS (e.g., City of Phoenix Youth WIOA program, DES-funded youth refugee mentoring program, USAA-
funded Youth Refugee Workforce Program, a program funded by Valley of the Sun United Way, and ORR Refugee
Career Pathways (RCP) Program) and other CPLC program providing wrap-around services—such as rapid rehousing
program funded by HUD. CPLC-WFS will also leverage its wide array of community partners to continue services
including ARIZONA@WORK adult education and workforce services, Maricopa Community College District
programs, Maricopa Refugee Health, Human Services, and Public Health departments, Maricopa Department of
Economic Recovery Program, and St. Mary’s Foodbank.
5.7.1.2.3 Describe how the contractor will co-locate support services at their sites and collaborate with other
agencies to provide the proposed services.
CPLC-WFS will co-host on a regular and scheduled basis partner agencies to provide support services such as Project
ID for identification documents, DES-authorized interviewers for state benefits, Keogh Health Connection for benefit
enrollment and health navigation, AZ Strutt for training on computer literacy, and PCs for Refugees, and local
community centers for support network building.
5.7.1.2.4 Describe how the contractor will collaborate with County departments in coordination of services,
including but not limited to MCHSD and MCPHD.
CPLC-WFS will collaborate with County agencies to provide translation services for qualifying documents, DES for
state benefits services, facilitate documentation to fast-track enrollment to County programs; provide resources to
clients for County programs. Maricopa Department of Refugee Health, Maricopa County Human Services, and
Maricopa County Public Health departments, Maricopa Department of Economic Recovery Program.
5.7.1.2.5 Statement of other funds being used to provide services, if the amount of funding being requested is
less than the amount needed for the proposed program.
Not applicable.
5.7.1.2.6 Documentation as necessary for the expenses for which the grant funds will be used for.
CPLC-WFS has provided services for refugee and immigrant populations for decades, employed refugees and
immigrants with lived experience to provide services and inform programmatic improvements, and conducted a
refugee needs assessment. Information garnered from these sources clearly indicates that current refugee services in
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Maricopa County are inadequate. The support currently provided is short-term and of insufficient scope and depth.
Moreover, services are not coordinated among providers and are very difficult for newcomers to navigate. As such,
for the most part, these services are not helping immigrants and refugees overcome the barriers they face to long-term
economic and social self-sufficiency.
CPLC-WFS is proposing a budget that will provide refugee and immigrant families with the comprehensive and deep
support they need to overcome barriers to economically and socially self-sufficient. This includes an allocation of
$30,000 per family in direct supportive services as well as intensive case management services. This level of direct
supportive services to families is needed, particularly with the high cost of housing and other basic needs (e.g., food,
transportation, education) in Maricopa County. Direct supportive services will include utility and rental assistance,
household furniture and appliances, transportation assistance (gas cards, bus passes, minor car repairs, bicycles),
tuition assistance for post-secondary education and occupational skills training, fees for necessary immigration and
work documents, translation services, necessary medical, dental, and behavioral healthcare, food and other basic
needs, and any other needs related to achieving economic and social self-sufficiency not covered by other community
resources such as AHCCCS. The rationale for all supportive services provided will be documented by case managers
including documentation that these services were not available through other providers.
Expenses for the rental of a 12-passenger van have also been requested as transportation is a significant barrier for
newly arrived refugees and immigrants. The van will enable the program to transport clients and their family members
to various services and cultural acculturational activities and resources.
Case managers will have a caseload of not more than eight (8) families, enabling them to provide intensive assistance
with housing, education, and workforce system navigation—the areas of high need among the refugee community
according to the CPLC refugee needs assessment. The goal of the proposed program is not to place refugees and
immigrants in temporary housing and “survival jobs” with no potential for advancement. Rather, its goal is to place
them in permanent housing and career pathways with growth opportunities. This supports the economic and social
self-sufficiency of the families and helps Maricopa County harvest the skills and talents these families bring with
them, addressing the County’s workforce needs and building a vibrant and diverse community.
5.7.1.2.7 The County requires monthly submission of reports indicating performance on or before the 15th of
each month. Indicate your agency’s process and capacity for timely report submission.
CPLC-WFS currently manages three Maricopa County workforce contracts and has been timely with reporting for all
of these contracts.
5.7.1.3 Qualifications – This section shall describe the respondent’s ability and experience related to the
programs and services proposed. All project personnel, as applicable, shall be listed, including a description of
assignments and responsibilities, a resume of professional experience, an estimate of the time each would devote
to this program, and other pertinent information.
Workforce Solutions Director.ථ&ŝĨƚĞĞŶƉĞƌĐĞŶƚŽĨƚŚĞ tŽƌŬĨŽƌĐĞ^ŽůƵƚŝŽŶƐŝƌĞĐƚŽƌ͛ ƐƚŝŵĞǁŝůůďĞĚĞĚŝĐĂƚĞĚƚŽƚŚŝƐ
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ŽǀĞƌƐŝŐŚƚŽĨƚŚĞĐŽŶƚƌĂĐƚ͘
Workforce Solutions Deputy Director. &ŝǀĞ ƉĞƌĐĞŶƚ ŽĨ ƚŚĞ tŽƌŬĨŽƌĐĞ ^ŽůƵƚŝŽŶƐ ĞƉƵƚLJ ŝƌĞĐƚŽƌ͛ Ɛ ƚŝŵĞ ǁŝůů ďĞ
ĚĞĚŝĐĂƚĞĚƚŽƚŚĞƉƌŽƉŽƐĞĚƉƌŽŐƌĂŵ͘ dŚĞƌŽůĞ ǁŝůůĂƐƐŝƐƚǁŝƚŚĞŶƐƵƌŝŶŐƉƌŽũĞĐƚƐƵƐƚĂŝŶĂďŝůŝƚLJ͘
Workforce Solutions Associate Director.ථdŚŝƌƚLJƉĞƌĐĞŶƚŽĨ the tŽƌŬĨŽƌĐĞ^ŽůƵƚŝŽŶƐƐƐŽĐŝĂƚĞŝƌĞĐƚŽƌ͛ Ɛ ƚŝŵĞǁŝůůďĞ
ĚĞĚŝĐĂƚĞĚ ƚŽ ƚŚĞ ƉƌŽƉŽƐĞĚ ƉƌŽŐƌĂŵ͘ dŚŝƐ ƌŽůĞ ǁŝůů ŚŝƌĞ ĂŶĚ ƚƌĂŝŶ ŶĞǁ ƐƚĂĨĨ ;ƉƌŽŐƌĂŵ ŵĂŶĂŐĞƌ ĂŶĚ ĨŝǀĞ ĐĂƐĞ
ŵĂŶĂŐĞƌƐͿ͕ ƉƌŽǀŝĚĞĚŝƌĞĐƚƐƵƉĞƌǀŝƐŝŽŶƚŽƚŚĞƉƌŽŐƌĂŵŵĂŶĂŐĞƌ͕ ĂŶĚŽǀĞƌƐĞĞƚŚĞŝŵƉůĞŵĞŶƚĂƚŝŽŶŽĨƚŚĞĐŽŶƚƌĂĐƚ͕
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ĂŶĚ ƌĞƉŽƌƚŝŶŐ ǁŝƚŚ ĂƐƐŝƐƚĂŶĐĞ ĨƌŽŵ W>͛ Ɛ ZĞƐĞĂƌĐŚ ĂŶĚ ǀĂůƵĂƚŝŽŶ ĞƉĂƌƚŵĞŶƚ͕ ĂŶĚ ŝŵƉůĞŵĞŶƚ ƋƵĂůŝƚLJ
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ĂƐĞDĂŶĂŐĞƌƐ;&ŝǀĞ&Ƶůů-dŝŵĞWŽƐŝƚŝŽŶƐdŽĞ,ŝƌĞĚͿ͗ KŶĞŚƵŶĚƌĞĚƉĞƌĐĞŶƚŽĨƚŚĞƚŝŵĞŽĨƚŚĞƐĞĨƵůů-ƚŝŵĞƉŽƐŝƚŝŽŶƐ
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ĂŶĚ ĞdžƉĞƌŝĞŶĐĞ ĚĞůŝǀĞƌŝŶŐ ƐŝŵŝůĂƌ ƐĞƌǀŝĐĞƐ͘ ĂƐĞ ŵĂŶĂŐĞƌƐ ǁŝůů ĚĞůŝǀĞƌ ĐŽŵƉƌĞŚĞŶƐŝǀĞ ĂŶĚ ŝŶƚĞŶƐŝǀĞ ĐĂƐĞ
ŵĂŶĂŐĞŵĞŶƚ ƐĞƌǀŝĐĞƐ ƵƐŝŶŐ Ă ĐƵůƚƵƌĂůůLJ ĂŶĚ ůŝŶŐƵŝƐƚŝĐĂůůLJ ƐƉĞĐŝĨŝĐ͕ ĐůŝĞŶƚ-ĐĞŶƚĞƌĞĚ͕ ǁŚŽůĞ-ĨĂŵŝůLJ͕ ĂŶĚ ƚƌĂƵŵĂ-
ŝŶĨŽƌŵĞĚĂƉƉƌŽĂĐŚ͘
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.
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
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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 - NICRA FY22
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