230093-CONTRACT-SOMALI AMERICAN UNITED COUNCIL.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 Somali American United Council of Arizona, 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
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.
2.0
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.
3.0
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.
4.0
PRICE ADJUSTMENTS
Any requests for reasonable price adjustments must be submitted 60 calendar days prior to contract
expiration. Requests for adjustment in cost of labor and/or materials must be supported by
appropriate documentation. The reasonableness of the request will be determined by comparing the
request with the Consumer Price Index or by performing a market survey. If County agrees to the
adjusted price terms, County shall issue written approval of the change and provide an updated
version of the contract. The new change shall not be in effect until the date stipulated on the
updated version of the contract.
5.0
PAYMENTS
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
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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.
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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
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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
11.55
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:
Mohamed Ali Abukar, Ph.D.
2425 E Thomas Rd Suites 5,10,11,12/14
Phoenix, AZ 85016
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.
IN WITNESS WHEREOF, this contract is executed on the date set forth above.
SERIAL 230093-RFP
SOMALI AMERICAN UNITED COUNCIL OF ARIZONA
AUTHORIZED SIGNATURE
PRINTED NAME AND TITLE
ADDRESS
April 2nd 2023
DATE
MARICOPA COUNTY
CHAIRMAN, BOARD OF SUPERVISORS
DATE
ATTESTED:
CLERK OF THE BOARD
DATE
APPROVED AS TO FORM:
DEPUTY COUNTY ATTORNEY
DATE
MOHAMED ALI ABUKAR, PhD - President and CEO
2425 E. Thomas Rd. Suites 5,10,11,12/14 Phoenix Arizona
85016
EXHIBIT A: VENDOR INFORMATION AND ITEMIZED SERVICE BUDGET
COMPANY NAME:
Somali American United Council of Arizona
DOING BUSINESS AS (dba):
Corporation
MAILING ADDRESS:
2425 E Thomas Rd, Suite 5, 10, 11,12/14 Phoenix,
Az 85016
REMIT TO ADDRESS:
P.O. Box 10552 Phoenix, Az 85064
TELEPHONE NUMBER:
602-522-2100
FAX NUMBER:
602-667-9770
WWW ADDRESS:
www.somaliunitedcouncil.org
REPRESENTATIVE NAME:
Dr. Mohamed Ali Abukar, President & CEO
REPRESENTATIVE TELEPHONE NUMBER:
602-522-2100
REPRESENTATIVE EMAIL ADDRESS
m.abukar@somaliunitedcouncil.org
UNIQUE ENTITY ID (UEI) FROM SAM.GOV
JC9UJ2LJ6J6
YES
NO
REBATE
WILL ALLOW OTHER GOVERNMENTAL ENTITIES TO PURCHASE
FROM THIS CONTRACT:
WILL ACCEPT PROCUREMENT CARD FOR PAYMENT:
NET 0 DAYS
MCNPA
Program Ending
06-30-2023
State PD
Ending
09-30-2023
ASA
Supplemental
ends
09-30-2023
%
County
pays
County
Cost
Total
Salary
A. TOP MANAGEMENT
President & CEO
$ 8,000.00
$ 2,000.00
$ 3,000.00
73%
$36,000.00
$49,000.00
TOTAL SENIOR PERSONNEL
$36,000.00
B. CONTRACTED EXECUTIVE TEAM .
Program Manager
$ 2,000.00
$ 9,000.00
$24,000.00
46%
$30,000.00
$65,000.00
Executive Office Manager
$
-
$
-
100%
$21,600.00
$21,600.00
TOTAL CONTRACTED
EXECUTIVE TEAM
$51,600.00
C. CONTRACTED EMPLOYEES
2 Case Managers for Housing
$ 6,400.00
$
-
$ 4,800.00
68%
$24,000.00
$35,200.00
Literacy Coordinator
$
-
$ 3,600.00
$12,000.00
43%
$12,000.00
$27,600.00
Head of Preschool
$ 2,000.00
$ 3,600.00
$ 6,000.00
51%
$12,000.00
$23,600.00
2 Case Manager for Women
Empowerment Program
$ 3,200.00
$ 4,200.00
$ 4,800.00
66%
$24,000.00
$36,200.00
2 Case Manager for Youth
Development & Job Developer
Program
$ 2,800.00
$ 8,100.00
$ 8,100.00
56%
$24,000.00
$43,000.00
SERIAL 230093-RFP
Case manager for Immigration Service
$
-
$
-
$ 15,000.00
55%
$18,000.00
$33,000.00
2 Interpreter for Dari & Pashto
Languages
$ 4,800.00
$ 6,000.00
$ 24,000.00
41%
$24,000.00
$58,800.00
TOTAL CONTRACTED
EMPLOYEES SALARY WAGES
$138,000.00
D. TRAVEL
Transportation for clients to attend
services: classes, case management,
health appointments
$5,000.00
Transportation for 2 field trips for
youth
$1,000.00
TOTAL TRAVEL
$6,000.00
E. EQUIPMENT
.
Printer
$3,000.00
Office Equipment
$3,000.00
TOTAL EQUIPMENT
$6,000.00
F. SUPPLIES
.
Backpacks, school supplies for
students
$1,066.00
Teaching supplies: dry erase markers,
chart paper
$500.00
Sewing machines
$4,000.00
Sewing supplies
$500.00
Preschool supplies
$500.00
Education material & supplies
$4,000.00
TOTAL SUPPLIES
$10,566.00
G. CONTRACTUAL
Janitorial Services
$16,800.00
Sanitizing company
$1,434.00
TOTAL CONTRACTUAL
$18,234.00
H. FACILITIES
Utilities
$7,000.00
Phone & Internet
$3,000.00
Alarm
$1,100.00
Rent
$25,000.00
TOTAL FACILITIES
$36,100.00
I. OTHER EXPENSES
Insurance
$2,000.00
CPAs
$3,500.00
Taxes
$4,000.00
TOTAL OTHER EXPENSES
$9,500.00
TOTAL AMOUNT REQUESTED
$312,000.00
EXHIBIT B - SCOPE OF WORK
SAUC will use a collaborative work model in the implementation of this Project. Dr. Mohamed Ali Abukar,
President & CEO of the Somali American United Council will lead this program, assisted by contracted Executive
team, including Program Manager, executive office Manager and 11 specialized contracted employees. In today’s
changing workforce, the use of contract employees is becoming more prevalent. Organizations often hire these kinds
of employees in place of part-time or full-time staff for a variety of reasons, including budgetary concerns. Following
this approach, SAUC is not responsible for providing a variety of traditional employer benefits, including Taxes,
Social security, Unemployment benefits, Health benefits, Sick leave, Vacation time and Retirement or profit sharing.
SAUC agrees to abide by the applicable federal, state, and local laws and regulations ensuring non-religious
use, religious liberty, equal protection and non-discrimination. Our executive team is equipped with high quality
management skills that ensure sustainability and policy compliance. SAUC’s leaders support and operate under the
principles of transparency and accountability, as well as accuracy and fairness, and believe that when people are placed
in positions of trust and responsibility, their response should be behavior that meets high standards of qualities, ethical
behavior and fairness. It’s expected they will think positively and act correctly and have the courage to take blame if
they fail to properly execute a given responsibility.
SAUC's goal is to help individuals and families with their struggles by providing effective assistance through
goal-oriented problem solving. We help newly arrived families adjust to their new lives, new location, new language
and new culture. In a short period after arrival, refugees realize that there are many overwhelming obstacles that they
need to overcome to achieve their goals. Some of these obstacles are a new language, an unknown educational system,
lack of financial support, and lack of or insufficient vocational skills to be able to get a well-paid job to sustain
themselves and their families. Cultural differences also impede their adjustment to life in the Unites States. Most adult
refugees come from traditionally nomadic and semi-nomadic societies, and families have often lived in refugee camps
in neighboring countries for many years. Relocating to a vastly different environment presents challenges to even the
best equipped individuals and families. Many have suffered emotional trauma. Those who have experienced trauma
and suffer from PTSD exhibit a variety of symptoms such as depression, anxiety, flashbacks, misplaced anger and
feelings of disconnection from the world. These symptoms often result in these traumatized people feeling very passive
and “shut down,” or overly aggressive, and unable to concentrate.
The SAUC Refugee Community Center philosophy is that all individuals can learn and improve their lives
if they are provided with adequate support and guidance. Clients of the SAUC Refugee Community Center have
experienced success with their educational goals for English language development, reading, and citizenship classes,
professional sewing and other services, because we have implemented a powerful strategy: “The power of one-on-
one.”
At the SAUC Refugee Community Center we believe that one of the most important pillars to sustain self-
sufficiency is education, investing and focusing on helping the multi-ethnic refugees to get an education, prepare to
join the workforce, achieve self-sufficiency and have a successful life in their new home. Education that is effective
and carefully planned. The SAUC counts on the commitment and dedication of our executive team and expert
volunteer educators who help refugees navigate the educational system of the U.S., and who know how to design
individualized educational plans to help refugees achieve their goals. Every plan has action steps that need to be taken
seriously by mentors and mentees. Through careful planning, forming strategic partnerships, and taking advantage of
opportunities, we believe that great achievement can be obtained in improving lives, when provided with education,
empowerment, knowledge, professional skills and access to information and resources. Central to the SAUC approach
in helping refugees adjust and succeed is the core belief that confidence is a wellspring from which the courage to
overcome obstacles flows. In turn, skill-building is the pathway to obtaining increased confidence. Our program
reflects the diverse communities we serve, and we utilize culturally and linguistically appropriate techniques, our goal
being to help individuals and families with their struggles by providing useful information and effective assistance
through goal-oriented problem solving.
Our employees and case managers are required to be bilingual in English and another language, speaking the
following languages: English, Arabic, Amharic, Dari, Italian, Farsi, French, Lingala, Pashto, Somali, Swahili, Urdu,
and Spanish. They are required to pass the fingerprint clearance and receive the card, and to agree to send their
information to the Central Registry. These individuals have extensive experience with translation and interpretation
services. They have been trained in interpretation and translation protocols, as well as privacy law policies. They
provide interpretation in a variety of settings such as case management, instruction, immigration and legal services,
housing, labor rights, education, health, etc. They also translate documentation such as pamphlets, newsletters,
notifications, flyers, etc. to close the communication gap between our refugee families and different community
organizations. They are also trained to determine eligibility requirements for services. When the multi-ethnic refugees
arrive to our Refugee Community Center, they meet with our case managers and are asked to show the necessary
documentation to determine the date of arrival to the United States, and other pertinent information. They will conduct
a needs assessment as they interview our clients, prepare a support plan, and refer clients to adequate services. To
continuously increase the SAUC’s employees’ capabilities for performing efficiently their duties we always focus on
SERIAL 230093-RFP
planning and conducting professional training and designing proper staff development programs. One of the core goals
of the SAUC is to support refugees to property achieve social and economic self-sufficiency, become law abiding citizens
who can integrate for a great patriotism. We also believe that opportunity will never happen unless created with hard
work, based on a conceptual and intellectual dynamism that allows correct support so that they make correct decisions.
With a clear, strong, motivating life and a hope-filled future, immigrants bring the life skills and motivation
needed to create new futures for themselves and their families, enriching our communities as they do so. The
empowered multiethnic refugees and newcomer Afghans will be ready to take fundamental responsibility to engage
in the development of Social Entrepreneurship by promoting sustainable values, identifying proper business models
and creating a cultural and linguistic support network that can immensely benefit them. In conclusion, by setting
attainable goals, providing guidance and training in their educational and vocational pathways, and by supporting
them socially, our multi-ethnic refugees will thrive and accomplish the goals they set for themselves when they dream
to be resettled in this land of opportunity, the United States of America.
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.
We believe in valuing the multi-ethnic refugee and underserved community we serve, recognizing and giving
them a sense of purpose, which will enable them to contribute to the community; and to invest in programs and
initiatives that identify and address enrichment and developmental activities, connecting them with opportunities to
gain personal value, academic and social skills and to become productive law-abiding citizens who can integrate for
a great patriotism. SAUC's main goal is to enhance and develop skills that result in better performance, striving for
excellence, improvement, advancing education and empowerment; and our volunteers and Executive team are giving
the gift of their time and dedication in serving at SAUC Refugee Community Center, where we offer not only access
to developmental activities but also a safe, positive, healthy and caring environment.
Indeed, right based and applying all means of securing the necessities of life, in addition respect for refugee
rights can improve the establishment of livelihoods. Many refugees remain unemployed with poor prospects for the
future and in addition, language and cultural barriers prevent refugees accessing government benefits. This will be
comprised of programs created to address these crucial needs with the primary objective to help refugees get into or
back into the workforce and increase employment skills that lead toward self-sufficiency. SAUC plans to serve 470
multiethnic refugees and newcomer Afghans for complete empowerment and community development programs.
These empowerment and community development programs are organized according to the needs of the multiethnic
refugees and newcomer Afghans. The benefit is that those who graduate from the educational and empowerment
programs offered at the SAUC Refugee Community Center become more employable due to their improved
professional and English communication skills. With new skills and increased confidence, they are better positioned
to obtain higher paying jobs and to access opportunities for career advancement. This program is designed for the
refugees to achieve cultural and linguistic competence with, as always, the twin goals of positive change and achieving
self- sufficiency. We also provide successful immigration services by assisting immigrant and refugees, including
asylee and newcomer Afghans on their path to becoming permanent residents, and offering civic and citizenship
education, including guidance and the power of one-on-one assistance their main dream to become naturalized citizens
of this great nation “USA”.
5.7.1.2.1.1 Describe the program feasibility to assist refugees and their families to achieve housing and economic
stability.
Our housing Assistance case managers are actively helping and assisting refugees and asylees to receive
adequate housing that meets their needs and HUD standards, assisting them for interpretation and coaching, all
delivered with cultural and language competency on their responsibilities under lease agreements while respecting
clients’ self-determination and decision making. Proper hygiene intrinsically minimizes environmental impact and
builds a balanced immune system in the community. Our case managers are also providing the first Home and Personal
Hygiene training to the clients, particularly on home safety, emergency procedures and general housing safety
practices. This program focused on educating refugees and developing skills to bring good hygiene home, personal
hygiene, and safety into their lives. It increases self-awareness among the refugee community, and they understand
the importance of having a clean healthy life. For the newcomer Afghans we help them through the ERAP program
for rental assistance, besides assisting them in achieving proper low-income housing.
SAUC programs are organized according to the needs of the multi-ethnic refugees that are receiving service
and empowerment at the SAUC Refugee Community Center. We help newly arrived families adjust to their new lives,
new location, new language and new culture and also those who are resettled but need guidance and empowerment to
achieve self-reliance and self-sufficiency. Within these groups, many have suffered emotional trauma, suffering from
PTSD and exhibit a variety of symptoms such as depression, anxiety, flashbacks, misplaced anger and feelings of
disconnection from the world.
SERIAL 230093-RFP
These symptoms often result in traumatized people feeling very passive and “shut down,” and unable to
concentrate. However, gathering information on livelihoods provides very basic information on how people live. This
basic information is a prerequisite for refugee assistance. Understanding refugee livelihood strategies is a prerequisite
to improved interventions. A sustainable livelihood allows them to cope with and to recover from stress and shocks,
to maintain or enhance their capabilities and assets to provide successful empowerment. It also contributes to other
livelihoods in the long and short term”. Essentially, livelihoods refer to the means used to maintain and sustain life.
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.
SAUC recognizes differences in culture, tradition and ways of thinking, but we should always keep in mind
that it is necessary to be tolerant, sympathetic and care for each other, promoting always respect and understanding.
As you all are aware, people of different ethnicities and origins bring new ideas and different ways of doing things.
To work together as a team, people need to be aware of differences in style and expectations. Tension is likely to arise
in a demographically diverse team with contrasting personalities, and these need not to be destructive but constructive.
An organization that may need to succeed should welcome diversity and treat it as an opportunity.
Cultural differences affect people’s relationships and communication. In the civilized and modern world,
cross-cultural sensitivity is an essential skill. Cross-cultural competence requires better understanding diverse cultures
and behaviors. Working with people of different cultures and ethnicities helps increase awareness of the importance
of cross-cultural sensitivity. Intercultural dialogue about and respect for diversity are essential in today’s world - where
people are more closely interconnected and interdependent.
SAUC believes and bases all our actions on kindness, understanding and positivity and with strong confidence believes
they are always the key to success. Such accessibility will certainly contribute to positive social change, receptivity
and successful community engagement programs that make the multi-ethnic refugee and underserved community’s
lives and hopes of healing possible. We build strong relationships with the immigrant and multi-ethnic refugees that
go beyond the call of duty to guide them through the different systems and cultures in our area.
SAUC provides opportunity to our own employees, Executive team and volunteers to receive empowerment
training intended to result in more capable employees with a higher level of job satisfaction and the skills that are
necessary in today’s changing world, keeping in mind that the secret of success is constancy of purpose and response
to the development of organizational needs to continuously reform and change for better performance, productivity
and professional excellency. Certainly, a successful empowerment program leads to productivity and service quality
improvement. They also participate in training to better understand the background experiences refugees have gone
through and successfully perform in their roles and duties. It is always important to understand background
information about the situation in the country from which these refugees have emigrated as these cultural dynamics
are important to understand in order to be able to effectively help, and assist through the resettlement and adjustment
process, and to enhance their receptivity to the new social change.
The SAUC serves as a model for other non-profit organizations working with refugee communities and
immigrant populations by building a structure of best practices, believing in collaboration as a method that creates
harmony and the best ways of working together to perform common goals. Through partnership and collaboration
initiatives we have developed mutual trust and understanding as we learn from each other in an environment of respect
and trust.
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.
The SAUC Refugee Community Center utilizes a consortium model to increase connectedness among the
multi-ethnic refugee and underserved communities and between refugee communities and mainstream educational,
social service, financial, and municipal agencies, as well as embracing a social entrepreneurship framework as a means
of increasing the employability of newly arriving refugees (0 to 5 years) in the greater Maricopa County area in the
state of Arizona. Here the key element is commitment to a common purpose. We believe that it is only through the
development of a positive and healthy climate, developing a condition of mutual respect and trust that can enhance
and help guide those involved in our heroic journey, and assure a successful attainment of the organizational goals
and objectives. The SAUC Refugee Community Center serves daily about a minimum of 50 and a maximum of 120
immigrant and refugees, including newcomer Afghans. Five days a week (Monday through Friday) beside case
management, immigration services and other related services, our activities include several educational and
empowerment programs, such as: Improved method of learning English for speakers of Amharic, Arabic, Pashtu, Dari,
Farsi, French, Lingala, Somali, Swahili and other languages, Civic and Citizenship and immigration services, Digital
Literacy, Interpretation, transportation, Case management, Cultural adaptation, Women Empowerment Programs:
Professional sewing and Nutrition classes, Youth enrichment and developmental programs, Self-reliance, Tutoring
and mentorship for Youth, Socialization, Preschool activities, ALERT Program, Leaders For Life and others. Our
program reflects the diverse communities we serve, and we utilize culturally and linguistically appropriate
methodologies intended to better serve our multi-ethnic refugees' clients who are originally from Afghanistan (42%),
SERIAL 230093-RFP
Chad (1%), Central Africa (1%), Congo (20%), Eritrea (2%), Ethiopia (4%), Iran (2%), Iraq (1%), Somalia (20%),
Syria (3%), Sudan (3%), Ukrainian 1% and others. Our Case managers are fluent with Amharic, Arabic, Dari, Farsi,
French, Lingala, Pashto, Spanish, Somali, Swahili and Urdu languages, developing culturally appropriate and effective
Community Engagement strategies.
SAUC strives to work with refugees to bring them services and opportunities for learning, such as helping
them get into or back to workforce and increasing their professional and employable skills and assisting in establishing
a micro-enterprise by equipping them with professional, marketing and sales skills. The SAUC will utilize such
learning models and cultural engagements in creating a multi-step approach for multi-ethnic refugee economic self-
determination and self-sufficiency within their first five years of resettlement in the greater Maricopa County area in
central Arizona. Many new multi-ethnic refugees remain unemployed with poor prospects for the future, and if they
cannot get and keep a job, they will not be able to provide the necessities for their families. Refugees are expected to
achieve self-sufficiency withing six months, but cultural differences impede their adjustment to life in the Unites
States, in addition to which they may lack valuable work and communication skills.
The different factors implemented at SAUC that contribute to successful refugees' employment are: Proper
case management, and social services including improved methods for learning the English language and other
educational and empowerment programs, such as pre-employment training that provides the refugee with realistic
expectations, job preparation skills, and good orientation programs, job development activities and matching multi-
ethnic refugees’ skills with the employer’s needs. SAUC's team helps our clients to develop job skills, job readiness
skills, work behavior and functional capacities to achieve positive employment, and how to access employment
development opportunities and how to plan for future careers.
This is a vital element of the lifecycle and necessity for achieving economic self-sufficiency. With new skills
and increased confidence, the multiethnic refugees become better positioned to obtain jobs and to access opportunities
for career advancement. SAUC has also established a mutually very beneficial relationships with potential employers
for our multiethnic refugees’ job placement, providing our multi-ethnic refugees with opportunity to reach their
employment potential and the possibility of achieving self-sufficiency. The mutually beneficial relationship that we
established with potential employers includes also post-employment follow-up support, prompt intervention to
maintain and assure the continuation of the job placements by providing translation and mediation services, whenever
needed.
As previously stated SAUC plans to serve 470 multiethnic refugees and newcomer Afghans for complete
empowerment and community development programs. These empowerment and community development programs
are organized according to the needs of the multiethnic refugees and newcomer Afghans. We also plan to place 70%
of multi-ethnic refugees and newcomer Afghans who completed the employability programs, such as job readiness
and/or social-entrepreneurship training in year one into the workforce in job placement or into evidence/outcome
based small business ownership courses based on their chosen area(s) of interest. Job placement activities includes
(but not limited to) expansion of previous basic employment training including recognizing preferred field of
placement, resume distribution, job searching and networking skills; small business ownership classes will follow in
this area based upon our existing partnership with Small Business Administration’s program that covers a variety of
business basics, including (but not limited to) how to start a business, how to manage a business, financing a business,
and contracting.
The SAUC will allow for the multi-ethnic refugee to establish, improve, and strengthen relations with various
community partners and/or institutions to offer programs related to educational services by fitting leadership and
volunteers from existing structures and developing volunteer databases with appropriate program instruction. SAUC
will also develop mentoring collaborations both within and outside the refugee community through developed
community partnerships for long term personal and professional success.
SAUC is always acting according with the highest professional and ethical standards and believe that great
achievement can be obtained in improving lives when provided with education, empowerment, knowledge,
professional skills and access to information and resources. Newly arrived refugees are continuously receiving training
on Home/Personal Hygiene, Use of Public Transportation and Safety, Consumer Education and Child Welfare.
They also get the opportunity to enroll into the Improved method of English for Amharic, Arabic, Dari, Farsi,
Lingala, Somali and Swahili speaking refugees. This program is important for the refugee community, who come from
developing countries where illiteracy is at a higher percentage, usually about 90%. This literacy program increases
refugees’ autonomy by opening access to a world of information and knowledge through the medium of print, signs
and symbols. The benefits of literacy extend well into the future, serving to becoming empowered, self- sufficient,
and more active in the community. The SAUC’s goal is to strengthen and expand the LITERACY program in order to
increase access to knowledge and improve the refugee education system - both of which will, in turn, improve the
basic condition for all development programs. Imagine how daunting resettling is for people (many of whom suffer
from post-traumatic stress disorder), driven from their country by civil war and instability, not by choice. Basic cultural
barriers include unfamiliarity with keeping a clean and safe home, riding public transportation, utilizing
SERIAL 230093-RFP
available resources including the child welfare system, navigating the public school system, and promoting their
children’s academic success, among others.
The ESL and citizenship courses also address job skills and self-sufficiency, resulting in obtaining
employment within six months of their arrival in Arizona and toward achieving self-sufficiency in their new home,
the main goal being to increase conversational English language skills, to strengthen and expand the LITERACY
program in order to increase access to knowledge, and improve the refugee education system – all of which will, in
turn, improve the basic condition for all development and empowerment programs.
Our Women Empowerment Program addresses how to create a support network of refugees, especially
women. Women will have the opportunity to participate in our Finance classes, professional sewing classes, digital
literacy and nutrition classes as well. After graduating from our sewing classes, women will receive a sewing machine
to continue practicing their sewing skills at home and establishing Social Entrepreneurship. Here refugees and their
families learn how to access employment development opportunities and how to plan for future careers, establishing
their own micro-enterprise through Social Entrepreneurship that equips them with marketing and sales skills to
safeguard their futures and contribute to their families’ future in their new home. The beauty of this program is that
these women will start their own business producing dresses, pillowcases, quilts, shirts, and masks that they have been
able to sell to community members. When women are provided with their own sewing machine, they become excited,
and see this as an opportunity to start a Social Entrepreneurship business and bring an extra income to their homes
and safeguard their futures and contribute to their families’ future success. These programs are designed for the
refugees to achieve cultural and linguistic competence with, as always, the twin goals of positive change and achieving
self-sufficiency.
The SAUC Women Empowerment Program is composed of:
(1) Professional Sewing: With this program our multiethnic clients are equipped with professional sewing skills,
including sales and marketing, skill-building activities on key areas in ever-evolving fashion styles and fashion
production.
(2) Nutrition Education: Our Multi-ethnic clients learned a lot about the different nutrition groups and learn tips to
keep their bodies physically fit and healthy, including Integrative nutrition, learning fractions by measuring ingredients
and learning about cultural food tradition
(3) Family Health Education: Our Multi-ethnic clients learn a lot about health, including taking control of family
health, such as wellness, eating healthy and exercise
(4) Digital Literacy is: “the awareness, skills, agility, and confidence to be empowered users of new technologies and
adapt to changing digital skill demands.” Our multi-ethnic clients receive technology education to learn to navigate
the internet, maintain open communication with their kids' schools, job searching and solving their day-to-day
challenges using technology, and others.
SAUC assists and helps the newcomer Afghans with immigration services by filling all their applications for
asylum and permanent status and mailing them to USCIS by paying all the postal fees.(I-485) is a green card
(adjustment of status) SIV Cases (Special Immigrant Visas) I-360 is an approved COM letter and we prepare and send
for SIV as well I-589 Asylum Application. We also process family reunification through the State department online
form DS-4317 for all the paroled Afghans. 80% of the new Afghan Allies left their spouse and children, and we are
prepared to file their forms for their refugee/ asylee family visas. We are planning to begin filing TPS (in March 2023)
for those Afghans who are waiting for SIV, Asylum or Green Card approvals to extend their authorization to work.
For each new case we gather and print necessary documents, fill in forms, then send forms, paying all the postal fees
and then we will have them come back to us for their interview preparation. Out of 330 applications, over 90% got
interviewed and about 30 have received result and granted for Asylum, and now our immigration team, which is
supported by 2 Attorneys (one DOJ accredited and the other the Chair of SAUC Board of Directors) are working on
their family reunification process.
The SAUC simultaneously assists the multi-ethnic refugees and newcomer Afghans to begin the path to
naturalization through citizenship education. Utilizing a combination of evidence based practices and nationally
recognized programs in this area, citizenship education includes (but is not limited to) American History/American
Civics/Geography content; practice in reading and writing test portions of the interview; mock citizenship interviews;
extensive practice in understanding and responding to questions based on the applicant’s N-400 Application for
Naturalization; and additional assistance on a case by case basis with paperwork for naturalization process.
Preschool, the childcare room, serves the youngest of our clients. These are children of the parents participating in
our classes during the day. While they are with us, they are also learning English and culture under the care and
guidance of kindhearted leaders and volunteers.
Interpretation: Language is a barrier to receiving services. The multi-ethnic refugees, including newcomer Afghans
who arrive at the SAUC Refugee Community center are helped with interpretation or translation needs. We have
several case managers who are fluent in all their languages and dialects. Our case managers not only are ready to assist
with interpretation needs at the SAUC Refugee Community Center, but also, they are always available for medical
interpretation and school districts for parent/teacher conferences where our clients' children attend, and others.
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Transportation: Transportation is a barrier to our multi-ethnic refugees and newcomer Afghans client’s ability to
access services at the SAUC Refugee Community Center, as well as within the community. We recognize their needs,
and we work hard to provide transportation to our center for the needed services, as well as to other places where our
clients might need to receive services and resources. For example, case managers will transport clients to the bank,
housing interviews or DES or medical clinics and provide interpretation services at the same time.
Cultural adaptation and case management is used to define the specific capacity of human beings and human
societies to overcome changes of their natural and social environment by modifications to their culture. The scale of
culture changes depends on the extent of habitat changes and could vary from slight modifications in livelihood
systems (mode of life, dwellings and settlements characteristics, exchange systems and so on) to principal
transformation of the whole cultural system, including its social, ethnic, psychological, and ideological spheres. The
multi-ethnic refugees receive training on Home/Personal Hygiene, Use of Public Transportation and Safety, Consumer
Education and Child Welfare. They are also trained in the US Judiciary and educational system, Western medicine
and healthcare providers and others. In the case management program, we help and guide clients for needed assistance
on educational system and enrollment of their children into regular schooling, DES assistance, healthcare providers,
judiciary system and other daily needs assistance.
Promoting Public or Community Awareness, this includes a legal education program to ensure good relations
with the law enforcement agencies and a safety group to prevent criminal activity and promote peace and respect in
the community. This program is intended to produce law-abiding citizens by addressing building trust in Community
Relationship and increasing community critical thinking, conflict resolution and civic engagement; promoting better
understanding and promptly responding to violence and extremism threats, which includes improving public safety
and more effective crime control. This will certainly help reduce fear of crime, improve quality of life through a
proactive reliance on community engagement and communication that works toward bringing the Refugee community
and Law Enforcement together to strengthen Public Safety for all. We are strongly confident that the SAUC
Community Awareness program will enhance the multi-ethnic refugee community’s opportunities to become
immensely powerful in a positive way and receptive to the new positive social change, which will result in a successful
empowerment that will be shown practically to produce more effective and more productive law-abiding citizens who
can properly integrate for a great patriotism. SAUC is investing in programs and initiatives that identify and address
enrichment and development activities, connecting the multi-ethnic refugees with opportunities to gain personal
values, academic and social skills. With new skills and increased confidence, the multi-ethnic refugees become better
positioned to obtain better paid jobs and to access opportunities for career advancement, heading toward social and
economic self-sufficiency and becoming productive law-abiding citizens that can properly integrate for a great
patriotism.
Our refugee youth face many difficulties in resettling and adjusting to their new home. This may come from
having been exposed to the many bad incidents they witnessed as children caused by the instability and lack of security
in their country of origin. The sad truth is that most of these kids come to the US having never attended a single class;
yet, they are thrown into school and told to perform. These multi-ethnic refugee’s youth need to be engaged in their
future and the communities around them; and participate in all crime and public safety initiatives, understand rule of
laws and the American judiciary system.
SAUC is looking to expand their youth enrichment programs to include more educational and interactive
programs to accomplish this goal. Our programs for Youth enrichment includes mentoring and continuous tutoring
and opportunity to learn and discuss about the following topics: Stress Management, Taking Responsibility, Self-
esteem and Self Respect, Resisting Peer Pressure, Media Safety, Coping with Change, Building Your Own Values,
Emotional Intelligence. Our programs also address all cultural and language barriers. Indeed, we are the bridge and
catalyst for positive change.
Extensive outreach, advocacy and teaching our community the best way to navigate through complicated
services providers procedures and how to properly adjust to their new life was also part of the program. SAUC has
been able to support and assist thousands of multiethnic refugees to achieve their self-reliance and self-sufficiency
goals, becoming productive law-abiding citizens that can properly integrate for a great patriotism. Through constant
Educational and empowerment programs, and guidance SAUC main goal is to enhance and develop skills that result
in better performance striving for excellence, improvement, advancing education and empowerment at the SAUC
Refugee Community Center, where we offer not only access to developmental activities, but also safe, positive,
healthy and caring environment.
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.
SAUC is an inclusive agency, and doesn’t deny services based on race, color, religion, national origin, age,
gender, sexual orientation, and/or citizenship status. SAUC Refugee Community Center serves those with disabilities,
including learning and/or physical disabilities, and serves those who are Deaf or hard of hearing through culturally
sensitive interpreters (which may include, as needed, the teaching of American Sign Language, the use of pictures for
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communication, and/or whatever sign language the client has learn in their country of origin). Public housing provides
rental housing to multiethnic refugees and newcomer Afghans low-income individuals and families, and to individuals
with disabilities.
Although SAUC case managers are successfully satisfying our clients expectation for suitable housing,
including disability’s accommodation, still there are several factors while they are trying to secure housing for the
multiethnic refugees and newcomer Afghans. Before starting the search, case managers should understand the specific
housing need of the client and the conditions set up by the Landlord, such as credit requirement, income level,
transportation needs, and family size, which should fit besides the client’s need and the housing standards set by the
Bureau of Population, Refugee, and Migration (PRM).
Most of the time the multiethnic refugees and newcomer Afghans are arriving with big expectation, which
sometime make the selection process difficult. Also, client’s accessibility requirements should be taking into
consideration, such as proximity to grocery stores, parks, and public transit, which is necessary for the multiethnic
refugees and newcomer Afghans.
If additional translation services are needed outside the current scope of SAUC, the center has access to local
and worldwide translation networks to seek assistance which can be utilized by video conferencing as needed. As to
HUD'S Equal Access Rule, SAUC is of course firmly opposed to any form of discrimination and that includes not
tolerating any discrimination against any person due to their stated gender identity.
As stated previously, at SAUC, part of the assistance we provide to our clientele is to assist them in finding
housing. Should we learn of any violations of the Equal Access Rule, we would report the same to the appropriate
governmental authority, Maricopa County Attorney's Office, Arizona Attorney General's office, HUD, the DOJ or any
other governmental entity that might have jurisdiction to deal with such discrimination.
SAUC's main office is located on the second floor of the building (Suites 10, 11, 12/ 14), there is a stairway
but no elevator. As a result, SAUC has also rented suite # 5 on the ground floor of the building so that individuals
with disabilities and who are, for example, wheelchair-bound, have direct access to the ground floor office and can
avail themselves of our services. Suite 5 has a meeting room that is ADA compliant. All doorways are at least 32
inches wide and parking spaces are located close to the building and specially suite 5 entry, and all doors are easy to
open. SAUC employees, volunteers and clients, including those with impaired vision, or hearing are notified of the
SAUC policy of non-discrimination on the basis of handicap.
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:
SAUC Refugee Community Center has earned a reputation by being sustainably uninterrupted in voluntarily
delivering noble and honest services and acting always according to the highest professional and ethical standards.
Central to our approach is to increase confidence and trust, building a better society by helping refugees to overcome
obstacles and remove barriers. We serve the most vulnerable in Maricopa County, particularly multiethnic refugees,
newcomer Afghans and others. SAUC Refugee Community Center provides needed services, assistance and
educational and empowerment programs to the multiethnic refugees, offering not only access to developmental
activities, but also a safe, kind, positive, healthy and caring environment. Opportunity will never happen, unless it is
created with hard work, based on a conceptual and intellectual dynamism that allows one to act correctly by always
doing the right things.
We have been successful in achieving a truly remarkable educational and empowerment program for strong
and extraordinary community success; and the record and facts indicate that SAUC has always helped and properly
guided the young generation and adults to achieve success in their life. The COVID-19 crisis has tested our resolve
and performance, and SAUC has been committed to stay the course by keeping the SAUC Refugee Community Center
open all through the Pandemic period to ensure adequate delivery services and to continue the educational and
empowerment programs for all the multiethnic refugees, including newcomer Afghans, while implementing relevant
precautionary measures, this is a testimony to our endurance and to stay always in course and not get shaken out of
the difficult situation. In the Pandemic period we have all faced hardship, but we feel blessed to have been surrounded
by love, care, and hope as we look forward to the future. Refugees and Immigrants are the most impacted by the
economic losses of the coronavirus pandemic; and the COVID-19 crisis has affected all our lives, with refugees/
immigrants the hardest hit.
One of the SAUC Refugee Community Center core values is culture of transparency. Once the first year’s
objectives are met, SAUC will also present those results to community partnerships developed to solicit donations for
future program funding. Membership fees and crowd sourcing and donor fundraising activities will be overseen by
the SAUC Board Developmental Committee. With new skills and increased confidence, the multiethnic refugees and
newcomer Afghans will be better positioned to obtain higher paying jobs and access opportunities for career
advancement. All graduates of the program go on to become members of the SAUC Refugee Community Center,
contributing to the SAUC membership fees, and some will volunteer at the center as well. In this way those who have
benefited from the support of the SAUC Refugee Community Center reciprocate by helping others in the SAUC
Refugee Community Center. Therefore, with the successful implementation of this Refugee Relocation Program
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hundreds of multiethnic refugees and newcomer Afghans will become self-sufficient and willing voluntarily contribute
to the SAUC membership fees that will allow the SAUC Refugee Community Center to continue assisting them for
the needs of their life success in their new home.
5.5.7.1.2.2.1 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.
The Somali American United Council of Arizona, over the years of its existence, has built partnerships with
many organizations –governmental, not-for-profit, Faith-based, increasing the number of its constituents, and grown
its base of volunteers. All of these relationships entail the tracking of information. We always believe in collaboration
as a method that creates harmony and the best ways of working together to perform common goals. To extend and
strengthen partnership and collaboration initiatives with all Non-Profit organizations and Agencies, which are serving
refugee communities, is one of our priorities. We always remain committed to working with any entity involved in
helping refugee communities.
SAUC is committed to gathering evidence to show that the used method effectively achieves the goals and
creates an effective and meaningful empowerment process for self-sufficiency. We always remain committed to
working with any entity involved in helping refugee communities. SAUC always shares all results and information
with other non-profit organizations working with refugees in Arizona. Analysis of experiences and feedback within
the partners is always rich resources for empowerment.
Keeping in mind that the secret of success is constancy of purpose and in response to development, SAUC
will continuously reform and change for better services and for more efficiency and effectiveness in the
implementation of our program. SAUC leadership always looks and facilitate examining the basic forces for the
change requirements, using major types of changes, such as structure that will lead to properly design the required
organizational change for better performance, professional excellence and productivity. SAUC always shares all
results and information with other non-profit organizations working with refugees in Arizona. Analysis of experiences
and feedback within the group is always rich resources for empowerment.
We are fully competent and understand the requirements and solemnly commit and assure that if we get the
opportunity, we will strictly follow the Grant Agreement and all the recommendations and professional guidelines of
Maricopa County HSD and Maricopa County DPH.
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.
SAUC Refugee Community Center provides needed services, assistance and educational and empowerment
programs to the multiethnic refugees, offering not only access to developmental activities, but also a safe, kind,
positive, healthy and caring environment.
Strategic vision is to provide a perspective on where the organization is headed. SAUC has a stated vision of
becoming the premier institution that offers high quality services to the refugee and underserved community and
prepare individuals of highest moral fiber. This conveys SAUC’s dedication and commitment in promoting examples
of success and high quality of empowerment, guidance and education, and offering the best services to the refugee
community. SAUC main objective is to achieve maximum output or results using minimum resources in a shortest
time possible. Helping people learn is an exciting, creative, challenging and rewarding experience.
Once the first year’s objectives are met, SAUC will also present those results to community partnerships
developed to solicit donations for future program funding. Membership fees and crowd sourcing and donor fundraising
activities will be overseen by the SAUC Board Developmental Committee. With new skills and increased confidence,
the multiethnic refugees and newcomer Afghans will be better positioned to obtain higher paying jobs and access
opportunities for career advancement. All graduates of the program go on to become members of the SAUC Refugee
Community Center, contributing to the SAUC membership fees, and some will volunteer at the center as well. In this
way those who have benefited from the support of the SAUC Refugee Community Center reciprocate by helping others
in the SAUC Refugee Community Center. Therefore, with the successful implementation of this Refugee Relocation
Program hundreds of multiethnic refugees and newcomer Afghans will become self-sufficient and willing voluntarily
contribute to the SAUC membership fees that will allow the SAUC Refugee Community Center to continue assisting
them for the needs of their life success in their new home.
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.
SAUC will create efficient collaborative initiatives with partnering institutions for a successful
implementation of the Refugee Relocation program. Our programs serve predominantly low-income refugee families,
and through partnership and collaboration initiatives we have developed mutual trust and understanding as we learn
from each other in an environment of respect and trust. The SAUC serves as a model for other non-profit organizations
working with refugee communities and immigrant populations by building a structure of best practices, believing in
collaboration as a method that creates harmony and the best ways of working together to perform common goals.
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Through the evaluation process, SAUC will further develop and refine its collection, analysis and storage methods. It
will also serve to identify challenges, problems and weaknesses early enough to address them and adjust our course
of action in a timely manner.
In its growth, SAUC Refugee Community Center has become more and more organized in the collection and
storage of data. Where possible, tools will be elicited from partner agencies and individuals. SAUC will actively seek
the expertise of partners concerning collection, analysis and storage, sharing. Baseline Data will be established in
conjunction with partner organizations. At predetermined intervals, data concerning objectives and outcomes will be
collected from which program improvements may be made. Qualitative data may include satisfaction surveys;
interviews; observations of changes in knowledge, attitude and behavior; and anonymous suggestion-box entries.
Qualitative data will be particularly important in measuring outcomes of this grant’s programs. With many multiethnic
refugees and newcomer Afghans participants being preliterate, number-based or written word-based surveys of
participants wouldn’t be viable. (While new for many participants to be “measured”, non-quantitative tools can have
the effect of being welcoming and inclusive for the participants – if well drafted). We will continuously monitor
closely all activities for a successful program’s implementation, collecting data and information to measure our success
and adjust our actions.
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.
We apply a positive working environment that always provides opportunities to achieve high performance and
productivity. We encourage teamwork and the creation of healthy atmospheres, establishing a system of learning and
adopting working with each other as a productive team. We also encourage sharing information in a proper manner
with subordinates, peers and superiors which will be a positive step towards being willing to share credit and success
in accomplishing tasks successfully. The application of principles and methodologies will be included in most of the
activities, which will also investigate the management approaches and economics practices, including strategies
necessary for improving efficiency and effectiveness that will also be applied to understand and effectively manage
all the components of the Refugee Relocation program.
Our program is designed to enhance developing skills with profound wisdom and constancy of purpose, and in
understanding economics and increasing management’s effectiveness and efficiency, and in building success in
applying high performance and productivity-based management system. At the SAUC Refugee Community Center
we apply healthy climates that has direct implication for morale and productivity, which will lead to create an
atmosphere of security’s approval.
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.
If the amount of funding being requested is less than the amount needed for the proposed program, than the following
grants will make up the difference: ADES 18-212371 Program Development, CTR063495 Supplemental Services,
and 220148-RFP Maricopa County Non-Profit Assistance Program.
5.7.1.2.6 Documentation as necessary for the expenses for which the grant funds will be used for.
An Itemized Budget located in Attachment D shows detailed expenses allocations.
During the course of this project, the Somali American United Council utilized additional financial resources through
grants and memberships dues and donations from community. Members of SAUC can include staff members,
volunteers and other communities who believe in the mission and vision of the organization. These funds assisted
SAUC in leveraging the required operating costs.
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.
Accountability to one another is an essential aspect of our team. Accountability always inspires mutual commitment
and trust, which is a key to our team’s effectiveness.
Evaluation builds the ability to provide regular feedback on the performance and determine whether a
program has achieved its goal and whether this could have been achieved more efficiently. Evaluation refers to three
standards against which a program can be evaluated, such as compliance, efficiency and effectiveness. Correct and
proper evaluation process will provide valuable information for appropriate correction of the work execution, and
SAUC always develops relevant and reliable criterion measures. By creating a high level of honesty and integrity,
SAUC leadership and executive team feel proud not only of services provided and success achieved, but also the
values that the SAUC Refugee Community Center lives by. We believe and consider that the quality of the
management determines success, and SAUC executive team is equipped with high quality management skills that
ensure sustainability, performance and policy compliance. The means to achieve feedback are usually through daily
observation, continuous monitoring process, reporting and evaluation surveys. Surveys will help to get the client’s
reaction for the service provided and for the benefit they achieved from participating in the different educational and
empowerment programs offered at the SAUC Refugee Community Center.
For the Refugee Relocation Program implementation if we will have the opportunity, SAUC top
management will provide detailed direction for an effective program’s implementation with clear work execution’s
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plan and more realistic required course of action, and accurate feedback. We will also make sure that all involved
elements receive training for the effective implementation of the program, including job responsibilities and role
clearance. Our accurate data and reporting system are always based on facts and figures. A data collection, tracking,
and reporting system are required to report performance measure data. Performance measures reflect system,
program and activities. SAUC is well known for establishing a regular and reliable internal monitoring procedures
as a major priority in our performance with ability to determine the level of the desired program’s implementation
and acting correctly by always doing the right things. We solemnly assure that we will be strictly committed to
submit the monthly required reporting on time and along with the quarterly report we will submit clients’ success or
impact stories and a CPAs accurate financial documentation from BARRY & MOORE Firm.
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.