SYNAPSE CHNA CONTRACT FY26-29 CITY OF HOPE.PDF

CONTRACT FOR SERVICES
MARICOPA COUNTY
by and through the
DEPARTMENT OF PUBLIC HEALTH
AND
WESTERN REGIONAL MEDICAL CENTER, INC. D/B/A CITY OF HOPE PHOENIX
1. Contract No: ______________________________ 2. Contract Type: Service
3. Contract Amount: $117,000 4. Purpose: Community Health Needs Assessment
5. Start Date: July 1, 2026 6. Expiration Date: June 30, 2029
______________________________________________________________________________________________________
This is entered into by and between Western Regional Medical Center, Inc. d/b/a City of
Hope Phoenix, referred to herein and Maricopa County, by and through its Department of Public
City of Hope
the
services as set forth below. All rights and obligations of the Parties shall be governed by the terms of this Contract, its exhibits,
attachments, and appendices, including any subcontracts or amendments as set forth herein and in:
Section I - General Provisions Section III - Compensation
Section II - Scope of Work
This Contract contains all the terms and conditions agreed to by the Parties. No other understanding, oral or otherwise, regarding
the subject matter of this Contract shall be deemed to exist or to bind the Parties. Nothing in this Contract shall be construed as
consent to any lawsuit or waiver of any defense in a lawsuit brought against the County or City of Hope in any state or federal
court.
Legal Notice under this Contract shall be given by personal delivery or by registered or certified mail, postage prepaid, return
receipt requested, to the addresses set forth below and shall be effective upon receipt by the Party to whom addressed unless
otherwise indicated in the notice.
Notice to: City of Hope Cancer Center Phoenix Phone: 626-256-4673
Address: 14200 W. Celebrate Life Way, Goodyear, AZ 85338
Notice to: MCDPH Grants/Contract Unit Phone: (602) 372-0674
Address: 4041 North Central Avenue, Suite #1400, Phoenix, Arizona 85012
IN WITNESS WHEREOF, the Parties enter into this Contract:
CITY OF HOPE PHOENIX MARICOPA COUNTY DEPT OF PUBLIC HEALTH
Signature Signature
Laurie Sicaeros
Name Name
Title President, Arizona Title Chair, Board of Supervisors
Date 9/18/2026 Date
ATTEST: ATTEST:
Signature Signature
Office of the Clerk of the Board
Date Date
APPROVED AS TO FORM:
Signature Signature
Attorney for Maricopa County
Date Date
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SECTION I GENERAL PROVISIONS
1. EFFECT
To the extent the Scope of Work conflicts with the General Provisions, the Scope of Work
shall control.
2. DEFINITIONS
As used throughout this Contract, the following terms shall have the following meanings:
A. Contract means this document and all exhibits, attachments, appendices, and
amendments to this Contract.
B. County means Maricopa County, Arizona.
C. Department means the Maricopa County Department of Public Health (MCDPH).
D. Director means the Director of the Department.
E. Funding Source means any federal, state, or private agency funding source that
may impose conditions on the funding that will be passed on to the County.
F. Designated Record Set means a group of records maintained by or for a covered
entity that comprises medical and billing records about individuals maintained by
or for a covered health care provider; enrollment, payment, claim adjudication, and
case or medical management record systems maintained by or for a health plan,
and other records that are used in whole or in part, by or for the covered entity to
make decisions about individuals.
G. Health Care Partner means a person or health care facility licensed, certified, or
otherwise authorized or permitted by law to administer health care in the ordinary
course of business or practice of a profession. This includes Federally Qualified
Healthcare Centers (FQHC), or FQHC look-alike.
3. GENERAL REQUIREMENTS
A. The terms of this Contract shall be construed in accordance with Arizona law. Any
lawsuit arising out of this Contract shall be brought in the appropriate court in
Maricopa County, Arizona.
B. The County shall, without limitation, obtain and maintain all licenses, permits, and
authority necessary to do business, render services, and perform work under this
Contract.
C. The County is an independent Contractor in the performance of work and the
provision of services under this Contract and neither Party is not to be considered
an officer, employee, or agent of the other Party.
4. AMENDMENTS
All amendments to this Contract shall be in writing and signed by the Parties.
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SECTION I GENERAL PROVISIONS
5. RETENTION OF RECORDS, AUDITS, AND DISALLOWANCES
A. This provision applies to all financial and programmatic records, supporting
documents, statistical records, and other records of The County, which are
reasonably considered as relevant to this Contract.
B. The County shall retain all financial books, records, and other documents relevant
to this Contract for five years after final payment or until after the resolution of any
audit questions, which could take more than five years, whichever is longer. The
County, federal, or state auditors, and any other persons duly authorized by the
County, shall have full access to, and the right to examine, copy, and make use of
any and all such materials.
C. The County shall reimburse Partner for any payments made under this Contract
that are disallowed by a federal, state, or Maricopa County audit in the amount of
the disallowance.
6. ASSIGNMENT / SUBCONTRACTING
No rights, liability, obligations, or duties under this Contract may be assigned, delegated,
or subcontracted by the County or Partner without the prior written approval of the other
Party. Any attempt to assign any portion of this Contract without the written consent of the
other Party shall be void. Any assignment shall not alter to
assure that all the provisions under this Contract are fulfilled by its assignee. All terms and
conditions in this Contract shall be included in any assignment.
7. TERMINATION
A. The County or Partner may terminate this Contract at any time with at least 30
days prior written notice to the other Party. Such notice shall be given by electronic
notice, personal delivery or by Registered or Certified Mail, postage prepaid and
return receipt requested.
B. This Contract may be terminated by mutual written agreement of the Parties
specifying the termination date.
C. If not terminated by one of the methods stated above, this Contract shall terminate
on the expiration date of this Contract as stated on the Cover Page.
D. If either Party defaults under this Contract and the default continues for more than
10
specific nature of the default, then the noticing Party may treat the default as a
breach of this Contract. Upon a breach, the aggrieved Party may exercise any
remedy available under the law, including the termination of this Contract.
E. If more than one activity is funded by this Contract the County may terminate any
part of the Scope of Work obligations without impairing the remaining obligations.
F. This Contract is subject to cancellation pursuant to A.R.S. § 38-511.
G. If Partner terminates this Contract prior to the expiration date, Partner will remain
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SECTION I GENERAL PROVISIONS
responsible for payment to County for all work and services performed through the
date of termination and for reimbursement to County of all non-cancellable
commitments incurred in the performance of the work or services.
8. SEVERABILITY
If a court finds that any provision of this Contract is invalid, all the remaining provisions
shall remain in full force and effect.
9. STRICT COMPLIANCE
The waiver of a breach may only be made by a writing signed by the waiving Party and
will not constitute a waiver of any other or subsequent breach to affect in any way the
effectiveness or enforceability of the provision in question.
10. FORCE MAJEURE
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 will include 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, pandemic,
epidemic, interruption or failure of electricity or telecommunication service.
11. COVENANT AGAINST CONTINGENT FEES
Each party warrants that no person or selling agency has been employed or retained to
solicit or secure this Contract upon an agreement or understanding for a commission,
percentage, brokerage, or contingent fee. Either Party may terminate this Contract without
liability for breach of this warranty.
12. SAFEGUARDING CLIENT INFORMATION
The use or disclosure by any Party of any information concerning an eligible person served
under this Contract is directly limited to the performance of this Contract. Each Party shall
safeguard all protected health information as required under the Health Insurance
Portability and Accountability Act.
13. RIGHTS IN PROPERTY AND DATA
Subject to applicable state and federal laws, rules, and regulations, all tangible materials
purchased or acquired by either Party in performance of this Contract shall remain the
property of the Party in possession when the Contract terminates.
Subject to applicable state and federal laws, rules, and regulations, the County shall have
full and complete ownership rights to and the right to reproduce, duplicate, adapt,
distribute, display, disclose and otherwise use all written and electronic information,
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SECTION I GENERAL PROVISIONS
recordings, reports, findings, research information, abstracts, results, software, data,
discoveries, inventions, procedures and processes of services developed by the County
and any other intangible materials created, prepared or received by the County and its
subcontractors in performance of this Contract. Partner shall have full, complete,
perpetual, irrevocable and non-transferable rights to reproduce, duplicate, adapt, make
derivative works, distribute, display, disclose, publish, and otherwise use all intangible
material solely for non-profit purposes. Partner
includes the right to use the intangible materials in connection with its internal, non-profit
research and educational activities, the right to present at academic or professional
meetings or symposia and the right to publish in journals, theses, dissertations or
development.
14. NON-DISCRIMINATION
The Parties, in connection with any service or other activity under this Contract, shall not
in any way discriminate against any person on the grounds of race, color, religion, sex,
national origin, age, or disability. The Parties shall include a clause to this effect in all
subcontracts inuring to the benefit of the County or Partner.
15. EQUAL EMPLOYMENT OPPORTUNITY
The Parties shall not discriminate against any employee or applicant for employment
because of race, color, religion, sex, pregnancy, childbirth, or medical conditions related
to pregnancy or childbirth, political affiliation or religious affiliation or ideas, culture, creed,
social origin or condition, genetic information, sexual orientation, gender identity or
expression, national origin, ancestry, age, disability, military service or veteran status, or
marital status. The Parties shall take affirmative action to ensure that applicants are
employed and that employees are treated during employment without regard to their race,
color, religion, sex, pregnancy, childbirth or medical conditions related to pregnancy or
childbirth, political affiliation or religious affiliation or ideas, culture, creed, social origin or
condition, genetic information, sexual orientation, gender identity or expression, national
origin, ancestry, age, disability, military service or veteran status, or marital status. 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. The
Parties shall, to the extent such provisions apply, comply with Titles VI and VII of the Civil
Rights Act of 1964, as amended (42 U.S.C. §§ 2000a, et seq.); the Rehabilitation Act of
1973, as amended (29 U.S.C. §§ 701, et seq.); the Age Discrimination in Employment Act
of 1967, as amended (29 U.S.C. §§ 621, et seq.); the Immigration Reform and Control Act
of 1986 (Pub. L. No. 99- -09, as amended
by Executive Order 2023-01, which mandates that all persons shall have equal access to
employment opportunities. The Parties shall also comply with all applicable provisions of
the Americans with Disabilities Act of 1990 (42 U.S.C. §§ 12101, et seq.).
16. E-VERIFICATION OF EMPLOYEES
The Parties warrant that they are in compliance with A.R.S. § 41-4401 and further
acknowledge:
A. That the Parties and their subcontractors, if any, warrant their compliance with all
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SECTION I GENERAL PROVISIONS
federal immigration laws and regulations that relate to their employees and their
compliance with A.R.S. § 23-214.
B. That a breach of the warranty under subsection A above shall be deemed a
material breach of this Contract that entitles either Pary to, among other things,
immediately terminate this Contract without liability.
C. That the Contractor retains the legal right to inspect the papers of the other Party
or any subcontractor who works pursuant to this Contract to ensure that Partner or
subcontractor is complying with the warranty provided under subsection A above
and that Partner agrees to make all papers and employment records available
during normal working hours in order to facilitate such an inspection.
17. RIGHT TO EXTEND CONTRACT
The Contract may be extended by mutual written and signed agreement of the Parties for
additional terms up to three-years each. The scope of work and costs will be subject to
renegotiation for each extension.
18. UNIFORM ADMINISTRATIVE REQUIREMENTS
By entering this Contract, the County 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.
19. DISPUTE RESOLUTION
The Parties shall meet and confer in an effort to resolve any dispute that arises out of this
Contract. In the event that such informal efforts to resolve the dispute are unsuccessful
in 90 days, the Parties shall resolve the dispute by arbitration pursuant to A.R.S. § 12-
1518 and §12-3001, et seq.
20. CHANGES
A. The Director may, at any time, by written order and with prior written consent of
Partner, make changes within the scope of this Contract in any one or more of the
following areas:
1) Scope of Work activities reflecting changes in the scope of services,
Funding Source, or County regulations, policies, or requirements.
2) Administrative requirements, such as changes in reporting periods,
frequency of reports, or report formats required by funding source, or
County regulations, policies, or requirements.
3) Contractor reimbursement schedules and program budgets.
B. The Director shall not increase or decrease the maximum reimbursable amount to
be paid the Contractor without an official amendment to this Contract. Additionally,
the Director shall not direct substantive changes in services to be rendered by the
Contractor.
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SECTION I GENERAL PROVISIONS
C. Any dispute or disagreement caused by such written order shall constitute a
"Dispute" within the meaning of the Disputes clause of this Contract and shall be
administered accordingly.
21. SPECIAL REQUIREMENTS
A. The County shall use written subcontracts, consultant agreements and Business
Associate Agreements that conform to federal and state laws and regulations, and
to the requirements of this Contract appropriate to the service or activity covered
by the subcontract. These provisions apply with equal force to the subcontract as
if the subcontractor were the County referenced herein. The County is responsible
for performing under this Contract whether subcontractors are used or affiliates of
the County are used. The County shall submit a copy of each subcontract to
Partner within (15) days of its effective date.
B. The County shall include in any subcontracts a provision to the effect that the
subcontractor agrees that Partner
facilities and the right to examine any books, documents, and records of the
subcontractor, involving transactions related to the subcontract and that such
books, documents, and records shall not be disposed of except as provided herein.
22. INDEMNITY AND INSURANCE:
Partner (as "Indemnitor"), to the fullest extent permitted by law, agrees to indemnify,
defend, and hold harmless the County (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 their negligent performance
of this Contract, but only to the extent that such claims are caused by the act, omission,
negligence, misconduct, or other fault of the Indemnitor, its officers, officials, agents,
employees, or volunteers.
23. LAWS, RULES, AND REGULATIONS
Partner and the County understand and agree that this Contract is subject to all applicable
state and federal laws, rules, and regulations.
24. ADVERTISEMENTS
Except as specifically permitted in this Contract, a Party shall not use the names or
trademarks of the other Party, or its affiliated entities, in any advertising, publicity,
endorsement, or promotion unless the other Party has provided prior written consent for
the particular use contemplated. All requests for approval pursuant to this Section must
be submitted to the other Party, at least five business days prior to the date on which a
response is needed. The terms of this section survive the termination, expiration, non-
renewal, or rescission of this Contract.
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SECTION II SCOPE OF WORK
1. BACKGROUND
Nonprofit hospitals are required under Section 501(r)(3) of the Internal Revenue Code to conduct
a Community Health Needs Assessment (CHNA) at least once every three years.1 The Maricopa
County Department of Public Health (MCDPH) and the Maricopa County Synapse Coalition a
collaborative of major nonprofit hospitals and FQHCs partner to implement a coordinated CHNA
process that identifies the health needs of Maricopa County residents while supporting
organization-specific service area assessments. Since its formation in 2014, the Synapse
Coalition has strengthened CHNA and community health improvement efforts across Maricopa
County and has received national recognition as a model for public-private collaboration.
As Maricopa County's local public health authority, MCDPH is uniquely positioned to collect,
analyze, and report health-related data for organization-specific service areas while providing
comprehensive technical assistance throughout the CHNA process. Over the years, MCDPH has
refined its methodologies to provide enhanced data workbooks, prioritization support, and high-
quality deliverables. These deliverables not only support IRS compliance but also serve as a
foundation for strategic planning, community benefit investments, and data-informed
organizational decision-making.
MCDPH uses the Mobilizing for Action through Planning and Partnerships 2.0 (MAPP 2.0)
framework, a nationally recognized, community-driven strategic planning process for improving
community health. MAPP 2.0 helps communities identify and prioritize public health needs,
leverage community resources, and strengthen collaboration with the goal of improving the
effectiveness of local public health and healthcare systems. 2
In partnership with the Health Improvement Partnership of Maricopa County (HIPMC) a
collaborative of more than 100 community-based organizations MCDPH and the Maricopa
County Synapse Coalition use the MAPP 2.0 framework to assess community health needs,
identify priorities, and advance collaborative health improvement efforts across Maricopa County. 3
The County conducts the following assessments in alignment with MAPP 2.0: Community Partner
Assessment, Community Status Assessment (CSA), and Community Context Assessment
(CCA). These assessments are completed using key informant interviews, focus groups, and
surveys to provide extensive qualitative and quantitative primary data. The County also analyzes
secondary data sets per Primary Service Area (PSA) and integrates findings with those from the
primary data sources. Secondary data sources may include:
o Hospital Discharge Data from ADHS
o Birth/Death from Vital Records
o
o
o Arizona Youth Survey
o National Cancer Institute Cancer Registry via ADHS
o Healthy People 2030
o Other sources that address priority health topics
1 IRS Section 501(r)(3)
2 National Association of County and City Health Officials (NACCHO), Mobilizing for Action through
Planning and Partnerships (MAPP 2.0)
3 Maricopa County Department of Public Health, Maricopa Health Matters Collective
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SECTION II SCOPE OF WORK
2. SERVICE AGREEMENT:
Service/
County agrees to: Partner agrees to:
Deliverable
Synapse 1. Administer and convene meetings of the 1. Designate between two and five employees
Membership Community Health Needs Assessment of the Partner to serve as representatives
Partners Synapse Coalition either virtually on the Synapse Coalition. Representatives
or in-person at a minimum of 8 times per will participate in discussions related to the
year, and to convene joint meetings of the development and implementation of the
Synapse and Health Improvement Community Health Needs Assessment
Partnership of Maricopa County (HIPMC) at process, collaboration with partner health
a minimum of 2 times per year. systems, as well as resource sharing and
2. Provide Synapse members with meeting educational opportunities. For matters
coordination and administrative support, requiring consensus, each participating
including the distribution of calendar organization will have one vote.
invitations, post-meeting communications, Representatives will attend at least 6
and management of access to shared Synapse meetings per year.
meeting resources and materials. 2. Review and update assigned staff contact
3. Designate at least two County points of information annually and provide County
contact for Synapse activities and notify the with any changes to assigned staff and/or
Health Care Partner of any changes to contact information no more than four
assigned staff or contact information no weeks after such changes. New
more than four weeks after such changes. representatives should read the Synapse
4. Recognize Partner's participation in the Onboarding Packet and review their
Synapse Coalition and CHNA-related specific organization SharePoint/Google
initiatives by including the Partner's name Drive prior to their first meeting with
and logo, as authorized by Partner, on the County.
County website, dashboards and other 3. Share periodic updates with Synapse
informational or promotional materials members on how the Health Care Partner
related to the Synapse Coalition and CHNA uses CHNA findings, including Community
activities. Health Improvement Plan priorities or
related actions, when requested or as part
of scheduled Synapse discussions.
4. Grant the County permission to use Partner
name and logo to recognize participation in
the Synapse Coalition and CHNA-related
initiatives, including on the County website,
dashboards, and other informational or
promotional materials.
Member 1. Meet with Partner individually within the first 1. Meet with County within first 12 months of
Project 12 months of the contract cycle to develop a contract cycle to develop a workplan
workplan and timeline for all deliverables timeline for all deliverables that aligns with
Management that align with Partner needs and County Partner needs and County capacity.
capacity. Topics for discussion might 2. At the initiation of workplan timeline
include the Data Workbook format, Partner- development, provide the County with
provided data, and potential indicator organization-specific timelines and
requests beyond those in the Synapse core requirements, including external CHNA
list or Partner-provided data (see below for submission deadlines, internal
description of Data Workbook and Partner- board/committee timelines, deliverable
provided data). requirements specific to Partner, required
2. Maintain reliable communication via virtual approval processes, and applicable
meetings, emails, and telephone as needed branding and marketing materials, such as
based on the phase of the workplan. County logos, brand standards, photos, color
will provide reminders about meetings and palettes, and other formatting or design
workplan timelines. preferences.
3. Coordinate and facilitate ongoing meetings 3. At the initiation of workplan timeline
with Partner, including routine meetings development, identify appropriate Partner
during active project phases and a minimum staff involved in deliverable development,
of three annual check-in meetings during review, and approval and define their roles
non-active phases. and responsibilities.
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SECTION II SCOPE OF WORK
4. Develop meeting agendas and provide 4. Maintain reliable communication with the
meeting minutes and timeline updates County through virtual meetings, email, and
following all meetings. telephone as needed based on the phase
5. Maintain shared documentation and of the workplan and respond to County
resources through County-approved communications and requests within 5-7
collaboration platforms, such as SharePoint business days. Delays resulting from
and Google Drive, in accordance with untimely communication by Partner may
Partner access permissions. impact workplan timelines, and the County
6. Within 12 months following the publication shall not be responsible for recovering lost
of Partner CHNA, meet with Partner to time but will work with Partner to revise
review the effectiveness of CHNA timelines as appropriate.
processes, tools, and measures and identify 5. Participate in ongoing meetings with the
adjustments for future cycles. County, including routine meetings during
active project phases and a minimum of
two annual check-in meetings during non-
active phases. Review meeting agendas,
meeting minutes, action items, and timeline
updates and provide corrections or
feedback as needed.
6. Maintain appropriate access to County-
approved collaboration platforms, including
SharePoint and Google Drive, and notify
the County of any changes to staff access,
permissions, or organizational
requirements that may affect project
coordination and document sharing.
7. Within 12 months following publication of
Partner CHNA, participate in a review of
CHNA processes, tools, and measures,
ensure appropriate staff involved in the
assessment process are represented, and
provide organization-specific feedback to
inform future assessment cycles.
Coordinated 1. Once per Community Health Needs 1. Provide timely input on CHNA data
CHNA Assessment cycle, coordinate the collection tools and measures by the
development of MAPP 2.0-informed CHNA deadlines set by the County. Input may be
Development data collection tools and measures provided during Synapse meetings or in
including the community health survey,
focus groups, and key informant interviews request.
in collaboration with the Synapse coalition.
Coordinated 1. Facilitate collection of MAPP 2.0 CHNA 1. Help identify and promote opportunities to
CHNA Data data components including surveys, focus increase participation in the CHNA survey,
groups, and key informant interviews based focus groups, and key informant interviews
Collection on strategic data collection goals and a through community networks, marketing
targeted regional approach. strategies, and public events. This may
include sharing information and promoting
participation for the CHNA survey with staff,
clients, and community partners via email,
social media, printed materials,
organization tabling opportunities, and
event participation, in accordance with
Partner policies and procedures.
2. 60-90 days prior to the launch of the CHNA
survey, complete the County-provided
survey promotion planning template in a
timely manner, identifying planned outreach
activities and opportunities for County
collaboration. Partner shall update the
template as needed throughout the survey
collection period to reflect any changes to
planned promotional efforts, outreach
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SECTION II SCOPE OF WORK
activities, collaboration opportunities, or
support requested from the County.
3. Support other MAPP 2.0-guided CHNA
partner assessment activities as requested
by County which may include surveys,
focus group participation, key informant
interviews, document review, or other
means of providing input for the process.
CHNA CSA 1. Once per cycle, provide Synapse partners 1. Share CHNA CSA and CCA reports with
and CCA with a report containing analysis of CHNA organizations networks, staff, and
survey data and secondary data analyzed leadership to increase visibility and
Reporting by County and by region and demographic understanding of CHNA and community
factors as appropriate. Benchmarking impact.
against AZ, US, and Health People 2030 2. Support County CHNA triangulation and
Goals will be included where feasible ( CSA prioritization efforts during development of
report ). the Maricopa County CHNA Report
2. Once per cycle, provide a report(s) of 3. Promote CHNA Report/dashboard when it
qualitative focus group and key informant is published on the Maricopa County
interview data report . Website.
3. Provide final Maricopa County CHNA 4. Support and participate as relevant with
results with prioritized County health needs. County Community Health Improvement
Plan workgroups and/or activities based on
priority alignment and opportunity as
discussed with County.
Partner- 1. 90-120 days before the Data Workbook is 1. At the initiation of workplan timeline
Provided due to Partner, County will provide Partner development, Partner and County will
with standardized template(s) for reporting discuss and agree upon the number and
Data aggregate demographic partner data and up types of Partner-provided data sources and
to fifteen (15) Partner-provided indicators. up to fifteen (15) Partner-provided
The template(s) will be designed to meet indicators for consideration for potential
the needs of both the Partner and County. inclusion in the Data Workbook(s),
2. County will incorporate Partner-provided Prioritization Sessions, and CHNA final
indicators in the Data Workbook for review. report.
2. 60-90 days before the Data Workbook is
due to Partner, Partner will provide
aggregated demographic data and
calculated indicators to County using the
County-provided template(s). Partner is
responsible for coordinating the collection
and submission of all required data from
internal staff and serving as the County's
primary point of contact for data
submission. Failure to meet this deadline
may result in Partner-provided
demographic data and indicators not being
included in the Data Workbook,
prioritization sessions, or final CHNA
Report.
3. 60-90 days before the draft CHNA Report
is due to Partner, Partner will provide a
write-up of their data source(s) for inclusion
in the draft CHNA Report, including
(topics). If edits or additional information is
requested by the County, these will be
provided no later than 30 days prior to the
draft CHNA Report deadline. Edits not
received by the deadline may not be
included in the CHNA Report or may result
in missed deadlines.
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SECTION II SCOPE OF WORK
PSA Data 1. Within 90 days of receiving finalized Partner 1. 90-120 days prior to the Data Workbook
Workbook ZIP codes for designated Primary Service deadline, Partner will provide finalized ZIP
Area(s) (PSAs), County will develop one codes for Primary Service Areas (PSA) of
Public Health Data Analysis Workbook for analysis.
one (1) PSAs: 2. If desired by Partner, Partner and the
County will discuss during the workplan
i. Maricopa County PSA initiation the potential inclusion of up to five
Content: One Data Workbook will be (5) additional Hospital Discharge Data
delivered per PSA containing data for the (HDD), Vital Records, or Census indicators
Synapse core indicator set, up to fifteen (15) not included in the Synapse core indicator
additional indicators provided by the Partner set or approved Partner-provided
using the County template(s), and up to five indicators. Additional indicator requests
(5) additional HDD, Vital Records, or census shall be submitted through the County Data
indicators, if available, via the County data Request Portal no later than 150 days prior
request portal. to the Data Workbook deadline to allow
sufficient time for data processing and
Format: Data analysis will be delivered in consideration for inclusion in the Data
the form of an electronic MS Excel workbook Workbook, Prioritization Sessions, and final
or other mutually agreed-upon tabular and CHNA Report.
graphic electronic format, including sections
with the following information: overall rates
per indicator; individual sections for each
health indicator category (e.g. chronic) with
rates by PSA and sex, age group, and
race/ethnicity group; screenshots from
mapping tools; and population demographics
of the PSA.
Data: Each Data Workbook will contain basic
age-adjusted rates for listed PSAs for the
overall population, sex, and race/ethnicity
subgroups, and crude rates for age groups. If
Maricopa County is selected as a PSA, the
geography will also include overall Maricopa
County-level rates for each indicator, as well
as a summary of County resident
demographics. Rates include inpatient
hospitalizations and emergency department
visits based on Arizona Hospital Discharge
Data, and deaths based on AZ vital records
as described below.
Sources: The most recently available data
from Arizona Department of Health Services
Hospital Discharge Data and Vital Statistics,
Behavioral Risk Factor Surveillance System,
Youth Risk Behavioral Survey, PolicyMap,
Census.gov, and other sources as available.
Note: each data source has a different lag
period of when it becomes available, which
may limit the recency of data provided.
Census-released population data are needed
to calculate rates, which may delay or
prohibit analysis of any recent data received.
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SECTION II SCOPE OF WORK
Slide Deck 1. Develop one Slide Deck for the primary 1. Select up to five (5) additional indicators
per 1 PSA Service Area (PSA) included in the CHNA from the approved Data Workbook for
Report, using a standard Maricopa County inclusion in the Slide Deck within 15 days
template with limited customizable elements of receipt of the Data Workbook, according
for the following PSA(s): to the mutually agreed-upon workplan
timeline.
i. Maricopa County PSA
2. The Slide Deck shall include graphical
summaries of a narrowed subset of 10 20
Maricopa County priority indicators from the
current CHNA cycle, when available, or a
consolidated list of previous Synapse
partner priorities, along with up to five (5)
additional indicators selected from the
approved Data Workbook.
3. Slide deck content shall be limited to the
PSA included in the CHNA Report unless a
PSA comparison or additional PSAs have
been selected as an additional contracted
service.
4. Deliver the Slide Deck no later than 120
days following Data Workbook delivery,
according to the mutually agreed-upon
workplan timeline.
Facilitated 1. Co-design a facilitation strategy with 1. Co-design a facilitation strategy with the
Prioritization Partner for indicator Prioritization Sessions County for Partner Prioritization Sessions
including mechanisms for gathering including identifying mechanisms for
feedback and building consensus among gathering feedback and obtaining review
applicable committees, boards, and other and approval from applicable committees,
decision-making bodies, to identify a final boards, and other decision-making bodies,
set of prioritized health needs consisting of to identify a final set of prioritized health
no more than ten (10) health indicators, needs consisting of no more than ten (10)
including both primary and secondary health indicators, including both primary
priorities. and secondary priorities. Partner shall
2. Facilitate one contextual presentation and provide guidance and feedback on
up to two organization-specific Prioritization Prioritization Session methods, content,
Sessions using the subset of indicators and format to ensure the facilitation
included in the presentation Slide Deck. strategy aligns with organizational policies,
Prioritization sessions may be conducted procedures, and decision-making
virtually or in person, as mutually agreed processes.
upon by Partner and the County during 2. Identify and convene appropriate
workplan timeline development. committees, boards, and other decision-
3. Develop and provide interactive virtual making bodies to participate in Prioritization
and/or in-person materials to support Sessions, with Partner serving as the
participant engagement, feedback primary point of contact for coordinating
collection, and polling activities for communications, feedback, and approvals.
Prioritization Sessions. 3. Organize and host Prioritization Sessions,
including coordinating meeting logistics and
distributing meeting invitations, reminders,
background materials, and follow-up
communications.
4. Schedule Prioritization Sessions requiring
County staff participation at least 8 weeks
in advance to ensure staff availability and
planning.
5. Provide materials and logistical support
required for in-person Prioritization
Sessions, including printed materials,
meeting supplies as needed, and
appropriate internet connectivity,
audiovisual resources, and technology
necessary to support prioritization activities.
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SECTION II SCOPE OF WORK
CHNA 1. Develop one IRS-compliant CHNA Report 1 1. During workplan development, ensure
Report using a standard Maricopa County template appropriate Partner marketing and
with limited customizable elements like communications staff, as applicable,
branding colors, fonts, and images and participate in establishing organizational
incorporating a maximum of ten (10) total branding guidelines, formatting
health indicators (includes main and sub requirements, and other formatting or
priorities) included for each of the following design preferences for incorporation into
PSA(s): the report.
2. Complete designated sections of CHNA
i. Maricopa County PSA Report specific to Partner background,
2. Include relevant, high-level disparities and programs, services, any Partner-provided
key findings from Maricopa County CHNA data sources, and other organization-
Data Reporting, PSA Data Analysis, Partner specific content no later than 60 days prior
Provided Data (if any) as included in the to the draft report deadline. Failure to meet
Data Workbook, and Prioritization Sessions, this deadline may cause delays in CHNA
as well as Partner-provided patient Report delivery.
demographics. The County shall make 3. Provide feedback on CHNA draft report
reasonable efforts to incorporate the most within two weeks of receipt or according to
current available data and analyses into a mutually agreed-upon timeline. Failure to
contract deliverables; however, the County meet this deadline may cause delays in
does not guarantee the availability, CHNA Report delivery.
inclusion, or timing of any specific data or 4. Include Maricopa County logo in final
analyses. published report and acknowledge
3. Provide one draft to Partner for review and partnership with Maricopa County
approval prior to finalization of the Department of Public Health and Synapse
deliverable. Coalition.
4. At the initiation of workplan development, 5. If Partner elects to use an organization-
collaborate with Partner's marketing and specific reporting format in lieu of the
communications staff, as applicable, to standard Maricopa County CHNA template,
establish organizational branding Partner shall provide the template,
guidelines, formatting requirements, and formatting requirements, and any
other formatting or design preferences for associated instructions in a format editable
incorporation into the report, as appropriate. by the County and according to timelines
5. If Partner elects to use an organization- established in the workplan. Partner shall
specific reporting format in lieu of the not modify County-developed data,
standard Maricopa County CHNA template, analyses, or other County-authored report
the County shall incorporate CHNA content content. Partner is responsible for verifying
and findings into the Partner-provided that all content incorporated into the
template, subject to the template's organization-specific template is accurate
structure, formatting requirements, technical and complete.
limitations, County capacity, branding or 6. Notify the County upon publication of the
document design preferences established Partner CHNA and provide a link to the
during workplan development. final report as published on the Partner
website.
1According to IRS posted requirements
Community health needs assessment for
charitable hospital organizations - Section
501(r)(3) | Internal Revenue Service
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SECTION III COMPENSATION
1. COMPENSATION
A. Partner shall pay the County for the services described herein for a sum not to
exceed the Contract Amount listed on the cover page of this Contract in equal yearly
installments of $39,000 over the three-year term of this Contract.
B. Partner shall pay the County an amount not to exceed (NTE) $117,000 for the life of
this Contract. Partners can add additional services during the contract cycle. Any
additional service that is requested will require a contract amendment that includes
an updated price sheet with the additional services. The Partner will retroactively pay
for the additional services for the duration of the contract. Please refer to price sheet
for additional services.
2. METHOD OF PAYMENT
A. Invoice with Net 45 terms.
B. Invoices shall be submitted to: CAP-AP@coh.org
3. NOTICE
Any notice given under this Contract shall be sent to the attention of the following:
Maricopa County City of Hope Cancer Center Phoenix
Department of Public Health, Attn: Community Benefit and Office of
Health Outreach, Partnerships, & the General Counsel
Empowerment
4041 N. Central Avenue 14200 W. Celebrate Life Way
Suite #600 Goodyear, AZ 85338
Phoenix, AZ 85012
Maricopa County
Department of Public Health
Grants and Contracts Unit
4041 N. Central Ave #1400
Phoenix, AZ 85012
15