HOM INC. AGREEMENT.PDF

AGREEMENT
FOR SERVICES BETWEEN
MARICOPA COUNTY
ADMINISTERED BY ITS
HUMAN SERVICES DEPARTMENT
AND
HOM, INCORPORATED
Agreement: $4,970,555
Agreement Start Date:
Agreement Termination Date: June 30, 2023
Agreement Number: C-22-22-151-X-00
Program Number: ARPA21HOM
CFDA Number: 21.027 American Rescue Plan Act of 2021
DUNS #: 940883788
This Agreement (“Agreement”) is entered into by and between the HOM Incorporated
(“Contractor”), and Maricopa County, administered by its Human Services Department,
(“County”). The Contractor and County are collectively referred to here as the “Parties” and
individually as a “Party.” The Contractor, for and in consideration of the covenants and conditions
set forth in this Agreement, shall provide and perform the services contained in it. All rights and
obligations of the Parties shall be governed by the terms of this Agreement, its exhibits,
attachments, and appendices, including any Subcontracts, Amendments, or Change Orders as
set forth in this Agreement and in:
Section 1 – General Provisions
Section 2 – Special Provisions
Section 3 – Work Statement
Section 4 – Budget and Compensation
Contractor Michael Shore Phone: (602) 507-6745
Representative: President and CEO Email: mikeshore@hominc.com
Address: 5326 East Washington Street, Suite 5
Phoenix, AZ 85034
Maricopa County Rachel Milne Assistant Phone: (602) 372-1528
Representative: Director Email: rachel.milne@maricopa.gov
Address: 234 N. Central Avenue, 3rd Floor
Phoenix, AZ 85004
Notices under this Agreement shall be given either by personal delivery or by registered or
certified mail postage prepaid and return receipt requested, to the persons at the addresses set
forth above and shall be effective upon receipt if personally delivered and three (3) business days
after being placed in the U.S. Mail, properly addressed, with sufficient postage, if sent by
registered or certified mail, unless otherwise indicated in the notice. Business days means
Monday through Friday, unless recognized as a federal or State of Arizona holiday.
This Agreement contains all the terms and conditions agreed to by the Parties. No other
understanding, oral or otherwise, regarding the subject matter of this Agreement shall be deemed
to exist or to bind the Parties to this Agreement. Nothing in this Agreement shall be construed as
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consent to any lawsuits or waiver of any defenses in any lawsuits brought against Maricopa
County or the Contractor in any state or federal court.
IN WITNESS, the Parties have approved and signed this Agreement:
APPROVED BY: APPROVED BY:
HOM Incorporated MARICOPA COUNTY
___________________________________ ____________________________________
Michael Shore Jack Sellers
President/CEO Chairman, Board of Supervisors
Date: ______________________________ Date: _______________________________
Attested to:
Clerk, Board of Supervisors
Date
This Agreement has been reviewed by the undersigned Attorney who has determined that is
proper in form and within the power and authority granted under laws of the State of Arizona.
APPROVED AS TO FORM:
Deputy County Attorney Date
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SECTION 1
GENERAL PROVISIONS
Maricopa County
Human Services Department
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Section 1 General Provisions
1.0 PURPOSE
The County shall provide Contractor with America Rescue Plan Act, ARPA, funds for the
provision of the activities as identified in Section 3, Work Statement.
2.0 TERM
This Agreement shall commence and terminate on the dates listed on page 1 of this
Agreement. This Agreement shall become effective upon approval and signature by both
Parties.
3.0 RENEWAL
This Agreement may be renewed by a written amendment provided the Contractor is in full
compliance with all terms and conditions of this Agreement. Under A.R.S. § 11-952, no
renewal may exceed the duration of the previous agreement. The County shall notify the
Contractor in writing of its intent to extend the Agreement term at least thirty (30) calendar
days prior to the expiration of the original Agreement term, or any additional terms thereafter.
4.0 AMENDMENTS
All Amendments to this Agreement shall be in writing and signed by authorized signers for
both Parties.
5.0 TERMINATION
5.1 Under A.R.S. § 38-511, the County may cancel this Agreement without penalty or
further obligation within three years after execution of this Agreement, if any person
significantly involved in initiating, negotiating, securing, drafting or creating this
Agreement on behalf of the County at any time while this Agreement or any
extension of this Agreement is in effect, is or becomes an employee or agent of any
other party to this Agreement in any capacity or consultant to any other party to this
Agreement with respect to the subject matter of this Agreement. 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 this Agreement on behalf of the County from any other party to this
Agreement arising as the result of this Agreement. A cancellation notice made under
this Subparagraph shall be effective when the recipient receives a written notice of
cancellation unless the notice specifies a later date.
5.2 Either party may terminate this Agreement at any time by giving the other Party at
least sixty (60) calendar days prior notice in writing (unless terminated by the County
under the Availability of Funds provision). The notice shall be given by either
personal delivery or registered or certified mail, postage prepaid and return receipt
requested, to the persons at the addresses set forth on page 1 of this Agreement.
5.3 The County has the right to terminate this Agreement upon twenty-four (24) hour
notice when the County deems the health or welfare of the service recipients are
endangered or the Contractor’s noncompliance jeopardizes funding source financial
participation. If not terminated by one of the above methods, then this Agreement
will terminate upon the expiration of the Term of this Agreement stated on page 1 of
this Agreement.
5.4 In accordance with 2 C.F.R. §§ 200.340 et seq., the County may suspend or
terminate this Agreement if the Contractor violates any term or condition of this
Agreement or if the Contractor fails to maintain a good-faith effort to carry out the
purpose of this Agreement.
5.5 The Parties may terminate this Agreement for convenience in accordance with 2
C.F.R. § 200.340. The Parties shall agree upon the termination conditions including
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Section 1 General Provisions
the effective date of the termination. The Party initiating the termination shall notify
the other Parties in writing stating the reasons for such termination.
6.0 EFFECT
To the extent that the Special Provisions are in conflict with the General Provisions, the
Special Provisions shall control. To the extent that the Work Statement is in conflict with the
General Provisions or the Special Provisions, the Work Statement shall control. To the
extent that the Compensation Provisions are in conflict with the General Provisions, Special
Provisions, or Work Statement, the Compensation Provisions shall control. Nothing in this
Agreement shall operate to increase the Operating Budget without a written amendment to
this Agreement.
7.0 DEFINITIONS
As used throughout this Agreement, the following terms shall have the following meanings:
7.1 Assistant Director means the Director of the Housing and Community
Development Division within the Human Services Department.
7.2 Contractor means an entity that receives a contract as defined in §200.22
Contract.
7.3 Department means the Maricopa County Human Services Department.
7.4 Director means the Director of the Maricopa County Human Services Department.
7.5 Division means Housing and Community Development Division of the Human
Services Department.
7.6 Equipment means all vehicles, furniture, machinery, electronic data processing
(EDP) equipment, and software and all other equipment costing $5,000 or more,
including all normal and necessary expenses incurred to make the equipment ready
for its intended use (e.g., taxes, freight, installation, assembly and testing charges,
etc.), and with a useful life of greater than one year. Equipment as used in this
Agreement does not include real property (e.g., land, building, structures, or facilities’
improvements).
7.7 Pass-through entity (PTE) means a non-federal entity that provides a Subcontract
to a Contractor to carry out part of a federal program.
7.8 Public Agency has the meaning prescribed by A.R.S. § 11-951.
7.9 Subcontract means any Agreement entered into by a Contractor with a third party
for performance of any of the work or provision of any of the services covered by
this Agreement.
7.10 Subcontractor means an entity funded through the Contractor to provide services
required by the Work Statement.
7.11 Subaward means an award provided by a pass-through entity to a Contractor for
the Contractor to carry out part of a federal award received by the pass-through
entity. It does not include payments to a Contractor or payments to an individual that
is a beneficiary of a federal program. A Subaward may be provided through any form
of legal agreement, including an agreement that the pass-through entity considers a
contract.
7.12 Subrecipient means a public or private nonprofit agency, authority or organization,
or an entity, to which a subaward is made and which is accountable to the recipient
for the use of the funds provided.
7.13 Vendor means an entity funded through the Contractor to provide services required
by the Work Statement.
7.14 Work Statement means Section 3 of this Agreement, which describes the services
to be delivered under this Agreement.
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Section 1 General Provisions
8.0 GENERAL REQUIREMENTS
8.1 The terms of this Agreement shall be construed in accordance with Arizona law and
the applicable laws and regulations of the United State Department of Treasury
(Treasury). Any lawsuit arising out of this Agreement shall be brought in the
appropriate court in Maricopa County, Arizona.
8.2 The Contractor shall, without limitation, obtain and maintain all licenses, permits and
authority necessary to do business, render services and perform work under this
Agreement, and shall comply with all laws regarding unemployment insurance,
disability insurance and worker's compensation.
8.3 The Contractor is an independent contractor in the performance of work and the
provision of services under this Agreement and is not to be considered an officer,
employee or agent of the County.
8.4 The Contractor shall comply with the regulations prohibiting a conflict of interest. The
Contractor shall not make any payments, either directly or indirectly, to any person,
partnership, corporation, trust, or other organization that has a substantial interest in
Contractor's organization or with which the Contractor (or any of its directors,
officers, owners, trust certificate holders, or a relative thereof) has a substantial
interest, unless the Contractor has made full written disclosure of the proposed
payments to the County and has received written approval for the payments.
8.5 For purposes of this provision, the terms "substantial interest" and "relative" shall
have the meanings prescribed by A.R.S. § 38-502.
9.0 ACCEPTANCE OF FUNDS
Contractor hereby accepts the award of funds under the terms of this Agreement and agrees
to execute and return this Agreement to the County within thirty (30) days after receipt,
unless Contractor receives a written waiver of this requirement by the County.
10.0 ASSIGNMENT AND SUBCONTRACTING/SUBCONTRACT
10.1 No right, liability, obligation or duty under this Agreement may be assigned,
delegated or subcontracted, in whole or in part, without the prior written approval of
the County. The Contractor shall bear all liability under this Agreement, even if it is
assigned, delegated, or subcontracted, in whole or in part, unless the County agrees
otherwise.
10.2 In accordance with 2 C.F.R. § 200.331, the Contractor may make a “Subcontract”
as a pass-through entity for the purpose of carrying out a portion of the federal award
and General Funds. The Contractor will make determinations classifying recipients
of federal funds as a Contractor.
11.0 AVAILABILITY OF FUNDS
11.1 The provisions of this Agreement relating to the payment for services shall become
effective when funds assigned for the purpose of compensating the Contractor, as
provided in this Agreement, actually are available to the County for disbursement.
The County shall be the sole authority in determining the availability of funds under
this Agreement and the County shall keep the Contractor fully informed as to the
availability of funds.
11.2 If any action is taken by any State agency, federal department or any other agency
or instrumentality to suspend, decrease, or terminate its fiscal obligation under or in
connection with this Agreement, then the Parties may amend, suspend, decrease,
or terminate their obligations under or in connection with this Agreement. In the event
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of termination, the Parties shall be liable for payment only for services rendered prior
to the effective date of the termination, provided that such services performed are in
accordance with the provisions of this Agreement. The Parties shall give written
notice of the effective date of any suspension, amendment, or termination under this
section at least ten (10) calendar days in advance.
12.0 BUDGET ADJUSTMENTS
12.1 Any requests for reasonable budget adjustments shall be submitted ninety (90)
calendar days prior to the Termination Date of this Agreement. Requests for financial
adjustments to this Agreement shall be supported by appropriate documentation. If
the County agrees to the budget adjustments, the County shall follow Paragraph 4.0
above.
12.2 The Contractor must receive prior written approval from the County to move funds
from one budget line item to another. Budget adjustments that do not change the
total Agreement amount may be documented by an Administrative Change Order
approved and fully executed by the Chairman of the Board of Supervisors and the
Contractor’s authorized Representative and defined in Section 2 (Special
Provisions), Paragraph 10.1.13. If a budget adjustment is necessary that either
increases or decreases the Agreement amount, then the County shall follow Section
1 (General Provisions), Paragraph 4.0 (Amendments) of this Agreement to amend
the Agreement.
13.0 DISPUTES
13.1 Except as may otherwise be provided for in this Agreement, the Parties may attempt
to informally resolve any dispute arising out of this Agreement for a reasonable
period of time, which shall not exceed one hundred twenty (120) calendar days.
Disputes which are not resolved in that time period, shall be submitted in accordance
with the following formal dispute resolution process.
13.2 Notice of the specific grounds of a dispute shall be in writing and filed with the
Assistant Director within ten (10) business days from the date the Contractor knew
or should have known of the basis of the dispute.
13.3 The Assistant Director shall respond in writing to the Contractor within fourteen (14)
business days. The decision of the Assistant Director shall be final and conclusive
unless, within seven (7) business days after the date the Contractor is served with
the decision, the Contractor files a written notice of appeal with the Human Services
Department Director.
13.4 The Human Services Department Director shall provide the Contractor with a written
response within fourteen (14) business days following receipt of the notice of appeal.
The decision of the Director shall be final and not appealable.
13.5 Pending a final decision of the Director, the Contractor shall diligently proceed with
its performance of this Agreement in accordance with the Assistant Director’s
decision.
14.0 SEVERABILITY
Any provision of this Agreement that is determined to be invalid, void, or illegal by a court
shall in no way affect, impair, or invalidate any other provision of this Agreement, and the
remaining provisions shall remain in full force and effect.
15.0 STRICT COMPLIANCE
The County’s acceptance of the Contractor’s performance that is not in strict compliance
with the terms of this Agreement shall not be deemed to waive the requirements of strict
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compliance for all future performance. All changes in performance obligations under this
Agreement shall be in writing and signed by both Parties.
16.0 SINGLE AUDIT ACT REQUIREMENTS
The Contractor is in receipt of federal funds through the County and is subject to the federal
audit requirements of the Single Audit Act of 1984, as amended (Pub. L. No. 98-502)
(codified at 31 U.S.C. § 7501, et seq.). The Contractor shall comply with 2 C.F.R. 200,
Subpart F. Upon completion, such audits shall be made available for public inspection.
Audits shall be submitted to the County within the twelve (12) months following the close of
the fiscal year. The Contractor shall take corrective actions within six (6) months of the date
of receipt of audit findings. The County shall consider sanctions as described in 2 C.F.R. §
200.505 if it is determined by Department of Treasury or the County that the Contractor is
not in compliance with the audit requirements.
17.0 AUDIT DISALLOWANCES
17.1 The Contractor shall, upon written notice, reimburse the County for any payments
made under this Agreement that are disallowed by a federal, state, or County audit
in the amount of the disallowance. Court costs and attorney and expert fees incurred
will be specifically identified as applicable to the recovery of the disallowed costs in
question.
17.2 If the County determines that a cost for which payment has been made is a
disallowed cost, then the County will notify the Contractor in writing of the
disallowance and the required course of action, which shall be at the option of the
County, either to adjust any future claim submitted by the Contractor by the amount
of the disallowance or to require immediate repayment of the disallowed amount by
the Contractor issuing a check payable to the County.
18.0 COMPETITIVE BID REQUIREMENTS
18.1 Equipment
If this Agreement is with other than a Public Agency, the Contractor shall obtain all
equipment to be utilized under this Agreement and purchased with funds provided
under this Agreement at the lowest practical cost in accordance with the following
competitive bidding system:
18.1.1 Procurements in excess of $300, but less than $1,000, require oral price
quotations from two or more vendors. The Contractor shall keep and
maintain a record of the vendors’ verbal quotations. The Contractor’s award
shall be made to the lowest bidder meeting specification requirements
concerning price, conformity to specifications, and other purchasing factors.
18.1.2 Procurements exceeding an aggregate amount of $1,000 must be approved
by the Assistant Director. At least three (3) bidders shall be solicited to submit
written quotations. The Contractor shall solicit written quotations by issuing
a Request for Quotation to at least three (3) vendors. The award shall be
made to the lowest bidder meeting specification requirements concerning
price, conformity to specifications, and other purchasing factors.
18.2 Supplies
If this Agreement is with other than a Public Agency, then the Contractor shall obtain
all supplies to be utilized under this Agreement and purchased with funds provided
under this Agreement at the lowest practical cost and in accordance with a system
of written quotes whenever the price is expected to be greater than $300, unless the
Contractor obtains the Assistant Director’s prior written approval to purchase
supplies by an alternate method.
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18.3 Bidding Procedures
If the Contractor is a Public Agency, then the Contractor's own bidding procedures
shall govern.
18.4 Procedures May Be Superseded
Funding source requirements relating to competitive bid procedures may supersede
any or all subparts of this clause and will be specified in the Special Provisions
section of this Agreement.
19.0 PROPERTY
19.1 Any County property furnished or purchased pursuant to the terms of this Agreement
shall be utilized, maintained, repaired, and accounted for in accordance with
instructions furnished by the County, and title to all such property shall revert to the
County upon the expiration or termination of this Agreement. The costs to repair
such property are the responsibility of the Contractor within the limits budgeted in
this Agreement.
19.2 Any Contractor property furnished or purchased pursuant to the terms of the
Agreement shall be utilized, maintained, repaired, and accounted for by the
Contractor. Repair costs of such property shall be the responsibility of the
Contractor.
20.0 NON-LIABILITY
The County and its agents, representatives, officials, officers, directors, employees,
volunteers, departments, agencies, boards, committees, and commissions shall not be
liable for any acts or omissions by the Contractor or Vendor or any agents, representatives,
officials, officers, directors, employees, volunteers, departments, agencies, boards,
committees, or commissions of the Contractor or Vendor occurring in the performance of
this Agreement, nor shall the County and its agents, representatives, officials, officers,
directors, employees, volunteers, departments, agencies, boards, committees, and
commissions be liable for any purchases or contracts made by the Contractor or Vendor or
any agents, representatives, officials, officers, directors, employees, volunteers,
departments, agencies, boards, committees, or commissions of the Contractor or Vendor,
in connection with this Agreement.
21.0 INDEMNIFICATION
To the extent permitted by law, the Contractor shall, and shall cause any of its
Subcontractors to, indemnify, defend, and hold harmless the County, any jurisdiction or
agency issuing any permits for any work arising out of this Agreement, and their respective
agents, representatives, officials, officers, directors, employees, volunteers, departments,
agencies, boards, and commissions (hereinafter referred to as “Indemnitee”) from and
against any and all claims, demands, actions, liabilities, damages, losses, judgments, or
expenses (including court costs, attorney and expert fees, and costs of claim processing,
investigation, and litigation) (hereinafter referred to as “Claims”): A.) that either directly or
indirectly are caused by, arise from, or relate to breach of this Agreement by the Contractor
and any of its Subcontractors, or any and all agents, representatives, officials, officers,
directors, employees, volunteers, departments, agencies, boards, or commissions of the
Contractor and any of its Subcontractors; and B.) for bodily injury or personal injury
(including death), or loss or damage to tangible or intangible property caused, or alleged
to be caused by, arise from, or relate to, in whole or in part, the negligent or willful acts or
omissions of the Contractor or any of its Subcontractors, or any and all agents,
representatives, officials, officers, directors, employees, volunteers, departments,
agencies, boards, and commissions of the Contractor and of any Subcontractors. This
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indemnity includes any claim or amount arising out of or recovered under the Worker’s
Compensation Law or arising out of the failure of the Contractor or any of its
Subcontractors to conform to any federal, state or local law, statute, ordinance, rule,
regulation or court decree. It is the specific intention of the Parties that the Indemnitee
shall, in all instances, except for Claims arising solely from the negligent or willful acts or
omissions of the Indemnitee, be indemnified by the Contractor and any of its
Subcontractors from and against any and all claims. It is agreed that the Contractor and
any of its Subcontractors will be responsible for primary loss investigation, defense, and
judgment costs where this indemnification is applicable.
22.0 INSURANCE
22.1 The Contractor, shall and shall cause any of its Subcontractors to purchase and
maintain the minimum insurance stipulated in this Agreement from a company or
companies duly licensed by the State of Arizona and possessing a current A.M.
Best, Inc. rating of B++6 or higher. In lieu of State of Arizona licensing, the stipulated
insurance may be purchased from a company which is or companies which are
authorized to do business in the State of Arizona, provided that such insurance
company or companies meet the approval of the County. The form of any insurance
policies and forms must be acceptable to the County.
22.2 All insurance required under this Agreement shall be maintained in full force and
effect until all work or service required to be performed under the terms of the
Agreement is satisfactorily completed and formally accepted. Failure to do so may,
at the sole discretion of the County, constitute a material breach of this Agreement.
22.3 The Contractor’s insurance shall be primary insurance as respects the County, and
any insurance or self-insurance maintained by the County shall not contribute to it.
22.4 Any failure to comply with the claim reporting provisions of the insurance policies or
any breach of an insurance policy warranty shall not affect coverage afforded under
the insurance policies to protect the County.
22.5 The insurance policies may provide coverage that contains deductibles or self-
insured retentions. Such deductible or self-insured retentions (or both) shall not be
applicable with respect to the coverage provided to the County under those policies.
The Contractor shall be solely responsible for the deductible and self-insured
retention and the County, at its option, may require the Contractor to secure payment
of such deductibles or self-insured retentions by a surety bond or an irrevocable and
unconditional letter of credit.
22.6 The County reserves the right to request and to receive, within 10 business days,
certified copies of any or all of the insurance certificates required under this
Agreement. The County shall not be obligated to review policies and endorsements
or to advise the Contractor of any deficiencies in such policies and endorsements,
and such receipt shall not relieve the Contractor from, or be deemed a waiver of the
County’s right to insist on strict fulfillment of the Contractor’s obligations under this
Agreement.
22.7 The insurance policies required by this Agreement, except Worker’s Compensation,
shall name the County, its agents, representatives, officials, officers, directors,
employees, volunteers, departments, agencies, boards, and commissions as
Additional Insureds.
22.8 The policies required under this Agreement, except Worker’s Compensation, shall
contain a waiver of transfer of rights of recovery (subrogation) against the County
and its agents, representatives, officials, officers, directors, employees, volunteers,
departments, agencies, board, and commissions for any claims arising out of the
Contractor’s work or service.
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22.9 The Contractor's policies shall stipulate that the insurance afforded the Contractor
shall be primary insurance and that any insurance carried by the County and its
agents, representatives, officials, officers, directors, employees, volunteers,
departments, agencies, boards, and commissions shall be excess and not
contributory insurance, as provided by A.R.S. § 41-621.
22.10 Coverage provided by the Contractor shall not be limited to the liability assumed
under the indemnification provisions of this Agreement.
22.11 Commercial General Liability:
22.11.1 Commercial General Liability insurance and, if necessary,
Commercial Umbrella insurance with a limit of not less than
$1,000,000 for each occurrence, $3,000,000 Products/Completed
Operations Aggregate, and $3,000,000 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.
22.12 Worker’s Compensation:
22.12.1 Worker’s Compensation insurance to cover obligations imposed by
federal and state statutes having jurisdiction of the Contractor’s
employees engaged in the performance of the work or services
under this Agreement; and Employer’s Liability insurance of not less
than $500,000 for each accident, $500,000 disease for each
employee, and $500,000 disease policy limit.
22.12.2 Contractor waives all rights against County and its agents,
representatives, officials, officers, directors, employees, volunteers,
departments, agencies, boards, and commissions for recovery of
damages to the extent these damages are covered by the Worker’s
Compensation and Employer’s Liability or commercial umbrella
liability insurance obtained by the Contractor pursuant to this
Agreement.
22.13 Certificates of Insurance:
Upon execution of this Agreement, the Contractor shall, and shall cause any of its
Subcontractors, to furnish the County with valid and complete certificates of
insurance, or formal endorsements as required by the Agreement, issued by the
Contractor’s insurer(s), as evidence that policies providing the required coverage,
conditions and limits required by this Agreement are in full force and effect. Such
certificates shall identify this Agreement by number and title.
22.14 Prior to commencing either work or services under this Agreement, the Contractor
shall have insurance in effect as required by the Agreement in the form provided by
the County, issued by the Contractor’s insurer(s), as evidence that policies providing
the required coverage, conditions and limits required by this Agreement are in full
force and effect. Such certificates shall be made available to the County with ten
(10) business days after a request by the County. BY SIGNING THIS AGREEMENT,
THE CONTRACTOR AGREES TO THIS REQUIREMENT AND THAT FAILURE TO
MEET THIS REQUIREMENT WILL RESULT IN CANCELLATION OF THIS
AGREEMENT.
22.15 In the event any insurance policy(ies) required by this Agreement is (are) written on
a “claims made” basis, coverage shall extend for two years past completion and
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acceptance of the Contractor’s work or services and as evidenced by annual
Certificates of Insurance.
22.16 If a policy does expire during the life of this Agreement, then a renewed Certificate
of Insurance must be sent to the County forty-five (45) business days prior to the
expiration date.
22.17 Cancellation and Expiration Notice:
Insurance required under this Agreement shall not be permitted to expire, be
canceled, or materially changed without thirty (30) business days prior written notice
to the County.
22.18 If the Contractor provides professional or semi-professional personal services under
this Agreement for which malpractice or professional liability coverage is available,
such as medical, psychiatric, or legal services, then the Contractor shall carry
minimum liability coverage of $2,000,000 each occurrence and provide the County
with proof of coverage.
22.19 Subcontractor: The Contractor’s certificate(s) shall include all Subcontractors as
insureds under its policies or the Contractor shall furnish to the County separate
certificates for each Subcontractor. All coverages for Subcontractors shall be subject
to the minimum requirements identified above.
22.20 Approval: Any modification or variation from the insurance requirements in any
agreement must have prior approval from the County whose decision shall be final.
Such action will not require a formal Amendment.
22.21 Exceptions: In the event the Contractor is a public entity, the Insurance
Requirements shall not apply to such public entity. Such public entity shall provide
a Certificate of Self-Insurance or a Certificate of Proof of Pool Insurance.
Nongovernmental Subcontractors of the Contractor shall comply with all insurance
terms.
23.0 OFFSHORE PERFORMANCE OF WORK PROHIBITED
Due to security and identity protection concerns, direct services under this Agreement shall
be performed within the borders of the United States. Any services that are described in
the specifications or scope of work that directly serve the State County or its clients and
may involve access to secure or sensitive data or personal client data or development or
modification of software for the County shall be performed within the borders of the United
States. Unless specifically stated otherwise in the specifications, this definition does not
apply to indirect or “overhead” services, redundant back-up services, or services that are
incidental to the performance of the Agreement. The provision applies to work performed
by Contractors or Subcontractors at all tiers.
24.0 TECHNICAL ASSISTANCE
The County will provide reasonable technical assistance to the Contractor to assist in
complying with state and federal laws and regulations, and accountability for diligent
performance and compliance with the terms and conditions of this Agreement and all
applicable laws, regulations and standards. However, this assistance in no way relieves the
Contractor of full responsibility and accountability for its actions and performance in
compliance with the terms of this Agreement.
25.0 STAFF AND VOLUNTEER TRAINING
The County may make available to the Contractor the opportunity to participate in any
applicable training activities conducted by the County.
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26.0 CLEAN AIR ACT
If the total face value of this Agreement exceeds $100,000, the Contractor agrees to comply
with all regulations, standards and orders issued pursuant to the Clean Air Act of 1970, as
amended (42 U.S.C. §§ 7401, et seq.), to the extent any are applicable by reason of
performance of this Agreement.
27.0 LOBBYING
27.1 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, 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 agreement, the making of any federal grant, the making of any federal
loan, the entering into of any cooperative agreement, and the extension,
continuation, renewal, amendment, or modification of any federal agreement, grant,
loan, or cooperative agreement.
27.2 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, a member of Congress, an officer or employee of Congress, or an employee
of a member of Congress in connection with any federal agreement, grant, loan or
cooperative agreement, then the Contractor shall complete and submit OMB Form-
LLL, titled "Disclosure of Lobbying Activities," in accordance with its instructions and
31 U.S.C. § 1352.
28.0 RELIGIOUS ACTIVITIES
The Contractor warrants that none of its costs and none of the costs incurred by the
Contractor or any of its Subcontractors will include any expense for any religious activities.
29.0 POLITICAL ACTIVITY PROHIBITED
None of the funds, materials, property or services contributed by the County or the
Contractor or any Subcontractor under this Agreement shall be used for any partisan
political activity, or to further the election or defeat of any candidate for public office.
30.0 COVENANT AGAINST CONTINGENT FEES
The Contractor warrants that no persons or entities have been employed or retained by it to
solicit or secure this Agreement upon an agreement or understanding for a commission,
percentage, brokerage, or contingent fee. For breach or violation of this warranty, the
County may immediately terminate this Agreement without liability.
31.0 SAFEGUARDING OF PARTICIPANT INFORMATION
31.1 The Contractor shall observe and abide by all applicable State of Arizona and federal
statues, rules, and regulations regarding the use or disclosure of information
including, but not limited to, information concerning applicants for and recipients of
contracted services. To the extent permitted by law, the Contractor shall release
information to the County, Department, Attorney General’s Office, or other
designated agency as required by the County by the terms of this Agreement or by
law.
31.2 The Contractor shall comply with the requirements of the Arizona Address
Confidentiality Program, A.R.S. §§ 41-161, et. seq. The Department will advise the
Contractor as to applicable policies and procedures adopted for such compliance.
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32.0 RIGHTS IN DATA
The County shall have the use of data and reports resulting from this Agreement without
cost or other restriction, except as otherwise provided by law or applicable regulation. Each
Party shall supply to the other Party, upon request, any available information that is relevant
to this Agreement and to the performance under it.
33.0 COPYRIGHTS
If this Agreement results in a book or other written material, the author is free to copyright
the work, but the County reserves a royalty-free, nonexclusive, perpetual and irrevocable
license to reproduce, publish, and otherwise use and to authorize others to use, all
copyrighted material and all material that may be copyrighted as a result of this Agreement.
34.0 AGREEMENT COMPLIANCE MONITORING/AUDITING
34.1 The County will annually monitor the Contractor's compliance for fiscal and
programmatic performance under the terms and conditions of this Agreement and
applicable regulations promulgated by the U.S. Department of Treasury and
Maricopa County. On-site visits for compliance monitoring may be made by the
County or its grantor agencies (or by both the County and its grantor agencies) at
any time during the Contractor's normal business hours, announced and/or
unannounced. For auditing purposes, the County shall provide the Contractor with
30-days’ advance notice of any proposed on-site visit. During an on-site visit(s), the
Contractor shall make all of its records and accounts related to work performed or
services provided under this Agreement available to the County for inspection and
copying.
34.2 The County shall request information for fiscal monitoring/audit per Office of
Management and Budget (OMB) Uniform Guidance 2 C.F.R. § 200, to include:
34.2.1 Financial Management 2 C.F.R. § 200.302
34.2.2 Internal Controls 2 C.F.R. § 200.303
34.2.3 Bonds 2 C.F.R. § 200.304
34.2.4 Payment and Financial Reporting 2 C.F.R. § 200.305
34.2.5 Cost Sharing or Matching 2 C.F.R. § 200.306
34.2.6 Program Income 2 C.F.R. § 200.307
34.2.7 Revision of Budget and Program Plans 2 C.F.R. § 200.308
34.2.8 Modifications to Period of Performance 2 C.F.R. § 200.309
34.2.9 Insurance Coverage 2 C.F.R. § 200.310
34.2.10 Record Retention and Access 2 C.F.R. §§ 200.334 -200.338
34.2.11 General Procurement Standards 2 C.F.R. § 200.318
34.2.12 Indirect (F&A) Costs 2 C.F.R. § 200.414
34.2.13 Compensation-Personal Services 2 C.F.R. § 200.430
34.2.14 Audit Requirements 2 C.F.R. §§ 200.501-200.517
35.0 CONTINGENCY RELATING TO OTHER AGREEMENTS AND GRANTS
35.1 The Contractor shall, during the term of this Agreement, within 15 business days
from acceptance, inform the Assistant Director in writing of the award of any other
agreement or grant, including any other agreement or grant awarded by the County,
where the award may affect either the direct or indirect costs being paid or
reimbursed under this Agreement. The Contractor’s failure to notify the County of
any such agreement shall be a breach of this Agreement and the County may
immediately terminate this Agreement without liability.
35.2 The Assistant Director may request, and Contractor shall provide within a
reasonable time, which shall not exceed ten (10) business days, a copy of all such
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other agreements or grants, when, in the opinion of the Assistant Director, the award
of the agreement or grant may affect the costs being paid or reimbursed under this
Agreement.
35.3 If the Assistant Director determines that the award to the Contractor of such other
agreements or grants has affected the costs being paid or reimbursed under this
Agreement, then the Assistant Director shall prepare an amendment to this
Agreement effecting a cost adjustment. If the Contractor disputes the proposed cost
adjustment, then the dispute shall be resolved pursuant to the "Disputes" paragraph
of this Agreement.
36.0 MINIMUM WAGE REQUIREMENTS
The Contractor warrants that it shall pay all of its employees who are engaged in either
performing work or providing services under the terms of this Agreement not less than the
minimum wage specified under Section 206(a)(1) of the Fair Labor Standards Act of 1938,
as amended (29 U.S.C. §§ 201, et seq.), by law and regulation, and, as applicable,
Executive Order 13658, as amended, and as specified by Arizona law.
37.0 RECOGNITION OF COUNTY SUPPORT
The Contractor shall give recognition to the County and the funding source for its support
when the Contractor publishes materials or releases public information that is paid for in
whole or in part with funds received by the Contractor under this Agreement.
38.0 GRIEVANCE PROCEDURE
The Contractor shall establish a system through which applicants for, and recipients of,
services may present grievances and may take appeals about eligibility and other aspects
of the Contractor’s work under this Agreement. The grievance procedure shall include
provisions for notifying the applicants for, and recipients of, services of their eligibility or
ineligibility for service and their right to appeal to the County if the grievance is not satisfied
at the Contractor’s level. This system shall include protest procedures for decisions related
to contract awards and requests for reasonable accommodations for persons with
disabilities.
39.0 NONDISCRIMINATION, EQUAL OPPORTUNITY AND EQUAL ACCESS
39.1 The Contractor, in connection with any services or other activities under this
Agreement, shall not in any way discriminate against any person on the grounds of
race, color, religion, sex, national origin, age, disability, political affiliation or belief.
The Contractor shall include this clause in all of its Subcontracts.
39.2 The Contractor shall comply with requirements of the Housing and Urban
Development Equal Access Rule at 24 C.F.R. § 5.106, to ensure equal access to
housing and services regardless of gender identity.
40.0 DISABILITY REQUIREMENTS
The Contractor agrees that any electronic or information technology offered under this
Agreement shall comply with A.R.S. §§ 18-131 and 18-132 and Section 508 of the
Rehabilitation Act of 1973, which requires that employees and members of the public shall
have access to and use of information technology that is comparable to the access and
use by employees and members of the public who are not individuals with disabilities.
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41.0 EQUAL EMPLOYMENT OPPORTUNITY
41.1 The Contractor shall not discriminate against any employee or applicant for
employment because of race, age, disability, color, religion, sex, sexual identity,
gender identity, or national origin.
41.2 The Contractor shall take affirmative action to ensure that applicants are employed
and that employees are treated during employment without regard to their race, age,
disability, color, religion, sex sexual identity, gender identity, 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.
41.3 The Contractor shall and shall cause its Subcontractors to comply with:
41.3.1 Title VI and VII of the Civil Rights Act of 1964, as amended (42 U.S.C. §§
2000a, et seq.);
41.3.2 the Rehabilitation Act of 1973, as amended (29 U.S.C. §§ 701, et seq.);
41.3.3 the Age Discrimination in Employment Act of 1967, as amended (29 U.S.C.
§§ 621, et seq.);
41.3.4 the Americans With Disabilities Act of 1990 (42 U.S.C. §§ 12101, et seq.);
and
41.3.5 Arizona Executive Order 2009-09, as amended, et seq. which mandates that
all persons shall have equal access to employment opportunities.
42.0 UNIFORM ADMINISTRATIVE REQUIREMENTS
By entering into this Agreement, 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.
43.0 FINANCIAL MANAGEMENT
The Contractor shall establish and maintain a separate, interest-bearing bank account for
money provided under this Agreement, or shall establish an accounting system that assures
the safeguarding and accountability of all money and assets provided under this Agreement.
No part of the money deposited in the bank account shall be commingled with other funds
or money belonging to the Contractor. All interest earned on the account shall be disbursed
in a manner specified by the County in accordance with applicable State of Arizona and
federal regulations. The Contractor shall provide a signed bank account agreement
authorizing the County to obtain information about the account. If an accounting system is
used, then it shall be in accordance with generally accepted accounting principles.
44.0 RETENTION OF RECORDS
44.1 This provision applies to all financial and programmatic records, supporting
document, statistical records and other records of the Contractor that are related to
this Agreement.
44.2 The Contractor shall retain all records relevant to this Agreement for six (6) years
after final payment or until after the resolution of any audit questions which could be
more than six (6) years, whichever is longer, and the County, federal and 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 of the records.
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45.0 ADEQUACY OF RECORDS
If the Contractor’s books, records and other documents related to this Agreement are not
sufficient to support and document that allowable services were provided to eligible
participants, then the Contractor shall reimburse the County for the services not supported
and documented.
46.0 IMMIGRATION LAWS AND REGULATIONS
46.1 Federal Immigration and Nationality Act
46.1.1 The Contractor understands and acknowledges the applicability of the
Immigration Reform and Control Act of 1986 (IRCA). The Contractor agrees
to comply with the IRCA in performing under this Agreement and to permit
the County to inspect personnel records to verify such compliance.
46.1.2 By entering into this Agreement, the Contractor warrant compliance with
the Federal Immigration and Nationality Act (FINA) and all other federal
immigration laws and regulations related to the immigration status of its
employees. The Contractor shall obtain statements from their
subcontractors certifying compliance and shall furnish the statements to
the County upon request. These warranties shall remain in effect through
the term of the Agreement. The Contractor and their subcontractors shall
also maintain Employment Eligibility Verification forms (I-9) as required by
the U.S. Department of Labor’s Immigration and Control Act for all
employees performing work under the Agreement. I-9 forms are available
for download at USCIS.GOV.
46.1.3 The Contractor may request verification of compliance for any employee or
Subcontractor performing work under the Agreement. Should the County
suspect or find that the Contractor or any of its Subcontractors are not in
compliance, then the County may pursue any and all remedies allowed by
law, including, but not limited to: suspension of work, termination of the
Agreement for default, and suspension or debarment (or both) of the
Contractor. All costs necessary to verify compliance are the responsibility
of the Contractor or its Subcontractor.
46.2 Arizona Law: The Contractor warrants that it is in compliance with A.R.S. § 41-4401
(e-verify requirements) and further acknowledges that:
46.2.1 That then Contractor and its Vendors, if any, warrant their compliance with
all federal immigration laws and regulations that relate to their employees
and their compliance with A.R.S. § 23-214;
46.2.2 A breach of a warranty under this Subparagraph 46.2.2 shall be deemed a
material breach of this Agreement and the County may immediately
terminate this Agreement without liability; and
46.2.3 The County and any contracting government entity retain the legal right to
inspect the papers and employment records of any Contractor or Vendor
employees who works on this Agreement to ensure that the Contractor or
Vendor is complying with the warranty provided under this Subparagraph
46.2.3 and that the Contractor agrees to make all papers and employment
records of those employees available during normal working hours in order
to facilitate such an inspection.
47.0 DRUG FREE WORKPLACE ACT
The Contractor shall comply with the Drug-Free Workplace Act of 1988 (41 U.S.C. §§ 8102,
et seq.), which requires that Contractors and grantees of federal funds must certify that they
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will provide drug-free workplaces. This certification is a precondition to receiving a grant or
entering into this Agreement.
48.0 EMPLOYMENT DISCLAIMER
48.1 This Agreement is not intended to constitute, create, give rise to, or otherwise
recognize a joint venture agreement, partnership, or other business association or
organization of any kind between the Parties, and the rights and obligations of the
Parties shall be only those expressly set forth in this Agreement.
48.2 The Contractor agrees that no individual performing under this Agreement on behalf
of the Contractor may be considered a County agent, employee, or representative
and that no rights of County civil service, County retirement, or County personnel
rules shall accrue to or apply to any such individual. The Contractor shall have total
responsibility for all salaries, wages, bonuses, retirement, withholdings, workers’
compensation, occupational disease compensation, unemployment compensation,
other employee benefits, and all taxes and premiums appurtenant thereto
concerning such individuals and the Contractor shall indemnify, defend, and hold
harmless the County with respect thereto.
48.3 The County agrees that no individual performing under this Agreement on behalf of
County may be considered a Contractor agent, employee, or representative and that
no rights of the Contractor civil service, the Contractor retirement, or the Contractor
personnel rules shall accrue to or apply to any such individual. The County shall
have total responsibility for all salaries, wages, bonuses, retirement, withholdings,
workers’ compensation, occupational disease compensation, unemployment
compensation, other employee benefits, and all taxes and premiums appurtenant
thereto concerning such individuals and the County shall indemnify, defend and hold
harmless the Contractor with respect thereto.
49.0 CERTIFICATION REGARDING DEBARMENT, SUSPENSION INELIGIBILITY AND
VOLUNTARY EXCLUSION
49.1 The undersigned, by signing this Agreement, represents that he/she has the
authority to bind the Contractor to the terms of this Certification. The Contractor, as
the primary participant in accordance with 2 C.F.R. Part 180, certifies to the best of
its knowledge and belief that it and its principals:
49.1.1 Are not presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from covered transactions by any federal
department or agency;
49.1.2 Have not within a 3-year period preceding the Start Date of this Agreement,
been convicted of or had a civil judgment rendered against them for (1) the
commission of fraud or a criminal offense in connection with obtaining,
attempting to obtain, or performing a public (federal, State, or local)
transaction or contract under a public transaction; (2) the violation of any
federal or State antitrust statutes or (3) the commission of embezzlement,
theft, forgery, bribery, falsification or destruction of records, making false
statements, or receiving stolen property;
49.1.3 Are not presently indicted or otherwise criminally or civilly charged by a
governmental entity (federal, state, or local) with the commission of any of
the offenses enumerated in Sub-subparagraph 49.1.2 above; and
49.1.4 Have not, within a three-year period preceding this Start Date of this
Agreement, had one or more public transactions (federal, state, or local)
terminated for cause or default.
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49.2 The Contractor agrees to include, without modification, this clause in all lower tier
covered transactions (i.e., transactions with Subcontractors) and in all solicitations
for lower tier covered transactions related to this Agreement.
50.0 CONTRACTOR EMPLOYEE WHISTLEBLOWER RIGHTS AND REQUIREMENT TO
INFORM EMPLOYEES OF WHISTLEBLOWER RIGHTS:
50.1 The Contractor agrees that this Agreement and employees working on this
Agreement will be subject to the whistleblower rights and remedies in the pilot
program on the Contractor employee whistleblower protections established at 41
U.S.C. § 4712 by Section 828 of the National Defense Authorization Act for Fiscal
Year 2013 (Pub. L. 112–239) and Section 3.908 of the Federal Acquisition
Regulation;
50.2 The 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 the Contractor
and copies provided to County upon request; and
50.3 The Contractor shall insert the substance of this clause, including this Paragraph
50.0, in all subcontracts over the simplified acquisition threshold ($250,000 as of
June 2021).
51.0 WRITTEN CERTIFICATION PURSUANT TO A.R.S. § 35-393.01
If the Contractor engages in for-profit activity and has 10 or more employees, and if this
Agreement has a value of $100,000 or more, then the Contractor certifies it is not currently
engaged in, and agrees for the duration of this Agreement not to engage in, a boycott of
goods and 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.
52.0 SURVIVAL
The indemnification, hold harmless, defense, and non-liability provisions of this Agreement
shall have full force and effect notwithstanding any other provisions in this Agreement and
shall survive the termination or expiration of this Agreement.
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SECTION 2
SPECIAL PROVISIONS
Maricopa County
Human Services
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Section 2 Special Provisions
1.0 STANDARDS
The Contractor shall perform the work and provide the services as identified in the Work
Statement and shall immediately notify the Department whenever the Contractor is unable
to, or anticipates an inability to, perform any of the work, or provide any of the services
required by the terms of this Agreement. The Contractor acknowledges that any inability
to perform the work and provide the services, or comply with the standards set forth in,
this Agreement may subject the Contractor to the remedies provided in Paragraph 5.0,
Default and Remedies for Noncompliance in the Special Provisions.
2.0 COMPLIANCE WITH LAWS, RULES & REGULATIONS
This Agreement and the Parties to it, are subject to all applicable federal, state, or local
laws, rules, and regulations. The Contractor shall ensure compliance, and the Contractor
shall comply with all applicable laws, rules, and regulations, without limitation to those
designated within this Agreement. Refer to Paragraph 5.0, Default and Remedies for
Noncompliance provided in the Special Provisions.
3.0 IT 508 COMPLIANCE
Unless specifically authorized in the Agreement, any electronic or information technology
offered to the County under this Agreement shall comply with A.R.S. §§ 18-131 and 18-
132, as may be amended, and Section 508 of the Rehabilitation Act of 1973, which
require the employees and members of the public shall have access to use of information
technology that is comparable to the access and use by employees and members of the
public who are not individuals with disabilities.
4.0 AUDIT REQUIREMENTS
In accordance with A.R.S. § 11-624, the Contractor shall, at its own expense, file with the
County by March 31st of each Agreement year, either:
4.1 Audited financial statements prepared in accordance with federal single audit
requirements; or
4.2 Financial statements of the program prepared in accordance with generally
accepted accounting principles audited by an independent certified public
accountant; or
4.3 A Comprehensive Annual Financial Report, prepared in accordance with generally
accepted accounting principles audited by an independent certified public
accountant.
5.0 DEFAULT AND REMEDIES FOR NONCOMPLIANCE
5.1 Notwithstanding anything to the contrary, this Section shall not be deleted or
superseded by any other provision of this Agreement.
5.2 This Agreement may be immediately terminated by the County if the Contractor
defaults by failing to perform any objective or breaches any obligation under this
Agreement, or any event occurs that jeopardizes the Contractor’s ability to perform
any of its obligations under this Agreement. The County reserves the right to have
service provided by persons other than the Contractor if the Contractor is unable
or fails to provide required services within the specified time frame in the work
statement.
5.3 Failure to comply with the requirements of this Agreement and all the applicable
federal, state, or local laws, rules, and regulations may result in suspension or
termination of this Agreement, the return of unexpended funds (less just
compensation for work satisfactorily completed that, to date, has not been paid),
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the reimbursement of funds improperly expended, or the recovery of funds
improperly acquired. Noncompliance includes, but is not limited to:
5.3.1 Non-performance of any obligations required by this Agreement.
5.3.2 Noncompliance with any applicable federal, state, or local laws, rules or
regulations, including Department of Treasury guidelines, policies, or
directives.
5.3.3 Unauthorized expenditure of funds.
5.3.4 Improper disposition of program income.
5.3.5 Noncompliance with applicable financial record requirements, accounting
principles, or standards established by OMB circulars and 2 C.F.R. §§ 200,
et seq.
5.3.6 Noncompliance with recordkeeping, record retention, or reporting
requirements.
5.4 Notwithstanding the suspension or termination of this Agreement, or the final
determination of the proper disposition of funds, the Contractor shall, without intent
to limit or with restrictions, be subject to the following:
5.4.1 All awards of funding shall be immediately revoked, and any approvals
related to the project described in the Special Provision or Work Statement
shall be deemed revoked and canceled. Thereby, any entitlements to
compensation after suspension or termination of this Agreement are
similarly revoked and unavailable.
5.4.2 Not be relieved of any liability or responsibility associated with the Special
Provision or Work Statement.
5.4.3 Acknowledge that suspension or termination of this Agreement does not
affect or terminate any rights against the Contractor at the time of
suspension or termination, or that may accrue later. Nothing herein shall
be construed to limit or terminate any right or remedy available under
Agreement or rule.
5.4.4 Waiver of a breach or default of any term, covenant, or condition of this
Agreement or any federal, state, or local law, rule, or regulation shall not
operate as a waiver of any subsequent breach of the same or any other
term, covenant, condition, law, rule, or regulation.
5.5 The Contractor shall, upon notice or with knowledge obtained by itself or others,
take any and all proactive actions necessary, and provide any and all applicable
remedies to address and correct any act by itself, and any and all of its agents,
representatives, officers, officials, directors, employees, volunteers, successors,
assigns, or Subcontractors that resulted in any wrongdoing (intentional or
unintentional); misuse or misappropriation of funds; the incorrect or improper
disposition of funds; any violation of any federal, state, or local law, rule, or
regulation; or the breach of any certification or warranty provided in this
Agreement.
6.0 ADMINISTRATIVE REQUIREMENTS
6.1 Accounting Standards - The Contractor agrees to comply with this Agreement and
to adhere to the accounting principles and procedures required to utilize adequate
internal controls and maintain necessary source documentation for all costs
incurred, as well as any applicable federal laws and regulations. The Contractor
further agrees to maintain an adequate accounting system that provides for
appropriate grant accounting (including calculation of program income).
6.2 Procurement - All procurement completed under this Agreement shall comply with
the requirements at 2 C.F.R. Part 200, Subpart D, Procurement Standards. The
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Contractor may utilize its own procurement system if it meets or exceeds the
requirements in 2 C.F.R. 200 Subpart D.
6.3 Repayment of Funds – The Contractor agrees to repay funds provided under this
Agreement for noncompliance with the terms of this Agreement. Repayment shall
be in accordance with the terms of this Agreement or the requirement of applicable
laws and regulations, including continuing use compliance. The County may
specify in writing, the terms of the repayment or alternative terms in lieu of
repayment. However, in no case shall repayment or alternative terms be
accomplished later than sixty (60) calendar days following the written
determination of noncompliance by the County.
6.4 Documentation and Record Keeping - The Contractor agrees to comply with this
Agreement and the following record keeping requirements:
6.4.1 Records to be maintained - The Contractor shall maintain all records
required by the federal regulations that are pertinent to the activities to be
funded under this Agreement. Such records shall include but not be limited
to:
6.4.1.1 Records providing a full description of each activity undertaken;
6.4.1.2 Records demonstrating that each activity undertaken meets one of
the objectives of this Agreement as executed;
6.4.1.3 Records required for determining the eligibility of activities;
6.4.1.4 Records required to document the acquisition, improvement, use or
disposition of real property acquired or improved with grant funds;
6.4.1.5 Financial records as required by 2 C.F.R. § 200, and OMB
Circulars;
6.4.2 DUNS Number and SAM Profile - All Contractors shall have a valid Dun
and Bradstreet (DUNS) number and an active profile in the federal System
for Award Management (SAM).
6.4.2.1 To obtain a DUNS Number use this link:
https://www.dnb.com/duns-number.html
6.4.2.2 For additional information on System for Award Management
(SAM) and, DUNS use this link:
https://www.sam.gov/SAM/pages/public/generalInfo/aboutSAM.jsf
6.4.3 Outcome Measures – The Contractor shall maintain data that supports the
accomplishment of the desired outcomes as indicated in the Work
Statement.
6.4.4 Records Retention - The Contractor shall retain all records pertinent to this
Agreement for a period of six (6) years after all grant requirements have
been met. In the event of litigation, a claim, or an audit is begun before the
expiration of this retention period, said records shall be retained until all
such action or audit findings involving the records have been resolved.
6.4.5 Disclosure - The Contractor understands that client information collected
under this Agreement is private and the use or disclosure of such
information, when not directly connected with the administration of the
County's or the Contractor's responsibilities with respect to services
provided under this Agreement, is prohibited unless written consent is
obtained from such person receiving service.
6.4.6 Property Records - The Contractor shall maintain property and equipment
inventory records that clearly identify properties and equipment purchased,
improved or sold. Properties and equipment retained shall continue to meet
eligibility criteria and shall conform to the use of property and equipment.
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ARPA – HOM, Inc. Centralized Landlord Engagement – ARPA21HOM

Section 2 Special Provisions
6.4.7 Audits and Inspections - All Contractor records with respect to any matters
covered by this Agreement shall be made available to the County, their
designees, or the federal government, at any time during normal business
hours, as often as the County deems necessary, to audit, examine and
make excerpts or transcripts of all relevant data. Any relevant deficiencies
noted in audit reports must be addressed by the Contractor within 45
calendar days after receipt by the Contractor. Failure of the Contractor to
comply with the above audit requirements shall constitute a violation of this
Agreement and may result in the withholding of future payments.
6.4.8 The Contractor hereby agrees to have an Annual Audit conducted in
accordance with Administrative Manual. The Annual Audit requirement is
applicable regardless of the amount of funding received by Contractors via
this Agreement.
6.5 Reporting
6.5.1 Progress Reports - The Contractor shall be responsible to provide reports
on all activities related to the Scope of Work. The Contractor agrees to
submit to the County Performance Reports:
6.5.1.1 Monthly Performance Report, Monthly Performance Reports shall
be due on the 15th of the month, addressing activities of the
proceeding month. If there has been no activity, then the reports
need to explain why. Failure to submit timely reports will result in
suspension of payment for reimbursement requests until all reports
are brought current.
6.5.1.2 Other Department of Treasury-required reporting data as applicable
shall be submitted.
6.6 Performance Monitoring - The County shall monitor the Contractor to determine if
ARPA funded activities are implemented and administered in accordance with this
Agreement and all applicable federal requirements and to gauge performance of
the Contractor against goals and performance standards required in this
Agreement. The Contractor will prepare for monitoring and assure all required files
and documentation are available at scheduled monitoring. Failure of the Contractor
to administer, implement, and perform as determined by federal regulations and
County policies shall constitute noncompliance with this Agreement and is subject
to the Default and Remedies for Noncompliance provided in Paragraph 5.0.
6.7 Subcontracts
6.7.1 Approvals - The Contractor shall not commit to any pre-contract costs or
enter into any Subcontract(s) with any agency or individual in the
performance of this Agreement without the Notice to Proceed from the
County. Execution of construction (Sub)contracts may not occur until a
letter stating the Contractor is not on the debarred list is received from the
County.
6.7.2 DUNS Number: All Subcontractors shall have a valid DUNS number and
an active profile in the federal System for Award Management (SAM).
6.7.3 Selection Process - The Contractor shall ensure that all subcontracts let in
the performance of this Agreement are awarded on a fair and open
competitive basis. Executed copies of all Subcontracts shall be forwarded
to the County along with documentation, if requested, concerning the
selection process.
6.7.4 Agreement Monitoring - The Contractor shall monitor/review all
Subcontracted services on a regular basis to assure Agreement
compliance. Results of monitoring efforts shall be summarized in the
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Section 2 Special Provisions
Progress Reports and supported with documented evidence, if requested,
of follow-up actions taken to correct areas of noncompliance.
7.0 TIMELY IMPLEMENTATION
The Contractor agrees that timely implementation of the Work Statement is essential. The
Contractor agrees that implementation of activities including design/development or
construction (or both) shall commence not later than 60 calendar days after the execution
of this Agreement.
8.0 ACTIVITY COMPLETION
Upon the final payment to the Contractor by the County, the activity shall be considered
complete. Upon completion of the Work Statement, all unspent ARPA resources shall be
returned to the ARPA unprogrammed funds account. The Contractor shall continue to be
responsible for compliance activities for the life of the assisted activity. The close-out letter
generated by the County shall detail these responsibilities and shall be sent to the
Contractor. The Contractor agrees to comply with the stipulations in the close-out letter
that addresses responsibilities after the close of an activity.
9.0 OPERATION & MAINTENANCE
Upon completion of the Work Statement, the Contractor shall assume sole responsibility
for continuing operation and maintenance of the activity described in the Work Statement.
10.0 ADDITIONAL CERTIFICATIONS AND WARRANTIES
10.1 The obligations undertaken by the Contractor are further clarified in the Section 5
Attachments. These certifications include, but are not limited to:
10.1.1 Title VI of the Civil Rights Act of 1964 (P.L. 88-352) as amended; Title VIII
of the Civil Rights Act of 1968 (P.L. 90-284) as amended; Equal
Opportunity in Housing Executive Order 11063, as amended; and any
Department of Treasury regulations previously issued or to be issued to
implement these authorities related to Civil Rights;
10.1.2 The requirements of the Office of the General Counsel Executive Orders
11625 and 12432, regarding Minority Business Enterprise, and 12138
regarding Women’s Business Enterprise, and regulations in 2 C.F.R. §
200.321 and Section 281 of the National Housing Affordability Act;
10.1.3 Section 504 of the Rehabilitation Act of 1973 as amended and the
Americans With Disabilities Act, of 1990;
10.1.4 Fair Housing Amendments Act of 1988;
10.1.5 The Uniform Relocation Assistance and Real Property Acquisition Policies
Act of 1970 (P.L. 91-646) and the Uniform Relocation Act Amendments of
1987 (Title IV, P.L. 100-17, April 2, 1987 and regulations adopted to
implement that Act pursuant thereto Title 24, C.F.R. Part 42 as amended;
10.1.6 The Architectural Barriers Act of 1969 (42 U.S.C. Section 4151-4157);
10.1.7 The Hatch Act relating to the conduct of political activities (Chapter 15 of
Title 5, U.S.C.);
10.1.8 Equal Employment Opportunity Executive Order 11246 and the regulations
issued pursuant to it (41 C.F.R. Chapter 60) relating to nondiscrimination
in employment and contracting opportunities;
10.1.9 The Drug-Free Workplace Act of 1988 as it applies to this activity.
10.1.10 The Contractor shall warrant and cause its Subcontractors to
warrant compliance with immigration laws and regulations at A.R.S. §§ 41-
4401 and 23-214.
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Section 2 Special Provisions
10.1.11 Contractors that are governmental entities (including public
agencies) shall comply with the requirements and standards of
10.1.11.1 2 C.F.R. § 225, "Cost Principles for State, Local and Indian
Tribal Governments," and
10.1.11.2 2 C.F.R. § Part 200 including Subpart D – Post Federal
Award Requirements, Subpart E – Cost Principles, and
Subpart F – Audits.
10.1.12 Contractors that are non-profits shall comply with the requirements
and standards of:
10.1.12.1 2 C.F.R. Part 230, "Cost Principles for Nonprofit
Organizations," or 2 C.F.R. 220, "Cost Principles for
Educational Institutions," as applicable,
10.1.12.2 OMB Circular A-134, “Financial Accounting Principles and
Standards,” and
10.1.12.3 2 C.F.R. § Part 200 including Subpart D – Post Federal
Award Requirements, Subpart E – Cost Principles, and
Subpart F – Audits. Audits shall be conducted annually.
10.1.13 Administrative Change Orders– The Chairman of the Board of
Supervisors is authorized upon the recommendation of the Human
Services Department Director and Legal Counsel to make changes within
the general scope of the Agreement on behalf of the County through
Administrative Change Orders. Administrative Change Orders shall be
approved and fully executed by the Chairman of the Board of Supervisors
and the Contractor’s authorized Representative. Administrative Change
Orders may address any of the following areas:
10.1.13.1 Modifications to the project timeline if the last day of the
project timeline is within the Agreement term;
10.1.13.2 Modifications to Budget line items if the Agreement Amount
remains unchanged;
10.1.13.3 Modifications required by federal, state, or County
regulations, ordinances, or policies; and
10.1.13.4 Modifications to Administrative requirements such as
changes in reporting periods, frequency of reports, or report
formats required by Department of Treasury or local
regulations, policies or requirements.
10.1.14 It is the responsility of the Contractor to ensure the latest documents
are consulted and followed.
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SECTION 3
WORK STATEMENT
Maricopa County
Human Services
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Section 3 Work Statement
1.0 SCOPE OF WORK
HOM, Inc. will administer a centralized, systemwide landlord engagement service for
Maricopa County’s homeless services system. HOM, Inc. will work collaboratively with the
Maricopa County Human Services Department, the Maricopa Regional Continuum of
Care, homeless services practitioners, and other relevant stakeholders in the initial
branding, design, planning, and implementation of the service to meet the needs of the
community’s homeless housing programs.
1.1 The service will benefit all scattered site, tenant based rental assistance programs
that are dedicated to serving individuals and families experiencing homelessness.
These generally include homeless housing interventions like Permanent
Supportive Housing (PSH), Rapid Rehousing (RRH), Supportive Services for
Veteran Families (SSVF), HUD-VASH, and select mainstream low-income
housing programs that are targeted to ending homelessness, like HOME TBRA
and Housing Choice Vouchers (HCV) with local preferences for homelessness.
The programs must participate in the Maricopa Regional Continuum of Care’s
coordinated entry system and HMIS.
1.2 The landlord engagement service will include rental market research, outreach and
education, recruitment, incentivization, and retention of landlords to expand
housing opportunities for people experiencing homelessness.
1.3 Rental Market Research, Outreach, and Marketing
1.3.1 Develop brand identity for the landlord engagement service and leverage
the HOM brand as contractor;
1.3.2 Develop marketing materials including print, web, video, email marketing,
social media, infographics, and PowerPoint presentations;
1.3.3 Identify, collect, and maintain market research data from community and
industry sources;
1.3.4 Identify prospective landlords for the housing programs and generate leads
for outreach and recruitment;
1.3.5 Visit properties and management company offices in person to make
presentations and distribute housing program marketing materials;
1.3.6 Conduct outreach and education presentations at community and industry
events, such as Arizona Multihousing Association (AMA) events, local
REALTOR© board events, community service group events (Kiwanis,
Rotary, Chambers of Commerce, faith groups) and others;
1.3.7 Convene and staff a Landlord Advisory Council, in coordination with the
Arizona Multihousing Association (AMA);
1.3.8 Coordination and partnership with public and private funders of affordable
rental housing development (LIHTC, HOME, HTF, etc.) to target marketing
and recruitment efforts;
1.3.9 Use existing landlord pool to identify and network with sister properties,
peers, and colleagues;
1.3.10 Market the housing programs to prospective landlords and explain all
program facets of various housing programs and paperwork requirements;
1.3.11 Recruit landlords whose tenant screening criteria will provide opportunities
for applicants with criminal backgrounds, including those with felony
convictions;
1.3.12 Coordinate with external supportive services providers around the housing
search and lease-up process;
1.3.13 Operate a landlord phone hotline, online portal, dedicated and monitored
email address or other communication method with a designated Landlord
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Section 3 Work Statement
Engagement Specialist to coordinate a response to concerns or issues
brought forward by landlords regarding participants or providers;
1.3.14 Coordinate with the Human Services Department to identify and refer
potentially qualified properties for services in the Lead Safe Maricopa
County program; and
1.3.15 Collect feedback from landlords about experience working with the housing
programs and recommend improvements.
1.4 Administration of Padmission Housing Search Platform
1.4.1 Administer HOM’s custom-built landlord engagement and housing search
software platform;
1.4.2 Work with landlords to maintain real time information of available units that
are categorized by location, size, property type, amenities, programs
accepted, and screening criteria;
1.4.3 Facilitate collaboration, coordination and information sharing among
community stakeholders;
1.4.4 Provide access to Padmission for community homeless service providers
and program participants; and
1.4.5 Utilize Padmission reporting and analytics to inform outreach and identify
areas of needed support for housing programs.
1.5 Administration of Landlord Financial Incentives and Risk Mitigation Funds
1.5.1 Pay signing bonuses to landlords willing to work with and/or retain
designated housing programs;
1.5.2 Pay unit hold/reservation fees to landlords willing to set aside units at
properties for participation in designated housing programs;
1.5.3 Administer risk mitigation fund and process landlord claims for damage
and/or vacancy loss re-imbursement in accordance with funding
guidelines.
2.0 STAFFING
HOM, Inc. identifies the following dedicated staff for the landlord engagement service:
One (1) Senior Manager, Landlord Relations 0.33 FTE
One (1) Landlord Engagement Supervisor 1.0 FTE
Two (2) Housing Location Specialists 2.0 FTE
One (1) Landlord Engagement Specialist - Hotline 1.0 FTE
One (1) Landlord Support Specialist 1.0 FTE
One (1) Communications Coordinator 0.50 FTE
One (1) Administrative Assistant 0.30 FTE
3.0 PERFORMANCE MANAGEMENT DELIVERABLES
HOM, Inc. will collect and report the following performance-related data to the Maricopa
County Human Services Department Housing & Community Development division
quarterly.
3.1 Total number of properties that accept homeless housing programs;
3.2 Number of new properties recruited to accept homeless housing programs;
3.3 Total number of units available by unit size, city, zip code, and housing programs
accepted with an emphasis on units in zip codes that support de-concentration
efforts;
3.4 Number of active users in Padmission; including service provider case managers,
housing program participants, and property managers;
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Section 3 Work Statement
3.5 Number of landlord outreach and education events hosted or participated in by
landlord engagement service;
3.6 Quarterly Landlord Advisory Council meeting minutes, recommendations, and
action steps; and
3.7 Results of quarterly surveys of landlord and community partners.
4.0. OUTCOME STATEMEMT
This service will increase the rate of acceptance and participation by landlords in targeted
homeless housing programs in the Maricopa Regional Continuum of Care. Through
targeted outreach, education, recruitment, incentivization, and retention activities for
landlords, the homeless services system will increase its rate of permanent housing
outcomes for people experiencing homelessness in Maricopa County. The increase in
participating landlords and available units will allow the Maricopa County homeless
services agencies to increase housing placements by 20% in the first year and
incrementally increase by 10% in each subsequent year.
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SECTION 4
BUDGET AND COMPENSATION
Maricopa County
Human Services
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Section 4 Budget and Compensation
1.0 BUDGET
Description FTE Salary Year 1 Year 2 Year 3
Director, Landlord Relations 0.33 86,865 28,665 29,239 29,824
Landlord Engagement Supervisor 1.00 65,686 65,686 67,000 68,340
Housing Location Specialist 2.00 45,406 90,812 92,628 94,481
Landlord Engagement Specialist - Hotline 1.00 45,406 45,406 46,314 47,240
Landlord Support Specialist 1.00 45,406 45,406 46,314 47,240
Communications Coordinator 0.50 55,425 27,713 28,267 28,832
Administrative Assistant 0.30 40,102 12,031 12,271 12,517
Total Salaries 6.13 315,719 322,033 328,474
ERE @ 25% 78,930 80,508 82,118
Total Salaries & ERE 394,648 402,541 410,592
Vehicles QTY Annual Cost Year 1 Year 2 Year 3
Vehicle Lease 3.0 3,429 10,286 10,286 10,286
Vehicle Operation 3.0 3,180 9,540 9,540 9,540
Vehicle Insurance 3.0 3,331 9,993 9,993 9,993
Total Vehicle Operation 29,819 29,819 29,819
Occupancy & Insruance QTY Annual Cost Year 1 Year 2 Year 3
Internet / Phone 6.13 346 2,121 2,121 2,121
Rent / Utilities 6.13 6,189 37,939 38,394 38,855
Property, Liability and Cyber 6.13 685 4,199 4,619 5,081
Total Occupancy & Insurance 44,259 45,134 46,056
Office Support QTY Annual Cost Year 1 Year 2 Year 3
Office Supplies 6.13 1,500 9,195 9,195 9,195
Office Furishings 6.13 1,500 9,195
Copier, Printer, Postage 6.13 1,260 7,724 7,724 7,724
Total Office Support 26,114 16,919 16,919
Technology QTY Annual Cost Year 1 Year 2 Year 3
Website Maintenance 1.00 6,000 6,000 6,000 6,000
Desktop Computer 6.13 1,500 9,195
Padmission License 1.00 20,000 20,000 20,000 20,000
Mobile Phones 3.83 720 2,758 2,758 2,758
iPad 3.83 144 552 552 552
IT Support and Subscription 6.13 690 4,230 4,230 4,230
Landlord Mitigation Portal Buildout 1.00 25,000 25,000 - -
ALN Subscription 1.00 2,400 2,400 2,400 2,400
Total Technology 70,134 35,939 35,939
Professional QTY Annual Cost Year 1 Year 2 Year 3
Professional Consulting 1.00 50,000 50,000
Legal 1.00 8,750 8,750
Training 6.13 500 3,065 3,065 3,065
RE Licensing 3.00 510 1,530 1,530 1,530
Association Memberships 6.13 133 815 815 815
Total Professional 64,160 5,410 5,410
Marketing and Advertising QTY Annual Cost Year 1 Year 2 Year 3
Brand and Web Site Development 1.00 250,000 250,000
Event Management 1.00 12,000 12,000 12,000 12,000
Digital Advertising 1.00 36,000 36,000 36,000 36,000
Uniform 2.00 400 800 200 200
Total Advertising 298,800 48,200 48,200
Total Direct Expense 533,285 181,420 182,343
Total Direct Salaries & Expense 927,933 583,962 592,935
Administration Annual Cost Year 1 Year 2 Year 3
Administration 10% 92,793 58,396 59,293
Profit 46,397 29,198 29,647
Total Administration 139,190 87,594 88,940
Total Direct Salaries & Admin 1,067,124 671,556 681,875
Landlord Financial Incentive and Risk Mitigation Funding Annual Cost Year 1 Year 2 Year 3
Signing Bonus and Financial Incentive Activities 400,000 500,000 375,000
Risk Mitigation (Damage and Vacancy Loss) 400,000 500,000 375,000
Total Landlord Financial Incentive and Risk Mitigation Funding 800,000 1,000,000 750,000
Grand Total 1,867,124 1,671,556 1,431,875
Three-Year Grand Total 4,970,555
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ARPA – HOM, Inc. Centralized Landlord Engagement – ARPA21HOM

Section 4 Budget and Compensation
2.0 COMPENSATION
2.1 The County shall provide financial assistance in an amount not to exceed the
amount listed on page 1 of this Agreement and subject to the terms of this
Agreement and availability of funds.
2.2 Subject to the availability and authorization of funds for the explicit purposes set
forth in the Work Statement, the County will pay the Contractor compensation for
services rendered as indicated in the following subsections.
2.3 The Contractor shall be reimbursed utilizing Catalog of Federal Domestic
Assistance (CFDA) Number: H.R. 1319, America Rescue Plan Act of 2021.
2.4 The County shall reimburse the Contractor on a net “0” payments standard.
3.0 METHOD OF PAYMENT
3.1 The Contractor agrees to submit monthly reimbursement requests to County
unless monthly expenditures for the activity do not exceed One Thousand Dollars
($1,000.00). County agrees to reimburse Contractor for actual allowable costs
incurred, following submittal by Contractor of an itemized statement of actual
expenditures incurred, supported by back-up documentation such as:
3.1.1 invoices and copies of checks showing payment of invoices and/or
3.1.2 timesheets showing hours worked on eligible activities.
3.2 The Contractor shall submit to the County a Request for Reimbursement of all
expenditures within the same fiscal year in which the expenditures are incurred.
The fiscal year runs July 1st through June 30th and all Requests for
Reimbursement shall be submitted no later than July 30th for the preceding fiscal
year.
3.3 All requests for reimbursement shall be submitted to:
HSDFINANCE@MARICOPA.GOV.
3.4 Reimbursement by County is not to be construed as final in the event that
Department of Treasury disallows reimbursement for the activity or any portion
thereof. Funds not expended in implementing this activity or upon completion of
the activity shall be returned to the ARPA unprogrammed funds account. Request
for reimbursement must be made using the Request for Reimbursement form
provided by the County.
4.0 DISALLOWED COSTS
4.1 The cost principles set forth in the Code of Federal Regulations, 48 C.F.R.,
Chapter 1, Subchapter E, Part 31 including later amendments and editions on file
with the Arizona Secretary of State and incorporated by this reference, shall be
used to determine the allowability of incurred costs for the purpose of reimbursing
costs under Agreement provisions that provide for the reimbursement of costs.
Those costs that are specifically defined as unallowable in 48 C.F.R., Chapter 1,
Subchapter E, Part 31 therein will not be submitted for reimbursement by the
Contractor and may not be reimbursed with County funds.
4.2 The Contractor shall follow cost principles as outlined in Office of Management and
Budget (OMB) Uniform Guidance, 2 C.F.R. §§ 200, et seq.
5.0 FINAL REIMBURSEMENT UPON CONTRACT TERMINATION
5.1 Prior to termination of this Agreement, at the date identified on page 1 of this
Agreement, or as may be amended, the Contractor shall submit the final
reimbursement request.
5.1.1 This request shall be submitted no later than 30 calendar days after the
termination date except as noted immediately below.
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Section 4 Budget and Compensation
5.1.2 If the termination date is between June 10 and June 30, then the final
reimbursement request shall be submitted by July 10th.
5.1.3 The final progress report, and any other required reports that may be
applicable, such as the program income report, shall be submitted with the
final reimbursement request.
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