WILDFIRE URRD AGREEMENT.PDF

wildfire
Igniting Community Action
to End Poverty in Arizona
INDEPENDENT CONTRACTOR AGREEMENT
2019-20 Utility Assistance Programs
Contract No. 07012019-20
This INDEPENDENT CONTRACTOR AGREEMENT (this "Agreement") is entered
into as of the Effective Date set forth below by and between Maricopa County (hereinafter
"Contractor") and Arizona Community Action Association DBA Wildfire, an Arizona nonprofit
corporation DBA Wildfire (hereinafter "Wildfire").
RECITALS:
A. Wildfire is a nonprofit organization that, as part of its mission to promote
economic self-sufficiency for low-income Arizonans, administers energy program funding to
provide weatherization services, utility repair and replacement, utility deposits and bill assistance.
B. Wildfire is receiving or expects to receive during the term of this Agreement
funding from the fund sources in Section 1 (the "Fund Sources") pursuant to Program Documents
(as defined in Section 4).
C. Wildfire desires to subcontract with Contractor to obtain assistance with
fulfilling Wildfire's obligations under the Program Documents and Contractor desires to receive
the funding described herein and use it to provide services in accordance with the Program
Documents and this Agreement.
THEREFORE, in consideration of the terms and conditions set forth in this Agreement
and intending to be bound, Wildfire and Contractor hereby agree as follows:
1. Services and Programs.
1.1 Services. Contractor agrees, under the terms and conditions of this Agreement,
to perform the following services for the programs listed in Section 1.2: (i) conduct application
intake services, (ii) make eligibility determinations, and (iii) where applicable, conduct
weatherization work, utility deposits, repair and replacement work, and (iv) bill assistance.
Contractor shall perform the foregoing services during the term set forth in Section 2. Wildfire
will not exercise control over the specific methods used by Contractor or the specific manner in
which Contractor performs services under this Agreement, but Contractor shall follow Wildfire's
instructions as to the result to be achieved. Contractor will receive Wildfire's instructions through
an employee of Wildfire who is appointed to manage the program ("Program Manager").
Contractor may also receive instructions from a Wildfire employee designated to serve as a liaison
between Wildfire and Contractor ("Monitor").

1.2 Fund Sources. For purposes of this Agreement, the programs, Fund Sources and
amount of funding to be allocated to Contractor will be as set forth in Attachment 1.
Attachment 1, which highlights certain provisions of the Program Documents, is provided
for Contractor's convenience and is not intended to be an exhaustive description of all material
terms of the Program Documents. Contractor is advised to carefully review the Program
Documents in their entirety. In the event of any conflict between this summary and the Program
Documents, the terms of the Program Documents will control.
1.3 Training. Contractor will participate in any training provided by Wildfire on
dates and times selected by Wildfire.
1.4 Program Modification. Wildfire and the Fund Sources reserve the right to
modify program eligibility guidelines and Program Documents. Contractor agrees to implement
and comply with any and all modifications immediately after receipt of written notice of such
modifications.
2. Term and Termination.
2.1 Term. Unless sooner terminated pursuant to Section 2.2, the term of this
Agreement will be for one year beginning on the later of full execution of this Agreement on July
1, 2019 (the "Effective Date") and ending on June 30, 2020.
2.2 Termination. Either Wildfire or Contractor may terminate this
Agreement at any time, for any or no reason, by giving thirty (30) days written notice to the other
party of its election to terminate. If a Fund Source terminates a program or otherwise discontinues
funding to Wildfire, then this Agreement will automatically terminate as to any services to be
provided for that Fund Source.
2.3 Effect of Termination; Survival. Upon termination, Contractor's
obligation to perform further services for Wildfire shall terminate and Wildfire's obligation to
provide funding to Contractor for such services shall terminate, but the remainder of this
Agreement shall continue in full force and effect.
3. Funding; Expenses; Nature of Relationship.
3.1 Funding; Payments to Contractor. Not later than the 15t h day of each month,
Contractor will ensure that all services performed during the prior month are represented correctly
in the Wildfire Grants Management System (GMS) as required by Section 4. After the 15th day
of each month, Wildfire will endeavor to review Contractor's activities from the prior month and
give notice to Contractor of any disallowed items within ten (10) business days. Wildfire will
submit all approved portions of Contractor's activities to the applicable Fund Sources. Contractor
acknowledges and agrees that all activities are subject to approval by the Fund Sources and
Wildfire's approval does not bind any Fund Source or constitute a guarantee by Wildfire of
payment to Contractor.
3.2 Request for Additional Funds. Contractor may submit in writing a request for
additional funds to Wildfire no earlier than November 30 of the current contract year. Requests
for additional funds will be submitted to the Home Energy Assistance Fund Advisory Board of
Directors on the next available agenda. Approval of request(s) will be based on: a) there are
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adequate funds available; b) agency is at an expenditure rate to ensure any additional funds will
be expended; c) request is not being used to cover over expenditures. All approved requests will
be submitted to the Wildfire Board of Directors on the next available agenda for final review and
approval.
3.3 Reimbursement of Expenses. Wildfire may provide certain materials and
supplies to Contractor for use in performing services under this Agreement. Except for such
materials and supplies, and except to the extent the Program Documents permit reimbursement
of expenses from the Fund Sources, Contractor shall be responsible for expenses that it incurs in
performing services under this Agreement, and shall not be entitled to reimbursement from
Wildfire.
3.4 Expenditures. Wildfire reserves the right to terminate, reduce, or reallocate
funds to another Contractor within the service territory, if Contractor's expenditure rate is not at
a percentage to ensure one hundred percent expenditure of funds within the contract period.
Wildfire will conduct a review of agency expenditures on a quarterly basis, and will notify the
Contractor of any concerns. It is the responsibility of the Contractor to monitor all contract
expenditures and to ensure that no over expenditures occur. If an over expenditure occurs, the
Contractor is responsible for absorbing and/or returning the amount of the payment.
3.5 Advance Payments. Contractor may request a one-time advance in accordance
with the established One-Time Advance Payment Policy approved by the Home Energy
Assistance Advisory Board of Directors and the Wildfire Board of Directors. Contractor may
request the Advance Request Form through Wildfire, if needed.
3.6 Nature of Relationship. As between Wildfire and Contractor, Wildfire shall have
the same rights as the Funding Sources have under the applicable Program Documents.
Contractor shall have only those rights expressly provided to Contractor under this Agreement.
The relationship between Wildfire and Contractor shall be that of independent contractors for
purposes including tax law purposes and employment law purposes and not that of employer-
employee, partners, joint ventures, or otherwise. Contractor acknowledges and agrees that
Contractor shall have no right or opportunity to participate in any employee benefits plans,
compensation plans, or other benefits that Wildfire may offer to its employees, and that Contractor
will not be treated as an employee for purposes of workers compensation laws, employment laws,
or tax laws, including without limitation federal and state income tax laws, social security tax
laws and unemployment contribution laws. Contractor agrees to comply with all laws applicable
to independent contractors including, but not limited to, professional and tax licensing
requirements and reporting and payment of applicable federal, state and local taxes, including
without limitation income taxes and self-employment taxes.
3.7 Indemnification. Contractor agrees to indemnify, defend and hold Wildfire and
its directors, officers, employees and agents harmless for, from and against any tax or other
liabilities, losses, costs, expenses (including attorneys' fees and court costs), penalties, claims,
demands resulting from or arising out of a breach of this Agreement by Contractor or Contractor's
employees or agents, or resulting from or arising out of rendering services under this Agreement
by Contractor or Contractor's employees or agents or to the extent caused by the negligence or
intentional misconduct of Contractor or Contractor's employees or agents. Wildfire agrees to
indemnify, defend and hold Contractor and its directors, officers, employees and agents harmless
for, from and against any liabilities, losses, costs, expenses (including attorneys' fees and court
costs), penalties, claims, demands to the extent caused by the negligence or intentional
misconduct of Wildfire or Wildfire's employees or agents.
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3.8 Insurance.
3.8.1 Contractor and any subcontractors shall procure and maintain, until all of their
obligations have been satisfied, insurance against claims for injury to persons or damage to
property which may arise from or in connection with the performance of the services hereunder
by Contractor or Contractor's agents, representatives, employees or subcontractors. Contractor
shall also procure and maintain all additional insurance coverage required by the Program
Documents.
3.8.2 The insurance requirements herein are minimum requirements for this
Agreement and in no way limit Contractor's indemnity obligations contained in this Agreement.
Wildfire makes no representation or warranty that the minimum limits contained herein are
sufficient to protect Contractor from liabilities that might arise out of the performance of the work
under this contract by Contractor, its agents, representatives, employees or subcontractors, and
Contractor is free to purchase additional insurance.
3.8.3 Contractor shall provide coverage with limits of liability not less than those stated
below.
a) Commercial General Liability — Occurrence Form
General Aggregate: The policy will have a combined single limit of $2,000,000
for each occurrence for bodily injury and property damage. The policy shall include
bodily injury, property damage, personal injury and broad form contractual liability.
• The policy shall be endorsed to include the following additional insured language:
"Arizona Community Action Association (dba Wildfire) shall be named as additional
insured with respect to liability arising out of the activities performed by or on behalf
of the Contractor".
• The policy shall contain a waiver of subrogation against Arizona Community Action
Association (dba Wildfire) and its officers, officials, agents, and employees for losses
arising from work performed by or on behalf of the Contractor.
b) Automobile Liability
Bodily Injury and Property Damage for any owned, hired, and/or non-owned vehicles
used in the performance of this Agreement.
• Combined Single Limit (CSL) $ 1,000,000
• The policy shall be endorsed to include the following additional insured language:
"Arizona Community Action Association DBA Wildfire shall be named as additional
insured with respect to liability arising out of the activities performed by or on behalf
of the Contractor, involving automobiles owned, leased, hired or borrowed by the
Contractor".
c) Worker's Compensation and Employers' Liability
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The policy will cover all obligations imposed by federal, state and local statutes with
jurisdiction over Contractor's employees.
• The policy shall contain a waiver of subrogation against Arizona Community Action
Association (dba Wildfire) and its officers, officials, agents, and employees for losses
arising from work performed by or on behalf of the Contractor.
3.8.4 Wherever additional insured status is required, such additional insured shall be
covered to the full limits of liability purchased by the Contractor, even if those limits of liability
are in excess of those required by this Agreement. The Contractor's insurance coverage shall be
primary insurance with respect to all other available sources. Coverage provided by the
Contractor shall not be limited to the liability assumed under the indemnification provisions of
this Agreement.
3.8.5 Each insurance policy required by the insurance provisions of this Agreement
shall provide the required coverage and shall not be suspended, voided, canceled, or reduced in
coverage or in limits except after thirty (30) days prior written notice has been given to Wildfire.
3.8.6 Insurance is to be placed with duly licensed or approved non-admitted insurers
in the state of Arizona with an "A.M. Best" rating of not less than A- VII. Wildfire makes no
representation or warranty that the above-required minimum insurer rating is sufficient to protect
Contractor from potential insurer insolvency. If Contractor utilizes the Social Service Contractors
Indemnity Pool (SSCIP) or other approved insurance pool for insurance coverage, SSCIP or the
other approved insurance pool is exempt from the A.M. Best's rating requirements listed in this
Agreement. If Contractor chooses to use SSCIP or another approved insurance pool as its
insurance provider, Contractor would be considered in full compliance with insurance
requirements relating to the A.M. Best rating requirements.
3.8.7 Contractor shall furnish Wildfire with certificates of insurance (ACORD form or
equivalent approved by Wildfire) as required by this Agreement. The certificates for each
insurance policy are to be signed by a person authorized by that insurer to bind coverage on its
behalf. All certificates and endorsements are to be received and approved by Wildfire before
services commence. Each insurance policy required by this Agreement must be in effect at or
prior to commencement of services under this Agreement and remain in effect for the duration of
the term of this Agreement. Failure to maintain the insurance policies as required by this
Agreement, or to provide evidence of renewal, is a material breach of contract.
3.8.8 Contractor's certificate(s) shall include all subcontractors as insureds under its
policies or Contractor shall furnish to Wildfire separate certificates and endorsements for each
subcontractor. All coverages for subcontractors shall be subject to the minimum requirements
identified above.
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4. Compliance with Terms of Funding.
4.1 Contractor's Compliance with Terms of Funding. Contractor acknowledges that
Contractor's services will be part of the programs funded by the Funding Sources in Section I
pursuant to the Program Documents. Contractor agrees it will be bound by and will comply
with all terms and conditions of the Program Documents, including without limitation all
indemnification and insurance obligations. The "Program Documents" consist of the
Attachments and Exhibits hereto and any written policies and procedures that Wildfire may
send to Contractor from time to time, all of which are incorporated herein by this reference.
The Program Documents require Wildfire to submit certain periodic reports to the Fund
Sources. Contractor agrees to cooperate with Wildfire in preparing these reports. In addition,
Contractor agrees to comply with all other reporting obligations under the Program Documents.
4.2 Grants Management System Database (GMS). Contractor will ensure that
applications from all fund sources will be directly entered into the GMS Database, or
transferred electronically, in accordance with the policies outlined in the Program Documents.
5. Confidential Information.
5.1 Contractor's Obligation of Confidentiality. Contractor recognizes that as a result
of this Agreement and Contractor's performance of services hereunder Contractor will have
access to confidential information ("Confidential Information"). Contractor will keep the
Confidential Information it receives confidential at all times and will not, without the prior written
consent of Wildfire, disclose Confidential Information to any person other than its legal counsel
and other parties authorized by Wildfire in writing prior to the disclosure of the Confidential
Information (such legal counsel and other authorized parties will hereinafter be collectively
referred to herein as the "Representatives") who need to know the Confidential Information.
Contractor agrees to inform its Representatives of the confidential nature of the Confidential
Information and to obtain their agreement to be bound by the terms of this Section 5 for the benefit
of Wildfire. Contractor agrees to treat and use Confidential Information in a manner that is
consistent with protecting such information. Contractor agrees that it will be responsible for any
unauthorized use or disclosure of Confidential Information or other non-compliance with this
Agreement by any Representative or other agents, or by any other person who obtains access to
Confidential Information from, or due to the fault of, Contractor. Any such non-compliance will
constitute a breach of this Agreement by Contractor.
5.2 Definition of Confidential Information. Confidential Information includes
without limitation any information in whatever form, whether documents, computer disks,
computer drives, computer chips, audio tapes or video tapes, that are marked with the legend
"confidential" or other notice of similar meaning or are otherwise treated as confidential by
Wildfire. Whether or not indicated to be confidential, the following information shall be deemed
to constitute Confidential Information: all data collected from applicants for assistance and
program participants including without limitation names, addresses, and any other information of
a personal or intimate nature, and all trade secrets, proprietary data, financial information,
business information and other proprietary information disclosed by Wildfire to Contractor, and
further including without limitation any copies, summaries, indexes or abstracts of Confidential
Information and any information or materials derived from Confidential Information. In addition
to the foregoing, any information that is otherwise protected by law as confidential without regard
to this Agreement shall constitute Confidential Information. The term "Confidential Information"
as used herein does not include any information which (a) is already known to the public prior to
disclosure to Contractor; (b) is subsequently made known to the public without any violation of
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this Agreement; or (c) is rightfully received by Contractor from a third party without similar
restriction and without breach of this Agreement. Notwithstanding the foregoing, Contractor will
not be deemed in violation of this Agreement in the event Contractor discloses Confidential
Information in response to a duly issued court order or subpoena if Contractor provides prompt
advance notice thereof to Wildfire or if Contractor discloses data regarding applicants for
assistance and program participants to the extent required by Contractor's reporting obligations
under other agreements pursuant to which Contractor receives funding.
6. Audit and Inspection. Wildfire will have the right to audit and inspect
Contractor's work to verify compliance with this Agreement. Contractor agrees to provide
Wildfire and its Fund Sources with access, upon reasonable advance notice and during normal
business hours, to all of Contractor's books and records that relate to this Agreement. Contractor
will maintain copies of all books and records that relate to this Agreement for at least 3 years after
the expiration of this Agreement.
7. Notices. All notices given in connection with this Agreement shall be in writing
and sent by: (i) hand delivery (ii) nationally recognized courier, (iii) facsimile, (iv) United States
certified mail with return receipt requested, postage paid, or (v) e-mail. All notices shall be
deemed given and received when (a) if given by facsimile, upon confirmed transmission during
normal business hours (before 5:00 p.m. Arizona time), if confirmed transmission is after normal
business hours it will be deemed given and received the next business day, (b) if hand delivered,
when delivered (as confirmed by receipt executed by the recipient or delivery confirmation
executed by the courier), (c) if given by a nationally recognized courier, on the day the notice is
actually delivered (as confirmed by receipt executed by the recipient or delivery confirmation by
the courier), (d) if given by certified mail, return receipt requested, postage paid, when actually
delivered to the addresses specified herein as evidenced by return receipt or refusal or failure to
accept delivery. All notices will be given at the address or by use of the facsimile number or e-
mail address specified for a party on the signature page hereof. A party may change its mailing
address, e-mail address and/or facsimile number for notice by giving notice to the other parties in
accordance with this Section.
8. Limitation of Liability. Contractor acknowledges that all funds to be provided
pursuant to this Agreement will be provided by the Fund Sources, and Contractor agrees to look
solely to funds actually paid by the Fund Sources for Contractor invoices approved by the Fund
Sources for all compensation and reimbursement hereunder. Wildfire's obligations under this
Agreement are subject to the Fund Sources actually providing the funds (either to Wildfire or
directly to Contractor) pursuant to the Program Documents. Wildfire intends to allocate the funds
from each Fund Source to multiple contractors. If one or more Fund Sources reduces their
funding to Wildfire, then Wildfire reserves the right to reduce Contractor's funding under this
Agreement and to allocate the reduced funding among Contractor and other contractors as
determined by Wildfire in its sole discretion.
9. Assignment; Subcontractors. Contractor may not assign Contractor's rights or
obligations under this Agreement without Wildfire's prior written consent, which consent
Wildfire may withhold in its sole discretion. Contractor may not use a subcontractor to perform
any of Contractor's obligations under this Agreement without Wildfire's prior written consent,
which consent Wildfire will not unreasonably withhold. Wildfire's consent to an assignment or
subcontractor will not release Contractor from any obligations hereunder.
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10. Choice of Law and Forum. This Agreement has been entered into in Maricopa
County, Arizona and its application and interpretation shall be governed exclusively by its terms
and by the laws of the State of Arizona without regard to its choice of law rules. The exclusive
and proper venue for any dispute arising out of this Agreement will be the state and federal courts
located in Maricopa County Arizona.
11. Integration; Modification; Waiver. This Agreement reflects the entire
agreement of the parties relating to the subject matter hereof All recitals, Attachments and
Exhibits to this Agreement are incorporated herein by this reference. No provision of this
Agreement shall be deemed waived, amended, or modified by any party unless both parties sign
a written amendment or the party against whom the waiver is asserted signs a written waiver.
12. Counterparts; Email. This Agreement may be executed in counterparts and
delivered via email.
13. Attachments.
Attachment 1 Funding Source(s)
14. Exhibits.
Exhibit A Home Energy Assistance Fund Policy Manual FY 2020
Exhibit B Federal Poverty Income Guidelines effective July 1, 2019 —
June 30, 2020
Exhibit C URRD HVAC Waiver Pilot Program Summary
[Signature page follows]
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INDEPENDENT CONTRACTOR AGREEMENT
2019-20 Utility Assistance Programs
Signature Page
IN WITNESS WHEREOF, the undersigned have executed this Agreement, effective as of the
Effective Date.
CONTRACTOR Arizona Community Action Association (dba
Maricopa County Wildfire), an Arizona nonprofit corporation
By: By:
Name: Name: Cynthia Zwick
Title: _ Title: Executive Director
Date: Date:
Address:
By: 340 E Palm Lane, Suite 315
Phoenix, Arizona 85004
Name: Fax: 602-604-0644
E-mail: czwick@wildfireaz.org
Title:
Date:
By:
Name:
Title:
Date:
Address:
234 N Central Ave, #3000
Phoenix,AZ 85004
Email: milner@mail.maricopa.gov
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Wildfire and Contractor Agreement 2020
Attachment 1 Funding Source(s)
Maricopa Cty - CDD
Total
Direct Service Program
Fund Source(s) Allocation Allowable Activities Additional Information
Amount (A) Delivery (B)
(A+B)
Southwest Gas - Repair/Replace $ 7,636 $ 764 $ 8,400 Natural Gas Appliance Repair or Refer to Attachment 2: Southwest Gas Energy Share –
Replacement for SWG customers. Repair/Replace Program Summary.
Refer to Attachment 2: URRD Program Summary. Exhibit
A, Appendix B: Instructions for Verifying Citizenship and
Utility/Appliance Repair or Non-Legal Permanent Resident (LPR) Status.
Utility Repair Replacement Deposit (URRD) $ 318,618 $ 31,862 $ 350,480 Replacement and/or Utility
Deposits. URRD HVAC Waiver Pilot Program: 20% will be eligible
for use = $70,096 (DS = $63,724, PD = $6,372). Exhibit C:
URRD HVAC Waiver Pilot Program Summary
Total Funding $ 326,254.00 $ 32,626.00 $ 358,880.00
Contractor makes guarantees and payments to utility companies and repair/replacement vendors. Service costs and program delivery costs are then reimbursed based on activity reports.

of of
200% 150% 100% Poverty Percent 200% 150% 100% Poverty Percent
$24,980 $18,735 $12,490 1 $2,080 $1,561 $1,040 1
$33,820 $25,365 $16,910 2 $2,818 $2,113 $1,409 2 Federal
$42,660 $31,995 $21,330 3 $3,554 $2,666 $1,777 3 Poverty
Federal Guidelines
$51,500 $38,625 $25,750 4 Poverty $4,290 $3,218 $2,145 4
(FPG) - Effective Home
$60,340 $45,255 $30,170 5 Guidelines $5,028 $3,771 $2,514 5 Income July Energy
Household (FPG) Household thresholds 1, 2019 Wildfire
$69,180 $51,885 $34,590 6 Size - $5,764 $4,323 $2,882 6 Size - Assistance
ANNUAL for June
$78,020 $58,515 $39,010 7 income $6,500 $4,876 $3,250 7 the last 30, 2020 Fund
30
$86,860 $65,145 $43,430 8 thresholds $7,238 $5,428 $3,619 8 days by
percent
$95,700 $71,775 $47,850 9 $7,974 $5,981 $3,987 9 of
FPG
$104,540 $78,405 $52,270 10 $8,710 $6,533 $4,355 10
updated $8,840 $6,630 $4,420 member additional For each $736 $552 $368 member additional For each
5/2019 add: add:

URRD HVAC WAVIER PILOT
PROGRAM SUMMARY
Overview of the Program:
Participants in this pilot program are able to use URRD funds in excess of the normal $3,000.00
limit for a single household, in order to repair or replace an existing HVAC unit in emergency
situations. Under this program the limit for these jobs will be $6,000.00.
Guidelines:
• Up to 20% of a participating agency's URRD allocation for the fiscal year may be utilized
in this pilot program. An alternate percentage may be negotiated with Wildfire, if
required.
• Waivers must be reserved for heating and cooling emergencies and must not preclude
or supplant the weatherization process for clients who qualify for weatherization
services.
• The minimum energy efficiency rating for replacement units is 14 SEER.
• Participating agencies agree to provide an analysis of eligible clients left unserved at the
end of the pilot program.
• All other existing guidelines of the URRD fund source remain the same.
Procedure:
1. Before any work is performed, an URRD HVAC Waiver application (see below) must be
submitted by email to the Energy Program Manager at Wildfire.
2. Approval or denial of the application will be remitted via return email.
3. Client data for each job performed in this program must be entered into GMS directly or
by monthly batch, in the same manner as other URRD jobs.
4. All funds included in these waiver applications will count toward the agreed-upon
funding limit for the pilot program, as defined in the contract.
5. When the pilot program ends, each participating agency will be required to provide an
estimate of the number of clients that were left unserved.
updated 5/2019

URRD HVAC Waiver Application
Date:
Agency Name:
Client Name:
Client Address:
Brief Description of Planned
Repair/Replacement:
Brief Description of Why
This Waiver is Necessary:
Estimated Cost:
Name of Agency
Representative:
WILDFIRE Energy
Program Manager Approval: