ATTACHMENT B FEDERAL TERMS AND CONDITIONS.DOCX

ATTACHMENT B
FEDERAL TERMS AND CONDITIONS
I. KEY PERSONNEL
It is essential that the Maricopa County School Superintendent’s Office train and provide adequate,
experienced personnel, capable of and devoted to the successful accomplishment of projects that may
be performed under this Agreement. The Maricopa County School Superintendent’s Office must
agree to assign experienced individuals to project positions.
A. The Maricopa County School Superintendent’s Office agrees that, once assigned to work on a
project under this Agreement, key personnel should not be removed or replaced without prior
written notice to the GOYFF.
B. If key personnel are not available for work on a specific project, for a continuous period
exceeding thirty (30) calendar days, or are expected to devote substantially less effort to the
work than initially anticipated, the Maricopa County School Superintendent’s Office shall
immediately notify the GOYFF Program Administrator and shall, subject to the concurrence
of the GOYFF, replace such personnel with personnel of substantially equal ability and
qualifications.
C. The Maricopa County School Superintendent’s Office shall assign specific individuals to the
key programmatic and fiscal positions and other changes to key personnel, specifically the
Maricopa County School Superintendent’s Office’s SABG Coordinator must be reported on
or before the effective date of such change to the GOYFF.
II. HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (“HIPAA”) OF
1996
A. The Maricopa County School Superintendent’s Office warrants that it is familiar with the
requirements of HIPAA, as amended by the Health Information Technology for Economic
and Clinical Health Act (“HITECH ACT”) of 2009, and accompanying regulations and will
comply with all applicable HIPAA requirements in the course of this Agreement. Maricopa
County School Superintendent’s Office warrants that it will cooperate with the GOYFF in the
course of performance of the Agreement so that both GOYFF and the Maricopa County
School Superintendent’s Office will be in compliance with HIPAA, including cooperation
and coordination with the Arizona Department of Administration-Arizona Strategic
Enterprise Technology (“ADOA-ASET”) Office, the ADOA-ASET Arizona State Chief
Information Security Office and HIPAA Coordinator and other compliance officials required
by HIPAA and its regulations. The Maricopa County School Superintendent’s Office will
sign any documents that are reasonably necessary to keep GOYFF and the Maricopa County
School Superintendent’s Office in compliance with HIPAA, including, but not limited to,
business associates agreements.
B. If required by the GOYFF, the Maricopa County School Superintendent’s Office agrees to
sign a “Pledge to Protect Confidential Information” and to abide by the statements addressing
the creation, use and disclosure of confidential information, including information designated
as protected health information and all other confidential or sensitive information as defined
in policy. In addition, if requested, the Maricopa County School Superintendent’s Office
agrees to attend or participate in HIPAA training offered by the GOYFF or to provide written
verification that the Maricopa County School Superintendent’s Office has attended or
participated in job related HIPAA training that is (1) intended to make the Maricopa County
School Superintendent’s Office proficient in HIPAA for purposes of performing the services
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required and (2) presented by a HIPAA Privacy Officer or other person or program
knowledgeable and experienced in HIPAA and who has been approved by the ADOA-ASET
Arizona State Chief Information Security Officer and HIPAA Coordinator.
III. AGREEMENT RENEWAL
The Agreement shall not bind nor purport to bind the GOYFF for any contractual commitment in excess of
the original Agreement period or amount. The GOYFF shall have the right, at its sole and unfettered
discretion, whether or not to extend this Agreement. If so, the parties must execute a written amendment or
a new contract. Consideration for renewal will also be based on results of program and fiscal monitoring.
IV. FUND MANAGEMENT
The Maricopa County School Superintendent’s Office must maintain funds received under this Agreement
in separate ledger accounts and cannot mix these funds with other sources. The Maricopa County School
Superintendent’s Office must manage funds according to applicable federal regulations for administrative
requirements, cost principles and audits.
The Maricopa County School Superintendent’s Office must maintain adequate business systems to comply
with federal requirements. The business systems that must be maintained are:
 Financial Management
 Procurement
 Personnel
 Property
 Travel
A system is adequate if it is: 1) written; 2) consistently followed - it applies in all similar circumstances; and
3) consistently applied – it applies to all sources of funds. The GOYFF reserves the right to review all
business systems policies.
V. DUNS/CCR
Each successful recipient who is awarded funding must provide the following prior to an Agreement being
executed: (a) Dun and Bradstreet Universal Numbering System (DUNS) number for the fiscal agent; and
(b) proof of current registration in the Central Contractor Registration (CCR) database. Additionally, CCR
registration must be maintained for the term of the Agreement. The DUNS website is located at
http://fedgov.dnb.com/webform. The CCR registration information may be found at
https://www.sam.gov/portal/public/SAM/.
VI. FFATA REPORTING REQUIREMENTS
The Maricopa County School Superintendent’s Office is required to provide certain information pursuant to
the Federal Funding Accountability and Transparency Act of 2006 reporting requirements (Pub. L. No. 109-
282, as amended by Section 6205 (a) of Pub. L. No. 110-252) “FFATA”). FFATA requires that certain
information on federal awards (federal financial assistance and expenditures) be made available to the
public via a single, searchable website, which is www.USASpending.gov.
VII. APPLICABILITY OF PART 200 UNIFORM REQUIREMENTS
The Maricopa County School Superintendent’s Office agrees to comply with the Uniform
Administrative Requirements, Cost Principles, and Audit Requirements in 2 C.F. R. Part 200.
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