CITYTEMPE SNAP-ED CONTRACT (00).PDF

CONTRACT PURSUANT TO PH RFP 171202
CONTRACT #: MA D860 180168
This Contract is effective this 1st day of October, 2017 by and between Maricopa County (“County”), a political
subdivision of the State of Arizona, and City of Tempe – Kid Zone Enrichment Program (“Contractor”) for the
purchase of Supplemental Nutrition Assistance Program – Education (SNAP-Ed) services.
1.0 CONTRACT TERM:
1.1 This Contract is for a term of one (1) year, beginning on the 1st day of October, 2017 and ending
the 30th day of September, 2018.
1.2 The County may, at its option and with the agreement of the Contractor, renew the term of this
Contract for additional terms up to a maximum of five (5) years, (or at the County’s sole
discretion, extend the contract on a month-to-month basis for a maximum of six (6) months after
expiration). The County shall notify the Contractor in writing of its intent to extend the Contract
term at least thirty (30) calendar days prior to the expiration of the original contract term, or any
additional term thereafter.
2.0 FEE ADJUSTMENTS:
Any request for a fee adjustment must be submitted thirty (30) days prior to the current Contract expiration
date. Requests for adjustment in cost of labor and/or materials must be supported by appropriate
documentation. If County agrees to the adjusted fee, County shall issue written approval of the change.
The reasonableness of the request will be determined by comparing the request with the (Consumer Price
Index) or by performing a market survey.
3.0 PAYMENTS:
3.1 As consideration for performance of the duties described herein, County shall pay Contractor the
sum(s) stated in Exhibit “A.”
3.2 Payment shall be made upon the County’s receipt of a properly completed invoice.
3.3 INVOICES:
3.3.1 The Contractor shall submit one (1) legible copy of their detailed invoice before
payment(s) can be made. At a minimum, the invoice must provide the following
information:
 Company name, address and contact
 County bill-to name and contact information
 Contract serial number
 County purchase order number
 Invoice number and date
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CONTRACT #: MA D860 180168
 Payment terms
 Date of service or delivery
 Quantity
 Contract Item number(s)
 Description of service provided
 Pricing per unit of service
 Extended price
 Total Amount Due
3.3.2 Problems regarding billing or invoicing shall be directed to the County as listed on the
Purchase Order.
3.3.3 Payment shall be made to the Contractor by Accounts Payable through the Maricopa
County Vendor Express Payment Program. This is an Electronic Funds Transfer (EFT)
process. After Contract Award the Contractor shall complete the Vendor Registration
Form located on the County Department of Finance Vendor Registration Web Site
(http://www.maricopa.gov/Finance/Vendors.aspx)
3.3.4 EFT payments to the routing and account numbers designated by the Contractor will
include the details on the specific invoices that the payment covers. The Contractor is
required to discuss remittance delivery capabilities with their designated financial
institution for access to those details.
3.4 APPLICABLE TAXES:
3.4.1 Payment of Taxes: The Contractor shall pay all applicable taxes. With respect to any
installation labor on items that are not attached to real property performed by Contractor
under the terms of this Contract, the installation labor cost and the gross receipts for
materials provided shall be listed separately on the Contractor’s invoices.
3.4.2 State and Local Transaction Privilege Taxes: Maricopa County is subject to all
applicable state and local transaction privilege taxes. To the extent any state and local
transaction privilege taxes apply to sales made under the terms of this contract it is the
responsibility of the seller to collect and remit all applicable taxes to the proper taxing
jurisdiction of authority.
3.4.3 Tax Indemnification: Contractor and all subcontractors shall pay all Federal, state, and
local taxes applicable to its operation and any persons employed by the Contractor.
Contractor shall, and require all subcontractors to hold Maricopa County harmless from
any responsibility for taxes, damages and interest, if applicable, contributions required
under Federal, and/or state and local laws and regulations and any other costs including
transaction privilege taxes, unemployment compensation insurance, Social Security and
Worker’s Compensation.
3.5 TAX: (SERVICES)
No tax shall be levied against labor. It is the responsibility of the Contractor to determine any and
all taxes and include the same in proposal price.
4.0 AVAILABILITY OF FUNDS:
4.1 The provisions of this Contract relating to payment for services shall become effective when funds
assigned for the purpose of compensating the Contractor as herein provided are actually available
to County for disbursement. The County shall be the sole judge and authority in determining the
availability of funds under this Contract. County shall keep the Contractor fully informed as to the
availability of funds.
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CONTRACT #: MA D860 180168
4.2 If any action is taken by any state agency, Federal department or any other agency or
instrumentality to suspend, decrease, or terminate its fiscal obligations under, or in connection
with, this Contract, County may amend, suspend, decrease, or terminate its obligations under, or in
connection with, this Contract. In the event of termination, County shall be liable for payment
only for services rendered prior to the effective date of the termination, provided that such services
are performed in accordance with the provisions of this Contract. County shall give written notice
of the effective date of any suspension, amendment, or termination under this Section, at least ten
(10) days in advance.
5.0 DUTIES:
5.1 The Contractor shall perform all duties stated in Exhibit “B”, or as otherwise directed in writing
by the Procurement Officer.
5.2 During the Contract term, County shall provide Contractor’s personnel with adequate workspace
for consultants and such other related facilities as may be required by Contractor to carry out its
contractual obligations.
6.0 TERMS and CONDITIONS:
6.1 INDEMNIFICATION:
To the fullest extent permitted by law, and to the extent that claims, damages, losses or expenses
are not covered and paid by insurance purchased by the Contractor, the Contractor shall defend
indemnify and hold harmless the County (as Owner), its agents, representatives, agents, officers,
directors, officials, and employees from and against all claims, damages, losses, and expenses
(including, but not limited to attorneys' fees, court costs, expert witness fees, and the costs and
attorneys' fees for appellate proceedings) arising out of, or alleged to have resulted from the
negligent acts, errors, omissions, or mistakes relating to the performance of this Contract.
Contractor's duty to defend, indemnify, and hold harmless the County, its agents, representatives,
agents, officers, directors, officials, and employees shall arise in connection with any claim,
damage, loss, or expense that is attributable to bodily injury, sickness, disease, death or injury to,
impairment of, or destruction of tangible property, including loss of use resulting there from,
caused by negligent acts, errors, omissions, or mistakes in the performance of this Contract, but
only to the extent caused by the negligent acts or omissions of the Contractor, a subcontractor, any
one directly or indirectly employed by them, or anyone for whose acts they may be liable,
regardless of whether or not such claim, damage, loss, or expense is caused in part by a party
indemnified hereunder.
The amount and type of insurance coverage requirements set forth herein will in no way be
construed as limiting the scope of the indemnity in this paragraph.
The scope of this indemnification does not extend to the sole negligence of County.
Each Party (as "indemnitor") agrees to indemnify, defend, and hold harmless the other Party (as
"indemnitee") from and against any and all claims, losses, liability, costs, or expenses (including
reasonable attorney's fees) (hereinafter collectively referred to as "claims") arising out of the
negligent performance of this Agreement, but only to the extent that such claims which result in
vicarious/derivative liability to the indemnitee are caused by the act, omission, negligence,
misconduct, or other fault of the indemnitor, its officers, officials, agents, employees, or
volunteers.
6.2 [Intentionally deleted]
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CONTRACT #: MA D860 180168
6.3 FORCE MAJEURE
6.3.1 Neither party shall be liable for failure of performance, nor incur any liability to the other
party on account of any loss or damage resulting from any delay or failure to perform all
or any part of this Contract if such delay or failure is caused by events, occurrences, or
causes beyond the reasonable control and without negligence of the parties. Such events,
occurrences, or causes will include Acts of God/Nature (including fire, flood, earthquake,
storm, hurricane or other natural disaster), war, invasion, act of foreign enemies,
hostilities (whether war is declared or not), civil war, riots, rebellion, revolution,
insurrection, military or usurped power or confiscation, terrorist activities,
nationalization, government sanction, lockout, blockage, embargo, labor dispute, strike,
interruption or failure of electricity or telecommunication service.
6.3.2 Each party, as applicable, shall give the other party notice of its inability to perform and
particulars in reasonable detail of the cause of the inability. Each party must use best
efforts to remedy the situation and remove, as soon as practicable, the cause of its
inability to perform or comply.
6.3.3 The party asserting Force Majeure as a cause for non-performance shall have the burden
of proving that reasonable steps were taken to minimize delay or damages caused by
foreseeable events, that all non-excused obligations were substantially fulfilled, and that
the other party was timely notified of the likelihood or actual occurrence which would
justify such an assertion, so that other prudent precautions could be contemplated.
6.3.4 The County shall reserve the right to terminate this Contract and/or any applicable order
or contract release purchase order upon non-performance by Contractor. The County
shall reserve the right to extend the Contract and time for performance at its discretion.
6.4 [Intentionally deleted].
6.5 NOTICES:
All notices given pursuant to the terms of this Contract shall be addressed to:
For County:
Maricopa County
Department of Public Health
Attn: Cheryl Rentscheler, Procurement Officer
4041 N. Central Avenue, #1400
Phoenix, AZ 85012
(602) 506-6886
cherylrentscheler@mail.maricopa.gov
For Contractor:
City of Tempe – Kid Zone Enrichment Program
Shelley Hearn, Community Services Director
3340 S. Rural Road, Mail Stop 28-1
Tempe, AZ 85282
(480) 350-5405
Shelley_hearn@tempe.gov
6.6 [Intentionally deleted]
6.7 [Intentionally deleted]
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CONTRACT #: MA D860 180168
6.8 UNCONDITIONAL TERMINATION FOR CONVENIENCE:
Maricopa County may terminate the resultant Contract for convenience by providing sixty (60)
calendar days advance notice to the Contractor. The Contractor shall be entitled to receive just and
equitable compensation for services in progress, services completed, and goods or materials
provided before the effective date of termination.
6.9 TERMINATION FOR DEFAULT:
6.9.1 In addition to the rights reserved in the Contract, the County may terminate the Contract
in whole or in part due to the failure of the Contractor to comply with any term or
condition of the Contract, to acquire and maintain all required insurance policies, bonds,
licenses and permits, or to make satisfactory progress in performing the Contract. The
Procurement Officer shall provide written notice of the termination and the reasons for it
to the Contractor.
6.9.2 Upon termination under this paragraph, all goods, materials, documents, data and reports
prepared by the Contractor under the Contract shall become the property of and be
delivered to the County on demand.
6.9.3 The Contractor shall continue to perform, in accordance with the requirements of the
Contract, up to the date of termination, as directed in the termination notice. However, if
so terminated, the Contractor shall be entitled to receive just and equitable compensation
for services in progress, services completed, and goods or materials provided before the
effective date of termination.
6.10 TERMINATION BY THE COUNTY:
If the Contractor should be adjudged bankrupt or should make a general assignment for the benefit
of its creditors, or if a receiver should be appointed on account of its insolvency, the County may
terminate the Contract. If the Contractor should persistently or repeatedly refuse or should fail,
except in cases for which extension of time is provided, to provide enough properly skilled
workers or proper materials, or persistently disregard laws and ordinances, or not proceed with
work or otherwise be guilty of a substantial violation of any provision of this Contract, then the
County may terminate the Contract. Prior to termination of the Contract, the County shall give the
Contractor fifteen- (15) calendar day’s written notice. Upon receipt of such termination notice, the
Contractor shall be allowed fifteen (15) calendar days to cure such deficiencies.
6.11 STATUTORY RIGHT OF CANCELLATION FOR CONFLICT OF INTEREST:
Notice is given that pursuant to A.R.S. §38-511 the County may cancel this Contract without
penalty or further obligation within three years after execution of the contract, if any person
significantly involved in initiating, negotiating, securing, drafting or creating the contract on
behalf of the County is at any time while the Contract or any extension of the Contract is in effect,
an employee or agent of any other party to the Contract in any capacity or consultant to any other
party of the Contract with respect to the subject matter of the Contract. Additionally, pursuant to
A.R.S §38-511 the County may recoup any fee or commission paid or due to any person
significantly involved in initiating, negotiating, securing, drafting or creating the contract on
behalf of the County from any other party to the contract arising as the result of the Contract.
6.12 UNIFORM ADMINISTRATIVE REQUIREMENTS:
By entering into this Contract the Contractor agrees to comply with all applicable provisions of
Title 2, Subtitle A, Chapter II, PART 200—UNIFORM ADMINISTRATIVE REQUIREMENTS,
COST PRINCIPLES, AND AUDIT REQUIREMENTS FOR FEDERAL AWARDS contained in
Title 2 C.F.R. § 200 et seq.
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CONTRACT #: MA D860 180168
6.13 OFFSET FOR DAMAGES:
In addition to all other remedies at law or equity, the County may offset from any money due to
the Contractor any amounts Contractor owes to the County for damages resulting from breach or
deficiencies in performance under this contract.
6.14 ADDITIONS/DELETIONS OF SERVICE:
The County reserves the right to add and/or delete products and/or services provided under this
Contract. If a requirement is deleted, payment to the Contractor will be reduced proportionately to
the amount of service reduced in accordance with the proposal price. If additional services and/or
products are required from this Contract, prices for such additions will be negotiated between the
Contractor and the County.
6.15 RELATIONSHIPS:
In the performance of the services described herein, the Contractor shall act solely as an
independent contractor, and nothing herein or implied herein shall at any time be construed as to
create the relationship of employer and employee, partnership, principal and agent, or joint venture
between the District and the Contractor.
6.16 SUBCONTRACTING:
The Contractor may not assign this Contract or subcontract to another party for performance of the
terms and conditions hereof without the written consent of the County, which shall not be
unreasonably withheld. All correspondence authorizing subcontracting must reference the
Proposal Serial Number and identify the job project.
6.17 AMENDMENTS:
All amendments to this Contract shall be in writing and approved/signed by both parties. The
Public Health Procurement Officer and/or the Office of Procurement Services’ Chief Procurement
Officer shall be responsible for approving all amendments for Maricopa County.
6.18 ACCESS TO AND RETENTION OF RECORDS FOR THE PURPOSE OF AUDIT AND/OR
OTHER REVIEW:
6.18.1 In accordance with section MCI 367 of the Maricopa County Procurement Code the
Contractor agrees to retain all books, records, accounts, statements, reports, files, and
other records and back-up documentation relevant to this Contract 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 latest. The County, Federal or State auditors and any
other persons duly authorized by the Department shall have full access to, and the right to
examine, copy and make use of, any and all said materials.
6.18.2 If the Contractor’s books, records, accounts, statements, reports, files, and other records
and back-up documentation relevant to this Contract are not sufficient to support and
document that requested services were provided, the Contractor shall reimburse Maricopa
County for the services not so adequately supported and documented.
6.18.3 If at any time it is determined by the County that a cost for which payment has been made
is a disallowed cost, the County shall notify the Contractor in writing of the
disallowance. The course of action to address the disallowance shall be at sole discretion
of the County, and may include either an adjustment to future claim submitted by the
Contractor by the amount of the disallowance, or to require reimbursement forthwith of
the disallowed amount by the Contractor by issuing a check payable to Maricopa County.
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CONTRACT #: MA D860 180168
6.19 AUDIT DISALLOWANCES:
If at any time, County determines that a cost for which payment has been made is a disallowed
cost, such as overpayment, County shall notify the Contractor in writing of the disallowance.
County shall also state the means of correction, which may be but shall not be limited to
adjustment of any future claim submitted by the Contractor by the amount of the disallowance, or
to require repayment of the disallowed amount by the Contractor.
6.20 SEVERABILITY:
The invalidity, in whole or in part, of any provision of this Contract shall not void or affect the
validity of any other provision of this Contract.
6.21 RIGHTS IN DATA:
The County shall own have the use of all data and reports resulting from this Contract without
additional cost or other restriction except as provided by law. Each party shall supply to the other
party, upon request, any available information that is relevant to this Contract and to the
performance hereunder.
6.22 NON-DISCRIMINATION:
CONTRACTOR agrees to comply with all provisions and requirements of Arizona Executive
Order 2009-09 including flow down of all provisions and requirements to any subcontractors.
Executive Order 2009-09 supersedes Executive order 99-4 and amends Executive order 75-5 and
may be viewed and downloaded at the Governor of the State of Arizona’s website
http://www.azgovernor.gov/dms/upload/EO_2009_09.pdf which is hereby incorporated into this
contract as if set forth in full herein. During the performance of this contract, CONTRACTOR
shall not discriminate against any employee, client or any or any other individual in any way
because of that person’s age, race, creed, color, religion, sex, disability or national origin.
6.23 INTEGRATION:
This Contract represents the entire and integrated agreement between the parties and supersedes
all prior negotiations, proposals, communications, understandings, representations, or agreements,
whether oral or written, express or implied.
6.24 VERIFICATION REGARDING COMPLIANCE WITH ARIZONA REVISED STATUTES §41-
4401 AND FEDERAL IMMIGRATION LAWS AND REGULATIONS:
6.24.1 By entering into the Contract, the Contractor warrants compliance with the Immigration
and Nationality Act (INA using e-verify) and all other federal immigration laws and
regulations related to the immigration status of its employees and A.R.S. §23-214(A). The
contractor shall obtain statements from its subcontractors certifying compliance and shall
furnish the statements to the Procurement Officer upon request. These warranties shall
remain in effect through the term of the Contract. The Contractor and its subcontractors
shall also maintain Employment Eligibility Verification forms (I-9) as required by the
Immigration Reform and Control Act of 1986, as amended from time to time, for all
employees performing work under the Contract and verify employee compliance using the
E-verify system and shall keep a record of the verification for the duration of the
employee’s employment or at least three years, whichever is longer. I-9 forms are available
for download at USCIS.GOV.
6.24.2 The County retains the legal right to inspect contractor and subcontractor employee
documents performing work under this Contract to verify compliance with paragraph
6.24.1 of this Section. Contractor and subcontractor shall be given reasonable notice of the
County’s intent to inspect and shall make the documents available at the time and date
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CONTRACT #: MA D860 180168
specified. Should the County suspect or find that the Contractor or any of its subcontractors
are not in compliance, the County will consider this a material breach of the contract and
may pursue any and all remedies allowed by law, including, but not limited to: suspension
of work, termination of the Contract for default, and suspension and/or debarment of the
Contractor. All costs necessary to verify compliance are the responsibility of the
Contractor.
6.25 CONTRACTOR EMPLOYEE WHISTLEBLOWER RIGHTS AND REQUIREMENT TO
INFORM EMPLOYEES OF WHISTLERBLOWER RIGHTS.
6.25.1 The Parties agree that this Contract and employees working on this Contract will be
subject to the whistleblower rights and remedies in the pilot program on 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;
6.25.2 Contractor shall inform its employees in writing, in the predominant language of the
workforce, of employee whistleblower rights and protections under 41 U.S.C. § 4712, as
described in section 3.908 of the Federal Acquisition Regulation. Documentation of such
employee notification must be kept on file by Contractor and copies provided to County
upon request.
6.25.3 Contractor shall insert the substance of this clause, including this paragraph (c), in all
subcontracts over the simplified acquisition threshold ($150,000 as of September 2013).
6.26 CONTRACTOR LICENSE REQUIREMENT:
6.26.1 The Respondent shall procure all permits, insurance, licenses and pay the charges and
fees necessary and incidental to the lawful conduct of his/her business, and as necessary
complete any required certification requirements, required by any and all governmental or
non-governmental entities as mandated to maintain compliance with and in good standing
for all permits and/or licenses. The Respondent shall keep fully informed of existing and
future trade or industry requirements, Federal, State and Local laws, ordinances, and
regulations which in any manner affect the fulfillment of a Contract and shall comply
with the same. Contractor shall immediately notify both Materials Management and the
using agency of any and all changes concerning permits, insurance or licenses.
6.26.2 Respondents furnishing finished products, materials or articles of merchandise that will
require installation or attachment as part of the Contract, shall possess any licenses
required. A Respondent is not relieved of its obligation to posses the required licenses by
subcontracting of the labor portion of the Contract. Respondents are advised to contact
the Arizona Registrar of Contractors, Chief of Licensing, at (602) 542-1525 to ascertain
licensing requirements for a particular contract. Respondents shall identify which
license(s), if any, the Registrar of Contractors requires for performance of the Contract.
6.27 CERTIFICATION REGARDING DEBARMENT AND SUSPENSION
6.27.1 The undersigned (authorized official signing for the Contractor) certifies to the best of his
or her knowledge and belief, that the Contractor
6.21.1.1 is not presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from covered transactions by any Federal
Department or agency;
6.21.1.2 have not within 3-year period preceding this Contract been convicted of or
had a civil judgment rendered against them for 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
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CONTRACT #: MA D860 180168
public transaction; violation of Federal or State antitrust statues or
commission of embezzlement, theft, forgery, bribery, falsification or
destruction of records, making false statements, or receiving stolen property;
6.21.1.3 are not presently indicted or otherwise criminally or civilly charged by a
government entity (Federal, State or local) with commission of any of the
offenses enumerated in paragraph (2) of this certification; and
6.21.1.4 have not within a 3-year period preceding this Contract had one or more
public transaction (Federal, State or local) terminated for cause of default.
6.27.2 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 Contract.
6.28 GOVERNING LAW:
This Contract shall be governed by the laws of the state of Arizona. Venue for any actions or
lawsuits involving this Contract will be in Maricopa County Superior Court or in the United States
District Court for the District of Arizona, sitting in Phoenix, Arizona
6.29 ORDER OF PRECEDENCE:
In the event of a conflict in the provisions of this Contract and Contractor’s license agreement, if
applicable, the terms of this Contract shall prevail.
6.30 AUDIT REQUIREMENTS
6.30.1 If the Contractor expends $750,000 or more from all contracts administered and/or
funded via County, and/or receives $750,000 or more per year from any federal funding
sources, the Contractor may be subject to Federal audit requirements per P.L. 98-502
"The Single Audit Act". The Contractor shall comply with OMB Uniform Guidance as
applicable. The audit report shall be submitted to the Maricopa County Department of
Public Health for review within the twelve months following the close of the fiscal year.
The Contractor shall take any necessary corrective action to remedy any material
weaknesses identified in the audit report within six months after the release date of the
report. Maricopa County may consider sanctions as described in OMB Uniform
Guidance for contractors not in compliance with the audit requirements. All books and
records shall be maintained in accordance with Generally Accepted Accounting
Principles (GAAP).
6.30.2 The Contractor shall schedule an annual financial audit to be submitted to County for
review within twelve months following the close of the program’s fiscal year. Contractor
understands that failure to meet this requirement may result in loss of current funding and
disqualification from consideration for future County-administered funding.
6.30.3 The Contractor shall comply with the requirement of the Federal Office of Management
and Budget (OMB) Uniform Guidance. The Contractor is responsible for having an audit
performed in accordance with, and when required, by OMB Uniform Guidance, and for
sending a copy of the report issued as a result of the audit to the COUNTY within 30
days of issuance. The County reserves the right to engage an auditor, at the Contractor’s
expense, to perform an OMB Uniform Guidance audit of the Contractor in the event that
the Contractor shall fail to engage an auditor or the County shall reject or disapprove of
the auditor engaged by the Contractor.
6.30.4 The Contractor must also comply with the following OMB Circulars:
1.0 A-102 Uniform Administrative Requirements for Grants to State and Local
Government.
2.0 A-110 Uniform Administrative Requirements for Grants and Agreement with
Institutions of Higher Education, Hospitals and other non-profit organizations.
3.0 A-122 Cost Principles for Non-Profit Organizations.
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CONTRACT #: MA D860 180168
4.0 A-87 Cost Principles for State and Local Governments.
5.0 A-21 Cost principles for Education Institutions.
6.31 ISRAEL BOYCOTT:
By submitting this proposal the Contractor certifies that they are in compliance with Article 9,
Arizona Revised Statutes Section 35-393 et seq.
6.32 INFLUENCE
As prescribed in MC1-1202 of the Maricopa County Procurement Code, any effort to influence an
employee or agent to breach the Maricopa County Ethical Code of Conduct or any ethical conduct,
may be grounds for Disbarment or Suspension under MC1-902.
An attempt to influence includes, but is not limited to:
6.32.1 A Person offering or providing a gratuity, gift, tip, present, donation, money,
entertainment or educational passes or tickets, or any type valuable contribution or
subsidy,
6.32.2 That is offered or given with the intent to influence a decision, obtain a contract, garner
favorable treatment, or gain favorable consideration of any kind.
If a Person attempts to influence any employee or agent of Maricopa County, the Chief
Procurement Officer, or his designee, reserves the right to seek any remedy provided by the
Maricopa County Procurement Code, any remedy in equity or in the law, or any remedy provided
by this contract.
6.33 PUBLIC RECORDS:
All Offers submitted and opened are public records and must be retained by the Records Manager
at the Office of Procurement Services. Offers shall be open to public inspection after Contract
award and execution, except for such Offers deemed to be confidential by the Office of
Procurement Services. If an Offeror believes that information in its Offer should remain
confidential, it shall indicate as confidential, the specific information and submit a statement with
its offer detailing the reasons that the information should not be disclosed. Such reasons shall
include the specific harm or prejudice which may arise. The Records Manager of the Office of
Procurement Services shall determine whether the identified information is confidential pursuant
to the Maricopa County Procurement Code.
6.34 INCORPORATION OF DOCUMENTS:
The following are to be attached to and made part of this Contract:
6.34.1 Exhibit A, Pricing;
6.34.2 Exhibit B, Scope of Work;
6.34.3 Exhibit C, Office of Procurement Services Contractor Travel and Per Diem Policy.
6.35 COUNTERPARTS
This agreement may be signed in any number of counterparts. Each counterpart is an original.
Together, all counterparts form one single document.
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SERIAL #: PH RFP 180168
IN WITNESS WHEREOF, this Contract is executed and signed on the dates set forth below.
CONTRACTOR
CITY OF TEMPE
an Arizona municipal corporation
By: ______________________________
Mark W. Mitchell, Mayor
Date: __________________________________
ATTEST:
Brigitta M. Kuiper, City Clerk
APPROVED AS TO FORM:
Judith R. Baumann, City Attorney
[Signature of Maricopa County on next page]
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SERIAL #: PH RFP 180168
MARICOPA COUNTY
DENNY BARNEY DATE
CHAIRMAN, BOARD OF SUPERVISORS
ATTESTED:
CLERK OF THE BOARD DATE
APPROVED AS TO FORM:
LEGAL COUNSEL, MCAO DATE
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SERIAL #: PH RFP 180168
EXHIBIT A
PRICING SHEET
BIDDER NAME: City of Tempe – Kid Zone Enrichment Program
F.I.D./VENDOR #: VC0000008852
BIDDER ADDRESS: 3340 S. Rural Road, Mail Stop 28-1, Tempe, AZ 85282
P.O. ADDRESS:
BIDDER PHONE #: 480-350-5405
BIDDER FAX #:
COMPANY WEB SITE: www.tempe.gov
COMPANY CONTACT (REP): Shelley Hearn
E-MAIL ADDRESS (REP): shelley_hearn@tempe.gov
PAYMENT TERMS: BIDDER IS REQUIRED TO SELECT ONE OF THE FOLLOWING:
TERMS WILL BE CONSIDERED IN DETERMINING LOW BID.
FAILURE TO CHOOSE A TERM WILL RESULT IN A DEFAULT TO NET 30.
BIDDER MUST INITIAL THE SELECTION BELOW.
NET 10 ____________________
NET 15 ____________________
NET 20 ____________________
NET 30 ________X___________
NET 45 ____________________
NET 60 ____________________
NET 90 ____________________
2% 10 DAYS NET 30 ____________________
1% 10 DAYS NET 30 ____________________
2% 30 DAYS NET 31 ____________________
1% 30 DAYS NET 31 ____________________
5% 30 DAYS NET 31 ____________________
COMPENSATION/FEES: BUDGET:
SUPPLEMENTAL NUTRITION ASSISTANCE
PROGRAM – EDUCATION (SNAP-Ed) 2017 $361,901
(As defined herein)
Respondent's signature below indicates understanding and agreement to perform the services outlined in the Request
for Proposal indicated above for the total amount they have listed above.
Signature (REQUIRED) Date
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SERIAL #: PH RFP 180168
Budget Justification
Organization Name: City of Tempe - Kid Zone Enrichment Program
Budet Budget Description Budget Calculation Details Annual
Category Expenses
A. Personnel $218,409
Costs/Salary
B. Fringe Benefits $65,501
C. Contracts, Intern stipend; job ads AZ Intern stipend to assist in providing nutrition education within our program to $4,790
Grants, & Dietetic Assoc. for 100% SNAP-ed children, parents, and staff: 1 at $300 = $300; 4 AZ Dietetic Assoc. ads for 100%
Agreements staff; TCAA classes for seniors @ SNAP-ed positions @ $100 ea. = $400; Sr. classes: 16 hr/mo + fringe = $2275 + Food
3 Commun. Centers + Nutr. costs @ $60/mo = $720; Nutr. Classes in Escalante Garden incl. using garden
Classes in Escalante Garden using produce: 4 six wk. classes + 2 hr plan-prep/class = 72 hrs + fringe = $855 + $10
garden produce supplies/class =$240
D. Non-capital Food and paper goods for food KZ Traveling Instructor food demo supplies for 10 inst. tchg. 440 classes, $8,250; $41,516
Equipment/Supplies demos and taste tests, Misc. Classroom food demo supp. for 2 coord. tchg. 72 classes, $1,350; Site Special Event
Office supplies, photocopying & food demo supp. 11 sites @ 2 events ea., $1,980; Prog/Community special event
print shop, postage, food prep food demo supp. 3 comm. events, $1,125; misc. office supplies: Printer Ink & suppl.,
tool replacement; laminating office & laminating supplies, $6,500; food prep tool replacement for 11 school sites
supplies, Supplies required to & 3 Comm. Ctrs., $1,650; photocopying, printing, $3,628; Staff processing costs
teach approved curriculum (Food Handlers cards, fingerprints, CPR/1st Aid, TB test) , $1,382; 14 CATCH EC
Equip. Kits, $9,450; 1 CATCH Kids Club Equip. Set, $1,995; Supplies required to teach
approved Gardening curriculums, $2,252; Supplies required to teach all other
approved curriculums, $649; Misc. General Supplies , $1,305
E. Materials Approved Curriculum; Books, 2 CATCH Kids Club K-5 = $572; 14 CATCH ECE Curr. $6,069; Health through Literacy $14,679
posters, handouts, brochures & Grade specific Book Bags 2 ea. Grade K-5; $1,561; Healthy Classrooms, Healthy
games to support approved Schools 5 curric for K-2 & 5 for grades 3-5 = $983; 3 Jr. Master Gardener Teacher
curriculum and pse efforts Guide $146; 3 Jr. Master Gardener-Student Handbook; $52; Grow It, Try It, Like It
books $304; MyPlate Items to support curric. & pse e.g. bulletin boards, cling sets
etc. $2608; Other Items that support approved curric. e.g. food picture sets, food
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SERIAL #: PH RFP 180168
replicas sets, $836; Posters & Brochures that support pse efforts & approved curric.
= $1548;
F1. Travel - In-State In-State Mileage mileage for City ownded vehicle for travel for conferences/mtgs./trngs./site visits $224
30 mi. week x 44 weeks @.17/mile (gsa rate) = $224.40
F2. Travel - Out-of- $0
State
F3. --- Total $224
G. Building Space Storage Unit Rental for Education Independent storage unit for SNAP-Ed educational materials and supplies: Monthly $15,960
Materials (100% SNAP-ed use) Rent at $515 x 12 months = $6,180. For school space, an hourly rate was calculated
$6180. School space to teach by taking amounts charged to Kid Zone by school districts for space for school year,
SNAP-ed. $9,780. summer and school year camp (fall, winter and spring break camps) and dividing by
the number of weeks KZ is in operation divided by total program hours to come up
with an hourly rate. The hourly rate was then multiplied by the number of SNAP-ed
hours for a total of $9,780. See attachment for detailed breakdown.
H1. Maintenance - $0
Utilities
H2. Maintenance - Maintenance for Space to teach An hourly maintenance rate was calculated by taking annual custodial charges $822
Factilities SNAP-ed (when they were broken out from space by TD#3) for summer and school year
camp (fall, winter and spring break camps) and dividing by the number of weeks KZ
is in operation divided by total program hours to come up with an hourly rate. The
hourly rate was then multiplied by the number of SNAP-ed hours. TD#3 has weekly
summer custodial (maintenance) costs = $255.56, an hourly rate of $4.44 x 5 hrs.
per week of SNAP-ed x 9 weeks summer x 3 Nutrition sites = $600 for TD#3 summer
maintenance costs. For school year camps, TD#3 has a weekly charge of $640, an
hourly rate of $11.13 x 5 hrs per week of SNAP-ed x 4 weeks = $222 for camp
maintenance costs.
H3. --- Total $822
I. Equipment & $0
Other capital
TOTAL EXPENSES $361,901
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CONTRACT #: MA D860 180168
EXHIBIT B
SCOPE OF WORK
1.0 SCOPE OF WORK:
1.1 Contractors are required to:
1.1.1 Complete activities as outlined in the approved MCDPH SNAP-Ed workplan.
1.1.2 Attend annual AzHZ SNAP-Ed Orientation Training.
1.1.3 Adhere to SNAP-Ed policies and procedures as outlined in the AzHZ Policies and
Procedures Manual.
1.1.3.1 Complete Civil Rights training as required by AzHZ.
1.1.3.2 Complete monthly and semi-annual reports as required by AzHZ.
1.1.3.3 Participate in fiscal and program site visits.
1.1.3.4 Submit monthly CER reports and adhere to SNAP-Ed approved budget. All
changes to the budget must be pre-approved by MCDPH.
1.1.4 Participate in quarterly in-person subcontractor meetings.
1.1.5 Participate in SNAP-Ed training opportunities and the Arizona Health Zone’s Annual
Conference.
MCDPH will:
 Provide technical assistance to subcontractors to implement grant deliverables.
 Provide direction and support to coordinate the implementation of grant deliverables among subcontractors
and MCDPH.
 Combine required subcontractor reports for final submission to AzHZ.
 Coordinate quarterly in-person meetings with subcontractors.
 Conduct fiscal and program site visits as required by AzHZ.
 Review expenditure reports for compliance with pre-approved budget and reporting requirements.
Workplan for Fiscal Year 2018 (October 1, 2017 through September 30, 2018)
Goal 1 – Food Systems: Collaborate with Tempe Community Action Agency (TCAA) to install an EBT machine at
the Clark Park Farmers Market, which operates October to April. Once installed, promote availability of using EBT
to SNAP-eligible audiences, particularly to parents of children at elementary schools, early care centers, and
Community Centers within a two mile radius.
Goal 2 – Food Systems: Increase the number of adults at the City of Tempe Community Center who meet minimum
recommended amounts of consumption of fruits and vegetables, whole grains, and calcium.
A. Meet with Community Center leadership staff and leadership of local agencies serving low income
populations to assess community needs related to healthy eating
B. Collaborate with community leadership and local agencies to develop and implement a plan to address
community needs as well as provide direct education
C. Collaborate with staff from Tempe Community Action Agency and City of Tempe Community Center to
teach at least two 4-6 week series of adult classes each year at 3 community centers (Escalante, Northside,
Westside)
D. Work with MCDPH and AzHZ to create a Tempe specific Food Resource Guide to promote free and low-
cost food resources throughout the city. The resource guide will be distributed to SNAP-eligible sites
including Tempe School District #3, Thrive to Five, Health Start, Head Start, Kid Zone sites, TCAA,
community centers, and schools.
Goal 3 – Food Systems: Collaborate with TCAA to increase access to, awareness of, and availability of food boxes
at schools sites and the TCAA Food Pantry for children and families.
A. Provide AzHZ materials, such as Fun Food News, Sr. Bulletins, recipe cards, etc. for distribution with food
boxes at school sites and the TCAA food pantry.
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SERIAL #: PH RFP 180168
B. Work with MCDPH to potentially incorporate the food pantry and food box sites onto the Maricopa
Healthy mobile app.
Goal 4 – Food Systems: Implement at least 10 school and preschool gardens located at SNAP-eligible schools
within Tempe Elementary School District (TD#3) and Kyrene School District (KD#28) boundaries within Tempe
city limits.
A. Meet with school principals/staff and after school programs to assess interest in having a school garden at
sites that currently do not have a garden.
B. Identify a garden leader at interested eligible school sites
C. Determine needs and provide resources and information in order to establish and/or support current garden
project plans
D. Provide technical assistance and teacher in-service regarding garden use and upkeep, including utilizing
curriculum to increase use of garden and incorporating garden curriculum into current curriculum.
E. Provide on-going support as needed to establish sustainability with school staff, parents, and students
F. Collaborate with Tempe Community Action Agency (TCAA) and provide support to Thew Elementary and
the Escalante Community Garden such as curriculum, TA, and other resources.
G. Kid Zone Garden Instructors, Nutrition Instructors, and other staff will implement approved evidence-
based gardening curriculum with children attending SNAP-eligible sites.
H. Attend and participate in quarterly School Garden Network meeting with Tempe Elementary School
District to address sustainability of school gardens.
Goal 5 – Food Systems: Collaborate with Tempe School District #3 to support and pilot a CACFP afterschool meals
program at 1-2 targeted SNAP-eligible sites reaching at least 75 families; if successful, expand program to other
afterschool sites within Tempe in subsequent two years.
Goal 6 – Food Systems: Collaborate with TD#3 Nutrition Services to increase participation in the SFSP by 3% and
will promote participation in the SFSP to at least 2,000 families enrolled in TD#3 SNAP-eligible sites.
A. Collaborate with MCDPH and TD#3 Nutrition Services to create a marketing plan to reach Tempe families
on the availability and promotion of SFSP to Tempe.
B. Request SFSP at all qualifying sites where Kid Zone has a summer program.
C. Offer support and resources to encourage implementation of SFSP
D. Kid Zone Nutrition Instructors and other staff will provide direct education activities at SNAP-Ed eligible
sites using approved evidence-based curriculum in support of MyPlate and the Dietary Guidelines for
Americans.
E. Meet with TD#3 Food Service Director Post-summer to analyze SFSP participation data.
F. Complete SFST Supports Checklist as required by AzHZ.
Goal 7 – Food Systems: Collaborate with Tempe Community Action Agency (TCAA) to provide community
outreach and SNAP-approved gardening education at Escalante and Clark Park community gardens, including
participating in and/or helping coordinate community events at the gardens.
Goal 8 – Food Systems: Promote personal gardens to Tempe families through attendance of community events, such
as Play Day in the Park and Geeks Night Out. Regularly provide home gardening information and tips to parents
and families through SNAP-eligible afterschool sites.
Goal 9 – Active Living: Collaborate with MCDPH and other partners to promote physical activity opportunities to
children and families at SNAP-eligible sites.
A. Collaborate with MCDPH to promote the Maricopa Healthy mobile app and distribute related posters and
materials to further promote availability of low-cost and free physical activity events in Tempe.
B. Create a marketing plan to regularly provide information on family friendly city recreational and play
spaces and opportunities at SNAP-eligible Kid Zone before/after school sites, Kid Zone Preschool, and
while providing direct education at other eligible sites.
C. Attend/have presence at city and community events promoting active transportation, such as Tour de
Tempe, canalscape and walking path promotion, and similar events.
D. Complete the PARA assessment tool at eight city parks attached to the SNAP-eligible school.
a. Contact neighborhood associations to gather interest in presenting PARA assessment results
at their association’s monthly meetings.
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SERIAL #: PH RFP 180168
b. At the invitation of neighborhood associations, attend association meetings to report on the
results of the PARA assessment.
c. Provide resources on opportunities for making park improvements, such as through applying
for Tempe’s annual park grant.
E. Kid Zone Nutrition Instructors and other staff will provide direct education activities at SNAP-eligible sites
using evidence-based curriculum detailing the benefits of getting recommended amounts of physical
activity, while providing regular opportunities for children to be physically active and promoting citywide
physical activity resources.
F. Collaborate with other City of Tempe Departments to plan/participate in at least two community events
such as Tour de Tempe and Play Day in the Park, that encourage physical activity and the use of available
free and low-cost resources and opportunities within Tempe
G. Provide information on family friendly City Recreational and play spaces and opportunities
H. (Cross post from School Health) Implement a Running Club at SNAP-eligible Kid Zone afterschool
program sites for students. Collaborate with the City of Tempe Parks and Recreation and the Pat Tillman
Foundation during Kid Zone’s annual Running Club to promote other physical activity opportunities in
Tempe, such as the Arbor Day 5k and Pat’s Run, including asking the sponsoring organization to offer free
shirts and/or free race registration to encourage participation.
I. Collaborate with the City of Tempe Tennis Program and the United States Tennis Association (USTA) to
encourage Kid Zone staff at SNAP-eligible Kid Zone sites to offer a 5-8 week tennis program each year for
students through training, technical assistance, incentives for participating students, staff recognition, and
other support resources
Goal 10 – School Health: Collaborate with Tempe Elementary School District staff to enhance the district’s wellness
policy with further nutrition and physical activity benchmarks consistent with SNAP-Ed strategies.
A. Submit TD#3 Wellness Policy to AzHZ Evaluation Team for evaluation using WellSAT 2.0
B. Attend Coordinated School Health Committee meetings every other month.
C. Through the committee, work with district and school staff to monitor and evaluate school wellness policy
implementation using the NHSAC assessment tool as well as the district’s evaluation tool based off the
CDC School Health Index.
D. Based off WellSAT and NHSAC data, advocate for wellness policy changes to improve school health
across the district and reduce health and wellness disparities across school in the district.
E. Kid Zone Nutrition Program Coordinators, Gardening Instructors, and other staff will offer to present
trainings to school staff on curriculum, gardening, and other nutrition and physical activity programming to
support a healthy school environment.
F. Kid Zone Nutrition Program Coordinators, Gardening Instructors, and other staff will offer and provide
resources for school staff to implement nutrition, physical activity, and or gardening programming.
G. Kid Zone Nutrition Program Coordinators, Nutrition Instructors, Gardening Instructors, CATCH
Instructors and other staff will provide direct education activities at SNAP-eligible sites using approved
evidence-based curriculum.
H. Kid Zone Nutrition Program Coordinators, Nutrition Instructors, Gardening Instructors, CATCH
Instructors, and other staff will attend district and school-wide events such as field days, health fairs,
running clubs, and other events to promote SNAP-Ed messages.
I. Collaborate with TD#3 Nutrition Services to increase SNAP-Ed messaging during food service to support a
positive meal environment and increase consumption of healthful foods, including the use of the Smarter
Lunchroom assessment.
Goal 11 – School Health: Implement in at least 9 Kid Zone sites located at SNAP-eligible schools and regularly self-
evaluate how well they are meeting a wellness policy based on Empower Standards and National Afterschool
Association (NAA) Healthy Eating and Physical Activity (HEPA) guidelines.
A. Establish a Wellness Committee to create food and beverage and physical activity policies using Empower
Standards and NAA Healthy Eating and Physical Activity guidelines
B. Train staff on Empower Standards, NAA guidelines and Wellness policies.
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SERIAL #: PH RFP 180168
C. Wellness Committee members will create a Kid Zone Wellness Policy to meet or exceed Empower
Standards and NAA HEPA guidelines.
D. To further support positive physical activity environments, CATCH Kids Club philosophies will be
integrated into Kid Zone philosophies and the Wellness Policy.
E. Kid Zone Admin Staff and Nutrition Program Coordinators will provide regular technical assistance and
programming (such as Running Club, Cooking Club, SNAP-Ed Nutrition Instructors, etc.) with SNAP-
eligible Kid Zone sites to ensure and improve Empower Standard and Wellness Policy compliance.
F. Collaborate with MCDPH evaluator to assist staff from each Kid Zone site to self-assess how well their
program is meeting standards and create an action plan from their self-assessment.
G. Staff from each site will implement their action plan.
H. Staff will reassess how well they are meeting standards at least once per year.
I. Collaborate with MCDPH evaluator on compiling the data from the pre/post assessment.
Goal 12 – School Health: Implement CATCH programming and other evidence-based physical activity
programming at SNAP-eligible sites including TKZ afterschool programs.
A. TKZ will collaborate with MCDPH to provide a CATCH Kids Club training to Kid Zone staff to support
positive physical activity environments at SNAP-eligible Kid Zone sites, incorporating Empower Physical
Activity Standards.
B. Invite other afterschool and summer programs across MCDPH SNAP-Ed Focus Area to participate in
CATCH Kids Club training, such as Boys and Girls Club, City of Phoenix PAC, Kyrene Kids Club,
Escalante Community Center, etc.
C. TKZ will collaborate with MCDPH to create a marketing plan to reach Kid Zone families on nutrition and
physical activity efforts, such as promoting the Maricopa Healthy mobile app.
D. TKZ will collaborate with afterschool partners such as the Arizona Center for Afterschool Excellence
(AZCASE), the Afterschool Alliance, and the National Afterschool Association (NAA) to strengthen
nutrition and physical activity programing training opportunities and resources available to all out of school
time staff serving eligible and vulnerable populations in Arizona.
E. Kid Zone SNAP-Ed staff will regularly attend trainings and other continuing education activities to further
knowledge, skills, and abilities in implementing nutrition and physical activity programming.
F. Kid Zone Nutrition Program Coordinator and Admin Staff will regularly train and provide technical
assistance to Kid Zone Nutrition Instructors, CATCH Instructors, and Gardening Instructors to ensure
program is meeting deliverables.
G. Kid Zone Nutrition Program Coordinator will provide supplemental nutrition programming at SNAP-
eligible sites such as an annual Running Club.
H. Kid Zone Nutrition Instructors, CATCH Instructors, and Garden Instructors will travel to SNAP-eligible
Kid Zone sites and provide approved evidence-based direct education activities.
I. Kid Zone Nutrition Instructors, CATCH Instructors, and Garden Instructors will hold events and Family
Nights at SNAP-eligible Kid Zone sites to expand and promote SNAP-Ed messages to parents and families.
Goal 13 – Early Care: Increase healthy eating and physical activity opportunities in early care programs within the
City of Tempe.
A. Tempe Kid Zone will collaborate and support Getz Preschool to implement nutrition, farmers market, and
garden themed special events to promote SNAP-Ed messages with parents and families of the children in
the program.
B. MCDPH and Tempe Kid Zone will conduct CATCH ECE training with preschool staff at Getz Preschool
and other identified preschool programs and provide technical assistance on implementation of the
program. Other sites could include Northside Head Start, Escalante Preschool and Tempe PRE (Preschool
Resource Expansion) sites in the Tempe and Elementary School District.
C. TKZ will coordinate regular training and technical assistance with Tempe’s PRE Free after-Preschool
program to ensure and improve Empower Standard compliance at 10 sites.
D. TKZ will share gardening curriculum and provide support with curriculum implementation at Tempe’s
SNAP-eligible preschool programs.
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SERIAL #: PH RFP 180168
E. TKZ will provide direct education activities using approved evidence-based curriculum at SNAP-eligible
Thrive to Five classes.
F. TKZ will share AzHZ approved materials with families at SNAP-eligible preschool programs and Thrive to
Five, such as Fun Food News, Summer Lunch Buddies, MCDPH’s Maricopa Healthy app, recipe cards,
and other collateral materials.
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SERIAL #: PH RFP 180168
EXHIBIT C
OFFICE OF PROCUREMENT SERVICES CONTRACTOR TRAVEL AND PER DIEM POLICY
1.0 All contract-related travel plans and arrangements shall be prior-approved by the County Contract
Administrator.
2.0 Lodging, per diem and incidental expenses incurred in performance of Maricopa County/Special District
(County) contracts shall be reimbursed based on current U.S. General Services Administration (GSA)
domestic per diem rates for Phoenix, Arizona. Contractors must access the following internet site to
determine rates (no exceptions): www.gsa.gov
2.1 Additional incidental expenses (i.e., telephone, fax, internet and copying charges) shall not be
reimbursed. They should be included in the contractor’s hourly rate as an overhead charge.
2.2 The County will not (under no circumstances) reimburse for Contractor guest lodging, per diem or
incidentals.
3.0 Commercial air travel shall be reimbursed as follows:
3.1 Coach airfare will be reimbursed by the County. Business class airfare may be allowed only when
preapproved in writing by the County Contract Administrator as a result of the business need of
the County when there is no lower fare available.
3.2 The lowest direct flight airfare rate from the Contractors assigned duty post (pre-defined at the
time of contract signing) will be reimbursed. Under no circumstances will the County reimburse
for airfares related to transportation to or from an alternate site.
3.3 The County will not (under no circumstances) reimburse for Contractor guest commercial air
travel.
4.0 Rental vehicles may only be used if such use would result in an overall reduction in the total cost of the
trip, not for the personal convenience of the traveler. Multiple vehicles for the same set of travelers for the
same travel period will not be permitted without prior written approval by the County Contract
Administrator.
4.1 Purchase of comprehensive and collision liability insurance shall be at the expense of the
contractor. The County will not reimburse contractor if the contractor chooses to purchase these
coverage.
4.2 Rental vehicles are restricted to sub-compact, compact or mid-size sedans unless a larger vehicle
is necessary for cost efficiency due to the number of travelers. (NOTE: contractors shall obtain
pre-approval in writing from the County Contract Administrator prior to rental of a larger vehicle.)
4.3 County will reimburse for parking expenses if free, public parking is not available within a
reasonable distance of the place of County business. All opportunities must be exhausted prior to
securing parking that incurs costs for the County. Opportunities to be reviewed are the DASH;
shuttles, etc. that can transport the contractor to and from County buildings with minimal costs.
4.4 County will reimburse for the lowest rate, long-term uncovered (e.g. covered or enclosed parking
will not be reimbursed) airport parking only if it is less expensive than shuttle service to and from
the airport.
4.5 The County will not (under no circumstances) reimburse the Contractor for guest vehicle rental(s)
or other any transportation costs.
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SERIAL #: PH RFP 180168
5.0 Contractor is responsible for all costs not directly related to the travel except those that have been pre-
approved by the County Contract Administrator. These costs include (but not limited to) the following: in-
room movies, valet service, valet parking, laundry service, costs associated with storing luggage at a hotel,
fuel costs associated with non-County activities, tips that exceed the per diem allowance, health club fees,
and entertainment costs. Claims for unauthorized travel expenses will not be honored and are not
reimbursable.
6.0 Travel and per diem expenses shall be capped at 15% of project price unless otherwise specified in
individual contracts
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