IGA RE IMMUNIZATION SVCS WITH ADHS.PDF

ARIZONA DEPARTMENT OF
INTERGOVERNMENTAL AGREEMENT (IGA) HEALTH SERVICES
150 North 18th Avenue, Suite 260
Phoenix, Arizona 85007
Contract No. ADHS18-177694 (602) 542-1040
(602) 542-1741 FAX
Project Title: Immunization Services Begin Date: January 01, 2018
Geographic Service Area: Maricopa County Termination Date: December 31, 2022
Arizona Department of Health Services has authority to contract for services specified herein in accordance with A.R.S. §§ 11-951, 11-952, 36-
104 and 36-132. The Contractor represents that it has authority to contract for the performance of the services provided herein pursuant to:
X Counties: A.R.S. §§ 11-201, 11-951, 11-952 and 36-182.
Indian Tribes: A.R.S. §§ 11-951, 11-952 and the rules and sovereign authority of the contracting Indian Nation.
School Districts: A.R.S. §§ 11-951, 11-952, and 15-342.
City of Phoenix: Chapter II, §§ 1 & 2, Charter, City of Phoenix.
City of Tempe: Chapter 1, Article 1, §§ 1.01 & 1.03, Charter, City of Tempe.
Amendments signed by each of the parties and attached hereto are hereby adopted by reference as a part of this Contract, from the effective
date of the Amendment, as if fully set out herein.
Arizona Transaction (Sales) Privilege: 89102161 FOR CLARIFICATION, CONTACT:
Federal Employer Identification No.: 86-6000472 Name: Machrina Leach
Tax License No.: 07-290-681 D Phone: 602-506-6662
Contractor Name: Maricopa County by and through its FAX No:
Maricopa County Public Health
Address: 4041 N. Central Ave., Suite 1400 E-mail: Machrinaleach@mail.maricopa.gov
Phoenix, AZ 85012
CONTRACTOR SIGNATURE: This Contract shall henceforth be referred to as Contract
The Contractor agrees to perform all the services set forth in the
Agreement and Work Statement. No. ADHS18-177694 The Contractor is hereby
cautioned not to commence any billable work or provide any
material, service or construction under this Contract until
Contractor receives a fully executed copy of the Contract.
State of Arizona
Signature of Person Authorized to Sign Date
Signed this day of , 201__
Denny Barney, Chairman, Maricopa County Board of Supervisors
Print Name and Title
Procurement Officer
CONTRACTOR ATTORNEY SIGNATURE: Attorney General Contract, No. P0012014000078, which is an
Agreement between public agencies, has been reviewed pursuant to
Pursuant to A.R.S. § 11-952, the undersigned Contractor’s A.R.S. § 11-952 by the undersigned Assistant Attorney General, who
Attorney has determined that this Intergovernmental Agreement is has determined that it is in the proper form and is within the powers
in proper form and is within the powers and authority granted granted under the laws of the State of Arizona to those parties to the
under the laws of Arizona. Agreement represented by the Attorney General.
The Attorney General, BY:
Signature of Person Authorized to Sign Date
Signature Date
Assistant Attorney General:
Print Name and Title
ATTEST:
______________________________________________ Page 1 of 25
Clerk of the Board Date

CONTRACT NUMBER
INTERGOVERNMENTAL AGREEMENT
ADHS18-177694 TERMS AND CONDITIONS
1. Definition of Terms. As used in this Contract, the terms listed below are defined as follows:
1.1 “Attachment” means any document attached to the Contract and incorporated into the Contract.
1.2 “ADHS” means Arizona Department of Health Services.
1.3 “Budget Term” means the period of time for which the contract budget has been created and during which
funds should be expended.
1.4 “Change Order” means a written order that is signed by a Procurement Officer and that directs the
Contractor to make changes authorized by the Uniform Terms and Conditions of the Contract.
1.5 “Contract” means the combination of the Uniform and Special Terms and Conditions, the Specifications and
Statement or Scope of Work, Attachments, Referenced Documents, any Contract Amendments and any
terms applied by law.
1.6 “Contract Amendment” means a written document signed by the Procurement Officer and the Contractor
that is issued for the purpose of making changes in the Contract.
1.7 “Contractor” means any person who has a Contract with the Arizona Department of Health Services.
1.8 “Cost Reimbursement” means a contract under which a contractor is reimbursed for costs, which are
reasonable, allowable and allocable in accordance with the contract terms and approved by ADHS.
1.9 “Days” means calendar days unless otherwise specified.
1.10 “Fixed Price” establishes a set price per unit of service. The set price shall be based on costs, which are
reasonable, allowable and allocable.
1.11 “Gratuity” means a payment, loan, subscription, advance, deposit of money, services, or anything of more
than nominal value, present or promised, unless consideration of substantially equal or greater value is
received.
1.12 “Materials” unless otherwise stated herein, means all property, including but not limited to equipments,
supplies, printing, insurance and leases of property.
1.13 “Procurement Officer” means the person duly authorized by the State to enter into and administer Contracts
and make written determinations with respect to the Contract.
1.14 “Purchase Order” means a written document that is signed by a Procurement Officer, that requests a
vendor to deliver described goods or services at a specific price and that, on delivery and acceptance of the
goods or services by ADHS, becomes an obligation of the State.
1.15 “Services” means the furnishing of labor, time or effort by a Contractor or Subcontractor.
1.16 “Subcontract” means any contract, express or implied, between the Contractor and another party or
between a subcontractor and another party delegating or assigning, in whole or in part, the making or
furnishing of any material or any service required for the performance of this Contract.
1.17 “State” means the State of Arizona and/or the ADHS. For purposes of this Contract, the term “State” shall
not include the Contractor.
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2. Contract Type.
This Contract shall be:
X Fixed Price
3. Contract Interpretation.
3.1. Arizona Law. The law of Arizona applies to this Contract including, where applicable, the Uniform
Commercial Code as adopted by the State of Arizona.
3.2. Implied Contract Terms. Each provision of law and any terms required by law to be in this Contract are a
part of this Contract as if fully stated in it.
3.3. Contract Order of Precedence. In the event of a conflict in the provisions of the Contract, as accepted by
the State and as they may be amended, the following shall prevail in the order set forth below:
3.3.1. Terms and Conditions;
3.3.2. Statement or Scope of Work;
3.3.3. Attachments; and
3.3.4. Referenced Documents.
3.4. Relationship of Parties. The Contractor under this Contract is an independent Contractor. Neither party to
this Contract shall be deemed to be the employee or agent of the other party to the Contract.
3.5. Severability. The provisions of this Contract are severable. Any term or condition deemed illegal or invalid
shall not affect any other term or condition of the Contract.
3.6. No Parole Evidence. This Contract is intended by the parties as a final and complete expression of their
agreement. No course of prior dealings between the parties and no usage of the trade shall supplement or
explain any terms used in this document.
3.7. No Waiver. Either party’s failure to insist on strict performance of any term or condition of the Contract shall
not be deemed a waiver of that term or condition even if the party accepting or acquiescing in the
nonconforming performance knows of the nature of the performance and fails to object to it.
3.8. Headings. Headings are for organizational purposes only and shall not be interpreted as having legal
significance or meaning.
4. Contract Administration and Operation.
4.1. Term. As indicated on the signature page of the Contract, the Contract shall be effective as of the Begin
Date and shall remain effective until the Termination Date.
4.2. Contract Renewal. This Contract shall not bind, nor purport to bind, the State for any contractual
commitment in excess of the original Contract period. The term of the Contract shall not exceed five years.
However, if the original Contract period is for less than five years, the State shall have the right, at its sole
option, to renew the Contract, so long as the original Contract period together with the renewal periods does
not exceed five years. If the State exercises such rights, all terms, conditions and provisions of the original
Contract shall remain the same and apply during the renewal period with the exception of price and Scope
of Work, which may be renegotiated.
4.3. New Budget Term. If a budget term has been completed in a multi-term Contract, the parties may agree to
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ADHS18-177694 TERMS AND CONDITIONS
change the amount and type of funding to accommodate new circumstances in the next budget term. Any
increase or decrease in funding at the time of the new budget term shall coincide with a change in the
Scope of Work or change in cost of services as approved by the Arizona Department of Health Services.
4.4. Non-Discrimination. The Contractor shall comply with State Executive Order No. 2009-09 and all other
applicable Federal and State laws, rules and regulations, including the Americans with Disabilities Act.
4.5. Records and Audit. Under A.R.S. § 35-214 and A.R.S. § 35-215, the Contractor shall retain and shall
contractually require each subcontractor to retain all data and other records (“records”) relating to the
acquisition and performance of the Contract for a period of five years after the completion of the Contract.
All records shall be subject to inspection and audit by the State and where applicable the Federal
Government at reasonable times. Upon request, the Contractor shall produce a legible copy of any or all
such records.
4.6. Financial Management. For all contracts, the practices, procedures, and standards specified in and
required by the Accounting and Auditing Procedures Manual for the ADHS funded programs shall be used
by the Contractor in the management of Contract funds and by the State when performing a Contract audit.
Funds collected by the Contractor in the form of fees, donations and/or charges for the delivery of these
Contract services shall be accounted for in a separate fund.
4.6.1. Federal Funding. Contractors receiving federal funds under this Contract shall comply with the
certified finance and compliance audit provision of the Office of Management and Budget (OMB)
Circular A-133, if applicable. The federal financial assistance information shall be stated in a
Change Order or Purchase Order.
4.6.2. State Funding. Contractors receiving state funds under this Contract shall comply with the certified
compliance provisions of A.R.S. § 35-181.03.
4.7. Inspection and Testing. The Contractor agrees to permit access, at reasonable times, to its facilities.
4.8. Notices. Notices to the Contractor required by this Contract shall be made by the State to the person
indicated on the signature page by the Contractor, unless otherwise stated in the Contract. Notices to the
State required by the Contract shall be made by the Contractor to an ADHS Procurement Officer, unless
otherwise stated in the Contract. An authorized ADHS Procurement Officer and an authorized Contractor
representative may change their respective person to whom notice shall be given by written notice, and an
amendment to the Contract shall not be necessary.
4.9. Advertising and Promotion of Contract. The Contractor shall not advertise or publish information for
commercial benefit concerning this Contract without the prior written approval of an ADHS Procurement
Officer.
4.10. Property of the State.
4.10.1. Equipment. Except as provided below or otherwise agreed to by the parties, the title to any and all
equipment acquired through the expenditure of funds received from the State shall remain the
property of the State by and through the ADHS and, as such, shall remain under the sole direction,
management and control of the ADHS. When this Contract is terminated, the disposition of all such
property shall be determined by the ADHS. For Fixed Price contracts, when the Contractor
provides the services/materials required by the Contract, any and all equipment purchased by the
Contractor remains the property of the Contractor. All purchases of equipment need to be reported
to the ADHS Office of Inventory Control.
4.10.2. Title and Rights to Materials. As used in this section, the term “Materials” means all products
created or produced by the Contractor under this Contract, including, but not limited to: written and
electronic information, recordings, reports, research, research findings, conclusions, abstracts,
results, software, data and any other intellectual property or deliverables created, prepared, or
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received by the Contractor in performance of this Contract. Contractor acknowledges that all
Materials are the property of the State by and through the ADHS and, as such, shall remain under
the sole direction, management and control of the ADHS. The Contractor is not entitled to a patent
or copyright on these Materials and may not transfer a patent or copyright on them to any other
person or entity. To the extent any copyright in any Materials may originally vest in the Contractor,
the Contractor hereby irrevocably transfers to the ADHS, for and on behalf of the State, all
copyright ownership. The ADHS shall have full, complete and exclusive rights to reproduce,
duplicate, adapt, distribute, display, disclose, publish, release and otherwise use all Materials. The
Contractor shall not use or release these Materials without the prior written consent of the ADHS.
When this Contract is terminated, the disposition of all such Materials shall be determined by the
ADHS. Further, the Contractor agrees to give recognition to the ADHS for its support of any
program when releasing or publishing program Materials.
4.10.3. Notwithstanding the above, if the Contractor is a State agency, the following shall apply instead: It
is the intention of ADHS and Contractor that all material and intellectual property developed under
this Agreement be used and controlled in ways to produce the greatest benefit to the parties to this
Contract and the citizens of the State of Arizona. As used in this paragraph, “Material” means all
written and electronic information, recordings, reports, findings, research information, abstracts,
results, software, data, discoveries, inventions, procedures and processes of services developed by
the Contractor and any other materials created, prepared or received by the Contractor and
subcontractors in performance of this Agreement. “Material” as used herein shall not include any
pre-existing data, information, materials, discoveries, inventions or any form of intellectual property
invented, created, developed or devised by Contractor (or its employees, subcontractors or agents)
prior to the commencement of the services funded by this Agreement or that may result from
Contractor’s involvement in other service activities that are not funded by the Agreement.
4.10.4. Title and exclusive copyright to all Material shall vest in the State of Arizona, subject to any rights
reserved on behalf of the federal government. As State agencies and instrumentalities, both ADHS
and Contractor shall have full, complete, perpetual, irrevocable and non-transferable rights to
reproduce, duplicate, adapt, make derivative works, distribute, display, disclose, publish and
otherwise use any and all Material. The Contractor’s right to use Material shall include the following
rights: the right to use the Material in connection with its internal, non-profit research and
educational activities, the right to present at academic or professional meetings or symposia and
the right to publish in journals, theses, dissertations or otherwise of Contractor’s own choosing.
Contractor agrees to provide ADHS with a right of review prior to any publication or public
presentation of the Material, and ADHS shall be entitled to request the removal of its confidential
information or any other content the disclosure of which would be contrary to the best interest of the
State of Arizona. Neither party shall release confidential information to the public without the prior
expressly written permission of the other, unless required by the State public records statutes or
other law, including a court order. Each party agrees to give recognition to the other party in all
public presentations or publications of any Material, when releasing or publishing them.
4.10.5. In addition, ADHS and Contractor agree that any and all Material shall be made freely available to
the public to the extent it is in the best interest of the State. However, if either party wants to
license or assign an intellectual property interest in the material to a third-party for monetary
compensation, ADHS and Contractor agree to convene to determine the relevant issues of title,
copyright, patent and distribution of revenue. In the event of a controversy as to whether the
Material is being used for monetary compensation or in a way that interferes with the best interest
of the state or ADHS, then the Arizona Department of Administration shall make the final decision.
Notwithstanding the above, “monetary compensation’ does not include compensation paid to an
individual creator for traditional publications in academia (the copyrights to which are Employee-
Excluded Works under ABOR Intellectual Property Policy Section 6-908C.4.), an honorarium or
other reimbursement of expenses for an academic or professional presentation, or an unprofitable
distribution of Material.
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4.11. E-Verify Requirements In accordance with A.R.S. § 41-4401, Contractor warrants compliance with all
Federal immigration laws and regulations relating to employees and warrants its compliance with Section
A.R.S. § 23-214, Subsection A.
4.12. Federal Immigration and Nationality Act The Contractor shall comply with all federal, state and local
immigration laws and regulations relating to the immigration status of their employees during the term of the
Contract. Further, the Contractor shall flow down this requirement to all subcontractors utilized during the
term of the Contract. The State shall retain the right to perform random audits of Contractor and
subcontractor records or to inspect papers of any employee thereof to ensure compliance. Should the State
determine that the Contractor and/or any subcontractors be found noncompliant, the State may pursue 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.
5. Costs and Payments
5.1. Payments. Payments shall comply with the requirements of A.R.S. Titles 35 and 41, net 30 days. Upon
receipt and acceptance of goods or services, the Contractor shall submit a complete and accurate
Contractor’s Expenditure Report for payment from the State within thirty (30) days, as provided in the
Accounting and Auditing Procedures Manual for the ADHS.
5.2. Recoupment of Contract Payments.
5.2.1. Unearned Advanced Funds. Any unearned State funds that have been advanced to the Contractor
and remain in its possession at the end of each budget term, or at the time of termination of the
Contract, shall be refunded to the ADHS within forty-five (45) days of the end of a budget term or of
the time of termination.
5.2.2. Contracted Services. In a fixed price contract, if the number of services provided is less than the
number of services for which the Contractor received compensation, funds to be returned to the
ADHS shall be determined by the Contract price. Where the price is determined by cost per unit of
service or material, the funds to be returned shall be determined by multiplying the unit of service
cost by the number of services the Contractor did not provide during the Contract term. Where the
price for a deliverable is fixed, but the deliverable has not been completed, the Contractor shall be
paid a pro rata portion of the completed deliverable. In a cost reimbursement contract, the ADHS
shall pay for any costs that the Contractor can document as having been paid by the Contractor
and approved by ADHS. In addition, the Contractor will be paid its reasonable actual costs for work
in progress as determined by Generally Accepted Accounting Procedures up to the date of contract
termination.
5.2.3. Refunds. Within forty-five (45) days after the end of each budget term or of the time of termination
of the Contract, the Contractor shall refund the greater of: i) the amount refundable in accordance
with paragraph 4.2.1, Unearned Advanced Funds; or ii) the amount refundable in accordance with
paragraph 5.2.2, Contracted Services.
5.2.4. Unacceptable Expenditures. The Contractor agrees to reimburse the ADHS for all Contract funds
expended, which are determined by the ADHS not to have been disbursed by the Contractor in
accordance with the terms of this Contract. The Contractor shall reimburse ADHS within 45 days of
the determination of unacceptability.
5.3. Unit Costs/Rates or Fees. Unit costs/rates or fees shall be based on costs, which are determined by ADHS
to be reasonable, allowable and allocable as outlined in the Accounting and Auditing Procedures Manual for
the ADHS.
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5.4. Applicable Taxes.
5.4.1. State and Local Transaction Privilege Taxes. The State of Arizona is subject to all applicable state
and local transaction privilege taxes. Transaction privilege taxes apply to the sale and are the
responsibility of the seller to remit. Failure to collect taxes from the buyer does not relieve the seller
from its obligation to remit taxes.
5.4.2. Tax Indemnification. The 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
require all subcontractors to hold the State 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.
5.4.3. I.R.S. W9 Form. In order to receive payment under any resulting Contract, the Contractor shall
have a current I.R.S. W9 Form on file with the State of Arizona.
5.5. Availability of Funds for the Next Fiscal Year. Funds may not be presently available for performance under
this Contract beyond the first year of the budget term or Contract term. The State may reduce payments or
terminate this Contract without further recourse, obligation or penalty in the event that insufficient funds are
appropriated in the subsequent budget term. The State shall not be liable for any purchases or
Subcontracts entered into by the Contractor in anticipation of such funding. The Procurement Officer shall
have the discretion in determining the availability of funds.
5.6. Availability of Funds for the Current Contract Term. Should the State Legislature enter back into session
and decrease the appropriations through line item or general fund reductions, or for any other reason these
goods or services are not funded as determined by ADHS, the following actions may be taken by ADHS:
5.6.1. Accept a decrease in price offered by the Contractor;
5.6.2. Reduce the number of goods or units of service and reduce the payments accordingly;
5.6.3. Offer reductions in funding as an alternative to Contract termination; or
5.6.4. Cancel the Contract.
6. Contract Changes
6.1. Amendments, Purchase Orders and Change Orders. This Contract is issued under the authority of the
Procurement Officer who signed this Contract. The Contract may be modified only through a Contract
Amendment, Purchase Order and/or Change Order within the scope of the Contract, unless the change is
administrative or otherwise permitted by the Special Terms and Conditions. Changes to the Contract,
including the addition of work or materials, the revision of payment terms, or the substitution of work or
materials, directed by an unauthorized State employee or made unilaterally by the Contractor are violations
of the Contract and of applicable law. Such changes, including unauthorized Contract Amendments,
Purchase Orders and/or Change Orders, shall be void and without effect, and the Contractor shall not be
entitled to any claim under this Contract based on those changes.
6.2. Subcontracts. The Contractor shall not enter into any subcontract under this Contract without the advance
written approval of the Procurement Officer. The subcontract shall incorporate by reference all material and
applicable terms and conditions of this Contract.
6.3. Assignments and Delegation. The Contractor shall not assign any right nor delegate any duty under this
Contract without the prior written approval of the Procurement Officer. The State shall not unreasonably
withhold approval.
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7. Risk and Liability
7.1. Risk of Loss. The Contractor shall bear all loss of conforming material covered under this Contract until
received and accepted by authorized personnel at the location designated in the Purchase Order, Change
Order or Contract. Mere receipt does not constitute final acceptance. The risk of loss for nonconforming
materials shall remain with the Contractor regardless of receipt.
7.2. Mutual Indemnification. 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 bodily
injury of any person (including death) or property damage, 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.
7.3. Force Majeure.
7.3.1. Liability and Definition. Except for payment of sums due, neither party shall be liable to the other
nor deemed in default under this Contract if and to the extent that such party’s performance of this
Contract is prevented by reason of force majeure. The term “force majeure” means an occurrence
that is beyond the control of the party affected and occurs without its fault or negligence. Without
limiting the foregoing, force majeure includes acts of God; acts of the public enemy; acts of
terrorism; war; riots; strikes; mobilization; labor disputes; civil disorders; fire; flood; lockouts;
injunctions-interventions not caused by or resulting from the act or failure to act of the parties;
failures or refusals to act by government authority not caused by or resulting from the act or failure
to act of the parties; and other similar occurrences beyond the control of the party declaring force
majeure, which such party is unable to prevent by exercising reasonable diligence.
7.3.2. Exclusions. Force Majeure shall not include the following occurrences:
7.3.2.1. Late delivery of Materials caused by congestion at a manufacturer’s plant or elsewhere, or
an oversold condition of the market;
7.3.2.2. Late performance by a subcontractor unless the delay arises out of a force majeure
occurrence in accordance with this force majeure term and condition; or
7.3.2.3. Inability of either the Contractor or any subcontractor to acquire or maintain any required
insurance, bonds, licenses or permits.
7.3.3. Notice. If either party is delayed at any time in the progress of the work by force majeure, the
delayed party shall notify the other party in writing of such delay, as soon as is practicable and no
later than the following working day of the commencement thereof, and shall specify the causes of
such delay in such notice. Such notice shall be delivered or mailed certified-return receipt and shall
make a specific reference to this article, thereby invoking its provisions. The delayed party shall
cause such delay to cease as soon as practicable and shall notify the other party in writing when it
has done so. The time of completion shall be extended by Contract Amendment for a period of
time equal to the time that the results or effects of such delay prevent the delayed party from
performing in accordance with this Contract.
7.3.4. Default. Any delay or failure in performance by either party hereto shall not constitute default
hereunder or give rise to any claim for damages or loss of anticipated profits if, and to the extent
that, such delay or failure is caused by force majeure.
7.4. Third Party Antitrust Violations. The Contractor assigns to the State any claim for overcharges resulting
from antitrust violations to the extent that those violations concern materials or services supplied by third
parties to the Contractor for or toward the fulfillment of this Contract.
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8. Description of Materials The following provisions shall apply to Materials only:
8.1. Liens. The Contractor agrees that the Materials supplied under this Contract are free of liens. In the event
the Materials are not free of liens, Contractor shall pay to remove the lien and any associated damages or
replace the Materials with Materials free of liens.
8.2. Quality. Unless otherwise modified elsewhere in these terms and conditions, the Contractor agrees that, for
one year after acceptance by the State of the Materials, they shall be:
8.2.1. Of a quality to pass without objection in the Contract description;
8.2.2. Fit for the intended purposes for which the Materials are used;
8.2.3. Within the variations permitted by the Contract and are of even kind, quantity, and quality within
each unit and among all units;
8.2.4. Adequately contained, packaged and marked as the Contract may require; and
8.2.5. Conform to the written promises or affirmations of fact made by the Contractor.
8.3. Inspection/Testing. Subparagraphs 8.1 through 8.2 of this paragraph are not affected by inspection or
testing of or payment for the Materials by the State.
8.4. Compliance With Applicable Laws. The Materials and services supplied under this Contract shall comply
with all applicable federal, state and local laws, and the Contractor shall maintain all applicable license and
permit requirements.
8.5. Survival of Rights and Obligations After Contract Expiration and Termination.
8.5.1. Contractor’s Representations. All representations and warranties made by the Contractor under
this Contract in paragraphs 7 and 8 shall survive the expiration or termination hereof. In addition,
the parties hereto acknowledge that pursuant to A.R.S. § 12.510, except as provided in A.R.S. §
12-529, the State is not subject to or barred by any limitations of actions prescribed in A.R.S. Title
12, Chapter 5.
8.5.2. Purchase Orders and Change Orders. Unless otherwise directed in writing by the Procurement
Officer, the Contractor shall fully perform and shall be obligated to comply with all Purchase Orders
and Change Orders received by the Contractor prior to the expiration or termination hereof,
including, without limitation, all Purchase Orders and Change Orders received prior to but not fully
performed and satisfied at the expiration or termination of this Contract.
9. State’s Contractual Remedies
9.1. Right to Assurance. If the State, in good faith, has reason to believe that the Contractor does not intend to,
or is unable to, perform or continue performing under this Contract, the Procurement Officer may demand
in writing that the Contractor give a written assurance of intent to perform. Failure by the Contractor to
provide written assurance within the number of Days specified in the demand may, at the State’s option, be
the basis for terminating the Contract.
9.2. Stop Work Order.
9.2.1. Terms. The State may, at any time, by written order to the Contractor, require the Contractor to
stop all or any part of the work called for by this Contract for a period up to ninety (90) Days after
the order is delivered to the Contractor, and for any further period to which the parties may agree.
The order shall be specifically identified as a stop work order issued under this clause. Upon
receipt of the order, the Contractor shall immediately comply with its terms and take all reasonable
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steps to minimize the incurrence of costs allocable to the work covered by the order during the
period of work stoppage.
9.2.2. Cancellation or Expiration. If a stop work order issued under this clause is canceled or the period of
the order or any extension expires, the Contractor shall resume work. The Procurement Officer
shall make an equitable adjustment in the delivery schedule or Contract price, or both, and the
Contract shall be amended in writing accordingly.
9.3. Non-exclusive Remedies. The rights and remedies of ADHS under this Contract are not exclusive, and
ADHS is entitled to all rights and remedies available to it, including those under the Arizona Uniform
Commercial Code and Arizona common law.
9.4. Right of Offset. The State shall be entitled to offset against any sums due the Contractor in any Contract
with the State or damages assessed by the State because of the Contractor’s non-conforming performance
or failure to perform this Contract. The right to offset may include, but is not limited to, a deduction from an
unpaid balance and a collection against the bid and/or performance bonds. Any offset taken for damages
assessed by the State shall represent a fair and reasonable amount for the actual damages and shall not
be a penalty for non-performance.
10. Contract Termination
10.1. Cancellation for Conflict of Interest. Pursuant to A.R.S. § 38-511, the State may cancel this Contract within
three (3) years after Contract execution without penalty or further obligation if any person significantly
involved in initiating, negotiating, securing, drafting or creating the Contract on behalf of the State is, or
becomes at any time while the Contract or an extension of the Contract is in effect, an employee of or a
consultant to any other party to this Contract with respect to the subject matter of the Contract. The
cancellation shall be effective when the Contractor receives written notice of the cancellation, unless the
notice specifies a later time. If the Contractor is a political subdivision of the State, it may also cancel this
Contract as provided in A.R.S. § 38-511.
10.2. Gratuities. The State may, by written notice, terminate this Contract, in whole or in part, if the State
determines that employment or a Gratuity was offered or made by the Contractor or a representative of the
Contractor to any officer or employee of the State for the purpose of influencing the outcome of the
procurement, securing the Contract or an Amendment to the Contract, or receiving favorable treatment
concerning the Contract, including the making of any determination or decision about Contract
performance. The State, in addition to any other rights or remedies, shall be entitled to recover exemplary
damages in the amount of three times the value of the Gratuity offered by the Contractor.
10.3. Suspension or Debarment. The State may, by written notice to the Contractor, immediately terminate this
Contract if the State determines that the Contractor or its subcontractor has been debarred, suspended or
otherwise lawfully prohibited from participating in any public procurement activity, including but not limited
to, being disapproved as a subcontractor of any public procurement unit or other governmental body.
10.4. Termination Without Cause.
10.4.1. Both the State and the Contractor may terminate this Contract at any time with thirty (30) days’
notice in writing specifying the termination date. Such notices shall be given by personal delivery or
by certified mail, return receipt requested.
10.4.2. If the Contractor terminates this Contract, any monies prepaid by the State, for which no service or
benefit was received by the State, shall be refunded to the State within 5 days of the termination
notice. In addition, if the Contractor terminates the Contract, the Contractor shall indemnify the
State for any sanctions imposed by the funding source as a result of the Contractor’s failure to
complete the Contract.
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10.4.3. If the State terminates this Contact pursuant to this Section, the State shall pay the Contractor the
Contract price for all Services and Materials completed up to the date of termination. In a fixed
price contract, the State shall pay the amount owed for the Services or Materials by multiplying the
unit of service or item cost by the number of unpaid service units or items. In a cost reimbursement
contract, the ADHS shall pay for any costs that the Contractor can document as having been paid
by the Contractor and approved by ADHS. In addition, the Contractor will be paid its reasonable
actual costs for work in progress as determined by GAAP up to the date of termination. Upon such
termination, the Contractor shall deliver to the ADHS all deliverables completed. ADHS may
require Contractor to negotiate the terms of any remaining deliverables still due.
10.5. Mutual Termination. This Contract may be terminated by mutual written agreement of the parties
specifying the termination date and the terms for disposition of property and, as necessary, submission of
required deliverables and payment therein.
10.6. Termination for Default. The State reserves the right to terminate the Contract in whole or in part due to
the failure of the Contractor to comply with any material obligation, 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. In the event the ADHS terminates the Contract in whole or in part as
provided in this paragraph, the ADHS may procure, upon such terms and in such manner as deemed
appropriate, Services or Materials, similar to those terminated, and Contractor shall be liable to the ADHS
for any excess costs incurred by the ADHS in obtaining such similar Services or Materials.
10.7. Continuation of Performance Through Termination. Upon receipt of the notice of termination and until the
effective date of the notice of termination, the Contractor shall perform work consistent with the
requirements of the Contract and, if applicable, in accordance with a written transition plan approved by the
ADHS. If the Contract is terminated in part, the Contractor shall continue to perform the Contract to the
extent not terminated. After receiving the notice of termination, the Contractor shall immediately notify all
subcontractors, in writing, to stop work on the effective date of termination, and on the effective date of
termination, the Contractor and subcontractors shall stop all work.
10.8. Disposition of Property. Upon termination of this Contract, all property of the State, as defined herein, shall
be delivered to the ADHS upon demand.
11. Arbitration
Pursuant to A.R.S. § 12-1518, disputes under this Contract shall be resolved through the use of arbitration when
the case or lawsuit is subject to mandatory arbitration pursuant to rules adopted under A.R.S. § 12 -133.
12. Communication
12.1. Program Report. When reports are required by the Contract, the Contractor shall provide them in the
format approved by ADHS.
12.2. Information and Coordination. The State will provide information to the Contractor pertaining to activities
that affect the Contractor’s delivery of services, and the Contractor shall be responsible for coordinating
their activities with the State’s in such a manner as not to conflict or unnecessarily duplicate the State’s
activities. As the work of the Contractor progresses, advice and information on matters covered by the
Contract shall be made available by the Contractor to the State throughout the effective period of the
Contract.
13. Client Grievances
If applicable, the Contractor and its subcontractors shall use a procedure through which clients may present
grievances about the operation of the program that result in the denial, suspension or reduction of services
provided pursuant to this Contract and which is acceptable to and approved by the State.
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14. Sovereign Immunity
Pursuant to A.R.S. § 41-621(O), the obtaining of insurance by the State shall not be a waiver of any sovereign
immunity defense in the event of suit.
15. Administrative Changes
The Procurement Officer, or authorized designee, reserves the right to correct any obvious clerical, typographical
or grammatical errors, as well as errors in party contact information (collectively, “Administrative Changes”), prior
to or after the final execution of a Contract or Contract Amendment. Administrative Changes subject to
permissible corrections include: misspellings, grammar errors, incorrect addresses, incorrect Contract
Amendment numbers, pagination and citation errors, mistakes in the labeling of the rate as either extended or
unit, and calendar date errors that are illogical due to typographical error. The Procurement Office shall
subsequently send to the Contractor notice of corrections to administrative errors in a written confirmation letter
with a copy of the corrected Administrative Change attached.
16. Survival of Terms After Termination or Cancellation of Contract
All applicable Contract terms shall survive and apply after Contract termination or cancellation to the extent
necessary for Contractor to complete and for the ADHS to receive and accept any final deliverables that are due
after the date of the termination or cancellation.
17. Health Insurance Portability and Accountability Act of 1996 (HIPAA)
17.1. The Contractor 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 Contract.
Contractor warrants that it will cooperate with the Arizona Department of Health Services (ADHS) in the
course of performance of the Contract so that both ADHS and Contractor 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
Officer and HIPAA Coordinator and other compliance officials required by HIPAA and its
regulations. Contractor will sign any documents that are reasonably necessary to keep ADHS and
Contractor in compliance with HIPAA, including, but not limited to, business associate agreements.
17.2. If requested by the ADHS Procurement Office, Contractor 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, Contractor agrees to attend or
participate in HIPAA training offered by ADHS or to provide written verification that the Contractor has
attended or participated in job related HIPAA training that is: (1) intended to make the Contractor proficient
in HIPAA for purposes of performing the services 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.
18. Comments Welcome
The ADHS Procurement Office periodically reviews the Uniform Terms and Conditions and welcomes any
comments you may have. Please submit your comments to: ADHS Procurement Administrator, Arizona
Department of Health Services, 150 North 18th Avenue, Suite 280, Phoenix, Arizona 85007.
19. Data Universal Numbering System (DUNS) Requirement
For federal funding, pursuant to 2 CFR 25.100 et seq., no entity (defined as a Governmental organization, which
is a State, local government, or Indian tribe; foreign public entity; domestic or foreign nonprofit organization;
domestic or foreign for-profit organization; or Federal agency, but only as a subrecipient under an award or
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subaward to a non-Federal entity) may receive a subaward from ADHS unless the entity provides its Data
Universal Numbering System (DUNS) Number to ADHS.
20. The Federal Funding Accountability and Transparency Act (FFATA or Transparency Act - P.L.109-282, as
amended by section 6202(a) of P.L. 110-252), found at https://www.fsrs.gov/
If applicable, the Contractor/Grantee shall submit to ADHS via email the Grant Reporting Certification Form. This
form and the instructions can be downloaded from the ADHS Procurement website at
http://www.azdhs.gov/operations/financial-services/procurement/index.php#ffata and must be returned to the
ADHS by the 15th of the month following that in which the award was received. The form shall be completed
electronically, and submitted using the steps outlined in the Grant Reporting Certification Form Instructions to the
following email address: ADHS_Grant@azdhs.gov. All required fields must be filled including Top Employee
Compensation, if applicable. Completing the Grant Reporting Certification Form is required for compliance with
the Office of Management and Budget (OMB), found at http://www.whitehouse.gov/omb/open. Failure to timely
submit the Grant Reporting Certification Form could result in the loss of funds. This requirement applies to all
subcontractors/sub-awardees utilized by the Contractor/Grantee for amounts exceeding $30,000.00 during the
term of the Award.
21. Contracting; Procurement; Investment; Prohibitions
21.1. A public entity may not enter into a contract with a company to acquire or dispose of services,
supplies, information technology or construction unless the contract includes a written certification that
the company is not currently engaged in, and agrees for the duration of the contract to not engage in,
a boycott of Israel.
21.2. A public entity may not adopt a procurement, investment or other policy that has the effect of inducing
or requiring a person or company to boycott Israel.
21.3. Contractor hereby certifies that it is not currently engaged in, and will not for the duration of this Contract
engage in, a boycott of Israel as defined by A.R.S. § 35-393.01. Violation of this certification by Contractor
may result in action by the State up to and including termination of this Contract.
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1. Background
The Arizona Immunization Program Office (AIPO) has contracted with County Health Departments since 1993
to provide immunization-related services. The Scope of Services reflects activities necessary to reach the
national immunization goals and objectives outlined by the Centers for Disease Control and Prevention
(CDC) and the Healthy People website, www.healthpeople.gov. All objectives and related activities
identified in this Scope of Services include the Contractor as well as all public health entities involved with
immunizations within the Contractor's jurisdiction.
2. Objective
2.1. Enhance program stewardship and accountability for all publicly-purchased vaccine in support of the
Vaccines for Children Program (VFC) and the Vaccines for Adults Program (VFA);
2.2. Provide vaccines to children and adults in accordance with recommendations of the Centers for Disease Control
and Prevention’s (CDC) Advisory Committee on Immunization Practices (ACIP);
2.3. Assess and improve immunization coverage levels for children and adults;
2.4. Assure access to vaccines for eligible populations in Arizona; and
2.5. Prevent and control Vaccine-Preventable Diseases (VPD).
3. Scope of Service
The services shall be provided throughout the Contractor's jurisdiction. The Tasks described herein are
provided to outline the services required and shall not be considered to be either comprehensive or
restrictive to innovation or creativity on the part of the Contractor in the preparation of the work plan. The
tasks, activities and deliverables shall be performed according to the state fiscal funding year of July - June.
4. Tasks
The Contractor shall provide:
4.1. Activity One (1) Immunization Action Plan (IAP)
4.1.1. Develop and implement an annual IAP to ensure that immunization coverage levels in the
County’s child, adolescent, and adult populations improve for both public and private health care
recipients. Evidence-based strategies can be taken from the “Guide to Community Preventive
Services” at http://thecommunityguide.org/vaccine. At a minimum, the IAP must contain the
following:
4.1.1.1. The current delivery method of immunization services in the public sector to include the
number of immunization clinics, the location of clinics, the dates and times of clinics,
and documentation of any changes made to delivery services for the purpose of
increasing immunization coverage levels;
4.1.1.2. The identified strategies to assist and coordinate efforts to provide immunizations to the
community, to include county-specific time frames and process for conducting
Reminder/Recall activities;
4.1.1.3. The identification of low or lagging vaccination coverage among children, adolescents,
adults, special populations and pockets of need relevant to Contractor’s jurisdiction,
using best available evidence and data including State reports and locally gathered
statistics; and
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4.1.1.4. A description of how activities will accomplish the objectives and tasks within this
Scope of Work and address low or lagging coverage rates.
4.1.2. Share the IAP and Assessment Feedback Incentive and eXchange (AFIX) Assessment Report
results with the Medical Director, Local Health Officer (LHO), and/or other staff for review and/or
approval as dictated by county health department protocol.
4.2. Activity Two (2) Child and Adolescent Immunizations
4.2.1. Collaborate with public and private sector organizations, such as the Special Supplemental
Nutrition Program for Women, Infants, and Children (WIC), to promote child and adolescent
immunizations in an effort to raise coverage levels, striving to reach Healthy People immunization
rates located at www.healthypeople.gov. The Contractor shall:
4.2.1.1. Be enrolled as a Vaccines for Children (VFC) provider and comply with the program
requirements as defined in the Arizona VFC Program Provider Enrollment Agreement,
the Arizona VFC Operations Guide and AIPO directives on appropriate use of 317
funded vaccine;
4.2.1.2. Be responsible for compliance with VFC storage, handling, and administration
requirements and for preventing any loss or wastage of its vaccine used in clinics sites
or other venues;
4.2.1.3. Provide immunizations to eligible children and adolescents, zero through eighteen (0-
18) years of age, in accordance with ACIP recommendations;
4.2.1.4. Distribute an immunization record to those who are immunized; may use the Arizona
Lifetime Immunization Record Card (LIRC), an immunization record produced from
ASIIS, or a record produced from a county-specific software program. The LIRC may
be ordered by using SMARTworks or by using the Forms Request Order form located
at http://www.azdhs.gov/phs/immunization/vaccines-for-children/index.php?pg=forms;
4.2.1.5. In collaboration with AIPO staff, participate in and complete an annual on-site VFC
compliance visit of contractor clinics/sites that receive publicly purchased vaccine from
the State. The Contractor shall use The Standards for Child and Adolescent
Immunization Practices located at http://www.hhs.gov/nvpo/nvac/standar.html to assist
with development of clinic policy and procedures. The compliance visit shall include:
4.2.1.5.1. A review of clinic immunization practices (documentation) and clinic vaccine
management practices, to include ordering, inventory management, storage
and handling, checking for VFC eligibility and reporting data to ASIIS;
4.2.1.6. Participate, when able, in The Arizona Partnership for Immunization (TAPI) coalition’s
Community Awareness and Provider Awareness committees.
4.3. Activity Three (3) Adult Immunizations
4.3.1. Collaborate with public and private sector organizations, as funding and vaccines become
available, to promote adult immunizations in an effort to raise adult immunization coverage levels,
striving to reach Healthy People immunization rates located at www.healthypeople.gov. The
Contractor shall:
4.3.1.1. If participating in the Vaccines for Adults (VFA) program, be enrolled as a VFA provider
and comply with the program requirements as defined in the Arizona VFA Program
Provider Enrollment Agreement, the Arizona VFA Operations Guide and AIPO
directives on appropriate use of 317 funded vaccine;
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4.3.1.2. Be responsible for compliance with VFA storage, handling, and administration
requirements and for preventing any loss or wastage of its vaccine used in clinics,
sites, or other venues;
4.3.1.3. Provide immunizations to eligible adults, nineteen years of age and older (19+), in
accordance with ACIP recommendations;
4.3.1.4. Distribute an immunization record to those who are immunized; may use the Arizona
Lifetime Immunization Record Card (LIRC), an immunization record produced from
ASIIS, or a record produced from a county-specific software program. The LIRC may
be ordered by using SMARTworks or by using the Forms Request Order form located
at http://www.azdhs.gov/phs/immunization/vaccines-for-children/index.php?pg=forms;
4.3.1.5. Use the Standards for Adult Immunization Practices to develop and implement
strategies to increase immunization rates of special adult populations, such as, but not
limited to, college students, educators, healthcare workers, and child care employees;
4.3.1.6. In collaboration with AIPO staff, participate in and complete an annual on-site VFA
compliance visit of contractor clinics/sites that receive publicly purchased vaccine from
the State. The Contractor shall use The Standards for Adult Immunization Practices
located at http://www.cdc.gov/vaccines/hcp/patient-ed/adults/for-practice/standards/to
assist with development of clinic policy and procedures. The compliance visit shall
include:
4.3.1.6.1. A review of clinic immunization practices (documentation) and clinic vaccine
management practices, to include ordering, inventory management, storage
and handling, checking for VFA eligibility and reporting data to ASIIS.
4.3.1.7. Participate, when able, in The Arizona Partnership for Immunization (TAPI) coalition’s
Community Awareness and Provider Awareness committees.
4.4. Activity Four (4) Arizona State Immunization Information System (ASIIS)
4.4.1. Enroll in ASIIS (https://asiis.azdhs.gov) and use this state registry system to place publicly-
purchased vaccine orders; manage inventory of publicly-purchased vaccine; report, within thirty
(30) days of administration date, immunizations administered to all children and adults who
consent to entry into ASIIS; and retrieve information reported by other Arizona providers.
4.4.1.1. Adhere to ARS 36-135, ARS 36-674, and Arizona Administrative Code (AAC) R9-6-
701-708 and R9-5-304-305 located at:
http://www.azleg.gov/ArizonaRevisedStatutes.asp ; and
http://www.azsos.gov/public_services/table_of_contents.htm;
4.4.1.2. Adhere to guidelines posted at the Arizona State Immunization Information System,
(ASIIS) website (http://azdhs.gov/phs/asiis/);
4.4.1.3. Refer to the Vaccines for Children (VFC) and Vaccines for Adults (VFA) Operations
Guides;
4.4.1.4. Ensure internet access for program personnel who will be using ASIIS;
4.4.1.5. Submit any and all immunization staff changes to ASIIS. Staff members who are no
longer employed by the Contractor will be inactivated. Contractor will use the most
current VFC/VFA Profile Change Form when submitting changes. The ASIIS Pledge to
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Protect Confidential Information form is verified online annually through the ASIIS
system.
4.5. Activity Five (5) AFIX Assessment Reports
4.5.1. AIPO will prepare and provide to the Contractor, on an annual basis, an Initial Assessment
Report and a Follow-up Assessment Report (6 months after initial). Any subsequent follow-up
that is indicated may occur any time after the first follow-up assessment. The Contractor shall
review the AFIX Initial and Follow-up Assessment Reports, which provide data analysis of the
immunization rates of children (24-35 months of age) and adolescents (13-18 years of age)
immunized at the Contractor’s clinic sites. These reports can be used to pinpoint strengths and
areas of improvement. Results of the reports will be shared with clinic staff to identify:
4.5.1.1. Missed opportunities to immunize;
4.5.1.2. Invalid doses;
4.5.1.3. Missing immunizations;
4.5.1.4. Coverage levels; and
4.5.1.5. Continuous Quality Improvement (CQI) strategies to follow-up with under-immunized
clients and to improve coverage levels.
4.5.2. Provide follow-up on all children and adolescents who were identified as not up-to-date during the
AFIX Initial Assessment Report. The Contractor shall utilize a reminder system such as:
4.5.2.1. ASIIS Reminder/Recall;
4.5.2.2. Postcards;
4.5.2.3. Automated Phone Calling;
4.5.2.4. Staff telephone calls;
4.5.2.5. Texting; and/or
4.5.2.6. Other.
4.6. Activity Six (6) Reminder/Recall Activities
4.6.1. Conduct Reminder/Recall activities within time frames identified by the contractor in the IAP.
Reminder/Recall activities will include notification to parents/guardians of all children and
adolescents served by the county. These activities will include, but not be limited to, reminders of
when the next vaccination visit is due, as well as recall of any children and adolescents who are
overdue for vaccinations, or who have missed an immunization visit;
4.6.2. May conduct Reminder/Recall activities for adults served by the County. These activities may
include, but not be limited to, reminders of when the next vaccination visit is due, as well as recall
of any adults who are overdue for vaccinations, or who have missed an immunization visit;
4.6.3. Report Reminder/Recall activities and efforts in the Quarterly Progress Report and make reports
available to AIPO during any compliance and/or review visits.
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4.7. Activity Seven (7) Perinatal Hepatitis B Case Management
4.7.1. Implement Perinatal Hepatitis B program activities designed to prevent the spread of the hepatitis
B virus (HBV) from mother to newborn. The contractor shall comply with Chapter Eight (8) of the
Perinatal Hepatitis B Prevention Program Manual (http://azdhs.gov/phs/immunization/perinatal-
hepatitis-b.htm). Office of Infectious Disease Services (OIDS) will provide the Contractor with
county-specific information on HBsAg-positive (HBsAg+) identified pregnant women and infants.
The Contractor shall then conduct the following activities and provide the state Perinatal Hepatitis
B program with data on case management and services provided to the County’s perinatal
hepatitis B cases:
4.7.1.1. Provide high-risk case management, including home visits if necessary, to assure that
all infants born to HBsAg+ mothers (including infants born to mothers whose HBV
status is unknown) are offered appropriate prophylactic treatment after birth;
4.7.1.2. Provide high-risk case management, including home visits if necessary, to assure
infants born to positive mothers receive time appropriate subsequent doses of hepatitis
B vaccine and receive post vaccination serologic testing (PVST) at nine to twelve (9-
12) months of age (or 1-2 months after the final dose of the vaccine series, if the series
is delayed);
4.7.1.3. Implement measures to assure that all identified household/sexual contacts of HBsAg+
mothers in the County are offered testing (to include HBsAg and anti-HBs) for
susceptibility and immunized if susceptible; and
4.7.1.4. Report to OIDS, at least quarterly, in a Department-provided format, data specified in
Chapter eight (8) of the Perinatal B Prevention Program Manual on HBsAg+ women,
their contacts, and infants born to HBsAg+ women.
4.8. Activity Eight (8) Community Outreach Education
4.8.1. Promote immunizations, in partnership with public and private sector organizations, by using
educational materials, social media, newsletters, communicable disease bulletins, websites,
email list services, and other outreach methods. Document these activities in the Quarterly
Progress Report;
4.8.2. Conduct activities, as staffing allows, at immunization clinics to promote and increase attendance
of children, adolescents, and adults, as appropriate, during events such as National Infant
Immunization Week (NIIW) in April, Child Health Month (October), National Immunization
Awareness Month (August), Influenza Vaccination Week (December), and other immunization
promotional events. Document these activities in the Quarterly Progress Report;
4.8.3. When possible, include copies or samples of promotional efforts and activities (flyers, website
postings, advertisements, etc.) with the Quarterly Progress Report and/or make available to AIPO
during any compliance and/or review visits.
4.9. Activity Nine (9) Healthcare Provider Education
4.9.1. Coordinate and/or provide, upon request or identified need, immunization education programs for
staff of private medical offices and clinics, hospitals, schools, or other immunization
administration sites. Suggested program topics include, but are not limited to, vaccine
administration, immunization schedules, immunization assessments, immunization
registry/tracking, and vaccine storage and handling;
4.9.2. If education is provided, document these activities in the Quarterly Progress Reports;
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4.9.3. Attendance sheets and/or program agenda and handouts will be retained by the Immunization
Coordinator for a minimum of two (2) years and are to be made available to AIPO during any
compliance and/or review visits.
4.10. Activity Ten (10) CHD Immunization Staff Education
4.10.1. Ensure that immunization program staff members view the CDC Epidemiological and Prevention
of Vaccine-Preventable Diseases (Pink Book) program upon orientation;
4.10.2. Share immunization information received from ADHS, CDC, TAPI and/or other agencies with
immunization program staff members;
4.10.3. Ensure that, on a yearly (reporting year) basis, the County Immunization Program Coordinator, or
appropriate substitute, attends or participates in four (4) quarterly Immunization Services
Meetings (ISM) conducted by AIPO, a minimum of one (1) state or national immunization
conference, and one (1) additional immunization education program offered in person or remotely
by ADHS, CDC, or other recognized community, local, state or federal immunization partner;
4.10.4. Maintain staff records of education course attendance/completions for a minimum of two (2)
years. Course completion certificates may be obtained from the entity or facility providing the
education or may be on a county-specific form.
4.11. Activity Eleven (11) Vaccine Adverse Event Reporting System (VAERS)
4.11.1. Comply with the immunization provider responsibilities as defined in the National Childhood
Vaccine Injury Act located at:
http://www.cdc.gov/vaccinesafety/ensuringsafety/history/index.html/.
4.11.1.1. Submit reports of adverse reactions or events that occurred specific to the Contractor’s
vaccine administration sites to the electronic VAERS located at:
http://vaers.hhs.gov/index/ within seventy-two (72) hours of notification of the adverse
event;
4.11.1.2. Submit a copy of the electronic VAERS report and any follow-up reports to AIPO; and
4.11.1.3. Follow-up on any reports as requested by CDC or AIPO.
4.12. Activity Twelve (12) VPD Outbreak and Pandemic Preparedness
4.12.1. The Contractor will assist in VPD outbreaks and pandemic responses in coordination with
equivalent county public health preparedness programs and other relevant partners.
Immunization staff will contribute, when asked, to the development or revision of county public
health preparedness program response plans. Preparedness activities may include mass
vaccination exercises, identification of priority groups and hard-to-reach populations for
immunization, and identification of critical infrastructure personnel.
4.13. Activity Thirteen (13) (At the Contractor’s Option) School/Child Care Immunization Data
Reports (IDRs)
4.13.1. It is the responsibility of schools and child care facilities to complete and submit the annual
Immunization Data Report (IDRs) to AIPO. The Contractor is encouraged, when able, to support
and work directly with school and child care facilities to improve compliance with state
immunization requirements as specified by the Arizona Revised Statutes and Arizona
Administrative Code, and assist with the submission of required reports in the format prescribed
by AIPO/ADHS and posted at http://azdhs.gov/phs/immunization/school-childcare/data-
reports.htm. IDR data is posted on the ADHS website, but upon request, AIPO will provide the
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CONTRACT NUMBER
INTERGOVERNMENTAL AGREEMENT
ADHS18-177694 SCOPE OF WORK
Contractor with a list of county-specific schools and child care centers that might need assistance
with compliance or have not submitted the IDR. Assistance may include on-site visits to provide
education and technical support. If on-site assistance is provided, the Contractor shall
incorporate one or more of the following tasks:
4.13.1.1. Review immunization records;
4.13.1.2. Assist the site in completing a “Referral Notice of Inadequate Immunization” for each
under-immunized child;
4.13.1.3. Complete and submit the site’s IDR for each grade level as required by
AIPO/ADHS.
4.14. Activity Fourteen (14) (At the Contractor’s Option) Immunization Data Report (IDR) Validation
4.14.1. Support AIPO/ADHS, if able, in completing CDC-selected school and/or child care IDR
validations. Work will include on-site visits to assess the immunization status of each state-
required immunization for 30 randomly-selected students within the designated grade. Contractor
will also note the number and types of exemptions and if exemptions are completed and valid
(submitted on state-approved forms.) Data shall be collected on a standard form provided by
AIPO. Data shall be sent to AIPO to consolidate for state validation.
5. Requirements
The activities in this Contract shall be performed by the Contractor, or its partners, for the purpose of
increasing immunization coverage levels of children 0 through 18 years of age and adults 19 years of age and
older in both the public and private sectors of health care. Funds shall be used for immunization- related
services and activities and in accordance with any federal and state regulations.
6. Deliverables
The Contractor shall:
6.1. Complete and submit, within thirty (30) days (but no later than 45 days) of the new reporting year, an
Annual Immunization Action Plan (IAP);
6.2. Complete and submit, within thirty (30) days (but no later than 45 days) of the end of each quarter, a
quarterly Contractor’s Expenditure Report (CER), with supporting documentation, listing all immunization
activities and reports for which reimbursement is due. The Contractor is expected to use the funds
received from the CER for immunization-related services and activities and in accordance with federal
and state regulations;
6.3. Complete and submit, within thirty (30) days (but no later than 45 days) of the end of each quarter, a
Quarterly Progress Report.
7. Notices, Correspondence, and Reports
7.1. Notices, correspondence, reports and invoices/CERs from the contractor to ADHS shall be sent to:
Immunization Services Manager
Immunization Program Office
Arizona Department of Health Services
150 N. 18th Avenue, Suite 120
Phoenix AZ 85007
Telephone: 602:364-3626
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CONTRACT NUMBER
INTERGOVERNMENTAL AGREEMENT
ADHS18-177694 SCOPE OF WORK
FAX: 602:364-3285
7.2. Notices, correspondence, and reports (and payments if sent to same address) from ADHS to the contractor
shall be sent to:
Maricopa County Public Health Department
4041 N. Central Ave., Suite 1400
Phoenix, AZ 85012
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CONTRACT NUMBER
INTERGOVERNMENTAL AGREEMENT
ADHS18-177694 PRICE SHEET
Activity Frequency Unit Rate Unit of Measure Total
Total Personnel/ERE;
Salary/Fringe – May claim only
salary and fringe benefits for
Yearly N/A Total Up to $50,000.00
immunization program staff/other
staff who work to meet contract
requirements
Immunization Visit for children
zero (0) to eighteen (18) years of
Quarterly
age who meet VFC eligibility $50.00 Per Visit
requirements. Do not include
visits for insured children.
Immunization Visit for adults
Quarterly, when
nineteen (19) years of age and
specific VFA
older who meet VFA eligibility $50.00 Per Visit
funds are
requirements. Do not include
available
visits for insured adults
Immunization Completion report
for children zero (0) to twenty- Per Series
Quarterly $100.00
four (24) months of age for the Completion
4:3:1:3:3:1:4 series As approved by
Perinatal Hepatitis B Case ADHS and
Management – Prenatal Quarterly $300.00 Per Case authorized by
purchase order
Perinatal Hepatitis B Case
Quarterly $200.00 Per Case
Management – Postnatal
Immunization Visit for Flu
Vaccine, in children and adults When specific
who meet VFC and VFA pan flu vaccine
$50.00 Per Visit
eligibility requirements. Do not funds are
include visits for insured children available
or adults.
IDR Submission – Preparation
and Submittal of School/Child
Each/per grade
Care IDR by CHD nurse or in Optional $250.00
level IDR
cooperation with school/child
care personnel
IDR Validation – On-site visit to
Each/per grade
schools/child care facilities to Optional $50.00
level validation
validate IDR submission data
*Prices may be reviewed and adjusted annually over the term of the contract.
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CONTRACT NUMBER
INTERGOVERNMENTAL AGREEMENT
ADHS18-177694 EXHIBIT ONE (1)
Scheduled Reports Delivery
Due Date
Reports (based on State Fiscal Year Funding of
July – June)
Immunization Action Plan (IAP) August 30 (September 15)
1st Qtr – October 30 (Nov 15)
2nd Qtr – January 30 (Feb 15)
Quarterly Progress Reports 3rd Qtr – April 30 (May 15)
4th Qtr – July 30 (Aug 15)
Contractor Expenditure Report (CER) to
include pertinent documentation, such 1st Qtr – October 30 (Nov 15)
as Hepatitis B Line Listing Reports, VFC 2nd
Qtr – January 30 (Feb 15)
and VFA visit reports, 3rd Qtr – April 30 (May 15)
completion/coverage level reports, IDR 4th Qtr – July 30 (Aug 15)
Submission form/copies, IDR Validation
for
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CONTRACT NUMBER
INTERGOVERNMENTAL AGREEMENT
ADHS18-177694 EXHIBIT TWO (2)
Fee for Service Definitions
1. Fixed Price
1.1. Immunization Administration
1.1.1. "Immunization Visits Fee" is the rate paid to supplement the county-specific administration cost for
each child immunization visit. The fee will only be applied to VFC and FVA eligible visits
and should not be used for private insurance visits. When able, please use ASIIS
reports such as the ASIIS Vaccines for Children Accountability Log, VFC Vaccination
Breakdown Report, or the Vaccination Total Report as source documents when
submitting the quarterly CER. CHDs may also use internal electronic medical report
(EMR) documents to report visits.
1.1.2. "Completions" is the rate paid for each child who completes (receives valid dose of) four (4) DTaP,
three (3) Polio, one (1) MMR, three (3) Hib, three (3) Hep B, and one (1) Varicella, and four
(4) Pneumoccocal vaccines by twenty-four (24) months of age. Contractor is advised that this
immunization completion series is subject to change based on future CDC and AIPO requirements
or recommendations. When able, please use ASIIS reports such as ASIIS Coverage Data Report as
source documents when submitting the quarterly CER.
1.2. Perinatal Hepatitis B Case Management
Perinatal Hepatitis B Case Management spans from the mother's initial interview through to completion of
all preventive services for the infant and the household/sexual contacts. It is anticipated that cases should
not take more than eighteen (18) months to complete.
Contract payment for each case will be paid in two increments, depending upon completion of prenatal and
postnatal services:
1.2.1. "Pre-Natal Management" is the rate paid to include date of initial client interview, identification of
household and sexual contacts, testing and/or immunization of contacts or documentation of previous
services or refusal of services. All services will be reported in a Department-provided format. A
report of services completed, in a Department-provided format, shall accompany the quarterly CER.
1.2.2. "Post-Natal Management" is the rate paid to include obtaining name of birth hospital, infant' s
name, date of birth (DOB), birth weight, date of administration of HBIG and Hepatitis B # 1, and the
name of the infant's healthcare provider. The rate also includes obtaining subsequent dates for
the remaining two (2) doses of Hepatitis B vaccine as well as the dates and results of post
serology follow-up or documentation of refusal.
Per CDC guidelines (refer to Hepatitis B Manual identified in Activity 2.1) infants born to HBsAg
positive mothers should receive Hepatitis # 3 optimally by six (6) months of age (and more that 24
weeks) of age. All services will be reported i n a D e p a r t m e n t - p r o v i d e d f o r m a t . A
r e p o r t o f s e r v i c e s c o m p l e t e d , o n a D e p a r t m e n t - p r o v i d e d f o r m a t , s h a l l
a c c o m p a n y t h e q u a r t e r l y C E R .
Page 24 of 25

CONTRACT NUMBER
INTERGOVERNMENTAL AGREEMENT
ADHS18-177694 EXHIBIT TWO (2)
1.3. Immunization Data Report (IDR) Submission (Optional)
1.3.1. An “Immunization Data Report (IDR)” is an AIPO-designed form used to collect enrollment and
immunization information from schools, child care centers, and Head Start Programs about children in
an age group or at a grade level required by ADHS. Information about the IDR and a link to the
survey site can be found on the AIPO website at http://www.azdhs.gov/phs/immunization/school-
childcare/data-reports.htm. IDRs shall include the number of children enrolled, the number of enrolled
children who have proof of each required immunization dose, and the number of enrolled children
who have exemptions from state required immunizations. Schools and child care centers are required
to submit an annual Immunization Data Report by November 15th per Arizona Revised Statutes 15-
874, and Arizona Administrative Code, R9-6-707.
1.3.2. “Immunization Data Report Submission” is the rate compensated for submitting an IDR report per
child care center or per grade level for a school. This rate includes at least one site visit to the school
or child care center by the CHD nurse in cooperation with school/child care personnel, and
documentation of the completed Immunization Data Report. Documentation of electronic submission
is satisfied by indicating the following in the comments field of the IDR survey:
1) Name of the County personnel who assisted;
2) Time and Date of visit; or
3) Approximate time/hours of assistance provided.
1.4. Immunization Data Report Validation (Optional)
1.4.1. IDR Validation is a process by which state and/or county personnel visit a sample of schools and/or
child care centers assigned by the Centers for Disease Control and Prevention – Assessment Branch
and validate student immunization records. Thirty (30) students from the designated grade(s) are
randomly chosen and the immunization status is recorded on a form designed by AIPO. AIPO then
assesses aggregate validation data. AIPO traditionally uses 90% or 95% confidence interval with a
minimum level of precision of 0.02 – 0.03.
1.4.1.1. IDR Validation is a rate compensated for completion and submission of an IDR Validation to
AIPO per grade level for a school or child care center. This rate includes on site visit to the
school or child care center by the County personnel and completion of validation. To be
compensated for an IDR Validation, county personnel shall claim the number of audits
completed on their CER. The CER data will be confirmed/verified by the AIPO Assessment
Manager.
Page 25 of 25