EXHIBIT A SOLICITATION 1805-001 CHECK WRITING SERVICES.PDF

Maricopa County Bid 1805-001
Exhibit A
Solicitation 1805-001
Check Writing Services
Solicitation 1805-001
Check Writing Services
Bid Designation: Regional
Maricopa County
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Maricopa County Bid 1805-001
Quick Quote
Scope of Work
MCHSD Check Writing Service
1.0 INTENT
1.1 Maricopa County on behalf of the Human Services Department issues this quote for the provision of
check writing services. Respondents shall provide a proposal indicating a fee per check issued. This fee
shall represent the Respondent’s total costs of issuing checks, but does not include the face value of
the checks.
1.2 The Human Services Department operates several direct financial assistance programs where the
issuance of checks to: landlords, mortgage companies, leasing or real estate companies, apartment
complexes and utility companies.
1.3 The successful Respondent will be required to have sufficient funds to cover the cost of the face value
of each check until the County issues reimbursement funds.
1.4 The County reserves the right to add additional contractors to a resulting award administered by its
Office of Procurement Services, at the County’s sole discretion, in cases where the currently listed
contractors are of an insufficient number or skill-set to satisfy the County’s needs or to ensure
adequate competition on any project or task order work.
1.5 Awards under this solicitation shall begin on July 1, 2017 through June 30, 2018 and upon County’s
sole discretion and the agreement from successful bidder (Vendor), the award shall be renewed on an
annual basis for 2 additional 1 year terms.
2.0 BACKGROUND
2.1 The Human Services Department Community Services Division (MCHSD/CSD) provides eviction
prevention rental payments, move-in assistance, such as utility and rent deposits, and utility assistance
to eligible Maricopa County residents excluding the City of Phoenix, City of Mesa and the City of
Glendale. MCHSD/CSD staff approves applications for assistance using a web-based database system
(HSD Online.)
2.2 In order to assist individuals/families on a timely basis, the County must have checks issued on a
weekly basis and in cases of emergencies, upon request.
3.0 SPECIFICATIONS:
3.1 Vendor shall provide check writing services for a fee to the County.
3.2 Checks must be issued on a weekly basis and on an emergency basis as deemed necessary by MCHSD,
upon request.
3.3 Vendor shall submit an invoice on a monthly or bi-monthly basis for reimbursement of the face value
of each check and the fees associated with issuing checks.
3.4 Vendor shall have limited access to HSD Online to ascertain the number of checks required to be
issued.
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Maricopa County Bid 1805-001
3.5 Vendor shall mail checks to the appropriate party on behalf of the client being assisted.
3.6 Vendor shall work cooperatively with MCHSD/CSD staff during monitoring and oversight of program
activities provided by the vendor, including a check reconciliation process.
3.7 The following procedures are guidelines for the issuance of checks:
3.7.1 One time per week, (specific date to be determined at time of award) the Vendor will run a
report from the HSD Online database of approved application services and accepted vouchers;
3.7.2 Based on this report, Vendor will issue a separate check for each separate service and each
separate fund source, even if being paid to the same vendor on behalf of the same client;
3.7.3 Vendor shall enter Check numbers and check dates for each payment into the HSD online
database within 2 business days of check issuance;
3.7.4 Vendor shall notify MCHSD/CSD staff on a monthly basis, information on any checks
unredeemed more than 30 days from date of issuance; and
3.7.5 Vendor shall notify MCHSD/CSD staff of any voided checks.
4.0 OTHER REQUIREMENTS:
4.1 The Vendor shall be responsible for completion and filing of Federal Tax Form 1099 for each party that
received an issued check. Vendor shall distribute to each check recipient.
4.2 Vendor shall select preference for reimbursement:
4.2.1 If monthly, a Financial Assistance Claim (Claim) shall be submitted by the 7th business day of
each month.
4.2.2 If bi-monthly, Claim shall be submitted for checks issued:
4.2.2.1 the 1st to the 15th day of the month with claim due within 5 business days after the
15th; and
4.2.2.2 the 16th to the end of month with claim due within 5 business days after the end of the
month.
4.3 Vendor shall be provided with training on:
4.3.1 the use of the HSD Online and related processes;
4.3.2 Claim submission and required backup documentation
4.3.3 MCHSD/CSD staff will be available to provide technical assistance
5.0 EXPERIENCE
5.1 Vendor shall provide a brief summary of any experience conducting similar types of activities, to
include the name of the organization, point of contact and contact information.
6.0 ROLES AND RESPONSIBILITIES
6.1 Vendor shall provide an organizational chart showing roles and responsibilities of the position(s)
responsible for proposed activities to include the position in the organization responsible for oversight
of activities.
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Maricopa County Bid 1805-001
OFFICE OF PROCUREMENT SERVICES
QUICK QUOTE
Notice is hereby given that Maricopa County is conducting this request for quotes electronically through an outside
agent, BidSync.com.
To participate in this bidding process, vendors shall register through BidSync.com. To register with BidSync, please go
to www.BidSync.com and select the “Bid Notifications- Get Started option”. Registration has no cost, and will allow
you to access all of the bid information, bid documents, receive bid notifications, and submit a response. ONLY
RESPONSES THAT ARE SUBMITTED THROUGH BIDSYNC.COM WILL BE REVIEWED.
Bidders and Proposers are solely responsible for submitting bids, proposals, and any modifications or withdrawals, to
be received at the time and designated location required by the solicitation (ITN, RFP, ROQ, or any other solicitation
notice).
Any bid, proposal, modification, or withdrawal received after the designated time is “late” and will be rejected and not
be evaluated per Paragraph MC1-320 of the Maricopa County Procurement Code.
For assistance, please contact BidSync Vendor Support via phone or email, during regular business hours: 1-800-990-
9339 or agencysupport@BidSync.com
ALL ADMINISTRATIVE INFORMATION CONCERNING THIS INVITATION FOR QUOTE CAN BE LOCATED AT
http://www.maricopa.gov/procurement/
ANY ADDENDA TO THIS INVITATION FOR QUOTE WILL BE POSTED ON THE MARICOPA COUNTY OFFICE OF
PROCUREMENT SERVICES WEB SITE UNDER THE QUOTE NUMBER. THIS INFORMATION WILL ALSO BE POSTED
ONLINE AT WWW.BIDSYNC.COM.
FAILURE TO REVIEW ANY ADDENDA DOES NOT NEGATE YOUR INITIAL OFFER AND HOLDS THE RESPONDENT
RESPONSIBLE FOR ANY CHANGES PRIOR TO BID CLOSING.
NOTE: MARICOPA COUNTY PUBLISHES ITS SOLICITATIONS ONLINE AND THEY ARE AVAILABLE FOR VIEWING AND/OR
DOWNLOADING AT THE FOLLOWING INTERNET ADDRESS:
https://www.maricopa.gov/2191/Open-Solicitations
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Maricopa County Bid 1805-001
TERMS & CONDITIONS
1.0 The Maricopa County Procurement Code (“The Code”) (include link) governs this procurement and is hereby
incorporated.. Any protest concerning this Quote must be filed with the Procurement Officer in accordance with Section
MC1-905 of the Code. Also, Maricopa County posts general terms and conditions on its web site
(http://www.maricopa.gov/2087/Procurement-Services), and those applicable terms and conditions are also incorporated
by reference.
1.1 Request for Quotes may be modified prior to opening by addenda. Addenda are included in an updated quote
document. It is the sole responsibility of any bidder to ensure that it has any and all addenda.
1.2 Maricopa County advises that prospective bidders periodically check the websites, including but not limited to
Bidsync, and/or other County links for modifications to bid documents. Maricopa County is not responsible for a
prospective bidder's misunderstanding of the bid solicitation or nonresponsive bid due to failure to check these
websites for updates or amendments to bid documents, and/or other information regarding the bid solicitations.
Failure to periodically check these websites will be at the bidder's sole risk.
1.3 The information published and/or responded to on these websites is public information. Confidential
questions/issues/concerns should be directed to the Office of Procurement Services.
2.0 SHIPPING:
Delivery: Unless stated otherwise in the Solicitation, all prices shall be F.O.B. Destination and shall include all freight,
delivery and unloading at the destination(s). Any additional charges for freight shall be listed as a separate line item on
any solicitation response. Maricopa County reserves the right to use a third party carrier if it is in the best interest of the
County.
3.0 EXPEDITED DELIVERY:
3.1 If the Using Agency determines that expedited delivery or other alternate shipping is required, it shall notify the
Contractor. The Contractor shall determine any additional costs associated with such delivery terms and
communicate that cost to the Using Agency.
3.2 The Using Agency shall not advise the Contractor to proceed with an expedited shipment until acceptable terms
are agreed upon and a purchase order is issued. Upon agreeing to the additional costs, the using Agency shall
advise the Contractor to proceed.
3.3 Upon receipt of material(s) and invoicing, the Using Agency shall ensure that any additional charges are in
compliance with and do not exceed agreed to costs. The Using Agency shall retain all documents related to
these costs within the agency
4.0 ORDERING AUTHORITY:
Any request for purchase of product(s) shall be accompanied by a valid purchase order, issued by Office of Procurement
Services, a Purchase Order issued by the using Department or direction by a Certified Agency Procurement Aid (CAPA)
with a Purchase Card for payment.
5.0 SPECIAL TERMS & CONDITIONS:
5.1 TERM:
All awards resulting from award of this request for quotes are for one (1) year unless otherwise stated.
5.2 OPTION TO EXTEND:
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The County may, at their option and with the approval of the Contractor, extend the period of this Quotation up to
a maximum of four (4), one (1) year options, (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 Contractor shall be notified in writing by the
Office of Procurement Services Department of the County’s intention to extend the contract period at least thirty
(30) calendar days prior to the expiration of the original quotation period.
5.3 SUSPENSION OF WORK:
The Procurement Officer may order the Contractor, in writing, to suspend, delay, or interrupt all or any part of
the work of this contract for the period of time that the Procurement Officer determines appropriate for the
convenience of the County. No adjustment shall be made under this clause for any suspension, delay, or
interruption to the extent that performance would have been so suspended, delayed, or interrupted by any other
cause, including the fault or negligence of the Contractor. No request for adjustment under this clause shall be
granted unless the claim, in an amount stated, is asserted in writing as soon as practicable after the termination of
the suspension, delay, or interruption, but not later than the date of final payment under the contract.
5.4 STOP WORK ORDER:
The Procurement Officer 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 of 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 steps to minimize the incurrence of costs allocable to the work covered by
the order during the period of work stoppage. Within a period of 90 days after a stop-work is delivered to the
Contractor, or within any extension of that period to which the parties shall have agreed, the Procurement Officer
shall either—
5.1.1 Cancel the stop-work order; or
5.1.2 Terminate the work covered by the order as provided in the Default, or the Termination for
Convenience of the County clause of this contract.
5.1.3 The Procurement Officer may make an equitable adjustment in the delivery schedule and/or contract
price, or otherwise, and the contract shall be modified, in writing, accordingly, if the Contractor
demonstrates that the stop work order resulted in an increase in costs to the Contractor.
5.5 TERMINATION FOR DEFAULT:
The County may, by written notice of default to the Contractor, terminate this contract in whole or in part if the
Contractor fails to:
5.5.1 Deliver the supplies or to perform the services within the time specified in this contract or any
extension;
5.5.2 Make progress, so as to endanger performance of this contract; or
5.5.3 Perform any of the other provisions of this contract.
5.5.4 The County’s right to terminate this contract under these subparagraphs may be exercised if the
Contractor does not cure such failure within 10 days (or more if authorized in writing by the County)
after receipt of the notice from the Procurement Officer specifying the failure.
5.6 STATUTORY RIGHT OF CANCELLATION FOR CONFLICT OF INTEREST:
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Notice is given that pursuant to A.R.S. § 38-511 the County may cancel any 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
5.7 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://azmemory.azlibrary.gov/cdm/singleitem/collection/execorders/id/680/rec/1 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 other individual in any way because of that person’s age, race,
creed, color, religion, sex, disability or national origin.
6.0 INVOICES AND PAYMENTS:
6.1 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:
6.1.1 Company name, address and contact
6.1.2 County bill-to name and contact information
6.1.3 Quote Number
6.1.4 County purchase order number
6.1.5 Invoice number and date
6.1.6 Payment terms
6.1.7 Date of service or delivery
6.1.8 Quantity (number of days or weeks)
6.1.9 Description of Purchase (product or services)
6.1.10 Pricing per unit of purchase
6.1.11 Freight (if applicable)
6.1.12 Extended price
6.1.13 Total Amount Due
6.1.13.1 Problems regarding billing or invoicing shall be directed to the using agency as listed on the
Purchase Order.
6.1.13.2 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
Quote 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).
6.1.13.3 Payment: The County’s preferred method of payment is a government issued MasterCard (p-
card). If a vendor does not accept p-card, payment will be made through made to the
Contractor by Accounts Payable through the Maricopa County Vendor Express Payment
Program. This is an Electronic Funds Transfer (EFT) process.
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6.1.13.4 Contractors shall complete the Vendor Registration Form, and EFT Registration forms located
on the County Department of Finance Vendor Registration Web Site
(http://www.maricopa.gov/Finance/Vendors.aspx).
6.1.13.5 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.
6.1.13.6 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.
7.0 TAXES:
The County is subject to all applicable state and local transaction privilege taxes. All applicable taxes shall be identified
as a separate item offered in the Solicitation. When applicable, the tax rate and amount shall be identified on the price
sheet. There shall be no tax levied against labor. Tax is not a determining factor in evaluating price.
8.0 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.
9.0 TAX (COMMODITIES):
Tax shall not be levied against labor. Sales/use tax will be determined by County. Tax will not be used in determine low
price.
10.0 INTERGOVERNMENTAL COOPERATIVE PURCHASING AGREEMENTS (ICPA’s):
County currently has ICPA’s with numerous governmental entities throughout the State of Arizona. These agreements
allow those entities, with the approval of the Contractor, to purchase their requirements under the terms and conditions of
the County Quote. Please indicate on Attachment A, your acceptance or rejection regarding such participation of other
governmental entities. Your response will not be considered as an evaluation factor in awarding a quote.
11.0 AMENDMENTS:
All amendments to this Quote shall be in writing, approved and sent out via BIDSYNC as an Addendum. Maricopa
County Office of Procurement Services shall be responsible for approving all amendments for Maricopa County.
12.0 PRICE ADJUSTMENTS:
Any requests for reasonable price adjustments must be submitted sixty (60) days prior to any annual anniversary or bi-
annual date etc. Requests for adjustment in cost of labor and/or materials must be supported by appropriate
documentation. If County agrees to the adjusted price terms, 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.
13.0 PUBLIC RECORD:
Under Arizona law, 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 and copying after Contract award and
execution, except for such Offers or sections thereof determined to contain proprietary or confidential information by the
Office of Procurement Services. If an Offeror believes that information in its Offer or any resulting Contract should not
be released in response to a public record request under Arizona law, the Offeror shall indicate the specific information
deemed confidential or proprietary 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 from disclosure. The Records
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Manager of the Office of Procurement Services shall determine whether the identified information is confidential
pursuant to the Maricopa County Procurement Code.
14.0 FEDERAL IMMIGRATION AND NATIONALITY ACT:
By signing of the Offer, the Offeror warrants that both it and all proposed subcontractors are in compliance with federal
immigration laws and regulations (FINA) relating to the immigration status of their employees. The County may, at its
sole discretion require evidence of compliance during the evaluation process. Should the County request evidence of
compliance, the Offeror shall have five days from receipt of the request to supply adequate information. Failure to comply
with this instruction or failure to supply requested information within the timeframe specified shall result in the Offer not
being considered for award.
15.0 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.
16.0 NON-COLLUSION, EMPLOYMENT, AND SERVICES:
By signing the Offer and Acceptance form or other official contract form, the Offeror certifies that the Offeror did/does
not:
16.1 engage in collusion or other anti-competitive practices in connection with the preparation or submission of its
Offer; and
16.2 discriminate against any employee or applicant for employment or person to whom it provides services because
of race, color, religion, sex, national origin, or disability, and that it complies with an applicable
17.0 INDEMNIFICATION:
17.1 To the fullest extent permitted by law, Contractor shall defend, indemnify, and hold harmless County, its agents,
representatives, officers, directors, officials, and employees from and against all claims, damages, losses and
expenses, including, but not limited to, attorney fees, court costs, expert witness fees, and the cost of appellate
proceedings, relating to, arising out of, or alleged to have resulted from the negligent acts, errors, omissions,
mistakes or malfeasance relating to the performance of this Quote. Contractor’s duty to defend, indemnify and
hold harmless County, its agents, representatives, officers, directors, officials, and employees shall arise in
connection with any claim, damage, loss or expense that is caused by any negligent acts, errors, omissions or
mistakes in the performance of this Quote by the Contractor, as well as any person or entity for whose acts,
errors, omissions, mistakes or malfeasance Contractor may be legally liable.
17.2 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.
17.3 The scope of this indemnification does not extend to the sole negligence of County.
18.0 INSURANCE:
18.1 Contractor, at Contractor’s own expense, shall purchase and maintain the herein stipulated minimum insurance
from a company or companies duly licensed by the State of Arizona and possessing a current A.M. Best, Inc.
rating of B++, VII or higher. In lieu of State of Arizona licensing, the stipulated insurance may be purchased
from a company or companies, which are authorized to do business in the State of Arizona, provided that said
insurance companies meet the approval of County. The form of any insurance policies and forms must be
acceptable to County.
18.1.1 All insurance required herein shall be maintained in full force and effect until all work or service required
to be performed under the terms of the Quote is satisfactorily completed and formally accepted. Failure to
do so may, at the sole discretion of County, constitute a material breach of this Quote.
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18.1.2 Contractor’s insurance shall be primary insurance as respects County, and any insurance or self-insurance
maintained by County shall not contribute to it.
18.1.3 Any failure to comply with the claim reporting provisions of the insurance policies or any breach of an
insurance policy warranty shall not affect the County’s right to coverage afforded under the insurance
policies.
18.1.4 The insurance policies may provide coverage that contains deductibles or self-insured retentions. Such
deductible and/or self-insured retentions shall not be applicable with respect to the coverage provided to
County under such policies. Contractor shall be solely responsible for the deductible and/or self-insured
retention and County, at its option, may require Contractor to secure payment of such deductibles or self-
insured retentions by a surety bond or an irrevocable and unconditional letter of credit.
18.1.5 County reserves the right to request and to receive, within 10 working days, certified copies of any or all
of the herein required insurance certificates. County shall not be obligated to review policies and/or
endorsements or to advise Contractor of any deficiencies in such policies and endorsements, and such
receipt shall not relieve Contractor from, or be deemed a waiver of County’s right to insist on strict
fulfillment of Contractor’s obligations under this Quote.
18.1.6 The insurance policies required by this Quote, except Workers’ Compensation shall name County, its
agents, representatives, officers, directors, officials and employees as Additional Insured’s.
18.1.7 The policies required hereunder, except Workers’ Compensation, and Errors and shall contain a waiver of
transfer of rights of recovery (subrogation) against County, its agents, representatives, officers, directors,
officials and employees for any claims arising out of Contractor’s work or service.
18.2 COMMERCIAL GENERAL LIABILITY:
Commercial General Liability insurance and, if necessary, Commercial Umbrella insurance with a limit of not
less than $1,000,000 for each occurrence, $1,000,000 Products/Completed Operations Aggregate, and
$2,000,000 General Aggregate Limit. The policy shall include coverage for bodily injury, broad form property
damage, personal injury, products and completed operations and blanket contractual coverage, and shall not
contain any provision which would serve to limit third party action over claims. There shall be no endorsement
or modification of the CGL limiting the scope of coverage for liability arising from explosion, collapse, or
underground property damage.
18.3 AUTOMOBILE LIABILITY:
Commercial/Business Automobile Liability insurance and, if necessary, Commercial Umbrella insurance with a
combined single limit for bodily injury and property damage of not less than $1,000,000 each occurrence with
respect to any of the Contractor’s owned, hired, and non-owned vehicles assigned to or used in performance of
the Contractor’s work or services under this Quote.
18.4 WORKERS’ COMPENSATION:
Workers’ Compensation insurance to cover obligations imposed by federal and state statutes having jurisdiction
of Contractor’s employees engaged in the performance of the work or services under this Quote; and Employer’s
Liability insurance of not less than $500,000 for each accident, $500,000 disease for each employee, and
$500,000 disease policy limit.
Contractor waives all rights against County and its agents, officers, directors and employees for recovery of
damages to the extent these damages are covered by the Workers’ Compensation and Employer’s Liability or
commercial umbrella liability insurance obtained by Contractor pursuant to this Quote.
18.5 CERTIFICATES OF INSURANCE:
18.5.1 Prior to Contract AWARD, Contractor shall furnish the County with valid and complete certificates of
insurance, or formal endorsements as required by the Contract in the form provided by the County,
issued by Contractor’s insurer(s), as evidence that policies providing the required coverage, conditions
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and limits required by this Contract are in full force and effect. Such certificates shall identify this
contract number and title.
18.5.2 In the event any insurance policy (ies) required by this contract is (are) written on a “claims made”
basis, coverage shall extend for two years past completion and acceptance of Contractor’s work or
services and as evidenced by annual Certificates of Insurance.
18.5.3 If a policy does expire during the life of the Contract, a renewal certificate must be sent to County
fifteen (15) days prior to the expiration date.
18.6 CANCELLATION AND EXPIRATION NOTICE.
Insurance required herein shall not be permitted to expire, be canceled, or materially changed without thirty (30)
days prior written notice to the County.
19.0 TERMINATION FOR CONVENIENCE:
Maricopa County may terminate the resultant Quote for convenience by providing sixty (10) calendar days advance
notice to the Contractor.
20.0 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.
21.0 EMPLOYMENT VERIFICATION
21.1 VERIFICATION REGARDING COMPLIANCE WITH ARIZONA REVISED STATUTES §41-4401 AND
FEDERAL IMMIGRATION LAWS AND REGULATIONS:
21.1.1 By entering into the Quote, 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 Quote. 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 Quote 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.
21.1.2 The County retains the legal right to inspect contractor and subcontractor employee documents
performing work under this Quote to verify compliance with paragraph 11.1.1 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 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
Quote and may pursue any and all remedies allowed by law, including, but not limited to: suspension of
work, termination of the Quote for default, and suspension and/or debarment of the Contractor. All costs
necessary to verify compliance are the responsibility of the Contractor.
22.0 ACCESS TO AND RETENTION OF RECORDS FOR THE PURPOSE OF AUDIT AND/OR OTHER REVIEW:
22.1 In accordance with section MCI-371 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 Quote 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.
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Maricopa County Bid 1805-001
22.2 If the Contractor’s books, records , accounts, statements, reports, files, and other records and back-up
documentation relevant to this Quote 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.
23.0 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 unethical conduct may be grounds for Disbarment or
Suspension under MC1-902.
An attempt to influence includes, but is not limited to:
23.1 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,
23.2 That is offered or given with the intent to influence a decision, obtain a Quote, 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 Quote.
24.0 CERTIFICATION REGARDING DEBARMENT AND SUSPENSION:
24.1 The undersigned (authorized official signing on behalf of the Contractor) certifies to the best of his or her
knowledge and belief, that the Contractor, it’s current officers and directors,
are not presently debarred, suspended, proposed for debarment, determined ineligible for, or have voluntarily
agreed to be excluded from being awarded any contract or grant by any United States Department or Agency or
any state, or local department or agency (hereinafter government entity);
24.1.1 has not within 3-year period preceding submitting a quote, bid, or proposal for this requirement:
24.1.2 been convicted for a criminal offense of or had a civil judgment rendered against them for commission
of fraud or any criminal offense in connection with obtaining, attempting to obtain, or as the result of
performing a government entity grant, or contract; and
24.1.3 been convicted of violation of any Federal or State antitrust statues or convicted of embezzlement,
theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving
stolen property regarding any government entity contract or grant;
24.1.4 are not presently indicted or otherwise criminally charged by a government entity with commission of
any criminal offenses in connection with obtaining, attempting to obtain, or as the result of performing
a government entity contract or grant;
24.1.5 are not presently facing any civil charges from any governmental entity regarding obtaining, attempting
to obtain, or as the result of performing a government entity contract or grant; and
24.1.6 have not within a 3-year period preceding the publication of this solicitation had any government entity
contract or grant terminated for default or cause.
If any of the above circumstances described in the paragraph are applicable to the entity submitting a bid for this requirement,
include with your bid an explanation of the matter including any final resolution.
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Maricopa County Bid 1805-001
4.23.25.15.2 The Contractor agrees shall 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. If this
clause is applicable to a subcontractor, the Contractor shall include the information required by this clause with their bid.
25.0 SUPPLEMENTAL PRICING INFORMATION:
25.1 Supplemental Pricing page shall be submitted with all quotes in order to be considered for evaluation to award.
Failure to comply may result in your quote not being considered.
26.0 BACKGROUND CHECK:
Contractors need to be aware that there may be multiple background checks (Sheriff’s Office, County Attorney's
Office, Courts as well as Maricopa County general government) to determine if the respondents employees are
acceptable for the contractor to do business with the County. This applies to (but is not limited to) the company
and sub-contractors. Employees or others who fail to pass these checks shall not be allowed to work on County
projects. Failure to meet these requirements may lead to termination of the contract.
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Maricopa County Bid 1805-001
SUPPLEMENTAL PRICING INFORMATION
DATE:
VENDOR NAME:
CONTACT NAME:
MAILING ADDRESS:
FEDERAL TAX ID NUMBER:
TELEPHONE NUMBER:
FAX NUMBER:
E-MAIL:
TOTAL QUOTE PRICE Price $__________ Freight $________ Tax $_____________Total $_____________
DELIVERY DATE: 30 Days: YES NO IF NO: _________DAYS
TERMS: 2% 10 DAYS NET 30 DAYS OTHER _____________________
TRANSACTION
Provide the combined applicable Transaction Privilege Tax (TPT) rate (i.e. sales
PRIVILEGE/SALES TAX
taxes)* for any sales made by your firm under this contract: ________%
RATE:
(*Include all applicable state, city, county, or special taxing jurisdictions in this rate).
*QUOTE EXPIRES:
*90 Days: 1 Year:
ACCEPT P-CARD: YES NO
You have read and agreed to the terms and conditions listed above.
I have read and accept all aforementioned terms and conditions; I attest that I am authorized to submit this offer on behalf
of my company..
Please sign and upload to BidSync, no typed/written signatures will be accepted.
Signature Title Date
(Electronic Signature)
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