CIRCLE THE CITY AGREEMENT.PDF

SUBRECIPIENT AGREEMENT
FOR SERVICES BETWEEN
MARICOPA COUNTY
ADMINISTERED BY ITS
HUMAN SERVICES DEPARTMENT
AND
CIRCLE THE CITY
Contract Amount: $ 108,000
Contract Start Date: July 1, 2017
Contract Termination Date: June 30, 2018
Contract Number:
Program Number:
CFDA Number: 14.218, Community Development Block Grant
DUNS #: 017472495
This Subrecipient Agreement (“Agreement”) is entered into by and between the Circle the City (hereinafter
referred to as the “Subrecipient”), and Maricopa County, administered by its Human Services Department,
(hereinafter referred to as the “County”). The Subrecipient and County are collectively referred to herein as
the “Parties” and individually as a “Party.” The Subrecipient, for and in consideration of the covenants and
conditions set forth in this Agreement, shall provide and perform the services set forth herein. All rights and
obligations of the Parties shall be governed by the terms of this Agreement, its exhibits, attachments, and
appendices, including any Subcontracts, Amendments, or Change Orders as set forth herein and in:
Section I – General Provisions
Section II – Special Provisions
Section III – Work Statement
Section IV – Compensation
Section V – Attachments
Subrecipient Representative: Brandon Clark Phone: (602) 357-4257
Chief Executive Email: bclark@circlethecity.org
Officer
Address: 300 W. Clarendon Ave., Suite 200
Phoenix, AZ 85013
Maricopa County Representative: Margaret Kilman Phone: (602) 506-4841
Program Manager Email: kilmanm@mail.maricopa.gov
Address: 234 N. Central Avenue, 3rd Floor,
Phoenix, AZ 85004
Notice under this Agreement shall be given by personal delivery or by registered or certified mail, postage
prepaid and return receipt requested, to the persons at the addresses set forth above and shall be effective
three (3) days after being mailed unless otherwise indicated in the notice.
This Agreement contains all the terms and conditions agreed to by the Parties. No other understanding, oral
or otherwise, regarding the subject matter of this Agreement shall be deemed to exist or to bind any Party
hereto. Nothing in this Agreement shall be construed as consent to any lawsuit or waiver of any defense in a
lawsuit brought against the State of Arizona, County, or the Subrecipient in any State or federal court.
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IN WITNESS THEREOF, the Parties have signed this Agreement:
Approved By: Approved By:
SUBRECIPIENT MARICOPA COUNTY
Authorized Signature Denny Barney, Chairman, Board of Supervisors
Date Date
Attested to:
Date
Fran McCarroll, Clerk, Board of Supervisors
Date
IN ACCORDANCE WITH A.R.S. §§ 11-201, 11.251 & 11-952, THIS AGREEMENT HAS BEEN
REVIEWED BY THE UNDERSIGNED DEPUTY COUNTY ATTORNEY AND HAS DETERMINED
THAT THIS AGREEMENT IS PROPER IN FORM AND WITHIN THE POWER AND AUTHORITY
GRANTED UNDER THE LAWS OF THE STATE OF ARIZONA.
APPROVED AS TO FORM:
Deputy County Attorney Date
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SECTION I
GENERAL PROVISIONS
Maricopa County
Human Services Department
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SECTION I GENERAL PROVISIONS
A. PURPOSE
County shall provide Subrecipient with U.S. Department of Housing and Urban Development (HUD)
Community Development Block Grant (CDBG) and/or Emergency Solutions Grant (ESG) funds for
the provision of CDBG and/or ESG activities as identified in Section III Work Statement.
B. TERM
The term of this Agreement shall commence upon July 1, 2017, and shall remain in effect until June 30,
2018. The Agreement shall become effective upon approval and signature by both Parties.
C. RENEWAL
The Agreement may be renewed by a written amendment, provided however, that Subrecipient is in
full compliance with all terms and conditions of this Agreement. The County shall notify the
Subrecipient in writing of its intent to extend the Agreement term at least thirty (30) calendar days prior
to the expiration of the original contract term, or any additional terms thereafter.
D. AMENDMENTS
All Amendments to this Agreement shall be in writing and signed by authorized signers for both
Parties.
E. TERMINATION
1. Pursuant to A.R.S. §38-511, the Parties may cancel this Agreement without penalty or further
obligation within three years after execution of the Agreement, if any person significantly
involved in initiating, negotiating, securing, drafting or creating the Agreement on behalf of the
Party is at any time while the Agreement or any extension of the Agreement is in effect, an
employee or agent of any other Party to the Agreement in any capacity or consultant to any
other Party of the Agreement with respect to the subject matter of the Agreement.
Additionally, pursuant to A.R.S § 38-511 the Party may recoup any fee or commission paid or
due to any person significantly involved in initiating, negotiating, securing, drafting or creating
the Agreement on behalf of the Party from any other Party to the Agreement arising as the
result of the Agreement
2. Either Party may terminate this Agreement at any time by giving the other Party at least sixty
(60) calendar days prior notice in writing (unless terminated by the Board of Supervisors under
the Availability of Funds provision). The notice shall be given by personal delivery or by
registered or certified mail, postage prepaid and returned receipt requested to the persons at
the addresses set forth on page one of this Agreement.
3. This Agreement may be terminated by mutual written agreement of the Parties specifying the
termination date therein.
4. The County has the right to terminate this Agreement upon twenty-four (24) hour notice when
the County deems the health or welfare of the service recipients are endangered or
Subrecipient’s non-compliance jeopardizes funding source financial participation. If not
terminated by one of the above methods, this Agreement will terminate upon the expiration of
the term of this Agreement stated on the Page One of this Agreement.
5. In accordance with 2 CFR § 200, et seq., County may suspend or terminate this Agreement if
Subrecipient violates any term or condition of this Agreement or if Subrecipient fails to
maintain a good faith effort to carry out the purpose of this Agreement.
6. County or Subrecipient may terminate this Agreement for convenience in accordance with 2
CFR § 200, et seq.. Both Parties shall agree upon the termination conditions including the
effective date of the termination. The Party initiating the termination shall notify the other
Party in writing stating the reasons for such termination.
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SECTION I GENERAL PROVISIONS
F. EFFECT
To the extent that the Special Provisions are in conflict with the General Provisions, the Special
Provisions shall control. To the extent that the Work Statement and the Special or General Provisions
are in conflict, the Work Statement shall control. To the extent that the Compensation Provisions are in
conflict with the General Provisions, Special Provisions or Work Statement, the Compensation
Provisions shall control. Nothing herein shall operate to increase the Operating Budget without a
written amendment thereto.
G. DEFINITIONS
As used throughout this Agreement, the following terms shall have the following meanings:
1. Administrative Manual means policy and procedures manual regarding the administration of
CDBG grant and activities.
2. Assistant Director means the Director of the Housing and Community Development
Division within the Human Services Department.
3. CDAC means the Community Development Advisory Committee.
4. Department means the Maricopa County Human Services Department.
5. Director means the Director of the Maricopa County Human Services Department.
6. Division means Housing and Community Development Division of the Human Services
Department.
7. ESG means Emergency Solutions Grant
8. Minority Business Enterprise (MBE) means an entity which is majority owned or
controlled by a socially and economically disadvantaged individual as described by Public Law.
95-507.
9. Juvenile means any person under the age of eighteen (18).
10. Program Manager means the liaison between the Department and the Subrecipient that is
responsible for Agreement monitoring and technical assistance.
11. Public Agency has the meaning prescribed by A.R.S. § 11-951.
12. Subcontract means any Agreement entered into by a Subrecipient with a third party for
performance of any of the work or provision of any of the services covered by this Agreement.
13. Subcontractor means an entity funded through the Subrecipient to provide services required
by the Work Statement.
14. Women’s Business Enterprise (WBE) means an entity in which a woman has majority
ownership and control.
15. Work Statement means Section III of this Agreement which describes the services to
be delivered under this Agreement.
H. GENERAL REQUIREMENTS
1. The terms of this Agreement shall be construed in accordance with Arizona law and the
applicable laws and regulations of the United State Department of Housing and Urban
Development (HUD). Any lawsuit arising out of this Agreement shall be brought in the
appropriate court in Maricopa County, Arizona.
2. The Subrecipient shall, without limitation, obtain and maintain all licenses, permits and
authority necessary to do business, render services and perform work under this Agreement,
and shall comply with all laws regarding unemployment insurance, disability insurance and
worker's compensation.
3. The Subrecipient is an independent contractor in the performance of work and the provision
of services under this Agreement and is not to be considered an officer, employee or agent of
the County.
4. Subrecipient shall comply with the regulations prohibiting a conflict of interest. Subrecipient
shall not make any payments, either directly or indirectly, to any person, partnership,
corporation, trust or other organization that has a substantial interest in the Subrecipient's
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organization or with which Subrecipient (or one of its directors, officers, owners, trust
certificate holders or a relative thereof) has a substantial interest, unless Subrecipient has made
full written disclosure of the proposed payments to the County and has received written
approval therefore.
5. For purposes of this provision, the terms "substantial interest" and "relative" shall have the
meanings prescribed by A.R.S. § 38-502.
I. ACCEPTANCE OF FUNDS
Subrecipient hereby accepts the award of funds under the terms of this Agreement and agrees to
execute and return this Agreement to the County within 30 days of receipt unless Subrecipient receives
a written waiver of this requirement by the County.
J. ASSIGNMENT AND SUBCONTRACTING
No right, liability, obligation or duty under this Agreement may be assigned, delegated or
subcontracted, in whole or in part, without the prior written approval of the County. Subrecipient shall
bear all liability under this Agreement, even if it is assigned, delegated or subcontracted, in whole or in
part, unless the County agrees otherwise.
K. AVAILABILITY OF FUNDS
1. The provisions of this Agreement relating to the payment for services shall become effective
when funds assigned for the purpose of compensating the Subrecipient, as provided herein, are
actually available to the County for disbursement. The County shall be the sole authority in
determining the availability of funds under this Agreement and the County shall keep the
Subrecipient fully informed as to the availability of funds.
2. If any action is taken by any federal, state, local agency or any other agency or instrumentality
to suspend, decrease or terminate its fiscal obligation under, or in connection with this
Agreement, the Parties may amend, suspend, decrease or terminate its obligations under or in
connection with this Agreement. In the event of termination, the Parties shall be liable for
payment only for services rendered prior to the effective date of the termination, provided that
such services performed are in accordance with the provisions of this Agreement. The Parties
shall give written notice of the effective date of any suspension, amendment, or termination
under this section at least ten (10) calendar days in advance.
L. BUDGET ADJUSTMENTS
Subrecipient must receive prior written approval from the County to move funds from one Budget
Activity Line Item to another. Budget adjustments that do not change the Agreement Amount may be
documented by a written Change Order signed by the County and the Subrecipient’s Representative.
Requests for adjustments to this Agreement must be supported by appropriate documentation. Any
requests for reasonable budget adjustments must be submitted ninety (90) days prior to the expiration
of this Agreement. If the County agrees to the budget adjustments, the County shall follow section D
of this Agreement to amend this Agreement.
M. DISPUTES
1. Except as may otherwise be provided for in this Agreement, the Parties may attempt to
informally resolve any dispute arising out of this Agreement for a reasonable period of time,
which shall not exceed one hundred twenty (120) days. Disputes which are not resolved in that
time period, shall be submitted in accordance with the following formal dispute resolution
process.
2. If a dispute cannot be resolved informally, the Subrecipient shall notify the Department in
writing by mailing notice of the dispute to the Assistant Director within ten (10) working days
from expiration of the informal dispute resolution process described in paragraph 1 above.
The Assistant Director, as applicable, shall respond in writing to the Subrecipient within
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fourteen (14) working days of receipt of the Subrecipient’s written notice. The decision of the
Assistant Director shall be final and conclusive unless, within seven (7) working days from the
date the Subrecipient receives the decision, Subrecipient files a written notice of appeal with
the Department’s Director who shall provide the Subrecipient with a written response within
fourteen (14) working days following receipt of the Subrecipient’s notice of appeal. The
decision of the Director shall be final.
3. Pending a final decision of the Director, the Subrecipient shall proceed diligently with the
performance of this Agreement in accordance with the Assistant Director’s decision.
N. DEFAULT AND REMEDIES FOR NONCOMPLIANCE
1. Notwithstanding anything to contrary, this Section shall not be deleted or superseded by any
other provision of this Agreement.
2. This Agreement may be immediately terminated by the County if the Subrecipient defaults by
failing to perform any objective or breaches any obligation under this Agreement, or any event
occurs that jeopardizes the Subrecipient’s ability to perform any of its obligations under this
Agreement. The County reserves the right to have service provided by persons other than the
Subrecipient if the Subrecipient is unable or fails to provide required services within the
specified time frame in the work statement.
3. Failure to comply with the requirements of this Agreement and all the applicable federal, state,
or local laws, rules, and regulations may result in suspension or termination of this Agreement,
the return of unexpended funds (less just compensation for work satisfactorily completed that,
to date, has not been paid), the reimbursement of funds improperly expended, or the recovery
of funds improperly acquired. Noncompliance includes, but is not limited to:
a. Non-performance of any obligations required by this Agreement.
b. Non-compliance with any applicable federal, state, or local laws, rules or regulations,
including HUD guidelines, policies, or directives.
c. Unauthorized expenditure of funds.
d. Improper disposition of program income.
e. Non-compliance with applicable financial record requirements, accounting principles,
or standards established by OMB circulars and 2 CFR §200 et seq.
f. Non-compliance with recordkeeping, record retention, or reporting requirements.
4. Notwithstanding the suspension or termination of this Agreement, or the final determination
of the proper disposition of funds, Subrecipient shall, without intent to limit or with
restrictions, be subject to the following:
a. All awards of funding shall be immediately revoked, and any approvals related to the
project described in the Special Provision or Work Statement shall be deemed revoked
and canceled. Thereby, any entitlements to compensation after suspension or
termination of this Agreement are similarly revoked and unavailable.
b. Not be relieved of any liability or responsibility associated with the Special Provision
or Work Statement.
c. Acknowledge that suspension or termination of this Agreement does not affect or
terminate any rights against the Subrecipient at the time of suspension or termination,
or that may accrue later. Nothing herein shall be construed to limit or terminate any
right or remedy available under Agreement or rule.
d. Wavier of a breach or default of any term, covenant, or condition of this Agreement
or any federal, state, or local law, rule, or regulation shall not operate as a waiver of
any subsequent breach of the same or any other term, covenant, condition, law, rule,
or regulation.
5. The Subrecipient shall, upon notice or with knowledge obtained by itself or others, take any
and all proactive actions necessary, and provide any and all applicable remedies to address and
correct any act by itself, its employees, officials, successors, assigns, contractors, or
subcontractors that resulted in any wrongdoing (intentional or unintentional); misuse or
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misappropriation of funds; the incorrect or improper disposition of funds; any violation of any
federal, state, or local law, rule, or regulation; or the breach of any certification or warranty
provided in this Agreement.
O. SEVERABILITY
Any provision of this Agreement that is determined to be invalid, void or illegal by a court shall in no
way affect, impair or invalidate any other provision hereof, and the remaining provisions shall remain in
full force and effect.
P. STRICT COMPLIANCE
The County’s acceptance of Subrecipient’s performance that is not in strict compliance with the terms
hereof shall not be deemed to waive the requirements of strict compliance for all future performance.
All changes in performance obligations under this Agreement shall be in writing and signed by both
Parties.
Q. SINGLE AUDIT ACT REQUIREMENTS
If the Subrecipient receives $750,000 in federal funds, the Subrecipient is subject to the federal audit
requirements of the Single Audit Act of 1984, as amended (Pub. L. No. 98-502) (codified at 31 U.S.C.
§§ 7501, et seq.). Subrecipient shall comply with 2 CFR § 200 Subpart F. Upon completion, such audits
shall be made available for public inspection. Audits shall be submitted within the twelve (12) months
following the close of the fiscal year. Subrecipient shall take corrective actions within six (6) months of
the date of receipt of the reports. The County shall consider sanctions as described in 2 CFR § 200.505
if Subrecipient is noncompliant with the audit requirements.
R. AUDIT DISALLOWANCES
1. The Subrecipient shall, upon written notice thereof, reimburse the County for any payments
made under this Agreement that are disallowed by a federal, State or County audit in the
amount of the disallowance, as well as court costs and attorney’s fees the County spends to
pursue legal action relating to a disallowance. Court costs and attorney’s fees incurred will be
specifically identified as applicable to the recovery of the disallowed costs in question.
2. If the County determines that a cost for which payment has been made is a disallowed cost,
the County will notify the Subrecipient in writing of the disallowance and the required course
of action, which shall be at the option of the County, either to adjust any future claim
submitted by the Subrecipient by the amount of the disallowance or to require immediate
repayment of the disallowed amount by the Subrecipient issuing a check payable to the
County.
S. COMPETITIVE BID REQUIREMENTS
1. Equipment
If this Agreement is with other than a Public Agency, the Subrecipient shall obtain all
equipment to be utilized under this Agreement and purchased with funds provided under this
Agreement at the lowest practical cost pursuant to the following competitive bidding system:
a. Procurements in excess of $300, but less than $1,000, require oral price quotations
from two or more vendors. The Subrecipient shall keep and maintain a record of the
vendors’ verbal quotations. The Subrecipient’s award shall be made to the lowest
bidder meeting specification requirements concerning price, conformity to
specifications, and other purchasing factors.
b. Procurements exceeding an aggregate amount of $1,000 must be approved by the
Assistant Director. At least three (3) bidders shall be solicited to submit written
quotations. The Subrecipient shall solicit written quotations by issuing a Request for
Quotation to at least three (3) vendors. The award shall be made to the lowest bidder
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meeting specification requirements concerning price, conformity to specifications, and
other purchasing factors.
2. Supplies
If this Agreement is with other than a Public Agency, the Subrecipient shall obtain all supplies
to be utilized under this Agreement and purchased with funds provided under this Agreement
at the lowest practical cost and pursuant to a system of written quotes whenever the price is
expected to be greater than $300, unless the Subrecipient obtains the Assistant Director prior
written approval to purchase supplies by an alternate method.
3. Minority, Women and Small Business Enterprises
The Subrecipient shall take affirmative steps to provide an opportunity for minorities, women,
and small businesses to compete in the procurement of equipment and supplies under this
Agreement.
4. Bidding Procedures
If the Subrecipient is a Public Agency, the Subrecipient's own bidding procedures shall govern.
5. Procedures May Be Superseded
Funding source requirements relating to competitive bid procedures may supersede any or all
subparts of this clause and will be specified in the Special Provisions Section of this
Agreement..
T. PROPERTY
Any property furnished or purchased pursuant to the terms of this Agreement shall be utilized,
maintained, repaired and accounted for in accordance with instructions furnished by the County, and
shall revert to the County upon termination of this Agreement, unless the County determines
otherwise. The costs to repair such property are the responsibility of the Subrecipient within the limits
budgeted herein. Repair costs beyond the budgeted amount shall be approved by the Department.
U. NON-LIABILITY
The County, its officers, representatives, agents and employees shall not be liable for any act or
omission by the Subrecipient or their contractor, or any officer, representative, agent or employee of
the Subrecipient, or their contractor occurring in the performance of this Agreement, nor shall these
entities be liable for purchases or Agreements made by the Subrecipient or their contractor, or any
officer, representative, agent and employee of the Subrecipient or their contractor in connection with
this Agreement.
V. INDEMNIFICATION
To the extent permitted by law, the Subrecipient shall, and shall cause any of its Subcontractors to,
indemnify, defend save and hold harmless the Maricopa County, any jurisdiction or agency issuing
any permits for any work arising out of this Agreement, and their respective directors, officers,
officials, agents, and employees (hereinafter referred to as “Indemnitee”) from and against any and all
claims, actions, liabilities, damages, losses, or expenses (including court costs, attorneys’ fees, and
costs of claim processing, investigation and litigation) (hereinafter referred to as “Claims”) for bodily
injury or personal injury (including death), or loss or damage to tangible or intangible property
caused, or alleged to be caused, in whole or in part, by the negligent or willful acts or omissions of
Subrecipient and any of its Subcontractors, or any of the directors, officers, agents, or employees of
Subrecipient and any of its Subrecipients. This indemnity includes any claim or amount arising out of
or recovered under the Workers’ Compensation Law or arising out of the failure of the Subrecipient
or any of its Subcontractors to conform to any federal, state or local law, statute, ordinance, rule,
regulation or court decree. It is the specific intention of the Parties that the Indemnitee shall, in all
instances, except for Claims arising solely from the negligent or willful acts or omissions of the
Indemnitee, be indemnified by the Subrecipient and any of its Subcontractors from and against any
and all claims. It is agreed that the Subrecipient and any of its Subcontractors will be responsible for
primary loss investigation, defense and judgment costs where this indemnification is applicable.
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W. INSURANCE
1. Subrecipient, shall and shall cause any of its Subcontractors to 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++6. In lieu of State of
Arizona licensing, the stipulated insurance may be purchased from a company or companies
who 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.
2. 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 Agreement is satisfactorily
completed and formally accepted. Failure to do so may, at the sole discretion of County,
constitute a material breach of this Agreement.
3. Subrecipient’s insurance shall be primary insurance as respects County, and any insurance or
self-insurance maintained by County shall not contribute to it.
4. Any failure to comply with the claim reporting provisions of the insurance policies or any
breach of an insurance policy warranty shall not affect coverage afforded under the
insurance policies to protect County.
5. 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. Subrecipient shall be solely
responsible for the deductible and/or self-insured retention and County, at its option, may
require Subrecipient to secure payment of such deductibles or self-insured retentions by a
surety bond or an irrevocable and unconditional letter of credit.
6. 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 Subrecipient of any deficiencies in such
policies and endorsements, and such receipt shall not relieve Subrecipient from, or be
deemed a waiver of County’s right to insist on strict fulfillment of Subrecipient’s obligations
under this Agreement.
7. The insurance policies required by this Agreement, except Workers’ Compensation, shall
name County, its agents, representatives, officers, directors, officials and employees as
Additional Insured’s.
8. The policies required hereunder, except Workers’ Compensation, 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 Subrecipient’s work
or service.
9. The Subrecipient's policies shall stipulate that the insurance afforded the Subrecipient shall
be primary insurance and that any insurance carried by the County , its agents, officials,
employees or the State of Arizona shall be excess and not contributory insurance, as
provided by A.R.S. § 41-621 (E).
10. Coverage provided by the Subrecipient shall not be limited to the liability assumed under the
indemnification provisions of this Agreement.
11. Commercial General Liability:
a. Commercial General Liability insurance and, if necessary, Commercial Umbrella
insurance with a limit of not less than $2,000,000 for each occurrence, $2,000,000
Products/Completed Operations Aggregate, and $4,000,000 General Aggregate
Limit. The policy shall include coverage for premises liability, bodily injury, broad
form property damage, personal injury, products and completed operations and
blanket contractual coverage, and shall not contain any provisions which would
serve to limit third party action over claims. There shall be no endorsement or
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modifications of the CGL limiting the scope of coverage for liability arising from
explosion, collapse, or underground property damage.
12. Workers’ Compensation:
a. Workers’ Compensation insurance to cover obligations imposed by federal and state
statutes having jurisdiction of Subrecipient’s employees engaged in the performance
of the work or services under this Agreement ; and Employer’s Liability insurance
of not less than $1,000,000 for each accident, $1,000,000 disease for each employee,
and $1,000,000 disease policy limit.
b. Subrecipient 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 Subrecipient pursuant to this Agreement.
13. Sexual Molestation And Physical Abuse:
a. When services involve working with children, elderly, or disabled individuals, the
insurance requirements in the contract must include coverage for "sexual
molestation and physical abuse". Coverage for this type of claim, or allegation, is
excluded from standard general liability policies. Therefore, Subrecipients whose
services include working with and/or caring for children/elderly and disabled
persons should have their policies specifically endorsed to include this coverage.
14. Commercial General Liability – Occurrence Form:
Policy shall include bodily injury, property damage and broad form contractual liability
coverage.
15. The policy shall be endorsed to include coverage for physical/sexual abuse and
molestation.
16. The policy shall be endorsed to include the following additional insured language: "(Maricopa
County), its subsidiary, parent, associated and/or affiliated entities, successors, or assigns, its
elected officials, trustees, employees, agents, and volunteers shall be named as additional
insureds with respect to liability arising out of the activities performed by, or on behalf of the
Subrecipient".
Minimum Limits:
General Aggregate $4,000,000
Each Occurrence Limit $2,000,000
Sexual Abuse/Molestation $2,000,000
17. Certificates of Insurance:
a. Upon execution of the Agreement, Subrecipient shall and shall cause any of its
Subcontractors to furnish the County with valid and complete certificates of
insurance, or formal endorsements as required by the Agreement, issued by
Subrecipient’s insurer(s), as evidence that policies providing the required coverage,
conditions and limits required by this Agreement are in full force and effect. Such
certificates shall identify this Agreement number and title.
b. Prior to commencing work or services under this Agreement , Subrecipient
shall have insurance in effect as required by the Agreement in the form
provided by the County, issued by Subrecipient’s insurer(s), as evidence that
policies providing the required coverage, conditions and limits required by
this Agreement are in full force and effect. Such certificates shall be made
available to the County upon ten (10) business days. BY SIGNING THE
AGREEMENT PAGE THE SUBRECIPIENT AGREES TO THIS
REQUIREMENT AND FAILURE TO MEET THIS REQUIREMENT WILL
RESULT IN CANCELLATION OF AGREEMENT.
c. In the event any insurance policy(ies) required by this Agreement is (are) written on
a “claims made” basis, coverage shall extend for two years past completion and
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acceptance of Subrecipient’s work or services and as evidenced by annual
Certificates of Insurance.
d. If a policy does expire during the life of the Agreement, a renewed Certificate of
Insurance must be sent to the County forty-five (45) days prior to the expiration
date.
18. Cancellation and Expiration Notice:
a. Insurance required herein shall not be permitted to expire, be canceled, or materially
changed without thirty (30) days prior written notice to the County.
b. If the Subrecipient provides professional or semi-professional personal services under
this Agreement for which malpractice or professional liability coverage is available,
such as medical, psychiatric, or legal services, Subrecipient shall carry minimum
liability coverage of $2,000,000 each occurrence and provide the County with proof of
coverage.
19. Subcontractors: Subrecipient’s certificate(s) shall include all subcontractors as insureds
under its policies or Subrecipient shall furnish to the County separate certificates for each
subcontractor. All coverages for Subcontractors shall be subject to the minimum
requirements identified above.
20. Approval: Any modification or variation from the insurance requirements in any Agreement
must have prior approval from the County whose decision shall be final. Such action will not
require a formal Agreement amendment, but may be made by administrative action.
21. Exceptions: In the event the Subrecipient is a public entity, then the Insurance
Requirements shall not apply. Such public entity shall provide a Certificate of Self-Insurance
or a Certificate of Proof of Pool Insurance. Nongovernmental Subcontractors of the
Subrecipient shall comply with all insurance terms.
X. OFFSHORE PERFORMANCE OF WORK PROHIBITED
Due to security and identity protection concerns, direct services under this Contract shall be
performed within the borders of the United States. Any services that are described in the
specifications or scope of work that directly serve the State of Arizona or its clients and may involve
access to secure or sensitive data or personal client data or development or modification of
software for the State shall be performed within the borders of the United States. Unless
specifically stated otherwise in the specifications, this definition does not apply to indirect or
“overhead” services, redundant back-up services or services that are incidental to the performance
of the Contract. The provision applies to work performed by subcontractors at all tiers.
Y. TECHNICAL ASSISTANCE
The County will provide reasonable technical assistance to the Subrecipient to assist in complying with
State and federal laws, regulations and accountability for diligent performance and compliance with the
terms and conditions of this Agreement and all applicable laws, regulations and standards. However,
this assistance in no way relieves the Subrecipient of full responsibility and accountability for its actions
and performance in compliance with the terms of this Agreement.
Z. STAFF AND VOLUNTEER TRAINING
The County may make available to the Subrecipient the opportunity to participate in any applicable
training activities conducted by the County.
AA. CLEAN AIR ACT
If the total face value of this Agreement exceeds $100,000, the Subrecipient agrees to comply with all
regulations, standards and orders issued pursuant to the Clean Air Act of 1970, as amended (42 U.S.C.
§§ 7401, et seq.), to the extent any are applicable by reason of performance of this Agreement.
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BB. LOBBYING
1. No federal appropriated funds have been paid or will be paid by or on behalf of the
Subrecipient to any person for influencing or attempting to influence an officer or employee of
any agency, a member of Congress, an officer or employee of Congress, or an employee of a
member of Congress in connection with the awarding of any federal agreement, the making of
any federal grant, the making of any federal loan, the entering into of any cooperative
agreement, and the extension, continuation, renewal, amendment, or modification of any
federal agreement, grant, loan, or cooperative agreement.
2. If any funds, other than federal appropriated funds, have been paid or will be paid to any
person for influencing or attempting to influence an officer or employee of any agency, a
member of Congress, an officer or employee of Congress, or an employee of a member of
Congress in connection with any federal agreement, grant, loan or cooperative agreement, the
Subrecipient shall complete and submit OMB Form-LLL, titled "Disclosure of Lobbying
Activities," in accordance with its instructions and 31 U.S.C. § 1352.
CC. RELIGIOUS ACTIVITIES
The Subrecipient agrees that none of its costs and none of the costs incurred by any Subrecipient,
contractor, or subcontractor will include any expense for any religious activity.
DD. POLITICAL ACTIVITY PROHIBITED
None of the funds, materials, property or services contributed by the County or the Subrecipient under
this Agreement shall be used for any partisan political activity, or to further the election or defeat of any
candidate for public office.
EE. COVENANT AGAINST CONTINGENT FEES
The Subrecipient warrants that no person or entity has been employed or retained to solicit or secure
this Agreement upon an agreement or understanding for a commission, percentage, brokerage or
contingent fee. For breach or violation of this warranty, the County may immediately terminate this
Agreement without liability.
FF. SAFEGUARDING OF PARTICIPANT INFORMATION
The use or disclosure by any Party of any information concerning an applicant for, or recipient of,
services under this Agreement is directly limited to the conduct of this Agreement. Subrecipient and its
agents shall safeguard the confidentiality of this information, as required by federal and state law.
Subrecipient shall include a clause to this effect in all Subcontracts.
GG. RIGHTS IN DATA
The Parties shall have the use of data and reports resulting from this Agreement without cost or other
restriction, except as otherwise provided by law or applicable regulation. Each Party shall supply to the
other Party, upon request, any available information that is relevant to this Agreement and to the
performance hereunder.
HH. COPYRIGHTS
If this Agreement results in a book or other written material, the author is free to copyright the work,
but the County reserves a royalty-free, nonexclusive, perpetual and irrevocable license to reproduce,
publish, or otherwise use and to authorize other to use, all copyrighted material and all material which
can be copyrighted resulting from this Agreement.
II. AGREEMENT COMPLIANCE MONITORING
The County will monitor the Subrecipient's compliance with, and performance under, the terms and
conditions of this Agreement and the applicable federal regulations promulgated by HUD. On-site
visits for compliance monitoring may be made by the County and/or its grantor agencies at any time
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during the Subrecipient's normal business hours, announced or unannounced. During an on-site visit,
the Subrecipient shall make all of its records and accounts related to work performed or services
provided under this Agreement available to the County for inspection and copying.
JJ. CONTINGENCY RELATING TO OTHER AGREEMENTS AND GRANTS
1. The Subrecipient shall, during the term of this Agreement, immediately inform the
Department in writing of the award of any other agreement or grant, including any other
agreement or grant awarded by the County, where the award may affect either the direct or
indirect costs being paid or reimbursed under this Agreement. Failure by the Subrecipient to
notify the Department County of such award shall be considered a violation of this Agreement
and the County may immediately terminate this Agreement without liability.
2. The Department may request, and the Subrecipient shall provide within a reasonable time,
which shall not exceed ten (10) working days, a copy of such other agreement or grant, when
in the opinion of the Department the award of the agreement or grant may affect the costs
being paid or reimbursed under this Agreement.
3. If the Department determines that the award to the Subrecipient of such other agreement or
grant has affected the costs being paid or reimbursed under this Agreement, the Department
will prepare an amendment to this Agreement effecting a cost adjustment. If the Subrecipient
disputes the proposed cost adjustment, the dispute shall be resolved pursuant to the
"Disputes" section contained herein.
KK. MINIMUM WAGE REQUIREMENTS
1. The Contractor agrees and warrants that it shall pay all its employees engaged in performing
work or providing services under the terms of this Contract not less than the minimum wage
specified under Section 6(a)(1) of the Fair Labor Standards Act of 1938, as amended and as
specified by Arizona law.
LL. RECOGNITION OF COUNTY SUPPORT
The Subrecipient shall give recognition to the County and the funding source for its support when the
Subrecipient publishes materials or releases public information that is paid for in whole or in part with
funds received by the Subrecipient under this Agreement.
MM. GRIEVANCE PROCEDURE
The Subrecipient shall establish a system through which applicants for, and recipients of, services may
present grievances and may take appeals about eligibility and other aspects of the Subrecipient's work
under this Agreement. The grievance procedure shall include provisions for notifying the applicants for,
and recipients of, services of their eligibility or ineligibility for service and their right to appeal to the
Department if the grievance is not satisfied at the Subrecipient's level.
NN. NONDISCRIMINATION AND EQUAL ACCESS
1. The Subrecipient, in connection with any service or other activity under this Agreement,
shall not in any way, discriminate against any person on the grounds of race, color, religion,
sex, national origin, age, disability, political affiliation or belief. The Subrecipient shall include
this clause in all of its Subcontracts.
2. The Subrecipient shall comply with requirements of the Housing and Urban Development
Equal Access Rule at 24 CFR Part 5, Final Rule 5863, to ensure equal access to housing and
services regardless of gender identity.
OO. DISABILITY REQUIREMENTS
Subrecipient agrees that any electronic or information technology offered under this Agreement shall
comply with A.R.S. §§41-2531 and 2532 and Section 508 of the Rehabilitation Act of 1973, which
requires that employees and members of the public shall have access to and use of information
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technology that is comparable to the access and use by employees and members of the public who
are not individuals with disabilities.
PP. EQUAL EMPLOYMENT OPPORTUNITY
1. Subrecipient shall not discriminate against any employee or applicant for employment because
of race, age, disability, color, religion, sex, sexual identity, gender identity or national origin.
Subrecipient shall take affirmative action to ensure that applicants are employed and that
employees are treated during employment without regard to their race, age, disability, color,
religion, sex sexual identity, gender identity or national origin. Such action shall include, but is
not limited to, the following: employment, upgrading, demotion or transfer, recruitment or
recruitment advertising, lay-off or termination, rates of pay or other forms of compensation,
and selection for training, including apprenticeship. The Subrecipient shall and shall cause its
Subcontractors to comply with Executive Order 11246 of September 24, 1965, entitled
"Equal Employment Opportunity", as amended by Executive Order 11375 of October 13,
1967, and as supplemented in Department of Labor regulations (41 CFR chapter 60) and to
the extent required by regulation execute the Equal Opportunity Certification attached
hereto and incorporated by reference.
2. Subrecipient shall and shall cause its Subcontractors to comply with Title VI and VII of the
Civil Rights Act of 1964, as amended (42 U.S.C. §§ 2000a, et seq.); the Rehabilitation Act of
1973, as amended (29 U.S.C. §§ 701, et seq.); the Age Discrimination in Employment Act of
1967, as amended (29 U.S.C. §§ 621, et seq.); the Americans With Disabilities Act of 1990 (42
U.S.C. §§ 12101, et seq.); and Arizona Executive Order 2009-09, which mandates that all
persons shall have equal access to employment opportunities, to the extent such provisions
apply.
QQ. UNIFORM ADMINISTRATIVE REQUIREMENTS
By entering into this Agreement, the Subrecipient 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.
RR. FINANCIAL MANAGEMENT
The Subrecipient shall establish and maintain a separate, interest-bearing bank account for money
provided under this Agreement, or an accounting system that assures the safeguarding and
accountability of all money and assets provided under this Agreement. No part of the money deposited
in the bank account shall be commingled with other funds or money belonging to the Subrecipient. All
interest earned on the account shall be disposed of in a manner specified by the County in accordance
with applicable State and federal regulations. The Subrecipient shall provide a signed bank account
agreement authorizing the County to obtain information about the account. If an accounting system is
used, it shall be in accord with generally accepted accounting principles.
SS. RETENTION OF RECORDS
1. This provision applies to all financial and programmatic records, supporting document,
statistical records and other records of the Subrecipient that are related to this Agreement.
2. The Subrecipient shall retain all records relevant to this Agreement 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 longer, and the County, federal and State auditors and any other persons
duly authorized by the County shall have full access to, and the right to examine, copy and
make use of any and all of the records.
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TT. ADEQUACY OF RECORDS
If the Subrecipient’s books, records and other documents related to this Agreement are not sufficient to
support and document that allowable services were provided to eligible participants, the Subrecipient
shall reimburse the County for the services not supported and documented.
UU. IMMIGRATION LAWS AND REGULATIONS
1. Federal Immigration and Nationality Act
a. The Parties understand and acknowledge the applicability of the Immigration Reform
and Control Act of 1986 (IRCA). The Parties agree to comply with the IRCA in
performing under this Agreement and to permit the other Party to inspect personnel
records to verify such compliance.
b. By entering into this Agreement, the Parties warrant compliance with the Federal
Immigration and Nationality Act (FINA) and all other Federal immigration laws and
regulations related to the immigration status of its employees. The Parties shall
obtain statements from their subcontractors certifying compliance and shall furnish
the statements to the County upon request. These warranties shall remain in effect
through the term of the Agreement. The Parties and their subcontractors shall also
maintain Employment Eligibility Verification forms (I-9) as required by the U.S.
Department of Labor’s Immigration and Control Act for all employees performing
work under the Agreement. I-9 forms are available for download at USCIS.GOV.
c. The Parties may request verification of compliance for any employee or
subcontractor performing work under the Agreement. Should either Party suspect
or find that the other Party or any of its subcontractors are not in compliance, then
the Party may pursue any and all remedies allowed by law, including, but not limited
to: suspension of work, termination of the Agreement for default, and suspension
and/or debarment of the other Party. All costs necessary to verify compliance are
the responsibility of the Subrecipient or its subcontractor.
2. Arizona Law: The Subrecipient warrants that it is in compliance with A.R.S. § 41-4401 (e-
verify requirements) and further acknowledges:
a. That Subrecipient and its Vendors, if any, warrant their compliance with all federal
immigration laws and regulations that relate to their employees and their compliance
with A.R.S. § 23-214;
b. That a breach of a warranty under subsection 1 above, shall be deemed a material
breach of this Agreement and the County may immediately terminate this Agreement
without liability;
c. That the County and any contracting government entity retains the legal right to
inspect the papers and employment records of any Subrecipient or Vendors employee
who works on this Agreement to ensure that the Subrecipient or Vendors is
complying with the warranty provided under subsection 1 above and that the
Subrecipient agrees to make all papers and employment records of said employee(s)
available during normal working hours in order to facilitate such an inspection.
VV. DRUG FREE WORKPLACE ACT
The Subrecipient agrees to comply with the Drug-Free Workplace Act of 1988 (41 U.S.C. §§ 701, et
seq.), which requires that Subrecipients and grantees of federal funds must certify that they will provide
drug-free workplaces. This certification is a precondition to receiving a grant or entering into this
Agreement.
WW. GOVERNOR’S EXECUTIVE ORDER NO. 88-26
The Subrecipient is required to use the Arizona Taxonomy of Human Services for reporting and
contracting purposes.
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XX. EMPLOYMENT DISCLAIMER
1. This Agreement is not intended to constitute, create, give rise to, or otherwise recognize a joint
venture agreement, partnership or other formal business association or organization of any
kind between the Parties, and the rights and obligations of the Parties shall be only those
expressly set forth in this Agreement.
2. The Parties agree that no individual performing under this Agreement on behalf of the
Subrecipient is to be considered a County employee, and that no rights of County civil service,
County retirement, or County personnel rules shall accrue to such individual. The Subrecipient
shall have total responsibility for all salaries, wages, bonuses, retirement, withholdings,
workman's compensation, occupational disease compensation, unemployment compensation,
other employee benefits, and all taxes and premiums appurtenant thereto concerning such
individuals and shall save and hold the County harmless with respect thereto.
3. The County agrees that no individual performing under this Agreement on behalf of County
may be considered a Subrecipient agent, employee, or representative and that no rights of
Subrecipient civil service, Subrecipient retirement, or Subrecipient personnel rules shall accrue
to or apply to any such individual. The County shall have total responsibility for all salaries,
wages, bonuses, retirement, withholdings, workers’ compensation, occupational disease
compensation, unemployment compensation, other employee benefits, and all taxes and
premiums appurtenant thereto concerning such individuals and the County shall indemnify,
defend and hold harmless the Subrecipient with respect thereto.
YY. CERTIFICATION REGARDING DEBARMENT, SUSPENSION INELIGIBILITY AND
VOLUNTARY EXCLUSION
The undersigned by signing and submitting this Agreement has the authority to certify the Subrecipient
to the terms, representations and/or warrants of this Certification. The Subrecipient, defined as the
primary participant in accordance with 45 C.F.R. Part 76, certifies to the best of its knowledge and
belief that it and its principals:
1. are not presently debarred, suspended, proposed for debarment, declared ineligible, or
voluntarily excluded from covered transactions by any federal department or agency;
2. have not within a three-year period preceding this Agreement been convicted of or had a civil
judgment rendered against them for commission of fraud or a criminal offense in connection
with obtaining, attempting to obtain, or performing a public (Federal, State, or local)
transaction or Agreement under a public transaction; violation of Federal or State antitrust
statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of
records, making false statements, or receiving stolen property;
3. are not presently indicted or otherwise criminally or civilly charged by a governmental entity
(Federal, State, or local) with commission of any of the offenses enumerated in paragraph (b)
of this certification; and
4. have not within a three-year period preceding this Agreement had one or more public
transactions (Federal, State, or local) terminated for cause or default.
5. shall immediately notify the County if, at any time during the term of this Agreement, it is
debarred, suspended, declared ineligible, or voluntarily excluded from participation. The
County may pursue available remedies in the event of such occurrence, including immediate
termination of this Agreement.
6. shall not enter into a subcontract or sub-recipient agreement with, or provide payment to a
person or organization that is debarred, suspended, declared ineligible, or voluntarily excluded
from participation. The County may pursue available remedies in the event of such occurrence,
including immediate termination of this Agreement.
7. The Subrecipient shall include without modification this Certification’s language, entitled
“Certification Regarding Debarment, Suspension, Ineligibility, and Voluntary Exclusion –
Lower Tier Covered Transactions,” with all subgrantees or other contractors; in all lower tier
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SECTION I GENERAL PROVISIONS
covered transactions and in all solicitations for lower tier covered transactions in accordance
with 45 C.F.R. Part 76.
8. Should the Subrecipient not be able to provide this Certification, an explanation as to why shall
be immediately provided to the Department, Attention: Project Manager at the address set
forth on the cover page of this Agreement.
ZZ. SUBRECIPIENT EMPLOYEE WHISTLEBLOWER RIGHTS AND REQUIREMENT
TO INFORM EMPLOYEES OF WHISTLEBLOWER RIGHTS:
1. The Parties agree that this Agreement and employees working on this Agreement will be
subject to the whistleblower rights and remedies in the pilot program on Subrecipient
employee whistleblower protections established at 41 U.S.C. § 4712 by section 828 of the
National Defense Authorization Act for Fiscal Year 2013 (Pub. L. 112–239) and section
3.908 of the Federal Acquisition Regulation;
2. Subrecipient shall inform its employees in writing, in the predominant language of the
workforce, of employee whistleblower rights and protections under 41 U.S.C. § 4712, as
described in section 3.908 of the Federal Acquisition Regulation. Documentation of such
employee notification must be kept on file by Subrecipient and copies provided to County
upon request; and
3. Subrecipient shall insert the substance of this clause, including this paragraph (3), in all
subcontracts over the simplified acquisition threshold ($150,000 as of September 2013).
AAA. ISRAEL BOYCOTT:
Per A.R.S. § 35-393, Subrecipient certifies that they are not currently engaged in, and agrees for the
duration of the Contract to not engage in, a boycott of Israel.
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SPECIAL PROVISIONS
Maricopa County
Human Services
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A. STANDARDS
The Subrecipient shall perform the work and provide the services as identified in the Work
Statement and shall immediately notify the Department whenever the Subrecipient is unable to, or
anticipates an inability to, perform any of the work, or provide any of the services required by the
terms of this Agreement. The Subrecipient acknowledges that any inability to perform the work and
provide the services, or comply with the standards set forth in this Agreement may subject the
Subrecipient to the remedies provided in the Default and Remedies for Noncompliance established
by the General Provisions.
B. COMPLIANCE WITH LAWS, RULES & REGULATIONS
This Agreement and the Parties hereto, are subject to all applicable federal, state, or local laws, rules,
and regulations. The Subrecipient shall ensure compliance, and the Subrecipient shall comply with all
applicable laws, rules and regulations, without limitation to those designated within this Agreement.
Refer to the Default and Remedies for Noncompliance provided in the General Provisions.
C. IT 508 COMPLIANCE
Unless specifically authorized in the Agreement, any electronic or information technology offered
to the County under this Agreement shall comply with A.R.S.§ 41-3531 and § 41-3532 as may be
amended, and Section 508 of the Rehabilitation Act of 1973, which requires the employees and
members of the public shall have access to use of information technology that is comparable to the
access and use by employees and members of the public who are not individuals with disabilities
D. BUDGET ADJUSTMENTS, CHANGE ORDERS AND AMENDMENTS
1. This Agreement may not be amended without a written amendment executed by the
Parties.
2. The Subrecipient is required to notify the County, in writing, within fifteen (15) calendar
days, of any changes in the following:
a. Agency authorized signatory
b. Agency address, phone, fax or email addresses
c. Person to whom Agreement notices should be sent
d. Any variation of insurance required by this Agreement
3. Notwithstanding the foregoing, the Parties may agree in writing, to make non-
substantive changes as follows:
a. Work Statement activities reflecting changes in the County’s regulations, policies, or
requirements.
b. Payment Adjustments: a 10% change in a payment category as long as the change
does not result in an increase or decrease in the total contract budget amount.
c. Administrative requirements, such as reporting format quality, and/or quantity, as
required by the funding source or the County’s regulations, policies, or
requirements.
4. Change orders shall also be in writing and executed by the Subrecipient and the Director
and approved by counsel.
5. Changes that result in an increase or decrease in the total contract budget will require
a formal contract amendment pursuant to Section D of the General Provisions.
6. Any dispute or disagreement resulting from written change orders shall constitute a dispute
within the meaning of the dispute clause of the contract General Provisions and shall be
resolved accordingly.
E. DEFINITIONS
As used throughout this Section, the following terms shall have the following
meanings:
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1. Benchmarks mean milestones of the Subrecipient’s progress toward a specific
performance goal.
2. Emergency shelter means any facility, whose primary purpose is to provide temporary
or transitional shelter for the homeless in general, or for specific populations of the
homeless.
3. HMIS means the Homeless Management Information System (HMIS) a local
information technology system used to collect client-level data and data on the provision of
housing and services to homeless individuals and families and persons at risk of
homelessness.
4. Homeless means an individual or family that lacks a fixed, regular and adequate
nighttime residence; or an individual or family that has a primary nighttime residence that is:
a. A supervised publicly or privately operated shelter designed to provide
temporary living accommodations;
b. An institution that provides a temporary residence for individuals intended to
be institutionalized;
c. A public or private place not designed for, or ordinarily used as, a regular
sleeping accommodation for human beings;
d. The term does not include any individual imprisoned or otherwise
detained pursuant to a federal, state or local laws or regulations.
5. Materials/supplies means office supplies such as pencils, papers and forms, but not
data processing supplies.
6. Operations means service necessary to perform shelter operations including rent,
security systems, fuel, equipment, insurance, utilities, furnishings, and supplies for shelter
clients.
7. Personnel means all staff members, in whole, or in part, who are directly involved in and
who are paid to provide services under this Contract.
8. Emergency shelter services means services that may include shelter facility operations
and supported by ancillary services.
9. Unit of service means one bed per night per person.
F. AUDIT REQUIREMENTS
In accordance with A.R.S. § 11-624, the Subrecipient shall, at its own expense, file with the County
by March 31st of each Agreement year, either:
1. Audited financial statements prepared in accordance with federal single audit requirements;
or,
2. Financial statements of the CDBG program prepared in accordance with generally accepted
accounting principles audited by an independent certified public accountant.
G. PROGRAM INCOME
1. All income received from a CDBG Funded project shall be considered program income and
subject to the requirements set forth in CDBG Program regulations. Program Income
includes, but is not limited to:
a. sales/lease returns on investment; and
b. payments of principal and interest on loans.
2. Program Income received by the Subrecipient shall be tracked and returned to the County as
follows:
a. program income shall be tracked by the Subrecipient and accounted for in a separate
fund or account;
b. documentation supporting the amount of program income received shall be
submitted quarterly with the quarterly progress report;
c. all program income shall be submitted at the end of each fiscal year, June 30th with a
program income log that states program income received during the year.
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3. Program income that is received after at the end of this Agreement shall be sent to the
County in accordance with 24 CFR § 92.503 within 30 days of receipt.
H. ADMINISTRATIVE REQUIREMENTS
1. Accounting Standards - The Subrecipient agrees to comply with this Agreement and to
adhere to the accounting principles and procedures required to utilize adequate internal
controls and maintain necessary source documentation for all costs incurred, as well as any
applicable federal laws and regulations. The Subrecipient further agrees to maintain an
adequate accounting system that provides for appropriate grant accounting (including
calculation of program income).
2. Procurement - All procurement completed under this Agreement shall comply with the
requirements at 2 CFR Part 200, Subpart D, Procurement Standards. The subrecipient may
utilize their own procurement system that meets or exceeds the requirements in 2 CFR 200
Subpart D.
3. Repayment of Funds - Subrecipient agrees to repay funds provided under this Agreement
for noncompliance with the terms of this Agreement. Repayment shall be in accordance with
the terms of this Agreement or the requirement of applicable laws and regulations, including
continuing use compliance. The County may specify in writing, the terms of the repayment
or alternative terms in lieu of repayment however in no case shall repayment or alternative
terms be accomplished later than sixty (60) days following the written determination of
noncompliance by the County.
4. Documentation and Record Keeping - The Subrecipient agrees to comply with this
Agreement and the following record keeping requirements:
a. Records to be Maintained - The Subrecipient shall maintain all records required by
the Federal regulations specified in 24 CFR Part 570.506 that are pertinent to the
activities to be funded under this Agreement. Such records shall include but not be
limited to:
i. Records providing a full description of each activity undertaken;
ii. Records demonstrating that each activity undertaken meets one of the
National Objectives of the CDBG program, including HUD required
revisions that may be released after this Agreement has been executed;
iii. Records required for determining the eligibility of activities;
iv. Records required to document the acquisition, improvement, use or
disposition of real property acquired or improved with CDBG assistance
(Properties retained shall continue to meet eligibility criteria and shall
conform with the "changes in use" restrictions specified in 24 CFR Part
570.505, as applicable);
v. Records which demonstrate citizen participation;
vi. Records which demonstrate compliance regarding acquisitions,
displacement, relocation and replacement housing;
vii. Records documenting compliance with the fair housing and equal
opportunity components of the CDBG program;
viii. Financial records as required by 24 CFR Part 570.502, 2 CFR § 200, and
OMB Circulars;
ix. Other records necessary to document compliance with Subpart K of 24
CFR § 570; and
x. Records documenting compliance with Section 3 of the Housing
Development Act of 1968.
b. DUNS Number and SAM Profile - All Subrecipients shall have a valid Dun and
Bradstreet (DUNS) number and an active profile in the federal System for Award
Management (SAM).
i. To obtain a DUNS Number use this link:
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SECTION II SPECIAL PROVISIONS
http://fedgov.dnb.com/webform.
ii. For additional information on System For Award Management (SAM) and ,
DUNS use this link:
https://www.sam.gov/sam/transcript/Quick_Guide_for_Grants_Registrat
ions.pdf
c. Housing - Records which demonstrate compliance with deeds of trust, promissory
notes, and forgivable loans associated with owner occupied housing activities.
d. Public Facilities - Records which demonstrate continuing ownership and eligible use
of facility according to CDBG and ESG regulations.
e. Outcome Measures – The Subrecipient shall maintain data that supports the
accomplishment of the desired outcomes as indicated in the Work Statement.
f. Records Retention - The Subrecipient shall retain all records pertinent to this
Agreement for a period of six (6) years after all CDBG and ESG requirements have
been met. In the event of litigation, a claim, or an audit is begun before the
expiration of this retention period, said records shall be retained until all such action
or audit findings involving the records have been resolved.
g. Disclosure - The Subrecipient understands that client information collected under
this Agreement is private and the use or disclosure of such information, when not
directly connected with the administration of the County's or Subrecipient's
responsibilities with respect to services provided under this Agreement, is
prohibited unless written consent is obtained from such person receiving service.
h. Client Data - The Subrecipient shall maintain client data:
i. Demonstrating client eligibility for services provided. Such data shall
include, but not be limited to, client name, address, income level or other
basis for determining eligibility.
ii. Required to meet reporting requirements including client race and ethnicity,
and a description of the service(s) provided.
iii. Subrecipient will input all client data into HMIS.
i. Property Records - The Subrecipient shall maintain property and equipment
inventory records that clearly identify properties and equipment purchased,
improved or sold. Properties and equipment retained shall continue to meet
eligibility criteria and shall conform to the use of property and equipment.
j. Audits & Inspections - All Subrecipient records with respect to any matters covered
by this Agreement shall be made available to the County, their designees or the
Federal Government, at any time during normal business hours, as often as the
County deems necessary, to audit, examine and make excerpts or transcripts of all
relevant data. Any relevant deficiencies noted in audit reports must be addressed by
the Subrecipient within 45 days after receipt by the Subrecipient. Failure of the
Subrecipient to comply with the above audit requirements shall constitute a
violation of this Agreement and may result in the withholding of future payments.
k. The Subrecipient hereby agrees to have an Annual Audit conducted in accordance
with Administrative Manual. The Annual Audit requirement is applicable regardless
of the amount of funding received by Subrecipients via this Agreement.
5. Reporting
a. Progress Reports - The Subrecipient shall be responsible to provide reports on all
activities related the Scope of Work. The Subrecipient agrees to submit to the
County Performance Reports:
i. Quarterly Program Income Report and Supporting Documentation;
ii. Quarterly Progress Reports in the form and content as required by the
County. Reports shall be due on the date specified in the report form,
generally in July, October, January and April, addressing activities of the
proceeding three months (i.e. the July report covers April, May and June). If
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SECTION II SPECIAL PROVISIONS
there has been no activity, the report needs to explain why. Failure to
submit timely Quarterly Reports will result in suspension of payment for
reimbursement requests until all reports are brought current.
iii. Minority Business Enterprise / Women Business Enterprise (MBE/WBE)
information; and
iv. Other HUD-required reporting data as applicable shall be submitted.
b. Program Income - Subrecipient agrees to comply with the quarterly and annual
program income reporting requirements of 24 CFR 570.504 and the the
Administrative Manual. Subrecipient shall report program income received and
expended program income as defined in 24 CFR § 570.500 generated by activities
carried out with CDBG funds made available under this Agreement.
Documentation supporting the amount of program income received and expended
shall be submitted with the reports required. Subrecipient shall account for program
income and maintain a separate account for these funds. Program income shall be
retained by the Subrecipient, and shall be used only for CDBG eligible activities as
outlined in the HUD CDBG regulations and the Administrative Manual.
Subrecipient further agrees that these funds shall be utilized to pay for CDBG
activities prior to requesting any reimbursement from County for any CDBG
activities.
6. Performance Monitoring - The County shall monitor the Subrecipient to determine if
CDBG and ESG -funded activities are implemented and administered in accordance with
this Agreement and all applicable federal requirements and gauge performance of the
Subrecipient against goals and performance standards required herein. Subrecipient will
prepare for monitoring and assure all required files and documentation are available at
scheduled monitoring. Failure of Subrecipient to administer, implement and perform as
determined by federal regulations and County policies shall constitute non-compliance with
this Agreement and is subject to the Default and Remedies for Noncompliance provided in
this Agreement.
7. Subcontracts
a. Approvals - The Subrecipient shall not commit to any pre-contract costs or enter
into any subcontract(s) with any agency or individual in the performance of this
Agreement without the Release of Funds from the County. Execution of
construction contracts may not occur until a letter stating the Subrecipient is not on
the debarred list is received from the County.
b. DUNS Number: All subcontractors shall have a valid DUNS number and an active
profile in the federal System for Award Management (SAM).
c. Selection Process - The Subrecipient shall insure that all subcontracts let in the
performance of this Agreement be awarded on a fair and open competitive basis.
Executed copies of all subcontracts shall be forwarded to the County along with
documentation, if requested, concerning the selection process.
d. Section 3 of the Housing and Urban Development Act of 1968 - The Subrecipient
shall include the Section 3 clause in subcontracts, as required, and shall take
appropriate action pursuant to the subcontract upon a finding that the
subcontractor is in violation of regulations issued by HUD/County. The
Subrecipient shall not subcontract with any entity where it has notice or knowledge
that the latter has been found in violation of regulations under 24 CFR Section 135.
e. Agreement Monitoring - The Subrecipient shall monitor/review all subcontracted
services on a regular basis to assure Agreement compliance. Results of monitoring
efforts shall be summarized in the Progress Reports and supported with
documented evidence, if requested, of follow-up actions taken to correct areas of
noncompliance.
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SECTION II SPECIAL PROVISIONS
f. Noncompliance by Subcontractor(s) may lead to default of this Agreement and
subject the Subrecipient to the Default and Remedies for Noncompliance
provisions of this Agreement.
I. POLICY/ADMINISTRATIVE MANUALS USE
By executing this Agreement, the Subrecipient acknowledges receipt of and agrees to be familiar with
and comply with the policies/procedures established in the most recent CDAC Policy Manual.
J. ENVIRONMENTAL CONDITIONS
1. The Subrecipient agrees to comply with: the National Environmental Policy Act of 1969
(P.L. 91-190) pursuant thereto 40 CFR Parts 1500 - 1508, Environmental Review Procedures
for Title I of the Community Development Block Grant program pursuant thereto Title 24
CFR Part 58, Subpart A; and with all conditions required in the process of the
environmental assessment. An Environmental Review Record (ERR) shall be completed
before taking any physical action on a site or entering into Agreements. If federal funds are
involved in an activity, neither federal nor non-federal funds may be expended or committed
by Agreement (conditional or not) for activities related to this project including design work,
until the County provides written authorization based on approval of an ERR.
2. Air and Water - The Subrecipient agrees to comply with the following requirements insofar
as they apply to the performance of this Agreement:
a. Clean Air Act, 42 USC § 7401, et seq., as amended.
b. Federal Water Pollution Control Act, as amended, 33 USC § 1251, et seq., as
amended, 1318 relating to inspection, monitoring, entry, reports and information, as
well as other requirements specified in said Section 114 and Section 308 and all
regulations and guidelines issued thereunder.
c. Environmental Protection Agency (EPA) regulations pursuant to 40 CFR Part 50,
as amended.
d. Subrecipient agrees to comply with conditions set forth by the Air Quality
Department or other County agency, as required.
3. Flood Disaster Protection - In accordance with the requirements of the Flood Disaster
Protection Act of 1973 (42 USC § 4001), the Subrecipient shall assure that for activities
located in an area identified by FEMA as having special flood hazards, flood insurance under
the National Flood Insurance Program is obtained and maintained as a condition of financial
assistance for acquisition or construction purposes. (In the case of housing, the homeowner
must obtain and maintain flood insurance as a condition of funding, or funds may not be
utilized.)
4. Historic Preservation - The Subrecipient agrees to comply with the Historic Preservation
requirements set forth in the National Historic Preservation Act of 1966, as amended (16
USC § 470) and the procedures set forth in 36 CFR Part 800, Advisory Council on Historic
Preservation Procedures for Protection of Historic Properties, insofar as they apply to the
performance of this Agreement. In general, this requires concurrence from the State Historic
Preservation Office for all rehabilitation and demolition of historic properties that are fifty
(50) years old or older, or that are listed or eligible for the National Register of Historic
places, or included on any state or local historic property inventory or any archaeological
findings.
5. Release Of Funds (ROF) - No funds may be encumbered prior to the completion of the
Environmental Review. The Environmental Review Record (ERR) must be completed
before any funds are obligated. Funding is also conditioned upon the completion of the
ERR of every activity site by address. The responsibility for certifying the appropriate
Environmental Review Record and ROF shall rest with the County. It is the responsibility of
the Subrecipient to notify the County, and to refrain from making any commitments and
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SECTION II SPECIAL PROVISIONS
expenditures on a site until a Release of Funds has been issued by the County. Failure to
meet these conditions will mean that requested funds will not be disbursed.
K. TIMELY IMPLEMENTATION
Subrecipient agrees that timely implementation of the activity is essential. Subrecipient agrees that
implementation of activities including design/development and/or construction shall commence not
later than 90 days after the execution of this Agreement. If the 90-day commencement date is not
met or whenever a Subrecipient’s implementation of an activity lags behind the contractual activity
schedule by 90 days or more, the Subrecipient shall be required to submit in writing to CDAC the
reasons for failure to implement the activity within the stipulated time frame. The Subrecipient shall
allow the County to provide technical assistance if the project is more than 90 days behind schedule.
In addition, the Subrecipient must present a corrective action plan that ensures timely
implementation, as provided for in the CDAC/BOS Policy Manual. Failure to implement the activity
in a timely manner shall be considered ineffective use of funds as well as a material failure to comply
with all terms of the award of this Agreement and shall be considered cause for termination of this
Agreement.
L. OPERATION & MAINTENANCE
Upon completion of the activity, the Subrecipient or other party, if identified, shall assume sole
responsibility for continuing operation and maintenance of the activity described in Work Statement.
M. OFFSET FOR DAMAGES
In addition to all other remedies at Law or Equity, the County may offset from any money
due to the Subrecipient any amounts Subrecipient owes to the County for damages
resulting from breach or deficiencies in performance of the Agreement.
N. ADDITIONAL CERTIFICATIONS AND WARRANTIES
1. Subrecipient agrees that it undertakes hereby the same obligations as the County has
undertaken to HUD pursuant to said Annual Action Plan and Assurances. Subrecipient shall
hold County harmless and indemnify it against any damage or other liability which
Subrecipient may incur with respect to HUD as a result of any failure on the part of
Subrecipient to comply with the requirements of any such obligation. The obligations
undertaken by Subrecipient are further clarified in the Certifications, Specific CDBG
Certifications, and Appendix to Certifications included as Attachment A to this Agreement.
These certifications include but are not limited to:
a. The Housing and Community Development Act of 1974 (P.L. 93-383) as amended
by the Housing and Urban Rural Recovery Act of 1983 (P.L. 98-181), the Housing
and Community Development Act of 1987 and the Cranston-Gonzalez National
Affordable Housing Act (P.L. 101-625);
b. Regulations of the Department of Housing and Urban Development relating to
Community Development Block Grants (Title 24, Chapter V, Part 570 of the Code
of Federal Regulations (CFR), commencing at Section 570.1);
c. Title VI of the Civil Rights Act of 1964 (P.L. 88-352) as amended; Title VIII of the
Civil Rights Act of 1968 (P.L. 90-284) as amended; Section 109 of the Title I of the
Housing and Community Development Act of 1974 as amended; EXECUTIVE
ORDER 11063, as amended; and any HUD regulations heretofore issued or to be
issued to implement these authorities related to Civil Rights;
d. The requirements of Executive Orders 11625 and 12432 regarding Minority
Business Enterprise, and 12138 regarding Women’s Business Enterprise, and
regulations in 2 CFR § 200.321 and of Section 281 of the National Housing
Affordability Act.
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SECTION II SPECIAL PROVISIONS
e. Section 504 of the Rehabilitation Act of 1973 as amended and the Americans With
Disabilities Act, of 1990; and
f. Fair Housing Amendments Act of 1988;
g. The Uniform Relocation Assistance and Real Property Acquisition Policies Act of
1970 (P.L. 91-646) and the Uniform Relocation Act Amendments of 1987 (Title IV,
P.L. 100-17, April 2, 1987 and regulations adopted to implement that Act pursuant
thereto Title 24, CFR Part 42 as amended;
h. The Architectural Barriers Act of 1969 (42 U.S.C. Section 4151-4157);
i. The Hatch Act relating to the conduct of political activities (Chapter 15 of Title 5,
U.S.C.);
j. Section 902 of the Housing and Community Development Amendments of 1978
(P.L. 95-557);
k. Executive Order 11246 and the regulations issued pursuant thereto (41 CFR
Chapter 60) relating to nondiscrimination in employment and contracting
opportunities;
l. The Labor Standards Regulations set forth in 24 CFR, Part 570.603; the Davis-
Bacon Act as amended; the provisions of Contract Work Hours and Safety
Standards Act; the Copeland “Anti-Kickback” Act (40 U.S.C. § 276a-276a-5; 40
USC § 327 and 40 USC § 276c) and all other applicable Federal, state and local laws
and regulations pertaining to labor standards insofar as those acts apply to the
performance of this Agreement. The Subrecipient shall maintain documentation
that demonstrates compliance with hour and wage requirements of this part. Such
documentation shall be made available to the County for review upon request;
m. Executive Order 13166 entitled “Improving Access to Services for Persons with
Limited English Proficiency” pursuant to Title VI of the Civil Rights Act.
n. The Drug-Free Workplace Act of 1988 as it applies to this activity;
o. The Subrecipient shall warrant and cause its subcontractors warrant that it is in
compliance with immigration laws and regulations at A.R.S. Sections 41-4401 and
23-214
p. Subrecipients which are governmental entities (including public agencies) shall
comply with the requirements and standards of
i. 2 CFR § 225, "Cost Principles for State, Local and Indian Tribal
Governments", and
ii. 2 CFR § Part 200 including Subpart D – Post Federal Award Requirements,
Subpart E – Cost Principles, and Subpart F – Audits.
q. Subrecipients who are non-profits shall comply with the requirements and standards
of:
i. 2 CFR Part 230, "Cost Principles for Nonprofit Organizations", or 2 CFR
220, "Cost Principles for Educational Institutions", as applicable,
ii. OMB Circular A-134, “Financial Accounting Principles and Standards” and
iii. 2 CFR § Part 200 including Subpart D – Post Federal Award Requirements,
Subpart E – Cost Principles, and Subpart F – Audits. Audits shall be
conducted annually.
r. Changes – The County may, at any time, by written Change Order/Administrative
Change executed by the Director or designee, make changes within the general
scope of this Agreement in any one or more of the following areas:
i. Work Statement activities which do not Increase or decrease the amount of
total Agreement funding;
ii. Modify the project timeline as long as the last day of the project timeline is
within the end date of the Agreement; or
iii. Modify terms consistent with any change to the Work Statement required
by Federal, State, or County regulations ordinances or policies.
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SECTION II SPECIAL PROVISIONS
iv. Administrative requirements such as changes in reporting periods,
frequency of reports, or report formats required by HUD or local
regulations, policies or requirements.
v. It is the responsibility of the Subrecipient to ensure the latest documents
are consulted and followed.
s. The invalidity in whole or in part of any provision of this Agreement shall not void
or affect the validity of any other provision of this Agreement.
t. Parties agree that this Agreement the terms, conditions and sums payable under this
Agreement are subject to any changes or limitations which may be required by
HUD and the CDBG Program regulations.
u. The 2016-17 Annual Action Plan and the CDBG Application for this project are
hereby incorporated by reference into this Agreement.
v. This Agreement constitutes the entire Agreement between the parties with respect
to the subject matter hereof, and all prior agreements, representations, statements
and undertakings are hereby expressly cancelled.
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SECTION III
WORK STATEMENT
Maricopa County
Human Services
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Circle the City – Medical Respite Center – DG1601

SECTION III WORK STATEMENT
A. SCOPE OF WORK
Circle the City (“CTC”) shall comply with the following service requirements:
1. Facility - Emergency Shelter Services
a. Provide medical respite shelter services for homeless persons or families for
365 days in Maricopa County, where household origin or residence is
outside the City of Phoenix.
b. Operate the shelter, with other public and private funds.
c. Comply with applicable state and local zoning, fire, environmental, health
and safety standards and regulations.
d. Ensure that facility is safe, secure, clean, in good repair, and building has
proper ventilation and heating/cooling systems.
e. Maintain a fire safety and emergency evacuation plan for clients, staff and
volunteers that include at least the following elements:
i. Posted evacuation plan
ii. Individualized evacuation plan for clients, staff and volunteers with
disabilities
iii. Fire drills, conducted at least quarterly
iv. Fire extinguishing and detection systems that conform to local
building and fire codes
f. Ensure that appropriate training/access to first aid equipment and
supplies are available in case of a medical emergency.
g. Maintain adequate staff to provide for the supervision and wellbeing of
clients at all times.
h. Ensure sleeping areas and operational procedures comply with applicable
Occupational Safety and Health Administration (“OSHA”) Standards,
specifically Section 1910.
i. Provide equal access p e r American with Disabilities Act to programs
and services for individuals with disabilities in compliance with the
Americans with Disabilities Act. Contractor shall provide reasonable
accommodation for clients in the following categories: visual impairments,
hearing impairments,mobility impairments and/or mental impairments.
j. Contractor shall comply with Fair Housing Act.
2. Operations
a. Maintain a daily census of residents in the facility using the Homeless Management
Information System (HMIS) database collection system.
b. Maintain a log of any client whose personal items are stored on site, if applicable.
c. Post, distribute, and maintain documentation of the following documents in with
culturally appropriate language and access to translation services for clients as
needed:
d. Program description including conditions for termination.
e. Residents’ rights and responsibilities including grievance process.
f. Notice of availability of reasonable accommodation for individuals with disabilities.
g. Agree to share client level records with the County including HMIS data records
through the HMIS system and in accordance with approved Continuum of Care
(CoC) data sharing policies and procedures.
h. Aggregate data is to be shared at the request of the County.
3. Administration
a. Contractor shall be responsible for hiring, managing, training, and terminating staff
as necessary, in accordance with Contractor’s established policy and procedures.
b. Contractor will ensure staff training commensurate with role and responsibility
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SECTION III WORK STATEMENT
c. Partner with other service providers to ensure that a diverse array of services and
activities are available to clients.
d. Report any incidents that may involve a liability issue or may leave the County open
for public scrutiny by telephone to County Housing and Community
Development staff as soon as possible following occurrence/notification.
4. Program Requirements
a. Ensure clients have access to safe and secure shelter, basic needs and access to
services.
b. Daily showers available, including emergency showers available as needed for
clients.
c. Maintain a policy manual that includes; the program mission and goals, shelter
policy and procedures, population served, case management policy and procedures,
non-discrimination policy, fingerprinting procedure, confidentiality statement,
Department of Child Safety policy, rules and procedures and client termination
policies.
5. Case Management
It is the understanding of the County that CTC will provide Case Management based upon
the following priorities and protocols:
a. Establish and maintain eligible homeless certification within 72 hours of entry.
b. Provide written policies and procedures for Case Management program including
eligibility criteria, enrollment and assignment protocols.
c. Documents for housing readiness and coordination are collected and maintained
for, at minimum, all clients enrolled in Case Management service.
d. Contractor shall enter client information into Homeless Management Information
Systems (“HMIS”) or other CoC approved comparable database in accordance
with CoC timeliness standard.
6. Program Reports
a. Contractor’s monthly payment request for reimbursement is due on the 15th day
following the end of the month being reported (i.e. February 15th for January
report) and will include:
b. Contract Payment Request
c. HMIS 0323 Demographic Report
d. HMIS 0550 Exit Destination Report
e. Contractor will provide any other report as requested by the County including
aggregate or client level data, through the HMIS System and according to approved
CoC Data Sharing agreements. Such reporting shall be for the purposes of
improving access to service. MCHSD reserves the right to add, remove or revise
reporting requirements at its discretion.
f. Contractor will provide read only access to the project in HMIS for the purpose of
monitoring client files no more than once per quarter. Contractor is responsible for
notifying HMIS Lead Agency and granting access to Funder within 3 business days
of monitoring notice.
g. Contractor will provide an Quarterly Performance Report on Urban County
CDBG Activities (Attachment C) on or before July 14, 2018.
B. BUDGET
Activityy Duration Amount
Emergency Shelter 12 months $108,000
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SECTION III WORK STATEMENT
C. REIMBURSEMENTS
1. Monthly Payments shall be made to the contractor upon receipt of the following
documentation:
2. Expenses for the CTC shelter operating costs will be directly reimbursed for 12 months.
3. Documentation Required is due by the 15th calendar day of the following month.
4. The Contractor shall submit a monthly Payment Request using the attached Financial
Claim Form to MCHSD/CDD before payment(s) can be made by the County as
provided for under this Agreement. A template Claim form is attached as (Attachment
D).
5. Sufficient backup shall also be attached to the Claim, such as a General Ledger or
detailed Expenditure Report, with the included charges circled or highlighted.
6. Submit all reports to: Maricopa County Human Services Department, Community
Development Division Attn: Assistant Director, 234 N. Central Avenue, Suite 3000,
Phoenix, AZ 85004. At the County’s discretion, reports may be emailed by the
Contractor upon receipt of specific County contact information.
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SECTION IV
COMPENSATION
Maricopa County
Human Services
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SECTION IV COMPENSATION
A. COMPENSATION
1. Subject to the availability and authorization of funds for the explicit purposes set forth
below, County will pay the Subrecipient compensation for services rendered as indicated in
the following subsections.
2. Subrecipient shall be reimbursed utilizing Catalog of Federal Domestic Assistance
(CFDA):14.218, Community Development Block Grant (CDBG) and Emergency Solutions
Grant (ESG) provided to the County through the U.S. Department of Housing and Urban
Development (HUD).
B. METHOD OF PAYMENT
1. Subrecipient agrees to submit monthly reimbursement requests to County unless monthly
expenditures for the activity do not exceed One Thousand Dollars ($1,000.00). County
agrees to reimburse Subrecipient for actual allowable costs incurred, upon certification of
Release of Funds and submittal by Subrecipient of an itemized statement of actual
expenditures incurred, supported by back up documentation such as:
a. invoices and copies of checks showing payment of invoices and/or
b. timesheets showing hours worked on eligible activities.
2. Reimbursement by County is not to be construed as final in the event that HUD disallows
reimbursement for the activity or any portion thereof. Funds not expended in implementing
this CDBG activity or upon completion of the activity shall be returned to the CDBG
unprogrammed funds account as provided by the Administrative Manual. Request for
reimbursement must be made using the request for Reimbursement form incorporated in
this Agreement (Attachment D).
C. TIMELINESS
Subrecipient will submit Requests for Reimbursements to the County at least quarterly, provided
whenever Subrecipient has expended at least $1,000. Subrecipient must seek reimbursement of
expenditures within the same fiscal year in which the expenditures are incurred. The fiscal year runs
July 1 through June 30 and all Requests for Reimbursement shall be submitted no later than July 10th
for the preceding year.
D. REIMBURSEMENT
1. The County shall provide financial assistance in an amount up to $108,000 subject to the
terms of this Agreement and availability of funds. This Agreement price constitutes the
County’s entire participation and obligation in the performance and completion of all work
to be performed under this Agreement.
2. Payments shall be made to the Subrecipient upon receipt of all of the following
documentation:
a. Reimbursement requests by the 15th calendar day of each month.
b. A monthly Payment Request utilizing Attachment D Financial Claim Form
to the Department before payment(s) can be made by the County.
c. Supporting documentation with the monthly claim. Supporting
documents may include General Ledger or detailed Expenditure
Report, identifying the charges attributed to this Agreement.
d. Payment claim forms to be submitted to: Maricopa County Human
Services County, Community Development Division Attn: Assistant
Director, 234 N. Central Avenue, Suite 3000, Phoenix, AZ 85004.
E. FINAL REIMBURSEMENT UPON CONTRACT TERMINATION
Upon termination of this Agreement at the date identified on page 1 of this Agreement, or as may be
amended, the Subrecipient shall submit the final reimbursement request.
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SECTION IV COMPENSATION
1. This request shall be submitted no later than 30 days after the termination date except as
noted immediately below.
2. If the termination date is between June 10 and June 30, the final reimbursement request shall
be submitted by July 10.
3. The final progress report, and any other required reports that may be applicable such as the
program income report shall be submitted with the final reimbursement request.
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SECTION V
ATTACHMENTS
Maricopa County
Human Services
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Circle the City – Medical Respite Center – DG1601

SECTION V ATTACHMENTS
ATTACHMENT A
EQUAL EMPLOYMENT OPPORTUNITY CERTIFICATION
During the performance of this contract, the Subrecipient agrees as follows:
1. The Subrecipient will not discriminate against any employee or applicant for employment because of
race, color, religion, sex, or national origin. The Subrecipient will take affirmative action to ensure
that applicants are employed, and that em- ployees are treated during employment without regard to
their race, color, religion, sex, or national origin, such action shall include, but not be limited to the
following: Employment, upgrading, demotion, or transfer; recruitment or recruitment advertising;
layoff or termination; rates of pay or other forms of compensation; and selection for training,
including apprenticeship. The Subrecipient agrees to post in conspicuous places, available to
employees and applicants for employment, notices to be provided setting forth the provisions of this
nondiscrimination clause.
2. The Subrecipient will, in all solicitations or advertisements for employees placed by or on behalf of
the Subrecipient, state that all qualified applicants will receive considerations for employment without
regard to race, color, religion, sex, or national origin.
3. The Subrecipient will send to each labor union or representative of workers with which it has a
collective bargaining agreement or other contract or understanding, a notice to be provided advising
the said labor union or workers' representatives of the Subrecipient's commitments under this
section, and shall post copies of the notice in conspicuous places available to employees and
applicants for employment.
4. The Subrecipient will comply with all provisions of Executive Order 11246 of September 24, 1965,
and of the rules, regu- lations and relevant orders of the Secretary of Labor.
5. The Subrecipient will furnish all information and reports re quired by Executive Order 11246 of
September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant
thereto, and will permit access to its books, records, and accounts by the administering agency and
the Secretary of Labor for purposes of investigation to ascertain compli- ance with such rules,
regulations, and orders.
6. In the event of the Subrecipient's non-compliance with the nondiscrimination clauses of this contract
or with any of the said rules, regulations, or orders, this contract may be can- celed, terminated, or
suspended in whole or in part and the Subrecipientr may be declared ineligible for further
Government contracts or federally assisted construction contracts in accordance with procedures
authorized in Executive Order 11246 of September 24, 1965, and such other sanctions may be
imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by
rule, regulation, or order of the Secretary of Labor, or as otherwise provided by law.
7. The Subrecipient will include the portion of the sentence immediately preceding paragraph (1) and
the provisions of paragraphs (1) through (7) in every subcontract or purchase order unless exempted
by rules, regulations, or orders of the Sec retary of Labor issued pursuant to section 204 of Executive
Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontractor
or vendor. The Subrecipient will take such action with respect to any subcontract or purchase order
as the administering agency may direct as a means of enforcing such provisions, including sanctions
for noncompliance: Provided, however, That in the event a contractor becomes involved in, or is
threatened with, litigation with a subcontractor or vendor as a result of such direction by the
administering agency the contractor may request the United States to enter into such litigation to
protect the interests of the United States.
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SECTION V ATTACHMENTS
8. The Subrecipient further agrees that it will be bound by the above equal opportunity clause with respect to
its own employment practices when it participates in federally assisted construction work: provided, that
if the Subrecipient so participating is a State or local government, the above equal opportunity clause is
not applicable to any agency, instrumentality or subdivision of such government which does not
participate in work on or under the contract.
9. The Subrecipient agrees that it will assist and cooperate actively with the administering agency and the
Secretary of Labor in obtaining the compliance of contractors and subcontractors with the equal
opportunity clause and the rules, regulations, and relevant orders of the Secretary of Labor, that it will
furnish the administering agency and the Secretary of Labor such information as they may require for
the supervision of such compliance, and that it will otherwise assist the administering agency in the
discharge of the agency's primary responsibility for securing compliance.
10. The Subrecipient further agrees that it will refrain from entering into any contract or contract
modification subject to Executive Order 11246 of September 24, 1965, with a contractor debarred from,
or who has not demonstrated eligibility for, Government contracts and Federally-assisted
construction contracts pursuant to the Executive order and will carry out such sanctions and
penalties for violation of the equal opportunity clause as may be imposed.
Signature/Authorized Agency Official Date Subrecipient
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SECTION V ATTACHMENTS
ATTACHMENT B
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SECTION V ATTACHMENTS
ATTACHMENT C
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Maricopa County Human Services Department