SUBAWARD RE CLIMATE CHANGE STUDY WITH PH INSTITUTE.PDF

Agreement No. 1021103
SUBAWARD AGREEMENT
AGREEMENT NUMBER: 1021103
PAYMENT TYPE: Fixed Price
PERIOD OF PERFORMANCE: January 1, 2016 through June 30, 2017
TOTAL AMOUNT: Fixed Price of $30,000
PRIME AWARD RECITALS
PRIME SUBAWARD FUNDING AGENCY: The Kresge Foundation
PRIME SUBAWARD NUMBER: 05012
PHI’s PROGRAM NAME: Climate Change, Health and Equity Nexus: Framework to Action.
SUBRECIPIENT INFORMATION
Maricopa County, Maricopa County Department AUTHORIZED REPRESENTATIVE
of Public Health Bob England, Director, Maricopa County DPH
4041 N Central Ave. Ste. 600 Email: bobengland@mail.maricopa.gov
Phoenix, AZ 85012 Tel: 602-5-6-6601
Tel: 602-527-6502
PRIME RECIPIENT INFORMATION
PUBLIC HEALTH INSTITUTE AUTHORIZED REPRESENTATIVE
555 12th Street, 10th Floor Teresa Leung, Director of Grants & Contracts
Oakland, CA, USA 94607 Email: tleung@phi.org
Tel: 510-285-5500 Tel: 510-285-5722
PROGRAM REPRESENTATIVE ADMINISTRATIVE REPRESENTATIVE
Name: Linda Rudolph Kimberlee Yates, Grants and Contracts Specialist
Email: Linda.Rudolph@phi.org Email: kyates@phi.org
Tel: 510-206-9713 Tel: 916-285-1228
The Public Health Institute (PHI) hereby enters into this Subaward as outlined within the attached clauses and
exhibits. PHI is hereafter referred to as “PHI” and Maricopa County, Maricopa County Department of
Public Health is hereafter referred to as “Subrecipient.” The Subrecipient agrees to perform the services and
submit required deliverables according to the terms and subject to the conditions outlined within this
Subaward.
SUBRECIPIENT SIGNATURE PUBLIC HEALTH INSTITUTE
Name Steve Chucri Date
Title Chairman, Maricopa County Teresa Leung Date
Board of Supervisors Director, Grants and Contracts
Reviewed & Cleared, Corinna Fong 1
Contracts Specialist 10.27.2015

Agreement No. 1021103
SUBAWARD OF FINANCIAL ASSISTANCE AGREEMENT
BETWEEN
PUBLIC HEALTH INSTITUTE
AND
MARICOPA COUNTY, MARICOPA DEPARTMENT OF PUBLIC HEALTH
1. PERIOD OF PERFORMANCE: The period of performance for work outlined in this
Subaward is expected to start and end as follows unless amended by both parties:
• Start Date: January 1, 2016
• End Date: June 30, 2017
2. PURPOSE OF SUBAWARD: Subrecipient will implement the activities and complete the
reporting requirements outlined in Exhibit A (Statement of Objectives).
3. TOTAL AMOUNT: This Subaward is for the total fixed price amount of $30,000.
4. USE OF FUNDS: This Subaward is to be used in accordance with the Subrecipient's
approved budget outlined in Exhibit A (Statement of Objectives). Subrecipients must obtain
prior approval of PHI to make materials changes in program objectives, implementation
strategy, key personnel, or timetable must be requested in writing.
5. INVOICES: Subrecipient will invoice PHI for services rendered in accordance with Exhibit
A (Statement of Objectives) and according to Exhibit B (Payment Schedule). Upon approval
by the PHI’s Program Representative, Linda Rudolph, of the Subrecipient’s invoices, PHI
will pay Subrecipient, the total fixed price amount specified above. PHI will have no
obligation to pay Subrecipient for invoices submitted more than 30 days after the date of
expiration of this agreement. Invoices will be on letterhead and include: Agreement Number,
Subrecipient Name, Subrecipient Mailing Address, Subrecipient Telephone, Invoice Number,
Invoice Period, and Signature. For fixed price agreements, invoices must include a
description of objectives achieved and payment amount.
6. RECORD RETENTION: Subrecipient will preserve and retain all of its financial records
supporting documentation and all other records, documents, papers and other materials
pertinent to this agreement for five years from the date of final payment.
7. SUBRECIPIENT MONITORING: Subrecipient shall cooperate with PHI in its efforts to
monitor the activities of Subrecipient as necessary to ensure that awards are used for
authorized purposes in compliance with laws, regulations, and the provisions of contract or
grant agreements and that performance goals are achieved.
8. USE OF MATERIALS: PHI shall have the right to use, reproduce, and authorize others to
use and reproduce, any materials produced pursuant to this Subaward.
9. ACKNOWLEDGMENT: Subrecipient will acknowledge this financial support as follows:
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Agreement No. 1021103
“Funding is provided by the Climate Change, Health and Equity, a program of the Public
Health Institute, through funding from the Kresge Foundation.”
10. INDEPENDENT CONTRACTOR: Subrecipient is an independent contractor and for no
purpose will any of its officers, directors, members, employees, volunteers, Subrecipient or
agents be considered an employee of PHI or the Funding Agency, if any.
11. CONFIDENTIALITY: Subrecipient agrees to hold in strict confidence and not disclose or
permit others to disclose confidential or proprietary information or materials disclosed to
Subrecipient by PHI in the course of this Subaward.
12. INDEMNIFICATION: Each party agrees to indemnify, defend and hold harmless the other
party and its directors, officers, members, employees, contractors and agents.
13. LIMITATION OF LIABILITY: Neither party will be liable to the other for any indirect,
incidental, special, consequential, or punitive damages, whether caused by negligence or
otherwise.
14. INSURANCE AND LICENSES: Subrecipient will possess and maintain all necessary
licenses, permits, certificates, minimum legal liability insurance coverage and credentials
required by applicable law.
15. EXCUSABLE DELAY: If Subrecipient is delayed in the performance its obligations by
reason of labor troubles, power failure, acts of government, acts of God or the public enemy,
or any other reasons or causes beyond its reasonable control, performance will be excused for
the period of delay and, if agreed to in writing by the parties, the Subaward will be extended
for a period equivalent to the delay.
16. INTERFERING CONDITIONS: Subrecipient agrees to promptly notify PHI of any
condition that might interfere with this Subaward. Notification will not relieve Subrecipient
of any responsibilities hereunder.
17. DEBARMENT CERTIFICATION: Subrecipient certifies that it is not listed as debarred or
suspended in www.sam.gov. Subrecipient will incorporate the requirements of this section in
all non-exempt lower tier transactions.
18. ANTI-TERRORISM: Subrecipient certifies, that to the best of your knowledge, your
organization, members of your governing body, your staff, and any consultants/contractors
for your project do not advocate, plan, sponsor, commit, threaten to commit, or support
terrorism. By your acceptance of this Subaward, you agree to provide us with information
required for us to comply with Executive Order 13224, the USA Patriot Act, and other
applicable laws, administrative rules, and Executive Orders. By accepting this Subaward, you
further agree that all funds, including subawards, will be used in compliance with all
applicable anti-terrorist financing and asset control laws, regulations, rules, and executive
orders. Subrecipient certifies that you will not provide material support or resources to an
individual or entity that you know, or have reason to know, is acting as an agent for any
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Agreement No. 1021103
individual or entity that advocates, plans, sponsors, engages in, or has engaged in, terrorist
activity, or that has been so designated, and will immediately cease such support if an entity
is so designated after the date of the Subaward Agreement.
19. WHISTLEBLOWER: Pilot Program for Enhancement of Contractor Employee
Whistleblower Protections: Subrecipient is hereby given notice that the 48 CFR section
3.908, implementing section 828, entitled “Pilot Program for Enhancement of Contractor
Employee Whistleblower Protections,” of the National Defense authorization Act (NDAA)
for Fiscal Year (FY) 2013 (Pub. L. 112-239, enacted January 2, 2013), applies to this
Subaward. Employee Whistleblower Rights and Requirement to Inform Employees of
Whistleblower Rights (Sept. 2013) requires that (a) this Subaward and employees working
on this agreement will be subject to the whistleblower rights and remedies in the pilot
program on Contractor employee whistleblower protections established at 41 U.S.C. 4712 by
section 828 of the National Defense Authorization Act for Fiscal Year 2013 (Pub. L. 112-
239) and FAR 3.908. (b) The Subrecipient will 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.
(c) The Subrecipient will insert the substance of this clause, including this paragraph (c), in
all subcontracts over the simplified acquisition threshold.
20. COMPLIANCE WITH LAW: Subrecipient agrees to comply with all relevant state and
federal statutes and regulations.
21. GOVERNING LAW: The validity, construction, and effect of this Subaward will be
governed by the laws of the United States of America and the State of California.
22. SEVERABILITY: If any provision of this Subaward is held in conflict with law, the
validity of the remaining provisions will not be affected.
23. TERMINATION: PHI or Subrecipient may terminate this Subaward agreement without
cause upon thirty (30) days written notice to the other party.
24. DISPUTES AND ARBITRATION: Any controversy or claim arising out of or relating to
this Subaward, or the breach thereof, will be settled by arbitration in accordance with the
Commercial Arbitration Rules of the American Arbitration Association.
25. NON-ASSIGNMENT: This Subaward is not assignable by Subrecipient without the prior
written consent of PHI.
26. SURVIVAL OF OBLIGATIONS: Expiration or termination of this Subaward will not
extinguish any previously-accrued rights or obligations of the parties.
27. NOTICES: Any notice given by any of the parties will be sufficient only if in writing to the
PHI Administrative Representative and by/to the Subrecipient’s Authorized Representative
named on the cover page of this agreement.
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Agreement No. 1021103
28. ENTIRE AGREEMENT: This is the entire agreement between the parties. It supersedes all
prior oral or written agreements or understandings and it may be amended only in writing.
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Agreement No. 1021103
EXHIBIT A
STATEMENT OF OBJECTIVES
PART A.
Deliverable Due Date Detail
1. Local climate November phone call Conduct a preliminary and informal scan of activities pertinent
change and health with Center to climate change and health within the local jurisdiction,
assessment including
i. Activities directly related to climate change within local
health department (e.g. vulnerability assessments,
community education on climate, etc.)
ii. Activities related to health co-benefits of climate
solutions (e.g. active transportation, local food
systems)
iii. Climate-change related activities of sister agencies
within jurisdiction (e.g. emergency services, planning,
public works)
iv. Local health care system activities related to climate
change mitigation or preparedness
v. Community-based organizations engaged in activities
directly related to climate change or in advocacy
around healthy communities and/or health equity and
social justice
2. Quarterly 1. March 31, 2016 Subrecipient must use Template provided. (Template will be
progress reports 2. June 30, 2016 provided at first collaborative meeting in January, 2016).
3. Sept. 30, 2016
4. December 31, 2016
5. March 31, 2017
3. Final report July 31, 2017 Subrecipient must use Template provided. (Template will be
provided in January 2017), Final report will include a narrative
and financial report.
4. Attend learning 1. Jan. 13-14, 2016 Each Subrecipient Department must send two (2) project
collaborative 2. May, 2017 (dates participants, including the project manager, to the learning
meetings TBD) collaborative meetings in Oakland, California. Subrecipients
will be separately reimbursed for reasonable travel costs.
Project manager may choose to include either a staff person or
a community partner.
5. Participate in Monthly Subrecipients will meet monthly by phone or webinar for one
learning hour or two hours.
collaborative i. Alternative months (February, April, June, August,
October, December, February, April) will consist of one
hour teleconferences with Center/PHI staff to discuss
project progress and challenges.
ii. Alternative months (March, May, July, September, 6.
November, January, March) will consist of two hour
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Agreement No. 1021103
webinars or teleconferences with all learning collaborative
participants.
6. Conduct Subrecipient will complete activities per submitted (revised)
activities per workplan and SOW Part B below
work plan
PART B.
Objectives/Activities Deliverables Timeline
Goal 1: Collaborate with community stakeholders to mitigate climate change and improve public
health
Objective 1.1 Complete an assessment of Completed list and meeting January 2016
Maricopa County’s capacity to provide summaries
community services that aim to mitigate
climate change and/or assist citizens with
adapting to extreme heat.
1.1a. Develop a comprehensive list of
programs and services managed by state
government, local government, or community
organizations that (i) work on climate
change; (ii) provide services for vulnerable
populations; and/or (iii) manage preventive
health initiatives; list should include contact
information for each organization
1.1b Contact individuals at each organization
to (i) further understand their services; and
(ii) determine whether their services are
accessible to homebound individuals
Objective 1.2 Implement a local heat February -
collaborative with community members and Meeting minutes including March 2016
stakeholders, experts, policy makers attendance and ongoing
1.2a Contact organizations, host
informational call
1.2b Plan quarterly “Heat Summit” meetings Report of survey/data findings November
1.2c Convene quarterly meetings, identify for Collaborative and meeting 2016
needs/barriers, identify strategies to address minutes
barriers
1.2c. Review survey/data results and key Strategic plan February
findings with Heat Collaborative partners 2017
1.2d Develop implementation plan to address
gaps in services/barriers
Objective 1.3 Disseminate methods, results, Abstracts/manuscript July 2017
recommendations of heat prevention project
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Agreement No. 1021103
Goal 2: Reduce the rate of heat-related morbidity and mortality among homebound individuals in
Maricopa County, Arizona
Objective 2.1 Assess awareness, use of
services, and needs of homebound
individuals during extreme heat events User agreement complete February
2.1a. Complete user agreement with Arizona 2016
State University for I-button technology Survey for administration
2.1b. Develop survey Final version of protocol March 2016
2.1c. Develop protocol for Home-Delivered Training attendance records April 2016
Meals staff Survey and I-button datasets August 2016
2.1d. Train staff to administer surveys Data analysis results October 2016
2.1e. Survey administered
2.1f. Analyze data
Objective 2.2 Increase community awareness
of (i) heat-related symptoms, (ii) methods for
preparing for extreme heat events, and (iii)
Maricopa County’s effective and appropriate Educational materials March 2017
heat prevention services for homebound Materials and attendance list April 2017
individuals
2.2a. Prepare educational materials
2.2b. Plan and convene “Heat Summit” Materials and attendance list April 2017
meetings for healthcare and social care
providers Materials and attendance list April 2017
2.2c. Plan and convene “Heat Summit” Materials and distribution list June 2017
meetings for housing developers/contractors inc. #s reached June 0217
regarding potential community-level and
built environment interventions to prevent Contact list and # services
heat-related illness provided
2.2d. Plan and convene “Heat Summit
meetings for housing community managers
regarding energy efficiency and other
strategies to reduce heat, and to increase
tenant education
2.2e Disseminate education materials to
community partners and homebound
individuals
2.2f Facilitate referrals/connections between
homebound individuals and appropriate
services
Goal 3: Increase MCDPH’s awareness about and capacity to address the interplay between
climate change, public health, and health equity
3.1 Convene MCDPH leadership/staff across Meeting minutes/attendance January 2016
divisions to share information about heat
illness/current project and get input regarding
heat-vulnerable communities, relevant Meeting minutes/attendance January 2017
services, and MCDPH relevant activities
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Agreement No. 1021103
3.2 Convene MCDPH leadership/staff across
divisions/programs to present survey/data
results and get input re climate resilience and
prevention of heat illness, for incorporation
into strategic plan
EXHIBIT B
PAYMENT SCHEDULE
The Subrecipient will be paid the total fixed price amount of $30,000 as follows:
Date of Payment Required Deliverable(s) to Obtain Payment Amount
January 10, 2016 • Scan of Jurisdiction Climate Change and $15,000.00
Health Activities;
• Participation of two project participants in
first learning collaborative meeting
January 1, 2017 • Completion of four quarterly reports; $10,000.00
• Participation in monthly meetings
• Comprehensive list of services/programs
• Documentation of implementation of
Heat Collaborative
• Notes on meetings with leadership/staff
on integration of climate change and
health across public health department
• Survey tool, protocol, and data analysis
results
August 1, 2017 • Completion of final report $5,000.00
• Participation in monthly meetings
• Participation of two project participants in
second learning collaborative meeting
• Documentation of heat summits
• Educational materials
EXHIBIT C
PHI TRAVEL POLICIES AND REIMBURSEMENT FORM
SEE ATTACHED
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