CITY OF AVONDALE EXECUTED IGA.PDF

INTERGOVERNMENTAL AGREEMENT
BETWEEN
MARICOPA COUNTY
ADMINISTERED BY ITS
HUMAN SERVICES DEPARTMENT
AND
CITY OF AVONDALE
Contract Amount: $91,256.00
Contract Start Date: July 1, 2013
Contract Termination Date: June 30, 2014 (The contract term shall include two options to renew for
one-year extensions, based on Contractor performance.)
Contract Number: C-22-13-071-3-00
This Contract for Services Agreement ("Agreement") is entered into by and between City of
Avondale, (hereinafter referred to as the "Contractor"), and Maricopa County, administered by its
Human Services Department, (hereinafter referred to as the "County"). The Contractor and County
are collectively referred to herein as the "Parties" and individually as a "Party."
WHEREAS, the County is empowered by Arizona Revised Statutes 11-251 to enter into this
Agreement and has delegated the undersigned the authority to execute this Agreement on behalf of
the County.
WHEREAS, the Contractor is empowered by Arizona Revised Statutes 55 9-240, 9-500.11, 11-952
and 46-241 et seq. to enter into this Agreement, and has by resolution, delegated the undersigned the
authority to execute this Agreement on behalf of the Contractor.
The Contractor, 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: Crisis Case Management and Financial
Assistance Services
Section IV — Compensation
Attachment A: Operating Budget
Section V — Contractor Hours of Operation & Service Area
Attachment B: Facility Location Chart
Attachment B-1: Central West Community Service Area Map

Contractor Representative: Gina Ramos Montes. Neighborhood & Family Services Director
Phone: 623-333-2727
Address: 1007 South Third Street. Avondale, AZ 85323
E-Mail: grnontes@avondale.org
Maricopa County: Margarita Leyvas. Assistant Director
Phone: 602-506-5911
Address: 234 North Central. Suite 3000. Phoenix. AZ 85004
E-Mail: leyvasm@mail.maricopa.gov
Notices 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 either Party hereto. Nothing in this Agreement shall be construed as a consent to
any lawsuit or waiver of any defense in any lawsuit brought against the State of Arizona, the County,
or the Contractor in any State or federal court.
IN WITNESS THEREOF, the Parties have signed this Agreement:
Chairman, Board of Supervisors
JUL 29 2013
DATE
Clerk, Board of Supervisors
JUL 2 9 2013
DATE DATE 01 t3
IN ACCORDANCE WITH A.R.S. 5§ 11-952, 11-201, AND 11-251, '11115 AGREEMENT HAS BEEN REVIEWED BY Ti-rE UNDERSIGNED
ArroRNEy(s) WHO HAS DETERMINED THAT THIS AGREEMENT LS IN PROPER FORM AND ,1/4xTriliN THE POWER AND AUTHORITY GRANTED
UNDER THE LAWS OF '11 1E STATE 01 7 ARIZONA.
APPROVED AS TO FORM:- APPROVED AS TO FORM:
Deputy County Attorney
)-,e63


Section I General Provisions Page 1
A. 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 is in conflict with the
General Provisions or the Special Provisions, 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.
B. DEFINITIONS
As used throughout this Agreement, the following words and terms shall have the following
meanings:
1. Agreement means this Intergovernmental Agreement between Maricopa County,
administered by its Human Services Department, and the Contractor.
2. Assistant Director means the Director of the Community Services Division of the
Human Services Depal talent.
3. Board of Supervisors means the Maricopa County Board of Supervisors.
4. Contract Administrator means the person administering this Agreement on behalf of
the Department.
5. Contractor means the person, firm or organization listed on the Cover Page of this
Agreement.
6. Contract Specialist means the liaison between the Department and the Contractor
The Contract Specialist is responsible for monitoring this Agreement and providing
technical assistance to the Parties.
7. County means Maricopa County, a political subdivision of the State of Arizona.
8. Department means the Maiicopa County Human Services Department.
9. Director means the Director of the Maricopa County Human Services Department.
10. Division means the Community Services Division of the Maiicopa County Human
Services Department.
11. Fidelity Bond means a bond to indemnify the Contractor against losses resulting
from fraud or lack of integrity, honesty or fidelity of one or more employees, officers
or other persons holding a position of trust.
12. Juvenile means any person under the age of eighteen (18).
Maricopa County Human Services Department

Section I General Provisions Page 2
13. Payment Bond means a bond executed to ensure payment as required by law of all
persons performing work or providing materials in the execution of work provided
under this Agreement.
14. Performance Bond means a bond executed to secure fulfillment of all of the
Contractor's obligations under this Agreement.
15. Program Manager means the Assistant Director of the Community Services Division
of the Maricopa County Human Services Department.
16. Provider means the Contractor and any Subcontractor providing services under this
Agreement.
17. Public Agency has the meaning prescribed by A.R.S. § 11-951.
18. Subcontract means any contract entered into by the Contractor with a third party for
performance of any of the work or the provision of any of the services under this
Agreement.
19. Subcontractor means an entity employed by or funded through the Contractor to
perform any of the work or provide any of the services under this Agreement.
20. Subrecipient means the Contractor when the County is the recipient of HUD grant
funding.
21. Work Statement means Section III of this Agreement which describes the services to
be delivered under this Agreement.
C. GENERAL REQUIREMENTS
1. The terms of this Agreement shall be construed in accordance with Arizona law. Any
lawsuit arising out of this Agreement shall be brought in the appropriate court in
Maricopa County, Arizona.
2. Contractor 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 workers' compensation.
3. Contractor is an independent contractor in the performance of all work and the
provision of all services under this Agreement and Contractor shall not be considered
an officer, employee, representative, or agent of the County.
4. Contractor shall not make any payments, either directly or indirectly, to any person,
partnership, corporation, trust or other organization that has a substantial interest in
Contractor's organization or with which Contractor (or any of its directors, officers,
owners, trust certificate holders or a relative thereof) has a substantial interest, unless
Maricopa County l'Iuman Services Department

Section I General Provisions Page 3
Contractor has made full written disclosure of the proposed payments to the
Department 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.
D. AMENDMENTS
All Amendments to this Agreement shall be in writing and signed by authorized signers for
both Parties.
E. ASSIGNMENT AND SUBCONTRACTING
No right, liability, obligation or duty under this Agreement may be assigned, delegated or
subcontracted, in whole or in part, by Contractor without the prior written approval of the
Contract Administrator. Contractor shall bear all liability under this Agreement, even if it is
assigned, delegated, or subcontracted, in whole or in part, unless the Department agrees
otherwise.
F. AVAILABILITY OF FUNDS
The provisions of this Agreement relating to the payment for services shall become
effective when funds assigned for the purpose of compensating the Contractor, as
provided herein, are actually available to the Department for disbursement. The
Director shall be the sole authority in determining the availability of funds under this
Agreement and the Department shall keep the Contractor fully informed as to the
availability of funds.
2. If any action is taken by any State agency, federal department or any other agency or
instrumentality to suspend, decrease or terminate its fiscal obligation under, or in
connection with this Agreement, the Board of Supervisors may amend, suspend,
decrease or terminate its obligations under or in connection with this Agreement. In
the event of termination, the County 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 Department
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.
G. BUDGET ADJUSTMENTS
Any requests for reasonable budget adjustments shall be submitted ninety (90) days prior to
the expiration date of this Agreement. Requests for financial adjustments to this Agreement
shall be supported by appropriate documentation. If the County agrees to the budget
adjustments, the County shall follow section D of this Agreement to amend this Agreement.
Maricopa County Human Scrvices Department

Section I General Provisions Page 4
H. DISPUTES
1. Except as may otherwise be provided for in this Agreement, any dispute arising out of
this Agreement that is not resolved between the Parties within a reasonable period of
time, which shall not exceed one hundred twenty (120) days, shall be submitted in
accordance with the following dispute resolution process.
2. Notice of the specific grounds of a dispute shall be in writing and filed with the
Contract Administrator, if one has been appointed, or, if not, with the County
Procurement Officer within ten (10) working days from the date Contractor knew or
should have known of the basis of the dispute. The Contract Administrator or County
Procurement Officer, as applicable, shall respond in writing to Contractor within
fourteen (14) working days. The decision of the Contract Administrator or County
Procurement Officer shall be final and conclusive unless, within seven (7) working
days from the date Contractor is served with the decision, Contractor files a written
notice of appeal with the County's Chief Procurement Officer, who shall provide
Contractor with a written response within fourteen (14) working days following receipt
of Contractor's notice of appeal. The decision of the Chief Procurement Officer shall
be final and not appealable.
3. Pending a final decision of the Chief Procurement Officer, the Contractor shall
proceed diligently with its performance of this Agreement in accordance with the
Contract Administrator or County Procurement Officer's decision.
I. DEFAULT
This Agreement may be immediately terminated by the County if Contractor fails to perform
any objective or breaches any obligation under this Agreement, or any event occurs that
jeopardizes Contractor's ability to perform any of its obligations under this Agreement. The
County reserves the right to have service provided by persons other than Contractor if
Contractor is unable or fails to provide required services with the specified time frame.
TERMINATION
• 1. This Agreement is subject to cancellation by the County in accordance with the
provisions of A.R.S. 38-511.
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 return receipt
requested, to the persons at the addresses set forth on the Cover Page of this
Agreement.
3. This Agreement may be terminated by mutual written agreement of the Parties
specifying the termination date therein.
Maricopa County Human Services Department

Section I General Provisions Page 5
4. The County has the right to terminate this Agreement upon twenty-four (24) hour
notice when the County determines that the health or welfare of the service recipients
are endangered or the Contractor's non-compliance jeopardizes funding source
financial participation. If not terminated by one of the above methods, this
Agreement shall terminate upon the expiration of the term of this Agreement stated
on the Cover Page of this Agreement.
IC 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.
L. STRICT COMPLIANCE
The Department's acceptance of Contractor's performance that is not in strict compliance
with the terms of this Agreement 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.
M. NON-LIABILITY
The County, its officers, representatives, agents and employees shall not be liable for any act or
omission by Contractor, or any Subcontractor or any officer, representative, agent, or
employee of the Contractor or any Subcontractor that relates to this Agreement, and shall not
be liable for any purchases or contracts made by Contractor, any Subcontractor, or any officer,
representative, agent, or employee of Contractor or any Subcontractor, in connection with this
Agreement.
N. RECIPROCAL INDEMNIFICATION
Each Party (as "indemnitor") agrees to indemnify, defend, and hold harmless the other Party
(as "Indemnitee") from and against all claims, losses, liability, costs, or expenses (including
reasonable attorneys' fees, expert witnesses' fees and other litigation costs) (hereinafter
collectively referred to as "Claims") arising out of bodily injury (including death) of any person
or property damage, but only to the extent that such claims, which result in vicarious liability
to the Indemnitee, are caused by the act, omission, negligence, misconduct, or other fault of
the Indemnitor, its officers, officials, agents, employees, or volunteers.
0. TECHNICAL ASSISTANCE
The Department shall provide reasonable technical assistance to Contractor to assist
Contractor in complying with State and federal laws, regulations, and accountability for diligent
performance and compliance with the terms of this Agreement and all applicable laws,
regulations and standards. However, this assistance shall not relieve Contractor of full liability,
responsibility and accountability for its actions and performance to comply with the terms of
this Agreement.
Maricopa County Human Services Department

Section General Provisions Page 6
P. SINGLE AUDIT ACT REQUIREMENTS
Contractors in receipt of federal funds through the Department are 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. 55 7501, et seq.). Contractor shall comply with OMB Circular A-133. 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. Contractor
shall take corrective actions within six (6) months of the date of receipt of the reports. The
Department shall consider sanctions as described in OMB Circular A-133 if Contractor does
not comply with the audit requirements.
Q. AUDIT DISALLOWANCES
1. Contractor 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 all court costs and attorney's fees the
County spends to pursue legal action relating to a disallowance. Court costs and
attorney's fees incurred shall 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 Department shall notify the Contractor in writing of the disallowance and the
required course of action, which shall be at the option of the Department to either
adjust any future claim submitted by Contractor by the amount of the disallowance or
to require immediate repayment of the disallowed amount by the Contractor issuing a
check payable to the County.
R. STAFF AND VOLUNTEER TRAINING
The Department may make available to Contractor the opportunity to participate in any
applicable training activities conducted by the Department.
S. CLEAN AIR ACT
If the total face value of this Agreement exceeds $100,000, Contractor shall comply with all
regulations, standards and orders issued pursuant to the Clean Air Act of 1970, as amended
(42 U.S.C. 55 7401, et seq.), to the extent any are applicable by reason of performance under
this Agreement.
T. LOBBYING
1. No federal appropriated funds have been paid or will be paid by or on behalf of
Contractor 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 contract, the making of any federal grant, the making of any federal loan, the
entering into of any cooperative agreement, and the extension, continuation, renewal,
Maricopa County Human Services Department

Section I General Provisions Page 7
amendment, or modification of any federal contract, 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 contract, grant, loan or
cooperative agreement, the Contractor shall complete and submit OMB Form-LLL,
titled "Disclosure of Lobbying Activities," in accordance with its instructions and 31
U.S.C. § 1352.
U. RELIIOUS ACTIVITIES
Contractor warrants that none of its costs and none of the costs incurred by any of its
Subcontractors will include any expense for any religious activity.
V. POLITICAL ACTIVITY PROHIBITED
None of the funds, materials, property or services contributed by the County or Contractor
under this Agreement shall be used for any partisan political activity, or to further the election
or defeat of any candidate for public office.
W. COVENANT AGAINST CONTINGENT FEES
Contractor warrants that no person or entity has been employed or retained by it 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.
X. SAFEGUARDING OF PARTICIPANT INFORMATION
The use or disclosure by Contractor of any information concerning an applicant for, or
recipient of, services under this Agreement is directly limited to the conduct of this
Agreement. Contractor and its agents shall safeguard the confidentiality of this information,
just as Contractor would safeguard its own confidential information. Contractor shall include
a clause to this effect in all Subcontracts related to this Agreement.
Y. 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.
Z. 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
Maricopa County 1-111M a 11 Services Department

Section I General Provisions Page 8
reproduce, publish, and otherwise use and to authorize others to use, all copyrighted material
and all material that may be copyrighted as a result of this Agreement.
AA. PATENTS
Any discovery or invention arising out of, or developed in the course of, work under this
Agreement shall be prompdy and fully reported to the Department for determination as to
whether patent protection on such invention or discovery shall be sought and how the rights
in the invention or discovery, including rights under any patent issued thereon, shall be
disposed of and administered, in order to protect the public interest.
BB. CONTRACT COMPLIANCE MONITORING
The Department shall monitor Contractor's compliance with, and performance under, the
terms of this Agreement. On-site visits for compliance monitoring may be made by the
Department and/or its grantor agencies at any time during Contractor's normal business
hours, announced or unannounced. During an on-site visit, Contractor shall make all of its
records and accounts related to work performed and services provided under this Agreement
available to the Department for inspection and copying.
CC. CONTINGENCY RELATING TO OTHER CONTRACTS AND GRANTS
1. Contractor shall, during the term of this Agreement, immediately inform the Contract
Administrator 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.
Contractor's failure to notify the Department of any such agreement shall be a breach
of this Agreement and the County may immediately terminate this Agreement without
liability.
2. The Contract Administrator may request, and Contractor shall provide within a
reasonable time, which shall not exceed ten (10) working days, a copy of all such other
agreements or grants, when, in the opinion of the Contract Administrator, the award
of the agreement or grant may affect the costs being paid or reimbursed under this
Agreement.
3. If the Contract Administrator determines that the award to Contractor of such other
agreement or grant has affected the costs being paid or reimbursed under this
Agreement, the Contract Administrator shall prepare an amendment to this
Agreement effecting a cost adjustment. If the Contractor disputes the proposed cost
adjustment, the dispute shall be resolved pursuant to the "Disputes" section of this
Agreement.
DD. MINIMUM WAGE REQUIREMENTS
Contractor warrants that it shall pay all its employees who are performing work or providing
services under this Agreement not less than the minimum wage specified under Section
206(a)(1) of the Fair Labor Standards Act of 1938, as amended (29 U.S.C. g 201, et seq.).
Maricopa County liunrian Services Department

Section I General Provisions Page 9
EE. RECOGNITION OF DEPARTMENT SUPPORT
Contractor shall give recognition to the Department, the County, and the funding source for
their support when the Contractor publishes materials or releases public information that is
paid for in whole or in part with funds received by Contractor under this Agreement.
FF. INSURANCE
Contractor shall have in effect at all times during the term of this Agreement insurance that is
adequate to protect the County, its officers and employees, participants, and equipment funded
under this Agreement against the losses set forth below. Contractor shall name the County as
an additional insured party. Contractor shall provide the Department with documentation of
insurance coverage by famishing the Contract Administrator a certificate of insurance or a
certified copy of the insurance policy or other documentation that is required by the Contract
Administrator.
1. The following types and amounts of insurance are required as minimum:
a. Workers' Compensation according to statutory limits.
b. Unemployment Insurance as required by Arizona Law.
c. Public Liability, Bodily Injury, and Property Damage;
1) General Liability, each occurrence, $1,000,000
2) Property Damage $1,000,000; or
3) Combined single limit, each occurrence, $1,000,000 minimum.
d. Automobile and Truck Liability, Bodily Injury, and Property Damages:
1) General Liability, each occurrence, $1,000,000
2) Property Damage $1,000,000; or
3) Combined single limit, each occurrence, $1,000,000 minimum.
e. Standard minimum deductible amounts are allowable. Any deductible
amounts are the responsibility of the Contractor and reimbursement, if any,
under this Agreement are subject to regulatory provisions of the funding
source(s) of this Agreement.
f. Property or equipment purchased or furnished through funds provided under
this Agreement shall be fully insured for the purchase or replacement cost of
such property or equipment.
2. If the Contractor 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, Contractor shall carry minimum liability
coverage of $1,000,000 each occurrence and provide the Department with proof of
coverage.
GG. BONDING
1. Contractor shall not receive any initial reimbursements under this Agreement in an
amount greater than the Contractor's bonding limit. Contractor shall provide the
Contract Administrator with documentation of required bonding.
Maricopa County Human Services Department

Section I General Provisions Page 10
2. Contractor shall have fidelity bonding of not less than the maximum amount of cash
on hand or an amount equal to the initial reimbursement, whichever is greater.
3. Bonding requirements shall prevail throughout the term of this Agreement.
HH. GRIEVANCE PROCEDURE
Contractor 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 Contractor'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 by Contractor.
II. NONDISCRIMINATION
Contractor, 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. Contractor shall include this clause in all of
its Subcontracts related to this Agreement.
EQUAL EMPLOYMENT OPPORTUNITY
Contractor shall not discriminate against any employee or applicant for employment because
of race, age, disability, color, religion, sex or national origin. Contractor 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 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.
Contractor shall, to the extent such provisions apply, 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.
KK. FINANCIAL MANAGEMENT
Contractor shall establish and maintain a separate, interest-bearing bank account for money
provided under this Agreement, or shall establish 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 Contractor. All interest earned on the account shall be disbursed in a
manner specified by the County in accordance with applicable State and federal regulations.
Contractor 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 accordance with
generally accepted accounting principles.
Maricopa County I Iuman Services Department

Section I General Provisions Page 11
LL. RETENTION OF RECORDS
1. This provision applies to all financial and programmatic records, supporting
documents, statistical records and other records of Contractor that relate to this
Agreement.
2. Contractor shall retain all records related 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. The Department, federal and State auditors, and any
other persons duly authorized by the Department shall have full access to and the right
to examine, copy and make use of any and all of the records.
MM. ADEQUACY OF RECORDS
If Contractor'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, Contractor shall reimburse the County for the services not supported and
documented.
NN. COMPETITIVE BID REQUIREMENTS
1. Equipment
If this Agreement is with other than a Public Agency, Contractor shall obtain all
equipment to be uti1i7ed 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 (2) or more vendors. Contractor shall keep and maintain
a record of the vendors' verbal quotations. Contractor'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 shall be approved by
the Contract Administrator. At least three (3) bidders shall be solicited to
submit written quotations. Contractor 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 meeting specification requirements concerning
price, conformity to specifications, and other purchasing factors.
2. Supplies
If this Agreement is with other than a Public Agency, Contractor shall obtain all
supplies to be utiliyed 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 Contractor obtains
the Contract Administrator's prior written approval to purchase supplies by an
alternate method.
Maricopa County Human Services Department

Section I General Provisions Page 12
3. Minority. Women and Small Business Enterprises
Contractor 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. If Contractor is a Public Agency, Contractor's own bidding procedures shall govern.
5. 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.
00. 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
Department, and title to all such property shall revert to the County upon the expiration or
termination of this Agreement, unless the Contract Administrator determines otherwise. The
costs to repair such property are the responsibility of Contractor within the limits budgeted
herein. Repair costs beyond the budgeted amount shall be approved by the Contract
Administrator.
PP. IMMIGRATION REFORM AND CONTROL COMPLIANCE
Contractor understands and acknowledges that the Immigration Reform and Control Act of
1986 (Pub. L. No.99-603) ("IRCA") applies to this Agreement. Contractor shall comply with
the IRCA in performing under this Agreement and shall grant the County access to inspect its
personnel records to verify such compliance.
QQ. DRUG FREE WORKPLACE ACT
Contractor shall comply with the Drug-Free Workplace Act of 1988 (41 U.S.C. 701, el seq.),
which requires that contractors 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.
RR. GOVERNOR'S EXECUTIVE ORDER NO. 88-26
Contractor shall use the Arizona Taxonomy of Human Services for reporting and contracting
purposes.
SS. EMPLOYMENT DISCLAIMER
This Agreement is not intended to constitute, create, give rise to, or otherwise recognize a joint
venture agreement, partnership, or other 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.
Maricopa County Human Services Department
•

Section I General Provisions Page 13
The Parties agree that no individual performing under this Agreement on behalf of Contractor
may be considered a County agent, employee, or representative and that no rights of County
civil service, County retirement, or County personnel rules shall accrue to or apply to any such
individual. Contractor 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 Contractor shall indemnify, defend and hold harmless the
County with respect thereto.
TT. CERTIFICATION REGARDING DEBARMENT, SUSPENSION INELIGIBILITY
AND VOLUNTARY EXCLUSION
The undersigned, by signing this Agreement, represents that he/she has the authority to bind
Contractor to the terms of this Certification. Contractor, 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 3-year period preceding the Start Date of this Agreement, been
convicted of or had a civil judgment rendered against them for (1) the commission of
fraud or a criminal offense in connection with obtaining, attempting to obtain, or
performing a public (federal. State, or local) transaction or contract under a public
transaction; (2) the violation of any federal or State antitrust statutes or (3) the
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 the commission of any of the offenses enumerated
in subparagraph 2 above;
4. Have not, within a three-year period preceding this Start Date of this Agreement, had
one or more public transactions (federal, State, or local) terminated for cause or
default;
5. Shall immediately notify the Department if, at any time during the term of this
Agreement, it is debarred, suspended, declared ineligible, or voluntarily excluded from
participation. The Department may pursue available remedies in the event of such
occurrence, including immediate termination of this Agreement without liability; and
6. Shall not enter into a subcontract or sub-recipient agreement with any person or
organization that is debarred, suspended, declared ineligible, or voluntarily excluded
from participation. The Department may pursue available remedies in the event of
such occurrence, including immediate termination of this Agreement without liability.
Contractor shall include, without modification, the language of this Certification, in all
agreements with all sub-recipients and other subcontractors; in all lower der covered
Niaticopa County Human Services Department

Section I General Provisions Page 14
transactions, and in all solicitations for lower tier covered transactions in accordance with 45
C.F.R. Part 76.
If Contractor is not able to provide this Certification, an explanation as to why shall be
immediately provided to the Department, Attention: Department Director at the address set
forth on the Cover Page of this Agreement.
UU. VERIFICATION REGARDING COMPLIANCE WITH ARIZONA REVISED
STATUTES § 23-214 AND FEDERAL IMMIGRATION LAWS AND
REGULATIONS
By entering into this Agreement, Contractor represents and warrants that it is in compliance
with the Immigration and Nationality Act (8 U.S.C. 55 1101, et seq.) and all other federal and
State immigration laws and regulations related to the immigration status of its employees.
Contractor shall obtain statements from its Subcontractors certifying such compliance and
shall furnish the statements to the Department upon request. These representations and
warranties shall remain in effect throughout the term of this Agreement. Contractor and its
Subcontractors shall also maintain Employment Eligibility Verification forms (I-9), as required
by the U.S. Department of Labor's Immigration Reform and Control Act of 1986 (Pub. L. No.
99-603), for all employees performing work under this Agreement. 1-9 forms are available for
download at USCIS.GOV. Contractor agrees to verify employee compliance using the E-
verify system and shall keep a record of the verification for the duration of the employee's
employment or at least three years, whichever is longer.
Contractor warrants that it is in compliance with A.R.S. § 41-4401 (e-verify requirements) and
further represents:
1. That Contractor and its Subcontractors, 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(A);
2. That breach of the warranty under subparagraph 1 above shall be deemed a material
breach of this Agreement and the County may immediately terminate this Agreement
without liability; and
3. That the County and any contracting government entity retains the legal right to
inspect the papers and employment records of any Contractor or Subcontractor
employee who works under this Agreement to ensure that the Contractor and its
Subcontractor are complying with the warranty provided under subsection 1 above,
and that Contractor agrees to make all papers and employment records of said
employee(s) available to the County during normal working hours in order to facilitate
such an inspection.
VV. CONTRACTOR COMPLIANCE WITH A.R.S. §§ 35-391.06 AND 35-393.06
(SCRUTINIZED BUSINESS RELATIONS WITH SUDAN AND IRAN):
By entering into this Agreement, the Contractor certifies that it does not have scrutinized
business operations in Sudan or Iran. Contractor shall obtain statements from its
Maricopa County Human Services Department

Section I General Provisions Page 15
Subcontractors certifying compliance and shall furnish the statements to the County upon
request. These certifications shall remain in effect through the term of this Agreement.
The County may request verification of compliance from any Contractor or Subcontractor
performing work under this Agreement. If the County suspects or determines that the
Contractor or any of its Subcontractors ate not in compliance, the County may pursue any and
all remedies allowed by law, including, but not limited to: suspension of work, immediate
termination of this Agreement for default, and the suspension and/or debarment of
Contractor. All costs necessary to verify compliance are the responsibility of Contractor.
Maricopa County Human Services Depattment

SECTION II
SPECIAL PROVISIONS
Maricopa County
Human Services Department
Maricopa County Human Services Department

Section II Special Provisions Page 1
A. PURPOSE
The purpose of this Agreement is to award funds to the Contractor to be used for the
provision of Crisis Case Management and Financial Assistance Services during SFY14 in the
Central West community service area. These services shall be pursuant to the Work
Statement in Section III of this Agreement.
B. DEFINITIONS
1. Delete the following definitions from Section I, General Provisions:
a. Assistant Director
b. Subrecipient
2. The following terms shall have the associated meanings within this Agreement:
c. Assistant Director means the Assistant Director of the Community Services
Division of the Maricopa County Human Services Department.
d. ADES means the Arizona Department of Economic Security.
e. Agency means the Contractor's business operation.
f. MCHSD — means Maricopa County Human Services Department.
g- CSD — means Community Services Division of Maricopa County's Human
Services Department.
h. Chief Procurement Officer means the head of the County's Office of
Procurement Services.
i. Contract Administrator means Assistant Director, and that position's
program-related responsibilities within MCHSD/CSD
Vulnerable Adult means an individual who is eighteen years of age or older
and who is unable to protect himself from abuse, neglect or exploitation by
others because of a physical or mental impairment. Vulnerable adult includes
an incapacitated person as defined in A.R.S. 14-5101.
C. GENERAL PROVISIONS
Delete the following paragraphs from Section 1, General Provisions and replace in their
entirety within this Section:
j. TERMINATION
N. RECIPROCAL INDEMNIFICATION
FF. INSURANCE
X. SAFEGUARDING OF PARTICIPANT INFORMATION
NN. COMPETITIVE BID REQUIREMENTS
D. 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 is in conflict with
the General Provisions or the Special Provisions, the Work Statement shall control. To the
Maricopa County Human Services Department

•
Section II Special Provisions Page 2
extent that the Compensation Provisions are in conflict with the General Provisions, Special
Provisions, or Work Statement, the Compensation Provisions shall control.
E. STANDARDS
Contractor shall perform the work and provide the services as identified in Section III, the
Work Statement, and shall immediately notify the Contract Administrator whenever the
Contractor 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.
F. CHANGES ORIGINATED BY THE DEPARTMENT
Budget Adjustments: If changes do not result in an increase or reduction of the total
contract budget amount and result in more than a 10% change in a budget category, changes
will take place with budget change orders to be executed, approved and signed by both the
Department Assistant Director and Contractor agency director.
Changes that result in an increase or decrease in the total Agreement budget will require a
formal amendment pursuant to Section D of the General Provisions.
The MCHSD/CSD Assistant Director may, at any time, make changes to the general scope
of this Agreement in any or all of the following areas and methods, including, but not limited
to, via written memorandums or email:
1. Specific program rules, regulations, application procedures: These changes will be
communicated in writing to subcontractor agency directors through revisions to the
Maricopa County Human Services Department/Community Services Division
Program Policy Sc Procedure Handbook and through written memorandums.
2. Minor work statement revisions: These changes will be communicated in writing to
the subcontractor agency directors through written memorandums.
3. Administrative requirements such as reporting criteria: These changes will be
communicated in writing to subcontractor agency directors through written
memorandums.
Any dispute or disagreement resulting from such written changes or budget change orders
shall constitute a dispute within the meaning of the dispute clause of the Agreement's General
Provisions and shall be adjusted accordingly.
G. COMPLIANCE WITH LAWS, RULES & REGULATIONS
Contractor shall comply with all applicable laws, rules, and regulations, without limitation, to
those designated within this Agreement.
H. AUDIT REQUIREMENTS
In accordance with A.R.S. § 11-624, the Contractor shall, at its own expense, file with the
Human Services Department, either:
Maricopa County Human Services Department

Section II Special Provisions Page 3
1. Audited financial statements prepared in accordance with federal single audit
requirements or,
2. Financial statements prepared in accordance with generally accepted accounting
principles audited by an independent certified public accountant.
I. INDEMNIFICATION
To the extent permitted by law, the Contractor shall, and shall cause any of its Subcontractors
to, indemnify, defend save and hold harmless the State of Arizona and 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
"Indetrinitee") 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 Contractor and any
of its Subcontractors, or any of the directors, officers, agents, or employees of Contractor and
any of its Subcontractors. 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
Contractor 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 Indernnitee, be indemnified by the Contractor and any of its
Subcontractors from and against any and all claims. It is agreed that the Contractor and any of
it Subcontractors will be responsible for primary loss investigation, defense and judgment costs
where this indemnification is applicable.
J. INSURANCE REQUIREMENTS
The Contractor and any of its subcontractors shall procure and maintain such insurance
requirements until all of their obligations have been discharged and any warranty periods
under this Contract are satisfied, including any claims for injury to persons or damage to
property which may arise from or in connection with the performance of the work
hereunder by the Contractor, its agents, representatives, employees or subcontractors.
The insurance requirements herein are minimum requirements for this Agreement and in no
way limit the indemnity covenants contained in this Agreement. The County and State of
Arizona in no way warrant that the minimum limits contained herein are sufficient to protect
the Contractor from liabilities that might arise out of the performance of the work under this
Agreement by the Contractor, his agents, representatives, employees or subcontractors, and
the Contractor is free to purchase additional insurance.
1. MINIMUM SCOPE AND LIMITS OF INSURANCE: Contractor shall
provide coverage with limits of liability not less than those stated below.
Maricopa County Human Services Department

Section Il Special Provisions Page 4
a. Commercial General Liability — Occurrence Form
Policy shall include bodily injury, property damage, personal injury and broad
form contractual liability.
• General Aggregate $2,000,000
• Products — Completed Operations Aggregate $2,000,000
• Personal and Advertising Injury $1,000,000
• Blanket Contractual Liability — Written and Oral $1,000,000
• Fire Legal Liability $ 50,000
• Each Occurrence $1,000,000
i. The policy shall be endorsed to include the following
additional insured language: "Maticopa County and the State of
Arizona, their departments, agencies, boards, commissions,
and their officers, officials, agents, and employees shall be
named as additional insureds with respect to liability arising
out of the activities performed by or on behalf of the
Contractor".
Policy shall contain a waiver of subrogation against
Maricopa County, the State of Arizona and their departments,
agencies, boards, commissions, and their officers, officials, agents,
and employees for losses arising from work performed by or on
behalf of the Contractor.
b. Business Automobile Liability
Bodily Injury and Property Damage for any owned, hired, and/or non-
owned vehicles used in the performance of this Contract.
Combined Single Limit (CSL) $1,000,000
i. The policy shall be endorsed to include the following additional
insured language: "Maricopa County and the State of Arizona,
their departments, agencies, boards, commissions, and their
officers, officials, agents, and employees shall be named as
additional insureds with respect to liability arising out of the
activities performed by or on behalf of the Contractor, involving
automobiles owned, leased, hired or borrowed by the
Contractor".
ii. Policy shall contain a waiver of subrogation against Maticopa
County and the State of Arizona, their departments, agencies, boards,
commissions, and their officers, officials, agents, and employees for
losses arising from work performed by or on behalf of the
Contractor.
c. Worker's Compensation and Employers' Liability
Workers' Compensation Statutory
Employers' Liability
Each Accident $1,000,000
Maricopa County Human Services Department
•

Section IT Special Provisions Page 5
Disease — Each Employee $1,000,000
Disease — Policy Limit $1,000,000
i. Policy shall contain a waiver of subrogation against Maricopa
County and the State of Arizona, their departments, agencies, boards,
commissions, and their officers, officials, agents, and employees for
losses arising from work performed by or on behalf of the
Contractor.
d. Professional Liability (Errors and Omissions Liability)
Each Claim $1,000,000
Annual Aggregate $2,000,000
i. In the event that the professional liability insurance required by
this Contract is written on a claims-made basis, the Contractor
warrants that any retroactive date under the policy shall precede the
effective date of this Contract; and that either continuous coverage
will be maintained or an extended discovery period will be exercised
for a period of two (2) years beginning at the time work under this
Contract is completed.
ii. The policy shall cover professional misconduct or lack of
ordinary skill for those positions defined in the Work Statement
under this Contract.
2. ADDITIONAL INSURANCE REQUIREMENTS: The policies, except
Worker's Compensation and Professional Liability insurance, are to contain, or be endorsed
to contain, the following provisions:
a. Maricopa County, the State of Arizona, and their respective departments, agencies,
boards, commissions, and their respective officers, officials, agents, and employees and the
Contractor shall be additional insureds to the full limits of liability purchased by the
Contractor, even if those limits of liability are in excess of those required by the Contract.
b. The Contractor's and its subcontractors' insurance coverage shall be primary insurance
with respect to all other available sources.
c. The Contractor's and its subcontractors' insurance shall apply separately to each insured
against whom claim is made or suit is brought, except with respect to the limits of the
insurer's liability. Coverage provided by the subcontractors shall not be limited to the
liability assumed under the indemnification provisions of their contracts with the Contractor.
3. NOTICE OF CANCELLATION: With the exception of (10) day notice of
cancellation for non-payment of premium, any changes material to compliance with this
contract in the insurance policies above shall require (30) days written notice to Maricopa
County. Such notice shall be sent directly to Maricopa County Human Services Department
(Attn: Community Services Division), 234 N. Central Avenue, Ste 3000, Phoenix, AZ
85004, and shall be sent by certified mail, return receipt requested.
Nfaricopa County Human Services Department

Section II Special Provisions Page 6
4. ACCEPTABILITY OF INSURERS: Insurance is to be placed with duly licensed
or approved non-admitted insurers in the State of Arizona with an "A.M. Best" rating of not
less than A VII. The County in no way warrants that the above-required minimum insurer
rating is sufficient to protect the Contractor from potential insurer insolvency.
If the social services program utilizes the Social Service Contractors Indemnity Pool (SSCIP)
or other approved insurance pool for insurance coverage, SSCIP or the other approved
insurance pool is exempt from the A.M. Best's rating requirement listed in this Contract. If
the Contractor or it Subcontractor chooses to use SSCIP or another approved insurance
pool as its insurance provider, the Contract or Contractor's Subcontract would be
considered in full compliance with insurance requirements relating to the A.M. Best rating
requirements.
5. VERIFICATION OF COVERAGE: Contractor shall furnish the County with
certificates of insurance (ACORD form or equivalent approved by the County) as required
by this Contract. The certificates for each insurance policy are to be signed by a person
authorized by that insurer to bind coverage on its behalf.
All certificates and endorsements are to be received and approved Maricopa County before
work commences. Each insurance policy required by this Contract must be in effect at or
prior to commencement of work under this Contract and remain in effect for the duration
of the Contract's contract term. Failure to maintain the insurance policies as required by this
Contract, or to provide evidence of renewal, is a material breach of contract.
All certificates required by this Contract shall be sent direcdy to Maricopa County Human
Services Department (Attn: Community Services Division), 234 N. Central Avenue, Ste
3000, Phoenix, AZ 85004. The County's Contract number is to be noted on the certificate
of insurance. The County reserves the tight to requite complete, certified copies of all
insurance policies required by this Contract at any time.
6. APPROVAL: Any modification or variation of these Insurance Requirements
under this Contract must have prior approval from Maricopa County Risk Management,
whose decision shall be final. Such action will not require a formal contract amendment, but
may be made by administrative action, as indicated in Clause F (Changes Originated by the
Department) and Clause M (Contractor Changes) of these Special Provisions, Section II.
7. EXCEPTIONS: In the event the Contractor's subcontractor(s) is/are a public
entity, then the Insurance Requirements may, based upon the sole discretion of the County,
not apply. Such public entity may, based upon the sole discretion of the County, provide a
certificate of self-insurance to the Contractor and may be provided to the County upon
request.
Maricopa County Human Services Department

Section TI Special Provisions Page 7
K. BACKGROUND CHECKS FOR EMPLOYMENT THROUGH CENTRAL
REGISTRY
If providing direct services to children or vulnerable adults, the following shall apply:
1. The provisions of A.R.S. § 8-804 (as may be amended) are hereby incorporated in its
entirety as provisions of this Agreement.
2. Contractor shall submit information directly to MCHSD CSD prior to employing or
following any person to volunteer who provides such direct services under this
Agreement. MCHSD will request ADES to conduct Central Registry Background
Checks on behalf of the Contractor. The results must indicate that the person has
no disqualifying acts that would prohibit him/her from providing services to clients.
If the Central Registry background check specifies any disqualifying act and the
person does not have a Central Registry exception, the person shall be prohibited
from providing direct services to clients.
3. The information contained in the Central Registry will be used as a factor to
determine qualifications for positions that provide direct service to juveniles or
vulnerable adults as follows:
a. Any person, their employees or volunteers who apply for a contract
with MCHSD; or
b. All employees/volunteers of the Contractor; or
C. A subcontractor of the Contractor and any subcontractor employees
or volunteers; or
d. Prospective employees/volunteer of the Contractor or its
subcontractor before being employed or volunteering.
4. The Contractor shall ensure all requirements of this Section are met in order to:
a. Protect Clients
b. Avoid Agreement cancellation or termination for cause by the
County.
c. Include any salary/employee-related expenses on the monthly
Financial Claim Form pertaining to any people included in clause
5.59.3 above.
5. Before being employed or volunteering in a position that provides direct services
to children or vulnerable adults under this Agreement, persons shall certify on forms
provided by ADES whether an allegation of abuse or neglect was made against them
and was substantiated.
6. A person who is disqualified because of a Central Registry Background Check may
apply to the Board of Fingerprinting for a Central Registry exception pursuant to
A.R.S. § 41-619.57. A person who is granted a Central Registry exception pursuant
to A.R.S. § 41-619.37 is not entitled to a contract, employment, licensure,
certification or other benefit because the person has been granted a Central Registry
Maricopa County Human Services Department

Section II Special Provisions Page 8
exception.
7. Results from ADES of the Central Registry background checks shall be submitted to
the Contractor within five (5) days of receipt by MCHSD/CSD.
8. The Contractor shall maintain the Central Registry Background Check results in a
confidential file for six (6) years after termination of the Contract, or resolution of
any audit issues, whichever is longer. This requirement is pursuant to the Retention
of Records section under this Contract.
L. FINGERPRINTING
The provisions of A.R.S. 5 46-141 (as may be amended) are hereby incorporated in their
entirety as provisions of this contract. For reference, these provisions include, but are not
limited to, the following:
1. Contractor and any subcontractor staff (pre-approved by the County) who are
required or allowed to provide services directly to juveniles or vulnerable adults shall
possess a fingerprint clearance card that meets Level One requirements as described
in ARS 41-1758.07. Such Contractor and subcontractor staff includes current
employees, whether paid or not, those who transfer into a direct service position,
volunteers, and new employees, whether paid Or not.
2. If awaiting receipt of their clearance card, such staff shall provide services ONLY
under direct visual supervision and oversight of an employee who possesses a
fingerprint clearance card until staff is issued a valid fingerprint clearance card that
meets the Level One requirements.
3. Except as provided in A.R.S. 5 46-141, this Contract may be cancelled or terminated
immediately if a person employed by the Contractor, and who has contact with
juveniles or vulnerable adults, certifies pursuant to the provisions of A.R.S. 5 46-141
(as may be amended) that the person is awaiting trial or has been convicted of any of
the offenses listed therein in this State, or of acts committed in another state that
would be offenses in this State, or if the person does not possess or is denied
issuance of a valid fingerprint clearance card.
4. Should a staffs fingerprint clearance card be revoked or suspended, such staff shall
immediately be prohibited from providing services under this Contract unless
granted a good cause exception pursuant to ARS 41-619.55. This Contract may be
cancelled or terminated immediately should it be discovered the Contractor, or its
subcontractor, did not prudently and immediately act upon such information.
5. Contractor staff, whether paid or not, who are required or allowed to provide
services directly to juveniles, shall certify on forms provided by the Arizona
Department of Economic Security and notarized whether they:
Maricopa County Human Services Department

Section II Special Provisions Page 9
a. Are awaiting trial on or have ever been convicted of any of the
offenses described in A.R.S. § 46-141 (as may be amended); or
b. Ever committed any act of sexual abuse of a child, including sexual
exploitation and commercial sexual exploitation, or any act of child
abuse.
6. The Contractor shall assume the costs of fingerprint checks. The Department may
allow all or part of the costs of fingerprint clearance checks/cards to be included as
an allowable, reimbursable cost under this Contract.
7. Upon receiving the valid fingerprint clearance card, Contractor shall forward a copy
of the staffs card, front and back, to the MCHSD Community Services Division.
M. CONTRACTOR CHANGES
The Contractor is required to notify the MCHSD Community Services Division's Assistant
Director, in writing, within fifteen (15) calendar days, of any changes in the following:
• Agency staff funded with this contract
• Agency authorized signatory
• Agency address, phone, fax or email addresses
• Person to whom Agreement notices should be sent
• any variation of insurance requirements as indicated in this Agreement
N. DEPARTMENT DETERMINATIONS
The Department reserves the right to increase or decrease contractor's budget or scope of
work based on over, under or non-performance resulting from program overview and
monitoring by MCHSD/Comrnunity Services Division staff.
0. ALLOCATION OF FUNDING
Should additional funds become available during the term of the contract period, the
Department reserves the right to allocate these funds and proportionate services in this
Agreement. Allocations may be adjusted based on documented client need, census
determinations, or over, under or non-performance by the Contractor.
P. COMPUTER SOFTWARE POLICY
The contractor shall comply with Federal copyright laws applicable to software licenses. In
addition, all policies and agreements between the Department and the Contractor related to
contract equipment, software, internet accessible database system, and access shall be
implemented and monitored. Annually, contractors will be required to submit an inventory of
all county provided hardware and software to the MCHSD Community Services Division
Assistant Director.
Maricopa County Human Services Department

Section II Special Provisions Page 10
Q. RESPONSIBILITY FOR REPAYMENT OF DIRECT SERVICE FUNDS
Should program monitoring or application quality assurance review result in findings related to
direct service funds being paid for ineligible individuals or in amounts above allowable
program limits, the Contractor shall repay those finds to the Department upon written
notification by the MCHSD/CSD Operations Manager or Assistant Director.
R. DATA COLLECTION AND MANAGEMENT
Eligibility determination and documentation shall be completed for all applicants/clients and
appropriate household members receiving services through this contract. The Contractor is
responsible for adhering to MCHSD data entry requirements and for the timely, accurate data
entry of information.
S. COOPERATION IN TRAINING, PLANNING, NEEDS ASSESSMENT,
OUTCOME MEASUREMENT INITIATIVES
The Contractor will be required to cooperate in needs assessments, training required by
MCHSD CSD and planning and outcome measurement initiatives.
T. REPORTING REQUIREMENTS
Unless otherwise provided in this contract, reporting shall adhere to the following schedule:
no later than the 10 1I working day following each month during the contract term, the
Contractor shall submit programmatic and financial reports to the Department in the form
set forth in this Agreement. Failure to submit accurate and complete reports by the 10 th
working day following the end of a month may result, at the option of the Department, in
retention of payment. Failure to provide such report within 45 calendar days following the
end of a month may result, at the option of the Department, in a forfeiture of such payment.
Contractor shall submit to the Department all final program and fiscal reports no later than
the designated date, to be determined by the Department, following the termination of this
contract. Failure to submit final program and fiscal reports within the designated time period
may result, at the option of the Department, in forfeiture of final payment.
U. CODE OF CONDUCT
The Contractor shall avoid any action that might create or result in the appearance of:
1. Inappropriate use or divulging of information gathered or discovered pursuant to the
performance of its duties under this Agreement.
2. Acted on behalf of the County without appropriate authorization.
3. Provided favorable or unfavorable treatment to anyone.
4. Made a decision on behalf of the County that exceeded its authority, could result in
partiality, or have a political consequence for the County.
Maricopa County human Services Department

Section II Special Provisions Page 11
5. Misrepresent or otherwise impeded the efficiency, authority, actions, policies, or
adversely affect the confidence of the public or integrity of the Department.
6. Loss of impartiality when advising the Department.
V. CONTRACT TERM AND OPTION TO EXTEND
1. The term of the Agreement shall commence upon July 1, 2013, and shall remain in effect
for one (1) year or otherwise specified date, unless terminated, cancelled, or extended as
otherwise provided herein. The Contract term shall include two options to renew for
one-year extensions based on Contractor performance.
2. The Contractor shall not provide services prior to contract term commencing or after
the end date of the contract. (No billable activity outside of the effective dates).
3. Upon execution of this Agreement and incurring allowable expenses within the contract
term, the Contractor shall invoice the County per Section IV, Compensation, under this
Agreement.
W. LEVEL OF SERVICES
If the Contractor determines service recipient eligibility, the Contractor shall maintain and
regulate the units or services set forth in this contract to ensure continuity and availability of
services to eligible persons during the term of this Agreement and during any transition to a
subsequent Contractor.
The Department makes no guarantee to purchase specific quantities of goods or services or
to refer eligible persons as may be identified or specified herein. Further, it is understood
and agreed that this Agreement is for the sole convenience of the Department and that the
Department reserves the right to obtain like goods or services from its sources when such
need is determined necessary by the Department.
Services under this Agreement may be moved or expanded to other site locations within the
geographic area awarded only by a written amendment.
X. PANDEMIC CONTRACTUAL PERFORMANCE
1. The Department shall require a written plan that illustrates how the contractor shall
perform up to contractual standards in the event of a pandemic. The Department
may require a copy of the plan at anytime prior or post award of a contract. At a
minimum, the pandemic performance plan shall include:
a. Key succession and performance planning if there is a sudden significant
decrease in contractor's workforce.
Maricopa County Human Services Department

Section II Special Provisions Page 12
b. Alternative methods to ensure there are services or products in the supply
chain.
C. An up to date list of agency contacts and organizational chart.
2. In the event of a pandemic, as declared by the Governor of Arizona, U.S.
Government or the World Health Organization, which makes performance of any
term under this contract impossible or impracticable, The Department shall have the
following rights:
a. After the official declaration of a pandemic, the Department may temporally
void the contract(s) in whole or specific sections if the contractor cannot
perform to the standards agreed upon in the initial terms.
b. The Department shall not incur any liability if a pandemic is declared, and
emergency procurements are authorized by the Director of the Arizona
Department of Administration per A.R.S. 41-2537 as may be amended of
the Arizona Procurement Code.
C. Once the pandemic is officially declared over and/or the contractor can
demonstrate the ability to perform, the Department, at its sole discretion may
reinstate the temporarily voided contract(s).
Y. PAYMENT RECOUPMENT
The Contractor shall reimburse the Department upon demand, or the Department may
deduct from future payments, the following:
I. Any amounts received by the Contractor from the Department for contract services
which have been inaccurately reported or are found to be unsubstantiated.
2. Any amounts paid by the Contractor to a subcontractor not authorized in writing by
the Department.
3. Any amount or benefit paid directly or indirectly to an individual or organization not
in accordance with the Substantial Interest section of these terms and conditions.
4. Any duplicate amounts paid by the Department for services covered or reimbursed
by other specific grants, contracts, or payments.
5. Any amounts expended for items or purposes determined unallowable by the
Department upon reimbursement by the Department of such costs to the
Contractor; see the "Unallowable Costs" clause of these Special Provisions.
6. Any amounts paid by the Department for which the Contractor's books, records,
and other documents are not sufficient to clearly substantiate that those amounts
were used by the Contractor to perform contract services.
Mai-kr:fp County Human Services Department

Section II Special Provisions Page 13
7. Any amounts received by the Contractor from the Department which are identified
as a financial audit exception.
8. Any amounts paid or reimbursed in excess of the contract or service reimbursement
ceiling.
9. Any payments made for services rendered before the contract begin date or after the
contract termination date.
Z. PERSONNEL
The Contractor's personnel working under this Agreement shall be qualified to carry out all
duties and requirements set forth in this Agreement. Contractor shall ensure services are
provided as reflected in Attachment B as set forth in this Agreement.
AA. TRANSITION OF ACTIVITIES
In the event that a contract is awarded to a new contractor for services similar to those being
performed by Contractor under this Agreement, there shall be a transition of services period.
During this period, the contractor, under this contract, shall work closely with the new
contractor's personnel and/or Department staff to ensure a smooth and complete transfer
of duties and responsibilities. The Department's authorized representative will coordinate all
transition activities. A transition plan will be developed in conjunction with the existing
contractor to assist the new contractor and/or Department staff to implement the transfer
of duties. The Department reserves the right to determine which projects/service delivery
nearing completion will remain with the current Contractor of record.
BB. UNALLOWABLE COSTS
The cost principles set forth in the Code of Federal Regulations, 48 CFR, Chapter 1,
Subchapter e, Part 31, (October 1, 1991), including later amendments and editions on file
with the Arizona Secretary of State and incorporated by this reference, shall be used to
determine the allow ability of incurred costs for the purpose of reimbursing costs under
contract provisions that provide for the reimbursement of costs. Those costs which are
specifically defined as unallowable therein will not be submitted for reimbursement by the
Contractor and may not be reimbursed with Department funds. In addition, the Contractor
shall comply with the following publications (including subsequent revisions), as applicable:
1. OMB Circular A-122 (now relocated to 2 CFR, Part 230) for private non-profit
organizations other than institutions of higher education, hospitals or others specified in A-
122.
2. OMB Circular A-133 for audits of institutions of higher education and other non-
profit institutions.
CC. SUBSTANTIAL INTEREST DISCLOSURE
Maricopa County Fiuman Services Department
•

Section II Special Provisions Page 14
Contractor shall not make any payments, either directly or indirectly, to any person,
partnership, corporation, trust, or any other organization which has a substantial interest in
Contractor's organization or with which Contractor (or one of its directors, officers, owners,
trust certificate holders or a relative thereof) has a substantial interest, unless Contractor has
made a full written disclosure of the proposed payments, including amounts, to the
Department.
Leases or rental agreements of property shall be in writing and accompanied by an
independent commercial appraisal of fair market rental, lease, or purchase value, as
appropriate.
For the purpose of this Section, "relative" shall have the same meaning as in A.R.S. 5 3 8 - 5 0 2
as may be amended.
DD. SAFEGUARDING OF PARTICIPANT INFORMATION
The use or disclosure by Contractor of any information concerning an applicant for, or
recipient of, services under this Agreement is directly limited to the conduct of this
Agreement. Contractor and its agents shall safeguard the confidentiality of this information,
just as Contractor would safeguard its own confidential information. Contractor shall include
a clause to this effect in all Subcontracts related to this Agreement.
The Contractor shall comply with the requirements of the Arizona Address Confidentiality
Program, A.R.S. § 41-161 et. seq. MCHSD/CSD will advise the Contractor as to applicable
policies and procedures ADES has adopted for such compliance.
EE. COMPETITIVE BID REQUIREMENTS
Procurement of equipment with funds received under this Agreement, and for a cost equal
to or greater than $1000, is prohibited under this Agreement.
Procurement of equipment with a cost less than $1000 is considered materials and supplies.
Individual procurements, purchased with funds provided under this Agreement, of less than
$300 require oral price quotations from two or more vendors. The Contractor shall keep
and maintain a record of the vendors' verbal quotations.
Individual procurements equal to or in excess of $300, but less than $1000, and purchased
with funds provided under this Agreement, are subject to a system of written quotes.
Contractor shall keep and maintain a record of the vendors' written quotations.
The Contractor shall take affirmative steps to provide an opportunity for minorities,
women, and small businesses to compete in the procurement of equipment, materials and
supplies under this Agreement.
FF. TERMINATION
Maricopa County Human Services Department

Section II Special Provisions Page 15
1. Each Party may cancel this Agreement in accordance with the provisions of A.R.S. §
38-511.
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 return receipt
requested, to the persons at the addresses set forth on the Cover Page 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 tight to terminate this Agreement upon twenty-four (24) hour
notice when the County determines that the health or welfare of the service recipients
are endangered or the Contractor's non-compliance jeopardizes funding source
financial participation. If not terminated by one of the above methods, this
Agreement shall terminate upon the expiration of the term of this Agreement stated
on the Cover Page of this Agreement.
Maricopa County Human Services Department

SECTION III
WORK STATEMENT
Maricopa County
Human Services Department
Maricopa County Human Services Department

Section III Work Statement Page 1
WORK STATEMENT
for
CRISIS CASE MANAGEMENT
and
FINANCIAL ASSISTANCE SERVICES
1.0 SERVICE DESCRIPTION:
1.1 Crisis Case Management Services are provided to individuals and/or families in
order to enhance their self-sufficiency and/or involvement in the community, and
through which the needs and eligibility of the individuals applying for/receiving
financial services are determined. For those individuals eligible, appropriate services
are identified, obtained or provided, and recorded. Information and referral services
will be provided as appropriate.
1.2 Financial Assistance Services are provided to stabilize the immediate and emergent
needs of the client including basic needs. Financial services may include, but are not
limited to: emergency rent and mortgage assistance, first month's rent and rental
deposit assistance, utility payment assistance, utility deposit assistance, food boxes,
etc.
2.0 UNIT OF SERVICE:
Units of service may vary depending on the types of activities conducted.
3.0 STANDARDS/LICENSURE/PROGRAM INFORMATION:
3.1 Contractors will comply with all federal, state and county regulations related to
specific funding sources used. Additionally, all contractors will comply with the
Maricopa County Human Services Department/ Communi? S apices Division Policy &Procedure
Handbook and will be responsible for keeping the handbook updated as program
regulations and guidelines change.
3.2 Federal, State, and County re ations will be the responsibility of the Contractor to
follow and may include, but are not limited to:
3.2.1 Federal Low Income Home Energy Assistance Program regulation as well as
the State of Arizona Low Income Home Energy Assistance Program State
Plan. Title =VI- Low Income Home Energy Assistance Program Omnibus
Budget Reconciliation Act of 1981.
3.2.2 Federal Social Services Block Grant
3.2.3 Federal Emergency Solutions Grant
3.2.4 Federal Community Services Block Grant
Maricopa County lIuman Services Department

Section III Work Statement Page 2
3.2.5 Utility, Repair, Replacement and Deposit Assistance Guidelines.
3.2.6 State Short Term Crisis Services Program
3.2.7 Federal Temporary Assistance to Needy Families (TANF) as related to the
provision of Emergency Assistance.
3.2.8 State and Federal Client Confidentiality Laws and Regulations.
3.2.9 Maricopa County Human Services Depat tilient/Community Services
Division Policy & Procedures Handbook.
3.2.10 Community Services Block Grant Legislation as amended.
3.3 Crisis case management is the process by which eligibility for financial assistance
with basic and emergent needs is determined and received. Available resources are
categorized as follows:
3.3.1 Financial Assistance (i.e. rent, utility, mortgage assistance)
3.3.2 Information and Referral
3.3.3 Utility and Telephone Discount Programs (enrollment)
3.3.4 Goods and materials provided (i.e. food boxes, clothing)
3.3.5 Home Repair/Weatherization (i.e. application intake or referral to home
repair programs i.e. weatherization)
3.3.6 Non-Financial Assistance (i.e. face-to-face provision of services i.e. case
management, energy conservation education, assistance with forms
completion such as for AHCCCS)
3.4 Maricopa County Human Services Department/ Communi Services Division Policy & Procedure
Handbook provides detailed information on services that can be provided, client
eligibility regulations and guidelines, application and documentation procedures and
service dollar limits for Maricopa County funded financial assistance.
3.5 Financial assistance service funds are not included in Contractor
agreements/contracts. These funds will be retained by Maricopa County Human
Services Department (MCHSD) and are made available to contractors through the
HSD Online Client Data System. Applications for MCHSD funded financial
assistance must be completed via the HSD Online Client Data System MCHSD will
make payments directly to vendors (i.e. utility companies, landlords, mortgage
companies, etc.) upon authorization by MCHSD.
Maricopa County Human Services Department

Section III Work Statement Page 3
4.0 SERVICE REQUIREMENTS:
Contractor shall:
4.1 Provide services that are appropriate to the language, culture and geographic location
of the target population.
4.2 Provide on-site financial assistance services at a location(s) within the specified
service area, as determined during contract negotiations.
4.3 Provide personnel, supervision, staff training, equipment, materials and supplies
necessary to perform and provide crisis case management and financial assistance
services.
4.4 Utilize the HSD Online Client Data System to document and record all services
provided and supported by MCHSD funds. This includes financial assistance
services and non-financial services provided by Contractor staff/volunteers
supported with MCHSD funds.
4.5 Data entry of all services and/or applications must be complete by the 5t h business
day of the following month.
4.6 Ensure that applications for MCHSD funded assistance are reviewed for quality
assurance prior to submission to MCHSD for payment authorization.
4.7 Ensure that completed applications for financial assistance are submitted to MCHSD
within five days of application intake.
5.0 SERVICE GOALS:
5.1 To assist low income individuals or households reduce or eliminate barriers to initial
or continuous employment.
5.2 To assist households in improving housing conditions and lowering utility costs
through home weatherization, repair or replacement of utility related appliances,
home repairs.
5.3 To reduce homelessness and help families move from unaffordable or unsafe
housing by assisting with first month rent, rental security deposits and/or utility
deposits.
5.4 To prevent homelessness by assisting families with eviction prevention rent
assistance, mortgage foreclosure assistance and/or utility assistance.
5.5 To assist low-income families in accessing or maintaining telephone service through
enrollment in telephone discount programs.
Maricopa County 1 Luman Services Department
•

Section III Work Statement Page 4
5.6 To ensure that individuals know about and can access other community resources
and programs through provision of community information and referral.
5.7 To reduce immediate hunger by providing food boxes or referrals to sources of
immediate food.
5.8 To assist low-income energy burdened households maintain self-sufficiency through
enrollment in various utility discount programs.
5.9 To support households in maintaining or achieving self-sufficiency through crisis
case management to meet the household's immediate and basic needs.
5.10 To assist low-income individuals and/or households in achieving an increase in
financial assets and/or financial skills to achieve or maintain self-sufficiency.
WORK STATEMENT RESPONSES
6.0 ADMINISTRATIVE:
6.1 Describe the agency's policies, procedures and training for staff and/or volunteers in
regards to the confidentiality of clients and client related information. Include how
and when the training occurs and where the training is documented.
All assigned to the Community Action Program are trained in the confidentiality
policies by the Director or a designee upon hire. Policies are available electronically
on the City server for reference. All client files are kept securely locked. Staff
works in a cubicle environment, therefore efforts are made to stagger appointments
to safeguard confidentiality. Conference rooms are available for screenings when
requested. Any training provided is documented through notes of the training
taken during training sessions. The notes are captured by staff person receiving the
training for their future use and reference. A record of any training will be
documented and placed in the employee's personnel file.
6.2 Describe the agency's training of staff and volunteers in regards to the agency
grievance/problem solving procedures of the agency.
All staff are trained in the agency's grievance process, by the Director or a designee
upon hire. This process ensures that all clients receive the Rights and
Responsibilities form when they meet with the case workers with whom they will be
working. During individual appointments case workers discuss these rights and
responsibilities in addition to providing a notice of eligibility/denial/appeal to the
client. Any person seeking assistance from the Community Action Program who
feels he/she has not been treated fairly may appeal any decision by filing a
grievance.
Maricopa County Human Services Department

Section III Work Statement Page 5
6.3 Describe the training of staff on the agency's non-discrimination policy.
All staff are trained in the agency's non-discrimination policy. Any resident/client
who feels he or she has not been treated fairly may appeal any decision or treatment
by staff by filing a grievance.
6.4 Describe the procedure that ensures equal access to programs and services for
individuals with disabilities, and the reasonable accommodations that ensure
compliance with the Americans with Disabilities Act.
The Avondale Community Center and the Care 1st Avondale Resource and
Housing Center allow access to those who have limited mobility. Each building is
ADA compliant.
6.5 Describe how the agency will ensure that services are available to non-English
speaking, hearing impaired, and vision impaired individuals and how services are
appropriate to the language, culture, and geographic location of the target
population.
We contract with Valley Center for the Deaf to provide translation services for deaf
clients in addition to having a 'IDD service and telephone relay service. We have
staff that are bi-lingual in English and Spanish. For non-English or non-Spanish
clients or those with a vision impairment, we ask for a reasonable time to access
possible accommodations.
6.6 Indicate sources of agency funding and amounts from entities other than MCHSD
that support administration and operating costs of the agency including the
value of in-kind contributions.
The City of Avondale supports the Community Action Program. In addition, we
anticipate receiving funding through the City of Goodyear to support community
action initiatives.
ENTITY FUNDING IN-KIND 1N-KIND TYPE
AMOUNT $ VALUE
City of Avondale $ 181,825 $
Goodyear $ 20,000 $
$ $
6.7 Describe how the agency will ensure that no direct services, utilizing MCHSD
operations or financial assistance funds, will be provided to clients by agency staff
Maricopa County Human Services Department

Section III Work Statement Page 6
and/or volunteers until all appropriate background checks for employment through
Central Registry have been conducted and satisfactory results received by the
County.
Prior to the date of hire, new employees, subcontractors and volunteers, whether
paid or not, are submitted for the Central Registry clearance. The required forms
are submitted to MCHSD via email. New hires do not provide direct services until
authorization is obtained from MCHSD.
7.0 PROCEDURES FOR CRISIS CASE MANAGEMENT AND FINANCIAL
ASSISTANCE SERVICES:
7.1 Describe agency procedures for how clients are scheduled for application intake
ensuring that people in crisis situations, including those who are homeless, about to
become homeless, or have impending utility shutoff, are given priority in the
scheduling process.
With the current economic recession we continue to have a large number of
families that are losing their homes and/or their jobs. Because the demand for CAP
assistance is much larger than we are able to provide with limited staff and financial
resources, we have integrated technology into our application process. We
currently use an automated call system to determine which individuals receive
appointments. On the first working day of each week at Sam, the system gleans
contact information from each caller requesting assistance. Each caller receives a
return call for either an appointment and/or additional referrals to other agencies
that may provide assistance. If a resident presents with an impending homeless
situation they may be referred to the Homeless Prevention Rapid Re-housing
Program or given information for the shelter hotline number. While our resources
are limited we refer to other agencies that may be able to assist residents of our
service area.
7.2 Describe how the agency accommodates clients who require an appointment outside
of regular business hours.
The CAP office is open Monday through Friday between the hours of 8:00 a.m. and
5:00 p.m. Clients who are not available during those hours may be seen earlier in
the morning or later in the evening. Home visits are available if needed.
7.3 Describe how agency ensures program access for persons who are
homebound.
Case workers make home visits to those residents who are homebound..
Maricopa County Human Services Department

Section III Work Statement Page 7
7.4 Describe the services in place to assist individuals when MCHSD financial assistance
service funds have been depleted.
The City of Avondale provides funding through the General Fund to assist
residents who ate not eligible for Maricopa County funds or when those funds have
been depleted. We also partner to administer the Salvation Army SHARE program
which helps fill in the gap for need in utility assistance. We manage funds carefully
so that we are rarely without some funding source. If we were to run out of
funding we would only be able to refer residents to other agencies.
7.5 Describe the process for documenting client crisis reason, needs, service(s)
requested, services provided, and staff time spent with or on behalf of the client into
the HSD Online Client Data System.
1. The Social Services Coordinators complete the application for assistance and
determine eligibility.
2. The application is reviewed through the QA system and returned to the Social
Services Coordinators for any necessary corrections.
3. Data is entered into the MCHSD database system.
4. Guarantees are faxed to the appropriate utility company.
5. Vouchers ate sent to landlords to ensure that residents are not evicted.
6. The timeline is 18 hours from the intake date.
7.6 Describe agency process and procedures for obtaining and retaining all required
client verification and documentation in client file.
Social Services Coordinators will request and copy participant's eligibility
determination verifications and documents. These copies will be placed in the case
file before services are approved. The case workers are responsible for the
information required in the case file. Appropriate verifications and documents will
depend on the fund source used as described in the MCHSD/CSD Program Policy
and Procedures Handbook.
8.0 MCHSD- FUNDED FINANCIAL ASSISTANCE:
8.1 Describe agency process and procedures for notifying and advising all applicants of
their rights, responsibilities, the agency grievance/problem solving procedures,
including the provision to each client the approval/denial/appeal for services form_
provided by MCHSD.
Maricopa County Human Services Department

Section III Work Statement Page 8
All participants receive the Rights and Responsibilities form during their first
appointment. During individual5r appointments case workers discuss these rights in
addition to providing a notice of eligibility/denial/appeal to the client. Any person
seeking assistance from the Avondale Community Action Program who feels
he/she has not been treated fairly may appeal any decision by filing a grievance.
8.2 Describe the agency application quality assurance review process and the staff
position(s) responsible for application quality assurance review prior to submittal to
MCHSD.
There is one CAP staff member who is responsible for the quality review of
applications. Each case is reviewed for potential errors before the application is
submitted to Maricopa County Human Services Department. When an error is
found, the application is returned to the staff member responsible for the error and
the error is corrected.
8.3 Describe agency process and procedure for responding in a timely manner to
MCHSD when notified to clarify and/or correct client application or data entry
errors. Include staff position(s) responsible for responding to these requests.
When a correction request is received from Maricopa County Human Services
Department (MCHSD) staff, the Family Services Manager gives a copy to the
staff member responsible for Quality Assurance. The QA worker will review the
error and return it to the responsible case manager for correction. The correction
will be made within 24 hours and returned to the QA worker for re-submission to
MCHSD. The corrected information including any requested copies will be entered
into the case file. The Family Services Manager will be responsible that this process
is followed. Repeated errors will be addressed in staff meetings as a training
opportunity.
8.4 Describe agency process and procedures for the appropriate security, completion
and issuance of MCHSD Financial Assistance Vouchers. MCHSD Financial
Assistance Vouchers shall be treated as currency and kept secure. The agency shall
determine which staff are authorized to sign completed vouchers, and provide
MCHSD with the list of authorized staff, and update as needed.
1. The caseworkers determine eligibility, complete the application for
assistance, enter the application into the HSD database, and have the client
signs the application and the voucher.
2. The application is reviewed through the QA system and returned to the case
workers for any necessary corrections.
3. Vouchers are signed by three specific CAP staff members.
4. Data is entered into the MCHSD database system.
Maricopa County Human Services Department

Section III Work Statement Page 9
5. Vouchers may be picked up by the landlord, may be hand delivered to the
landlord, in some situations the client might be given the voucher to take to the
landlord, or the voucher is faxed if the landlord is out of town.
6. The timeline for completing this process is five working days from the intake
date.
7. Vouchers are stored in a locked cabinet. This cabinet is locked when the staff
member is away from the office.
8.5 Describe agency procedures for making and documenting utilibi assistance
guarantees consistent with the criteria below:
8.5.1 Crisis assistance is provided within 48 hours after a household applies, if the
household is eligible for such assistance;
Once a household applies and is determined to be eligible a guarantee of assistance
is completed within 48 hours by Community Action Program staff. The assigned
case worker completes a quality review of the file and then completes the
appropriate procedure for the guarantee. APS guarantees are completed online and
SWG and SRP guarantees are completed via fax.
8.5.2 Crisis assistance is provided within 18 hours after a household applies, if a
life-threatening situation exists and the household is determined eligible for
such assistance.
(If a utility vendor agrees to wait for payment or accepts a guarantee, this will address
the criteria above. Documentation of arrangement or guarantee is required.)
If a life threatening situation exists within a household, the Family Services Manager
immediately forwards the information to a Community Action Program case
worker who will conduct a prescreening to determine if the client is eligible for
services provided through either CAP or City of Avondale Crisis funds. If the client
is not eligible, the guarantee will be made immediately with the vendor and is
subject to their internal processes. If the client is not eligible, e.g. received
assistance in past twelve months or does not have the necessary documentation,
then the family is provided referrals to other agencies that may be able to provide
assistance.
8.6 Describe agency process or procedure for the provision of energy conservation
education to all applicants receiving utility assistance.
Residents requesting utility assistance will be required to receive energy
conservation education. This information is provided by the case workers and may
be in the form of verbal or written information.
Maricopa County Human Services Department

Section III Work Statement Page 10
8.7 Describe agency process to ensure all clients receive energy education, and that at
least 50% of clients receiving LIHEAP-funded utility assistance receive targeted
energy-saving activities education, an Energy Savers Brochure, and is documented as
required in the HSD Online Client Data System.
All staff providing direct service are responsible for providing energy education to
clients. The staff review and discuss the Energy Savers Brochure with each client.
The EEO code is entered into the Maricopa County Human Services Department
database.
9.0 INFORMATION & REFERRAL:
9.1 Describe agency process or procedure for providing community information and
referral to clients, facilitating or coordinating those referrals with agencies, and
documenting, as appropriate and required, in the HSD Online Client Data System.
Information and referrals are routinely given to residents/clients to make up the
gap in services we are not able to offer. These referrals also supplement services we
have provided. Referrals are documented in the HSD Online Client Data System.
9.2 Describe agency process or procedure for the referral, via application, of individuals
to the weatherization program and the repair/replacement of utility-related
appliances program and for obtaining all required client verification and
documentation.
During the applicant assessment the case workers inquires about weatherization and
appliance repair/replacement needs. If there are identified needs, a referral is made
to MCHSD/CSD via a completed application. The application and required
documents/information are sent to MCHSD/CSD who will determine application
eligibility.
9. 3 Describe agency process or procedure for the enrollment of eligible individuals in
appropriate utility and telephone discount programs, such as the Telephone
Assistance Program (TAP), Southwest Gas Discount Program (LIRA), APS E-3
Discount Program, SRP Economy Price Plan Discount and the Lifeline Telephone
Assistance Program.
Case workers are responsible for providing the discount applications to participants.
Staff will assist participants with the completion and mailing of applications. These
services are data entered into the MCHSD/CSD client database.
9.4 Describe agency process for assisting individuals with completion of forms for
federal and state social service programs such as AHCCCS or SNAP (supplemental
nutrition assistance program, formerly food stamps).
When Community Action Program clients request assistance with completing
federal or state social service program forms the Social Services Coordinators are
Maricopa County I. furnan Services Department

Section III Work Statement Page 11
available to assist them by scheduling an appointment for health insurance
enrollment and SNAP eligibility screenings provided co-located at the Care1st
Avondale Resource and Housing Center. Through the current contract,
appointments are available in English and Spanish. This is particularly valuable for
the clients we serve who have limited English skills.
10.0 MATERIALS/SERVICES PROVIDED BY MCHSD:
10.1 Maticopa Comn0 Human Services Department/ Commmni0 Services Division Policy 6— Procedure
Handbook.
10.2 HSD Online Client Data System.
10.3 Training and technical assistance on:
• MCHSD funded crisis case management and financial assistance services
• Use of the HSD Online Client Data System
• Required Reports and Forms
10.4 Fiscal monitoring, program monitoring and client file review.
10.5 MCHSD Financial Assistance Vouchers.
10.6 Other forms as necessary.
11.0 REPORTING REQUIREMENTS:
MCHSD reserves the right to add, remove, or revise reporting requirements at its discretion.
Contractor shall submit the following to MCHSD/CSD:
Results Oriented Management and Accountability (ROMA) data and/or reports no
later than the 10 th business day after the end of each quarter of the fiscal year.
11.2 Annual Leveraging Report no later than 45 days after the end of the contract year.
The report is to include agency funding and amounts received by agency from
entities other than Maricopa County Human Services Department that support
administration and operating costs of the Contractor, including the value of in-kind
contributions.
11.3 Submit other reports as required by MCHSD.
11.4 Reports will be submitted to:
Maricopa County Human Services Department
Community Services Division
234 N. Central Avenue, Suite 3000
Phoenix, AZ 85004
Maricopa County Human Services Department

SECTION IV
COMPENSATION
Maricopa County
Human Services
Maricopa County Human Services Department

Section IV Compensation Page 1
A. COMPENSATION
Subject to the availability and authorization of funds for the explicit purposes set forth in this
Agreement, County shall pay the Contractor compensation for services rendered.
B. REIMBURSEMENT
1. Effective July 1, 2013 through June 30, 2014, Contractor shall be reimbursed as set forth under
this Agreement.
2. During the term of this Agreement, the maximum amount of compensation due to the
Contractor from the County, for any and all services performed by the Contractor for the
obligations and duties herein, shall not exceed the amount(s) in Attachment A.
C. METHOD OF PAYMENT
Subject to receipt of a proper invoice and upon approval by the County during the term of this
Agreement, County shall pay the Contractor no more than monthly and based on performance of
the duties described herein by the Contractor as follows:
1. Subject to the availability of funds, the Department shall reimburse the Contractor for all
allowable costs associated with the performance of work and the provision of services under
this Agreement. Reimbursement for this Contract shall be limited to the total amount of the
Contract award and per Attachment A.
2. On or before the tenth (10 th) working day of the month following a month of service delivery
by the Contractor, the Contractor shall submit to the MCHSD Community Services Division,
a Financial Claim Form (Claim) as the Contractor's invoice for allowable costs incurred during
the billing period. A template Claim form shall be provided by the MCHSD/CSD to the
Contractor for its use. Sufficient backup shall also be attached to this Claim, such as a General
Ledger excerpt or detailed Expenditure Report, with the included charges circled or
highlighted.
The Financial Claim and backup will be submitted to MCHSD/CSD before payment(s) can be
made by the County as provided for under this Agreement.
3. Provided that the maximum reimbursable amount is not exceeded, the Contractor may deviate,
plus or minus 10% from the amounts identified in the Contract itemized service budget
category subtotals.
4. Changes exceeding the above stated deviation from itemized service budget category subtotals
will require a Change Order as specified in Special Provisions' Section F, Changes Originated
by the Department clause, or a formal Amendment, as specified in General Provisions' Section
D, Amendments, of this Agreement.
Maricopa County Human Services Department

Section IV Compensation Page 2
5. Should the MCHSD Community Services Division make a disallowance in the claim, the claim
shall be processed for the reduced amount. If the Contractor protests the amount or the
reasons for a disallowance, the protest shall be construed as a dispute concerning a question of
fact within the meaning of General Provisions' Section I, Disputes, of this Agreement.
ivIaricopa County Human Services Department

Section IV Compensation Page 3
ATTACHMENT A - OPERATING BUDGET for SFY14
July 1,2013 to June
Contract Operating Budget - MCHSD 30, 2014
City of
CONTRACTOR: Avondale
Service: Crisis Case Management and Financial Assistance
Services
Revenue Sources
MCHSD* 91,256.00
Total Revenues 91,256.00
Budget Categories
Personnel / ERE 80,755.00
Travel/Materials & Supplies/Operating Services 10,501.00
Total Expenses 91,256.00
*Funding will be allocated internally on a
monthly basis
by Maricopa County Human Services
Department/Financial Services.
Based on fund availability, funds utilized may include, but
are not limited to:
SSBG, TANF, LIHEAP, County Funds and
CSBG
Maricopa County Human Services Department

CONTRACTOR HOURS OF OPERATION & SERVICE AREA
Maricopa County
Human Services Department
Maricopa County I Iuman Services Department

•
SERVICE Area B-1
Day
Service Day Day
COMMUNITY Attachment Veteran's Thanksgiving Christmas (specify)
THE AREA Community map 0
Pagel OF in
West indicated
indicated. DESCRIPTION Central as Hashanah Kippur Day
B Rosh Yam Columbus (specify)
operation OF
Area ATTACHMENT of hours HOURS OPERATION Friday — to by Friday — to to p.m. on by
the & a.m. p.m. arrangement. a.tri. p.m. 5 and Saturday's arrangement
Service during DAYS Monday 8:00 5:00 Monday 9:00 5:00 After 7p.m Day Christmas
— holiday): Day
and CHART available SUB N/A Independence Day Before
Operation be applicable Memorial Labor Day
will and for (33 El El D
of LOCATION below SERVICE(S) Assistance box
Hours Management (darken
specified below birthday —
Contractor FACILITY locations CONTRACT Case Financial marked Day Holiday
and Crisis and Services holidays Washington's President's Friday
facilities Good Floating
FAX those 0 El 0 0
the at AND PROVIDED Housing on open Department
V only PHONE BE and (fax) be not Birthday
Section delivered WILL Center Center will JR's Services
be shall ADDRESS, Location(s)/Office(s) Resource Office 623-333-0270 above Day King birthday HOLIDAYS: Thanksgiving Human
SERVICE(S) Community Street 85323 (fax) Ave 85323 Office Community Street 85323 listed Year's Luther
Services FACILITY, Third AZ Avondale Western AZ Third AZ facility(s) New Lincoln's OTHER After County
Contract OF WHERE NO. Avondale S. Avondale, 623-333-2700 623-333-0270 st W. Avondale, 623-333-2751 Administrative Administrative Avondale S. Avondale, 623-333-2700 The El Martin El El Day El 0 Maricopa
NAME Service 1007 Carel Center 328 1007

Area
Service
and
Operation
of Boundary
Hours
Community
Contractor Indian
River
Gila
Department
Services
Human
County
Maricopa