COLL CONSULTING, LLC CONTRACT FOR PH RFP 260029.PDF

Serial # PH RFP 260029 
 
 
Page 1 of 62 
 
 
 
 
CONTRACT PURSUANT TO PH RFP 260029 
 
 
This Contract is entered into this 1st day of February 2026 and between Maricopa County (“County”), a political 
subdivision of the State of Arizona, and Coll Consulting, LLC, an Arizona corporation (“Contractor”) for the 
purchase of services related to Emergency Management Planning Services.  
 
1.0 
CONTRACT TERM: 
 
1.1 
This Contract is for a term of twenty-four (24) months, beginning on the 1st day of February 2026 
and ending the 31st day of January 2027.  
 
1.2 
The County may, at its option and with the agreement of the Contractor, renew the term of this 
Contract for additional terms up to a maximum of three (3) additional years, (or at the County’s sole 
discretion, extend the contract on a month-to-month basis for a maximum of six (6) months after 
expiration).  The County shall notify the Contractor in writing of its intent to extend the Contract 
term at least sixty (60) calendar days prior to the expiration of the original contract term, or any 
additional term thereafter. 
 
1.3 
CONTRACT COMPLETION: 
 
The Contractor shall make all reasonable efforts for an orderly transition of its duties and 
responsibilities to another provider and/or to the County.  This may include, but is not limited to, 
the preparation of a transition plan and cooperation with the County or other providers in the 
transition. The transition includes the transfer of all records, and other data in the possession, 
custody or control of Contractor required to be provided to the County either by the terms of this 
agreement or as a matter of law. The provisions of this clause shall survive the expiration or 
termination of this agreement. 
 
2.0 
PRICE ADJUSTMENTS: 
 
Any requests for reasonable price adjustments must be submitted sixty (60) calendar days prior to the 
Contract expiration date.  Requests for adjustment in cost of labor and/or materials must be supported by 
appropriate documentation.  The reasonableness of the request will be determined by comparing the request 
with the Consumer Price Index or by performing a market survey. If County agrees to the adjusted price 
terms, County shall issue written approval of the change and provide an updated version of the Contract. The 
new change shall not be in effect until the date stipulated on the Contract. 
 
3.0 
PAYMENTS: 
 
3.1 
As consideration for performance of the duties described herein, County shall pay Contractor the 
sum(s) stated in Exhibit “A.” 
 
3.2 
Payment shall be made upon the County’s receipt of a properly completed invoice. 
 
3.3 
INVOICES:

Serial # PH RFP 260029 
 
Page 2 of 62 
 
3.3.1 
The Contractor shall submit one (1) legible copy of their detailed invoice before payment(s) 
will be made. Incomplete invoices will not be processed.  At a minimum, the invoice must 
provide the following information: 
 
• 
Company name, address and contact 
• 
County bill-to name and contact information 
• 
Contract Serial Number and Title 
• 
County purchase order number 
• 
Invoice number and date 
• 
Payment terms 
• 
Date of service or delivery 
• 
Quantity (number of days or weeks) 
• 
Contract Item number(s) 
• 
Description of Purchase (product or services) 
• 
Pricing per unit of purchase 
• 
Extended price 
• 
Total Amount Due 
  
3.3.2 
Problems regarding billing or invoicing shall be directed to the Department as listed on the 
Purchase Order. 
  
3.3.3 
Payment shall only be made to the Contractor by Accounts Payable through the Maricopa 
County Vendor Express Payment Program.  This is an Electronic Funds Transfer (EFT) 
process.  After Contract Award the Contractor shall complete the Vendor Registration 
Form located on the County Department of Finance Vendor Registration Web Site located 
at https://azdom-vss-ext.hostams.com/PRDVSS2X1/Advantage4  
  
3.3.4 
Discounts offered in the contract shall be calculated based on the date a properly completed 
invoice is received by the County.  
  
3.3.5 
EFT payments to the routing and account numbers designated by the Contractor will 
include the details on the specific invoices that the payment covers.  The Contractor is 
required to discuss remittance delivery capabilities with their designated financial 
institution for access to those details. 
 
3.4 
APPLICABLE TAXES: 
 
3.4.1 
Payment of Taxes: The Contractor shall pay all applicable taxes. With respect to any 
installation labor on items that are not attached to real property performed by Contractor 
under the terms of this Contract, the installation labor cost and the gross receipts for 
materials provided shall be listed separately on the Contractor’s invoices. 
 
3.4.2 
State and Local Transaction Privilege Taxes: To the extent any State and local transaction 
privilege taxes apply to sales made under the terms of this Contract it is the responsibility 
of the seller to collect and remit all applicable taxes to the proper taxing jurisdiction of 
authority. 
 
3.4.3 
Tax Indemnification: Contractor and all subcontractors shall pay all Federal, State, and 
local taxes applicable to its operation and any persons employed by the Contractor. 
Contractor shall require all subcontractors to hold Maricopa County harmless from any 
responsibility for taxes, damages and interest, if applicable, contributions required under 
Federal, and/or State and local laws and regulations, and any other costs including 
transaction privilege taxes, unemployment compensation insurance, Social Security, and 
Worker’s Compensation. 
 
3.5 
TAX (SERVICES):

Serial # PH RFP 260029 
 
Page 3 of 62 
 
No tax shall be invoiced or paid against Contractor’s labor. It is the responsibility of the Contractor 
to determine any and all applicable taxes.  
 
4.0 
AVAILABILITY OF FUNDS: 
 
4.1 
The provisions of this Contract relating to payment for services shall become effective when funds 
assigned for the purpose of compensating the Contractor as herein provided are available to County 
for disbursement.  The County shall be the sole judge and authority in determining the availability 
of funds under this Contract.  County shall keep the Contractor fully informed as to the availability 
of funds. 
 
4.2 
If any action is taken by, any State agency, Federal department, or any other agency or 
instrumentality to suspend, decrease, or terminate its fiscal obligations under, or in connection with, 
this Contract, County may amend, suspend, decrease, or terminate its obligations under, or in 
connection with, this Contract.  In the event of termination, County shall be liable for payment only 
for services rendered prior to the effective date of the termination, provided that such services are 
performed in accordance with the provisions of this Contract.  County shall give written notice of 
the effective date of any suspension, amendment, or termination under this Section, at least ten (10) 
days in advance. 
 
5.0 
DUTIES: 
 
5.1 
The Contractor shall perform all duties stated in Exhibit “B” or included in assigned Task Order. 
 
5.2 
Compensation shall be based on pre-determined rates included in Exhibit D.  
 
5.3 
Any additions or changes to the line items on Exhibit D shall be negotiated prior to the services 
being rendered. Such change shall be agreed upon and signed by both parties and be made a part of 
the contract. 
 
6.0 
TERMS AND CONDITIONS: 
 
6.1 
INDEMNIFICATION: 
 
To the fullest extent permitted by law, and to the extent that claims, damages, losses or expenses are 
not covered and paid by insurance purchased by the Contractor, the Contractor shall defend 
indemnify and hold harmless the County (as Owner), its agents, representatives, agents, officers, 
directors, officials, and employees from and against all claims, damages, losses, and expenses 
(including, but not limited to attorneys' fees, court costs, expert witness fees, and the costs and 
attorneys' fees for appellate proceedings) arising out of, or alleged to have resulted from the 
negligent acts, errors, omissions, or mistakes relating to the performance of this Contract. 
 
Contractor's duty to defend, indemnify, and hold harmless the County, its agents, representatives, 
agents, officers, directors, officials, and employees shall arise in connection with any claim, damage, 
loss, or expense that is attributable to bodily injury, sickness, disease, death or injury to, impairment 
of, or destruction of tangible property, including loss of use resulting there from, caused by negligent 
acts, errors, omissions, or mistakes in the performance of this Contract, but only to the extent caused 
by the negligent acts or omissions of the Contractor, a subcontractor, any one directly or indirectly 
employed by them, or anyone for whose acts they may be liable, regardless of whether or not such 
claim, damage, loss, or expense is caused in part by a party indemnified hereunder. 
 
The amount and type of insurance coverage requirements set forth herein will in no way be construed 
as limiting the scope of the indemnity in this paragraph. 
 
The scope of this indemnification does not extend to the sole negligence of County. 
 
6.2 
INSURANCE:

Serial # PH RFP 260029 
 
Page 4 of 62 
 
6.2.1 
Contractor, at Contractor’s own expense, shall purchase and maintain the herein stipulated 
minimum insurance from a company or companies duly licensed by the State of Arizona 
and possessing a current A.M. Best, Inc. rating of B++. In lieu of State of Arizona licensing, 
the stipulated insurance may be purchased from a company or companies, which are 
authorized to do business in the State of Arizona, provided that said insurance companies 
meet the approval of County.  The form of any insurance policies and forms must be 
acceptable to County. 
 
 
 
6.2.2 
All insurance required herein shall be maintained in full force and effect until all work or 
service required to be performed under the terms of the Contract is satisfactorily completed 
and formally accepted.  Failure to do so may, at the sole discretion of County, constitute a 
material breach of this Contract. 
 
6.2.3 
Contractor’s insurance shall be primary insurance as respects County, and any insurance 
or self-insurance maintained by County shall not contribute to it. 
 
6.2.4 
Any failure to comply with the claim reporting provisions of the insurance policies or any 
breach of an insurance policy warranty shall not affect the County’s right to coverage 
afforded under the insurance policies. 
 
6.2.5 
The insurance policies may provide coverage that contains deductibles or self-insured 
retentions. Such deductible and/or self-insured retentions shall not be applicable with 
respect to the coverage provided to County under such policies.  Contractor shall be solely 
responsible for the deductible and/or self-insured retention and County, at its option, may 
require Contractor to secure payment of such deductibles or self-insured retentions by a 
surety bond or an irrevocable and unconditional letter of credit. 
 
6.2.6 
The insurance policies required by this Contract, except Workers’ Compensation and 
Errors and Omissions, shall name County, its agents, representatives, officers, directors, 
officials and employees as Additional Insureds. 
 
6.2.7 
The policies required hereunder, except Workers’ Compensation and Errors and 
Omissions, shall contain a waiver of transfer of rights of recovery (subrogation) against 
County, its agents, representatives, officers, directors, officials and employees for any 
claims arising out of Contractor’s work or service. 
 
6.2.8 
Commercial General Liability: 
 
Commercial General Liability insurance and, if necessary, Commercial Umbrella 
insurance with a limit of not less than $2,000,000 for each occurrence, $4,000,000 
Products/Completed Operations Aggregate, and $4,000,000 General Aggregate Limit.  The 
policy shall include coverage for premises liability, bodily injury, broad form property 
damage, personal injury, products and completed operations and blanket contractual 
coverage, and shall not contain any provisions which would serve to limit third party action 
over claims.  There shall be no endorsement or modifications of the CGL limiting the scope 
of coverage for liability arising from explosion, collapse, or underground property damage. 
 
6.2.9 
Automobile Liability: 
 
Commercial/Business Automobile Liability insurance and, if necessary, Commercial 
Umbrella insurance with a combined single limit for bodily injury and property damage of 
not less than $2,000,000 each occurrence with respect to any of the Contractor’s owned, 
hired, and non-owned vehicles assigned to or used in performance of the Contractor’s work 
or services or use or maintenance of the premises under this Contract.  
 
6.2.10 
Workers’ Compensation:

Serial # PH RFP 260029 
 
Page 5 of 62 
 
Workers’ Compensation insurance to cover obligations imposed by Federal and State 
statutes having jurisdiction of Contractor’s employees engaged in the performance of the 
work or services under this Contract; and Employer’s Liability insurance of not less than 
$1,000,000 for each accident, $1,000,000 disease for each employee, and $1,000,000 
disease policy limit.  
 
Contractor, its contractors and its subcontractors waive all rights against Contract and its 
agents, officers, directors and employees for recovery of damages to the extent these 
damages are covered by the Workers’ Compensation and Employer’s Liability, or 
commercial umbrella liability insurance obtained by Contractor, its contractors and its 
subcontractors pursuant to this Contract. 
 
6.2.11 
Certificates of Insurance: 
 
6.2.11.1 Prior to Contract award, Contractor shall furnish the County with valid and 
complete certificates of insurance, or formal endorsements as required by the 
Contract in the form provided by the County, issued by Contractor’s insurer(s), as 
evidence that policies providing the required coverage, conditions and limits 
required by this Contract are in full force and effect.  Such certificates shall 
identify this contract number and title. 
 
6.2.11.2 In the event any insurance policy(ies) required by this Contract is(are) written on 
a claims made basis, coverage shall extend for two years past completion and 
acceptance of Contractor’s work or services and as evidenced by annual 
Certificates of Insurance. 
 
6.2.11.3 If a policy does expire during the life of the Contract, a renewal certificate must 
be sent to County fifteen (15) calendar days prior to the expiration date. 
 
6.2.12 
Cancellation and Expiration Notice: 
 
Applicable to all insurance policies required within the Insurance Requirements of this 
Contract, Contractor’s insurance shall not be permitted to expire, be suspended, be 
canceled, or be materially changed for any reason without thirty (30) days prior written 
notice to Maricopa County. Contractor must provide to Maricopa County, within two (2) 
business days of receipt, if they receive notice of a policy that has been or will be 
suspended, canceled, materially changed for any reason, has expired, or will be 
expiring.  Such notice shall be sent directly to Maricopa County Office of Procurement 
Services and shall be mailed, or hand delivered, to 4041 N. Central Avenue, #1400, 
Phoenix, AZ 85012 or emailed to the Procurement Officer noted in the solicitation. 
 
6.3 
FORCE MAJEURE: 
 
6.3.1 
Neither party shall be liable for failure of performance, nor incur any liability to the other 
party on account of any loss or damage resulting from any delay or failure to perform all 
or any part of this Contract if such delay or failure is caused by events, occurrences, or 
causes beyond the reasonable control and without negligence of the parties.  Such events, 
occurrences, or causes will include Acts of God/Nature (including fire, flood, earthquake, 
storm, hurricane or other natural disaster), war, invasion, act of foreign enemies, hostilities 
(whether war is declared or not), civil war, riots, rebellion, revolution, insurrection, military 
or usurped power or confiscation, terrorist activities, nationalization, government sanction, 
lockout, blockage, embargo, labor dispute, strike, interruption or failure of electricity or 
telecommunication service. 
 
6.3.2 
Each party, as applicable, shall give the other party notice of its inability to perform and 
particulars in reasonable detail of the cause of the inability.  Each party must use best 
efforts to remedy the situation and remove, as soon as practicable, the cause of its inability 
to perform or comply.

Serial # PH RFP 260029 
 
Page 6 of 62 
 
 
6.3.3 
The party asserting Force Majeure as a cause for non-performance shall have the burden 
of proving that reasonable steps were taken to minimize delay or damages caused by 
foreseeable events, that all non-excused obligations were substantially fulfilled, and that 
the other party was timely notified of the likelihood or actual occurrence which would 
justify such an assertion, so that other prudent precautions could be contemplated. 
 
6.4 
WARRANTY OF SERVICES: 
 
6.4.1 
The Contractor warrants that all services provided hereunder will conform to the 
requirements of the Contract, including all descriptions, specifications and attachments 
made a part of this Contract.  County’s acceptance of services or goods provided by the 
Contractor shall not relieve the Contractor from its obligations under this warranty. 
 
6.4.2 
In addition to its other remedies, County may, at the Contractor's expense, require prompt 
correction of any services failing to meet the Contractor's warranty herein.  Services 
corrected by the Contractor shall be subject to all the provisions of this Contract in the 
manner and to the same extent as services originally furnished hereunder. 
 
6.5 
INSPECTION OF SERVICES: 
 
6.5.1 
The Contractor shall provide and maintain an inspection system acceptable to County 
covering the services under this Contract.  Complete records of all inspection work 
performed by the Contractor shall be maintained and made available to County during 
Contract performance and for as long afterwards as the Contract requires. 
 
6.5.2 
County has the right to inspect and test all services called for by the Contract, to the extent 
practicable at all times and places during the term of the Contract.  County shall perform 
inspections and tests in a manner that will not unduly delay the work. 
 
6.5.3 
If any of the services do not conform to Contract requirements, County may require the 
Contractor to perform the services again in conformity with Contract requirements, at no 
cost to the County.  When the defects in services cannot be corrected by re-performance, 
County may: 
 
6.5.3.1 Require the Contractor to take necessary action to ensure that future performance 
conforms to Contract requirements; and 
 
6.5.3.2 Reduce the Contract price to reflect the reduced value of the services performed. 
 
6.5.4 
If the Contractor fails to promptly perform the services again or to take the necessary action 
to ensure future performance in conformity with Contract requirements, County may: 
 
6.5.4.1 By Contract or otherwise, perform the services and charge to the Contractor, 
through direct billing or through payment reduction, any cost incurred by County 
that is directly related to the performance of such service; or 
 
6.5.4.1 Terminate the Contract for default. 
 
6.6 
ORDERING AUTHORITY: 
 
Any request for purchase shall be accompanied by a valid purchase order, issued by Office of 
Procurement Services, a Purchase Order issued by the using Department or direction by a Certified 
Agency Procurement Aid (CAPA) with a Purchase Card for payment. 
 
6.7 
NO MINIMUM OR MAXIMUM PURCHASE OBLIGATION:

Serial # PH RFP 260029 
 
Page 7 of 62 
 
6.7.1 
This Contract does not guarantee any minimum or maximum purchases will be made. 
Orders will only be placed under this Contract when the County identifies a need and 
proper authorization and documentation have been approved. 
 
6.7.2 
Contractors agree to accept verbal notification of cancellation of Purchase Orders from the 
County Procurement Officer with written notification to follow. Contractor specifically 
acknowledges to be bound by this cancellation policy. 
 
6.8 
PURCHASE ORDERS: 
 
County reserves the right to cancel Purchase Orders within a reasonable period of time after 
issuance.  Should a Purchase Order be canceled, the County agrees to reimburse the Contractor for 
actual and documentable costs incurred by the Contractor in response to the Purchase Order. The 
County will not reimburse the Contractor for any costs incurred after receipt of County notice of 
cancellation, or for lost profits, shipment of product prior to issuance of Purchase Order, etc. 
 
6.9 
SUSPENSION OF WORK:  
 
The Procurement Officer may order the Contractor, in writing, to suspend, delay, or interrupt all or 
any part of the work of this contract for the period of time that the Procurement Officer determines 
appropriate for the convenience of the County.  No adjustment shall be made under this clause for 
any suspension, delay, or interruption to the extent that performance would have been so suspended, 
delayed, or interrupted by any other cause, including the fault or negligence of the Contractor.  No 
request for adjustment under this clause shall be granted unless the claim, in an amount stated, is 
asserted in writing as soon as practicable after the termination of the suspension, delay, or 
interruption, but not later than the date of final payment under the Contract. 
 
6.10 
STOP WORK ORDER:  
 
The Procurement Officer may, at any time, by written order to the Contractor, require the Contractor 
to stop all, or any part, of the work called for by this contract for a period of ninety (90) calendar 
days after the order is delivered to the Contractor, and for any further period to which the parties 
may agree. The order shall be specifically identified as a stop work order issued under this clause. 
Upon receipt of the order, the Contractor shall immediately comply with its terms and take all 
reasonable steps to minimize the incurrence of costs allocable to the work covered by the order 
during the period of work stoppage. Within a period of 90 calendar days after a stop-work is 
delivered to the Contractor, or within any extension of that period to which the parties shall have 
agreed, the Procurement Officer shall either:  
 
6.10.1 
Cancel the stop work order; or  
 
6.10.2 
Terminate the work covered by the order as provided in the Default, or the Termination for 
Convenience clause of this Contract. 
 
6.10.3 
The Procurement Officer may make an equitable adjustment in the delivery schedule 
and/or Contract price, or otherwise, and the Contract shall be modified, in writing, 
accordingly, if the Contractor demonstrates that the stop work order resulted in an increase 
in costs to the Contractor. 
 
6.11 
TERMINATION FOR CONVENIENCE: 
 
Maricopa County may terminate the Contract for convenience by providing sixty (60) calendar days 
advance notice to the Contractor. 
 
6.12 
TERMINATION FOR DEFAULT: 
 
The County may, by written notice of default to the Contractor, terminate this Contract in whole or 
in part if the Contractor fails to:

Serial # PH RFP 260029 
 
Page 8 of 62 
 
 
6.12.1 
Deliver the supplies or to perform the services within the time specified in this Contract or 
any extension. 
 
6.12.2 
Make progress, so as to endanger performance of this Contract; or  
 
6.12.3 
Perform any of the other provisions of this Contract.  
 
The County’s right to terminate this contract under these subparagraphs may be exercised if the 
Contractor does not cure such failure within ten (10) business days (or more if authorized in writing 
by the County) after receipt of the notice from the Procurement Officer specifying the failure. 
 
6.13 
STATUTORY RIGHT OF CANCELLATION FOR CONFLICT OF INTEREST: 
 
Notice is given that pursuant to A.R.S. § 38-511 the County may cancel any Contract without 
penalty or further obligation within three years after execution of the Contract, if any person 
significantly involved in initiating, negotiating, securing, drafting or creating the Contract on behalf 
of the County is at any time while the Contract or any extension of the Contract is in effect, an 
employee or agent of any other party to the Contract in any capacity or consultant to any other party 
of the Contract with respect to the subject matter of the Contract.  Additionally, pursuant to A.R.S 
§ 38-511 the County may recoup any fee or commission paid or due to any person significantly 
involved in initiating, negotiating, securing, drafting or creating the Contract on behalf of the County 
from any other party to the Contract arising as the result of the Contract. 
 
6.14 
CONTRACTOR LICENSE REQUIREMENT: 
 
The Contractor shall procure all permits, insurance, licenses and pay the charges and fees necessary 
and incidental to the lawful conduct of his/her business, and as necessary complete any required 
certification requirements, required by any and all governmental or non-governmental entities as 
mandated to maintain compliance with and in good standing for all permits and/or licenses.  The 
Contractor shall keep fully informed of existing and future trade or industry requirements, Federal, 
State and Local laws, ordinances, and regulations which in any manner affect the fulfillment of a 
Contract and shall comply with the same. Contractor shall immediately notify both Office of 
Procurement Services and the Department of all changes concerning permits, insurance, or licenses. 
 
6.15 
SUBCONTRACTING: 
 
6.15.1 
The Contractor may not assign to another contractor or subcontract to another party for 
performance of the terms and conditions hereof without the written consent of the County.  
All correspondence authorizing subcontracting must reference the Contract Number and 
identify the job project. 
 
6.15.2 
The Subcontractor’s rate for the job shall not exceed that of the Prime Contractor’s rate, as 
bid in the pricing section, unless the Prime Contractor is willing to absorb any higher rates, 
or the County has approved the increase.  The Subcontractor’s invoice shall be invoiced 
directly to the Prime Contractor, who in turn shall pass-through the costs to the County, 
without mark-up.  A copy of the Subcontractor’s invoice must accompany the Prime 
Contractor’s invoice. 
 
6.16 
AMENDMENTS: 
 
All amendments to this Contract shall be in writing and approved/signed by both parties. The 
designated Procurement Officer shall be responsible for approving all amendments for Maricopa 
County. 
 
6.17 
ADDITIONS/DELETIONS OF REQUIREMENTS:

Serial # PH RFP 260029 
 
Page 9 of 62 
 
The County reserves the right to add and/or delete materials and services to a Contract.  If a service 
requirement is deleted, payment to the Contractor will be reduced proportionately to the amount of 
service reduced in accordance with the bid price.  If additional materials or services are required 
from a Contract, prices for such additions will be negotiated between the Contractor and the County. 
 
6.18 
STRICT COMPLIANCE: 
 
Acceptance by County of a performance that is not in strict compliance with the terms of the 
Contract shall not be deemed to be a waiver of strict compliance with respect to all other terms of 
the Contract. 
6.19 
VALIDITY: 
 
The invalidity, in whole or in part, of any provision of this Contract shall not void or affect the 
validity of any other provision of the Contract. 
 
6.20 
SEVERABILITY: 
 
The removal, in whole or in part, of any provision of this Contract shall not void or affect the validity 
of any other provision of this Contract. 
 
6.21 
RIGHTS IN DATA: 
 
The County shall have the use of data and reports resulting from a Contract without additional cost 
or other restriction except as may be established by law or applicable regulation.  Each Party shall 
supply to the other Party, upon request, any available information that is relevant to a Contract and 
to the performance thereunder. 
 
6.22 
NON-DISCRIMINATION: 
 
Contractor agrees to comply with all provisions and requirements of Arizona Executive Order 2009-
09 including flow down of all provisions and requirements to any subcontractors. Executive Order 
2009-09 supersedes Executive order 99-4 and amends Executive order 75-5 and may be viewed and 
downloaded 
at 
the 
Arizona 
State 
Library 
Research 
website 
(http://azmemory.azlibrary.gov/cdm/singleitem/collection/execorders/id/680/rec/1) 
which 
is 
hereby incorporated into this contract as if set forth in full herein. During the performance of this 
Contract, Contractor shall not discriminate against any employee, client, or any other individual in 
any way because of that person’s age, race, creed, color, religion, sex, disability, or national origin. 
 
6.23 
CERTIFICATION REGARDING DEBARMENT AND SUSPENSION: 
 
6.23.1 
The undersigned (authorized official signing on behalf of the Contractor) certifies to the 
best of his or her knowledge and belief that the Contractor, it’s current officers and 
directors; 
 
6.23.1.1 are not presently debarred, suspended, proposed for debarment, declared 
ineligible, or voluntarily excluded from being awarded any contract or grant by 
any United States Department or Agency or any state, or local jurisdiction; 
 
6.23.1.2 have not within three (3) year period preceding this Contract;  
 
6.23.1.2.1 been convicted of fraud or any criminal offense in connection with 
obtaining, attempting to obtain, or as the result of performing a 
government entity (Federal, State or local) transaction or contract; and  
 
6.23.1.2.2 been convicted of violation of any Federal or State antitrust statues or 
conviction for embezzlement, theft, forgery, bribery, falsification or 
destruction of records, making false statements, or receiving stolen 
property regarding a government entity transaction or contract;

Serial # PH RFP 260029 
 
Page 10 of 62 
 
 
6.23.1.2.3 are not presently indicted or  criminally  charged by a government 
entity (Federal, State or local) with commission of any criminal 
offenses in connection with obtaining, attempting to obtain, or as the 
result of performing a government entity public (Federal, State or 
local) transaction or contract; and are not presently facing any civil 
charges from any governmental entity regarding obtaining, attempting 
to obtain, or from performing any governmental entity contract or 
other transaction; and have not within a three (3) year period preceding 
this Contract had any  public transaction (Federal, State or local) 
terminated for cause or default. 
 
6.23.1.3 If any of the above circumstances described in the paragraph are applicable to the 
entity submitting a bid for this requirement, include with your bid an explanation 
of the matter including any final resolution. 
 
6.23.2 
The Contractor shall include, without modification, this clause in all lower tier covered 
transactions (i.e., transactions with Subcontractors) and in all solicitations for lower tier 
covered transactions related to this Contract.   
 
6.24 
VERIFICATION REGARDING COMPLIANCE WITH A.R.S. §41-4401 AND FEDERAL 
IMMIGRATION LAWS AND REGULATIONS: 
 
6.24.1 
By entering into the Contract, the Contractor warrants compliance with the Immigration and 
Nationality Act (INA using E-verify) and all other Federal immigration laws and regulations 
related to the immigration status of its employees and A.R.S. §23-214(A).  The Contractor 
shall obtain statements from its subcontractors certifying compliance and shall furnish the 
statements to the Procurement Officer upon request.  These warranties shall remain in effect 
through the term of the Contract.  The Contractor and its subcontractors shall also maintain 
Employment Eligibility Verification forms (I-9) as required by the Immigration Reform and 
Control Act of 1986, as amended from time to time, for all employees performing work under 
the Contract and verify employee compliance using the E-verify system and shall keep a 
record of the verification for the duration of the employee’s employment or at least three (3) 
years, whichever is longer.  I-9 forms are available for download at USCIS.GOV. 
 
6.24.2 
The County retains the legal right to inspect Contractor and subcontractor employee 
documents performing work under this Contract to verify compliance with paragraph 6.24.1 
of this Section.  Contractor and subcontractor shall be given reasonable notice of the County’s 
intent to inspect and shall make the documents available at the time and date specified.  
Should the County suspect or find that the Contractor or any of its subcontractors are not in 
compliance, the County will consider this a material breach of the Contract and may pursue 
any and all remedies allowed by law, including, but not limited to; suspension of work, 
termination of the Contract for default, and suspension and/or debarment of the Contractor. 
All costs necessary to verify compliance are the responsibility of the Contractor. 
 
6.25 
INFLUENCE: 
 
As prescribed in MC1-1203 of the Maricopa County Procurement Code, any effort to influence an 
employee or agent to breach the Maricopa County Ethical Code of Conduct or any ethical conduct 
may be grounds for Disbarment or Suspension under MC1-902.  
  
An attempt to influence includes, but is not limited to: 
 
6.25.1 
A Person offering or providing a gratuity, gift, tip, present, donation, money, entertainment 
or educational passes or tickets, or any type of valuable contribution or subsidy, 
 
6.25.2 
That is offered or given with the intent to influence a decision, obtain a contract, garner 
favorable treatment, or gain favorable consideration of any kind.

Serial # PH RFP 260029 
 
Page 11 of 62 
 
 
If a Person attempts to influence any employee or agent of Maricopa County, the Chief Procurement 
Officer, or his designee, reserves the right to seek any remedy provided by the Maricopa County 
Procurement Code, any remedy in equity or in the law, or any remedy provided by this contract. 
 
6.26 
CONTRACTOR EMPLOYEE WHISTLEBLOWER RIGHTS AND REQUIREMENT TO IN
 
FORM EMPLOYEES OF WHISTLERBLOWER RIGHTS: 
 
6.26.1 
The Parties agree that this Contract and employees working on this Contract will be subject 
to the whistleblower rights and remedies in the pilot program on Contractor employee 
whistleblower protections established at 41 U.S.C. § 4712 by section 828 of the National 
Defense Authorization Act for Fiscal Year 2013 (Pub. L. 112–239) and section 3.908 of 
the Federal Acquisition Regulation. 
 
6.26.2 
Contractor shall inform its employees in writing, in the predominant language of the 
workforce, of employee whistleblower rights and protections under 41 U.S.C. § 4712, as 
described in section 3.908 of the Federal Acquisition Regulation.  Documentation of such 
employee notification must be kept on file by Contractor and copies provided to County 
upon request. 
 
6.26.3 
Contractor shall insert the substance of this clause, including this paragraph, in all 
subcontracts over the simplified acquisition threshold ($150,000 as of September 2013). 
 
6.27 
UNIFORM ADMINISTRATIVE REQUIREMENTS: 
 
By entering into this Contract, Contractor agrees to comply with all applicable provisions of Title 
2, Subtitle A, Chapter II, PART 200—UNIFORM ADMINISTRATIVE REQUIREMENTS, COST 
PRINCIPLES, AND AUDIT REQUIREMENTS FOR FEDERAL AWARDS contained in Title 2 
C.F.R. § 200 et seq. 
 
6.28 
ACCESS TO AND RETENTION OF RECORDS FOR THE PURPOSE OF AUDIT AND/OR 
OTHER REVIEW: 
 
6.28.1 
In accordance with section MC1-372 of the Maricopa County Procurement Code the 
Contractor agrees to retain (physical or digital copies of) all books, records, accounts, 
statements, reports, files, and other records and back-up documentation relevant to this 
Contract for six (6) years after final payment or until after the resolution of any audit 
questions which could be more than six (6) years, whichever is latest.  The County, Federal 
or State auditors and any other persons duly authorized by the Department shall have full 
access to, and the right to examine, copy and make use of, any and all said materials. 
 
6.28.2 
If the Contractor’s books, records, accounts, statements, reports, files, and other records 
and back-up documentation relevant to this Contract are not sufficient to support and 
document that requested services were provided, the Contractor shall reimburse Maricopa 
County for the services not so adequately supported and documented.  
 
6.29 
AUDIT DISALLOWANCES: 
 
If at any time it is determined by the County that a cost for which payment has been made is a 
disallowed cost, the County shall notify the Contractor in writing of the disallowance.  The course 
of action to address the disallowance shall be at sole discretion of the County, and may include 
either an adjustment to future invoices, request for credit, request for a check or a deduction from 
current invoices submitted by the Contractor equal to the amount of the disallowance, or to require 
reimbursement forthwith of the disallowed amount by the Contractor by issuing a check payable to 
Maricopa County. 
 
6.30 
OFFSET FOR DAMAGES:

Serial # PH RFP 260029 
 
Page 12 of 62 
 
In addition to all other remedies at Law or Equity, the County may offset from any money due to 
the Contractor any amounts Contractor owes to the County for damages resulting from breach or 
deficiencies in performance of the Contract. 
 
6.31 
CONFIDENTIAL INFORMATION: 
 
Any information obtained in the course of performing this Contract may include information that is 
proprietary or confidential to the County. This provision establishes the Contractor’s obligation 
regarding such information. 
 
The Contractor shall establish and maintain procedures and controls that are adequate to assure that 
no information contained in its records and/or obtained from the County or from others in carrying 
out its functions (services) under the Contract shall be used by or disclosed by it, its agents, officers, 
or employees, except as required to efficiently perform duties under the Contract. The Contractor’s 
procedures and controls at a minimum must be the same procedures and controls it uses to protect 
its own proprietary or confidential information. If, at any time during the duration of the Contract, 
the County determines that the procedures and controls in place are not adequate, the Contractor 
shall institute any new and/or additional measures requested by the County within fifteen (15) 
calendar days of the written request to do so. 
 
Any requests to the Contractor for County proprietary or confidential information shall be referred 
to the County for review and approval, prior to any dissemination. 
 
6.32 
PUBLIC RECORDS: 
 
Under Arizona law, all Offers submitted and opened are public records and must be retained by the 
Records Manager at the Office of Procurement Services. Offers shall be open to public inspection 
and copying after Contract award and execution, except for such Offers or sections thereof 
determined to contain proprietary or confidential information by the Office of Procurement Services. 
If an Offeror believes that information in its Offer or any resulting Contract should not be released 
in response to a public record request under Arizona law, the Offeror shall indicate the specific 
information deemed confidential or proprietary and submit a statement with its offer detailing the 
reasons that the information should not be disclosed.  Such reasons shall include the specific harm 
or prejudice which may arise from disclosure. The Records Manager of the Office of Procurement 
Services shall determine whether the identified information is confidential pursuant to the Maricopa 
County Procurement Code. 
 
6.33 
PRICES: 
 
Contractor warrants those prices extended to County under this Contract are no higher than those 
paid by any other customer for these or similar services. 
 
6.34 
INTEGRATION: 
 
This Contract represents the entire and integrated agreement between the parties and supersedes all 
prior negotiations, proposals, communications, understandings, representations, or agreements, 
whether oral or written, express or implied. 
 
6.35 
RELATIONSHIPS: 
 
6.35.1 
In the performance of the services described herein, the Contractor shall act solely as an 
Independent Contractor or Subrecipient, and nothing herein or implied herein shall at any 
time be construed as to create the relationship of employer and employee, co-employee, 
partnership, principal and agent, or joint venture between the County and the Contractor. 
 
6.35.2 
For Task Order contracts: The County reserves the right of final approval on proposed staff 
for all services performed.  Also, upon request by the County, the Contractor shall be 
required to remove any employees working on County projects and substitute personnel

Serial # PH RFP 260029 
 
Page 13 of 62 
 
based on the discretion of the County within two (2) business days, unless previously 
approved by the County. 
 
 
6.36 
WRITTEN CERTIFICATION PURSUANT to A.R.S. § 35-393.01:  
 
If Contractor engages in for-profit activity and has 10 or more employees, and if this agreement has 
a value of $100,000 or more, Contractor certifies it is not currently engaged in, and agrees for the 
duration of this agreement to not engage in, a boycott of goods or services from Israel. This 
certification does not apply to a boycott prohibited by 50 U.S.C. § 4842 or a regulation issued 
pursuant to 50 U.S.C. § 4842. 
 
6.37 
WRITTEN CERTIFICATION PURSUANT to A.R.S. § 35-394: 
 
Contractor warrants and certifies that it does not currently, and agrees for the duration of the 
Agreement, that it will not use: 
 
1. the forced labor of ethnic Uyghurs in the People's Republic of China, 
2. any goods or services produced by the forced labor of ethnic Uyghurs in the People's 
Republic of China, 
3. any contractors, subcontractors or suppliers that use the forced labor or any goods or 
services produced by the forced labor of ethnic Uyghurs in the People's Republic of 
China. 
 
If Contractor becomes aware during the term of this Agreement that the Contractor is not in 
compliance with this paragraph, Contractor shall notify the County within five business days after 
becoming aware of the noncompliance. If the Contractor fails to provide a written certification to 
the County that the Contractor has remedied the noncompliance within 180 days after notifying  
the County of its noncompliance, then the agreement terminates, except that if the agreement 
termination date occurs before the end of the 180-day period, the agreement terminates on the  
agreement termination date.  
 
6.38 
RELIGIOUS ACTIVITIES: 
 
The Contractor agrees that costs, planned or claimed, including costs incurred, shall not include 
any expense for any religious activity. 
 
6.39 
GOVERNING LAW: 
 
This Contract shall be governed by the laws of the State of Arizona.  Venue for any actions or 
lawsuits involving this Contract will be in Maricopa County Superior Court, Phoenix, Arizona. 
 
6.40 
ORDER OF PRECEDENCE: 
 
In the event of a conflict in the provisions of this Contract and Contractor’s proposed initial or best 
and final response to the solicitation, the terms of this Contract shall prevail. 
 
6.41 
UNIQUE ENTITY IDENTIFIER (UEI) AND SYSTEM FOR AWARD MANAGEMENT 
REGISTRATION 
  
All Contractors must have a Unique Entity Identifier (UEI) number issued through 
https://sam.gov/content/entity-registration. If Contractor does not have one at time of award, they 
must apply for one within 30 days of contract award.  Contractor must also remain current within 
the System for Award Management platform located at www.sam.gov throughout the term of the 
contract. 
 
6.42 
INCORPORATION OF DOCUMENTS:

Serial # PH RFP 260029 
 
Page 14 of 62 
 
The following are to be attached to and made part of this Contract: 
 
6.42.1 
Exhibit A, Pricing and Vendor Information 
 
6.42.2 
Exhibit B, Intent and Scope of Work 
 
6.42.3 
Exhibit C, Office of Procurement Services Contractor Travel and Per Diem Policy 
 
6.42.4 
Exhibit D, Rate Sheet  
 
6.42.5 
Exhibit E, Definitions and Acronyms  
 
 
6.43 
NOTICES: 
 
All notices given pursuant to the terms of this Contract shall be addressed to: 
 
For County: 
 
 
 
 
For Contractor: 
 
 
Maricopa County Department of Public Health 
Coll Consulting, LLC  
Purchasing & Contracts Unit 
 
 
 
ATTN:  Cheryl Bucalo, Procurement Officer 
Eliza Coll, President  
4041 N. Central Avenue, #1400 
 
 
4311 E. Whittin Avenue  
Phoenix, AZ 85012 
 
 
 
Phoenix, AZ 85018 
Cheryl.Bucalo@Maricopa.gov  
 
 
Eliza@CollConsultingLLC.com  
(602) 525-5147  
 
 
 
(480) 269-1560

Serial # PH RFP 260029 
 
Page 15 of 62

Serial # PH RFP 260029 
 
Page 16 of 62 
 
 
EXHIBIT A 
 
 
PRICING AND VENDOR INFORMATION

Serial # PH RFP 260029 
 
Page 17 of 62 
 
EXHIBIT B 
 
INTENT AND SCOPE OF WORK 
 
2.0 INTENT: 
 
2.1 Maricopa County Department of Public Health (MCDPH) intends to enter into an agreement with 
numerous qualified contractors that, from time to time, may be called upon to provide planning, 
training, and evaluation services related to incidents and planned events affecting the community. The 
contract will be broken out into categories of service for which a vendor may apply for and be assigned 
to one or more of the following service categories. Descriptions and qualifications for each category 
can be found in Section 3.0. 
  
2.1.1 
Emergency Management Planning Services including Continuity of Operations Planning 
(COOP),  
2.1.2 
Emergency Management Training Services,  
2.1.3 
Emergency Management Exercise Design and Implementation Services,  
2.1.4 
Research and Evaluation of Capabilities and Best Practices from Training, Planned 
Events, and Community Emergencies. 
 
2.2 The County reserves the right to select any qualified vendor under this contract for individual 
assignments under $25,000 without completion of any other procurement action when the program 
determines it is in the County’s best interest. For those individual assignments anticipated to exceed 
$25,000 the program shall issue a task order to all awardees of this contract. Vendors will be notified 
when need or work arises, and they will be given time to respond to the task order with their proposed 
work plan, staff, and price. Delivery of services as outlined in project specific scopes of work must be 
on a timeline approved by MCDPH or as provided in the task order scope of work. Award of the 
contract does not guarantee award of any individual assignment or task order. 
 
3.0 SCOPE OF WORK:  
 
Contractor shall: 
 
3.1 CONTRACTOR REQUIREMENTS 
 
3.1.1 
Contractor shall provide timely professional services as agreed upon by the department or 
as specified in the scope of work. 
 
3.1.2 
Contractor shall respond to County communications within one business day.  
 
3.1.3 
Contractor shall provide County with all draft and final versions of work products (reports, 
plans, graphics, training materials, spreadsheets, data sets, etc.) in editable format when 
requested, and at the completion of the contract period.  
 
3.1.4 
Contractor shall provide progress reports as requested.  
 
3.1.5 
Contractor shall be responsible for ensuring accuracy of data and information gathered or 
presented in connection with any assigned work.  
 
3.2 
EMERGENCY MANAGEMENT PLANNING SERVICES 
 
3.2.1 
Develop, update, and edit emergency response plans, procedures, annexes, and reports, 
including specialized plans (e.g., pandemics, mass care, evacuation). 
 
3.2.2 
Collaborate with County staff, partners, and community stakeholders to gather, analyze, 
and incorporate data.

Serial # PH RFP 260029 
 
Page 18 of 62 
 
 
3.2.3 
Conduct outreach, surveys, and educational campaigns to identify and address planning 
gaps, especially for vulnerable populations. 
3.2.4 
Ensure plans comply with federal, state, and local guidelines (NIMS, ICS, NRF, ESF, 
PHEP, HSEEP, etc.). 
 
3.3 
EMERGENCY MANAGEMENT TRAINING SERVICES 
 
3.3.1 
Develop and deliver curriculum and training on emergency preparedness topics (NIMS, 
ICS, CDC PHEP capabilities, etc.). 
 
3.3.2 
Facilitate HSEEP exercises and create training campaigns for targeted populations. 
 
3.3.3 
Deliver DEMA and federally approved courses; maintain required certifications. 
 
3.3.4 
Customize curriculum and delivery methods (in-person, virtual, web-based) with 
supporting materials and student certification. 
 
3.3.5 
Coordinate logistics, registration, facilities, and materials in collaboration with County 
and partner agencies. 
3.4 
EMERGENCY MANAGEMENT EXERCISE DESIGN AND IMPLEMENTATION 
SERVICES 
 
3.4.1 
Design, develop, and execute exercises in compliance with NIMS and HSEEP. 
 
3.4.2 
Coordinate planning meetings, scenarios, and supporting documentation (EXPLANs, 
SitMans, AARs, etc.). 
 
3.4.3 
Train and manage exercise staff (controllers, evaluators, facilitators). 
 
3.4.4 
Conduct hotwashes, prepare AARs/Improvement Plans, and manage exercise logistics. 
 
3.4.5 
Support multi-agency preparedness exercises at local, state, and national levels. 
 
3.5 
RESEARCH AND EVALUATION OF CAPABILITIES AND BEST PRACTICES FROM 
TRAINING, PLANNED EVENTS, AND COMMUNITY EMERGENCIES 
 
3.5.1 
Research best practices at local, state, and national levels to improve County capabilities. 
 
3.5.2 
Conduct AARs and develop improvement plans based on training, events, and 
emergencies. 
 
3.6 
CONTRACTOR QUALIFICATIONS 
 
Contractors shall be actively engaged in the business of emergency management services and shall 
comply with specific requirements for each service area as indicated in Section 3.0 or as requested 
for each individual assignment or task order.

Serial # PH RFP 260029 
 
Page 19 of 62 
 
Contractor’s Response to be inserted here

Serial # PH RFP 260029 
 
Page 20 of 62

Serial # PH RFP 260029 
 
Page 21 of 62

Serial # PH RFP 260029 
 
Page 22 of 62

Serial # PH RFP 260029 
 
Page 23 of 62

Serial # PH RFP 260029 
 
Page 24 of 62

Serial # PH RFP 260029 
 
Page 25 of 62

Serial # PH RFP 260029 
 
Page 26 of 62

Serial # PH RFP 260029 
 
Page 27 of 62

Serial # PH RFP 260029 
 
Page 28 of 62

Serial # PH RFP 260029 
 
Page 29 of 62

Serial # PH RFP 260029 
 
Page 30 of 62

Serial # PH RFP 260029 
 
Page 31 of 62

Serial # PH RFP 260029 
 
Page 32 of 62

Serial # PH RFP 260029 
 
Page 33 of 62

Serial # PH RFP 260029 
 
Page 34 of 62

Serial # PH RFP 260029 
 
Page 35 of 62

Serial # PH RFP 260029 
 
Page 36 of 62

Serial # PH RFP 260029 
 
Page 37 of 62

Serial # PH RFP 260029 
 
Page 38 of 62

Serial # PH RFP 260029 
 
Page 39 of 62

Serial # PH RFP 260029 
 
Page 40 of 62

Serial # PH RFP 260029 
 
Page 41 of 62

Serial # PH RFP 260029 
 
Page 42 of 62

Serial # PH RFP 260029 
 
Page 43 of 62

Serial # PH RFP 260029 
 
Page 44 of 62

Serial # PH RFP 260029 
 
Page 45 of 62

Serial # PH RFP 260029 
 
Page 46 of 62

Serial # PH RFP 260029 
 
Page 47 of 62

Serial # PH RFP 260029 
 
Page 48 of 62

Serial # PH RFP 260029 
 
Page 49 of 62

Serial # PH RFP 260029 
 
Page 50 of 62

Serial # PH RFP 260029 
 
Page 51 of 62

Serial # PH RFP 260029 
 
Page 52 of 62

Serial # PH RFP 260029 
 
Page 53 of 62

Serial # PH RFP 260029 
 
Page 54 of 62

Serial # PH RFP 260029 
 
Page 55 of 62

Serial # PH RFP 260029 
 
Page 56 of 62

Serial # PH RFP 260029 
 
Page 57 of 62

Serial # PH RFP 260029 
 
Page 58 of 62 
 
EXHIBIT C 
 
OFFICE OF PROCUREMENT SERVICES CONTRACTOR TRAVEL AND PER DIEM POLICY 
 
1.0 
All contract-related travel plans and arrangements shall be prior-approved by the County Contract 
Administrator.  
 
2.0 
Lodging, per diem and incidental expenses incurred in performance of Maricopa County/Special District 
(County) contracts shall be reimbursed based on current U.S. General Services Administration (GSA) 
domestic per diem rates for Phoenix, Arizona.  Contractors must access the following internet site to 
determine rates (no exceptions): (www.gsa.gov). 
 
2.1 
Additional incidental expenses (i.e., telephone, fax, internet and copying charges) shall not be 
reimbursed. They should be included in the contractor’s hourly rate as an overhead charge. 
 
2.2 
The County will not (under no circumstances) reimburse for Contractor guest lodging, per diem or 
incidentals. 
 
3.0 
Commercial air travel shall be reimbursed as follows: 
 
3.1 
Coach airfare will be reimbursed by the County.  Business class airfare may be allowed only when 
preapproved in writing by the County Contract Administrator as a result of the business need of the 
County when there is no lower fare available.  
 
3.2 
The lowest direct flight airfare rate from the Contractors assigned duty post (pre-defined at the time 
of contract signing) will be reimbursed.  Under no circumstances will the County reimburse for 
airfares related to transportation to or from an alternate site.  
 
3.3 
The County will not (under no circumstances) reimburse for Contractor guest commercial air travel. 
 
4.0 
Rental vehicles may only be used if such use would result in an overall reduction in the total cost of the trip, 
not for the personal convenience of the traveler.  Multiple vehicles for the same set of travelers for the same 
travel period will not be permitted without prior written approval by the County Contract Administrator. 
 
4.1 
Purchase of comprehensive and collision liability insurance shall be at the expense of the contractor.  
The County will not reimburse contractor if the contractor chooses to purchase this coverage. 
 
4.2 
Rental vehicles are restricted to sub-compact, compact or mid-size sedans unless a larger vehicle is 
necessary for cost efficiency due to the number of travelers.  (NOTE:  contractors shall obtain pre-
approval in writing from the County Contract Administrator prior to rental of a larger vehicle.) 
 
4.3 
County will reimburse for parking expenses if free, public parking is not available within a 
reasonable distance of the place of County business.  All opportunities must be exhausted prior to 
securing parking that incurs costs for the County.  Opportunities to be reviewed are the DASH; 
shuttles, etc. that can transport the contractor to and from County buildings with minimal costs. 
 
4.4 
County will reimburse for the lowest rate, long-term uncovered (e.g. covered or enclosed parking 
will not be reimbursed) airport parking only if it is less expensive than shuttle service to and from 
the airport. 
 
4.5 
The County will not (under no circumstances) reimburse the Contractor for guest vehicle rental(s) 
or other any transportation costs. 
 
5.0 
Contractor is responsible for all costs not directly related to the travel except those that have been pre-
approved by the County Contract Administrator.  These costs include (but not limited to) the following: in-
room movies, valet service, valet parking, laundry service, costs associated with storing luggage at a hotel, 
fuel costs associated with non-County activities, tips that exceed the per diem allowance, health club fees,

Serial # PH RFP 260029 
 
Page 59 of 62 
 
and entertainment costs.  Claims for unauthorized travel expenses will not be honored and are not 
reimbursable.  
 
6.0 
Travel and per diem expenses shall be capped at 15% of project price unless otherwise specified in individual 
contracts. 
 
7.0 
Contractor shall provide, (upon request) with their invoice(s), copies of receipts supporting travel and per 
diem expenses, and if applicable with a copy of the written consent issued by the Contract Administrator. No 
travel and per diem expenses shall be paid by County without copies of the written consent as described in 
this policy and copies of all receipts.

Serial # PH RFP 260029 
 
 
Page 60 of 62 
 
EXHIBIT D: 
 
RATE SHEET

Serial # PH RFP 260029 
 
 
Page 61 of 62 
 
EXHIBIT E 
 
Definitions and Acronyms 
 
For the purposes of this contract the following definitions and acronyms shall apply: 
 
AAR – After Action Review 
A structured review or debrief process used to analyze what occurred during an exercise or incident, why it occurred, and 
how future responses can be improved. 
 
CPG – Capabilities Planning Guide 
FEMA-issued guidance used to support national preparedness planning and capability development. 
 
COOP – Continuity of Operations Planning 
The process of ensuring that essential government and organizational functions continue during and after an emergency. 
 
DEMA – Department of Emergency and Military Affairs 
The State of Arizona agency responsible for statewide emergency management and the Arizona National Guard. 
 
ESF – Emergency Support Function 
Coordinated structures for delivering specific categories of assistance in support of emergency response and recovery 
operations. 
 
EXPLAN – Exercise Plan 
A document outlining exercise objectives, scope, schedule, and participant roles. 
 
FPC – Final Planning Conference 
The final meeting in the HSEEP exercise planning cycle prior to the conduct of an exercise. 
 
ICS – Incident Command System 
A standardized, on-scene, all-hazards incident management structure used to coordinate response operations. 
 
IP – Improvement Plan 
A document that identifies corrective actions and timelines following an exercise or incident to strengthen preparedness 
capabilities. 
 
IPC – Initial Planning Conference 
The first major meeting in the HSEEP exercise planning cycle where exercise objectives, scope, and roles are established. 
 
HPP – Hospital Preparedness Program 
A federal program that funds and guides healthcare coalitions and hospitals to improve preparedness and response 
capabilities. 
 
HSEEP – Homeland Security Exercise and Evaluation Program 
A doctrine that provides a standardized approach to exercise design, development, conduct, evaluation, and improvement 
planning. 
 
MCDPH – Maricopa County Department of Public Health 
The public health authority for Maricopa County, Arizona. 
 
MPC – Mid-Term Planning Conference 
An intermediate meeting in the HSEEP exercise cycle to refine objectives, scenario, and logistical requirements. 
 
MSEL – Master Scenario Event List 
A chronological timeline of expected events and injects designed to guide exercise play.

Serial # PH RFP 260029 
 
Page 62 of 62 
 
NDMS – National Disaster Medical System 
A federally coordinated system that provides medical response teams, patient movement, and definitive care capabilities 
during major disasters or emergencies. 
 
NIMS – National Incident Management System 
A standardized framework for incident management applicable across federal, state, tribal, local, nongovernmental, and 
private sector organizations. 
 
NRF – National Response Framework 
A guide to how the Nation responds to all types of disasters and emergencies. 
 
PHEP – Public Health Emergency Preparedness Program 
A federally funded program that strengthens state and local public health departments’ ability to prepare for and respond to 
public health emergencies. 
 
SMART – Specific, Measurable, Achievable, Relevant, Time-bound 
A widely used framework for setting clear and actionable objectives. 
 
SOW – Scope of Work 
A detailed description of the tasks, deliverables, and services to be provided under a contract. 
 
TCL – Target Capabilities List 
A set of capabilities identified by FEMA that jurisdictions are encouraged to build and sustain to achieve national 
preparedness goals. 
 
WebEOC – Web Emergency Operations Center 
A web-based crisis information management system used to coordinate and track emergency response and recovery 
operations. 
 
Acronyms Reference Table 
 
Acronym 
Full Form 
AAR 
After Action Review 
CPG 
Capabilities Planning Guide 
COOP 
Continuity of Operations Planning 
DEMA 
Department of Emergency and Military Affairs 
ESF 
Emergency Support Function 
EXPLAN 
Exercise Plan 
FPC 
Final Planning Conference 
ICS 
Incident Command System 
IP 
Improvement Plan 
IPC 
Initial Planning Conference 
HPP 
Hospital Preparedness Program 
HSEEP 
Homeland Security Exercise and Evaluation Program 
MCDPH 
Maricopa County Department of Public Health 
MPC 
Mid-Term Planning Conference 
MSEL 
Master Scenario Event List 
NDMS 
National Disaster Medical System 
NIMS 
National Incident Management System 
NRF 
National Response Framework 
PHEP 
Public Health Emergency Preparedness Program 
SMART 
Specific, Measurable, Achievable, Relevant, Time-bound 
SOW 
Scope of Work 
TCL 
Target Capabilities List 
WebEOC 
Web Emergency Operations Center