Grant Acceptance Agreement

ARIZONA DEPARTMENT OF ADMINISTRATION
ARIZONA 9-1-1 PROGRAM
GRANT AGREEMENT
Grant Number: ADOA-AZ911-26-11
This Grant Agreement (“Agreement”) is between the City of Glendale, acting as System Administrator, (“Grantee”),
participating and the State of Arizona, acting through the Arizona Department of Administration (“ADOA”), (sometimes,
individually, a “Party,” or collectively, “Parties”).
AUTHORIZATION
1.
A.R.S § 41-704 authorizes the Arizona Department of Administration to administer the emergency telecommunication
services revolving fund in accordance with A.R.S. 11-951; 11-952 and 41-101.01.
BACKGROUND
2.
The Arizona 9-1-1 Grant Program is designed to assist Public Safety Answering Points (PSAPs), in collaboration with
regional and local jurisdictions, perform activities related to implementation and operation of their respective
emergency telecommunication system.
PURPOSE OF THE AGREEMENT
3.
Distribution of funding per A.R.S § 41-704, which establishes the administration of the emergency telecommunication
services revolving fund.
TERM, EFFECTIVE DATE, AND Termination
4.
Term and Effective Date: This Agreement will commence on July 1, 2025 and terminate on June 30, 2026. This
agreement expires at the end of the award period unless prior written approval for an extension has been obtained by
ADOA. A request for an extension must be received by ADOA, sixty (60) days prior to the end of the award period.
ADOA in its sole discretion may approve an extension to further the goals and objectives of the program, and
determine the length of any extension.
OBLIGATIONS OF THE PARTIES
5.
Responsibilities of the Grantee:
5.1. Grantee agrees that grant funds will be used in accordance with the approved application, applicable statutes,
program rules, guidelines and special conditions. ADOA supports the use of these funds in accordance with
the ARS § 41-704 for activities such as:
5.1.1. Adoption and operation of Next Generation 9-1-1 (NG9-1-1) services and applications, including monthly
recurring costs for 9-1-1 equipment, network, maintenance, and hardware and software support
5.1.2. Facilitate the migration of the State’s PSAPs to the Next Generation of 9-1-1 capability
5.1.3. Migration to an Emergency Services IP-enabled (ESINet) network
5.1.4. Solutions that meet or exceed the National Emergency Number Association (NENA), Federal
Communications Commission (FCC), international, and industry standards or requirements.
5.1.5. The National Emergency Number Association (NENA) defines NG9-1-1 as: “An Internet Protocol (IP)
based system comprised of managed Emergency Services IP networks (ESInets), functional elements
(applications), and databases that replicate traditional E9-1-1 features and functions and provides additional
capabilities. NG9-1-1 is designed to provide access to emergency services from all connected
communications sources, and provide multimedia data capabilities for Public Safety Answering Points
(PSAPs) and other emergency services organizations.”
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5.2. Grantee agrees that the following activities will be reimbursed only through Administrative Cost and subject to 
the aggregate limitation on such costs: 
5.2.1. Personnel. Costs associated with administrative oversight of managing local contracts and technical support.  
Costs associated with GIS coordinator, if it is an employee of the System Administrator’s agency. 
5.2.2. Fringe Benefits. Employee related expenses associated with administrative oversight of managing local 
contracts and/or GIS coordinator. 
5.2.3. Travel. Travel requests for training, conferences, etc. related to System Administrator and/or GIS 
coordinator functions.  Travel costs will only be reimbursed based on the State rate per diem identified in 
SAAM 50. 
5.2.4. Supplies. Costs associated with supplies related to System Administration functions. 
5.2.5. Other Costs. Training or education assistance related to System Administration and/or GIS coordinator 
functions. 
5.3. Grantee agrees that it will submit financial and activity reports to ADOA in a format provided by ADOA, 
documenting the activities supported by these grant funds and providing an assessment of the impact of these 
activities which may include documentation of project milestones. In the event reports are not received on or 
before the indicated date(s), funding may be suspended until such time as delinquent report(s) are received.   
 
5.4. Grantee understands that financial reports are required as an accounting of expenditures for either 
reimbursement or ADOA-approved payments. Reports are due pursuant to the schedule listed in this 
agreement. 
 
5.5. Grantee agrees to pay vendors in a timely manner on behalf of the PSAPs in their jurisdictions.  Late fees on 
invoices will not be reimbursed by ADOA. 
 
5.6. The final request for reimbursement of grant funds must be received by ADOA no later than forty-five (45) 
days after the last day of the award period. 
 
5.7. All goods and services must be received or have reasonable expectations thereof and placed in service by 
Grantee by the expiration of this award. 
 
5.8. Grantee agrees to remit all unexpended grant funds to ADOA within thirty (30) days of written request 
received from ADOA. 
 
5.9. Grantee agrees that all encumbered funds must be expended and that goods and services must be paid within 
forty-five (45) days of expiration of this award.  
 
5.10. 
Grantee agrees to cooperate and participate with any and all assessments, evaluation efforts or information 
and data collection requests, and acknowledges that the State grantor agency has the right to obtain, reproduce, 
publish, or use data provided under this award in accordance with applicable statutes, rules, and guidelines.   
 
5.11. Grantee understands that grant funds may not be released until Grantee is compliant with all 
requirements of grant agreement. 
 
 
 
 
 
 
 
 
 
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5.12. 
Required activity and financial reports are submitted according to the following schedule(s):    
 
ACTIVITY REPORTS 
 
 
Report Due: 
Due Date: 
 
GIS Data Submissions 
Quarter 1 
September 30, 2025 
 
Quarter  2  
December 31, 2025 
 
Quarter 3 
March 31st, 2026 
 
Quarter 4 
June 30th, 2026 
FINANCIAL REPORTS 
  
  
  
Report Period: 
Due Date: 
Report Period: 
Due Date: 
July 1 – July 31 
August 30 
January 1 – January 31 
February 28 
August 1 – August 31 
September 30 
February 1 – February 29 
March 30 
September 1 – September 30 
October 30 
March 1 – March 31 
April 30 
October 1 – October 31 
November 30 
April 1 – April 30 
May 30 
November 1 – November 30 
December 30 
May 1 – May 31 
June 30 
December 1 – December 31 
January 30 
June 1 – June 30 
July 30 
*More frequent reports may be required for GRANTEES who are considered high risk.  
 
6. Responsibilities of the State:  
6.1. It is agreed and understood that ADOA's total payment under this Agreement shall not exceed $253,146 in 
state funds. 
6.2. Once ADOA approves the financial reimbursement request, payment to the Grantee will be completed within 
10 business days. 
6.3.  
APPROVED LINE ITEM PROGRAM BUDGET 
Personnel 
$0.00 
Fringe Benefits 
$0.00 
Travel 
$0.00 
Equipment 
$0.00 
Supplies 
$0.00 
Contractual/Outside Services 
$249,000 
Construction 
$0.00 
Other Costs 
$4,146 
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Total 
$253,146 
 
 
UNIFORM TERMS AND CONDITIONS 
 
7. Grant Administration and Operation  
7.1. Records. Under A.R.S. § 35-214 and § 35-215, the Grantee shall retain any and all Data and other “records” 
relating to the agreement's acquisition and performance for five (5) years after the completion of the award.  
All records shall be inspected and audited by the State at reasonable times. Upon request, the grantee shall 
produce a legible copy of any or all such records. 
7.2. Non-Discrimination. The grantee shall comply with State Executive Orders Nos. 2023-01 and 2009-09 and any 
and all other applicable Federal and State laws, rules, and regulations, including the Americans with 
Disabilities Act. 
7.3. Audit. Pursuant to A.R.S. § 35-214, at any time during the term of this agreement and five  (5) years thereafter, 
the grantee’s books and records shall be subject to audit by the State and, where applicable, the Federal 
Government, to the extent that the books and records relate to the performance of the agreement. 
7.4. Facilities Inspection and Materials Testing. The grantee agrees to permit access to its facilities and the grantee’s 
processes or services, at reasonable times for inspection of the facilities or Materials covered under this award 
as required under A.R.S. § 41-2547. The State shall also have the right to test, at its own cost, the Materials to 
be supplied under this award. Neither inspection of the grantees' facilities nor Materials testing shall constitute 
final acceptance of the Materials or Services. 
7.5. Advertising, Publishing, and Promotion of Award. The grantee shall not use, advertise, or promote information 
for commercial benefit concerning this award without the prior written approval of the Grants Administrator. 
8. Federal Immigration and Nationality Act. The grantee shall comply with all federal, state, and local immigration laws 
and regulations relating to the immigration status of their employees during the award term.  The State shall retain the 
right to perform random audits of grantee records or inspect papers of any employee to ensure compliance. Should the 
State determine that the grantee be found noncompliant, the State may pursue all remedies allowed by law, including, 
but not limited to: suspension of work, termination of the award for default, and suspension. 
9. 
 E-Verify Requirements. In accordance with A.R.S. § 41-4401, grantee warrants compliance with all Federal 
immigration laws and regulations relating to employees and warrants its compliance with Section A.R.S. § 23- 214, 
Subsection A. 
10. Availability of Funds for the Current State Fiscal Year. Should the State Legislature enter back into session and reduce 
the appropriations, or for any reason, and these Materials or Services are not funded, the State may take any of the 
following actions: 
10.1.1.  Accept a decrease in the award offered to the grantee; 
10.1.2. Cancel the award, or 
10.1.3. Cancel the award and resolicit the requirements. 
11. Personnel. Grantee warrants that its personnel will perform their duties under the agreement professionally, applying 
the requisite skills and knowledge, consistent with industry standards, and in accordance with the award's 
requirements. Grantee further warrants that its key personnel will maintain all certifications relevant to their work, and 
grantee shall provide individual evidence of certification to the State’s authorized representatives upon request. 
12.  False Statements. Grantee represents and warrants that all statements and information grantee prepared and submitted 
in response to the Solicitation or as part of the grantee documents are current, complete, true, and accurate. If the 
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Grants Administrator determines that the grantee submitted an application with a false statement or made material 
misrepresentations during the performance of the award, the Grants Administrator may determine that the grantee has 
materially breached the agreement and may void the submitted application and any resulting agreement. 
13. Agreement Termination  
13.1. 
Cancellation for Conflict of Interest. Pursuant to A.R.S. § 38-511, the State may cancel this agreement 
within three (3) years after agreement execution without penalty or further obligation if any person 
significantly involved in initiating, negotiating, securing, drafting or creating the agreement on behalf of the 
State is or becomes at any time while the agreement or an extension of the agreement is in effect an employee 
of or a consultant to any other party to this agreement with respect to the subject matter of the agreement. The 
cancellation shall be effective when the grantee receives written notice of the cancellation unless the notice 
specifies a later time. If the grantee is a political subdivision of the State, it may also cancel this award as 
provided in A.R.S. § 38-511. 
13.2. 
 Termination for Convenience. The State reserves the right to terminate the agreement, in whole or in part at 
any time when in the best interest of the State, without penalty or recourse. Upon receipt of the written notice, 
the grantee shall stop all work, as directed in the notice, notify all contractors of the effective date of the 
termination, and minimize all further costs to the State. The grantee shall be entitled to receive just and 
equitable compensation for work in progress, work completed, and Materials or Services accepted before the 
effective date of the termination. The cost principles and procedures provided in A.R.S. § 41-2543 and A.A.C. 
Title 2, Chapter 7, Article 7, shall apply. 
14. Agreement Claims.  All agreement claims or controversies under this agreement shall be resolved according to A.R.S. 
Title 41, Chapter 23, Article 9, and rules adopted thereunder. 
15. Arbitration.  The parties to this agreement agree to resolve all disputes arising out of or relating to this agreement 
through arbitration, after exhausting applicable administrative review, to the extent required by A.R.S. § 12-1518, 
except as may be required by other applicable statutes (A.R.S. Title 41). 
16. This Agreement does not imply authority to perform any tasks or accept any responsibility not expressly stated in this 
Agreement. 
17. This Agreement does not create a duty or responsibility unless the intention to do so is clearly and unambiguously 
stated in this Agreement. This Agreement shall not relieve the Parties of any obligation or responsibility imposed on it 
by law. 
18. This Agreement contains the entire agreement of the Parties with respect to its subject matter. It supersedes all prior 
and contemporaneous agreements, understandings, and inducements, whether express or implied, oral or written. 
19. Any change, modification, or extension of this Agreement must be submitted through ADOA’s online grant 
management system, eCivis, and approved by ADOA. 
20. This Agreement has been arrived at by negotiation and shall not be construed for or against any Party. 
21. The failure of either Party to insist in any one or more instances upon the full and complete performance of any of the 
terms and provisions of this Agreement to be performed by the other Party or to take any action permitted by this 
Agreement shall not be construed as a waiver or relinquishment of the right to insist upon full and complete 
performance of the same or any other covenant or condition either in the past or in the future. The acceptance by 
either Party of sums less than may be due and owing at any time shall not be construed as an accord and satisfaction. 
22. The substantive laws of Arizona (without reference to any choice of law principles) shall govern the interpretation, 
validity, performance and enforcement of this Agreement. The Parties further agree to cooperate in all ways 
reasonable and necessary to comply with the applicable statutes, including amending this Agreement as needed in the 
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future and making any refunds or payments that might be required to bring the Parties into full compliance with 
applicable law. 
23. Nothing in this Agreement is intended to create any third-party beneficiary rights; and the State and the Grantee 
expressly state that this Agreement does not create any third-party rights of enforcement. 
24. This Agreement may be executed in any number of counterparts, all such counterparts shall be deemed to constitute 
one and the same instrument, and each of said counterparts shall be deemed an original hereof. 
25. If the last day of any time stated herein shall fall on a Saturday, Sunday, or legal holiday in the State of Arizona, then 
the duration of such time shall be extended so that it shall end on the next succeeding day which is not a Saturday, 
Sunday, or legal holiday. 
26. Except as expressly provided herein, no Party may delegate or assign its rights or responsibilities under this 
Agreement without prior written approval of the other Party and any purported assignment or delegation in violation 
of this provision shall be void. 
27. The Parties to this Agreement agree to resolve all disputes arising out of or relating to this Agreement through 
arbitration, after exhausting applicable administrative review, to the extent required by A.RS. § 12-1518, except as 
may be required by other applicable statutes. 
28. If any provision of this Agreement is held invalid, the remainder of the Agreement shall not be affected thereby and 
all other parts of this Agreement shall be in full force and effect. 
 
29. Any deviation or failure to comply with the purpose and/or conditions of this Agreement without prior approval may 
constitute sufficient reason for ADOA to terminate this Agreement, revoke the grant, require the return of all unspent 
funds, perform an audit of expended funds, and require the return of any previously spent funds which are deemed to 
have been spent in violation of the purpose or conditions of this grant.   
30. All notices required or permitted under this Agreement shall be given in writing and addressed as follows: 
 
A. If to the Arizona 9-1-1 Program: 
Arizona Department of Administration  
Arizona 9-1-1 Program 
100 North 15th Avenue, Suite 302 
Phoenix, AZ 85007 
Attention: Arizona 9-1-1 Program 
 
 
B. If to the GRANTEE: 
City of Glendale 
11550 W Glendale Ave 
Glendale, AZ 85307 
ATTENTION: Tiffany Sandoval 
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Arizona Department of Administration 
Arizona 9-1-1 Program 
 
GRANT AGREEMENT CONTINUATION SHEET 
SPECIAL CONDITION(S)   
 
    
1. GRANTEE must submit a current service plan to ADOA. If a service plan is incomplete, a letter 
requesting an extension with an estimated completion date must be submitted for approval before 
financial reimbursements are made.  
 
2. GRANTEE must submit copies of executed Memorandum of Understandings (MOUs) between each 
System’s PSAP and the System Administrator before financial reimbursements will be made.  
 
3. The GRANTEE must notify ADOA within 10 days if it is unable to perform the function of System 
Administrator on behalf of PSAPs in their jurisdiction. Administrative funds may be reduced to the 
System Administrator if ADOA assumes responsibility for the duties under this agreement. 
 
4. GRANTEE must enroll in automatic clearinghouse payments. Grantee must complete the “State of 
Arizona Substitute W-9 and ACH Vendor Authorization Forms & Instructions " document. Vendor 
account set-up and payment information can be found at: https://gao.az.gov. 
 
5. GRANTEE agrees to share GIS data, at minimum, once per quarter (4) times per fiscal year upon request 
from ADOA, Arizona 9-1-1 Program, to support ongoing statewide initiatives. The data shared will not 
be distributed for commercial use and is pursuant to A.R.S. § 37-178.  
 
6. GRANTEE agrees to allow ADOA to deploy a data analytics tool provided by the Arizona 9-1-1 
Program and work with all PSAPs within their 9-1-1 System and the Arizona 9-1-1 Program during 
implementation. 
 
7.  GRANTEE agrees to work with all PSAPs within their 9-1-1 System and the Arizona 9-1-1 Program to 
implement text-to-9-1-1 service.  
 
 
 
 
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IN WITNESS WHEREOF, the parties have made and executed the Agreement the day and year first above written. 
FOR GRANTEE: 
Authorized Signatory
Date 
Printed Name and Title 
Date 
Printed Name and Title 
Arizona 9-1-1 Program
Date 
Arizona Department of Administration 
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FOR ARIZONA DEPARTMENT OF ADMINISTRATION: 
Date
Michael D. Bailey, City Attorney
Kevin R. Phelps, Interim City Manager
Julie K. Bower, City Clerk
APPROVED AS TO FORM:
ATTEST:
Additional signature(s) if required by political subdivision
Additional signature(s) if required by political subdivision
Printed Name and Title