Extracted text (via pymupdf)
149597 characters
SERIAL 250043-RFP
SUMMER YOUR WORKFORCE PROGRAM
DATE OF LAST REVISION: December 11, 2024
CONTRACT END DATE: December 31, 2025
CONTRACT PERIOD THROUGH DECEMBER 31, 2025
TO:
All Departments
FROM:
Office of Procurement Services
SUBJECT:
Contract for SUMMER YOUR WORKFORCE PROGRAM
Attached to this letter is published an effective purchasing contract for products and/or services to be
supplied to Maricopa County activities as awarded by Maricopa County on December 11, 2024.
(Eff. 01/01/2025).
All purchases of products and/or services listed on the attached pages of this letter are to be obtained
from the vendor holding the contract. Individuals are responsible to the vendor for purchases made
outside of contracts. The contract period is indicated above.
EK/mm
Attach
Copy to:
Office of Procurement Services
Bruna Lopez, Human Services
(Please remove Serial 230177-RFP from your contract notebooks)
CONTRACT SUMMER YOUTH WORKFORCE PROGRAM
250043-RFP
This contract is entered into this 11th day of December, 2024 by and between Maricopa County (“County”),
a political subdivision of the State of Arizona, and Greater Phoenix Urban League, Inc., an Arizona
corporation (“Contractor”), for the purchase of services to develop, implement, and operate a Summer
Youth Workforce Program for eligible youth (participants) whereby eligible youth (participants) ages 16
through 21 years old are placed into employment opportunities in designated in-demand industries.
Program seeks to serve participants from cities and towns throughout Maricopa County, with an emphasis
on enrolling participants outside of the City of Phoenix.
1.0
CONTRACT TERM
This contract is for a term of one year, beginning on the 1st day of January 2025 and ending the
31st day of December 2025.
2.0
OPTION TO RENEW
The County may, at its option and with the concurrence of the Contractor, renew the term of this
contract up to a maximum of two additional years, (or at the County’s sole discretion, extend the
contract on a month-to-month basis for a maximum of six months after expiration). The Contractor
shall be notified in writing by the Office of Procurement Services of the County’s intention to renew
the contract term at least 60 calendar days prior to the expiration of the original contract term.
3.0
CONTRACT COMPLETION
In preparation for 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, 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 the Contractor that are 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.
4.0
POST AWARD MEETING
The contractor may be required to attend a post-award meeting with the department to discuss the
terms and conditions of this contract. This meeting will be coordinated by the procurement officer of
the contract.
5.0
PRICE ADJUSTMENTS
Any requests for reasonable price adjustments must be submitted 60 calendar days prior to
contract expiration. 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
SERIAL 250043-RFP
version of the contract. The new change shall not be in effect until the date stipulated on the
updated version of the contract.
6.0
PAYMENTS
6.1
As consideration for performance of the duties described herein, County shall pay
Contractor the sum(s) stated in Exhibit A – Vendor Information and Pricing Sheet.
6.2
The contractor shall be paid on a cost reimbursement basis for services performed and
work completed at time of billing. County will only reimburse for those costs that are based
upon submitted complete and proper documentation.
6.3
Funds shall be disbursed as repayment of costs for work performed on or after the effective
date of the contract and before the expiration date of the contract.
6.4
Funding is contingent upon the availability of funds. 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 the contract, the County
may amend, suspend, decrease or terminate its obligations under or in connection with
the contract. In the event of termination, the County shall, disburse funds for eligible
expenses for work performed prior to the effective date of the termination. The County shall
give written notice of the effective date of any suspension, amendment, or termination
under this section at least ten calendar days in advance.
6.5
County will reimburse the contractor on a net “0” payments standard.
6.6
Payment shall be made upon the County’s receipt of a properly completed invoice.
6.7
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
that is accessible from the County Department of Finance Vendor Registration Website
https://www.maricopa.gov/5169/Vendor-Information.
6.8
EFT payments to the routing and account numbers designated by the contractor shall
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.
7.0
INVOICES
7.1
The contractor shall submit an invoice via email on or before the ninth business day of the
month following the month, or portion thereof, service delivery was provided. Invoicing not
received within 45 days following the last day of the service month may result in forfeiture
of payment for services related to that invoicing cycle.
7.2
Subject to the availability of funds, the department will, upon the date of receipt of an
accurate invoice and supporting documents enumerated in the contract, process and remit
to the contractor payment of service provision or work performance.
7.3
Should there be a disallowance in an invoice, the invoice shall be processed for the
reduced amount. If the contractor protests the amount or the reason for a disallowance,
contractor shall address their protest, in writing, with the department. Should the contractor
and the department be unable to resolve the protest, the department will forward the protest
to the Maricopa County Office of Procurement Services for resolution.
7.4
The contractor shall ensure the final fiscal year invoice shall be submitted no later than the
ninth business day of the month following the month services delivery was provided to
ensure payment is processed on a timely basis.
SERIAL 250043-RFP
7.5
The Contractor shall submit one 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 information
•
County bill-to name and contact information
•
Contract serial number
•
County purchase order number
•
Project name and/or number
•
Invoice number and date
•
Payment terms
•
Date of service or delivery
•
Quantity
•
Contract item number(s)
•
Arrival and completion time
•
Description of purchase (product or services)
•
Pricing per unit of purchase
•
Extended price
•
Total amount due
7.6
Problems regarding billing or invoicing shall be directed to the department as listed on the
purchase order.
8.0
APPLICABLE TAXES
8.1
It is the responsibility of the Contractor to determine any and all applicable taxes and
include those taxes in their proposal. The legal liability to remit the tax is on the entity
conducting business in Arizona. Tax is not a determining factor in contract award.
8.2
The County will look at the price or offer submitted and will not deduct, add, or alter pricing
based on speculation or application of any taxes, nor will the County provide Contractor
any advice or guidance regarding taxes. If you have questions regarding your tax liability,
seek advice from a tax professional prior to submitting your bid. You may also find
information at https://www.azdor.gov/Business.aspx. Once your bid is submitted, the offer
is valid for the time specified in this solicitation, regardless of mistake or omission of tax
liability. If the County finds overpayment of a project due to tax consideration that was not
due, the Contractor will be liable to the County for that amount, and by contracting with the
County agrees to remit any overpayments back to the County for miscalculations on taxes
included in a bid price.
8.3
Tax Indemnification: Contractor and all subcontractors shall pay all Federal, State, and
local taxes applicable to their operation and any persons employed by the Contractor.
Contractor shall, and 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
workers’ compensation. Contractor may be required to establish, to the satisfaction of
County, that any and all fees and taxes due to a municipality or the State of Arizona for any
license or transaction privilege taxes, use taxes, or similar excise taxes are currently paid
(except for matters under legal protest).
9.0
AVAILABILITY OF FUNDS
9.1
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
actually 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.
SERIAL 250043-RFP
9.2
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 10 days in advance.
10.0
DUTIES
10.1
The Contractor shall perform all duties stated in Exhibit B – Scope of Work, or as otherwise
directed in writing by the procurement officer.
10.2
Contractor shall serve participants from cities and towns throughout Maricopa County with
an emphasis on enrolling participants outside of the City of Phoenix area (including, but
not limited to: Avondale, Buckeye, Chandler, Gilbert, Glendale, Goodyear, Mesa, Peoria,
Queen Creek, Surprise, Tempe, Wickenburg and, and their surrounding areas).
10.3
Contractor shall develop, implement, and operate the Program to ensure participant
workforce placement for the summer months of the service year for a minimum of four
weeks and ending no later than the last Friday of August of the service year. Contractor’s
program services (e.g., employer recruitment, participant recruitment, and curriculum
development) may take place outside of the summer months when participants are in work
placement.
10.4
Program services to include monitoring, reporting, and invoicing for the Program shall end
no later September 30th of the service year, or as extended by the County in writing.
10.5
At the discretion of the County, the expiration date of the contract may be extended.
10.6
Contractor shall work with the Human Services Department Workforce Development
Division staff (Program staff), local businesses, and community-based organizations to
develop summer work experience opportunities.
10.7
Contractor shall expose participants to various public, nonprofit, and private sector
industries to assist them in determining which industry would be most appropriate for
summer work experience opportunities.
10.8
Contractor shall provide participants with opportunities to develop goals and seek long term
employment.
10.9
Contractor shall ensure placement of participants in employment opportunities with the
County’s designated in-demand industries.
10.9.1 In-demand industries are determined by the Program and are subject to change
on a bi-annual cycle. In-Demand industries currently include:
10.9.1.1 Construction
10.9.1.2 Information Technology
10.9.1.3 Healthcare and Social Assistance
10.9.1.4 Finance & Insurance
10.9.1.5 Transportation and Logistics
10.9.1.6 Advanced Manufacturing
10.9.2 Addition information regarding in-demand industries can be found at the Arizona
Commerce Authority at https://www.azcommerce.com/oeo/labor-market/.
SERIAL 250043-RFP
10.10
Contractor shall determine participant eligibility and appropriate placement.
10.11
Contractor shall deliver a Program that includes the following components:
10.11.1 A proven participant recruitment strategy and enrollment plan that includes
targeted outreach to youth from various backgrounds and cultures, including, but
not limited to black, indigenous, and people of color (BIPOC), those residing in
high poverty census tracks, single parents, and those who have been
justice-involved.
10.11.1.1 Contractor shall have an existing participant enrollment strategy in place
as indicated in this section.
10.11.2 A proven recruitment strategy for eligible employers, including a robust employer
engagement, vetting, and enrollment plan.
10.11.2.1 Contractor shall have an existing network of vetted employers from in-
demand industries in place that are willing to provide summer work
experiences as indicated in this section.
10.11.3 Marketing, promotion, and recruitment through flyers, blogs, social media,
emails, and other forms of effective communication.
10.11.4 Subsidized parttime work experience opportunities with a contracted employer
providing services within an in-demand industry.
10.11.5 Development and delivery of job readiness and soft skills curriculum to prepare
youth for on-site work experience prior to and during placement. Workshops and
curriculum shall demonstrate an integration of topics including job readiness,
career exploration, and subsidized employment.
10.11.5.1 Contractors shall have existing job readiness and soft skills curriculum
available at the beginning of participant engagement with the Program.
10.11.6 Development of an individualized employment plan unique to each participant and
that considers the participant’s aptitude, skills, and goals.
10.11.7 A process for placement that matches eligible youth with employers based on
aptitude, interests, and skills, that will provide training opportunities in participant
field(s) of interest, and in line with participant skills and aptitude.
10.11.8 A system for issuing and tracking funding for work experience and support
services.
10.11.9 Regular monitoring of approved work sites.
10.11.10 Administration of payroll for participant wages.
10.11.11 A closure process that is able to track outcomes and refer participants to
Program staff when appropriate.
10.12
PARTICIPANT ELIGIBILITY
10.12.1 All participants shall be 16 to 21 years of age.
10.12.2 Contractor shall coordinate short-term employment opportunities for the following
individuals:
SERIAL 250043-RFP
10.12.2.1 In-school youth: An individual currently enrolled or in the process of
enrolling in school
10.12.2.2 Out-of-school youth: an individual who meets one or more of the
following eligibility requirements:
10.12.2.2.1 Has dropped out of school.
10.12.2.2.2 Is a recipient of a secondary school diploma or its
recognized equivalent who is a low-income individual
(federally designated poverty limit) or identified as an
English Language Learner by the Arizona Department of
Education
10.12.2.2.3 Currently or previously involved with the juvenile or youth
justice system
10.12.2.2.4 Is a homeless individual or runaway
10.12.2.2.5 Is in foster care or has aged out of the foster care system,
or who has attained 16 years of age and left foster care for
kinship guardianship or adoption, a child eligible for
assistance under Section 477 of the Social Security Act (42
U.S.C. 677), or an individual who is in an out of home
placement
10.12.2.2.6 Is pregnant or parenting
10.12.2.2.7 Is an individual with a documented disability
10.12.3 Contractor shall identify participants that are pursuing long term employment
opportunities post-completion of the Program and shall connect them to employers
seeking long term employees.
10.13
PROGRAM REQUIREMENTS
10.13.1 Contractor shall ensure the following:
10.13.1.1 Participants shall receive a minimum of $15.00 per hour while
participating in the Program, including while attending workshops and
during active work experiences. Wages above $15.00 per hour shall be
approved in advance in writing by the Program supervisor.
10.13.1.2 Participants that successfully complete the Program receive a $500
Stipend. Successful completion is defined as completing all workshops
and work placement hours established for the participant at the
beginning of their participation in the program. Contractor shall be
responsible for tracking participant completion of the Program.
10.13.1.3 Participants shall not be placed in a position where they are supervised
by an immediate family member.
10.13.1.4 Work placement:
10.13.1.4.1 Is a minimum of 4 weeks
10.13.1.4.2 Does not exceed 20 hours of work a week (additional
Program offerings may take place outside of the 20-hour
work experience)
SERIAL 250043-RFP
10.13.1.4.3 Is and remains in compliance with all Labor, Child Labor,
and Fair Labor laws.
10.13.2 Contractor shall
10.13.2.1 Develop individualized plans for each participant that to assist the
participant in identifying which opportunity is best suited to their skills,
aptitude, and goals;
10.13.2.2 Maintain a list of eligible employers that can provide participants with
summer employment opportunities.
10.13.2.3 Conduct worksite visits to evaluate appropriateness of participant
placement and meet with employer’s staff responsible for participants’
supervision when participant is engaged in employment activities.
10.13.2.4 Conduct worksite visits to monitor participants at the assigned worksites
10.13.3 Contractor shall ensure that employers:
10.13.3.1 Are licensed and in good standing with the Arizona Corporate
Commission
10.13.3.2 Provide a safe and healthy working environment that has been tailored
for participants such that the workplace is:
10.13.3.2.1 In compliance with all federal, state, and local regulations
including Americans with Disabilities Act and Child Labor
Laws and free of outstanding OSHA violations, and have a
safety policy
10.13.3.2.2 A drug free workplace and has a drug-free policy
10.13.3.2.3 A worksite free from any health and safety violations
10.13.3.2.4 A worksite free from discrimination in training or hiring
practices
10.13.3.2.5 Has an anti-discrimination policy
10.13.3.3 Provide participants with information and oversight, ensuring:
10.13.3.3.1 Availability of general worksite information
10.13.3.3.2 Worksite orientation is performed
10.13.3.3.3 Instructions are provided specific to training goals such as
work schedules and tasks
10.13.3.3.4 Safety rules are provided and are readily available
throughout the Program, including those pertaining to work
attire, safety shoes, equipment, and tool use
10.13.3.3.5 Physical requirements such as standing, stooping, bending,
lifting or carrying are appropriate for the participant
10.13.3.3.6 Participant is given a sufficient quantity and quality of work,
ensuring training goals are being accomplished
SERIAL 250043-RFP
10.13.3.3.7 Worksite supervision is in place at all times
10.13.3.3.8 Sufficient equipment and materials are available at all times
for the participant to carry out required activities
10.13.3.3.9 Attendance is strictly monitored and confirmed by worksite
supervisor
10.14
PARTICIPANT SUPPORT SERVICES
10.14.1 Contractors shall provide participants with supportive services to assist with
successful participation in the Program. Support Services may include:
10.14.2 Transportation costs
10.14.2.1 Reasonable accommodations for youth with disabilities
10.14.2.2 Childcare and dependent care costs
10.14.2.3 Purchase of uniforms or other appropriate work attire and work-related
tools, including such items as eyeglasses and protective eye gear
10.14.2.4 Other Program approved expenses required to allow for participation in
the Program and or/referrals for support services
10.14.2.5 Referrals, as needed, for example, referrals for legal aid services, health
care, and linkages to community and housing services.
10.15
INCIDENT REPORTING REQUIREMENTS
10.15.1 Contractor shall establish and maintain a reporting process in case of emergency
or incidents that may impact the program participants.
10.15.2 Contractor shall ensure mandatory reporting to Law Enforcement and/or Child
Protective Services is conducted pursuant to A.R.S. §13-3620 and shall report as
required by law, licensing regulations and agency policy (as applicable).
10.15.3 The contractor shall report to the Program supervisor, any incidents impacting the
health, safety and welfare of participants. The contractor shall complete a Program
Participant Incident Report (Exhibit C) and shall exclude identifying information if
report is provided to agencies or individuals not funded under the County contract.
10.15.3.1 The contractor shall contact the Program staff by phone no later than 30
minutes
after
knowledge
that
a
participant-related
significant
problem/injury incident has occurred.
10.15.3.2 Program Participant Incident Report (See Exhibit C). A written Program
Participant Incident Report shall be completed by the employer. All
incident reports must be legible and be signed by the employer who
prepared the report. The completed report must be sent to the contractor
and Program supervisor as indicated below. The provider shall maintain
a file of written incident reports that are available for review by County
youth program staff.
10.15.3.2.1 The incident report shall be provided to the contractor no
later than 24 hours after an incident has occurred.
SERIAL 250043-RFP
10.15.3.2.2 The incident report shall be provided by the contractor to the
Program supervisor no later than two business hours after
receipt of the report.
10.15.4 Significant Incidents. The contractor shall report participant-related significant
incidents (listed below).
10.15.5 The contractor shall report incidents to others (e.g., law enforcement, OSHA,
parents/guardians), as required by law and according to the provider’s policies and
procedures.
10.15.6 Health, Safety and Welfare Incidents. The contractor shall report all workplace
based incidents to the Program supervisor that have the potential to impact the
health, safety and welfare of participants in the Program.
10.15.7 Significant Incidents. The following are considered significant incidents:
10.15.7.1 Homicidal or suicidal attempt or threat with a plan
10.15.7.2 Physical assault (whether or not an injury occurs) to or by a participant
10.15.7.3 Medical treatment beyond first aid as a result of an injury while in a
contract service
10.15.7.4 Emergency room or urgent care visits
10.15.7.5 Request for emergency mental health stabilization provided by first
responders and/or crisis intervention teams
10.15.7.6 Sexual behavior involving staff and/or clients/youth (consensual or not)
10.15.7.7 Emergency safety response (ESR), locked seclusion and/or restraint
10.15.7.8 Weapons possession
10.15.7.9 Possession of any quantity of illicit drugs or alcohol or of medications
not prescribed to the participant
10.15.7.10 Run-away youth
10.15.7.11 Acts by participants or staff where the contractor has had to involve law
enforcement
10.15.7.12 Self-harming behavior (with or without injury)
10.15.7.13 Reported acts of inappropriate discipline and/or inappropriate behavior
management involving clients by staff
10.15.7.14 Traffic accidents involving participants transported by the provider, it’s
personnel, transport contractor, volunteers, or interns
10.15.8 On behalf of the County, the Program supervisor shall take the following steps
response to incident reports or complaints and upon notification of an incident:
10.15.8.1 Review the written information to determine if the incident requires
investigation. The Program supervisor may direct the contractor to
initiate an internal review and/or request additional information and/or
require specific action.
SERIAL 250043-RFP
10.15.8.2 If an employer’s actions are such as to warrant the concern, the Program
supervisor shall investigate further or forward the information to the
appropriate authorities.
10.15.8.3 If the Program supervisor is not satisfied with the employer’s response
to an incident, the Program supervisor may take any appropriate action.
10.16
PROGRAM PERFORMANCE MEASURES
10.16.1 The Maricopa County Human Services Department retains the right to establish
performance measures as they relate to the Program.
10.16.2 Contractor shall be responsible for demonstrating their fulfillment of the following
performance indicators both at implementation and at the conclusion of the
Program:
10.16.2.1 Employment Opportunities: Network of approved employers willing and
able to provide employment opportunities to eligible youth.
10.16.2.2 Work Experience Placement:
10.16.2.2.1 Number of eligible participants placed or being placed into
a successful work experience opportunity with an approved
employer.
10.16.2.2.2 Number of eligible participants that have not been placed
into a successful work experience opportunity.
10.16.2.3 Reporting: As outlined in Reporting and Record Keeping section, data
collection and the ability to provide clear concise reports containing the
information requested.
10.17
REPORTING AND RECORD KEEPING
10.17.1 The contractor shall be responsible for maintaining records of receipts and
expenditures, participants served, services provided, and locations for all activities
performed.
10.17.2 Contractor shall provide the following on a weekly basis:
10.17.2.1 Participant information:
10.17.2.1.1 Number enrolled
10.17.2.1.2 Number placed with employers
10.17.2.1.3 Demographic information
10.17.2.2 Amounts expended in Youth Wages
10.17.2.3 Amounts expended in Support Services
10.17.2.4 Names of employers participating in Program
10.17.2.5 Types of employment/training opportunities provided to participants
10.17.2.6 Running account of the indirect and direct costs for the Program
10.17.3 The Program reserves the right to request additional reports as needed.
SERIAL 250043-RFP
10.17.4 All records must be maintained in an accurate and organized manner and kept in
a secure location.
10.18
CONFIDENTIALITY OF CLIENT INFORMATION
10.18.1 The contractor, it’s personnel, volunteers, interns, and subcontractors, unless
otherwise exempt, shall adhere to all federal, state and local laws regarding
confidentiality including, but not limited to the Health Insurance Portability and
Accountability Act (HIPAA) Pub. L. No. 1-4-191 (1996) and regulations
promulgated there under.
10.18.2 Personally Identifiable Information (PII) is any data that could potentially identify a
specific individual. Contractors shall ensure information containing participants’ PII
is only transmitted securely via electronic method.
10.18.3 Prohibition. Contractors and employers, personnel, subcontractors, volunteers and
interns shall not divulge or release information about any participant to anyone
without a court order, except to the Program staff as indicated in the contract, or
anyone authorized by the Program staff. Violation of this paragraph or applicable
law shall constitute grounds to terminate the contract.
10.18.4 Release Authorization. Release of records containing participant information
requires a signed authorization/release form executed in accordance with current
state licensing and federal standards. All release authorization forms shall be
maintained by the contractor and indicate the person or agency to receive the
information, the specific information to be released, and the expiration date or
event that will trigger the expiration date of the release, and shall be signed by the
participant and the participant’s parent, guardian, or designated representative.
Release forms shall meet all federal and state requirements, as applicable and
including, but not limited to, 42 CFR Part 2 and 45 CFR 164.508. Unless the entity
is otherwise exempt, disclosures must be accounted for within 45 CFR 164.528.
10.18.5 Record Dissemination. Except for the Program staff, the contractor shall refer
persons requesting records or written documentation containing participant
information relating to this contract to Program staff. The contractor shall maintain
release authorization forms to track the dissemination of information in each
participant’s record, except for the release of record to the Program staff.
10.18.6 Research Data. Notwithstanding any other provision of this agreement, the
provider shall not provide to anyone other than Program staff any information,
including information about clients in any form, for research purposes without the
prior written approval of Program staff. The contractor shall refer any requests for
such information to the contract officer and such requests shall be in writing.
Approval shall be within the discretion of the contract officer.
10.18.7 Subpoenas. If the contractor receives a subpoena requesting records relating to a
program participant(s), the contractor shall immediately notify and deliver the
subpoena to Program staff.
10.19
FINANCIAL REPORTING
Contractors shall maintain a financial account of financial activities related to the contract
and shall provide a financial statement reporting in U.S. dollars of all expenditures of
County awarded funds and any income earned on those funds. The financial statement
should include County funds received and expended under this contract during the period
covered by the report. The financial statement will be prepared from books and records
maintained on a fund accounting (cash) basis. Only expenditures made in support of the
contract purposes should be charged against the contract, and records should be
SERIAL 250043-RFP
maintained of such expenditures made in support of the contract adequate to enable the
auditing of such funds on a quarterly basis.
10.20
FINANCIAL MANAGEMENT
10.20.1 Contractors shall maintain a financial management system that meet the following
standards:
10.20.1.1 Financial reporting: Accurate, current, and complete disclosure of the
financial results of financially assisted activities must be made in
accordance with the financial reporting requirements of the agreement.
10.20.1.2 Accounting records: The contractor must maintain records which
adequately identify the source and application of funds provided for
financially assisted activities. These records must contain information
pertaining to the contract and authorizations, obligations, unobligated
balances, assets, liabilities, outlays or expenditures, and income.
10.20.1.3 Internal control: The contractor shall maintain effective control and
accountability for all contract cash, real and personal property, and other
assets. The contractor must adequately safeguard all such property and
must assure that it is used solely for authorized purposes.
10.20.1.4 Budget control: The contractor must maintain actual expenditures or
outlays compared with budgeted amounts for the contract. Financial
information must be related to performance or productivity data,
including the development of unit cost information whenever appropriate
or specifically required in the contract. If unit cost data is required,
estimates based on available documentation will be accepted whenever
possible.
10.20.1.5 Allowable cost: The contractor must use applicable 2 C.F.R. Part 200
cost principles, agency program regulations, and the terms of the
contract will be followed in determining the reasonableness, allowability,
and allocability of costs.
10.20.1.6 Source documentation: Accounting records must be supported by such
source documentation as cancelled checks, paid bills, payrolls, time,
and attendance records, contract, and subcontract documents, etc.
10.20.1.7 Documentation regarding receipt of purchases.
10.21
PROGRAM MONITORING AND EVALUATION
10.21.1
County staff will monitor the contractor’s compliance with, and performance
under, the terms and conditions of the contract.
10.21.2
Contractor staff will monitor the Employers’ compliance with employment
conditions.
10.21.3
The contractor shall make available for inspection and/or copying by the
department's monitoring of all records and accounts relating to the work
performed or the services provided under the agreement.
10.21.4
Contractor shall be monitored for fiscal, program delivery, and contract
compliance annually or more often as needed.
10.21.5
Monitoring shall occur during the sub-recipient’s normal business hours,
announced or unannounced.
SERIAL 250043-RFP
10.21.6
Contractors found to be deficient in any area shall receive written notification of
findings and required corrective actions. Contractor shall provide a written
response outlining corrective actions and steps to ensure findings are corrected
and resolved in an acceptable timeframe to preclude future issues.
10.21.7
Contractor shall be responsible for regularly monitoring worksites for those
Participants that are engaged in work experience activities.
10.21.8
The County will request information for fiscal monitoring/audit per Office of
Management and Budget (OMB) Uniform Guidance 2 C.F.R. § 200, to include:
10.21.8.1
Financial Management 2 C.F.R. § 200.302
10.21.8.2
Internal Controls 2 C.F.R. § 200.303
10.21.8.3
Bonds 2 C.F.R. § 200.304
10.21.8.4
Payment and Financial Reporting 2 C.F.R. § 200.305
10.21.8.5
Cost Sharing or Matching 2 C.F.R. § 200.306
10.21.8.6
Program Income 2 C.F.R. § 200.307
10.21.8.7
Revision of Budget and Program Plans 2 C.F.R. § 200.308
10.21.8.8
Period of Performance 2 C.F.R. § 200.309
10.21.8.9
Insurance Coverage 2 C.F.R. § 200.310
10.21.8.10 Record Retention and Access 2 C.F.R. §§ 200.334 – 200.338
10.21.8.11 Procurement Standards 2 C.F.R. § 200.318
10.21.8.12 Indirect Costs 2 C.F.R. § 200.414
10.21.8.13 Compensation-Personal Services 2 C.F.R. § 200.430
10.21.8.14 Audit Requirements 2 C.F.R. §§ 200.501-200.517
10.21.9
The contractor, as a subrecipient of 21.027 Assistance Listing Number (ALN)
American Rescue Plan Act Coronavirus State and Local Fiscal Recovery
Funds, shall be in compliance and remain in compliance throughout the term of
the contract with 2 CFR 200.
10.21.10 The contractor may be monitored for fiscal, program delivery and contract
compliance.
10.21.11 The contractor shall reimburse the County for any and all uses of American
Rescue Plan Act of 2021, H.R. 1319 (ARPA) funds in the event that the federal
government determines the use did not comply with the ARPA laws, rules, and
guidelines. The intent of the parties is that the contractor will reimburse the
County within a timeframe that allows the County to use the reimbursed funds
to refund the money to the U.S. Department of the Treasury, as required by
the ARPA.
SERIAL 250043-RFP
11.0
TERMS AND CONDITIONS
11.1
INDEMNIFICATION
11.1.1 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, 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 of the contractor, a
subcontractor, anyone directly or indirectly employed by them, or anyone for
whose acts they may be liable relating to the performance of this contract.
11.1.2 Contractor's duty to defend, indemnify, and hold harmless the County, its agents,
representatives, 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 therefrom, 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, anyone 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.
11.1.3 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 section.
11.1.4 The scope of this indemnification does not extend to the sole negligence of County.
11.2
INSURANCE
11.2.1 Contractor, at Contractor’s own expense, shall purchase and maintain, at a
minimum, the herein stipulated insurance from a company or companies duly
licensed by the State of Arizona and possessing an AM Best, Inc. category 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.
11.2.2 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.
11.2.3 In the event that the insurance required is written on a claims-made basis,
Contractor warrants that any retroactive date under the policy shall precede the
effective date of this contract and either continuous coverage will be maintained,
or an extended discovery period will be exercised for a period of two years
beginning at the time work under this contract is completed.
11.2.4 Contractor’s insurance shall be primary insurance as respects County, and any
insurance or self-insurance maintained by County shall not contribute to it.
11.2.5 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.
SERIAL 250043-RFP
11.2.6 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.
11.2.7 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.
11.2.8 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.
11.2.9 If available, the insurance policies required by this contract may be combined with
Commercial Umbrella Insurance policies to meet the minimum limit requirements.
If a Commercial Umbrella insurance policy is utilized to meet insurance
requirements, the Certificate of Insurance shall indicate which lines the
Commercial Umbrella Insurance covers.
11.2.9.1 Commercial General Liability
Commercial General Liability (CGL) 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.
11.2.9.2 Automobile Liability
Commercial/Business Automobile Liability 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.
11.2.9.3 Workers’ Compensation
11.2.9.3.1 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.
SERIAL 250043-RFP
11.2.9.3.2 Contractor, its subcontractors, and sub-subcontractors
waive all rights against this 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
subcontractors, and its sub-subcontractors pursuant to this
contract.
11.2.9.4 Sexual Molestation and Physical Abuse
The policy shall be endorsed to include coverage for sexual molestation
and physical abuse at limits not less than $2,000,000.00 per occurrence
and $4,000,000.00 aggregate. These limits may be included within a
General Liability policy, Professional Liability policy or provided by
separate endorsement with its own limits as required. Contractor must
provide the following statement on their Certificate(s) of Insurance:
“Sexual molestation and physical abuse coverage is included.”
Policies/certificates stating that “Sexual molestation and physical abuse
coverage is not excluded” do not meet this requirement.
11.2.10 Certificates of Insurance
11.2.10.1 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.
11.2.10.2 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.
11.2.10.3 If a policy does expire during the life of the Contract, a renewal certificate
must be sent to County 15 calendar days prior to the expiration date.
11.2.10.4 Certificates of Insurance shall identify Maricopa County as the certificate
holder as follows:
Maricopa County
c/o Risk Management
301 W Jefferson St, Suite 910
Phoenix, AZ 85003
11.2.11 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 30 days
prior written notice to Maricopa County. Contractor must provide to Maricopa
County, within two 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 301 W.
Jefferson St. Suite 700, Phoenix, AZ 85003, or emailed to the procurement officer
noted in the solicitation.
SERIAL 250043-RFP
11.3
FORCE MAJEURE
11.3.1 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 include, but are not limited to,
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, and interruption or
failure of electricity or telecommunication service, and pandemic.
11.3.2 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.
11.3.3 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.
11.4
ORDERING AUTHORITY
Any request for purchase shall be accompanied by a valid purchase order issued by a
County department or directed by a Certified Agency Procurement Aid (CAPA) with a
purchase card for payment.
11.5
PROCUREMENT CARD ORDERING CAPABILITY
County may opt to use a procurement card (Visa or Master Card) to make payment for
orders under this contract.
11.6
INTERNET ORDERING CAPABILITY
It is the intent of Maricopa County to use the Internet to communicate and to place orders
under this contract.
11.7
NO MINIMUM OR MAXIMUM PURCHASE OBLIGATION
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.
11.8
PURCHASE ORDERS
11.8.1 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, or for shipment of product prior to issuance of purchase order.
SERIAL 250043-RFP
11.8.2 Contractor agrees 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.
11.9
BACKGROUND CHECK
Contractor may be required to pass multiple background checks (e.g. Sheriff’s Office,
County Attorney's Office, Courts, as well as Maricopa County general government) to
determine if the contractor is acceptable to do business with the County. This applies to,
but is not limited to, the company, subcontractors, and employees, and the failure to pass
these checks shall deem the contractor non-responsible.
11.10
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.
11.11
STOP WORK ORDER
11.11.1 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 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 order is delivered to the Contractor, or within any extension of that period
to which the parties shall have agreed, the procurement officer shall either:
11.11.1.1 cancel the stop work order; or
11.11.1.2 terminate the work covered by the order as provided in the Termination
for Default or the Termination for Convenience clause of this contract.
11.11.1.3 The procurement officer may make an equitable adjustment in the
delivery schedule and/or contract price, 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
11.12
TERMINATION FOR CONVENIENCE
Maricopa County may terminate the resultant contract for convenience by providing 60
calendar days advance notice to the Contractor.
11.13
TERMINATION FOR DEFAULT
11.13.1 The County may, by written Notice of Default to the Contractor, terminate this
contract in whole or in part if the Contractor fails to:
11.13.1.1 deliver the supplies or to perform the services within the time specified
in this contract or any extension;
SERIAL 250043-RFP
11.13.1.2 make progress, so as to endanger performance of this contract; or
11.13.1.3 perform any of the other provisions of this contract.
11.13.2 The County’s right to terminate this contract under these subparagraphs may be
exercised if the Contractor does not cure such failure within 10 business days (or
more if authorized in writing by the County) after receipt of a Notice to Cure from
the procurement officer specifying the failure.
11.14
ACCEPTANCE
Upon completion of services, service delivery shall be deemed accepted and the warranty
period shall begin when the department has deemed all service/work completed, including
but not limited to, any inspection, design, development, deployment, operation, and initial
training, (as applicable). Additionally, all documentation shall be completed prior to final
acceptance.
11.15
PERFORMANCE
It shall be the Contractor’s responsibility to meet the proposed performance requirements.
Maricopa County reserves the right to obtain services on the open market in the event the
Contractor fails to perform, and any price differential will be charged against the Contractor.
11.16
CONTRACTOR EMPLOYEE MANAGEMENT
11.16.1 Contractor shall endeavor to maintain the personnel proposed in their proposal
throughout the performance of this contract.
11.16.2 If Contractor personnel’s employment status changes, Contractor shall provide
County a list of proposed replacements with equivalent or greater experience.
11.16.3 Under no circumstances shall the implementation schedule to be impacted by a
personnel change on the part of the Contractor.
11.16.4 Contractor shall not reassign any key personnel identified in their proposal without
the express consent of the County.
11.16.5 County reserves the right to immediately remove from its premises any Contractor
personnel it determines to be a risk to County operations.
11.16.6 County reserves the right to request the replacement of any Contractor personnel
at any time, for any reason.
11.17
WARRANTY OF SERVICES
11.17.1 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.
11.17.2 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.
SERIAL 250043-RFP
11.18
INSPECTION OF SERVICES
11.18.1 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.
11.18.2 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.
11.18.3 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:
11.18.3.1 require the Contractor to take necessary action to ensure that future
performance conforms to contract requirements; and
11.18.3.2 reduce the contract price to reflect the reduced value of the services
performed.
11.18.4 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:
11.18.4.1 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
11.18.4.2 terminate the contract for default.
11.19
USAGE REPORT
The Contractor shall furnish the County a usage report, upon request, delineating the
acquisition activity governed by the contract. The format of the report shall be approved by
the County and shall disclose the quantity and dollar value of each contract item by
individual unit of measure.
11.20
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.
SERIAL 250043-RFP
11.21
OFFSET FOR DAMAGES
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.
11.22
SUBCONTRACTING
11.22.1 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 bid serial number and identify the job or project.
11.22.2 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. 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.
11.23
AMENDMENTS
All amendments to this contract shall be in writing and approved/signed by both parties.
Maricopa County Office of Procurement Services shall be responsible for approving all
amendments for Maricopa County.
11.24
ADDITIONS/DELETIONS OF REQUIREMENTS
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.
11.25
RIGHTS IN DATA
11.25.1 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.
11.25.2 Data, records, reports, and all other information generated for the County by a third
party as the result of a contract are the property of the County and shall be provided
in a format designated by the County or shall be and remain accessible to the
County into perpetuity.
11.26
ACCESS TO AND RETENTION OF RECORDS FOR THE PURPOSE OF AUDIT AND/OR
OTHER REVIEW
11.26.1 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 years after final payment or until after the resolution
of any audit questions, which could be more than six years, whichever is longest.
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.
SERIAL 250043-RFP
11.26.2 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.
11.27
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.
11.28
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.
11.29
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.
11.30
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.
11.31
RELATIONSHIPS
11.31.1 In the performance of the services described herein, the Contractor shall act solely
as an independent Contractor, 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.
11.31.2 The County reserves the right of final approval on proposed staff. Also, upon
request by the County, the Contractor will be required to remove any employees
working on County projects and substitute personnel based on the discretion of
the County within two business days, unless previously approved by the County.
11.32
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 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. (Arizona Executive Order 2009-09
can be viewed at https://apps.azsos.gov/public_services/register/2009/46/governor.pdf)
SERIAL 250043-RFP
11.33
WRITTEN CERTIFICATION PURSUANT to A.R.S. § 35-393.01
If vendor engages in for-profit activity and has 10 or more employees, and if this agreement
has a value of $100,000 or more, vendor 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.
11.34
CERTIFICATION REGARDING DEBARMENT AND SUSPENSION
11.34.1 The undersigned (authorized official signing on behalf of the Contractor) certifies
to the best of his or her knowledge and belief that the Contractor, its current
officers, and directors:
11.34.1.1 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;
11.34.1.2 have not within a three-year period preceding this contract:
11.34.1.2.1
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; or
11.34.1.2.2
been convicted of violation of any Federal or State
antitrust statutes 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;
11.34.1.3 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;
11.34.1.4 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
11.34.1.5 have not within a three-year period preceding this contract had any
public transaction (Federal, State or local) terminated for cause or
default.
11.34.2 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.
11.34.3 The Contractor shall include, without modification, this clause in all lower tier
covered transactions (i.e. transactions with subcontractors or sub-subcontractors)
and in all solicitations for lower tier covered transactions related to this contract. If
this clause is applicable to a subcontractor or sub-subcontractor, the Contractor
shall include the information required by this clause with their bid.
SERIAL 250043-RFP
11.35
VERIFICATION REGARDING COMPLIANCE WITH A.R.S. § 41-4401 AND FEDERAL
IMMIGRATION LAWS AND REGULATIONS
11.35.1 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 years, whichever is longer. I-9 forms are available for
download at www.uscis.gov.
11.35.2 The County retains the legal right to inspect documents of Contractor and
subcontractor employees performing work under this contract to verify compliance
with paragraph 11.35.1 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.
11.36
CONTRACTOR Employee WHISTLEBLOWER RIGHTS AND REQUIREMENT TO
INFORM EMPLOYEES OF WHISTLEBLOWER RIGHTS
11.36.1 The parties agree that this contract and employees working on this contract will be
subject to the Contractor employee whistleblower protections established by Title
41 U.S.C. § 4712 and Section 3.908 of the Federal Acquisition Regulation.
11.36.2 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.
11.36.3 Contractor shall insert the substance of this clause, including this paragraph, in all
subcontracts over the simplified acquisition threshold ($250,000 as of fiscal year
2018).
11.37
CONTRACTOR LICENSE REQUIREMENT
The Contractor shall procure all permits, insurance, and licenses, and pay the charges and
fees necessary and incidental to the lawful conduct of his/her business, and as necessary
complete any requirements, by any and all governmental or non-governmental entities as
mandated to maintain compliance with and remain in good standing. The Contractor shall
keep fully informed of existing and future trade or industry requirements, and 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 any and all changes concerning
permits, insurance, or licenses.
SERIAL 250043-RFP
11.38
UNIQUE ENTITY IDENTIFIER (UEI) AND SYSTEM FOR AWARD MANAGEMENT
REGISTRATION
All contractors that receive federal funding must have a UEI number through
https://sam.gov/content/entity-registration. Contractor must also remain current with the
System for Award Management www.sam.gov throughout the term of the contract.
11.39
UNIFORM ADMINISTRATIVE REQUIREMENTS
By entering into a contract, the 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.
11.40
RELIGIOUS ACTIVITIES
The contractor agrees that costs, planned or claimed, including costs incurred, shall not
include any expense for any religious activity.
11.41
POLITICAL ACTIVITY PROHIBITED
None of the funds, materials, property, or services contributed by the County or the
contractor under the agreement shall be used in the performance of this agreement for any
partisan political activity, or to further the election or defeat of any candidate for public
office.
11.42
EQUAL EMPLOYMENT OPPORTUNITY
11.42.1 The contractor shall not discriminate against any employee or applicant for
employment because of race, age, disability, color, religion, sex, or national origin.
The contractor shall take affirmative action to ensure 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.
11.42.2 Contractor shall comply with the following provisions:
11.42.2.1 Title VI and VII of the Civil Rights Act of 1964, as amended (42 U.S.C.
§§ 2000a, et seq.);
11.42.2.2 The Rehabilitation Act of 1973, as amended (29 U.S.C. §§ 701, et seq.);
11.42.2.3 The Age Discrimination in Employment Act of 1967, as amended (29
U.S.C. §§ 621, et seq.);
11.42.2.4 The Americans With Disabilities Act of 1990 (42 U.S.C. §§ 12101, et seq.);
and Arizona Executive Order 2009-09, as amended, et seq. which
mandates that all persons shall have equal access to employment
opportunities.
11.42.2.5 Contractor understands that the United States has the right to seek
judicial enforcement of this assurance.
SERIAL 250043-RFP
11.43
CERTIFICATION REGARDING LOBBYING
11.43.1 Contractor certifies, to the best of their knowledge and belief, that:
11.43.1.1 No federal appropriated funds have been paid or will be paid, by or on
behalf of the contractor, to any person for influencing or attempting to
influence an officer or employee of any agency. This applies to 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. Including the
making of any federal, loan the entering into of any cooperative
agreement, and the extension, continuation, renewal, amendment, or
modification of any federal contract, grant, loan, or cooperative
agreement.
11.43.1.2 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, member of Congress, an officer or
employee of Congress, or an employee of a member of Congress in
connection with this federal contract, grant, loan, or cooperative
agreement, the undersigned shall complete and submit Standard Form-
LLL, “Disclosure Form to Report Lobbying,” in accordance with its
instructions.
11.43.2 Contractor shall include Lobbying Certification language in the award documents
for all subcontractors (including sub-grants, and contract under grants, loans, and
cooperative agreements) and that all sub-recipients shall certify and disclose
accordingly.
11.43.2.1 The Lobbying Certification is a material representation of fact upon
which reliance was placed when this transaction is made or entered into.
Submission of this certification is prerequisite for making or entering into
this transaction imposed by section 1352, Title 31, U.S. Code. Any
successful proposer(s) who fail to file the required certification shall be
subject to a civil penalty of not less than $10,000.00 and not more than
$100,000.00 for each such failure.
11.44
CLEAN AIR ACT & CLEAN WATER ACT
Contractor must comply with all applicable standards, orders, or requirements issued under
section 306 of the Clean Air Act (42 U.S.C. 1857(h), section 508 of the Clean Water Act
(33 U.S.C. 1368) Executive Order 11738, and Environmental Protection Agency
regulations (40 CFR part 15).
11.45
ENERGY POLICY AND CONSERVATION ACT
Contractor must adhere to the standards and policies relating to energy efficiency, which
are contained in the State energy conservation plan issued in compliance with the Energy
Policy and Conservation Act (Pub. L. 94-163, 89 Stat.871).
11.46
INFLUENCE
11.46.1 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.
11.46.2 An attempt to influence includes, but is not limited to:
SERIAL 250043-RFP
11.46.2.1 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 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.
11.46.3 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.
11.47
CONFIDENTIAL INFORMATION
11.47.1 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.
11.47.2 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 15 business days of the
written request to do so.
11.47.3 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.
11.48
PUBLIC RECORDS
Under Arizona law, all offers submitted and opened are public records and must be
retained by the County at the Maricopa County 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.
11.49
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, expressed, or implied.
11.50
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.
SERIAL 250043-RFP
11.51
FORCED LABOR
11.51.1 By submitting a bid for this solicitation and/or entering into a contract as a result of
this solicitation, contractor agrees to comply with all applicable portions of Arizona
Revised Statutes Section 35-394. Contracting; procurement; prohibition; written
certification; remedy; termination; exception; definitions.
11.51.2 Contractor certifies that it does not currently, and agrees for the duration of the
contract, that it will not use:
11.51.2.1 The forced labor of ethnic Uyghurs in the People’s Republic of China.
11.51.2.2 Any goods or services produced by the forced labor of ethnic Uyghurs
in the People’s Republic of China.
11.51.2.3 Any contractors, subcontractors or suppliers that use the forced labor or
any good or services produced by the forced labor of ethnic Uyghurs in
the People’s Republic of China.
11.51.3 If contractor becomes aware during the term of the agreement that contractor is
not in compliance with this paragraph, the 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 the 180 day period, the agreement terminates on the
agreement termination date.
11.52
PRICES
Contractor warrants that prices extended to County under this contract are no higher than
those paid by any other customer for these or similar services.
11.53
ORDER OF PRECEDENCE
In the event of a conflict in the provisions of this contract and Contractor’s license
agreement, if applicable, the terms of this contract shall prevail.
11.54
INCORPORATION OF DOCUMENTS
11.54.1 The following are to be attached to and made part of this Contract:
11.54.1.1
Exhibit A – Vendor Information and Itemized Service Budgets
11.54.1.2
Exhibit B – Scope of Work with Implementation Plan
11.54.1.3
Exhibit C – Sample Program Participant Incident Report
11.54.1.4
Exhibit D – GPUL Injury Reporting Procedures
11.54.1.5
Exhibit E – GPUL Service Area Poverty Table
11.54.1.6
Exhibit F – Office of Procurement Services Contractor Travel and
Per Diem Policy
11.54.1.7
Exhibit G – Certification Regarding Debarment
11.54.1.8
Exhibit H – Accounting Certification Statement
SERIAL 250043-RFP
11.54.1.9
Exhibit I – Lobbying Packet
11.54.1.10 Exhibit J – Certificate of Compliance With 2 CFR 200
11.55
NOTICES
All notices given pursuant to the terms of this contract shall be addressed to:
For County:
Maricopa County
Office of Procurement Services
301 W. Jefferson St. Suite 700
Phoenix, Arizona 85003-1647
For Contractor:
Greater Phoenix Urban League, Inc.
1402 S. 7th Avenue
Phoenix, AZ 85007
11.56
INQUIRIES
11.56.1 Administrative telephone/email inquiries shall be addressed to:
ELIZABETH KUTTNER, SENIOR PROCUREMENT OFFICER
TELEPHONE: (602) 506-0099
elizabeth.kuttner@maricopa.gov
11.56.2 Inquiries may be submitted by telephone but must be followed up in writing. No
oral communication is binding on Maricopa County.
SERIAL 250043-RFP
SERIAL 250043-RFP
EXHIBIT A – VENDOR INFORMATION AND ITEMIZED SERVICE BUDGETS
COMPANY NAME:
Greater Phoenix Urban League, Inc.
DOING BUSINESS AS (dba):
MAILING ADDRESS:
1402 S. 7th Avenue, Phoenix, AZ 85007
REMIT TO ADDRESS:
1402 S. 7th Avenue, Phoenix, AZ 85007
TELEPHONE NUMBER:
602-254-5611 ext. 115
FAX NUMBER:
623-259-1095
WWW ADDRESS:
www.gphxul.org
REPRESENTATIVE NAME:
William Bridgeman
REPRESENTATIVE TELEPHONE NUMBER:
602-254-5611 ext. 115
REPRESENTATIVE EMAIL ADDRESS
bbridgeman@gphxul.org
UNIQUE ENTITY ID (UEI) FROM SAM.GOV
C14AEEQJDN26
YES
NO
REBATE
WILL ALLOW OTHER GOVERNMENTAL ENTITIES TO PURCHASE
FROM THIS CONTRACT:
WILL ACCEPT PROCUREMENT CARD FOR PAYMENT:
NET 0 DAYS
ITEMIZED SERVICE BUDGET
Contract Period 1/1/2025 – 12/31/2025 for Summer 2025 Program Year
Services provided March through September 2025
TOTAL
SERVICE
COST
Other Sources
of funding do
not contribute
to
the
Total
Service Cost
COUNTY
COST
I.
PERSONNEL
Total Salary
%
Allocated
TOTAL
TOTAL
COUNTY
Number
of
FTE
for the
Service
COST
OTHER
COST
Positions
Level
Position Title
Contract
Period
for
MCHSD
100
1
YOUTH SALARIES
$165,000.00
100%
$165,000.00
$165,000.00
1
1.00
DIR.
OF
YOUTH
SERVICES
$65,000.00
50%
$ 32,500.00
$32,500.00
2
1.00
SUMMER
COUNSELOR
$ 24,000.00
100%
$ 24,000.00
$24,000.00
1
1.00
VOCATIONAL
COUNSELOR
$ 36,400.00
100%
$ 36,400.00
$36,400.00
1
1.00
DIR. HUM.
RESOURCE/
CONTROLLER
$ 12,727.00
100%
$ 12,727.00
$12,727.00
1
1.00
CHIEF
FISCAL
OFFICER
$ 16,209.58
100%
$ 16,209.58
$16,209.58
0
1.00
DATA ANALYST
$ -
0%
$0.00
$0.00
6
TOTAL:
$286,836.58
$286,836.58
SERIAL 250043-RFP
II.
EMPLOYEE RELATED EXPENSES
TOTAL
TOTAL
COUNTY
ITEM
BASIS
%
COST
OTHER
COST
13% OF Total Wages
$ 34,420.39
$34,420.39
TOTAL:
$ 34,420.39
$34,420.39
III.
PROFESSIONAL AND OUTSIDE SERVICES
TOTAL
TOTAL
COUNTY
ITEM
BASIS
%
COST
OTHER
COST
TOTAL:
$0.00
$0.00
V.
MATERIALS AND SUPPLIES
TOTAL
TOTAL
COUNTY
ITEM
BASIS
%
COST
OTHER
COST
Equipment/Tablets,
Laptop
$3.00@100
$ 3,000.00
$3,000.00
Materials/Supplies
$2.00@100
$ 2,000.00
$0.00
$2,000.00
TOTAL:
$ 5,000.00
$5,000.00
VI.
OPERATING SERVICES
TOTAL
TOTAL
COUNTY
ITEM
BASIS
%
COST
OTHER
COST
MARICOPA CTY TRAVEL
100@ 10.50
$ 10,500.00
$ 10,500.00
BUS/LIGHT RAIL TICKETS
MILEAGE
FOR
COUNSELORS
AND OTHER STAFF
WORK RELATED GEAR
TOTAL:
$ 10,500.00
$10,500.00
VII.
MISCELLANEOUS
TOTAL
TOTAL
COUNTY
ITEM
BASIS
%
COST
OTHER
COST
100 STUDENTS @ $500.00
$500
per
participant
90%
$ 45,000.00
$45,000.00
$0.00
TOTAL:
$ 45,000.00
$45,000.00
TOTAL DIRECT COST:
$381,756.97
$381,756.97
SERIAL 250043-RFP
VIII.
INDIRECT
TOTAL
TOTAL
COUNTY
ITEM
BASIS
%
COST
OTHER
COST
4%
$ 15,270.28
$15,270.28
TOTAL INDIRECT COST:
$ 15,270.28
$15,270.28
SUBTOTAL ADMIN (DIRECT)
COST:
$ 15,270.28
$15,270.28
TOTAL SERVICE COST:
$397,027.25
$397,027.25
BUDGET NARRATIVE: SUMMER 2025
Youth Salaries - Participants will receive a minimum of $15.00 per hour for 5 weeks or a maximum of 110
hours @ $15.00 per hour for a total of $1,650.00 per student for a total of $165,000 for a total of 100
participants.
Director of Youth Services- The position will be a full-time staff position that will be paid at an annual
salary of $65,000. The position will spend 50% of the time working on the Summer Youth Workforce
Program performing planning, coordinating. monitoring and administrative duties associated with the grant.
This position will also be responsible for outreaching to employers to reestablish partnerships for placement
of participants and other duties associated with the grant deemed necessary. The remaining 50% will be
spent on other activities/program associated with none of the Summer Youth Workforce Program and the
cost will be charged to Greater Phoenix Urban League, Inc. Allocation of time/cost will be supported with
activity/time sheets $32,500.
Vocational Counselor - One vocational counselor position will assist in working with employers and
participants during the months of March – September 2025. During the months of March through mid-May
this position primary responsibly will be working with employers to ensure adequate and safe worksites are
available for the participants as well as securing worksite agreements. During the months mid-May – August
this position will work alongside of the other summer youth counselors and take responsibility for a ratio of
approximately 34 participants. For the final months of August – September, this position will assist with
program post referral and survey follow up with the employers and participants and end of year program
reporting.
This
vocational
counselor
position
will
be
paid
an
average
of
$30.00
per
hour@8hrs=$240.00@5=$1,200.00 X30 weeks and 2 days approximate $36,400. Allocation of time/cost
will be supported with activity/time sheets.
Summer Counselors - Two 10-week vocational counselors' position will be hired to work with the
participants that will equate to a ratio of approximately 33 participants per counselors divided over a two-
session period to execute the requirements of the grant. The counselors will be paid an average of $30.00
per hour@8hrs=$240.00@5=$1,200.00@2=$2,400X10 weeks =$24,000. Allocation of time/cost will be
supported with activity/time sheets.
Director of Human Resources/ Controller- The staff position is a full-time position with the Greater
Phoenix Urban League and will allocate approximately 12.50% of its time working on various duties related
to the Summer Youth Workforce Program. Allocation of time/cost will be supported with activity/time sheets.
It is estimated that cost will approximate $12,727. Which will be incurred over the period March through
September and other administrative reporting after the grant period including Single Audit and Federal
Wage reporting and etc.
Chief Fiscal Officer- The staff position is a full-time position with the Greater Phoenix Urban League and
will allocate approximately 12.50% of its time working on various duties related to the Summer Youth
Workforce Program.
Allocation of time/cost will be supported with activity/time sheets. It is estimated that cost will approximate
$16,209.58, which will be incurred over the period March through September and other administrative
reporting after the grant period including Single Audit and Federal Wage reporting and etc. Allocation of
time/cost will be supported with activity/time sheets.
SERIAL 250043-RFP
Employee Related Benefits- Various benefits associated with FICA/Medicare, Health Insurance,
employee pension, unemployment insurance benefits, workman compensation for full time positions and
FICA/Medicare and workman compensation for participants. The cost is estimated to average 13% of salary
for a total of $34,420.39.
Professional Services - None anticipated
Operating Services-Estimated travel cost associated with the program for participants bus/light rail passes.
Mileage for Director of Youth Services and Vocational Counselors traveling to worksite. Cost
reimbursement to staff positions will be in accordance with Exhibit F - Office of Procurement Services
Contractor Travel and Per Diem Policy and Compliance with 2 CFR 200. Cost associated with work related
gear has been estimated in this line category including safety shoes or boots. Estimated $10,500.
Material and Supplies - Cost associated with cell phone stipends, office phone usage, hot spot, and onsite
internet usage for existing laptops for Vocational Counselors and the installation of the related software and
miscellaneous supplies. Estimated Cost $5,000.
Miscellaneous - Cost related to 2.13.1.2 for participates that successfully complete the Program will
receive a $500.00 stipend. It is estimated that 90% of the 100 participants will complete the program and
the remainder will not for various reasons. The goal is 100%. Estimated costs $45,000.
Indirect - FLAT 4% rate of budget. The indirect is 4% of total direct costs - $15,270.28.
SERIAL 250043-RFP
EXHIBIT B –SCOPE OF WORK WITH IMPLEMENTATION PLAN
Agency name: Greater Phoenix Urban League
Employer ID/Tax ID number: 86-0124189
UEI number: C14AEEQJDN26
Agency physical address: 1402 S. 7th Avenue, Phoenix, AZ 85007
Agency representative contact information: William Bridgeman, 602-254-5611 ext. 115,
bbridgeman@gphxul.org
Number of employees that will work on the Program: 6
Funding amount extension requested: $397,027.25 (Summer 2025)
IMPLEMENTATION PLAN, TIMELINE AND MILESTONES SUMMER 2025
ACTIVITY/MILESTONE
TIMEFRAME
STAFF RESPONSIBLE
Planning
Create marketing flyers
December 2024
Program Director
Advertise and post “Application for Potential
Employer Worksites” on GPUL website
December 2024
Program Director
Promote program at Martin Luther King festival
and other community events
January 2025
Program Director
Add youth summer employment application to
GPUL website
January 2025
Program Director
Collaborate with community partners
February 2025
Program Director
Planning meeting
February 2025
GPUL Staff
Host a planning meeting with community
partners
March 2025
Program Director
Planning meeting
March 2025
GPUL Staff
Create budget draft
March 2025
Program Director
Finalize funding sources and contracts
March 2025
Program Director
Create and update form and documentation
system
March 2025
Program Director
Contact potential work experience sites
March 2025
Program Director
Contact community agencies for youth referrals
March 2025
Program Director
Planning meeting
April 2025
GPUL Staff
Create a summer calendar draft of events
April 2025
Program Director
Schedule educational workshops and guest
speakers and trainers
April 2025
Program Director
Create workshop participation certificates
April 2025
Program Director
Create working lunch agendas
April 2025
Program Director
Create orientation agenda and schedules
April 2025
Program Director
Order materials and supplies
April 2025
Program Director
Contact youth referrals
April 2025
Program Director
Open enrollment for remaining slots
April 2025
Program Director
Select youth participants
April 2025
Program Director
Notify youth
April 2025
Program Director
Conduct orientation for worksites
April 2025
Program Director
Secure charter transportation for university field
trips
April 2025
Program Director
Planning meeting
May 2025
GPUL Staff
Planning meeting with community partners
May 2025
Program Director
Confirm participants and send out reminders
May 2025
Program Director
Update data spreadsheets
May 2025
Program Director
Create youth comprehensive files
May 2025
Program Director
Create youth working files
May 2025
Program Director
SERIAL 250043-RFP
Order transportation passes
May 2025
Program Director
Set up payroll
May 2025
Program Director
Provide youth orientation
May 2025
Program Director
Conduct pre-assessments
May 2025
Program Director
Program Director
First Session:
Pre-employment Professional and Leadership
Workshop Training
May 25-27, 2025
Program Director
Design individualized employment plans
May 25-27, 2025
Program Director
Create Youth identification badges
May 25-27, 2025
Program Director
Assign worksite placements
May 25-27, 2025
Program Director
Host a career workshop
May 28, 2025
Program Director
Participants travel to worksites and perform work
duties
June 1-27, 2025
Youth Counselors
Participant career workshops at GPUL central
office
Every Friday
Program Director
Onsite worksite visits and coaching
June 1-27, 2025
Youth Counselors
Collect time sheets
Every other Friday
Program Director
Second Session:
Pre-employment Professional and Leadership
Workshop Training
June 27-June 29, 2025
Program Director
Design individualized employment plans
June 27-June 29, 2025
Program Director
Create Youth identification badges
June 27-June 29 2025
Program Director
Assign worksite placements
June 27-June 29, 2025
Program Director
Host a career workshop
June 27, 2025
Program Director
Participants travel to worksites and perform work
duties
June 30-August 1, 2025
Youth Counselors
Participant career workshops at GPUL central
office
Every Friday
Program Director
Onsite worksite visits and coaching
June 30-August 1, 2025
Youth Counselors
Collect time sheets
Every other Friday
Program Director
Summer Wrap-Up
Analyze collected data and surveys from
participants and employers
August 2025
Program Director
Compile outcome data and produce the final
report
August 2025
Program Director
Closeout the budget
August 2025
Program Director
Report to stakeholders
August 2025
Program Director
Distribute thank-you certificates for participating
worksites
August 2025
Program Director
Wrap-up meeting
August 2025
GPUL Staff
Post-planning meeting with community partners
August 2025
Program Director
SERIAL 250043-RFP
SCOPE OF WORK NARRATIVE
Organization Background and Qualifications
Established in 1945, the Greater Phoenix Urban League (GPUL) is one of the 90 affiliates of the National
Urban League. GPUL supports minority families and underserved populations by providing connections to
employment, housing, job training, health care, and education. Since our founding, we have served more
than 100,000 individuals and continue to develop and expand our programs as we further the Urban League
Movement in the greater Phoenix area, changing lives, and empowering communities.
Today, vast disparities continue to exist in the United States leaving generation after generation facing a
cycle of poverty with deficient educational standards, unacceptably high unemployment, limited access to
quality healthcare, and deplorable housing conditions.
Our mission is to equip the disadvantaged work force with tools through relevant programs focused on
housing education and health. At the Greater Phoenix Urban League, we help disenfranchised and
underserved groups to meet their immediate basic needs such as job placements and access to health
care. The role of the Greater Phoenix Urban League is to provide these communities with the tools to
empower themselves, providing opportunities to those caught in the cycle of poverty to change their lives.
The GPUL fosters partnerships with the education community to enhance the quality of life for families and
students. We provide work force programs focused on youth development by providing paid summer work
programs for youth ages 14 to 21. This program focuses on job skills training and placement.
Program Description
GPUL will develop, implement and operate a summer youth workforce program to serve 100 eligible youth
ages 16-21 years old located in the surrounding areas of the City of Phoenix throughout Maricopa County
during the period of Summer 2025 in which qualifying participants will be placed into employment
opportunities in designated in-demand industries within Maricopa County at partnering employer worksites.
Our Summer Youth Employment Program (SYEP) provides a model that allows for youth to gain valuable
work experience as well as supportive services including social-emotional learning education, mentoring,
case management, and soft skills education. The program also focuses on long-term employment
opportunities, extending supportive services beyond the limited summer months, and allowing youth to
participate automatically after their first successful summer.
To ensure the success of GPUL’s SYEP, the organizations’ current framework will focus on reinforcing
outcome factors that the organization strives to achieve to include youth diversity and representation, youth
engagement-enabling
environments,
youth-adult
partnerships,
youth
participation,
and
youth
empowerment.
Participants who are selected for the program will represent diverse groups of youth, including the most
vulnerable, through inclusive selection processes. Targeted participants include youth who are at risk of
violence and dropping out of high school, in foster care, homeless, disabled, on their own, limited in English
proficiency, runaways, and/or involved in the juvenile justice system.
The GPUL SYEP provides safe, conducive, and accountable engagement conditions for youth throughout
the program life cycle. Job placements are with community partners who help provide an early work start
in short-term employment experiences to youth and assist with community-wide strategizing around
workforce development. Employer partners vary across diverse in-demand industries to include public,
private, and nonprofit institutions.
SERIAL 250043-RFP
Services Provided
Our SYEP will provide the following comprehensive services:
Provide all youth participants with an orientation outlining program rules, expectations, policy and
procedures and goals, including time and attendance, workplace behaviors, and harassment
prevention training and safety.
Develop worksite placements in public, private and not-for-profit agencies, including worksites that
are accessible to the disabled. Sites will include a variety of in- demand occupational sectors
including the fields of construction, administrative and waste services, information technology,
healthcare and social assistance, finance and insurance, manufacturing.
Obtain signed worksite agreements for all employer worksites.
Monitor worksite assignments and ensure that assignments are allowable under Federal and State
youth labor laws.
Match youth to worksites based on youths’ individual aptitude, interest, and skills, employment
goals and supervision.
Ensure that worksite employers have the information they need by reviewing program purpose and
goals, requirements, and procedures with all program supervisors. Also ensure that worksite
employers have adopted required company policies as stated in the solicitation.
Conduct weekly visits with all partnering employer worksites to monitor effective program
management, required recordkeeping, retention and reporting, compliance with personnel and
codes of conduct and ensure the health and safety of program participants.
Maintain time and attendance records.
Provide soft skills and financial literacy curriculum along with workshops for interviewing and
resume writing, employer presentations, and post-secondary and technical education to all
participants.
Assist in developing summer youth employment job fairs and events.
Complete and submit required financial and outcome reports required by GPUL board of directors,
donors, members, and funders.
Employ qualified staff to support youth participants with building work-readiness skills, identifying
career interests, creating individualized employment plans, and matching participants with
employment opportunities, and program site monitoring.
Coordinate support services to ensure that youth are prepared to realize success.
Create meaningful enrichment programming to enhance the work experience placement success
(e.g., field trips and site visits to employers, job-shadowing activities, recruiting guest speakers in
career paths of interest to youth, educational activities, etc.).
Collect, report, and share accurate and timely data on youth recruitment, skills training, worksite
placements, work attendance and hours worked, weekly.
Provide timely payroll services, payroll distribution and program reports. Youth shall be paid for
days worked, soft-skills training, financial literacy, educational activities, workshops.
Administer required pre- and post-summer employment surveys to all youth, to assess outcomes
of the program from the youths’ perspectives.
Distribute a post-summer survey to all worksites to assess outcomes of the summer employment
program from the employers’ perspectives.
Establish and maintain a quality assurance program.
Appoint a Project Manager and a chief point of contact who will be available daily to discuss the
program and to meet with key personnel and representatives of the donors and funders at periodic
monitoring visits and other program-related meetings.
Obtain and record information on youths’ family income, family size, date of birth, residence, work
authorization documents, completed I-9 paperwork, parents’ permission (does the solicitation call
for parent permission, review) for all youth under age 18, handicapped and military status, medical
release, photo release, and youth certification for program eligibility.
Maintain and secure records on youth served by the program, including eligibility and
documentation.
SERIAL 250043-RFP
Youth Participation and Training
GPUL will pay each qualifying program participant $15.00 per hour while participating in the program,
including attending workshops and performing their work experience. GPUL will oversee the administration
of payroll for participant wages. Each qualifying participant will work 20 hours per week at their assigned
worksites and participate in a 5-hour training workshop each Friday for five weeks. Youth will participate in
three days of professional and leadership development before they begin their worksite employment. Pre-
worksite training includes soft skills curriculum and financial literacy training, interview techniques, resume
writing, employer presentations, and postsecondary and technical education.
GPUL Program Staff will assist each participant in a developing individualized employment plan unique to
each participant and tailored to each participant’s aptitude, skills, and goals by utilizing the O*NET program.
O*NET Online is sponsored by the U.S. Department of Labor Employment and Training Administration and
is the nation’s primary source of occupational information. The O*NET database contains hundreds of
standardized and occupation-specific descriptors and is continually updated by surveying a broad range of
workers from each occupation. The database is the basis for our Career Exploration Tools. Participants
looking to find careers will use the assessment instruments to gain insight into careers for which they may
be suited. Then, program participants will be matched to employer worksites based on their aptitude,
interest, and skills which will allow each youth the training opportunities in their field(s) of interest and that
are in line with their skills and aptitude.
GPUL’s soft skills curriculum “Skills to Pay the Bills” targets youth ages 14 to 21 both in school and out of
school environments. The program comprises modular, hands-on, engaging activities framed around six
skill areas: Communication, Enthusiasm and Attitude, Teamwork, Networking, Problem Solving and Critical
Thinking, and Professionalism. The curriculum is appropriate for all youth, regardless of disability or
differences in learning style, and was designed with an inclusive spirit. This curriculum supports universal
design for learning and assists youth in thinking about, practicing, and discussing important attributes
necessary for career and personal success.
Other workshop topics include: Financial Literacy, Interviewing & Resume Writing, and Postsecondary and
Technical Education. GPUL Program Staff will facilitate weekly workshops to include guest speakers from
Arizona Apprenticeship Organizations, Community Colleges to promote Certification programs, Technical
schools, Four-Year College Representatives, and Employer recruiting representatives. Participants that
successfully complete the program will receive a $500 stipend. Participants will be required to complete all
workshops and work placement hours established by the program. GPUL will provide a system to track all
participants’ completion through the program to ensure the required number of work hours have been
completed and all workshops have been attended. Participants will opt-in to GPUL’s Youth Services
Program communication to receive additional resources from program staff.
Injury/Incident Reporting
The steps that GPUL takes to report an injury or incident are as follows:
1. Participants will report an injury or incident to their worksite supervisor who will then complete an
incident report before the participant leaves the premises.
2. For all injury reporting and first aid directions, the worksite supervisor will call Company RN. A
Registered Nurse will assess medical needs and take injury and incident reports.
3. If medical treatment is necessary, GPUL requires that the first visit to a physician be made through
Concentra Airport Phoenix or any closer Concentra facility (unless life threatening conditions exist,
then participants are directed to the nearest hospital emergency department). If medical attention
is needed at a later date, the employee must notify his or her supervisor and the Personnel
Department of the change in condition.
4. Participants must keep their worksite supervisors and Personnel Department informed about all
visits to the physician and provide documented results of those visits.
5. If the participant is required to be off duty due to the injury, it must be reported by phone or in
person to the worksite supervisor and the Personnel Department, along with a progress report of
the condition.
6. When released by the physician for light duty, the participant will present the worksite supervisor
and the Personnel Department with the release prior to performing any duties. The modified or
SERIAL 250043-RFP
transitional work assignment will be reviewed and approved prior to the assignment of duties.
These could include duties outside of normally assigned duties.
7. When the physician releases the participant for full duty, the release must be presented to the
worksite supervisor and the Personnel Department prior to performing any normally assigned
duties.
8. Greater Phoenix Urban League Human Resource Director will investigate all youth participant
incidents to determine if additional actions, concerns, or submitted reports to outside agencies are
required.
Completed report swill be sent to GPUL’s Director of Human Resources who will maintain a file of written
incident reports. Participating employers will receive a list of significant incidents, as stipulated by Maricopa
County, that affect the health, safety, and welfare of participants. Please see attached injury reporting
protocol that will be provided to youth.
Service Area
The Greater Phoenix Urban League will target services to cities, towns and regions throughout Maricopa
County, with the exception of the Indian communities, that may include Mesa, Scottsdale, Chandler, Tempe,
Gilbert, Glendale, Surprise, Buckeye, Goodyear, Avondale, Paradise Valley, Cave Creek, El Mirage,
Litchfield Park, Sun City, Sun City West, Tolleson, Fountain Hills, Wickenburg, Gila Bend, New River, Rio
Verde, Tonopah, Sun Lakes, Carefree, Youngtown, Guadalupe, Wittmann, and Morristown. We will
specifically focus our efforts in recruiting youth and employers in areas of those cities that have the highest
percentages of poverty. Targeted zip codes range from 10-30% poverty rates.
We also currently work with the Phoenix Union High School District and Tolleson Union High School District.
With this grant, our outreach to the school districts will also be expanded and may include any of the
following districts: Apache Junction, Avondale, Buckeye, Carefree, Cave Creek, Chandler, El Mirage,
Fountain Hills, Gila Bend, Gilbert, Glendale, Goodyear, Guadalupe, Litchfield Park, Mesa, Paradise Valley,
Peoria, Queen Creek, Scottsdale, Sun City, Surprise, Tempe, Wickenburg, and Youngtown.
A list of high poverty zip codes throughout Maricopa County indicating our service area focus is attached.
Youth Assistance
GPUL will provide reasonable accommodations to any requesting participant youth with disabilities. For
any participants needing childcare, GPUL will partner with childcare centers to assist with providing
childcare for participant dependents. GPUL will ensure that partnering childcare centers are in nearby areas
close to worksites. GPUL will assist in purchasing any needed participant uniforms or other appropriate
work attire and work-related tools, including items such as eyeglasses and protective eye gear. GPUL will
provide any other approved expenses required to allow for youth participation in the workforce program.
GPUL will provide referrals for needed support such as crisis support, food resources, homeless resources,
healthcare resources, mental health resources, and utility and rental assistance resources, legal aid
services, housing resources and any other linkage to community referrals.
Program Monitoring and Evaluation
The evaluation process begins with youth applicants filling out an intake application and taking a pre-
program survey to assess baseline data and knowledge. After youth are assigned to a worksite, monitoring
occurs throughout the program. GPUL will maintain a staff of three youth counselors that go to worksites
daily, both to monitor the youth’s work and to also ensure the employer is adhering to all policies.
Counselors will receive and maintain continuous feedback from worksite employers and GPUL Program
Staff throughout the program period. Daily progress reports will then be generated and reviewed.
At the end of the 5-week youth employment period, the employer will evaluate the participant’s
performance. Youth will take a post-assessment survey of knowledge gained, skills developed, and work
experience evaluated.
SERIAL 250043-RFP
All records will be maintained in an accurate and organized manner and kept in a secure location. GPUL
will be responsible for demonstrating its fulfillment of the required performance indicators during
implementation and at the conclusion of the program.
Data that will be collected includes:
Participant demographic information;
Number of participants enrolled in the program;
Number of participants placed with employers;
Amount expended in youth wages;
Amount expensed in Youth Support Services;
Names of employers participating in the program;
Types of employment/training opportunities provided to participants; and
Accounting of the indirect and direct costs for the program
Program staff will produce and review report on a weekly basis. A final report will be sent to program
stakeholders and partners. Weekly progress reports will be provided to Maricopa County.
Program Timeline
We are requesting funding for our Summer Youth Employment Program in 2025. The summer contains two
sessions. The summer schedules are as follows:
2025 Fully Maricopa County Funded
Applications Open
March 1, 2025
Program solicitation to Employers/ Participants
March 1 – May 2025
Applications Close
May 15, 2025
Session 1 Starts
May 25, 2025
Session 1 Ends
June 27, 2025
Session 2 Starts
June 27, 2025
Session 2 Ends
August 1, 2025
Program Goals
The overarching goal of the GPUL SYEP is that youth entering the work force will have the knowledge and
soft skills to compete for in-demand and entry level positions in Arizona. Youth participants will be able to
utilize the individuated employment plan to map out their future plans for either continuing education or
direct employment placement.
To accomplish this goal, GPUL’s objectives are to provide employment and specialized training to youth
ages 16-21 by introducing them to various public and private sector industries for job placement. These
work-related experiences will better prepare them to succeed in employment. The program provides
valuable job training, career and educational pathway advising and real-world work experience while being
connected to attentive mentorship. We will also build financial capability through training.
Outcomes of the program will include:
Youth increase their self-efficacy, gain work experience and relevant career skills needed to
succeed in today’s economy and into the future.
Youth develop valuable social skills including communication, critical thinking, decision-making and
problem-solving skills, and self-management.
Youth learn work norms and work culture, understand career pathways and decision points,
including the linkages between educational attainment, relevant experience, demonstrable skills,
and career advancement.
SERIAL 250043-RFP
The GPUL SYEP empowers youth. It offers youth an opportunity to plan for their future and become
motivated to acquire the information and learning skills, tools, and networks they will need to succeed in
adulthood that will extend beyond their GPUL SYEP participation.
Program Costs
Program Costs
The costs for this program include wages for youth participants of at least $15.00 per hour ($165,000),
salaries for GPUL staff who will implement and oversee the program ($121,831.58),employee related cost
of ($34,420.39) material and supplies($5,000.00)transportation vouchers for youth and mileage for
vocational counselors travelling to worksites ($10,500), work-related gear for the youth ($1,500) and youth
awards for completion of the program ($500 for each student totaling $45,000). Additional costs include
occupancy and indirect ($15,270.28). A complete program budget and narrative is included.
Operations Funding
GPUL receives no federal or state funds for this project.
Numbers Served
GPUL plans to serve a total of 100 youth participants in our program ages 16-21 throughout Summer 2025.
Recruiting Youth Participants
Youth in Arizona have experienced significant challenges and disruptions over the last year socially,
emotionally, and economically. The program is designed to build a strong foundation to assist youth in
developing work ethics and guidance to explore a successful career path. Full time employment resources
and counseling will be provided for youth who are not returning to school after completion of the program.
The Greater Phoenix Urban League is committed to advocating for equity and diversity in the workplace.
GPUL will place a high priority to recruit and enroll youth ages 16 to 21 years old through partnerships with
community and state agencies that provide crisis support, foster care, and juvenile corrections. GPUL will
also partner with title (1) one high schools and adult education programs to target youth and recruit
qualifying participants from various backgrounds and cultures, including black, indigenous, and people of
color (BIPOC), those residing in high poverty census tracks, LGBTQ, single parents, and those who have
been justice-involved. GPUL will utilize its social media platforms, community library, and city youth centers
to publicize its program and recruit youth.
GPUL will enroll these youth through an application assessment which will identify vulnerable youth
statuses at the time they apply to participate in the program. The application assessment will capture
information related to youths’ status including:
In school
Out of school
Has dropped out
Recipient of a secondary school diploma
Recognized as low income
Identified as an English Language Learner by the ADE
Currently involved with the juvenile or youth justice system
Homeless or runaway
In foster care or has aged out of or has left foster care for kinship guardianship, adoption, or
transitioning to adulthood
Youth that are pregnant or parenting
Youth with a documented disability
GPUL will utilize a lottery pick to match eligible youth to program slots. GPUL will also utilize data from
Census records to identity the most vulnerable areas by selecting the highest poverty rate in an area. We
currently have an existing poll of qualifying participants.
SERIAL 250043-RFP
Our recruitment strategy consists of social media marketing, newsletter campaigns, and distributing flyers
at community events. E-mail advertisements are sent to a network comprised of Maricopa Schools, Faith-
based Institutions, Community Based Organizations (CBO), Civic Organizations, Universities, Fraternities
and Sororities.
Youth and transitioning foster care participants who are seeking full-time employment and/or seeking a
college path will be referred to the Greater Phoenix Urban League employment department for assistance.
Greater Phoenix Urban League is also partnering with Fry’s Food stores to refer youth to their training
programs, particularly for their transitioning foster care program.
A detailed Implementation Plan outlining the timeline and milestones for youth recruitment is attached.
Location of Work Facilities and Transportation
When possible, we match youth to employers which are located either within their city or town or in the
same region of the county.
GPUL will provide transportation cost to each qualifying participant in the program in the form of a Metro
Valley Bus Pass or a Valley Metro Light Rail Pass to ensure that youth have convenient access to each
worksite.
Recruiting and Working with Employers
GPUL maintains an existing pool of employers with which we have agreements. GPUL’s Youth Services
program director actively recruits new businesses into the pool on an ongoing basis. A potential partner
employer is required to fill out an application to participate in the program. Our Job Developer ensures
employers are licensed and in good standing with the Arizona Corporation Commission. The Youth
Services program director will review compliance of each employer as it relates to ADA compliance, and
child labor laws. Then, an experienced vocational counselor will conduct site visits of the business to make
sure the worksite is safe and that required policies are in place such as drug-free, anti-harassment, policies.
The experienced vocational counselor ensures that the business is OSHA-compliant. Our partner
employers include businesses in construction, information technology, healthcare and social assistance,
finance and insurance, transportation and logistics, and manufacturing.
GPUL will utilized our existing partnerships with employers throughout Maricopa County that are compliant
with all Labor, Child Labor, and Fair Labor Laws. We perform ongoing investigations for each potential
employer by researching Arizona Corporation Commission “Good Standing” records and performing
compliance searches on the Department of Labor and Department and Occupational Safety and Health
Administration website. GPUL will maintain a list of eligible employers and research their standing with the
Arizona Corporation Commission to provide youth participants with good matches for summer employment
opportunities. GPUL program staff will conduct worksite visits three times a week for each worksite while
the participant is engaged in employment activities to evaluate appropriateness of participant placement
and meet with the worksite supervisor responsible for participants’ supervision. While monitoring the
worksites, GPUL will provide feedback, guidance and support to the youth.
GPUL will continue to partner with existing employers throughout Maricopa County engaged in in-demand
industries. To do this, GPUL will utilize its current employer worksite pool, advertisement and promotion
through local Chamber of Commerce, local newspapers, flyers, company social media, emails, and
community partners, to connect with eligible employers for the summer youth workforce program. GPUL
will ensure that all participating program employers are licensed and in good standing with the Arizona
Corporation Commission by performing a compliance search on its website. GPUL will ensure that each
participating program employer provides a safe and healthy working environment by visiting each site to
perform a visual inspection of the worksite and area the participants will work and viewing each employer’s
breakroom for required employer posting of federal, state, and local laws requirements. GPUL will view the
worksite to ensure the employer is in compliance with the Americans with Disabilities Act and has the
appropriate accommodations such as handicap parking spots and accessible entrances, ramps, work
areas, restrooms, break areas, and work technology. GPUL will educate each employer and provide
educational material on the Child Labor Laws to ensure employees are aware of permissible and
impermissible work assignments, legal work hours, and required age limits. GPUL will ensure each
SERIAL 250043-RFP
participating program employer has appropriate safety policies, drug-free workplace policies, anti-
harassment policies, and an anti-discrimination policy. GPUL will ensure all participating employers are free
from discrimination in training and hiring by performing civil investigative searches through the Maricopa
Superior Court website.
GPUL will ensure each participating employer worksite provides the assigned participant with general
worksite information including but not limited to the name of the company, company address, company
telephone number, worksite supervisors name and number. GPUL program staff will provide each
participant with contact information for their GPUL Program Youth Counselor, name and number. GPUL
will ensure that the participant has a worksite orientation on the first day of work. Each program participant
will have specific training goals that align with work assignments and work schedule. Each program
participant will have a general safety training during the 3-day pre-employment professional development
and leadership training, which will include a verbal discussion on incident reporting. In addition, the
participant will receive a worksite orientation of the safety rules for their individual worksite. Each participant
will receive a worksite agreement that details the worksite safety rules and will be readily available to the
participant throughout the program, including those pertaining to work attire, safety shoes, equipment, and
tool use. The worksite agreement will list the physical requirements of the position such as standing,
stooping, bending, lifting or carrying items and weight limits. Each participating employer will be required to
give each youth a sufficient quantity and quality of work. Youth participants will be provided written
instructions on incident reporting. GPUL Program staff will ensure continuous feedback is provided to
participant to provide any guidance or correction needed - or to provide acknowledgment of an assignment
well done!
GPUL Program Staff will work closely with the worksite supervisor and the participant to ensure training
goals are being accomplished and that each participant is always monitored and has worksite supervision.
Our staff will ensure that each participant has access to sufficient equipment and materials to accomplish
required work activities and duties. GPUL Program Staff will ensure that a written timesheet (bi-weekly) and
worksite evaluation is completed by the worksite supervisor each week. GPUL will ensure that participating
employer worksites are on a Metro Valley Bus or Valley Metro Light Rail line to ensure the youth participant
convenient traveling access to each worksite.
Experience with Local Businesses
The Greater Phoenix Urban League has been providing Maricopa County youth with summer youth
employment programs since 1989. Our staff, includes a Program Director, Vocational Counselor, and two
Summer Counselors are in place to lead and execute the program. Organizational infrastructure support
exists to maintain financial controls, provide human resources, and lead other supporting programs. Most
of all, we possess a great reputation throughout Maricopa County for providing quality summer youth
employment programs. We have an extensive network of current employers distributed across the county
and also maintain a waiting list of employers eager to participate in the program. And GPUL has developed
trusted relationships with organizations that refer youth to our programs.
Prior Experience
Since 1989, approximately 600 youth have worked each summer in GPUL’s Summer Youth Employment
and Training Program. GPUL provided these youth with meaningful employment and prepared them for a
variety of positions by conducting job-readiness workshops. Participating youth were matched with trained
vocational counselors. Every year, the program receives high ratings from the City of Phoenix and other
municipalities. GPUL has worked closely throughout those years with the Phoenix Union High School
District. GPUL also has 25 Head Start sites throughout Maricopa County.
Previous Governmental Oversite
Our Summer Youth Employment and Training Program was funded by the City of Phoenix from 2007-2021
until funding was no longer available. Our program data and evaluation information is monitored through a
quarterly reporting process to the City of Phoenix. We partner with government economic development
institutions, sports teams and medical organizations to provide our program to area youth. GPUL maintains
strict oversite, monitoring, data collection and reporting mechanisms to remain accountable to all partner
organizations.
SERIAL 250043-RFP
In addition, GPUL provides other youth programs including:
Head Start in 25 different sites across the Greater Phoenix area. Children participate in educational
activities, receive medical and dental support services, enjoy nutritious meals and snacks and play
in a safe setting. Parents receive resource information and professional counseling services when
needed. The program enhances families’ work force and economic opportunities.
Our College Preparation Program helps to make the dreams of graduating high school and
pursuing higher education for Phoenix area youth a reality. The program familiarizes students with
standardized college entrance exams, offers studying and test-taking techniques, and provides
tutoring and mentoring services. Students have access to our computer lab to practice their test-
taking skills.
Enterprise Academy Charter School was a joint venture with Arizona Opportunities Industrialization
Center for grades K-8. It integrates fundamental academic skills with an entrepreneurial curriculum.
The academy introduces students to the free enterprise system by emphasizing the importance of
small business in our economy. In addition to regular subject matter, every child received instruction
in computer information systems and foreign language.
In the past, GPUL implemented the nation’s first IBM training program to ensure youth received
information technology knowledge and experience.
Experience in Urban, Suburban and Rural Communities
In addition to our existing work in the urban and suburban areas of Maricopa County, GPUL has assisted
youth in rural areas around the state to connect with employers in towns such as Douglas, Bisbee,
Youngtown, and Kingman.
Administrative and Fiscal Capability
GPUL and its staff, volunteers, interns, and subcontractors shall adhere to all federal, state, and local laws
regarding confidentiality including but not limited to the Health Insurance Portability and Accountability Act
(HIPPA) and regulations promulgated there under.
GPUL will ensure information containing participants personally identifiable information and any data that
could potentially identify a specific individual is secured in a locked cabinet and is secured if transmitted by
an electronic method.
GPUL will abide by the prohibition of its contractors and employer partners, personnel, subcontractors,
volunteers, and interns shall not divulge or release information about any participant to anyone without a
court order, except to GPUL Program Staff as indicated in the contact, or anyone authorized by GPUL
Program Staff.
GPUL will ensure that the release of any participant information will require a signed authorization/release
from executed in accordance with current state licensing and federal standards. All release authorization
forms shall be maintained by GPUL and indicate the person or agency to receive the information, the
specific information to be released, and the expiration date or event that will trigger the expiration date of
the release, and shall be signed by the participant and the participants parent, guardian, or designated
representative.
GPUL will maintain release authorization forms to track the dissemination of information in each
participants’ record.
GPUL will not provide to anyone other than Program Staff any information, including information about
clients in any form, for research purposes.
GPUL will maintain a financial account of financial activities related to the contract and shall provide a
financial statement reporting in U.S. dollars of all expenditures of County awarded funds received and
expended under this contract during the period covered by this report. The financial statement will be
prepared from books and records maintained on a fund accounting (cash)basis. Only expenditures made
in support of this contract purposes will be charged against the contract, and program financial records
shall be maintained of such expenditures made in support of the contract adequate to enable the auditing
of such funds on a quarterly basis.
SERIAL 250043-RFP
GPUL will maintain a financial management system that meet the following standards:
Financial reporting- Accurate, current, and complete disclosure of the financial results of financially assisted
activities will be made in accordance with the financial reporting requirements of the agreement.
Accurate Accounting Records – GPUL will maintain records which adequately identify the source and
application of funds provided for financially assisted activities. GPUL will ensure these records contain
information pertaining to the contract and authorizations, obligations, unobligated balances, assets,
liabilities, outlays, or expenditures, and income.
Implementation of Appropriate Internal Controls – GPUL will maintain effective control and accountability
for all contract cash, real and personal property, and other assets. The contractor must adequately
safeguard all such property and must assure that it is used solely for authorized purposes.
Budget Controls – GPUL will maintain actual expenditures or outlays compared with budgeted amounts for
the contract. Financial information must be related to performance or productivity data, including the
development of unit cost information whenever appropriate or specifically required in the contract. If unit
data is required, estimates based on available documentation will be submitted whenever possible.
Allowable Costs – GPUL will use applicable 2 C.F.R. Part 200 cost principles, agency program regulations,
and the terms of the contract will be followed in determining the reasonableness, allowability, and allocability
of costs.
Source Documentation – GPUL account records will be supported by such source documentation as
cancelled checks, paid bills, payrolls, time and attendance records, contract, and subcontract documents,
etc.
Qualifications
Staff that will be assigned to the project are listed below.
Staff Position
Responsibilities
FTE
Director of Youth Services
Plan, coordinate and implement the Summer Youth
Workforce Program. Perform all administrative duties to
ensure the program’s success. Monitor and evaluate the
program’s effectiveness and implement any changes
necessary to strengthen the program. Monitor the
program budget.
1.0
Vocational Counselor
Research prospective employers in all labor fields.
Contact existing partnering employers for placement of
participants. Ensure employers from all labor fields and
geographic regions are committed to the program.
Monitor employer worksites.
1.0
Summer Counselors (2)
Provide employment counseling to youth participants in
workshops and individually at worksites. Each counselor
will work with approximately 33 participants.
2
Director
of
Human
Resources/Controller
Perform supportive organizational duties such as hiring
staff, ensuring employment policies are enforced, and
providing support to staff
1
Chief Fiscal Officer
Perform supportive organizational duties such as
maintaining
the
organization’s
financial
structure,
oversight, payroll, audits, federal wage reporting, budget
and all fiscal policies.
1
Total
6.0
SERIAL 250043-RFP
EXHIBIT C – SAMPLE PROGRAM PARTICIPANT INCIDENT REPORT
DIRECTIONS:
This Summer Youth Program Participant Incident Report is to be completed by the employer
and sent to the contractor via email within 24 hours after an incident occurs at the participant
workplace site. The report shall be sent via email by the contractor to the Program supervisor
within two hours after receipt.
Date of Incident:
Time of incident:
AM
PM
Person completing incident report:
Initial:
Participant Name:
Job Title:
Phone #:
Email:
Location of Incident:
(Physical Address)
(Area of worksite)
A.
Describe fully how the incident happened, including what specific activity the participant was doing
just before and when the incident took place, as well as the chain of events leading up to the
incident: (include words such as pushing, pulling, climbing, etc. Note any objects equipment, or tools
involved…note special characteristics in the work environment contributing to the incident)
____________________________________________________________________________________
____________________________________________________________________________________
___________________________________________________________________________________
Was there property damage:
Yes
No
If yes, who owned the property: ____________________
If yes, describe the damage:
________________________________________________________________________________
B.
Describe what part of the participant’s body is injured and in what way: (e.g., sharp pain in right
shoulder or bruised left knee) OR
No injury.
Also indicate these areas of injury on the diagram on page 2***
____________________________________________________________________________________
____________________________________________________________________________________
What, if anything could you, as the employer, and/or the participant have done differently so as to
possibly prevent this incident from happening again?
____________________________________________________________________________________
____________________________________________________________________________________
________________________________________________________________________
C.
Was the participant working where other co-workers and or employees were nearby or present when
the incident happened?
Yes
No
If so, provide the name[s] of Witness[es] who may have seen/heard the incident:
_______________________ .
D.
To whom did the participant report the incident? (provide a name and the date the incident was
reported) __________________________ on Date: _____________________
SERIAL 250043-RFP
_____________________________________
Signature of Employer, Job Title
Date
SERIAL 250043-RFP
EXHIBIT D – GPUL INJURY REPORTING PROCEDURES
SERIAL 250043-RFP
SERIAL 250043-RFP
EXHIBIT E – GPUL SERVICE AREA POVERTY TABLE
Zipcode
Poverty Percentage
City
85026
-
Phoenix
85236
-
Higley
85309
-
Glendale
85256
31.70%
Scottsdale
85281
30.30%
Tempe
85004
26.20%
Phoenix
85301
25.50%
Glendale
85009
25.40%
Phoenix
85034
24.80%
Phoenix
85019
24.50%
Phoenix
85007
24.30%
Phoenix
85017
23.60%
Phoenix
85320
23.40%
Aguila
85015
23.00%
Phoenix
85006
22.70%
Phoenix
85003
22.20%
Phoenix
85040
20.70%
Phoenix
85378
19.00%
Surprise
85021
18.90%
Phoenix
85035
18.20%
Phoenix
85051
18.00%
Phoenix
85264
18.00%
Scottsdale
85033
17.40%
Phoenix
85329
17.10%
Cashion
85210
17.00%
Mesa
85201
16.10%
Mesa
85029
16.00%
Phoenix
85302
16.00%
Glendale
85031
15.80%
Phoenix
85008
15.20%
Phoenix
85053
15.10%
Phoenix
85282
14.90%
Tempe
85204
14.80%
Mesa
85345
14.70%
Peoria
85202
14.50%
Mesa
85342
14.50%
Morristown
85037
14.20%
Phoenix
85041
14.20%
Phoenix
85283
14.20%
Tempe
85363
13.90%
Youngtown
85390
13.20%
Wickenburg
85323
12.70%
Avondale
85351
12.60%
Sun City
85014
12.50%
Phoenix
85042
12.30%
Phoenix
85203
12.20%
Mesa
SERIAL 250043-RFP
85020
12.10%
Phoenix
85013
12.00%
Phoenix
85043
11.80%
Phoenix
85335
11.50%
El Mirage
85303
11.40%
Glendale
85022
10.90%
Phoenix
85339
10.90%
Laveen
85354
10.90%
Tonopah
85208
10.80%
Mesa
85225
10.80%
Chandler
85023
10.60%
Phoenix
85032
10.60%
Phoenix
85012
10.30%
Phoenix
85016
10.30%
Phoenix
85205
10.20%
Mesa
85206
10.20%
Mesa
85306
10.20%
Glendale
85027
9.90%
Phoenix
85054
9.90%
Phoenix
85322
9.90%
Arlington
85307
9.80%
Glendale
85353
9.80%
Tolleson
85308
9.60%
Glendale
85375
9.50%
Sun City West
85326
8.90%
Buckeye
85373
8.80%
Sun City
85251
8.60%
Scottsdale
85044
8.50%
Phoenix
85207
8.00%
Mesa
85374
8.00%
Sun City
85392
7.60%
Avondale
85018
7.30%
Phoenix
85304
7.30%
Glendale
85250
7.20%
Scottsdale
85257
7.20%
Scottsdale
85224
7.00%
Chandler
85258
7.00%
Scottsdale
85305
7.00%
Glendale
85209
6.90%
Mesa
85213
6.80%
Mesa
85361
6.80%
Wittmann
85226
6.70%
Chandler
85248
6.50%
Chandler
85382
6.40%
Peoria
85387
6.40%
Surprise
85234
6.30%
Gilbert
SERIAL 250043-RFP
85268
6.30%
Fountain Hills
85234
6.30%
Gilbert
85268
6.30%
Fountain Hills
85253
6.10%
Scottsdale
85379
6.10%
Surprise
85254
5.90%
Scottsdale
85331
5.90%
Cave Creek
85262
5.70%
Scottsdale
85297
5.60%
Gilbert
85381
5.60%
Peoria
85233
5.30%
Gilbert
85255
5.30%
Scottsdale
85266
5.30%
Scottsdale
85296
5.30%
Gilbert
85024
5.20%
Phoenix
85340
5.20%
Litchfield Park
85085
5.10%
Phoenix
85355
5.10%
Waddell
85215
5.00%
Mesa
85260
5.00%
Scottsdale
85310
4.90%
Glendale
85087
4.80%
Phoenix
85396
4.70%
Buckeye
85050
4.60%
Phoenix
85284
4.50%
Tempe
85388
4.30%
Surprise
85028
4.20%
Phoenix
85259
4.20%
Scottsdale
85048
4.00%
Phoenix
85286
3.90%
Chandler
85295
3.90%
Gilbert
85212
3.80%
Mesa
85263
3.70%
Rio Verde
85249
3.60%
Chandler
85086
3.50%
Anthem
85383
3.50%
Peoria
85377
3.40%
Carefree
85045
2.40%
Phoenix
85298
2.40%
Queen Creek
85083
2.20%
Phoenix
85343
0.00%
Palo Verde
SERIAL 250043-RFP
EXHIBIT F – 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 any 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 needs of the County when there is no lower fare available.
3.2
The lowest direct flight airfare rate from the contractor’s 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 any 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 a 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 (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 any circumstances) reimburse the contractor for guest vehicle
rental(s) or other any transportation costs.
SERIAL 250043-RFP
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 are 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, 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 percent of project price unless otherwise
specified and approved by the County 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 County
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 250043-RFP
EXHIBIT G – CERTIFICATION REGARDING DEBARMENT
SERIAL 250043-RFP
EXHIBIT H – ACCOUNTING CERTIFICATION STATEMENT
SERIAL 250043-RFP
SERIAL 250043-RFP
SERIAL 250043-RFP
SERIAL 250043-RFP
EXHIBIT I – LOBBYING PACKET
SERIAL 250043-RFP
SERIAL 250043-RFP
SERIAL 250043-RFP
EXHIBIT J – CERTIFICATE OF COMPLIANCE WITH 2 CFR 200
SERIAL 250043-RFP
GREATER PHOENIX URBAN LEAGUE INC., 1402 S. 7TH AVENUE, PHOENIX, AZ 85007
PRICING SHEET: NIGP CODE 95283 Summer Youth Program
95239 Employment Generating Activities
91885 Personnel/employment Consulting (human sources)
Terms:
NET 30 DAYS
Vendor Number
VS0000002208
Certificates of Insurance
Required
Contract Period:
To cover the period ending December 31, 2025.