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CONTRACT STRATEGIC CONSULTING SERVICES
240024-RFP
This contract is entered into this 28th day of February, 2024 by and between Maricopa County (County), a
political subdivision of the State of Arizona, and ReadySet Solutions Co, an California corporation (Contractor)
for the purchase of various consultants’ services for Maricopa County Departments.
1.0
CONTRACT TERM
1.1
This contract is for a term of two years, beginning on the 1st day of March 2024 and ending
the 28th day of February 2026.
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 four additional year(s), (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
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 version of the contract.
The new change shall not be in effect until the date stipulated on the updated version of the contract.
5.0
PAYMENTS
5.1
As consideration for performance of the duties described herein, County shall pay Contractor
the sum(s) stated in Exhibit D – Fee Schedule.
5.2
Payment shall be made upon the County’s receipt of a properly completed invoice.
5.3
INVOICES
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5.3.1
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
•
Freight (if applicable)
•
Mileage with rate (if applicable)
•
Total amount due
5.3.2
Labor, services, and maintenance must be billed as a separate line item.
5.3.3
Problems regarding billing or invoicing shall be directed to the department as listed on
the purchase order.
5.3.4
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 accessible from the County Department of Finance Vendor
Registration Web Site https://www.maricopa.gov/5169/Vendor-Information.
5.3.5
Discounts offered in the contract shall be calculated based on the date a properly
completed invoice is received by the County.
5.3.6
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.
5.4
APPLICABLE TAXES
5.4.1
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.
5.4.2
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.
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5.4.3
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 the City 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).
6.0
AVAILABILITY OF FUNDS
6.1
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.
6.2
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.
7.0
STRATEGIC ALLIANCE for VOLUME EXPENDITURES (SAVE)
The County is a member of the SAVE cooperative purchasing group. SAVE includes the State of
Arizona, many Phoenix metropolitan area municipalities, and many K-12 unified school districts. Under
the SAVE Cooperative Purchasing Agreement, and with the concurrence of the successful respondent
under this solicitation, a member of SAVE may access a contract resulting from a solicitation issued by
the County. If contractor does not want to grant such access to a member of SAVE, state so in
contractor’s bid. In the absence of a statement to the contrary, the County will assume that contractor
does wish to grant access to any contract that may result from this bid. The County assumes no
responsibility for any purchases by using entities.
8.0
INTERGOVERNMENTAL COOPERATIVE PURCHASING AGREEMENTS (ICPAs)
County currently holds ICPAs with numerous governmental entities. These agreements allow those
entities, with the approval of the Contractor, to purchase their requirements under the terms and
conditions of the County contract. It is the responsibility of the non-County government entity to perform
its own due diligence on the acceptability of the contract under its applicable procurement rules,
processes, and procedures. Certain governmental agencies may not require an ICPA and may utilize
this contract if it meets their individual requirements. Other governmental agencies may enter into a
separate Statement of Work with the Contractor to meet their own requirements. The County is not a
party to any uses of this contract by other governmental entities.
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9.0
DUTIES
9.1
The Contractor shall perform all duties stated in Exhibit B – Scope of Work, or as otherwise
directed in writing by the procurement officer.
10.0
TERMS AND CONDITIONS
10.1
INDEMNIFICATION
10.1.1 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 relating to the performance of this contract.
10.1.2 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.
10.1.3 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.
10.1.4 The scope of this indemnification does not extend to the sole negligence of County.
10.2
INSURANCE
10.2.1 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.
10.2.2 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.
10.2.3 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.
10.2.4 Contractor’s insurance shall be primary insurance as respects County, and any
insurance or self-insurance maintained by County shall not contribute to it.
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10.2.5 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.
10.2.6 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.
10.2.7 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.
10.2.8 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.
10.2.9 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.
10.2.9.1 Commercial General Liability
Commercial General Liability (CGL) insurance and, if necessary, Commercial
Umbrella insurance with a limit of not less than $1,000,000 for each
occurrence, $2,000,000 Products/Completed Operations Aggregate, and
$2,000,000 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.
10.2.9.2 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.
10.2.9.3
Workers’ Compensation
10.2.9.3.1 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.
10.2.9.3.2 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
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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.
10.2.9.4 Errors and Omissions/Professional Liability Insurance
Errors and Omissions (Professional Liability) insurance which will insure and
provide coverage for errors or omissions or professional liability of the
contractor, with limits of no less than $2,000,000 for each claim.
10.2.9.5 Cyber, Network Security, and Privacy Liability
Cyber, Network Security and Privacy Liability Insurance with a limit of not less
than $5,000,000 per occurrence. The policy shall include, but not be limited
to; coverage for all directors, officers, agents and employees of the
Contractor, losses with respect to network risks (such as data breaches,
unauthorized access or use, and ID theft of data), invasion of privacy
(regardless of the type of media involved in the loss of private information),
crisis management, identity theft response costs, breach notification costs,
credit remediation, and credit monitoring, defense, and claims expenses,
regulatory defense costs plus fines and penalties, cyber extortion, electronic
data restoration expenses (data asset protection), network business
interruption, computer fraud coverage, funds transfer loss, third-party fidelity,
theft, no requirement for arrest and conviction, and loss outside the premises
of the named insured.
10.2.10 Certificates of Insurance
10.2.10.1 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.
10.2.10.2 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.
10.2.10.3 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.
10.2.11 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.
10.3
FORCE MAJEURE
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10.3.1 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.
10.3.2 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.
10.3.3 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.
10.4
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.
10.5
PROCUREMENT CARD ORDERING CAPABILITY
County may opt to use a procurement card (Visa or Master Card) to make payment for orders
under this contract.
10.6
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.
10.7
PURCHASE ORDERS
10.7.1 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.
10.7.2 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.
10.8
BACKGROUND CHECK
Respondents 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
respondent is acceptable to do business with the County. This applies to, but is not limited to,
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the company, subcontractors, and employees, and the failure to pass these checks shall deem
the respondent non-responsible.
10.9
SUSPENSION OF WORK
The procurement officer may order the Contractor, in writing, to suspend, delay, or interrupt all
or any part of the work of this contract for the period of time that the procurement officer
determines appropriate for the convenience of the County. No adjustment shall be made under
this clause for any suspension, delay, or interruption to the extent that performance would have
been so suspended, delayed, or interrupted by any other cause, including the fault or negligence
of the Contractor. No request for adjustment under this clause shall be granted unless the claim,
in an amount stated, is asserted in writing as soon as practicable after the termination of the
suspension, delay, or interruption, but not later than the date of final payment under the contract.
10.10
STOP WORK ORDER
10.10.1 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:
10.10.1.1 cancel the stop work order; or
10.10.1.2 terminate the work covered by the order as provided in the Termination for
Default or the Termination for Convenience clause of this contract.
10.10.1.3 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.
10.11 TERMINATION FOR CONVENIENCE
Maricopa County may terminate the resultant contract for convenience by providing 60 calendar
days advance notice to the Contractor.
10.12
TERMINATION FOR DEFAULT
10.12.1 The County may, by written Notice of Default to the Contractor, terminate this contract
in whole or in part if the Contractor fails to:
10.12.1.1 deliver the supplies or to perform the services within the time specified in this
contract or any extension;
10.12.1.2 make progress, so as to endanger performance of this contract; or
10.12.1.3 perform any of the other provisions of this contract.
10.12.2 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.
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10.13
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.
10.14
CONTRACTOR EMPLOYEE MANAGEMENT
10.14.1 Contractor shall endeavor to maintain the personnel proposed in their proposal
throughout the performance of this contract.
10.14.2 If Contractor personnel’s employment status changes, Contractor shall provide County
a list of proposed replacements with equivalent or greater experience.
10.14.3 Under no circumstances shall the implementation schedule to be impacted by a
personnel change on the part of the Contractor.
10.14.4 Contractor shall not reassign any key personnel an awarded Task Order without the
express consent of the County.
10.14.5 County reserves the right to immediately remove from its premises any Contractor
personnel it determines to be a risk to County operations.
10.14.6 County reserves the right to request the replacement of any Contractor personnel at
any time, for any reason.
10.15
TRAINING
Contractor shall provide training services as applicable to County personnel in the use and care
of the equipment. All training shall take place on-site in Maricopa County, unless otherwise
negotiated with County.
10.16
INSPECTION OF SERVICES
10.16.1 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.
10.16.2 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.
10.16.3 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:
10.16.3.1 require the Contractor to take necessary action to ensure that future
performance conforms to contract requirements; and
10.16.3.2 reduce the contract price to reflect the reduced value of the services
performed.
10.16.4 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:
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10.16.4.1 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
10.16.4.2 terminate the contract for default.
10.17
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.
10.18
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.
10.19
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.
10.20
SUBCONTRACTING
10.20.1 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.
10.20.2 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.
10.21
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.
10.22
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.
10.23
RIGHTS IN DATE
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10.23.1 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.
10.23.2 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.
10.24
ACCESS TO AND RETENTION OF RECORDS FOR THE PURPOSE OF AUDIT AND/OR
OTHER REVIEW
10.24.1 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.
10.24.2 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.
10.25
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.
10.26
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.
10.27
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.
10.28
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.
10.29
RELATIONSHIPS
10.29.1 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.
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10.29.2 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.
10.29.3 The County reserves the right of final approval on proposed staff for all Task Orders.
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 (2) business days, unless previously approved by
the County.
10.30
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).
10.31
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.
10.32
CERTIFICATION REGARDING DEBARMENT AND SUSPENSION
10.32.1 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:
10.32.1.1 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;
10.32.1.2 have not within a three-year period preceding this contract:
10.32.1.2.1 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
10.32.1.2.2 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.
10.32.1.3 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.
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10.32.1.4 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
10.32.1.5 have not within a three-year period preceding this contract had any public
transaction (Federal, State or local) terminated for cause or default.
10.32.2 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.
10.32.3 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.
10.33
VERIFICATION REGARDING COMPLIANCE WITH A.R.S. § 41-4401 AND FEDERAL
IMMIGRATION LAWS AND REGULATIONS
10.33.1 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.
10.33.2 The County retains the legal right to inspect documents of Contractor and subcontractor
employees performing work under this contract to verify compliance with paragraph
10.33.1 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.
10.34
CONTRACTOR Employee WHISTLEBLOWER RIGHTS AND REQUIREMENT TO INFORM
EMPLOYEES OF WHISTLEBLOWER RIGHTS
10.34.1 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.
10.34.2 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.
10.34.3 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).
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CONTRACTOR LICENSE REQUIREMENT
10.34.4 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.
10.35
INFLUENCE
10.35.1 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.
10.35.2 An attempt to influence includes, but is not limited to:
10.35.2.1 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.
10.35.3 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.
10.36
CONFIDENTIAL INFORMATION
10.36.1 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.
10.36.2 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.
10.36.3 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.
10.37
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
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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.
10.38
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.
10.39
UNIFORM ADMINISTRATIVE REQUIREMENTS
By entering into this 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.
10.40
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.
10.41
FORCED LABOR
10.41.1 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.
10.41.2 Contractor certifies that it does not currently, and agrees for the duration of the contract,
that it will not use:
10.41.2.1 The forced labor of ethnic Uyghurs in the People’s Republic of China.
10.41.2.2 Any goods or services produced by the forced labor of ethnic Uyghurs in the
People’s Republic of China.
10.41.2.3 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.
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10.41.3 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.
10.42
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.
10.43
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.
10.44
UNIQUE ENTITY IDENTIFIER (UEI) AND SYSTEM FOR AWARD MANAGEMENT
REGISTRATION
All
contractors
that
receive
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.
10.45
RELIGIOUS ACTIVITIES
The contractor agrees that costs, planned or claimed, including costs incurred, shall not include
any expense for any religious activity.
10.46
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.
10.47
EQUAL EMPLOYMENT OPPORTUNITY
10.47.1 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.
10.47.2 Contractor shall comply with the following provisions:
10.47.2.1 Title VI and VII of the Civil Rights Act of 1964, as amended (42 U.S.C. §§
2000a, et seq.);
10.47.2.2 The Rehabilitation Act of 1973, as amended (29 U.S.C. §§ 701, et seq.);
10.47.2.3 The Age Discrimination in Employment Act of 1967, as amended (29U.S.C.
§§ 621, et seq.);
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10.47.2.4 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.
10.47.2.5 Contractor understands that the United States has the right to seek judicial
enforcement of this assurance.
10.48
CERTIFICATION REGARDING LOBBYING
10.48.1 Contractor certifies, to the best of their knowledge and belief, that:
10.48.1.1 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.
10.48.2 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.
10.48.3 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.
10.48.3.1 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.
10.49
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).
10.50
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).
10.51
TASK ORDRES
The County reserves the right to select any contractor under this contract for Task Orders under
$25,000 without completion of any other procurement action when the Procurement Officer
determines that it is in the County’s best interest. Vendors receiving an award under this
contract will be notified of requirements valued over $25,000 and they will be given time to
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respond to the Task Order with their proposed work plan, staff and price. The vendor that best
meets the need of the county will be awarded the Task Order.
10.52
INCORPORATION OF DOCUMENTS
10.52.1 The following are to be attached to and made part of this Contract:
10.52.1.1 Exhibit A – Vendor Information
10.52.1.2 Exhibit A-1 Fee Schedule
10.52.1.3 Exhibit B – Scope of Work
10.52.1.4 Exhibit C – Office of Procurement Services Contractor Travel and Per
Diem Policy
10.53
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:
ReadySet Solutions Co
548 Market St. PMB 98302
San Francisco, CA 94104
10.54
INQUIRIES
10.54.1 Inquiries concerning information herein must be submitted prior to the question deadline
date/time posted in the e-procurement platform, Periscope S2G, using the link in the
“Q&A” tab.
10.54.2 Administrative telephone/email inquiries shall be addressed to:
LAWRENCE RUSSELL, PROCUREMENT OFFICER
TELEPHONE: (602) 506-3248
Lawrence.Russell@maricopa.gov
10.54.3 Inquiries may be submitted by telephone but must be followed up in writing. No oral
communication is binding on Maricopa County.
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IN WITNESS WHEREOF, this contract is executed on the date set forth above.
CONTRACTOR
AUTHORIZED SIGNATURE
PRINTED NAME AND TITLE
ADDRESS
DATE
MARICOPA COUNTY
CHAIRMAN, BOARD OF SUPERVISORS DATE
ATTESTED:
CLERK OF THE BOARD DATE
APPROVED AS TO FORM:
DEPUTY COUNTY ATTORNEY DATE
548 Market St #98302, San Francisco, CA 94104
Rachel Marcuse
Chief Operating Officer
12 / 15 / 2023
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EXHIBIT A
VENDOR INFORMATION
SERIAL:
240024-RFP
NIGP CODE:
91858
COMPANY NAME:
ReadySet Solutions Co
DOING BUSINESS AS (dba):
MAILING ADDRESS:
548 Market St. PMB 98302 San Francisco,
CA 94104
REMIT TO ADDRESS:
548 Market St. PMB 98302 San Francisco,
CA 94104
TELEPHONE NUMBER:
FAX NUMBER:
WWW ADDRESS:
www.thereadyset.co
REPRESENTATIVE NAME:
Ken Starr Rachel Marcuse
REPRESENTATIVE TELEPHONE NUMBER:
(510) 603-6179
REPRESENTATIVE EMAIL ADDRESS
inbound@thereadyset.co
YES
NO
REBATE
WILL ALLOW OTHER GOVERNMENTAL ENTITIES TO
PURCHASE FROM THIS CONTRACT:
[]
[X]
WILL ACCEPT PROCUREMENT CARD FOR PAYMENT:
[X]
[]
PAYMENT TERMS:
NET 15 DAYS
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EXHIBIT A-1
FEE SCHEDULE
Serial
240024-RFP
NIGP CODE
91858
Company Name
ReadySet Solutions Co
1.0 Pricing
Year 1
Year 2 Year 3
1.1 Principal
$475-550
$-
$-
Per Hour
1.2Senior Consultant
$450-550
$-
$-
Per Hour
1.3 Management Analyst
$400-475
$-
$-
Per Hour
1.4 Consultant / Subject
Matter Expert
$325-400
$-
$-
Per Hour
1.4.1 Leadership Development
$450-550
$-
$-
Per Hour
1.4.2 Operational/Cultural
$400-475
$-
$-
Per Hour
1.4.3 Human Resources
$400-550
$-
$-
Per Hour
1.4.4 Training Development
$400-550
$-
$-
Per Hour
1.5 Training
$400-500
$-
$-
Per Hour
1.6 Facilitator
$450-550
$-
$-
Per Hour
1.7 Administrative
$300-375
$-
$-
Per Hour
1.8 Other
Starting at
$350
$-
$-
Per Hour
HOURLY RATES ARE TO INCLUDE GENERAL OFFICE SUPPLIES, FAXES, LOCAL TRAVEL EXPENSES
AND GENERAL ADMINISTRATIVE FUNCTIONS. (SEE SECTION 2.6.2)
Project Pricing 2.0
The following is pricing for our recommended offerings based on our current pricing model which is at the project
rate. We are flexible in our pricing approach and offer local government and municipalities a 5% discount on
project rates. Additionally, for our Learning & Development services, we offer a bundle pricing discount of 5%
for five (5) or more sessions. These prices may change based on size and level of customization and a detailed
fee schedule will be negotiated and agreed upon as part of contracting. With the current shifting climate of public
health, we expect to still handle many aspects of this engagement virtually, and can be flexible for in-person
activities and workshops as needed with established safety protocols in place and updated engagement pricing
for in-person services. ReadySet uses the GSA guidelines for expense reimbursements which will be passed
through to the client on monthly invoices.
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Service
Offering
Summary Description and Approach
Projected
Timeline
Estimated Pricing
Engagement
Kick-off with
Client Team
Introductory kick off with client contact
team to build trust, get buy-in, and convey
objectivity to maximize participation in the
assessment and future activities. Includes
review of roles and responsibilities, project
activities, timeline, and other success
mechanisms.
Deliverable(s): a dedicated engagement
team with Project Lead and a project
management outline with timeline.
ASAP post
contracting
Total – $2,000
(billed at the project rate)
Organizational
Assessment
We offer a bird's eye view of every
organization. Our assessment phase
includes customized focus groups, one-on-
one stakeholder interviews, process and
policy audits, and an analysis of existing
employee data to better understand the
County’s needs and isolate areas of
growth.
Deliverable(s): one x 90 minute facilitated
report back with findings, data analysis,
and recommendations to leadership; a
presentation deck; and a written executive
summary.
Note on pricing: The materials review and
total number of focus groups and 1:1
interviews will impact price and are to be
determined based on the county's needs.
This is a sample price based on similar
engagements and may be adjusted
accordingly.
Up to 4
Months
Total – $60,000
(billed at the project rate)
Survey Design
and
Deployment
To better identify strengths, areas of
opportunity, and challenges within the
County, we can design, administer, and
analyze a bespoke engagement survey on a
third-party survey platform of the
County’s choice.
Deliverable(s): a 40-item survey; summary
report out (e.g., deck slides) on results with
data analysis, summary of insights, and
data visualizations (i.e., graphs).
4-6 weeks
Survey Design &
Administration
SubTotal – $20,000
(billed at the project rate)
Analysis and Insights
SubTotal – $9,000
(billed at the project rate)
Total - $29,000
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Strategic Planning and
Development
We partner with you to design
concrete action plans with
practical, straightforward steps to
meet your organizational goals.
Deliverable(s): Two facilitated
120 minute strategy sessions with
leadership to outline priorities,
and co-created strategic
framework and roadmap, metrics
and scorecard development
2-3 Months
(completed post
assessment)
Two Facilitated Sessions
($5,500 per session)
SubTotal – $11,000
Strategic Framework and
Roadmap
SubTotal – $15,000
Goals/OKRs/Metrics
development/Scorecard
Development
SubTotal – $7,500
Total – $33,500
(billed at the project rate)
Internal Process Design
and Advisory
We design, analyze and advise on
internal processes that affect staff.
These processes may include:
recruiting, hiring, performance
management, promotion, and
offboarding strategy.
Deliverable(s): process
documentation and guidelines for
implementation.
Varies
Total - $20,000
(billed at the project rate)
Policy Review and
Development
We review, revamp, and create
internal policies including
Employee Handbooks.
Deliverable(s): written policy and
guidelines for implementation.
Varies
Total - $12,000
(billed at the project rate)
Project Management &
Advisory Hours
Retainer
In order to foster a high-touch
engagement, we will provide a
bucket of 6 retained hours for
project management and advisory
needs for the duration of the
engagement.
This includes scheduling, timeline
tracking, accounting, account
administration, and internal
communication for the entirety of
scope, leading department
meetings, agenda preparation, and
related meeting facilitation. This
also includes regular
communication with key staff and
impacted groups regarding
engagement process, timeline, and
expectations.
Deliverable(s): monthly and
quarterly progress reports; project
timeline tracker; and
communications templates.
Monthly for 6
Months
Total - $10,800
($1,800/month for six
months, invoiced at flat
monthly rate)
Estimated Grand Total – To Be Determined Based Project Parameters
Doc ID: a8c922063e3e585d84d8d060ba2243b1daf774ab
Leadership/
Management Trainings
Facilitated training sessions and 3-
part learning journeys with the
County leadership and
management in alignment with the
developed training plans identified
through the context assessment
and strategic coaching.
Deliverable(s): training plan and
workshop resource doc(s)
Scheduled on
demand.
Workshops for leadership
and management in form
of 3 Part Learning Journey
(3 x sessions @ 8,500)
Travel expenses for in
person workshops are
billed back at cost.
Total - $25,500
(billed at the per session
rate)
Standalone Trainings
Standalone facilitated workshops
are designed and delivered with
prior insight (i.e. assessment,
strategic plan) in mind. We have a
deep library of existing content or
can design a tailored session with
the County’s particular needs in
mind.
Deliverable(s): workshop resource
doc
Scheduled on
demand.
Workshops for non
leadership/management
staff start at $7,500 for 90
min and $10,000 for a full
day training.
Prices are dependent on
duration, tailoring, number
of participants and number
of ReadySet facilitators.
Discounts are available for
packages for 3+ trainings.
Travel expenses for in
person workshops are
billed back at cost.
Leadership Coaching
Customized 1:1 coaching for key
leaders in the County.
Deliverable(s): Up to 20 hours of
coaching and strategic advisory
Scheduled on
demand.
Total - $11,000 for 20
hour long sessions, can be
spread across up to three
County leaders.
(billed at $550 per session)
Estimated Grand Total – To Be Determined Based on Assessment Results.
Doc ID: a8c922063e3e585d84d8d060ba2243b1daf774ab
EXHIBIT B
SCOPE OF WORK
Specifically, we are able to fulfill the need for professional services in the following described areas in RFP # 240024,
including but not limited to:
1.
Leadership Development
2.
Organizational Analysis and Process Improvement
3.
Management and Supervision Training
4.
Succession Planning
5.
Coaching
Our Approach
There are a few core components that anchor our high-touch, data-driven approach:
Tailored Solutions for Municipal Contexts – From workshops to strategic initiatives, our team ensures all
of our solutions take into account the unique context of work at the municipal level and its relationship to
the community. Through our assessments, we leverage data to surface the most impactful priorities. Our
tailored and flexible approach in many ways follows the Plan-Do-Study-Act model of change
implementation, enabling organizations to experiment with solutions and pivot when needed.
Holistic Methodology – Our approach to organizational impact through strategic advisory and
implementation also takes into account the way equitable systemic foundations inform positive
interpersonal outcomes. The outcomes we evaluate are informed by the US Surgeon General’s Framework
for Workplace Mental Health and Wellbeing, including but not limited to psychological safety, belonging,
fairness, growth opportunities, and autonomy. Harm reduction is central to our solutions.
Emphasis on Data – ReadySet loves data, and we set ourselves apart by having built an entire function of
experts who draw insights from data - our People Science Team. By emphasizing data from the beginning
of the engagement, we move our clients from what sounds good to what works, ensuring intersectionality is
always considered.
Data Privacy and Confidentiality – Human data is sensitive, which is why all of our social scientists are
trained in data collection ethics and safety with a human-centered approach. We take personal data privacy
concerns seriously and ensure that when we collect and analyze data, we do so with a harm-reduction goal
at the forefront. Flexibility is another of our important values and in cases where challenges have to be
handled delicately, we explore partnering with client staff members who have experience in that geographic
area or culture
Doc ID: a8c922063e3e585d84d8d060ba2243b1daf774ab
High-Touch Relationships – ReadySet believes that a collaborative approach to strategic organizational work is key
to success. By building relationships and ensuring collective buy-in, we support change management long-term and
promote a deeper impact across the County.
Areas of Expertise
Our work can be organized into the following areas of impact for the County:
Organizational Assessment and Analysis
Metrics, Benchmarking, and Impact Assessments
Our deep org assessments include County data and
document reviews, focus groups, 1:1 stakeholder
interviews, employee surveys, and innovative analysis
models to better understand workforce needs and inform
strategic next steps. This analytics approach is designed
with ethical data collection and sampling in mind. This
area would correspond to the County’s needs in
Organizational Analysis and Process Improvement and
Succession Planning.
We can help the County develop targeted goals and
monitor the success of their strategic work plans and
initiatives, much like a scorecard. We find that
establishing and tracking metrics around success is
critical to process improvement and overall
succession planning. This area would correspond to
the County’s needs in Organizational Analysis and
Process Improvement and Succession Planning.
Process and Policy Design for Org Improvement
Learning and Development
We can design custom people processes to nurture an
inclusive workforce culture.. We review elements such
as handbooks, policies, and principles, identify areas of
improvement and design more adaptive processes and
practices to support employee retention. This area would
correspond to the County’s needs in Organizational
Analysis and Process Improvement and Succession
Planning.
We equip teams with tools to foster inclusion across
the organization through workshops, trainings, and
coaching services. We tailor our approach based on
the audience, including Executive leadership,
managers and supervisors, and non-management staff.
This area would correspond to the County’s needs in
Leadership Development, Management and
Supervision Training, and Coaching.
Communication Support
Change Management
We help effectively communicate internally and
externally about values, goals, and programming with an
expert lens for geographic and regional nuance within
the County. This area would correspond to the County’s
needs in Organizational Analysis and Process
Improvement, Succession Planning, Leadership
Development, Management and Supervision Training,
and Coaching.
We support individuals, managers, and executives
with the tools necessary to successfully make the
changes necessary to become a better, more effective
organization.. This area would correspond to the
County’s needs in Organizational Analysis and
Process Improvement, Succession Planning, and
Leadership Development, and Coaching.
Tailored Consulting and Advisory Services
Our bespoke consulting and advisory services can help
embed sustainable and effective change into County
practices and processes. This area would correspond to
the County’s needs in Organizational Analysis and
Process Improvement, Succession Planning, Leadership
Development, Management and Supervision Training,
and Coaching.
ReadySet list out our pricing model by project rate instead of an hourly pricing structure. We are flexible in our pricing
approach and offer local government and municipalities a 5% discount on project rates. Additionally, for our Learning &
Development services, we offer a bundle pricing discount of 5% for five (5) or more sessions. Within our areas of
expertise, we recommend the following service offerings for the County to start:
Doc ID: a8c922063e3e585d84d8d060ba2243b1daf774ab
Organizational Assessment (Insights, Analysis, and Recommendations)
In order to best understand the current context of the County and its needs so that we may propose tailored and
impactful solutions, ReadySet will conduct a thorough needs assessment of the broader County workforce and
organizational body or conduct a targeted deep dive in areas of need (e.g., workforce retention and recruitment). The
audit will culminate in a comprehensive findings and recommendations report and presentation to key audiences,
including insights, bright spots, areas of improvement, data analysis and strategic recommendations. This audit and
analysis will also more deeply inform the tailoring and development of the strategic consulting, learning and
development trainings, and/or coaching requested. An in-depth assessment will include:
A need-gap analysis of processes, policies, communications, previous data and other pertinent documents
from a holistic and strategic perspective.
A survey to surface quantifiable patterns across tailored metrics. Survey construction will be in partnership
with recommended third party vendors based on the County’s survey priorities.
Custom built stakeholder and committee interviews and focus groups that focus on understanding the
deeper narratives and trends across the organization to highlight specific impact areas and create space for
staff and/or community members to feel heard and for change to be made.
Delivery of bespoke findings report out (i.e. presentation and deck) with targeted recommendations specific
to the nuances of the County and including opportunity areas with a focus on accountability and
actionability.
In depth interactive presentation of Findings & Recommendations to key stakeholders and County
leadership.
After the presentation to leadership, we can also tailor a more high-level report out of findings and
recommendations including bright spots, areas of opportunity and an overview of key next steps to
expanded audiences (e.g., managers and supervisors, all staff, and/or the public).
Initial capacity building of the County’s current strategic efforts through advisory support and coaching.
High-touch project management and logistics support throughout the engagement to address challenges and
opportunities in the County as they arise.
Strategic Planning, Process Improvement, and Implementation
After the assessment phase, ReadySet will partner with the County to develop an actionable strategic framework
centered around addressing the highest impact opportunity areas derived from the findings of the assessment.
ReadySet will facilitate prioritization sessions with key custodians of this work in service of co-developing a holistic,
multi-year strategic framework that organically ties to the improvement of County policies and procedures. Activities
will include:
Facilitated strategy development sessions focused on integrating recommendations within the County’s
organization, infrastructure, policies and programs.
Co-development of a comprehensive strategic roadmap tracking sheet to capture key priorities and
timelines.
Policy and process assessment and (re)development including, but not limited to the areas of: workforce
planning, recruitment and talent attraction, employee engagement and retention, performance management
and promotion, and internal inclusion and belonging.
Metrics and goals creation to support continuous feedback loops and improvement frameworks.
Advisory around ongoing sustainability and re-assessment practices to support long-term adoption across
the County.
Doc ID: a8c922063e3e585d84d8d060ba2243b1daf774ab
Facilitated conversations and communications strategy customized for delivery to staff and key
community members that will help build buy-in on goals and create org-wide fluency (and comfort)
around the County’s strategic next steps and milestones.
Learning and Development (Trainings & Workshops)
As part of the recommendations that come out of the assessment phase, and in alignment with strategic planning,
ReadySet will decide on a training plan appropriate to the County’s needs and size, then design and deliver
learning journeys appropriate for any level of staff, including leadership, managers and supervisors, and all
staff. Our recommendations on the appropriate delivery format (for example – “train the trainer” or direct
facilitation) and content curriculum will be ascertained following the completion of the context audit and
included as recommendations in the final report. Our approach utilizes a range of formats including written
materials, presentations, and interactive exercises. We bring a strong emphasis on practical application and
actionable tools participants can rapidly implement. Our experience delivering workshops has taught us that
b lended learning is often the best way to both scale learning while giving people the ability to learn according
to their needs. We offer both live training and also offer our e-learning platform NewDay to meet evolving
needs. We can create bespoke trainings or build off our existing library of curricula. Content may include but
is not limited to inclusive communications, giving and receiving feedback, first time manager foundations,
transformational leadership (advanced skills), DEI foundations, understanding interpersonal & systems bias,
building ally skills, hiring and interviewing skills, and much more. Please see our Learning & Development
webpage for a list of other workshop options.
Leadership Coaching and Development
Team success hinges on developing strong leaders within an organization. Effective leadership and people
management *is* inclusive and equitable—and ReadySet has a variety of offerings to level-up leaders, no matter
where they are in their journey. ReadySet coaches tailor their work to the unique needs of the client and the
context in which they are working in, but development areas of focus may include the following: People
Management & Leadership Development, Inclusive Communication, Creating Psychological Safety, Managing
in a Distributed Context, Crisis Management, Remote Collaboration, Emotional Intelligence, Conflict
Resolution, and Discrimination & Harassment Issues.
Doc ID: a8c922063e3e585d84d8d060ba2243b1daf774ab
SERIAL 240024-RFP
EXHIBIT C
OFFICE OF PROCUREMENT SERVICES CONTRACTOR TRAVEL AND PER DIEM POLICY
1.0 All contract-related travel plans and arrangements shall be prior-approved by the County contract
administrator.
2.0 Lodging, per diem, and incidental expenses incurred in performance of Maricopa County/Special
District (County) contracts shall be reimbursed based on current U.S. General Services
Administration (GSA) domestic per diem rates for Phoenix, Arizona. Contractors must access the
following internet site to determine rates (no exceptions): www.gsa.gov.
2.1 Additional incidental expenses (i.e., telephone, fax, internet, and copying charges) shall
not be reimbursed. They should be included in the contractor’s hourly rate as an overhead
charge.
2.2 The County will not (under 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.
Doc ID: a8c922063e3e585d84d8d060ba2243b1daf774ab
SERIAL 240024-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.
Doc ID: a8c922063e3e585d84d8d060ba2243b1daf774ab
Maricopa Contract
ReadySet Solutions Co CONTRACT.pdf
a8c922063e3e585d84d8d060ba2243b1daf774ab
MM / DD / YYYY
Signed
12 / 14 / 2023
23:24:45 UTC
Sent for signature to Rachel Marcuse (rachel@thereadyset.co)
from megan@thereadyset.co
IP: 170.39.171.72
12 / 15 / 2023
17:36:55 UTC
Viewed by Rachel Marcuse (rachel@thereadyset.co)
IP: 73.70.12.148
12 / 15 / 2023
17:37:10 UTC
Signed by Rachel Marcuse (rachel@thereadyset.co)
IP: 73.70.12.148
The document has been completed.
12 / 15 / 2023
17:37:10 UTC