240024-CONTRACT - THE RESEARCH ASSOCIATES, INC.PDF
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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 A-1 – Fee Schedule.
5.2
Payment shall be made upon the County’s receipt of a properly completed invoice.
CONTRACT STRATEGIC CONSULTING SERVICES
240024-RFP
This contract is entered into this 2 8 t h day of February, 2024 by and between Maricopa County
(County), a political subdivision of the State of Arizona, and The Research Associates, a New York
corporation (Contractor) for the purchase of various consultants’ services for Maricopa County
Departments.
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5.3
INVOICES
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
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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.
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
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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 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
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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
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.
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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, 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:
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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.
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
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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:
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-
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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 DATA
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
SERIAL 240024-RFP
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.
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:
SERIAL 240024-RFP
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.
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.
SERIAL 240024-RFP
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).
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
SERIAL 240024-RFP
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 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
SERIAL 240024-RFP
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.
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
SERIAL 240024-RFP
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.);
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
SERIAL 240024-RFP
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 ORDER PROCESS
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 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:
The Research Associates
165 Broadway Suite 2301
New York, NY 10006
10.54
INQUIRIES
SERIAL 240024-RFP
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.
SERIAL 240024-RFP
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
AUTHORIZED
Sung Lee, CEO
165 Broadway, Suite 2301, New York, NY 10006
12/12/23
SERIAL 240024-RFP
EXHIBIT A
VENDOR INFORMATION
VENDOR INFORMATION MUST MATCH INFORMATION CONTAINED IN BIDSYNC AND
MARICOPA COUNTY DEPARTMENT OF FINANCE VENDOR REGISTRATION.
PLEASE NOTE THAT VENDORS ARE REQUIRED TO COMPLETE REGISTRATION AT TO
AWARD AT THE MARICOPA DEPARTMENT OF FINANCE WEBSITE
(http://www.maricopa.gov/Finance/Vendors.aspx)***
COMPANY NAME:
The Research Associates
DOING BUSINESS AS (dba):
The Research Associates
MAILING ADDRESS:
165 Broadway
REMIT TO ADDRESS:
Suite 2301
TELEPHONE NUMBER:
2128685178
FAX NUMBER:
2123384077
WWW ADDRESS:
www.TheResearch.com
REPRESENTATIVE NAME:
SW Lee
REPRESENTATIVE TELEPHONE
NUMBER:
2128685178
REPRESENTATIVE EMAIL
ADDRESS
swlee@theresearch.com
YES
NO
REBATE
WILL ALLOW OTHER GOVERNMENTAL
ENTITIES TO PURCHASE FROM THIS
CONTRACT:
WILL ACCEPT PROCUREMENT CARD FOR
PAYMENT:
FUEL COMPRISES (if applicable) 0% OF TOTAL BID AMOUNT
PAYMENT TERMS: RESPONDENT IS REQUIRED TO PICK ONE OF THE FOLLOWING.
PAYMENT TERMS WILL BE CONSIDERED IN DETERMINING LOW BID. FAILURE TO CHOOSE
PAYMENT TERMS WILL RESULT IN A DEFAULT TO NET 30 DAYS.
NET 10 DAYS
NET 45 DAYS
1% 10 DAYS NET 30
DAYS
NET 15 DAYS
NET 60 DAYS
2% 30 DAYS NET 31 DAYS
NET 20 DAYS
NET 90 DAYS
1% 30 DAYS NET 31 DAYS
NET 30 DAYS
2% 10 DAYS NET 30 DAYS
5% 30 DAYS NET 31
DAYS
SERIAL 240024-RFP
EXHIBIT A-1
FEE SCHEDULE
SERIAL 240024-RFP
NIGP CODE:91858
COMPANY NAME:
The Research Associates
DOING BUSINESS AS (DBA) NAME:
The Research Associates
Year 1
Year 2
Year 3
1.1 PRINCIPAL
245.00
$
252.35
$
259.92
$
PER HOUR
1.2 SENIOR CONSULTANT
196.00
$
201.88
$
207.94
$
PER HOUR
1.3 MANAGEMENT ANALYST
148.00
$
152.44
$
157.01
$
PER HOUR
1.4 CONSULTANT / SUBJECT MATTER EXPERT
1.4.1 LEADERSHIP DEVELOPMENT
172.00
$
177.16
$
182.47
$
PER HOUR
1.4.2 OPERATIONAL/CULTURAL
172.00
$
177.16
$
182.47
$
PER HOUR
1.4.3 HUMAN RESOURCES
156.00
$
160.68
$
165.50
$
PER HOUR
1.4.4 TRAINING DEVELOPMENT
156.00
$
160.68
$
165.50
$
PER HOUR
1.5 TRAINER
196.00
$
201.88
$
207.94
$
PER HOUR
1.6 FACILITATOR
245.00
$
252.35
$
259.92
$
PER HOUR
1.7 ADMINISTRATIVE
48.00
$
49.44
$
50.92
$
PER HOUR
1.8 OTHER
$_______
$_______
$_______ PER HOUR
,
,
EXPENSES AND GENERAL ADMINISTRATIVE FUNCTIONS. (SEE SECTION 2.6.2)
1.0 PRICING:
SERIAL 240024-RFP
EXHIBIT B
SCOPE OF WORK
QUALIFICATIONS
The Research Associates (TRA) is one of the industry leaders in providing strategic consulting and
market research initiatives for various industries. Since the 1990s, TRA consultants have been
engaged in many significant research and management consulting projects. Notable state and local
government projects include:
- States: Virginia, New York, Connecticut, Missouri, South Carolina, Arizona, and California
- Local: New York City, Tooele County, UT, Albany, NY, Bridgeport, CT, Buffalo, NY, to name a few.
Our Differentiators
What differentiate TRA from other market research companies is our ability to measure key drivers
by using the most advanced and sophisticated consulting tools, such as:
- Innovation Management
- Key drivers for enrollment
- Strategic communications and optimization
- Organizational research and alignment
- Student success drivers
- Non-linear and relationship-based demand analysis
- Benchmarking indices
- Strategic audit
- Marketing process optimization
Significant Public-Sector Experience
TRA has experience in market research and strategic planning initiatives for numerous leading
government organizations such as the US Department of Commerce – Census, US Department of
Commerce – Commercial Service, US Department of Justice – UNICOR, Securities and Exchange
Commission, New York State Department of Health, Red Cross to name a few.
TRA Brings in Innovative Strategy Methodologies –Corporate Brands
In addition to higher education and public-sector organizations, we have extensive experience in
planning and conducting market research and strategy initiatives for a broad range of multi-billion-
dollar brands (such as Microsoft, Disney, LG, NBC, Coca-Cola, Samsung, Royal Caribbean Cruise
Lines, and Universal Studios). For those organizations, we have developed a number of cutting-edge
tools, including AIs.
Notable Recognition
• TRA has been awarded by INC magazine as one of the Top 500 Companies in the USA.
• The ARF David Ogilvy Award: Gold Award and Research Achievement Award
TRA Ensures Project Effectiveness
As a boutique firm with low overhead, TRA provides services cost-efficiently and with flexibility in
pricing. Our size and select client base of prestigious higher education institutions and companies
allow us to be extremely responsive. Many TRA staff have graduated from top schools and have
significant strategic marketing planning and market research experience. Furthermore, we only
allocate senior people (over 20 years of experience) to our client engagements. Our experience and
education enable us to plan and perform work most efficiently.
Work Load Management
TRA would like to assure Maricopa County that the services provided by TRA and outlined in this
proposal will not be jeopardized by the established commitments listed above or any other
SERIAL 240024-RFP
potential obligations. In addition, TRA would like to assure Maricopa County that under no
circumstances would "Key Personnel" limit or recede Maricopa County's allocated time unless this
request comes directly from Maricopa County itself.
TRA Guarantees Personal Service and Client Satisfaction
TRA provides a high level of personal service to clients throughout the US. Our consultants reside in
the Metro New York area, including Long Island. As a result, we will be ready for your requests
promptly and quickly. This personal service for Maricopa County would include (but not be limited
to): in-person meetings set up at the convenience of Maricopa County; weekly written status
reports; daily communication with the project lead at Maricopa County; as well as sharing our
knowledge and methodologies with the Maricopa County stakeholders.
Administration and Security
We understand that a research solution should be able to handle the volume of surveys and ensure
security, privacy, and confidentiality. What differentiates TRA from other research firms is that we
are one of the few market research companies in the US with a Top-Secret clearance level. Our
clearance level demonstrates and proves our commitment and experience in ensuring panel data
security and confidentiality.
We have an insurance policy that meets Maricopa County's requirements.
PROJECT APPROACH
Kick-off Meeting and Planning
TRA and Maricopa County will arrange and participate in an introductory orientation briefing to
meet, greet and understand Maricopa County's perspectives on objectives, priorities, timelines,
logistics, and any other information that needs to be considered when developing a new study. We
will cover areas such as:
- Philosophy
- Objectives and goals - long-range objectives, short-range goals
- Existing programs
- Needs and expectations
- Action items
Project Planning
After the kick-off meeting, TRA will perform the following tasks:
- Identify critical categories to explore based on the study needs and goals, and key issues from the
kick-off meeting
- Assemble a detailed research plan and methodology
- Finalize the detailed work plan
Communications Audit
- Organization philosophy
- Objectives and goals - long-range objectives, short-range goals
- Existing communications programs - formal methods and media for communicating downward,
upward, and laterally.
- Techniques used to communicate with external stakeholders
- (If applicable/available) We will review and analyze existing tools such as: o Hierarchy
o Needs and expectations
Research
Stakeholder (Internal Team Members) Research
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We will assess how well stakeholder needs are being met with an existing situation and what new
programs and values would satisfy them. We propose to conduct 1) qualitative and 2) quantitative
research studies.
We will perform perception research through in-depth interviews and other means to understand
the advantages, opportunities, and challenges facing Maricopa County.
Issues to Explore
TRA will work with and seek input from Maricopa County to explore these issues.
- Current awareness, trust, and associations o Maricopa County
o Different programs
- The prime attributes and benefits for various stakeholders
- The major drivers
- The major barriers
- Current processes
- Building elements/blocks for “trust”
- Factors to explore to have sustainable growth
- Opportunities and threats
Overall Assessment of Current Situation and SWOT
Assessing the current view of overall efforts will provide insights into whether the internal team
members are satisfied with their current position and how likely it will retain and improve its
current strategy. In addition, this will help us predict how they need and respond to changes in the
environment.
- Success to date: We will evaluate how successfully it has achieved its objectives and carried out its
strategies.
- SWOT: To fully understand Maricopa County’s goals and objectives beyond what is stated in the
RFP, TRA will conduct the following activities:
• Review key issues and concerns (SWOT) based on initial reviews. o Strategic opportunities and
strengths.
o Obstacles/risks and organizational weaknesses
o Expectations of primary and potential stakeholders
o Opportunities based on organizational strengths and weaknesses.
• Identify the issue/problem o Mission
o Critical issues facing the organization
o Short-term and long-term goals
Process Review and Management
As-Is Process Definition
- Define management and process – “business situation” by 1) identifying the information and
data inflow and outflow structure and 2) determining related (internal and external) customers and
stakeholders. - Conduct a thorough examination of the organizational structure and functions
- Assess the functional assignments and human resources required to perform current duties
- Assess and analyze departmental mission, goals and deliverables
- Research and evaluate current job descriptions
- Research and review departmental mission and key initiatives
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- Define business activities by identifying and listing key activities with stakeholders and partners -
Review the departments’ operational functions and reporting structure
- Review and assess workflow processes for each area
- Evaluate current outsourced responsibilities
- Analyze staffing levels and efficiencies based on current and projected workloads
- Define business activity flow sequence by capturing 1) how information flows among different
stakeholder groups and 2) how activities are connected among different stakeholder groups
Management Program - To-Be Process Definition
We will recommend the “To-Be Process” by implementing the following tasks:
- Recommend desired marketing communications situation based on 1) the desired information
and data inflow and outflow structure and 2) the stakeholder relationship matrix.
- Define marketing task management activities by recommending key activities by functions and
stakeholders
- Define task management flow sequence by recommending 1) how the information should flow
among different stakeholders and 2) how the activities should be connected among different
stakeholders
Management and Decision-Making Process Identification
- Design marketing communications system/process approach by 1) identifying and assessing
realistic constraints (available resources, contracts, assets) identified from research and 2) defining
key marketing management rules within the organization.
Tasks, Roles, and Responsibilities
By working closely with key Maricopa County stakeholders, we will assist in developing operational
and policy elements and processes focusing on the "betterment of the university as a whole in
alignment with best practices." Our approach includes:
- Develop Major Tasks • Define purpose, project scope, all necessary tasks, responsibilities,
timeframe, and budget
- Define Roles and Responsibilities • Align group goals to key organizational strategies
• Understand employee roles and their "key results" areas
• Assess the team's competencies
• Design how to manage employee goal setting
- Set Procedures and Policies • Effective reward policies
• Motivation building procedures
- Build Performance Accountability Assessment Process • Data collection and feedback system
• Record keeping
• Systems capabilities
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- Establish Effective Communication Channels • What type of information do people expect to hear
from their leaders
• What are the channels that allow consistent communication with people
• How can we eliminate unnecessary communication channels
• How can people relate to the goals, mission, and vision of the organization when dealing with
everyday duties
Strategic Plan Alignment
Overview – Optimization Strategy
TRA’s marketing alignment strategy modeling is built around the premise that “all stakeholder
segments are unique.” For example, each stakeholder segment has unique needs, behaviors, and
different responses to various issues and tasks. Therefore, it would be optimal for Maricopa County
to track strategy factors based on specific groups' identifiable needs and characteristics.
TRA has devised a proprietary system that can be used to improve the client’s performances among
key internal segments.
Step 1: Define the State– insights from research
- To get these insights, TRA will help define and understand where we are and how to differentiate
Maricopa County best
Step 2: Create Internal Stakeholder Profiles
- Once the client/TRA team defines and understands these stakeholders, TRA can create “Internal
Segment Profiles” that will determine the wants and characteristics (demographics and
psychographics).
Step 3*: Prioritize Based on ROI and Strategic Importance
We direct Maricopa County to focus on key drivers and challenges that provide the highest return
for policy investments as well as those that rate high in strategic importance.
Step 4*: Invest the Budget Suitably and Optimize Key Segments / Programs
At this stage, each unit/function should focus on “high lifetime value” drivers for its initiatives and
customize its programs to fit the characteristics of these key drivers.
Strategy Map – Tool Kits for Organization Alignment and Implementation
Furthermore, during Step 3* and Step 4* of our optimization module (see above), TRA will develop
a series of strategic options and a Strategy Map draft that Maricopa County (and each
team/individual) can use to fulfill its purpose.
The methodology that TRA will go through to evaluate the appropriateness of various strategic
options will be as follows:
- Define/review strategic objectives
- Review external factors such as research and analysis
- Create multiple strategic options
- Evaluate each action item based on: “Overall Potential Impact,” “Immediacy of Impact,” “Size of
Markets,” and “Investment and Programming Required for Market Penetration and Conversion.”
• Pick the right combination of action items based on 4 criteria above
• Design a timeline, detailed budget, staffing plans, organizational structure, information, and
knowledge implementation plan.
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Reporting Final Document
Results from the data collection and analysis will be communicated in a clear and concise manner.
The report will have the following basic information:
- Executive Summary
- Key Issues & Trends
- Analysis
- Overall assessment
- Key drivers for success
- Challenges
- Strategic Guidance - Mission
- Vision
- Impact statement
- Core values
- Blueprint for successful programs
- Key resources
- Strategic Approach and Implementation - Action plan metrics
- Organizational plan
- Key due dates
- PowerPoint presentation with recommendations - Strategic plan template
Project Management
TRA provides all necessary personnel, administrative, financial, and managerial resources to support
various task orders. TRA also provides highly skilled personnel to propose, develop, coordinate,
implement, maintain, monitor, and evaluate management control mechanisms. Examples of project
progress control mechanisms include ADP tools, performance management systems, schedules,
dashboards, metrics, website databases, and web pages. Personnel is also needed to develop,
deliver, present, coordinate, and maintain supporting documents and materials.
Sung Lee, the team’s Project Manager (and the TRA CEO), will assign personnel, allocate resources,
and monitor program timelines and milestones to ensure the efficient and effective completion of
tasks associated with specific task orders. The program execution begins with a consultation
between Mr. Lee and designated personnel, who will thoroughly analyze requirements and
coordinate program-dependent resource allocation. Next, Mr. Lee will develop a project plan by
assigning the appropriate team member for each specific task to ensure that an optimal mix of
strategy and research expertise is provided to the program.
Our project progress deliverables include weekly, monthly, quarterly and final reports. The reports
will consist of:
- Key tasks
- Planned vs. actual progress
o Successes
o Challenges
- Roles and responsibilities
- Key issues
- Next steps
New York City Department of Health – Organization Reviews and Recommendations
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We worked with the NYC Office of the Executive Deputy Commissioner (EDC) within the Division of
Mental Hygiene to assess the current operating procedures for the EDC’s office and of the Bureaus
within the Division to identify ways to improve core operational processes, including:
- Workflow and task management
- Coordination and communication between the EDC’s office and bureaus and inter-bureau
communications
- Increase efficiency and accountability within the Division
- Understand and improve social and employee equity issues
- Strategic planning methods for use by Bureaus and Division to support and synthesize ongoing
strategic planning
Our efforts and organizational knowledge led to seamless integration among key processes,
people/offices, strategic planning methods, and new organizational changes and initiatives.
Furthermore, our combined efforts were able to enhance “efficiency and accountability” by
minimizing task redundancies.
New York City Department of Consumer Affairs– Organization Reviews and Recommendations
We helped NYC DCA restructure the Consumer Services unit by:
- Shadowing the Consumer Services Staff to provide a comprehensive assessment of consumer-compliant
lifestyle.
- Reviewing the online intake process and its workflow.
- Assessing user-facing components on a website and evaluating each component’s purpose
- Conducting customer research (via customer surveys) and stakeholder interviews to assess what works and
doesn’t work within the consumer complaint process, as well as what is important in the complaint process.
- Recommending Consumer Services business processes and operations
a. Key findings
b. Implications and next steps
- Providing staff training
University of South Carolina (USC) – Marketing Organization Strategies
Audience Perception and Positioning – Including Staff and Faculty
Based on consumer research, TRA generated market perception and attribute mapping. As a result, TRA
identified strategic attributes for overall and each audience group (students, alumni, staff, community, faculty,
parents and stakeholders) based on USC’s competitive positioning (key attributes) and market/audience
attractiveness (key excellent university attributes).
We took the following steps to define key attributes by implementing a “competitive brand/positioning”
methodology:
- Identify a relevant set of competitive brand attributes that define the umbrella brand and the subset brands
based on the audience
- Review and analyze the intensity of a brand’s current position in audiences’ minds
- Determine each audience group’s current perception based on audience mapping
- Determine the most optimal combination of key attributes overall and for each audience group based on
TRA’s proprietary “brand attribute mapping” tools.
o TRA’s brand attribute mapping tools are based on factor analysis and regression analysis
Branding Platform Development and Measurement
TRA took the following steps to assess the effectiveness and accuracy of USC’s branding platform --- Strategic
Metrics:
- Define branding metrics/standards of performance
- Specify the necessary attributes to measure
- Obtain the needed control data
- Develop branding platform
- Evaluate feedback data
- Examine the gap between actual data and standards of performance
- Measure whether USC’s branding platform meets strategy and objectives or not
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University of Missouri – Market Research and Program Reviews
Background. TRA helped the University of Missouri on expanding undergraduate distance/online programs
by exploring the following issues:
- Which of UMOL’s on-ground undergraduate degrees have the best sustainable market potential for online
delivery A) domestically and B) internationally?
- What are the top 5-10 bachelor’s degrees not now offered at UMOL that we should consider developing for
online delivery?
- What are the top 5 – 10 bachelor’s degrees with the highest enrollment (most significant market growth
potential?) among Military audiences?
- What are the key course design/delivery elements most important to distance students that most affect their
selection of that institution or program?
Survey development. Surveys were designed by TRA to assess interest in online degree programs and to
identify criteria used when selecting degree programs delivered online.
Data collection procedures. A sample company provided a list of US consumers who were currently enrolled
in college and had a bachelor’s degree or less. A list of active students in the high school program (n = 3,264)
was identified by Mizzou K-12 Online staff. All US consumers and international high school students were
invited by email to complete the survey and supplied answers based on an emailed survey link.
TRA examined 10 local/regional institutions as well as 48 top-ranked online programs (among public 4-year
institutions with 5000+ distance students) based on rankings by the US News and World Report. The
competitive analysis focused only on bachelor’s/undergraduate degrees offered online.
Secondary data research. In addition, TRA examined notable and publicly available secondary data (e.g.,
Princeton Review and Education Dynamics), federal government data, and Missouri employment data to
identify and cluster recommended degrees not currently offered by UMOL on-campus.
University at Buffalo (UB) – Research and Program Planning
Economic Impact Analysis and Program Plan
Developed and analyzed key economic growth drivers in the Western New York region by
researching key stakeholders.
- Developed a research plan
- Designed the surveys
- Collected the quantitative survey data
- Identified key economic growth drivers and value of key programs
- Identified key influencers and program advocates
- Recommended key programs for economic growth
- Obtained funding from NYS based on our advocacy plan
Planning Analysis
We conducted a brand analysis as a preliminary step in developing the full plan for UB. The brand
SWOT analysis included a thorough examination of UB’s internal strengths and weaknesses as
well as the market’s opportunities and threats. The application of SWOT analysis clarified UB’s
present situation concerning the overall market and, more specifically, the areas identified by its
competitive environment.
Stakeholder Research and Success Measurements
To achieve UB’s stated goal, TRA needed to understand stakeholders' perceptions of UB and the
universities with which it competes. To do this, TRA, in collaboration with UB staff, designed and
conducted several critical research initiatives. The knowledge acquired from these initiatives was
subsequently used to assist in developing a marketing plan that separated UB from its peer group
of competitors. We designed research to gain an understanding of the following specific points:
- What are the key characteristics of each identified stakeholder segment?
- What channels should be used to reach each of the identified stakeholder segments?
- How much should each media form be invested (per stakeholder segment, program/major, and
overall)?
- Which UB programs/attributes should be emphasized in various key initiatives?
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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.
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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.