COH FINAL CONTRACT 1113 (1) (1).PDF

Maricopa County — Formal (2023-12-06)

Extracted text (via pymupdf) 42538 characters

CONTRACT FOR SERVICES
MARICOPA COUNTY
by and through the
DEPARTMENT OF PUBLIC HEALTH
4041 N. Central Avenue #1400, Phoenix, Arizona 85012
AND
WESTERN REGIONAL MEDICAL CENTER, INC. D/B/A CITY OF HOPE PHOENIX
14200 West Celebrate Life Way, Goodyear, Arizona 85338
1.
Contract No:

2. Contract Type: Service ____________

3.
Contract Amount: $46,800 _

4. Purpose: Community Health Needs Assessment
5.
Start Date: July 1, 2023

6. Expiration Date: June 30, 2026_____________
_________________________________________________________________________________________

This Contract for Services (“Contract”) is entered into by and between Western Regional Medical Center, Inc. d/b/a City of
Hope Phoenix, referred to as “City of Hope” and Maricopa County, by and through its Department of Public Health referred to as
the “County” or “Contractor.” City of Hope and the County are collectively referred to as the “Parties” and individually as a “Party.”
Contractor, for and in consideration of the covenants and conditions, shall provide and perform the services as set forth below.
All rights and obligations of the Parties shall be governed by the terms of this Contract, its exhibits, attachments, and appendices,
including any subcontracts or Contract as set forth herein and in:
Section I
-
General Provisions

Section III
-
Compensation
Section II
-
Scope of Work

This Contract contains all the terms and conditions agreed to by the Parties. No other understanding, oral or otherwise, regarding
the subject matter of this Contract shall be deemed to exist or to bind the Parties. Nothing in this Contract shall be construed as
consent to any lawsuit or waiver of any defense in a lawsuit brought against the County or City of Hope in any State or federal
Court.
Legal Notice under this Contract shall be given by personal delivery or by registered or certified mail, postage prepaid, return
receipt requested, to the addresses set forth below and shall be effective upon receipt by the Party to whom addressed unless
otherwise indicated in the notice.
Notice to: City of Hope

Phone: 626-256-4673
Address: 1500 East Duarte Road, Duarte, California 91010
Attention: Community Benefits
With a copy to: City of Hope
Address: 1500 East Duarte Road, Duarte, California 91010
Attention: Office of the General Counsel

Notice to Department: MCDPH Grants/Contract Unit

Phone: (602) 372-0674
Address: 4041 North Central Avenue, Suite #1400, Phoenix, Arizona 85012

IN WITNESS WHEREOF, the Parties enter into this Contract:

CITY OF HOPE NATIONAL MEDICAL CENTER

MARICOPA COUNTY DEPT OF PUBLIC HEALTH

Signature

Name

Title

Chairman, Board of Supervisors

Date

ATTEST:
Signature

SVP and Chief Diversity, Equity & Inclusion Officer
Angela Talton
Nov 15, 2023

Office of the Clerk of the Board

__________________________________

Signature

Date
Deputy Attorney for Maricopa County

SECTION I GENERAL PROVISIONS

1.
EFFECT

To the extent the Scope of Work conflicts with the General Provisions, the Scope of Work
shall control.

2.
DEFINITIONS

As used throughout this Contract, the following terms shall have the following meanings:

A.
Contract means this document and all exhibits, attachments, appendices, and
amendments to this Contract.

B.
County means Maricopa County, Arizona.

C.
Department means the Maricopa County Department of Public Health (MCDPH).

D.
Director means the Director of the Department.

E.
Funding Source means any federal, state, or private agency funding source that
may impose conditions on the funding that will be passed on to the County.

F.
Designated Record Set means a group of records maintained by or for a covered
entity that comprises medical and billing records about individuals maintained by
or for a covered health care provider; enrollment, payment, claim adjudication, and
case or medical management record systems maintained by or for a health plan,
and other records that are used in whole or in part, by or for the covered entity to
make decisions about individuals.

G.
Healthcare Partner a person or health care facility licensed, certified, or otherwise
authorized or permitted by law to administer health care in the ordinary course of
business or practice of a profession. This will include Federally Qualified
Healthcare Centers (FQHC), or FQHC look-alike.

3.
GENERAL REQUIREMENTS

A.
The terms of this Contract shall be construed in accordance with Arizona law. Any
lawsuit arising out of this Contract shall be brought in the appropriate court in
Maricopa County, Arizona.

B.
The County shall, without limitation, obtain and maintain all licenses, permits, and
authority necessary to do business, render services, and perform work under this
Contract and shall provide documentation of any qualifications required under this
Section to City of Hope upon request.

C.
The County is an independent contractor in the performance of work and the
provision of services under this Contract and is not to be considered an officer,
employee, or agent of City of Hope. This Contract does not create any partnership,
joint venture or fiduciary relationship between the County and City of Hope. The
County and its employees, contractors and agents will not claim or be entitled to
any benefits accorded to City of Hope’s employees, including without limitation
health insurance, worker’s compensation, disability insurance, vacation or sick
pay. The County is solely responsible for paying all ordinary, necessary and other
expenses of its employees, contractors and agents in connection with this Contract
and all disability, workers’ compensation or other insurance, as well as any
licenses and permits usual or necessary for performing the Services. The County

SECTION I GENERAL PROVISIONS

understands and agrees that it is not an agent of City of Hope and that the County
has no authority to enter into contracts or incur expenses on behalf of City of Hope,
or otherwise bind or make representations on behalf of City of Hope in any way.

4.
AMENDMENTS

All amendments to this Contract shall be in writing and signed by the Parties.

5.
RETENTION OF RECORDS, AUDITS, AND DISALLOWANCES

A.
This provision applies to all financial and programmatic records, supporting
documents, statistical records, and other records of the County, which are reasonably
considered as relevant to this Contract.

B.
The County shall retain all financial books, records, and other documents relevant to
this Contract for five (5) years after final payment or until after the resolution of any
audit questions, which could take more than five (5) years, whichever is longer. The
County, federal, or state auditors, and any other persons duly authorized by the
County, shall have full access to, and the right to examine, copy, and make use of
any and all such materials.

C. The County shall reimburse City of Hope for any payments made under this Contract
that are disallowed by a federal, state, or Maricopa County audit in the amount of the
disallowance.

6.
ASSIGNMENT / SUBCONTRACTING

No rights, liability, obligations, or duties under this Contract may be assigned, delegated,
or subcontracted by the County or City of Hope without the prior written approval of the
other Party. Any attempt to assign any portion of this Contract without the written consent
of the other Party shall constitute a breach of this Contract. Any assignment shall not alter
the assigner’s responsibility to assure that all the provisions under this Contract are fulfilled
by its assignee. All terms and conditions in this Contract shall be included in any
assignment.

7.
TERMINATION

A.
The County or City of Hope may terminate this Contract at any time with at least
thirty (30) days prior written notice to the other Party. Such notice shall be given
by electronic notice, personal delivery or by Registered or Certified Mail, postage
prepaid and return receipt requested.

B.
This Contract may be terminated by mutual written agreement of the Parties
specifying the termination date.

C.
City of Hope has the right to terminate this Contract immediately by giving the
County written notice if City of Hope determines that the performance by either
party of any term, covenant, condition or provision of this Contract shall jeopardize
City of Hope’s: (i) licensure, (ii) participation in Medi-Cal/Medicaid, Medicare, or
other government or commercial health care reimbursement or payor programs,
(iii) full accreditation by The Joint Commission, or any other state or nationally
recognized accreditation organization, (iv) tax-exempt status, or (v) bond
financing.

SECTION I GENERAL PROVISIONS

D.
If not terminated by one of the methods stated above, this Contract shall terminate
on the expiration date of this Contract as stated on the Cover Page.

E.
If either Party defaults under this Contract and the default continues for more than
ten (10) days after the effective date of the other Party’s written notice stating the
specific nature of the default, then the noticing Party may treat the default as a
breach of this Contract. Upon a breach, the aggrieved Party may exercise any
remedy available under the law, including the termination of this Contract. Upon a
breach, the aggrieved Party may exercise any remedy available under the law,
including the termination of this Contract. If more than one activity is funded by this
Contract the County may terminate any part of the Scope of Work obligations
without impairing the remaining obligations.

F.
This contract is subject to cancellation pursuant to A.R.S. § 38-511.

G.
If City of Hope terminates this Contract prior to the expiration date, City of Hope
will remain responsible for payment to County for all work and services performed
through the date of termination and for reimbursement to County of all non-
cancellable commitments incurred in the performance of the work or services, not
to exceed the Contract Amount set forth on the Cover Page.

8.
SEVERABILITY

If a court finds that any provision of this Contract is invalid, all the remaining provisions
shall remain in full force and effect.

9.
STRICT COMPLIANCE

The waiver of a breach may only be made by a writing signed by the waiving Party and
will not constitute a waiver of any other or subsequent breach to affect in any way the
effectiveness or enforceability of the provision in question.

10.
FORCE MAJEURE

Neither Party shall be liable for failure of performance, nor incur any liability to the other
Party on account of any loss or damage resulting from any delay or failure to perform all
or any part of this Contract if such delay or failure is caused by events, occurrences, or
causes beyond the reasonable control and without negligence of the Parties. Such
events, occurrences, or causes will include Acts of God/Nature (including fire, flood,
earthquake, storm, hurricane or other natural disaster), war, invasion, act of foreign
enemies, hostilities (whether war is declared or not), civil war, riots, rebellion, revolution,
insurrection, military or usurped power or confiscation, terrorist activities, nationalization,
government sanction, lockout, blockage, embargo, labor dispute, strike, pandemic,
epidemic, interruption or failure of electricity or telecommunication service.

11.
COVENANT AGAINST CONTINGENT FEES

Each Party warrants that it has not utilized any person or agency to solicit or secure this
Contract for a commission or contingent fee. Either Party may terminate this Contract
without liability for breach of this warranty.

SECTION I GENERAL PROVISIONS

12.
SAFEGUARDING CLIENT INFORMATION

Each Party shall safeguard all protected health information as required under the Health
Insurance Portability and Accountability Act.

13.
RIGHTS IN PROPERTY AND DATA

Subject to applicable state and federal laws, rules, and regulations, all tangible materials
purchased or acquired by either Party in performance of this Contract shall remain the
property of the Party in possession when the Contract terminates.

Subject to applicable state and federal laws, rules, and regulations, the County shall have
full and complete ownership rights to and the right to reproduce, duplicate, adapt,
distribute, display, disclose and otherwise use all written and electronic information,
recordings, reports, findings, research information, abstracts, results, software, data,
discoveries, inventions, procedures and processes of services developed by the County
and any other intangible materials created, prepared or received by the County and its
subcontractors in performance of this Contract. City of Hope shall have full, complete,
perpetual, irrevocable and non-transferable rights to reproduce, duplicate, adapt, make
derivative works, distribute, display, disclose, publish, and otherwise use all intangible
material solely for non-profit purposes. City of Hope’s right to use the intangible materials
includes the right to use the intangible materials in connection with its internal, non-profit
research and educational activities, the right to present at academic or professional
meetings or symposia and the right to publish in journals, theses, dissertations or
otherwise while providing proper attribution to the County’s role in the material
development. Within materials developed under this Agreement, City of Hope will retain
ownership of City of Hope data provided to the County as well as ownership of
customizations made by City of Hope to the materials.

14.
NON-DISCRIMINATION

The Parties, in connection with any service or other activity under this Contract, shall not
in any way discriminate against any person on the grounds of race, color, religion, sex,
national origin, age, or disability. The County shall include a clause to this effect in all
Subcontracts inuring to the benefit of the County or City of Hope.

15.
EQUAL EMPLOYMENT OPPORTUNITY

The Parties shall not discriminate against any employee or applicant for employment
because of race, color, religion, sex, pregnancy, childbirth, or medical conditions related
to pregnancy or childbirth, political affiliation or religious affiliation or ideas, culture, creed,
social origin or condition, genetic information, sexual orientation, gender identity or
expression, national origin, ancestry, age, disability, military service or veteran status, or
marital status. The Parties shall take affirmative action to ensure that applicants are
employed and that employees are treated during employment without regard to their race,
color, religion, sex, pregnancy, childbirth or medical conditions related to pregnancy or
childbirth, political affiliation or religious affiliation or ideas, culture, creed, social origin or
condition, genetic information, sexual orientation, gender identity or expression, national
origin, ancestry, age, disability, military service or veteran status, or marital status. 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

SECTION I GENERAL PROVISIONS

other forms of compensation, and selection for training, including apprenticeship. The
Parties shall, to the extent such provisions apply, comply with Titles VI and VII of the Civil
Rights Act of 1964, as amended (42 U.S.C. §§ 2000a, et seq.); the Rehabilitation Act of
1973, as amended (29 U.S.C. §§ 701, et seq.); the Age Discrimination in Employment Act
of 1967, as amended (29 U.S.C. §§ 621, et seq.); the Immigration Reform and Control Act
of 1986 (Pub. L. No. 99-603) (“IRCA”); and Arizona Executive Order 2009-09, as amended
by Executive Order 2023-01, which mandates that all persons shall have equal access to
employment opportunities. The Parties shall also comply with all applicable provisions of
the Americans with Disabilities Act of 1990 (42 U.S.C. §§ 12101, et seq.).

16.
RIGHT TO EXTEND CONTRACT

The Contract may be extended by mutual written and signed agreement of the Parties for
additional terms up to three-years each. The Scope of Work and costs will be subject to
renegotiation for each extension.

17.
CERTIFICATION REGARDING DEBARMENT AND SUSPENSION

A.
The undersigned (an authorized official signing for the County) certifies to the best
of his or her knowledge and belief, that the County, defined as the primary
participant in accordance with 2 CFR 180, and its principals and subcontractors, if
any:

1)
are not presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from covered transactions by any federal
department or agency;

2)
have not, within the 3-year period preceding this Contract, been convicted
of or had a civil judgment rendered against them for the commission of
fraud or a criminal offense in connection with obtaining, attempting to
obtain, or performing a public (Federal, State, or local) transaction or
contract under a public transaction; or violated any Federal or State
antitrust statutes; or committed embezzlement, theft, forgery, bribery,
falsification or destruction of records, making false statements, or receiving
stolen property;

3)
are not presently indicted or otherwise criminally or civilly charged by a
government entity (Federal, State, or local) with the commission of any of
the offenses enumerated in paragraph (2) of this certification; and

4)
have not, within the 3-year period preceding this Contract, had one or more
public transactions (Federal, State, or local) terminated for cause or default.

B.
If the County is not able to provide this certification, an explanation as to why shall
be attached to this Contract.

C.
The County shall include, without modification, this clause in all lower tier covered
transactions (i.e., transactions with subcontractors) and in all solicitations for lower
tier covered transactions related to this Contract.

SECTION I GENERAL PROVISIONS

18.
E-VERIFICATION OF EMPLOYEES

The County warrants that it is following A.R.S. § 41-4401 and further acknowledges:

A.
That the County and its subcontractors, if any, warrant their compliance with all
federal immigration laws and regulations that relate to their employees and their
compliance with A.R.S. § 23-214, subsection A: after December 31, 2007, every
employer, after hiring an employee, shall verify the employment eligibility of the
employee through the e-verify program and shall keep a record of the verification
for the duration of the employee's employment or at least three years, whichever
is longer.

B.
That a breach of a warranty under subsection A above shall be deemed a material
breach of this Contract that entitles City of Hope to, among other things, terminate
this Contract without liability.

C.
The papers of employees who works on this Contract may be inspected by the
appropriate authorities to ensure compliance with the warranty provided under
subsection A above, and that the County shall make all papers and employment
records of said employee(s) available during normal working hours in order to
facilitate such an inspection.

D.
That nothing herein shall make the County or any subcontractor an agent or
employee of City of Hope.

19.
WRITTEN CERTIFICATION PURSUANT TO A.R.S. § 35-393.01.

If City of Hope engages in for-profit activity and has 10 or more employees, and if this
contract has a value of $100,000 or more, City of Hope certifies it is not currently
engaged in, and agrees for the duration of this contract 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.

20.
WRITTEN CERTIFICATION PURSUANT TO A.R.S. § 35-394.

City of Hope warrants and certifies that it does not currently, and agrees for the duration
of the Agreement, that it will not use:
1.
The forced labor of ethnic Uyghurs in the People’s Republic of China.

2.
Any goods or services produced by the forced labor of ethnic Uyghurs in the
People’s Republic of China.

3.
Any contractors, subcontractors or suppliers that use the forced labor or any
goods or services produced by the forced labor of ethnic Uyghurs in the People’s
Republic of China. If City of Hope becomes aware during the term of this
Agreement that the Contractor is not in compliance with this paragraph, City of
Hope shall notify the County within five business days after becoming aware of
the noncompliance. If City of Hope fails to provide a written certification to the
County that Banner has remedied the noncompliance within 180 days after
notifying the County of its noncompliance, the agreement terminates, except that
if the agreement termination date occurs before the end of the 180-day period,
the agreement terminates on the agreement termination date.

SECTION I GENERAL PROVISIONS

21.
DISPUTE RESOLUTION

The Parties shall meet and confer to resolve any dispute that arises out of this
Contract. If such informal efforts to resolve the dispute are unsuccessful in 90
days, the Parties may mutually agree to resolve the dispute by arbitration.

22.
SPECIAL REQUIREMENTS

A.
The County shall use written subcontracts, consultant agreements and Business
Associate Agreements that conform to federal and state laws and regulations, and
to the requirements of this Contract appropriate to the service or activity covered
by the subcontract. These provisions apply with equal force to the subcontract as
if the subcontractor were the County referenced herein. The County is responsible
for performing under this Contract whether or not Subcontractors are used. The
County shall submit a copy of each Subcontract to City of Hope within fifteen days
of its effective date.

B.
The County shall include in any subcontracts a provision to the effect that the
subcontractor agrees that City of Hope shall have access to the subcontractor’s
facilities and the right to examine any books, documents, and records of the
subcontractor, involving transactions related to the subcontract and that such
books, documents, and records shall not be disposed of except as provided herein.

23.
INDEMNITY AND INSURANCE:

The County is a Self-Insured government entity.

Each party (as "Indemnitor"), to the fullest extent permitted by law, agrees to indemnify,
defend, and hold harmless the other party (as "Indemnitee") from and against any and
all claims, losses, liability, costs, or expenses (including reasonable attorney's fees)
(collectively referred to as "claims") arising out of the negligent performance of this
agreement, but only to the extent that such are caused by the act, omission, negligence,
misconduct, or other fault of the Indemnitor, its officers, officials, agents, employees, or
volunteers.

24.
LAWS, RULES, AND REGULATIONS

City of Hope and the County understand and agree that this Contract is subject to all
applicable state and federal laws, rules, and regulations.

25.
ADVERTISEMENTS

Except as specifically permitted in this Contract, each Party shall not use the names or
trademarks of the other Party, or any affiliated entities, in any advertising, publicity,
endorsement, or promotion unless the Party has provided prior written consent for the
particular use contemplated. All requests for approval pursuant to this Section must be
submitted to Party at least 5 business days prior to the date on which a response is
needed. The terms of this section survive the termination, expiration, non-renewal, or
rescission of this Contract.

SECTION II SCOPE OF WORK

1.
BACKGROUND

The Patient Protection and Affordable Care Act (ACA) has requirements that nonprofit hospitals
must satisfy to maintain their tax-exempt status under section 501(c) (3) of the Internal Revenue
Code. One such requirement added by the ACA, Section 501(r) of the Code, requires nonprofit
hospitals to conduct a Community Health Needs Assessment (CHNA) and adopt implementation
strategies to address the identified needs for the community at least once every three years. As
part of the CHNA, each hospital is required to collect input from the community from individuals
in the community, including public health experts as well as residents, representatives, or leaders
of low-income, minority, and medically underserved populations. Maricopa County Department of
Public Health (MCDPH) and the Maricopa County Synapse coalition, a coalition of non-profit and
federally qualified health care partners, will work collaboratively to implement a comprehensive
assessment of health needs of residents in Maricopa County.

2.
GOALS

MCDPH is committed to ensuring a comprehensive representation of Maricopa County residents.
Our goals align with Healthy People 2030 and Public Health 3.0 which is guided by addressing
social determinants of health, and increasing capacity building and community collaboration.
o Attain high-quality, longer lives free of preventable disease, disability, injury, and
premature death*.
o Eliminate health disparities, achieve health equity, and attain health literacy to improve the
health and well-being of all *.
o Create social and physical environments that promote attaining the full potential for health
and well-being for all*; and
o Promote quality of life, healthy development, and healthy behaviors across all life stages*.
o Engage leadership, key constituents, and the public across multiple sectors to act and
design policies that improve the health and well-being of all*.

*Healthy People 2030 Overarching Goals

Data Collection and Assessments Methodology
MCDPH uses the Mobilizing for Action through Planning and Partnerships (MAPP), which is a
community-driven strategic planning process for improving community health. The MAPP
framework helps communities apply strategic thinking to prioritize public health issues and identify
resources to address them. MAPP is an interactive process that can improve the efficiency,
effectiveness, and ultimately the performance for local public health and healthcare systems
(MAPP, NACCHO.org). For more information visit: https://www.naccho.org/programs/public-
health-infrastructure/performance-improvement/community-health-assessment/mapp

The County conducts the following assessments in alignment with MAPP 2.0: Community Partner
Assessment, Community Status Assessment, and the Community Context Assessment. These
assessments are completed through conducting key informant interviews, focus groups, and
surveys to provide extensive qualitative and quantitative data collection. The County also
analyzes data sets (Per Primary Service Area) and conducts comparisons. These assessments
and analysis are then incorporated with extensive quantitative data sets such as:
o Hospital Discharge Data from ADHS
o Birth/Death from Vital Records
o CDC’s Behavioral Risk Factor Surveillance System
o CDC’s Youth Behavioral Risk Surveillance System
o Arizona Youth Survey
o National Cancer Institute-Cancer Registry
o Healthy People 2023 and other sources that address priority

SECTION II SCOPE OF WORK

3.
SERVICE GOALS:

Service/
Deliverable
County agrees to:
City of Hope agrees to:
Synapse
Membership
1. Administer and convene meetings of the
Community Health Needs Assessment
Partners Synapse Coalition either
virtually or in-person at minimum 8 times
per year, and to convene joint meetings
of the Synapse and Health Improvement
Partnership of Maricopa County (HIPMC)
at minimum 2 times per year.

2. Provide Synapse members with
calendar invites, meeting reminders and
minutes, and access to a shared folder
of meeting materials, recordings, and
action items.

3. Provide Synapse members with at
minimum two county points of contact
and provide partner with any changes to
assigned staff and/or contact
information within 4 weeks of changes.

1. Assign and allow at minimum 2 and at
maximum 5 employee of City of Hope
to actively participate on the Synapse
coalition as a representative of City of
Hope to make and/or influence
decisions on the development and
implementation of the CHNA process.
For decisions requiring consensus,
City of Hope will have one vote.

2. Provide representation at Synapse
meetings to ensure influence on the
development of CHNA and Synapse
work.

3. Review and update assigned staff contact
information annually and provide county
with any changes to assigned staff
and/or contact information within 4 weeks
of changes.
Partner- Specific
CHNA and
Prioritization
Strategy
1. Meet with City of Hope individually
within the first 6 months of the contract
cycle to develop a workplan timeline for
all deliverables that aligns with City of
Hope needs and county capacity.

2. Develop a plan for health issue
prioritization, stakeholder/committee
engagement, and report format
development tailored to the healthcare
partner.

3. Maintain reliable communication via
virtual meetings, emails, and phone calls
as needed based on the phase of the
workplan. County will provide reminders
about meetings and workplan timelines.

4. Develop meeting agendas and
provide meeting minutes and
timeline updates following all virtual
meetings.

5. Set up a process for shared
documentation according to
partner's technology permissions,
such as Dropbox, SharePoint,
Trello, etc.
1a. Meet with county within first 6 months of
contract cycle to develop a workplan
timeline for all deliverables that aligns
with City of Hope needs and county
capacity.

1b. At the beginning of workplan timeline
development, provide county with
organization- specific timelines and
requirements including external CHNA
submission deadlines, internal
board/committee timelines, deliverable
requirements specific to City of Hope,
and any necessary approval processes.

2.
Develop a plan for health issue
prioritization, stakeholder/committee
engagement, and report format
development tailored to City of Hope’s
needs.

3.
Maintain reliable communication via
virtual meetings, emails, and phone
calls as needed based on the phase of
the workplan. Lack of prompt
communication from City of Hope may
result in delays to workplan timelines.
County is not responsible for making up
time lost due to delayed communication
by City of Hope but will collaborate with
the partner to modify the timeline
accordingly.

4.
Review meeting agendas, meeting
minutes, updated timeline and provide
additions, corrections, or feedback.

SECTION II SCOPE OF WORK

5.
Verify City of Hope requirements for
shared documentation and work with
county to set up sharing platform such
as Dropbox, SharePoint, Trello, etc.

Ad-hoc Epi time
1. Provide prioritized epidemiology and data
analysis assistance for non-CHNA related
requests, up to 15 hours of epi staff time
per year. Requests beyond 15 hours will
be reviewed to determine if an additional
fee will be charged.

1.
Provide requests through public data
request portal at
https://phdra.maricopa.gov/ at minimum
two weeks in advance of requested
deadline.
Coordinated
CHNA
Development
1. Once per cycle, coordinate development of
CHNA tools and measures including the
community health survey, focus groups,
and key informant interviews with the
guidance of the Synapse coalition. County
will work to the best of their ability to align
most updated CHNA data collection and
analysis to include in partner’s
deliverables.

1.
Provide timely feedback and direction on
CHNA tools in line with deadlines
established by county team, either via
participation in Synapse meetings or via
written response within three weeks of
request.
Coordinated
CHNA Data
Collection
1. Facilitate data collection of CHNA
surveys, focus groups, and key
informant interviews based on strategic
sampling goals and a targeted regional
approach.

2. Cover the costs of survey development
and translation, outreach and
promotional materials, communications,
internal staff and contracted community
outreach partners, and data entry using
Synapse Fee Fund budget and other
county budget sources.

1a. Promote the CHNA survey, focus
groups, and key informant interviews
within City of Hope according to the
organization’s policies. This may include
sharing the survey to staff, clients, and
community networks via emails, social
media, physical materials, and tabling or
attending events.

1b. Help identify non-traditional opportunities
to promote the CHNA survey in the
community through marketing strategies
and public events.

2.
One month prior to the launch of the
CHNA survey, provide county with a brief
written description of their intended CHNA
survey promotional strategy and identify
opportunities where county can support.

CHNA Data
Reporting
1. Provide Synapse partners with CHNA
survey analysis with measures
analyzed by county, by region, and for
demographic data including
race/ethnicity, gender, and age.

2. Provide reports of qualitative focus
group and key informant interview data,
either produced in-house or via
contracted partner.

3. Provide up to 20 non-published
additional qualitative quotes from
qualitative dataset to support data
presentations or reports.

1.
Provide at minimum 2 weeks’ notice for
additional qualitative quote requests.
PSA Data
Analysis
1. Provide the following health indicator
data (detailed below), according to City
of Hope’s selection for the following
PSA(s):
Maricopa County
1. Within the first 6 months of contract
cycle, meet with county to develop a
workplan timeline for CHNA analysis,
prioritization, and reporting that that
aligns with City of Hope needs and

SECTION II SCOPE OF WORK

2. Provide a draft of analysis within 60
days of City of Hope indicator
selection.

3. Provide a final analysis within 30 days
of City of Hope feedback.

Data: Common health indicator report basic
age-adjusted rates for one PSA (individual
or combined) by the following subgroups:
overall population, gender, race/ethnicity,
and age.
The geography will also include overall
Maricopa county-level rates for each
indicator. Rates include inpatient
hospitalizations, emergency department
visits, and deaths.

Format: Excel workbook including tabs with
the following information: overall rates per
indicator, individual tabs for each health
indicator with rates by subgroup and PSA (if
FQHC), screenshots from mapping tools,
and demographics of the PSA, etc. Due to
the size of the workbook, the data will be
sent via agreed-upon sharing format.

Source: The most recently available data
from Arizona Department of Health
Services Hospital Discharge Data and Vital
Statistics, Behavioral Risk Factor
Surveillance System, Youth Risk
Behavioral Survey, PolicyMap,
Census.gov, and other sources as
available. Note: each data source has a
different lag period of when it becomes
available, which may limit the recency of
data provided.
Census-released population data is
needed to calculate rates, which may
delay analysis of any recent data
received.

county capacity.

2. 90 days before draft analysis is due,
provide zip codes for Primary Service
Areas (PSA) of analysis. Zip codes
may be modified up until indicator
request is submitted (60 days before
draft analysis is due).

3. 60 days before draft indicator analysis
is due, provide county staff with list of
indicator request from the “Common
health indicator list.”

4. Within 30 days of draft indicator
analysis submission, provide
feedback and request for any
additional analyses.

5. Provide at minimum 2 weeks’ notice
for any additional requests or data
modifications.

Facilitated
Prioritization
1. Co-design a facilitation strategy for
City of Hope prioritization sessions
and presentations to gather
feedback and receive approval from
necessary committees.
2. Develop a slide deck including up to 35
slides of data analysis as well as
additional slides containing background
information, polling questions, etc.
Iterations of slide decks throughout the
prioritization process may involve
updating or modifying the content or
layout of the data analysis slides.

3. Prepare interactive virtual and/or
physical materials to generate
participant feedback and polling.

4. Provide up to 10 cumulative hours of
1.
Co-design a facilitation strategy for
City of Hope prioritization sessions
and presentations to gather feedback
and receive approval from necessary
committees.
2.
Provide direction and feedback to
county regarding presentation
content and materials.
3a. Convene, register, and host
presentations whether in-person or
virtual.
3b. Schedule presentations requiring
county staff participation at least 4
weeks in advance to ensure staff
availability.
3c. Provide any refreshments or
materials used during in-person
meetings (e.g., poster boards,
printed materials, etc.).

SECTION II SCOPE OF WORK

presentation time to boards/committees
in a virtual or in-person format.
Presentation times beyond 10 hours
may be provided for an additional fee.

CHNA Report
1. Produce a final IRS-compliant
Community Health Needs Assessment
report
1 following template and deadline
determined by City of Hope and county
for the following PSA(s):
Maricopa County

2. Include information from CHNA
Data Reporting, PSA Data
Analysis, and Facilitated
Prioritization.

3. Provide at least one draft with up to four
drafts of the report to City of Hope for
review and approval prior to final draft.

4. Collaborate with
marketing/communications team to
develop final report design as requested
by City of Hope and provided in Word
and PDF.

1According to IRS posted requirements
https://www.irs.gov/charities-non-
profits/community-health-needs-
assessment- for-charitable-hospital-
organizations-section- 501r3
1.
Within the first 6 months of the contract
cycle, provide county with CHNA
submission deadlines including internal
board/committee approval and final
IRS deadline.

2.
At the beginning of the report
development process, involve and
define roles of relevant City of Hope
staff such as program managers,
compliance officers, marketing staff,
etc.

3.
Provide County with CHNA report
template or description of report
component format/content
requirements/images as specified by
City of Hope system office.

4.
Complete designated sections of CHNA
report specific to City of Hope
background.

5.
Provide feedback within two weeks
of draft submissions or according to
an agreed-upon timeline.

6.
If desired, produce final report formats
beyond Word or PDF (e.g., dashboard,
webpage integration, etc.)

7.
Include Maricopa County Public Health
logo in final published report and
acknowledge support of MCDPH CHNA
Team.

SECTION III
COMPENSATION

1.
COMPENSATION

A. Subject to the availability of funds, City of Hope shall pay the County for the services
described herein for a sum not to exceed the Contract Amount listed on the cover
page of this Contract in equal yearly installments of $15,600 over the three-year term
of this Contract.

B. City of Hope shall pay the County an amount not to exceed (NTE) $46,800 for the life
of this Contract. Partners can add additional services during the contract cycle. Any
additional service that is added, the partner will retroactively pay for that service for
the duration of the contract. Please refer to price sheet for additional services.

2.
METHOD OF PAYMENT

A.
Invoice with net 45 terms.
B.
Invoices shall be submitted to:
a. The City of Hope Invoice Centralization Center: erp-accounts-
payable@coh.org.
b. Each invoice must include the PO# below the invoice#.

3.
NOTICE

Any notice given under this Contract shall be sent to the attention of the following:

Maricopa County
Department of Public Health,
Office of Community Empowerment
City of Hope
1500 East Duarte Road
Duarte, California 91010
Attn: Community Benefit

With a copy to:
City of Hope
1500 East Duarte Road
Duarte, California 91010
Attn: Office of the General Counsel
4041 N. Central Avenue

Suite #600

Phoenix, AZ 85012

Maricopa County
Department of Public Health
Grants and Contracts Unit

4041 N. Central Ave #1400

Phoenix, AZ 85012