PCH HOSPITAL 23_26 CONTRACT_10.18.23.PDF
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1
CONTRACT FOR SERVICES
MARICOPA COUNTY
by and through the
DEPARTMENT OF PUBLIC HEALTH
4041 N. Central Avenue, #1400, Phoenix, Arizona 85012
AND
PHOENIX CHILDREN’S HOSPITAL
1919 E. Thomas Road, Phoenix, Arizona 85016
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 is entered into by and between Phoenix Children’s Hospital referred as “Phoenix Children’s Hospital” and
Maricopa County, by and through its Department of Public Health referred to as the “County” or “Contractor.” Phoenix Children’s
Hospital 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 set forth, 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 amendments as set forth 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 Phoenix Children’s Hospital 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: Phoenix Children’s Hospital
Phone 602-933-1000
Address: 1919 E. Thomas Road, Phoenix, AZ, 85016_______________________________________________
Notice to: 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:
PHOENIX CHILDREN’S HOSPITAL
MARICOPA COUNTY DEPT OF PUBLIC HEALTH
Signature
Signature
Name
Name
Title
Title
Chairman, Board of Supervisors
Date
Date
ATTEST:
Signature
ATTEST:
Signature
DocuSign Envelope ID: 607E3A67-8C86-4FB4-8E31-31C0BD1794CD
Rich Lehmuth
10/20/2023 | 10:47 AM MST
SVP, Strategic Planning
2
Clerk of the Board
Date
__________________________________
APPROVED AS TO FORM:
Signature
Signature
Date
Date
Deputy Attorney for Maricopa County
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SECTION I GENERAL PROVISIONS
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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 means 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.
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.
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 Phoenix Children’s Hospital.
4.
AMENDMENTS
All amendments to this Contract shall be in writing and signed by the Parties.
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SECTION I GENERAL PROVISIONS
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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 years after final payment or until after the resolution of any
audit questions, which could take more than 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 Phoenix Children’s Healthcare 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 Phoenix Children’s Hospital 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 Phoenix Children’s Hospital may terminate this Contract at any time
with at least thirty 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.
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.
D.
If either Party defaults under this Contract and the default continues for more than
ten 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. 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.
E. This contract is subject to cancellation pursuant to A.R.S. § 38-511.
F.
If Phoenix Children’s Hospital terminates this Contract prior to the expiration date,
Phoenix Children’s Hospital will remain responsible for payment to County for all
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SECTION I GENERAL PROVISIONS
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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.
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 no person or selling agency has been employed or retained to
solicit or secure this Contract upon an agreement or understanding for a commission,
percentage, brokerage, or contingent fee. Either Party may terminate this Contract without
liability for breach of this warranty.
12.
SAFEGUARDING CLIENT INFORMATION
The parties agree that no protected health information as defined by the Health Insurance
Portability and Accountability Act (HIPAA) is intended to be disclosed under this
Agreement. In the event of an inadvertent disclosure, the County agrees to protect such
information from further use or disclosure and promptly notify Phoenix Children’s Hospital
of such disclosure.
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
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SECTION I GENERAL PROVISIONS
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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. Phoenix Children’s Hospital 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. Phoenix Children’s Hospital’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 jointly developed between the parties, Phoenix
Children’s Hospital will retain ownership of Phoenix Children’s Hospital data provided to
the County as well as ownership of customizations made by Phoenix Children’s Hospital
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 Phoenix Children’s Hospital.
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
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.).
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SECTION I GENERAL PROVISIONS
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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 Part 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.
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.
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SECTION I GENERAL PROVISIONS
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B.
That a breach of a warranty under subsection A above shall be deemed a material
breach of this Contract that entitles Phoenix Children’s Hospital to, among other
things, terminate this Contract without liability.
C.
The papers of any employee 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 Phoenix Children’s Hospital.
19.
WRITTEN CERTIFICATION PURSUANT TO A.R.S. § 35-393.01
If Phoenix Children’s Hospital engages in for-profit activity and has 10 or more
employees, and if this Contract has a value of $100,000 or more, Phoenix Children’s
Hospital 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.
UNIFORM ADMINISTRATIVE REQUIREMENTS
By entering this Contract, the County 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.
21.
WRITTEN CERTIFICATION PURSUANT TO A.R.S. § 35-394.
Phoenix Children’s Hospital warrants and certifies that it does not currently, and agrees
for the duration of the Contract, 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 Phoenix Children’s Hospital becomes aware
during the term of this Contract that the Contractor is not in compliance with
this paragraph, Phoenix Children’s Hospital shall notify the County within five
business days after becoming aware of the noncompliance. If the Phoenix
Children’s Hospital fails to provide a written certification to the County that
Phoenix Children’s Hospital has remedied the noncompliance within 180
days after notifying the County of its noncompliance, the Contract terminates,
except that if the Contract termination date occurs before the end of the 180-
day period, the Contract terminates on the Contract termination date.
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SECTION I GENERAL PROVISIONS
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22.
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 after 90 days, the Parties
shall resolve the dispute by arbitration pursuant to A.R.S. § 12-1518 and §12-3001, et seq.
23.
CHANGES
A.
The Director may, at any time, by written order and with prior written consent of
Phoenix Children’s Hospital, make changes within the scope of this Contract in
any one or more of the following areas:
1) Scope of Work activities reflecting changes in the scope of services, Funding
Source, or County regulations, policies, or requirements.
2) Administrative requirements, such as changes in reporting periods, frequency
of reports, or report formats required by funding source, or County
regulations, policies, or requirements.
3) Contractor reimbursement schedules and program budgets.
B.
The Director shall not increase or decrease the maximum reimbursable amount
to be paid the Contractor without an official amendment to this Contract.
Additionally, the Director shall not direct substantive changes in services to be
rendered by the Contractor.
C.
Any dispute or disagreement caused by such written order shall constitute a
"Dispute" within the meaning of the clause of this Contract and shall be
administered accordingly.
24.
SPECIAL REQUIREMENTS
A.
The County shall use written subcontracts, consultant agreements and/or
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 Phoenix
Children’s Hospital 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 Phoenix Children’s Hospital 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.
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SECTION I GENERAL PROVISIONS
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25.
INDEMNITY AND INSURANCE:
The parties agree that both are Self-Insured entities.
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)
(hereinafter collectively referred to as "claims") arising out of the negligent performance
of this Contract, but only to the extent that such claims are caused by the act, omission,
negligence, misconduct, or other fault of the Indemnitor, its officers, officials, agents,
employees, or volunteers.
26.
LAWS, RULES, AND REGULATIONS
Phoenix Children’s Hospital and the County understand and agree that this Contract is
subject to all applicable State and federal laws, rules, and regulations.
27.
ADVERTISEMENTS
Except as specifically permitted in this Contract, the County shall not use the names or
trademarks of Phoenix Children’s Hospital or of any of Phoenix Children’s Hospital
affiliated entities in any advertising, publicity, endorsement, or promotion unless Phoenix
Children’s Hospital has provided prior written consent for the particular use
contemplated. All requests for approval pursuant to this Section must be submitted to
Phoenix Children’s Hospital, 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.
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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 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
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SECTION II
SCOPE OF WORK
3.
SERVICE GOALS
Service/
Deliverable
County agrees to:
Phoenix Children’s Hospital 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 Phoenix Children’s
Hospital to actively participate on the
Synapse coalition as a representative of
Phoenix Children’s Hospital to make and/or
influence decisions on the development and
implementation of the CHNA process. For
decisions requiring consensus, Phoenix
Children’s Hospital 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 Phoenix Children’s
Hospital individually within the first
6 months of the contract cycle to
develop a workplan timeline for all
deliverables that aligns with
Phoenix Children’s Hospital 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 Phoenix
Children’s Hospital 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 Phoenix Children’s
Hospital, and any necessary approval
processes.
2.
Develop a plan for health issue prioritization,
stakeholder/committee engagement, and report
format development tailored to Phoenix
Children’s Hospital’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 Phoenix Children’s
Hospital may result in delays to workplan
timelines. County is not responsible for making
up time lost due to delayed communication by
Phoenix Children’s Hospital but will collaborate
with the partner to modify the timeline
accordingly.
4.
Review meeting agendas, meeting minutes,
updated timeline and provide additions,
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SECTION II
SCOPE OF WORK
13
corrections, or feedback.
5.
Verify Phoenix Children’s Hospital
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 Phoenix
Children’s Hospital 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.
DocuSign Envelope ID: 607E3A67-8C86-4FB4-8E31-31C0BD1794CD
SECTION II
SCOPE OF WORK
14
PSA Data
Analysis
1. Provide the following health
indicator data (detailed below),
according to Phoenix Children’s
Hospital’s selection for the
following PSA(s):
Maricopa County
2. Provide a draft of analysis within
60 days of Phoenix Children’s
Hospital indicator selection.
3. Provide a final analysis within 30
days of Phoenix Children’s
Hospital 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.
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 Phoenix
Children’s Hospital needs and 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 Phoenix
Children’s Hospital
prioritization sessions and
presentations to gather
feedback and receive
approval from necessary
committees.
1.
Co-design a facilitation strategy for Phoenix
Children’s Hospital 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.
DocuSign Envelope ID: 607E3A67-8C86-4FB4-8E31-31C0BD1794CD
SECTION II
SCOPE OF WORK
15
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 presentation time to
boards/committees in a virtual or
in-person format. Presentation
times beyond 10 hours may be
provided for an additional fee.
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.).
CHNA Report
1. Produce a final IRS-compliant
Community Health Needs
Assessment report
1 following
template and deadline determined
by Phoenix Children’s Hospital
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
Phoenix Children’s Hospital for
review and approval prior to final
draft.
4. Collaborate with
marketing/communications team to
develop final report design as
requested by Phoenix Children’s
Hospital 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
Phoenix Children’s Hospital 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 Phoenix Children’s Hospital
system office.
4.
Complete designated sections of CHNA report
specific to Phoenix Children’s Hospital
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.)
Include Maricopa County Public Health logo in
final published report and acknowledge support of
MCDPH CHNA Team.
DocuSign Envelope ID: 607E3A67-8C86-4FB4-8E31-31C0BD1794CD
SECTION III
COMPENSATION
1.
COMPENSATION
Subject to the availability of funds, Phoenix Children’s Hospital 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. Phoenix Children’s Hospital 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 the price sheet for additional
services.
2.
METHOD OF PAYMENT
A.
Invoice with Net 45 terms.
B. Invoices shall be submitted to:
ap@phoenixchildrens.com
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
Phoenix Children’s Hospital
4041 N. Central Avenue
1919 E. Thomas Road
Suite #600
Phoenix, AZ 85016
Phoenix, AZ 85012
Maricopa County
Department of Public Health
Grants and Contracts Unit
4041 N. Central Ave #1400
Phoenix, AZ 85012
DocuSign Envelope ID: 607E3A67-8C86-4FB4-8E31-31C0BD1794CD