4604_RFP_FINAL.pdf

CITY OF CHANDLER

NOTICE OF REQUEST FOR PROPOSAL NR3-952-4604

SOLICITATION TITLE: Heat Relief Services

SOLICITATION NO.: NR3-952-4604

PROPOSAL DUE DATE: April 17, 2023

PROPOSAL DUE TIME: 4:00 pm local Arizona time

SUBMIT TO: Via email to:

christina.pryor@chandleraz.gov Email and attachments may not exceed 50 MB

PRE-PROPOSAL CONFERENCE: April 6, 2023 10:00 am local Arizona time

CONFERENCE ATTENDANCE: Dial in number: 415-655-0001

Event number: 2591 602 9076

CONTACT: Christina Pryor, CPPO Procurement and Supply Senior Manager Phone: (480) 782-2403 Email: christina.pryor@chandleraz.gov

ISSUE DATE: March 31, 2023

Proposals for the commodity or service specified will be received by the Purchasing Division, City of Chandler, via email to christina.pryor@chandleraz.gov, until the time and date cited above.

Proposals must be received in the email inbox of the responsible Procurement Officer on or prior to the exact time and date indicated above.

Instructions for preparing proposals are provided on the following pages.

RFP Summary: The City is requesting proposals from qualified offerors to provide the City with heat relief services pursuant to the attached agreement.

INFORMATION AND INSTRUCTIONS TO PROPOSERS

1. Vendor Registration. Proposers must register via the on-line vendor registration system to automatically receive notification of addenda to this solicitation or notice of other solicitation opportunities. Visit https://www.chandleraz.gov/business/vendor-services/purchasing, select Vendor Registration and Management.

2. Addendum. This RFP may only be modified by a written addendum. Proposers are responsible for obtaining all addenda. A Proposer must not rely on verbal responses to inquiries. A verbal reply to an inquiry does not constitute a modification of the solicitation.

3. Late Proposals. Late proposals will not be accepted. It is the sole responsibility of the

Proposer to ensure that its proposal is received at or prior to the exact date and time indicated on the Notice Page. The time stamp of the City’s email system will govern timeliness of submission.

4. Cost of Proposal Preparation. The City will not reimburse any Proposer the cost of responding to a solicitation.

5. Duty to Examine. It is the responsibility of each Proposer to examine the entire solicitation, seek clarification and make inquiries, and examine its proposal for accuracy before submitting it. Lack of care in preparing a proposal will not be grounds for modifying or withdrawing the proposal after the due date and time, nor will it give rise to any claim.

6. Inquiries. Any inquiry related to this solicitation, including any requests for or inquiries regarding standards referenced in the solicitation must be directed solely to the Procurement Officer listed on the cover page of the solicitation. Proposers will not contact or direct inquiries concerning this solicitation to any other City employee unless the solicitation specifically identifies a person other than the Procurement Officer as a contact.

All inquiries, except those at the Pre-Proposal Conference, should be submitted in writing and refer to the appropriate solicitation number, page and paragraph. The City will consider the relevancy of all inquiries but is not required to respond in writing.

Any inquiry must be submitted as soon as possible and should be submitted at least ten days before the proposal due date and time for review and determination by City. Failure to do so may result in the inquiry not being addressed in a solicitation addendum.

7. Remote Attendance at Pre-Proposal Conference. The City may offer remote attendance at the Pre-Proposal Conference via a City-hosted dial-in meeting. If remote attendance is offered, meeting details will be provided on the Notice Page. Interested Offerors attending remotely may be required to register and provide, at a minimum, attendee name and company name.

Remote attendance is provided as a courtesy. Attendees are responsible for all aspects of their attendance. The City will not provide technical support for remote attendance.

8. Exceptions to the Solicitation. Any exception to the solicitation must be submitted as soon https://www.chandleraz.gov/business/vendor-services/purchasing as possible and should be submitted at least ten days before the proposal due date and time for review and determination by City. Failure to do so may result in the exception not being addressed in a solicitation addendum.

9. Proposal Amendment or Withdrawal. A proposal may be withdrawn at any time before the due date and time. A proposal may not be amended or withdrawn after the due date and time except as otherwise provided by applicable law.

10. Unit Price Prevails. In the case of discrepancy between the unit price or rate and the extension of that unit price or rate, the unit price or rate will govern.

11. Non-Collusion and Non-Discrimination. By signing and submitting the proposal, the

Proposer certifies that the Proposer did not engage in collusion or other anti-competitive practices in connection with the preparation or submission of its proposal; and the Proposer does not discriminate against any employee or applicant for employment or person to whom it provides services because of race, color, religion, age, sex, national origin, or disability, and that it complies with all applicable Federal, state and local laws and executive orders regarding employment.

12. Waiver and Rejection Rights. The City reserves the right to waive any immaterial defect or informality; or reject any or all proposals, or portions thereof; or reissue the Request for Proposal; and will be the sole judge of the merits of the proposals received.

13. Proposal Opening. Proposals will be opened as indicated on the Notice Page, unless amended in writing by the Procurement Officer issuing the solicitation. The name of each Proposer will be public information following the proposal opening. No other information will be publicly disclosed at that time.

14. Public Record. All proposals submitted in response to this solicitation and all evaluation related records will become property of City and will become a matter of public record for review, subsequent to publication by the City of the proposed award in the agenda for the City Council Meeting, or upon award by the appropriate approving authority or as otherwise required by law.

15. Confidential Information. A request for nondisclosure of data such as trade secrets or other proprietary information must be submitted with the proposal and must contain the basis for the request. Any information included in the request must be submitted as a separate file. Price is not confidential and will not be withheld. A blanket statement of confidentiality will not be considered. It is the Proposer’s responsibility to identify and segregate the information in the proposal provided to the City.

The City will review all requests for confidentiality and may approve or deny all or portions of the request. Information denied confidentiality will be released as public information. In the event of a public records request for information granted confidentiality, the City will endeavor provide 48-hours’ notice before releasing materials in order for the Proposer to apply for a court order blocking the release of the information.

16. Proposal Acceptance Period. All proposals will remain valid for 120 days after the day of the opening of proposals. The City may, at its sole discretion, release any proposal and return any security (as applicable) prior to that date. No Proposer may withdraw a proposal during this period without written permission from the City. Should any Proposer refuse to enter into an agreement, under the terms and conditions of the procurement, the City may retain any security (as applicable) as liquidated damages.

17. Discussions with Proposers and Revisions to Proposals. Discussions and additional investigations may be conducted with responsible Proposers who submit proposals determined to be reasonably susceptible of being selected for award for the purpose of clarification to assure full understanding of, and responsiveness to, the solicitation requirements. Proposers will be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals, and such revisions may be permitted after submissions and prior to award for the purpose of obtaining best and final proposals.

In conducting discussions, there will be no disclosure of any information derived from proposals submitted by competing Proposers. The purposes of such discussions will be to:

determine in greater detail such Proposer’s qualifications; explore with the Proposer the scope and nature of the project, the Proposer’s proposed method of performance, and the relative utility of alternate methods of approach; determine that the Proposer will make available the necessary personnel and facilities to perform within the required time; agreeing upon compensation, which is fair and reasonable, taking into account the estimated value of the required services, and the scope, complexity and nature of such services.

18. Clarifications. City reserves the right to obtain Proposer clarifications where necessary to arrive at full and complete understanding of Proposer’s product, service, and solicitation response. Clarification means a communication with a Proposer for the purpose of eliminating ambiguities in the proposal and does not give Proposer an opportunity to revise or modify its proposal.

19. Agreement Negotiations. City reserves the right to conduct exclusive or concurrent negotiations with responsible Proposer(s) for the purpose of agreeing to the conditions, terms and price of the proposed agreement unless prohibited. Proposers will be accorded fair and equal treatment in conducting negotiations and there will be no disclosure of any information derived from proposals submitted by competing Proposers. Exclusive or concurrent negotiations will not constitute an agreement award nor will it confer any property rights to the successful Proposer. In the event the City deems that negotiations are not progressing, the City may formally terminate these negotiations and may enter into subsequent concurrent or exclusive negotiations with the next most qualified Proposer(s).

20. Payment. Proposers may agree to accept the City Procurement Card (Mastercard) for payment. Proposers should indicate on the Proposer Information and Offer Section of this RFP, their willingness to accept City Procurement Card payments. The inability to accept payment by City Procurement Card will not disqualify a Proposer’s response.

Proposers may also agree to accept other traditional payment methods, including automated clearinghouse (ACH). Payment terms for traditional payment methods are Net 30 upon receipt of an accurate invoice. Proposers may propose additional discounts for early payment within their proposal.

21. Local Business Consideration. Where the Chandler Administrative Regulation MS-16 Local Business Consideration is applicable, any applicable Chandler Transaction Privilege Tax will be deducted from the net cost for the purpose of evaluation.

22. Protests. A protest must be in writing and be filed with the Purchasing Division. To be considered filed, a protest must be submitted via email to the Procurement Officer identified on the Notice Page.

A protest of a solicitation must be received not less than five days before the solicitation opening date.

A protest of a proposed award requiring City Council approval must be filed within five calendar days of the first posting of the award recommendation. Award recommendations are posted on the Purchasing web site at www.chandleraz.gov/purchasing and/or the City Clerk web site at http://www.chandleraz.gov/default.aspx?pageid=1007 If the protest due date occurs on a weekend or holiday, the protest must be filed the next business day.

A protest of an award not requiring City Council approval (less than $50,000 or $30,000 for Consultants) must be submitted within ten calendar days of the date the protester knows or should have known the basis of the protest.

A protest must include:

• The name, address and telephone number of the protester;

• The signature of the protester or its representative;

• Identification of the project and the solicitation or agreement number;

• A detailed statement of the legal and factual grounds of the protest including copies of relevant documents; and the form of relief requested.

The City will review the protest and may issue a written response.

23. Award. Unless otherwise provided in this solicitation, the City reserves the right to make multiple awards, award by item, group or as a total, as is deemed most advantageous to the City.

24. Execution of Agreement. Within ten days of notice that Proposer is the recommended awardee, Proposer will execute and return the Agreement to Purchasing.

25. Persons with Disabilities. Persons with a disability may request a reasonable accommodation, such as a sign language interpreter, by contacting the Procurement Officer.

Requests must be made as early as possible to allow time to arrange the accommodation.

http://www.chandleraz.gov/purchasing http://www.chandleraz.gov/default.aspx?pageid=1007

PROPOSAL CONTENT

Proposers must submit one copy of the proposal via email to the responsible Procurement Officer.

The REQUEST FOR PROPOSAL TITLE, NUMBER AND OFFEROR NAME should be in the subject line of the email. Emails and attachments may not exceed 50 MB in size. Attachments should be in .pdf format and named with the RFP number and Offeror name. A single email is preferred, however multiple emails are permissible provided that all are received prior to the due date and time.

Proposals should include the following information in the order listed:

1. Completed Proposer Information and Offer Section. Complete and submit the Proposer Information and Offer Section in the format provided in this solicitation. Failure to do so may result in the proposal being rejected as non-responsive. The Proposer Information and Offer Section within the solicitation must include a signature by a person authorized to sign the proposal. The signature must signify the Proposer’s intent to be bound by its Proposal and the terms of the solicitation and that the information provided is true, accurate and complete.

2. Responses to Proposal Evaluation Criteria. Submit information requested in the Evaluation Criteria Section provided in this solicitation. Forms, such as pricing forms, must be completed in the format provided in the solicitation. Failure to do so may result in the proposal being rejected as non-responsive.

3. Exceptions to Agreement. The City’s standard Agreement is included as a part of this solicitation. By submitting a proposal, the Proposer acknowledges having reviewed the Agreement. Any exceptions to the Scope of Work or Specifications or to Agreement terms and conditions must be included with the proposal and be clearly identified. Exceptions not included in the proposal may not be introduced in the future. Any exceptions to the Scope of Work, Specifications or the Agreement language will be considered and included in City’s evaluation of the proposal. A proposal that takes exception to a material requirement of any part of the Scope of Work, Specifications or Agreement language may be rejected as non-responsive.

4. Disclosure. If the Proposer has been debarred, suspended or otherwise lawfully precluded from participating in any public procurement activity, including being disapproved as a subcontractor with any Federal, state or local government, or if any such preclusion is currently pending, the Proposer must make disclosure. In the proposal, the Proposer must include information including the name and address of the governmental entity, the effective date and duration of this suspension or debarment, and the relevant circumstances. The City reserves the right to reject a proposal received from a Proposer, including each of its principals, who is currently debarred, suspended or otherwise lawfully prohibited from any public procurement activity.

PROPOSER INFORMATION AND OFFER SECTION

Company Name

Business Type (Corporation, Partnership, etc.)

State of Incorporation (if applicable)

Federal Tax I.D. No.

Address

City, State, Zip

Authorized Signature

Name and Title

Contact Name

Title

Telephone

E-mail

Chandler Transaction Privilege Tax (TPT) No. (if applicable) Date of issue:

Is proposed purchase subject to TPT? _______yes _______no

Will you accept a City Procurement Card (MasterCard) for payment of invoices? _______yes _______no

If you accept a MasterCard for payment, do you charge a fee?

_______yes _______no If yes, what is the fee?______

Will you accept automated clearinghouse (ACH) for payment of invoices? _______yes _______no

Prompt Payment Terms Offered _______% Net _________ days

Disclosure of Debarment or Suspension

_______yes _______no

(If yes, please attach description of the circumstances)

Exceptions Taken

_______yes _______no

(If yes, please attach a clearly identified section)

Date Addendum #1 Acknowledged/Received

Date Addendum #2 Acknowledged/Received

Date Addendum #3 Acknowledged/Received

SCOPE OF SERVICES

PURPOSE

The Cities of Chandler and Mesa are seeking qualified applicants to provide comprehensive Heat Relief activities that reduce sunlight and heat exposure and/or mitigate the effects of sunlight and heat exposure for individuals experiencing homelessness, particularly underserved populations, within the City of Chandler and City of Mesa geographic boundaries.

The goal of the joint Request for Proposal is to identify one or more qualified applicants that can provide multiple services in both cities to promote regional collaboration, standardize service delivery, and create cost efficiencies. Applicants may propose to deliver one or more of the following services in one or both cities, however the ability to deliver multiple activities in both cities is desirable. The selected contractors will enter into contracts with Chandler and Mesa separately. The Cities encourage partnerships between service providers to provide a holistic approach to providing heat relief services.

The Intergovernmental Agreement between the City of Chandler, the City of Mesa and Maricopa County contains requirements for the program funding that may impact the selected contractors.

These requirements are included for informational purposes as Attachment A to this RFP.

$560,000 will be available for services under the agreements with the City of Chandler and the City of Mesa. Of these funds, $20,000 may be applied to indirect costs.

ELIGIBLE ACTIVITIES

1. Day Respite Center

Air-conditioned facility that has been designated as a location where people experiencing homelessness and other vulnerable populations can go to avoid heat exposure for an extended period and receive other ancillary services such as food, space to rest, outreach and navigation services, etc.

Service Levels and Requirements

• One Day Respite Center should be located within the geographic boundaries of each City, for a total of two sites.

• Each site should have the capacity to serve a minimum of 50-100 people/day.

• In each jurisdiction, a combination of Day Respite Center or Cooling Station services (see activity number 2) should be available 7 days per week, from 10 am – 6 pm.

• Services should be available in each city during the required timeframe; however, they do not have to be at the same location in each city each day. For example, Day Respite Center services could operate Monday – Friday at one location per city and Cooling Stations could be available on weekends at other locations in each city.

• The Contractor is required to develop and implement a good neighbor plan to minimize negative impact on the surrounding community. Security is an eligible expense for this service.

• The Contractor is required to provide cleaning and sanitation procedures to prevent the spread of disease.

2. Cooling Stations

Air-conditioned facility (or area within a facility) that has been designated as a location where people can stop in during designated hours to cool off and avoid additional exposure. Examples may include public facilities such as libraries and community centers, non-profit organizations, houses of worship, businesses, etc. Water must be available.

Service Levels and Requirements

• Approximately 10 cooling stations in the City of Mesa and 10 in the City of Chandler.

• In each jurisdiction, a combination of Day Respite Center or Cooling Station services (see activity number 2) should be available 7 days per week, from 10 am – 6 pm.

• The Contractor is responsible for onboarding the cooling stations and providing ongoing coordination of services to include supplying water and other supplies as scheduled/needed.

• Cooling Station should be clearly marked and accessible. Street signage (ex/ A-Frame) must be posted when cooling station is open.

3. Mobile Heat Relief Services Designated vehicle to drive into areas where low-income households, or persons experiencing unsheltered homelessness live or congregate to bring heat relief services. This service is particularly important on extreme heat advisory days to reach persons who may not come to day respite centers or cooling stations. Services may include distribution of information, water, supplies and wellness checks.

Service Levels and Requirements

• Mobile heat relief services should be provided in the City of Mesa and in the City of

Chandler.

• At minimum, mobile heat relief services must be provided on extreme heat advisory days from 10am-6pm.

• A procedure to communicate with public safety regarding persons in distress should be developed and implemented.

4. Shower/Laundry Services A vehicle and/or facility that can provide shower and/or laundry services to people experiencing homelessness. Services should be easily accessible to people seeking heat relief.

Service Levels

• A schedule for a stationary shower facility will be agreed upon between the Cities of

Chandler and Mesa and the Contractor.

• A schedule for a stationary laundry facility will be agreed upon between the Cities of

Chandler and Mesa and the Contractor.

• A schedule for a mobile shower trailer will be agreed upon between the Cities of Chandler and Mesa and the Contractor.

• A schedule for a mobile laundry trailer will be agreed upon between the Cities of Chandler and Mesa and the Contractor.

GENERAL REQUIREMENTS FOR ALL ACTIVITIES

• Services must be easily accessible to people experiencing homelessness in each jurisdiction.

• The Contractor is required to develop and implement marketing strategies to ensure potential participants are aware of how to access services. This should include signage, flyers, media (TV, radio, newspaper, social), etc.

• The Contractor is required to implement measures preventing negative community impact at service sites.

• The Contractor is required to communicate and coordinate with partner agencies providing various activities, and supply signage, water, etc.

SERVICE PERIOD

• Heat relief activities should be provided from May 1, 2023, through September 30, 2023.

Adjustments to this schedule based on reasonable business needs may be proposed and considered.

REPORTING REQUIREMENTS

• During the term of the agreement, the Contractor will submit monthly performance reports to include both client and program specific data. Monthly reports are due no later than the seventh day of the following month. Reporting templates will be provided by the contracting agency.

• Sample Client Data:

A. Name B. Birthdate C. Race/Ethnicity D. Income E. Housing/Homeless status F. Last known zip code

• Sample Program Data:

A. Number of service hours provided by activity B. Number of staff hours by activity C. Number of water bottles, meals, other supplies provided

• Weekly utilization reports will be required. The format will be agreed upon between the City and the Contractor.

BUDGET

• Heat Relief Activities will be supported through American Rescue and Planning Act (ARPA) funds and must be spent in compliance with ARPA regulations. The final CFDA Number for the ARPA Fiscal Recovery program is 21.027.

• Funds will be provided on a cost reimbursement basis following receipt of complete requests for payments and accompanying program reports.

EVALUATION CRITERIA

Qualifications and Experience 35%

1. Provide a brief history of the agency including number of years in business, primary mission and number of years providing the services described in the Scope of Work

2. Provide three references relative to the services described in the Scope of Work. Include the name, telephone number, and email address for the person who may be contacted.

3. Provide resumes or statements of qualifications for all proposed key personnel and identify the role of each individual.

4. Describe experience with American Rescue and Planning Act (ARPA) funds or other federal grant funds and spending them in compliance with applicable regulations.

5. Identify all proposed partners, the services partners will provide, and provide their respective qualifications.

Method of Approach 35%

1. Identify the specific services proposed to be provided.

2. Provide a narrative that describes the approach to the Scope of Services. At a minimum, include:

a. Day Respite Center (if offered)

1. Provide location of facilities, hours of operation, and number of clients able to be served each day.

2. Describe the services available at the facilities.

3. Describe cleaning and sanitation procedures to prevent the spread of disease.

4. Provide an outline of the good neighbor plan.

b. Cooling stations (if offered)

1. Provide location of facilities, hours of operation, and number of clients able to be served each day.

2. Describe the services available at the facilities.

3. Describe cleaning and sanitation procedures to prevent the spread of disease.

4. Provide samples of street signage.

c. Mobile Heat Relief Services (if offered)

1. Propose services to be provided.

2. Propose weather conditions during which services will be available.

3. Describe vehicle(s) to be used to deliver services.

4. Outline a plan for communication with public safety officials.

d. Shower/Laundry Services (if offered)

1. Describe the facilities and services available.

2. Provide location of facilities, hours of operation, and number of clients able to be served each day.

3. Describe cleaning and sanitation procedures to prevent the spread of disease.

e. General Requirements

1. Outline and provide samples of marketing strategies.

2. Outline the measures proposed to be implemented to prevent negative community impact.

3. Describe the plan for communication between partner agencies to coordinate services.

Budget Narrative and Budget Proposal 30% Complete the Budget Narrative and Budget Proposal Form.

BUDGET NARRATIVE AND BUDGET PROPOSAL

BUDGET TEMPLATE INSTRUCTIONS

• Double click on the Program Budget to open it in Excel. All data should be entered into the

Excel spreadsheet. When you close the Excel spreadsheet, it will save in the Budget Template.

• In Column B, enter costs that will support proposed services in Chandler by cost component.

• In Column C, enter costs in that will support proposed services in Mesa by cost component.

• If you have additional costs, utilize the “Other” lines in Column A. Enter the name of the cost component and include it in the Budget Narrative.

• In Column D, enter costs not charged to Chandler or Mesa. They may be other cash or in-kind.

Other costs are considered leverage to this project.

• Up to $20,000 is available to support indirect costs.

• Columns E and F, Total Personnel, Total Operations and Total Budget will calculate automatically.

• Complete the Budget Narrative utilizing the Budget Narrative Template.

• Reasonable costs for start-up and close-out activities which occur before or after the service delivery period of June 1, 2023 – September 30, 2023, may be included.

HEAT RELIEF

PROGRAM BUDGET

(A) Cost Component (B) Chandler Costs (C) Mesa Costs

(D) Other Costs (Leverage)

(E) Total Costs

(F) Total Chandler/ Mesa Costs

Salaries/Wages -$ -$ Employee Related Expenses -$ -$

TOTAL PERSONNEL -$ -$ -$ -$ -$

Professional Expenses -$ -$ Phone/Communications -$ -$ Client Expenses -$ -$ Materials/Supplies -$ -$ Travel/Mileage -$ -$ Indirect Costs -$ -$ Other -$ -$ Other -$ -$

TOTAL OPERATIONS -$ -$ -$ -$ -$

TOTAL BUDGET -$ -$ -$ -$ -$

BUDGET NARRATIVE TEMPLATE

Use the information listed below as a guide to provide a description of each cost including the basis of allocation to the proposed program. Costs allocated for services in Chandler should be separated from costs allocated for services in Mesa. See examples for additional guidance. *Two weeks before and after the service delivery period of May 1, 2023 – September 30, 2023, may be included for program set-up and shut down.

SALARIES/WAGES, EMPLOYEE RELATED EXPENSES

List the agency employees that will be funded by the grant.

• Staff Name and Title

• Annual Salary or Hourly Rate and Employee/Fringe benefits

• Estimated hours per week for this program only

• Functions performed that benefit the program

EXAMPLE:

Betty Blue, Program Coordinator Annual Salary: $60,000; Benefits and Fringe: $15,000 Full-Time Employee, 40 hours/week

Salary and ERE – 40 hours/week x 26 weeks = $37,492

• Chandler: Salary – 20 hours/week x 26 weeks + ERE – 20 hours/wk x 26 weeks = $18,746

• Mesa: Salary – 20 hours/week x 26 weeks + ERE – 20 hours/wk x 26 weeks = $18,746

Coordinates agency programs and activities such as summer heat relief and winter overflow programs. This position works full time (40 hrs/wk) year-round, but works full-time for summer programs half the year and full-time for winter programs half the year. Implements and monitors program policies and practices. Manages staff schedules and work assignments. Manages daily operations and addresses operational challenges. Manages operational budget and tracks finances.

Analyzes data and submits program reports. Facilitates positive relationships between program team, agency partners and key stakeholders.

PROFESSIONAL EXPENSES

Professional expenses are for services not provided directly by the contracted agency. Ex/Janitorial services, security services List contracted staff or services that will be funded by the grant.

• Purpose and benefit to program

• Provider name and service

• Service/item, quantity, and total cost

PHONE/COMMUNICATIONS

Ex/ Phone service, internet service Detail services that will be funded by the grant.

• Purpose and benefit to program

CLIENT EXPENSES

Ex/ Food, water, sunscreen Detail insurance costs that will be funded by the grant.

MATERIALS/SUPPLIES

Ex/ Equipment, signage, office supplies Detail the materials and/or supplies that will be funded by the grant.

• Service/Item, quantity, and total cost

TRAVEL

Ex/ Fuel, mileage, vehicle maintenance List travel related costs that will be funded by the grant.

• Purpose and benefit to the program

INDIRECT COSTS

Ex/ Payroll, insurance, audit List needs that will be funded by the grant.

OTHER

Include other cost components with details for consideration.

ATTACHMENT A

City Clerk Document No.

City Council Meeting Date:

CITY OF CHANDLER SERVICES AGREEMENT

HEAT RELIEF SERVICES

CITY OF CHANDLER AGREEMENT NO. NR3-952-4604

THIS AGREEMENT (Agreement) is made and entered into by and between the City of Chandler, an Arizona municipal corporation (City), and (Contractor), (City and Contractor may individually be referred to as Party and collectively referred to as Parties) and made , 2023 (Effective Date).

RECITALS

A. City proposes to provide heat relief services as more fully described in Exhibit A, which is attached to and made a part of this Agreement by this reference.

B. Contractor is ready, willing, and able to provide the services described in Exhibit A for the compensation and fees set forth and as described in Exhibit B, which is attached to and made a part of this Agreement by this reference.

C. City desires to contract with the Contractor to provide these services under the terms and conditions set forth in this Agreement.

AGREEMENT

NOW, THEREFORE, in consideration of the premises and the mutual promises contained in this Agreement, City and Contractor agree as follows:

SECTION I: DEFINITIONS

For purposes of this Agreement, the following definitions apply:

Agreement means the legal agreement executed between the City and the Contractor City means the City of Chandler, Arizona Contractor means the individual, partnership, or corporation named in the Agreement Days means calendar days May, Should means something that is not mandatory but permissible Shall, Will, Must means a mandatory requirement

SECTION II: CONTRACTOR’S SERVICES

Contractor must perform the services described in Exhibit A to the City’s satisfaction within the terms and conditions of this Agreement and within the care and skill that a person who provides similar services in Chandler, Arizona exercises under similar conditions. All work or services furnished by Contractor under this Agreement must be performed in a skilled and workmanlike manner. Unless authorized by the City in writing, all fixtures, furnishings, and equipment furnished by Contractor as part of the work or services under this Agreement must be new, or the latest model, and of the most suitable grade and quality for the intended purpose of the work or service.

SECTION III: PERIOD OF SERVICE

The term of the Agreement is one year and begins on _________ and ends on _________ unless sooner terminated in accordance with the provisions of this Agreement. The City and the Contractor may mutually agree to extend the Agreement for up to four additional terms of one year each, or portions thereof. The City reserves the right, at its sole discretion, to extend the Agreement for up to 60 days beyond the expiration of any extension term.

SECTION lV: PAYMENT OF COMPENSATION AND FEES

4.1 Unless amended in writing by the Parties, Contractor's compensation and fees as more fully described in Exhibit B for performance of the services approved and accepted by the City under this Agreement must not exceed $ . Contractor must submit requests for payment for services approved and accepted during the previous billing period and must include, as applicable, detailed invoices and receipts, a narrative description of the tasks accomplished during the billing period, a list of any deliverables submitted, and any subcontractor’s or supplier’s actual requests for payment plus similar narrative and listing of their work. Payment for those services negotiated as a lump sum will be made in accordance with the percentage of the work completed during the preceding billing period. Services negotiated as a not-to-exceed fee will be paid in accordance with the work completed on the service during the preceding month. All requests for payment must be submitted to the City for review and approval. The City will make payment for approved and accepted services within 30 days of the City’s receipt of the request for payment.

4.2 Applicable Taxes. The Contractor will pay all applicable taxes. The City is subject to all applicable state and local transaction privilege taxes. To the extent any state and local transaction privilege taxes apply to sales made under the terms of this Agreement, it is the responsibility of the Contractor to collect and remit all applicable taxes to the proper taxing jurisdiction of authority.

4.3 Tax Indemnification. The Contractor and all subcontractors will pay all Federal, state, and local taxes applicable to its operation and any persons employed by the Contractor. The Contractor will and require all subcontractors to hold the City harmless from any responsibility for taxes, damages, and interest, if applicable, contributions required under Federal, state, and local laws and regulations and any other costs including transaction privilege taxes, unemployment compensation insurance, Social Security, and Worker’s Compensation.

4.4 All prices offered herein shall be firm against any increase for the initial term of the Agreement.

Prior to commencement of subsequent renewal terms, the City may approve a fully documented request for a price adjustment. The City shall determine whether any requested price increases for extension terms is acceptable to the City. If the City approves the price increase, the price shall remain firm for the renewal term for which it was requested. If a price increase is agreed upon by the Parties a written Agreement Amendment shall be approved and executed by the Parties.

SECTION V: GENERAL CONDITIONS

5.1 Records/Audit. Records of the Contractor's direct personnel payroll, reimbursable expenses pertaining to this Agreement and records of accounts between the City and Contractor must be kept on the basis of generally accepted accounting principles and must be made available to the City and its auditors for up to three years following the City’s final acceptance of the services under this Agreement. The City, its authorized representative, or any federal agency, reserves the right to audit Contractor's records to verify the accuracy and appropriateness of all cost and pricing data, including data used to negotiate this Agreement and any amendments. The City reserves the right to decrease the total amount of Agreement price or payments made under this Agreement or request reimbursement from the Contractor following final contract payment on this Agreement if, upon audit of the Contractor's records, the audit discloses the Contractor has provided false, misleading, or inaccurate cost and pricing data. The Contractor will include a similar provision in all of its contracts with subcontractors providing services under the Agreement Documents to ensure that the City, its authorized representative, or the appropriate federal agency, has access to the subcontractors’ records to verify the accuracy of all cost and pricing data. The City reserves the right to decrease Contract price or payments made on this Agreement or request reimbursement from the Contractor following final payment on this Agreement if the above provision is not included in subcontractor agreements, and one or more subcontractors refuse to allow the City to audit their records to verify the accuracy and appropriateness of all cost and pricing data. If, following an audit of this Agreement, the audit discloses the Contractor has provided false, misleading, or inaccurate cost and pricing data, and the cost discrepancies exceed 1% of the total Agreement billings, the Contractor will be liable for reimbursement of the reasonable, actual cost of the audit.

5.2 Alteration in Character of Work. Whenever an alteration in the character of work results in a substantial change in this Agreement, thereby materially increasing or decreasing the scope of services, cost of performance, or Project schedule, the work will be performed as directed by the City. However, before any modified work is started, a written amendment must be approved and executed by the City and the Contractor. Such amendment must not be effective until approved by the City. Additions to, modifications, or deletions from this Agreement as provided herein may be made, and the compensation to be paid to the Contractor may accordingly be adjusted by mutual agreement of the Parties. It is distinctly understood and agreed that no claim for extra work done or materials furnished by the Contractor will be allowed by the City except as provided herein, nor must the Contractor do any work or furnish any materials not covered by this Agreement unless such work is first authorized in writing. Any such work or materials furnished by the Contractor without prior written authorization will be at Contractor's own risk, cost, and expense, and Contractor hereby agrees that without written authorization Contractor will make no claim for compensation for such work or materials furnished.

5.3 Termination for Convenience. The City and the Contractor hereby agree to the full performance of the covenants contained herein, except that the City reserves the right, at its discretion and without cause, to terminate or abandon any service provided for in this Agreement, or abandon any portion of the Project for which services have been performed by the Contractor. In the event the City abandons or suspends the services, or any part of the services as provided in this Agreement, the City will notify the Contractor in writing and immediately after receiving such notice, the Contractor must discontinue advancing the work specified under this Agreement. Upon such termination, abandonment, or suspension, the Contractor must deliver to the City all drawings, plans, specifications, special provisions, estimates and other work entirely or partially completed, together with all unused materials supplied by the City. The Contractor must appraise the work Contractor has completed and submit Contractor's appraisal to the City for evaluation. The City may inspect the Contractor's work to appraise the work completed. The Contractor will receive compensation in full for services performed to the date of such termination. The fee shall be paid in accordance with Section IV of this Agreement, and as mutually agreed upon by the Contractor and the City. If there is no mutual agreement on payment, the final determination will be made in accordance with the Disputes provision in this Agreement. However, in no event may the payment exceed the payment set forth in this Agreement nor as amended in accordance with Alteration in Character of Work. The City will make the final payment within 60 days after the Contractor has delivered the last of the partially completed items and the Parties agree on the final payment.

If the City is found to have improperly terminated the Agreement for cause or default, the termination will be converted to a termination for convenience in accordance with the provisions of this Agreement.

5.4 Termination for Cause. The City may terminate this Agreement for Cause upon the occurrence of any one or more of the following events: in the event that (a) the Contractor fails to perform pursuant to the terms of this Agreement, (b) the Contractor is adjudged a bankrupt or insolvent, (c) the Contractor makes a general assignment for the benefit of creditors, (d) a trustee or receiver is appointed for Contractor or for any of Contractor’s property (e) the Contractor files a petition to take advantage of any debtor's act, or to reorganize under the bankruptcy or similar laws, (f) the Contractor disregards laws, ordinances, rules, regulations or orders of any public body having jurisdiction, or (g) the Contractor fails to cure default within the time requested. Where Agreement has been so terminated by City, the termination will not affect any rights of City against Contractor then existing or which may thereafter accrue.

5.5 Indemnification. The Contractor (lndemnitor) must indemnify, defend, save and hold harmless the City and its officers, officials, agents and employees (lndemnitee) from any and all claims, actions, liabilities, damages, losses or expenses (including court costs, attorneys' fees and costs of claim processing, investigation and litigation) (Claims) caused or alleged to be caused, in whole or in part, by the wrongful, negligent or willful acts, or errors or omissions of the Contractor or any of its owners, officers, directors, agents, employees, or subcontractors in connection with this Agreement. This indemnity includes any claim or amount arising out of or recovered under workers' compensation law or on account of the failure of the Contractor to conform to any federal, state or local law, statute, ordinance, rule, regulation or court decree.

The Contractor must indemnify lndemnitee from and against any and all Claims, except those arising solely from lndemnitee's own negligent or willful acts or omissions. The Contractor is responsible for primary loss investigation, defense and judgment costs where this indemnification applies. In consideration of the award of this Agreement, the Contractor agrees to waive all rights of subrogation against lndemnitee for losses arising from or related to this Agreement. The obligations of the Contractor under this provision survive the termination or expiration of this Agreement.

5.6 Insurance Requirements. Contractor must procure insurance under the terms and conditions and for the amounts of coverage set forth in Exhibit C against claims that may arise from or relate to performance of the work under this Agreement by Contractor and its agents, representatives, employees, and subcontractors. Contractor and any subcontractors must maintain this insurance until all of their obligations have been discharged, including any warranty periods under this Agreement. These insurance requirements are minimum requirements for this Agreement and in no way limit the indemnity covenants contained in this Agreement. The City in no way warrants that the minimum limits stated in Exhibit C are sufficient to protect the Contractor from liabilities that might arise out of the performance of the work under this Agreement by the Contractor, the Contractor’s agents, representatives, employees, or subcontractors. Contractor is free to purchase such additional insurance as may be determined necessary.

5.7 Cooperation and Further Documentation. The Contractor agrees to provide the City such other duly executed documents as may be reasonably requested by the City to implement the intent of this Agreement.

5.8 Notices. Unless otherwise provided, notice under this Agreement must be in writing and will be deemed to have been duly given and received either (a) on the date of service if personally served on the party to whom notice is to be given, or (b) on the date notice is sent if by electronic mail, or (c) on the third day after the date of the postmark of deposit by first class United States mail, registered or certified, postage prepaid and properly addressed as follows:

For the City For the Contractor Name: Name:

Title: Title:

Address: Address:

Phone: Phone:

Email: Email:

5.9 Successors and Assigns. City and Contractor each bind itself, its partners, successors, assigns, and legal representatives to the other party to this Agreement and to the partners, successors, assigns, and legal representatives of such other party in respect to all covenants of this Agreement. Neither the City nor the Contractor may assign, sublet, or transfer its interest in this Agreement without the written consent of the other party. In no event may any contractual relation be created between any third party and the City.

5.10 Disputes. In any dispute arising out of an interpretation of this Agreement or the duties required not disposed of by agreement between the Contractor and the City, the final determination at the administrative level will be made by the City Purchasing and Materials Manager.

5.11 Completeness and Accuracy of Contractor's Work. The Contractor must be responsible for the completeness and accuracy of Contractor's services, data, and other work prepared or compiled under Contractor's obligation under this Agreement and must correct, at Contractor's expense, all willful or negligent errors, omissions, or acts that may be discovered. The fact that the City has accepted or approved the Contractor's work will in no way relieve the Contractor of any of Contractor's responsibilities.

5.12 Withholding Payment. The City reserves the right to withhold funds from the Contractor's payments up to the amount equal to the claims the City may have against the Contractor until such time that a settlement on those claims has been reached.

5.13 City's Right of Cancellation. The Parties acknowledge that this Agreement is subject to cancellation by the City under the provisions of Section 38-511, Arizona Revised Statutes (A.R.S.).

5.14 Independent Contractor. For this Agreement the Contractor constitutes an independent contractor. Any provisions in this Agreement that may appear to give the City the right to direct the Contractor as to the details of accomplishing the work or to exercise a measure of control over the work means that the Contractor must follow the wishes of the City as to the results of the work only. These results must comply with all applicable laws and ordinances.

5.15 Project Staffing. Prior to the start of any work under this Agreement, the Contractor must assign to the City the key personnel that will be involved in performing services prescribed in the Agreement. The City may acknowledge its acceptance of such personnel to perform services under this Agreement. At any time hereafter that the Contractor desires to change key personnel while performing under the Agreement, the Contractor must submit the qualifications of the new personnel to the City for prior approval. The Contractor will maintain an adequate and competent staff of qualified persons, as may be determined by the City, throughout the performance of this Agreement to ensure acceptable and timely completion of the Scope of Services. If the City objects, with reasonable cause, to any of the Contractor's staff, the Contractor must take prompt corrective action acceptable to the City and, if required, remove such personnel from the Project and replace with new personnel agreed to by the City.

5.16 Subcontractors. Prior to beginning the work, the Contractor must furnish the City for approval the names of subcontractors to be used under this Agreement. Any subsequent changes are subject to the City’s written prior approval.

5.17 Force Majeure. If either party is delayed or prevented from the performance of any act required under this Agreement by reason of acts of God or other cause beyond the control and without fault of the Party (financial inability excepted), performance of that act may be excused, but only for the period of the delay, if the Party provides written notice to the other Party within ten days of such act.