CI26003_Determination.pdf
PDF 287 KB Posted
- Attached to
- AZ|CTR078890
- Contract number
- CTR078890
- Issued by
- Arizona
About this file
This document is a Competition Impracticable Procurement Authorization form from the Arizona State Procurement Office, specifically involving the Arizona Department of Economic Security (ADES), Division of Aging and Adult Services (DAAS), and the Arizona Refugee Resettlement Program (RRP). The procurement request is being made by Jen Dean, a Contracts Specialist, and will involve Local Resettlement Agencies (LRAs) in Maricopa and Pima Counties.
The procurement seeks to develop a new statement of work (SOW) to support Arizona's LRAs in serving Office of Refugee Resettlement (ORR)-eligible beneficiaries, focusing on critical stop-gap services for refugees facing challenges such as homelessness, economic instability, and integration difficulties. The contract is for a two-year term from 10/1/2025 to 9/30/2027, with an estimated total cost of $8,000,000. The services are 100% federally funded and will be managed through an Itemized Service Budget. The goal is to provide emergency support, case coordination, and assistance to help refugees achieve self-sufficiency and stability, particularly in light of recent federal program changes that have disrupted existing refugee support infrastructure.
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Other files
| File | Type | Posted |
|---|---|---|
| CTR078890_Contract_Documents.pdf | ||
| myCOI_Instructions.pdf | ||
| CTR078890_Contract_Amendment_1.pdf | ||
| CTR078890_Pre-Contract_Documents.pdf |
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Text version
Page 1 of 4 SPO Form 101 - Competition Impracticable Procurement Authorization (Rev 10.17.23)
Procurement Determination:
Competition Impracticable Authorization A.A.C. R2-7-E303
SECTIONS I THROUGH III MUST BE COMPLETED BY THE REQUESTOR
USE ADDITIONAL PAGE AS NECESSARY
SECTION I - State Governmental Unit Request
SECTION II - Background
1. State Governmental Unit
2. Requestor 3. Email
4. Title 5. Telephone
6. Service(s)/Material(s)
7. Supplier
8. Contract ID
9. CI Type
10. Requesting Term 11. Estimated Cost
AZ Department of Economic Security (ADES) Division of Aging and Adult Services, (DAAS)
Jen Dean jdean@azdes.gov
Contracts Specialist 520-979-0996
10/1/2025-9/30/2027 $8,000,000
- Authorization Request for a new CI
Page 2 of 4 SPO Form 101 - Competition Impracticable Procurement Authorization (Rev 10.17.23)
SECTION III - Justification
12. Rationale
13. Provide details of the procurement need, reason for the competition impracticable, and how the proposed procurement is advantageous to the State
- Compliance with A.R.S. §§ 41-2533, 41-2534, 41-2538, or 41-2578 is impracticable
Page 3 of 4 SPO Form 101 - Competition Impracticable Procurement Authorization (Rev 10.17.23)
14. Describe the procurement process, strategy to promote competition, and determination that the price is fair and reasonable
15. I have conducted research and determined that no mandatory state contract is available for the service(s)/material(s)
16. If needed, I have attached additional documents/clarifications/explanations to the request
17. Signature 18. Date of Request
In accordance with the Procurement Rules, the Arizona Uniform Terms and Conditions must be made a part of all Contracts. If you will be required to sign a software licensing agreement or sign any other agreement containing terms and conditions, these will need additional review to ensure that the terms and conditions do not invalidate the Arizona Uniform Terms and Conditions. Approval of this request does not allow for agencies to exceed their dollar acquisition amount of delegated authority.
6/23/2025
Page 4 of 4 SPO Form 101 - Competition Impracticable Procurement Authorization (Rev 10.17.23)
TO BE COMPLETED BY PROCUREMENT AUTHORITY
SECTION IV - Approval
19. Determination
20. Approved Expiration Date
21. Comments, conditions, or restrictions (as applicable)
22. Print Name 23. Title
24. Signature 25. Date of Approval
STATE GOVERNMENTAL UNIT NOTICE: This is an official written determination in response to a procurement authorization request.
A copy of the form shall be maintained by the State Governmental Unit and the State Procurement Office.
Upon completion, Requestor shall forward the signed form to the Contract Owner.
Contract Owner shall upload the signed approval version of this form in the eProcurement system.
If anticipated expenditure is above State Governmental Unit's delegation, forward document to SPOCompliance@azdoa.gov.
- Request Authorized Pursuant to R2-7-E303
CI26003
Yesenia Sandoval Chief Procurement Officer
6/24/25
9/30/27 https://azdesgov.na1.adobesign.com/verifier?tx=CBJCHBCAABAAZbJL3ye48_GQIJK3oBXwMMUPbvBate54
Page 5 of 4 SPO Form 101 - Competition Impracticable Procurement Authorization (Rev 10.17.23)
26. Use section as necessary (or attach additional information and check box 16)
Signature:
Email: ELeyva@azdes.gov https://azdesgov.na1.adobesign.com/verifier?tx=CBJCHBCAABAAZbJL3ye48_GQIJK3oBXwMMUPbvBate54
| SW DRAFT SPO Form 101 CI & SW 10.13.2023 - Google Sheets.pdf |
| DRAFT SPO Form 101 CI & SW 10.13.2023 - Google Sheets.pdf |
| Text6: Case Coordination Program for the Division of Aging and Adult (DAAS), Arizona Refugee Resettlement Program (RRP) with Arizona’s Local Resettlement Agencies (LRAs) to provide critical stop-gap support for eligible beneficiaries. |
| Text7: Local Resettlement Agencies TBD |
2 contracts in Maricopa County and 2 contracts in Pima County or TBD
| Text8: TBD |
| Text11: The Division of Aging and Adult Services (DAAS), Arizona Refugee Resettlement Program (RRP) requests approval of a Competition Impracticable (CI) to issue direct contracts with Arizona’s Local Resettlement Agencies (LRA's) to provide critical stop-gap support for eligible beneficiaries, due to increasing risk factors and the loss of other federally-funded support for eligible beneficiaries due to recent, significant changes in the U.S. Refugee Program. This support broadly termed the Case Coordination Program would begin October 1, 2025. The current RRP Refugee Program - Case Management and Employment Services (CM/ES) solicitation BPM006584 Scope of Work (SOW,) was designed to provide initial & longer-term Refugee Support Services for Office of Refugee Resettlement (ORR)-eligible beneficiaries; with some services that follow and some authorized to be provided simultaneously with LRA administered Reception and Placement Program (R&P) and Matching Grant Program (MGP) support. Recently, federal changes to the U.S. Refugee Program eliminated R&P & significantly diminished support under MGP and another LRA administered program called Preferred Communities. This has significantly hemorrhaged much of the legacy refugee program infrastructure & support in Arizona and nationally. These changes are now causing significant gaps and delays in services for eligible beneficiaries, including recently arrived refugees up to January 2025, and for increasing numbers of eligible refugees at much greater risk of support for their safety, self-sufficiency, and family stability. Among the causes of these increasing risks are confusion about lawful immigration statuses, halts on federal processing of lawfully present eligible beneficiary petitions for adjustment to more permanent immigration status, and the expiration of Employment Authorization Documents (EAD). These eligible beneficiaries are authorized to receive ORR funded services and benefits administered by RRP, but there is increasing confusion among clients, employers, and other service providers about how best to support the safety, self-sufficiency, and family stability needs of these clients. As such, increasing numbers of clients need CM/ES support, including many who were previously achieving self-sufficiency and stability, but now find themselves in need of critical CM/ES services. |
[Continue to section 26]
Text12: Under Title 45, Code of Federal Regulations (C.F.R.), Part 400 Subpart I - Refugee Social Services § 400.155 Part (a), (b), (C) (1) (2) (3) a State may provide services such as providing Information and referrals, educating ORR-eligible beneficiaries about availability and the purpose of services, facilitate their accessing those benefits and social adjustment services.
RRP seeks to develop a new stop-gap SOW to support Arizona’s LRAs to serve ORR-eligible beneficiaries who are in significant and growing jeopardy of heightened risk to their safety and well-being including homelessness, loss of or not achieving economic self-sufficiency, and family instability due to local displacement, trauma and retraumatization, socio-economic hardships, and related integration hardship amidst the current environment. The new or redeveloped SOW will require contracted LRA providers to provide emergency support, and case coordination services, including identifying clients at the highest risk of losing income, housing, health- and mental-health-related services, and other urgent, immediate needs.
Granting CI direct contracts to provide these urgent and complementary critical services, contractors will support eligible beneficiaries in receiving much-needed social adjustment support, case coordination, and support for economic self-sufficiency efforts as quickly as possible would be in the best interest of the State. This will also provide much-needed institutional knowledge and support for newly awarded contractors to work mutually with LRA's and prioritize caseloads, undertake planning and strategies for both to ensure that clients are not missed or suffer due to service gaps, in alignment with 45 CFR § 400.146 & § 400.147.
These services are 100 percent federally funded. All service costs are managed through an Itemized Service Budget that details allowable expenses associated with program implementation. The Itemized Service Budget is reviewed and approved by DAAS/RRP to ensure compliance with federal requirements and program goals. Expenditures are monitored on an ongoing basis to ensure alignment with the approved budget
| Text19: The Arizona Refugee Resettlement Program Online Database (ARRPODs) indicates that in FFY 2024, 9,454 ORR-eligible beneficiaries received CM/ES services, of which RRP is currently aware of 7,345 who need these services now & in FFY 2026. This is based only on a preliminary assessment of data and needs, but RRP anticipates this number to grow significantly. There are currently four (4) LRA contractors in Maricopa and three (3) in Pima County operating under the current RSS CM/ES contracts. This is expected to change with RRP’s current RFP BPM006584 procurement efforts with plans to award two (2) contracts in Maricopa County & one (1) contract in Pima County. With the reduced number of contracted service providers, RRP projects that this will be inadequate to meet the burgeoning caseload of clients in need, in particular with more extreme needs and hardship, which was not anticipated in the development of BPM006584 RFP SOW and approach. Given the current environment, RRP assesses that the loss of additional LRA administered support & services will result in a loss of institutional knowledge & connection to clients, as well as a loss of needed case coordination and collaboration for serving clients. | |
| 2025-06-24T21:05:32+0000 | |
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