CTR072891_Contract_Documents.pdf

CTR072891

August 1, 2024

July22nd 24

Solicitation Requirements Request for Proposal (RFP)

Solicitation No.: BPM006157

Description: Transportation Services

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Table of Contents

Section Page

Scope of Work

Special Terms and Conditions

Uniform Terms and Conditions

Exhibit A1 - Transportation Request

Exhibit A2 - Transportation Request for Minors

Exhibit B - Human Guide Techniques

Exhibit C - Contractor�s Invoice and Statement of Expenditures

Exhibit D1 - DERS Monthly Activity Detail

Exhibit D2 - DAAS Monthly Activity Detail

Scope of Work

Description: Transportation Services

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Scope of Work

1. ADES Mission and Vision Statements

1.1 ADES Mission: To strengthen individuals, families, and communities for a better quality of life.

1.2 ADES Vision: A thriving Arizona.

2. Purpose

2.1

2.2

2.3

2.4

Purpose Statement: To provide individuals with Non-Medical, Non-Emergency transportation services.

ADES provides a wide range of services to promote the safety, well-being and self-sufficiency of children, adults, and families. Recipients of these services may include but are not limited to adults, older adults, refugees, children and/or individuals with disabilities in need of accessible transportation to accommodate the provision of various services.

Legal Authority: ADES is authorized pursuant to A.R.S. § 41-1954(A)(6) to contract and incur obligations within the general scope of its activities and operations. ADES is authorized to provide this service under A.R.S. § 41-1954(A)(1).

Projected Awards: It is the intent of ADES to make multiple awards throughout the State of Arizona. Awards may be made for each county separately, and/or multiple counties together when determined to be in the best interest of the State. The number of awards may be limited by available funding. To ensure adequate coverage, ADES reserves the right to allow Contractors to expand their services to additional counties via an amendment or pursue alternative procurement methods in the best interest of the State. The anticipated start date is August 1, 2024, with an initial contract term of one (1) year with extension options in accordance with the Special Terms and Conditions, Section 13.

Projected Utilization: It is the intent of ADES to have service coverage throughout the State of Arizona.

Services will be provided on an if needed, as needed basis. There is no guarantee of the number of requests to be authorized or purchased.

3. Service Description

3.1 Arizona Taxonomy Definition: Accessible transportation is a service that provides transportation to persons who have reasonable accommodation requirements.

3.2 Actual Service Description: Accessible transportation for adults and minors being served by ADES.

3.2.1 The individuals utilizing these services may have disabilities and require special accommodations of various types (e.g. Wheelchair transportation, guiding a visually impaired individual, arriving repeatedly at an exact location for a hearing or visually impaired individual, interpretation services etc.). The Division Contact shall state on the Transportation Request (Exhibit A1 or A2, as may be amended) any accommodations required for the individual.

3.2.2 This contract does not provide for medically necessary (i.e. oxygen or intravenous medication in order to stabilize a passenger, or the presence of a trained medical professional) transportation or emergency transportation when life, health or safety is in danger.

Description: Transportation Services

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4. Definitions

4.1 Ambulatory: A Client who is able to walk on their own, which includes:

4.1.1 A Client who walks unassisted or with the aid of a cane, walker, or guide dog, and

4.1.2 A Client who is able to get out of a wheelchair and enter the Transportation Vehicle with minimal assistance.

4.2

4.3

4.4

4.5

4.6

4.7

4.8

4.9

Attendant: A person other than the driver engaged to accompany and care for the needs of one or more ADES Clients in the course of transportation, calculated in fifteen (15) minute increments, to be provided upon request by ADES.

Authorization, Purchase Authorization, Purchase Order: A written statement issued from a System of Record empowering the Contractor to provide specific services under this contract.

Client: Any person needing transportation services from ADES under this contract. This may include but not limited to, the Clients themselves, child(ren), parent(s), relative(s), spouse(s)/significant other or other family members of the individuals who will be accompanying the Client to and from destinations or any individual identified by ADES who requires services.

Division: A subsidiary unit within ADES issuing a request for Services. Each Division may or may not have subsidiary programs providing services to specific groups of people among their Clients.

Division Contact: A person within ADES issuing the Transportation Request (Exhibit A1 or A2) for transportation services on behalf of another.

Flag Drop:

Medically Fragile: An individual with special health care needs as identified by ADES; includes minors who have or are at risk for chronic physical or developmental conditions and who also require health and related service of a type or amount beyond that required by minors generally.

Medically Related Event: An event occurring during transport of a Client involving a detrimental change to the Client's medical condition.

4.10 No Show: When a Client is not at the designated pick-up location at the confirmed date and time or if an appointment is canceled less than one hour prior to the scheduled pick up.

4.11 Non-Ambulatory: A Client who cannot walk or stand on their own without more than minor assistance. This pertains to but is not specifically limited to Client(s) confined to and transported in wheelchairs. Transport of persons on stretchers is medically necessary transportation and not covered by this contract.

4.12 Non-Emergency Transportation: The transportation of a person in a situation where health is not in danger or at serious risk without immediate treatment.

4.13 Non-Medical Transportation: The transportation of a person who does not need medical support or care.

�Medical support� includes a stretcher or gurney, but not a wheelchair or walker.

4.14 System(s) of Record: The database applications used by ADES agency for Client service management, authorization of services, and payment of invoices.

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4.15 Transportation Request: A written request providing the specifications for Trip(s) (Exhibit A1 or A2, as may be amended).

4.16 Transportation Vehicle: A motor vehicle that:

4.16.1 Is utilized to provide passenger transportation services for a fare;

4.16.2 May provide transportation for a Client or a group of passengers. Transportation may be arranged in advance, operated on a regular route, or between specific points, and

4.16.3 Is an automobile, a taxi, a wheelchair van, American with Disabilities Act (ADA) accessible or other kind of vehicle for transporting more than one person.

4.17 Trip: The act of transporting Client(s) to a final destination.

4.17.1 After the Trip has started it shall be considered a "Trip" until the final passenger is dropped off.

4.17.2 A single Trip includes, but is not limited to, a) transporting Client(s) to a destination regardless of additional stops/pickups or drop offs (i.e. a) transporting a parent or guardian to pick-up and drop-off along with a Client constitutes a single Trip, b) transporting a Client to pick up prescriptions and returning them to their original location constitutes a single (round) Trip.

4.17.3 A Trip ends when the vehicle is empty, and all Clients have been delivered to their destination(s).

4.18 Wait Time: The time when the vehicle is not in motion and waiting for the Client at the directive of the ADES staff (e.g. in the course of a scheduled Trip and listed on the Transportation Request (Exhibit A1 or A2), for example, pharmacy prescription drop-off or pick-up during a Trip). It does not include waiting for the Client prior to the Client entering the vehicle for the first time during a Trip.

5. General Requirements

The Contractor shall:

5.1 Observe all local, State and Federal traffic statutes and laws including specific laws regarding use of cellular phones while operating a vehicle.

5.2 Provide transportation services twenty-four (24) hours a day, seven (7) days a week.

5.3 Acknowledge in writing to Division Contact receipt of all Transportation Requests (Exhibit A1 or A2) within twenty-four (24) hours of request. If service slots are not available for the time requested, notify the Division Contact immediately.

5.4 Schedule and provide transportation services only upon receipt of a written purchase authorization issued by Division Contact through its System(s) of Record and a Transportation Request (Exhibit A1 or A2) detailing the service(s). Verbal authorizations, or any authorization issued by any means other than through the System(s) of Record, are invalid.

5.4.1 Receive written purchase authorization and Transportation Requests (Exhibit A1 or A2) by email or online referral system established and maintained by the Contractor.

5.5 Combine Transportation Requests (Exhibit A1 or A2) whenever safe and reasonable, from the same Division for a given day to provide transportation services in the same vehicle. For example, an Adult Protective Services (APS) Client shall not be in a vehicle with a Refugee Resettlement Program (RRP) Client. Combining Transportation Requests shall apply to requests that have the same origination point or

RFP Solicitation Requirements (10-23) Available Online at https://app.az.gov Page 6 of 62 originate within a reasonable distance along the safest and shortest route traveled, without delaying on-time departure or arrival. Services shall be billed per actual miles driven from pick up to drop off regardless of the number of Clients.

5.6 Not allow unauthorized pickups or destinations.

5.7 Schedule Trips, including Trips on a recurring basis as specified on the Transportation Request (Exhibit A1 or A2).

5.7.1 If a revised Transportation Request (Exhibit A1 or A2) is received, make updates to the schedule as required;

5.7.2 Transportation Requests may entail two (2) Trips, one from a location to a destination, and the second from that destination to a location which may be the same or different from the initial location as specified on the Transportation Request (Exhibit A1 or A2);

5.7.3 Wait for Client as specified in the Transportation Request (Exhibit A1 or A2).

5.7.3.1 Wait time is charged from the time a Client exits the vehicle to the time they re-enter it;

5.7.3.2 Wait time does not apply to time while a Client enters the vehicle at the beginning of the Trip or exits at the end of the Trip.

5.7.4 Provide an Attendant as specified in the Transportation Request (Exhibit A1 or A2) to assist each Client by:

5.7.4.1 Escorting all unattended Clients under eighteen (18) years of age, from the delivering party to the receiving party. Do not leave these Clients unattended while the service is being provided the driver and the receiving party are to sign the Transportation Request for Minors (Exhibit A2);

5.7.4.2 Allowing at least fifteen (15) minutes additional time to escort the individual(s) when dropping off or picking up individual(s) with a significant disability or physical impairment (example: deaf, or blind with guide dog), and

5.7.4.3 Assisting Clients with restraint systems, ensuring that all Clients are secured according to Arizona revised Statutes (Title 28 � Transportation) and applicable Federal motor vehicle safety standards.

5.8 Verify all addresses and confirm with the Client/legal guardian, all information on the Transportation

Request (Exhibit A1 or A2) via a phone call or text message at least twenty-four (24) hours before the scheduled appointment (with the exception of same day Transportation Requests). Verification is to be completed only once for recurring Trips.

5.9 Provide notification via a phone call, text message or email to the Client/legal guardian that the driver is enroute within thirty (30) minutes prior to the scheduled pick-up time and confirm the pick-up address.

5.10 Provide notification to the Client/legal guardian by phone, text, or email when the driver arrives at the designated pick-up location or knock on the Client�s door if indicated on the Transportation Request form (Exhibit A1 or A2).

5.11 Transport all Clients to and from their scheduled destination as specified in the Transportation Request

(Exhibit A1 or A2) in accordance with existing traffic laws and in a safe and timely manner utilizing the shortest route.

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5.12 Arrive within fifteen (15) minutes prior to the scheduled pick-up time and fifteen (15) minutes prior to the scheduled delivery (drop off) time.

5.13 Provide notification via phone call or email to the Division Contact the same day if the Client/legal guardian requests a change from the scheduled destination.

5.14 Provide reasonable accommodations related to service provisions under the American with Disabilities Act (ADA) of 1990, as amended, (a wheelchair accessible location, enlarged print, etc.) to allow a person with a disability to receive the services.

5.15 Assist blind and visually impaired Clients from the door of their pickup point to the vehicle and from the vehicle to their destination point of entry, i.e. Inside the door of the building and ensure that someone from the business will escort them from that point.

5.16 Ensure availability of interpretation such as telephonic interpretation, to Clients when Primary Language other than English is indicated on the Transportation Request (Exhibit A1 or A2).

5.17 Wait at least fifteen (15) minutes after the scheduled pick-up time before entering the Client as a No Show.

5.17.1 Before leaving the designated pick-up point, notify the Division Contact as specified in

Transportation Request (Exhibit A1 or A2) that there is no response from the Client;

5.17.2 Send a follow-up notification to the Division Contact in writing of a No Show within twenty-four

(24) hours of the missed scheduled pick-up time.

5.18 Report all unusual incidents to the Division Contact verbally within one (1) business day of the occurrence and a written report of the unusual incident shall be submitted within three (3) business days to the Division Contact. Unusual incidents include, but are not limited to:

5.18.1 Arguments among Clients;

5.18.2 Injury to a Client or any other Medically Related Event;

5.18.3 Death of a Client;

5.18.4 Alleged neglect, abuse, mistreatment, or exploitation of a Client (by anyone);

5.18.5 Any suicide attempt by the Client;

5.18.6 Any time a Client poses a perceived threat to the physical or emotional well-being of themselves or others;

5.18.7 Any violence, including physical, written, or verbal threats of violence on the part of any passenger;

5.18.8 Sexual abuse against a Client, including consensual sexual activity;

5.18.9 Inappropriate sexual behavior toward a Client;

5.18.10 Illness on the part of any passenger manifesting during a Trip;

5.18.11 Injury to Contractor staff or any passenger;

5.18.12 Property damage on the part of any passenger;

5.18.13 Transport to a hospital or emergency care center rather than the scheduled destination, and

5.18.14 In the event that 911 had to be called for a Client.

5.19 Utilize areas for vehicle loading and unloading that are safe, away from moving traffic and hazardous obstructions for passenger entry and exit from vehicle.

5.20 Utilize areas for vehicle loading and unloading that are safe, away from moving traffic and hazardous obstructions for passenger entry and exit from vehicle.

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5.21 Provide vehicles that are smoke-free and prohibit drivers from smoking around the Client(s).

5.22 Prohibit Clients from standing on the seat or sitting or standing on the floor while the vehicle is in motion.

5.23 Transport Clients only in portions of the vehicles constructed for the purpose of transporting people, not in truck beds, campers, or any trailer attachment to a motor vehicle, etc.

5.24 Provide child safety passenger restraint seating (i.e. car seats, booster seats) as required on the Transportation Request (Exhibit A1 or A2). The child passenger restraint seats must meet all applicable safety standards. Children must be restrained in accordance with 49 CFR § 571.213 - Standard No. 213;

Child restraint systems of Federal Regulations.

5.25 Require the use of lap and shoulder seat belts for all Clients not in child safety restraint seating.

5.26 Require vehicle doors to remain locked whenever the vehicle is in motion.

5.27 Immediately notify the Division Contact regarding all disruptions of service or conditions which might disrupt service (i.e. breakdowns, accidents in which a Client being transported is involved, unusual traffic congestion, etc.).

5.28 Call 911 to ensure Client safety when any Client is in imminent danger or experiencing a Medically

Related Event.

5.29 Require all Drivers and Attendants to adhere to the following:

5.29.1 Prohibit from carrying and using firearms, weapons or any form of explosive, flammable and/or harmful material and/or liquid while on duty;

5.29.2 Not engage with Clients, under any circumstance, in any act of sexual contact and/or sexual conduct as defined in A.R.S. § 13-1401 and A.R.S. § 13-3551. This applies equally to all Contractor personnel;

5.29.3 Maintain the confidentiality of Clients' information acquired in the course of services provided, and not release any confidential information without prior written authorization from ADES;

5.29.4 Prevent employees and volunteers from discussing Client specific issues at any time;

5.29.5 Provide transportation services that are safe, reliable, and on time by drivers who are licensed and courteous;

5.29.6 Display an Identification Card or wear a distinctive uniform with name tag or identification to all persons providing transportation. The person providing the transportation service shall display a name tag in the vehicle, so that it is always clearly visible to all Clients;

5.29.7 Be well groomed;

5.29.8 Avoid strong perfumes or cologne, and

5.29.9 Present a professional appearance when transporting Clients. Prohibited clothing includes:

5.29.9.1 Any garments deemed by Clients or ADES staff to be inappropriately tight, short, or revealing (mesh tops, midriff tops, tank tops, tube tops, short shorts, Work out and/or Yoga pants, etc.);

5.29.9.2 T-shirts that have decals, slogans, or pictures that contain references to illegal substances (i.e. Alcohol, drugs, etc.) or immoral behavior. Provider Company Logo is acceptable, and

5.29.9.3 Clothing shorter than 2" above the knee.

5.29.10 Treat Clients and other motorists in a courteous and professional manner, refraining from profanity and adverse personal gestures toward them during services performed.

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5.29.11 Have cell phones that are fully operational within the operable service area for each Client transport.

5.29.12 At no time endanger the health or safety of the Client or any other passenger under their care.

5.29.13 Be free of prohibited substances and submit to random drug tests to ensure safety of the

Clients.

5.30 Ensure Drivers and Attendants receive adequate training and refresher training as appropriate at a minimum to include the following:

5.30.1 Proper installation of child safety passenger restraint seating (i.e. car seats, booster seats, etc.);

5.30.2 Cell phone operation and emergency call procedures;

5.30.3 How to contact a Suicide and Crisis Line and when it is appropriate to do so;

5.30.4 Reporting unusual incidents as specified in Section 5.18;

5.30.5 Assisting individuals with disabilities and/or who are Medically Fragile in entering and exiting the vehicle to include but not be limited to the Human Guide Techniques (Exhibit B, as may be amended);

5.30.6 Responding to a Medically Related Event, including immediate notification to the Division Contact;

5.30.7 Accessing and utilizing interpretation services, and

5.30.8 The requirements of this contract.

5.31 Adhere to the Business Associates Agreement (Attachment 13).

6. Qualification Requirements

The Contractor Shall:

6.1 Possess a current Business license as issued by the appropriate entity within the appropriate jurisdiction.

6.2 Utilize Drivers providing transportation services who:

6.2.1 Are a minimum of eighteen (18) years of age and possess a valid Arizona Driver's License, not suspended for any reason;

6.2.2 Have been determined to have no substantiated finding of a disqualifying act in Central Registry Background Check in accordance with the Special Terms and Conditions, Section 6;

6.2.3 Have Level One fingerprint clearance cards which have not been suspended or changed to restricted status in accordance with the Special Terms and Conditions, Section 21;

6.2.4 Have a National Safety Council Course Completion Card (Defensive Drivers Card) issued within twenty-four (24) months, and

6.2.5 Are not required by court order to have an ignition interlock device in order to drive a vehicle as a result of being charged or convicted of Driving Under the Influence (DUI), Driving While Intoxicated (DWI), etc.

6.3 Provide Attendants who have had a Central Registry Background Check with no substantiated finding of any disqualifying act and possess a current and valid Level One fingerprint clearance card.

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7. Administrative Requirements

The Contractor Shall:

7.1 Identify and provide a phone number and dedicated email address for correspondence with each Division.

7.2 Provide an updated organizational chart to ADES within (7) business days upon request. ADES may request a copy of the organizational chart at any time.

7.3 Monitor drivers to ensure that they adhere to all applicable Federal, State, and local laws and ordinances on traffic safety regulations, while on duty. An example includes "Don't Text and Drive.�

7.4 Prior to hiring and on a bi-annual basis verify the driving record for any driver providing transportation services to ADES Clients to assure the following:

7.4.1 Proof of a valid Driver�s license;

7.4.2 No revocation their license within the last three (3) years;

7.4.3 No suspension of their license within the last three (3) years;

7.4.4 Have no DUI�s and/or DWI�s within the last three (3) years;

7.4.5 No At Fault Accidents within the last three (3) years;

7.4.6 No more than two (2) moving violations;

7.4.7 No more than one (1) excessive speed violation, and

7.4.8 No criminal violations of any kind in the last five (5) years.

7.5 Notify ADES in writing within three (3) business days if an employee providing direct Client services has their license suspended or revoked and/or their fingerprint clearance card is placed in restricted status.

7.6 Have available for inspection at all times by ADES written evidence of criminal background checks of any Drivers operating a Transportation Vehicle, Attendants, or the owner, whether as an employee or lessee.

The criminal background check shall be completed prior to the Driver, Attendant, or owner being engaged as an employee or lessee.

7.7 Maintain a policy, administer, and have a record of random drug testing as a minimum, bi-annually for every Driver, Attendant, and owner(s), to be provided to ADES upon request.

7.8 Establish and maintain a Personnel File for each Driver, Attendant, and owner(s) that includes;

7.8.1 Central Registry Background Check;

7.8.2 Proof of Drivers' Level One fingerprint clearance card;

7.8.3 Proof of training as stated in Section 5.30;

7.8.4 Driver�s history check, Criminal Records, and Sex Offender Inquiry;

7.8.5 Verification of the driving record for the driver providing transportation services to assure no revocation or suspension of their license within the last three (3) years, and

7.8.6 Drug testing records. This applies to Drivers, Attendants, and the owner(s) of the business

(the Contractor). Drug testing records shall include pre-employment drug testing results and random bi-annual drug testing results for the Driver, or Attendant, whether as an employee or lessee.

7.9 Provide information regarding personnel files to ADES within forty-eight (48) hours of the request.

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7.10 Verify that vehicles meet all applicable Federal, State, and local safety and maintenance standards.

Provide proof of vehicle registration, inspection, certification, and licensing upon request of ADES.

7.11 Ensure that all Transportation Vehicles clearly display the Contractor's and/or Subcontractor's logo or other identification of the Contractor�s fleet on both sides of the exterior of all vehicles:

7.11.1 Ensure that all vehicles used for transporting Clients, have an Arizona Department of Transportation/Motor Vehicle Department issued Commercial License Plate;

7.11.2 Display an official Arizona Department of Weights and Measures sticker in the lower right-hand corner of their rear windshield;

7.11.3 Have available upon request for inspection by ADES all vehicle maintenance records of the Contractor's Client Transportation Vehicles. Such maintenance records shall be updated at least annually, and

7.11.4 Verify and record, at least annually, that all seats are securely fastened to the body of the vehicles.

7.12 Establish and maintain records of all transport Trips provided, to include at least:

7.12.1 A copy of each Transportation Request (Exhibit A1 or A2, as may be amended), sorted by

Client and authorization number;

7.12.2 Trip logs as recorded by the drivers:

7.12.2.1 Each driver must complete a daily log with all information entered clearly and legibly;

7.12.2.2 For handwritten logs, erasures and whiteouts are not acceptable. If an error is made, draw a single line through the error and enter the correct information, and

7.12.2.3 Trip records with missing or incorrect information will be subject to audit error and recoupment.

7.12.3 Documentation of any unusual incidents which occurred during the provision of the service;

7.12.4 Documentation of any police reports that may pertain to transportation of Clients, and

7.12.5 Retain the transportation records for a period of five (5) years after termination of the contract and provide copies of transportation records to ADES for which the transportation was provided within forty-eight (48) hours of the request.

7.13 Develop and maintain a written quality management plan, within 30 days of contract award, in order to continuously monitor the delivery of services and to ensure that the service provision meets the highest standards of service, to include the following:

7.13.1 Incident management, corrective action, and preventions;

7.13.2 Traffic violations while the Client is in the vehicle;

7.13.3 Failure of the driver to pick up the Client;

7.13.4 Complaints and grievances;

7.13.5 Achievement of Performance Standards, and

7.13.6 Routine monitoring of personnel and subcontractors to ensure the effectiveness of the relationship between the Client and direct service personnel.

7.13.7 Notification to ADES of any of the incidents above within two (2) weeks of occurrence.

8. Performance Standards

8.1 Standard #1: At least 99% of the time, confirm receipt of all Transportation Requests (Exhibit A1 or A2) in writing with the Division Contact within twenty-four (24) hours of submittal.

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8.2 Standard #2: At least 98% of the time, confirm address and other information with Clients and/or legal guardians within twenty-four (24) hours prior to the first scheduled Trip for each Transportation Request (Exhibit A1 or A2). Same-day Requests are not included.

8.3 Standard #3: At least 99% of the time, Clients shall be picked up and delivered within fifteen (15) minutes prior to the scheduled times.

9. Payment for Services:

9.1 Payment shall be made according to the rates in Attachment 3, Transportation Services Rate Sheet.

9.2 Services shall be provided throughout the entire county specified on Attachment 4, Service Delivery Area and billed at the appropriate local or distant rate as indicated:

9.2.1 Local County rate(s) is/are determined to be those counties where the business has a legal address or any physical location that is owned, leased, or rented in whole or in part by the business.

9.2.1.1 Service within a Local County shall be billed at the Local County Rate.

9.2.2 Distant County rate(s) is/are determined to be those counties where the business does not have a legal address or any physical location that is owned, leased, or rented in whole or in part by the business.

9.2.2.1 If the Trip leaves the Local County where Client is picked up, Contractor shall bill at the Distant County Rate.

9.2.2.2 If the Trip originates in a Distant County, Contractor shall bill at the Distant County

Rate.

9.3 Payment for Ambulatory or Non-Ambulatory services shall be billed per actual miles driven from pick up to drop off regardless of the number of Clients. ADES will not pay separately for any costs not expressly included in the Transportation Services Rate Sheet (Attachment 3).

9.4 Payment for a Flag Drop shall be billed at a flat rate.

9.5 Payment for Attendant shall be billed hourly and calculated by rounding the time recorded to the nearest quarter of an hour (i.e. fifteen [15] minutes). Examples: 22 hours and 6 minutes = 22.0 hours; 22 hours and 15 minutes = 22.25 hours; 22 hours and 30 minutes = 22.5 hours; 22 hours and 39 minutes = 22.75 hours; 22 hours and 45 minutes = 22.75 hours.

9.6 Payment for Wait Time will be billed per minute.

9.7 Payment for No Show shall be billed at a flat rate.

9.7.1 ADES will only pay for No Shows:

9.7.1.1 Which have been authorized;

9.7.1.2 If all Clients cancel the request or No Show for a Trip scheduled with multiple people;

9.7.1.3 When notice of cancellation for the Trip is issued less than one (1) hour prior to the scheduled pickup time or no notice is issued, or

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9.7.1.4 When ADES is notified by the Contractor within twenty-four (24) hours after the scheduled pickup time that a No Show occurred. If the Contractor does not notify the Division Contact within twenty-four (24) hours, Contractor will not be paid for the No Show.

9.7.2 ADES will not pay for any services not authorized as specified in the Authorization. In the event the Contractor exceeds the number of authorized services, Contractor must reach out to the Division Contact to request additional units be authorized prior to providing any additional services.

9.8 Unit rates are all inclusive, which means that they include all costs associated with the provision of the service including but not limited to salaries, operating costs, travel time, preparation of billing/reports, routine confirmation, follow-up phone calls, research time, etc. ADES will not pay separately for these or any other costs except as noted herein.

10. Reporting Requirements

The Contractor shall submit the following reporting documents as indicated:

10.1 DERS/Rehabilitation Services Administration (RSA) Program Reporting Requirements:

10.1.1 Submit notices, correspondence, and contract related issues by email to DERSContractsAdmin@azdes.gov;

10.1.2 Submit correspondence regarding individual Client services to the referring Division Contact;

10.1.3 Submit an accurate and complete Contractor�s Invoice and Statement of Expenditures (Exhibit

C, as may be amended) and the DERS Monthly Activity Detail (Exhibit D1, as may be amended) individually for each Client, no later than the fifteenth (15th) day following the end of each month services are provided by email to the AIB Scanning Unit at AIBInvoiceScanning@azdes.gov or by mail to PO Box 6877 Phoenix, AZ 85005-6877.

Incomplete or inaccurate invoices will be returned to the Contractor for correction.

10.1.3.1 All invoices shall include the following statement, �This invoice is a true and accurate account of the services listed on this statement for the time period specified and constitutes the full and complete charge for the services described above. No further invoices for payment of these services will be made except in correction. These services have been provided without discrimination based on age, race, color, creed, gender, religion, or national origin. This statement is subject to Federal and State audit review. By signing this invoice, I confirm that I am authorized to submit invoices for the Contractor�.

10.1.3.2 Invoices shall be signed electronically or in black or blue ink and dated by the person authorized to submit invoices for the Contractor. Scanned or typed signatures are acceptable on invoices submitted by email.

10.1.4 ADES reserves the right to request that the Contractor submit additional or revised reports or other documentation related to the service provision and contract performance. Reporting requirements may change during the contract term. The Contractor will be notified in writing prior to implementation of any change in reporting forms.

10.1.5 Reports or invoices submitted subsequent to the State Fiscal Year (July 1 - June 30) in which services are provided shall be subject to Administrative Adjustment processes and procedures as outlined in A.R.S. § 35-191. ADES shall be entitled to recover the cost of administrative expenses incurred as a result of late submission(s) which may include time spent reviewing

RFP Solicitation Requirements (10-23) Available Online at https://app.az.gov Page 14 of 62 the claim(s), verifying provision of services, verifying availability of funds, related correspondence with the Contractor, and preparation of the claim(s) for approval as outlined in A.R.S. § 35-191.

10.2 DERS/Wilson Fish Temporary Assistance for Needy Families (TANF) Coordination (WFTC) Program

Reporting Requirements:

10.2.1 Submit notices, correspondence, and contract related issues by email to DERSContractsAdmin@azdes.gov;

10.2.2 Submit correspondence regarding individual Client services to derstanfrefugeeprogram@azdes.gov;

10.2.3 Submit an accurate and complete Contractor�s Invoice and Statement of Expenditures (Exhibit C as may be amended) and the DERS Monthly Activity Detail (Exhibit D1) individually for each Client, no later than the fifteenth (15th) day following the end of each month services are provided by email to wfinquiries@azdes.gov Incomplete or inaccurate invoices will be returned to the Contractor for correction.

10.2.3.1 All invoices shall include the following statement, �This invoice is a true and accurate account of the services listed on this statement for the time period specified and constitutes the full and complete charge for the services described above. No further invoices for payment of these services will be made except in correction. These services have been provided without discrimination based on age, race, color, creed, gender, religion, or national origin. This statement is subject to Federal and State audit review. By signing this invoice, I confirm that I am authorized to submit invoices for the Contractor.�

10.2.3.2 Invoices shall be signed electronically or in black or blue ink and dated by the person authorized to submit invoices for the Contractor. Scanned or typed signatures are acceptable on invoices submitted by email.

10.2.4 ADES reserves the right to request that the Contractor submit additional or revised reports or requirements may change during the contract term. The Contractor will be notified in writing prior to implementation of any change in reporting forms.

10.2.5 Reports or invoices submitted subsequent to the State Fiscal Year (July 1 - June 30) in which services are provided shall be subject to Administrative Adjustment processes and procedures as outlined in A.R.S. § 35-191. ADES shall be entitled to recover the cost of administrative expenses incurred as a result of late submission(s) which may include time spent reviewing the claim(s), verifying provision of services, verifying availability of funds, related correspondence with the Contractor, and preparation of the claim(s) for approval as outlined in A.R.S. § 35-191.

10.3 DAAS/Adult Protective Services (APS)/ Refugee Resettlement Program (RRP) Program Reporting

Requirements:

10.3.1 Submit all DAAS documents, notices, correspondence, invoices, reports, and contract related issues relevant to this contract electronically to the assigned Contract Specialist or as directed by DAAS;

10.3.2 Submit an accurate and complete Contractor�s Invoice and Statement of Expenditures (Exhibit C) no later than the fifteenth (15th) day following the end of each month during the contract term. Incomplete or inaccurate invoices will be returned to the Contractor for correction;

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10.3.3 Submit the DAAS Monthly Activity Detail (Exhibit D2, as may be amended) no later than the fifteenth (15th) following the end of each month during the contract term. The form shall be completed and submitted with the monthly invoices;

10.3.4 ADES reserves the right to request that the Contractor submit additional or revised reports or

10.4 Other Division Reporting Requirements:

10.4.1 ADES may determine throughout the contract term that services be provided to additional

Divisions. The following reporting requirements are to be completed:

10.4.1.1 Submit an accurate and complete Contractor�s Invoice and Statement of Expenditures (Exhibit C) no later than the fifteenth (15th) day following the end of each month during the contract term. Incomplete or inaccurate invoices will be returned to the Contractor for correction;

10.4.1.2 Submit the Monthly Activity Detail (Exhibit D1, as may be amended) no later than the fifteenth (15th) following the end of each month during the contract term. The form shall be completed and submitted with the monthly invoices.

10.4.2 ADES reserves the right to request that the Contractor submit additional or revised reports or

10.5 Certificate of Insurance (COI):

10.5.1 Submit current Certificate(s) of Insurance (COI) and endorsements within ten (10) days of contract award as required in the Special Terms and Conditions, Section 24, Indemnification, and Insurance and maintain a valid Certificate of Insurance, including policy renewals on file in the ADES certificate of insurance tracking portal, myCOI or as directed by ADES;

10.5.2 Prior to expiration of COI(s), the Contractor must submit/upload a new COI(s) and endorsements into the insurance tracking portal, myCOI, or as directed by ADES;

10.5.3 ADES will not process any invoices until COI documents have been received and are in compliance with the Special Terms and Conditions.

ADES Special Terms and Conditions

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Special Terms and Conditions

1. Definition of Terms

In addition to the Uniform Terms and Conditions, Section 1, the following shall apply:

1.1 �Award Date� The date this Contract is executed by the Department. This may or may not be the same date as the �Effective Date� which is the date specified on the Offer and Acceptance or Signature Page.

1.2 �Client Specific Referral� Services or activities for which a referral has been made for a client by an authorized representative of the Department.

1.3 �Contract Amendment� means a written document signed by the Procurement Officer that is issued for the purpose of making changes in the Contract.

1.4 �Department� The Arizona Department of Economic Security (ADES), unless otherwise indicated.

1.5 �Effective Date� The date the Contractor is to start delivering services. The Effective Date is specified on the Offer and Award or Signature Page.

1.6 �Equipment� All vehicles, furniture, machinery, electronic data processing (EDP) equipment, software and all other equipment costing $5,000.00 or more, including all normal and necessary expenses incurred to make the equipment ready for its intended use (e.g., taxes, freight, installation, assembly, and testing charges, etc.), and with a useful life of greater than one (1) year. Equipment as used herein does not include real property (e.g., land, building, structures, or facilities� improvements).

1.7 �May� or �may� Indicates something that is not mandatory but permissible.

1.8 �Purchase Order� also known as �Purchase Authorization� or �Release Order� is an authorized document to procure goods or services.

1.9 �Shall or �shall� �Must� or �must� Indicates a mandatory requirement. Failure to meet these mandatory requirements may result in the rejection of a proposal as non-responsive.

1.10 �Should� or �should� Indicates something that is recommended but not mandatory. If the Contractor fails to provide recommended information, the State may, at its sole option, ask the Contractor to provide the information.

1.11 �Vulnerable adult� An individual who is eighteen (18) years of age or older who is unable to protect himself from abuse, neglect, or exploitation by others because of a physical or mental impairment. Vulnerable adult includes an incapacitated person as defined in A.R.S. §14-5101.

2. Advertising, Publishing and Promotion of Contract

In addition to the Uniform Terms and Conditions, Section 3.6, the following shall apply:

2.1 The Contractor shall provide to the Department for review and approval all reports or publications (written, visual or sound) which are funded or partially funded under this Contract, a minimum of fifteen (15) calendar

RFP Solicitation Requirements (10-23) Available Online at https://app.az.gov Page 17 of 62 days prior to public release. All reports and publications whether written, visual or verbal shall contain the following statement:

2.1.1 �This program was funded through a contract with the Arizona Department of Economic Security.

Points of view are those of the author and do not necessarily represent the official position or policies of the Department.�

3. Assignment

In addition to the Uniform Terms and Conditions, Section 5.3, the following shall apply:

3.1 Merger, Reorganization or Change of Ownership

3.1.1 A proposed merger, reorganization or change in ownership of the Contractor shall require prior written approval of the Department and may require an assignment of this Contract documented by a Contract Amendment. The Department may terminate this Contract pursuant to the Termination clauses of this Contract, if the Contractor does not obtain prior written approval or the Department determines that the change in ownership is not in the best interest of the State.

3.1.2 The Contractor shall submit a detailed merger, reorganization and/or transition of ownership plan to the Department, for review at least sixty (60) days prior to the effective date of the proposed change.

3.2 This Contract is voidable and subject to immediate cancellation by the Department upon the Contractor becoming insolvent or filing proceedings in bankruptcy or reorganization under the United States Code or assigning any right(s) or obligations under this Contract without the prior written consent of the Department.

4. Audit

In addition to the Uniform Terms and Conditions, Section 3.3, the following shall apply:

4.1 In compliance with the Federal Single Audit Act (31 U.S.C. § 7501-7506 as may be amended), Contractors designated as sub-recipients shall comply with the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards as prescribed in 2 C.F.R. § 200.

4.2 Audits of non-profit corporations receiving Federal or State monies are required pursuant to Federal or

State law and shall be conducted as provided in 31 U.S.C. § 7501-7506, and A.R.S. § 35-181.03, as may be amended, and any other applicable statutes, rules, regulations, and standards.

4.3 In accordance with A.R.S. § 35-214, the Contractor shall retain and shall contractually require each subcontractor to retain all data, books and other records (�records�) relating to this Contract for a period of five (5) years after completion of this Contract, except if the Contractor is subject to Health Insurance Portability & Accountability Act of 1996 (Public Law 104-191) in which case such records shall be retained for six (6) years. All records shall be subject to inspection and audit by the State at reasonable times. Upon request by the Department or the Attorney General�s Office, the Contractor shall produce the original of any or all such records.

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5. Authorization for Services

5.1 Authorization for performance of services under this Contract shall be made only upon the issuance of a duly authorized Purchase Order (also referred to as �Purchase Authorization� or �Release Order�). The Purchase Order will indicate this Contract number and the dollar amount of funds authorized. The Contractor shall only be authorized to perform services up to the amount on the Purchase Order. The Department shall not have any legal obligation to pay for services in excess of the amount indicated on the Purchase Order.

5.2 No further obligation for payment shall exist on behalf of the Department unless:

5.2.1 The Purchase Order is changed or modified with an official procurement change order, and/or

5.2.2 An additional Purchase Order is issued for purchase of services under this Contract.

6. Background Checks for Employment through the Central Registry. If providing direct services to children or vulnerable adults, the following shall apply:

6.1 The provisions of A.R.S. § 8-804 (as may be amended) are hereby incorporated in their entirety as provisions of this Contract.

6.2 The Department will conduct Central Registry Background Checks and will use the information contained in the Central Registry as a factor to determine qualifications for positions that provide direct service to children or vulnerable adults for:

6.2.1 Any person who applies for a contract with this State and that person�s employees;

6.2.2 All employees of a contractor;

6.2.3 A subcontractor of a contractor and the subcontractor�s employees; and

6.2.4 Prospective employees of the contractor or subcontractor at the request of the prospective employer.

6.3 Volunteers who provide direct services to children or vulnerable adults shall have a Central Registry Background Check which is to be used as a factor to determine qualifications for volunteer positions.

6.3.1 A person who is disqualified because of a Central Registry Background Check may apply to the

Board of Fingerprinting for a Central Registry exception pursuant to A.R.S. § 41-619.57. A person who is granted a Central Registry exception pursuant to A.R.S. § 41-619.57 is not entitled to a contract, employment, licensure, certification, or other benefit because the person has been granted a Central Registry exception.

6.3.2 Before being employed or volunteering in a position that provides direct services to children or vulnerable adults, persons shall certify within the web portal by the Department whether an allegation of abuse or neglect was made against them and was substantiated. The certifications are to be maintained as confidential.

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6.4 A person in receipt of the Central Registry Background Check may provide direct services to ADES clients if the certification states:

6.4.1 The person is not currently the subject of an investigation of child abuse or neglect in Arizona or another state or jurisdiction; and

6.4.2 The person has not been the subject of an investigation of child abuse or neglect in Arizona, or another state or jurisdiction, which resulted in a substantiated finding.

6.5 If the Central Registry Background Check specifies any disqualifying act and the person does not have a

Central Registry exception, the person shall be prohibited from providing direct services to ADES clients.

6.6 The Contractor shall maintain the Central Registry Background Check results and any related documents in a confidential file for five (5) years after termination of this Contract.

6.7 The Contractor shall require each employee to submit a Central Registry Background Check, and retain in a confidential file for five (5) years after termination of this Contract. The Centralized Background Checks web portal can be found at https://cbc.az.gov.

7. Certification of Cost or Pricing Data

By submittal of the offer, the Contractor is certifying that, to the best of the Contractor�s knowledge and belief, any cost or pricing data submitted is accurate, complete, and current as of the date submitted or other mutually agreed upon date. Furthermore, the price to the State shall be adjusted to exclude any significant amounts by which the State finds the price was increased because the cost or pricing data furnished by the Contractor was inaccurate, incomplete, or not current as of the date of certification. Such adjustment by the State may include overhead, profit, or fees. The certifying of cost or pricing data does not apply when contract rates are set by law or regulation.

8. Certification Regarding Lobbying

In addition to the Uniform Terms and Conditions, Section 7.11, the following shall apply:

8.1 The Contractor shall comply with P.L. 101-121, Section 319 (31 U.S.C. section 1352) as may be amended, and 29 C.F.R. Part 93 as may be amended which prohibit the use of federal funds for lobbying and which state, in part: Except with the express…