PH (IMA) 250014 Project Management Final.docx

PH RFQ 250014, Project Management Software

MARICOPA DEPARTMENT OF PUBLIC HEALTH

SERVICES QUICK QUOTE

PH RFQ 250014

Project Management Software

Notice is hereby given that Maricopa County is conducting this request for quote, electronically through an outside e-procurement platform, Bidnet Direct (formally known as Periscope S2G, BidSync) until 2:00 P.M. Phoenix Time (M.S.T.) on April 24th for PH RFQ 250014, Project Management Software for Maricopa County.

To participate in this bidding process, vendors shall register through our E-PROCUREMENT PLATFORM (https://bidnedirect.com/arizona/maricopacounty). Registration has no cost and will allow you to access all of the bid information, bid documents, receive bid notifications, and submit a response. ONLY RESPONSES THAT ARE SUBMITTED THROUGH BIDNET DIRECT (https://bidnetdirect.com/arizona/maricopacounty) AND CONTAIN ALL ITEMS LISTED IN SECTION 3.0 WILL BE REVIEWED AND CONSIDERED.

Bidders and Proposers are solely responsible for submitting bids, proposals, and any modifications or withdrawals, to be received at the time and designated location required by the solicitation (ITN, RFP, ROQ, RFQ, or any other solicitation notice). Any bid, proposal, modification, or withdrawal received after the designated time is “late” and will be rejected and not be evaluated per Paragraph MC1-320 of the Maricopa County Procurement Code.

For assistance with the e-procurement platform functionality, contact Bidnet Direct’s Vendor Support Department via phone or email, during regular business hours: 1-800-835-4603 and press option 2 or support@bidnet.com, or visit the Support Portal at https://idp.bidnetdirect.com. Any addenda to this Request for Quote will be posted on the Maricopa County Office of Procurement Services website under the solicitation serial number. This information will also be posted online at https://www.bidnetdirect.com/arizona/maricopacounty .

FAILURE TO REVIEW ANY ADDENDA DOES NOT NEGATE YOUR INITIAL OFFER AND HOLDS THE RESPONDENT RESPONSIBLE FOR ANY CHANGES PRIOR TO BID CLOSING.

NOTE: MARICOPA COUNTY PUBLISHES ITS SOLICITATIONS ONLINE AND THEY ARE AVAILABLE FOR VIEWING AND/OR DOWNLOADING AT THE FOLLOWING INTERNET ADDRESS:

https://www.bidnetdirect.com/arizona/maricopacounty

1.0 INTENT:

The Maricopa County Department of Public Health (MCDPH) is dedicated to promoting and protecting the health of its communities through a wide range of programs, services, and initiatives. Effective project and workflow management is integral to this mission, ensuring that resources are optimized, timelines are met, and high-quality outcomes are delivered. With numerous stakeholders, interdepartmental collaborations, and complex public health challenges, MCDPH relies on strong project management and process improvement practices to maintain efficiency, accountability, and transparency.

The Maricopa County Department of Public Health (MCDPH) is seeking a qualified vendor to provide a reliable project management software solution complemented by excellent customer support and comprehensive team training. The selected software must meet MCDPH’s specific needs as outlined in the Scope of Work, including features for task management, milestone tracking, visual project reporting, system integration, and resource coordination. MCDPH requires a robust, user-friendly, and feature-rich project management software system to streamline workflows, enhance communication, and improve project delivery outcomes.

This RFQ’s intent is to ensure that MCDPH partners with a vendor capable of delivering a solution that fosters internal and external collaboration, enhances operational efficiency, and provides an intuitive user experience. By equipping staff with the right tools, MCDPH aims to continue advancing its mission of promoting and protecting community health in Maricopa County.

The cost should include licenses for at least 300 simultaneous users, with options for adding users beyond the original scope.

2.0 SCOPE OF WORK:

The successful contractor shall provide a reliable software system, timely customer service and comprehensive team training.

2.1 The Project Management Software shall possess the following functionalities and features:

Must Have:

2.1.1 Ability to track day to day progress by providing updates on tasks and deliverables

2.1.2 Ability to send notifications and communications of project changes

2.1.3 Ability to set due dates for activities, project tasks, and milestones with notifications and reminders

2.1.4 Ability to assign and unassign users across teams and programs to activities

2.1.5 Capability to integrate with secondary applications (OnBase, REDCap, Microsoft, Envisio)

2.1.6 Visual management of project information and project health, including progress toward various milestones (Gantt, Kanban, dashboards, timelines, list)

2.1.7 Ability to organize projects by milestones and prioritization of tasks

2.1.8 Easy to use platform with technical assistance and training resources

2.1.9 Auto-built system with templates for different types of projects and workflows

2.1.10 Ability to have all levels of tasks feed into a portfolio for portfolio management

2.1.11 Multiple levels of user access with ability to limit what certain users can see and edit

2.1.12 Ability to handle a minimum of 300 simultaneous users, with simple process for adding additional licenses, transferring licenses, and removing licenses

2.1.12.1 Any planned maintenance of the software that will restrict user access, must be communicated at least 48 hours in advance

Prefer To Have:

2.1.13 Ability to cross-collaborate with internal and external partners

2.1.14 Ability for secure API integration and data export to external sources

2.1.15 Ability to track resources and supplies

2.1.16 Ability to manage files

2.1.17 24/7 access to application from desktop, web, and phone

2.1.18 Internal communication features within activities and tasks

2.1.19 Ability to create and utilize automation functions

2.1.20 Ability to organize and manage users by program, office, or team

Nice to Have:

2.1.21 Ability for mapping capability

2.1.22 Confidentiality of EMR data

2.1.23 Levels of user access with ability to limit what certain users can see and edit, different user types

2.1.24 Ability to create and use meeting agendas

2.1.25 Ability to generate performance reports with metrics on workflows, including information on turnaround and cycle time, error rates, delays, and escalations

2.2 Technical Specifications

2.2.1 The platform shall be an online portal/cloud-based system

2.2.2 User administration shall include among other functionalities, adding, removing, authorizing, and creating rights or groups and assigning permissions for users

2.2.3 The platform shall allow for project setup, management, closure and reporting as well as workflow setup, management, and reporting

2.2.4 Installation, configuration, and support of the basic functionality of the platform shall be maintained by the Contractor

2.2.5 Upgrades, patches, and fixed to the platform shall be the responsibility of the Contractor

2.2.6 Uptime and access to the platform information shall be provided by Contractor on a schedule mutually acceptable to Contractor and MCDPH

2.2.7 The platform shall allow for constant online functionality, with 24/7 access and use, - excluding scheduled downtime

2.2.8 Contractor shall provide all cybernetwork safety precautions including protection of the platform and all users from any malware, malicious software, viruses, and unauthorized access from individuals

2.2.9 The platform shall allow data to be extracted for use by MCDPH in any capacity deemed necessary

2.2.9.1 Data export functionality shall include common data analysis packages including Excel, SAS, Stata, R, or SPSS for analysis. Data extraction can be extracted to Excel, .csv, or another standardized format

2.2.9.2 Data, records, reports, and all other information generated for MCDPH as the result of this contract are the property of MCDPH and shall be provided in a format as designated above and shall remain accessible to MCDPH into perpetuity

2.2.10 Platform shall include tools that assist with project management, including:

2.2.10.1 Scheduling events, triggers, appointments, reminders, and project tasks

2.2.11 The platform shall comply with the Maricopa County’s Office of Enterprise Technology (OET) security standards

2.2.11.1 The platform shall have and maintain compliance with such standards as Health Information Portability and Accountability Act (HIPAA) and be able to provide information that supports compliance

2.2.12 The system shall have and maintain a demonstrable security program such as FedRAMP, StateRAMP, HITRUST Common Security Framework, Electronic Healthcare Network Accreditation Commission (EHNAC), or another comparable security framework

2.3 Contractor Shall:

2.3.1 Provide access to Project Management Software within 2 months of contract execution

2.3.2 Provide system set-up and implementation in collaboration with MCDPH staff within 3 months of contract execution, including the migration of current project management plans into the system

2.3.3 Provide training and onboarding to end users to ensure ease of use for MCDPH staff within 3 months of contract execution, including live trainings and supplemental training guides and resources

2.3.3.1 Provide follow-up training and support as needed

2.3.4 Provide remote technical support and assistance, responding to customer requests within one business day and offering live assistance as needed

2.3.4.1 Assistance may include, but is not limited to, guidance with setting up projects, workflows, and automations, providing expert recommendations and troubleshooting in real-time

2.3.5 Provide limited or nominal updates to the Project Management Software to ensure access to and use of the latest version release for the duration of the contract

3.0 EVALUATION OF PROPOSAL – SELECTION FACTORS:

The evaluation of responses will be based on the following items listed in descending order of importance:

3.1 System Functionality, Capabilities, and Ease of Use (50 points)

3.1.1 System capabilities meet all “Must Have” features listed

3.1.2 Clarity and intuitiveness of the user interface

3.1.3 Number of plans and users

3.2 Customization and adaptability for diverse user needs (25 points)

3.2.1 Types of data integration and exporting that is supported by the system

3.2.2 Variety of reporting features

3.2.3 Types of user access and method of managing users

3.2.4 Usability for workflow and project management

3.2.5 Level of technical support and training provided as needed

3.3 Billing Rates/Cost (15 points)

3.3.1 Standard billing rates, including any rates for additional services post implementation

3.4 Previous Experience (10 Points)

3.4.1 Evidence of prior success implementing project and workflow management software with government and health-related systems

Award will be made to the proposal(s) that represents the best value to the County, price and other factors considered. The County reserves the right to award in whole or in part, by item or group of items, or make multiple awards, where such action serves the County’s best interest.

4.0 RESPONSE:

4.1 To aid in the evaluation, it is desired that all proposals follow the same general format. The proposal must have sections as described below. Please submit your entire response in one single document uploaded as a pdf or Word file to https://bidnetdirect.com/arizona/maricopacounty. The response should be specific and complete in every detail. It should be practical and provide a straightforward, concise delineation of capabilities to satisfactorily perform the services being sought.

4.1.1 Letter of Introduction

4.1.2 Proposal – This section shall address how you intend to perform the services contained herein. Include a proposed timeline.

4.1.3 Qualifications – This section shall describe your abilities and previous experience related to the services described.

4.1.4 Compensation - This section shall detail the total expected budget that would be inclusive of all costs. Include a proposed payment schedule tied to specific deliverables.

4.1.5 Attachment A – Pricing Sheet – This shall include all costs for the 2-year period including; licenses, renewals, etc. If known, also provide anticipated costs for years 3-5, should there be extensions.

4.1.6 Attachment B - List of references. References provided should demonstrate work completed of similar size and scope.

4.1.7 Attachment C – Sole Proprietor Waiver (if required)

4.1.8 Signed Agreement

4.2 Bidders should not necessarily limit the response to the performance of the services in accordance with this request for quote but should outline any additional services or requirements and their associated costs if the Bidder deems them necessary to accomplish the intent or will enhance the capabilities of the service being sought. Such response shall be identified as an alternative response to the requirements as outlined in this request for quote.

TERMS & CONDITIONS

1.0 The Maricopa County Procurement Code (“The Code”) (http://www.maricopa.gov/685/Procurement-Code) governs this procurement and is hereby incorporated. Any protest concerning this Quote must be filed with the Maricopa County Department of Public Health (MCDPH) Procurement Officer in accordance with Section MC1-905 of the Code. Also, Maricopa County posts general terms and conditions on its web site (http://www.maricopa.gov/2087/Procurement-Services), and those applicable terms and conditions are also incorporated by reference.

1.1 Request for Quotes may be modified prior to opening by addenda. Addenda are included in an updated quote document. It is the sole responsibility of any bidder to ensure that it has any and all addenda.

1.2 Maricopa County advises that prospective bidders periodically check the websites, including but not limited to Bidnet Direct, and/or other County links for modifications to bid documents. Maricopa County is not responsible for a prospective bidder's misunderstanding of the bid solicitation or nonresponsive bid due to failure to check these websites for updates or amendments to bid documents, and/or other information regarding the bid solicitations. Failure to periodically check these websites will be at the bidder's sole risk.

1.3 The information published and/or responded to on these websites is public information. Confidential questions/issues/concerns should be directed to the MCDPH Procurement Officer.

2.0 ORDERING AUTHORITY:

Any request for purchase of services shall be accompanied by a valid purchase order issued by Office of Procurement Services, a Purchase Order issued by the using Department, or direction by a Certified Agency Procurement Aid (CAPA) with a Purchase Card for payment.

3.0 SPECIAL TERMS & CONDITIONS:

3.1 TERM:

All awards resulting from award of this request for quotes are for two (2) years, with options to extend.

3.2 OPTION TO EXTEND:

Subject to availability of funds and acceptable Contractor performance, the Contractor hereby acknowledges and agrees that the County shall have the right to extend this Contract for additional periods, not to exceed a total term of five (5) years from the original effective date, except that cost will be subject to renegotiation. Any extension of Contract period must be mutually acceptable to the County and the Contractor and signed by both parties in writing.

3.3 SUSPENSION OF WORK:

The Procurement Officer may order the Contractor, in writing, to suspend, delay, or interrupt all or any part of the work of this contract for the period of time that the Procurement Officer determines appropriate for the convenience of the County. No adjustment shall be made under this clause for any suspension, delay, or interruption to the extent that performance would have been so suspended, delayed, or interrupted by any other cause, including the fault or negligence of the Contractor. No request for adjustment under this clause shall be granted unless the claim, in an amount stated, is asserted in writing as soon as practicable after the termination of the suspension, delay, or interruption, but not later than the date of final payment under the contract.

3.4 STOP WORK ORDER:

The Procurement Officer may, at any time, by written order to the Contractor, require the Contractor to stop all, or any part, of the work called for by this contract for a period of 90 days after the order is delivered to the Contractor, and for any further period to which the parties may agree. The order shall be specifically identified as a stop work order issued under this clause. Upon receipt of the order, the Contractor shall immediately comply with its terms and take all reasonable steps to minimize the incurrence of costs allocable to the work covered by the order during the period of work stoppage. Within a period of 90 days after a stop-work is delivered to the Contractor, or within any extension of that period to which the parties shall have agreed, the Procurement Officer shall either— 1.0 2.0 3.0 4.0 5.0 5.1

3.4.1 Cancel the stop-work order; or

3.4.2 Terminate the work covered by the order as provided in the Default, or the Termination for Convenience of the County clause of this contract.

3.4.3 The Procurement Officer may make an equitable adjustment in the delivery schedule and/or contract price, or otherwise, and the contract shall be modified, in writing, accordingly, if the Contractor demonstrates that the stop work order resulted in an increase in costs to the Contractor.

3.5 RIGHTS IN DATA:

The County shall have the use of data and reports resulting from a Contract without additional cost or other restriction except as may be established by law or applicable regulation. Each party shall supply to the other party, upon request, any available information that is relevant to a Contract and to the performance thereunder.

3.6 TERMINATION FOR DEFAULT:

The County may, by written notice of default to the Contractor, terminate this contract in whole or in part if the Contractor fails to:

3.6.1 Deliver the supplies or to perform within the time specified in this contract or any extension;

3.6.2 Make progress, so as to endanger performance of this contract; or

3.6.3 Perform any of the other provisions of this contract.

3.6.4 The County’s right to terminate this contract under these subparagraphs may be exercised if the Contractor does not cure such failure within 10 days (or more if authorized in writing by the County) after receipt of the notice from the Procurement Officer specifying the failure.

3.7 STATUTORY RIGHT OF CANCELLATION FOR CONFLICT OF INTEREST:

Notice is given that pursuant to A.R.S. § 38-511 the County may cancel any Contract without penalty or further obligation within three years after execution of the contract, if any person significantly involved in initiating, negotiating, securing, drafting or creating the contract on behalf of the County is at any time while the Contract or any extension of the Contract is in effect, an employee or agent of any other party to the Contract in any capacity or consultant to any other party of the Contract with respect to the subject matter of the Contract. Additionally, pursuant to A.R.S § 38-511 the County may recoup any fee or commission paid or due to any person significantly involved in initiating, negotiating, securing, drafting or creating the contract on behalf of the County from any other party to the to the contract arising as the result of the Contract.

3.8 NON-DISCRIMINATION:

CONTRACTOR agrees to comply with all provisions and requirements of Arizona Executive Order 2009-09 including flow down of all provisions and requirements to any subcontractors. Executive Order 2009-09 supersedes Executive order 99-4 and amends Executive order 75-5 and may be viewed and downloaded at the Governor of the State of Arizona’s website http://azmemory.azlibrary.gov/cdm/singleitem/collection/execorders/id/680/rec/1 which is hereby incorporated into this contract as if set forth in full herein. During the performance of this contract, CONTRACTOR shall not discriminate against any employee, client or any other individual in any way because of that person’s age, race, creed, color, religion, sex, disability or national origin.

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4.0 INVOICES AND PAYMENTS:

4.1 The Contractor shall submit one (1) legible copy of their detailed invoice before payment(s) can be made. At a minimum, the invoice must provide the following information:

4.1.1 Company name, address and contact

4.1.2 County bill-to name and contact information

4.1.3 Quote Number

4.1.4 County purchase order number

4.1.5 Invoice number and date

4.1.6 Payment terms

4.1.7 Date of service or delivery

4.1.8 Quantity (number of days or weeks)

4.1.9 Description of Purchase (product or services)

4.1.10 Pricing per unit of purchase

4.1.11 Extended price

4.1.12 Total Amount Due

4.1.12.1 Problems regarding billing or invoicing shall be directed to the using agency as listed on the Purchase Order.

4.1.12.2 Payment shall be made to the Contractor by Accounts Payable through the Maricopa County Vendor Express Payment Program. This is an Electronic Funds Transfer (EFT) process. After Quote Award the Contractor shall complete the Vendor Registration Form located on the County Department of Finance Vendor Registration Web Site (https://azdom-vss-ext.hostams.com/PRDVSS2X1/Advantage4).

4.1.12.3 Payment: The County’s preferred method of payment is a government issued MasterCard (p-card). If a vendor does not accept p-card, payment will be made through made to the Contractor by Accounts Payable through the Maricopa County Vendor Express Payment Program. This is an Electronic Funds Transfer (EFT) process.

4.1.12.4 Contractors shall complete the Vendor Registration Form, and EFT Registration forms located on the County Department of Finance Vendor Registration Web Site (https://azdom-vss-ext.hostams.com/PRDVSS2X1/Advantage4).

4.1.12.5 Payments to the routing and account numbers designated by the Contractor will include the details on the specific invoices that the payment covers. The Contractor is required to discuss remittance delivery capabilities with their designated financial institution for access to those details.

4.1.12.6 EFT payments to the routing and account numbers designated by the Contractor will include the details on the specific invoices that the payment covers. The Contractor is required to discuss remittance delivery capabilities with their designated financial institution for access to those details.

5.0 TAXES:

The County is subject to all applicable state and local transaction privilege taxes. All applicable taxes shall be identified as a separate item offered in the Solicitation. When applicable, the tax rate and amount shall be identified on the price sheet. There shall be no tax levied against labor. Tax is not a determining factor in evaluating price.

6.0 TAX (SERVICES):

No tax shall be levied against labor. It is the responsibility of the Contractor to determine any and all taxes and include the same in proposal price.

7.0 AMENDMENTS:

All amendments to this Quote shall be in writing, approved and sent out via BIDNET DIRECT as an Addendum. MCDPH Procurement Officer shall be responsible for approving all amendments for Maricopa County.

8.0 PRICE ADJUSTMENTS:

Any requests for reasonable price adjustments must be submitted sixty (60) days prior to any annual anniversary or bi-annual date etc. Requests for adjustment in cost of labor and/or materials must be supported by appropriate documentation. If County agrees to the adjusted price terms, County shall issue written approval of the change. The reasonableness of the request will be determined by comparing the request with the Consumer Price Index or by performing a market survey.

9.0 PUBLIC RECORD:

Under Arizona law, all Offers submitted and opened are public records and must be retained by the Records Manager at MCDPH. Offers shall be open to public inspection and copying after Contract award and execution, except for such Offers or sections thereof determined to contain proprietary or confidential information by the MCDPH Procurement Officer. If an Offeror believes that information in its Offer or any resulting Contract should not be released in response to a public record request under Arizona law, the Offeror shall indicate the specific information deemed confidential or proprietary and submit a statement with its offer detailing the reasons that the information should not be disclosed. Such reasons shall include the specific harm or prejudice which may arise from disclosure. The MCDPH Procurement Officer shall determine whether the identified information is confidential pursuant to the Maricopa County Procurement Code.

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10.0 FEDERAL IMMIGRATION AND NATIONALITY ACT:

By signing of the Offer, the Offeror warrants that both it and all proposed subcontractors are in compliance with federal immigration laws and regulations (FINA) relating to the immigration status of their employees. The County may, at its sole discretion require evidence of compliance during the evaluation process. Should the County request evidence of compliance, the Offeror shall have five days from receipt of the request to supply adequate information. Failure to comply with this instruction or failure to supply requested information within the timeframe specified shall result in the Offer not being considered for award.

11.0 UNIFORM ADMINISTRATIVE REQUIREMENTS:

By entering into this Contract, the Contractor agrees to comply with all applicable provisions of Title 2, Subtitle A, Chapter II, PART 200—UNIFORM ADMINISTRATIVE REQUIREMENTS, COST PRINCIPLES, AND AUDIT REQUIREMENTS FOR FEDERAL AWARDS contained in Title 2 C.F.R. § 200 et seq.

12.0 NON-COLLUSION, EMPLOYMENT, AND SERVICES:

By signing the Offer and Acceptance form or other official contract form, the Offeror certifies that the Offeror did/does not:

12.1 engage in collusion or other anti-competitive practices in connection with the preparation or submission of its Offer; and

12.2 discriminate against any employee or applicant for employment or person to whom it provides services because of race, color, religion, sex, national origin, or disability, and that it complies with an applicable

13.0 INDEMNIFICATION:

13.1 To the fullest extent permitted by law, Contractor shall defend, indemnify, and hold harmless County, its agents, representatives, officers, directors, officials, and employees from and against all claims, damages, losses and expenses, including, but not limited to, attorney fees, court costs, expert witness fees, and the cost of appellate proceedings, relating to, arising out of, or alleged to have resulted from the negligent acts, errors, omissions, mistakes or malfeasance relating to the performance of this Quote. Contractor’s duty to defend, indemnify and hold harmless County, its agents, representatives, officers, directors, officials, and employees shall arise in connection with any claim, damage, loss or expense that is caused by any negligent acts, errors, omissions or mistakes in the performance of this Quote by the Contractor, as well as any person or entity for whose acts, errors, omissions, mistakes or malfeasance Contractor may be legally liable.

13.2 The amount and type of insurance coverage requirements set forth herein will in no way be construed as limiting the scope of the indemnity in this paragraph.

13.3 The scope of this indemnification does not extend to the sole negligence of County.

14.0 INSURANCE:

14.1 Contractor, at Contractor’s own expense, shall purchase and maintain the herein stipulated minimum insurance from a company or companies duly licensed by the State of Arizona and possessing a current A.M. Best, Inc. rating of B++, VII or higher. In lieu of State of Arizona licensing, the stipulated insurance may be purchased from a company or companies, which are authorized to do business in the State of Arizona, provided that said insurance companies meet the approval of County. The form of any insurance policies and forms must be acceptable to County.

14.1.1 All insurance required herein shall be maintained in full force and effect until all work or service required to be performed under the terms of the Quote is satisfactorily completed and formally accepted. Failure to do so may, at the sole discretion of County, constitute a material breach of this Quote.

14.1.2 Contractor’s insurance shall be primary insurance as respects County, and any insurance or self-insurance maintained by County shall not contribute to it.

14.1.3 Any failure to comply with the claim reporting provisions of the insurance policies or any breach of an insurance policy warranty shall not affect the County’s right to coverage afforded under the insurance policies.

14.1.4 The insurance policies may provide coverage that contains deductibles or self-insured retentions. Such deductible and/or self-insured retentions shall not be applicable with respect to the coverage provided to County under such policies. Contractor shall be solely responsible for the deductible and/or self-insured retention and County, at its option, may require Contractor to secure payment of such deductibles or self-insured retentions by a surety bond or an irrevocable and unconditional letter of credit.

14.1.5 County reserves the right to request and to receive, within 10 working days, certified copies of any or all of the herein required insurance certificates. County shall not be obligated to review policies and/or endorsements or to advise Contractor of any deficiencies in such policies and endorsements, and such receipt shall not relieve Contractor from, or be deemed a waiver of County’s right to insist on strict fulfillment of Contractor’s obligations under this Quote.

14.1.6 The insurance policies required by this Quote, except Workers’ Compensation shall name County, its agents, representatives, officers, directors, officials and employees as Additional Insured’s.

14.1.7 The policies required hereunder, except Workers’ Compensation, and Errors and shall contain a waiver of transfer of rights of recovery (subrogation) against County, its agents, representatives, officers, directors, officials and employees for any claims arising out of Contractor’s work or service.

14.2 COMMERCIAL GENERAL LIABILITY:

Commercial General Liability insurance and, if necessary, Commercial Umbrella insurance with a limit of not less than $1,000,000 for each occurrence, $1,000,000 Products/Completed Operations Aggregate, and $2,000,000 General Aggregate Limit. The policy shall include coverage for bodily injury, broad form property damage, personal injury, products and completed operations and blanket contractual coverage, and shall not contain any provision which would serve to limit third party action over claims. There shall be no endorsement or modification of the CGL limiting the scope of coverage for liability arising from explosion, collapse, or underground property damage.

14.3 AUTOMOBILE LIABILITY:

Commercial/Business Automobile Liability insurance and, if necessary, Commercial Umbrella insurance with a combined single limit for bodily injury and property damage of not less than $1,000,000 each occurrence with respect to any of the Contractor’s owned, hired, and non-owned vehicles assigned to or used in performance of the Contractor’s work or services under this Quote.

14.4 WORKERS’ COMPENSATION:

Workers’ Compensation insurance to cover obligations imposed by federal and state statutes having jurisdiction of Contractor’s employees engaged in the performance of the work or services under this Quote; and Employer’s Liability insurance of not less than $500,000 for each accident, $500,000 disease for each employee, and $500,000 disease policy limit.

Contractor waives all rights against County and its agents, officers, directors and employees for recovery of damages to the extent these damages are covered by the Workers’ Compensation and Employer’s Liability or commercial umbrella liability insurance obtained by Contractor pursuant to this Quote.

14.5 CERTIFICATES OF INSURANCE:

14.5.1 Prior to Contract award, Contractor shall furnish the County with valid and complete certificates of insurance, or formal endorsements as required by the Contract in the form provided by the County, issued by Contractor’s insurer(s), as evidence that policies providing the required coverage, conditions and limits required by this Contract are in full force and effect. Such certificates shall identify this contract number and title.

14.5.2 In the event any insurance policy (ies) required by this contract is (are) written on a “claims made” basis, coverage shall extend for two years past completion and acceptance of Contractor’s work or services and as evidenced by annual Certificates of Insurance.

14.5.3 If a policy does expire during the life of the Contract, a renewal certificate must be sent to County fifteen (15) days prior to the expiration date.

14.6 CANCELLATION AND EXPIRATION NOTICE.

Insurance required herein shall not be permitted to expire, be canceled, or materially changed without thirty (30) days prior written notice to the County.

15.0 CHANGES OR ADDITIONS/DELETIONS OF SERVICE:

The MCDPH Procurement Officer, by written order, may make changes within the general scope of this Contract in any one or more of the following areas:

15.1 Work Statement activities reflecting changes in the scope of services, Funding Source or County regulations, policies or requirements.

15.2 Administrative requirements such as changes in reporting periods, frequency of reports, or report formats required by funding source or County regulations, policies or requirements.

15.3 If a requirement is deleted, payment to the Contractor will be reduced proportionately to the amount of service reduced in accordance with the proposal price.

15.4 If additional services are required from this Contract, prices for such additions will be negotiated between the Contractor and the County

15.5 Additionally, such Order will not direct substantive changes in services to be rendered by the Contractor.

16.0 AVAILABILITY OF FUNDS:

16.1 The provisions of this Contract relating to payment for services shall become effective when funds assigned for the purpose of compensating the Contractor as herein provided are actually available to County for disbursement. The County shall be the sole judge and authority in determining the availability of funds under this Contract. County shall keep the Contractor fully informed as to the availability of funds.

16.2 If any action is taken by any state agency, Federal department or any other agency or instrumentality to suspend, decrease, or terminate its fiscal obligations under, or in connection with, this Contract, County may amend, suspend, decrease, or terminate its obligations under, or in connection with, this Contract. In the event of termination, County shall be liable for payment only for services rendered prior to the effective date of the termination, provided that such services are performed in accordance with the provisions of this Contract. County shall give written notice of the effective date of any suspension, amendment, or termination under this Section, at least ten (10) days in advance.

17.0 TERMINATION FOR CONVENIENCE:

Maricopa County may terminate the resultant Quote for convenience by providing thirty (30) calendar days advance notice to the Contractor.

18.0 ISRAEL BOYCOTT:

By submitting this proposal, the Contractor certifies that they are in compliance with Article 9, Arizona Revised Statutes Section 35-393 et seq.

19.0 EMPLOYMENT VERIFICATION

19.1 VERIFICATION REGARDING COMPLIANCE WITH ARIZONA REVISED STATUTES §41-4401 AND FEDERAL IMMIGRATION LAWS AND REGULATIONS:

19.1.1 By submitting this Quote, the Contractor warrants compliance with the Immigration and Nationality Act (INA using E-Verify) and all other federal immigration laws and regulations related to the immigration status of its employees and A.R.S. §23-214(A). The contractor shall obtain statements from its subcontractors certifying compliance and shall furnish the statements to the Procurement Officer upon request. These warranties shall remain in effect through the term of the Quote. The Contractor and its subcontractors shall also maintain Employment Eligibility Verification forms (I-9) as required by the Immigration Reform and Control Act of 1986, as amended from time to time, for all employees performing work under the Quote and verify employee compliance using the E-Verify system and shall keep a record of the verification for the duration of the employee’s employment or at least three years, whichever is longer. I-9 forms are available for download at USCIS.GOV.

19.1.2 The County retains the legal right to inspect contractor and subcontractor employee documents performing work under this Quote to verify compliance with paragraph 11.1.1 of this Section. Contractor and subcontractor shall be given reasonable notice of the County’s intent to inspect and shall make the documents available at the time and date specified. Should the County suspect or find that the Contractor or any of its subcontractors are not in compliance, the County will consider this a material breach of the Quote and may pursue any and all remedies allowed by law, including, but not limited to: suspension of work, termination of the Quote for default, and suspension and/or debarment of the Contractor. All costs necessary to verify compliance are the responsibility of the Contractor.

20.0 ACCESS TO AND RETENTION OF RECORDS FOR THE PURPOSE OF AUDIT AND/OR OTHER REVIEW:

20.1 In accordance with section MCI-371 of the Maricopa County Procurement Code the Contractor agrees to retain all books, records, accounts, statements, reports, files, and other records and back-up documentation relevant to this Quote for six (6) years after final payment or until after the resolution of any audit questions which could be more than six (6) years, whichever is latest. The County, Federal or State auditors and any other persons duly authorized by the Department shall have full access to, and the right to examine copy and make use of, any and all said materials.

20.2 If the Contractor’s books, records, accounts, statements, reports, files, and other records and back-up documentation relevant to this Quote are not sufficient to support and document that requested services were provided, the Contractor shall reimburse Maricopa County for the services not so adequately supported and documented.

21.0 INFLUENCE:

As prescribed in MC1-1202 of the Maricopa County Procurement Code, any effort to influence an employee or agent to breach the Maricopa County Ethical Code of Conduct or any unethical conduct may be grounds for Disbarment or Suspension under MC1-902.

An attempt to influence includes, but is not limited to:

21.1 A Person offering or providing a gratuity, gift, tip, present, donation, money, entertainment or educational passes or tickets, or any type valuable contribution or subsidy,

21.2 That is offered or given with the intent to influence a decision, obtain a Quote, garner favorable treatment, or gain favorable consideration of any kind.

If a Person attempts to influence any employee or agent of Maricopa County, the Chief Procurement Officer, or his designee, reserves the right to seek any remedy provided by the Maricopa County Procurement Code, any remedy in equity or in the law, or any remedy provided by this Quote.

22.0 CERTIFICATION REGARDING DEBARMENT AND SUSPENSION:

22.1 The undersigned (authorized official signing on behalf of the Contractor) certifies to the best of his or her knowledge and belief that the Contractor, it’s current officers and directors;

22.1.1 are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from being awarded any contract or grant by any United States Department or Agency or any state, or local jurisdiction;

22.1.2 have not within three (3) year period preceding this Contract;

22.1.2.1 been convicted of fraud or any criminal offense in connection with obtaining, attempting to obtain, or as the result of performing a government entity (Federal, State or local) transaction or contract; and

22.1.2.2 been convicted of violation of any Federal or State antitrust statues or conviction for embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property regarding a government entity transaction or contract;

22.1.2.3 are not presently indicted or criminally charged by a government entity (Federal, State or local) with commission of any criminal offenses in connection with obtaining, attempting to obtain, or as the result of performing a government entity public (Federal, State or local) transaction or contract; and are not presently facing any civil charges from any governmental entity regarding obtaining, attempting to obtain, or from performing any governmental entity contract or other transaction; and have not within a three (3) year period preceding this Contract had any public transaction (Federal, State or local) terminated for cause or default.

22.1.3 If any of the above circumstances described in the paragraph are applicable to the entity submitting a bid for this requirement, include with your bid an explanation of the matter including any final resolution.

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

23.0 WRITTEN CERTIFICATION PURSUANT to A.R.S. § 35-393.01:

If Contractor engages in for-profit activity and has 10 or more employees, and if this agreement has a value of $100,000 or more, Contractor certifies it is not currently engaged in, and agrees for the duration of this agreement to not engage in, a boycott of goods or services from Israel. This certification does not apply to a boycott prohibited by 50 U.S.C. § 4842 or a regulation issued pursuant to 50 U.S.C. § 4842.

24.0 WRITTEN CERTIFICATION PURSUANT to A.R.S. § 35-394:

Contractor warrants and certifies that it does not currently, and agrees for the duration of the Agreement, that it will not use:

1. the forced labor of ethnic Uyghurs in the People's Republic of China,

1. any goods or services produced by the forced labor of ethnic Uyghurs in the People's Republic of China,

1. any contractors, subcontractors or suppliers that use the forced labor or any goods or services produced by the forced labor of ethnic Uyghurs in the People's Republic of China.

If Contractor becomes aware during the term of this Agreement that the Contractor is not in compliance with this paragraph, Contractor shall notify the County within five business days after becoming aware of the noncompliance. If the Contractor fails to provide a written certification to the County that the Contractor has remedied the noncompliance within 180 days after notifying the County of its noncompliance, then the agreement terminates, except that if the agreement termination date occurs before the end of the 180-day period, the agreement terminates on the agreement termination date.

ATTACHMENT A

PRICING SHEET

BIDDER NAME:

F.I.D./VENDOR #:

BIDDER ADDRESS:

P.O. ADDRESS:

BIDDER PHONE #:

BIDDER FAX #:

COMPANY WEB SITE:

COMPANY CONTACT (REP):

E-MAIL ADDRESS (REP):

PAYMENT TERMS: Net 30

COMPENSATION/FEES: TOTAL 2-YEAR COST

Respondent's signature below indicates understanding and agreement to perform the services outlined in the Request for Quote indicated above for the total amount they have listed above.

Signature (REQUIRED) Date

ATTACHMENT B

PROPOSER REFERENCES

1. NAME:

ADDRESS:

CONTACT PERSON:

TELEPHONE:

2. NAME:

ADDRESS:

CONTACT PERSON:

TELEPHONE:

3. NAME:

ADDRESS:

CONTACT PERSON:

TELEPHONE:

ATTACHMENT C

SOLE PROPRIETOR WAIVER

MARICOPA COUNTY RISK MANAGEMENT

222 North Central Avenue, Suite 1110 Phoenix, Arizona 85004

NOTE: THIS FORM APPLIES ONLY TO MARICOPA COUNTY DEPARTMENTS, DISTRICTS, BOARDS, COMMISSIONS AND UNIVERSITIES UTILIZING SOLE PROPRIETORS WITH NO EMPLOYEES. IF YOU ARE CONTRACTING WITH A CORPORATION, LIMITED LIABILITY COMPANY, PARTNERSHIP OR SOLE PROPRIETORS WITH EMPLOYEES, THIS FORM DOES NOT APPLY.

The following is a written waiver under the compulsory Workers’ Compensation laws of the State of Arizona, A.R.S. §23-901 (et. seq.), and specifically, A.R.S. §23-961(L), that provides that a Sole Proprietor may waive his/her rights to Workers’ Compensation coverage and benefits.

I am a sole proprietor and I am doing business as (name of Sole Proprietor’s Business). I am performing work as an independent contractor for Maricopa County. I am not the employee of Maricopa County for Workers’ Compensation purposes and, therefore, I am not entitled to Workers’ Compensation benefits from Maricopa County.

I understand that if I have any employees working for me, I must maintain Workers’ Compensation insurance on them.

Name of Sole Proprietor Social Security Number Telephone Number

Street Address / P.O. Box City State Zip Code

Signature of Sole Proprietor Date

Maricopa County Department of Public Health:

Cheryl Bucalo, Procurement Officer Date

Both signatures must be present and the completed form submitted by the Procurement Officer to Maricopa County Risk Management, 222 North Central Avenue, Suite 1110, Phoenix, AZ 85004. An authorized Risk Management Representative will sign and return to the Maricopa County Department of Public Health to be maintained in their records.

Signature of Risk Management Representative Date

AGREEMENT

Contractors hereby certify that they have read, understand, and agree that acceptance by Maricopa County of the Contractor’s offer by the issuance of a Purchase Order or a Contract will create a binding Contract. Further, they agree to fully comply with all terms and conditions as set forth in the Maricopa County Procurement Code, and amendments thereto, together with the specifications and other documentary forms herewith made a part of this specific procurement.

BY SIGNING THIS AGREEMENT THE SUBMITTING FIRM OR INDIVIDUAL CERTIFIES THAT THEY HAVE REVIEWED THE ADMINISTRATIVE INFORMATION AND CONTRACTUAL TERMS AND CONDITIONS LOCATED AT http://www.maricopa.gov/DocumentCenter/View/6453 AND AGREE TO BE CONTRACTUALLY BOUND TO THEM.

BIDDER NAME OR FIRM SUBMITTING RESPONSE MARICOPA COUNTY VENDOR REGISTRATION #

PRINTED NAME AND TITLE AUTHORIZED SIGNATURE

ADDRESS TELEPHONE FAX #

CITY STATE ZIP DATE

WEB SITE: EMAIL ADDRESS:

MARICOPA COUNTY TO COMPLETE THE FOLLOWING IF AWARDED:

CONTRACT NUMBER & DATE OF AWARD:

SIGNATURE OF MCDPH PROCUREMENT OFFICER:

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