SS26001_SS_Determination.pdf

Page 1 of 4 SPO Form 103 - Sole Source Procurement Authorization (Rev 12.05.23)

Procurement Determination:

Sole Source Authorization A.A.C. R2-7-E301

SECTIONS I THROUGH III MUST BE COMPLETED BY THE REQUESTOR

USE ADDITIONAL PAGE AS NECESSARY

SECTION I - State Governmental Unit Request

1. State Governmental Unit

2. Requestor 3. Email

4. Title 5. Telephone

SECTION II - Background

6. Service(s)/Material(s)

7. Supplier

8. Contract ID

9. Sole Source Type

10. Requesting Term 11. Estimated Cost

Arizona Department of Economic Security (ADES)

Angela Washington awashington@azdes.gov

Contracts Manager (480) 339-9867

$3,000,000

‐ Authorization request

Page 2 of 4 SPO Form 103 - Sole Source Procurement Authorization (Rev 12.05.23)

SECTION III - Justification

12. Rationale

13. Provide details of the procurement need, reason for the single source, and how the proposed procurement is advantageous to the State

‐ There is only a single source for the material(s) or service(s)

Page 3 of 4 SPO Form 103 - Sole Source Procurement Authorization (Rev 12.05.23)

14. Describe the procurement process, efforts to locate other sources/evidence of one source, and determination that the price is fair and reasonable. Include the sole source notice and number (BPM00XXXX) and attach a copy to the determination.

15. A notice was posted in the State's eProcurement system to registered vendors with an invite to comment on the sole-source request for three

(3) working days, and it was determined that no reasonable alternative source exists for the procurement need. A copy of the notice is attached.

16. Signature 17. Date of Request

In accordance with the Procurement Rules, the Arizona Uniform Terms and Conditions must be made a part of all Contracts. If you will be required to sign a software licensing agreement or sign any other agreement containing terms and conditions, these will need additional review to ensure that the terms and conditions do not invalidate the Arizona Uniform Terms and Conditions. Approval of this request does not allow for agencies to exceed their dollar acquisition amount of delegated authority.

9/19/25

Page 4 of 4 SPO Form 103 - Sole Source Procurement Authorization (Rev 12.05.23)

TO BE COMPLETED BY PROCUREMENT AUTHORITY

SECTION IV - Approval

18. Determination

19. Approved Expiration Date

20. Comments, conditions, or restrictions (as applicable)

21. Print Name 22. Title

23. Signature 24. Date of Approval

25. Use section as necessary

STATE GOVERNMENTAL UNIT NOTICE: This is an official written determination in response to a procurement authorization request.

A copy of the form shall be maintained by the State Governmental Unit and the State Procurement Office.

Upon completion, Requestor shall forward the signed form to the Contract Owner.

Contract Owner shall upload the signed approval version of this form in the eProcurement system.

If anticipated expenditure is above State Governmental Unit's delegation, forward document to SPOCompliance@azdoa.gov.

SS26001

6/30/2026

Yesenia Sandoval Chief Procurement Officer

09/22/2025

- Request Authorized Pursuant to R2-7-E301 https://azdesgov.na1.adobesign.com/verifier?tx=CBJCHBCAABAAq5RQH1ovt1QEEduJ_owuRM6mZldO8MEM

Sole Source Procurement Notification

Sole Source Request No.: BPM007175

Description: Civil Legal Aid – Statewide (Legal Assistance)

Updated: 03/2025 Available Online at https://app.az.gov Page 1 of 7

In accordance with the Arizona Revised Statutes § 41-2536, and the Arizona Administrative Code (“A.A.C.”) Section R2-7-E301, a Sole Source Procurement means a material or service procured without competition when; there is only a single source for the material or service, or no reasonable alternative source exists.

Therefore, a Sole Source Request is issued to registered suppliers to invite responses on the Sole Source Request that will be available for three working days. This request is an opportunity for suppliers to acknowledge if the requested services can be provided.

RESPONSES TO A SOLE SOURCE REQUEST ARE NOT OFFERS AND CANNOT BE ACCEPTED TO

FORM A BINDING CONTRACT.

INTRODUCTION

You are receiving this notification because your organization has designated the State’s eProcurement System, the Arizona Procurement Portal (APP) Commodity Code of 99104400 - Legal Services H035-00 and 99104403 – Legal Assistance as areas of service that your organization may be able to provide. The Arizona Department of Economic Security (ADES) is verifying a Sole Source for Civil Legal Aid – Statewide.

SOLE SOURCE REQUEST DUE

DATE/TIME: On or before September 12, 2025 at 3:00 P.M. local Arizona time

SUBMITTAL LOCATION

Submit via Arizona Procurement Portal (https://app.az.gov)

Note: Questions on how to submit the bid shall be directed to the Arizona Procurement Portal Help Desk at app@azdoa.gov or (602) 542-7600.

CONTACT PERSON:

Name: Miranda Riojas, Procurement Officer Tel. (602) 364-1931 Email: mriojas@azdes.gov

Please note that in order to retrieve the attachment for this Sole Source Request, suppliers are required to be registered in the State’s eProcurement system in order to submit a response. If you require any assistance with the registration process, contact the State’s eProcurement system Help Desk at (602) 542-7600 or (app@azdoa.gov).

Please download the Sole Source Request documents to your computer, save any information entered, and submit the completed information as a new attachment in the State’s eProcurement system (APP).

https://app.az.gov/ https://app.az.gov/ mailto:appsuppliers@azdoa.gov mailto:mriojas@azdes.gov

Updated: 03/2025 Available Online at https://app.az.gov Page 2 of 7

Scope of Work

1. Arizona Department of Economic Security (ADES) Mission and Vision Statement

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 of Contract

2.1. Purpose Statement: To provide statewide Civil Legal Aid to low-income Arizonans consistent with the terms and restrictions of the Legal Services Corporation as of Federal Fiscal Year 2025 and 2026.

2.2. Legal Authority: A.R.S. § 41-1954(A)(6) provides ADES, hereafter referred to as the Department, the authority to contract and incur obligations within the general scope of its activities and operations.

2.3. Funding: The funding source that will support this service is Arizona Senate Bill 1735.

3. Service Description

3.1. Taxonomy Definition: Legal Assistance- A service that provides consultation and representation of civil and legal matters.

3.2. Actual Service Description: Providing consultation, advice and representation regarding civil legal matters to protect the rights of low-income Arizonans. Services are statewide and may be provided directly and/or by subcontractors.

3.3. Service Eligibility Requirements/Target Population: Clients that receive services must meet eligibility requirements set forth by the Legal Services Corporation Grant Terms and Conditions.

3.4. Background: Civil legal aid is essential for low-income Arizonans who cannot afford an attorney but need support in navigating the civil legal system. This funding aims to improve the lives of Arizonans through legal representation and collaborative methods.

4. Definitions

4.1. Client: A person using consultation, advice, and representation of civil matters.

4.2. Civil Legal Aid: Legal representation, legal advice, self-help clinics, document preparation and guidance on filing documents, general court procedure and location information, referrals to local, state, and federal agencies, safety planning, assistance in accessing other needed services, and court accompaniment.

https://app.az.gov/ https://lsc-live.app.box.com/s/xe6yisj7wkccesvm1m0plxrhpcsu8bf9

Updated: 03/2025 Available Online at https://app.az.gov Page 3 of 7

4.3. Key Staff: Contractor program management and staff who submit reports and invoices to ADES.

4.4. Pro Bono: The offering of free legal services.

5. Contractor Requirements

The Contractor Shall:

5.1. Provide Civil Legal Aid in accordance with Arizona Rules of Professional Conduct, Arizona Supreme Court Rule 42, as may be amended.

5.2. Provide statewide direct one-on-one Civil Legal Aid to Clients.

5.3. Partner with agencies that currently provide free legal services, as referenced in the following:

https://azcourthelp.org/home/legal-aid-resources.

5.4. Provide all services in a culturally relevant and linguistically appropriate manner for the population to be served.

5.5. Provide services in accordance with the following goals:

5.5.1. Address the civil legal needs of low-income Arizonans;

5.5.2. Maximize the number of volunteer (Pro Bono) attorneys throughout the state who are trained to work with low-income households;

5.5.3. Provide public legal education and information to all Arizonans in a variety of mediums to increase understanding of civil legal rights; and

5.5.4. Create effective local response in rural, border communities and in Tribal areas.

5.6. Not utilize funding from this contract for any litigation against ADES.

5.7. Develop partnerships and network with related programs and community agencies to provide immediate resolution to Client issues and expand resources.

5.7.1. Network with social service professionals within communities to expand their means to receive and disseminate information about the service.

5.8. Provide services in a manner that ensures Client confidentiality.

5.9. Provide Client assistance in accessing public benefits and other needed services and making appropriate referrals to local, state, federal agencies, and other social service organizations.

5.10. File legal documents.

https://govt.westlaw.com/azrules/Document/NBF203A00717A11DAA16E8D4AC7636430?contextData=%28sc.Default%29&transitionType=Default https://govt.westlaw.com/azrules/Document/NBF203A00717A11DAA16E8D4AC7636430?contextData=%28sc.Default%29&transitionType=Default https://azcourthelp.org/home/legal-aid-resources

Updated: 03/2025 Available Online at https://app.az.gov Page 4 of 7

5.11. Provide information and assistance to Clients on filing legal documents, general court procedure information, victim rights, and court locations.

5.12. Provide legal advice through self-help clinics for document preparation and guidance.

5.13. Develop and publish online and print materials to increase the knowledge of the general public about their civil legal rights, legal and court processes, relevant laws and court rules, and self-help resources and guidance to address civil legal issues without direct representation from a lawyer.

5.14. Address Client barriers to services effectively.

5.15. Ensure staff members and volunteers have no conflicts of interest in providing services.

5.16. Maintain and utilize a policy and procedure manual that includes, at a minimum, detailed intake procedures, program description, eligibility requirements, Client grievance procedures, nondiscrimination policy, and confidentiality requirements.

5.17. Provide Clients with information about available legal services, eligibility, rights, and grievance procedures.

5.17.1. Utilize Client grievance procedures to respond timely and effectively to complaints.

5.18. Provide a web-based resource that provides access to Civil Legal Aid and support for the general public.

5.19. Identify service gaps among Client populations.

5.19.1. Develop and implement services or resources to address service gaps to meet identified needs.

5.20. Provide ancillary services that are intended to otherwise address the legal needs of

Arizonans. Examples include providing expert assistance to tribes or communities relative to improved codes and policies, and the recruitment of attorneys to provide Pro Bono Client services.

5.21. Maintain Client-focused facility locations that offer sufficient Client waiting space or waiting rooms, adequate seating, and restrooms for program applicants and Clients.

5.21.1. This service may include mobile outreach.

5.21.2. If services are not able to be provided at the facility location, then services need to be provided virtually or in another environment that is Client-focused.

5.22. Maintain and utilize secure storage space and/or electronic system for confidential Client information.

Updated: 03/2025 Available Online at https://app.az.gov Page 5 of 7

5.23. Maintain documentation of services provided for each Client.

5.24. Communicate with the ADES electronically through email.

5.25. Utilize computer-based backup and recovery systems to ensure no data is lost, and no disruption or degradation of services occurs.

5.26. Utilize a computer based tracking system from which required reports shall be generated.

5.27. Capture necessary data in order to meet any reporting requirement.

5.28. Provide all personnel, the supervision, equipment, materials, training, and supplies necessary to perform the service.

5.29. Assist subcontractors providing direct services with the following:

5.29.1. Administrative assistance, training and technical assistance in support of administrative functions as needed or requested by subcontractors; and

5.29.2. Technical assistance through procedural interpretation or by additional research upon request.

5.30. Require subcontractors to comply with applicable administrative directives and forms.

5.31. Develop and present initial and refresher training to subcontractor staff as deemed necessary.

5.32. Maintain documentation that direct service staff and all subcontractors have received appropriate training and hold appropriate certification/licensure in accordance with their job descriptions.

5.33. Hold periodic meetings with subcontractors to communicate new developments, discuss problems, share ideas for improvements, and address other Contractor or ADES identified topic areas.

5.34. Develop a plan and submit it to ADES for approval within 90 days of contract award to conduct onsite monitoring of all subcontractors to include, but not limited to facilities, administrative and financial operations, and programmatic service delivery.

5.35. Utilize instruments for monitoring and evaluating subcontractors approved by ADES.

5.36. Address any non-performance findings identified during compliance monitoring and immediately inform ADES.

5.37. Notify the assigned ADES Contract Specialist in writing within seven (7) calendar days of any changes in Key Staff.

Updated: 03/2025 Available Online at https://app.az.gov Page 6 of 7

6. Licensure/Qualifications Requirements

6.1. Licensure/Certification: Provide services by or under the direction of a licensed attorney in compliance with Arizona Supreme Court Rules of Admission at https://www.azcourts.gov/cld/Attorney-Admissions.

https://www.azcourts.gov/cld/Attorney-Admissions

Updated: 03/2025 Available Online at https://app.az.gov Page 7 of 7

Instructions to Suppliers

1. HOW TO RESPOND

1.1 Submit your response to the Sole Source Request no later than the time indicated on the front page of this Sole Source Request. Please take into consideration the local Arizona time zone.

1.2 The Respondent shall complete and submit in the State’s eProcurement System, on the Financial Questionnaire Tab, one (1) single PDF document per question with the response to the Sole Source as follows:

1.2.1 Enter “Yes” or “No” on the Financial Questions tab in the State’s e-Procurement system.

1.2.2 If a “Yes” is indicated, provide supporting documentation and explanation of your ability to meet the State’s requirements pursuant to Section 5, Contractor Requirements.

2. CONFIDENTIAL/PROPRIETARY INFORMATION

2.1 Do not submit any information considered confidential or proprietary by your company. Do not indicate confidential or proprietary on any submission documents.

2.2 To the extent allowed by law, information contained in a response to a Sole Source Request shall be considered confidential until a formal procurement process is concluded or for two (2) years, whichever occurs first. This Sole Source Request and responses to the Sole Source Request are subject to the Arizona Public Records law and as such, are open to public inspection after this time.

3. REIMBURSEMENT

ADES will not reimburse any respondent for the cost of preparing and submitting a response to the Sole Source Request.

4. NO AWARD OF CONTRACT

This is a Sole Source Request only and as such will NOT result in any award of contract. ADES is in the information gathering stage and no decisions have been made concerning the agency’s intent to issue a formal procurement process. Responding to this Sole Source Request is appreciated and will NOT prohibit the respondents from responding to any future procurements.

Signature:

Email: ELeyva@azdes.gov https://app.az.gov/ https://azdesgov.na1.adobesign.com/verifier?tx=CBJCHBCAABAAq5RQH1ovt1QEEduJ_owuRM6mZldO8MEM

ADES is seeking to partner with The Arizona Foundation for Legal Services and Education (AZFLSE) as they have helped to establish and support a statewide network of trained civil legal professionals, which includes licensed lawyers, paralegals, lay legal advocates, volunteer lawyers, and law school students.

AZFLSE currently partners with the three (3) entities recommended by the Arizona Bar Foundation to provide free legal services statewide. The three (3) free legal service entities are: Community Legal Services, DNA People’s Legal Services, and Southern Arizona Legal Services (see https://azcourthelp.org/home/legal-aid-resources).

AZFLSE is a well established authority with the mission of promoting access to justice for Arizonans. They have the expertise, the infrastructure to provide the services across Arizona and through their current partnership has the ability to provide services. Therefore, it is in the best interest of the State to enter into a direct contract with AzFLSE as they continue to be the only statewide entity.

Text12: ADES issued a Sole Source Procurement Notification, BPM007175 on September 9, 2025 to registered vendors with an invite to comment on the sole source request for three (3) calendar days. AZFLSE was the only organization to respond to the Procurement Notification. Based on these findings of the Sole Source Procurement Notification, ADES determined that a direct contract with AZFLSE will be established.

Pricing for these services will be an hourly rate and a negotiation plan will be developed to ensure the price is fair and reasonable.