2-26089 Scope of Work.docx

SCOPE OF WORK

Article 1

BACKGROUND

1.1 Background. The Department of Health and Human Services, Division of Services for People with Disabilities (“DHHS/DSPD”) requires an expert to develop and provide quality training to improve the delivery and effectiveness of Competitive Integrated Employment supports and Customized Employment Supports. This training will be available for Persons and their families, Providers, and the employment community as a whole. DHHS/DSPD also requires the delivery of Peer-to-Peer consultation and technical assistance to agencies, Staff, legal guardians, and families who support Persons to help them obtain, maintain, or advance in Competitive Integrated Employment; and improved Community Integration during day support and residential services.

Article 2

DEFINITIONS

2.1 Definitions. In this contract, the following definitions apply:

“Community Integration” means the process of enabling Persons to participate inclusively in all aspects of society and their communities. It involves supporting Persons to be able to pursue their interests and goals regardless of their disability and alongside people of all abilities.

“Competitive Integrated Employment” means work performed by Persons in the community alongside people of all abilities. Persons are compensated at or above minimum wage and comparable to people without disabilities who work in the same place and perform the same or similar work; and with equal access to opportunities for advancement and benefits.

“Customized Employment Supports” means a DHHS/DSPD Provider service that supports Persons to establish, maintain, or advance their self-employment in a business enterprise of the Persons’ creation.

“Day Support Program” means a DHHS/DSPD Provider service that provides safe, non-residential habilitation group services to prevent isolation of Persons while providing daily support, supervision, community integration, and skills building. Day Support Programs support the Person’s choice of participating in, and contributing to, their community.

“Employment Specialist” means an expert who is professionally trained to connect Persons who wish to work in Competitive Integrated Employment by focusing on interests, assessing skills, developing resumes, coaching on interviews, and providing ongoing job-site support to both the client and the employer for successful placement and job retention for Persons. They assist employers in creating inclusive environments, and provide job development, training, advocacy, benefits counseling, and accommodation planning for Persons.

“Job Coach” means the employee providing the direct and ongoing, as needed, day to day support for Persons seeking or currently employed in Competitive Integrated Employment to help them develop and maintain their job skills and promote their success in employment.

“Mentoring” means an experienced Provider or their employees hired by the Contractor to provide support to professional Staff and families who help navigate transitions towards or provide supports during Competitive Integrated Employment for Persons.

“Person” means an individual who has an intellectual disability or related condition, acquired brain injury, or physical disability as defined in Utah Administrative Code, Rule R539-1 and is found eligible to receive services from DHHS/DSPD.

“Provider” means an individual or agency who has a current contract with DHHS/DSPD to provide HCBS to Persons.

“Staff” means any individual hired by the Contractor to provide services or who has access to the Person’s identifying information.

“Support Coordinator” means a DHHS/DSPD contracted Support Coordinator or a DHHS employee who assists Persons and their families to develop plans, find the most appropriate services, and select the most appropriate service delivery model based on the individual needs of the Person.

Article 3

CONTRACTOR QUALIFICATIONS

3.1 Contractor Qualifications. The Contractor shall have:

(1) at least three years of experience in developing and delivering curriculum and training in obtaining Competitive Integrated Employment for Persons, and in implementing evidence-based practices aligned with federal and state policies in home and community-based settings through demonstrated competencies in:

(A) Day Support Program service transformation towards increasing opportunities for Community Integration and Competitive Integrated Employment;

(B) Job Coach training;

(C) best practices for promoting success for Persons in Competitive Integrated Employment;

(D) best practices for integrating Persons in the workplace;

(E) assistive technology and adaptive equipment resources; and

(F) Persons and their families and Providers as learning audiences;

(2) at least five years of experience with policy implementation supporting increased community integration and employment for Persons;

(3) at least five years of experience in developing Provider operations that serve people with disabilities;

(4) at least one year of experience in providing trainings for large audiences utilizing in-person and virtual platforms;

(5) at least one year of experience facilitating both in-person and virtual Mentoring sessions;

(6) ACRE certification and at least three years of experience using ACRE certified skills in a professional setting, or have a Staff with ACRE certification and at least three years of experience using ACRE certified skills in a professional setting;

(7) at least one year of experience using Person-centered planning tools and incorporating these tools into training and technical assistance;

(8) familiarity with the Charting the Life Course (CtLC) tools and the DHHS/DSPD Employment Pathway Tool as found on the DHHS/DSPD website, and incorporating it into training and able to provide technical assistance on its implementation as needed;

(9) at least five years of experience working directly with Persons and their families receiving employment support services;

(10) at least one year of experience developing online training modules and digital learning content; and

(11) the ability to provide in-person support services statewide.

3.2 Staff Training Qualifications. The Contractor shall ensure:

(1) training curriculum is created with input and oversight from Staff with a current ACRE certification and at least three years of experience using ACRE certified skills in a professional setting;

(2) Staff providing Peer-to-Peer Mentoring or other training has completed one of the following trainings specific to Job Coaching: ACRE certification, Customized Employment, Effective Job Coach Training, or Workplace Supports Training from Utah State University or equivalent as agreed upon by the Contractor and DHHS/DSPD; and

(3) Staff providing Customized Employment Supports are certified in Customized Employment training, or supervised by a Staff with a current Customized Employment certification.

Article 4

GENERAL SERVICE REQUIREMENTS

4.1 General Requirements. The Contractor shall:

(1) maintain confidentiality regarding all Persons. Private information shall be shared only with individuals who need to know the information to deliver the services outlined in this contract, coordinate DHHS/DSPD services, ensure safety, or conduct DHHS/DSPD business; and

(2) keep Persons information maintained and shared in compliance with Health Insurance Portability and Accountability Act (“HIPAA”) regulations.

Article 5

TRAINING CURRICULUM

5.1 Training Curriculum. The Contractor shall adhere to all Federal and State policies in promoting Community Integration and Competitive Integrated Employment. DHHS/DSPD will provide the Contractor with the training topics, as well as the names of the subject matter experts who will review, provide feedback, and approve the training curriculum. The Contractor shall complete the training curriculum and submit it to DHHS/DSPD within three months from the start date of this contract. The following training topics must be included:

(1) comprehensive processes on how to improve access to Competitive Integrated Employment for Persons who want to work;

(2) comprehensive processes to increase Community Integration, with exposure to employment opportunities during the provision of Day Support Programs and other waiver services for Persons to build community connections, engage in community life, and improve opportunities for independence;

(3) specific Job Coach training skills aimed at Employment Specialists, Job Coaches, families, and employees providing employment services or Day Support Programs services to Persons;

(4) best practices and strategies for Persons to obtain, maintain, and advance in Competitive Integrated Employment and Customized Employment Supports;

(5) information to Persons and their legal guardian (if applicable), families, community based employers, Day Support Program Providers, Supported Employment Providers and other service Providers on the benefits of employment for Persons;

(6) employment supports and strategies for Persons at risk of losing access to employment;

(7) how to connect and collaborate with partners including DHHS/DSPD and Providers, the Utah State Office of Rehabilitation, potential employers, and schools in providing education around Competitive Integrated Employment for school-aged Persons (ages 14-22);

(8) how paid employment may impact a Person’s benefits;

(9) how businesses benefit from hiring Persons;

(10) assistive technology for workplace accommodations and training Persons how to use assistive technology in virtual and in-person employment settings;

(11) Person-centered planning for increased community integration and employment goal development;

(12) integrating natural supports to reduce job coaching supports over time, enhancing integration and independence for the Person; and

(13) addressing gaps identified in the employment system resulting from informed DHHS/DSPD reports and surveys.

Article 6

ENHANCED EMPLOYMENT SUPPORT TRAINING MODULE DEVELOPMENT

6.1 Authoring Standards. The Contractor shall develop all digital learning content using (1) Articulate 360 (Storyline 360 or Rise 360); or (2) Adobe Captivate (Version 13).

6.2 Output and Compatibility. The Contractor shall ensure all final deliverables are fully compatible with the Saba Learning Management System (LMS).

(a) Packaging Standard: The Contractor shall publish and deliver content in SCORM 1.2 or SCORM 2004 (3rd or 4th Edition) format, as specified by DHHS.

(b) Tracking Requirements: The Contractor shall ensure the output accurately reports completion status (Complete/Incomplete), success status (Pass/Fail), score, and duration to the Saba LMS.

(c) Browser Compatibility: The Contractor shall ensure content is fully functional across modern web browsers (Chrome, Edge, Safari) and maintain responsive design for mobile viewing if applicable.

6.3 Deliverable Assets.

(a) Distribution Files: Upon completion of the project, the Contractor shall provide a compiled, zipped SCORM package ready for immediate upload to the LMS.

(b) Source Files: Upon completion of the project, the Contractor shall provide all editable source files (e.g., .story, cptp, or Rise transfer) including all original graphics, video, audio, and project assets.

(c) Instructional Documentation: Upon completion of the project, the Contractor shall provide a brief "Publish Settings" document detailing the specific configurations used (e.g., reporting status, exit behavior) to ensure consistency for future updates.

Article 7

MENTORING REQUIREMENTS

7.1 Mentoring Sessions. The Contractor or their Staff shall provide on-going Mentoring sessions and technical assistance or support for individuals supporting the Person’s community integration or employment goals which may include Mentoring for state employees, Providers, Support Coordinators, educators, employment agencies, government agencies, employers, potential employers, legal guardians, or families on the following:

(1) Competitive Integrated Employment and Community Integration for Persons receiving at least one of the following DHHS/DSPD services:

(A) employment preparation services;

(B) day support services;

(C) supported employment for an individual;

(D) supported employment enterprise; or

(E) 24 hour residential services in host home services or residential habilitation supports;

(2) employment supports for Persons that are school-aged (ages 14-22); and

(3) Persons interested in exploring increased community integration or employment options and services including people waiting for services.

Article 8

TRAVEL

8.1 Mileage & Travel Reimbursement.

(a) For trips that exceed a 75-mile round-trip from the Contractor’s primary location in Utah to the Provider’s place of business, the Contractor may bill for the miles in excess of 75 miles when they are related to the provision of: (1) Community Integrated Employment support; or (2) in person Peer-to-Peer Mentoring sessions. Travel above 75 miles round trip will be reimbursed at the rate indicated in the DHHS/DSPD rate table.

(b) Travel within 75 miles round trip from the address of the Contractor’s primary location in Utah will not be reimbursed.

(c) Mileage will be reimbursed on a per trip basis. If the Contractor performs multiple services during the course of a single trip, the Contractor will be reimbursed for one trip with mileage apportioned according to the travel related to each service during the trip.

(d) Mileage will be calculated using Google Maps. The Contractor shall utilize the driving directions function of Google Maps by inputting the departure and destination addresses. If more than one route is provided, the Contractor shall bill for the route with the lowest mileage.

(e) To obtain reimbursement for travel, the Contractor shall submit a request for travel reimbursement that includes: (1) the departure address and destination address; (2) the one-way distance from the departure address to the destination address as found in Google Maps; (3) date(s) of travel; (4) Provider receiving Mentoring training; (5) type(s) of services conducted during each trip; and (6) the Contractor’s contract number.

(f) The Mileage and Travel Reimbursement (MIR) rate is a comprehensive rate that covers all costs associated with travel, such as travel time, lodging, meals, fuel for vehicles, auto expenses, and insurance.

Article 9

OUTCOMES

9.1 Outcomes. The intended outcome of this contract is the timely completion of enhanced employment training program and a Mentoring program for increased community integration and levels of competitive integrated employment.

9.2 Measurement.

(a) The Contractor has developed a comprehensive enhanced employment support training program as approved by DHHS/DSPD with a focus on Competitive Integrated Employment and increased community integration. The curriculum will be posted and available for the public on DHHS/DSPD’s website that complies with Article 6 for publishing purposes.

(b) The Contractor has developed and implemented a comprehensive Mentoring program to include in-person, ongoing technical assistance for DHHS/DSPD contracted Service Providers and other supporting agencies as outlined in 7.1 in supporting Persons in or toward Competitive Integrated Employment or increased community integration in day program services.

9.3 Reporting. The Contractor shall submit the following each month:

(1) a status report for the above measures to a designated DHHS/DSPD employee;

(2) Mentoring overview that must include:

(A) the number and type of agencies, employees, and positions that received Mentoring or training;

(B) average time spent per Mentoring or training session;

(C) identified needs, themes, and priorities that include specific and actionable recommendations; and

(D) aggregated data from Persons’ DHHS/DSPD Employment Pathway Tools that reflects progress toward employment goals, with access to this data supported by DHHS/DSPD.

Article 10

BILLING REQUIREMENTS

10.1 Billing. The Contractor shall provide a monthly Staff hours summary that includes:

(1) the Staff’s position, number of hours and amount billed for the month being reported;

(2) location, type of service provided, number of miles being billed for the month being reported;

(3) the estimated Staff hours to be billed for the remainder of the contract;

(4) ongoing measures the Contractor is taking to ensure that the percentage of time spent on the project for each Staff/position reasonably adheres to the percentages represented in the Contractor’s plan; and

(5) a narrative describing the Contractor’s activities for the month being reported as billings will only be approved as outlined in the contract.

10.2 Billing Invoices. Billing invoices that exceed the amount of the contract may only be paid upon DHHS/DSPD approval through an amendment to the contract. The Contractor shall submit invoices monthly via email to dspdinvoice@utah.gov. Invoices must include:

(1) the Contractor’s business name, contract number, and contract title;

(2) an invoice number and the date the invoice was created;

(3) the amount of billable hours per month; and

(4) the cumulative project summary to include the number of Persons, their families and Providers that received Peer-to-Peer supports.

10.3 Rates.

(a) The Contractor will be reimbursed at the monthly rate agreed upon by DHHS/DSPD for the training curriculum through completion. Billing must occur monthly.

(b) The Contractor will be reimbursed at the hourly rate agreed upon by DHHS/DSPD for the Mentoring sessions provided. This hourly rate includes all Contractor staff and Administration costs at an ongoing flat rate. Billing must occur monthly.