Attachment A Scope of Work

Article 1

DEFINITIONS

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

“CANS” means the Contractor’s Child and Adolescent Needs and Strengths, a tool developed for children’s services to support decision making, including level of care and service planning, to facilitate quality improvement initiatives, and to allow for service outcome monitoring.

“DHHS TCOM Administrators” means DHHS TCOM Trainers or designees designated by DHHS to track and monitor the TCOM User certifications.

“FAST” means the Contractor’s Family Advocacy and Support Tool, a tool designed to maximize communication about family needs and strengths. The FAST includes ratings of the family together, each caregiver, and all children and youth. Interventions in the family system can be directed at that system, address the family members’ individual needs, or dyadic relationships within the family.

“Normal Business Hours” means Monday through Friday, 8:00 AM to 5:00 PM, Mountain Standard Time, except when DHHS is closed for a state or federal holiday.

“TCOM” means the Contractor’s Transformational Collaborative Outcomes Management practice model tools which provide a framework for managing the complex system of service delivery. TCOM supports clear communication and collaborative problem solving by organizing assessment information into a shared vision to guide personalized, actionable care.

“Tester” means a DHHS employee, other individuals referred to the Contractor by DHHS, or a DSPD external support coordinator who is taking any TCOM certification or practice tests.

“Trainer” means a TCOM-certified User who is qualified to teach and train other Users in the proper use of TCOM.

“UFACET” means the Utah Family and Children Engagement Tool, a standardized assessment used by the Utah Division of Child and Family Services to identify a family's strengths, needs, and resources. It is a CANS-based document that informs the child and family plan, facilitating collaboration to ensure safety and improve outcomes.

“User” means a DHHS employee or a DSPD external support coordinator who is TCOM certified or in the process of becoming TCOM certified.

Article 2

POPULATION SERVED

2.1 Population Served. The population served includes Users and other individuals DHHS refers to the Contractor.

Article 3

SERVICE REQUIREMENTS

3.1 Service Requirements. The Contractor shall provide web-based training, certification, and

Trainer development for the UFACET, Adult Needs and Strengths Assessment, CANS, and Family Advocacy and Support tools.

3.2 Website. The Contractor shall:

(1) provide a secure website that:

(A) is accessible to Users 24 hours per day, seven days per week; and

(B) uses security features that ensure website data is accessible only to Users granted access by the website administrator.

(2) bear sole responsibility for all administrative aspects of the website;

(3) resolve, at its own expense, technological and other problems with the website within

72 hours from the time DHHS first notifies the Contractor of the problem;

(4) perform scheduled website maintenance outside of DHHS Normal Business Hours and shall:

(A) notify the DHHS TCOM Administrators of scheduled website maintenance at least two business days in advance; and

(B) immediately notify the DHHS TCOM Administrators if the Contractor takes the website off-line for emergency maintenance.

3.3 Training and Testing. The Contractor shall:

(1) provide web-based training, instructions, and tutorials on how to use the website and available website features and their uses;

(2) provide web-based, comprehensive User-paced TCOM training modules that cover all topics and information that may be included in the TCOM certification test questions;

(3) permit all Users access to the training modules, even if the User is already TCOM-certified;

(4) provide web-based practice tests that include an interactive educational component such as automated tutoring or training. Practice tests must notify the Tester of correct and incorrect answers and the reasons why the answer is incorrect;

(5) provide a web-based certification test that has no time limits and allows Testers to use all materials needed to answer the questions and:

(A) provide Testers an immediate score and pass/fail notification upon test completion;

(B) if a Tester does not pass the certification test, the website must permit the

Tester to immediately take the certification test one additional time. If the Tester does not pass the certification test on the second attempt, the Contractor’s website must require the Tester to wait 24 hours before the Tester can retake the test. The website must permit a Tester to re-take the certification test as many times as is needed for the Tester to achieve a passing score. The Contractor shall not bill DHHS additional fees for re-taking certification tests.

(6) provide DHHS TCOM Administrators access to:

(A) all training features described in this Training and Testing section; and

(B) view data on Users’ website use including:

(1) who has logged-on;

(2) who has accessed training modules;

(3) who has accessed practice tests;

(4) who has taken certification tests; and

(5) current and past monthly reports.

3.4 User Subscription the Contractor’s Website.

(1) Username. The Contractor shall:

(A) create a unique username for each User identical to the person’s email address entered during subscription set-up; and

(B) if the DHHS TCOM Administrators notify the Contractor that a User’s email address has changed, change the User’s username to the new email address within three business days, at no additional charge to DHHS. The username change must not affect the User’s historical or active subscription status, subscription expiration date, or the User’s TCOM certification status.

(2) Subscriptions.

(A) Active Subscriptions. The Contractor shall provide each User with an annual website subscription valid for 12 months from the date the subscription is activated, with unlimited access to all features their subscription allows regardless of the User’s TCOM certification status.

(B) Expired Subscriptions. If a User’s website subscription expires while the User’s

TCOM certification is still active, the Contractor shall include the expired User in all expiring certification reports the Contractor provides to DHHS.

(C) Early Subscription Deactivation. If the DHHS TCOM Administrators notify the

Contractor that a User has left DHHS, the Contractor shall deactivate the User’s subscription within three business days. Once a User’s subscription is deactivated due to separation of employment the Contractor shall:

(i) not include the deactivated User in any expiring certification reports the Contractor provides to DHHS even if the User’s TCOM certification is still active; and

(ii) not issue a credit, refund, or other pro-ration for the User’s subscription fee.

(D) Reactivation of a Deactivated Subscription. If DHHS notifies the Contractor that DHHS has rehired a User who has previously been deactivated, the Contractor shall reactivate the User’s subscription status within three business days, and:

(1) if a reactivation occurs during the time the User’s account would have remained active had the early termination not occurred, the Contractor shall reactivate the subscription with the User’s original subscription expiration date at no additional charge to DHHS; and

(2) if it has been less than 365 calendar days since the User’s last successful

TCOM certification, the User must still be considered TCOM-certified despite the disruption in the User’s subscription.

(E) Subscription Gaps. If DHHS deactivates a User’s subscription or allows it to expire and later reactivates it, the Contractor shall not retroactively bill DHHS for the gap in the subscription.

3.5 Technical Support. The Contractor shall:

(1) provide a toll-free helpline for Users to contact the Contractor’s staff during DHHS Normal Business Hours;

(2) ensure the User helpline has voice messaging services 24 hours per day, seven days per week; and

(3) respond to User voicemails within one business day.

3.6 Tracking, Notification, and Reporting. The Contractor shall:

(1) email the DHHS TCOM Administrators the following reports on the first business day of each month:

(A) a list of all Users who passed the certification test during the month that just ended; and

(B) a report of TCOM-certified Users whose TCOM certification will expire in the next 45 days.

(2) provide training to Trainers at DHHS request.

3.7 UFACET Re-Validation. The Contractor shall:

(1) conduct re-validation of the UFACET TCOM tool to identify and correct issues; and

(2) based on the UFACET re-validation, provide an updated level of care placement algorithm.

Article 4 Outcomes, Measures, and Reporting

4.1 Outcomes, Measures, and Reporting. The outcome of this contract is successful TCOM certification for Users of the DHHS Utah Comprehensive Assessment of Needs and Strengths and UFACET systems.

(a) Outcomes will be measured by the number of Users who receive certification compared to the list provided by DHHS TCOM Administrators.

(b) The Contractor shall track the certification process of Users and submit monthly reports to

DHHS TCOM Administrators.

Article 5 Billing Requirements

5.1 Billing Requirements. The Contractor shall:

(1) prior to invoice submission, enroll in the Utah Division of Finance Electronic Funds Transfer (“EFT”) system. Failure to enroll will result in payment delays.

(2) submit an invoice to the DHHS TCOM Administrator The invoice must contain the:

(A) Contractor name, payment address, phone number, and Contractor’s signature;

(B) contract number;

(C) invoice number;

(D) invoice date; and

(E) names and unique username for which subscriptions are being billed and the dates each User’s subscription will be active.

5.2 Payments. DHHS shall make payments to the Contractor through the EFT system.