attachment-1-rfa-2027-dcyf-01-commu-app-a--1-.pdf

New Hampshire Department of Health and Human Services Community Based Voluntary Supports

Appendix A – Scope of Services

RFA-2027-DCYF-01-COMMU Contractor Initials __________

v. 1.0 Page 1 of 16 Date __________

Scope of Services

1. Statement of Work

1.1. The Contractor must provide Community Based Voluntary Supports (CBVS) to provide support, intensive case management, and service coordination to moderate and high-risk families to strengthen family protective factors, keep children safe, and prevent the need for subsequent involvement with the Department's Division for Children, Youth and Families (DCYF). All referrals made to CBVS will originate from DCYF.

1.2. The Contractor must ensure services are available in regions served in this Agreement, Monday through Friday from 8:00 AM to 5:00 PM. In addition, the Contractor must provide services and appointments outside of these days and hours of operation to meet the needs of the families and comply with the required direct service requirements as outlined in this Agreement, as approved by DCYF.

1.3. For the purposes of this Agreement, all references to days mean a complete “overnight”, calendar days, and include Saturdays, Sundays and holidays.

1.4. The Contractor must provide services to families whom:

1.4.1. Were recently assessed by DCYF for an allegation of abuse or neglect;

1.4.2. As part of their CPS assessment, were determined to be at moderate or high risk of future DCYF involvement;

1.4.3. Did not receive a court finding of abuse/neglect as a result of their

DCYF assessment; and

1.4.4. Could benefit from additional supports and be safely served in the community.

1.5. The Contractor must accept all referrals and immediately notify the Department of any circumstances that may impact service delivery.

1.6. The Contractor must provide services to enrolled families for up to six (6) months.

1.7. The Contractor must provide services to clients utilizing the evidence-based

Motivational Interviewing model and maintain training and proof of fidelity of the model throughout the entirety of the Agreement.

1.8. The Contractor must provide at least 50% of their direct service utilizing Motivational Interviewing skills throughout their work with families.

1.9. The Contractor’s staff must include:

1.9.1. One (1) Program Director.

1.9.1.1. The Program Director must hold at least a bachelor’s degree with a major in social work, counseling,

v. 1.0 Page 2 of 16 Date __________ psychology, or a related field and at least 5 years of direct work experience in assisting children and families.

1.9.2. A minimum of one (1) Supervisor per Region.

1.9.2.1. Supervisors must hold at least a bachelor’s degree with a major in social work, counseling, psychology, or a related field and at least 5 years of direct work experience in assisting children and families.

1.9.3. Family Support Workers that support the caseload of each region.

1.9.3.1. Family Support Workers must hold at least a bachelor’s degree in social work, psychology, education or a related field with an emphasis in human services and at least 2 years of experience working with children and families.

1.10. The Contractor must ensure that all staff:

1.10.1. Participate in weekly supervision that includes a discussion of each case and a review of the progress made by each family towards the goals of the service plan; and

1.10.2. Have an annual evaluation with a copy maintained in their file.

1.11. The Contractor must ensure that Family Support Workers:

1.11.1. Maintain a caseload of no more than ten (10) families at any given time; and

1.11.2. Meet with each family in person at least two (2) times per week throughout the duration of service.

1.12. The Contractor must provide families with at least two (2) hours of direct services, in person, each week.

1.13. The Contractor must begin billing the daily rate as of the date of enrollment of a family into Community Based Voluntary Supports.

1.14. The Contractor must make a minimum of three (3) outreach attempts, by phone or in person, within two (2) weeks of the referral date in order to enroll a family in the service.

1.14.1. If a family stops engaging at any point after enrollment, the Contractor must make at least four (4) attempts, two of which must be made in person and two of which may be made by phone , within two (2) weeks to attempt to re-engage the family. If such attempts are unsuccessful, the Contractor will close out the services for the family at the end of those two (2) weeks and must notify the Department of the close out.

1.15. The Contractor must provide services in a manner that includes, but is not limited to, the following priorities:

v. 1.0 Page 3 of 16 Date __________

1.15.1. Working in partnership with families.

1.15.2. Coordinating supports and services to maintain long-term success.

1.15.3. Focusing on family progress.

1.15.4. Focusing on programmatic solutions to difficult family experiences.

1.15.5. Celebrating family progress and action planning towards goals.

1.16. The Contractor must ensure all families receive referral and engagement, family stabilization, and service planning activities within thirty (30) days of referral.

1.17. The Contractor must have a staff member present within the Department’s local District Office of each region served at least three (3) times each week to provide in-person consultation to DCYF field service staff.

1.17.1. Referrals must be processed by the staff member assigned to the family.

1.18. The Contractor must develop and maintain records on each family, which must include:

1.18.1. Prevention plan documentation demonstrating the use of the

Motivational Interviewing model;

1.18.2. Logging contact and interactions for each family;

1.18.3. Documentation of service plans; and

1.18.4. Up-to-date family information, including contact information and service history.

1.19. Phase 1: Referral and Engagement, Family Stabilization, Service Planning

1.19.1. The Contractor must orient the family to CBVS and build a rapport to encourage the family to engage with family stabilization supports and participate in service planning.

1.19.2. The Contractor must participate in a warm handoff with the Department assessment worker to introduce the family and ensure a seamless transition from the Department’s assessment to CBVS.

1.19.3. The Contractor must utilize an assessment tool to evaluate the family’s strengths and needs, approved by the Department.

1.19.4. The Contractor must collect basic family information, including but not limited to:

1.19.4.1. Address.

1.19.4.2. Phone number.

1.19.4.3. Race.

v. 1.0 Page 4 of 16 Date __________

1.19.4.4. Ages of clients.

1.19.4.5. Number of children in the home.

1.19.4.6. Gender of primary caregiver(s).

1.19.5. The Contractor must make initial contact and enroll a family within three (3) days of receiving referral from the Department.

1.19.6. The Contractor must maintain the ability to dictate staffing patterns that most appropriately align with this scope of work.

1.19.7. The Contractor must utilize the referral form provided by the Department.

1.19.8. The Contractor must address immediate needs of the family, emphasizing what barrier(s) may make it difficult to establish family engagement. Immediate and concrete needs include, but are not limited to:

1.19.8.1. Lack of mental and behavioral health services.

1.19.8.2. Unstable housing.

1.19.8.3. Lack of consistent transportation.

1.19.8.4. Inadequate or lack of health insurance.

1.19.8.5. Discontinuation of state benefits.

1.19.8.6. Health and home concerns.

1.19.8.7. Hospitalizations.

1.19.9. The Contractor must identify and address any immediate needs with the family at the time of enrollment.

1.19.10. The Contractor must utilize flex funding in accordance with the Payment Terms of the resulting agreement for purchases to address immediate needs, including but not limited to:

1.19.10.1. Household items.

1.19.10.2. Cleanup expenses.

1.19.10.3. Gas cards.

1.19.10.4. Items for children.

1.19.11. The Contractor must develop a service plan in collaboration with the family that reflects the goals and perspectives of the family, identifies the provider worker assigned to support the family, and the needs identified by the assessment tool.

1.19.12. The Contractor must complete all assessments within thirty (30) days, or within Phase 1, as appropriate for family needs.

v. 1.0 Page 5 of 16 Date __________

1.19.13. The Contractor must support the families in identifying goals for their time in and after the service is complete and identify and prioritize needs and challenges.

1.19.14. The Contractor must collaborate with the Department to develop the service plan.

1.19.14.1. The service plan must be developed between fourteen

(14) and thirty (30) days from the time of referral to CBVS.

1.19.14.2. The service plan form provided by the Department must be utilized.

1.19.15. The Contractor must verify and update any family information relevant to preparation of Phase 2, as indicated in Section 1.19.4., including but not limited to:

1.19.15.1. Ensuring basic demographic information is up to date.

1.19.15.2. Adjusting meeting frequency, duration and times as needed.

1.20. Phase 2: Service Management, Transition and Closure

1.20.1. The Contractor must meet the family’s needs and achieve the goals identified in the service plan.

1.20.2. The Contractor must implement the service plan and coordinate critical services with parents, children and youth, including but not limited to:

1.20.2.1. Providing service coordination and system navigation.

1.20.2.2. Referring and connecting families to community-based service providers, including but not limited to:

1.20.2.2.1. Mental Health.

1.20.2.2.2. Behavioral Health.

1.20.2.2.3. Concrete supports and services.

1.20.2.2.4. Community supports and resources.

1.20.3. The Contractor must utilize flexible funding, where applicable, to facilitate purchases to help the family successfully access supports and services in accordance with Payment Terms of the resulting agreement.

1.20.4. The Contractor must pre-plan for formal transition from CBVS services, including for instances where the family has only received minimal service management.

1.21. The Contractor must report to DCYF Central Intake any suspicion of child abuse or neglect.

v. 1.0 Page 6 of 16 Date __________

1.22. The Contractor must participate in meetings with the Department on a monthly basis, or as otherwise requested by the Department.

1.23. The Contractor may be required to participate in on-site reviews conducted by the Department on a quarterly basis, or as otherwise requested by the Department.

1.24. The Contractor may be required to facilitate reviews of files conducted by the Department on a quarterly basis, or as otherwise requested by the Department.

1.25. The Contractor must ensure staff participate in the following training on an annual basis:

1.25.1. Motivational Interviewing as required by the evidence-based practice model.

1.25.2. Completion of a minimum of twenty (20) hours per year of in-service training, as follows:

1.25.2.1. At least eight (8) hours must be family systems training;

and

1.25.2.2. Twelve (12) hours may be provided in supervision and staff meetings that relate to general therapeutic topics including:

1.25.2.2.1. Substance use disorders:

1.25.2.2.2. Child abuse and neglect;

1.25.2.2.3. Labor and sex trafficking;

1.25.2.2.4. Sexual abuse;

1.25.2.2.5. Domestic and family violence;

1.25.2.2.6. Behavioral health needs of children and

families;

1.25.2.2.7. Safety planning for family members;

1.25.2.2.8. Crisis intervention techniques;

1.25.2.2.9. Early childhood screening and child

development;

1.25.2.2.10. Trauma informed practice, including

screening and evidence-based practices;

1.25.2.2.11. Treatment of any co-occurring disorders;

1.25.2.2.12. Restorative practices and delinquency

prevention;

1.25.2.2.13. Behavioral management techniques; and

v. 1.0 Page 7 of 16 Date __________

1.25.2.2.14. Infant safe sleeping practices.

1.26. Reporting

1.26.1. The Contractor must submit monthly reports to the Department that demonstrate the effectiveness of the services, which include, but are not limited to:

1.26.1.1. Number and percentage of families currently enrolled in

CBVS.

1.26.1.2. Number of families that are offered CBVS.

1.26.1.3. Number of families who receive a warm handoff to the

CBVS provider.

1.26.1.4. Number of families enrolled and the timeframe in which they enrolled from the date of referral.

1.26.1.5. Number of days from referral date to date of enrollment.

1.26.1.6. Percentage of referred families who enroll within three (3) days of referral.

1.26.1.7. Number of days from enrollment to service plan

completion.

1.26.1.8. Percentage of families with a service plan within the first thirty (30) days of services.

1.26.1.9. Percentage of families who meet their service plan goals.

1.26.1.10. Percentage of families who are successfully established in ongoing supports.

1.26.1.11. Average frequency of contact with the families throughout the length of the service.

1.26.1.12. Percentage of families referred to CBVS who:

1.26.1.12.1. Have a substantiated allegation of

maltreatment within six (6) months of the discharge date.

1.26.1.12.2. Have a subsequent DCYF investigation and

assessment six (6) and twelve (12) months after CBVS discharge.

1.26.2. The Contractor may be required to provide other key data and metrics to the Department in a format specified by the Department.

1.26.3. The Contractor must share data and files with the Department in a format specified by the Department.

1.27. Background Checks

v. 1.0 Page 8 of 16 Date __________

1.27.1. The Contractor must obtain the following background checks, at the Contractor’s expense, on all individuals who are providing services to clients under this Agreement:

1.27.1.1. A Bureau of Elderly and Adults Services (BAAS) State

Registry Check;

1.27.1.2. A Central Registry Check through the Division for Children, Youth and Families (DCYF); and

1.27.1.3. A Criminal Background Check with results released to the

Department, to ensure no convictions for the following crimes which include, but are not limited to:

1.27.1.3.1. Felony child abuse/neglect.

1.27.1.3.2. Spousal abuse.

1.27.1.3.3. Felony physical assault/battery.

1.27.1.3.4. Child pornography.

1.27.1.3.5. Rape.

1.27.1.3.6. Sexual assault.

1.27.1.3.7. Homicide.

1.27.1.3.8. Any sexually-related crime.

1.27.1.3.9. A crime which may indicate a person might

be reasonably expected to pose a threat to a child.

1.27.1.3.10. Any drug-related offense committed within

the past five (5) years in accordance with 42 USC 671 (a)(20)(A)(ii).

1.27.2. Individuals must not provide services prior to the completion of required background checks.

1.28. Confidential Data

1.28.1. The Contractor must meet all information security and privacy requirements as set by the Department and in accordance with the Department’s Information Security Requirements Exhibit as referenced below.

1.28.2. The Contractor must ensure any individuals involved in delivering services through this Agreement contract sign an attestation agreeing to access, view, store, and discuss Confidential Data in accordance with federal and state laws and regulations and the Department’s Information Security Requirements Exhibit. The Contractor must

v. 1.0 Page 9 of 16 Date __________ ensure said individuals have a justifiable business need to access confidential data. The Contractor must provide attestations upon Department request.

1.29. Privacy Impact Assessment

1.29.1. Upon request, the Contractor must allow and assist the Department in conducting a Privacy Impact Assessment (PIA) of its system(s)/application(s)/web portal(s)/website(s) or Department system(s)/application(s)/web portal(s)/website(s) hosted by the Contractor, if Personally Identifiable Information (PII) is collected, used, accessed, shared, or stored. To conduct the PIA the Contractor must provide the Department access to applicable systems and documentation sufficient to allow the Department to assess, at minimum, the following:

1.29.1.1. How PII is gathered and stored;

1.29.1.2. Who will have access to PII;

1.29.1.3. How PII will be used in the system;

1.29.1.4. How individual consent will be achieved and revoked;

and

1.29.1.5. Privacy practices.

1.29.2. The Department may conduct follow-up PIAs in the event there are either significant process changes or new technologies impacting the collection, processing or storage of PII.

1.30. Department Owned Devices, Systems and Network Usage

1.30.1. Contractor End Users, defined in the Department’s Information

Security Requirements Exhibit that is incorporated into this Agreement, authorized by the Department’s Information Security Office to use a Department issued device (e.g. computer, tablet, mobile telephone) or access the Department network in the fulfilment of this Agreement, must:

1.30.1.1. Sign and abide by applicable Department and New

Hampshire Department of Information Technology (NH DoIT) use agreements, policies, standards, procedures and guidelines, and complete applicable trainings as required;

1.30.1.2. Use the information that they have permission to access solely for conducting official Department business and agree that all other use or access is strictly forbidden including, but not limited, to personal or other private and non-Department use, and that at no time shall they

v. 1.0 Page 10 of 16 Date __________ access or attempt to access information without having the express authority of the Department to do so;

1.30.1.3. Not access or attempt to access information in a manner inconsistent with the approved policies, procedures, and/or agreement relating to system entry/access;

1.30.1.4. Not copy, share, distribute, sub-license, modify, reverse engineer, rent, or sell software licensed, developed, or being evaluated by the Department, and at all times must use utmost care to protect and keep such software strictly confidential in accordance with the license or any other agreement executed by the Department;

1.30.1.5. Only use equipment, software, or subscription(s)

authorized by the Department’s Information Security Office or designee;

1.30.1.6. Not install non-standard software on any Department equipment unless authorized by the Department’s Information Security Office or designee;

1.30.1.7. Agree that email and other electronic communication messages created, sent, and received on a Department-issued email system are the property of the Department of New Hampshire and to be used for business purposes only. Email is defined as “internal email systems” or “Department-funded email systems.”

1.30.1.8. Agree that use of email must follow Department and NH DoIT policies, standards, and/or guidelines; and

1.30.1.9. Agree when utilizing the Department’s email system:

1.30.1.9.1. To only use a Department email address

assigned to them with a “@ affiliate.DHHS.NH.Gov”.

1.30.1.9.2. Include in the signature lines information

identifying the End User as a non-Department workforce member; and

1.30.1.9.3. Ensure the following confidentiality notice is

embedded underneath the signature line:

CONFIDENTIALITY NOTICE: “This message may contain information that is privileged and confidential and is intended only for the use of the individual(s) to whom it is addressed. If you receive this message in error, please notify the sender immediately and

v. 1.0 Page 11 of 16 Date __________ delete this electronic message and any attachments from your system. Thank you for your cooperation.”

1.30.1.10. Contractor End Users with a Department issued email, access or potential access to Confidential Data, and/or a workspace in a Department building/facility, must:

1.30.1.10.1. Complete the Department’s Annual

Information Security & Compliance Awareness Training prior to accessing, viewing, handling, hearing, or transmitting Department Data or Confidential Data.

1.30.1.10.2. Sign the Department’s Business Use

and Confidentiality Agreement and Asset Use Agreement, and the NH DoIT Department wide Computer Use Agreement upon execution of the Agreement and annually thereafter.

1.30.1.10.3. Only access the Department’s intranet

to view the Department’s Policies and Procedures and Information Security webpages.

1.30.1.11. Contractor agrees, if any End User is found to be in violation of any of the above terms and conditions, said End User may face removal from the Agreement, and/or criminal and/or civil prosecution, if the act constitutes a violation of law.

1.30.1.12. Contractor agrees to notify the Department a minimum of three business days prior to any upcoming transfers or terminations of End Users who possess Department credentials and/or badges or who have system privileges.

If End Users who possess Department credentials and/or badges or who have system privileges resign or are dismissed without advance notice, the Contractor agrees to notify the Department’s Information Security Office or designee immediately.

1.30.2. Workspace Requirement

1.30.2.1. If applicable, the Department will work with Contractor to determine requirements for providing necessary workspace and State equipment for its End Users.

1.31. Contract End-of-Life Transition Services

v. 1.0 Page 12 of 16 Date __________

1.31.1. General Requirements

1.31.1.1. If applicable, upon early termination or expiration of the

Agreement the parties agree to cooperate in good faith to effectuate a secure transition of the services (“Transition Services”) from the Contractor to the Department and, if applicable, the new Contractor (“Recipient”) engaged by the Department to assume the services. Ninety (90) days prior to the end-of the contract or unless otherwise specified by the Department, the Contractor must begin working with the Department and if applicable, the Recipient to develop a Data Transition Plan (DTP). The Department shall provide the DTP template to the Contractor.

1.31.1.2. The Contractor must assist the Recipient, in connection with the transition from the performance of Services by the Contractor and its End Users to the performance of such Services. This may include assistance with the secure transfer of records (electronic and hard copy),transition of historical data (electronic and hard copy), the transition of any such Service from the hardware, software, network and telecommunications equipment and internet-related information technology infrastructure (“Internal IT Systems”) of Contractor to the Internal IT Systems of the Recipient and cooperation with and assistance to any third-party consultants engaged by Recipient in connection with the Transition Services.

1.31.1.3. If a system, database, hardware, software, and/or

software licenses (Tools) was purchased or created to manage, track, and/or store Department Data in relationship to this contract said Tools will be inventoried and returned to the Department, along with the inventory document, once transition of Department data is complete.

1.31.1.4. The internal planning of the Transition Services by the Contractor and its End Users shall be provided to the Department and if applicable the Recipient in a timely manner. Any such Transition Services shall be deemed to be Services for purposes of this Agreement.

1.31.1.5. In the event the data Transition extend beyond the end of the Agreement, the Contractor agrees that the Information Security Requirements, and if applicable, the Department’s Business Associate Agreement terms and

v. 1.0 Page 13 of 16 Date __________ conditions remain in effect until the Data Transition is accepted as complete by the Department.

1.31.1.6. In the event the Contractor has comingled Department Data and the destruction or Transition of said data is not feasible, the Department and Contractor will jointly evaluate regulatory and professional standards for retention requirements prior to destruction, refer to the terms and conditions of the Department’s DHHS Information Security Requirements Exhibit.

1.31.2. Completion of Transition Services

1.31.2.1. Each service or transition phase shall be deemed

completed (and the transition process finalized) at the end of fifteen (15) business days after the product, resulting from the Service, is delivered to the Department and/or the Recipient in accordance with the mutually agreed upon Transition plan, unless within said fifteen

(15) business day term the Contractor notifies the Department of an issue requiring additional time to complete said product.

1.31.2.2. Once all parties agree the data has been migrated the Contractor will have thirty (30) days to destroy the data per the terms and conditions of the Department’s Information Security Requirements Exhibit.

1.31.3. Disagreement over Transition Services Results

1.31.3.1. In the event the Department is not satisfied with the results of the Transition Service, the Department shall notify the Contractor, in writing, stating the reason for the lack of satisfaction within fifteen (15) business days of the final product or at any time during the data Transition process. The Parties shall discuss the actions to be taken to resolve the disagreement or issue. If an agreement is not reached, at any time the Department shall be entitled to initiate actions in accordance with the Agreement.

1.32. Website and Social Media

1.32.1. The Contractor must work with the Department’s Communications

Bureau to ensure that any social media or website designed, created, or managed on behalf of the Department meets all Department and NH Department of Information Technology (DoIT) website and social media requirements and policies.

1.32.2. The Contractor agrees Protected Health Information (PHI),

v. 1.0 Page 14 of 16 Date __________

Personally Identifiable Information (PII), or other Confidential Information solicited either by social media or the website that is maintained, stored or captured must not be further disclosed unless expressly provided in the Contract. The solicitation or disclosure of PHI, PII, or other Confidential Information is subject to the terms of the Department’s Information Security Requirements Exhibit, the Business Associate Agreement signed by the parties, and all applicable Department and federal law, rules, and agreements.

Unless specifically required by the Agreement and unless clear notice is provided to users of the website or social media, the Contractor agrees that site visitation must not be tracked, disclosed or used for website or social media analytics or marketing.

1.32.3. State of New Hampshire’s Website Copyright

1.32.3.1. All right, title and interest in the State WWW site, including copyright to all data and information, shall remain with the State of New Hampshire. The State of New Hampshire shall also retain all right, title and interest in any user interfaces and computer instructions embedded within the WWW pages. All WWW pages and any other data or information shall, where applicable, display the State of New Hampshire’s copyright.

2. Exhibits Incorporated

2.1. The Contractor must comply with all Exhibit D Federal Requirements, which are attached hereto and incorporated by reference herein.

2.2. The Contractor must manage all confidential data related to this Agreement in accordance with the terms of Exhibit E, DHHS Information Security Requirements.

2.3. The Contractor must use and disclose Protected Health Information in compliance with the Standards for Privacy of Individually Identifiable Health Information (Privacy Rule) (45 CFR Parts 160 and 164) under the Health Insurance Portability and Accountability Act (HIPAA) of 1996, and in accordance with the attached Exhibit F, Business Associate Agreement, which has been executed by the parties.

3. Additional Terms

3.1. Impacts Resulting from Court Orders or Legislative Changes

3.1.1. The Contractor agrees that, to the extent future state or federal legislation or court orders may have an impact on the Services described herein, the State has the right to modify Service priorities and expenditure requirements under this Agreement so as to achieve

v. 1.0 Page 15 of 16 Date __________ compliance therewith.

3.2. Federal Civil Rights Laws Compliance: Culturally and Linguistically

Appropriate Programs and Services

3.2.1. The Contractor must submit:

3.2.1.1. A detailed description of the language assistance

services, within ten (10) days of the Effective Date of the Agreement, to be provided to ensure meaningful access to programs and/or services to individuals with limited English proficiency; individuals who are deaf or have hearing loss; individuals who are blind or have low vision; and individuals who have speech challenges.

3.2.1.2. A written attestation, within forty-five (45) days of the Effective Date of the Agreement and annually thereafter, that all personnel involved the provision of services to individuals under this Agreement have completed, within the last twelve (12) months, the Contractor Required Training Video on Civil Rights-related Provisions in DHHS Procurement Processes, which is accessible on the Department’s website (https://www.dhhs.nh.gov/doing-business-dhhs/civil-right-compliance-dhhs-vendors); and

3.2.1.3. The Department’s Federal Civil Rights Compliance

Checklist within ten (10) days of the Effective Date of the Agreement. The Federal Civil Rights Compliance Checklist must have been completed within the last twelve (12) months and is accessible on the Department’s website (https://www.dhhs.nh.gov/doing-business-dhhs/civil-right-compliance-dhhs-vendors).

3.3. Credits and Copyright Ownership

3.3.1. All documents, notices, press releases, research reports and other materials prepared during or resulting from the performance of the services of the Agreement must include the following statement, “The preparation of this (report, document etc.) was financed under an Contract with the State of New Hampshire, Department of Health and Human Services, with funds provided in part by the State of New Hampshire and/or such other funding sources as were available or required, e.g., the United States Department of Health and Human Services.”

3.3.2. All materials produced or purchased under the Agreement must have prior approval from the Department before printing, production,

v. 1.0 Page 16 of 16 Date __________ distribution or use.

3.3.3. The Department must retain copyright ownership for any and all original materials produced, including, but not limited to reports, protocols, guidelines, brochures, posters, and resource directories.

3.3.4. The Contractor must not reproduce any materials produced under the Agreement without prior written approval from the Department.

4. Records

4.1. The Contractor must keep records that include, but are not limited to:

4.1.1. Books, records, documents and other electronic or physical data evidencing and reflecting all costs and other expenses incurred by the Contractor in the performance of the Contract, and all income received or collected by the Contractor.

4.1.2. All records must be maintained in accordance with accounting procedures and practices, which sufficiently and properly reflect all such costs and expenses, and which are acceptable to the Department, and to include, without limitation, all ledgers, books, records, and original evidence of costs such as purchase requisitions and orders, vouchers, requisitions for materials, inventories, valuations of in-kind contributions, labor time cards, payrolls, and other records requested or required by the Department.

4.1.3. Statistical, enrollment, attendance or visit records for each recipient of services, records regarding the provision of services and all invoices submitted to the Department to obtain payment for such services.

4.2. During the term of this Agreement and the period for retention hereunder, the Department, the United States Department of Health and Human Services, and any of their designated representatives must have access to all reports and records maintained pursuant to the Agreement for purposes of audit, examination, excerpts and transcripts.

4.3. If, upon further review, the Department must disallow any expenses claimed by the Contractor as costs hereunder, the Department retains the right, at its discretion, to deduct the amount of such expenses as are disallowed or to recover such sums from the Contractor.