Attachment A -Sample Contract.pdf

Contract Number 000000

STATE OF OREGON

PERSONAL/PROFESSIONAL SERVICES CONTRACT

You can get this document in other languages, large print, braille, or a format you prefer free of charge. Contact the Contract Administrator at the contact information found below. We accept all relay calls.

This Contract is between the State of Oregon, acting by and through its Oregon Department of

Human Services, hereinafter referred to as “ODHS,” and

Contractor d.b.a. Facility or Assumed Name

Address

Address

Telephone: (required)

Fax: (optional)

E-mail address: (required)

Contractor's home page URL, if applicable (optional) hereinafter referred to as “Contractor.”

Work to be performed under this Contract relates principally to ODHS’

ODHS – Office of Self Sufficiency

1431 Airport Ln.

North Bend, OR, 97459

Contract Administrator: Josh Harlukowicz or delegate

Telephone: (541) 569-6823

E-mail address: Joshua.z.harlukowicz@odhs.oregon.gov

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ODHS 2023-25 PSK JOBS Template with 785 (reviewed by DOJ 12.22.2022) Updated: 5/22/2023

1. Effective Date and Duration.

This Contract shall become effective on the later of: (I) the last date all required signatures in Section 7., below have been obtained, or (II) [insert start date] provided it is (i) signed by all parties on or before such date, and (ii) when required, approved in writing by the Oregon Department of Justice on or before such date, and (iii) when required, approved in writing by the Oregon Department of Administrative Services.

Unless extended or terminated earlier in accordance with its terms, this Contract shall expire on [insert end date]. Contract termination shall not extinguish or prejudice

ODHS’ right to enforce this Contract with respect to any default by Contractor that has not been cured.

2. Contract Documents.

a. This Contract consists of this document and includes the following listed exhibits which are incorporated into this Contract:

(1) Exhibit A: Definitions

(2) Exhibit B, Part 1: Work Requirements and Standards

(3) Exhibit B, Part 2: JOBS Services

(4) Exhibit C: Payments and Financial Requirements

(5) Exhibit D: Outcome Measures and Performance Deliverables

(6) Exhibit E: Budget Summary

(7) Exhibit F: Special Provisions

(8) Exhibit G: Standard Terms and Conditions

(9) Exhibit H: Insurance Requirements

(10) Exhibit I: Federal Terms and Conditions

(11) Exhibit J: Subcontractor Provisions

(12) Exhibit K JOBS Business Plan Sample Template

(13) Exhibit L Privacy and Security Agreement

(14) Exhibit L-1 Third Party Information System Access Request (MSC

0785)

(15) Attachment 1 Oregon SSP Districts Map

There are no other contract documents unless specifically referenced and incorporated into this Contract.

b. In the event of a conflict between two or more of the documents comprising this

Contract, the language in the document with the highest precedence shall control.

The precedence of each of the documents comprising this Contract is as follows, listed from highest precedence to lowest precedence: this Contract without

Exhibits, Exhibit I, Exhibit L, Exhibit G, Exhibit B, Exhibit C, Exhibit D, Exhibit

E, Exhibit F, Exhibit A, Exhibit H, Exhibit J, Exhibit K, and Attachment 1.

3. Consideration.

a. The maximum, not-to-exceed compensation payable to Contractor under this

Contract, which includes any allowable expenses, is [insert amount]. ODHS will not pay Contractor any amount in excess of the not-to-exceed compensation of this Contract for completing the Work, and will not pay for Work performed before the date this Contract becomes effective or after the termination or

000000/initials District #7 Page 3 of 93 expiration of this Contract. If the maximum compensation is increased by amendment of this Contract, the amendment must be fully effective before

Contractor performs Work subject to the amendment.

b. Interim payments to Contractor shall be subject to ORS 293.462, and shall be made in accordance with the payment schedule and requirements in Exhibit A, Part 2., “Payment and Financial Reporting.”

c. ODHS will only pay for completed Work under this Contract. For purposes of this

Contract, “Work” means the tasks or services and deliverables accepted by ODHS as described in Exhibit A, Part 1, “Statement of Work.”

4. Contractor or Subrecipient Determination. In accordance with the State Controller’s

Oregon Accounting Manual, policy 30.40.00.102, ODHS’ determination is that:

Contractor is a subrecipient Contractor is a contractor Not applicable

Catalog of Federal Domestic Assistance (CFDA) #(s) of federal funds to be paid through this Contract: 93.558.

5. The Contract representatives for this Contract shall be as follows:

a. ODHS:

Contract Administrator: ................................... [insert contract administrator name]

........................................................................................................... [street address]

............................................................................................................ [city, state zip]

Phone: ............................................................................................................ [insert]

Fax: ................................................................................................................ [insert]

E-mail:............................................................................................................ [insert]

District Manager: .................................................. [insert name and e-mail address]

SSP Program Manager: ......................................... [insert name and e-mail address]

b. Contractor:

Contact: .......................................................................................................... [insert]

........................................................................................................... [street address]

............................................................................................................ [city, state zip]

Phone: ............................................................................................................ [insert]

E-mail:............................................................................................................ [insert]

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6. Contractor Information and Certification.

a. Contractor Information. This information is requested pursuant to ORS

305.385 and OAR 125-246-0330(1).

PLEASE PRINT OR TYPE THE FOLLOWING INFORMATION

Contractor Name (exactly as filed with the IRS):

Street address:

City, state, zip code:

Email address:

Telephone: ( ) Fax: ( )

Is Contractor a nonresident alien, as defined in 26 U.S.C. § 7701(b)(1), a foreign person, or a foreign entity? (Check one box): YES NO

Business Designation: (Check one box):

Professional Corporation Nonprofit Corporation Limited Partnership

Limited Liability Company Limited Liability Partnership Sole Proprietorship

Corporation Partnership Other

Contractor Proof of Insurance. Contractor shall provide the following information upon submission of the signed Contract. All insurance listed herein and required by Exhibit H must be in effect prior to Contract execution.

Professional Liability Insurance Company: ___________________________________________

Policy #: ______________________________________ Expiration Date: ________________

Commercial General Liability Insurance Company: ____________________________________

Policy #: ______________________________________ Expiration Date: ________________

Automobile Liability Insurance Company: ___________________________________________

Policy #: ______________________________________ Expiration Date: ________________

Workers’ Compensation: Does Contractor have any subject workers, as defined in ORS

656.027? (Check one box): YES NO If YES, provide the following information:

Workers’ Compensation Insurance Company: ________________________________________

Policy #: ______________________________________ Expiration Date: ________________

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b. Certification. Without limiting the generality of the foregoing, by signature on this Contract, the undersigned hereby certifies under penalty of perjury that:

(1) Contractor is in compliance with all insurance requirements in Exhibit H of this Contract, and notwithstanding any provision to the contrary, Contractor shall deliver to the ODHS Contract Administrator (see page 1 of this Contract) the required Certificate(s) of Insurance within 30 days of execution of this Contract. By certifying compliance with all insurance as required by this Contract, Contractor acknowledges it may be found in breach of the Contract for failure to obtain required insurance. Contractor may also be in breach of the Contract for failure to provide Certificate(s) of Insurance as required and to maintain required coverage for the duration of the Contract;

(2) Contractor acknowledges that the Oregon False Claims Act, ORS 180.750 to 180.785, applies to any “claim” (as defined by ORS 180.750) that is made by (or caused by) the Contractor and that pertains to this Contract or to the project for which the Contract work is being performed. Contractor certifies that no claim described in the previous sentence is or will be a

“false claim” (as defined by ORS 180.750) or an act prohibited by ORS

180.755. Contractor further acknowledges that in addition to the remedies under this Contract, if it makes (or causes to be made) a false claim or performs (or causes to be performed) an act prohibited under the Oregon

False Claims Act, the Oregon Attorney General may enforce the liabilities and penalties provided by the Oregon False Claims Act against the

Contractor;

(3) The undersigned is authorized to act on behalf of Contractor and represents and warrants that Contractor has complied with the tax laws of the State of Oregon and the applicable tax laws of any political subdivision of Oregon. Contractor shall, throughout the duration of this

Contract and any extensions, comply with all tax laws of this state and all applicable tax laws of any political subdivision of Oregon. For the purposes of this Section, “tax laws” includes: (i) All tax laws of Oregon, including but not limited to ORS 305.620 and ORS chapters 316, 317, and

318; (ii) Any tax provisions imposed by a political subdivision of Oregon that applied to Contractor, to Contractor’s property, operations, receipts, or income, or to Contractor’s performance of or compensation for any work performed by Contractor; (iii) Any tax provisions imposed by a political subdivision of Oregon that applied to Contractor, or to goods, services, or property, whether tangible or intangible, provided by

Contractor; and (iv) Any rules, regulations, charter provisions, or ordinances that implemented or enforced any of the foregoing tax laws or provisions.

Contractor acknowledges that the Oregon Department of Administrative

Services will report this Contract to the Oregon Department of Revenue

(DOR). The DOR may take any and all actions permitted by law relative to the collection of taxes due to the State of Oregon or a political

000000/initials District #7 Page 6 of 93 subdivision, including: (i) garnishing the Contractor’s compensation under this Contract; or (ii) exercising a right of setoff against Contractor’s compensation under this Contract for any amounts that may be due and unpaid to the State of Oregon or its political subdivisions for which the

DOR collects debts;

(4) The information shown in Section 5.a., “Contractor Information” above is

Contractor’s true, accurate and correct information;

(5) To the best of the undersigned’s knowledge, Contractor has not discriminated against and will not discriminate against minority, women or emerging small business enterprises certified under ORS 200.055 in obtaining any required subcontracts;

(6) Contractor and Contractor’s employees and agents are not included on the list titled “Specially Designated Nationals” maintained by the Office of

Foreign Assets Control of the United States Department of the Treasury and currently found at: https://www.treasury.gov/resource-center/sanctions/SDN-List/Pages/default.aspx;

(7) Contractor is not listed on the non-procurement portion of the General

Service Administration’s “List of Parties Excluded from Federal procurement or Non-procurement Programs” currently found at:

https://www.sam.gov/portal/public/SAM/;

(8) Contractor is not subject to backup withholding because:

(a) Contractor is exempt from backup withholding;

(b) Contractor has not been notified by the IRS that Contractor is subject to backup withholding as a result of a failure to report all interest or dividends; or

(c) The IRS has notified Contractor that Contractor is no longer subject to backup withholding; and

(9) Contractor Federal Identification Number (FEIN) or Social Security

Number (SSN) provided is true and accurate. If this information changes, Contractor shall provide ODHS with the new FEIN or SSN within 10 days.

https://www.treasury.gov/resource-center/sanctions/SDN-List/Pages/default.aspx https://www.treasury.gov/resource-center/sanctions/SDN-List/Pages/default.aspx https://www.sam.gov/portal/public/SAM/

000000/initials District #7 Page 7 of 93

CONTRACTOR, BY EXECUTION OF THIS CONTRACT, HEREBY

ACKNOWLEDGES THAT CONTRACTOR HAS READ THIS CONTRACT,

UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND

CONDITIONS.

CONTRACTOR: YOU WILL NOT BE PAID FOR SERVICES RENDERED BEFORE

THE EFFECTIVE DATE OF THIS CONTRACT.

7. Signatures. This Contract and any subsequent amendments may be executed in several counterparts, all of which when taken together shall constitute one agreement binding on all parties, notwithstanding that all parties are not signatories to the same counterpart.

Each copy of the Contract and any amendments so executed shall constitute an original.

Contractor Name

By:

Authorized Signature Printed Name

Title Date

State of Oregon, acting by and through its Oregon Department of Human Services

By:

Authorized Signature Printed Name

Title Date

Approved by the Oregon Department of Administrative Services:

Exempt per OAR 125-246-0170(2)

Authorized Signature Title Date

Approved for Legal Sufficiency:

With Protect Form on, click here With Protect Form on, click here

Oregon Department of Justice Date

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EXHIBIT A

Definitions

Some of the following defined terms may not appear in this Contract but are applicable to the

JOBS Business Plan between the District receiving the JOBS Services and the Contractor providing the JOBS Services as described in Exhibit B Part 1 and Part 2.

1. “Administrative Cost” means the cost category for administrative functions both directly and indirectly associated with all JOBS Services provided under this Contract.

Administrative Costs can include personnel and non-personnel costs. Administrative functions include: general accounting, coordination, budgeting, financial; audits, reviews, incident reports, property management, personnel and payroll; and information systems costs related to the administrative functions.

2. “Back-up” means Contractor staff who fill in behind other Contractor staff who are not available due to absences, such as illness, vacation, personal business, off-site meetings or other work duties, to provide services.

3. “Case Plan” means a Personal Development Plan developed with the Participant that includes activities that will support the Participant in meeting their employment and self-sufficiency goals.

4. “Deliverables” means the outcomes required to be delivered by the Contractor under this

Contract.

5. “District” means the geographical service area designated by ODHS as outlined in

Attachment 1 to this Contract.

6. “District Leadership” means the District Manager, SSP Program Manager(s), Contract

Administrator(s), and other designated staff who make decisions on local JOBS Service delivery.

7. “ERDC” means the Employment-Related Day Care program administered by ODHS to subsidize child care costs for low-income working families.

8. “Family Coach” means ODHS staff who assist families in the planning, coordination, monitoring and evaluation of JOBS Services for an individual with emphasis on quality, effectiveness, and continuity of those JOBS Services.

9. “Full-time equivalent” or “FTE” means a unit of measure that indicates the workload of an employed person in a way that makes workloads comparable across various contexts.

FTE is often used to measure a worker’s involvement in a project, or as a standard of measure for all workloads comparable across various types of services provided. An FTE of 1.0 means that the person is equivalent to a full-time worker, while a .50 FTE signals that the worker is only half-time.

10. “JAG” means JOBS Activity Guideline. The JAG is a guide for ODHS staff and

Contractor staff regarding JOBS Services or activities. The JAG is located at the following website: http://www.dhs.state.or.us/caf/ss/tanf/employment.html#jobs http://www.dhs.state.or.us/caf/ss/tanf/employment.html#jobs

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11. “Job Placement” means the placement of a Participant in unsubsidized full or part-time employment, which resulted from the JOBS Services provided to Participant by

Contractor during the three calendar months prior to the employment. A placement must conform to criteria set and validated by ODHS.

12. “Job Placements - Benchmark Placements” means unsubsidized employment of at least

30 hours per week in which the hourly wage is a predetermined ratio applied to the minimum wage at the employment site. The ratio to determine the benchmark placement is $1.248649 to $1.

13. “JOBS” means the Job Opportunity and Basic Skills program which is an employment and training program for Participants in TANF.

14. “JOBS Business Plan” means a document maintained by ODHS and the Contractor to specify the JOBS Services to be performed by Contractor and used for Contract

Administration and the monitoring of performance by District Leadership. The JOBS

Business Plan is revised as required to serve the needs of ODHS and the Participants in the JOBS program.

15. “JOBS Services” mean all services performed by Contractor in accordance with Exhibit

B, Parts 1 and 2, of this Contract and with the Self-Sufficiency Program’s JOBS activities outlined in the JOBS Activity Guidelines, which is located at the following website:

http://www.dhs.state.or.us/caf/ss/tanf/employment.html#jobs .

16. “JOI” or “JOBS Outcome Indicators” means ODHS’ electronic system for Contractors to receive referrals and report outcome indicators for the Self-Sufficiency JOBS program.

17. “MOE” means maintenance of effort. Funding for the JOBS Services may include State

Funds that a state is required to contribute to its TANF program. MOE funds under this

Contract are fully dedicated towards meeting the state MOE requirement and cannot be used as matching dollars for another program or purpose, unless approved by ODHS in writing.

18. “Non-TANF Families” means families who are not receiving TANF cash assistance but are eligible for JOBS Support Service payments provided by a JOBS Contractor because they meet the following eligibility criteria as verified or determined by ODHS staff: Not currently receiving TANF; include a parent or caretaker relative living with a dependent child under the age 18; have income at or below 250% of the Federal Poverty Level

(FPL), and meet the citizenship or noncitizen eligibility for the TANF program.

19. “Number of Services Provided” means the number of allowable, funded, contracted

JOBS Service activities to TANF person participating at least half an hour in one given month.

20. “OPEN” or “Oregon Programs Eligibility Notebook” means the ODHS manual that outlines the rules, policies and procedures for the deliverance of Self-Sufficiency programs administered through ODHS. The manual is located at the following website:

https://sharedsystems.dhsoha.state.or.us/DHSForms/Served/de2818.pdf

21. “Participant” means a TANF person referred to Contractor for the JOBS Services.

22. “Personal Development Plan” has the meaning described in Section 3 “Case Plan” above.

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23. “Program Costs” means costs attributed to the JOBS Services provided directly to

Participants. This includes Contractor’s personnel costs for staff FTE providing the JOBS

Services, supplies, equipment, space, materials, and other allowable expenses associated with these staff FTE.

24. “Service Location” means the ODHS branch or address where the JOBS Services are provided.

25. “SNAP” means the Supplemental Nutrition Assistance Program which is a federal program that offers food benefits for low-income families and individuals.

26. “SSP” means the Self-Sufficiency Programs, which include TANF, TA-DVS, SNAP, and

ERDC.

27. “Staffing” means the action of meeting with ODHS and Contractor staff, and JOBS

Participants, for the purpose of reviewing Case Plan progress and working together on next Case Plan steps.

28. “Support Services Guide” The Support Services Guide is a guide for ODHS staff and

Contractor staff regarding JOBS Support Service payments. The Support Services Guide is located at the following website:

http://www.dhs.state.or.us/caf/ss/tanf/employment.html#jobs

29. “Support Service payments” mean payments available to Participants, as determined eligible by ODHS. ODHS may approve Contractors to make Support Service payments as indicated in the Business Plan. Eligible payment types are defined in Oregon

Administrative Rule found on the following website:

https://apps.state.or.us/cf1/caf/arm/B/461-190-0211.htm

30. "TA-DVS” means Temporary Assistance for Domestic Violence Survivors, a federally funded ODHS program offered by SSP for families who are experiencing domestic violence.

31. “TANF” means Temporary Assistance for Needy Families, a federally funded and

ODHS’ supported program which provides cash benefits to one- and two-parent low-income families.

32. “TANF Leavers” means Participants or families who were receiving TANF benefits and services, are no longer eligible for TANF cash assistance, but are still eligible for JOBS contracted services and/or Support Service payments issued by a JOBS Contractor.

TANF Leavers must meet the following criteria to be eligible for JOBS contracted services: Not currently receiving TANF; include a parent or caretaker relative living with a dependent child under the age 18; meet the TANF citizenship or noncitizen eligibility and have income at or below 250% of the Federal Poverty Level (FPL).

33. “Teen Parent” means, for the purpose of selecting JOBS program Service options, parenting teens (19 years of age and under) who do not have a high school diploma or

GED.

34. “TRACS” or “Transition, Referral, and Client Self-Sufficiency” means ODHS’ electronic case management system for the Self-Sufficiency program.

https://apps.state.or.us/cf1/caf/arm/B/461-190-0211.htm

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35. “YEP” or “Youth Employment Program” means services for TANF youth (including teen parents and young parents ages 16-24, and TANF non-parenting teens ages 16-18).

Services include job readiness activities and short-term subsidized employment placements.

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EXHIBIT B

Part 1

Work Requirements and Standards

1. Introduction.

This Exhibit B Part 1 defines the work requirements and standards for the JOBS Services that Contractor will provide to TANF-related teen and adult Participants who are within the Contractor’s District and are referred to Contractor by ODHS.

2. Work.

a. Contractor shall provide JOBS Services, as described in this Contract, as specified in any JOBS Business Plan agreed upon between the parties, in support of ODHS’

Office of Self-Sufficiency Programs. This Contract establishes a process for

ODHS, District Leadership, and Contractor to collaborate on the provision of the

JOBS Services identified in the JOBS Business Plan to achieve the outcomes desired by the parties.

b. Contractor shall conduct the JOBS Services in accordance with this Exhibit B Part

1; the JOBS Services in Exhibit B Part 2; and the executed JOBS Business Plan.

Contractor shall meet the performance standards described in Exhibit D

Performance Deliverables. Contractor shall perform the JOBS Services within the budget and service periods described in the Budget Summary (Exhibit E) and the

JOBS Business Plan.

c. The JOBS Business Plan specifies the Work to be performed or services to be delivered by the Contractor for the Contractor’s District and the TANF

Participants served by the Contractor. The terms and conditions set forth in this

Contract that are applicable to the work or services specified in the JOBS

Business Plan shall be incorporated into the JOBS Business Plan by this reference. Contractor agrees to perform the work or deliver the services in accordance with this Contract and the JOBS Business Plan.

d. Contractor’s JOBS Business Plan shall be substantially the same as the form in

Exhibit K. The JOBS Business Plan may be updated or revised by ODHS, the

District Leadership, and the Contractor as needed for the ongoing performance, planning and monitoring of the JOBS Services. The JOBS Business Plan will be tracked by the Service Period (effective date through end date) and shall be in effect until the signature date of a revision or the expiration date of this Contract.

3. The JOBS Business Plan shall be subject to the terms, conditions and provisions of this

Contract and any amendments to this Contract.

a. JOBS Service Delivery and Access to Services

(1) Contractor shall ensure the JOBS Services are provided during the business hours of 8:00 a.m. to 5:00 p.m. and during extended hours of operation, as agreed upon locally by ODHS and Contractor.

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(2) Contractor shall ensure the JOBS Services and necessary staff coverage are available 52 weeks a year, which requires plans to ensure Back-up

Staff are available.

(3) Contractor shall provide all JOBS Services in a manner consistent with

JOBS program guidelines outlined in the Oregon Programs Eligibility

Notebook (OPEN), Engagement in the JOBS Program section, and related

Oregon Administrative Rules located respectively at:

https://sharedsystems.dhsoha.state.or.us/DHSForms/Served/de2818.pdf https://sharedsystems.dhsoha.state.or.us/caf/arm/A/461-001-0025.htm https://sharedsystems.dhsoha.state.or.us/caf/arm/B/461-190-0211.htm https://sharedsystems.dhsoha.state.or.us/caf/arm/B/461-190-0151.htm https://sharedsystems.dhsoha.state.or.us/caf/arm/B/461-190-0163.htm https://apps.state.or.us/cf1/caf/arm/B/461-190-0171.htm

(4) Contractor shall provide the JOBS Services to ODHS referred Participants within the counties in the District (Service Counties), as defined by

ODHS.

(5) Based on the Participant’s Personal Development Plan (PDP), each

Participant shall be provided the opportunity to participate in JOBS

Services. Contractor shall provide the JOBS Services in an individualized manner for the number of hours that support the PDP.

(6) Contractor shall provide the JOBS Services and materials in alternative languages, when required by ODHS’ Self-Sufficiency Program (SSP) standards.

(7) Contractor shall structure all JOBS Services, and the components related to the Contractor’s delivery of the JOBS Services, to support effective and efficient movement of Participants to family stability and self-sufficiency.

(8) Contractor shall consult with the District and Self-Sufficiency Program

Managers to make decisions that impact the delivery of the JOBS Services and the costs associated with delivery of JOBS Services and that reflect the JOBS Business Plan.

(9) Contractor shall coordinate with the local service providers, community service organizations, and social service agencies, and with ODHS, District Leadership, Family Coaches, and other ODHS staff to provide the

District’s overall JOBS program network and structure.

(10) Contractor shall work with the Contract Administrator to plan and monitor the Contract. ODHS’ District and Self-Sufficiency Program Managers shall retain final approval of the level of the JOBS Services to be provided and will establish the amount of the District JOBS budget for the Contract period.

(11) Contractor shall be prepared to provide JOBS Services to Participants with special characteristics or special needs.

https://sharedsystems.dhsoha.state.or.us/DHSForms/Served/de2818.pdf https://sharedsystems.dhsoha.state.or.us/caf/arm/A/461-001-0025.htm https://sharedsystems.dhsoha.state.or.us/caf/arm/B/461-190-0211.htm https://sharedsystems.dhsoha.state.or.us/caf/arm/B/461-190-0151.htm https://sharedsystems.dhsoha.state.or.us/caf/arm/B/461-190-0163.htm https://apps.state.or.us/cf1/caf/arm/B/461-190-0171.htm

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(12) Contractor shall provide JOBS Services to all eligible Participants, except when the Participant presents or creates undue safety risks to the

Contractor’s staff or other program Participants; or repeatedly creates undue disruption in the provision of the JOBS Services to other

Participants. Contractor shall report such incidents to the responsible

ODHS Family Coach and shall consult with ODHS to identify options for the Participant and actions to take.

b. Collaboration with Community and Workforce Partners.

(1) Contractor shall develop, foster, and participate in productive relationships with community and workforce partners to identify and expand options that support the Participants’ PDPs and otherwise enhance the provision of the JOBS Services under this Contract.

(2) Contractor shall ensure that services provided by another funding source that are available to the Participants are not duplicated by the JOBS

Services provided under this Contract.

4. JOBS Service Data Entry and Participant Tracking Requirements.

a. JOBS Service Data Entry.

(1) Contractor and subcontractors shall maintain service delivery and progress data that utilizes ODHS’ Participant coding nomenclature.

(2) The performance measures, data criteria, and report format, shall be determined by ODHS.

(3) Contractor shall report to ODHS the number of JOBS Services provided at least once a month.

(4) Contractor shall include the number of JOBS Services provided on

Contractor’s monthly invoice sent to the ODHS Contract Administrator.

b. Participant Tracking and Reporting.

(1) Contractor shall maintain documentation of the following Participant information for all JOBS Services provided.

(a) Services provided to Participant,

(b) Participant progress, and

(c) Actual attendance of Participant.

(2) ODHS’ Tracking System.

(a) Contractor and subcontractor’s JOBS Service provider staff shall enter and maintain timely and accurate Participant and JOBS

Service delivery data in the ODHS tracking system.

(b) Contractor is responsible for efficient and proficient documentation of Participant information and JOBS Service delivery data.

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(c) Contractor shall furnish directly, or through subcontractors, sufficient personnel to ensure timely and accurate reporting of data. These personnel shall have an effective working knowledge of, and skill level with, the automated tracking system, and the manual and written directives that support the system.

(d) Contractor and subcontractors shall meet the timelines for input agreed upon by ODHS and Contractor.

(3) Contractor and subcontractor shall individually apply for and obtain

ODHS’ authorization to access the relevant ODHS computer systems.

Failure to obtain and maintain such authorizations shall result in the

Contractor and subcontractor being out of compliance with the provisions of this Contract.

c. Monthly Service and Progress Meetings.

Contractor shall meet at least once a month with ODHS-assigned staff to report the JOBS Services completed and Participant progress. These monthly meetings may be in person, by teleconference, or online platform.

5. Administrative Requirements.

a. Contractor shall meet all legal and contractual requirements for the administration of this Contract and the provision of the JOBS Services.

b. Contractor shall use a financial management system to provide accurate, current and complete disclosure of the financial results of each JOBS Service in accordance with the reporting requirements in this Contract.

c. Contractor’s financial records must adequately identify the source and application of the expended funds. These financial records must contain information pertaining to the Contract consideration for each JOBS Service period, such as authorizations, obligations, un-obligated balances, assets, outlays, income and interest.

d. Contractor shall maintain separate accounting of Contract income, expenditures and cash balances resulting from this Contract and any other Contract between the

Contractor and ODHS, or any other source.

e. Contractor shall have effective control over and accountability for all funds, property and other assets related to this Contract. Contractor shall adequately safeguard all such funding, property and other assets and assure they are used solely for authorized JOBS program services.

f. Contractor shall maintain line-item financial worksheets comparing expenditure outlays to budgeted amounts for all JOBS program and Administrative Costs of the JOBS Services. Whenever appropriate, Contractor’s financial information should be related to Contract Deliverables and cost per unit data.

g. Contractor shall ensure that all Contractor projects for the provision of JOBS

Services comply with auditing and monitoring requirements described in Section

6 below.

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h. Contractor shall submit to ODHS, Contractor’s audit reports and responses that result in audit findings within 30 days of the issuance of Contractor’s response to the audit findings.

i. Contractor is responsible for meeting the Performance Deliverables described in this Contract.

6. Contract Records, Monitoring and Audits.

a. Contractor shall maintain any records pertinent to this Contract in such a manner as to clearly document Contractor’s performance. Contractor acknowledges and agrees that ODHS and the Oregon Secretary of State’s Office and the federal government and any duly authorized representatives shall have access to such fiscal records and other books, documents, papers, plans, Participant attendance documentation or verification and writings of Contractor that in the auditors or

ODHS’ opinion are pertinent to this Contract to perform examinations and audits and make excerpts and transcripts. Contractor shall retain and keep accessible all such fiscal records, books, documents, papers, plans, Participant attendance documentation and records, computer files and writings for a period of six years, or such longer period as may be required by applicable law, following final payment and termination of this Contract, or until the conclusion of any audit, controversy or litigation arising out of or related to this Contract, whichever date is later.

b. Contractor shall respond to audit requests for retained documentation such as fiscal records, books, documents, papers, plans, Participant attendance documentation and records, computer files and writings within two business days, unless additional time is specified by requestor.

c. ODHS, or its representative, may perform such program analysis, research, data collection, evaluations, monitoring, and auditing activities, including the making of copies and excerpts, which ODHS, in its sole discretion, may determine are pertinent to the Contract. ODHS, or its representative, may (but is not required to) provide written notice in advance of research, data collection, evaluation, monitoring, or auditing activities onsite. Contractor shall cooperate fully with all such program analysis, research, data collection, evaluation, monitoring, and auditing, and shall permit prompt access to all records and to staff of the

Contractor or any subcontractor. The State of Oregon and any federal contractor having an interest in the subject of this Contract shall have the same rights as conferred upon ODHS under this subsection. ODHS has the right to access and obtain certified copies of original records from the Contractor’s files.

d. Failure by Contractor to cooperate and participate in program analysis, program service adjustments, research, data collection, evaluations, monitoring, or auditing may result in withholding of funding, or at the discretion of ODHS, termination of this Contract.

e. In the event the federal government, Oregon Secretary of State’s Office or ODHS finds the Contractor has not followed the applicable federal regulations or has failed to meet its obligations under the Contract, ODHS may commence such

000000/initials District #7 Page 17 of 93 remedial action as it reasonably believes is appropriate, including termination of this Contract.

f. Any program analysis, research, data collection, monitoring, evaluations, or audits are solely for the benefit of ODHS and not for the benefit of Contractor.

Contractor may not rely on any absence of monitoring, evaluation, or audits, or the presence or absence of any informal comment regarding Contractor’s performance as a basis for failing to comply with its duties under this Contract.

All official reports and observations pertaining to Contractor’s performance shall be in writing and shall be signed by ODHS’ District Self-Sufficiency Program

Manager.

7. Corrective Action, Technical Assistance and Remedies.

a. If the Contractor is unable to fulfill the requirements of JOBS Service delivery, and JOBS Service requirements and standards as described in this Contract, or as agreed upon in the JOBS Business Plan, ODHS will advise Contractor in writing of performance pertaining to the quality and quantity of JOBS Services. A corrective action plan will be jointly developed by the Contractor and ODHS which will include a technical assistance period and an overall time frame within which Contractor must take action(s) to remedy the JOBS Services and performance. The actions must be shown to have affected the desired result of meeting requirements relating to the agreed upon quality and quantity of JOBS

Services. Performance progress and status will be assessed every six months.

b. Contractor shall, unless an emergency situation exists requiring immediate response, respond within ten days to ODHS in writing notifying ODHS of the action(s) to be taken by Contractor and the time frame within which Contractor shall take the corrective action(s). Failure by Contractor to respond to the written notice from ODHS and fulfill the agreed upon action(s) within ODHS’s required time frame, may result in termination of this Contract.

c. Should ODHS refer fewer Participants to the Contractor than Contractor is required to serve under the Performance Deliverables set out in Exhibit D, ODHS will adjust the required performance expectations and the related budget accordingly.

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EXHIBIT B

Part 2

JOBS Services

1. For purposes of this Contract and the JOBS Business Plan, the JOBS Services to be provided by the Contractor, when identified in the JOBS Business Plan, are described below. The JOBS Services provided by the Contractor are dependent on the needs of each Participant and JOBS Business Plan.

a. Participant Engagement Coordination.

Contractor shall connect with the Participant to identify and plan customized and individualized steps to achieve family goals. Participant Engagement

Coordination services include the following:

(1) Participant navigation and information and referral for JOBS service resources.

(2) Provision of information about Participants’ progress, helping to identify causes for engagement issues and assisting ODHS and Participants to find solutions that will encourage and support success for the Participants.

(3) Contractor staff coordinate with ODHS Family Coaches regarding services, case planning, address barriers, support service payment needs, offer wrap-around services, etc.

(4) Contractor staff coordinate with other ODHS contracted partners and/or community resources to coordinate services, offer wrap-around services, address barriers, etc. as appropriate.

(5) Contacting Participants through telephone, voice mail, written notices, virtual services, and other electronic means as needed to result in engagement.

(6) Narrating engagement in TRACS (Access Agreement and individual user profiles required).

b. Attendance tracking and Records Retention.

Contractor shall record data and provide ODHS with information about

Participant activities and progress. Data Tracking and Case Assistance services include the following:

(1) Responding to audit requests from ODHS Quality Control, ODHS Quality

Assurance, Oregon Secretary of State, or ODHS Central Office staff within two business days, unless otherwise specified. Audit requests may be regarding participant attendance documentation, finance, contract evaluation, or other information as requested by ODHS.

(2) Maintaining records according to the Oregon Work Verification Plan as outlined in the JOBS Activity Guidelines (JAG) found on the TANF JOBS

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Staff Tools Page:

http://www.dhs.state.or.us/caf/ss/tanf/employment.html#jobs

(3) Monitoring attendance.

c. Meetings and Staffings.

(1) Attend statewide, District or region, Employment and Training Summits, meetings, or trainings.

(2) Contractor’s staff that provide management, supervision and direct services shall meet with District Leadership, regarding performance outcomes and cost review.

(3) Attend meetings and Participant staffing as necessary for the management, provision of service, and regarding Participant engagement on an agreed upon time.

(4) District Employment & Training Steering Committee or District wide

E&T meeting.

d. Continuum of Services for TANF Leavers.

Information, referral, and service triage coordinated with Family Coaches and

SNAP Employment, or both, and Training Navigator as Participants exit TANF.

(1) Referral to SNAP Training and Employment Program (STEP) services.

(2) Wrap-around services referrals, thoughtful of TANF closure and services available after TANF closes.

e. JOBS Service by Service Category.

(1) Stability Service Category

(a) Child Activities (CH) - Activity that enables Participants to gain skills to successfully parent, balance work and family, and contribute to the wellbeing and health of the child. Services may be offered individually, in a group setting, or available in both an individual and group setting.

Description of services or assistance provided:

i. Locating Counseling services for children

ii. Assistance in scheduling, advocating, and attending ongoing medical or mental health appointments for children

iii. Finding and enrolling in parenting education classes

iv. Offering parenting classes in house

v. Provide education around child development

vi. Find support groups for children, parents and families

vii. Independent/group mentoring and support programs

viii. Assist Participants to seek and secure childcare

ix. Assist Participant in advocating and support with child’s school, meetings to enhance the well-being of the child in

000000/initials District #7 Page 20 of 93 school such as Individual Education Plan (IEP), inclusivity plans, or other educational plans with the school.

x. Social Security Insurance, Developmental Disabilities services, and/or support for other legal matters for minor children, such as guardianship, or custody.

xi. Conduct home visits.

(b) Life Skills (LS) – Activities and classes that offer development of skills that prepare Participants to be successful in the workplace and daily living. Services may be offered individually, in a group setting, or available in both an individual and group setting.

Description of services or assistance provided:

i. Development of workplace skills and habits

ii. Development of employment retention skills

iii. Development of daily living skills

iv. Development of decision-making skills

v. Development of goal setting skills, and the art of refining goals

vi. Development of financial literacy, budgeting, or money-management skills

vii. Self-esteem building

viii. Support Participants in identifying their strengths

ix. Peer or parent mentoring

x. Support with wrap-around services

xi. Conduct home visits

(c) Stabilized Living (SL) - Activity intended to stabilize Participant housing concerns that prevent or limit employment or self-sufficiency. Services may be offered individually, in a group setting, or available in both an individual and group setting.

Description of services or assistance provided:

i. Searching for stable and safe housing, rehousing and eviction prevention

ii. Advocacy with housing agencies or landlords

iii. Working with landlord/property manager to avoid eviction and negotiating to getting into a new unit

iv. Referrals to local community resources to provide assistance and help to overcome rental barriers

v. Rent Well or other rental classes

vi. Build collaboration with other housing agencies to leverage funds for rental assistance and utilities, and increase access to resources for TANF families

vii. Addressing/overcome rental barriers such as:

employability, poor rental history, poor or lack of credit history, or debt to income ratio’s impact on being a renter

viii. Identify open housing units

ix. Support with wrap-around services

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(2) Wellbeing Service Category

(a) Drug/Alcohol Services (DA) – Activity to help Participants identify and overcome addiction and substance use disorders that prevent or limit their employability and self-sufficiency. Services may be offered individually, in a group setting, or available in both an individual and group setting.

Description of services or assistance provided:

i. Substance use screening, such as GAIN-SS

ii. Peer mentorship services focused on supports for

Participants pursuing substance treatment

iii. Support Participants with initial steps to get connected to ongoing substance treatment, such as: making appointments, getting on a waitlist, scheduling an initial appointment or assessment, or other related support as needed.

iv. Support Participants to maintain substance treatment plan

v. Help Participants connect to resources, such as support groups, recovery groups, or similar supports in the community related to addictions and/or sobriety

vi. Coordinate with Participant’s Family Coach to offer wrap around services and supports

vii. Assist with gathering attendance documentation from substance treatment providers

viii. Conduct home visits

(b) Medical-Related Services (ME) – Activities to assess and address health concerns that prevent or limit employability or self-sufficiency. Services are for those who do not have a diagnosis or prognosis. Services may be offered individually, in a group setting, or available in both an individual and group setting.

Description of services or assistance provided:

i. Conduct screenings, such as GAIN-SS

ii. Support Participants with initial steps to get connected to ongoing medical treatment or providers, such as: making appointments, getting on a waitlist, scheduling an initial appointment or assessment, or other related support as needed

iii. Assist or support Participants to attend medical appointments

iv. Support Participants to maintain medical treatment plan

v. Help Participants connect to resources, such as support groups, recovery groups, community health classes related to their health condition or diagnosis

vi. Support Family Coaches regarding medical documents from medical providers, interpret diagnosis, prognosis, accommodations, and how this impacts ODHS’ work with

000000/initials District #7 Page 22 of 93 the Participant

vii. Coordinate with Participant’s Family Coach to offer wrap around services and supports

viii. Assist with gathering attendance documentation from medical treatment providers

ix. Identify Participants who may be eligible for the State-

Family Pre-SSI Program for those applying for SSI and work with Family Coach to complete referral

x. Referral to Vocational Rehabilitation as appropriate

xi. Build knowledge of medical providers who are currently accepting new patients with OHP

xii. Conduct home visits

(c) Mental-Health (MH) – Activities to reduce barriers to employment caused by mental health issues. Services may be offered individually, in a group setting, or available in both an individual and group setting.

Description of services or assistance provided:

i. Conduct screenings, such as GAIN-SS

ii. Support Participants with initial steps to get connected to ongoing mental health treatment or providers, such as:

making appointments, getting on a waitlist, scheduling an initial appointment or assessment, or other related support as needed

iii. Assist or support Participants to attend mental health appointments

iv. Support Participants to maintain mental health treatment plan

v. Help Participants connect to resources, such as support groups, recovery groups, community health classes related to their mental health condition or diagnosis

vi. Support Family Coaches regarding mental health documents from providers, interpret diagnosis, prognosis, accommodations, and how this impacts ODHS’ work with the Participant

vii. Coordinate with Participant’s Family Coach to offer wrap around services and supports

viii. Assist with gathering attendance documentation from mental health treatment providers

ix. Identify Participants who may be eligible for the State-

Family Pre-SSI Program for those applying for SSI and work with Family Coach to complete referral

x. Referral to Vocational Rehabilitation as appropriate

xi. Build knowledge of mental health providers who are currently accepting new patients with OHP

xii. Conduct home visits

xiii. Assist with mental health crisis intervention

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xiv. Peer mentorship services focused on supports for

Participants pursuing mental health treatment

xv. Collaborate with and support Family Coaches around exploration or referral for Participant to mental health, psychological, and/or learning needs evaluation

(d) Rehabilitation…