AZ_and_LSS_of_MN-Fully_executed.pdf

Direct Contract

A P P . A Z . g o v A v a i l a b l e o n l i n e a t :

DEPARTMENT OF CHILD SAFETY

DIRECT SERVICE CONTRACT

State of Arizona Department of Child Safety

Office of Procurement & Contracts

3003 N. Central Ave., 20th Fl.

Phoenix, AZ 85012

Interstate Compact for the Placement of Children Home Study & Monthly Supervision

Offer and Acceptance Form SUBMISSION OF OFFER: The undersigned hereby offers and agrees to provide Out of State Interstate Compact for the Placement of Children in compliance with all terms, conditions, specifications, and amendments in the Solicitation and any written exceptions in the Offer indicated by the latest dated version below

CERTIFICATION: By signature in the above, Offeror certifies that it:

1. Will not discriminate against any employee or applicant for employment in violation of Federal Executive Order 11246, [Arizona] State Executive Orders 2023-09, 2023-01, 2009-

09 or A.R.S. §§ 41-1461 through 41-1465;

2. Has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or

Service to a public servant in connection with the submitted offer. Failure to provide a valid signature affirming the stipulations required by this clause will result in rejection of the Offer. Signing the Offer with a false statement will void the Offer, any resulting contract, and may be subject to legal penalties under law;

3. Complies with A.R.S. § 18-132 when offering electronics or information technology products, Services, or maintenance;

4. Has submitted this Offer as a firm offer for 180 days following the Solicitation due date and time per the Instructions to Offers. Any extensions to the Offer Acceptance Period shall be made in accordance with the A.A.C. R2-7-C310;

5. Did not and will not involve collusion or other anti-competitive practices; and

6. Is not debarred from, or otherwise prohibited from, participating in any contract awarded by federal, state, or local government.

7. Does not participate in, and agrees not to participate in during the term of the contract, a boycott of Israel in accordance with A.R.S. § 35-393 et seq. (Unless exempt)

8. Does not participate in the use of forced labor of ethnic Uyghurs as described in A.R.S. § 35-394. (Unless exempt)

ACCEPTANCE OF OFFER

The offer is hereby accepted.

The Contractor is now bound to sell the Materials or Services listed by the attached Contract and based upon the Solicitation, including all terms, conditions, specifications, amendments, etc., and the Contractor’s Offer as accepted by the State.

The Contract shall henceforth be referred to as Contract No.

The effective date of the Contract is The Contractor is cautioned not to commence any billable work or to provide any Material or Service under this Contract until Contractor receives a purchase order.

State of Arizona Awarded this day of November 2025

Offeror company name Signature of person authorized to sign Offer Date

Address Printed name and Title

City, State, ZIP Contact name and Title

☐ By checking this box, Offeror is certifying that it is exempt from the requirements regarding the forced labor of ethnic Uyghurs and boycott of Israel because of one of the following: Contractor is a Sole proprietorship, has fewer than ten (10) employees; or is a non-profit organization. Contact email address Contact phone number

Procurement Officer signature

Lutheran Social Service (LSS)

Samantha Van Bogart, MSW, LGSW | Director of Social Work

11/14/2025

1605 E Eustis St.

St. Paul, MN Karlee Wagner, Social Work Supervisor karlee.wagner@chlss.org +1-651-255-2211

CTR079578

November 20, 2025

20th

Direct Service Contract

A P P . A Z . g o v A v a i l a b l e o n l i n e a t :

DEPARTMENT OF CHILD SAFETY

DIRECT SERVICE CONTRACT

State of Arizona Department of Child Safety

Office of Procurement & Contracts

3003 N. Central Ave., 20th Fl.

Phoenix, AZ 85012

Interstate Compact for the Placement of Children Home Study & Monthly Supervision

1.0 Introduction

1.2 The Arizona Department of Child Safety (DCS) is statutorily responsible to provide services to families whose children are involved with DCS. DCS Vision and Mission Statements are:

Vision: Children thrive in family environments free from abuse and neglect.

Mission: Successfully partner with families, caregivers, and the community to strengthen families, ensure safety, and achieve permanency for all Arizona’s children through prevention, services and support.

2.0 Purpose and Background: The purpose of this service is to:

2.1 Complete Home Studies and evaluations on potential placements (e.g. relatives, parents, foster care families, adoptive families) for referred children from Arizona placed out of state through the ICPC agreement;

2.2 Provide courtesy supervision of an Arizona child who is placed in another state in order to meet the sending State’s responsibility of visiting the child, and to prepare and submit reports on the child’s current status as required by ICPC;

2.3 If required, complete an adoption certification study to the Court for an identified family which includes recommendation for certification as required by A.R.S. § 8- 105 as may be amended.

2.4 Case management of the child when placed in another state by Arizona.

3.0 General Requirements: The Contractor shall:

3.1 Accept service upon receipt of ICPC 100A (Exhibit A). This includes referral packets sent to the Contractor via email, Guardian or other as decided by

ADCS.

3.2 Provide all services as indicated on ICPC 100A.

3.3 Access Guardian to enter case notes or other required documentation. The Contractor shall be responsible for any costs associated with accessing this online platform.

3.4 Services are to be provided Monday through Friday and on weekends to accommodate the needs of the family’s schedule.

3.4 Ensure that all services, procedures, and forms provided are culturally relevant, linguistically appropriate and gender responsive (including Lesbian, Gay, Bisexual, Transgender, and Questioning (LGBTQ))

State of Arizona Department of Child Safety

Office of Procurement & Contracts

3003 N. Central Ave., 20th Fl.

Phoenix, AZ 85012

Interstate Compact for the Placement of Children Home Study & Monthly Supervision

3.5 Ensure cross-cultural communication support with the involvement of culturally competent staff in all levels of service delivery.

3.6 Have the ability to serve non-English speaking families by being able to speak the language of the parent and/or child (ren).

1. Provide translation and interpretation services to meet the requirements of this contract, by complying with Federal law regarding Limited English Proficiency (LEP (Exhibit G).

2. The Contractor must provide a certified interpreter over the age of twenty-one (21) as needed.

4.0 Specific Requirements: The Contractor shall:

4.1 Referral for Service

4.1.1 Upon receipt of the referral, conduct a review of the referral material to evaluate the actual services to be provided. The referral packet will include:

1. The name, date and place of birth of the child;

2. The address or addresses of the parent or legal guardians of the child;

3. The name and address of the parent or relative to be evaluated for the purpose of placement;

4. The name and address of the responsible party sending the child should placement be approved;

5. A statement of the reason for the proposed placement and evidence of authority to make the placement (e.g. a Court order stating that the child is a ward of the State); and

6. Available background information regarding the child and the family.

4.1.2 Create a case file on the child and the family upon dated receipt of the referral packet;

4.2 ICPC Home Study

4.2.1 Conduct the Home Study for all ICPC referrals as on ICPC 100-A referral packet and according to:

1. The ADCS Policy

(https://extranet.azdcs.gov/DCSPolicy/Content/Program%20Policy/0 5_Child_Permanency/06%20Interstate%20Compact%20on%20the %20Placement%20of%20Children/CH5_S37%20Overview%20of% 20ICPC.htm?Highlight=ICP and the

2. Family and Home Evaluation as may be amended.

4.2.2 When completing a Home Study for an ICPC referral, the Contractor shall comply with federal and state requirements.

State of Arizona Department of Child Safety

Office of Procurement & Contracts

3003 N. Central Ave., 20th Fl.

Phoenix, AZ 85012

Interstate Compact for the Placement of Children Home Study & Monthly Supervision

4.2.3 Complete the Home Study within thirty (30) days of dated receipt of the referral packet. The Home Study shall include the following:

1. A description of the family’s relationship with the child, and prior knowledge of the child;

2. An evaluation of the family’s capacities to meet the needs of the child as described in the referral packet;

3. A description of the health, educational and other community resources needed by the child and the availability of these services within the area; and

4. Recommendation of approval or denial of placement of the child.

4.2.4 Submit the completed Home Study to ADCS designated staff within fifteen (15) days; a closing summary is not required when the referral is solely for the purpose of a home study.

4.2.5 For Adoptive Home Studies, in addition to Sections 4.3.1 to 4.3.5, the Contractor shall:

1. Assist the family with submitting the required fingerprinting submittal forms for all adults in the household. Prior to the Contractor submitting the Home Study to the Department, the Contractor shall confirm with the family the submittal of the required fingerprint forms.

2. If applicable, request all adult household members to complete the Self- Disclosure Form and the Adoptive Family Central Registry Records Clearance, (Exhibit D). The Contractor shall attach the Self- Disclosure form to the Home Study.

4.3 Monthly Supervision

4.3.1 Open a case file within twenty-four (24) hours of receiving of a referral which is to include, but is not limited to:

1. Referral packet from the Department;

2. Interstate Compact Placement Request, ICPC 100A;

3. Home Study evaluation; and

4. Interstate Compact Report on Child’s Placement Status, ICPC

100B.

4.3.2 Provide supervision of the placement to include, but is not limited to:

1. Services to the child as indicated in the referral (monthly ICPC supervision);

2. Other services which are agreed to in writing by the sending state;

3. Preparing and submitting the Monthly Supervisory Report as indicated in the referral packet (on Interstate Compact Placement Request, ICPC-100-A) (the format shall comply with Department policies and guidelines);

4. Documentation in the case file of:

State of Arizona Department of Child Safety

Office of Procurement & Contracts

3003 N. Central Ave., 20th Fl.

Phoenix, AZ 85012

Interstate Compact for the Placement of Children Home Study & Monthly Supervision

a. Any verbal communication with agencies from other states;

b. Contacts with children;

c. Telephone and office collateral contacts (e.g. any contacts related to the case).

d. The documentation shall include the date of contact, method and type of contact (e.g. phone, in person, school, ICPC supervision, etc.), person contacted and significant events of the contact;

5. Compliance with directives within the ADCS Policy https://extranet.azdcs.gov/DCSPolicy/Content/Program%20Policy/0 5_Child_Permanency/06%20Interstate%20Compact%20on%20the %20Placement%20of%20Children/CH5_S37%20Overview%20of% 20ICPC.htm?Highlight=ICPas may be amended; and

6. Continued supervision of child(ren) in placement until the case is closed or adoptions are finalized.

4.3.3 If the Contractor is concerned about the safety of a child in an ICPC approved placement, the Contractor shall notify the State ICPC Compact Administrator immediately. The State ICPC Compact Administrator will determine what action, if any, takes place, including but not limited to:

removing a child from an ICPC approved placement, placing a child in shelter care, group home, family foster care, or with another individual.

4.4 Relative Adoptions (if applicable)

4.4.1 If the prospective adoptive family is the spouse of the birth or legal parent of the child to be adopted or is an uncle, aunt, adult sibling, grandparent, or great-grandparent of the child of the whole or half-blood or by marriage or adoption (hereafter referred to as “Relative Adoption”), the Contractor may provide services noted below when a child is placed through ICPC to include but are not limited to:

1. Home Study of the relative family;

2. Case management of the child place in another State from Arizona;

3. Assisting the family in filing the petition to adopt. ADCS (sending

State) is responsible for paying the filing fees. For ICPC cases, the Contractor shall assist the family in completing an application for adoption subsidy if requested;

4. Supervision of the child until the adoption is finalized and the case is closed; and

5. Completion and submittal of the social study to the Court ten (10) days before the hearing on the petition to adopt as required by A.R.S. §8-112 as may be amended and the requirements of Maricopa County Juvenile Court.

4.5 Non-Relative Adoptions (if applicable)

4.5.1 For Non-Relative adoptions for ICPC children, the Contractor shall:

State of Arizona Department of Child Safety

Office of Procurement & Contracts

3003 N. Central Ave., 20th Fl.

Phoenix, AZ 85012

Interstate Compact for the Placement of Children Home Study & Monthly Supervision

1. Conduct a Home Study of the family and complete the adoption certification report as required by A.R.S. §8-105 as may be amended, which includes recommendation for certification. When completing and submitting the report to the Court, the Contractor shall comply with the ICPC Regulations:

Safe and Timely Act requirements and Court requirements

2. Provide case management of the child when placed in another state by Arizona;

3. Prepare the adoptive Home Study certification for ICPC children;

4. For families requiring certification in Arizona, assist the family in completing and filing the application for Court certification within sixty (60) days from the receipt of the referral. The Contractor shall submit the adoptive Home Study certification packet to the Department within thirty (30) days of the date the Court established the adoption certification number;

5. Assist the family in filing the petition to adopt. ADCS is responsible for paying the filing fees. For ICPC cases, the Contractor shall assist the family in completing an application for adoption subsidy if requested;

6. Conduct and submit a social study to the Court ten (10) days before the hearing on the petition to adopt in accordance with the requirements of the Court where the adoption is filed; and

7. Assist the family in keeping the family’s adoption certification current through the filing of the petition to adopt.

5.0 CONTRACTOR REQUIREMENTS: The Contractor Shall

5.1 Staffing:

5.1.1 Contractor shall maintain current all federal, state and local licenses and permits required for the operation of its business in general, for its operations under the Contract, and for the Work itself.

5.1.2 Fingerprinting and Background Checks: The Contractor shall comply with all State and Federal legal requirements relating to fingerprinting, fingerprint clearance cards, certifications regarding pending or past criminal matters, and criminal records checks.

1. Contractor shall ensure that all of Contractor’s employees, independent contractors, subcontractors, volunteers and other agents comply with, all applicable (current and future) legal requirements relating to fingerprinting, fingerprint clearance cards, certifications regarding pending or past criminal matters, and criminal records checks that relate to contract performance per

State of Arizona Department of Child Safety

Office of Procurement & Contracts

3003 N. Central Ave., 20th Fl.

Phoenix, AZ 85012

Interstate Compact for the Placement of Children Home Study & Monthly Supervision

State and Federal guidelines.

2. To the extent A.R.S. § 46-141 is applicable to contract performance or the services provided under this contract, the following provisions apply:

a. Personnel who are employed by the Contractor, whether paid or not, shall have a valid level 1 fingerprint clearance card.

b. Except as provided in A.R.S. § 46-141, this contract may be cancelled or terminated immediately if a person employed by the has been convicted of any of the offenses listed therein in this State, or of acts committed in another state that would be offenses in this State, or if the person does not possess or is denied issuance of a valid fingerprint clearance card.

5.1.3 Require staff providing services have:

1. The ability to relate well with families of varied lifestyles, backgrounds and ethnicities;

2. Experience with cultural diversity;

3. The ability to assess family’s strengths and weaknesses;

4. Experience in mediation and other interventions;

5. Ability to recognize signs fo abuse/neglect in the home; and

6. The ability to convey the ICPC family information about the child welfare system of the sending state.

5.1.4 The Contractor shall provide staff training to ensure ethical, legal and compliant service delivery.

5.2 Licensure/Certification: The Contractor shall:

5.2.1 Require individuals performing this service hold at least a Bachelor’s degree with a major in Child Development, Social Work, Rehabilitation, Counseling, Education, Sociology, Psychology or other closely-related field, or relevant experience. Individuals performing this service will be supervised by a licensed social work supervisor.

5.2.2 Comply with A.R.S. § 8-548 et. seq.; Arizona Administrative Code, Title

6, Chapter 5, Article 80, Rule 6-5-8005 through 8010; and the Department of Child Services, Children’s Services Manual, Chapter 5

State of Arizona Department of Child Safety

Office of Procurement & Contracts

3003 N. Central Ave., 20th Fl.

Phoenix, AZ 85012

Interstate Compact for the Placement of Children Home Study & Monthly Supervision

Child Permanency, https://extranet.azdcs.gov/DCSPolicy/Content/Program%20Policy/05_C hild_Permanency/Chapter%2005%20Outline.htm ICPC as may be amended;

5.2.3 Comply with the statutory obligation to report child maltreatment, as prescribed in A.R.S. § 13-3620 as may be amended;

5.2.4 Comply with the Health Insurance Portability and Accountability Act of 1996 Business Associate Agreement (HIPAA BAA).

5.3 Professional Standards:

5.3.1 Staff are to be well groomed, and present a professional appearance.

Clothing prohibited to wear includes:

1. Any garments deemed inappropriately tight, short, or revealing

(mesh tops, midriff tops, tank tops, tube tops, short shorts, Work out and/or Yoga pants, etc.)

2. T-shirts that have decals, slogans, or pictures that contain references to illegal substances (i.e. alcohol, drugs, etc.) or immoral behavior are not allowed. (Provider Company Logo is acceptable)

3. Pants or shorts worn below the waist to the extent that the underwear and/or skin is/could be exposed.

5.3.2 Staff shall treat clients in a courteous manner, refraining from profanity and adverse personal gestures toward them during services performed.

5.3.3 No employees, under no circumstances, shall engage with clients in any act of sexual contact and/or sexual conduct as defined in A.R.S. § 13- 1401 and A.R.S. § 13-3551.

5.4 Personnel File

5.4.1 Maintain the following in staff's personnel file and update annually:

1. Proof of work experience, i.e. resume;

2. Any certifications (i.e. EMT, Medical, etc.)

3. Level One fingerprint clearance card;

4. Proof of training;

State of Arizona Department of Child Safety

Office of Procurement & Contracts

3003 N. Central Ave., 20th Fl.

Phoenix, AZ 85012

Interstate Compact for the Placement of Children Home Study & Monthly Supervision

5.5 Service Case Records:

5.5.1 Establish and maintain a confidential service case record for each parent/caregiver to whom services are provided. A service case record shall include at least the following information:

1. Copy of the referral packet;

2. All documents related to services provided to client;

3. All reports and forms identified in Section 6.0;

4. Copies of any documents provided by the parent/caregiver;

5. Record of all contacts in person, in writing, electronically or telephonically, including but not limited to, the parent/caregiver, children, the court, attorneys, mental health professionals, community agencies, and/or referring agencies;

6. Any significant incidents that occurred in relation to the parent/caregiver’s case or any incident related to or during delivery of service as noted in Section 6.2.

5.5.2 Provide the original service case record to ADCS and retain a copy of the requested service case record within two (2) business days upon request from ADCS.

5.5.3 Include documentation for all correspondents, communication, visitation, skill sessions, and missed appointments of any kind with the parent/caregiver, ADCS personal, placement or any other party associated with the case in the case notes.

5.5.4 Retain case file for a period of five (5) years, after termination of the contractor, or five (5) years after termination of the service to the family, whichever is later.

5.5.5 Maintain confidentiality of case and case record at all times in accordance with:

1. ADCS policy

(https://extranet.azdcs.gov/DCSPolicy/Content/Program%20Policy/ Program_Policy.htm)

2. Arizona State Library Archives (http://www.azlibrary.gov/arm/retention-schedules)

3. ADCS Business Associate Agreement with HITECH http://www.azlibrary.gov/arm/retention-schedules)

State of Arizona Department of Child Safety

Office of Procurement & Contracts

3003 N. Central Ave., 20th Fl.

Phoenix, AZ 85012

Interstate Compact for the Placement of Children Home Study & Monthly Supervision

4. The Social Security Administration Privacy Act (https://www.ssa.gov/agency/privacyact.html).

5.5.6 Contractor is prohibited from sharing any information regarding, or pictures of any parent/caregivers or children, including but not limited to verbally, on social, printed, or electronic media.

6.0 Reporting Requirements

6.1 DCS reserves the right to request the Contractor to submit additional or revised reports related to the service provisions.

6.2 Unusual Incident Report – DCS Form CSO-1151A (Exhibit E) – Contractors shall contact DCS within two (2) hours of discovering the families or DCS child (ren) placed with a family have experienced any incident(s) and submit the written report within twenty-four (24) hours.

6.2.2 Contractors shall contact DCS within two (2) hours of discovering a client(s) has experienced any incident(s), and submit the written report within twenty-four (24) hours.

1. Utilizing the DCS Significant Incident Report form as provided, document and report any incident as listed, but not limited to, the following:

2. Individual deaths;

3. Suicide ideation;

4. Suicide attempts;

5. Self-abuse;

6. Bullying;

7. Physical abuse and allegations of physical abuse;

8. Sexual abuse and allegations of sexual abuse;

9. Sexual contact or physical aggression between children that involves an inquiry regarding the supervision provided by the out of home caregiver;

10. Any incident involving injury or trauma (i.e., accidents) regardless of treatment location;

11. When medicine is administered in an emergency situation;

12. When an error in administering any medication resulted in an emergency medical intervention;

13. Adverse medication reactions resulting in medical intervention;

14. Inpatient hospitalized clients;

15. Accidents occurring in home or off-site, while under the supervision of the family, requiring emergency medical treatment, which is not limited to near drowning that required resuscitation;

16. Threats and/or altercation with parent, staff or child (ren);

17. Assault, Fighting or Physical Aggression http://www.ssa.gov/agency/privacyact.html)

State of Arizona Department of Child Safety

Office of Procurement & Contracts

3003 N. Central Ave., 20th Fl.

Phoenix, AZ 85012

Interstate Compact for the Placement of Children Home Study & Monthly Supervision

18. Damage or theft of property;

19. Substance Abuse;

20. Police involvement;

21. Emergency Evacuations;

22. Transportation/traffic-related incidents;

23. Disasters, such as a major fire in the facility when children were present or which affect individual care areas;

24. When a physical restraint is used;

25. When Child is arrested; and

26. When the child (ren) is determined to be a runaway.

6.2.2 Incident reporting procedure: When filing an incident report refer to

Exhibit F to see if calling the hotline is also required.

1. If Incident Report is Required:

a. The Contractor shall report to the DCS Case Manager, either verbally or via email, within two (2) hours of discovering the client(s) have experienced any of the accidents or incidents in this contract;

b. Complete the DCS Incident Report; and

c. Submit a written DCS Incident Report to the DCS Case within twenty-four (24) hours after the initial notification

2. If a call to the Child Abuse Hotline is required:

a. Call the Child Abuse Hotline at 1-888-767-2445 (if applicable);

and

b. Make a police report (if applicable).

6.3 Programmatic Reports

6.3.1 Monthly ICPC Supervisory Report for each referred case to the Department's ICPC Coordinator or designee within ten (10) days after the end of the month or within the time period specified on the referral

6.3.2 Home Studies submitted to Department Designee with thirty (30) days of completion

6.3.3 Complete and submit ICPC 100B (Exhibit B) to ADCS case manager at conclusion of the child(ren)”s placement.

7.0 PAYMENT UNITS:

Rates are all inclusive including mileage, per diem, driving time, services, insurance, etc.

The Department will not pay separately for these or any other costs.

7.1 One (1) Completed ICPC Home Study:

1. Includes staff time, report preparation, travel, and completion and submittal of the home study.

2. To be paid upon ADCS approval of completed and submitted ICPC Home

Study/Adoption Home Study.

State of Arizona Department of Child Safety

Office of Procurement & Contracts

3003 N. Central Ave., 20th Fl.

Phoenix, AZ 85012

Interstate Compact for the Placement of Children Home Study & Monthly Supervision

7.2 One (1) Monthly Child Supervision rate:

1. Includes staff time to conduct the required ICPC supervision for each family, assist families to obtain services, report preparation and submittal and travel.

2. The Monthly Rate does not include staff time in preparation and completion of a home study.

3. To be paid upon ADCS approval of completed and submitted Monthly

Supervision Report

7.3 Price Adjustment (Annual)

1. DCS may review a fully documented request for a price increase only after the contract has been in effect for one (1) year. A price increase adjustment shall only be considered at a minimum of forty-five (45) days before contract is due to expire, and shall be a factor in the extension review process. DCS shall determine whether the requested price increase or an alternate option is in the best interest of the State.

2. The price increase adjustment, if approved, will be effective upon the effective date of the contract extension. Price reductions will become effective upon acceptance by the State

7.4 Payments (will not be made unless there is a correct invoice received)

1. DCS may pay accurate claims submitted with all required supporting documentation for any undisputed amounts due to the Contractor within the time specified in the Special Terms and Conditions.

2. DCS may, but is under no obligation to, pay by joint check or to pay directly to any Subcontractor or other creditor to whom any portion of Contractor’s requested payment is owed.

3. If DCS determines that an over-payment has been made to the Contractor on any prior invoice, it shall inform Contractor of the amount and date of the over-payment and may deduct the over-paid amount from amounts then or thereafter due to the Contractor.

8.0 INVOICES

8.1 Invoice: Shall be submitted within fifteen (15) calendar days following the end of the month in which services are provided. The Monthly Invoice shall be signed and dated by the person authorized to submit invoices for the Contractor.

8.2 Invoices shall be submitted in Guardian.

1. If you are not a current provider, the system will contact you with a login so that you can create a profile. You will be able to submit invoices to DCS once this profile is created.

2. The monthly invoice submitted shall include all of the required documentation as attachments

State of Arizona Department of Child Safety

Office of Procurement & Contracts

3003 N. Central Ave., 20th Fl.

Phoenix, AZ 85012

8.3 Final invoices shall be submitted by the 30th day of the month following the end of each contract year. The final invoice shall include all adjustments to invoices submitted during the immediately preceding contract year and all claims for unpaid services provided during the immediately preceding contract year.

8.4 Payment shall only be made by the Department upon receipt of a timely and accurately submitted invoice with required documentation as indicated above.

Non-compliance shall delay the payment process

8.5 Defective Invoices. Without prejudice to its other rights under the Contract or further obligation to Contractor, DCS may, at its discretion, reject any materially defective invoice.

1. DCS shall notify Contractor after receipt if DCS determines an invoice to be materially defective.

2. Invoices will be deemed automatically rejected upon delivery if they:

a. are sent to an incorrect address;

b. do not reference the correct DCS contract number; or

c. are payable to any Person other than the Contractor.

3. DCS will have no obligation to pay against a defective invoice unless and until Contractor has re-submitted the invoice free of defects.

9.0 DEFINITIONS

1. Adoption: the method provided by state law that establishes the legal relationship of parent and child between persons who are not so related by birth or some other legal determination, with the same mutual rights and obligations that exist between children and their birth parents. This relationship can only be termed adoption after the legal process is complete.

2. Adoptive parent: A person who legally adopts a child. A.R.S. § 8-103(A) states that any adult, whether married, unmarried or legally separated is eligible to qualify to adopt children. A husband and wife may jointly adopt children.

3. Arizona Department of Child Safety. Arizona Department of Child Safety (DCS):

The state agency whose primary purpose is to protect children and includes the coordination of services to achieve and maintain permanency on behalf of the child.

Also referred to as the “Department” or “DCS”.

4. Business Day: Means Monday through Friday, excluding state legal holidays.

5. Case Plan: DCS shall facilitate the development of an individualized, family-centered, written case plan for every child, youth, and family receiving ongoing services from the Department

6. Child Safety and Risk Assessment: The assessment of child safety and risk is initiated during initial contact with the family and is continued throughout the investigation. The purpose of the child safety and risk assessment is to gather sufficient and relevant information to make an informed decision about whether the

State of Arizona Department of Child Safety

Office of Procurement & Contracts

3003 N. Central Ave., 20th Fl.

Phoenix, AZ 85012

Interstate Compact for the Placement of Children Home Study & Monthly Supervision child is safe or unsafe. A child is unsafe when present danger or impending danger exists.

7. Child or Youth: A person less than 18 years of age.

8. Courts: A judicial tribunal duly constituted for the hearing and determination of cases

9. Courtesy Supervision: Includes monthly visits in the placement of a child placed in

Arizona through ICPC.

10. DCS Specialist: The ADCS employee who is responsible for case management services provided to the foster child.

11. DCS Program Supervisor: The supervisor of the DCS employee who is responsible for case management services provided to the family.

12. Disruption: The termination of placement that is unplanned and does not contribute to the permanency or treatment needs of the child.

13. Family: Persons, including at least one child, related by: (1) blood or law; or (2) who are legal guardians of a child; or (3) who reside in the same household. This includes biological, adoptive extended, and significant others.

14. Fictive Kin: Individuals who maintain/foster the child’s connections to their community and family of origin to reduce trauma and support the permanency goal.

Persons who are not familial relatives of the child or related through marriage, adoption, or guardianship but have a pre-existing relationship with the child’s family including god parents, close friends, and neighbors

15. Foster Care: Care and supervision provided to a child who is in the custody of the state.

16. Foster Care Review Board: The Foster Care Review Board (FCRB) is established by Arizona statute to review at least every six (6) months the case of each child in foster care. The purpose of these reviews is to determine and advise the juvenile court of the adequacy of efforts and progress toward placement of the child in a permanent home; to encourage and facilitate the return of each dependent child to his/her family whenever possible; to promote and encourage stability in the child's placement; to assist in informing parents and others of their rights and responsibilities regarding a dependent child in foster care; and through the State Board, to make recommendations to the Supreme Court, the Governor, and the legislature regarding foster care.

17. Foster Care Supports: Oversees the recruitment and retention of foster homes.

Responsible for working with the communication and marketing teams to support foster home recruitment, study and supervised process throughout the state, including marketing strategies necessary for informing the public of the State’s continuous need for foster homes.

18. Group Home: A group care facility that provides twenty-four (24) hour supervision within a group setting.

19. Home Study: An evaluation of a home environment conducted in accordance with applicable requirements of the state in which the home is located, to determine

State of Arizona Department of Child Safety

Office of Procurement & Contracts

3003 N. Central Ave., 20th Fl.

Phoenix, AZ 85012

Interstate Compact for the Placement of Children Home Study & Monthly Supervision whether a proposed placement of a child would meet the individual needs of the child, including the child's safety, permanency, health, well-being, and mental, emotional and physical development.

20. ICPC Foster Home Licensure: Compliance with the State of Arizona licensing requirements as specified in Arizona Administrative Code, Title 6, Chapter 5, Family Foster Parent Licensing Requirements as may be amended, and pertaining to the placement of children from other states.

21. Indian Child Welfare ACT (ICWA): The Indian Child Welfare Act (ICWA) of 1978 is federal law that governs jurisdiction over the removal and out-of-home placement of American Indian children. ICWA established standards for the placement of American Indian children in foster and adoptive homes and enabled Tribes and families to be involved in child welfare cases.

22. Interstate Compact on the Placement of Children (ICPC): The Interstate Compact on the Placement of Children is a Compact between states and parties pursuant to law, to ensure protection and services to children who are placed across state lines.

23. Kinship: The relationship between an adult relative and a child in the care, custody, and control of the Department.

24. Kinship Caregiver: Includes Relative of Fictive kin.

25. Licensed Foster Home: A home maintained by any individual or individuals having the care and control of minor children, other than those related to each other by blood or marriage. If a kinship foster home, the home may be related to such minor children, especially if the children are legal wards of the State (A.R.S. § 8-501 (A) (4)).

26. On-going Training: In-service training modules, sessions, seminars, and conferences on topics needed by currently licensed foster parents to continue their professional development. The number of required hours annually for each foster parent shall be per the contract and Arizona revised statute and Department/OLR licensing requirements/rules

27. Shelter: A licensed agency-administered group care setting which is available for a child in need of immediate placement.

28. Significant Other: An individual who has a consequential relationship with the child

29. Support Services: Services provided to families which include, but are not limited to, foster counseling, family support, and child behavior management.

30. Trauma Informed Care: Trauma Informed Care is understanding, recognizing and responding to the neurological, biological, psychological and social impact of trauma and provide direct care that addresses the effects in a collaborative, supportive and skill based manner.

31. Unusual Incidents: An incident that involves death, severe personal injury, runaway, or property damage that will impact clients and their relatives, the Department staff and Administration, or the public in general, and may be considered newsworthy by the media and/or incur liability to the State of Arizona.

State of Arizona Department of Child Safety

Office of Procurement & Contracts

3003 N. Central Ave., 20th Fl.

Phoenix, AZ 85012

10.0 CONTRACT TERM

The term of this Agreement shall begin on date of last signature and continue for one (1) year unless canceled, terminated, or permissibly extended.

11.0 CONTRACT EXTENSION

The State shall have the unilateral right to extend the contract period for additional one

(1) year periods or portions thereof for a total contract term not to exceed five (5) years.

The terms and conditions of any such contract extension shall remain the same as the original contract.

1. The State has no obligation to extend or renew a contract.

2. Contracts may be extended or renewed for multiple periods, or may be established as a multi-year contract in its entirety or in part at the sole option of the State

12.0 AMENDMENTS OR MODIFICATIONS

This Contract is issued under the authority of the Procurement Officer who signed this Contract. The Contract may be modified only through a Contract Amendment within the scope of the Contract. Changes to the Contract, including the addition of Services or Materials, the revision of payment terms, or the substitution of Services or Materials, directed by a person who is not specifically authorized by the Procurement Officer in writing or made unilaterally by the Contractor are violations of the Contract and of applicable law. Such changes, including unauthorized written Contract Amendments shall be void and without effect, and the Contractor shall not be entitled to any claim under this Contract based on those changes

Either party shall give written notice to the other party of any non-material alteration that affects the provisions of this Agreement. Non-material alterations that do not require a written amendment are as follows:

a. Change of telephone number.

b. Change in authorized signatory.

c. Change in the name and/or address of the person to whom notices are to be sent.

13.0 TERMINATION

Termination for Convenience Termination for Convenience. The State reserves the right to terminate the Contract, in whole or in part at any time when in the best interest of the State, without penalty or recourse. Upon receipt of the written notice, the Contractor shall stop all work, as directed in the notice, notify all Subcontractors of the effective date of the termination and minimize all further costs to the State. In the event of termination under this paragraph, all documents, Data and reports prepared by the Contractor under the

State of Arizona Department of Child Safety

Office of Procurement & Contracts

3003 N. Central Ave., 20th Fl.

Phoenix, AZ 85012

Interstate Compact for the Placement of Children Home Study & Monthly Supervision

Contract shall become the property of and be delivered to the State upon demand. The Contractor shall be entitled to receive just and equitable compensation for work in progress, work completed, and Materials or Services accepted before the effective date of the termination. The cost principles and procedures provided in A.R.S. § 41-2543 and A.A.C. Title 2, Chapter 7, Article 7, shall apply.

Termination for Default

In addition to the rights reserved in the contract, the State may terminate the Contract in whole or in part due to the failure of the Contractor to comply with any term or condition of the Contract, to acquire and maintain all required insurance policies, bonds, licenses and permits, or to make satisfactory progress in performing the Contract. The Procurement Officer shall provide written notice of the termination and the reasons for it to the Contractor.

Upon termination under this paragraph, all goods, Materials, documents, Data, and reports prepared by the Contractor under the Contract shall become the property of and be delivered to the State on demand.

The State may, upon termination of this Contract, procure, on terms and in the manner that it deems appropriate, Materials or Services to replace those under this Contract.

The Contractor shall be liable to the State for any excess costs incurred by the State in procuring Materials or Services in substitution for those due from the Contractor.

14.0 CANCELLATION FOR CONFLICT OF INTEREST

Pursuant to A.R.S. § 38-511, the State may cancel this Contract within three (3) years after Contract execution without penalty or further obligation if any person significantly involved in initiating, negotiating, securing, drafting or creating the Contract on behalf of the State is or becomes at any time while the Contract or an extension of the Contract is in effect an employee of or a consultant to any other party to this Contract with respect to the subject matter of the Contract. The cancellation shall be effective when the Contractor receives written notice of the cancellation unless the notice specifies a later time. If the Contractor is a political subdivision of the State, it may also cancel this Contract as provided in A.R.S. § 38-511.

15.0 RIGHT OF OFFSET

The State shall be entitled to offset against any sums due the Contractor, any expenses or costs incurred by the State, or damages assessed by the State concerning the Contractor’s non-conforming performance or failure to perform the Contract, including expenses, costs and damages described in the Uniform Terms and Conditions.

16.0 INDEMNIFICATION AND INSURANCE

16.1 To the fullest extent permitted by law, Contractor shall defend, indemnify, and hold harmless the State of Arizona, and its departments, agencies, boards, commissions, universities, officers, officials, agents, and employees (hereinafter referred to as “Indemnitee”) from and against any and all claims, actions, State of Arizona Department of Child Safety

Office of Procurement & Contracts

3003 N. Central Ave., 20th Fl.

Phoenix, AZ 85012

Interstate Compact for the Placement of Children Home Study & Monthly Supervision liabilities, damages, losses, or expenses (including court costs, attorneys’ fees, and costs of claim processing, investigation and litigation) (hereinafter referred to as “Claims”) for bodily injury or personal injury (including death), or loss or damage to tangible or intangible property caused, or alleged to be caused, in whole or in part, by the negligent or willful acts or omissions of Contractor or any of its owners, officers, directors, agents, employees or subcontractors. This indemnity includes any claim or amount arising out of, or recovered under, the Workers’ Compensation Law or arising out of the failure of such Contractor to conform to any federal, state, or local law, statute, ordinance, rule, regulation, or court decree. It is the specific intention of the parties that the Indemnitee shall, in all instances, except for Claims arising solely from the negligent or willful acts or omissions of the Indemnitee, be indemnified by Contractor from and against any and all claims. It is agreed that Contractor will be responsible for primary loss investigation, defense, and judgment costs where this indemnification is applicable. In consideration of the award of this contract, the Contractor agrees to waive all rights of subrogation against the State of Arizona, its officers, officials, agents, and employees for losses arising from the work performed by the Contractor for the State of Arizona.

This indemnity shall not apply if the contractor or sub-contractor(s) is/are an agency, board, commission or university of the State of Arizona

16.2 Insurance Requirements

1. Contractor and subcontractors shall procure and maintain, until all of their obligations have been discharged, including any warranty periods under this Contract, insurance against claims for injury to persons or damage to property arising from, or in connection with, the performance of the work hereunder by the Contractor, its agents, representatives, employees or subcontractors.

2. The Insurance Requirements herein are minimum requirements for this Contract and in no way limit the indemnity covenants contained in this Contract. The State of Arizona in no way warrants that the minimum limits contained herein are sufficient to protect the Contractor from liabilities that arise out of the performance of the work under this Contract by the Contractor, its agents, representatives, employees or subcontractors, and the Contractor is free to purchase additional insurance.

16.3 Minimum Scope and Limits of Insurance:

Contractor shall provide coverage with limits of liability not less than those stated below.

1) COMMERCIAL GENERAL LIABILITY – OCCURRENCE FORM

Policy shall include bodily injury, property damage personal injury and broad form contractual liability coverage

• General Aggregate $1,000,000

State of Arizona Department of Child Safety

Office of Procurement & Contracts

3003 N. Central Ave., 20th Fl.

Phoenix, AZ 85012

Interstate Compact for the Placement of Children Home Study & Monthly Supervision

• Products – Completed Operations Aggregate $500,000

• Personal and Advertising Injury $500,000

• Damage to Rented Premises $25,000

• Each Occurrence $500,000

a. The policy shall include coverage for Sexual Abuse and Molestation (SAM). This coverage may be sub-limited to no less than $250,000. The limits may be included within the General Liability limit or provided by separate endorsement with its own dedicated limits. If you are unable to obtain SAM coverage under your General Liability because the insurance market will not support it, it should it be included with the Professional Liability.

b. Defense Costs should not erode the policy limits, also known as “defense outside the limits.”

c. Contractor must provide the following statement on their Certificate(s) of Insurance: “Sexual Abuse and Molestation coverage is included” or “Sexual Abuse and Molestation coverage is not excluded.”

d. The policy shall be endorsed, as required by this written agreement, to include the State of Arizona, and its departments, agencies, boards, commissions, universities, officers, officials, agents, and employees as additional insureds with respect to liability arising out of the activities performed by or on behalf of the Contractor.

e. Policy shall contain a waiver of subrogation endorsement, as required by this written agreement, in favor of the State of Arizona, and its departments, agencies, boards, commissions, universities, officers, officials, agents, and employees for losses arising from work performed by or on behalf of the Contractor.

2) BUSINESS AUTOMOBILE LIABILITY

Bodily Injury and Property Damage for any owned, hired, and/or non-owned vehicles used in the performance of this Contract.

• Combined Single Limit (CSL) $500,000

a) The policy shall be endorsed to include the following additional insured language: “The State of Arizona, its departments, agencies, boards, commissions, universities and its officers, officials, agents, and employees shall be named as additional insureds with respect to liability arising out of the activities performed by or on behalf of the Contractor, involving automobiles owned, leased, hired or borrowed by the Contractor".

b) Policy shall contain a waiver of subrogation endorsement as required by this written agreement in favor of the State of Arizona, and its departments, agencies, boards, commissions, universities, officers, officials, agents, and employees for losses arising from work performed by or on behalf of the Contractor.

State of Arizona Department of Child Safety

Office of Procurement & Contracts

3003 N. Central Ave., 20th Fl.

Phoenix, AZ 85012

3) WORKER’S COMPENSATION AND EMPLOYERS’ LIABILITY

• Workers’ Compensation Statutory

• Employers’ Liability o Each Accident $ 1,000,000 o Disease – Each Employee $ 1,000,000 o Disease – Policy Limit $ 1,000,000

a. Policy shall contain a waiver of subrogation endorsement, as required by this written agreement, in favor of the State of Arizona, and its departments, agencies, boards, commissions, universities, officers, officials, agents, and employees for losses arising from work performed by or on behalf of the Contractor.

b. This requirement shall not apply to each Contractor or subcontractor that is exempt under A.R.S. § 23-901, and when such Contractor or subcontractor executes the appropriate waiver form (Sole Proprietor or Independent Contractor).

4) ADDITIONAL INSURANCE REQUIREMENTS:

The policies shall include, or be endorsed to include, as required by this written agreement, the following provisions:

a. The Contractor's policies, as applicable, shall stipulate that the insurance afforded the Contractor shall be primary and that any insurance carried by the Department, its agents, officials, employees or the State of Arizona shall be excess and not contributory insurance, as provided by A.R.S. § 41-621 (E).

b. Insurance provided by the Contractor shall not limit the Contractor’s liability assumed under the…