Request for Proposal (RFP) Part 1 of 2

Solicitation No.: BPM000600

Description: Early Intervention Services – R17 Southern Apache

RFP Part 1 of 2 Available Online at https://appstate.az.gov Page 1 of 64

DESCRIPTION: In accordance with A.R.S. §41-2534, the Arizona Department of Economic Security (ADES) is requesting sealed proposals from qualified vendors for AzEIP Team-Based Early Intervention Services – R17 Southern Apache.

SOLICITATION NUMBER: BPM000600

SOLICITATION DUE DATE/TIME: March 5, 2019 at 3:00 p.m. Local AZ Time

SUBMITTAL LOCATION Submit via Arizona Procurement Portal (https://appstate.az.gov)

NOTE: Questions on how to submit the bid shall be directed to the Arizona Procurement Portal Help Desk at app@azdoa.gov or (602)542-7600.

PRE-OFFER CONFERENCE: February 12, 2019 10:00 a.m. Arizona Local Time at:

Arizona Department of Transportation (Auditorium) 206 S. 17th Avenue, Phoenix, AZ 85007 NOTE: All attendees shall present picture I.D. to the Security Officer

Due to a change in the submission requirements for Vendors, attendance at the Pre-Offer Conference is strongly encouraged

Prospective Offerors are strongly encouraged to read the RFP in its entirety before submitting Offers to ensure that all requirements in the RFP are understood.

• RFP Part 1 of 2 is comprised of the Notice Page, Scope of Work, Special Terms and Conditions, Uniform Terms and Conditions and Exhibits.

• RFP Part 2 of 2 contains the Special Instructions to Offerors, Uniform Instructions to Offerors, and Submittal Documents that should be submitted as the Offeror’s response.

Sealed offers in response to this solicitation shall be submitted within the State’s e-Procurement system, Arizona Procurement Portal (https://appstate.az.gov) by the due date and time indicated in the State’s e-Procurement system as the Bid End Date. Late submittals will not be considered. Offers received by the due date and time will be electronically opened. Offers submitted outside the State’s e-Procurement system, or those that are received after the due date and time, shall be rejected. Additional instructions for preparing an Offer are included in this solicitation.

Offerors shall download and save attachments to their computer, save the information entered, and submit (upload) the completed information as a new, appropriately renamed Attachment in the State’s e-Procurement system. The State’s e-Procurement system will not save information entered directly on the attachments.

It is Offeror’s responsibility to routinely check the State’s e-Procurement system, Arizona Procurement Portal for Solicitation Amendments.

Inquiries regarding the solicitation are required to be submitted online through the State’s e-Procurement system using the Q&A tab, seven (7) calendar days prior to the Bid End date.

For submittal of an exception or to request a substitution to the solicitation, see Uniform Instructions to Offerors, section 2.4, Timeliness.

With seventy-two (72) hours prior notice, persons with disabilities may request special accommodations such as interpreters, alternative formats, or assistance with physical accessibility. Such requests are to be addressed to the Solicitation contact person named above.

https://appstate.az.gov/ https://appstate.az.gov/ mailto:app@azdoa.gov https://appstate.az.gov/

RFP Part 1 of 2 Available Online at https://appstate.az.gov Page 2 of 64

Table of Contents Scope of Work Definitions Scope of Work

1. The Arizona Department of Economic Security Mission and Vision Statements

2. Purpose

3. Background

4. Projected Award

5. Projected Utilization

7. Service Description

8. General Requirements

9. Staffing Requirements

10. Administrative Requirements

11. Services Requirements

12. Performance Based Measures

13. Billing

14. Reporting Requirements

Special Terms and Conditions Uniform Terms and Conditions Exhibit A - AzEIP Policy and Procedure Manual Cross Reference Guide Exhibit B - AzEIP GSR Historical Utilization Average Exhibit C - AzEIP GSR Maps Exhibit D - AzEIP Policy Manual Effective 07-01-2019 Exhibit E - AzEIP Procedure Manual Effective 07-01-2019 Exhibit F - AzEIP Contractor Staffing and Organizational Chart Exhibit G - AzEIP Home-Visitor-Safety-Guidelines Exhibit H - AzEIP Contractor Code of Conduct Exhibit I - AzEIP Otoacoustic Emission (OAE) Machine Loan Agreement Exhibit J - AzEIP Approved Screening, Evaluation and, Assessment Instruments Exhibit K - AzEIP Performance Measures Exhibit L - AzEIP Billing Manual Effective 07-01-2019

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Scope of Work Definitions

1. Abuse: Practices that are inconsistent with sound fiscal, business, or practices, and result in an unnecessary cost to the ADES.

2. Arizona Early Intervention Program (AzEIP): Arizona’s statewide Interagency system of Early Intervention Services for infants and toddlers, birth through three (3) years of age, with disabilities or significant developmental delays, and their families. AzEIP is governed by IDEA Part C and administered through the Arizona Department of Economic Security (ADES) as the lead agency.

3. AzEIP Eligibility: Infants and toddlers, birth through three (3) years of age, who have not reached fifty percent (50%) of the developmental milestones expected at his/her chronological age, in one (1) or more of the developmental domains or who have an established medical condition that has a high probability of resulting in a developmental delay.

4. AzEIP-Only Eligible: A child who is eligible for AzEIP but is not determined eligible for DDD or ASDB services.

5. Arizona State Schools for the Deaf and the Blind (ASDB): An AzEIP service providing agency that serves infants and toddlers birth through three (3) years of age who have a significant auditory or visual impairment. ASDB will provide the vision and/or hearing specialist on early intervention teams under this contract.

6. ASDB Eligibility: ASDB determines ASDB eligibility. ASDB serves infants and toddlers birth through three (3) years of age who have:

6.1 A hearing impairment, which is a permanent bilateral loss of hearing acuity, as determined by an audiologist;

and/or

6.2 A visual impairment, which means a permanent bilateral loss in visual acuity or a loss of visual field, as determined by an ophthalmological evaluation, that interferes with the child’s development.

7. Assessment: The ongoing procedure used by qualified personnel to identify the child's unique strengths and needs and the early intervention services appropriate to meet those needs throughout the child’s eligibility for AzEIP.

8. Assistive Technology (AT): Any service or device that directly assists to increase, maintain, or improve the functional capabilities of an infant or toddler.

9. Business Day: Monday through Friday, excluding State holidays. Dates of observance of the following State holidays are maintained by the Arizona Department of Administration (ADOA).

9.1 New Year’s Day, Martin Luther King, Jr. Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day.

10. Capacity Building: Activities that strengthen the ability of primary caregivers and/or team leads to support eligible infants and toddlers to achieve greater performance and impact on outcomes.

11. Conflict of Interest: When a Contractors or subcontractor(s) relationship with a client is compromised, or might be compromised, because of decisions or actions taken for personal benefit from actions or decisions made in their official capacity.

12. Contractor Personnel: Any of the Contractor’s personnel who provide services under this contract, including the Contractor’s subcontractor(s), and/or volunteers.

13. Coordination of Benefits: The activities involved in determining medical coverage benefits, including Medicaid, when a child has coverage through an individual, entity, insurance, or program that is liable to pay for health care services prior to seeking payment from the AzEIP.

14. Core Team: The team of Early Intervention Professionals who support and provide early interventions services to children and their families who are referred to and eligible for AzEIP.

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15. Data System: Any ADES electronic data system that Contractors will be required to use to collect and report data to AzEIP.

16. Developmental Domains: The areas of development that must be continuously assessed throughout the early intervention process. The five (5) developmental domains include the following:

16.1 Physical (fine and gross motor), including vision and hearing;

16.2 Communication;

16.3 Self-Help/Adaptive;

16.4 Cognitive; and

16.5 Social Emotional.

17. Developmental Special Instructionist (DSI): An early intervention professional specializing in early childhood special education and development, meeting minimum qualifications as defined in AzEIP Policy and Procedure Manual.

18. Division of Developmental Disabilities (DDD): The Division provides supports and services that help enable eligible individuals with opportunities to exercise their rights and responsibilities of independent decision-making and engagement in the community.

19. DDD Eligibility: DDD determines DDD eligibility. DDD serves individuals who meet their eligibility criteria.

20. Early Intervention Professionals: Includes occupational therapists, physical therapists, speech-language pathologists, developmental special instructionists, service coordinators, vision specialists, hearing specialists, psychologists, and social workers who serve infants and toddlers birth through three (3) years of age by building family and team member capacity.

21. Early Intervention Program (EIP): An AzEIP contracted region for team-based early intervention services that includes:

the early intervention professionals working with one (1) Contractor, as well as the DDD service coordinators and ASDB Vision and Hearing Specialists working as part of the team.

22. Early Intervention Services: Developmental services identified in IDEA, Part C, C.F.R. Section 303.13 (b).

23. Evaluation: Evaluation for children ages birth through two (2) years means the procedures, in accordance with 34 C.F.R. §303.321, used by appropriate, qualified personnel to determine a child's initial and continuing eligibility for AzEIP, including determining the status of the child in each of the developmental areas. A child may also be determined eligible for AzEIP based on an established condition or when records confirm a developmental delay consistent with AzEIP eligibility criteria. For all eligible children, a multidisciplinary assessment is required covering all areas of development.

24. Evidence-Based Practices: Practices that are informed by research, in which the characteristics and consequences of environmental variables are functionally established, and the relationship directly informs what the team can do to support the family with their desired outcome.

25. Fraud: An intentional deception or misrepresentation made by a person with the knowledge that the deception could result in some unauthorized benefit to himself or some other person. It includes any act that constitutes fraud under applicable State or Federal law, as defined in 42 CFR 455.2.

26. IDEA Parent: The parent who will make early intervention decisions, including whether or not to participate in AzEIP, consent to screening, evaluation, assessment, consent to the provision of services, and consent to share early intervention records, for a child. The IDEA Parent can be defined as:

26.1 a biological or adoptive parent of a child;

26.2 a foster parent, unless Arizona law, regulations, contractual obligations with an Arizona or local entity prohibit a foster parent from acting as a parent;

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26.3 a guardian generally authorized to act as the child’s parent, or authorized to make early intervention, educational, health or developmental decisions for the child (but not the State if the child is a ward of the State);

26.4 a person acting in the place of a biological or adoptive parent (including a grandparent, stepparent, or other relative) with whom the child lives, or an individual who is legally responsible for the child's welfare; or

26.5 a surrogate parent who has been appropriately appointed.

27. Individualized Family Service Plan (IFSP): A written plan for providing early intervention services to an AzEIP eligible infant or toddler and the child’s family that:

27.1 is based on the evaluation of the child and the assessment of the child and family;

27.2 is based on priorities, concerns and resources of the family and the interests of the child;

27.3 includes parental consent;

27.4 is implemented on or before the planned start date(s) for each service; and

25.4 is developed in accordance with IDEA, Part C and its implementing regulations at 34 C.F.R. §§ 303.342,

303.343 and 303.345.

26 IFSP Meeting: A meeting convened by a Service Coordinator to develop an initial, annual, or periodic review of the IFSP as outlined in AzEIP Policy and Procedure Manuals.

27 IFSP Team: The following group of individuals who must participate in each initial, periodic, and annual IFSP meeting:

27.1 IDEA Parent(s);

27.2 other family members, if requested by the parent(s);

27.3 an advocate or any other person outside of the family, if requested by the parent(s);

27.4 the designated AzEIP or DDD service coordinator;

27.5 the person(s) directly involved in conducting the assessment/evaluations; and

27.6 person(s) who will be providing services, if appropriate.

28. Initial Planning Process (IPP): The events and activities that must be completed within forty-five (45) days of receiving a referral, including eligibility determination and development of the IFSP.

29. Joint Visitor (JV): An early intervention professional who visits a family with the Team Lead and uses coaching practices to support achievement of the outcomes identified on the IFSP.

30. Service Coordination: An active ongoing process that assists and enables the family to access services and assures their rights and procedural safeguards through the process.

31. Service Coordinator (SC): The early intervention professional who supports the family to ensure services are provided as written on the IFSP. Every child is assigned either a dedicated (AzEIP or DDD) or dual role service coordinator.

32. Dedicated SC: The service coordinator solely provides service coordination to the family and does not have any other role on the team and cannot act as Team Lead.

33. Dual Role SC: The Early Intervention Professional (OT, PT, SLP, DSI) who is chosen as the Team Lead for the child also serves as the family’s service coordinator.

34. Team Meeting: A collaborative weekly meeting which includes all core team members, and other service providing agencies, as appropriate, to discuss the progress in the children who are assigned to the early intervention program.

35. Team-Based Early Intervention Services (TBEIS): Services provided by a multidisciplinary team where a Team Lead (TL) is selected as a primary support for a family. The TL receives support from other team members and focuses services on building parent/caregiver capacity for the child in their natural learning environment.

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35.1 Teaming Practices: One (1) member of the Core Team who is selected as the TL will use coaching to support building the capacity of parents/caregivers to identify and build upon the child’s interests, child and family engagement and everyday learning opportunities. This will include receiving support from Core Team members during joint visits or team meetings.

35.2 Coaching Practices: An interaction style used to build capacity for team members and caregivers through joint planning, observation, action/practice, reflection and feedback to support the family in achieving identified outcomes.

35.3 Natural Learning Environment Practices: Practices which include the same everyday routines and activities as typical of non-disabled peers that are family-identified, promote parent’s abilities to identify interests and activities and to increase the number, frequency and depth of learning opportunities.

35.4 Family Centered Practices: Family-Centered practice is a way of working with families, both formally and informally, across service systems to enhance their capacity to care for and support their children.

36. Team Lead (TL): The primary core team member who acts as the liaison between the family and the IFSP team for the provision of TBEIS. The team lead selected must be the best possible long-term match to support in achieving the child and family’s outcomes.

37. Waste: Overutilization or inappropriate utilization of services. Misuse of resources, or practices that result in unnecessary cost to the ADES.

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Scope of Work

1. The Arizona Department of Economic Security Mission and Vision Statements

1.1. ADES Mission: The Arizona Department of Economic Security makes Arizona stronger by helping Arizonans reach their potential through temporary assistance for those in need, and care for the vulnerable.

1.2. ADES Vision: All Arizonans who qualify receive timely DES services and achieve their potential.

2. Purpose The purpose of this contract it to provide comprehensive Team-based Early Intervention Services to children who are determined eligible under Part C of the Individuals with Disabilities Education Act (IDEA) and enrolled with the ADES, Division Developmental Disabilities’ (DDD), Arizona Early Intervention Program (AzEIP) to enhance the development of the child, maximize independent living and the capacity of the families to meet their child’s needs.

3. Background

3.1. IDEA Part C was established as the federal grant program that assists states in operating a comprehensive statewide program of early intervention services for infants and toddlers with disabilities, age’s birth through age three (3) years, and their families. ADES has been designated as Arizona’s lead agency to receive this grant and administer the early intervention program through its’ DDD AzEIP. As the designated agency, the AzEIP oversees a statewide, comprehensive, coordinated, multidisciplinary, interagency system of services and supports to enhance the development of the child and the family and/or caregivers’ capacity to support the development of eligible children from birth through age three (3) years with significant developmental delays or disabilities. Additionally, the administration of this program includes identification and coordination of resources available to AzEIP families and children from federal, state, and local resources, to ensure eligible children and their families receive the early intervention services needed to support learning and development.

3.2. Pursuant to the Office of Special Education Programs (OSEP) and the IDEA, the DES/AzEIP, as the Lead Agency for Part C of IDEA, requires that applications for federal funding and policies and procedures are made available for public comment. AzEIP is currently in the public comment period with the anticipated end date period to be April 5, 2019. AzEIP current policies and procedures can be located at https://des.az.gov/services/disabilities/developmental-infant/azeip-policies-and-procedures. A cross refence of the changes made to the current policies and procedures against the policy and procedure manuals referenced in section 8.1, can be found in (Exhibit A).

4. Projected Award

It is the intent of ADES reserves the right to make one (1) or multiple awards when determined to be in the best interest of the State. The anticipated service start date is July 1, 2019.

5. Projected Utilization

Service provision is on an as needed basis in the Geographic Service Regions (GSR). ADES make no guarantee of the projected utilization of service, including, but not limited to referrals and ongoing services. Historical Data from May 2017 through April 2018 is provided. Refer to (Exhibit B) AzEIP GSR Historical Utilization Average.

6. Legal Authority

A.R.S. § 41-1954 provides the Department the authority to contract and meet obligations within the general scope of its activities and operations.

6.1. The IDEA, Part C, as may be amended, IDEA Part C.

6.2. A.R.S. § 41-2021-2022 provides the ADES the authority to provide early intervention services to children and families.

https://appstate.az.gov/ https://des.az.gov/services/disabilities/developmental-infant/azeip-policies-and-procedures http://www.gpo.gov/fdsys/pkg/FR-2011-09-28/pdf/2011-22783.pdf

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7. Service Description

7.1. Taxonomy Title: Early Intervention HP10-00.

7.2. Taxonomy Definition: Early Intervention Services provide activities to meet and enhance the developmental needs of children or families. Services may include, but are not limited to: managed, and/or health care services, family support, and preservation.

7.3. Actual Service Description: AzEIP is established by Part C of the IDEA, which provides eligible children and their family’s access to services to enhance the capacity of families and caregivers to support the child’s development through a team-based approach. ADES AzEIP is seeking contractor(s) to provide team-based Early Intervention services and support to families and eligible children in accordance with the child’s IFSP developed by their Multidisciplinary Team. This team-based approach is expected to enhance the child’s development and the family and/or caregiver’s capacity to facilitate the child’s development by teaching therapeutic activities to implement in their daily routines to support full participation in the child’s primary care giving relationships and environments home environment. Services shall be provided in the awarded GSR as outlined in (Exhibit C) – AzEIP GSR Maps, in collaboration with the Arizona Department of Health Services (ADHS), the Arizona State Schools for the Deaf and the Blind (ASDB), the Arizona Department of Education (ADE), the Arizona Health Care Cost Containment System (AHCCCS) and other community resources as part of this team-based model and early intervention program.

8. General Requirements

The Contractor shall:

8.1. Comply with and meet all applicable provisions of federal, state, and local laws, regulations, policies and procedures to provide Early Intervention Services, including without limitations the requirements and standards as follows:

8.1.1. IDEA, Part C, of 34 C.F.R. § 303.100 et. seq. as may be amended,

8.1.2. AzEIP Policy Manual, refer to (Exhibit D) – AzEIP Policy Manual as may be amended,

8.1.3. AzEIP Procedure Manual, refer to (Exhibit E) – AzEIP Procedure Manual as may be amended,

8.1.4. DDD Policies and Procedures. (http://des.az.gov) as may be amended.

8.1.5. In the event a provision of Federal or State law, regulation, policy, or procedure is repealed or modified during the term of this Contract, effective on the date the repeal or modification by its own terms takes effect:

8.1.5.1. The provisions of this Contract shall be deemed to have been amended to incorporate the repeal or modification; and

8.1.5.2. The Contractor shall comply with the requirements of the Contract as amended, unless the Division and the Contractor otherwise stipulate in writing.

8.2. Ensure services are provided in a culturally competent manner to all children and families, including those with limited English proficiency and diverse cultural and ethnic backgrounds, disabilities, and regardless of gender, sexual orientation or gender identity and as outlined in AzEIP Policy Manual.

8.3. Coordinate interpretation and/or translation services through resources available to the family or; provide appropriate interpretation and/or translation services as a component of service delivery as needed.

8.4. Be AHCCCS registered and ensure all Core Team Members are;

8.4.1 AHCCCS registered,

8.4.2 Have a National Provider Identifier (NPI), as appropriate,

8.4.3 Be appropriately licensed and/or certified per their discipline, and https://appstate.az.gov/ https://sites.ed.gov/idea/statute-chapter-33/subchapter-IV/part-C http://des.az.gov/services/disabilities/policy-and-rules-of-the-arizona-division-of-developmental-disabilities

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8.4.4 Operating within their scope of practice.

8.5. Develop and implement procedures to ensure timely coordination of services for eligible children including eligibility determination and transition activities with other service providing agencies.

8.6. Establish and implement internal controls to include, but not limited to; policies and procedures to ensure contract compliance to be made available upon request.

8.7. Establish and implement programmatic and fiscal controls to ensure that AzEIP Policy and Procedure Manuals are implemented and followed as outlined in IDEA, Part C.

8.8. Comply with the statutory obligation to report child maltreatment, as prescribed in A.R.S. § 13-3620. Complete and submit an AzEIP incident report. See (Refer to Appendix 7 in the Procedure Manual) – AzEIP Forms and Processes.

8.9. Collaborate with the early childhood community for the coordinated and streamlined support and services for all children referred to AzEIP.

8.10. Ensure that all staff maintain confidential information in a secure filing system for all child records in accordance with all applicable state, and federal regulations, as outlined in AzEIP Policy Manual Chapter 7: Procedural Safeguards.

8.11. Establish and implement a mechanism for tracking all forms of communication to families to ensure services are provided.

8.12. Ensure teams adhere to utilization of all AzEIP forms and documents. See (Refer to Appendix 7 in the Procedure Manual) – AzEIP Forms and Processes.

8.13. Maintain a complete and accurate Records Release and Access Log in the child record, including the appropriate consent for releasing any records, and when requested, supply supporting documentation of child records to the requestor.

8.14. Participate in public relations activities with community partners that demonstrate awareness of the early intervention system in alignment with AzEIP’s Mission and Key Principals, and/or other activities as identified and requested by AzEIP.

8.15. Attend and participate in all AzEIP required trainings to assist in meeting the requirements in this contract.

9. Staffing Requirements The Contractor shall:

9.1. Ensure that all Contractor’s personnel involved in the provision of early intervention services are trained and adhere to all related federal and state law, rule, and policy.

9.2. Ensure sufficient staffing are in place who meet the appropriate qualifications and discipline specific licensures specified in the AzEIP Policy Manual – Chapter 6.

9.3. Retain the following Core Team key staff, who shall be located in Arizona:

9.3.1. Service Coordinator (SC),

9.3.2. Occupational Therapist (OT),

9.3.3. Physical Therapist (PT),

9.3.4. Speech-Language Pathologist (SLP),

9.3.5. Developmental Special Instructionist (DSI),

9.3.6. When applicable, the contractor shall retain the following additional Core Team members:

9.3.6.1. Psychologist, and

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9.3.6.2. Social Worker.

9.4. Retain the following Administrative key staff:

9.4.1. Program Manager: Responsible for direct supervision and oversight of the Contractor’s early intervention program.

9.4.2. Data Manager: Responsible for ensuring the efficient and effective operation and usage of data to meet program service requirements.

9.5. Ensure the Core Team has balanced representation and capacity sufficient to serve 100-125 families within the awarded GSR.

9.5.1. A balanced representation should be equivalent to one (1) full-time Core Team member for the following positions, unless otherwise approved in writing by AzEIP:

9.5.1.1. DSI,

9.5.1.2. OT,

9.5.1.3. PT, and

9.5.1.4. SLP

9.5.2. The Core Team shall be adjusted accordingly to meet GSR needs.

9.6. Ensure that each Core Team member has the availability and capacity to fulfill each of the following responsibilities:

9.6.1. Participate in all IPP activities,

9.6.2. All IFSP meetings and services,

9.6.3. All other early intervention services identified on the IFSP, and

9.6.4. Serve as the Team Lead, joint visitor and/or provide coaching to other Core Team members as appropriate.

9.7. Ensure that all Core Team members are trained in early childhood development, parenting practices, early childhood special education standards, discipline specific personnel standards, and assistive technology (AT).

9.8. Ensure that early intervention professional adhere to their code of ethics within their professional practice.

9.9. Have staff to accommodate family schedules, including weekends and evenings, and work with children and their caregivers in the environments in which they regularly participate, such as child care, local parks, libraries, the family and extended family home, etc.

9.9.1. Provide services to a child only in the presence of the parent, guardian, or an adult caregiver.

9.9.2. Not transport any child enrolled in AzEIP or their family.

9.10. Establish and implement procedures to recruit and retain qualified personnel to fulfill the Contract requirements.

9.11. Submit proof of recruitment efforts upon request when there is a capacity shortage for core team and key personnel.

9.11.1. Capacity shortage is identified when the Contractor has a vacancy for a specific discipline, as well as an underrepresentation of a discipline needed, based on the number of current children in the awarded region.

9.12. Submit transcripts and obtain approval from AzEIP prior to hiring a SC and/or DSI per AzEIP Procedure Manual- Appendix 8: Transcript Review and Approval Process.

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9.13. Enroll all Contractor Personnel in the ADES training system and complete all trainings within the ADES identified training schedule.

10. Administrative Requirements The Contractor shall:

10.1. Submit a Business Organizational Chart outlining any business affiliations and/or subsidiaries annually, and upon request. The chart shall include organizational diagram showing the overall business structure and lines of responsibility and authority of Contractor personnel.

10.2. Submit the AzEIP Contractor Staffing and Organizational Chart (Exhibit F) to AzEIP as follows:

10.2.1. Within ten (10) business days of Contract Award,

10.2.2. The first week of each business quarter,

10.2.3. Within five (5) business days of any Contractor Personnel changes, and

10.2.4. Upon request by AzEIP.

10.3. Establish a policy and procedure for a system to track and trend complaints regarding early intervention services and take systematic action as necessary and appropriate – including coordination with other service providers.

10.4. The tracking system shall at a minimum identify:

10.4.1. The Contractor and all Contractor Personnel involved in the complaint,

10.4.2. The dates of all actions regarding the complaint, and

10.4.3. The basis and resolution of the complaint.

10.5. Provide a copy of each child and family assessment and IFSP no later than ten (10) business days after completion of the document at no cost to the family.

10.6. Ensure that all staff are knowledgeable in-home visitor safety protocols in accordance with (Exhibit G) - Home- Visitor-Safety-Guidelines.

10.7. Adhere to the Contractor Code of Conduct refer to (Exhibit H).

11. Services Requirements The Contractor shall:

11.1. Provide early intervention services through a team-based approach that shall include, but not limited to, the following practices:

11.1.1. Teaming Practices;

11.1.2. Coaching Practices;

11.1.3. Natural Learning Environment Practices; and

11.1.4. Evidence-Based Practices.

11.2. Establish one (1) of the following service coordination models:

11.2.1. Dual Role: In this model, OT, PT, SLP, and DSI team members must be able to act as a service coordinator and will provide service coordination when selected as TL.

11.2.2. Dedicated Role: In this model, teams have identified service coordinator(s) acting only in the service coordination role, and no other disciplines shall serve in this role.

11.2.3. AzEIP may allow a combination of both models on a case by case basis upon request of the Contractor.

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11.3. Complete the IPP within forty-five (45) days of the initial referral as outlined in Chapter 3 of the AzEIP Policy and Procedure Manuals (Refer to Exhibit D & E). The IPP shall include the following:

11.3.1. Initial visit (with developmental screens if applicable);

11.3.2. AzEIP Eligibility determination;

11.3.3. Child and Family Assessment; and

11.3.4. Development of the IFSP.

11.4. Not refuse to implement early intervention services in the GSR specified in this Contract.

11.5. Conduct hearing screening during the initial visit, and annually when appropriate, in accordance with Arizona Administrative Code R9-13-2017.

11.5.1. The Contractor shall utilize the Hearing Screening Tracking form (GCI-1084) and Consent to Share Early Intervention records (GCI-1040). See (Refer to Appendix 7 in the Procedure Manual) – AzEIP Forms and Processes.

11.5.2. The AzEIP may loan an Otoacoustic Emission (OAE) machine to the Contractor to conduct hearing screenings only when there are no reasonable alternative resources available to the Contractor.

11.5.3. The Contractor shall complete (Exhibit I) – OAE Loan Agreement before utilizing equipment loaned by AzEIP.

11.5.4. Report all OAE screenings performed for children under the age of two (2) years must be reported to the Arizona Department of Health Services (ADHS) by the sixth (6th) day of the subsequent week using the Hearing Screening Tracking form (GCI-1084) and Consent to Share Early Intervention records (GCI-1040), per Arizona Administrative Code R9-13-207.

11.6. Ensure simultaneous eligibility is determined in the IPP for all service providing agencies. (AzEIP, DDD, and

ASDB).

11.7. Develop, and evaluate the interim, initial, annual, and periodic IFSPs as outlined in Chapter 3 of AzEIP Policy and Procedure Manuals; Early Intervention Services.

11.8. Implement the services identified in the IFSP within forty-five (45) days of the IFSP date.

11.9. Conduct team meetings on a weekly basis as a core component of early interventions services. The Team Meeting should encompass the following for discussion as outlined in Chapter 3 of the AzEIP Policy and Procedure Manuals:

11.9.1. Welcome to the Program;

11.9.2. Coaching Opportunities;

11.9.3. Quarterly Progress reports;

11.9.4. Transition/Closures;

11.9.5. Scheduling; and

11.9.6. Seek prior approval from AzEIP when the Team Meeting cannot occur on a frequency other than weekly.

11.10. Conduct Child Indicator Summary as identified in Chapter 3 of the AzEIP Policy and Procedure Manuals.

11.11. Complete transition activities in the time specified in the AzEIP Policy Manual Chapter 4: Transition.

11.12. Complete appropriate Child Find activities to ensure that children who are referred and/or determined AzEIP eligible are an appropriate representation of the population in the assigned GSR as required in Chapter 1 of AzEIP Policy and Procedure Manuals.

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11.13. Transfer service coordination responsibilities to DDD when the child is determined DDD eligible and DDD is the designated service coordinator.

11.14. Ensure an Arizona Long Term Care System (ALTCS) referral is submitted to AHCCCS for DDD eligible children for whom service coordination is provided by the Contractor.

11.15. Utilize the AzEIP Approved Tools in (Exhibit J) - AzEIP Approved Screening Evaluation and Assessment Instruments to conduct screenings, evaluations, and assessments to determine eligibility in accordance with Chapters 3: Early Intervention Services of the AzEIP Policy and Procedure Manual.

11.16. Have procedures in place to ensure communication and collaboration occurs between early childhood providers, and that care is coordinated with other agencies involved with the child and family in meeting the child’s outcomes.

11.17. Accept all referrals for children who reside in the Contractor’s assigned GSR.

11.17.1. Have staff available to accept referrals by telephone, fax, e-mail, ADES data system, or in-person during business days and process accordingly.

11.17.2. The Contractor shall forward all referral information and materials within one (1) business day of receipt to AzEIP or its Central Referral Contractor when a referral is received for a child who resides outside the Contractor’s GSR.

11.17.3. Comply with the AzEIP Procedure Manual, Appendix 4 – AzEIP Transfer Procedure for children transitioning between Contractors or GSR.

11.17.4. The Contractor shall implement procedures to ensure the family is notified, within three (3) business days of the completion of the transfer. Notification shall include information of the Contractor who will resume early intervention service.

11.17.5. Ensure a request to transfer between Contractors or GSR is accepted within twenty-four (24) hours of the receipt.

11.18. Update and enter information in relation to the provision of this service, including family and child information, into the ADES designated data system(s) within ten (10) days of the activity.

11.19. Provide an assessment for AT when the need has been identified through the IFSP Team.

11.19.1. The Contractor shall provide ongoing AT services and coordinate the acquisition of an AT device as indicated in the IFSP.

12. Performance Based Measures The Contractor shall meet the following performance standards as established by IDEA Part C State Performance Plan/Annual Performance Report (SPP/APR): Refer to (Exhibit K) – AzEIP Performance Measures.

13. Billing The Contractor shall:

13.1. Bill accurately for services that have been identified in the child’s record, in accordance to (Exhibit L) - AzEIP Billing Manual.

13.2. Comply with IDEA Part C (34 CFR Part 303, Subpart F §§ 303.500 – 303.521) regarding billing early intervention programs accurately to ensure appropriate funding sources have been billed.

13.3 Ensure Coordination of Benefits for all children with multiple payor sources, as described in the AzEIP Billing Manual.

13.3.1 Accurately bill AHCCCS for IDEA, Part C services prior to seeking payment from AzEIP.

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13.3. Accept established rates identified in the billing manual which encompass all costs associated with the provision of the service including but not limited to;

13.3.1. salaries,

13.3.2. operating and administrative costs,

13.3.3. materials,

13.3.4. supplies,

13.3.5. insurance,

13.3.6. transportation,

13.3.7. preparation of billing and reports; and

13.3.8. Travel time rates may be billed by a dedicated service coordinator in accordance with (Exhibit L).

14. Reporting Requirements

The Contractor shall submit the following reports:

14.1. All reports related to the requirements under this contract including annual financial statements as reference by the Department.

14.2. A valid Certificate of Insurance (COI) that meets the written specifications in the Special Terms and Conditions within ten (10) days of Contract Award and maintain throughout the life of the Contract. The Contractor will not be able to provide any service under this contract without a current and valid COI in the Procurement file.

14.3. Disciplinary Action Reports. Notify ADES, within five (5) business days of receiving notification from an applicable Arizona licensing and regulatory board or agency, of any disciplinary action taken on the license of any of the Contractor’s personnel.

14.4. Notices, Correspondences, Reports from the Contractor to AzEIP shall be sent to:

Arizona Department of Economic Security Arizona Early Intervention Program (AzEIP) Contract Manager 1789 W. Jefferson Street- MD 2HP1 Phoenix, AZ 85007 Email: AzEIPContracts@azdes.gov mailto:AzEIPContracts@azdes.gov

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Special Terms and Conditions

1. Definition of Terms. In addition to the terms and conditions defined in section 1 of the Uniform Terms and Conditions, the following shall apply:

1.1. “Award Date” means the date the Contract is executed by the Department. This may or may not be the same date as the “Effective Date” which is the date specified on the Offer and Award or Signature Page.

1.2. “Department” means the Arizona Department of Economic Security (ADES), unless otherwise indicated.

1.3. “Effective Date” means the date the Contractor is to start delivering services. The Effective Date is specified on the Offer and Award or Signature Page.

1.4. “Equipment” means all vehicles, furniture, machinery, electronic data processing (EDP) equipment, software and all other equipment costing $5,000.00 or more, including all normal and necessary expenses incurred to make the equipment ready for its intended use (e.g., taxes, freight, installation, assembly and testing charges, etc.), and with a useful life of greater than one (1) year. Equipment as used herein does not include real property (e.g., land, building, structures, or facilities’ improvements).

1.5. “May” indicates something that is not mandatory but permissible.

1.6. “Shall, Must” indicates a mandatory requirement. Failure to meet these mandatory requirements may result in the rejection of a proposal as non-responsive.

1.7. “Should” indicates something that is recommended but not mandatory. If the Contractor fails to provide recommended information, the State may, at its sole option, ask the Contractor to provide the information.

1.8. “Vulnerable adult” means an individual who is eighteen years of age or older who is unable to protect himself from abuse, neglect or exploitation by others because of a physical or mental impairment.

2. Advertising, Publishing and Promotion of Contract. In addition to the terms and conditions in Section 3.6 of the Uniform Terms and Conditions, the following shall apply:

The Contractor shall provide to the Department for review and approval all reports or publications (written, visual or sound) which are funded or partially funded under this contract, a minimum of fifteen (15) calendar days prior to public release. All reports and publications whether written, visual or verbal shall contain the following statement:

2.1. “This program was funded through a contract with the Arizona Department of Economic Security. Points of view are those of the author and do not necessarily represent the official position or policies of the Department.”

3. Audit. In addition to the terms and conditions in section 3.3 of the Uniform Terms and Conditions, the following shall apply:

In compliance with the Federal Single Audit Act (31 U.S.C. § 7501-7507 as may be amended), Contractors designated as sub-recipients shall comply with the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards as prescribed in 2 C.F.R. § 200.

3.1. Audits of non-profit corporations receiving Federal or State monies are required pursuant to Federal or State law and shall be conducted as provided in 31 U.S.C. § 7501-7507, and A.R.S. § 35-181.03, as may be amended, and any other applicable statutes, rules, regulations, and standards.

3.2. The Contractor is subject to the programmatic and fiscal monitoring requirements of each Department program to ensure accountability of the delivery of all goods and services.

3.3. Submit all audit findings as a result of an internal or external audit conducted during the contract award timeframe, to the AzEIP contract manager within ten (10) Business Days.

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4. Availability of Funds

The Department may reduce payments or terminate this contract without further recourse, obligation or penalty in the event that insufficient funds are appropriated or allocated. The Director of the Department shall have the sole and unfettered discretion in determining the availability of funds. The Department and the Contractor may mutually agree to reduce reimbursement to the Contractor when the payment type is Fixed Price with Price Adjustment by executing a contract amendment.

5. Background Checks for Employment through the Central Registry. If providing direct services to children or vulnerable adults, the following shall apply:

5.1. The provisions of A.R.S. § 8-804 (as may be amended) are hereby incorporated in their entirety as provisions of this Contract.

5.2. The Department will conduct Central Registry Background Checks and will use the information contained in the Central Registry as a factor to determine qualifications for positions that provide direct service to children or vulnerable adults for:

5.2.1. Any person who applies for a contract with this State and that person’s employees;

5.2.2. All employees of a contractor;

5.2.3. A subcontractor of a contractor and the subcontractor’s employees; and

5.2.4. Prospective employees of the contractor or subcontractor at the request of the prospective employer.

5.3. Volunteers who provide direct services to children or vulnerable adults shall have a Central Registry Background Check which is to be used as a factor to determine qualifications for volunteer positions.

6.3.1 A person who is disqualified because of a Central Registry Background Check may apply to the Board of Fingerprinting for a Central Registry exception pursuant to A.R.S. § 41-619.57. A person who is granted a Central Registry exception pursuant to A.R.S. § 41-619.57 is not entitled to a contract, employment, licensure, certification or other benefit because the person has been granted a Central Registry exception.

6.3.2 Before being employed or volunteering in a position that provides direct services to children or vulnerable adults, persons shall certify on forms that are provided by the Department whether an allegation of abuse or neglect was made against them and was substantiated. The completed forms are to be maintained as confidential.

5.4. A person awaiting receipt of the Central Registry Background Check may provide direct services to ADES clients after completion and submittal of the Direct Service Position certification form if the certification states:

6.4.1 The person is not currently the subject of an investigation of child abuse or neglect in Arizona or another state or jurisdiction; and

6.4.2 The person has not been the subject of an investigation of child abuse or neglect in Arizona, or another state or jurisdiction, which resulted in a substantiated finding.

5.5. If the Central Registry Background Check specifies any disqualifying act and the person does not have a Central Registry exception, the person shall be prohibited from providing direct services to ADES clients.

5.6. The Contractor shall maintain the Central Registry Background Check results and any related forms or documents in a confidential file for five (5) years after termination of the Contract.

5.7. The Contractor shall require each employee to complete and sign the Direct Service Position form, and retain in a confidential file for five (5) years after termination of the Contract. The Direct Service Position form can be found at: https://des.az.gov/documents-center https://des.az.gov/documents-center

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6.4.3 In the “Search” field type “Direct Service” and click on “Apply”. This will produce two results:

6.4.4 Document Number DDD-1727A (English)

6.4.5 Document Number DDD-1727A-S (Spanish)

6. Business Continuity Plan (BCP)

6.1. The Contractor shall establish a written Business Continuity Plan that illustrates how the Contractor shall provide contracted service(s) pursuant to the Contract in the event of a natural or manmade disaster (e.g., earthquake, flood, catastrophic accident, fire, explosion, gas leak) or any other emergency event which may disrupt routine service delivery (e.g., power outage, disruption of essential utilities, evacuation by authorities).

The BCP shall, at a minimum, include the following:

7.1.1 Internal emergency notification call-trees, organizational chart, and orders of succession.

7.1.2 Checklists to contact and coordinate with police, fire, medical, and other community emergency responders.

7.1.3 The Contractor’s emergency points of contact(s) information, communication and reporting protocols with the AzEIP.

7.1.4 Plans to respond, restore, and resume business operations as soon as practical and also protecting the life, health, and safety of members and the Contractor’s personnel.

6.2. In addition, the Contractor shall have contingencies for:

7.2.1 The loss of facilities/sites.

7.2.2 Electronic/telephone failure at primary place of business.

7.2.3 Loss of computer systems/records.

7.2.4 A facility evacuation plan that assures the successful evacuation of members and staff.

7.2.5 A self-sheltering (i.e., shelter in place) plan which maintains adequate staffing levels, food, water, prescribed medications and equipment that meet the needs of members for the duration of the emergency/disaster event.

6.3. The BCP shall be specific for each of the Contractor’s Arizona facilities/sites and reference community emergency resources.

6.4. The Contractor shall provide annual BCP training for all Contractor’s personnel.

6.5. The Contractor shall conduct BCP exercises, annually.

6.6. The Contract shall review its BCP(s) as needed, amend the plans as required, and train all personnel on any changes to the plan.

8. Certification of Cost or Pricing Data

By submittal of the offer, the Contractor is certifying that, to the best of the Contractor’s knowledge and belief, any cost or pricing data submitted is accurate, complete and current as of the date submitted or other…