BPM006842_FSC Solicitation Requirments_Part 1.pdf

Solicitation Summary Request for Proposal

Solicitation No. BPM006842

Fostering Sustainable Connections

State of Arizona Department of Child Safety

Office of Procurement & Contracts 3003 N. Central Avenue

Phoenix, AZ 85012

Solicitation Requirements Part 1

SECTION 1-A: Scope of Work

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

Solicitation Number: BPM006842

Description: Fostering Sustainable Connections

Solicitation Due Date and Time: As indicated in APP

Pre-Offer Conference: March 11, 2025

Teams Meeting, see APP

Proposals will only be accepted online in the “State’s eProcurement System”, Arizona Procurement Portal (APP), at https://app.az.gov until the “Bid/Offer Due Date” indicated in the “State’s eProcurement System” for the Solicitation No. shown at the top of this page. Proposals must be in the State Procurement Office’s possession online no later than that deadline.

Submit technical inquiries about navigating and/or submitting proposals in the State’s eProcurement System to the State’s eProcurement System Help Desk by phone at (602) 542-7600, option 2; or by email to app@azdoa.gov.

LATE PROPOSALS WILL NOT BE CONSIDERED. No extension or grace period will be given for delays or incomplete proposals caused by internet connectivity problems, file uploading difficulties, or misunderstanding of the requirements or procedures for online submission in the “State’s eProcurement System”.

It is the responsibility of the Prospective Offeror to routinely check the APP website for Solicitation Amendments.

Additional instructions for preparing an Offer are included in this solicitation.

Persons with a disability may request a reasonable accommodation, such as a sign language interpreter, by contacting the Solicitation contact person. Requests shall be made as early as possible to allow time to arrange for the accommodation.

https://procure.az.gov/bso/ https://app.az.gov/ mailto:app@azdoa.gov

Solicitation No. BPM006842

Fostering Sustainable Connections

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1-A: Scope of Work

Part 1: Scope, Pricing and Terms and Conditions

Table of Contents

Solicitation Summary 1

SECTION 1-A: Scope of Work 6

SECTION 1-B: Pricing 29

SECTION 1-C: Special Terms and Conditions 31

SECTION 1-D: Uniform Terms and Conditions 68

Solicitation No. BPM006842

Fostering Sustainable Connections

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1-A: Scope of Work

1. What is the State Soliciting?

The Arizona Department of Administration, State Procurement Office (the State), as authorized under A.R.S. § 41-2501 et seq. is seeking to establish one or more single-agency Contracts on behalf of The Department of Child Safety, and for their sole use, to provide Fostering Sustainable Connections.

The State anticipates awarding contract(s) with the intent to secure service coverage statewide.

Whether or not it actually enters into any contracts, how many contracts it enters into, and how the work is awarded between those contracts are all at the State’s discretion. Furthermore, the State will use any awarded contracts on an as-needed basis, with no guarantee as to its actual spending under them.

The State reserves the right to accept any item or combination of items specified in the Solicitation, unless the Offeror expressly restricts an item or combination of items in its Offer, and conditions its response on receiving all items for which it provided a proposal. In the event of such restriction, the State will evaluate if an award on such a basis will result in the best value and is in the best interest for the State. The State may otherwise determine, at its sole discretion, that such restriction is non-responsive and deem the Offeror ineligible for further evaluation.

2. What is in the Solicitation?

2.1. At the time of publication, the following documents are included in the Solicitation:

2.1.1. Attachment: BPM006842 Solicitation Requirements

2.1.1.1. Notice / Cover Page

2.1.1.2. Table of Contents

2.1.1.3. Solicitation Summary

2.1.1.4. Scope of Work

2.1.1.5. Special Terms and Conditions

2.1.1.6. Uniform Terms and Conditions

2.1.1.7. Exhibits

2.1.2. Attachment: BPM006842 Solicitation Instructions

2.1.2.1. Uniform Instructions to Offerors

2.1.2.2. Special Instructions to Offerors

Solicitation No. BPM006842

Fostering Sustainable Connections

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1-A: Scope of Work

2.1.3. Solicitation Attachments

2.1.3.1. Offer and Acceptance

2.1.3.2. Organization Profile

2.1.3.3. Offeror’s Experience and Capacity

2.1.3.4. Facility Location and Staffing Chart

2.1.3.5. Listing of Employees and Subcontractors

2.1.3.6. Experience and References

2.1.3.7. Method of Approach

2.1.3.8. Key Personnel

2.1.3.9. Proposed Subcontractors

2.1.3.10. Boycott of Israel Disclosure

2.1.3.11. Forced Labor of Ethnic Uyghurs Ban

2.1.3.12. Statewide Coverage

2.1.3.13. Confidential Information Designation

○ Confidential Information Designation (for reference only)

2.1.3.14. Conformance Statements and Exceptions Requests

2.2. The State may issue a Solicitation Amendment at any time after Solicitation publication and before the Offer due date. It is the responsibility of the Prospective Offeror to routinely check the APP website for any Solicitation Amendments and revised documents.

2.3. Mandatory Requirements

2.3.1. Offerors are required to complete the AZRAMP Level 1 Prerequisite Control Sheet (https://azdohs.gov/sites/default/files/azramp-level-1-prerequisite-control-sheet_0.xlsx) and submit as part of their Offer. Arizona Department of Homeland Security (AZDOHS) Cyber Command will evaluate and rank submitted Arizona Baseline Infrastructure Security Controls for completeness, attention to detail, and understanding of National Institute of Standards and Technology (NIST) security controls and framework. AZDOHS Cyber Command will forward assessment results and recommendations to the Procurement Officer. Results of these IT security control reviews are for internal use only and will not be shared with responding bidders, though the results may be used by the Procurement Officer to determine Offeror susceptibility for award.

2.3.2. Pursuant to State Data Classification Policy P8110, and the Data classification defined in the Special Terms and Conditions, the Contractor will have access to the following type of Data as part of its work under the Contract:

https://azdohs.gov/information-security-policies-standards-and-procedures

Solicitation No. BPM006842

Fostering Sustainable Connections

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1-A: Scope of Work

☐ Public State Data (AZRAMP 125 / NIST Low Impact) x Confidential State Data (AZRAMP 325 / NIST Moderate Impact

Scope of Work

Solicitation No. BPM006842

Fostering Sustainable Connections

State of Arizona Department of Child Safety

Office of Procurement & Contracts 3003 N. Central Avenue, 20th Floor

SECTION 1-A: Scope of Work

SECTION 1A: Scope of Work

1.0 Introduction

The Arizona Department of Child Safety (ADCS) is statutorily responsible for providing services to families whose children are involved with ADCS. ADCS 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

2.1 The purpose of this solicitation/contract is to establish contracts for Fostering Sustainable

Connections (FSC).

2.2 The purpose of this service is to reduce the number of children/youth in congregate care and improve family engagement by employing extensive family finding efforts for the purposes of family/fictive kin connections and placement for those eligible children placed in congregate care or other settings as part of the Arizona Department of Child Safety's (ADCS) "Fostering Sustainable Connections (FSC).

3.0 Service Description

3.1 ADCS's FSC Program uses family finding techniques in order to build networks which drives the reduction in the length of stay in congregate care settings, and length of stay in out-of-home care overall, for children/youth in congregate care settings or at risk of turning eighteen (18) in care without permanency.

3.2 ADCS will improve engagement with these children/youth and their families by enhancing family/fictive kin search and engagement activities for children/youth in congregate care or at risk of turning eighteen (18) in care without permanency. In addition, Arizona will support the action plans created in partnership with the family/fictive kin by enhancing the availability of in-home reunification, placement stabilization or other needed services.

4.0 General Requirements

4.1 Accept all cases for service upon receipt of a service approval (SA) from the ADCS

Child Welfare Case Management System (“Guardian”).

Department of Child Safety

Office of Procurement & Contracts

SECTION 1-A: Scope of Work

4.1.1 The Contractor is responsible for all SAs from time of acceptance to time of closure and or return to ADCS.

4.1.2 Any attempt to return a SA that has not met the requirements for closure as outlined in the Scope of Work approved by ADCS to close or return, may require ADCS to recoup costs from the Contractor associated with the case due to the early return.

4.1.3 Provide all services requested on the SA.

4.1.4 Provide services Statewide Services are to be provided seven (7) days a week, as needed which may include, evenings, weekends and holidays in order to accommodate the needs of the family’s schedule.

4.2 Referral life is one-hundred eighty (180) days, with potential for a ninety (90) day extension upon approval from ADCS.

4.3 A waiting list of referrals may never be initiated internally by the Contractor. Caseloads must be reasonable to meet the capacity of the Family Engagement Specialist (FES) and may not exceed fifteen (15) service approvals.

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

4.5 Have the ability to serve non-English speaking families by being able to speak communicate in the preferred language of the guardian, parent and/or child (ren).

4.5.1 At a minimum, the Contractor shall cover Spanish, American Sign Language, Arabic, Farsi, and Swahili.

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

4.5.3 The Contractor is required to cover the cost of the five (5) most common languages listed.

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

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Office of Procurement & Contracts

SECTION 1-A: Scope of Work

4.5.5 ADCS will reimburse all other languages that require interpretation and/or translation services for the parent(s)/caregiver(s) and the child (ren) at cost upon submittal of receipts or invoices with the monthly invoice.

4.5.6 The Contractor is prohibited from utilizing machine translation services or online interpretation platforms including but not limited to Google Translate, for fulfilling translation and interpretation responsibilities under this agreement

4.6 Understand the Department of Child Safety Specialist (DCSS) makes final decisions concerning the child/youth with input from the Contractor.

4.7 Comply with the statutory obligation to report child maltreatment, as prescribed in A.R.S. § 13-3620.

4.8 Comply with procedures as outlined in the FSC Program Manual (Exhibit 2), as amended.

5.0 Specific Requirements

5.1 Provide kinship search and engagement activities to build a network that identifies kin, fictive kin and other adults with a significant relationship with a child/youth in a congregate care setting or at risk of turning 18 in care without permanency, to assist the family to develop supports and plan for permanency of a child.

5.2 Establish a confidential case file for each child and family within FSC.

5.3 Within seven (7) calendar days of receipt of the referral:

5.3.1 Request the electronic case file from ADCS Specialist. Review the child/youth's electronic record, and the Juvenile Court Records system, if applicable.

5.3.2 Complete a professional staffing with the assigned DCSS and any service providers if applicable, which may include a counselor and other behavioral health providers and treatment coordinators, such as a behavioral health services case manager, if necessary.

5.3.3Contact the out-of-home caregiver (congregate care or other setting to gather information about the child/youth.

5.4 Within fourteen (14) calendar days of receipt of the referral:

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Office of Procurement & Contracts

SECTION 1-A: Scope of Work

5.4.1 Have face-to-face contact with the child/youth in person to build rapport with the child/youth, to include utilizing a family finding approach and engagement activities.

5.4.2 Utilize an electronic search engine (i.e. Seneca, social media, online search websites) to locate and identify potential connections; and

5.4.3 Research additional resources identified through initial engagement of the child/youth to continue the search for potential connections.

5.5 Within thirty (30) calendar days of receipt of the referral:

5.5.1 Have subsequent in person meetings with the child/youth two times per month using network building approach techniques to engage the child/youth in discussions about possible connections including kin, fictive kin and other persons that have or have had a significant relationship with the child/youth and to address their feelings about connecting and/or being placed with the identified individuals. Individual contact with child/youth is to be a minimum of sixty (60) minutes in duration, per meeting;

5.5.2 If siblings reside in the same placement, monthly meetings shall be held together and activities may be conducted together and for a minimum of sixty (60) minutes. A single service approval will be created for those children.

5.5.3 If siblings reside separately, regardless of county, separate service approvals will be created and meetings shall occur separately for a minimum of sixty (60) minutes.

5.5.4 Contact identified kin, fictive kin or other adults with a significant relationship with the child/youth to discuss strengthening support and connection to the child/youth without initiating conversations about placement.

5.5.5 If at any time during the duration of the referral a child/youth declines to participate in the program, using engagement techniques, the FES will work with the child/youth to explore why they may be unwilling to participate. The FES contacts the child/youth’s DCSS within twenty-four

(24) hours to discuss strategies to engage the child/youth in the program, to include engagement of supportive connections or a referral to a Youth Advocacy Specialist, or make the decision to close the referral.

Department of Child Safety

Office of Procurement & Contracts

SECTION 1-A: Scope of Work

5.5.6 When a child/youth with a placement option has expressed a desire to remain in congregate care, the FES shall refer the case to an ADCS Youth Advocacy Specialist (YAS) by completing the YAS Referral (Exhibit 4) and submitting it to the Youth Services e-mail box, youthservices@azdcs.gov within two (2) calendar days. The YAS assigned will staff the referral with the FES to gain more information. The YAS will schedule a meeting to be introduced to the child with their FES in attendance. The FES is responsible for notifying the YAS of any team meetings. The YAS may determine if it is appropriate to attend a meeting.

5.5.7 If at any time during the duration of the referral a child/youth goes Absent Without Leave, (AWOL) contact the ADCS Specialist within twenty-four

(24) hours after notification of AWOL status and remain in communication until the child returns. Cases that remain on AWOL status after 30 days must be closed. Cases may be re-referred in the future and shall be staffed with the ADCS Service Coordinator.

5.6 Within seven (7) calendar days of identifying any new kin, fictive kin or adult with a significant relationship with the child/youth, the FES will contact the person via telephone, text, e-mail, social media, or mail;

5.6.1. The FES will communicate with each identified kin, fictive kin or adult with a significant relationship with the child/youth to begin discussions about their level of interest of involvement with the child/youth and to determine if they have contact information for other potential connections for the child/youth.

5.6.2. The FES will enter identified kin, fictive kin or adult with a significant relationship’s contact information onto the Support Network Contact Sheet (Exhibit 3) within three (3) calendar days and upload the Support Network Contact Sheet by the last day of each month into Guardian.

5.6.3. The FES will notify the DCSS within three (3) calendar days via e-mail after identification of kin, fictive kin or adult with a significant relationship to the child/youth who has a level of interest in involvement.

5.7 Collective Viewpoint Meeting

5.7.1 A Collective Viewpoint Meeting (CVM) is a child focused meeting, facilitated by the FES which explores the child/youth and family strengths.

A CVM shall be held when the child/youth has identified kin/fictive kin or an adult with a significant relationship to the child/youth and have shared agreement to being a lifelong connection. The participants during the meeting make commitments to the child/youth which can assist in

Department of Child Safety

Office of Procurement & Contracts

SECTION 1-A: Scope of Work supporting their unmet needs. A statement is created at the end which guides the team in developing a plan for the child/youth which may include permanency. The CVM shall be held in person if possible and during times and in locations most convenient and comfortable for the family/connections. The FES shall include a virtual option for family/connections and ADCS Specialists who cannot attend in person.

Should the FES hold the CVM in person with the child/youth, the CVM may count towards one monthly visit for that month.

5.7.2 The FES will schedule and invite appropriate parties and prepare the family/connections for the CVM , starting at least fourteen (14) calendar days before the meeting, informing each member of the purpose of the meeting, which is to focus on the child/youth and his/her greatest unmet needs; The DCSS shall be notified of the date and time at least fourteen

(14) calendar before the meeting.

5.7.3 The FES will facilitate the CVM, and display during the meeting any visual drawings from activities the child/youth has completed and is comfortable sharing.

5.7.4 A summary of the CVM and its outcomes shall be input into Guardian within seven (7) calendar days in addition to a monthly case note reflecting the completion of a CVM.

5.8 Team Decision Making (TDM) Meeting

5.8.1 A Team Decision Meeting (TDM) is an ADCS facilitated family meeting held to ensure safe, stable, and timely permanency can occur by expediting the return of a child to their parent, or by exploring an alternative permanency goal. The TDM meeting may include development of safety plans that include actions that are sufficient to control the danger, feasible to implement, sustainable and least intrusive to the family. TDM meetings take place any time conditions for return have been met or a change in the permanency goal is being considered. TDM meetings must include a diverse group: the family, the child (if developmentally able to participate), friends, etc.

5.8.2 When it is determined that there is a placement option for the child/youth, notify the DCSS who will request the appropriate TDM through the ADCS SharePoint page. The FES shall provide available dates and times to the DCSS so the request can be completed. The FES will prepare the

Department of Child Safety

Office of Procurement & Contracts

SECTION 1-A: Scope of Work family/connections and child/youth for the TDM meeting starting at least fourteen (14) calendar days before the meeting.

5.8.3 The FES will attend the TDM meeting once scheduled. If the meeting occurs in person and with the child/youth, the FES may count it towards one of the monthly visits.

5.8.4 After the TDM meeting, the FES will follow-up with child/youth and family/connections within seven (7) calendar days to ensure any services applicable or appropriate are in place prior to closing out the FSC referral or there is an identified plan for applicable or appropriate services to begin after FSC closure.

5.9 Thirty (30) days prior to the Service Approval ending, if the FES believes additional time is needed, the FES will initiate communication with the FES Supervisor, ADCS Statewide Coordinator, DCSS, and ADCS Supervisor, to staff and discuss progress of the case and to determine if services should be extended, for an additional ninety (90) days. Approval to extend services shall be authorized by the DCSS. A staffing is required and a new service approval for the extension needs to be completed.

5.10 The FES will attend CFT meetings, TDM meetings, court hearings, professional staffing’s and all other meetings related to the child/youth when invited and appropriate. Document attendance within the Monthly Case Note. If the meeting is held in person and with the child/youth, the FES may count it towards one of the monthly visits.

5.11 The FES will provide case status updates and/or address challenges and barriers to implementation and service delivery to DCSS and/or ADCS Supervisor as they arise within twenty-four (24) hours of being made aware of the barrier. The FES will communicate weekly with the DCSS via e-mail or telephone.

5.13 Provide transportation for the child/youth for activities associated with FSC.

5.14 The FES will work cooperatively with the ADCS and other service providers. The FES and DCSS will work collaboratively and share information to better prepare the child/youth for connections with family/fictive kin or other adults with a significant relationship with the child. The FES and DCSS will engage with behavioral health and other service providers when needed to address the child/youth's needs.

5.16 The FES will participate in any quality improvement planning and/or activities as indicated by the DCSS.

6.0 FSC Supervisor shall perform, but not be limited to, the following:

Department of Child Safety

Office of Procurement & Contracts

SECTION 1-A: Scope of Work

6.1 Assign cases based on caseload capacity of the FES not to exceed fifteen (15) Service Approvals.

6.2 The recommended caseload for a new FES is seven (7) cases for the first three (3) months of employment. Supervisor’s may use their discretion regarding caseload capacity for a new FES.

6.3 Ensure the FES builds rapport with the child and family involved with FSC and be able to provide an open avenue for each child's perspective, preferences and feelings to be heard and regarded.

6.4 Meet for supervision with the FES weekly to receive updates and staff concerns and questions.

6.5 Attend scheduled CVMs, CFTs and TDMs, as necessary.

6.6 Request a staffing with the ADCS Program Manager when necessary to discuss barriers or unmet child/youth's needs if a resolution or solution cannot be found after communicating with the DCSS, ADCS Supervisor and ADCS FSC Service Coordinator.

6.7 Contact ADCS Program Managers quarterly to schedule FSC information sessions and discuss potential cases for referral. Include the ADCS FSC e-mail inbox with communications to ADCS Program Managers regarding information sessions.

7.0 Contractor Requirements: The Contractor Shall:

7.1 Staffing:

7.1.1 Accept all Service Approval’s received from ADCS as stated in section 4.1.

7.1.2 Be staffed, at a minimum, to meet the acuity of the child with qualified personnel able to provide the quantity, level and type of services, in each county awarded as stated in this solicitation and as set forth in the Contractor's offer

7.1.3 Be staffed with adequate FES’s and FSC Supervisor(s) to assign all referrals within two (2) calendar days of receipt of a referral.

7.1.4 Have staff available to accept and assign referrals Monday through Friday, 8:00 am to 5:00 pm, except on legal holidays recognized by the State of Arizona. While the acceptance and assignment of service approvals will occur

Department of Child Safety

Office of Procurement & Contracts

SECTION 1-A: Scope of Work during these hours, service delivery must still be provided outside these hours, including evenings, weekends, and holidays, to meet the contractor’s requirements.

7.1.5 Have flexibility with work schedules due to meetings being scheduled after business hours and during the weekends and/or State of Arizona legal holidays to accommodate the needs of the child/youth and their families.

7.2 Employ staff with the following qualifications:

7.2.1 Supervisors must hold a Bachelor’s degree in social work or related field with prior job experience in child welfare, specifically working with children/youth.

7.2.2 Ensure that the FES has either an Associate’s degree with two years’ experience in a related field or a bachelor's degree in social work or related field with prior job experience in child welfare, specifically working with children/youth.

7.2.3 Knowledge in terminology of Arizona’s child welfare system processes including family-centered practice, child safety services, and federal and state legislation.

7.2.4 Verify that personnel qualifications meet the requirements of this Contract, are commensurate with the level of care required by the child and meet child admission and discharge criteria established by the Contractor and ADCS.

7.2.5 Demonstrate experience, knowledge and competency in working with minority cultures including, African-American, Hispanic, Native American and other minority cultures as found throughout the various communities of the state of Arizona.

7.3 Ensure that employed or contracted staff meet the following qualifications:

1. Have a clear Central Registry Background Check and a Level One fingerprint clearance card prior to delivering services to ADCS clients, which is to be reviewed and updated annually.

2. Upon hire and on a bi-annual basis, verify that drivers providing services to the ADCS' clients have:

Department of Child Safety

Office of Procurement & Contracts

SECTION 1-A: Scope of Work

a. A valid driver's license that has not been suspended or revoked due to a moving violation within the most recent thirty-nine (39) months.

1. New hires and current employees who have had their license suspended or revoked for issues other than moving violations (i.e.

due to nonpayment of registration fee or parking ticket), can provide transportation to ADCS clients if:

i. Their license has been reinstated, and

ii. They have had no further moving or nonmoving violations for at least six (6) month from first date of suspension.

b. No arrests or convictions for Driving While Intoxicated (DWI) or

Driving Under the Influence (DUI) as per, (A.R.S. 28-1381-1383) in the most recent thirty-nine (39) months or related driving restrictions notated on their level I fingerprint clearance card.

c. No “at fault” accidents in the most recent thirty-nine (39) months.

d. No more than six (6) points accumulated on driving record in the most recent thirty-nine (39) months.

e. No criminal violations in the most recent thirty-nine (39) months.

f. Valid car insurance

g. Current CPR certification

1. Have a clear pre-employment drug test result, as well as clear random biennial drug testing results.

7.4 Have not been placed on probation or parole for the last ten (10) years from present date.

7.5 Have no civil, criminal, or juvenile restraining orders within the last ten (10) years from present date.

7.6 Have a clear pre-employment drug test result, as well as clear random annual drug testing results. Verification is to be kept in the Personnel File.

7.7 Notify ADCS within 24 hours immediately when an employee is terminated.

8.0 Training

8.1 All FSC and FES staff shall participate in and successfully complete the following trainings as required for their positions:

8.1.1 Seneca’s Family Network Building Approach to be completed within six (6 months of hire).

8.1.1.1 Ten (10), three (3) hour virtual training sessions are required.

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SECTION 1-A: Scope of Work

8.1.1.2 Eight (8) consultation calls, one per month, are required between Seneca and the Contractor’s FSC staff.

8.1.1.3 DCS will cover the initial training cost for each FSC staff to attend the required training.

8.1.1.4 Continued consultation calls after requirements are met may be requested by the Contractor and at their cost.

8.1.2 Identify one (1) qualified staff to become certified to provide training in Seneca’s Family Network Building Approach.

8.1.2.1 One (1) qualified staff will Co-Train Seneca’s Family Network Building

Approach at a minimum of one (1) time, to become certified to provide training.

8.1.2.2 Co-training will occur virtually and may require consultation with Seneca before and/or after training sessions to prepare and reflect.

8.1.2.3 DCS will not cover the cost of additional training should the one (1) qualified staff leave. Costs incurred to train anyone else in the model will be the responsibility of the Contractor.

8.1.3 3-5-7 Model® developed by Dr. Darla Henry and administered via The

Academy for Child Welfare Practice, LLC to be completed within twelve (12) months of hire.

8.1.3.1 Eight (8), 90-minute virtual webinars every other week are required.

8.1.3.2 Ten (10) coaching calls, one (1) per month, are required between The

Academy for Child Welfare Practice, LLC and the Contractor’s FSC staff.

8.1.3.3 DCS will cover the initial training cost for each FSC staff to attend the required training.

8.1.4 Identify one (1) qualified staff to become certified to provide training in 3-5-7

Model developed by Dr. Darla Henry and administered via The Academy for Child Welfare Practice LLC.

8.1.4.1 DCS will cover the initial training cost for one (1) qualified staff, one (1) time, to become certified to provide training.

8.1.4.2 One (1) qualified staff will attend the initial webinar series and will need to participate in all of the monthly coaching sessions in the first year.

8.1.4.3 One (1) qualified staff will attend a separate four-hour training to learn how to train the content and use the materials.

8.1.4.4 One (1) qualified staff will attend a one-hour booster session every year and pay a $250 per trainer renewal fee every two years, at the contractor’s cost.

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SECTION 1-A: Scope of Work

8.1.4.5 DCS will not cover the cost of training should the one (1) qualified staff leave. Costs incurred to train anyone else will be the responsibility of the Contractor.

8.2 Attend the DCS Youth Thrive training, to be completed within twelve (12) months of hire;

8.2.1 Training will occur in person, in Phoenix, Arizona.

8.2.2 Any travel related expenses incurred to attend the training will be at the

Contractor’s cost.

8.3 All Training may be concurrent with providing services to the child/youth.

8.4 Record of Attendance and/or training certificate must be included in each personnel file.

9.0 Professional Standards

9.1 Staff are to be well groomed, and present a professional appearance. Clothing prohibited to wear includes:

9.1.1 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.)

9.1.2 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).

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

9.1.4 Clothing shorter than 2" above the knee.

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

9.3 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.

9.4 Personnel File

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

9.4.2 Proof of education, i.e. High School or College transcripts;

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

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

9.4.5 Central Registry Background Check;

9.4.6 Level One fingerprint clearance card;

9.4.7 Proof of training as stated in Section 8.0;

9.4.8 Proof of a valid Driver’s or Chauffeur’s License for all drivers;

9.4.9 Proof of current and valid motor vehicle insurance and it shall be updated after the expiration of the current policy;

9.4.10 Documentation showing verification of the driving record for the driver providing transportation services to assure no revocation or suspension of their license within the last three (3) years.

Suspension notice of driver’s license shall be placed in the personnel file within three (3) business days if an employee providing direct client services has their license suspended and/or their finger print clearance card is in restricted status.

9.4.11 Evidence of drug testing records including pre-employment drug testing results and random annual drug testing results.

9.5 Service Case Records

9.5.1 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. All documents related to services provided to client;

2. All Summaries, Notes and Exhibits and outlined in the Scope of Work

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

4. Record of all contacts in person, in writing, electronically or telephonically.

9.5.2 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.

9.5.3 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.

9.5.4 The Contractor shall shred the case file as the means of disposing the record after approval is obtained from ADCS.

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

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1. ADCS policy (https://dcs.az.gov/about/dcs-policies)

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

3. ADCS Business Associate Agreement with HITECH

4. The Social Security Administration Privacy Act

(https://www.ssa.gov/agency/privacyact.html).

9.5.6 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.

9.6 Transportation (only for contractors who transport clients)

9.6.1 Be responsible for transportation and all costs and/or scheduling associated with transportation of child(ren), in provision of services.

9.6.2 Ensure that drivers adhere to all traffic safety regulations and laws while on duty including the U.S. Department of Transportation National Highway Traffic Safety Administration Titles 23 and 59, United States Code; A.R.S. § Title 28 Chapter 3 (or the entire title as it covers registrations, etc.) and Arizona Administrative Code R6-5-5216 (as may be amended).

9.6.3 Be responsible for motor-vehicle safety in vehicles as evidenced by ensuring:

1. All individuals are properly seated and securely fastened in seat belts when the vehicle is in motion.

2. That child restraint seats are used in accordance with A.R.S § 28-907 (as may be amended).

3. The safety or reliability (roadworthiness) and legality (valid registration, license plates and insurance requirements) of vehicle(s) utilized for transportation.

4. The seats are securely fastened to the body of the vehicle.

9.6.4 Notify ADCS by secure email within three (3) days if an employee providing direct client services has their license suspended and/or their finger print clearance card is in restricted status. Suspension notice shall be placed in the personnel file.

10.0 Reporting Requirements

10.1 Monthly Progress Report

https://dcs.az.gov/about/dcs-policies http://www.azlibrary.gov/arm/retention-schedules http://www.azlibrary.gov/arm/retention-schedules

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10.1.1 FES shall input each Case Note into Guardian within seven (7) calendar days from contact with the child or attempt to contact the child. Case Notes shall include the description of the comprehensive searches conducted and utilized, and shall include their results. The notes shall contain a summary of the activities delivered that month along with the summary of progress, any updates, questions, or barriers.

10.2 Monthly Data Spreadsheet

10.2.1 FES Supervisor shall submit a completed FSC Monthly Data Spreadsheet

(Exhibit 5) to the ADCS Service Coordinator by the 5th of each month. The data spreadsheet shall contain all Service Approvals, open or closed that the agency has served. All relative and applicable information relating to the case and the outcomes shall be inputted.

10.3 ADCS Guardian

10.3.1 By the last day of each month, the Support Network Contact Sheet will be uploaded into Guardian. The FES will update the sheet to include actively involved kin, fictive kin or adult with a significant relationship with the child/youth.

10.3.2 Within seven (7) calendar days of the CVM, the FES will input a Summary of the CVM and its outcomes into Guardian. The FES will distribute via e-mail, the Summary of the CVM to the attendees that were present at the CVM. The Summary of CVM will be in addition to the two Monthly Case Notes required.

10.3.3 The FES will input the Summary of Case Closure Note into Guardian within seven (7) calendar days of the closure date. The Summary of Case Closure Note will be in addition to the two Monthly Case Notes required.

10.4 Significant Incident Report – DCS Form CSO-1151A (Exhibit 6)

10.4.1 Contractors shall contact ADCS 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 ADCS 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;

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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

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.

Incident reporting procedure: When filing an incident report refer to (Exhibit 7) to see if calling the hotline is also required.

1. If Incident Report is Required:

a. The Contractor shall report to the ADCS 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 ADCS Incident Report; and

c. Submit a written ADCS Incident Report to the ADCS 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).

11.0 Payment Units

11.1 One (1) Completed Discovery and Engagement efforts summary. Six (6) monthly payments will be made upon completion of the following milestones each month;

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11.1.1 This rate includes services identified in section 5.1. The rate includes completion of Discovery efforts:

Comprehensive search for potential lifelong connections as evidenced by:

mining case records (hard copies or electronic records);

Use of one (1) or more search engines

Outreach to discovered potential lifelong connections

Specific Requirement’s: Monthly Case Notes shall include the description of the comprehensive searches conducted and utilized and shall include their results.

11.1.2 This rate includes services identified in section 5.1. The rate includes Engagement efforts:

Regular monthly contact with the child/youth as prescribed in the contract;

record of completion of family finding Seneca’s Family Network Building Approach activities and 3-5-7 Model® developed by Dr. Darla Henry and administered via The Academy for Child Welfare Practice, LLC tools and activities.

Outreach to discovered potential lifelong connections

Specific Requirements. The Monthly Case Notes shall include a description of the in-person visits (2 per month), the activities utilized and results of activities completed. Monthly Case Notes shall provide a description of attempts to contact and/or schedule with the child/youth should any in person meetings not occur.

11.2 One (1) Completed Collective Viewpoint Meeting (CVM) and Summary of CVM Note:

11.2.1 This rate includes services identified in section 5.7. The rate includes planning efforts:

Coordination and facilitation of the Collective Viewpoint Meeting by the

FES

Development of plan for establishing and supporting lifelong connections for the child/youth.

Completion of the Summary of CVM and input into Guardian within seven

(7) calendar days.

Attendance at any ADCS Team Decision Making Meeting (TDM) if applicable.

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Special Requirements: A Monthly Case Note must provide justification for why either a CVM or TDM meeting was not held and a comprehensive plan for establishing and supporting the child/youth and the identified lifelong connection(s).

11.3 One (1) completed Summary of Closure Note

11.3.1 This rate includes services identified in section 5.8.4. The rate includes Follow-Up

Efforts:

Documentation of follow-up steps identified from the CVM or TDM (if applicable).

Description of service referrals needed or requested for after care supports such as in-home services or behavioral health services.

Specific Requirements: The Summary of Closure Note must include the child/youth and lifelong connections understanding of next steps.

12.0 Performance Measures

12.1 ADCS will be monitoring fidelity of delivery to program design, and the outcomes of this contract based on the specific performance measures listed below, as may be amended annually.

12.2 Contractor’s shall be expected to meet the ADCS target rates as listed that are based on the specific performance measures listed within the scope of work.

12.3 Failure to meet any of the performance metrics below or failing to meet any of the ADCS expectations as outlined in the scope of work, may result in a vendor performance report that may lead to a demand for assurance, which could lead to contract termination for default.

# Performance Measure Target Due By Performance Reporting Method

Report Frequency Measure Reference

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1 Completion of a Collective Viewpoint Meeting for each referred case. 90%

Seven (7) Calendar Days after completion of the CVM.

Summary of CVM input into Guardian

Upon Completion

Summary of CVM into Guardian.

Scope of Work, Section 5.7.1

Detailed documentation of identification and engagement of at least one lifelong connection for each referred case.

98%

Seven (7) calendar days after closure of referral.

Summary of Closure Note input into Guardian.

Upon Completion

Summary of Closure Note input into Guardian.

Scope of Work, Section 5.5.4

When a child/youth is moved to a less restrictive setting during FSC service delivery, services will be put into place to support the child/youth and their caregiver. Utilize service referrals to help with transition to least restrictive placement.

90%

Seven (7) calendar days after closure of referral.

Summary of Closure Note input into Guardian. On-going

Summary of Closure Note input into Guardian.

Scope of Work, Section 5.8.4

13.0 DEFINITIONS

1. Arizona Department of Child Safety (ADCS): 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 “ADCS”.

2. Arizona Procurement Portal (APP): The State’s approved eProcurement system.

3. ADCS Specialist: The ADCS employee who is responsible for the case management of services provided to the family.

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

5. Case Plan: ADCS 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. Caregiver: Parties that provides legal (temporary, permanent or transitional) custody to the child (ren).

7. Central Registry: The information maintained by the ADCS of substantiated reports of child abuse or neglect for the purposes of A.R.S. § 8-804.

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

8. Child Family Team (CFT): The Team is a collaboration between the Department, parents, guardians and/or custodians, child(ren), extended family and kin, family support persons, caregivers, and behavioral service providers.

9. Child: A person less than 18 years of age.

10. Collaboration: Partners agree to pool resources, jointly plan, identify, implement and evaluate new services and procedures, and delegate individual responsibility for the outcomes of their joint efforts.

11. Collaborative Partner: is a community social services agency, a family support program or a community organization, including a faith-based organization, which provides services.

12. Collective Viewpoint Meeting: A Collective Viewpoint Meeting (CVM) is a child focused meeting, facilitated by the FES which explores the child/youth and family strengths.

13. CCPT: means Collaborative Community Partnership Teams

14. CMDP: means Comprehensive Medical and Dental Program

15. Community Resource: is composed of appropriate community representatives, including but not limited to representation from families in the community and local public and community service agencies. Faith-based organizations, schools, business, and others may also be included.

16. Court Appointed Special Advocates (CASA): A volunteer who provides advocacy for children involved in the Juvenile Court process. A judge for the life of the case appoints them. CASAs have access to all documents and information about the child and the birth family history.

CASAs provide information to the court to assist in making decisions concerning what is in the child’s best interest.

17. Days: are calendar days unless otherwise stated.

18. 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.

19. Fingerprint clearance card: The card issued by the Arizona Department of Public Safety (A.R.S. §§ 41-1758 et. Seq.) certifying that the person named on the card does not have a state or federal criminal history record containing an offense specified as a precluding crime in A.R.S. Title 41, Chapter 12.

20. Fitness: As defined in A.A.C. R21-6-101.21 means the ability of an applicant or foster parent to provide a safe and nurturing environment for a foster child and comply with the foster home licensing requirements.

21. Foster Care Review Board (FCRB): is a group of volunteers who review the case of every dependent child who remains in out-of-home care at least every six (6) months. The FCRB is mandated to make determinations in these four key areas: safety, necessity, and appropriateness of placement; case plan compliance; progress toward mitigating the need for foster care; and a likely date (target date) by which the child may be returned home or placed for adoption or legal guardianship.

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The FCRB…