CN-480000-24537.pdf

STATE OF FLORIDA DEPARTMENT OF EDUCATION

CONTRACT

(NON-STATE TERM)

Non State Term OGC-CM 07 Department Contract: 24-537, Page 1 of 3 Last revised 07/01/2016

NO. 24-537

Department of Education

Division: Blind Services

Bureau: Operations and Compliance

Section: Contracts

Name of Contractor:

Tampa Lighthouse for the Blind, Inc.

Address of principal place of business:

1106 West Platt Street Tampa, Florida 33606

This Contract (“Contract”) is entered into as a contractual undertaking by and between the Florida Department of Education/Division of Blind Services (“Department” or “DBS” or “Division”) and the above-named Contractor (“Contractor”) as of the Effective Date concerning the project identified below (“Project”).

I. Name of Project:

Pre-Employment Transition Services (Pre-ETS), Transition Services (TS) and Vocational Rehabilitation {VR) Services

II. Brief Summary of Nature and Purpose of Project:

Pursuant to Chapter 413, Florida Statutes, the Department of Education/Division of Blind Services (DOE/DBS) is mandated to provide services to individuals of all ages who are blind or visually impaired.

The DOE/DBS routinely partners with Community Rehabilitation Programs (CRP) to provide services that enhance the lives of people with vision loss. The extent of services provided through the community rehabilitation program is based, in part, on the types of services available through a specific program, the needs of the specific community, and the resources available within the DOE/DBS.

Program specific objectives are identified in the Attachment A, Detailed Description of Performance Duties

III. Contract Documents:

The documents establishing and constituting the contractual relationship between the Department and the Contractor (referred to collectively as the “Contract”) supersede all prior agreements and understandings, written or oral, regarding this Project and consist of the following:

This Contract, including all of the following attachments, which are hereby incorporated by reference and made a part hereof, and which are identified as follows (reference additional attachments as appropriate):

1. Attachment A: Detailed Description of Performance Duties;

2. Attachment B: Payment Schedule;

3. Attachment C: Standard Terms and Conditions;

4. If determined by the Department to be applicable, Attachment D: Single Audit Act Requirements.

The Department determines that Attachment D is not applicable, and

5. Attachment E: Minority Sub Contractors Utilization Summary. The Department determines that

Attachment E is not applicable.

6. Attachment F: AWARE Client Service Documentation Standards

STATE OF FLORIDA DEPARTMENT OF EDUCATION

CONTRACT

(NON-STATE TERM)

Non State Term OGC-CM 07 Department Contract: 24-537, Page 2 of 3 Last revised 07/01/2016

7. Attachment G: Staffing Qualifications

8. Attachment H: Standards and Indicators Fee Service

9. Attachment I: General Terms and Definitions

10. Attachment J: Information Security Awareness Policy

11. Attachment K: Information Security Acceptable Use Policy

12. Attachment N: Description of Service Categories

13. Attachment O: Service Category Matrix

In the event of a conflict between the Contract and any of the attachments, the order of priority in terms of the controlling provisions and documents are as follows: this Contract, Attachment A, Attachment B, Attachment C, Attachment F, Attachment G, Attachment H, Attachment I, Attachment J, Attachment K, Attachment N, and Attachment O.

IV. Project Management:

The Department and the Contractor designate their respective representatives, identified below (“Contract Manager”), for coordination, communication, and management of the Project.

For the Department: For the Contractor:

Elesha Brown (Name)

Sheryl Brown (Name)

Contract Manager (Title)

Executive Director (Title)

Division of Blind Services 325 W. Gaines Street, Suite 1114 Tallahassee, FL 32399 (Mailing address)

Tampa Lighthouse for the Blind, Inc.

1106 West Platt Street Tampa, Florida 33606 (Mailing address)

Telephone: 850-245-9835 Fax: (850) 245-0363 Email: Elesha.Brown@dbs.fldoe.org (Phone, fax and e-mail)

Telephone: (813) 251-2407 Fax: (813) 254-4305 Email: sheryl.brown@tampalighthouse.org (Phone, fax and e-mail)

V. Effective Date:

This Contract shall be effective on October 1, 2023 or the date upon which it is signed by both Department and Contractor, whichever is later.

VI. Expiration Date:

This Contract shall expire on September 30, 2024, unless cancelled earlier in accordance with its terms.

VII. Renewal:

Subject to the limitations set forth in Sections 287.057(13), and 287.058(1)(g), Florida Statutes, and Attachment C, Section I.F, this Contract is renewable at the option of the Department for a renewal period or periods with commencement and expiration dates as follows:

mailto:sheryl.brown@tampalighthouse.org

Form OGC-CM 02 Department Contract No. 24-537 , Attachment A, Page 1 of 34 Last revised 07/01/2023

STATE OF FLORIDA, DEPARTMENT OF EDUCATION

PROCUREMENT CONTRACT – ATTACHMENT A

DETAILED DESCRIPTION OF PERFORMANCE DUTIES

The detailed description of the Contractor’s performance duties and related provisions for the procurement Contract awarded to Tampa Lighthouse for the Blind, Inc., Contract No. 24-537, are as follows:

I. Project Overview:

A. Background and Purpose of Project.

Pursuant to Chapter 413, Florida Statutes, the Department of Education/Division of Blind Services (DOE/DBS or Division) is mandated to provide services to individuals who are blind or visually impaired. The DOE/DBS routinely partners with community rehabilitation programs to provide services that enhance the lives of people with vision loss. The extent of services provided through the community rehabilitation programs are based, in part, on the types of services available through a specific program, the needs of the specific community, and the resources available within the DOE/DBS.

The primary purpose of this project is to provide comprehensive Pre-Employment Transition Services (Pre- ETS), Transition Services (TS) and Vocational Rehabilitation (VR) services, which include the training and support needed to enable blind and severely visually impaired persons to be successful in competitive and integrated employment settings.

B. Governing Statutory and Administrative Requirements.

The statutes and administrative rules or regulations to be implemented by this project are as follows:

State:

1. Section 287.135, Florida Statutes;

2. Chapter 413, Florida Statutes, (Part I)

Federal:

1. The Rehabilitation Act of 1973, as amended; Section 110 and Section 113;

2. The Workforce Innovation and Opportunity Act;

3. 2 CFR 200

4. 34 CFR Part 361, 34 CFR Part 363, and 34 CFR Part 397

C. Required Outcome of the Project.

The primary purpose of this project is to provide comprehensive Pre-ETS, TS, and VR services, which include the training and support needed to enable blind and severely visually impaired persons to be successful in competitive, integrated settings.

II. Scope of Work:

A. Service Area.

1. Counties of Service: Hillsborough, Hardee and Polk

B. The Federal Guidelines specify statewide comprehensive, coordinated, effective, efficient and accountable programs, each of which is:

1. An integral part of a statewide workforce investment system; and

2. Designed to assess, plan, develop, and provide Pre-ETS, TS and VR services for individuals with blindness and visual impairments, consistent with the individuals’ strengths, resources, priorities, concerns, abilities, capabilities, interests, and informed choice, so that individuals can prepare for, obtain, maintain, and/or advance in competitive integrated employment.

DETAILED DESCRIPTION OF PERFORMANCE DUTIES

Department Contract No. 24-537 , Attachment A, Page 2 of 34

3. The Contractor will provide Pre-ETS, TS and/or VR services to clients as authorized by DOE/DBS. The distinctions between these three programs are identified below:

a. Pre-ETS refers to those five (5) required activities defined by 34 CFR 361.48(a)(2) and outlined herein, for students age 14 through and including the age of 21, when a student continues to meet the statutory and regulatory requirements as defined by 34 CFR 361.5(c)(51). For students receiving Pre- ETS, the student will be coded to receive Pre-ETS in AWARE, and may be eligible to receive other TS and VR services, as identified in Attachment O: Service Category Matrix, according to their approved IPE. Additionally, services must be consistent with the applicable definitions in 34 CFR 361.5(b),(55) and 34 CFR 361.48(b) and as shown in Attachment N: Description of Services by Category.

b. TS includes those comprehensive and coordinated services provided to students and/or out of school youth, ages 14 through and including the age of 21 who qualify for DBS services under an IPE. Services must be consistent with the applicable definitions in 34 CFR 361.5(b),(55),34 CFR 361.48(b), 34 CFR

361.49 and as shown in Attachment N: Description of Services by Category. For the purposes of this contract, students and youth participating in TS services will be referred to as either Transition Category A or Transition Category B as defined below:

1) Transition Category A – A full time Pre-ETS program participant, between the ages 14-18 who is:

i. A student enrolled in a recognized primary and/or secondary education program.

2) Transition Category B - A program participant who is:

i. A student ages 14 through and including the age of 21, when enrolled in a recognized primary and/or secondary education program.

1. Clients who are students and who are participating in the TS- B/VR program, will receive Pre-ETS services as outlined in Attachment O. This will be known as a part-time Pre-ETS client.

ii. A youth not enrolled in a recognized primary and/or secondary education program.

3) Out of school youth, ages 14 through and including the age of 21, may be participants in the Pre- ETS/Transition A program, if the client will be a full-time program participant in the Transition A program and receives the level of services consistent with said program. Notwithstanding, services provided to clients must be consistent with those services that the client qualifies for (e.g.

Pre-ETS for students, through the age of 21; TS and/or VR services for out of school youth and adults.

c. VR services are the same group of services provided to TS students. These services are consistent with 34 CFR 361.48(b) and 34 CFR 361.49 and as shown in Attachment N: Description of Services by Category, and are intended to enable individuals to prepare for, attain, maintain, and advance in competitive integrated employment, for any client receiving a service under an Individualized Plan of Employment.

4. For blind or visually impaired students who are Potentially Eligible (PE) (as defined in Attachment I, General Terms and Definitions) and those clients who are not receiving the full range of comprehensive Pre-ETS, TS, or VR services, the Contractor shall be given credit for all hours of services under each appropriate program.

5. Contractor shall not bill for a client under both authorizations and this Contract, unless express authorization is approved by DOE/DBS. If such approval is granted, aggregate payments will not exceed

Department Contract No. 24-537 , Attachment A, Page 3 of 34 the following rates: $4,030 for TS-B/VR, and $9,600 Pre-ETS/TS-A). Refer to Attachment N: Description of Services by Category.

6. Contractor will make and receive referrals to/from DOE/DBS, perform Pre-ETS inventories, TS/VR assessments and evaluations, and provide core services, which are defined in Attachment O: Service Category Matrix and as shown in Attachment N: Description of Services by Category.

7. Contractor will document services provided and client progress, invoice for those clients in accordance with Attachment O: Service Category Matrix and as shown in Attachment N: Description of Services by Category, utilizing the appropriate service categories, and document completion of client IPE services.

C. Services to be Performed:

Contractor shall perform services in accordance with each client’s completed Pre-ETS inventory or TS/VR assessment(s), the client’s identified service needs, and approved IPE. Pre-ETS services must be consistent with those identified in 34 CFR 361.48(a)(2).

Transition and Vocational Rehabilitation services may include but are not limited to, activities of daily living, adult based education, counseling services, assistive technology training, orientation and mobility training, low vision training, communication skills training, work-based learning experiences, job coaching and workplace readiness training.

D. Service Provision.

1. Contractor will provide training and rehabilitation services that provide skills to enable blind and severely visually impaired DOE/DBS TS-B/VR clients (including those with secondary disabilities) to gain, retain or advance in Competitive Integrated Employment (including self-employment), customized employment, and/or Supported Employment.

2. Services shall be provided continuously and for the minimum frequency prescribed in the client’s IPE and/or as directed by DBS (for services that do not require an IPE). Services shall be provided for each client receiving services under this contract, until the end of the contract period and/or successful client case closure. See Attachment H: Contractor Standards and Indicators Summary.

3. Inactivity of client services must be submitted to DOE/DBS District Administrator and Counselor in writing within thirty (30) days of inactivity.

4. Contractor will initiate direct client services identified in the IPE within 30 days of the acceptance of the referral. If DOE/DBS requests services that do not require an IPE, the Contractor will begin providing services within the time limit specified by DOE/DBS and/or as mutually agreed upon by the client, Contractor and the Division.

5. Services are to be provided in a manner, pace, communication media platform and schedule, best suited to meet the client’s individual needs, learning capacity, and availability.

6. Services shall include group training and/or individual training and may be center-based, virtual, and/or itinerant. It is expected that the Contractor will primarily provide direct services to clients in person and face to face, unless express approval is granted for virtual service delivery to exceed face to face interactions.

7. Services shall be provided in the least restrictive environment as possible.

8. Contractual Services are to be provided continuously and in accordance with the plan (at least twice monthly for Pre-ETS and TS-A, and at least once weekly for TS-B and VR), until service completion.

Contractor is permitted to accelerate training and combine sessions (e.g. hold two weeks of sessions in one week), if the manner, pace, communication media platform and schedule are best suited for the client; and the Contractor meets the average requirements of Semi-monthly and weekly services

Department Contract No. 24-537 , Attachment A, Page 4 of 34 per program requirements). Contractors, at its own expense, may utilize virtual technologies to meet service provisions for clients. Virtual methods of service delivery is acceptable, and include but are not limited to lessons via phone, live video, proctored webinars, social media platforms or other communication media platforms (e.g. FaceTime, Zoom) and long distance class participation, as long as the following the client agrees to this method of training, training quality is consistent with face-to-face training, and the Contractor can validate and substantiate client attendance and participation.

a. The utilization of such training shall not be means or cause of additional expenses to the DOE/DBS or the client (e.g., necessitate the need for DBS or the client to purchase equipment, internet or other devices to facilitate the remote instruction. Under no circumstances should distance training be used exclusively for orientation and mobility, communication (e.g., Braille), or any hands-on training. The Division may place additional limitations on use of virtual instruction for these categories of services.

9. Case notes in the AWARE CMS system shall demonstrate clients have been continuously active and participating in services. If a client does not have a monthly Actual Service progress note, the provider must have documented the reason in an AWARE CMS entry titled “Client Inactivity for Month/Year.” The entry must be made prior to submitting the invoice.

10. Contractor shall utilize appropriate curricula for implementing programs and lesson plans in order to provide individualized client services as identified in Attachment H: Contractor Standards and Indicators Summary, Attachment O: Service Category Matrix and as shown in Attachment N:

Description of Services by Category.

11. Contractor will provide individualized, client specific services based on each individual’s particular, assessed need, and the services requested on the client’s IPE.

12. Priority (urgent) services are to be provided promptly when a start date has been mutually agreed upon by the client and DOE/DBS District, after discussion with the Contractor regarding service priorities.

13. Contractor will ensure that priority is given to clients needing immediate placement services and those who are at risk for losing their jobs.

14. Contractor will contact referred and accepted clients within ten (10) business days of receipt and acceptance of referral and facilitate prompt entry into the Contractor’s program.

15. Contractor will provide core service training to clients who may be otherwise qualified for Supported Employment (SE) under this contract. Additional SE services to enable SE clients to obtain competitive integrated or customized employment services, may be provided by the Contractor under a separate fee schedule.

16. Contractor will coordinate to provide blindness specific technical assistance and support to agencies providing direct job placement services for DOE/DBS VR clients served under this contract. (This is applicable when the Contractor declines or is unable to provide DOE/DBS requested job placement services.)

17. Contractor will provide core service training to VR/SE clients regardless of whether they have agreed to provide placement and expanded technical assistance services. If Contractor elects to provide placement of VR/SE clients, the Contractor agrees to do so under established DOE/DBS guidelines.

18. Contractor will review cases in which clients have not received services for more than ninety (90) days, in order to determine continuation of services and/or to recommend to DOE/DBS for closure consideration. Contractor will document the decision of the DOE/DBS in the AWARE CMS Case Note page.

19. Contractor will receive input from DOE/DBS on Contractor’s provision of services.

20. Contractor shall utilize appropriate modes of communication when interacting with clients, as defined in Attachment I: General Terms and Definitions.

Department Contract No. 24-537 , Attachment A, Page 5 of 34

21. Contractor shall maintain all supporting documentation, such as client signature of visit, record of visit forms or other documents used for all clients who are provided services (onsite, virtual or itinerant) under this contract. DOE/DBS may request this information at any time for invoice submission and service reconciliation.

E. Service Requirements:

1. Pre-Employment Transition Services and Transition Category A (Pre-ETS and TS-A).

a. The Contractor must provide the five (5) required activities, a.k.a “The Big 5”, during the contract period which are defined in Attachment O: Service Category Matrix and as shown in Attachment N: Description of Services by Category. Big 5 services must account for all services for students receiving Pre-Employment Transition Services, unless otherwise specified in the client’s IPE.

b. The contractor will be assigned a pool (a.k.a. bank) of hours to be provided to Pre-ETS/TS-A clients throughout the contract year. The bank will be calculated by multiplying the number of minimum unique client deliverables for this program by 115 hours.

1. Each student enrolled in the full time Pre-ETS and TS-A Program will receive a minimum cumulative average of 115 hours (units) of the required Big 5 Pre-Employment Transition Services per contract year, in accordance to their chosen goals (see:

Attachment O: Service Category Matrix. This will be accomplished via a combination of individualized services, group services, structured plan (curriculum program) and/or work experiences. The Contractor curriculum plans must delineate those services for Pre-ETS students from other transition services provided to TS-A youth.

2. The Contractor will develop three (3) curriculum plans that align to the 5 Pre-ETS required activities:

i. Plan 1: Covers October, November, December, January

ii. Plan 2: Covers February, March, April, May

iii. Plan 3: Covers June, July, August, September

c. If curriculum plans do not align with the required Pre-ETS activities, DOE/DBS will require revised curriculums, or specify a curriculum to be utilized in lieu of a Contractor’s curriculum.

d. The instructor to student ratio will be one instructor to five (5) or fewer students.

e. In order to ensure that each client is afforded opportunities to prepare for employment, each client shall be given every opportunity to participate in a minimum of one (1) work-based learning experience, as defined in Attachment I – General Terms and Definitions, during the first Curriculum Plan period, a minimum of one (1) work-based learning experience during the second Curriculum period, and a minimum of two (2) work-based learning experiences in the final Curriculum Plan period of the Contract. Work Based Learning Experiences must be tailored to each client’s IPE.

1. To the extent practicable, work-based learning experiences shall take place in settings typically found in the community. Virtual work-based learning experiences are also acceptable, when conditions do not allow for such in person/community-based experiences.

f. Services may also include the provision of the required Pre-ETS services in intensified residential settings such as college campuses. For overnight activities, Contractor will not report and invoice more than 12 hours (units) per student for any given 24-hour period.

Department Contract No. 24-537 , Attachment A, Page 6 of 34

g. Contractor will orient students, youth, and their families to their program and to the DOE/DBS Transition Handbook.

h. Contractor will obtain timesheets and written performance evaluations for students and youth utilizing CS-106 Work Experience Training Progress Report. Contractor will support the division in the provision of Pre-ETS Coordination Activities and other Authorized Services, as requested, to meet the requirements in accordance with Section II., F. Role of the DOE/DBS below.

2. Transition Category B and DBS Vocational Rehabilitation and (TS-B/VR)

a. Contractor will receive client referrals from DOE/DBS, perform assessments of need, and provide core services, which are defined in Attachment O: Service Category Matrix and as shown in Attachment N: Description of Services by Category.

b. Contractor will provide services designed to assist a minimum cumulative number of unique, eligible new and carryover clients according to their IPE per contract year.

c. The contractor will be assigned a pool (a.k.a. bank) of hours to be provided to TS-B/VR clients throughout the contract year. The bank will be calculated by multiplying the number of minimum unique client deliverables for this program by 30 hours.

3. The Contractor shall ensure all services are administrated by qualified staff meeting the minimum qualifications as outlined in Attachment G: Staffing Qualifications.

4. Services are to be provided in a manner, pace, communication media platform and schedule, best-suited to meet the individual’s needs, learning capacity, and availability.

5. Services must be individualized for each client’s need, continuous, and in accordance with the client’s plan, until closure.

Travel:

Contractor will will not be reimbursed for travel pursuant to Section 112.061, Florida Statutes.

F. Role of the Contractor:

Contractor and DOE/DBS are partners in this effort to identify clients and provide services. Contractor will conduct outreach activities and will direct potential clients to DOE/DBS for services.

1. Provide the Administrative Requirements:

a. Contractor shall obtain and maintain accreditation, by either the Association for Education and Rehabilitation of the Blind and Visually Impaired (AERBVI), the Commission on Accreditation of Rehabilitation Facilities (CARF), or other accrediting body pre-approved by the Division.

b. Contractor shall submit Audited Financial Statements to DOE/DBS Contract Manager within one hundred fifty (150) calendar days from the close of the Contractor’s fiscal year end.

c. In the event the Contractor meets the requirements of Executive Order 20-044, the Contractor shall submit IRS Form 990 and other documentation for each listed entity showing total compensation, to include, salary, bonuses, cashed in leave, cash equivalents, severance pay, retirement benefits, deferred compensation, real property gifts, and any other payout or perquisite for all members of the listed Contractors’ executive leadership teams for the past year to DOE/DBS Contract Manager within thirty (30) calendar days from the close of the Contractor’s fiscal year end.

Department Contract No. 24-537 , Attachment A, Page 7 of 34

d. Contractor shall notify in writing the DOE/DBS District Administrator and Contract Manager and the AWARE Helpdesk aware.support@dbs.fldoe.org by noon Eastern Time (ET) on the following business day, when an employee with AWARE Case Management System (AWARE CMS) access is separated from the Contractor or reassigned to a position that does not require access. Gross or repeated failures to provide notification, within the specified timeframe, may result in a notice of noncompliance, or contract termination if serious data breaches occur.

2. Policies:

Contractor shall have policies and procedures in place that govern the operation and delivery of services for the blind and visually impaired, including, but not limited to:

a. Policies that align with philosophies that promote consumer advocacy and self-help and instill consumer involvement in the management of their organization. Policies shall also assist with the development of peer role models, facilitate the development and achievement of program goals selected by clients and/or their guardians, increase the availability and improve the quality of community options for program participants, promote the use of adaptive equipment and assistive technology, and when appropriate, promote gainful employment in a competitive integrated environment;

b. Policies that support a continuity of services, provision of services during a disaster, development activities for sustainable funding from multiple sources, outreach activities and other community involvement in services;

c. Policies and procedures that protect the confidentiality of client records;

d. Policies to resolve client concerns and/or complaints;

e. Policies to protect the health and safety of clients receiving contracted services;

f. Policies and procedures for conducting client interviews and surveys; and

g. Policies and procedures to ensure appropriate modes of communication are utilized, including verbal and written communications, between the Contractor and client, and that all training materials are appropriate to meet individual client needs, including but not limited to developing and providing materials in the clients preferred mode of communication (ex. regular print, large print, braille, electronic, and/or audio).

3. Staffing Requirements.

Contractor shall adhere to staffing qualifications, certifications and licensures, in accordance with Attachment G: Staffing Qualifications.

a. Administrative Requirements:

1) Pursuant to State of Florida Executive Order No. 11-116, and Attachment C: Standard Terms and Conditions, section XXXIII, the Contractor shall utilize the U.S. Department of Homeland Security’s E-Verify system to verify the employment of all new employees and independent contractors hired by the Contractor during the contract term. The Contractor shall include in related subcontracts a requirement that subcontractors performing work or providing services pursuant to the contract, utilize the E-Verify system to verify employment of all new employees hired by the subcontractor during the contract term.

2) The Contractor shall secure a level two (2) criminal history background check, pursuant to Chapter 435, Florida Statutes, on all the following persons acting on behalf of the Contractor:

mailto:aware.support@dbs.fldoe.org

Department Contract No. 24-537 , Attachment A, Page 8 of 34

a) The Administrator or a similarly titled person who is responsible for the day-to-day operation of the Contractor;

b) The Financial Officer or similarly titled person who is responsible for the financial operation of the Contractor;

c) Any person employed by, or otherwise engaged on the behalf of a Contractor, including independent contractors and volunteers, who is expected to have direct, face-to-face contact with a vulnerable person as defined in section 435.02, Florida Statutes, while providing services to the vulnerable person; and

d) The Director or comparable position of the Contractor.

3) The Contractor is responsible for bearing the cost of initiating and completing background screenings, as a condition of permitting individuals engaging clients on behalf of the Contractor.

Screening standards provided in section 435.04, Florida Statutes, must be met prior to and as a condition of continued employment or direct client contact. A list of disqualifying offenses is provided in Attachment G: Exhibit 1: Disqualifying Offenses for reference. Every five (5) years following the initial screening each person subject to the background screening under this section must submit to a level two (2) background screening.

4) The Contractor must complete Attachment G: Exhibit 2: Vendor Attestation Form which certifies the Contractor’s compliance with E-Verify and level two (2) background screening requirements.

This form must be completed annually, by July 1st for each active term of the contract, along with the Contractor’s organizational chart detailing the names and titles of all staff, volunteers, and subcontractors performing services in connection with Division of Blind Services contracted services. If the Contractor has multiple contracts with the Division of Blind Services, one Vendor Attestation Form may be submitted; however, the Contractor shall identify each contractual program and provide the names and titles of staff, volunteers, or subcontractors who will provide services under each contracted program.

5) If the Division has reasonable cause to believe that an individual engaging clients on behalf of the Contractor does not meet the screening requirements a written notice shall be furnished to the Contractor identifying the specific record that indicates noncompliance with the standards established in this section. If the Contractor is found to be in noncompliance with the standards established in this section, and refuses to remove any individuals employed by, or otherwise engaged on behalf of, the Contractor who does not meet screening standards, this contract and any other contract with the Division of Blind Services may be terminated.

b. Minimum Staffing Levels.

1) Contractor shall maintain administrative organizational structure, qualified management, and support staff sufficient to meet its contractual responsibilities.

2) Contractor shall, at all times maintain sufficient staff to:

a) Meet the needs of the clients it serves under this contract based upon anticipated minimum annual deliverables.

b) Ensure that services from each Service Category are provided for the Contractor’s client population, at least weekly.

i. For clients receiving multiple services, it is not required that a client is receiving each service each week, unless required under the IPE and/or to meet the client's needs.

Department Contract No. 24-537 , Attachment A, Page 9 of 34

3) At no time will the Contractor lack staff or subcontractors who are qualified, or approved, to provide clients O&M services, vision-related direct-client services, and assistive technology training based upon client needs.

a) Contractor shall be responsible to ensure core services are available by utilizing subcontractors and other service providers to ensure that there are no gaps in service delivery to clients.

4) The Contractor shall report any gaps in services due to staff turnover to the DOE/DBS District Administrator and the Contract Manager within five (5) days of each occurrence. In the event that the Contractor has no advance knowledge of events leading to a gap of service the Contractor shall notify DOE/DBS District Administrator and the Contract Manager immediately and provide a plan to provide quality and sufficient services during any service gap period.

5) If the Contractor is unable to meet minimum staffing levels in order to sufficiently meet client needs within a timeframe of sixty (60) days, DOE/DBS reserves the right to take any of the following actions: place the Contractor on a Corrective Action Plan, reduce contracted rate for services, or terminate the contract.

a) Primary efforts will be made to refer clients to the Contractor for the delivery of services specified in this contract. Nevertheless, DOE/DBS reserves the right to make referrals to other providers at any time to ensure each client can exercise informed choice in accordance with 34 CFR 361.52 and to ensure there is no gap in services for clients.

c. Staff Credentials Waiver Requests.

1) Contractor may submit to DOE/DBS Contract Manager a request to temporarily waive minimum staffing levels and qualification requirements, prior to the provision of any services by non-credentialed employees, subcontractors, volunteers, and/or interns. The Division Director may grant a temporary waiver for up to one year. The DOE/DBS Credentials Committee will review qualifications and circumstances for permanent waivers; which will be subject to a final approval or disapproval by the DOE/DBS Division Director.

2) Extensions to temporary waivers may also be granted by the DOE/DBS Division Director when extenuating circumstances prevents the Contractor from temporarily achieving the standard for a qualified credentials.

d. Staff Conduct.

1) Contractor shall accept liability for the actions and/or performance of all individuals acting on behalf of the Contractor, including but not limited to, employees, subcontractors, volunteers, and interns. Contractor staff shall:

a) Interact with clients eligible for contracted services in a professional manner;

b) Maintain the confidentiality of all client information in full compliance with state and federal regulations and in accordance with sound professional practices;

c) Refrain from any inappropriate behavior, as defined in Attachment I: General Terms and Definitions, with any client, client family member, or designated guardian; and

d) Apply appropriate standards to protect the health, safety, and welfare of clients while under the supervision of the Contractor staff.

Department Contract No. 24-537 , Attachment A, Page 10 of 34

2) DOE/DBS reserves the right to place the Contractor on a Corrective Action Plan, refer clients to alternate service providers, reduce contracted rate for services, or terminate the contract, should the contractor be found in violation of this provision.

e. Referrals and Intake:

1) Contractor directs potential clients to DOE/DBS via the online application portal at https://dbs.fldoe.org/Information/Apply/index.html. DOE/DBS will acknowledge receipt of referral, within three (3) business days.

2) The Contractor will document phone calls, faxes, text messages, virtual communications (e.g., FaceTime, Zoom, etc.) and emails in the Case Note section of AWARE CMS.

3) When receiving referrals from DOE/DBS, if the Contractor proposes to decline services, the Contractor must notify DOE/DBS, in writing, within five (5) business days to provide justification for the proposed declination of services and schedule a meeting with DOE/DBS staff, the Contractor, and the client.

4) DOE/DBS will document denial determinations in the client’s Case Notes in the AWARE CMS.

DOE/DBS will notify the referring agency of any denial determinations via email.

5) Contractor may not utilize a waitlist, as defined in Attachment I: General Terms and Definitions, for potential DBS/DOE clients referred under this contract unless the Contractor has met all contractual service hours and unique client deliverables. If the contractor implements a waitlist for either program (Pre-ETS/TS-A or TS-B/VR), the Contractor is required to provide a status of such waitlist to DOE/DBS, for the applicable program(s) each month, during the time of invoice submission.

a. Contractor should determine and notify DOE/DBS Counselor within five (5) days of referral whether or not it has the ability to serve the newly referred client.

6) If Contractor determines that a Pre-ETS inventory, or TS/VR assessment and/or any core services cannot be provided within sixty (60) days of referral, Contractor must notify the DOE/DBS District Administrator and Counselor in writing, as soon as it is known to the Contractor in order to avoid any service delays to the client. The Contractor must specify the reason the client cannot be served.

7) If a client declines to receive services under this contract, or if a Contractor declines to provide services for a client, the Contractor will be credited for service units that they have been authorized to provide to the client, however, the client will not be counted as a deliverable under this contract and no additional compensation will be provided, unless the Contractor, with written authorization from DOE/DBS, has completed a full Assessment and/or Inventory plus a minimum of five (5) units of direct services to the client.

4. Assessments and Inventories.

TS-B/VR assessments and Pre-ETS/TS-A inventories shall be administered in a face to face meeting, unless environmental or other conditions preclude direct face to face interactions. DOE/DBS may provide a blanket waiver of this requirement, if necessary. Any and all other exception requests must be submitted, in advance, and in writing, to the DOE/DBS District Administrator and Counselor for review and determination. DOE/DBS reserves the right to approve or reject requests for exceptions.

Department Contract No. 24-537 , Attachment A, Page 11 of 34

a. Clients who are Potentially Eligible (PE), and those who are referred for Pre-ETS/TS-A services shall receive an Inventory of Competencies and Functional Abilities (ICFA). The ICFA shall be administered or updated by the Contractor:

1) at the start of the client's case:

2) at the time of case closure; and

3) at least twice annually, (May and September), while the individual is receiving services from the Contractor.

b. Client’s referred for TS-B/VR services will receive a Comprehensive Functional Assessment (TCFA).

The TCFA shall be administered or updated by the Contractor:

1) at the start of the client's case;

2) at the time of case closure; and

3) annually while the individual is receiving services from the Contractor.

c. Contractor will complete required TS-B/VR assessment or Pre-ETS/TS-A inventory (depending on the program) on each client within 30 days from the date of referral unless a reason for delay is documented.

d. In cases where DOE/DBS enlists the Contractor to conduct TS-B/VR assessments or Pre-ETS/TS-A inventories to aid in the establishment of eligibility, such assessments will not trigger a unique or carryover client deliverable, however, the Contractor shall be eligible to invoice for the service units (hours) provided to fulfil such requests.

5. Plan Development:

a. Contractor will acknowledge via email, within three (3) business days, the receipt of notification from DOE/DBS that an approved IPE has been signed by both the DOE/DBS and the client/legal representative.

b. The Contractor is not authorized to provide services or change service categories until authorization is received, in writing, from the DOE/DBS.

c. Note: The includes TS-B/VR Assessment and Pre-ETS/TS-A inventory services or other services specified in Attachment O: Service Category Matrix that are requested prior to Plan development.

d. TS-B/VR assessments and Pre-ETS/TS-A inventories are not considered as a mechanism to trigger a unique client deliverable, if they are provided only to assist in determining client eligibility and/or if the client does not receive actual direct services during the contract year.

e. Contractor will notify DOE/DBS via email of all requests by the client for new services.

f. DOE/DBS will review requests for additional/new services received from the Contractor, and if approved, develop a new or updated IPE, or authorize services, in writing, if no an IPE is not required for such services. DOE/DBS will notify the Contractor of the decision via email within five (5) business days.

g. For students and youth with disabilities, Contractor will request participation in IPE and Individual Education Plan (IEP) meetings by coordinating with the client and the client’s parents/guardian(s), to allow DOE/DBS and the Contractor to participate in each of the client’s meetings.

Note: Contractor will work to arrange for meetings in a timely manner and provide adequate notice for all parties to participate, whenever feasible.

6. Plan for Quality Assurance:

The Contractor shall develop a Plan for Quality Assurance (PQA). The Plan for Quality Assurance will contain a set of documented activities and measurements that will govern the Contractor to ensure

Department Contract No. 24-537 , Attachment A, Page 12 of 34 compliance with the outlined requirements of the Contract. At a minimum, the Plan for Quality Assurance PQA should include but not limited to:

a. Process for tracking potential DOE/DBS funded referrals;

b. Process for tracking travel related services;

c. Process for entering or uploading and documenting client services and documentation into AWARE

CMS;

d. Process for verifying and identifying discrepancies of client information uploaded or entered into

AWARE CMS;

e. Process for identifying clients who are not meeting service requirements, have service gaps or overserved during the month;

f. Process to ensure specific client information uploaded or entered into AWARE CMS pertains to that particular client;

g. Process for completing a final errors and omissions check before upload or input into AWARE CMS;

h. Process for ensuring client information and documentation from one system is transferred into AWARE CMS accurately (if applicable); and

i. Process for ensuring information uploaded or entered into AWARE CMS matches up to the monthly contract deliverables and benchmarks.

The requirements above are minimums and DOE/DBS may update the requirements as necessary.

DOE/DBS Contract Managers will review all Plans for Quality Assurance, during desk and/or onsite monitoring activities. Documentation and supporting work may be required to be submitted to DOE/DBS Contract Manager in accordance with desk and on-site monitoring visits.

7. Continuity of Operations Plan:

The Contractor shall develop a Continuity of Operations Plan (COOP). The COOP should contain a set of documented activities and measurements that will govern the Contractor to ensure essential services are continued in the event of a natural disaster, declared emergency or other situation that is out of the control of the Contractor. At a minimum, the COOP should include, but is not limited to:

a. Identification of Contractor’s readiness and preparedness to sustain essential services.

b. Identification of essential staff, contact information and emergency information.

c. Identification of alternate service locations and methods to deliver services.

d. Process to ensure communications of activities and services are received by clients, staff and the general public.

e. Process to ensure Contractor will be able to complete referrals and intake processing.

f. Process to ensure service provisions outlined in the contract are met.

g. Alternate outreach plans, curriculum plans and/or service activities.

h. Process to ensure services are continued in an alternate environment (telework, virtual, phone, etc.).

i. Process to ensure contractual obligations will be met in regard to services, deliverables, and required outcomes.

8. Progress Documentation:

Department Contract No. 24-537 , Attachment A, Page 13 of 34

a. Contractor will document monthly progress information as required in Attachment F: AWARE Client Service Documentation Standards, in the Actual Service page of the AWARE CMS on each client receiving services, which substantiates each service listed on the monthly invoice. Documentation of services and goal attainment must be clear and individualized for each client. Progress note(s) must indicate at a minimum:

1) Date(s) service(s)/activities provided;

2) Specific service(s)/activities provided;

3) Progress toward client’s Plan Goal(s); and

4) D.A.P.:

a) D – Directions for the activity or reasons for the meeting;

b) A – Action/Observable behavior or what actually happened; and

c) P – Prediction, what is happening next or progress.

b. Contractor will document the Actual Services in the “Description” field on the Actual Services page in the AWARE CMS and document any non-service related information (phone calls, faxes, email, etc.)

in the Case Note page of the AWARE CMS.

c. Contractor will document and notify DOE/DBS District Office via email, when services are completed.

9. Closure Procedures:

a. Contractor will notify DOE/DBS District Office via email after services have been completed and all Actual Services have been entered in AWARE CMS. The DOE/DBS District office will review the case and provide the Contractor with direction regarding case inactivation within ten (10) days of receipt.

The Contractor will inactivate the Vendor Assignment in AWARE CMS within three (3) business days, after approval is made by the DOE/DBS District office.

b. Contractor will consult with DOE/DBS upon completion of services, to ensure that all services are complete to the satisfaction of the client and the DOE/DBS.

c. DOE/DBS may assign TS-B/VR clients to the Contractor for direct job placement services. Upon a successful direct job placement by the Contractor, where the Client has been successfully employed in a Competitive Integrated Employment outcome for at least 90 days, the Contractor may earn an additional $1,570.00 to be paid through authorization, prior to case closure.

1) Bonus Payments: An additional $750 client achieves successful gainful employment in a job making $15.00 per hour or more and/or $750 for health benefits included with the job, to be paid through authorization, prior to case closure.

10. Invoicing:

a. Each month, separate invoices will be generated for Pre-ETS/TS-A deliverables AND for TS-B/VR, in this regard the services will be treated as separate contracts.

b. The following data elements are used to generate each monthly invoice:

1) Service category;

2) Vendor (Contractor);

3) Service provider (instructor);

Department Contract No. 24-537 , Attachment A, Page 14 of 34

4) Units (hours; in increments of .25 units);

5) Start date; and

6) End date.

c. Contractor will maintain source documentation that fully supports invoiced services each month identifying:

1) Date;

2) Instructor;

3) Client Name;

4) Client Signature;

5) Service Category (Assistive Technology, Orientation and Mobility, etc.); and

6) Units of Service.

G. Role of the Department:

1. Review invoices prior to payment;

2. Ensure that services are provided in accordance with the Contract; and

3. Client Identification. DOE/DBS conducts outreach activities to identify potential clients who may benefit from program services and activities. DOE/DBS and the Contractor will work together to ensure services and activities are offered and served to eligible clients.

1) Pre-Employment Transition Services. DOE/DBS managers and counselors and district staff, will make every effort to develop and maintain cooperative working relationships with state and local secondary education staff (including alternative school programs), post-secondary education staff, state operated programs, and workforce development partners to coordinate pre-employment transition services.

2) Transition Coordination Activities:

a) Working with schools, including those carrying out activities under section 614(d) of the IDEA, to coordinate and ensure the provision of pre-employment transition.

b) Participating in IEP meetings for both eligible and potentially eligible students.

Participation may be in person, by teleconference, or virtually, when invited, pending DBS representative availability.

c) Making every effort to attend person-centered planning meetings DOE/DBS clients receiving services under title XIX of the Social Security Act, when invited.

d) Working with Career Source Centers, other WIOA programs, and employers to develop work-based learning experiences for DOE/DBS clients, including internships, summer employment, apprenticeships, and other employment opportunities available throughout the school year.

e) Encouraging referral sources to refer students with disabilities in secondary education as early as 14 years of age for Pre-ETS and to check on the status of these referrals.

f) Providing accurate information to referral sources regarding the timeline and application process for vocational rehabilitation services.

Department Contract No. 24-537 , Attachment A, Page 15 of 34

g) When invited, attending person-centered planning meetings for individuals receiving services under…