Congregate_Care_Services_SOW_Amendment_2.pdf

Solicitation Requirements Part 1

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Request for Proposal Solicitation No.

State of Arizona

Department of Child Safety BPM005892 Office of Procurement & Contracts

3003 N. Central Avenue Description:

Congregate Care Phoenix, AZ 85012

Part 1: Scope, Pricing and Terms and Conditions

Table of Contents 1

SECTION 1-A: Scope of Work 2

SECTION 1-B: Pricing 77

SECTION 1-C: Special Terms and Conditions 80

SECTION 1-D: Uniform Terms and Conditions 117 https://procure.az.gov/bso/

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BPM005892 Office of Procurement & Contracts

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1.0 Introduction

1.1 The Arizona Department of Child Safety (ADCS) is statutorily responsible to provide services to children and families 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.

1.2 The Arizona Department of Juvenile Corrections (ADJC) is responsible for young people who are committed to its jurisdiction by county juvenile courts. ADJC Vision and Mission Statements are:

Vision: To make Arizona communities safer by delivering effective rehabilitative services to the young people entrusted to our care.

Mission: To provide the young people in our care with evidence-based rehabilitative services that enhance their well-being and equip them with the skills and resources they need to thrive as successful members of society.

2.0 Purpose and Background

2.1 The purpose of this solicitation is to secure safe and reliable sources of temporary Congregate Care that can provide homes for placement of ADCS and ADJC children.

These homes will provide specialized, short-term care, where children can thrive, free from abuse and neglect, while fostering family connections and supporting the transition of children to a family like setting when appropriate.

2.2 This solicitation is a joint contract with the Arizona Department of Juvenile Corrections

(ADJC). However, The Arizona Department of Child Safety (ADCS) is the lead agency for this solicitation.

2.3 Client eligibility is determined by ADCS and ADJC. Services are referral-driven, based upon the needs of the child and the Contractor who can best meet the child(ren)’s needs.

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2.3.1. The method used to refer a child(ren) for a group home placement is in ADCS

Policy.

2.3.2. The Community Program Services Office (CPSO) is the Office within ADJC that is responsible for coordinating and ensuring appropriate community-based services are available for ADJC juveniles on conditional liberty (Parole) status.

2.3.3. This service does not include Title XIX funded Behavioral Health Residential services; these services are provided through a separate ADJC contract.

2.4 The national trend shows that the number of children placed in congregate care is decreasing. The number of ADCS children entering out of home care continues to decrease, but the number of children residing in congregate care settings remains at 15% of the total out-of-home population. Child Welfare systems and the Family First Prevention Services Act (FFPSA) show children do best and experience reduced trauma when placed in a family like setting. One of ADCS’s strategic priorities is to Strengthen Families, by increasing the number of licensed kinship and community foster homes, to support the reduction of children in congregate care to less than 10% of the total out-of-home population.

3.0 Service Description:

3.1 Group Home Residential Shelter Placement – This service is to provide an emergency, short-term stable environment designed to assist the child(ren) in stabilizing and assess the child(ren)’s level of functioning to assist in the determination of the most appropriate long-term caregiver; actively aiding the child(ren)’s transition to the next living arrangement.

3.2 Group Home Residential Placement – This service is designed to maintain the child(ren)’s level of functioning by following the personalized service plan and facilitating services identified in the case plan to help the child(ren) transition to a less restrictive level of care, when kinship or foster home placement is not available. This group home will provide access to treatment and therapies, address and remediate specific behaviors and challenges; this placement may restrict ages and genders of children with whom they can be placed and interact with. Facilitate the child(ren)’s return to a constructive community, family life or independent living; and prevent a child(ren) from entering or returning to the Juvenile and/or Adult Justice systems.

3.3 Group Home Residential Placement with Specialties – This service is designed to maintain the child(ren)’s level of functioning by following the personalized service plan and facilitating services identified in the case plan to help the child(ren) transition to a less restrictive level of care, when kinship or foster home placement is not available, and

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BPM005892 Office of Procurement & Contracts

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support large sibling groups, LGBTQIA+, Parenting Teens and Sexually Maladaptive Behaviors placements. This group home may also provide a specific programmatic service component to remediate specific behaviors and challenges; allowing the child(ren) to attend treatment and therapies to address the behaviors. This placement may restrict ages and genders of children with whom they can be placed and interact with. Facilitate the child(ren)’s return to a constructive community, family life or independent living; and prevent a child(ren) from entering or returning to the Juvenile and/or Adult Justice systems.

4.0 General Requirements: The contractor shall:

4.1 Provide a facility operated by an ADCS licensed Child Welfare Agency in good standing where children are in their care and supervised in accordance with the Reasonable and Prudent Parenting Standards.

4.2 Contractor shall make the referring agency aware of any conflict of interests as soon as

Contractor is made aware.

4.3 Comply and work in collaboration with ADCS, including Office of Licensing and Regulation (OLR), ADJC CPSO, Office of Inspector General (OIG), law enforcement and other legal authorities.

4.4 Prohibit the use of alcohol, drugs and/or tobacco/nicotine products (including electronic and vapor) of any kind where services are provided to child(ren) and/or adjacent to the facility by all paid and non-paid staff and children.

4.5 Leverage existing and new community resources to provide age-appropriate activities for children including supportive normalcy, guidance, encouragement and the development of life skills such as coping, conflict resolution, solving problems, and developing positive social behaviors.

4.6 Provide twenty-four (24) hours per day, seven (7) days per week monitoring of children during day and sleeping hours. Staffing should be sufficient to ensure a safe and secure environment.

4.7 Ensure that all services, procedures and forms provided to child(ren) and family are culturally relevant, developmentally appropriate, gender responsive (including Lesbian, Gay, Bi-sexual, Transgender, Questioning (LGBTQIA+) issues), linguistically appropriate to the population to be served, as determined by the youth and their team or Parole

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Officer, and comply with any and all non-discrimination policies, rules and laws.

4.8 Ensure supportive cross-cultural communication with the involvement of culturally competent staff in all levels of service delivery, beginning with the intake process and throughout the course of services.

4.9 Must have the ability to serve non-English speaking child(ren) by being able to communicate in the preferred language of the child(ren).

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

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

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

4.9.4 The Contractor must provide a certified interpreter over the age of twenty-one

(21), as needed.

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

4.10 Respect the spiritual and religious preference(s) of the child(ren). Under no circumstances may a Contractor compel or otherwise require a child(ren) to participate in any Contractor-preferred spiritual or religious activities or programs. Contractors shall not require child(ren) to sit in waiting areas of spiritual or religious activities if they do not wish to participate.

4.11 Assist the child(ren) with locating a spiritual or religious place of worship and provide transportation to and from that place of worship, and support the youth in finding connections within the community as requested by the youth with approval from the ADCS Specialist.

4.12 Seek community events and constructive ways for child(ren) to express and appreciate their own individuality.

4.13 Address cultural factors in the provision of all program components including, but not

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limited to, providing culturally appropriate and necessary ethnic hair care, skin care and hygiene products.

4.14 Provide or make arrangements for youth age 16 and older to receive a certified copy of their birth certificate, Social Security card, and state identification card (unless ineligible to receive) as outlined in Vital Records and Social Security Administration Records (DCS 02-43). Birth certificate and Social Security card are not to be requested by the Contractor and are to be retained by the referring agency.

4.15 Support the child’s educational activities by attending parent-teacher conferences, participating in Individual Education Plan (IEP), 504 plan or other evaluations, recognition events or acknowledging the receipt of an achievement.

5.0 Specific requirements: The contractor shall, but not be limited to the following:

5.1 Initial Placement:

5.1.1 Accept all placements that are consistent with the contracted population.

5.1.2 Only ADCS Placement Administration will arrange for placement of children under the care of ADCS;

5.1.2.1 ADCS will not pay for placements made by ADCS Specialists or other entities. Authorizations for placement will only come through ADCS Placement Administration.

5.1.2.2 The Contractor shall immediately notify ADCS Placement Administration if they are approached by an ADCS Specialist, supervisor or attorney for placement.

5.1.2.3 ADCS will not pay for placements transferred within the Contractors organization without prior written authorization from the ADCS Placement Administration.

5.1.3 Only the ADJC CPSO will arrange for placement of child(ren) under the care of

ADJC.

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5.1.3.1 ADJC will not pay for placements made by Parole Officers.

Authorizations for placement will only come from the Community Services Program Office.

5.1.3.2 The Contractor shall notify ADJC CPSO at

communityprogramservices@azdjc.gov if they are approached by a Parole Officer or Supervisor for placement.

5.1.4 Review and respond to all requests for placement that fall within your contracted population within two (2) hours of receipt of a Placement Service Request sent via secure email by ADCS Placement Administration. For ADJC referrals, respond to the Community Service Office at communityprogramservices@azdjc.gov.

5.1.4.1 If the placement request is incomplete, contact ADCS Placement

Administration or referring ADJC Community Service Officer.

5.1.4.2 If a child(ren) turns eighteen (18) in care and has signed a Voluntary

Extended Foster Care Agreement or is in ADJC Jurisdiction, this is a valid placement and shall be treated like any other placement from ADCS or

ADJC.

5.1.5 Accept physical placement of children on a twenty-four (24) hour, seven (7) days per week basis.

5.1.6 Accept child(ren) for placement in times of need, during emergencies and natural disasters.

5.1.7 Accept placement immediately, if there is an available vacant bed.

5.1.7.1 Bed Holds are not considered vacant beds.

5.1.8 Upon arrival and throughout their stay, treat child(ren) with respect and professionalism. Create an environment that promotes a sense of welcoming and normalcy. Consider the circumstances around their placement.

https://procure.az.gov/bso/ mailto:communityprogramservices@azdjc.gov

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5.1.9 If the child(ren) being placed has a cell phone, the contractor shall discuss expectations around cell phone use and complete the Telephonic Usage Agreement (CSO-2319) and provide a copy to the child(ren) and their assigned ADCS Specialist.

5.2 Intake Process for each child(ren) within twenty-four (24) hours:

5.2.1 Review all referral documents and placement packets for completeness.

5.2.1.1 Review all ADJC Juveniles Referral information.

5.2.2 Medical Assessment:

5.2.2.1 Have a licensed medical practitioner or a direct care staff member, who is trained as prescribed in Child Welfare Licensing Rule, visually assess the child(ren)’s general health; and document on the child(ren)’s Child Abuse or Neglect Report (CSO-1015A) found in the DCS Forms Library.

5.2.2.2 If a child is taking prescribed and/or over-the-counter (OTC) medicine at the time of the admission, the Contractor shall ensure medication is in its original container, labeled by the dispensing pharmacist with a fill date, prescribing physician, and instructions for administration, document the receipt of the medication on the Medication Log, Exhibit

(III).

5.2.2.3 The youth shall not go without medication more than twenty-four (24) hours. For medication questions and guidance for obtaining medication, contact Mercy Care at (602) 212-4983 or 1-833-711-0776.

5.2.2.4 Contact the assigned care manager or CHP Member Services at 602-

212-4983 regarding bridge prescriptions for ADCS placements if prescriptions were not with child(ren) at intake.

5.2.2.5 Allow the integrated rapid response team and behavioral health service providers into the home, as appropriate for the development of the service plan, diagnosis of mental health disorders, and delivery of behavioral health services. Collaborate with the behavioral health providers to implement recommendations from Applied Behavioral Analysis (ABA) to help manage the child.

5.2.3 Provide a child(ren) admitted into the facility with:

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5.2.3.1 An orientation to the facility, including fire safety and evacuation plans, in a language and manner that the child(ren) can understand and to the extent developmentally appropriate to the child(ren);

5.2.3.2 A method to participate in admission and intake decisions, including selection of a living unit, if developmentally appropriate and consistent with the Contractor's program as outlined in the handbook.

5.2.3.3 Review any personalized service plan and assess the existing services and needs before or at the time of the child(ren)’s admission. Make any necessary changes to group home support and schedule to conform to the identified services and needs.

5.2.3.4 Arrange space and furnishings to enable the Contractor to provide supervision while respecting the child(ren)’s right to privacy.

5.2.3.5 Ensure culturally appropriate and necessary hair, skin and hygiene needs are provided for all new placements. These products may include but not limited to:

• Feminine hygiene products;

• Ethnic hair products; and

• Personal care products (i.e., soaps, shampoo, toothbrush, toothpaste, mouthwash, lotions).

5.2.3.6 Provide secured, non-shared space for personal belongings.

5.2.3.7 Record and maintain inventory of all items, ensure the Contractor, youth and guardian/ADCS Specialist reviews and signs the Clothing and Property Inventory (Exhibit IX) and place the form in the child’s case record.

5.2.3.8 Secure and store any restricted possessions or return the possessions to the ADCS Specialist or ADJC Community Program Service Officer of the referring agency.

5.2.3.9 Establish and maintain a confidential case record for each client to whom services are provided, in accordance with Section 8.0, Records.

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5.2.3.10 For ADCS placements, the Contractor shall obtain a digital photo of the child(ren) and upload it to Guardian. Additionally, attach the photo to the medication log of each child(ren).

5.2.4 Clothing

5.2.4.1 Conduct an inventory of the child(ren)'s clothing and personal belongings using the Property Inventory Form found in the Placement Packet;

5.2.4.2 Contractor shall provide an adequate supply of clean, like-new clothing that is age-appropriate, well-fitting, of suitable size, culturally suitable, and appropriate for the current season. This includes, but is not limited to:

• Appropriate attire for play, school (uniform if required), work, faith-based, social events, recreational activities and other formal occasions.

• Footwear must remain durable, comfortable, and properly sized.

• All undergarments including socks, underwear, bras and bathing suits, must be new.

• All clothing shall accompany the child(ren) upon transitioning to another placement.

• Provided clothing shall not be taken from child(ren)s allowances.

5.2.4.3 Allow the child(ren) to wear their own clothing that reflects their religious beliefs.

5.2.4.4 Allow the child(ren) to wear their own clothing that reflects their culture and or gender identity.

5.2.4.5 If Contractor limits a child(ren)'s right to have, wear or display certain clothes or personal belongings, the Contractor shall:

• Have an OLR pre-approved written policy explaining the limitations and the reasons for the limitations;

• Explain the approved limitations to the ADCS Specialist and child(ren) in a form and manner that the child(ren) can understand.

5.2.4.6 Emergency Clothing Service Authorization: Request approval from the ADCS Specialist for a one-time payment up to a maximum of $150 per

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fiscal year, per child(ren) at initial out-of-home care placement that is to be documented on the Clothing Allowance Ledger (Exhibit VII).

5.2.4.7 For ADJC placements, request, and receive authorization from the ADJC

Parole Officer for Special clothing allowances for ADCS placed child(ren) in out-of-home placement, if necessary.

5.2.5 Within the specified number of days provide a child(ren) admitted into the facility with:

5.2.5.1 Within three (3) days provide indoor private space and allow the behavioral health service providers immediate access to the child(ren) for intake at the Contractor's facility in accordance with ADCS Policy.

5.2.5.2 Within the first school day after intake, the Contractor shall contact the child(ren)’s school of origin to ensure the continuation of education, programs including IEP or 504 plans.

5.2.5.3 Contractor shall be required to transport child(ren) to their school of origin unless ADCS provides written authorization that it is in the best interest of the child(ren) to change schools, after holding a Best Interest Determination (BID) meeting. For ADJC, follow-up occurs with the ADJC Parole Officer.

5.2.5.4 During the school year, if a change in school is authorized by ADCS or the ADJC Parole Officer, enroll the child(ren) within five (5) school days of placement. If placed during a scheduled school break, then enrollment must occur as soon as possible.

5.2.5.5 For ADJC referred children with a general educational development

(GED), assist with coordinating enrollment in a vocational training program, post-secondary educational program, and or assist in obtaining employment

5.2.5.6 Within seven (7) days of a child(ren)’s admission, Contractor shall document in the Personalized Service Plan (Exhibit II), all interim planning efforts identifying the child(ren)’s needs and initial plans for service to ensure stability of placement.

5.2.5.7 Within seven (7) days of a child(ren)’s admission, Contractor shall validate the date of last preventative dental visit, well child visit and the

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name of the primary care physician with CHP for all ADCS placements.

Contact the assigned care manager or CHP Member Services at 602- 212-4983.

• If applicable, arrange for a well child visit within thirty (30) days and annually thereafter.

• If applicable, arrange for a dental exam within thirty (30) days and every six (6) months thereafter.

5.2.6 Well Child Visit shall meet the Early Periodic Screening Diagnosis and Treatment (EPSDT) requirements in accordance with ADCS Policy.

5.2.7 Within the first thirty (30) days of admission, complete the following for the child:

5.2.7.1 A review of child(ren)’s behaviors/needs. Review should include, but not be limited to any of the following documents related to services provided to the child(ren):

• Child Placement Referral done upon child(ren)’s entry into the care of ADCS or ADJC;

• Individual Education Plan (IEP), when available;

• Rapid Response/ Stabilization Assessment;

• Placement Packet;

• ADJC: Criminogenic and Protective Factors Assessment (CAPFA);

• Continuous Case Plan (Parole Plan);

• Clinical Treatment Summary;

• Face Sheet; and

• Personalized Service Plan.

5.2.8 Personalized Service Plan (Exhibit II)

5.2.8.1 Review and update the existing Personalized Service Plan if one exists and is available. For ADJC referrals this is the Continuous Case Plan as provided by ADJC;

5.2.8.2 If necessary, develop the child(ren)’s initial Personalized Service Plan, in accordance with Child Welfare Licensing and submit to the ADCS Specialist or Parole Officer for approval;

https://extranet.azdcs.gov/DCSPolicy/Content/Home.htm

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5.2.8.3 Development of the Personalized Service Plan (Exhibit II) for the child(ren) to describe provider actions and responsibilities to support child(ren) needs as defined by relevant crisis, service, other plans and tailored to the child(ren)’s unique background, needs, strengths weaknesses, and challenge;

5.2.8.4 Development of the plan shall include participants as identified in the

Arizona Administrative Code (A.A.C.) Office of Licensing and Regulation Rules. The contractor shall invite, or delegate the responsibility for inviting, at least the following persons to participate in the development of the service plan and periodic review:

• A representative of the facility;

• A representative of the referring agency, if applicable;

• The child, if the child’s presence is developmentally appropriate;

• A supportive person of the child’s choosing (i.e. Kinship, CASA, mentor);

• The child’s parent or guardian; and

• At least one participant on the service team shall have the qualifications listed in the Child Welfare Licensing Rules.

5.2.8.5 Each Personalized Service Plan shall have a crisis plan to direct staff responses to support the child(ren) when crisis and/or urgent needs are present.

5.2.8.6 The Personalized Service Plan shall include at a minimum the following:

• Individual need(s) of the child(ren) based on assessment;

• A description of services the child(ren) is to receive to support other service plans while in care, including services to prepare the child(ren) for discharge, independent living, permanency plan or emancipation from the program;

• Educational requirements and academic goals;

• Goals and objectives for the child(ren);

• Timelines for achieving each goal and objective;

• Recommendations for any after-care;

• Identification of persons invited to participate in planning;

• Names and, if available, signatures of the persons who participated in planning;

• Identification of persons responsible for implementing the

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Personalized Service Plan, with an explanation of each person’s role;

and

• Review the Personalized Service Plan every ninety (90) days, update and submit to the ADCS Specialist and file a copy with the Case Record.

5.2.8.7 Child(ren) placed by ADJC and Dual Wards Juveniles (ADCS/ADJC combined):

• Incorporate the Continuous Case Plan goals addressing the juvenile's risk to public safety, criminogenic needs, educational expectations and community and family involvement goals within the Personalized Service Plan;

• Provide a written copy of the Personalized Service Plan to the ADJC Parole Officer upon request; and

• Retain a copy of the Personalized Service Plan in the child(ren)’s file and include any modifications of such plan.

5.3 Ongoing Requirements:

5.3.1 Transport the child(ren) to and from appointments, including but not limited to: medical, behavioral health, therapy, court hearings, school, work, social activities, afterschool activities, required testing and work-related activities.

5.3.1.1 Drop off and pick up for school and other appointments shall be timely. Child(ren) shall not be left unsupervised.

5.3.1.2 Coordinate and/or provide transportation of youth with durable medical equipment.

5.3.1.3 Transportation for ADCS placements will be reimbursed at the state rate for trips over fifty (50) miles one way.

5.3.1.4 Transport and supervise a child(ren) waiting for assessment and admission to the hospital for a twenty-three (23) hour assessment.

• If youth is transported by Ambulance, Behavioral Health transport, or Police, Contractor shall meet youth at the Hospital.

• Remain with the youth and participate in all assessments.

• Provide current health concerns as well as the health history including allergies, medication log(s), medical records, discharge

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summaries, physical or health care providers names and contact information.

• Initiate Bed Hold process during assessment.

5.3.1.5 When transporting a child to health care appointments, Contractor shall ensure a staff member is aware of the child’s health status and has all relevant health care information and records to provide to the appointment. This includes allergies, medication log(s), medical records, discharge summaries, status of nutrition and/or other medical and behavioral related concerns.

5.3.2 Utilize public transportation services, depending upon the location(s), time, safety, the age and developmental ability of the child(ren) to access this service on his/her own.

5.3.2.1 Payment for the public transportation service is the responsibility of the Contractor; and

5.3.2.2 Obtain the prior written approval of the ADCS Specialist and the ADJC Parole Officer for the use of public transportation.

5.3.3 Support efforts of young adults to obtain and maintain employment and employment-related activities, including non-paid/volunteer activities and evening shift hours including transportation to and from the job.

5.3.3.1 Acknowledge the young adult’s work schedule and activity schedule in accordance with RPPS.

5.3.3.2 Support approved transportation to and from the employment and or activities.

5.3.3.3 Support youth who have earned income in opening a bank account and learning financial literacy skills.

5.3.4 Ensure that the child(ren) receives an annual comprehensive well child visit with the primary care physician in accordance with the ADCS Policy that meets the Early Periodic Screening Diagnosis and Treatment (EPSDT) requirements, and schedule, including immunizations. Appointments due to an illness cannot be counted as a wellness check.

5.3.5 Ensure that a physical exam is prioritized and completed within 24 hours of

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admission back into the facility for any child(ren) who leaves the facility as “runaway” or “AWOL”, in cases where the child(ren)’s location or activity during their absence is unknown.

5.3.5.1 The results of the examinations shall be provided to the ADCS

Specialist or ADJC Parole Officer within five (5) business days from the date of the examination.

5.3.5.2 Drug testing is only permitted with written authorization by the ADCS

Specialist as part of the recovery plan or as requested as part of an emergency medical evaluation.

5.3.6 Schedule and obtain a preventative dental examination for the child(ren) every six (6) months. Follow up appointments may need to occur more frequently and shall be provided while in placement.

5.3.7 Understand, educate and advocate for the child(ren)’s behavioral health and substance use needs in their various settings (medical, educational, social, or within the home) to ensure that all child(ren) are assessed for and receive necessary behavioral health and substance abuse services.

5.3.7.1 If assistance is needed accessing behavioral health and substance abuse services, email chpsystemofcare@azdcs.gov. Include child(ren)s name, Date of Birth (DOB), brief summary of issues.

5.3.7.2 Coordinate with the CHP system to obtain covered services to address behavioral health and substance abuse service needs for eligible child(ren) with written approval from ADCS;

5.3.7.3 Participate in the assessment process in person and provide information pertinent to an effective assessment; and

5.3.7.4 Monitor the appropriateness and timeliness of services being provided by the Behavioral Health Service provider to all children and advocate for client service needs.

5.3.8 Schedule and obtain any required specialty visits and appointments as instructed by the child(ren)’s medical, dental and Behavior Health providers.

5.3.9 Participate with all involved parties in the coordination of care for children under any plan developed by the child(ren) and any team at any time of mailto:chpsystemofcare@azdcs.gov

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treatment.

5.3.10 Provide continuing observation of physical, social and emotional functioning of the child(ren).

5.3.11 Coordinate with the assigned Behavioral Health Coordinator, Behavioral Health Provider and/or Child Family Team (CFT) to arrange support services that are consistent with the child(ren) and family’s needs, including when necessary the coordination of care with other contracted service providers and community agencies (e.g. life skills coaches, counselors, etc.)

5.3.12 Coordinate with the designated Behavioral Health Provider and or Child Family

Team (CFT) to understand service array, implement and facilitate service delivery, and allow access to child(ren) as appropriate.

5.3.13 Allow children to identify and participate in activities that extend beyond the contractor’s facility including but not limited to school, activities, sports and community-based activities.

5.4 Meals:

5.4.1 Provide meals in accordance with Child Welfare Licensing Rule that meet the

Dietary Guidelines and Nutritional Goals for Age-Sex groups aligned with healthy eating patterns, www.Nutrition.Gov.

5.4.1.1 The Menu shall reflect nutritional standards including servings of dairy, vegetables, fruits, carbohydrates and protein reflecting the latest standards from the United States Department of Agriculture.

5.4.1.2 The Menu shall allow for second helpings.

5.4.2 Menu shall reflect the religious, ethnic, and cultural differences of child(ren) in care.

5.4.2.1 A specialized menu shall be followed for a child in care with special nutritional needs.

5.4.3 Ensure potable water is accessible to child(ren) for personal use at all times at a consumable temperature.

http://www.nutrition.gov/

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5.4.4 All meals and between-meal snacks shall consist of foods that are within noted expiration or sell-by dates, fresh fruits and vegetables that are not bruised, overripe, rotten, or inedible.

5.4.4.1 Provide each child with at least three (3) meals daily and a snack in between meal times; between-meal snacks shall not replace regular meals.

5.4.4.2 Allow access to healthy snacks and beverages in between meals.

5.4.5 Serve meals in a clean dining area at tables which allow children, staff and guests to eat together.

5.4.5.1 Develop a plan for how staff will take personal meal breaks.

5.4.6 Include child(ren) in food preparation and planning as a part of basic age and developmentally appropriate life skills training.

5.4.7 Provide meals and snacks for youth at school as necessary.

5.5 Medication Management:

5.5.1 Administration of all prescription and over-the-counter medication shall be documented in accordance with Child Welfare Licensing Rule on the Medication Log (Exhibit III).

5.5.2 Have pharmacy and insurance information clearly documented on the Medication Log to allow for timely refills of medications.

5.5.3 Document a written medication schedule for each child(ren) who receives medication with usage instructions in order to manage the child(ren)'s medication (if applicable) in accordance with Child Welfare Licensing Rule.

5.5.4 A list of medication, including over the counter medication, administered during care, with a summary of the reasons for prescribing the medication and any outcomes/reactions of the medication.

5.5.5 Document on the Medication Error Report (Exhibit IV) refusals, missed doses, incorrect administration of all medication.

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5.5.5.1 Contractor shall report any inaccurate or missed doses to the treating health care provider as soon as possible to identify any potential adverse effect or to poison control at (800) 222-1222.

Additionally, the Medication Error Report shall be shared with the ADCS Specialist and at each health care provider at each visit.

5.5.6 Store all medication in a securely locked space in its original container and ensure the original label is intact and unaltered.

5.5.7 Ensure Medication Log and Error Reports are completed accurately, signed and updated on a daily basis.

5.6 Educational Support:

5.6.1 Ensure child(ren) maintain enrollment in their school of origin.

5.6.1.1 Unless the ADCS Specialist provides a written authorization that it is in the best interest of the child(ren) to change schools after holding a Best Interest Determination (BID) meeting.

5.6.1.2 Participate and adhere to the BID process.

5.6.1.3 Engage with schools, faculty and other staff as needed to ensure children are fully supported to complete classwork, homework, and access to complete online assignments as applicable to each child.

5.6.1.4 Notify the school attendance clerk each day to excuse absences when children are unable to attend school due to illness, out-of-home medical, psychological or behavioral health treatment, or another reasonable absence.

5.6.1.5 Notify the school attendance clerk when a child permanently exits the group home facility, and provide the name and contact information for the new living arrangement (if known) and the name and contact information for the current ADCS Specialist.

5.6.1.6 Have available educational materials, including but not limited to, an adequate number of working computers with sufficient internet access, bandwidth, software and enough time that allows every child to complete school work and projects.

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• Computers and internet access should remain available for youth to utilize during school days, evenings and weekends with supervision.

• Have adequate on-line access to allow for alternative school support (e.g. on-line high school).

5.6.1.7 Engage in child(ren)s academic progress by participating in the following but not limited to:

• Attending recognition events;

• Acknowledging the receipt of an achievement;

• Attending parent teacher conferences;

• Reviewing grades and educational progress;

• Communicating with the child(ren) teachers;

• Attending school curriculum nights;

5.6.1.8 Ensure appropriate educational supports (e.g. tutoring) are identified and accessed.

5.6.1.9 Arrange educational services that address the individual needs of the child(ren)

5.6.1.10 Provide school with updated Contractor primary contact information

5.6.1.11 Ensure school activities such as field trips are reviewed in accordance with RPPS.

5.6.1.12 Ensure all fees and or fines, related to educational and school activities are paid by the contractor and documented on the child(ren)s Fee Log (Exhibit VI) as required by the child(ren)s school.

Fees and or fines may be eligible for reimbursement.

5.6.1.13 Provide access to age appropriate material related to human sexuality, sexual development and family planning, emphasizing abstinence, as included in the child(ren)s Case Plan. Materials and resources provided to the child(ren) can be located by contacting:

DCS CHP, Arizona Department of Health Services (ADHS) – Women and Children’s Health, ADHS Behavioral Health Services, Mercy Care Member Services, schools, and community organizations.

5.6.1.14 Provide opportunities and assistance as part of each child’s daily

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routine, to develop and strengthen daily living skills that are age and developmentally appropriate, including but not limited to:

• Money management/consumer awareness;

• Credit reporting/identity theft;

• Food management;

• Personal appearance;

• Housekeeping;

• Emergency and safety skills; and

• Leisure activities;

5.7 Activities:

5.7.1 Arrange for the child(ren) to participate in age appropriate, extracurricular activities of their choosing, such as volunteering, employment, community sports and school sponsored activities (ADCS Policy).

5.7.2 For child(ren) with medical concerns and special considerations, coordinate with health care providers to locate and offer support to attend supportive activities such as camps for youth with common medical/behavioral conditions, youth peer support groups, educational presentations in support of understanding diagnosis and conditions, etc.

5.7.3 Ensure the continuation of existing activities and arrangements for the child(ren) for appropriate activities as listed in the personalized service plan and approved by the referring agency such as employment, school, post-secondary education, vocational training program, and locating and completing community service hours.

5.7.4 Have age and developmentally appropriate equipment, toys, social and recreational activities offsite and onsite at all times for all children.

5.7.5 Provide a diverse array of materials and equipment that support children to engage in both indoor and outdoor enrichment activities, including but not limited to arts and music, sports, and other activities that promote well-being and align with the child’s developmental, social and emotional needs.

5.7.5.1 Ensure that the items are maintained in a usable condition, free from defects and are disinfected as necessary.

5.7.5.2 If items cannot be repaired or are no longer in a usable condition, they must be replaced.

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5.8 Communication and Visitation:

5.8.1 Ensure the child(ren) is provided opportunities for private and uncensored communication and visits with family members and relatives, significant others or potential and/or former foster parents to preserve and enhance relationships with and attachments to the family of origin, unless the contact is detrimental to the child(ren)'s health and safety as determined by ADCS or ADJC Parole Officer. This includes transitional visits with the next placement.

5.8.2 Allow communication between a child(ren) and the child(ren)'s parent, guardian, or friends, except:

5.8.2.1 As restricted by court order, the referring agency, Attorney and

Guardian Ad Litem (GAL);

5.8.2.2 For reasons as determined with the referring agency staff, Parole Officer, and or the child(ren); and

5.8.2.3 As documented in the child(ren)’s record and Personalized Service

Plan.

5.8.3 Visitation cannot be restricted as a form of discipline.

5.8.3.1 Notify ADCS Specialist immediately if there are exceptions and provide the reasons for restricting communication.

5.8.4 Scheduled group home activities shall not replace or interfere with a child(ren)'s communication and visits with family and friends.

5.8.5 Ensure that a child(ren) does not go on visits to the residences of the group home personnel except for specific events approved and with written authorization by the referring agency Executive Leadership or their designee.

5.8.5.1 Child(ren) are expected to reside at the physical address of the group home in which they are placed.

5.8.5.2 Child(ren) shall not be moved or stay overnight at other facilities without prior written approval by the ADCS Placement Administration.

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5.8.5.3 Taking placements to group home personnel’s residences, including the owner’s, without authorization will be considered a material breach of the contract and may result in immediate contract action up to and including contract termination.

5.8.6 Child(ren) placed by ADJC and Dual Wards Juveniles:

5.8.6.1 Collaborate with the ADJC Parole Officer to determine if it is appropriate for the juvenile to participate in a home/day pass or visit;

5.8.6.2 Process for visits for ADJC placements:

• Have a minimum of thirty (30) consecutive days of positive behavior and actively participating and engaging in required services;

• Acquire written approval from the ADJC Parole Officer seven (7) business days prior to the requested visit;

• Document approved Home/Day passes or visits utilizing the ADJC Monthly Out-of-Home Attendance; (Exhibit XVIII).

• Authorize a "Bed Hold" if the plan is for the child(ren) to return to the same facility. Bed Hold Authorizations are a prior mutual agreement between the ADJC CPSO and the Contractor. Approval will be provided in writing from the ADJC CPSO or designee;

• Document approved ADJC Bed Holds utilizing ADJC Monthly Out-of-Home Attendance Report, and document on the final invoice to ADJC.

5.9 Allowances:

5.9.1 Monthly Clothing Allowance and Personal Allowance will be paid to each child(ren) in the care, custody and control of ADCS in accordance with ADCS Policy.

5.9.2 Within 24 hours of receiving the monthly allowances, record the distribution of the clothing allowance in the Monthly Clothing Allowance Ledger (Exhibit VII) and record the distribution of the personal allowance in the Monthly Personal Allowance Ledger (VIII).

5.9.2.1 Record and maintain on-going purchases on the Allowance Ledger forms.

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5.9.2.2 Include receipts of all purchases.

5.9.3 Personal Allowance is provided to child(ren) in care to support the child(ren) in purchasing personal items that are age and developmentally appropriate.

5.9.4 Clothing Allowance is provided to child(ren) in care to support the child(ren) in purchasing clothing items that are age and developmentally appropriate.

5.9.5 Educate the child(ren) on the difference between Personal and Clothing

Allowances.

5.9.6 Treat a child(ren)'s money as the child(ren)'s personal property;

5.9.7 Give the child(ren) their allowances provided by ADCS for their use for items which are not provided by the Contractor.

5.9.8 Allowances provided each month by ADCS shall only be used for the ADCS designated child(ren).

5.9.9 Distribute the allowances to the child(ren) not less than once per month;

5.9.9.1 The allowances are to be paid directly to the child(ren) or deposited directly into the child(ren)’s personal account;

5.9.9.2 The allowances cannot be used as "payment" to the child(ren) for chores, nor as a means of reward or punishment; and

5.9.9.3 Contractor shall not deduct sums from a child(ren)’s allowances as restitution for damages caused by the child(ren).

5.9.10 Contractor shall inform or make the child(ren) aware of their clothing and personal allowance balance no less than once a month.

5.9.11 Contractor shall provide the opportunity for child(ren) to spend their monthly allowances with age and developmentally appropriate store and online options. Provide learning opportunities for allowance management.

5.9.11.1 Contractor shall receive written approval from the ADCS Specialist if the child(ren) are requesting to use allowances alternatively (e.g.

saving).

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5.9.11.2 Contractor shall inform the ADCS Specialist of any concerns with distributing the allowances directly to the child(ren).

5.9.12 Upon discharge of the child(ren)’s placement, the Contractor shall return any unused allowances to the ADCS Specialist in a form of a check or cashier’s check written out to the child being discharged.

5.9.12.1 If unused allowances cannot be returned to the Specialist, refer to the Return Allowance Form (Exhibit X).

5.10 Sleeping arrangements:

5.10.1 Provide appropriate sleeping arrangements for child(ren). Specialty groups and age restrictions may require the child(ren) to have their own bedrooms.

5.10.2 Each child shall be provided with an individual bed that is proportional to the child’s height and weight.

5.10.2.1 Sleeper sofa, rollaway bed, couch, cot, mat, bassinet, infant swing, infant rocker, or portable crib such as Pack ’n Play are not acceptable sleeping arrangements.

5.10.3 Ensure all mattresses are:

5.10.3.1 Sanitary and free from stains, holes and tears;

5.10.3.2 Free from protruding springs or exposed mattress foam.

5.10.4 Provide sheets, pillowcases, and blankets for each child and ensure bedding is clean and in good condition, without tears or stains.

5.10.4.1 Mattress and bedding shall be replaced if no longer in a like-new condition with minimal signs of wear, use or damage.

5.10.4.2 Ensure sheets and pillowcases are washed weekly or more frequently, if necessary.

5.11 Placement Stability:

5.11.1 Maintain placement by ensuring child(ren) at risk for disruption due to

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behavioral, medical or other reasons are provided with culturally appropriate (including ethnic and gender sensitive) preventative services and interventions.

5.11.2 Reasons for requesting Placement Stabilization, for the following issue(s):

5.11.2.1 In cases where the child(ren) is assessed by a qualified medical or behavioral health individual to be a danger to themselves or others (e.g. physical assault, sexual assault, suicidal or homicidal with a plan);

5.11.2.2 The child(ren) is under the influence of drugs or alcohol and is in the need of treatment, as determined by a qualified medical or behavioral health individual, and the treatment requires the child(ren) to be absent from the facility for more than seven (7) days or the treatment discharge plan indicates a need to change placement;

5.11.2.3 The child(ren) needs emergency medical attention, requiring in-patient hospitalization, as determined by a licensed physician, and the hospitalization requires the child(ren) to be absent from the facility for more than seven (7) days or the hospitalization discharge plan indicates a need to change placement;

5.11.2.4 The child(ren) is placed in detention or ADJC Secure Care and is not expected to be released for more than fourteen (14) days; or

5.11.2.5 The child(ren) is determined to be a runaway or AWOL and has not returned by 11:59 pm of the same day, or sooner if approved by referring agency.

5.11.3 Turning eighteen (18) years of age is NOT a reason for placement stabilization or disruption. If the child(ren) turn eighteen (18) while in State care:

5.11.3.1 ADCS child(ren) can remain in placement until the age of twenty-one

(21) if all of the following are met:

• Pursuing a high school diploma, or enrolled in a vocational training program, or post-secondary educational program; and

• Signed a Voluntary Foster Care Agreement.

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5.11.3.2 ADJC child(ren) adjudicated to remain in the care and custody of

ADJC after the age of eighteen (18) can remain or be referred for placement until the age of nineteen (19) in accordance to A.R.S. § 8- 202.

5.11.3.3 For ADJC youth not…