CTR050596_Contract_Documents.pdf

CTR050596

STATE OF ARIZONA

Department of Health Services

NOTICE OF REQUEST FOR PROPOSAL (RFP)

ARIZONA DEPARTMENT

OF HEALTH SERVICES

150 N. 18th Avenue, Suite 530 Phoenix, Arizona 85007

SOLICITATION NUMBER: BPM0002372, Part 1, Lot 1, Round 2

SOLICITATION DUE DATE/TIME: Thursday, April 16, 2020 at 3:00 P.M. Local AZ Time

SUBMITTAL LOCATION: https://app.az.gov

DESCRIPTION: Health Start Program

PRE-OFFER CONFERENCE: Monday, March 16, 2020 1:00p – 3:00p

Local AZ Meet.google.com/jkq-anpy-dfz Dial in: (US) +1 318-434-5012

PIN: 652 144#

Date Time Call in information

In accordance with A.R.S. § 41-2534, competitive sealed proposals for the services specified will be received by the Arizona Department of Health Services (ADHS) online in the State of Arizona’s online procurement system, https://app.az.gov (Arizona Procurement Portal – APP). Proposals received by the due date and time will be opened. The name of each Offeror will be publicly available. Proposals must be submitted in the State APP system on or prior to the date and time indicated. Late proposals will not be considered. It is the responsibility of the supplier/offeror to routinely check the APP website for Solicitation Amendments. Additional instructions for preparing an Offer are included in this solicitation.

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

OFFERORS ARE STRONGLY ENCOURAGED TO READ THE ENTIRE SOLICITATION CAREFULLY.

Solicitation Contact:

Kailee Gray, Procurement Officer Arizona Department of Health Services Email: kailee.gray@azdhs.gov Phone: 602-542-2934 https://app.az.gov/ https://app.az.gov/ mailto:kailee.gray@azdhs.gov javascript:window.parent.navigate(%22/media_461531632/Arizona_State_Seal.html%22);

Part One (1) – Table of Contents

OF HEALTH SERVICES

150 North 18th Ave, Suite 530

Phoenix, AZ 85007

REQUEST FOR PROPOSAL No. BPM002372

Health Start Program

*The following table of contents applies to all attachment documents in APP for this Solicitation*

SECTION CONTENT

Pre-Solicitation Documents Legal Notice

Part One (1) Notice Page

Table of Contents

Scope of Work

Special Terms and Conditions

Uniform Terms and Conditions

Exhibits

Part Two (2) Special Instructions to Offerors

Uniform Instructions to Offerors

Attachment A: Offer and Acceptance

Attachment B: Notices, Correspondence, and Payments

Attachment C: Designation of Confidential, Trade Secret and Proprietary Information

Attachment D: Participation if Boycott of Israel

Attachment E: Budget Development Guidelines & Annual Budget Development Worksheet

Attachment F: Annual Health Start Services Projection Form

Attachment G: List of Other Funding Sources

Attachment H: Key/Essential Personnel

Part One (1) – Scope of Work

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SCOPE OF WORK

1. Background

1.1 The Arizona Health Start Program was developed over twenty-five (25) years ago to address the steady increases in the rate of women receiving inadequate or no prenatal care during the 1980’s. Late or no prenatal care is associated with preterm and low birth weight births, which increases the risk of infant mortality. The trend continued through 1990, when Arizona was ranked forty-fifth (45th) lowest in the nation for the number of women receiving adequate prenatal care. In 2008 and 2009, Arizona ranked thirty-fourth (34th) lowest in the nation, indicating that entry into early, consistent prenatal care is still a challenge. Many Arizona women experienced barriers that kept them from seeking prenatal care especially during the first (1st) trimester. These barriers encompassed a number of social and cultural factors, as well as geographical accessibility. Early prenatal care is very important in identifying potential risks early in the pregnancy and initiating early treatment. Health Start historically targets high need populations with efforts to improve maternal health and child health by connecting women to prenatal care providers. Two populations that face a disproportionately high disparity and impacted by maternal morbidity and mortality in Arizona are Native American and African American women. According to the Annie E. Casey 2019 Report on State Trends in Child Wellbeing, Arizona ranked thirty-fifth (35th) out of fifty (50) states in child health based on high rates of low birth weight babies, high percent of children without health insurance, high rate of child and teen deaths per 100,000 and the percent of teens who abuse alcohol or other drugs. Health Start will implement evidence-informed strategies to improve overall health through targeted education and increasing access to care especially directed at American Indian and African American women and children living in rural and urban areas throughout the state.

1.2 More recent research indicates that the health of a woman prior to pregnancy and throughout her life course might have a greater influence on improving birth outcomes. The life course perspective provides a newer way of viewing health as an integrated continuum and not as unrelated stages. According to the U.S. Department of Health and Human Services (DHHS) Maternal and Child Health Bureau (MCHB), the Life Course Theory (LCT) is a conceptual framework that helps explain health and disease patterns across populations and over time. LCT points to broad social, economic and environmental factors as underlying causes of persistent inequalities in health status for a wide range of diseases and conditions across population groups. Preconception health is a woman’s health before she becomes pregnant.

Preconception care aims to promote the health of women of reproductive age before conception and thereby improve pregnancy related outcomes. Inter-conception health is a woman’s health between pregnancies. Preconception care includes assessing health risk factors and implementing intervention strategies to support women and families as they strive to adopt healthier behaviors. The Health Start Program will have a strong focus on the integration of the LCT in the provision of preconception and inter-conception care through home visits, educational services, screenings and assessments to women and families. Efforts to prevent the cycle of repeat teen births will be addressed through family planning and birth spacing education. The Health Start Program will promote male and family involvement in home visiting services and classes when appropriate. Father and male engagement has a positive impact on pregnancy outcomes and child development. Babies who get lots of warm and positive attention from their dads feel more secure. Father involvement is linked to positive cognitive outcomes for a child, and father involvement in pregnancy is linked to a reduction in infant mortality. Health Start will focus on strengthening fatherhood/male involvement efforts through enhanced outreach, recruitment, and engagement through classes and retention of fathers in the Health Start Program will focus on providing support to incarcerated pregnant and postpartum women and families and will follow them post-release.

1.3 Health Start is based on an earlier program titled “Un Comienzo Sano/A Healthy Beginning” that was created in 1984 through the Rural Health Office of the University of Arizona College of Medicine, Department of Family and Community Medicine, utilizing community health workers or “Promotoras” to address the needs of rural, minority pregnant women in Arizona. In 1992, the Arizona Health Start Program was administered by the Arizona Department of Health Services (ADHS), Bureau of Women’s

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150 North 18th Ave, Suite 530 and Children’s Health (BWCH) based on the earlier model. In 1994, the Arizona State Legislature passed the Arizona Children and Families Stability Act, A.R.S. § 36-697, which formalized and expanded Health Start. The legislation describes the purpose, requirements and administration of the program at the ADHS. Health Start is a community based, evidence informed home visiting program that identifies, screens and enrolls pregnant and postpartum women and families at any time during their pregnancies and assists them with obtaining early and consistent prenatal care, provides prenatal and postpartum education, women’s health assessments and education, information and referral services, advocacy and emphasizes timely immunizations and developmental assessments for their children up to age two (2).

1.4 The Health Start Program administration is subject to the appropriation of lottery fund monies as provided through Proposition 203, the Healthy Arizona Initiative. Funding from other state and/or federal sources may at any time enhance the existing lottery funding and may require additional interventions, data collection and reporting requirements. The program shall be statewide, based in targeted communities and neighborhoods with a high incidence of inadequate prenatal and postpartum care, inadequate infant health care, inadequate women’s health care, high percentages of preterm births and low birth weight births, high rates of chronic conditions and maternal morbidity and mortality. The incidence and prevalence of these conditions among groups are referred to as health disparities. Women and families marginalized because of socioeconomic status, race/ethnicity, geographic location and other factors are more likely to experience worse health. They also tend to have less access to favorable social determinants that impact health, such as healthy food, good housing, good education, employment opportunities and safe neighborhoods. It is important that women become aware of these risk factors and how these factors can affect their health and the health of their families across their life course.

1.5 The Health Start Program is an evidence informed program that allows for flexibility in enrollment of clients and families and the structure of home, clinic or community visits based on the needs of the woman and her family and the established goals of the program. The Health Start Program supports and requires the use of one (1) of the following research based or evidence based curricula and any reporting requirements associated with the use of the curricula to guide the content of home visits with pregnant and parenting women and their families;

1.5.1 Partners for a Healthy Baby: Home Visiting Curriculum for Families, Florida State University

(FSU) Center for Prevention & Early Intervention Policy; www.cpeip.fsu.edu, and

1.5.2 Family Spirit; www.familyspirit@jhu.edu.

1.6 The Health Start Program has integrated optional birth/labor doula support services to provide short term support for enrolled Health Start clients and families in labor and during birth, who are in need of emotional and physical comfort measures. Trained Community Health Workers (CHWs) or contracted consultants that have obtained birth doula certification may offer birth support services to clients. Many women and families without local community connections or family members desire the support of a birth/labor doula.

1.7 In State Fiscal Year 2019 (SFY19) (July 1, 2018 – June 30, 2019), the Health Start Program provided

1,192 new enrollments 18,221 prenatal and family follow-up visits to over 2,300 clients and their families.

Research published in 2010 on the Health Start Program found that Health Start participants had higher birth weight babies (above 2,500 grams) and longer gestational periods (greater than or equal to thirty-seven (37) weeks) than non-Health Start participants. https://link.springer.com/article/10.1007/s10995- 009-0556-0. A research paper published in 2019 summarized the Evaluation protocol to assess maternal and child health outcomes in Health Start: http://dx.doi.org/10.1136/bmjopen-2019-031780.

http://www.cpeip.fsu.edu/ http://www.familyspirit@jhu.edu.

https://link.springer.com/article/10.1007/s10995-009-0556-0 https://link.springer.com/article/10.1007/s10995-009-0556-0 http://dx.doi.org/10.1136/bmjopen-2019-031780

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1.8 The Mission of the Health Start Program:

1.8.1 To educate, support and advocate for families at risk by promoting optimal use of community based family health care services and education services through the use of CHWs who live in and reflect the ethnic, cultural and socioeconomic characteristics of the community they serve.

1.9 The Goals of the Health Start Program are to:

1.9.1 Increase prenatal care services to pregnant women,

1.9.2 Reduce the incidence of infants who weigh less than 1,500 grams (three (3) pounds, four (4) ounces) at birth and who require more than seventy–two (72) hours of neonatal intensive care,

1.9.3 Reduce the incidence of children affected by childhood diseases,

1.9.4 Increase the number of children receiving age appropriate immunizations by two (2) years of age, and

1.9.5 Reduce the health disparities among highly vulnerable populations through Increased awareness by educating families:

1.9.5.1 On the importance of good nutritional habits to improve the overall health of their children;

1.9.5.2 On the need for developmental assessments to promote the early identification of learning disabilities, physical handicaps or behavioral health needs; and

1.9.5.3 Of the benefits of preventative health care and the need for screening examinations such as hearing and vision.

2. Objective

2.1 To identify, screen and enroll pregnant women at risk of having a preterm or low birth weight birth at any time during their pregnancy and to ensure that they are linked to and initiated early and consistent prenatal care in the first trimester or as soon as possible through the provision of home based, family centered, strength based culturally appropriate education and referral services;

2.2 To identify, screen and enroll postpartum women and families with children up to age two (2) with medical and social risk factors that increase the likelihood that they or their children will experience future poor health outcomes;

2.3 To establish a network of health and social service providers in communities and neighborhoods that are accessible to all women, children and their families in an effort to link program participants to adequate prenatal care, adequate infant care, and other services that reduce illiteracy, reduce dependency on welfare, encourage employment, and encourage self-sufficiency and community involvement;

2.4 To integrate preconception, inter-conception and fourth (4th) trimester health education and health screening that will improve a women’s health before, during, between pregnancies and during the fourth (4th) trimester up to one (1) year postpartum through the implementation of the life course theory and perspective, focusing on health outcomes across the span of a women’s life, emphasizing folic acid supplements, proper immunizations, proper nutrition, healthy behaviors and reproductive health including birth spacing education and development of a life plan into the services provided to women, men and

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150 North 18th Ave, Suite 530 families;

2.5 To integrate optional birth/labor doula support services to provide support for enrolled Health Start clients and families in labor and during birth who are in need of emotional and physical comfort measures;

2.6 To implement a family-centered, strength based interdisciplinary approach to home-based services;

2.7 To integrate education and provide support for mothers who choose to breastfeed their infants for at least six (6) months postpartum and provide or arrange for Certified Lactation Counselor (CLC) or International Board Certified Lactation Consultant (IBCLC) support to any clients in need;

2.8 To integrate father and male engagement through evidence informed, strength-based strategies to increase male and family involvement in the program;

2.9 To implement evidence-informed strategies to improve overall health through targeted education and increasing access to care especially directed at American Indian and African American women and children living in rural and urban areas throughout the state to prevent maternal morbidity and mortality and to reduce preventable child fatalities; and

2.10 To integrate optional advocacy, support and health education services for enrolled Health Start pregnant and postpartum clients and families in local county jail systems and following women post-release.

3. Scope of Work

The Contractor shall:

3.1 Provide a home visitation program through the development of administrative, management, organizational systems and information, and referral networks to implement and manage a Health Start Program at the contracted site in targeted communities/service areas at risk for preterm and low birth weight births and high rates of infant mortality and high rates of maternal morbidity and mortality per the Health Start Policy and Procedure Manual (HSPPM) The ADHS revised HSPPM 2020 is available on the BWCH publication page at:

https://azdhs.gov/prevention/womens-childrens-health/reports-fact-sheets/index.php#health-start-program;

3.2 Provide monthly program documentation and quarterly reports with results of efforts related to achieving continuous quality improvement indicators developed as described in the HSPPM.

4. Requirements

4.1 Have experience in providing similar services as described in the Scope of Work to pregnant and post-partum women and families and be able to complete all the listed tasks;

4.2 Provide Technical Qualifications of a Health Start Program Coordinator who shall be the primary contact person for the ADHS Health Start Program Manager in discussing work that needs to be completed.

4.3 Hire CHW(s) that live in or are representative of the targeted service area that are able to complete the services and meet the minimum qualifications as defined in the HSPPM;

https://azdhs.gov/prevention/womens-childrens-health/reports-fact-sheets/index.php#health-start-program

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4.4 Provide a map and list of zip codes of areas to be served including, but not limited to, the projected number of prenatal and postpartum clients and children to be served;

4.5 Adhere to Arizona Revised Statute A.R.S.§36-697 (http://www.azleg.gov/ArizonaRevisedStatutes.asp) and perform all services in accordance with the HSPPM; and

4.6 Provide a valid Certificate of Insurance (COI) that meets the written specifications in the Special Terms and Conditions and maintained throughout the life of the Contract. The ADHS will not be able to issue a Purchase Order for the commencement of services without a current and valid COI in the Contract file.

4.7 Adhere to the Arizona Department of Health Services Accounting Guidelines:

https://azdhs.gov/documents/operations/financial-services/bluebook-2018.pdf

5. Tasks

5.1 Identify a Health Start Program Coordinator, at a minimum of .25 Full-Time Equivalent (FTE) (one (1) position);

5.1.1 The Health Start Program Coordinator shall, at a minimum:

5.1.1.1 Serve as a primary day-to-day- contact with the ADHS Program Manager;

5.1.1.2 Attend, lead and prepare materials for meetings as requested;

5.1.1.3 Troubleshoot and correct problems after implementation;

5.1.1.4 Designate an alternate contact for when the Program Coordinator is unavailable; and

5.1.1.5 Provide administrative oversight of all contracted activities,

5.2 Recruit, hire, train and supervise at a minimum one (1) individual .50 FTE CHW from the communities to be served and who shall identify, screen, and enroll pregnant and postpartum women and families;

5.3 Complete a fingerprint clearance card application or background check for all staff working under this Contract and maintain a copy in the personnel file (Exhibit 1);

5.4 Require that each 1.0 CHW maintains a minimum caseload of forty (40) women and families with a majority (at least twenty-one (21)) being prenatal clients and that the caseload does not drop below eighty-five (85%) or thirty-four (34) clients; Ensure that each .50 CHW maintains a minimum caseload of twenty (20) women and families with a majority (at least eleven (11)) being prenatal and that the caseload does not drop below eighty-five (85%) or seventeen (17) clients. Ensure that a written plan for outreach to recruit and maintain the minimum number of clients is developed and provided as part of the quarterly reports;

5.5 See that a Health Start Program Coordinator and/or at least one (1) CHW attend two (2) Health Start sponsored annual meetings and up to two (2) sponsored annual trainings if provided;

5.6 Ensure that CHWs or other appropriate health care workers provide education including information on enrollment in Health Start, prenatal care and the importance of taking multivitamins with folic acid education to women that have positive pregnancy tests;

http://www.azleg.gov/ArizonaRevisedStatutes.asp https://azdhs.gov/documents/operations/financial-services/bluebook-2018.pdf

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5.7 Ensure that CHWs or other appropriate health care workers provide preconception/inter-conception education, breastfeeding education and support, and fourth (4th) trimester education including information on healthy behaviors, recommended birth spacing and the importance of taking a multivitamin with folic acid education to women that have negative pregnancy tests;

5.8 Provide at least sixteen (16) hours of training to new CHWs to ensure adequate knowledge of CHW core competencies, pregnancy, prenatal care, maternal nutrition, breastfeeding, women’s health including prenatal and postpartum warning signs, child health and development, infant massage, immunization requirements, preconception and inter-conception health, reproductive health, birth spacing, multivitamins, male involvement and life plans, screenings regarding alcohol, tobacco and other substance use, partner abuse, child abuse, perinatal mood and anxiety disorders, home safety assessments, child safety, injury prevention, safe sleep and car seat safety, and how to facilitate referrals to prenatal care and other resources;

5.9 Ensure that all new CHWs complete the CHW Core Training Manual modules and the Form for Assessing

Results (FAR), home visiting shadowing and observations, and any on-line courses required within ninety

(90) days of hire as described in the HSPPM;

5.10 Provide or arrange for Ages & Stages Questionnaires®, Third Edition (ASQ®-3) and Ages & Stages

Questionnaires®: Social-Emotional, Second Edition (ASQ®:SE-2) training by an approved trainer to all new CHWs within ninety (90) days of hire;

5.11 Provide or arrange for a minimum sixteen (16) hours of approved continuing education and training on an annual basis to CHWs;

5.12 Instruct CHWs on how to screen and enroll clients utilizing enrollment form with a health and social risk assessment, provide home/office/community visits of a minimum of thirty (30) minutes duration, conduct developmental assessments, screenings, and referrals, and optional educational classes of at least one

(1) hour duration;

5.13 Provide at least eight (8) hours or more of supervised home visits with new hire CHWs that include at least four (4) hours of shadowing an experienced CHW and four (4) hours of observed visits overseen by an experienced CHW and/or Program Coordinator within ninety (90) days of hire;

5.14 Provide one (1) supervised home visit per year thereafter of each CHW, complete Health Start Home

Visiting Checklist and save the checklist in the personnel file as described in HSPPM;

5.15 Train CHWs on accurate completion of forms, entry of forms into a database, the identification and utilization of information, and referral resources that are available within the Contractor’s service area;

5.16 Designated Health Start Coordinators, CHWs and/or support staff will be trained on the Health Start

Efforts to Outcomes (ETO) database and will be required to enter data for each month within fifteen (15) days of the end of the billing period as per the HSPPM;

5.17 Develop a plan to ensure the development and achievement of two (2) Continuous Quality Improvement

(CQI) indicators annually as described in the HSPPM;

5.18 Identify and annually update a network of available health care, behavioral health and social service providers and resources to which participants could be actively referred for services as they may need;

5.19 Ensure that CHWs verify that participants were provided services that were recommended on the

External Referral Form, through documentation on the visit or assessment forms, or in chart notes and on an External Referral form;

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5.20 Assist CHWs with referrals and all visit form documentation;

5.21 Maintain, arrange and facilitate the provision of the following professional support persons and their services:

5.21.1 A Registered Nurse (RN) or other registered professional medical staff or consultant for a minimum of four (4) hours of consultation per month to assist with training of CHWs, attend monthly case management conferencing, attend home visits, and to provide reflective supervision to staff and/or guidance regarding difficult issues, and

5.21.2 A Certified Independent, Licensed Certified, Licensed Masters Social Worker and/or Licensed Professional Counselor (CISW, LCSW, LMSW, LPC) staff or consultant for a minimum of four (4) hours of mental health consultation per month to assist with training of CHWs, attend monthly case management conferencing, attend home visits, and to provide reflective supervision to staff and/or guidance regarding difficult issues.

5.22 Ensure that any Subcontractors or consultants fulfill required duties and responsibilities as described in the HSPPM and the Contract;

5.23 Maintain client records that are complete and organized; kept in a secure electronic format and/or locked location at the Contractor’s site as described in the HSPPM;

5.24 Ensure that all Health Start Program forms and visit notes are accurate and complete every month and filed in client charts and/or in a client electronic file;

5.25 Conduct monthly data preparation to:

5.25.1 Ensure all forms, client logs, and invoices are accurate and complete;

5.25.2 Ensure that the enrollment, visit forms, screening and assessment forms are entered into the Health Start ETO database system within fifteen (15) days of the end of the billing period,

5.25.3 Ensure that all invoices, logs, CHW calendars, training approvals, consultant invoices, staff follow-up visit documentation checklist forms and any other forms or required invoice documentation is submitted to ADHS within fifteen (15) days of the end of the billing period,

5.25.4 Ensure that all visit forms are signed and dated by clients in blue ink at the bottom of the form or electronically signed if technology is available, and

5.25.5 Ensure timely response to ADHS Health Start Data Quality Specialist and/or Health Start Program Manager if there are any questions.

5.26 Conduct annual budget development (Attachment E) and prepare Annual Health Start Services Projection

Form (Attachment F) and conduct quarterly data preparation to complete quarterly reports within thirty

(30) days after the end of each quarter as described in the HSPPM; ensure timely response to Health Start Program Manager if there are any questions;

5.27 Ensure monthly and quarterly review of progress in meeting any CQI indicators as described in the

HSPPM;

5.28 Ensure monthly staff follow-up visit documentation checklist is conducted and contact at a minimum two

(2) clients visited by each CHW that month, to ask the client questions about the visit to ensure that visits

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150 North 18th Ave, Suite 530 occurred and that the client was satisfied with the services. A copy of the staff follow-up visit documentation check list form completed each month shall be available for review at Contractor site visits;

5.29 Ensure that CHWs maintain a daily/monthly online calendar of scheduled home visits, classes and any other activities related to Health Start. Copies of all monthly staff calendars for each month shall be available for review at Contractor site visits;

5.30 Maintain regular communication and work closely with ADHS on the subjects of:

5.30.1 Program Development,

5.30.2 Implementation,

5.30.3 Notification regarding any changes to personnel and daily operations as issues arise,

5.30.4 Share information with ADHS and other Health Start Contractor’s through conference calls, annual meetings, webinars and other sources regarding resources, forms, reports, challenges and barriers,

5.30.5 Be responsive to ADHS request for clarification, missing data or other requested information, and

5.30.6 Collaborate with other community-based agencies, health departments or other providers that may be providing similar home visiting programs in the targeted service area.

5.31 Ensure that the CHWs shall:

5.31.1 Identify and implement community-based outreach strategies to:

5.31.1.1 Identify;

5.31.1.2 Screen; and

5.31.1.3 Enroll pregnant or postpartum women and families:

5.31.1.3.1 With children under age two (2),

5.31.1.3.2 Who reside in the Contractor’s targeted service area, and

5.31.1.3.3 Who meet the medical and social risk eligibility criteria as described in the

5.31.2 Conduct pregnancy testing (CHW or other designated health care worker) of potential clients as necessary and as an option:

5.31.2.1 If pregnancy tests result is positive, provide education and provide enrollment into the

Health Start Program for a minimum of thirty (30) minutes and referrals, as needed, per HSPPM; and

5.31.2.2 If pregnancy test result is negative, provide appropriate preconception/and inter-conception education for a minimum of thirty (30) minutes and referrals, as needed, per

HSPPM,

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5.31.3 Complete Intent to Participate and Client Enrollment forms per HSPPM if a pregnant or postpartum woman or family agrees to participate in the Health Start Program,

5.31.4 Schedule and conduct prenatal visits for a minimum of thirty (30) minutes per visit per client and as described in the HSPPM,

5.31.5 Schedule and conduct either through CHW staff or consultant, a birth doula support prenatal visit as a visit option, for a minimum of four (4) hours, not exceeding twenty-four (24) hours per birth per client per Contract year per HSPPM,

5.31.6 Schedule and conduct either through CHW staff or consultant, education and support for mothers who choose to breastfeed their infants for at least six (6) months postpartum and provide at a minimum Certified Lactation Counselor or International Board Certified Lactation Consultant support to any clients in need,

5.31.7 Schedule and conduct family follow-up mom/caregiver visits, family follow-up child visits and multiple child visits for a minimum of thirty (30) minutes per visit per client as described in the

5.31.8 Schedule and conduct as an education option, health education classes and provide as needed supporting materials for a minimum of one (1) hour per class for a minimum of four (4) Health Start enrolled clients as described in HSPPM,

5.31.9 Schedule and conduct as an education option, community professional education and outreach, classes or workshops for a minimum of one (1) hour per class/workshop for a minimum of four (4) attendees as described in HSPPM,

5.31.10 Provide each enrolled client the Arizona Family Resource Guide at enrollment,

5.31.11 Conduct alcohol, tobacco and other drug use screening, and brief intervention education if necessary, of all enrolled prenatal clients at enrollment or next visit per HSPPM,

5.31.12 Conduct perinatal mood and anxiety disorder screening using the Edinburgh Postnatal Depression Scale screening tool within two (2) months after birth of index child or at any time there is a concern per HSPPM,

5.31.13 Conduct relationship assessment tool/partner abuse screening at three (3) months to – six (6) months after enrollment and other health/behavioral health screenings as necessary of all enrolled prenatal and postpartum clients per HSPPM,

5.31.14 Administer the ASQ®-3 at the four (4), eight (8), twelve (12), eighteen (18) and twenty-four (24) month intervals and the ASQ®:SE-2, at twelve (12) and twenty-four (24) months. And other intervals as needed for all children per HSPPM,

5.31.15 Provide health education services, support, advocacy and referrals to enrolled women and their families during each visit as described in the HSPPM,

5.31.16 Assist enrolled clients in securing an established source of prenatal care and/or primary care and assist the family with establishing a medical home for all family members in the service area or nearest location. And ensure enrolled clients attend a four to six (4-6) week postpartum medical visit,

5.31.17 Provide referrals using External Referral Form, and document outcome of the referrals on visit

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150 North 18th Ave, Suite 530 forms or assessment forms, in chart notes and on the External Referral Form as described in the

5.31.18 Provide and administer the Healthy @ Home Assessment in the enrolled client’s place of residence within five (5) months after the birth of the index child; or within five (5) months of enrollment of all clients as required in the HSPPM,

5.31.19 Provide Never Shake a Baby education or other recommended child abuse prevention education and commitment forms to all prenatal clients within one (1) month of delivery, or postpartum clients within two (2) months after child is born as described in the HSPPM; collect completed forms and keep on file for site review,

5.31.20 Provide child safety education including injury prevention, safe sleep, car seat safety, car seat installation instruction and home safety to enrolled women and their families; collect completed forms and keep on file for site review,

5.31.21 Provide and administer the Arizona Survey on Children’s Health on all enrolled children between the ages of eleven (11) and thirteen (13) months of age,

5.31.22 Provide and administer the Parent Interactions with Children: Checklist of Observations Linked to Outcomes (PICCOLO) Assessment Tool for each child at ten (10) – fourteen (14) months and at twenty-two (22) – twenty-four (24) months of age,

5.31.23 Ensure that the social determinants of health are addressed per the HSPPM and that preconception and inter-conception screening, education, referrals and support are provided, and

5.31.24 Provide a satisfaction survey to clients a minimum of four (4) weeks after the prenatal period, and after two (2) years of family follow-up services, or at disenrollment from the program; collect completed surveys and keep on file for site review.

6. State Provided Items

ADHS will provide:

6.1 Technical assistance and guidance to the Contractor’s staff that are implementing the Health Start

Program;

6.2 Monitoring of the operation of the program, and ongoing compliance with Contract provisions and the HSPPM, through site visits, review of submitted forms and other mechanisms;

6.3 Forms, guides, screening forms, and any other forms that may be necessary to implement the program;

6.4 Summary information from the Health Start forms and other information if available;

6.5 Healthy @ Home Assessment forms (English and Spanish versions);

6.6 ASQ®-3 and ASQ®:SE-2 (English and Spanish versions);

6.7 Arizona Survey on Children’s Health and Parenting Interactions with Children: Checklist of Observations Linked to Outcomes (PICCOLO) forms;

6.8 Arizona Family Resource Guide (English and Spanish versions);

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6.9 Health Start Community Health Worker Core Curriculum and home visiting curriculum and resources as available; and

6.10 The ADHS revised HSPPM 2020 is available on the BWCH publication page at:

https://azdhs.gov/prevention/womens-childrens-health/reports-fact-sheets/index.php#health-start-program

7. Deliverables

The Contractor shall submit to ADHS:

7.1 Complete and accurate original hard copies of the Health Start Monthly Billing Invoice (Exhibit 2) signed in blue ink as described in the HSPPM within fifteen (15) days after the end of each service month:

7.1.1 Attached detail log of client visits, classes, screenings, assessments, pregnancy test forms, and other services organized by type and in alphabetical order;

7.1.2 Attached copies of approvals for staff training, certificates of attendance and completion of staff training and materials and any other forms, or documents as requested;

7.1.3 Health Start Coordinator and/or CHW community professional training and/or workshops provided to community professionals approvals and lists of attendees; and

7.1.4 Attached copies of all subcontractor and/or consultant invoices;

7.2 Health Start Quarterly Report within thirty (30) days of the end of September, December, March and June of each year. Report shall address the following as described in the HSPPM:

7.2.1 Any improvements made in social determinants of health in communities served;

7.2.2 The prenatal, postpartum and dual caseload of each CHW staff;

7.2.3 Progress made in achieving any continuous quality improvement indicators; and

7.2.4 Fourth (4th) Quarter Report within thirty (30) days after the beginning of the fiscal year starting

July 1st shall contain:

7.2.4.1 A description of the Contractor’s summary of prior year’s activities,

7.2.4.2 Future year’s projected number of prenatal and postpartum clients to be enrolled,

7.2.4.3 Current and projected caseload by type of client served for each CHW,

7.2.4.4 Projected number and type of FTE’s for program,

7.2.4.5 Projected number of visits by type,

7.2.4.6 Number of classes by topic, and

7.2.4.7 The plan to address any continuous quality improvement indicators as described in the

HSPPM.

https://azdhs.gov/prevention/womens-childrens-health/reports-fact-sheets/index.php#health-start-program https://azdhs.gov/prevention/womens-childrens-health/reports-fact-sheets/index.php#health-start-program

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7.3 Annual Health Start Services Projection Form (Attachment F) must be completed as part of Contract requirements and an Annual Budget Development Worksheet (Attachment E) and submitted annually on or before March of each year and for the following fiscal year;

7.4 Monthly Health Start Billing Invoice with attached copies of program documentation including all forms required, client logs and other documentation within fifteen (15) days after the end of the service month;

7.5 Health Start Form for Assessment Results (FAR) Core Training Scoring Sheets and Home Visiting Checklists for all newly hired CHW staff within ninety (90) days after employment as described in the

7.6 Copies of any proposed or executed consultant subcontracts or other agreements to provide any of the services described in the Scope of Work; and

7.7 A copy of the Fingerprint Clearance Card or Criminal History (Exhibit 1) for new employees within ninety

(90) days of employment.

8. Approvals

The following items require review and approval by ADHS:

8.1 Any marketing or educational materials, curricula, and promotional items, media or forms including, but not limited to, program brochures, posters, training flyers, publications, or journal articles developed or purchased using funds awarded under this Contract:

8.1.1 A draft of the material shall be submitted to ADHS Health Start Program Manager for approval prior to printing;

8.1.2 A copy shall be provided to ADHS Health Start Program Manager for each item created; and

8.1.3 All marketing or educational materials shall bear the following “Funded in part by the Bureau of Women’s and Children’s Health as made available through the Arizona Department of Health Services and logo.”

8.2 Monthly Contractor’s Expenditure Report (invoice/CER) shall be approved by ADHS prior to payment;

8.3 Health Start Continuous Quality Improvement Indicators and Quarterly Reports;

8.4 Health Start Program Coordinator and/or CHW attendance at trainings not sponsored by ADHS Health Start Program prior to Health Start Program Coordinator and/or CHW attendance, and billing ADHS for the approved training per HSPPM;

8.5 Health Start Program Coordinator and/or CHW provided community professional training and/or workshops to community professionals prior to Health Start Program Coordinator and/or CHW conducting a training or workshop, and billing ADHS for the approved contractor provided training per HSPPM;

8.6 Use of any other curriculum for CHW training or for visit topic content that is not referred to in this Contract;

8.7 Contractor visits to client, their families or caregivers temporarily residing in alternative living situations including, but not limited to, rehabilitation centers, jails, inpatient treatment centers or homeless shelters, and when primary caregiver is out of the home for extended periods of time, shall require approval in advance by ADHS.

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9. Notices, Correspondence, Reports and Invoices

9.1 Notices, Correspondence, and Reports from the Contractor to ADHS shall be sent to:

Health Start Program Manager

Arizona Department of Health Services 150 North 18th Avenue, Suite #320

Tel: (602) 542-1860 | Fax: (602) 542-2589

9.2 Invoices shall be sent to:

invoices@azdhs.gov mailto:invoices@azdhs.gov

Part One (1) – Special Terms and Conditions

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REQUEST FOR PROPOSAL No.: BPM002372

SPECIAL TERMS AND CONDITIONS

1. Purpose

Pursuant to provisions of the Arizona Procurement Code, A.R.S. 41-2501 Et Seq., the State of Arizona, ADHS intend to establish a Contract for the materials or services as listed herein.

2. Term of Contract (1 Year)

The term of any resultant Contract shall commence upon signature or upon final signature for award, whichever is later, and shall continue for a period of one (1) year thereafter, unless terminated, canceled, or extended as otherwise provided herein.

3. Contract Extensions 5 Year Maximum

The Contract term begins upon award and shall continue for a period of one (1) year subject to additional successive periods of twelve (12) months per extension with a maximum aggregate including all extensions not to exceed five (5) years.

4. Contract Type

X Fixed Price

5. Licenses

The Contractor shall maintain in current status, all federal, state and local licenses and permits required for the operation of the business conducted by the Contractor.

6. Key Personnel

It is essential that the Contractor provide adequate experienced personnel, capable of and devoted to the successful accomplishment of work to be performed under this Contract. The Contractor must agree to assign specific individuals to the key positions.

6.1 The Contractor agrees that, once assigned to work under this Contract, key personnel shall not be removed or replaced without written notice to the State. Such notice shall be given thirty (30) days prior to the reassignment or personnel’s last day assigned to the Contract.

6.2 If key personnel are not available for work under this Contract for a continuous period exceeding thirty

(30) calendar days, or are expected to devote substantially less effort to the work than initially anticipated, the Contractor shall immediately notify the State, and shall, subject to the concurrence of the State, replace such personnel with personnel of substantially equal ability and qualifications.

6.3 The State Agency reserves the right to review resumes and participate in interviews for the hiring of any staff assigned to this Contract. Further, the State Agency reserves the right to deny or refuse any offered replacement personnel by the Planning Contractor.

7. Point of Contact

7.1 It is essential that the Contractor provide a Point of Contact, capable of and devoted to the successful accomplishment of work to be performed under this Contract. The Contractor must agree to assign a specific individual to serve as a primary day-to-day contact.

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7.2 The Contractor agrees that, once assigned to work under this Contract, the Point of Contact shall not be removed or replaced without written notice to the State.

7.3 If the Point of Contact is not available for work under this Contract for a continuous period exceeding thirty (30) calendar days, or is expected to devote substantially less effort to the work than initially anticipated, the Contractor shall immediately notify the State, and shall, subject to the concurrence of the State, replace such personnel with personnel of substantially equal ability and qualifications.

8. Most-Favored Customer

Throughout the life of the Contract, the Contractor shall always offer the State the Most-Favored Customer or Highest Tier Customer price discount rate on contracted product(s) concurrent with a published price discount rate made to other Customers (both Private and Public sectors). The Contractor shall extend to the State that most-favored customer or Highest Tier Customer price discount on all new product lines during the life of the contract.

9. Non-Exclusive Contract

Any contract resulting from this solicitation shall be awarded with the understanding and agreement that it is for the sole convenience of the State of Arizona. The State reserves the right to obtain like goods or services from another source when necessary, or when determined to be in the best interest of the State.

10. Volume of Work

The ADHS does not guarantee a specific amount of work either for the life of the Contract or on an annual basis.

11. Information Disclosure

The Contractor shall establish and maintain procedures and controls that are acceptable to the State for the purpose of assuring that no information contained in its records or obtained from the state or from others in carrying out its functions under the Contract shall be used or disclosed by it, its agents, officers, or employees, except as required to efficiently perform duties under the Contract. Persons requesting such information should be referred to the State. The Contractor also agrees that any information pertaining to individual persons shall not be divulged other than to employees or officers of the Contractor as needed for the performance of duties under the Contract, unless otherwise agreed to in writing by the State.

12. Employees of the Contractor

All employees of the Contractor employed in the performance of work under the Contract shall be considered employees of the Contractor at all times, and not employees of the ADHS or the State. The Contractor shall comply with the Social Security Act, Workman’s Compensation laws and Unemployment laws of the State of Arizona and all State, local and Federal legislation relevant to the Contractor’s business.

13. Order Process

The award of a contract shall be in accordance with the Arizona Procurement Code. Any attempt to represent any material and/or service not specifically awarded as being under contract with ADHS is a violation of the Contract and the Arizona Procurement Code. Any such action is subject to the legal and contractual remedies available to the state inclusive of, but not limited to, Contract cancellation, suspension, and/or debarment of the Contractor.

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14. Contractor Performance Reports

Program management shall document Contractor performance, both exemplary and needing improvements where corrective action is needed or desired. Copies of corrective action reports will be forwarded to the ADHS Procurement Office for review and any necessary follow-up. The Procurement Office may contact the Contractor upon receipt of the report and may request corrective action. The Procurement Office shall discuss the Contractor’s suggested corrective action plan with the Program for approval of the plan prior to sending it to the Contractor.

15. Payment Procedures

15.1 ADHS accounting will not make payments to any Entity, Group or individual other than the Contractor with the Federal Employer Identification (FEI) Number identified in the Contract. Contractor invoices requesting payment to any Entity, Group or individual other than the contractually specified Contractor shall be returned to the Contractor for correction.

15.2 The Contractor shall review and insure that the invoices for services provided show the correct Contractor name prior to sending them to the ADHS Accounting Office for payment.

15.3 If the Contractor Name and FEI Number change, the Contractor must complete an “Assignment and Agreement” form transferring contract rights and responsibilities to the new Contractor. ADHS must indicate consent on the form. A written Contract Amendment must be signed by both parties and a new W-9 form must be submitted by the new Contractor and entered into the system prior to any payments being made to the new Contractor.

16. Financial Management

16.1 For all contracts, the practices, procedures, and standards specified in and required by the Accounting and Auditing Procedures Manual for Arizona Department of Health Services funded programs shall be used by the Contractor in the management of contract funds and by the ADHS when performing a contract audit. Funds collected by the Contractor in the form of fees, donations, and/or charges for the delivery of these contract services shall be accounted for in a separate fund.

16.2 State Funding. Contractors receiving state funds under this Contract shall comply with the certified

Compliance provisions of A.R.S. § 35-181.03.

16.3 Federal Funding. Contractors receiving federal funds under this contract shall comply with the certified finance and compliance audit provision of the Office of Management and Budget (OMB) Circular A-133, if applicable. The federal financial assistance information shall be stated in a Change Order or Purchase Order.

17. Inspection and Acceptance

17.1 All services, data, and required reports are subject to final inspection, review, evaluation, and acceptance by the ADHS.