CTR055087_Executed_Contract.pdf

Request for Proposal

BPM003144

Interstate Compact for the Placement of Children

(ICPC) Services

State of Arizona

Department of Child Safety

Office of Procurement &

Contracts

3003 N. Central Avenue

Phoenix, AZ 85012

PART 1 of the Solicitation Documents

SECTION 1-A: Scope of Work

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

SECTION 1-A: SCOPE OF WORK

1.0 INTRODUCTION

1.1 The Arizona Department of Child Safety (DCS) is statutorily responsible for providing services to families whose children are involved with DCS. DCS Vision and Mission Statements are:

Vision: Children thrive in family environments free from abuse and neglect.

Mission: Successfully engage children and families to ensure their safety, to strengthen families, and to achieve permanency.

2.0 PURPOSE AND BACKGROUND

2.1 Background

2.1.1 The Interstate Compact on the Placement of Children is a Compact between states and parties pursuant to law, to ensure protection and services to children who are placed across state lines.

2.1.2 Arizona Revised Statues (A.R.S.) § 8-548 Article 6 (as may be amended), and Arizona Administrative Code (A.A.C.), Title 21, Chapter 5, Permanency and Support Services details Arizona’s responsibility under this act.

2.2 Purpose: The purpose of this service to provide the following:

2.2.1 Complete Home Studies and evaluations on potential placements (e.g.

relatives, parents, foster care families, adoptive families) for referred children from other states to be placed in Arizona through the ICPC agreement.

2.2.2 Provide courtesy supervision of a child from another state who is placed in

Arizona in order to meet the sending State’s responsibility of visiting the child, and to prepare and submit reports on the child’s current status as required by ICPC; and

2.2.3 Complete an adoption certification study to the Court for an ICPC identified family which includes recommendation for certification as required by A.R.S.

§ 8-105 as may be amended.

https://procure.az.gov/bso/ https://www.azleg.gov/arsDetail/?title=8 https://apps.azsos.gov/public_services/Title_21/21-05.pdf https://apps.azsos.gov/public_services/Title_21/21-05.pdf https://www.azleg.gov/viewdocument/?docName=https://www.azleg.gov/ars/8/00105.htm https://www.azleg.gov/viewdocument/?docName=https://www.azleg.gov/ars/8/00105.htm

Interstate Compact for the Placement of Children

(ICPC) Services

State of Arizona

Department of Child Safety

Office of Procurement &

Contracts

3.0 GENERAL REQUIREMENTS

3.1 Accept all cases for service upon receipt of a service request from the ICPC coordinators via email, or though the DCS Child Welfare Case Management System.

3.2 All accepted referrals are the responsibility of the Provider.

1. The Provider is responsible for all referrals from time of acceptance to time of closure and return to DCS.

2. Any attempt to return a referral that has not been fully worked and approved by

DCS to close or return may require DCS to recoup costs from the Provider associated with the case due to the early return.

3.3 Provide all services indicated on the service request.

3.4 Provide services in the entire Region awarded. Services are to be provided Monday through Friday, including evenings, weekends and holidays to accommodate the needs of the family’s schedule.

3.5 Access the DCS Child Welfare Case Management System to enter required documentation. The Contractor shall be responsible for any costs associated with accessing this online platform.

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

3.7 Ensure cross-cultural communication support with the involvement of culturally competent staff in all levels of service delivery.

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

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

2. Provide translation and interpretation services to meet the requirements of this contract, by complying with Federal law regarding Limited English Proficiency with

LEP (Exhibit A).

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

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

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

Interstate Compact for the Placement of Children

(ICPC) Services

State of Arizona

Department of Child Safety

Office of Procurement &

Contracts

4.0 SPECIFIC REQUIREMENTS. The Contractor shall:

4.1 Service Request

4.1.1 Accept all service request received from the ICPC coordinators as stated in Section 3.1. The service request may include the following as stated by the APHSA ICPC Regulation #2, as may be amended:

1. Interstate Compact Placement Request ICPC-100A (Exhibit B)

2. Interstate Compact Report on Child's Placement Status ICPC-100B

(Exhibit C), if the child is already present in the receiving state.

3. A copy of the current court order pursuant to which the sending agency has authority to place the child or, if authority does not derive from a court order, a statement of the basis on which the sending agency has authority to place the child and documentation that supervision is on-going.

4. Signed statement required from assigned sending agency case manager:

a. Confirming the potential placement resource is interested in being a placement resource for the child and is willing to cooperate with the ICPC process;

b. Including the name and correct physical and mailing address of the placement resource and all available telephone numbers and other contact information for the potential placement resource;

c. Describing the number and type of bedrooms in the home of the placement resource to accommodate the child under consideration and the number of people, including children, who will be residing in the home;

d. Confirming the potential placement resource acknowledges that he/she has sufficient financial resources or will access financial resources to feed, clothe, and care for the child, including child care, if needed; and

e. That the placement resource acknowledges that a criminal records and child abuse history check will be completed for any persons residing in the home required to be screened under the law of the receiving state.

5. A current case history for the child, including custodial and social history, chronology of court involvement, social dynamics and a description of any special needs of the child.

6. Case Plan: A copy of the child's case/service/permanency plan and any supplements to that plan, if the child has been in care long enough for a permanency plan to be required.

7. Title IV-E Eligibility verification: An explanation of the current status of the child's Title IV-E eligibility under the Federal Social Security Act and Title IV-E documentation, if available. Documentation must be provided before placement is approved.

https://aphsa.org/AAICPC/AAICPC/ICPC_Regulations.aspx

Interstate Compact for the Placement of Children

(ICPC) Services

State of Arizona

Department of Child Safety

Office of Procurement &

Contracts

8. Financial/Medical Plan: A detailed plan of the proposed method for support of the child and provision of medical services.

9. A copy of the child's Social Security card or official document verifying correct Social Security Number, if available, and a copy of the child's birth certificate, if available.

4.1.2 Acknowledge receipt of the service request by:

1. Acknowledge the service request in the system within twenty-four (24) hours of receipt.

2. Notify the ICPC coordinator forty-eight hours of receipt of the referral if there are concerns with the requested service or with the referral questions, in order to develop the best strategy for service(s).

4.1.3 Have staff available to receive and assign referrals Monday through Friday, 8:00 a.m. – 5:00 p.m., as well as on-call staff on weekends and evenings to accommodate the needs of the family, except on legal holidays recognized by the State of Arizona.

4.2 ICPC Home Study

4.2.1 For Relative, Parent, and Non-Relative Home Study:

1. For purposes of ICPC services, APHSA defines parent, relative, and non-relative as follows:

a. Parent: a biological, adoptive parent or legal guardian as determined by applicable state law and is responsible for the care, custody and control of a child or upon whom there is legal duty for such care.

b. Relative: a birth or adoptive brother, sister, stepparent, stepbrother, stepsister, uncle, aunt, first cousin, niece, nephew, as well as relatives of half blood or marriage and those denoted by the prefixes of grand and great, including grandparent or great grandparent, or as defined in state statute for the purpose of foster and or adoptive placements.

c. Non-relative: a person not connected to the child by blood, marriage or adoption.

2. Home Study timeframe:

a. Complete the Home Study within forty-five (45) days of receipt of the service request.

1) For non-relative home studies, If awaiting pending licensure of the home, complete preliminary home study within forty-five (45) days of receipt of the service request.

b. Submit the home study to the ICPC coordinator within fifteen (15) days of completion.

Interstate Compact for the Placement of Children

(ICPC) Services

State of Arizona

Department of Child Safety

Office of Procurement &

Contracts

4.2.2 For Expedited Placements:

1. Expedited placement decision is used to expedite ICPC approval or denial by a receiving state for the placement of a child with a parent, stepparent, grandparent, adult uncle or aunt, adult brother or sister, or the child's guardian.

2. Service request for expedited placements will have ICPC Regulation #7 statement in the body of the request itself for easy identification.

3. Home Study timeframe:

a. Per APHSA ICPC Regulation #7 (as may be amended), “the local agency in the receiving state shall return the completed home study to the receiving state Compact Administrator within fifteen (15) business days (including date of receipt) of receipt of the packet from the receiving state Compact Administrator”. Therefore to meet the fifteen business timeframe, the Contractor shall:

1) Complete the Home Study within seven (7) days of receipt of the service request, and

2) Submit the home study to the ICPC coordinator within seven (7) days of completion.

4.2.3 Home Studies shall include the following:

1. A description of the family’s relationship with the child, and prior knowledge of the child;

2. An evaluation of the family’s capacities to meet the needs of the child including:

a. Condition of the home as related to safety in accordance to the Life

Safety and Preparation Guide (CSO-1601) and related neighborhood environment

b. Finances of placement

c. Medical condition of placement

d. Discipline techniques

e. Child care requirements, if applicable,

f. References for placement

3. A description of the health, educational and other community resources needed by the child and the availability of these services within the area;

and

5. Recommendation of approval or denial of placement of the child (may not apply to preliminary home studies).

6. Assist the family with submitting the required fingerprinting submittal forms for all adults in the household.

a. Prior to the Contractor submitting the Home Study to the DCS

Specialist, the Contractor shall confirm with the family the submittal of the required fingerprint forms.

7. Request all adult household members to complete the Self-Disclosure Form and the Adoptive Family Central Registry Records Clearance, Interstate Compact for the Placement of Children

(ICPC) Services

State of Arizona

Department of Child Safety

Office of Procurement &

Contracts

CSO-1058A form (Exhibit D). The Contractor shall attach the Self- Disclosure form to the Home Study

4.2.4 For Licensed Foster Home requirement

1. If the referring state requires the family to be a licensed foster home, the ICPC coordinator will submit a referral to a Foster and Adoption Support contracted provider for licensure and foster home study.

2. In regards to ICPC services, the Contractor shall:

a. Complete a preliminary home study within forty-five (45) days of receipt of the service request due to pending licensure of the home, and submit it to the ICPC coordinator within fifteen (15) days of completion.

b. After the family is licensed as a foster home, the Contractor shall complete an addendum to the preliminary home study, and submit the home study addendum to the ICPC coordinator within thirty (30) days after the family received the license.

c. The Contractor shall provide monthly supervision as stated in Section 4.3

4.2.5 If the ICPC staff disagrees with the Contractor’s Home Study evaluation regarding placement of the child, the final decision on placement shall be determined by the ICPC Compact Administrator.

4.3 Supervision of child(ren) in placement. When the referral includes supervision of a child placed in Arizona from another state through ICPC, the Contractor shall:

4.3.1 Face to Face Visits:

1. Complete the initial face-to-face visit with the child(ren) within thirty (30) days of the child(ren)’s placement in the home. This visit is to ascertain placement conditions and compliance with applicable federal and state laws and requirement of the receiving state.

2. Subsequent supervision/face to face contact of the child(ren) shall occur in the home at least once a month.

3. During the face to face visits, the Contractor shall

a. Place eyes on the child (ren) by being in the same room as the child

(ren) at each visit.

b. Meet with the child(ren) alone if possible, and if this is not possible, the Contractor shall explain the reason in their Quarterly Supervisory Report.

4.3.2 Document the supervision of the child(ren) in placement in the Quarterly

Supervisory Report (Exhibit E). The documentation shall include:

1. The date of contact;

Interstate Compact for the Placement of Children

(ICPC) Services

State of Arizona

Department of Child Safety

Office of Procurement &

Contracts

2. Method and type of contact (e.g. phone, in person, school, ICPC supervision, etc.);

3. Person contacted;

4. Significant events of the contact; and

5. Recommendation of community resources to the family.

4.3.3 The supervision of the child must continue until:

1. The child reaches the age of majority or is legally emancipated; or

2. The child’s adoption is finalized; or

3. Legal custody of the child is granted to a caregiver or a parent and jurisdiction is terminated by the sending state; or

4. The child no longer resides at the home approved for placement of the child pursuant to Article III(d) of the ICPC; or

5. Jurisdiction over the child is terminated by the sending state; or

6. Legal guardianship of the child is granted to the child’s caregiver in the receiving state; or

7. The sending state requests in writing that supervision be discontinued, and the receiving state concurs.

4.3.4 If the Contractor is concerned about the safety of a child in an ICPC approved placement, the Contractor shall notify the ICPC Administrator immediately. The ICPC Administrator will determine what action, if any, takes place, including but not limited to: calling the Hotline, removing a child from an ICPC approved placement, placing a child in shelter care, group home, family foster care, or with another individual.

4.4 Family Assistance

4.4.1 For all referrals for service, the Contractor shall:

1. Assist the family with making appointments and obtaining necessary services and resources (counseling, medical, dental, employment, etc.).

2. Assist the family with scheduling appointments for fingerprinting/obtaining Arizona Department of Public Safety Fingerprint Clearance Cards and assisting with the appeal process if needed.

4.5 ICPC Adoptions

4.5.1 Application for Adoption Certification - This applies to adoption by unlicensed non-relatives without an existing foster home study.

1. Complete an adoptive home study as stated in Section 4.2.3.

2. Assist family with the completion of the application for adoption certification

Interstate Compact for the Placement of Children

(ICPC) Services

State of Arizona

Department of Child Safety

Office of Procurement &

Contracts

3. Within seven (7) calendar days of the application for adoption certification being completed, submit the application to the designated entity (the courts) in counties where applicable.

4. Submit the completed adoptive home study to DCS or the appropriate designee within ninety (90) days from receipt of the application.

a. Apply for a waiver of all or part of the adoption certification fee, in compliance with A.A.C. Rule R21-5-307, (as may be amended).

5. Assist the family in keeping the family’s adoption certification current through the filing of the petition to adopt.

4.5.2 If the adoption is by a relative (Grandparent, Great Grandparents, Aunt, Uncle, Adult Sibling), an adoption home study will not require certification.

4.5.3 Adoption Assistance/Subsidy

1. Assist certified adoptive families in completing the adoption assistance/subsidy application.

2. Adoption only families can complete subsidy applications after sixty (60) days with a DCS placement IF a petition is filed and there are no pending appeals.

3. The referring state is responsible for paying for the adoption assistance/subsidy.

4.5.4 Continue supervision of the child in placement until the adoption is finalized and the case is closed as stated in Section 4.3.3.

4.6 Case Closure:

4.6.1 Upon receipt of written notification from DCS, prepare the case for closure, which would include completion of a closing summary and discontinuation of service authorizations.

4.6.2 The Contractor shall complete the case closure and upload the document into the DCS Child Welfare Case Management System within five (5) working days of notification

5.0 CONTRACTOR REQUIREMENTS. The Contractor shall:

5.1 Comply with the statutory obligation to report child maltreatment, as prescribed in

A.R.S. § 13-3620 as may be amended;

5.2 Comply with the:

https://www.azleg.gov/ars/13/03620.htm

Interstate Compact for the Placement of Children

(ICPC) Services

State of Arizona

Department of Child Safety

Office of Procurement &

Contracts

1. Arizona Revised Statues (A.R.S.) § 8-548 Article 6 (as may be amended), details Arizona’s responsibility under this act.

2. Arizona Administrative Code (A.A.C.), Title 21, Chapter 5, Permanency and Support Services as may be amended.

3. Arizona Administrative Code (A.A.C.), Title 21, Chapter 6, Family Home Licensing, as may be amended.

4. American Public Human Services Association ICPC Regulations, as may be amended.

5.3 Staffing

5.3.1 Have adequate staff assigned to or located in each Region awarded to handle the capacity listed in their proposal

5.3.2 Every Contractor employee shall have clean drug testing records including pre-employment drug testing results and random annual drug testing results.

1. Screening should be at a minimum regulated (five (5) panel).

5.3.3 Every Contractor employee shall have a clear Central Registry Background

Check and a Level One fingerprint clearance card before delivering services to DCS clients, which is to be reviewed and updated annually.

1. Any notifications from DPS at any time that revokes an employee’s clearance shall have action taken by the Contractor immediately to remove the employee from providing services to DCS clients on any DCS awarded contract.

5.4 Staffing Qualifications

5.4.1 Contractor shall employ staff with the following minimum qualifications:

1. Be at least twenty-one (21) years of age;

2. High School Diploma or GED; and

3. Require staff providing licensing and certification services to foster or adoptive families to have a minimum of one (1) year that can be a combination of education, experience and completed training necessary for the type of service they are delivering.

5.4.2 Ability to relate well with families of varied lifestyles, backgrounds, and ethnicities;

5.4.3 Experience in cultural diversity;

5.4.4 Ability to assess a family’s strengths and weaknesses

5.4.5 Experience in mediation and other interventions;

5.4.6 Ability to recognize signs of abuse/neglect in the foster homes https://procure.az.gov/bso/ https://www.azleg.gov/arsDetail/?title=8 https://apps.azsos.gov/public_services/Title_21/21-05.pdf https://apps.azsos.gov/public_services/Title_21/21-05.pdf https://apps.azsos.gov/public_services/Title_21/21-06.pdf https://apps.azsos.gov/public_services/Title_21/21-06.pdf

Interstate Compact for the Placement of Children

(ICPC) Services

State of Arizona

Department of Child Safety

Office of Procurement &

Contracts

5.5 Professional Standards

5.5.1 Staff are to be well groomed, and present a professional appearance.

Clothing prohibited to wear includes:

1. Any garments deemed inappropriately tight, short, or revealing (mesh tops, midriff tops, tank tops, tube tops, short shorts, Work out and/or Yoga pants, etc.)

2. T-shirts that have decals, slogans, or pictures that contain references to illegal substances (i.e. alcohol, drugs, etc.) or immoral behavior are not allowed. (Provider Company Logo is acceptable)

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

4. Clothing shorter than 2" above the knee

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

5.5.3 No employees, under no circumstances, shall engage with clients in any act of sexual contact and/or sexual conduct as defined in A.R.S. § 13-1401 and A.R.S. § 13-3551.

5.6 Training

5.6.1 The Contractor shall provide staff training within one-hundred (120) days of hire on the following topics:

1. Adoption certification rules and process for potential adoptive parents;

2. The effects of child abuse and neglect on child development;

3. Indian Child Welfare Act (ICWA) and Multi-Ethnic Placement Act (MEPA) AND 1996 Amendment (IEPA);

4. Role and responsibilities of staff with respect to licensing inquiries, child safety investigations, Child Safety and Risk Assessment; Department case management including case planning, and concurrent case planning;

5. Family Educational Rights and Privacy Act (FERPA);

6. Trauma Informed Care using curriculum approved by the Department;

7. De-escalating behaviors in an effort to reduce placement disruptions using curriculum approved by the Department;

8. Children's developmental stages for all ages;

9. The Preventing Sex Trafficking and Strengthening Families Act of 2014 (P.L.113-183);

10. Access to, and services provided by the Regional Behavioral Health Authority (RBHA) or as approved and arranged by the sending state;

11. Mandated Reporter Training; and

Interstate Compact for the Placement of Children

(ICPC) Services

State of Arizona

Department of Child Safety

Office of Procurement &

Contracts

12. Documentation required by the Department pertaining to the children’s placement.

5.7 Personnel File

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

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

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

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

4. Central Registry Background Check as stated in Section 5.3.3;

5. Level One fingerprint clearance card as stated in Section 5.3.3;

6. Proof of training as stated in Section 5.6.

5.7.2 Evidence of drug testing records including pre-employment drug testing results and random annual drug testing results as stated in Section 5.3.2.

5.8 Service Case Records

5.8.1 Establish and maintain a confidential service case record for each placement to whom services are provided. A service case record shall include at least the following information:

1. Copy of the referral packet;

2. All documents related to services provided to client;

3. All reports and forms identified in Section 6.0;

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

5. Record of all contacts in person, in writing, electronically or telephonically, including but not limited to, the parent/caregiver, children, the court, attorneys, mental health professionals, community agencies, and/or referring agencies;

6. Any significant incidents that occurred in relation to the parent/caregiver’s case or any incident related to or during delivery of service as noted in Section 6.2.

5.8.2 Provide the original service case record to ADCS and retain a copy of the requested service case record within two (2) business days upon request from ADCS.

1. Include documentation for all correspondents, communication, visitation, skill sessions, and missed appointments of any kind with the parent/caregiver, ADCS personal, placement or any other party associated with the case in the case notes.

5.8.3 Retain case file for a period of five (5) years, after termination of the contractor, or five (5) years after termination of the service to the family, whichever is later.

Interstate Compact for the Placement of Children

(ICPC) Services

State of Arizona

Department of Child Safety

Office of Procurement &

Contracts

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

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

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

3. DCS Business Associate Agreement with HITECH

4. The Social Security Administration Privacy Act

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

5.8.5 Contractor is prohibited from sharing any information regarding, or pictures of any parent/caregivers or children, including but not limited to verbally, on social, printed, or electronic media.

6.0 REPORTING REQUIREMENTS

6.1 DCS reserves the right to request the Contractor to submit additional or revised reports related to the service provisions.

6.2 Significant Incident Report – DCS Form CSO-1151A (Exhibit G)

6.2.1 Contractors shall contact DCS within two (2) hours of discovering a client(s) has experienced any incident(s), and submit the written report within twenty-four (24) hours. Utilizing the DCS Significant Incident Report form as provided, document and report any incident as listed, but not limited to, the following:

1. Individual deaths;

2. Suicide ideation and/or attempts;

3. Bullying;

4. Self-abuse;

5. Physical abuse and allegations of physical abuse;

6. Sexual abuse and allegations of sexual abuse;

7. Sexual contact or physical aggression between children that involves an inquiry regarding the supervision provided by the out of home caregiver;

8. Any incident involving injury or trauma (i.e., accidents) regardless of treatment location;

9. When medicine is administered in an emergency situation;

10. When an error in administering any medication resulted in an emergency medical intervention;

11. Adverse medication reactions resulting in medical intervention;

12. Inpatient hospitalized clients;

13. Accidents occurring in home or off-site, while under the supervision of the family, requiring emergency medical treatment, which is not limited to near drowning that required resuscitation;

14. Threats and/or altercation with parent, staff or child (ren);

https://procure.az.gov/bso/ https://dcs.az.gov/about/dcs-policies http://www.azlibrary.gov/arm/retention-schedules http://www.azlibrary.gov/arm/retention-schedules https://www.ssa.gov/agency/privacyact.html

Interstate Compact for the Placement of Children

(ICPC) Services

State of Arizona

Department of Child Safety

Office of Procurement &

Contracts

15. Assault, Fighting or Physical Aggression

16. Damage or theft of property;

17. Substance Abuse;

18. Police involvement;

19. Emergency Evacuations;

20. Transportation/traffic-related incidents;

21. Disasters, such as a major fire in the facility when children were present or which affect individual care areas;

22. When a physical restraint is used; and

23. When the child (ren) is determined to be a runaway.

6.2.2 Incident reporting procedure: When filing an incident report refer to Exhibit

H to see if calling the hotline is also required.

1. If Incident Report is Required:

a. The Contractor shall report to the ICPC coordinator, either verbally or via email, within two (2) hours of discovering the client(s) have experienced any of the accidents or incidents in this contract;

b. Complete the DCS Incident Report; and

c. Submit a written DCS Incident Report to the ICPC Coordinator within twenty-four (24) hours after the initial notification

2. If a call to the Child Abuse Hotline is required:

a. Call the Child Abuse Hotline at 1-888-767-2445 (if applicable); and

b. Make a police report (if applicable).

c.

6.3 Programmatic Reports

6.3.1 Home Studies - upload onto DCS Child Welfare Case Management System (when available) within thirty (30) days of referral.

6.3.2 Quarterly ICPC Supervisory Report for each referred case to the ICPC

Coordinator or designee within ten (10) days after the end of the quarter or within the time period specified on the referral.

6.3.3 Case Closure- complete the case closure report and upload the document into the DCS Child Welfare Case Management System within five (5) working days of notification

7.0 PAYMENT UNITS

7.1 One (1) Completed ICPC Home Study (Urban & Rural). Rate includes:

1. Review of service request;

2. Evaluation of the family;

3. Recommendation of approval or denial of placement of the child; and

Interstate Compact for the Placement of Children

(ICPC) Services

State of Arizona

Department of Child Safety

Office of Procurement &

Contracts

4. Submittal of a completed Home Studies within thirty (30) days of receipt of the referral packets.

7.2 One (1) Expedited Placement ICPC Home Study (Urban & Rural). Rate includes:

1. Review of service request;

2. Evaluation of the family;

3. Recommendation of approval or denial of placement of the child; and

4. Submittal of a completed Home Studies within fifteen (15) days of receipt of the referral packets.

7.3 Monthly Supervision of Children in Placement (Urban & Rural) Rate includes:

1. Initial face-to-face visit with the child(ren) within thirty (30) days of the child(ren)’s placement in the home.

2. Subsequent supervision of the child(ren) shall be at least once a month.

3. Assisting families with obtaining services; and

4. Documentation of supervision and submittal of quarterly report.

Interstate Compact for the Placement of Children

(ICPC) Services

State of Arizona

Department of Child Safety

Office of Procurement &

Contracts

PART 1 of the Solicitation

Documents

Updated:

SECTION 1-A: Scope of Work

Page 16 of 66 1

8.0 PERFORMANCE REQUIREMENTS

8.1 DCS will be monitoring fidelity of this contract based on the specific performance measures listed below.

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

8.3 Failure to meet any of the performance metrics below or failing to meet any of the

DCS expectations as outlined in the scope of work, may result in a vendor performance report that may lead to a demand for assurance, which could lead to contract termination for default.

# Outcome Measure Target Reporting Method Frequency Measure Reference

Child(ren)/youth are in a safe environment at placement/adoptive home

100% Monthly face to face visit with child at placement home

Monthly Quarterly Supervisory notes

Scope of Work, Section 4.3

9.0 DEFINITIONS

9.1 Adoption: the method provided by state law that establishes the legal relationship of parent and child between persons who are not so related by birth or some other legal determination, with the same mutual rights and obligations that exist between children and their birth parents. This relationship can only be termed adoption after the legal process is complete (see categories or types of ICPC adoptions below).

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

9.3 Business Day: Monday through Friday, excluding state holidays.

9.4 Case Plan: DCS shall facilitate the development of an individualized, family-centered, written case plan for every child, youth, and family receiving ongoing services from the Department

9.5 Caregiver: Parties that provides legal (temporary, permanent or transitional) custody to the child (ren).

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

Interstate Compact for the Placement of Children

(ICPC) Services

State of Arizona

Department of Child Safety

Office of Procurement &

Contracts

SECTION 1-B: Pricing

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

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

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

9.9 Child Safety and Risk Assessment: The assessment of child safety and risk is initiated during initial contact with the family and is continued throughout the investigation. The purpose of the child safety and risk assessment is to gather sufficient and relevant information to make an informed decision about whether the child is safe or unsafe. A child is unsafe when present danger or impending danger exists.

9.10 CMDP: means Comprehensive Medical and Dental Program

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

9.12 Courtesy Supervision: Includes monthly visits in the placement of a child placed in Arizona through ICPC.

9.13 Days: are calendar days unless otherwise stated.

9.14 DCS Child Welfare Case Management System: refers to the States approved system, currently titled, “Guardian”. All Contractor are expected to utilize this system and will be responsible for creating a profile after award.

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

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

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

9.18 Foster Care: Care and supervision provided to a child who is in the custody of the state.

Interstate Compact for the Placement of Children

(ICPC) Services

State of Arizona

Department of Child Safety

Office of Procurement &

Contracts

9.19 Foster Care Supports: Oversees the recruitment and retention of foster homes.

Responsible for working with the communication and marketing teams to support foster home recruitment, study and supervised process throughout the state, including marketing strategies necessary for informing the public of the State’s continuous need for foster homes.

9.20 Foster Care Review Board: The Foster Care Review Board (FCRB) is established by Arizona statute to review at least every six (6) months the case of each child in foster care. The purpose of these reviews is to determine and advise the juvenile court of the adequacy of efforts and progress toward placement of the child in a permanent home; to encourage and facilitate the return of each dependent child to his/her family whenever possible; to promote and encourage stability in the child's placement; to assist in informing parents and others of their rights and responsibilities regarding a dependent child in foster care; and through the State Board, to make recommendations to the Supreme Court, the Governor, and the legislature regarding foster care.

9.21 Foster Child: is further defined under A.R.S. § 8-501(4). For the purpose of this contract, “foster child”:

1. Includes a young adult less than 21 years of age who continues to reside in a foster home under written individual case plan agreement for out-of-home care, or under the Independent Living Program defined in A.R.S. § 8-521;

2. Includes a child with Developmental Disability placed by DCS in a child developmental home;

3. Does not include a young adult who has returned to foster home under the Transitional Independent Living Program defined in A.R.S. § 8-521.01; and

4. Does not include the birth or adopted child, of a foster parent, or other household member.

9.22 Foster Home: Means a residence where a foster parent lives and includes a detached home, all structures, and the entire premises belonging to the home, including apartments, guest homes, garages, sheds, and motorhomes. “Foster home” is further defined under A.R.S. § 8-501.

9.23 Foster Parent: Means an individual or married couple, who provides foster care with a license from the OLR. “Foster parent” is further defined under A.R.S. § 8-

501. For the purpose of this contract, “Foster family”, is held to the same

9.24 Home Study: an evaluation of a home environment conducted in accordance with applicable requirements of the state in which the home is located, to determine whether a proposed placement of a child would meet the individual needs of the child, including the child's safety, permanency, health, well-being, and mental, emotional and physical development.

Interstate Compact for the Placement of Children

(ICPC) Services

State of Arizona

Department of Child Safety

Office of Procurement &

Contracts

1. Adoption home study: a home study conducted for the purpose of placing a child for adoption with a placement resource. The adoption home study is the assessment and evaluation of a prospective adoptive parent(s).

2. Foster home study: a home study conducted for the purpose of placing a child with a placement resource who is required to be licensed or approved in accordance with federal and/or receiving state law.

3. Interstate home study (see Federal Safe and Timely Act): a home study conducted by a state at the request of another state, to facilitate an adoptive or foster care placement in the state of a child in foster care under the responsibility of the state.

4. Parent home study: applies to the home study conducted by the receiving state to determine whether a parent placement meets the standards as set forth by the requirements of the receiving state.

5. Relative home study: a home study conducted for the purpose of placing a child with a relative. Such a home study may or may not require the same level of screening as required for a foster home study or an adoptive home study depending upon the applicable law and/or requirements of the receiving state.

6. Non-relative home study: a home study conducted for the purpose of placing a child with a non-relative of the child. Such a home study may or may not require the same level of screening as required for a foster home study or an adoptive home study depending upon the applicable law and/or requirements of the receiving state.

9.25 ICPC: The Interstate Compact on the Placement of Children is a Compact between states and parties pursuant to law, to ensure protection and services to children who are placed across state lines.

9.26 Interstate: involving, connecting or existing between two or more states.

9.27 Licensed: Means the permission granted by OLR, to legally operate a foster home and includes an initial, renewal, and amended license.

9.28 Life Safety Inspection (LSI): means an examination of a family foster home by

OLR to verify compliance with standards intended to safeguard a foster child from fire and other hazardous conditions.

9.29 Non-relative: a person not connected to the child by blood, marriage or adoption, or otherwise defined by the sending or receiving state

9.30 Office of Licensing and Regulation (OLR): means the administration within DCS that is responsible for reviewing and evaluating applications for licensure;

supervising and monitoring licensees; and completing all official licensing actions, including issuing, denying, amending, suspending, and revoking a license.

Interstate Compact for the Placement of Children

(ICPC) Services

State of Arizona

Department of Child Safety

Office of Procurement &

Contracts

9.31 Out of home placement: When a child is placed in any out-of-home setting, including foster home, group home, shelter care or a residential treatment facility.

9.32 Parent: a biological, adoptive parent or legal guardian as determined by applicable state law and is responsible for the care, custody and control of a child or upon whom there is legal duty for such care.

9.33 Placement: Means the act of finding an appropriate foster home for a foster child and putting the foster child in that foster home.

9.34 Program Manager: The Manager of the section within the region.

9.35 Quick Connect (QC): Quick Connect is the web application developed by OLR.

It allows licensed foster care families to apply for and renew foster care licenses with the ease of an on-line application process. Licensing agency and OLR staff may also make online requests for home inspections and initial and annual background checks.

9.36 Relative: a birth or adoptive brother, sister, stepparent, stepbrother, stepsister, uncle, aunt, first cousin, niece, nephew, as well as relatives of half blood or marriage and those denoted by the prefixes of grand and great, including grandparent or great grandparent, or as defined in state statute for the purpose of foster and or adoptive placements.

9.37 Respite care: Means the provision of temporary care and supervision of a foster child to relieve a foster parent from the duty to care for the foster child for a limited period of time.

9.38 RBHA: means Regional Behavioral Health Authority

9.39 Rural Counties: Include Mohave, La Paz, Yuma, Yavapai, Coconino, Navajo, Apache, Gila Graham, Greenlee, Cochise, and Santa Cruz Counties.

9.40 Service (case) plan: a comprehensive individualized program of action for a child and his/her family establishing specific goals and objectives and deadlines for meeting these goals and objectives.

9.41 Sibling: Means brothers and sisters by birth or adoption, stepbrothers, stepsisters, half-brothers, and half-sisters.

9.42 Significant Incident: Any unforeseen, unexpected, or unplanned event that involves, but is not limited to; death, injury, violence (including physical, written, or verbal threats of violence), illness, or transport to a hospital from a single incident, an injury to staff or client, the flight or disappearance of a client, property damage to a department asset or personal property, theft, vandalism, property

Interstate Compact for the Placement of Children

(ICPC) Services

State of Arizona

Department of Child Safety

Office of Procurement &

Contracts damage that will impact clients, relatives, DCS employees or administration, or the general public, and any other incident that may be considered newsworthy by the media or incur liability to the State of Arizona.

9.43 State: a state of the United States, the District of Columbia, the Commonwealth of Puerto Rico, the U.S. Virgin Islands, Guam, American Samoa, the Northern Marianas Islands, and any other territory of the United States.

9.44 Supervision: monitoring of the child and the child's living situation by the receiving state after a child has been placed in a receiving state pursuant to a provisional approval or an approved placement under Article III(d) of the ICPC or pursuant to a child's relocation to a receiving state in accordance with Regulation No. 1 of the ICPC.

9.45 Supervision report: provided by the supervising case worker in the receiving state; a written assessment of a child's current placement, school performance and health and medical status, a description of any unmet needs and a recommendation regarding continuation

9.46 Team Decision Meeting (TDM): The purpose of a TDM meeting is to engage the family in decisions about the safety, stability, and permanency of a child at critical points in a case. (See Team Decision Making Field Guide (CSO-1638) for detailed information). The meeting is a collaboration between the Department, parents, guardians and/or custodians, child (ren), extended family and kin, family support persons, and service providers.

9.47 Urban Counties: Includes Maricopa, Pinal, and Pima Counties.

End of Section 1-A

Interstate Compact for the Placement of Children

(ICPC) Services

State of Arizona

Department of Child Safety

Office of Procurement &

Contracts

11.0 PRICING

11.1 PRICING-ALL-INCLUSIVE. Pricing is all-inclusive, including any ancillary fees and costs required to accomplish the Scope of Work and all aspects of Contractor’s offer as accepted by DCS. Details of service not explicitly stated in the Scope of Work or in Contractor’s Offer, but necessarily a part of, are deemed to be understood by Contractor and included herein. All administrative, reporting, or other requirements, all overhead costs, profit, and any other costs toward the accomplishment of the requirements in the Contract are included in the pricing provided.

11.2 PRICE INCREASES. DCS may review a fully documented request for a price increase. The requested increase shall be in writing and be based upon a cost increase to the contractor that was clearly unpredictable at the time of the offer and is directly correlated to the price of the services concerned. Contractor must provide conclusive evidence of a need for any price increases such as being substantiated by the Producer Price Index, Consumer Price Index, or similar pricing guide.

1. Initial Contract prices shall be honored for one (1) year after award of

Contract.

2. All written requests for price adjustments made by the contractor shall be initiated forty-five (45) days before the contract is due to be extended for another year (45 days before contract end date).

3. All price adjustments will be implemented by a formal contract change order.

DCS shall determine whether the requested price increase or an alternate option is in the best interest of the State.

11.3 ADDITIONAL CHARGES. Any charges or fees not delineated in the Contract may not be added, billed, or invoiced under the Contract. All additional work shall be approved in advance and be in accordance with the contract rate.

12.0 INVOICING

12.1 Monthly Invoices

12.1.1 Invoices and supporting documentation shall be submitted between the

1st and the 15th of the month following each service month.

12.1.2 Invoices shall be submitted by the method listed below:

1. Via the DCS Case Management Welfare System (when available).

Interstate Compact for the Placement of Children

(ICPC) Services

State of Arizona

Department of Child Safety

Office of Procurement &

Contracts

a. The invoice shall be completed and submitted in the case management system

b. The monthly invoice shall include all of the required documentation as attachments

12.1.3 Final invoices shall be submitted by the 30th day of the month following the end of each contract year. The final invoice shall include all adjustments to invoices submitted during the immediately preceding contract year and all claims for unpaid services provided during the immediately preceding contract year.

12.1.4 Payment shall only be made by the Department upon receipt of a timely and accurately submitted invoice with required documentation as indicated above. Non-compliance shall delay the payment process

12.2 Defective Invoices. Without prejudice to its other rights under the Contract or further obligation to Contractor, DCS may, at its discretion, reject any materially defective invoice.

12.2.1 DCS shall notify Contractor after receipt if DCS determines an invoice to be materially defective.

12.2.2 Invoices will be deemed automatically rejected upon delivery if they:

1. are sent to an incorrect address;

2. do not reference the correct DCS contract number; or

3. are payable to any Person other than the Contractor.

12.2.3 DCS will have no obligation to pay against a defective invoice unless and until Contractor has re-submitted the invoice free of defects.

12.3 Payments (will not be made unless there is a correct invoice received)

12.3.1 DCS may pay accurate claims submitted with all required supporting documentation for any undisputed amounts due to the Contractor within the time specified in the Special Terms and Conditions.

12.3.2 DCS may, but is under no obligation to, pay by joint check or to pay directly to any Subcontractor or other creditor to whom any portion of Contractor’s requested payment is owed.

12.3.3 If DCS determines that an over-payment has been made to the

Contractor on any prior invoice, it shall inform Contractor of the amount and date of the over-payment and may deduct the over-paid amount from amounts then or thereafter due to the Contractor.

Interstate Compact for the Placement of Children

(ICPC) Services

State of Arizona

Department of Child Safety

Office of Procurement &

Contracts

12.3.4 The Contractor shall make payment of all undisputed amounts due to Subcontractors within thirty (30) days of receipt of funds from DCS applicable to their services.

End of Section 1-B

Interstate Compact for the Placement of Children

(ICPC) Services

State of Arizona

Department of Child Safety

Office of Procurement &

Contracts

SECTION 1-C: Special Terms and Conditions

The Special Terms and Conditions modify the Uniform Terms and Conditions and its Appendices. It can modify them by replacing, deleting, appending to, or revising the text of an existing provision or by inserting a new paragraph into an existing article. No other document modifies or adds to the Uniform Terms and Conditions, except as may subsequently be otherwise and expressly agreed and incorporated by Contract Amendment.

Definition of Terms

In addition to the terms and conditions defined in the Uniform Terms and Conditions and as used in the Contract, the following terms listed shall apply:

1.1 Acceptance…