CTR056497_Executed_Contract.pdf

9/1/2021 7/29/2021

CTR056497

Request for Proposal Solicitation No.

BPM003221

Description:

Child Specific Recruitment

State of Arizona Department of Child Safety Office of Procurement & Contracts 3003 N. Central Avenue Phoenix, AZ 85012

PART 1 of the Solicitation Documents Updated:

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

Part 1: Scope, Pricing and Terms and Conditions

Table of Contents

Table of Contents

SECTION 1-A: Scope of Work

SECTION 1-B: Pricing

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

State of Arizona Department of Child Safety Office of Procurement & Contracts

SECTION 1-A: Scope of Work

SECTION 1-A: Scope of Work

1.0 INTRODUCTION

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

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

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

2.0 Purpose and Background

2.1 Purpose: The purpose of this solicitation/contract is to increase the number of finalized legal permanency cases through guardianship and adoptions by identifying adoptive families and/or Legal Guardians for children in out-of-home care.

ADCS believes that every child is adoptable and strongly supports permanency for all children. Recruitment for permanent placements is critical to reach this goal. ADCS participation in recruitment initiatives includes but is not limited to participating in the Children’s Heart Gallery, responding to AZKidsNeedU and AdoptUSKids inquiries; creation and usage of statewide ADCS logos, including Children’s Heart Gallery or other ADCS adopted logos; the receipt and promotion of national AdoptUSKids media packets; and the statewide proclamations of Adoption and Foster Care month.

2.2 Background: Child Specific Recruitment (CSR) is the development of an individualized plan to obtain legal permanency through guardianship and/or adoption for a particular child based on the child’s background. It is often used for children who can be more difficult to place such as older children, sibling groups or those who are medically complex or who have behavioral health issues. Methods used for children in these groups include creative, inventive, outside of the box ideas to create new recruitment efforts that are different from any of the attempts already completed by ADCS.

State of Arizona Department of Child Safety Office of Procurement & Contracts

SECTION 1-A: Scope of Work

2.2.1 CSR includes developing to the greatest extent possible, a relationship with the child and encouraging them to play a central role in deciding on the recruitment materials, methods and targets used to recruit a family for them. This also involves educating the child on the meaning of adoption and helping the child prepare mentally and emotionally for the transition to the adoptive placement.

2.2.2 This service involves identifying placement for the child(ren) referred. Once placement is established, the contractor shall work in collaboration with all vested parties to provide additional support services to promote permanency and alleviate possible disruption of the foster/adoptive placement. Vested parties may include the Regional Behavioral Health Authority (RBHA), Court Appointed Special Advocates (CASA), Comprehensive Medical and Dental Program (CMDP), Division of Developmental Disabilities (DDD), Courts and Foster Care Review Board

(FCRB).

2.3 Currently, under a CSR plan, ADCS has an average of twenty (20) children in the South Region, four (4) children in the Northeast Region, twenty-five (25) children in the Northwest Region, and two-hundred and twenty-five (225) children in the Maricopa West and Maricopa East Regions. The data on successful placement and achieving permanency is provided in Exhibit A.

3.0 General Requirements

3.1 Accept all service approvals for service upon assignment of the case to the provider by a member of the ADCS Child Specific Recruitment team.

3.1.1 Accept service approvals from time of receipt to time of closure and return to ADCS. It is estimated there will be ten (10) new referrals per month.

3.1.2 Any attempt to return a service approval that has not been fully worked and approved by ADCS to close or return may require ADCS to recoup costs from the Provider associated with the case due to the early return.

State of Arizona Department of Child Safety Office of Procurement & Contracts

SECTION 1-A: Scope of Work

3.1.3 If one or more of the children in a sibling group on a service approval (but not all) find permanency, continue to work the service approval for the children who are still seeking permanency.

3.2 Provide all services indicated on the service approval.

3.3 Provide services by awarded region. Services are to be provided Monday through Friday, including evenings and weekends to accommodate the needs of the family’s schedule.

3.4 Access the ADCS Child Welfare Case Management System to enter case notes or other required documentation. The Contractor shall be responsible for any costs associated with accessing this online platform.

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

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

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

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

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

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

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

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

State of Arizona Department of Child Safety Office of Procurement & Contracts

SECTION 1-A: Scope of Work

4.0 Specific Requirements:

4.1 Service Requests:

4.1.1 Notify ADCS of employee assigned to the case within five (5) business days via email to CSR@AZDCS.GOV .

4.1.2 ADCS may request a Child Specific Recruitment Plan (CSRP) for:

4.1.2.1 A child or sibling group who is legally free for

permanency through legal guardianship or adoption;

4.1.2.2 A child or sibling group who is not yet legally free but the child has a case plan goal of adoption or guardianship; or

4.1.2.3 Any other child at the discretion of ADCS with court

approval.

4.1.3 Review and analyze the information in the case (current and former cases, including the original file if the child is a reentry from former adoption) for lost connections. Engage in direct contact with relatives, friends, former caregivers including kinship;

collaterals such as coaches, mentors teachers, behavioral health providers and/or significant adults found in the child’s records to identify potential adoptive families.

4.1.3.1 Reevaluation of family members located using family

finding software (Seneca, Accurint, etc) at least every six

(6) months. This includes resending letters and rerunning searches. At a minimum, methods of contact shall be phone calls, letters, emails, social media, text messages and any additional methods identified.

4.1.3.2 Review all home studies for information that could help identify potential adoptive families and find lost connections.

4.1.4 Learn about the well-being needs of the child(ren) through interviews. Interview all past and present parties to the case including but not limited to: the child(ren), caregivers, ADCS Specialist, Guardian Ad Litem, Child’s Attorney, Court Appointed mailto:CSR@AZDCS.GOV

State of Arizona Department of Child Safety Office of Procurement & Contracts

SECTION 1-A: Scope of Work

Special Advocate (CASA), Tribe and anyone else with knowledge of the child’s history and needs.

4.1.5 Contact all permanent living arrangements of the child’s siblings as appropriate.

4.1.6 Within 45 days, develop a proposed Child Specific Recruitment Plan (CSRP), DCS-1227A Exhibit C, for each service approval using information gleaned from all research and the appropriate involvement of the child(ren). All individualized plans shall be specific to the child(re)’s needs, interests and culture and not be generic recruitment activities. This includes reaching out to groups that have specific expertise that relate to the child(re)’s needs or shared interests.

4.1.7 Develop creative strategies to recruit potential Legal Guardians or adoptive families, as well as custom marketing tools such as social media, brochures, flyers, posters, letters, newspaper articles, TV interviews, Wednesday’s Child and radio spots if appropriate for the identified child to recruit potential legal guardian or adoptive families.

4.1.7.1 Verify with referring ADCS Specialist that the child(ren) has a current media release.

4.1.8 Submit CSRP to the ADCS Specialist within forty-five (45) days of receipt of the referral for approval. Implement CSRP once approved by ADCS within one (1) business day.

4.1.9 Share recruitment information with other CSR and Foster and Adoptive Support (FAS) contractors and faith-based organizations according to the child’s preference as well as any adoption placing agencies.

4.1.10 Maintain regular communication with the child’s ADCS Specialist at a minimum monthly basis.

4.1.10.1 Follow up with ADCS Specialist for updates from any

meeting the Youth Advocate is unable to attend within one

(1) week including but not limited to, Court Hearings, CFT Meetings, etc.

State of Arizona Department of Child Safety Office of Procurement & Contracts

SECTION 1-A: Scope of Work

4.1.10.2 Youth Advocate will communicate with their Central

Office Liaison if there are identified barriers in progressing towards permanency, within two (2) business days of the barrier arising.

4.1.11 Work effectively and efficiently with the Child, Family Team (CFT) on readiness for adoption. This includes but is not limited to: attending all CFT meetings, working collaboratively with ADCS and other professionals, and adding information gained in the CFT into the CSRP if appropriate.

4.1.12 Conduct a visit at least monthly for a minimum of one (1) hour each visit with the child(ren). Visits should be conducted in person unless the child(ren) live out of state. If the child(ren) live out of state visits should be conducted virtually or telephonically if caregiver does not have virtual capability.

4.1.12.1 Update the child(ren) on the recruitment process (as appropriate);

4.1.12.2 Develop and strengthen the relationship with the

child(ren);

4.1.12.3 Work with the child using ADCS approved curriculum(s) to prepare him/her for adoption. Approved curriculum includes Wendy’s Wonderful Kids/Dave Thomas model, 3-5-7 and the Bob Friend Family Find model. Any alternative curriculum must be pre-approved by ADCS.

Contact CSR@AZDCS.gov for approval process.

4.1.12.4 Support the child through the process based on activities and recommendations from the model the agency is using.

4.1.13 Combine individual Specialized Child Specific Recruitment Activities (activities for available children to meet potential adoptive families, interactive events, etc.) with other group Specialized Child Specific Recruitment Activity opportunities.

4.1.14.1 Present child(ren) at Foster Parent College at least quarterly, rotating agencies, and document the location of mailto:CSR@AZDCS.gov

State of Arizona Department of Child Safety Office of Procurement & Contracts

SECTION 1-A: Scope of Work the presentation in the Subsequent Ninety (90) Day Report, DCS-1227B Exhibit D.

4.1.14 Ensure child(ren) are signed up for and are present and ready for ADCS recruitment events, including transportation to and from the event.

4.1.14.1 If a child is unable to attend an event or there is not one scheduled in the next quarter, the contractor is required to get professional photos of the child in 300dpi by the next quarter.

4.1.15 Update the CSRP every ninety (90) days documenting activities and results identified in the approved plan and new ideas for working the referral and timeframes. Failure to complete a previously approved plan may result in the reduction of the payment milestone consistent with the section of the plan that was not completed.

4.1.16 Create an ADCS Children’s Heart Gallery (CHG) profile for each child. Register and complete a profile for Adopt Us Kids (AUK).

Profiles should be updated at minimum once per year and include the child’s picture and a narrative.

4.1.17 Support both current and new caregiver during transition to the new placement as well as stabilization efforts with the new caregiver to prevent disruption.

4.1.18 Continue to have connection and contact with the child(ren) after placement in an identified home until finalization of legal guardianship or adoption or as determined by ADCS.

4.1.19 Ensure the CSRP remains open and active until permanency is achieved or closure is approved by ADCS based on the criteria outlined in DCS-1227D Closure Report Guidelines, Exhibits F.

4.1.20 Respond to all requests from ADCS for updates regarding the referred child (ren) within two (2) business days.

4.2 Close out procedures

State of Arizona Department of Child Safety Office of Procurement & Contracts

SECTION 1-A: Scope of Work

4.2.1 Notify the Central Adoption Recruitment Team at

CSR@AZDCS.gov 30 days prior to the end of the service approval.

4.2.2 Complete the Child Specific Recruitment Closure Form DCS- 1227C (Exhibit E) under the following circumstances:

4.2.2.1 When the service approval has been end dated. The CSR Program will re-evaluate the service approval and determine if a new service needs to be requested.

4.2.2.2 When all children on the service approval finalize on an adoption or guardianship.

4.2.2.3 When the child(ren) has been transitioned into a family-like setting, is stable and at least six (6) months of support has been provided.

4.2.3 Submit Closure Report by the 15th day of the month following closure.

4.3 Transition to Family Like Setting: For those children not currently in a family like setting, the provider is required to support transition to a family like setting if the child(ren) is deemed ready for transition:

4.3.1 Identify a family like setting if adoption/guardianship has not been identified or is not in the child’s desired permanency goal plan.

Placement in a family like setting does not end the Contractor’s requirement to seek permanency.

4.3.2 Upon review and evaluation of readiness for transition based on CSRP progress, child(ren)’s behavior and ability to maintain behaviors, make a recommendation to the referring ADCS Specialist to support placement in a family like setting and document in the CSRP;

4.3.3 Participate in transitional meetings with identified child(ren) in order to ensure a smooth transition to the next placement.

4.3.4 Ensure that child(ren) are properly prepared for transition to a less restrictive service.

State of Arizona Department of Child Safety Office of Procurement & Contracts

SECTION 1-A: Scope of Work

4.3.4.1 Explain the discharge plan to the child(ren);

4.3.4.2 Help the child(ren) understand the plan; and

4.3.4.3 Arrange and accompany the child(ren) on pre-move

visitations as mutually agreed upon between the placements.

4.3.5 Ensure the child(ren) is provided opportunities for private and open communication and visits with receiving placement family members and relatives, significant others or potential and/or former foster parents to preserve and enhance relationships with and attachments to the family

4.3.6 Coordinate with the previous placement in the transition of the child(ren) to the next placement

4.3.6.1 Obtain the name of a contact person at the previous

placement who is familiar with the child(ren) and will be responsible for answering the questions from the new caregiver about the child(ren) during the transition and up to sixty (60) calendar days after the child(ren) is transitioned to the new placement; and

4.3.6.2 Work with the ADCS Specialist to ensure all medications and documentation, as well as the contents of the child(ren)’s case plan is current.

4.3.7 Permanency Supports: The adoptive/guardianship family shall receive support from the Contractor and ADCS before and during placement that will allow adoption/guardianship parents to be successful, long term. Supports should include but not be limited to:

4.3.7.1 Continued monthly visits with the child(ren) until

permanency is finalized.

4.3.7.2 Continue completing the Subsequent Ninety (90) Day

Report updating the CSR Program on the child’s stability until permanency is finalized.

State of Arizona Department of Child Safety Office of Procurement & Contracts

SECTION 1-A: Scope of Work

4.3.7.3 Collaborate with community organizations, faith-based organizations, American Indian Tribes, current adoptive parents and ADCS to offer resources to the family as needed.

4.3.7.4Provide support to the caregiver if issues are identified to prevent disruption. Living arrangement disruptions may have a negative, long term impact on the child(ren).

4.3.7.5 Provide a list of available crisis intervention services the family can access if needed.

4.3.7.6 Provide a list of professionals working with the child(ren) that includes contact names, phone numbers and the contact’s responsibilities to the family.

4.3.7.7 Provide a list of training dates, times and locations to the family that would assist in their care of the child(ren).

4.3.7.8 Consult with the ADCS Specialist on how to assist the caregiver with subsidy applications (if applicable).

4.3.7.9 Notify the ADCS Specialist of any additional needs of the child(ren) so that the ADCS Specialist can refer the child to additional services if needed.

5.0 CONTRACTOR REQUIREMENTS: THE CONTRACTOR SHALL:

5.1 Staffing:

5.1.1 Accept referrals upon contract effective date.

5.1.2 Have adequate staff assigned to each awarded region to

provide the service capacity listed in their proposal.

5.1.3 The recommended caseload is twenty (20), with a

maximum of twenty-five (25). Cases can be placed on hold if the child(ren) has entered a facility to address other needs, such as behavioral health and/or delinquency or the child(ren)’s whereabouts are unknown. For other outstanding circumstances, contact CSR@AZDCS.gov for approval to place the case on hold.

State of Arizona Department of Child Safety Office of Procurement & Contracts

SECTION 1-A: Scope of Work

5.1.4 Complete the Facility and Location Staffing chart to

identify the number of staff providing services. The Contractor shall report any changes in staffing by sending a secure email providing a revised Facility Location & Staffing Chart to the assigned ADCS Contract Administrator within ten (10) days of the occurrence.

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

5.1.5.1 Be at least twenty-one (21) years of age

5.1.5.2 High School Diploma or GED

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

5.1.5.4 Experience in cultural diversity

5.1.5.5 Staff should have a minimum of one (1) year of experience working with individuals transitioning out of a behavioral health facility or higher level of care. This can be a combination of education, experience and completed training necessary for the type of service they are delivering

5.1.5.6 Have both a clear Central Registry Background Check and a current Level One fingerprint clearance card prior to delivering services to ADCS clients and review and update annually.

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

a. No Driving While Intoxicated (DWI) or Driving Under the Influence (DUI) during the life of the Contract or in the five (5) years preceding the Contract.

b. No At Fault Accidents during the life of the Contract or in the five (5) years preceding the Contract.

State of Arizona Department of Child Safety Office of Procurement & Contracts

SECTION 1-A: Scope of Work

c. No more than two (2) moving violations during the life of the Contract or in the five (5) years preceding the Contract.

d. No more than one (1) excessive speed (per the A.R.S. § 28-701.02) violation during the life of the Contract or in the five (5) years preceding the Contract.

e. No criminal violations during the life of the Contract or in the five (5) years preceding the Contract.

f. A valid driver's license that has not been suspended or revoked due to a moving violation within the last three (3) years of date of hire.

g. New hires and current employees who have had their license suspended or revoked for issues other than moving violations (i.e. due to nonpayment of registration fee or parking ticket), can provide transportation to ADCS clients if:

• Their license has been reinstated, and

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

h. Have valid car insurance

5.1.5.8 Current CPR certification

5.1.5.9 Have not been placed on probation or parole for the last ten

(10) years from date of employment.

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

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

State of Arizona Department of Child Safety Office of Procurement & Contracts

SECTION 1-A: Scope of Work

5.1.6 Verification is to be kept in the Personnel File

5.2 Professional Standards:

5.2.1 Staff are to be well groomed and present a professional appearance. This includes recruitment events. Clothing prohibited to wear includes:

5.2.1.1 Any garments deemed inappropriately tight, short, or

revealing (mesh tops, midriff tops, tank tops, tube tops, short shorts, workout and/or yoga pants, etc.)

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

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

5.2.1.4 Clothing shorter than 2" above the knee

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

5.2.3 No employees, under any 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.

5.3 Personnel File:

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

5.3.1.1 Proof of education (i.e. High School or College transcripts);

5.3.1.2 Proof of work experience (i.e. resume);

5.3.1.3 Any certifications (i.e. EMT, Medical, etc.);

5.3.1.4 Central Registry Background Check;

5.3.1.5 Level One fingerprint clearance card;

State of Arizona Department of Child Safety Office of Procurement & Contracts

SECTION 1-A: Scope of Work

5.3.1.6 Proof of training;

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

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

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

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

5.3.1.11 Evidence of drug testing records including pre-

employment drug testing results and random annual drug testing results.

5.4 Service Case Records:

5.4.1 Establish and maintain a confidential service case record for each child and/or caregiver to whom services are provided. A service case record shall include at least the following information:

5.4.1.1 Copy of the referral packet;

5.4.1.2 All documents related to services provided to client;

5.4.1.3 All reports and forms identified in Section 6.0;

5.4.1.4 Copies of any documents provided by the parent/caregiver;

5.4.2 Record of all contacts in person, in writing, electronically or telephonically,

5.4.3 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.

State of Arizona Department of Child Safety Office of Procurement & Contracts

SECTION 1-A: Scope of Work

5.4.4 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.

5.4.5 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.

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

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

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

5.4.5.2 Arizona State Library Archives

(http://www.azlibrary.gov/arm/retention-schedules)

5.4.5.3 ADCS Business Associate Agreement with HITECH

5.4.5.4 The Social Security Administration Privacy Act

(https://www.ssa.gov/privacy/privacy_act_1974.html).

5.4.7 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 for purposes outside this SOW.

5.5 Transportation

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

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

5.5.3 Ensure motor-vehicle safety in vehicles as evidenced by:

https://procure.az.gov/bso/ https://dcs.az.gov/about/dcs-policies http://www.azlibrary.gov/arm/retention-schedules https://www.ssa.gov/privacy/privacy_act_1974.html

State of Arizona Department of Child Safety Office of Procurement & Contracts

SECTION 1-A: Scope of Work

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

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

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

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

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

5.6 Training:

5.6.1 All staff that upload documents into the ADCS Child Welfare Case Management System shall complete the ADCS Annual Security Training.

5.6.2 All Youth Advocates must shadow their Central Office Liaison or designated ADCS staff member to navigate/mine the file and/or the ADCS Child Welfare Case Management System.

5.6.3 All staff must be trained in an evidence based curriculum approved by the Department relating to children and parents (biological, foster, kindship, and adoptive) receiving services in the child welfare system (i.e. 3-5-7 Model) and/or child focused recruitment (i.e. Wendy’s Wonderful Kids).

6.0 REPORTING REQUIREMENTS:

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

6.2 Significant Incident Report – ADCS Form CSO-1151A (Exhibit G) – Contractors shall contact ADCS within two (2) hours of discovering a client(s) has experienced any incident(s), and submit the written report within twenty-four (24) hours.

State of Arizona Department of Child Safety Office of Procurement & Contracts

SECTION 1-A: Scope of Work

6.2.1 Utilizing the ADCS Significant Incident Report form as provided, document and report any incident as listed, but not limited to, the following:

• Individual deaths;

• Suicide ideation and/or attempts;

• Self-abuse;

• Bullying;

• Physical abuse and allegations of physical abuse;

• Sexual abuse and allegations of sexual abuse;

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

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

• When medicine is administered in an emergency situation;

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

• Adverse medication reactions resulting in medical intervention;

• Inpatient hospitalized clients;

• 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;

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

• Assault, Fighting or Physical Aggression

• Damage or theft of property;

State of Arizona Department of Child Safety Office of Procurement & Contracts

SECTION 1-A: Scope of Work

• Substance Abuse;

• Police involvement;

• Emergency Evacuations;

• Transportation/traffic-related incidents;

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

• When a physical restraint is used; and

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

6.2.2 Incident reporting procedure: When filing an incident report refer to Submitting an Incident Report vs. Calling the Hotline, Exhibit H, to see if calling the hotline is also required.

6.2.2.1 If an Incident Report is required:

i. The Contractor shall report to the ADCS Specialist, either verbally or via email, within two (2) hours of discovering the child has experienced any of the accidents or incidents listed in 6.2.1;

ii. Complete the ADCS Incident Report; and

iii. Submit a written ADCS Incident Report to the ADCS

Specialist within twenty-four (24) hours after the initial notification.

6.2.2.2 If a call to the Child Abuse Hotline is required:

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

ii. Make a police report (if applicable).

6.3 Deliverables (Programmatic Reports) that shall be submitted by the Contractor within the timeframes provided below via email (as may be amended).

State of Arizona Department of Child Safety Office of Procurement & Contracts

SECTION 1-A: Scope of Work

6.3.1 Provider must submit a proposed Child Specific Recruitment plan (CSRP) (DCS-1227A) to ADCS for approval within forty-five (45) days after the date of referral. The CSRP shall cover the first ninety (90) days of recruitment activities and shall detail the individualized activates, strategies and resources to be implemented.

6.3.2 Include sample/draft marketing materials and the distribution plan of these materials, and specific areas that may attract potential foster and adoptive parents with ties and/or similar interests to the child or sibling group.

6.3.3 Submit a Subsequent 90 Day Report (Reporting Deliverables Child Specific Recruitment, Exhibit D) (DCS-1227B) within the first ninety (90) days and every ninety (90) days thereafter until a Closure Report has been completed, submitted and approved by

ADCS.

6.3.4 CSR Closure Report, Exhibit E, (DCS-1227C) must be completed in accordance with the CSR Closure Report Guidelines, Exhibit F, (DCS-1227D) as outlined in Section 4.2.2.

6.3.5 Providers must submit a Monthly Provider Report on the first of every calendar month (see Exhibit I).

7.0 ADCS RESPONSIBILITIES:

7.1 ADCS will be committed to maintaining a positive and collaborative relationship with the Contractor by providing transparency through regular communications. ADCS shall provide the following support to awarded Contractors:

7.2 ADCS field and Central Office staff shall respond to communications with CSR staff within two (2) business days

7.3 ADCS field and Central Office staff shall provide regular updates, communication and inclusion of the providers being added to the youth’s team.

7.4 ADCS Central Office staff shall review and approve all reports within five (5) business days of a report being submitted. Upon approval, State of Arizona Department of Child Safety Office of Procurement & Contracts

SECTION 1-A: Scope of Work

Central Office staff shall immediately submit a service request authorization for billable reports.

7.5 ADCS field and Central Office staff shall make themselves available to assist with removing permanency barriers to staff cases with the contracted agencies upon request and act as a liaison between the contracted providers and field staff.

7.6 ADCS Central Office staff shall host a meeting four (4) times a calendar year with the CSR providers, Match Meeting Specialist, and Central Office Liaisons to discuss barriers, provider needs and any other appropriate updates specific to the CSR case(s).

7.7 ADCS Central Office staff shall track finalizations and closures using the Monthly Provider Reports from each CSR agency.

7.8 ADCS field and Central Office staff shall review and respond to all requests for case closure within seven (7) business days of receipt.

7.9 ADCS Central Office staff shall provide and manage sign-up sheets for recruitment events such as the Children’s Heart Gallery photoshoots to CSR agencies at least four (4) weeks before the date of the event.

7.10 ADCS field staff are responsible for providing the redacted file and child information sheet for all identified permanent homes, (this includes kinship).

7.11 ADCS field staff are responsible for scheduling paper staffing and full disclosure meetings, as well as identifying a neutral third party to attend the meetings, such as a Match Meeting Specialist.

7.12 ADCS field staff are responsible for communicating with the Youth Advocate to ensure that they are invited to all meetings, CFT meetings, IEP meetings, TDM meeting, Court Hearings, etc.

7.13 ADCS field staff are responsible for requesting a home study.

7.14 ADCS field staff will provide office space to allow for Youth Advocate to file mine. Contact should be made with your Central Office Liaison for scheduling.

8.0 PAYMENT UNITS:

State of Arizona Department of Child Safety Office of Procurement & Contracts

SECTION 1-A: Scope of Work

8.1 One (1) case rate will be made upon completion of the following milestones:

8.1.1 Child Specific Recruitment Plan – Completed CSRP shall be sent to ADCS within forty-five (45) days of receipt of service approval as described in Scope of Work, section 6, sub-section 6.3.1.

Milestone payment will be 9% of the case rate.

8.1.2 Visits – Complete visits one time per month for one (1) hour as described in Scope of Work, section 4, subsection 4.1.12. This milestone will be 36% of the case rate, billable monthly (i.e. each monthly visit will result in 1.5% of the case rate).

8.1.3 Reporting Deliverable, Child Specific Recruitment Subsequent 90 Day Report – Complete and submit as described in the Scope of Work, section 6, subsection 6.3.3. Milestone payment will be 49% of the case rate. This milestone includes at risk deductions. (i.e.

each 90 day report area not completed will result in a 5% reduction of the payment).

8.1.4 Closure Report – Completion and submission of the Closure Report as described in Scope of Work, section 6, subsection 6.3.4.

Milestone payment will be 6% of the case rate.

8.2 Non-Inclusive in the Case Rate are Incentive Payments. Incentive Payments will not be paid out again if the case is closed and reopened.

8.2.1 Placement in a family like setting in lieu of permanency: The payment will be $1,000.

8.2.1.1 This payment is not available if the child is in a family like setting at time of referral.

8.2.1.2 Incentive payment will only be received by contractors who have successfully transitioned a child (ren) into a family like setting with no disruption for six (6) months after transition to the new home.

8.2.2 Permanency payment: Payment for achievement of permanency, will be made when permanency is finalized through guardianship or adoption. This payment will be 30% of the case rate.

State of Arizona Department of Child Safety Office of Procurement & Contracts

SECTION 1-A: Scope of Work

8.2.3 Incentive payments are subject to the availability of funds, and the Department may put a cap based on the availability of funds.

8.2.4 If an incentive is paid to the provider for transitioning a child or sibling group into a family-like setting, then the incentive for permanency is no longer available for that same child or sibling group.

8.2.5 If part of a sibling group in a service approval finds permanency or transitions to a family like setting and the incentive has been given, the provider is still eligible for future incentives as they continue to find permanency or a family like setting for the other child(ren) on the SA.

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State of Arizona Department of Child Safety Office of Procurement & Contracts

SECTION 1-A: Scope of Work

9.0 PERFORMANCE REQUIREMENTS

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

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

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

# Performance Measure Target Due By Performance Reporting

Method Report

Frequency Measure Reference

1 Number of CSRPs resulting in permanency with six (6) month stability >65%

6 Months After Permanency

Achieved Closure Report One (1) per referral Completion Status

CSR SOW

Detailed documentation of identification and engagement of at least one relative/fictive kin for each referred case prior to case closure.

>75% within seven (7) days of notice of referral closure

Closure Report One (1) per referral Completion Status

Scope of Work, Section 4.1.3

3 Submit all reports within the time frame prescribed in the SOW 100% Varies - See SOW references Varies Varies Completion Status CSR SOW

Accept referral within two (2) business days and notify ADCS of Youth Advocate assigned to the case within five (5) business days.

100%

Referrals within two (2) business days and notifications within five (5) business days

Email to CSR@AZDCS.gov received within five (5) business days

One (1) per referral Completion Status

Scope of Work, Section 4.1.1

Participates in all recruitment activities outlined in the CSRP and subsequent 90 day reports

100% Varies - See SOW references

CSRP

Every 90 days

Completion Status Scope of Work, Section

4.1.7 - 4.1.9, 4.1.16,

6.3.1 – 6.3.3

State of Arizona Department of Child Safety Office of Procurement & Contracts

SECTION 1-A: Scope of Work

10.0 DEFINITIONS

10.1 Arizona Department of Child Safety (ADCS): The state agency whose primary purpose is to protect children and includes the coordination of services to achieve and maintain permanency on behalf of the child. Also referred to as the “Department” or “ADCS”.

10.2 Arizona Procurement Portal (APP): The State’s approved

eProcurement system.

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

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

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

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

10.7 Central Registry: The information maintained by the ADCS of substantiated reports of child abuse or neglect for the purposes of A.R.S.

§ 8-804.

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

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

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

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

10.12 CCPT: Collaborative Community Partnership Teams

10.13 CMDP: Comprehensive Medical and Dental Program

State of Arizona Department of Child Safety Office of Procurement & Contracts

SECTION 1-A: Scope of Work

10.14 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.

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

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

10.16 Days: are calendar days unless otherwise stated.

10.17 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.

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

10.19 Foster Care Review Board (FCRB): is a group of volunteers who review the case of every dependent child who remains in out-of-home care at least every six (6) months. The FCRB is mandated to make determinations in these four key areas:

10.19.1: safety, necessity, and appropriateness of placement;

10.19.2: case plan compliance;

10.19.3: progress toward mitigating the need for foster care; and

10.19.4: a likely date (target date) by which the child may be returned home or placed for adoption or legal guardianship.

The FCRB cannot direct the agency to take specific actions concerning a child; however, it may make recommendations to the Juvenile Court regarding plans and services for a child or family. Foster Caregivers are encouraged to attend either in person or by telephone to provide valuable input about the care and progress of the child.

State of Arizona Department of Child Safety Office of Procurement & Contracts

SECTION 1-A: Scope of Work

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

10.21 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.

10.22 Foster Child: A person less than 18 years of age who is receiving foster care. “Foster Child” is further defined under A.R.S. § 8-501(4). For the purpose of this contract, “foster child”:

10.22.1: 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;

10.22.2: Includes a child with Developmental Disability placed by ADCS in a child developmental home;

10.22.3: 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

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

10.23 Foster Home: 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.

10.24 Foster Parent: 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 definitions.

10.25 Hazard: A condition or situation that may cause or result in a physical injury or illness to a child.

10.26 Individual Service Plan: A written document that identifies the young adult’s goals for self sufficiency and the target date, desired outcomes, tasks, time frames and responsible parties.

State of Arizona Department of Child Safety Office of Procurement & Contracts

SECTION 1-A: Scope of Work

10.27 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.

10.28 Parent: The lawful and natural father or mother of a person.

10.29 Permanent Housing: A living arrangement chosen and secured by (or on behalf of) a young adult, where the young adult resides (or will reside after exiting the Extended Foster Care Program) and has demonstrated the ability to maintain independent of supports provided through the Department

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

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

10.32 Referral: ADCS’s written, signed request for specific services. It may include a match or unmatched service authorization.

10.33 RBHA: means Regional Behavioral Health Authority

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

10.35 Safe: a state in which a child is not in danger of immediate or serious harm.

10.36 Safe Sleep: The Safe to Sleep® campaign, formerly known as the Back to Sleep campaign, focuses on actions parents/caregivers can take to help their baby sleep safely and to reduce the baby's risk of Sudden Infant Death Syndrome (SIDS) and other sleep-related causes of infant death.

All homes with a placement under one (1) year of age shall have a Safe Sleep Commitment Form signed and placed in the case records.

10.37 Safety Threats: Family behavior, conditions or circumstances that could result in harm to a child.

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

10.39 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

State of Arizona Department of Child Safety Office of Procurement & Contracts

SECTION 1-A: Scope of Work 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 damage that will impact clients, relatives, ADCS 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.

10.40 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.

A trained facilitator will facilitate all Team Decision Making meetings.

The TDM facilitator’s role is to guide group discussion surrounding the safety and/or permanency of the child (ren) involved in an ADCS case The facilitator will strive to reach group consensus that the recommended plan is the least restrictive and least intrusive, sufficient to maintain child safety, and in the best interest of the child (ren).

10.41 Transitional Youth: A person age eighteen (18) through twenty (20) and who was formerly in foster are and the subject of a dependency petition, adjudicated dependent or placed voluntarily pursuant to A.R.S. § 8-806.

10.42 Urban…