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PART ONE (1) – TABLE OF CONTENTS

ARIZONA DEPARTMENT

OF HEALTH SERVICES

150 North 18th Avenue, Suite 530 Phoenix, Arizona 85007

REQUEST FOR PROPOSAL No.: BPM004592

Arizona Hearing and Vision Screening Training Program

*The following Table of Contents applies to all attachment documents in APP for this Solicitation*

SECTION CONTENT

I. Part One (1) Notice Page

Table of Contents

Scope of Services

Special Terms and Conditions

Uniform Terms and Conditions

II. Exhibits Exhibit 1: Monthly Progress Report

Exhibit 2: Sensory Training Summary & Roster

Exhibit 3: Observation Report

Exhibit 4: Contractor’s Expenditure Report (CER) Exhibit 5: Annual Site Visit Report

III. Part Two (2) Special Instructions to Offerors

Uniform Instructions to Offerors

IV. Attachments located in APP within the “Technical Questionnaire” tab:

Attachment A: Offer and Acceptance

Attachment B: Notices, Correspondence and Payments

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

Attachment D: Participation if Boycott of Israel

Attachment E: References

Attachment F: Budget Workbook

PART ONE (1) – SCOPE OF SERVICES

OF HEALTH SERVICES

150 North 18th Avenue, Suite 530

I. SCOPE OF SERVICES

1. DEFINITIONS

1.1. “ADHS” refers to the Arizona Department of Health Services.

1.2. “BWCH” refers to the Bureau of Women’s and Children’s Health within the Arizona Department of Health

Services.

1.3. “Certification of Completion” refers to an electronic document issued to an individual who has completed the training conducted by the Contractor to become a hearing and/or vision trainer or screener.

1.4. “CEU” refers to Continuing Education Units, which is a fifty (50) to sixty (60) minute continuous course.

1.5. “Contractor” refers to the entity that is awarded funds.

1.6. “Curriculum” refers to the hearing and vision curriculum that was created by the ADHS Sensory Screening

Program to train individuals to become ADHS certified trainers or screeners for hearing and/or vision.

1.6.1. The curriculum can be carried out in a variety of formats including in-person, web-based, or a hybrid

(combination of in-person and web-based).

1.7. “Database” refers to the Qualtrics system that contains all hearing and vision certifications for trainers and screeners.

1.8. “Fee-based training persons/agencies” refers to an individual or agency who are currently a hearing and/or vision trainer who are conducting training for a fee.

1.9. "FTE" refers to Full Time Equivalent staffing positions.

1.10. “Hearing Screening” refers to the mandated hearing screening that must occur in school-aged children as defined in Arizona Revised Statute. Title 36 - Public Health and Safety Chapter 7.2. - Child Hearing Evaluation and Vision screening Programs. Title 9, Health Services, Chapter 13.

1.11. “Hearing and Vision Screening Training Program” refers to the training program that will be carried out by the Contractor to train those who are interested in becoming a certified hearing and/or vision trainer or screener.

1.12. “Hearing & Vision Training Institutes” refers to hearing and vision training that are pre-scheduled and are held in specific counties in Arizona to provide access to individuals living in rural parts of the State. These trainings are held in addition to other training that the Contractor hosts or is requested by a school(s).

1.13. “Instrument-Based Vision Screening Devices” refers to photo screeners or autorefractors.

1.14. “K-12 Instruction” refers to children who are enrolled in a school, accommodation school, charter school and/or private school as defined in A.R.S § 15-101.

1.15. “Master Trainer” refers to an individual who was trained through a contract with the University of Arizona Maricopa Cooperative Extension through the Train the Trainer (T3) Program Collaborative that trained health care professionals, school personnel and others to be Hearing and/or Vision Trainers.

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150 North 18th Avenue, Suite 530

1.16. “Otoacoustic Emissions (OAE)” refers to an audiological instrument used to determine the status of an individuals’ cochlear function.

1.17. “Preschool” refers to the instruction preceding kindergarten provided to individuals three to five-year-old (3-

5) through a school.

1.18. "Program Manager" refers to the ADHS Sensory Screening Program Manager.

1.19. “Pure-Tone audiometer” refers to an audiological instrument that is used to perform a three-frequency, pure tone hearing screening on a child.

1.20. “Renewal Certification” refers to an electronic document issued to an individual who has completed the renewal training conducted by the Contractor to become a hearing and/or vision trainer or screener.

1.21. “Screener” refers to an individual qualified to perform a hearing and/or vision screening.

1.22. “Special Education” refers to children as specified in A.R.S. § 15-761.

1.23. “Sub-Contractor” refers to an eligible entity that receives funding through an awardee by partnering in the application and implementing services.

1.23.1. Could include those formerly known as Master Trainers and T3 Trainers or those who are currently fee-based training persons/agencies

1.24. “Training Calendar” refers to a virtual calendar hosted on the ADHS Sensory Screening Program website that will be updated so that the public is aware of upcoming training.

1.25. “T3 Trainer” refers to an individual who was trained through a contract with the University of Arizona

Maricopa Cooperative Extension through the Train the Trainer (T3) Program Collaborative that trained health care professionals, school personnel and others to be Hearing and/or Vision Trainers.

1.26. “Trainer” refers to an individual who:

1.26.1. Has a current certificate of completion, and

1.26.2. Provides classroom instruction and assessment of competency in using audiological and/or vision equipment.

1.27. “Tympanometry” refers to an audiological instrument used to determine the status of an individual’s middle ear.

1.28. “Vision Charts” refers to use of optotype charts (LEA symbols, HOTV letters, and SLOAN letters used in testing distance and near vision acuity.

1.29. “Vision Screening” refers to the mandated vision screening that must occur in school-aged children as defined in Senate Bill 1456 and forthcoming rules that are being created by the Arizona Department of Health Services

OF HEALTH SERVICES

150 North 18th Avenue, Suite 530

2. BACKGROUND

2.1. Hearing and vision screening is mandated by Arizona Revised Statute (ARS) Title 36 - Public Health and

Safety (ARS Title 36) Chapter 7.2 - Child Hearing Evaluation and Vision Screening Programs. Title 9, Health Services, Chapter 13 Department of Health Services- Health Programs Services (Title 9 of the Arizona Administrative Code) outlines the hearing screening rules. Children in public schools, charter schools, and private schools are required to have hearing screenings performed annually. The Hearing Screening Rules also dictate what level of training a person must have to perform the hearing screenings;

2.2. Vision screening legislation Senate Bill (SB 1456) was passed on August 17, 2019. This law requires vision screening of children in Arizona upon initial entry to school as well as not more than two (2) additional grade levels in a district or charter school that provides preschool, special education and/or kindergarten through twelfth (K-12) instruction. The vision screening law is in the ARS which can be found at: ARS §36-899.10.

While Vision Screening rules have not yet been established it is important vision screenings are regularly performed on Arizona school children. Until official rules are in place for vision screening, there are no official guidelines regarding vision training, screening, and reporting of data to the Arizona Department of Health Services (ADHS). Vision issues are the most preventable disabling condition that children experience, according to the American Academy of Pediatrics (AAP). But since young children aren’t able to articulate vision impairments, diagnosis and treatment relies entirely on regular screenings. Early vision screenings are a cost-effective way to identify and treat potential problems, which may lead to delayed sensory and social-emotional development, academic challenges, and permanent loss of vision. The AAP and the Children’s Eye Foundation of American Association for Pediatric Ophthalmology (APPOS) have stated that amblyopia, also known as a lazy eye, is the leading cause of blindness in children which is preventable and that twenty-five percent (25%) of school-aged children have a vision problem that impacts their learning ability. Therefore, until rules are officially in place, ADHS recommends that all school districts or charter schools that provide instruction in preschool, kindergarten, or special education programs and grades one

(1) through twelve (12), or any combination of those programs or grades perform vision screenings.

2.3. From 1998 to 2014 the sensory screening component was provided through a contract with the University of Arizona Maricopa County Cooperative Extension through the Train the Trainer (T3) Program Collaborative that trained health care professionals, school personnel and others to be Trainers. From 2014-2019 the hearing and vision training was maintained within the ADHS’ department, BWCH through a certified, trained employee. In 2020 it was determined that in order to achieve the goal of state-wide training the training component of the program shall be carried out by a community contractor with the capacity to train state-wide to meet the needs of the ADHS Sensory Screening Program and training needs of Arizona schools;

2.4. The ADHS BWCH will fund a state-wide training Contract utilizing the Title V Maternal and Child Block Grant, which aims to reduce infant mortality, the incidence of preventable diseases and handicapping conditions among children, and the need for inpatient and long-term care services and increase the number of children (especially preschool children) appropriately immunized against disease and the number of low income children receiving health assessments and follow-up diagnostic and treatment services. The Contractor shall administer Arizona’s hearing and vision training program. The program will be responsible for maintaining and updating the hearing and vision curriculum (including curriculum used for in-person and eLearning), Continuing Education Unit (CEU) requirements, perform statewide training of screeners and trainers, issue Certificates of Completion and maintain a statewide training calendar in partnership with ADHS, BWCH, Office of Children’s Health.

3. OBJECTIVE

To establish a free statewide hearing and vision screening training program to carry out requirements per Chapter

13. Department of Health Services - Health Program Services, ARTICLE 1. Hearing Screening and prepare for forthcoming rules to carry out ARS §36-899.10 Vision Screening.

https://www.azleg.gov/arsDetail/?title=36 https://azsos.gov/rules/arizona-administrative-code#ID9 https://azsos.gov/rules/arizona-administrative-code#ID9 https://apps.azsos.gov/public_services/Title_09/9-13.pdf https://www.azleg.gov/legtext/54leg/1r/bills/sb1456s.pdf https://www.azleg.gov/viewdocument/?docName=https://www.azleg.gov/ars/36/00899-10.htm https://apps.azsos.gov/public_services/Title_09/9-13.pdf https://apps.azsos.gov/public_services/Title_09/9-13.pdf https://www.azleg.gov/viewdocument/?docName=https://www.azleg.gov/ars/36/00899-10.htm

OF HEALTH SERVICES

150 North 18th Avenue, Suite 530

4. SCOPE OF SERVICE

The Contractor shall perform all activities necessary to maintain curriculum, monitor progress, prepare, facilitate, recruit, and train Trainers and Screeners for the statewide ADHS Sensory Screening Program including, Hearing and Vision Screening as stipulated in the ADHS Sensory Screening Program Policies and Procedures Manual (Link:

https://azdhs.gov/documents/prevention/womens-childrens-health/ocshcn/sensory-screening/sensory-screening-program-policy.pdf) and in compliance with the Chapter 13. Department of Health Services - Health Program Services, ARTICLE 1. Hearing Screening and forthcoming rules to carry out ARS §36-899.10 Vision Screening.

5. TASKS

The Contractor shall:

5.1. Designate a Program Lead (1.0 FTE) to oversee the activities and tasks of the ADHS Hearing and Vision Training Program;

5.2. Designate a Lead trainer(s) for hearing and vision screening to conduct in-person, web-based and/or hybrid (combination of in-person and web-based) training for trainers and screeners;

5.2.1. Lead Trainer shall meet trainer eligibility requirements as outlined in Hearing Screening Rules section R9-13-109. Trainer Eligibility and forthcoming Vision screening rules,

5.3. Serve as the hearing and vision trainer for the State of Arizona;

5.4. Review and maintain the ADHS Hearing and Vision curricula annually to ensure curricula are up to date;

5.4.1. Ensure consultation with subject matter experts including licensed audiologist and pediatric ophthalmologists and other relevant community partners with expertise in hearing and vision screening,

5.4.2. Ensure that the curricula are reviewed, evidence-based, and in alliance with national standards, including but not limited to:

5.4.2.1. American National Standards Institute (ANSI);

5.4.2.2. Acoustical Society of America (ASA);

5.4.2.3. American Academy of Audiology;

5.4.2.4. American Academy of Pediatrics (AAP);

5.4.2.5. American Association for Pediatric Ophthalmology and Strabismus (AAPOS);

5.4.2.6. National Center for Children's Vision and Eye Health (NCCVEH);

5.4.2.7. American Association of Certified Orthoptists (AACO); and

5.4.2.8. American Academy of Ophthalmology (AAO);

5.4.3. Be responsible for distributing and the printing of any and all materials associated with the ADHS

Hearing and Vision curricula (including but not limited to curriculum, handouts, and exams), https://azdhs.gov/documents/prevention/womens-childrens-health/ocshcn/sensory-screening/sensory-screening-program-policy.pdf https://azdhs.gov/documents/prevention/womens-childrens-health/ocshcn/sensory-screening/sensory-screening-program-policy.pdf

OF HEALTH SERVICES

150 North 18th Avenue, Suite 530

5.5. Provide in-person, web-based training, and/or hybrid (combination of in-person and web-based) training options for all hearing and vision screening training based upon the ADHS Hearing and Vision Curricula;

5.5.1. The web-based training requires the participant to demonstrate the hands-on competency portion of the curriculum.

5.5.1.1. Ensure that the prospective screeners have access to demonstrate the hands-on competency by an ADHS certified hearing or vision trainer in order to obtain their certification;

5.5.1.2. The hands-on competency can be conducted in-person or using a virtual platform; and

5.5.1.3. As needed, utilize subcontractors or community partners to assist. Use subcontractors or community partners to assist.

5.6. Adhere to use of subcontractor or community partners requirements:

5.6.1. Obtain pre-approval from ADHS of proposed subcontractor and contract,

5.6.2. Establish a respectful and consistent relationship with the subcontractor,

5.6.3. Monitor the subcontractor through annual site visits,

5.6.4. Provide an annual ethics and conflict of interest training,

5.6.5. Disseminate program information received from ADHS to the subcontractor,

5.6.6. Establish a contract with the subcontractor that outlines the duties and responsibilities for the subcontractor including monthly billing and reporting of deliverables,

5.6.7. Establish a contract with the subcontractor that agrees to follow the Terms and Conditions and insurance requirements, of this Contract,

5.6.8. Ensure subcontractor is implementing the curriculum with fidelity,

5.6.9. Ensure that the subcontractor is providing training free of charge to the public,

5.6.10. Provide supervision of subcontractors to ensure adhesion to the curricula and scope of work.

5.7. Conduct at a minimum Hearing & Vision Training Institutes in the counties identified below:

5.7.1. Maricopa County,

5.7.2. Pima County,

5.7.3. Coconino County,

5.7.4. Cochise County,

5.7.5. Yuma County, OF HEALTH SERVICES

150 North 18th Avenue, Suite 530

5.7.6. Mohave County,

5.7.7. Apache County,

5.8. All training provided shall be in accordance with the hearing rules and vision as defined in Background section 2.1 and 2.2 mandate;

5.9. The Training Institutes shall be in-person with a virtual option offered as deemed appropriate;

5.10. Conduct a total of sixteen (16) two-day Hearing and Vision Training Institutes each year for trainers and screeners. At a minimum once per Quarter in Maricopa, Pima and Coconino County. In addition, at a minimum once a year in Yuma, Mohave, Apache and Cochise County. The Training Institutes would be conducted over a two-day period with the first (1st) day devoted to the hearing screening training and the second (2nd) day for vision screening training;

5.10.1. The training shall include:

5.10.1.1. Hearing Training;

5.10.1.1.1. Pure-Tone,

5.10.1.1.2. Otoacoustic Emissions, and

5.10.1.1.3. Tympanometry,

5.10.1.2. Vision Training;

5.10.1.2.1. Vision Charts (LEA symbols, HOTV letters, and SLOAN letters) used in testing distance and near vision acuity,

5.10.1.2.2. Stereoacuity,

5.10.1.2.3. Color Vision, and

5.10.1.2.4. Instrument-based vision screening devices, 5.10.2.Additional training will be determined between ADHS and the Contractor,

5.11. Incorporate a survey to ensure participant feedback on training institutes;

5.12. Partner with schools/districts or county health departments to identify training spaces for the Hearing & Vision Training Institutes;

5.13. Maintain electronic copies of the sensory training summaries and rosters to submit to ADHS Sensory Screening Program for certification process;

5.14. Coordinate, perform, and document Training Observations of Hearing & Vision Trainers who meet the requirements per R9-13-111 and future vision rules (Link: https://apps.azsos.gov/public_services/Title_09/9- 13.pdf);

5.14.1. Observe new Hearing & Vision Trainers while conducting their first (1st) training session, and

OF HEALTH SERVICES

150 North 18th Avenue, Suite 530

5.14.2. Hold sessions in a classroom setting at a pre-arranged location,

5.15. Maintain an up-to-date statewide training calendar to be shared on the ADHS Sensory Screening Program webpage Link: ADHS - Children and Youth with Special Health Care Needs - ADHS Sensory Screening Program (azdhs.gov);

5.15.1. Shall include the ability for schools and/or child serving agencies to schedule or request a training by the Contractor,

5.16. May reserve audiological and visual equipment through the Sensory Screening Loaner Equipment Program or purchase the necessary equipment for the purpose of carrying out training;

5.16.1. Reservations must be submitted using the Program’s Checkfront booking system,

5.17. Partner with community organizations to provide hearing and vision training for trainers/screeners including initial and renewal certifications, and CEU courses at community events i.e. annual School Nurses Organization of Arizona (SNOA) conference or other ADHS identified conferences not to exceed two (2) per year;

5.18. Develop and maintain a CEU process for Hearing Trainers/Screeners based upon the hearing rules R9-13- 108, R9-13-109, R9-13-112, and R9-13-113;

5.18.1. Provide identification of CEU courses to be taken by Hearing Trainers/Screeners, and

5.18.2. Provide an annual schedule by January 1st of each year that will first be reviewed and approved by

ADHS,

5.19. Develop materials and coordinate outreach to inform schools statewide, community partners, and the Arizona Department of Education (ADE) about the availability of the Sensory Screening Program Training.

This includes but is not limited to:

5.19.1. Preschools,

5.19.2. Public,

5.19.3. Private,

5.19.4. Charter schools,

5.19.5. Head Start programs,

5.19.6. First Things First programs, and

5.19.7. Ensure that outreach materials and information reach schools located in rural and underserved parts of the State (i.e., tribal; Title I schools, Part A (Title I) of the Elementary and Secondary Education Act),

5.19.7.1. Outreach materials should include but is not limited to:

5.19.7.1.1. Providing information about future trainings and other resources about the training institute.

https://www.azdhs.gov/prevention/womens-childrens-health/ocshcn/index.php#hearing-screening https://www.azdhs.gov/prevention/womens-childrens-health/ocshcn/index.php#hearing-screening https://adhssensoryprogram.checkfront.com/reserve/

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5.20. Meet at a minimum monthly with the ADHS Sensory Screening Program Manager to provide updates, review data, and other items to be identified;

5.21. Prepare Monthly Contractor’s Expenditure Report (CER) and all related documentation detailing services and rates as shown on the contract Price Sheet;

5.22. Participate in the quarterly convening of the ADHS Sensory Screening Workgroup and any additional meetings identified by ADHS. Contractor will provide representation at convening of Sensory Screening workgroups with initiatives to be identified by ADHS;

5.23. Participate in an annual site visit with ADHS. This will include ADHS monitoring an in-person training facilitated by the Contractor;

5.24. Participate in Quality Management/Assurance of the Arizona Hearing & Vision Screening Training Program;

5.25. Include ADHS Sensory Screening Program Manager in all Trainer/Screener mailings and e-mail lists including but not limited to training and marketing materials, correspondence, and notices;

5.26. Communicate effectively with people who require communication assistance;

5.27. Ensure that individuals with a vision, hearing, or speech disability can communicate with, receive information from, and convey information to the Contractor;

5.28. Provide or work with a partner to acquire auxiliary aids and services when needed to communicate effectively with people who have communication disabilities;

5.29. Consider the nature, length, complexity and context of the communication and the person’s normal methods of communication;

5.30. Provide oral translation and interpretation services for English Language Learners;

5.31. Provide a written Policy & Procedure demonstrating fiscal management;

5.32. Provide a plan outlining policy prohibiting harassment based on race, sexual orientation, gender, gender identity (or expression), religion, and national origin;

5.33. Upon request, provide pandemic plan , ensuring that critical services would continue in the event of a pandemic event;

5.34. Retain an I-9 form on file for any person employed with the Contractor who is funded with any part of funds from this Contract. (if applicable);

5.35. Fidelity in the implementation of the hearing and vision curricula;

5.36. Content for the ADHS Sensory Screening web page shall be updated monthly and provided to Sensory Screening program manager including the current contact and training information to be published on the ADHS Sensory Screening Program website; and

OF HEALTH SERVICES

150 North 18th Avenue, Suite 530

5.37. Work collaboratively with the ADHS Sensory Screening Program Manager for completion of requirements and tasks within stated time frames or a reasonable timely manner.

6. REQUIREMENTS

The Contractor shall

6.1. Comply with the state hearing and vision screening requirements per Chapter 13. Department of Health

Services - Health Program Services, ARTICLE 1. Hearing Screening and forthcoming rules to carry out ARS §36-899.10 Vision Screening and all ADHS Sensory Screening Program Guidelines as outlined in ADHS Sensory Screening Program Policy and Procedure Manual (Link:

https://azdhs.gov/documents/prevention/womens-childrens-health/ocshcn/sensory-screening/sensory-screening-program-policy.pdf) ;

6.2. Perform all activities necessary to maintain curriculum, monitor progress, prepare, facilitate, recruit, and train

Trainers and Screeners for the statewide ADHS Sensory Screening Program including, Hearing and Vision Screening as stipulated in the ADHS Sensory Screening Program Policies and Procedures Manual and in compliance with the Chapter 13. Department of Health Services - Health Program Services, ARTICLE 1.

Hearing Screening and forthcoming rules to carry out ARS §36-899.10 Vision Screening;

6.3. Retain and manage all required programmatic and fiscal documentation, including but not limited to reports, invoices, backup documentation, to be verified during annual site visit conducted by ADHS Sensory Screening Program Manager;

6.4. Maintain a minimum 2.0 FTE or equivalent to meet statewide capacity; and

6.5. Provide a valid Certificate of Liability Insurance (COI) within five (5) business days of notice of Contract award that includes all the specific types of insurance and other requirements as listed in the Special Terms and Conditions Insurance Provision 19. ADHS will not be able to issue a Purchase Order for the commencement and continuation of services without a current and valid COI on file with the Procurement Office.

7. DELIVERABLES

7.1. Submit monthly Contractor’s Expenditure Report (CER) and documentation, submitted no later than the close of business on the twenty-first (21st) business day of each month, following the month of service;

7.2. Submit monthly Progress Reports using the template provided by ADHS, submitted no later than the close of business on the twenty-first (21st) business day of each month, following the month of service;

7.2.1. Monthly Progress Reports shall include information on:

7.2.1.1. Narrative describing program progress including but not limited to:

7.2.1.1.1. Results and accomplishments,

7.2.1.1.2. Implementation challenges, and

7.2.1.1.3. Future plans, https://azdhs.gov/documents/prevention/womens-childrens-health/ocshcn/sensory-screening/sensory-screening-program-policy.pdf https://azdhs.gov/documents/prevention/womens-childrens-health/ocshcn/sensory-screening/sensory-screening-program-policy.pdf

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7.2.1.2. Data, including but not limited to:

7.2.1.2.1. Number of trainings (online/in-person/hybrid) conducted,

7.2.1.2.2. Number of CEUs accessed and completed,

7.2.1.2.3. Number of participants trained, broken down into categories i.e., hearing, vision, trainer, screener, and

7.2.1.2.4. Updated list of trainers/screeners and their current contact information,

7.2.2. Any requests to provide additional information on monthly reports will require resubmission of the report for ADHS review within fifteen (15) days of notification;

7.3. Submit Annual CEU schedule, due January first (1st) of each year that will first be reviewed and approved by ADHS;

7.4. Current registry and contact information of all trainers/screeners must be included in the monthly progress report submitted no later than the close of business on the twenty-first (21st) business day of each month, following the month of service;

7.5. Content for the ADHS Sensory Screening web page must be updated the first (1st) of every month and provided to Sensory Screening program manager including the current contact and training information to be published on the ADHS Sensory Screening Program website;

7.6. Complete the required information pertaining to the Federal Funding Accountability and Transparency Act

(FFATA) as needed, by the fifteenth (15th) of the month following the award;

7.7. Submit a Sensory Training Summary & and Roster to ADHS Sensory Screening Program within five (5) business days of training completion including:

7.7.1. Trainer name,

7.7.2. Trainer contact information (phone number and email address),

7.7.3. Date of training,

7.7.4. Training location,

7.7.5. The completed modules,

7.7.6. Trainee contact information (address, phone number, email address, associated school/agency), and

7.7.7. Trainer signature to verify attendee’s completion of the Hearing/Vision Trainer Training or Hearing/Vision Screener Training,

7.8. Submit an Observation Report for each observation as stipulated in the ADHS Sensory Screening Program

Policy and Procedure Manual, due within five (5) business days of observation; and

7.9. Other documentation as requested.

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8. STATE PROVIDED ITEMS

ADHS shall provide:

8.1. The ADHS Sensory Screening Program Policies and Procedures Manual, available from the Arizona

Department of Health Services Sensory Screening Program;

8.2. Hearing and Vision Training Curricula;

8.3. Monthly Progress Report forms, electronically;

8.4. Annual Site Visit Report forms, electronically;

8.5. Sensory Training Summary and Roster forms, electronically;

8.6. Observation Report forms, electronically;

8.7. A Contractor’s Expenditure Report (CER) Template, upon execution of the Contract; and

8.8. ADHS logo files (available here for download) and guidance on ADHS Brand Standards.

9. APPROVALS

The following items require review and approval by ADHS

9.1. Monthly CERs and documentation shall be reviewed and approved by ADHS prior to payment;

9.2. Monthly Progress Reports shall be reviewed and approved for finalization by ADHS to monitor implementation of tasks and deliverables;

9.3. Prior to Contractor publishing or recording any marketing, education, or training materials that use the ADHS logo or reference ADHS sponsorship (including but not limited to program materials, brochures, publications, and journal articles), a draft of the material shall first be reviewed and approved by ADHS;

9.4. All marketing or educational materials, promotional items, media or forms, including but not limited to brochures, posters, publications or journal articles developed using funds awarded under this Contract OR are used for the purpose of informing, recruiting or referring eligible participants to services funded under this contract must be approved by the ADHS Program Manager prior to printing, production and distribution by submitting:

9.4.1. A draft of the materials including how the final product is anticipated to appear;

9.4.2. Justification for item;

9.4.3. Details about how the item will be distributed;

9.5. Contractor may purchase audiological and/or visual equipment for the purpose of training. Written approval must be received prior to the utilization of funds for audiological and/or visual equipment. Types of approved equipment may include: Pure-Tone Audiometers, Otoacoustic Emissions (OAE), Tympanometry, OAE/Tymp combination machines, Optotype charts, Stereoacuity tests, Pseudoisochromatic plates, Autorefractors, https://azdhs.gov/director/public-information-office/index.php#adhs-logo https://azdhs.gov/documents/director/public-information-office/adhs-brand-standards-guide.pdf https://azdhs.gov/documents/director/public-information-office/adhs-brand-standards-guide.pdf

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150 North 18th Avenue, Suite 530 and/or Photoscreeners;

9.6. Written approvals shall be received prior to utilizing funds for travel; training; equipment; marketing or education materials; food, program incentives and other items determined by the ADHS in accordance with the state fiscal policy manuals;

9.7. Prior approval to move up to ten percent (10%) of the total budget amount between line items is required Transfer of funds are only allowed between funded line items. Transfers exceeding ten percent (10%) to a non-funded line item shall require a written Contract amendment; and

9.8. Subcontracts established for consultation to the program or to carry out any of the program deliverables or requirements shall be reviewed and approved by ADHS prior to being executed.

10. NOTICES, CORRESPONDENCE, REPORTS, AND INVOICES

10.1. All notices, correspondences, and reports from the Contractor to ADHS shall be sent electronically via email to sensoryprogram@adhs.gov; and

Arizona Department of Health Services Bureau of Women’s and Children’s Health (BWCH) Sensory Screening Program Manager

150 N. 18th Ave., Suite 320 Phoenix, Arizona 85007 Phone: (480) 271-8832

Email: ashley.neves@azdhs.gov

10.2. CERs and all supporting documentation shall be emailed to: sensoryprogram@adhs.gov;

10.2.1. Contractors CER shall be submitted no later than the twenty-first (21st) of each month reporting on the previous month’s expenses. The Contractor Manager, or Designee, shall approve the CER.

Approved CERs shall be paid by the ADHS within thirty (30) days of receipt unless there are additional requested documents required to approve the submitted CER.

10.3. Automated Clearing House

10.3.1. ADHS may pay invoices for some or all Orders through an Automated Clearing House (ACH). In order to receive payments in this manner, the Contractor must complete an ACH Vendor Authorization Form (form GAO-618) within 30 (thirty) days after the effective date of the Contract.

The form is available online at: https://gao.az.gov/sites/default/files/GAO- 618%20ACH%20Authorization%20Form%20101019.pdf

10.3.2. ACH Vendor Authorization Form shall be emailed to Vendor.Payautomation@azdoa.gov mailto:sensoryprogram@adhs.gov mailto:ashley.neves@azdhs.gov mailto:sensoryprogram@adhs.gov https://gao.az.gov/sites/default/files/GAO-618%20ACH%20Authorization%20Form%20101019.pdf https://gao.az.gov/sites/default/files/GAO-618%20ACH%20Authorization%20Form%20101019.pdf mailto:Vendor.Payautomation@azdoa.gov

PART ONE (1) – SPECIAL TERMS AND CONDITIONS

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II. SPECIAL TERMS AND CONDITIONS

1. PURPOSE:

Pursuant to provisions of the Arizona Procurement Code, A.R.S. § 41-2501 Et Seq., the State of Arizona, Department of Health Services (ADHS) intends to establish a Contract for the materials or services as listed herein.

2. TERM OF CONTRACT (1 YEAR):

The term of any resultant Contract shall commence upon final signature and shall continue for a period of One (1) Year thereafter, unless terminated, canceled or extended as otherwise provided herein.

3. CONTRACT EXTENSIONS 5 YEAR MAXIMUM:

The Contract term shall begin as specified in the section Two (2) above and shall continue for a period of one (1) year subject to additional successive periods of twelve (12) months per extension with a maximum aggregate including all extensions not to exceed five (5) years.

4. CONTRACT TYPE:

X Cost Reimbursement

5. LICENSES

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

6. INFORMATION DISCLOSURE:

The Contractor shall establish and maintain procedures and controls that are acceptable to the State for the purpose of assuring that no information contained in its records or obtained from the State or from others in carrying out its functions under the Contract shall be used or disclosed by it, its agents, officers, or employees, except as required to efficiently perform duties under the Contract. Persons requesting such information should be referred to the State.

The Contractor also agrees that any information pertaining to individual persons shall not be divulged other than to employees or officers of Contractor as needed for the performance of duties under the Contract, unless otherwise agreed to in writing by the State.

7. KEY PERSONNEL:

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

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

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

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8. MOST-FAVORED CUSTOMER:

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

9. NON-EXCLUSIVE CONTRACT:

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

10. VOLUME OF WORK:

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

11. EMPLOYEES OF THE CONTRACTOR:

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

12. ORDER PROCESS:

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

13. CONTRACTOR PERFORMANCE REPORTS:

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

14. PAYMENT PROCEDURES:

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

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

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

15. FINANCIAL MANAGEMENT:

15.1. For all contracts, the practices, procedures, and standards specified in the State of Arizona Accounting Manual https://gao.az.gov/publications/SAAM/ and required by the Arizona Department of Health Services and Guidance for Federal Grant Award Management Manual shall be used by the Contractor in the management of contract funds and by the ADHS when performing a contract audit.

https://azdhs.gov/documents/operations/financial-services/bluebook-2018.pdf The contractor also agrees to abide by the rules as outlined by 2 CFR 200 Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards. Funds collected by the Contractor in the form of fees, donations, and/or charges for the delivery of these contract services shall be accounted for in a separate fund. https://ecfr.io/Title- 02/cfr200_main

15.2. State Funding Contractors receiving state funds under this Contract shall comply with the certified Compliance provisions of A.R.S. § 35-181.03.

15.3. Federal Funding Contractors receiving federal funds under this contract shall comply with the certified finance and compliance audit provision of the Office of Management and Budget (OMB) Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (2 CFR 200), if applicable. The federal financial assistance information shall be stated in a Change Order or Purchase Order.

16. INSPECTION AND ACCEPTANCE:

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

The ADHS may withhold payment for services that are deemed to not meet Contract standards.

17. AUTHORIZATION FOR SERVICES:

Authorization for purchase of services under this Contract shall be made only upon ADHS issuance of a Purchase Order that is signed by an authorized agent. The Purchase Order will indicate the Contract number and the dollar amount of funds authorized. The Contractor shall only be authorized to perform services up to the amount on the Purchase Order. ADHS shall not have any legal obligation to pay for services in excess of the amount indicated on the Purchase Order. No further obligation for payment shall exist on behalf of ADHS unless a) the Purchase Order is changed or modified with an official ADHS Procurement Change Order, and/or b) an additional Purchase Order is issued for purchase of services under this Contract.

18. INDEMNIFICATION CLAUSE:

18.1. To the fullest extent permitted by law, Contractor shall defend, indemnify, and hold harmless the State of

Arizona, and its departments, agencies, boards, commissions, universities, officers, officials, agents, and employees (hereinafter referred to as “Indemnitee”) from and against any and all claims, actions, liabilities, damages, losses, or expenses (including court costs, attorneys’ fees, and costs of claim processing, investigation and litigation) (hereinafter referred to as “Claims”) for bodily injury or personal injury (including death), or loss or damage to tangible or intangible property caused, or alleged to be caused, in whole or in part, by the negligent or willful acts or omissions of Contractor or any of its owners, officers, directors, agents, employees or subcontractors. This indemnity includes any claim or amount arising out of, or recovered under, the Workers’ Compensation Law or arising out of the failure of such Contractor to conform to any federal, state, https://gao.az.gov/publications/SAAM/ https://azdhs.gov/documents/operations/financial-services/bluebook-2018.pdf https://ecfr.io/Title-02/cfr200_main https://ecfr.io/Title-02/cfr200_main

OF HEALTH SERVICES

150 North 18th Avenue, Suite 530 or local law, statute, ordinance, rule, regulation, or court decree. It is the specific intention of the parties that the Indemnitee shall, in all instances, except for Claims arising solely from the negligent or willful acts or omissions of the Indemnitee, be indemnified by Contractor from and against any and all claims. It is agreed that Contractor will be responsible for primary loss investigation, defense, and judgment costs where this indemnification is applicable. In consideration of the award of this contract, the Contractor agrees to waive all rights of subrogation against the State of Arizona, its officers, officials, agents, and employees for losses arising from the work performed by the Contractor for the State of Arizona.

18.2. This indemnity shall not apply if the contractor or sub-contractor(s) is/are an agency, board, commission or university of the State of Arizona.

19. INSURANCE REQUIREMENTS:

19.1. Contractor and subcontractors shall procure and maintain, until all of their obligations have been discharged, including any warranty periods under this Contract, insurance against claims for injury to persons or damage to property arising from, or in connection with, the performance of the work hereunder by the Contractor, its agents, representatives, employees or subcontractors.

19.2. The Insurance Requirements herein are minimum requirements for this Contract and in no way limit the indemnity covenants contained in this Contract. The State of Arizona in no way warrants that the minimum limits contained herein are sufficient to protect the Contractor from liabilities that arise out of the performance of the work under this Contract by the Contractor, its agents, representatives, employees or subcontractors, and the Contractor is free to purchase additional insurance.

19.3. Minimum Scope and Limits of Insurance

Contractor shall provide coverage with limits of liability not less than those stated below.

19.3.1. Commercial General Liability (CGL) – Occurrence Form

Policy shall include bodily injury, property damage, and broad form contractual liability coverage.

19.3.1.1. General Aggregate $2,000,000.00

19.3.1.1.1 Products – Completed Operations Aggregate $1,000,000.00

19.3.1.1.2 Personal and Advertising Injury $1,000,000.00

19.3.1.1.3 Damage to Rented Premises $50,000.00

19.3.1.1.4 Each Occurrence $1,000,000.00

19.3.1.2. The policy shall be endorsed, as required by this written agreement, to include the State of Arizona, and its departments, agencies, boards, commissions, universities, officers, officials, agents, and employees as additional insureds with respect to liability arising out of the activities performed by or on behalf of the Contractor.

19.3.1.3. Policy shall contain a waiver of subrogation endorsement, as required by this written agreement, in favor of the State of Arizona, and its departments, agencies, boards, commissions, universities, officers, officials, agents, and employees for losses arising from work performed by or on behalf of the Contractor.

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19.3.2. Business Automobile Liability

19.3.2.1. Bodily Injury and Property Damage for any owned, hired, and/or non-owned automobiles used in the performance of this Contract.

19.3.2.1.1. Combined Single Limit (CSL) $1,000,000.00

19.3.2.2. Policy shall be endorsed, as required by this written agreement, to include the State of

Arizona, and its departments, agencies, boards, commissions, universities, officers, officials, agents, and employees as additional insureds with respect to liability arising out of the activities performed by, or on behalf of, the Contractor involving automobiles owned, hired and/or non-owned by the Contractor.

19.3.2.3. Policy shall contain a waiver of subrogation endorsement as required by this written agreement in favor of the State of Arizona, and its departments, agencies, boards,

19.3.3. Workers’ Compensation and Employers' Liability

19.3.3.1. Workers' Compensation Statutory

19.3.3.2. Employers' Liability

19.3.3.2.1. Each Accident $1,000,000.00

19.3.3.2.2. Disease – Each Employee $1,000,000.00

19.3.3.2.3. Disease – Policy Limit $1,000,000.00

19.3.3.3. Policy shall contain a waiver of subrogation endorsement, as required by this written agreement, in favor…