CTR066268_Contract_Documents.pdf

Offeror Submittal Documents

Solicitation No.: BPM005271

Description: TANF Jobs Program

Attachment 1 - Offer and Acceptance

TO THE STATE OF ARIZONA:

The Undersigned hereby offers and agrees to provide TANF Jobs Program in compliance with all Terms, Conditions, Specifications, and Amendments in the Solicitation and any written exceptions in the Offer.

Company Name Signature of Person Authorized to Sign Offer

Address Printed Name and Title

City State Zip Contact Name and Title

: Contact Email Address Contact Phone Number CERTIFICATION: By signature in the above, Offeror certifies that it:

1. Will not discriminate against any employee or applicant for employment in violation of Federal Executive Order 11246, [Arizona] State Executive Order 2009-9 or A.R.S. §§ 41−1461 through 1465;

2. Has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted offer. Failure to provide a valid signature affirming the stipulations required by this clause will result in rejection of the Offer. Signing the Offer with a false statement will void the Offer, any resulting contract, and may be subject to legal penalties under law;

3. Complies with A.R.S. § 18-132 when offering electronics or information technology products, services, or maintenance;

4. Has submitted this Offer as a firm offer for 180 days following the Solicitation due date and time. After 180 days, the Offer will remain open unless revoked by Offeror via written withdrawal of Offeror’s proposal in accordance with the Arizona Procurement Code;

5. Did not and will not involve collusion or other anti-competitive practices;

6. Is not debarred from, or otherwise prohibited, from participating in any contract awarded by federal, state, or local government; and

7. For use in Request for Quotation only, certifies that the above referenced organization ____IS/ ____IS NOT a small business with less than

100 employees or has gross revenues of $4 million or less.

ACCEPTANCE OF OFFER

The Offer is hereby accepted.

The Contractor is now bound to sell the services listed by the attached contract and based upon the solicitation, including all Terms, Conditions, Specifications, Amendments, etc., and the Contractor’s Offer as accepted by the State.

This Contract shall henceforth be referred to as Contract No. ________________________________________.

The effective date of the Contract is ________________________________________.

The Contractor is cautioned not to commence any billable work or to provide any material or service under this contract until Contractor receives purchase order, contract release document or written notice to proceed.

State of Arizona Awarded this ________ day of ________________________ 20______

Procurement Officer Signature

Arbor E&T, LLC dba Equus Workforce Solutions

9200 Shelbyville Road, Suite 210

Louisville KY 40222

Mark Douglass, CEO/President

Stacia Peters, Regional Director stacia.peters@equusworks.com 619-203-8185

19th June 23

August 22, 2023

CTR066268

Solicitation Requirements Request for Proposal (RFP)

Description: TANF Jobs Program

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Table of Contents

Section Page

Scope of Work

ADES Special Terms and Conditions

Uniform Terms and Conditions

Exhibit A – QA Monitoring Jobs Program Performance Guide

Exhibit B – Case Read Accuracy Rate

Exhibit C – Case Read Accuracy Tool

Exhibit D – ADES Available Workstations

Exhibit E - Example Contract Maximum Term Payment Unit

Scope of Work

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1. ADES Mission and Vision Statements

1.1 ADES Mission: The Arizona Department of Economic Security makes Arizona stronger by helping

Arizonans reach their potential through temporary assistance for those in need, and care for the vulnerable.

1.2 ADES Vision: All Arizonans who qualify receive timely DES services and achieve their potential.

2. Purpose

2.1 Purpose Statement: The purpose of the case management and employment services of the Temporary

Assistance for Needy Families (TANF) Jobs Program is to:

2.1.1 Reduce the incidents of poverty in Arizona;

2.1.2 Reduce the size of the TANF Cash Assistance caseload by increasing the rate of permanent unsubsidized employment placements among TANF Jobs Program clients;

2.1.3 Reduce dependency on assistance through a comprehensive, client-focused planning and service delivery process by promoting job preparation and employment;

2.1.4 Provide assistance to needy families so children may be cared for in their own homes or in the homes of relatives;

2.1.5 Increase community involvement through TANF Jobs Program participation in community agencies;

2.1.6 Integrate and collaborate with ARIZONA@WORK and other workforce programs that link to training opportunities and, subsequently, well-paying careers; and

2.1.7 Establish a framework to ensure that Arizona continues to meet the federal TANF Work Participation Rate (WPR).

2.2 Legal Authority: A.R.S. § 41-1954.A.6 provides the Department the authority to contract and incur obligations within the general scope of its activities and operations.

2.3 Projected Awards: It is the intent of the Arizona Department of Economic Security (ADES) to award a single statewide contract for this service. The anticipated award date is July 1, 2023. The contract will be established with an initial term of two (2) years with extension options in accordance with the Special Terms and Conditions, Section 13.

2.3.1 The following tribal entities operate their own Tribal TANF Jobs Program and are not served or referred to Arizona’s TANF Jobs Program under this Contract:

2.3.1.1 San Carlos Apache Tribe;

2.3.1.2 Hopi Tribe;

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2.3.1.3 Salt River Pima-Maricopa Indian Community;

2.3.1.4 Pascua Yaqui Tribe (includes areas located on and off the Pascua Yaqui Reservation, such as Maricopa County, Pima County and Pinal County);

2.3.1.5 White Mountain Apache Tribe; and

2.3.1.6 Navajo Nation.

2.3.2 The Contractor shall provide TANF Jobs Program services to non-tribal members living on Tribal

Lands, who are not being served by a Tribal TANF Jobs Program.

2.3.3 The Contractor shall provide TANF Jobs Program services to Tribal members living off Tribal lands where the client resides, except in certain communities that border the Navajo Nation including Flagstaff, Grand Canyon, Holbrook, Joseph City, Marble Canyon, Page, Snowflake, Winslow, and Wupatki where services are provided by the Navajo Nation to tribal members.

2.4 Historical Utilization:

2.4.1 ADES makes no guarantee of the number of Active Clients, based on historical data the average number of Active Clients in FY2022 per month was 2,053. The average per month by county was:

2.4.1.1 Apache – 6

2.4.1.2 Cochise – 47

2.4.1.3 Coconino – 15

2.4.1.4 Gila – 9

2.4.1.5 Graham – 4

2.4.1.6 Greenlee – 2

2.4.1.7 La Paz – 3

2.4.1.8 Maricopa – 1,295

2.4.1.9 Mohave – 86

2.4.1.10 Navajo – 16

2.4.1.11 Pima – 333

2.4.1.12 Pinal – 120

2.4.1.13 Santa Cruz – 17

2.4.1.14 Yavapai – 27

2.4.1.15 Yuma – 75

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2.4.2 ADES makes no guarantee of the number of Transitional Clients, based on historical data the average number of Transitional Clients in FY2022 per month was 367. The average per month by county was:

2.4.2.1 Apache – 2

2.4.2.2 Cochise – 9

2.4.2.3 Coconino – 5

2.4.2.4 Gila – 1

2.4.2.5 Graham – 1

2.4.2.6 Greenlee – 1

2.4.2.7 La Paz – 0

2.4.2.8 Maricopa – 206

2.4.2.9 Mohave – 17

2.4.2.10 Navajo – 4

2.4.2.11 Pima – 75

2.4.2.12 Pinal – 26

2.4.2.13 Santa Cruz – 2

2.4.2.14 Yavapai – 5

2.4.2.15 Yuma – 16

2.4.3 Number of cases that received TANF for eleven (11) months or longer as of September 2022 was 2,363.

2.5 Funding: The services contracted herein are funded in full by an annual legislative appropriation for the TANF Jobs Program. The actual funding for this program is contingent upon legislative appropriation and availability of funding.

3. Service Description

3.1 Taxonomy Definition: Employment Services - Services that provide activities and assistance in support of finding, entering, or retaining a job for individuals, or groups.

3.2 Actual Service Description: Services that provide activities and assistance in support of finding, entering, or retaining a job for individuals in accordance with the TANF Jobs Program Policy and Procedure Manual.

The TANF Jobs Program shall:

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3.2.1 Establish a statewide case management and employment service system that provides services, and builds, expands, and leverages community resources and partnerships to promote opportunities for the TANF Jobs Program clients to reach economic independence through gainful employment;

3.2.2 Encourage Deferred Clients to engage in suitable program activities as appropriate for the client;

3.2.3 Provide as appropriate, referral to and advocacy for clients with long-term disabilities to apply for benefits with the Social Security Administration;

3.2.4 Provide a variety of supportive and specialized services to remove barriers that prevent the client’s transition from public assistance to economic independence;

3.2.5 Provide career coaching for basic skills needed, such as, resume writing, interviewing, job acceptance, and retaining employment; and

3.2.6 Provide TANF Jobs Program clients with transitional services, post-employment follow-up and case management following TANF Cash Assistance case closure.

3.3 Service Eligibility Requirements/Target Population: The target population is TANF Cash Assistance Work

Eligible Individuals (WEI) who are required to participate in work activities to maintain their TANF Cash Assistance eligibility. TANF Cash Assistance applicants that qualify for Grant Diversion are not part of the services in this contract.

3.4 Background: ADES is responsible for the implementation of Arizona’s (TANF) program and the related employment program in accordance with Title IV-A of the Social Security Act as amended by the Personal Responsibility and Work Opportunity Reconciliation Act of 1996, and the Deficit Reduction Act of 2005. TANF provides assistance and work opportunities to needy families by granting States the federal funds and wide flexibility to develop and implement their own welfare programs. The TANF Jobs Program is the TANF Cash Assistance employment program administered by ADES as directed by A.R.S. Title 46, Chapter 2, Article 5.

In 2004, Senate Bill 1265, which amended A.R.S. 46.300.01, was adopted by the state legislature. A.R.S.

46.300.01 requires ADES to issue a Request for Proposal for the statewide outsourcing of the TANF Jobs Program case management and employment services.

The ADES's organizational structure houses other programs involved in Arizona's TANF Jobs Program thus enhancing the close collaboration needed to most effectively administer the services described in this contract.

The Division of Benefits and Medical Eligibility (DBME) is responsible for the administration of the TANF Cash Assistance (except emergency cash benefits) program, and the Supplemental Nutrition Assistance Program (SNAP) Nutrition Assistance (NA). The Family Assistance Administration (FAA) within DBME determines the family's eligibility for TANF Cash Assistance based on State laws and rules, Federal regulations, and Department policies.

The Division of Employment and Rehabilitation Services (DERS) is responsible for the TANF Jobs Program.

The Workforce Development Administration (WDA) within DERS is responsible for the administration of the TANF Job Program contracted services. Additional programs under WDA include: TANF Refugee Program under Wilson-Fish TANF Coordination, and the Supplemental Nutrition Assistance Employment and Training Career Advancement Network (SNAP CAN) services under SNAP.

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The Division of Child Support Services (DCSS) is responsible for the administration of child support enforcement activities related to TANF Cash Assistance eligibility.

The Division of Childcare (DCC) is responsible for the administration of childcare services.

FAA refers work eligible individuals to the TANF Jobs Program within the DERS/WDA for participation in work activities and to DCSS for child support services. The TANF Jobs Program refers program clients to the DCC to obtain associated childcare services.

The Workforce Innovation and Opportunity Act (WIOA) of 2014, Public Law 113-128 (Pub. L. 113–128), is designed to help job seekers access employment, education, training, and support services to succeed in the labor market and to match employers with the skilled worker they need to compete in the global economy. Arizona utilizes the WIOA requirements to help increase business leadership in the workforce system and develop increased system-wide unity with the implementation of unified branding, ARIZONA@WORK, across workforce partners. ARIZONA@WORK is the statewide workforce development network. ADES is designated as the fiscal and administrative agency for three of the four core partners under WIOA: Title I Adult, Dislocated Worker, and Youth Programs; Title III Wagner-Peyser Employment Service; and Title IV Vocational Rehabilitation.

TANF Jobs Program is part of the ARIZONA@WORK system. Title I-B gives priority to individuals receiving public assistance including TANF Cash Assistance recipients. As part of the comprehensive assessment, TANF Cash Assistance recipients are evaluated for co-enrollment with Title I-B. Through Title I-B, a TANF Cash Assistance recipient may receive career and training services focusing on the in-demand industries and occupations.

4. Eligibility Determination

4.1 ADES will accept and process all TANF Cash Assistance applications to determine eligibility. Eligibility and demographic applicant information is gathered by ADES and entered into the Health-e-Arizona plus (HEAplus) web-based system and/or the Arizona Technical Eligibility Computer System (AZTECS). TANF Cash Assistance applicants, determined work eligible, are advised during the eligibility process of the mandatory requirement to participate within the TANF Jobs Program.

4.2 As a condition of eligibility, applicants are required to complete the Jobs Program Preliminary Orientation (JPPO). The JPPO ensures the applicant has an opportunity to learn the purpose of the TANF Jobs Program and the connection of continuing participation in the program to the ongoing receipt of the family’s TANF Cash Assistance.

4.2.1 The JPPO is a requirement of the FAA and is facilitated by the FAA,

4.2.2 The JPPO requirement does not apply to Arizona’s Two-Parent Employment Program (TPEP), and

4.2.3 TANF Cash Assistance applicants are notified by FAA staff of their eligibility or pre-approval and are referred to the Contractor upon completion of the JPPO.

5. Referral to the Contractor

5.1 Work eligible individuals will be referred by FAA to the Contractor for case management and employment services. At the point of authorization or pre-approval of the TANF Cash Assistance benefits, the referral to the TANF Jobs Program will be posted in Jobs Automated System (JAS) or applicable State case management system.

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5.2 Upon referral of the TANF Cash Assistance work eligible individual, the provision of case management and employment-related services is the responsibility of the Contractor who shall maintain communication with ADES regarding possible impacts on the TANF Cash Assistance payment, such as non-cooperation, without good cause or demonstration of non-compliance, resulting in a sanction to the TANF Cash Assistance benefits in accordance with the TANF Jobs Program Policy Manual as may be amended.

6. Definitions

6.1 Active Client: A TANF Jobs Program Client with an open case in Jobs Automated System (JAS) or applicable state case management system and whose household receives TANF Cash Assistance during the month or a TANF Jobs Program Client whose TANF Cash Assistance case closed but who is eligible for Jobs Program Services.

6.2 All Families: For the purpose of determining the federal WPR, All Families are TANF households that have at least one work eligible individual.

6.3 ARIZONA@WORK: provides comprehensive statewide and locally based workforce solutions for job seekers and employers.

6.4 Caseload Reduction Credit: A caseload reduction credit, allowable under federal regulations 45 CFR 261.40-44, is based on decreases in caseloads receiving TANF Cash Assistance. States cannot get credit for caseload reductions that result from TANF eligibility policy changes.

6.5 Collaboration/Collaborator (also referred to as Community Partnerships): Any cooperative effort between and among entities, through which the parties work together to accomplish the goals associated with a segment of any of the work or services required in this contract. The decision-making authority is independent - each entity retains full decision-making authority for their key aspects of the collaboration.

There is no transfer of funds within the working relationship projects.

6.6 Community Agencies: Community agencies are private, non-profit organizations that are engaged in meeting human service needs.

6.7 Deferred Clients: A TANF Jobs Program client who is temporarily deferred from participation in the TANF Jobs Program in accordance with A.R.S. 46-299.A.

6.8 Division of Benefits and Medical Eligibility: The Division of Benefits and Medical Eligibility (DBME) supports the Department of Economic Security’s mission through the administration of, and eligibility determination for, several programs to help Arizona’s individuals and families meet their basic needs. The Family Assistance Administration and Disability Determination Services Administration promote the safety, well-being and economic independence of individuals and families.

6.8.1 DBME Family Assistance Administration: The Family Assistance Administration (FAA) Benefits

Team determines eligibility for the Supplemental Nutrition Assistance Program (SNAP), Cash Assistance through Temporary Assistance for Needy Families (TANF), and Medical Assistance (MA) provided through AHCCCS.

6.9 Division of Employment & Rehabilitation Services: The Division of Employment and Rehabilitation Services

(DERS), as part of Arizona’s workforce system, administers the state’s public labor exchange activities by assisting individuals to overcome barriers to employment to prepare for and obtain gainful employment, providing temporary wage replacement through unemployment benefits to individuals who have lost their jobs or are experiencing a reduction in employment wages and hours, connecting job seekers with jobs and

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6.9.1 DERS Workforce Development Administration: The Workforce Development Administration (WDA) is comprised of programs and services that assists individuals to prepare for or obtain gainful employment and assisting individuals to overcome barriers to new or existing employment.

Services and programs include Federal Bonding, Grow with Google, Wagner Peyser Employment Services and Complaint System, Jobs for Veterans State Grant (JVSG), Senior Community Service Employment Program (SCSEP), Prison Based & Community Based Reentry Services (PBRS/CBRS), Trade Adjustment Assistance (TAA), Migrant and Seasonal Farmworker (MSFW), State Monitor Advocate (SMA), Foreign Labor Certification (FLC), TANF Jobs Program, Reemployment Services and Eligibility Assessment (RESEA), Supplemental Nutrition Assistance Program Career Advancement Network (SNAP CAN), and TANF Refugee Program under the Wilson Fish TANF Coordination grant.

6.10 Sanction: A reduction or termination of TANF Cash Assistance which applies to all families that fail to participate with the TANF Jobs Program without establishing good cause or demonstrating compliance.

6.11 Temporary Assistance for Needy Families (TANF) Cash Assistance (CA): TANF Cash Assistance helps families meet their basic needs for well-being and safety and serves as their path to economic independence. The Cash Assistance program provides temporary cash benefits and supportive services to the neediest of Arizona's children and their families.

6.12 Transitional Client: TANF Jobs Program client who is employed and the TANF Cash Assistance case is closed.

6.13 Transitional Services: Support services provided to a transitional client including assistance with training and career advancement and barrier reduction to ensure long-term economic independence.

6.14 Two-Parent Employment Program (TPEP): Arizona’s TPEP is a time-limited TANF Cash Assistance program for families with both parents of a dependent child living in the home and both parents are identified as work eligible individuals. TPEP is limited to 6 months within a 12-month period. TPEP is based on a pay-after-performance premise. This premise includes the requirement to comply with three days of TANF Jobs Program activities prior to TPEP Cash Assistance approval. TPEP payments are issued twice a month on the 1st and the 15th.

6.15 Work Eligible Individuals (WEI): A WEI is an adult or minor child that has US work authorization and is the head of household receiving TANF Cash Assistance, or a non-recipient parent living with a child receiving TANF Cash Assistance unless the parent is:

6.15.1 A minor parent and not the head of household,

6.15.2 A non-citizen who is ineligible to receive assistance, and

6.15.3 A parent, otherwise mandated to participate in work activities, who is providing care for a disabled family member living in the home provided the need for such care is supported by medical documentation.

6.16 Work Participation Rate (WPR): The work participation rate is the performance measure required by the federal laws governing TANF Cash Assistance. Fifty (50) percent of work eligible individuals in the All Families category and ninety (90) percent of families with two parents must be engaged in certain federally-

Solicitation Requirements Available Online at https://app.az.gov Page 10 of 62 mandated work activities for a certain number of hours weekly, depending upon various factors. Refer to the federal register 45CFR Parts 162, et al. dated October 1 2016, for a description of how the work rate is calculated under federal law and to the TANF Jobs Program Policy Manual for more information about the work rate and allowable work rate activities and required hours of participation by clients in activities.

7. General Requirements

The Contractor shall:

7.1 Assist clients with needed training, activities, and work-related experience to achieve quality employment and independence.

7.2 Coordinate services and activities to avoid duplication of other public and community services. For clients enrolled in other public or community services, such as Vocational Rehabilitation or Workforce Innovation and Opportunity Act (WIOA) Adult and Youth programs, the contractor and subcontractors will coordinate, to the extent allowable, assessment, planning, service delivery and tracking of results.

7.3 Encourage Deferred Clients to engage in suitable program activities as appropriate for the client in accordance with the TANF Jobs Program Policy Manual, Overview of Temporary Deferrals as may be amended.

7.4 Utilize the applicable state case management system as identified by ADES to:

7.4.1 Maintain electronically accurate, objective, and descriptive records of case management activities and client related expenditures that allow for effective monitoring and transfer of client records if needed;

7.4.2 Document all activities, correspondence, meetings, referrals, actions, and conversations in the client’s case record within one (1) business day of the occurrence of an event or service;

7.4.3 Record case notes; and

7.4.4 Provide updates within one (1) business day of the occurrence of an event (e.g., a change in status) or service.

7.5 Adhere to all policies and procedures of the TANF Jobs Program, as may be amended. Revisions to the policy and procedures will be communicated through Program broadcasts. Policy, Procedure and Regulatory sources are as follows:

7.5.1 The TANF Jobs Program Policy Manual and Broadcasts;

7.5.2 The Arizona TANF Work Verification Plan;

7.5.3 45 CFR 261 and 45 CFR 260.35;

7.5.4 ARS 46-299, and ARS 46-300; and

7.5.5 AAC Title 6 Chapter 10.

7.6 Provide services that are culturally relevant and linguistically appropriate to the population to be served;

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7.7 Provide services with the framework of diversity, equity, inclusion, and accessibility;

7.8 Provide services through multiple modalities (executed in a manner that supports increased access to attachment services), including the use of ADES facility/hoteling to accommodate client needs;

7.9 Maintain and utilize secure cloud/server/etc. storage spaces for confidential documents related to client information;

7.10 Comply with the Health Insurance Portability and Accountability Act of 1996, Business Associates Agreement, Attachment 11;

7.11 Develop internal procedures to assess staff knowledge of TANF Jobs Program policies and procedures;

7.12 Require staff complete training on the ADES automated systems needed to operate the TANF Jobs Program, including, but not limited to, and as may be amended:

7.12.1 Jobs Automated System (JAS) or applicable State case management system;

7.12.2 Health-e-Arizona (HEAplus);

7.12.3 Arizona Job Connection (AJC);

7.12.4 Arizona Technical Eligibility Computer System (AZTECS); and

7.12.5 Jobs Integrated Reporting System (JIRS).

7.13 Comply with Annual Information Security Awareness Training, pursuant to the Computer Security Act of

1987 (Public Law 100-235).

7.14 The parties agree to cooperate and coordinate efforts for the recovery of unexpected events (e.g., pandemic) that may negatively impact the Contractor’s ability to serve clients.

7.15 Establish a written complaint resolution procedure for client complaints about the TANF Jobs Program or related service providers in accordance with A.A.C. R6-10-120 and TANF Jobs Program Policy Manual.

The procedure shall be convenient for the client and easy to understand.

7.16 Adhere to the Job Displacement Grievance Procedures identified in A.A.C. R6-10-301, 302, 303, 304, R6- 12-1002, and program policy. These procedures apply to the employees of employers with whom TANF Jobs Program clients are placed in unpaid or subsidized jobs and file a grievance regarding displacement.

7.17 All promotions and advertisements of the TANF Jobs Program (business cards, forms, letters, literature, etc.) should follow ARIZONA@WORK branding guidelines. Advertising should be focused on the service of TANF Jobs Program and not the Contractor’s business.

7.18 Develop strategies to assess client satisfaction which will be implemented no less than quarterly and be made available to ADES as requested.

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8. Service Delivery Requirements

8.1 Establish a single point of contact including a toll-free number and email for clients. This information will be published online and in program documents;

8.2 Assessments:

8.2.1 Conduct an initial assessment using a standardized assessment instrument on all clients to include each of the following in accordance with the TANF Jobs Program Policy Manual Assessment section as may be amended:

8.2.1.1 Career Assessment to determine interests, vocational skills, potential success in a particular job or field, and employment goals;

8.2.1.2 Family Assessment to identify issues, safety concerns, sources of support within the client’s family, and to determine any additional needs of the family;

8.2.1.3 In-Depth Barrier Assessment to identify barriers to successful, permanent, unsubsidized employment and economic independence; and

8.2.1.4 Educational Assessment to determine reading, writing, and math abilities as needed.

8.2.2 Utilize the information obtained in the assessments to determine the activities and services most beneficial to the client; and

8.2.3 Reassess as needed.

8.3 Specialized Assessments:

8.3.1 Evaluate and determine the client’s need for specialized assessments. Specialized assessments shall be conducted by a licensed professional, licensed agency, or organization for the purpose of creating effective Employment and Career Development Plans (ECDPs). Specialized assessments include:

8.3.1.1 Medical Assessment to evaluate the client’s medical history and current medical condition for the purpose of determining the client’s ability to participate in TANF Jobs Program activities;

8.3.1.2 Psycho-Social Assessment to evaluate the client’s history, emotional status, and current behavior in their environment for the purpose of determining their functioning level;

8.3.2 Utilize the information obtained in the assessments to determine the activities and services most beneficial to the client; and

8.3.3 Reassess as needed.

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8.4 Case Management:

8.4.1 Have a case management process in accordance with the TANF Jobs Program Policy Manual, Chapter Case Management as may be amended to include the following:

8.4.1.1 Advise clients of their rights and responsibilities;

8.4.1.2 Engage clients in the development of ECDP;

8.4.1.3 Develop and monitor ECDP;

8.4.1.4 Referral of and follow up with client when referred to outside resources for services or co-case management; and

8.4.1.5 Evaluate the effectiveness of case management services to provide continuous improvement.

8.4.2 Provide case management services using a one-on-one personalized approach through communication, mentoring, and modeling through multiple modalities (executed in a manner that supports increased access to services) to accommodate client needs;

8.4.3 Provide comprehensive supportive and specialized services to mitigate barriers that prevent the client’s transition from public assistance dependency through job placement. Services shall align with the following goals of ADES:

8.4.3.1 Serve Arizonans with integrity, humility, and kindness. Services must continually demonstrate these values every day, through interactions with the public to build the capacity of the people we serve;

8.4.3.2 Support Arizonans to reach their potential through social services that train, rehabilitate, and connect them with job creators;

8.4.3.3 Provide temporary assistance to Arizonans in need while they work toward greater self-sufficiency; and

8.4.3.4 Provide resources for food, health care, and parental financial support; provide service referrals to individuals with disabilities; and protect the vulnerable by investigating allegations of abuse, neglect, and exploitation.

8.4.4 Coordinate with the Arizona Department of Child Safety (DCS) in cases that DCS is managing for the client. DCS is the lead in case planning and execution. DCS case plan activities take precedence over TANF Jobs Program activities.

8.4.5 Coordinate with the Division of Child Care to provide childcare assistance to eligible families who participate in employment activities and specific education and training activities related to employment by providing financial support intended to offset a portion of childcare costs.

8.5 Employment and Career Development Plan (ECDP):

8.5.1 In collaboration with the client, develop the ECDP which serves as an agreement between the client and the TANF Jobs Program Case Manager on the actions and responsibilities of both parties.

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8.5.2 Design the ECDP to assist the client to achieve economic independence within the TANF Cash Assistance lifetime limit.

8.5.3 The ECDP shall:

8.5.3.1 Be signed by the TANF Jobs Program Case Manager and client;

8.5.3.2 Include employment goals, work activities, and supportive services; and

8.5.3.3 Be updated as the client’s circumstances change, and milestones are met.

8.6 Collaborations and Support Services:

8.6.1 Build and maintain relationships within the workforce system and with private, non-profit, and community organizations to leverage resources to effectively and efficiently remove employment barriers for the clients;

8.6.2 Facilitate and coordinate client access to other government programs and community services.

Services and programs include but are not limited to:

8.6.2.1 Workforce services;

8.6.2.2 Vocational Rehabilitation Services;

8.6.2.3 Mental health and substance abuse agencies;

8.6.2.4 Domestic violence services;

8.6.2.5 Adult education providers;

8.6.2.6 Community Action Agencies;

8.6.2.7 Faith-based groups;

8.6.2.8 Refugee Resettlement Program;

8.6.2.9 TANF Refugee Program;

8.6.2.10 Services that assist clients with disabilities;

8.6.2.11 Social/supplemental security benefits;

8.6.2.12 Arizona Families F.I.R.S.T; and

8.6.2.13 ARIZONA@WORK.

8.6.3 Provide supportive services, including TANF Jobs Program funded support services, that assist clients in utilizing strengths, gaining skills, and removing barriers to successful employment at no cost to the client;

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8.6.4 Refer TANF Jobs Program clients in need of childcare assistance to the Division of Child Care (DCC) program for subsidized childcare services prior to the activity start date; and

8.6.5 Identify employers within the local labor market that are best prepared to work with TANF Jobs Program clients. Assist those employers in meeting their recruitment needs.

8.7 Post-Employment Follow-up and Case Management:

8.7.1 Provide a process for post-employment case management. This process must provide case management and support services for 180 days after TANF Cash Assistance ends due to permanent unsubsidized employment; and outline specific case management services to:

8.7.1.1 Help the client retain employment;

8.7.1.2 Prepare the client for career advancement opportunities; and

8.7.1.3 Assist the client to eliminate future TANF Cash Assistance services.

8.8 Client Compliance and Sanctioning:

8.8.1 The Contractor shall initiate a recommendation for sanction in the event of client non-compliance with the TANF Jobs Program requirements, pursuant to 42 U.S.C. § 608(b), 45 CFR 261.13, the TANF Jobs Program Policy Manual § 2-10.800; as may be amended;

8.8.2 The Contractor shall comply with due process as stated in TANF Jobs Program Manual before recommending a sanction by:

8.8.2.1 Eliminating possible barriers that may hinder a client in the TANF Jobs Program from participating in work activities; and

8.8.2.2 Not sanctioning TANF Jobs Program clients who establish a good cause or demonstrate compliance in work activities.

8.8.3 Based on the recommendation, the ADES will take the necessary action to impose a sanction; and

8.8.4 Through the contract monitoring process, ADES will review sanctioned cases to ensure the processes and decisions are valid. If it is determined that a case was sanctioned in error, the sanction shall be rescinded, and supplemental payments will be issued to the TANF Cash Assistance household.

9. Case Read Accuracy Review

9.1 ADES staff will conduct monthly reviews of case records for quality assurance in accordance with Exhibit

A - QA Monitoring Jobs Program Performance Guide. The review will establish a Case Read Accuracy Rate, Exhibit B, which is determined using the combined total of elements outlined in Case Read Accuracy Tool, Exhibit C. Exhibits B and C are subject to future revisions by the ADES.

9.2 The Case Read Accuracy Rate determination will take place ninety (90) calendar days after the end of the month for which accuracy is measured.

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9.3 ADES uses random sampling to ensure objectivity in the client selection of participant case files for the monthly case reviews. The time period for the case read to be reviewed is at the discretion of ADES.

10. Independent Program Evaluations

10.1 ADES may obtain the service of an independent contractor to conduct program evaluations. The Contractor shall fully cooperate with the independent contractor(s) conducting evaluations. The evaluation may include focus groups, surveys, data collection, data analysis, and other qualitative and quantitative evaluation methods.

11. Performance Guarantees

11.1 Federally Imposed:

11.1.1 The State of Arizona is responsible for meeting or exceeding the WPR, adjusted by the caseload reduction credit, as established by the federal government. If the state fails to meet the WPR, the state may be assessed a fine or be subject to a federally imposed Corrective Action Plan, pursuant to 45 C.F.R 262.5 and 262.6.

11.1.2 ADES will obtain input from the Contractor regarding assistance in establishing the reasonable cause, methods to reduce the amount of the actual damages, or creating a Corrective Action Plan.

11.1.3 If, as a result of the Contractor’s action or inaction, the State is unable to prove reasonable cause for the failure to meet the WPR, ADES will assess the federally imposed penalty from the Contractor as damages.

11.2 ADES Imposed:

11.2.1 The Contractor shall be assessed liquidated damages for each month the contractor fails to achieve at least a ninety-seven (97) percent Case Read Accuracy Rate. The liquidated damages amount will be deducted from the monies owed to the Contractor by ADES in accordance with the Case Read Accuracy Rate, Exhibit B In the event the Contractor is not sufficient to satisfy the amount of liquidated damages, the Contractor shall pay the balance to ADES within thirty (30) days of written notification.

12. Facilities

12.1 Dedicated ADES Space:

12.1.1 Facility space within existing ADES offices may be available at the Contractor’s expense, Exhibit

D - ADES Available Workstations and Attachment 12 - Facility Location and Staffing Chart.

12.1.1.1 Facility locations are subject to change based on ADES needs;

12.1.1.2 Contractor can rent facility space within existing ADES when available;

12.1.1.3 Workstations are furnished and no modifications will be made unless part of a larger office remodel;

12.1.1.4 Operating costs associated with facility use outside of designated ADES business hours shall be the sole responsibility of the Contractor;

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12.1.1.5 The use of common, meeting and conference rooms will be designated by the ADES Local Office Coordinator according to the pro-rating procedures for the programs housed in the facility; and

12.1.1.6 Moving expenses shall be paid by the requestor.

12.2 Hoteling Space:

12.2.1 Hoteling stations, meeting/training rooms, and conference rooms within existing ADES facilities may be available at no cost to the Contractor when:

12.2.1.1 There is no expected occupancy time; and

12.2.1.2 Co-case managing with a partner program to provide mandatory on-site services if needed.

12.3 Non-ADES Facility:

12.3.1 Additional office space and furniture outside of an ADES dedicated facility may only be acquired at the Contractor's expense.

13. Hardware and Software

13.1 No hardware will be provided by ADES. The Contractor shall be responsible to provide adequate hardware to perform the TANF Jobs Program service delivery requirements;

13.2 ADES will provide the Contractor with access to the appropriate remote desktop solution (Microsoft WVD or VMware VDI); and

13.3 When the Contractor is utilizing dedicated ADES space or hoteling space within an existing ADES facility space, public internet access may be available for use at no cost to the Contractor.

14. Virtual Environment

14.1 Contractor staff shall adhere to ADES Security Policies as may be amended and complete any required training(s) for virtual environments and system access.

15. Transition Services

15.1 Upon Contract award, the Contractor shall attend transition meetings with the previous Contractor if deemed necessary by the State. The State reserves the right to permit the previous Contractor to complete necessary work or tasks currently in progress to aid in the transition process.

16. Payment Units

16.1 Active Client Monthly Payment Unit:

16.1.1 The Active Client Monthly Payment is paid per active client. This rate applies to TANF Jobs

Program clients with an open case in JAS or applicable state case management system and with

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16.2 Transitional Client Monthly Payment Unit:

16.2.1 The Transitional Client Payment of $350.00 monthly is paid for each TANF Jobs Program client that is employed and the TANF Cash Assistance case is closed. The payment can be earned as long as the client obtained employment before the effective month of the TANF Cash Assistance case closure. This rate may be paid up to 180 days after the TANF Cash Assistance case has closed.

16.2.1.1 Client monthly follow-ups conducted by the Contractor shall confirm employment retention and be conducted for each thirty (30) day interval up to 180 days.

16.2.1.2 The employment and follow-ups shall be recorded on the Employment Screen in the

Jobs Automated System (JAS) or applicable state case management system.

Verification that substantiates the employment and follow-up information recorded in JAS or applicable state case management system shall be maintained in the case record.

16.2.1.3 Acceptable verification sources are limited to pay stubs, employer produced documents, contractor produced employment verification forms completed and signed by the employer, recognized verification sources such as The Work NumberⓇ, or well-documented phone calls with the employer.

16.2.1.4 For each employment recorded in JAS or applicable state case management system, the following elements shall be verified and documented:

16.2.1.4.1 Employer name, address, and telephone number;

16.2.1.4.2 Type of work the employee is performing;

16.2.1.4.3 Average number of hours the employee works per week;

16.2.1.4.4 Hourly wage;

16.2.1.4.5 Date of hire; and

16.2.1.4.6 Date of termination when applicable.

16.2.1.5 For each follow-up recorded in JAS or applicable state case management system, the following elements shall be verified and documented:

16.2.1.5.1 Continued employment;

16.2.1.5.2 Type of work the employee is performing;

16.2.1.5.3 Average number of hours the employee works per week; and

16.2.1.5.4 Hourly wage.

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16.3 Retention Performance-based Payment:

16.3.1 The Retention Performance-based Payment of $1,500 for each client that has maintained permanent, unsubsidized employment at the 180 days following TANF Cash Assistance case closure. This Performance based payment is paid in accordance with the following guidelines:

16.3.1.1 The client must be working an average of thirty (30) hours a week and must meet or exceed the federal or state minimum wage, whichever is higher; and

16.3.1.2 Verification that substantiates the employment and follow-up information recorded in JAS or applicable state case management system shall be maintained in each client’s case record.

16.3.2 The Active Client, Transitional Client, and Retention Performance-based payments do not include costs associated with TANF Jobs Program funded Client Support Services; and

16.3.3 The Contractor is eligible to receive Retention Performance Based Payments for clients placed in employment after the contract effective date.

16.4 Client Support Services:

16.4.1 Contractor will be reimbursed for the actual cost of all allowable Client Support Services provided to the clients. The total reimbursement amount for allowable Client Support Services shall not exceed the allocated amount; and

16.4.2 The costs shall be direct, pass-through costs and neither the Contractor nor its subcontractors nor any other vendor or provider shall charge the ADES any additional charges. Documentation of expenditures shall be provided by the Contractor upon request.

16.5 Contract Maximum Term Payment Units: When the contract has reached its maximum term and services transition to another contract, payment units will be paid as follows (see Exhibit E - Example Contract Maximum Term Payment Unit):

16.5.1 New Awardee:

16.5.1.1 Is eligible to receive Transitional Client Monthly Payments for transferred clients that were already in employment prior to the contract effective date.

16.5.1.2 Is not eligible for Retention Performance-based Payments on transferred clients that secured employment prior to the contract effective date.

16.5.2 Incumbent Contractor:

16.5.2.1 The Incumbent Contractor is eligible for Retention Performance-based Payments at a pro-rated daily rate.

16.6 Contract Maximum Term Transition Activities Costs:

16.6.1 In the event that a contract is awarded to a new contractor, the payment shall be determined by the allowable costs associated with transition activities as approved by the ADES listed on Transition Activities Itemized Service Budget, Attachment 13.

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17. Reporting Requirements

17.1 Report client data and other information as required by ADES in accordance with the TANF Jobs Program

Policy Manual Assessment section as may be amended;

17.2 Submit to designated ADES staff the annual Financial Program Compliance Audit Report, ninety (90) days after the end of the contract year, detailing the actual expenditures for the TANF Jobs Program that year.

The Financial Program Compliance Audit shall be completed by an Independent Certified Public Accountant. The Contractor shall assume the cost of said services; and

17.3 Submit reports to: tanfjobsinvoices@azdes.gov

Subject Line: TANF Jobs Annual Financial Program Compliance Audit Report Email Content: Attn: Finance & Business, Contracts

17.4 Submit to ADES the current certificates(s) of insurance within (10) calendar days of the award as required in the Special Terms and Conditions and maintain a valid certificate of insurance on file with ADES Contract Specialist.

18. Notices and Correspondence

18.1 Notices, correspondence, reports, and invoices from the Contractor to ADES should be sent to:

Invoices: TANFJobsInvoices@azdes.gov Policy: derswfpolicy@azdes.gov Contracts: derscontractsadmin@azdes.gov

ADES Special Terms and Conditions

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1. Definition of Terms

In addition to the Uniform Terms and Conditions, Section 1, the following shall apply:

1.1 “Award Date” The date the Contract is executed by the Department. This may or may not be the same date as the “Effective Date” which is the date specified on the Offer and Award or Signature Page.

1.2 “Client Specific Referral” Services or activities for which a referral has been made for a client by an authorized representative of the Department.

1.3 “Department” The Arizona Department of Economic Security (ADES), unless otherwise indicated.

1.4 “Effective Date” The date the Contractor is to start delivering services. The Effective Date is specified on the Offer and Award or Signature Page.

1.5 “Equipment” All vehicles, furniture, machinery, electronic data processing (EDP) equipment, software and all other equipment costing $5,000.00 or more, including all normal and necessary expenses incurred to make the equipment ready for its intended use (e.g., taxes, freight, installation, assembly, and testing charges, etc.), and with a useful life of greater than one (1) year. Equipment as used herein does not include real property (e.g., land, building, structures, or facilities’ improvements).

1.6 “May” Indicates something that is not mandatory but permissible.

1.7 “Purchase Order” also known as “Purchase Authorization” or “Release Order” is an authorized document to procure goods or services.

1.8 “Shall, Must” Indicates a mandatory requirement. Failure to meet these mandatory requirements may result in the rejection of a proposal as non-responsive.

1.9 “Should” Indicates something that is recommended but not mandatory. If the Contractor fails to provide recommended information, the State may, at its sole option, ask the Contractor to provide the information.

1.10 “Vulnerable adult” An individual who is eighteen (18) years of age or older who is unable to protect himself from abuse, neglect, or exploitation by others because of a physical or mental impairment. Vulnerable adult includes an incapacitated person as defined in A.R.S. §14-5101.

2. Advertising, Publishing and Promotion of Contract

In addition to the Uniform Terms and Conditions, Section 3.6, the following shall apply:

2.1 The Contractor shall provide to the Department for review and approval all reports or publications (written, visual or sound) which are funded or partially funded under this Contract, a minimum of fifteen (15) calendar days prior to public release. All reports and publications whether written, visual or verbal shall contain the following statement:

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2.1.1 “This program was funded through a contract with the Arizona Department of Economic Security.

Points of view are those of the author and do not necessarily represent the official position or policies of the Department.”

3. Assignment

In addition to the Uniform Terms and Conditions, Section 5.3, the following shall apply:

3.1 Merger, Reorganization or Change of Ownership

3.1.1 A proposed merger, reorganization or change in ownership of the Contractor shall require prior written…