CTR067437_LifeSet_Contract_Revised_2.5.2024.pdf

Solicitation Requirements Part 1

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Contract Number: CTR067437

Description:

LifeSet

State of Arizona Department of Child Safety

Office of Procurement & Contracts 3003 N. Central Avenue

Phoenix, AZ 85012

Part 1: Scope, Pricing and Terms and Conditions

Table of Contents 1

SECTION 1-A: Scope of Work 2

SECTION 1-B: Pricing 23

SECTION 1-C: Special Terms and Conditions 26

SECTION 1-D: Uniform Terms and Conditions 6 https://procure.az.gov/bso/

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LifeSet

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1-A: Scope of Work

1.0 INTRODUCTION

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

Mission: Successfully partner with families, caregivers, and the community to strengthen families, ensure safety, and achieve permanency for all Arizona’s children through prevention, services, and support.

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

2.0 PURPOSE AND BACKGROUND

2.1 The purpose of this contract is to secure a Contractor to assist the Arizona

Department of Child Safety in supporting foster youth ages 16-20 participating in the DCS out of home care or in the Extended Foster Care (EFC) program who have been identified as needing intensive support due to complex needs that might impact a successful transition to adulthood.

2.2 The contractor will provide outcome focused and comprehensive services to emerging youth involved with the Department. The LifeSet model is designed to provide community-based support to improve positive and sustainable outcomes for the youth in out of home care.

2.3 The LifeSet program is an intensive, individualized, evidence-informed and community-based program. The LifeSet program focuses on improving young persons’ relational permanency, housing, mental and physical health, career and employment, life skills and education.

3.0 GENERAL REQUIREMENTS

3.1 Be a recognized developer or Licensed Program Expert of LifeSet, and have experience installing and implementing the LifeSet Program.

3.2 Demonstrate it is the sole proprietor of LifeSet by providing evidence the Contractor holds the copyright or trademark.

3.3 Accept cases for service upon receipt of a service approval from the DCS Permanency and Youth Services unit (PYS).

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State of Arizona Department of Child Safety

Office of Procurement & Contracts

3.3.1 Contractor is responsible for all service authorizations from time of acceptance to time of closure.

3.4 Provide individualized services consistent with the LifeSet Model.

3.5 Provide services Statewide.

3.5.1 Services are to be provided Monday through Sunday, including evenings, weekends and holidays to accommodate the needs of the young person’s schedule.

3.6 Access Guardian to enter case notes or other required documentation.

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

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

3.9 Have the ability to serve non-English speaking families by being able to speak and communicate in the preferred language of the guardian, parent and/or young adult.

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

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

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

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

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

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LifeSet

State of Arizona Department of Child Safety

Office of Procurement & Contracts

4.0 SPECIFIC REQUIREMENTS:

4.1 The PYS unit will verify eligibility for each young person referred to the LifeSet program and create a service authorization through the Guardian System.

4.2 Contractor shall have staff available to receive and assign service authorization

Monday through Friday, 8:00 a.m. – 5:00 p.m., except on legal holidays recognized by the State of Arizona.

4.3 Accept all service authorizations received from DCS.

4.4 Contractor shall provide written verification of referral receipt to PYS within twenty-four (24) hours of referral receipt (excluding weekend and state holidays) by submitting an email to the PYS Unit at YouthServices@azdcs.gov.

4.5 Upon receipt of the service authorization, request the most updated information from the referring or assigned DCS PYS staff before conducting an initial appointment to complete the LifeSet pre-enrollment assessment.

4.6 Upon completion of LifeSet pre-enrollment assessment with the young person, if

Contractor determines that the young person is not appropriate for the LifeSet Program, the Contractor shall email YouthServices@azdcs.gov with details about the results of the assessment and articulation of why the young person should not receive LifeSet services.

4.7 Contractor shall provide weekly updates of open capacity and the availability to accept referrals via YouthServices@azdcs.gov each week by Friday at 5:00PM for the following week of service.

4.8 Contractor shall deliver highly individualized services and develop a service plan tailored to the strengths and needs of each young person, consistent with the LifeSet Model.

4.8.1 Contractor shall have ongoing communication with the DCS Specialist, child welfare worker, and/or EFC Coach to discuss changes in placement, case updates, and any other topics concerning the needs of each young person.

4.9 Contractor shall perform internal monitoring to ensure practice fidelity to the LifeSet model.

4.9.1 Contractor shall share monitoring findings with PYS upon request.

mailto:STA_Referral@azdcs.gov mailto:STA_Referral@azdcs.gov mailto:STA_Referral@azdcs.gov

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LifeSet

State of Arizona Department of Child Safety

Office of Procurement & Contracts

4.9.2 Contractor shall work with PYS if areas needing improvement are identified and develop an action plan to address those areas.

4.10 Contractor shall implement interventions and best practices found in the GuideTree® platform that is accessed by all LifeSet staff. Interventions shall be individualized to meet the specific needs of each young adult and may include, but are not limited to:

a) Cognitive Behavioral Therapy (CBT)

b) Motivational Interviewing (MI)

c) Casey Life Skills Assessments

d) Preparing Adolescents for Young Adulthood (PAYA)

e) Foster Club Permanency Pacts

f) Pregnancy prevention

g) Physical health and mental health care modules.

4.11 LifeSet shall be implemented in accordance with its program philosophy and approach to serving young people.

4.12 Outreach and Response Time:

4.12.1 The Contractor shall contact the young person and their caregiver (if applicable) within twenty-four (24) hours of referral receipt to schedule an assessment.

4.13 Initial Assessment and Enrollment

4.13.1 The pre-enrollment assessment with the young person shall take place within seventy-two (72) hours of successful contact with the young person/caregiver, unless the young person/caregiver requests a different date.

4.13.2 Contractor shall complete the LifeSet pre-enrollment assessment with each young person to determine appropriateness for the program.

4.13.3 Upon completion of the pre-enrollment assessment, Contractor shall begin services within forty-eight (48) hours as indicated by signed consent for participation in LifeSet services.

4.13.4 An initial psychosocial assessment and comprehensive psychosocial assessment shall be completed with each young person once enrolled in the program.

4.14 Service Intervention Planning

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LifeSet

State of Arizona Department of Child Safety

Office of Procurement & Contracts

4.14.1 Contractor shall utilize the LifeSet Service Plan.

4.14.2 Contractor shall complete the initial service plan within seventy-two (72) hours of enrollment.

4.14.3 The LifeSet Service Plan shall be updated monthly and shall be submitted in

Guardian by the fifteenth (15th) day following the previous month.

4.15 Service Delivery

4.15.1 LifeSet program participation can last up to twelve (12) months.

4.15.1.1 A continuation of service beyond twelve (12) months shall be determined by PYS, depending on the needs of the young person.

4.15.2 LifeSet Specialists shall be available to the youth, twenty-four (24) hours a day, seven (7) days a week, to meet the needs of the youth and respond to crisis situations, via an on-call system.

4.15.3 LifeSet Specialists shall conduct one (1) face-to-face session per week, for at least one (1) hour each session with the young person and conduct additional contacts via phone, text messages, e-mails or other means of contact as needed with the youth in a place that is comfortable and convenient to the young person, including but not limited to the following:

a) In the residence where the young person lives;

b) Within a community setting: library, business place, school, etc.

c) Within their own facility; or

d) Additional settings as appropriate (accessible to the young person and provide sufficient space and privacy)

4.15.4 The number of in-person sessions can be adapted based upon the individual needs of each young person.

4.15.5 The LifeSet Specialist will participate in team meetings (in-person or by phone) that may include Case Plan Staffing(s), Team Decision Making (TDM), and Child and Family Team (CFT) Meetings, and Adult Recovery Team (ART).

4.16 Withdraw from Services/Refusal of Services

4.16.1 If the young person refuses services or requests to withdraw from services, the Contractor shall notify the DCS Specialist and the PYS Unit via email at

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State of Arizona Department of Child Safety

Office of Procurement & Contracts

YouthServices@azdcs.gov within forty-eight (48) hours of the request, to discuss the best course of action for the young person and the referral.

4.16.2 The PYS Unit must approve service closure if the young person refuses or withdraws from services.

4.16.3 Contractor shall document all engagement efforts in the Cycle Time Report and in the service file.

4.17 Missed Appointments/Unable to Engage

4.17.1 Contractor process for disengaged youth, including but not limited to:

a) If the LifeSet Specialist arrives to the scheduled meeting, and the young person does not arrive, the LifeSet Specialist shall attempt to call and text the young person. The LifeSet Specialist shall wait at the appointment location for at least fifteen (15) minutes. If the young person does not arrive, the LifeSet Specialist shall leave a letter at the young person’s residence, notifying the young person of the attempted contact and missed appointment.

b) If the young person cannot be located, the LifeSet Specialist shall make daily attempts at the young person’s residence or frequented locations and with the young person’s supports and/or other providers.

c) After one (1) week of not meeting with the young person, the LifeSet Specialist shall contact the DCS Specialist and PYS Unit via email, for assistance with contacting the young person and to communicate the status of the service.

d) If contact still does not occur with the young person after twenty (20) days of the last contact, the LifeSet Specialist shall send a letter the young person’s last known address to inform the young person of pending program closure.

e) If after thirty (30) days of not meeting with the young person, the Contractor shall proceed with service closure.

4.17.2 If the young person requests to cancel a meeting, the LifeSet Specialist shall attempt to re-schedule the appointment with the young person at the time of the engagement, for the same week.

4.17.3 Missed sessions shall be attempted to be made up, once contact is reestablished with the young person.

4.18 Continuation of Services

mailto:YouthServices@azdcs.gov

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LifeSet

State of Arizona Department of Child Safety

Office of Procurement & Contracts

4.18.1 Continued need for services must be addressed when the service plan is updated and thirty (30) days prior to the end of the referral.

4.18.2 If it has been determined that the young person has needs that LifeSet can still address, the contractor shall request approval from the PYS Unit to continue services in one (1) month increments. The request shall include:

a) Reason for continuation, including any barriers to delivering the service; and

b) Additional supports needed to accomplish the desired service interventions.

4.19 Closure

4.19.1 Services may be concluded based on agreement from the young person, caregiver (if applicable) and DCS Specialist. The Contractor will notify PYS Unit of all closures.

a) The contractor shall describe the agreement to end services in the closure summary.

4.19.2 Reasons for closure:

a) Goals and service plan has been adequately addressed, as identified by the LifeSet team and young person.

b) Young person no longer feels they need the support of the service to accomplish goals.

c) Young person no longer wishes or refuses to participate in the program (requires PYS unit approval for closure).

d) Young person is no longer able or available to participate due to changes in their personal schedule, priorities, readiness or another personal reason.

e) Young person cannot be located for participation.

f) Intermittent/inconsistent participation by a young person presents a significant barrier to progress.

g) Young person completed the assessment and it has been determined that LifeSet is not the appropriate service for the young person.

4.19.3 Contractor shall develop a closure summary document and submit within fourteen (14) days of contract award to the PYS Unit at YouthServices@azdcs.gov for approval. The closure summary shall include at a minimum but is not limited to the following:

a) Summary of interventions utilized during the service period;

b) Summary of aftercare services;

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State of Arizona Department of Child Safety

Office of Procurement & Contracts

c) Summary of any supports and/or providers continuing to support the youth after LifeSet services end;

d) Summary of why services are closing (include engagement efforts related to Section 4.16 and 4.17); and

e) Closure reason.

4.19.4 DCS reserves the right to authorize closure or service continuation at any time. All information related to closure shall be included in the closure summary.

4.19.5 The closure summary shall be uploaded into Guardian by the 15th day following the previous month of service.

4.20 Transportation

4.20.1 Service delivery activities may require transporting young adults, when needed.

a) Transportation can include the child(ren) of the young adult.

4.20.2 The Contractor is responsible for transportation and all costs and/or scheduling associated with transportation of youth and young adults as needed or establish transportation plans to provide the required services.

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

4.20.4 Be responsible for motor-vehicle safety in vehicles as evidenced by ensuring:

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

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

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

d) The seats are securely fastened to the body of the vehicle.

4.20.5 Ensure limited risk to passengers by guaranteeing:

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State of Arizona Department of Child Safety

Office of Procurement & Contracts

a) No young person is ever left unattended at any time (within or outside a vehicle);

b) Every young person is transported to their final destination. This includes, but not limited to, walking the young person into the final destination and waiting until the young person's foster parent(s), day care attendant, or the parent/caregiver receives the young person;

c) The vehicle used for transportation is constructed for the transportation of persons, and is reasonably comfortable for passenger(s) (example: air-conditioned, smoke free);

d) No smoking is allowed in the vehicle at any time;

e) Every driver or vehicle has a working communication device to use in case of emergency;

f) Drivers are prohibited from carrying and using firearms, weapons or any form of explosive, flammable and/or harmful material and/or liquid while on duty; and

g) Drivers shall adhere to all applicable Federal, State and local laws and ordinances on traffic safety regulations while driving, such as ordinances that prohibit texting while driving.

4.20.6 In the instance of an automobile accident with a young person in the car, the

Contractor shall:

a) Move his/her car to a safe nearby location;

b) Check to see if anyone is hurt and call 911 for medical assistance;

c) Contact the police and have a “Police Report” filed by the officer on the scene;

d) Notify the assigned DCS specialist by secure email and phone (can leave message or text); and

e) Submit the DCS Significant Incident Report CSO-1151A.

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

5.0 CONTRACTOR REQUIREMENTS: The Contractor shall:

5.1 Staffing:

5.1.1 Have adequate staff assigned throughout the state to support the needs of the young people being served and the capacity needs of DCS.

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State of Arizona Department of Child Safety

Office of Procurement & Contracts

5.1.2 Each unit/“team” shall be comprised of one (1) full-time supervisor and four

(4) full-time specialists, supported by Point twenty-five (.25) Program Director.

5.1.3 A full-time LifeSet Specialist shall serve no more than a maximum caseload of ten (10) young people.

5.2 Staffing Qualifications:

5.2.1 LifeSet Specialists must have a Bachelor’s Degree in a Social Work, Psychology or Social Services related field with a minimum of one (1) year related experience in counseling and/or case management.

5.2.2 LifeSet Supervisors must have a Bachelor’s Degree with prior LifeSet experience.

5.2.3 LifeSet Directors must have a Bachelor’s or Master’s Degree with a minimum of one (1) year of experience in Social Services.

5.3 Professional Standards:

5.3.1 Staff are to be well groomed, and present a professional appearance. Clothing prohibited to wear includes:

a) Any garments deemed inappropriately tight, short, or revealing (mesh tops, midriff tops, tank tops, tube tops, short shorts, workout and/or yoga pants, etc.)

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

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

d) Clothing shorter than 2" above the knee

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

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

5.4 Personnel File:

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State of Arizona Department of Child Safety

Office of Procurement & Contracts

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

1. Proof of education (i.e. College transcripts);

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

3. Any certifications (i.e. EMT, Medical, CPR/AED, etc.);

4. Central Registry Background Check;

5. Level One fingerprint clearance card;

6. Proof of training;

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

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

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

10. Evidence of drug testing records including pre-employment drug testing results and random biennial drug testing results.

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

5.5 Service Case Records:

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

1. Copy of the referral packet;

2. All documents related to services provided to client;

3. All reports and forms identified in Section 6.0;

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

5. Record of all contacts in person, in writing, electronically or telephonically.

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

DCS.

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

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State of Arizona Department of Child Safety

Office of Procurement & Contracts

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

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

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

2. Arizona State Library Archives

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

3. DCS Business Associate Agreement with HITECH

4. The Social Security Administration Privacy Act

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

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

5.6 Training:

5.6.1 All staff that upload documents into Guardian shall complete the DCS Annual Security Training.

5.6.2 Initial Training will include but is not limited to:

a) One (1) day Administrative Orientation for leadership staff and key stakeholders (as identified by DCS and contractor);

b) Three (3) day On-Site Clinical Foundations Training for all LifeSet staff;

i) New LifeSet Specialists and Supervisors that did not receive this training during initial implementation will be required to travel out of state for this training, at a location determined by Contractor.

c) One (1) day On-Site Group Supervision Training for Team Supervisors;

i) New LifeSet Supervisors that did not receive Clinical

Foundations training will be required to travel out of state for this training, at a location determined by Contractor.

d) Three (3) day On-Site Operational Foundations Training (LifeSet 101) for all LifeSet staff within thirty (30) days of hire and prior to the LifeSet delivery;

e) Eight to ten (8-10) hours of web-based Operational Foundations for LifeSet Supervisors;

f) Eight to ten (8-10) hours of web-based Program Lead Training for LifeSet Program Directors;

g) LifeSet Supervisors and/or experienced staff shall co-lead or observe sessions with new LifeSet staff;

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

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State of Arizona Department of Child Safety

Office of Procurement & Contracts

h) Two (2) day in-person Youth Thrive training for all LifeSet Specialists and Supervisors offered by DCS, within three (3) months of hire to the program or the start of this contract.

5.6.3 Ongoing Training will include but is not limited to:

a) Six (6) hours of Quarterly Clinical Trainings for all LifeSet staff;

b) Operational Training; and

c) Periodic Evidence-Based Intervention Trainings

5.7 Supervision:

5.7.1 Contractor shall participate in the following supervision, averaging, but not limited to four (4) hours per week that include but is not limited to the following:

a) All LifeSet Specialists must have regular weekly group supervision with their Supervisor;

b) All LifeSet Supervisors and Specialists must participate in at least weekly clinical consultation from a Licensed Program Expert;

c) All LifeSet Specialists must participate in weekly individual supervision and professional development with their Supervisor;

d) Supervision of staff is required when establishing caseload parameters that will best serve young people and achieve high quality and long-term positive outcomes;

6.0 REPORTING REQUIREMENTS:

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

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

6.2.1 Contractors shall contact DCS within two (2) hours of discovering a client(s) has experienced any incident(s), and submit the written report within twenty-four (24) hours.

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

1. Individual deaths;

2. Suicide ideation;

3. Suicide attempts;

4. Self-abuse;

5. Bullying;

6. Physical abuse and allegations of physical abuse;

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State of Arizona Department of Child Safety

Office of Procurement & Contracts

7. Sexual abuse and allegations of sexual abuse;

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

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

10. When medicine is administered in an emergency situation;

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

12. Adverse medication reactions resulting in medical intervention;

13. Inpatient hospitalized clients;

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

15. Threats and/or altercation with parent, staff or young person ;

16. Assault, Fighting or Physical Aggression

17. Damage or theft of property;

18. Substance Abuse;

19. Police involvement;

20. Emergency Evacuations;

21. Transportation/traffic-related incidents;

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

23. When a physical restraint is used;

24. When a young person is arrested; and

25. When the young person is determined to be a runaway.

6.2.3 Incident reporting procedure: When filing an incident report refer to Exhibit C to see if calling the hotline is also required.

1. If Incident Report is Required:

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

b. Complete the DCS Incident Report; and

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

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

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

b. Make a police report (if applicable).

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State of Arizona Department of Child Safety

Office of Procurement & Contracts

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

6.3.1 The pre-enrollment assessment shall be uploaded into Guardian by the 15th day following the previous month of service.

6.3.2 The initial psychosocial assessment shall be completed within fourteen (14) days of enrollment, and shall be uploaded into Guardian by the 15th day

6.3.3 The comprehensive psychosocial assessment shall be completed within thirty (30) days of enrollment and uploaded into Guardian by the 15th day following the previous month of service.

6.3.4 The Service Plan shall be completed within seventy-two (72) hours following the enrollment. The Service Plan shall be updated monthly and submitted into Guardian by the 15th day following the previous month of service.

6.3.5 The Cycle Time Report shall be completed monthly and submitted into

Guardian by the 15th day following the previous month of service.

6.3.6 The Contractor shall create and submit the closure summary to YouthServices@azdcs.gov fourteen (14) days after contract award for approval by the PYS Unit.

6.3.7 The closure summary shall be uploaded into Guardian by the 15th day

7.0 PAYMENT UNITS:

7.1 Payments will not be made unless there is an active service authorization.

7.2 Service authorization length is up to twelve (12) months.

7.3 Daily per Case Rate: $65.00 (Beginning on the day the referral is accepted and ends on the referral closure date, not to exceed the end date of the service authorization):

Rate is all inclusive and includes but is not limited to the following:

a) Receiving the referral;

b) All engagement efforts;

c) Completion and upload of pre-assessment, initial psychosocial assessment and comprehensive psychosocial assessment;

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State of Arizona Department of Child Safety

Office of Procurement & Contracts

d) Weekly meetings with the young person and engagements outside of scheduled sessions;

e) 24/7 availability of LifeSet Specialists to meet the needs of the young person and respond to crisis situations (on-call system);

f) Creation, completion and upload of monthly Cycle Time Reports;

g) Creation, completion, upload and update of Service Plan;

h) Creation, completion and upload of closure summary;

i) Entering data into partner portal, as requested by Contractor;

j) All daily tasks including but not limited to supervision, technical assistance, quality reviews, outcome evaluations, consultations with the Licensed Program Expert, community supports and any other meetings, as requested by Contractor;

k) Transportation to meet the needs of the young person; and

l) Attendance in any DCS required meetings for the young person and for DCS to monitor the fidelity of the program.

8.0 PROGRAM FIDELITY AND OUTCOME EVALUATION

8.1 The Contractor shall participate in quality improvement activities and collaboratively work with DCS to continuously improve practice fidelity and client outcomes.

8.2 Through Fidelity Monitoring reporting by the contractor, DCS will monitor the provider agency to determine how well the provider agency as a whole has demonstrated fidelity to the program model. This shall be based on elements such as:

a) Adherence to operational guidelines;

b) Conducting professional development activities to promote fidelity; and

c) Implementation of all program key elements

9.0 PERFORMANCE REQUIREMENTS

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

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

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

DCS expectations as outlined in the scope of work, may result in contract action.

A v a i l a b l e

SECTION 1-A: Scope of Work

A P P . A Z . g o v

State of Arizona

Department of Child Safety

Description:

LifeSet

Office of Procurement & Contracts

9.3 Contractor will identify performance benchmarks related to service participation and outcomes at exit. This will be determined monthly through key performance indicators.

Performance Measure

Target

Due By

Performance Reporting Method

Report Frequency

Measure

Reference

Employment/Vocational Stability

80%

Monthly

% of young adults with employment/vocational stability

Section 2.3

Housing Stability

Young persons who have been residing in stable housing with family or independently and can remain for at least 90 days (also includes placement in Job Corps, DDD, SMI, or military)

Permanent Supports

% of young people who have at least 1 supportive adult at the time of service closure.

Interventions/services are delivered as outlined in the service plan

90%

15th day of the month following the previous month

Service Plan

Documentation of approval of interventions/services

Section 4.14

Pre-enrollment assessments are conducted within 72 hours of successful contact with the young person/caregiver

15th day following the previous month of service assessment

As it occurs assessment is completed timely and uploaded into

Guardian

Section 4.13

PART 1 of the Solicitation Documents Updated 9/1/2023 9:27:06 AM

A v a i l a b l

SECTION 1-B: Pricing

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

LifeSet

State of Arizona Department of Child Safety

Office of Procurement & Contracts

9.0 DEFINITIONS

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

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

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

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

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

6. Caregiver: Parties that provides legal (temporary, permanent or transitional) custody to the young person.

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

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

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

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

11. Contact: means the Contractor spoke with the young person and their caregiver or sent and received a text message or email in confirmation.

12. Days: are calendar days unless otherwise stated.

13. DCS Electronic Case Management System: Refers to the States approved system, currently titled “Guardian”. All Contractors are expected to utilize this system and will be responsible for creating a profile after award.

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

15. Foster Care: Care and supervision provided to a young person who is in the custody of the State.

16. GuideTree® platform: Online platform used by LifeSet Developer guidetree.youthvillages.org.

17. Hazard: Means a condition or situation that may cause or result in a physical injury or illness to a young person.

18. Licensed Program Expert: A Contractor’ team member on the clinical program model and is the primary contact ensuring fidelity of the model and supporting clinical implementation.

https://guidetree.youthvillages.org/web/guest/home?p_p_state=maximized&p_p_mode=view&refererPlid=1613909&saveLastPath=false&_com_liferay_login_web_portlet_LoginPortlet_mvcRenderCommandName=%2Flogin%2Flogin&p_p_id=com_liferay_login_web_portlet_LoginPortlet&p_p_lifecycle=0&_com_liferay_login_web_portlet_LoginPortlet_redirect=%2F

A v a i l a b l

SECTION 1-B: Pricing

A P P . A Z . g o v

LifeSet

State of Arizona Department of Child Safety

Office of Procurement & Contracts

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

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

21. Partner Portal: Refers to Contractor’ data tracking system.

22. Program Implementation Specialist: A Contractor’ team member for supporting implementation operationally.

23. Purveyor: The owner and author of the LifeSet program model.

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

25. Regional Network Lead: A Contractor’ team representative for supporting implementation.

26. Rural Counties: Include Mohave, La Paz, Yuma, Yavapai, Coconino, Navajo, Apache, Gila

Graham, Greenlee, Cochise, and Santa Cruz Counties.

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

28. Service Authorization: the instrument through which DCS authorizes a provider to provide specific services to a specific client in return for payment. Service requests (or referrals) are sent to PYS and once it is assigned to the contractor and services are authorized, it becomes a service authorization.

29. Significant Incident: Any unforeseen, unexpected, or unplanned event that involves, but is not limited to; death, injury, violence (including physical, written, or verbal threats of violence), illness, or transport to a hospital from a single incident, an injury to staff or client, the flight or disappearance of a client, property damage to a department asset or personal property, theft, vandalism, property damage that will impact clients, relatives, DCS employees or administration, or the general public, and any other incident that may be considered newsworthy by the media or incur liability to the State of Arizona.

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

A trained facilitator will facilitate all Team Decision Making meetings. The TDM facilitator’s role is to guide group discussion surrounding the safety and/or permanency of the young person involved in a DCS case The facilitator will strive to reach group consensus that the recommended plan is the least restrictive and least intrusive, sufficient to maintain young person’s safety, and in the best interest of the young person.

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

32. Young Person: A person aged sixteen (16) through age twenty (20) who is under the care, custody and control of DCS.

End of Section 1-A

A v a i l a b l

SECTION 1-B: Pricing

A P P . A Z . g o v

LifeSet

State of Arizona Department of Child Safety

Office of Procurement & Contracts

10.0 PRICING

SECTION 1-B: Pricing

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

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

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

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

3. All price adjustments will be implemented by a formal contract change order. DCS shall determine whether the requested price increase or an alternate option is in the best interest of the State.

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

11.0 INVOICING

11.1 Monthly Invoices

11.1.1 All Invoices and supporting documentation shall be submitted between the 1st and the 15th of the month following each service month.

11.1.2 Invoices for the daily rate and continuations shall be submitted via the DCS

Case Management Welfare System; Guardian.

a. If you are not a current provider, the system will contact you with a login so that you can create a profile. You will be able to submit invoices to DCS once this profile is created.

A v a i l a b l

SECTION 1-B: Pricing

A P P . A Z . g o v

LifeSet

State of Arizona Department of Child Safety

Office of Procurement & Contracts

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

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

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

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

2. Invoices will be deemed automatically rejected upon delivery if they:

a. are sent to an incorrect address;

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

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

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

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

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

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

11.2.3 If DCS determines that an over-payment has been made to the Contractor on any prior invoice, it shall inform Contractor of the amount and date of the over-payment and may deduct the over-paid amount from amounts then or thereafter due to the Contractor.

11.2.4 The Contractor shall make payment of all undisputed amounts due to

Subcontractors within thirty (30) days of receipt of funds from DCS applicable to their services.

End of Section 1-B

A v a i l a b l e

SECTION 1-C: Special Terms and Conditions o n l i n e a t : A P P . A Z . g o v

LifeSet

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1-C: Special Terms and Conditions The Special Terms and Conditions modify the Uniform Terms and Conditions and its Appendices. It can modify them by replacing, deleting, appending to, or revising the text of an existing provision or by inserting a new paragraph into an existing article. No other document modifies or adds to the Uniform Terms and Conditions, except as may subsequently be otherwise and expressly agreed and incorporated by Contract Amendment.

nition of Terms

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

1.1 Acceptance “Acceptance” means the document headed “Offer and Acceptance Form” bearing the State contract number once Procurement Officer has signed it to signify

(1) State’s formal acceptance of the Accepted Offer and (2) the formation of the Contract. For clarity of intent, the foregoing is not to be confused with the term “acceptance” used throughout the Contract in the context of delivery, inspection, etc., with respect to Materials or Services.

1.2 Accepted Offer If State did not request a Revised Offer, then “Accepted Offer” means the Initial Offer.

If State did request a Revised Offer but not a Best and Final Offer, then “Accepted Offer” means the latest Revised Offer.

If State requested a Best and Final Offer, then “Accepted Offer” means the Best and Final Offer.

1.3 Arizona Procurement

Code;

A.R.S.;

A.A.C.

“Arizona Procurement Code” means, collectively, Title 41 Chapter 23, et. sequitur, in the Arizona Revised Statutes (abbreviated “A.R.S.”) and administrative rules R2 7 101 et. sequitur in the Arizona Administrative Code (abbreviated “A.A.C.”).

NOTE: There are frequent references to the Arizona Procurement Code throughout the Solicitation Documents; therefore, you will need to be familiar with its provisions to be able to understand the Solicitation Documents fully.

The Arizona Department of Administration State Procurement Office provides a reference compilation of the Arizona Procurement Code on its website:

https://spo.az.gov/administration-policy/state-procurement-resource/procurement-regulations

The Arizona State Legislature provides the official A.R.S. online at:

http://www.azleg.gov/ArizonaRevisedStatutes.asp

The Office of the Arizona Secretary of State provides the official A.A.C. online at:

http://www.azsos.gov/rules/arizona-administrative-code

1.4 Attachment “Attachment” means any item that:

the Solicitation required Offeror to submit as part of the relevant Offer (e.g., Initial Offer, Revised Offer, or BAFO);

was attached to an Offer when submitted; and https://procure.az.gov/bso/ https://spo.az.gov/administration-policy/state-procurement-resource/procurement-regulations https://spo.az.gov/administration-policy/state-procurement-resource/procurement-regulations http://www.azleg.gov/ArizonaRevisedStatutes.asp http://www.azsos.gov/rules/arizona-administrative-code

A v a i l a b l e

SECTION 1-C: Special Terms and Conditions

LifeSet

State of Arizona Department of Child Safety

Office of Procurement & Contracts was included in the Accepted Offer.

1.5 Award Date “Award Date” means the date the contract is executed by the Department. This may or may not be the same date at the “Effective Date” which is the date specified on the Offer and Award or Signature page.

1.6 Contract

Amendment

"Contract Amendment" means a document signed by Procurement Officer that has been issued for the purpose of making changes to the Contract after execution. The term “Change Order” in the eProcurement system is to be construed as being synonymous with “Contract Amendment”.

1.7 Contract Terms

and Conditions

“Contract Terms and Conditions” means these Special Terms and Conditions and the Uniform Terms and Conditions taken collectively.

1.8 Contractor “Contractor” means the Person identified on the Accepted Offer who has entered into the Contract with State.

1.9 Contractor

Indemnitor

“Contractor Indemnitor” means Contractor or any of its owners, officers, directors, agents, employees, or Subcontractors.

1.10 Department “Department” means the Arizona Department of Young person Safety (DCS), unless otherwise indicated

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

1.12 eProcurement “eProcurement” means State’s official electronic procurement system,…