CTR069054_Unaccompanied_Minor_Services_Catholic_Charities__part_1__-_signed.pdf

Direct Contract

Contract No.: CTR069054

Description: Unaccompanied Minors Service - Refugees

Rev. 10-2023, v9

Contract between the Arizona Department of Economic Security (the "Department") and Catholic Charities Community Services (the "Contractor").

WHEREAS the Department is duly authorized to execute and administer contracts under A.R.S. §41-1954;

THEREFORE, the Department and Contractor agree to abide by all the terms and conditions set forth in this Contract.

Contract Term: This contract shall be effective 1/1/2024 (or date of last signature) and shall terminate on

12/31/2024, unless extended in accordance with the Special Terms and Conditions.

BY SIGNING THIS FORM ON BEHALF OF THE CONTRACTOR, THE SIGNATORY CERTIFIES HE/SHE HAS THE AUTHORITY TO BIND THE

CONTRACTOR TO THIS CONTRACT.

FOR AND ON BEHALF OF THE

ARIZONA DEPARTMENT OF ECONOMIC SECURITY:

FOR AND ON BEHALF OF THE

CATHOLIC CHARITIES COMMUNITY SERVICES:

Signature of Authorized Individual Signature of Authorized Individual

Printed Name Printed Name

Title Title

Date Date

Contractor Mailing Address

Contractor Mailing Address (cont.)

Contact Name and Title

Phone number and Email address

CarrieLynn A Mascaro

Vice President of Program Operations

12/19/2023

5151 N 19th Avenue, Phoenix, AZ 85015

Joanne Morales- Sr. Programs Director

602-997-6105 jemorales@cc-az.org

David Steuber

Chief Procurement Officer

Dec 21, 2023 https://azdesgov.na1.adobesign.com/verifier?tx=CBJCHBCAABAAE_xNxiib79z_tLgl9F9vGG4NjNJes8U1

Table of Contents

CONTRACTOR IS STRONGLY ENCOURAGED TO READ THE ENTIRE CONTRACT.

Table of Contents

Scope of Work

ADES Special Terms and Conditions

Uniform Terms and Conditions

Attachment 1 - Certification Regarding Lobbying

Attachment 2 - Participation in Boycott of Israel

Attachment 3 - Certification Regarding: Debarment, Suspension, Ineligibility and Voluntary Exclusion

Attachment 4 – Forced Labor of Ethnic Uyghurs Ban

Attachment 5 – Direct Service Central Registry Clearance Form

Attachment 6 - Business Associates Agreement (BAA)

Scope of Work

1. ADES Mission and Vision Statements

1.1 ADES Mission: To strengthen individuals, families, and communities for a better quality of life.

1.2 ADES Vision: A thriving Arizona.

2. Purpose

2.1 Purpose Statement: To ensure that Unaccompanied Refugee Minors (URM) receive the full range of assistance, care, and services that are available to all foster children in the State by establishing legal responsibility, under State law, to provide specialized foster care services for unaccompanied refugee minors. To reunify unaccompanied refugee minors with their parents or, within the context of State child welfare practice, with non-parental adult relatives. To help unaccompanied minors develop appropriate skills to enter adulthood and to achieve economic and social self-sufficiency, through delivery of child welfare services in a culturally sensitive manner.

2.2 Legal Authority: Pursuant to A.RS. § 41-1954 (A)(6), provides ADES the authority to contract and incur obligations within the general scope of its activities and operations. Pursuant to section 412(c)(2)(B) of the Immigration and Nationality Act, 45 CFR Part 400, and the Arizona Gubernatorial Designation of Authority, ADES’ Arizona Refugee Resettlement Program (“RRP”) makes funds available to provide services in Arizona.

2.3 Projected Utilization: For Federal Fiscal Year 2024 (October 1, 2023, through September 30, 2024) ADES anticipates providing specialized foster care services for an estimated sixty-five (65) unaccompanied refugee minors.

2.4 Funding: Fund sources that support this service include Refugee Cash and Medical Assistance funds from the U. S. Department of Health and Human Services (“DHHS”), Administration for Children and Families, Office of Refugee Resettlement, and other funding sources as available.

ADES estimates up to $1.8 million will be available per twelve (12) month period.

3. Service Description

3.1 Taxonomy Definition: H011-CQ Unaccompanied Minors Service - A service that provides foster care provisions for refugee minors who are in the United States without a qualified parent or legal guardian.

3.2 Actual Service Description: The ADES/DAAS Arizona Refugee Resettlement Program (RRP) Unaccompanied Refugee Minors (URM) Program is designed to provide linguistically compatible and culturally responsive foster care services to meet the needs of refugee children identified overseas by the U.S. Department of State who are without a parent or guardian and who are eligible for resettlement in the U.S., as well as other eligible children whose circumstances require foster care when family care is unavailable. Other eligible children include certain special immigrant juveniles (with Special Juvenile Immigrant Status) and unaccompanied minors with U Visas. The goal of URM services is to assist URM with developing appropriate skills to enter adulthood and to achieve self-sufficiency and independence. Pursuant to 45 CFR § 400.116, allowable benefits and services may include foster care maintenance (room, board, and clothing) payments; medical assistance; support services; services identified in the State's plans under titles IV-B and IV-E of the Social Security Act; services permissible under title XX of the Social

Security Act; and expenditures incurred in establishing legal responsibility. As such, allowable services include foster parent recruitment and licensing assistance; identification of a range of appropriate foster care placements including traditional foster homes, therapeutic foster homes, group homes, residential treatment centers, and others as available for children in domestic foster care placements; indirect financial support for housing, food, clothing, medical care and other necessities; intensive case management by social workers; independent living skills training and independent living stipends; educational supports including Educational Training Vouchers (ETVs); English language training; career/college counseling and training; mental health services; assistance establishing legal responsibility and adjusting immigration status; cultural activities; recreational opportunities; support for social integration; and cultural and religious preservation activities. Services must be provided in a manner such that child welfare services and benefits are provided to the same extent as other children of the same age in the state under the state's title IV-B plan. State URM programs are required to provide child welfare services to refugee children according to the respective state's child welfare standards, practices, and procedures. Foster care maintenance payments must be provided under a state's program under title IV-E of the Social Security Act if a child is eligible under that program.

3.3 Background: The URM Program was originally developed in the 1980s to address the needs of thousands of children in Southeast Asia without a parent or guardian to care for them. For refugee minors, the State Department identifies children overseas who are eligible for resettlement in the U.S., but do not have a parent or a relative available and committed to providing for their long-term care. The Trafficking Victims Protection Reauthorization Act also extends Unaccompanied Refugee Minor Program eligibility to certain minors with Special Juvenile Immigrant Status (SIJS), to certain minor victims of trafficking, and to unaccompanied minors with U Visas. The U.S. Department of Health and Human Services, Office of Refugee Resettlement (ORR) identifies such minors who may become eligible for the URM program after they arrive in the U.S. and do not have a parent or a relative available to provide care. The majority of these minors identified by ORR within the U.S., originate as Unaccompanied Alien Children (UACs) and are referred to the URM program once they meet all of the eligibility requirements. Upon arrival in the U.S., these refugee children are placed into the Unaccompanied Refugee Minors (URM) program and receive refugee foster care services and benefits. The United States Conference of Catholic Bishops (USCCB) and Lutheran Immigration and Refugee Service (LIRS) are the only two national voluntary agencies authorized by the U.S. Department of State to provide placement and resettlement services to unaccompanied refugee minors in the United States, and they are the two lead agencies assisting ORR with the URM Program. Though both USCCB and LIRS have local affiliates in Arizona, the ORR approved Arizona State Plan includes only one URM program through USCCB. Population of Refugees and Migration (PRM) approval via the cooperative agreement for Reception and Placement, and ORR approval, via the State Plan, would be necessary to open a new URM program site.

3.4 Eligibility: Pursuant to 45 CFR § 400.113 an Unaccompanied Refugee Minor is eligible for benefits and services until the minor:

3.4.1 Is reunited with a parent; or

3.4.2 Is united with a non-parental adult (relative or nonrelative) willing and able to care for the child to whom legal custody and/or guardianship is granted under the State law; or

3.4.3 Pursuant to Arizona’s Child and Family Services Plan (Title IV-B State Plan) an Unaccompanied Refugee Minor is eligible for services while they are under eighteen (18) years of age, between the ages of eighteen (18) and twenty-one (21) if participating under a Voluntary Foster Care Agreement, or between the age of eighteen (18) and twenty-three (23) if receiving Education and Training Vouchers, or attain such higher age as identified in the state’s Title IV-E and Title IV-B plans.

4. Definitions

4.1 Arizona Health Care Cost Containment System (AHCCCS): The state agency that administers

Arizona’s Medicaid program.

4.2 Case Manager: An individual who oversees coordinating resources and services, as well as advocating for the well-being for their clients. They are typically the link between a patient and healthcare or social services providers.

4.3 Clinician: A health care professional employed at a skilled nursing facility or clinic who works directly with patients.

4.4 Division of Aging and Adult Reporting System (DAARS): The reporting system used for inputting financial billing information.

4.5 Domestic Medical Examination: A comprehensive medical examination that screens for a wide range of infectious diseases and non-communicable conditions.

4.6 Education and Training Vouchers (ETV): A federally-funded, state-administered program providing URM who are or were in foster care up to $5,000 a year for qualified school-related expenses to cover post-secondary education and training programs for unaccompanied refugee minors who were in foster care at the age of sixteen (16), seventeen (17), or eighteen (18) and are under that age of twenty-one (21) at the time of initial application. Students receiving ETV at age twenty-one (21) may be provided up to the age of twenty-three (23) if URM remain in good academic standing. Amount may not exceed the total cost of attendance for the program of study.

4.7 Foster Parent: An individual temporarily serving as a parent for a child who has lost or been removed from a parent’s care and who is not the person’s own biological child.

4.8 Group Home: A type of live-in, out-of-home care placement in which staff are trained to work with children and youth whose specific needs are best addressed in a highly structured environment.

4.9 Independent Living Plan: A document required for all URM age sixteen (16) and older including a life skills assessment and identified steps and supports needed to successfully transition to independence when leaving the program.

4.10 Independent Living Program: Services to assist teens in foster care to develop the skills and competencies necessary for a successful transition to adulthood. Such services include Independent Living and life skills training, educational support and assistance, Education and Training Vouchers (ETV), employment support and assistance, counseling, Independent Living Subsidy, voluntary foster care for young adults ages 18 through 20, after care services, health care, and post-secondary education and training support.

4.11 Independent Living Subsidy: A monthly stipend available to eligible URM in foster care and to young adults who are residents of Arizona and have signed a voluntary agreement for continued care after age eighteen (18) but may not extend past the twenty-first (21st) birthday. Receiving URMs must be at least seventeen (17) years of age, and URMs age seventeen (17) must have court approval to participate in the program (court approval is not required for age 18 and older).

To receive the monthly stipend, URMs must be participating in an approved schedule of activities specific to the individual’s educational, employment, vocational, and therapeutic goals as outlined in the case plan. The monthly stipend is provided to URMs in lieu of any other foster care payment who are in Independent Living Placements that allow URMs to reside in unlicensed settings, including apartment living (alone or with roommates), dormitories and boarding with family, friends, or others.

4.12 Individual Service Plan: Federal law under title IV-E (in 42 U.S.C. 675(1)) requires that the case plan describe specifics of a child’s care while in placement, including, at a minimum, the following a description of the type of home or institution in which the child is to be placed and a plan for ensuring that the child receives safe and proper care and that appropriate services are provided to the parents, child, and foster parents. ORR policy sets for requirements that a written case plan for the care and supervision of each child, including a service plan, leading to non-dependent emancipation or family reunion, is developed, and reviewed for each child semi-annually.

4.13 Initial Placement Date: Date URM services began. For URMs changing from Catholic long term foster care to URM, use the date discharged from UAC portal. For all others use date child arrived in program and began receiving services.

4.14 Interstate Compact on the Placement of Children (ICPC): The DCS guidelines that specify the procedures regarding referrals and placement of children.

4.15 Key Staff: Program management and staff who submit reports and invoices to the Department.

4.16 Lawful Permanent Resident: Also known as “green card holders” are foreign nationals who have been granted the right to reside permanently in the United States.

4.17 Legal Responsibility: Legal custody and/or guardianship, as appropriate, in accordance with applicable State law.

4.18 ORR-3 Report: An initial placement, change of status, termination, or re-entry report for minors and youth in the URM Program.

4.19 ORR-4 Report: An annual report on progress for minors and youth in the URM Program. The report provides information on education, personal functioning of youth, and family reunification.

4.20 ORR-6 Report: A report submitted for refugee benefits and assistance programs such as Refugee Cash Assistance, Refugee Medical Assistance and Screening, Unaccompanied Minors, Support Services including School Impact.

4.21 Refugee Resettlement Program (RRP): A program that supports refugees and other eligible beneficiaries with successful transition to life in the United States through transitional benefits and services.

4.22 Resettlement Agencies: Agencies that are responsible for providing basic services and assistance to newly arriving refugees.

4.23 Residential Treatment Center: Also known as a Rehab Center, is a place where individuals can experience 24-hour care and therapy.

4.24 Safety Plan: A written agreement that a clinician develops with the URM that clearly describes the safety services that will be used to manage threats to a child’s safety in the least intrusive manner possible. A safety plan differs from a case plan in that a safety plan is designed to control safety threats and have an immediate effect, while a case plan seeks to create change over time to reduce risk and increase the family’s capacity to protect the child. Safety planning is particularly important for URM who have experienced human trafficking, who have attempted self-harm, or who have any identified safety risk.

4.25 Service Records: Record of all direct and indirect services provided to a client utilizing funds provided under this contract.

4.26 Therapeutic Foster Care: A homes that are needed for children that require additional direction and supports in managing their emotions and behaviors.

4.27 Traditional Foster Home: A home that can provide care and structure to a youth from birth to teen while promoting safe and healthy childhood experiences.

4.28 Unaccompanied Refugee Minor (URM): An individual who has not yet attained eighteen (18) years of age who enters the U.S. unaccompanied by a parent, an immediate adult relative, or an adult having document-able legal evidence of custody of the minor.

4.29 Voluntary Foster Care Agreement: An agreement that must be signed by URM to remain in the program after reaching eighteen (18) years of age. The document outlines efforts to achieve self-sufficiency and assures acceptance of personal responsibility for preparing for and transitioning from adolescence to adulthood. Young adults may remain in foster care after their 18th birthday only if they are a Resident of Arizona and have signed the Voluntary Foster Care Agreement.

5. General Requirements

The Contractor shall:

5.1 Administrative Requirements:

5.1.1 Provide services that are culturally relevant and linguistically appropriate to the population to be served.

5.1.2 Carry out, and possess the capabilities, including IT infrastructure, staffing structure, and availability of experienced staff.

5.1.3 Provide all personnel, supervision, equipment, materials and supplies necessary to meet the requirements of this service.

5.1.4 Utilize backup and recovery procedures for computer systems to ensure no data is lost, and no disruption or degradation of services occurs.

5.1.5 Maintain and utilize secure storage space for confidential client and personnel information.

5.1.6 Maintain a computer-based tracking system from which required reports may be generated.

5.1.7 Enable and train all staff members who work with URM to utilize and have access to an internet-enabled computer to access the Arizona Refugee Resettlement Program

Online Data System (ARRPODS), located at:

https://azdesdaas.force.com/refugeeresettlementprogram/

5.1.8 Utilize the Checklist/Alert functionalities in ARRPODS to determine the workflow requirements of ORR-3 and ORR-4 reporting requirements.

5.1.9 Utilize the Checklist/Alert functionalities in ARRPODS to determine the workflow requirements of ORR-3 and ORR-4 reporting requirements.

5.1.10 Follow service provisions utilizing alternate means identified by the RRP should

ARRPODS be considered inoperable or discontinued by the RRP.

5.1.11 Participate in RRP evaluation studies, if any.

5.1.12 Maintain and utilize a policy and procedure manual that includes, at a minimum, a description of the population served, program description and requirements, fingerprinting requirements, non-discrimination policy, HIPAA Level One and Two training and confidentiality requirements.

5.1.13 Consult no less than two times annually with Resettlement Agencies (RAs); Mutual

Assistance Associations and Ethnic Community-based Organizations (ECBOs); and other key community service providers to solicit input on refugees' ongoing and emerging service needs as well as local resources available to meet those needs.

5.1.14 Document coordination/collaboration with other refugee-serving agencies in developing and delivering services.

5.1.15 Notify RRP within twenty-four (24) hours any medical or behavioral health emergencies experienced by URM and within seven (7) calendar days of any of the following:

5.1.15.1 A change of placement to a higher level of care (e.g. from foster care to therapeutic foster care, from therapeutic foster care to a residential treatment center, etc.);

5.1.15.2 A potential case transfer from another state to Arizona or from Arizona to another state; or

5.1.15.3 Incarceration of a URM.

5.1.16 Notify the assigned ADES contract specialist in writing within seven (7) calendar days of any changes in Key Staff.

5.1.17 Maintain documentation that Key Staff has received appropriate training in accordance with their job descriptions.

5.1.18 Ensure that Key Staff attend training required by ADES.

5.1.19 Meet established State standards, as may be amended, located at:

https://extranet.azdcs.gov/DCSPolicy/ for persons providing similar services in non-refugee child welfare agencies.

https://azdesdaas.force.com/refugeeresettlementprogram/ https://extranet.azdcs.gov/DCSPolicy/

5.1.20 Provide at least thirty (30) hours, annually, of ongoing, planned staff development activities for each staff member, including program supervisors, directly involved in provision of services.

5.1.21 To the extent possible, utilize bilingual/bicultural staff that share linguistic and cultural backgrounds of Unaccompanied Refugee Minors served in the program.

5.1.22 Ensure that women have the same opportunity as men to participate in services.

5.1.23 Consider cost effectiveness of services and appropriate caseload sizes when evaluating overall program effectiveness, while maintaining minimum program standards.

5.1.24 Confer at least annually with RRP to discuss program needs and problems, and to establish numbers of URMs to be served in the coming year within the State.

5.2 Placement Services

5.2.1 Provide care and supervision of Unaccompanied Refugee Minors for the duration of their participation in URM Program services.

5.2.2 Place URMs in least restrictive care settings as soon as possible and establish legal responsibility, under State law.

5.2.3 Ensure URMs receive the full range of assistance, care, and services to which all children in the State are entitled.

5.2.4 Continuously work towards diversifying placement options and building capacity to serve URM at all levels of care, to ensure that such placement options exist upon arrival to the Program or as they exhibit needs for higher levels of care after arrival to the Program, including:

5.2.4.1 Traditional foster homes;

5.2.4.2 Therapeutic foster care;

5.2.4.3 Group homes; and

5.2.4.4 Residential treatment centers and any other placement type available in the domestic foster care system.

5.2.5 Provide for the recruitment, evaluation, training, licensing, supervision, monitoring and license renewal of foster care homes and providers to meet the diverse backgrounds and needs of incoming URM populations.

5.3 Legal Services

5.3.1 Establish legal responsibility, including legal custody and/or guardianship, as appropriate, in accordance with applicable State law, for each URM who resettles in the State.

5.3.2 Initiate procedures for establishing legal responsibility for the minor, with an appropriate court (if action by a court is required by State law), within thirty (30) days after the minor arrives at the location of resettlement, pursuant to 45 CFR § 400.115.

5.3.3 Assist URM to complete the process of adjusting to Lawful Permanent Residence as appropriate.

5.4 Parity of Service with State Foster Care System

5.4.1 Ensure compliance with Office of Refugee Resettlement requirements by providing the same child welfare services and benefits to the same extent as are provided to other children of the same age in Arizona foster care, pursuant to 45 CFR Part 400, Subpart H - Child Welfare Services, located at: https://www.law.cornell.edu/cfr/text/45/part- 400/subpart-H, as may be amended.

5.4.2 Provide services and benefits to the same extent as those identified under Arizona’s title IV-B plan, located at: https://dcs.az.gov/sites/default/files/DCS- Reports/az_child_and_family_service_plan_2015_2019.pdf, as may be amended.

5.4.3 Ensure that foster care maintenance payments be provided under the State's child welfare program under title IV-E of the Social Security Act if a child is eligible under that program.

5.4.4 Provide child welfare services according to the State's child welfare standards, practices, and procedures, as outlined in Arizona Department of Child Safety: Policy and Procedure Manual, as may be amended, located at: https://extranet.azdcs.gov/DCSPolicy/.

5.4.5 Provide child welfare services and refugee-specific services that will help URMs adjust to their communities, with emphasis on those services most likely to help URMs prepare for emancipation/self -support, appropriate to their age and development.

5.4.6 Provide services in a cost-effective manner, service costs should generally parallel those of the State's regular domestic child welfare system, except where consideration given to unique cultural, language, and psychological needs of the refugee clientele mandates different costs.

5.4.7 Ensure that after the initial placement of a URM, the same procedures that govern the movement of all children in domestic foster care to other States apply to the movement of unaccompanied minors to other States, pursuant to 45 CFR § 400.119, as may be amended, located at: https://www.law.cornell.edu/cfr/text/45/400.119

5.4.8 Develop, maintain and adhere to procedures that ensure the mechanisms of the

Interstate Compact on Placement of Children are utilized when an interstate placement is required subsequent to initial placement.

5.4.9 Ensure URMs have access to non-ORR funded resources.

5.5 Medical and Behavioral Health Services

https://www.law.cornell.edu/cfr/text/45/part-400/subpart-H https://www.law.cornell.edu/cfr/text/45/part-400/subpart-H https://dcs.az.gov/sites/default/files/DCS-Reports/az_child_and_family_service_plan_2015_2019.pdf https://dcs.az.gov/sites/default/files/DCS-Reports/az_child_and_family_service_plan_2015_2019.pdf https://extranet.azdcs.gov/DCSPolicy/ https://www.law.cornell.edu/cfr/text/45/400.119

5.5.1 Assist all URMs to apply for AHCCCS coverage, or URM funded Refugee Medical Assistance for URMs that are ineligible for AHCCCS, within thirty (30) days of arrival to the URM Program.

5.5.2 Assist all URMs to complete the Domestic Medical Examination for Newly-arriving Refugees, as required, within thirty (30) days of arrival to the program.

5.5.3 Provide services that meet the medical, behavioral, and mental health needs including individual or family counseling, as needed.

5.5.4 Provide cross training opportunities for providers and staff geared towards the expansion of culturally responsive placements at higher levels of care, including but not limited to therapeutic foster care placements, behavioral group homes, and residential treatment centers.

5.5.5 Maintain a written contingency plan involving identification of potential resources for coping with cases of severe mental health disorders, pursuant to ORR’s Statement of Goals, Priorities, Standards, and Guidelines for the Unaccompanied Minor Refugee and Cuban/Haitian Entrant Programs, as may be amended, located at:

https://www.acf.hhs.gov/orr/resource/statement-of-goals-priorities-standards-and-guidelines.

5.5.6 Provide services that are trauma informed and responsive to the URM particular experiences of persecution, trauma and migration.

5.5.7 Develop Safety Plans, at a minimum, for all URMs who have experienced human trafficking, who have attempted self-harm, or who have any identified safety risk. To identify individual methods and resources to address and situations that could adversely impact their safety.

5.5.8 Maintain Safety Plans in the case file and include at a minimum:

5.5.8.1 The participation of and coordination with the URM, case manager, foster parent, and clinician.

5.5.8.2 Follow-up actions related to adherence to the safety plan shall be clearly documented in ARRPODS and the client’s case file; and

5.5.8.3 Any actions or situations adversely impacting the URM safety after development of the safety plan and steps to revisit the safety plan and address such situations shall also be clearly documented.

5.6 Family Reunification

5.6.1 Encourage reunification of minors with their parents, or other adult relatives, when appropriate, and work with supportive resources such as Resettlement Agencies, at the State and local levels, to facilitate such reunion.

5.6.2 Encourage URMs to apply for admission of their parents to the United States, as appropriate, and assist with preparation of the necessary documentation including applications.

https://www.acf.hhs.gov/orr/resource/statement-of-goals-priorities-standards-and-guidelines https://www.acf.hhs.gov/orr/resource/statement-of-goals-priorities-standards-and-guidelines

5.6.3 Assist in the reunification of the family unit following the arrival of a URM’s parent to the United States and provide services for up to ninety (90) days after the child is reunified with parents, at which point ORR URM benefits and services cease, pursuant to ORR’s Statement of Goals, Priorities, Standards and Guidelines for the Unaccompanied Minor Refugee and Vurna/Haitian Entrant Programs and 45 CFR § 400.113, as may be amended, located at: https://www.law.cornell.edu/cfr/text/45/400.113.

5.7 Foster Care Service Requirements

5.7.1 Develop and implement an appropriate plan for the care and supervision of, and services provided to, each URM, to ensure placement in a foster home or other setting approved by the legally responsible agency and in accordance with the URM need for care and for social, health, and educational services, pursuant to 45 CFR § 400.118, as may be amended, located at: https://www.law.cornell.edu/cfr/text/45/400.118.

5.7.2 Develop and maintain an Individual Service Plan for the care and supervision of each URM, including a service plan, leading to non-dependent emancipation or family reunion.

5.7.3 The Individual Service Plan at a minimum shall address each of the following areas:

5.7.3.1 Social adjustment;

5.7.3.2 English language training;

5.7.3.3 Career planning;

5.7.3.4 Education/training as appropriate;

5.7.3.5 Health needs;

5.7.3.6 Suitable placement type or mode of care in least restrictive setting;

5.7.3.7 Development of socialization skills;

5.7.3.8 Family reunification;

5.7.3.9 Preservation of ethnic and religious heritage; and

5.7.3.10 Mental/behavioral health needs.

5.7.4 Review Individual Service Plan for the continuing appropriateness of each URM living arrangement and services no less than every six (6) months.

5.7.5 Provide the full range of placement options available to children in the domestic foster care system, including but not limited to:

5.7.5.1 Family foster homes;

5.7.5.2 Group homes;

5.7.5.3 Therapeutic foster care homes; and

https://www.law.cornell.edu/cfr/text/45/400.113 https://www.law.cornell.edu/cfr/text/45/400.118

5.7.5.4 Residential treatment centers and supervised independent living arrangements.

5.7.6 Ensure that to the maximum feasible extent, children twelve (12) years of age and younger are placed in ethnically matched foster homes to support their understanding of their native culture, pursuant to ORR’s Statement of Goals, Priorities, Standards, and Guidelines for the Unaccompanied Minor Refugee and Cuban/Haitian Entrant Programs.

5.7.7 Provide training and information to the foster families related to cultural sensitivities of the caseload.

5.7.8 Maintain a written plan and periodic schedule for exposure to and participation in appropriate cultural events to assist interested URM in maintaining cultural and religious heritage.

5.8 Independent Living Service Requirements

5.8.1 Ensure that URM deciding to remain in the program after the age of eighteen (18) sign

Voluntary Foster Care Agreements outlining their responsibilities for participating in the program, receiving a stipend and preparing for independence.

5.8.2 Ensure that program components provide independent living skills services to assist URMs to prepare adequately for independence.

5.8.3 Ensure that URM who are sixteen (16) and older complete an Independent Living Plan that includes an independent living skills assessment.

5.8.4 Ensure that URM who are receiving Independent Living Services continue to create Individual Service Plans.

5.8.5 Provide independent living stipends for eligible URMs who are at least seventeen (17) years of age, who are participating in an approved schedule of activities specific to the individual goals as outlined in the Individual Service Plan.

5.8.6 Provide the independent living stipend in lieu of any other foster care payment to URMs who are in independent living placements.

5.9 Education and Training Voucher (ETV) Requirements

5.9.1 Provide all eligible URMs the opportunity and assistance to apply for ETVs.

5.9.2 Determine URM eligibility for ETV using the following eligibility criteria:

5.9.2.1 For initial applications, the URM is under the age of twenty-one (21) and was in foster care at the age of sixteen (16) or older;

5.9.2.2 For renewal applications, the URM is under the age of twenty-three (23) at the time of application;

5.9.2.3 URM must attend an accredited college, university, technical or vocational school;

5.9.2.4 URM must submit a Free Application for Federal Student Aid (FAFSA) prior to applying for ETV;

5.9.2.5 Must be in good academic standing or must be making progress towards returning to good academic standing;

5.9.2.6 If the URM is receiving an independent living stipend, he or she may receive both the Independent Living Stipend and ETV, however if the stipend is covering living expenses, then the ETV should only be provided for the needed educational costs (not to exceed the total cost of attendance), as to prevent duplication of benefits for housing; and

5.9.2.7 ETV funding may not exceed $5,000 for each academic year per applicant.

5.9.3 Ensure that any changes in income, student financial aid, or academic standing are reported to RRP to take appropriate action.

5.10 Standards/ Licensure Requirements

5.10.1 Maintain an Arizona child welfare license in good standing.

5.10.2 Provide Counselling services by professionals holding appropriate licensure/certification as required by the State of Arizona.

5.10.3 Ensure compliance with monitoring required by the Department of Child Safety’s Office of Licensing and Regulation.

6. Performance Measures

The Contractor Shall

6.1 One hundred (100) percent of client service records in ARRPODS and in physical case files shall contain all required documentation.

6.2 Ninety (90) percent of ORR-4 Baseline Reports will be submitted within thirty (30) days of initial placement for URM age seventeen (17) and older.

6.3 One hundred (100) percent of ORR-3 Initial Placement Reports will be submitted within thirty (30) days of initial placement into the program.

6.4 One hundred (100) percent of ORR-3 Final Reports will be submitted within sixty (60) days of a URM leaving the program.

6.5 One hundred (100) percent of ORR-3 change of status reports related to changes in legal responsibility will be submitted within sixty (60) days of the change of status.

6.6 Ninety (90) percent of all other ORR-3 Change of Status Reports will be submitted within sixty

(60) days of the change.

6.7 One hundred (100) percent of ORR-4 Annual Outcomes Reports and Follow-up Annual Outcome

Reports will be submitted within two weeks of the URM anniversary of initial placement into the program.

6.8 No more than thirty (30) percent of the existing caseload have had more than two placements, and no more than ten (10) percent of the existing caseload have had more than three (3) placements (exclusive of placements in reception centers, reception homes, temporary/emergency placements not exceeding forty-five (45) days, or planned independent living situations), pursuant to ORR’s Statement of Goals, Priorities, Standards, and Guidelines for the Unaccompanied Minor Refugee and Cuban/Haitian Entrant Programs.

6.9 At least thirty (30) children are participating in the URM Program at any given time, pursuant to

ORR’s Statement of Goals, Priorities, Standards, and Guidelines for the Unaccompanied Minor Refugee and Cuban/Haitian Entrant Programs.

7. Payment Unit

7.1 Contractor shall be reimbursed based on actual expenses on a fixed price with price adjustment basis within contract ceiling and in accordance with the Uniform and Special Terms and Conditions.

8. Reporting Requirements

8.1 Submit the following items/reports relevant to this contract electronically to the assigned ADES contract specialist, or as directed by ADES.

8.1.1 Submit an Annual Budget Analysis generated through DAARS by April 15th of each year, including a detailed staffing analysis and a narrative justification of program costs, direct service caseload ratios, and any outside resources that have been leveraged to offset the costs of the program.

8.1.2 Submit an annual URM population analysis generated through DAARS by April 15th of each year, including a narrative report of trends in overseas and ORR populations’ needs, and a plan for diversifying placement options to meet those needs.

8.2 Upload Individual Service Plans and Independent Living Plans into ARRPODS

8.2.1 Complete the services application for newly arrived clients in ARRPODS within two (2) business days of URM arrival to Arizona.

8.2.2 Enter service records in ARRPODS for all case management and employment services offered to URM no later than ten (10) business days from the date of service, or no later than ten (10) business days from the receipt of information of service delivery should services be rendered by an outside provider.

8.3 Submit ORR-3 and ORR-4 reports, as may be amended, to the Office of Refugee Resettlement URM database located at: https://irads.acf.hhs.gov/irads/, pursuant to ORR reporting requirements located here: https://www.acf.hhs.gov/orr/resource/report-forms in the required timeframes as outlined below:

8.3.1 Submit an ORR-3 Report for initial placement and an ORR-4 Report within twenty (20) days of Initial Placement Date for URM age seventeen (17) and older.

8.3.2 Submit an ORR-3 Report for initial placement within twenty (20) days of Initial Placement Date, for URM younger than seventeen (17).

https://irads.acf.hhs.gov/irads/ https://www.acf.hhs.gov/orr/resource/report-forms

8.3.3 Submit an ORR-3 Report with change of status for URM of all ages receiving ORR-funded services within forty-five (45) days of any of the following changes:

8.3.3.1 Establishing/changing legal responsibilities;

8.3.3.2 Voluntary termination of services after age eighteen (18) or signing of a

Voluntary Foster Care Agreement to remain in the program.

8.3.3.3 Transfer to/from another URM Program;

8.3.3.4 Change in placement type and address;

8.3.3.5 Change in placement cost;

8.3.3.6 Change in immigration/eligibility data;

8.3.3.7 Change in biological parent's location;

8.3.3.8 Absent from program but legal custody retained;

8.3.3.9 Emancipated from placement services but receiving ORR-funded IL/education services;

8.3.3.10 Became a parent;

8.3.3.11 Change in identifying data, e.g., age redetermination, name, received alien number, or development of a safety plan, and

8.3.3.12 Others as identified by ORR and RRP.

8.3.4 Submit an ORR-3 Report for termination of ORR-funded services/final report within forty-five (45) days of termination of ORR-funded services for URM receiving ORR-funded services (e.g., emancipation at the age of eighteen (18) or aging out after completion of a voluntary agreement at age twenty-one (21)).

8.3.5 Complete an ORR-3 Report re-entered ORR-funded placement and/or services report, for URM re-entering ORR-funded services, within 45 days of re-entry into services.

8.3.6 Submit an ORR-4 Report within two (2) weeks of the anniversary of Initial Placement

Date, for URM of all ages receiving ORR-funded services.

8.3.7 Submit a follow up ORR-4 Report within two (2) weeks of the anniversary of Initial Placement Date, for URM having terminated ORR-funded services, until the age of twenty-one (21).

8.3.8 Submit an ORR-6 Report for performance, as may be amended, pursuant to ORR reporting requirements.

8.4 Directly input financial billing information into Division of Aging and Adult Reporting System (DAARS) in accordance with system Guide as may be amended or as directed by ADES.

8.5 Current certificate(s) of insurance as required in the Special Terms and Conditions within ten (10) days of contract execution.

9. Notices and Correspondence

9.1 The Contractor shall submit the required certificate of insurance and policy endorsements within ten (10) days calendar days of a contract award and shall maintain valid insurance, including policy renewals, on file in the ADES certificate of insurance tracking portal, myCOI.

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

ADES Special Terms and Conditions

1. Definition of Terms

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

1.1 “Award Date” The date this 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 Acceptance 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 “Contract Amendment” means a written document signed by the Procurement Officer that is issued for the purpose of making changes in the Contract.

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

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

1.6 “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).

1.7 “May” or “may” Indicates something that is not mandatory but permissible.

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

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

1.10 “Should” or “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.

1.11 “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:

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 approval of the Department and may require an assignment of this Contract documented by a Contract Amendment. The Department may terminate this Contract pursuant to the Termination clauses of this Contract, if the Contractor does not obtain prior written approval or the Department determines that the change in ownership is not in the best interest of the State.

3.1.2 The Contractor shall submit a detailed merger, reorganization and/or transition of ownership plan to the Department, for review at least sixty (60) days prior to the effective date of the proposed change.

3.2 This Contract is voidable and subject to immediate cancellation by the Department upon the

Contractor becoming insolvent, or filing proceedings in bankruptcy or reorganization under the United States Code, or assigning any right(s) or obligations under this Contract without the prior written consent of the Department.

4. Audit

In addition to the Uniform Terms and Conditions, Section 3.3, the following shall apply:

4.1 In compliance with the Federal Single Audit Act (31 U.S.C. § 7501-7506 as may be amended), Contractors designated as sub-recipients shall comply with the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards as prescribed in 2 C.F.R. § 200.

4.2 Audits of non-profit corporations receiving Federal or State monies are required pursuant to Federal or State law and shall be conducted as provided in 31 U.S.C. § 7501-7506, and A.R.S. § 35-181.03, as may be amended, and any other applicable statutes, rules, regulations, and standards.

4.3 In accordance with A.R.S. § 35-214, the Contractor shall retain and shall contractually require each subcontractor to retain all data, books and other records (“records”) relating to this Contract for a period of five (5) years after completion of this Contract, except if the Contractor is subject to Health

Insurance Portability & Accountability Act of 1996 (Public Law 104-191) in which case such records shall be retained for six (6) years. All records shall be subject to inspection and audit by the State at reasonable times. Upon request by the Department or the Attorney General’s Office, the Contractor shall produce the original of any or all such records.

5. Authorization for Services

5.1 Authorization for performance of services under this Contract shall be made only upon the issuance of a duly authorized Purchase Order (also referred to as “Purchase Authorization” or “Release Order”). The Purchase Order will indicate this Contract number and the dollar amount of funds authorized. The Contractor shall only be authorized to perform services up to the amount on the Purchase Order. The Department shall not have any legal obligation to pay for services in excess of the amount indicated on the Purchase Order.

5.2 No further obligation for payment shall exist on behalf of the Department unless:

5.2.1 The Purchase Order is changed or modified with an official procurement change order, and/or

5.2.2 An additional Purchase Order is issued for purchase of services under this Contract.

6. Background Checks for Employment through the Central Registry. If providing direct services to children or vulnerable adults, the following shall apply:

6.1 The provisions of A.R.S. § 8-804 (as may be amended) are hereby incorporated in their entirety as provisions of this Contract.

6.2 The Department will conduct Central Registry Background Checks and will use the information contained in the Central Registry as a factor to determine qualifications for positions that provide direct service to children or vulnerable adults for:

6.2.1 Any person who applies for a contract with this State and that person’s employees;

6.2.2 All employees of a contractor;

6.2.3 A subcontractor of a contractor and the subcontractor’s employees; and

6.2.4 Prospective employees of the contractor or subcontractor at the request of the prospective employer.

6.3 Volunteers who provide direct services to children or vulnerable adults shall have a Central Registry Background Check which is to be used as a factor to determine qualifications for volunteer positions.

6.3.1 A person who is disqualified because of a Central Registry Background Check may apply to the Board of Fingerprinting for a Central Registry exception pursuant to A.R.S. § 41-

619.57. A person who is granted a Central Registry exception pursuant to A.R.S. § 41-

619.57 is not entitled to a contract, employment, licensure, certification or other benefit because the person has been granted a Central Registry exception.

6.3.2 Before being employed or volunteering in a position that provides direct services to children or vulnerable adults, persons shall certify on forms that are provided by the Department whether an allegation of abuse or neglect was made against them and was substantiated.

The completed forms are to be maintained as confidential.

6.4 A person awaiting receipt of the Central Registry Background Check may provide direct services to ADES clients after completion and submittal of the Direct Service Position certification form if the certification states:

6.4.1 The person is not currently the subject of an investigation of child abuse or neglect in

Arizona or another state or jurisdiction; and

6.4.2 The person has not been the subject of an investigation of child abuse or neglect in Arizona, or another state or jurisdiction, which resulted in a substantiated finding.

6.5 If the Central Registry Background Check specifies any disqualifying act and the person does not have a Central Registry exception, the person shall be prohibited from providing direct services to ADES clients.

6.6 The Contractor shall maintain the Central Registry Background Check results and any related forms or documents in a confidential file for five (5) years after termination of this Contract.

6.7 The Contractor shall require each employee to complete and sign the Direct Service Central

Registry Clearance form, and retain in a confidential file for five (5) years after termination of this Contract. The Direct Service Central Registry Clearance form CSO-1083C can be found at:

https://de…