CTR075490_Scope_of_Work_Revised_via_Amendment_2.pdf

Scope of Work

Contract No.: CTR075490

Description: Community Action Services Program

Rev. 04-2024, v11

Scope of Work revised via Amendment 2

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 provide broad-ranging programs and services in rural and urban areas that are intended to pursue the reduction of poverty, the revitalization of low-income communities, and the empowerment of low-income families and individuals to become fully self-sufficient.

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

2.3 Funding: Fund sources that support the services include the Community Services Block Grant (CSBG), Federal Energy Regulatory Commission (FERC), Temporary Assistance to Needy Families (TANF), Social Services Block Grant (SSBG), Low Income Home Energy Assistance Program (LIHEAP), and Neighbors Helping Neighbors (NHN), and others as may be available.

3. Service Description

3.1 Taxonomy Definition: Community Action Services Program: Services provide assistance and assess the needs of low-income Clients to determine the incremental steps the Client must take to move toward economic Self-sufficiency. Services available include but are not limited to:

coordination, community services, case management, utility assistance, and weatherization.

3.2 Actual Service Description: Services include Community Services and Case Management Services for Utility Assistance, Short-Term Crisis Services (STCS), Social Services, Community Navigation Services, and Transportation.

3.2.1 Community Services: Services that are provided with the objective to:

3.2.1.1 Strengthen community capabilities for planning and coordinating the use of a broad range of resources related to the elimination of poverty;

3.2.1.2 Organize a range of services so that these services may have a measurable and potentially major impact on the causes of poverty and help families and individuals become self-sufficient;

3.2.1.3 Utilize innovative and effective community-based approaches to attacking the causes of poverty and of community breakdown;

3.2.1.4 Maximize the participation of individuals with low income to empower them to respond to the unique problems and needs within their communities; and

3.2.1.5 Broaden the resource base of programs directed to the elimination of poverty.

3.2.2 Case Management Services: Services that provide assistance to low-income families and individuals by providing case management services that are intended to assist the household in resolving crisis situations and move closer to Self-sufficiency. Components of this Service include Short-Term Crisis Services (STCS), utility assistance services, and any other program or service the Contractor or ADES deems necessary and appropriate, according to local community needs and priorities. Components of Case Management include, but not limited to:

3.2.2.1 Assist individuals and/or families with utility assistance, weatherization, and energy education, funded by the Low-Income Home Energy Assistance Program (LIHEAP) Grant and Neighbors Helping Neighbors (NHN);

3.2.2.2 Assist families with children through temporary assistance who have an emergent need with STCS, funded by the Temporary Assistance to Needy Families (TANF) Grant;

3.2.2.3 Assist individuals and/or families with Case Management Services, housing services, informational and referral, legal services, transportation services, and other social services, funded by the Social Services Block Grant (SSBG);

3.2.2.4 Assist individuals and/or families at risk of utility instability through the Community

Resource Navigator Services, funded by LIHEAP; and

3.2.2.5 Assist individuals and families in obtaining various types of transportation for specific needs, funded by the Social Services Block Grant (SSBG).

3.3 Background: In an effort for the Child and Community Services Division (CCSD), a division of ADES, to expand access to services and increase the Self-sufficiency of citizens across the State, CCSD works with the Community Action Program (CAP) network, consisting of eleven Community Action Agencies (City of Phoenix, City of Glendale, Maricopa County, Mesa Community Action Network, Northern Arizona Council of Governments, Coconino County, Western Arizona Council of Governments, Pima County, SouthEastern Arizona Community Action Program, Community Action Human Resources Agency, and Gila County), and one limited purpose agency (Portable Practical Education Preparation). These agencies assist households with navigating available public assistance programs, including LIHEAP. This includes assisting those unable to apply online, uploading personal documents, and verifying applicants’ identities.

4. Definitions

4.1 Client: An eligible individual who meets the requirements for a particular service or program as outlined under state and federal law.

4.2 COATES: Community Opportunities, Accountability, Training and Educational Services Act of 1998, Public Law 105-285.

4.3 CSBG Act: The Community Services Block Grant Act (42 U.S.C. § 9901 et seq.), as amended by Public Law 105-285.

4.4 Community Action Agency (CAA): A designated eligible entity as described under the federal Community Services Block Grant Act.

4.5 Community Action Program Plan: A document submitted by Community Action Agencies to the Division of Community Assistance and Development in order to receive the funding provided under Public Law, Title II, Community Services Block Grant Program, Section 676 and under 42 U.S.C.

§ 8624(a)(1), Assurance 3 and 4 of the Low Income Home Energy Assistance Program Act.

4.6 Community Resource Navigator (Navigator): Assist Clients in obtaining access to LIHEAP in an effort to avoid disruption in housing and/or utility services as well as providing ongoing case management to increase Self-sufficiency.

4.7 ID.me: A platform to securely prove and share an identity online.

4.8 Life-Threatening Crisis (LTC) Assistance: Applicants who are in need of Life-Threatening Crisis Assistance must meet one of the following conditions: 1) the termination of power or exposure to heat or cold would be dangerous to the health of a Household member, or 2) life supporting equipment used in the home is dependent on utility service for operation of such apparatus.

4.9 Linguistically Appropriate and Culturally Relevant: Respect and responsiveness to explicit cultural and linguistic needs of individuals that are reflected in behaviors, attitudes, and policies that form an agency service system. Such a system enables the agency to work effectively in cross-cultural situations. The agency will offer culturally compatible service delivery by taking into account distinct nuances and differing values, behaviors, expectations, and life skills that are often rooted in varied cultures.

4.10 Low-Income Home Energy Assistance Program (LIHEAP): LIHEAP is available statewide and provides Arizona households with financial relief toward energy bills focused on heating, cooling, or crisis. Assistance includes energy service restoration, past-due obligations, crisis, and portable fuels. See prescribed benefit amounts in the Community Services Program Policy and Procedures on the CCSD Community Partner Reference Manual.

4.11 Private, non-profit CAAs: A designated Community Action Agency that has been established and maintained as a 501(c)(3) as recognized by the Internal Revenue Service.

4.12 Public CAAs: A designated Community Action Agency that is a unit of Local Government such as a municipality, or a County Government.

4.13 Qualified Non-Citizen: Qualified non-citizens include lawful permanent residents, asylees, refugees, certain individuals with parole status, those whose deportations are being withheld, those who have been granted conditional entry (prior to April 1, 1980), individuals who are the victims of battery, Cuban/Haitian entrants, and victims of a severe form of trafficking.

4.14 Results Oriented Management and Accountability (ROMA): A performance management system prescribed by the Federal Department of Health and Human Services for Community Action Agencies.

4.15 Self-sufficiency: The ability of an individual or family to sustain a given status without ongoing support from social service agencies. Self-sufficiency can be personal or economic in nature;

Personal self-sufficiency is the possession of physical, mental, emotional, and social resources which are sufficient for ongoing well-being; Economic Self-sufficiency is the possession of economic resources which are sufficient for ongoing solvency at a generally acceptable standard of living.

5. General Requirements

The Contractor shall:

5.1 Provide services that are Linguistically Appropriate and Culturally Relevant to the population being served.

5.2 Comply with the applicable Community Services Program Policy and Procedures on the CCSD Community Partner Reference Manual located at: https://des.az.gov/ccsd-community-partner-reference-manual, as may be amended, and all applicable federal, state, and local laws, rules, and regulations as may be amended, including but not limited to the following:

5.2.1 COATES Human Services Reauthorization Act of 1998;

5.2.2 2 CFR 200 – Uniform Administrative Requirements;

5.2.3 Personal Responsibility and Work Opportunity Reconciliation Act of 1996;

5.2.4 Stewart B. McKinney Homeless Assistance Act;

5.2.5 A.R.S. §46-241.01 - Short Term Crisis Services;

5.2.6 A.R.S. §46-731 - Utility Assistance;

5.2.7 A.R.S. §46-741 - Neighbors Helping Neighbors;

5.2.8 A.R.S. §46-140.01 - Verifying applicants for public benefits; violation; classification; citizen suits;

5.2.9 A.R.S. §1-501 - Eligibility for federal public benefits; documentation; violation;

classification; citizen suits; court costs and attorney fees; definition and

5.2.10 A.R.S. §1-502 - Eligibility for state or local public benefits.

5.3 Verify and assure that staff members and volunteers do not have conflicts of interest in the provision of services and management of the programs. If it is determined at a later time that a staff member or volunteer has a conflict of interest, the Contractor shall remove the staff member or volunteer from performing services in which a conflict is present immediately.

5.4 Maintain documentation that key staff has received appropriate training or hold appropriate certification/licensure in accordance with their job descriptions.

5.5 Train all key management personnel, direct service personnel and volunteers on the CCSD Community Partner Reference Manual and provide follow up training as needed to ensure adherence to the policies and procedures. Training shall be conducted in a timely manner by providing training directly or requesting ADES to provide training.

5.5.1 Train appropriate personnel to utilize and complete ADES-approved written or electronic form(s) in accordance with the CCSD Community Partner Reference Manual.

5.6 Establish and maintain a written and/or electronic policy and procedure manual that is accessible to all staff that includes all contract requirements. A copy of the policy and procedure manual will https://des.az.gov/ccsd-community-partner-reference-manual https://des.az.gov/ccsd-community-partner-reference-manual be required to be submitted to the ADES for review and approval within 60 days of contract execution.

5.7 Maintain records that protect confidentiality and privacy of Clients and utilize secured storage to store confidential information.

5.8 Establish procedures on document retention and destruction and provide to ADES upon request.

5.9 Continuously update all procedures to reflect any changes made by ADES, U.S. Department of Health and Human Services (DHHS) Office of Community Services (OCS), and other websites.

5.10 Utilize computer back-up and recovery systems and procedures to prevent loss of data required for ADES reports and any disruption or degradation of services.

5.11 Utilize a computer-based tracking system from which monthly, quarterly, and other reports may be generated.

5.12 Develop partnerships and network with related programs to provide more immediate resolution to issues and expand resources.

5.13 Form local partnerships with community agencies to address the needs of low-income families and individuals.

5.14 Network with social service professionals within the community to expand their means to receive and disseminate information for each service.

5.15 Facilitate and participate in education, training, and information seminars, workshops, and conferences.

5.16 Participate in conference calls and attend meetings initiated by ADES to receive training or obtain information.

5.17 Provide services directly, as allowed, or through subcontractors.

5.18 Collect and report required Client data.

5.19 Maintain permanent facility locations which offer sufficient Client waiting space or waiting rooms, adequate seating, and restrooms for program applicants.

5.20 Maintain documentation of all costs associated with the provision of Contract services.

5.21 Document and maintain all Client eligibility and back-up documentation for all expenses as directed in the Special Terms and Conditions Section 39, Records.

5.21.1 Comply and assist ADES with a semi-annual desk audit of files during the contract year.

5.21.2 Ensure compliance with all regulations, including the Standards for Documentation of

Personnel Expenses including time and effort as outlined in §200.430.

5.22 Ensure expenditures are allowable, allocable, and reasonable as required under 2 CFR Part

200.430. Additionally verify all purchases, expenses, and expenditures comply with the allowable costs established by the Department of Health and Human Services (DHHS) as outlined in 2 CFR 200.

https://www.ecfr.gov/current/title-2/part-200/section-200.430 https://www.ecfr.gov/current/title-2/part-200/section-200.430

5.23 Not purchase equipment that exceeds $10,000 without prior ADES approval by utilizing the Contractor’s Equipment List (Exhibit A).

5.23.1 If the Contractor is authorized to purchase equipment, it shall be itemized in the contract for utilization in the delivery of contract services.

5.23.2 If equipment is purchased as authorized by this contract, the Contractor shall maintain complete and up-to-date inventory records for all equipment purchased hereunder.

5.23.2.1 Equipment specifically designated within this contract, to be purchased in whole or part with the ADES funds, shall be reported in accordance with ADES inventory policies and procedures. The Contractor shall report equipment purchased with contract funds to the ADES within thirty (30) days of purchase, perform an annual inventory of all equipment purchased with ADES funds and submit the equipment inventory form to the Department person designated to receive notices.

5.24 Provide the following if direct services are being provided by subcontractors:

5.24.1 Contractor must maintain and provide a copy of the formal written contract set in place with their subcontracts in accordance with the Special Terms and Conditions Section 43.

5.24.2 Provide administrative assistance, training, and technical assistance to subcontractors in support of administrative functions as needed or requested by subcontractors.

5.24.3 Require that subcontractors are in compliance with applicable Federal Regulations, State

Regulations, CCSD Community Partner Reference Manual, and all requirements of this Contract.

5.24.4 Provide technical assistance to subcontractors through procedural interpretation or by additional research upon request.

5.24.5 Develop and present initial and refresher training to subcontractor staff as deemed necessary by the Contractor, subcontractor, or ADES.

5.24.6 Hold quarterly meetings at a minimum with subcontractors to communicate new developments, discuss problems, share ideas for improvements, and address other identified topic areas.

5.25 Utilize Client grievance procedures in accordance with the Community Action section of the CCSD

Grievances Policy , to respond timely and effectively to complaints.

5.26 Identify service gaps among Client populations and develop and implement services or resources to meet identified needs.

5.27 Identify and address Client barriers to receiving services and work towards minimizing and resolving barriers.

5.28 Monitor subcontractors for program compliance, in accordance with the CCSD Community Partner Reference Manual.

https://des.az.gov/sites/default/files/dl/DCAD-Grievance-Policy.pdf?time=1726250342410

5.28.1 Create and utilize instruments for monitoring and evaluating subcontractors’ performance and compliance with this Contract.

5.28.2 ADES may request verification of subcontractor contracts as part of the monitoring process.

5.28.3 Conduct at a minimum, on-site contract compliance monitoring of each subcontractor twice during the five (5) year term of this Contract, to include, but not limited to, facilities, administrative and financial operations, and programmatic service delivery.

5.29 Develop and implement a process to improve service and performance of this Contract in accordance with Section 6.2.

5.30 Participate in ADES evaluation studies, when required.

6. Community Services:

6.1 Tripartite Board Requirements

6.1.1 Maintain a Tripartite Governing (for Private, non-profit CAAs) or Advisory (for Public CAAs)

Board that is structured as follows:

6.1.1.1 One-third of members are elected public officials currently holding office or such officials’ representatives.

6.1.1.1.1 If a current elected official (or the representative of one (1) cannot be identified to fill a vacancy on this sector of the board within the timeframe specified Scope of Work Section 6.1.6, a current appointive official (or the representative of one) may serve instead.

6.1.1.2 At least one-third of members are low-income representatives, i.e. individuals who are (or have previously been) low-income, reside in the service area that they represent, and have been democratically selected by other low-income representatives residing in the same service area.

6.1.1.2.1 If an individual who is (or has previously been) low-income cannot be identified to fill a vacancy on this sector of the board within the timeframe specified in Scope of Work Section 6.1.6, a non-low-income individual may serve instead provided that he or she meets the other requirements of Scope of Work Section 6.1.1.2 and that the Contractor immediately notifies ADES of the special circumstance.

6.1.1.3 The remaining members are representatives of major groups and interests in the community, for example, businesses, social service providers, religious organizations, law enforcement, and educational institutions.

6.1.2 Structure the logistics of board meetings to the maximum feasible extent, to enable participation by eligible individuals despite such challenges as scheduling or transportation.

6.1.3 Establish and follow written Board procedures and/or bylaws that include at minimum:

6.1.3.1 A specification of the tripartite structure of the Board;

6.1.3.2 The democratic selection process utilized for proper low-income representation.

6.1.3.3 The process by which an individual or organization that considers its organization and/or low-income individuals to be inadequately represented on the Board may petition for adequate representation.

6.1.4 Maintain records of Board membership, bylaws, and meeting minutes.

6.1.5 Conduct Board meetings at least once per quarter.

6.1.5.1 For public and quasi-governmental CAAs, meetings must conform to Arizona open meeting laws.

6.1.6 Fill Board vacancies as soon as possible and within no more than 240 days of the vacancy occurring.

6.1.7 Immediately notify the ADES of any Board vacancies that are not filled within 90 days of the vacancy occurring.

6.2 Results Oriented Management and Accountability (ROMA) Requirements:

6.2.1 Implement practices for continuous organizational growth and improvement in accordance with the ROMA cycle of Assess-Plan-Implement-Achieve-Evaluate. This includes, at a minimum, the following:

6.2.1.1 Assess

6.2.1.1.1 Utilize and complete at least once every three (3) years, the community needs assessment identified in Scope of Work Section 6.3.3.2.

6.2.1.2 Plan

6.2.1.2.1 Complete at least once every five (5) years, a Strategic Plan which contains goals and strategies for addressing needs identified in the community needs assessment.

6.2.1.2.2 Complete, annually, a Community Action Program Plan using the

ADES approved software module which identifies specific strategies to be implemented that year toward meeting the goals in the Strategic Plan.

6.2.1.3 Implement

6.2.1.3.1 Take action based on the Strategic Plan and Community Action Program Plan; at least once per year, present updates to the Board on the progress of each.

6.2.1.3.2 Ensure that adequate systems, electronic or otherwise, are in place to allow for accurate collection of outcomes data.

6.2.1.4 Achieve

6.2.1.4.1 Measure and report results accurately in the ADES approved software module.

6.2.1.5 Evaluate

6.2.1.5.1 Analyze results and outcomes data to identify successful and unsuccessful strategies.

6.2.1.5.2 At least once per year, make recommendations to the Board regarding action to be taken based on the analysis conducted.

6.3 Community Services Requirements:

6.3.1 Purpose Statement: To provide a range of services that have a measurable, and major impact on causes of poverty.

6.3.2 Service Description:

6.3.2.1 Community Services are funded by the Community Services Block Grant (CSBG) and funds must be used to further one or more of the three (3) national goals of Community Action:

6.3.2.1.1 Individuals and families with low incomes are stable and achieve economic security;

6.3.2.1.2 Communities where people with low incomes live are healthy and offer economic opportunity; and

6.3.2.1.3 People with low incomes are engaged and active in building opportunities in communities.

6.3.2.2 Specific allowable activities are as follows:

6.3.2.2.1 Individual and family stabilization: Stabilization consists of activities which provide resources to compensate for Clients’ gaps in Self- Sufficiency. Examples include but are not limited to financial assistance activities and the operation of a food bank.

6.3.2.2.2 Individual and family empowerment: Empowerment consists of activities which promote the attainment of Economic and/or Personal Self-Sufficiency by individuals and families. Examples include but are not limited to asset-building and mentoring programs.

6.3.2.2.3 Community strengthening: Community strengthening consists of activities which improve the health of or create economic opportunities in communities where individuals with low incomes live. Examples include but are not limited to establishing mental health resources and developing affordable housing units.

6.3.2.2.4 Community engagement: Community engagement consists of activities which engage individuals and/or organizations in working toward one or more of the three national goals of Community Action.

Examples include but are not limited to advocacy, fundraising, and volunteer recruitment.

6.3.2.2.5 Other: With the prior written approval of the ADES, CSBG funding may be used for activities not described above but which further one or more of the three national goals of Community Action referenced in Scope of Work Section 6.3.2.1.

6.3.3 Service Requirements

6.3.3.1 Maintain (and produce on request) documentation of compliance with the CSBG Organizational Standards promulgated by the federal Office of Community Services in Information Memorandum 138, unless exempted by the ADES.

6.3.3.2 Conduct a comprehensive community needs assessment of the designated geographic area served at least once every three (3) years; The assessment will contain, at a minimum:

6.3.3.2.1 Key findings resulting from the community assessment;

6.3.3.2.2 Population/poverty demographics obtained from the US Census

Bureau and other valid sources;

6.3.3.2.3 Information obtained from low-income individuals;

6.3.3.2.4 Information obtained from at minimum: community-based organizations, faith-based organizations, private sector, public sector, and educational institutions;

6.3.3.2.5 Identify needs or service gaps; and

6.3.3.2.6 Identify community assets/resources.

6.3.3.3 Comply with all requirements of Public Law 105-285, as amended, including but not limited to the following:

6.3.3.3.1 Directly or indirectly provide, on an emergency basis, for the provision of such supplies and services, nutritious foods, and related services, as may be necessary to counteract conditions of starvation and malnutrition among low-income individuals. Cf. P.L. 105-285 §676(b)(4).

6.3.3.3.2 CSBG funds may not be used for the purchase or improvement of land, or the purchase, construction, or permanent improvement (other than low-cost residential weatherization or other energy-related home repairs) of any building or other facility. Cf. P.L. 105-285 §678(F)(a).

6.3.3.3.3 Programs funded by CSBG may not be carried out in a manner involving the use of program funds, the provision of services, or the employment or assignment of personnel in a manner supporting or resulting in the identification of such programs with any partisan or nonpartisan political activity or any political activity associated with a candidate, or contending faction or group, in an election for public or party office; any activity to provide voters or prospective voters with transportation to the polls or similar assistance with any such election;

or any voter registration activity. Cf. P.L. 105-285 §678(F)(b)(2).

6.3.3.3.4 No person may, on the basis of race, color, national origin, or sex be excluded from participation in, be denied the benefits of, or be subjected to discrimination under, any program or activity funded in whole or in part with CSBG. Any prohibition against distribution on the basis of age under the Age Discrimination Act of 1975 or with respect to an otherwise qualified individual with a disability as provided in Section 504 of the Rehabilitation Act of 1973 shall also apply to any such program or activity. Cf. P.L. 105- 285 §678(F)(c).

6.3.3.3.5 Custodial parents in single-parent families that participate in programs, activities, or services funded by CSBG must be informed of the availability of child support services, and eligible parents must be referred to the child support offices of State and local governments.

Cf. P.L. 105-285 §678(G)(b).

7. Case Management:

7.1. Utility Assistance Requirements:

7.1.1 Purpose: Utility Assistance services aid low-income households in applying for energy benefits, with specific emphasis on households with the lowest income and highest energy burden.

7.1.2 Service Description: Allowable Utility Assistance services are as follows:

7.1.2.1 Utility applications for electricity, water, gas, combustible materials for heating a home, or telecommunication services for public use.

7.1.2.2 Temporary emergency shelter (if needed due to energy-related crisis).

7.1.2.3 “Assurance 16” energy education (LIHEAP only—see the CCSD Community Partner Reference Manual for specific requirements governing Assurance 16 activities).

7.1.3 Service Requirements:

7.1.3.1 Utilize intake procedures which accommodate applicants who, by virtue of a disability, cannot access or use Contractor’s facilities.

7.1.3.2 Maintain documentation that appropriate case management staff have received training on the requirements of A.R.S. §46-140.01, A.R.S. §1-501, and A.R.S. § 1- 502 regarding eligibility for State and local benefits.

7.1.3.3 Attend required training session(s) scheduled by ADES.

7.1.3.4 Utilize an ADES-approved Application for Services form(s) in determining program eligibility at all service locations.

7.1.3.5 Deliver payments as specified in the Community Services Program Policy and

Procedures for Community Action Programs, Neighbors Helping Neighbors Policy for Clients to the greatest extent feasible while still preserving program integrity and compliance.

7.1.3.6 With prior written approval of ADES, Contractor may implement service policies and methodologies which make the provision of utility assistance and STCS less quick and convenient but which the Contractor believes will ultimately be of benefit to Clients.

7.1.3.7 Maintain the ability to transmit payment to any energy vendor on behalf of an eligible Client.

7.1.3.8 Develop consistent internal procedures for making payments to utility companies.

7.2 Short-Term Crisis Services (STCS) Requirements:

7.2.1 Purpose: STCS provides temporary assistance to families with children who have an emergent need that cannot be met immediately with their own income or other resources.

7.2.2 Service Description: Allowable services are as follows:

7.2.2.1 Temporary shelter at hotels/motels for homeless persons;

7.2.2.2 Housing assistance for rent or mortgage assistance, move-in, and eviction prevention;

7.2.2.3 Utility assistance for persons with a current or anticipated interruption of heating and/or cooling services; and

7.2.2.4 Special needs to secure or maintain employment.

7.2.3 Service Requirements:

7.2.3.1 Utilize intake procedures which are responsive to households in crisis situations.

7.2.3.2 Utilize intake procedures which accommodate applicants who, by virtue of a

7.2.3.3 Utilize an ADES-approved Application for Services form(s) in determining program eligibility at all service locations.

7.2.3.4 Deliver payments as specified in the Community Services Program Policy and

Procedures for Community Action Programs, STCS Policy for Clients to the greatest extent feasible while still preserving program integrity and compliance.

7.2.3.4.1 With prior written approval of ADES, Contractor may implement service policies and methodologies which make the provision of utility assistance and STCS less quick and convenient but which the Contractor believes will ultimately be of benefit to Clients.

7.2.3.5 Maintain the ability to transmit payment to any energy vendor on behalf of an eligible Client.

7.2.3.6 Develop consistent internal procedures for making payments to utility companies.

7.2.3.7 Maintain documentation that appropriate case management staff have received

7.2.3.8 Attend required training session(s) scheduled by ADES.

7.3 Social Services Requirements:

7.3.1 Purpose: Social Services provides support for vulnerable populations, including adults and children at risk of abuse and neglect.

7.3.2 Service Description: SSBG funds must be used to further one or more of the following goals for eligible beneficiaries (cf. 42 U.S.C. §1397):

7.3.2.1 Achieve or maintain economic self-support to prevent, reduce, or eliminate dependency;

7.3.2.2 Achieve or maintain Self-sufficiency, including reduction or prevention of dependency;

7.3.2.3 Prevent or remedy neglect, abuse, or exploitation of children and adults unable to protect their own interests or preserve, rehabilitate, or reunite families;

7.3.2.4 Prevent or reduce inappropriate institutional care by providing for community-based care, home-based care, or other forms of less intensive care; and

7.3.2.5 Secure referral or admission for institutional care when other forms of care are not appropriate or providing services to individuals in institutions.

7.3.3 Service Requirements:

7.3.3.1 Assist individuals with a variety of public services that offer assistance and support to individuals in need and in alignment with the SSBG goals.

7.3.3.2 Utilize intake procedures which accommodate applicants who, by virtue of a

7.3.3.3 Maintain documentation that appropriate case management staff have received

7.3.3.4 Attend required training session(s) scheduled by ADES.

7.4 Community Resource Navigator Service Requirements:

7.4.1 Purpose: LIHEAP was created to assist individuals at risk of utility instability. The

Community Resource Navigator Service assists individuals and families with applying for LIHEAP assistance.

7.4.2 Service Description: Allowable Navigator services are as follows:

7.4.2.1 Assist in completing utility applications for costs related to heating and cooling;

7.4.2.2 Assist Client households to achieve Self-sufficiency, and the reduction of poverty through ongoing case management; and

7.4.2.3 Provide referrals to other agencies or service providers to address household needs regarding poverty reduction and Self-sufficiency.

7.4.3 Service Requirements:

7.4.3.1 Utilize intake procedures which are responsive to households in crisis situations.

7.4.3.2 Utilize intake procedures which accommodate applicants who, by virtue of a

7.4.3.3 Maintain documentation that appropriate case management staff have received training on the requirements of A.R.S. §46-140.01, A.R.S. §1-501, and A.R.S. §1-

7.4.3.4 Develop and provide public outreach materials (i.e., email blasts, website announcements, phone calls, brochures, flyers, etc.) to reach potential Clients and share Information about LIHEAP, including eligibility requirements and how to apply.

7.4.3.4.1 All materials must be reviewed and approved by ADES prior to utilization in accordance with the Special Terms and Conditions, Section 2. Advertising, Publishing and Promotion of Contract.

7.4.3.5 Provide application assistance face-to-face, over the phone, or virtually which may include:

7.4.3.5.1 Providing the Client with a computer terminal to complete the application on their own.

7.4.3.5.2 Answering questions about program eligibility and the application process.

7.4.3.5.3 Entering application data directly into the ADES Housing Stability and

Utility Assistance portal on behalf of the Client.

7.4.3.5.4 Scanning and uploading required documents if needed.

7.4.3.6 Provide paper applications to potential Clients if requested and be available to assist with questions. After the paper application has been completed, within one business day of receiving the potential Client’s information, the Navigator shall enter the information directly into the ADES Housing Stability and Utility Assistance portal on the Client’s behalf.

7.4.3.6.1 When the contractor uses a separate software to intake Client information and applications, the contractor must enter the applicant into the ADES Housing Stability and Utility Assistance portal within one (1) business day of receiving the Client’s information.

7.4.3.6.2 Contractor must ensure website and phone messaging direct potential ARAP/LIHEAP Clients to the ADES Housing Stability and Utility Assistance portal if they are able to self-serve.

7.4.3.7 Assist potential Clients complete the ID.me identity verification process upon request. This assistance may include scanning required documents and uploading them to the ID.me website (see www.ID.me.com). In the event that ID.me cannot be utilized, the Navigator shall enter the application directly into the ADES Housing Stability and Utility Assistance portal on behalf of the Client.

7.4.3.8 Attend required training session(s) scheduled by ADES.

7.4.3.9 Include an executive summary of the community resource navigator service implementation process in the annual Community Action Program Plan referenced in Scope of Work Section 9.3.4.

7.4.3.10 In the event of a Life-Threatening Crisis, the Contractor shall:

7.4.3.10.1 Assist the Client experiencing a Life-Threatening Crisis by providing the following assistance, as funding and resources are available.

a. Upon phone/email notification from ADES, initiate a wellness call or check within eighteen (18) hours.

b. Confirm that the Client is facing a Life-Threatening Crisis as specified in 4.8.

c. Refer Clients to weatherization for items such as portable heaters, air conditioners, or other necessities if it is determined action is needed.

d. If portable fuels are needed, assist in facilitating delivery to Clients' households.

e. Assist Client with application and indicate on Client’s application the Life-Threatening Crisis assistance needed.

7.4.3.11 Maintain documentation that appropriate case management staff have received training on the requirements of A.R.S. §46-140.01, A.R.S. §1-501, and A.R.S. §1-

7.4.3.12 Attend required training session(s) scheduled by ADES.

7.5 General Transportation Requirements:

7.5.1 Purpose: To provide various types of transportation for employment, medical, training, or other supportive services, with the exception of ambulance services. To assist Clients and households for various purposes such as employment, medical and/or training when they do not have any other means of transportation is also included.

7.5.2 Service Description: The goal of this service is to provide or arrange for transportation for

Clients of all ages and abilities in order to access services or obtain medical care or employment, (e.g., medical appointments or employment-related training interviews). Case managers typically assist Clients to access transportation to help increase or maintain Client Self-sufficiency.

7.5.2.1 In addition to providing transportation for individual Clients, SSBG funds may be used to develop transportation programs or infrastructure in communities with unmet transportation needs.

7.5.2.2 Adhere to the funding goals and any requirements specified in the most recent

Arizona SSBG State Plan as may be amended.

7.5.3 Service Requirements:

7.5.3.1 Conduct a needs assessment to verify the nature of the targeted community’s unmet transportation needs.

7.5.3.2 Collaborate with regional transportation stakeholders to maximize collective impact.

7.5.3.3 Contractors that transport Clients:

7.5.3.3.1 Maintain valid license plates on vehicles used to transport Clients.

7.5.3.3.2 Utilize vehicles that meet current federal, state and local safety and maintenance standards, including vehicles for individuals with special needs, where applicable.

7.5.3.3.3 Keep maintenance logs on all vehicles used for the transportation of

Clients.

7.5.3.3.4 Utilize paid and/or volunteer drivers that:

a. Have no history of felony convictions;

b. Possess a valid State of Arizona Class D Operator's Driver’s

License for vehicles up to fifteen (15) passengers;

c. Possess a valid State of Arizona Class B Commercial Driver’s

License with a passenger endorsement for vehicles over fifteen passengers, such as a bus;

https://des.az.gov/content/state-arizona-social-services-block-grant-ssbg-plan-july-1-2024-june-30-2025-open-public

d. Have a clean driving record with no suspensions within the past year;

e. Are at least eighteen years of age; and

f. Pass a physical prior to providing transportation service to Clients and pass a physical at least every two years.

7.5.3.3.5 Require volunteers who provide transportation to carry a Contractor/Company Identification Card.

7.5.3.3.6 Assist Clients in entering and exiting the vehicle as needed.

7.5.3.3.7 Transport Clients to scheduled appointments on time and safely.

7.5.3.3.8 Utilize vehicles that have seat belts for every occupant.

7.5.3.3.9 Require drivers to verify all occupants utilize seat belts during transport.

7.5.3.3.10 Track the beginning and ending odometer readings of Contractors’ vehicles on days when used to transport Clients and identify the Clients/households served on each date.

7.5.3.4 Contractors that arrange transportation for Clients shall:

7.5.3.4.1 Make arrangements for Client transportation through public or private approved providers to arrive at scheduled appointments on time.

7.6 Eviction Prevention Services

7.6.1 Purpose: Eviction Prevention provides temporary assistance to individuals and families who have an emergent need that cannot be met immediately with their own income or other resources. This service is intended to prevent eviction and is funded through the SB 1735 Eviction Prevention funds.

7.6.2 Service Description: Allowable services and benefits are as follows:

7.6.2.1 Maximum household benefit for any combination of the following services is not to exceed $5,200:

7.6.2.1.1 Housing assistance for rent or mortgage assistance, move-in, and eviction prevention; benefit limit shall not exceed $5,200.

7.6.2.1.2 Temporary shelter at hotels/motels for homeless persons; benefit limit is maximum of 21 days and shall not exceed $2,100.

7.6.2.1.3 Utility assistance for persons with a current or anticipated interruption of heating and/or cooling services; benefit limit shall not exceed $1,000.

7.6.2.1.4 Special needs to secure or maintain employment; benefit limit shall not exceed $500.

7.6.3 Service Requirements: The Contractor shall:

7.6.3.1 Utilize intake procedures which are responsive to households in crisis situations.

7.6.3.2 Utilize intake procedures which accommodate applicants who, by virtue of a disability, cannot access or use Contractor's facilities.

7.6.3.3 Utilize an ADES-approved Application for Services form(s) in determining program eligibility at all service locations.

7.6.3.4 Maintain the ability to transmit payment to any energy vendor on behalf of an eligible Client.

7.6.3.5 Develop consistent internal procedures for making payments to utility companies.

7.6.3.6 Prioritize individuals referred by Adult Protective Services (APS) and automatically be determined to have met the income and imminent crisis criteria.

7.6.3.7 Prioritize individuals referred by the Department of Child Safety (DCS) and automatically be determined to have met the imminent crisis criteria.

8. Payment

8.1 Reimbursement to the Contractor is in accordance with actual allowable costs incurred not to exceed the service reimbursement ceiling as stated in the Itemized Service Budget (ISB) (Exhibit B, as may be amended).

8.1.1 Mileage rate will be reimbursed at no greater than the current rate specified by the State of Arizona Accounting Manual, Topic 50 Travel, Section 95, Maximum Mileage.

8.1.2 Submit an annual ISB or revised ISB to ADES within 90 business days of the receipt of an Allocation Notice (Alert) for ADES review and approval. Alerts are available on the ADES website using the link: https://des.az.gov/services/aging-and-adult/division-aging-and-adult-services/alerts-arizona-division-aging-and-adult.

8.1.3 Authorization for performance of services under this contract shall be made only upon a duly approved ISB, which will indicate the contract number, the dollar amount of funds authorized, and added to this Contract via an Amendment.

8.1.3.1 The Contractor shall only be authorized to perform services up to the amount on the approved ISB. ADES shall not have any legal obligation to pay for services in excess of the amount indicated on the ISB.

8.1.4 Budgets will be reviewed and may be adjusted accordingly based on the following, but not limited to: changes in award allocations from the funding source, failure to meet objectives proposed to be served, or programs not spending budgeted funds efficiently.

8.2 If the Contractor elects to use a de Minimis rate for indirect costs, they must complete and submit the Certification of De Minimis (Exhibit C, as may be amended).

8.3 If the Contractor uses a federally negotiated indirect cost rate, they must provide a copy of the rate agreement with the Itemized Service Budget. If the federally approved indirect cost rate changes or is allowed to expire within the contract period, the Contractor must notify ADES of the changes.

https://gao.az.gov/state-arizona-accounting-manual-saam https://gao.az.gov/state-arizona-accounting-manual-saam https://des.az.gov/services/aging-and-adult/division-aging-and-adult-services/alerts-arizona-division-aging-and-adult https://des.az.gov/services/aging-and-adult/division-aging-and-adult-services/alerts-arizona-division-aging-and-adult

9. Reporting Requirements:

9.1 Certificate(s) of Insurance

9.1.1 The Contractor shall submit the required certificate of insurance and policy endorsements within ten (10) 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.

9.1.2 Prior to the expiration of COI(s), the Contractor must submit a new COI(s) and endorsements into the insurance tracking portal, myCOI.com.

9.1.3 ADES will not process any invoices until COI documents have been received and are in compliance with the Special Terms and Conditions.

9.2 General Reporting Requirements:

9.2.1 Submit all notices/correspondence/documents relevant to this Contract electronically to the assigned ADES Contract Specialist, or as directed by ADES.

9.2.2 Input and submit, accurate and complete monthly billing and back up information into the

Division of Aging and Adult Reporting System (DAARS) in accordance with the system Guide as may be amended, or as directed by ADES.

9.2.2.1 Upload all required activity reports and Payment Voucher (PV) reports with the financial billing each month. ADES will not process an invoice until all reports have been uploaded into DAARS.

9.2.3 Submit an Annual Cost Allocation Plan, at the beginning of each State Fiscal Year no later than July 1.

9.2.4 Current Organizational Chart, due no later than July 1 of each year.

9.2.5 Current Agency Operations Chart due no later than July 1 of each year.

9.2.6 Submit a completed Contractor’s Equipment List (Exhibit A), as may be amended), for all proposed equipment purchases costing $10,000 or more to be purchased in whole or in part with ADES funds. Exhibit A shall be submitted for prior approval to ADES. No purchased equipment can exceed $10,000 without ADES prior approval.

9.2.7 Submit a twelve-month monitoring plan no later than July 1 annually that includes at a minimum: which direct service subcontractors are to be monitored during the twelve-month period beginning July 1 (of the same year), to include the target monitoring start and completion dates.

9.3 Community Services Reporting Requirements:

9.3.1 Submit all notices/correspondence/documents relevant to this Contract electronically to the

9.3.2 Tripartite Board

9.3.2.1 Schedule of planned Board meetings for the next twelve months, due no later than

July 1 of each year.

9.3.2.1.1 Copy of complete minutes from Tripartite/Advisory Board meetings within 30 days of Board approval of minutes.

9.3.3 ROMA

9.3.3.1 Submit the community needs assessment, at a minimum every three (3) years.

9.3.3.2 Submit a Strategic Plan, at a minimum every five (5) years.

9.3.4 Community Services

9.3.4.1 CSBG Annual Community Action Program Plan, due no later than July 1 of each year, as may be amended.

9.3.4.2 CSBG Annual Report, due no later than September 30 of each year, as may be amended.

9.3.4.3 CSBG Organizational Standards report, due no later than October 31 of each year, as may be amended.

9.3.4.4 CSBG Community Action Program Plan Period 3 Report, due no later than September 15 of each year, as may be amended.

9.3.4.5 CSBG Community Action Program Plan Period 2 Report, due no later than March 1 of each year, as may be amended.

9.4 Case Management Reporting Requirements:

9.4.1 Submit all notices/correspondence/documents relevant to this Contract electronically to the

9.4.2 Submit a Monthly CAPS Household Report (Exhibit D, as may be amended) by the 25th day following the end of each reporting period, submitted on the ADES FTP site.

9.4.3 Submit a Monthly Payment Verification (PV) Report by the 25th day following the end of the reporting period. The report must include a detailed list of voucher payments, submitted with the corresponding invoice in DAARS.

9.4.4 Utility Assistance

9.4.4.1 Submit a Monthly CAPS Household Report (Exhibit D, as may be amended) by the 25th day following the end of each reporting period, submitted on the ADES FTP site.

9.4.4.2 Submit an annual CAA Executive Summary for Assurance 16 Activities (Exhibit I, as may be amended) at the beginning of each State Fiscal Year no later than July 1.

9.4.5 Short-Term Crisis Services (STCS)

9.4.5.1 Submit a Monthly CAPS Household Report (Exhibit D, as may be amended) by the 25th day following the end of each reporting period, submitted on the ADES FTP site.

9.4.6 Social Services

9.4.6.1 Submit a SSBG Post Expenditure Data Report (Exhibit E, as may be amended) annually as directed by ADES.

9.4.7 Community Resource Navigator

9.4.7.1 Submit a Monthly Navigation Report (Exhibit F, as may be amended) by the 25th

9.4.7.2 Submit a Monthly CCSD Community Action Inquire Tracking Sheet (Exhibit G, as may be amended) by the 25th day following the end of each month during the contract term.

9.4.7.3 Submit an annual CAA Executive Summary for Community Navigation and Case

Management (Exhibit J, as may be amended) at the beginning of each State Fiscal Year no later than July 1.

9.4.8 Transportation

9.4.8.1 Submit an annual Social Services Block Grant Report (Exhibit H, as may be amended) by the 25th day following the reporting month to include at a minimum:

the number of Clients served, the number of one-way trips (e.g., from Client’s home to Client’s work), total number of miles driven to transport Clients, and results of any Client satisfaction research.

9.4.9 Eviction Prevention

9.4.9.1 Submit the Monthly Navigation Report (Exhibit F, as may be amended) by the 25th

Scope of Work revised via Amendment 2