CTR076660_Executed_Contract_5.15.2025.pdf

Solicitation Requirements SECTION 1-A: Scope of Work

Part 1 Page 1 of 75

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

Request for Proposal Solicitation No.

BPM005061

Description:

Education and Training Voucher (ETV)

State of Arizona Department of Child Safety

Office of Procurement & Contracts 3003 N. Central Avenue

Phoenix, AZ 85012

Part 1 Page 2 of 75

State of Arizona Department of Child Safety

Office of Procurement & Contracts 3003 N. Central Avenue

Table of Contents 1 SECTION 1-A: Scope of Work Error! Bookmark not defined.

SECTION 1-B: Pricing 30

SECTION 1-C: Special Terms and Conditions 32

SECTION 1-D: Uniform Terms and Conditions 75

Part 1 Page 3 of 75

State of Arizona Department of Child Safety

Office of Procurement & Contracts 3003 N. Central Avenue

Phoenix, AZ 85012

SECTION 1-A: Scope of Work

1.0 INTRODUCTION

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

Statements are:

Mission: Successfully engage children, parents, families and the community to ensure safety, strengthen families, and achieve permanency.

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

2.0 PURPOSE AND BACKGROUND

2.1 The purpose of this solicitation is to administer the Education and Training Voucher

(ETV) Program. This service is to determine eligibility, disburse and monitor financial aid to qualified participants and provide assistance to enrolled and enrolling students to achieve success in a post-secondary education or training program.

2.1.1 Depending on the needs of the participant, the participant may receive different levels of support:

• ETV financial only;

• ETV student assistance only; or

• ETV financial and ETV student assistance

2.2 The John H. Chafee Foster Care Independence Act of 1999 addressed education and training challenges with programs to help young person’s (AKA “youth”) transition to adulthood. The Education and Training Voucher Program followed in 2002, creating a federally-funded, state-administered initiative to provide funding and support for postsecondary education.

2.3 The ETV Program is designed to fulfill the requirements of the federal Chafee Foster

Care to Independence Education and Training Voucher Program. The goal(s) of the ETV are:

1. Increased completion of secondary education

2. Increased career and postsecondary preparation

3. Increased educational and transition planning knowledge and engagement

4. Increased participation in postsecondary education

5. Increased completion of vocational programs and engagement in the workforce

6. Reduced perceived barriers to educational goals

Part 1 Page 4 of 75

State of Arizona Department of Child Safety

Office of Procurement & Contracts 3003 N. Central Avenue

Phoenix, AZ 85012

7. Increased self-determination

8. Increased hopefulness

9. Increased mental health empowerment

3.0 GENERAL REQUIREMENTS

3.1 Accept all referrals for service upon receipt of a service approval (SA) from the DCS Child

Welfare Case Management System (Guardian).

3.1.1 The Contractor is responsible for all Service Approval from time of acceptance to time of closure and shall not return it to DCS.

3.1.2 Any attempt to return a Service Approval that has not been fully worked and approved by DCS to close or return may require DCS to recoup costs from the

Contractor associated with the case due to the early return.

3.2 Provide all services indicated on the Service Approval.

3.3 Access Guardian to enter case notes or other required documentation. The Contractor shall be responsible for any costs associated with accessing this online platform.

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

3.5 Ensure cross-cultural communication support with the involvement of culturally competent staff in all levels of service delivery and ensure cultural competency in

Contractor’s agency mission, values and philosophy, and as reflected in Contractor’s agency policies, staff training and staff performance expectations. Cultural competency includes but is not limited to knowledge and expertise in serving persons of different ages, developmental level/abilities, race, ethnicity, socioeconomic status, education status, and gender, and in affirming each participant’s gender identification and sexual orientation.

3.6 Have the ability to serve non-English speaking families by being able to speak communicate in the preferred language of the young person being served.

Part 1 Page 5 of 75

State of Arizona Department of Child Safety

Office of Procurement & Contracts 3003 N. Central Avenue

Phoenix, AZ 85012

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

3.6.2 Provide translation and interpretation services to meet the requirements of this contract, by complying with Federal law regarding Limited English

Proficiency (LEP) (Exhibit 1).

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

3.6.4 The Contractor must provide a certified interpreter over the age of twentyone

(21) as needed.

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

3.7 The ETV Contractor shall collect and provide all data required by DCS, in a format and manner prescribed by DCS, which may include but is not limited to the IV-E Chafee reporting requirements for the National Youth in Transition Database (NYTD) and entry of data into Guardian.

3.8 ETV Eligibility Requirements:

3.8.1 Arizona residents who are U.S. citizens or qualified non-citizens who are enrolled or enrolling in an approved post-secondary educational institution who are currently experiencing or who formerly experienced either state or tribal foster care at the age of sixteen (16) or seventeen (17), or were adopted or exited care to guardianship from state or tribal foster care at age sixteen (16) or older.

3.8.2 Eligible young persons may only receive financial assistance for ten (10) semesters or five (5) years, until they reach the age of twenty-six (26), when enrolled in an accredited post-secondary institution of higher learning and meeting acceptable performance standards of a grade point average of 2.0 out of 4.0 scale unless otherwise defined by the post-secondary program or institution. Students who are pending a Student Academic Success (SAP) appeal may be considered for one additional semester of funding, with DCS approval.

Part 1 Page 6 of 75

State of Arizona Department of Child Safety

Office of Procurement & Contracts 3003 N. Central Avenue

3.8.3 An eligible young person may begin the application for the ETV:

3.8.3.1 Upon notification of acceptance for enrollment in an accredited postsecondary institution of higher learning;

3.8.3.2 Beginning October 1st for a new Fall semester in the following School

Year (for continuing students); or

3.8.3.3 Upon learning of the availability of the ETV

3.8.4 All ETV recipients must provide verification of progress (i.e. grade update, attendance level and other information, etc.) at a specified mid-point during the semester.

3.8.4.1 Contractor is required to outreach students who have failed to report their grades during the mid-point check-in.

3.9 Expend all ETV funds within two years in accordance with the Federal Fiscal Year (FFY).

For example, funds received for the FFY 23 (October 1, 2022 through September 30, 2023) shall be expended by September 30, 2024.

3.10 The ETV program is dependent upon federal funding.

3.11 The Contractor shall follow the practice details outlined in the Arizona Department of

Child Safety ETV Program Manual.

3.12 The Contractor shall implement the ETV Program in a manner that reflects the philosophy and values of both Positive Youth Development (PYD) and the Youth Thrive

(YT) framework as described in the Arizona Department of Child Safety ETV Program

Manual.

4.0 SPECIFIC REQUIREMENTS:

4.1 The ETV Provider is responsible to deliver all elements of the ETV program, as described in the Arizona Department of Child Safety ETV Program Manual.

4.2 ETV Website:

Part 1 Page 7 of 75

State of Arizona Department of Child Safety

Office of Procurement & Contracts 3003 N. Central Avenue

Phoenix, AZ 85012

4.2.1 The Contractor shall develop and implement a secure online web-based process for applicants to complete and submit applications for the ETV Program.

4.2.1.1 DCS shall retain the rights of the website framework, application and data entered into the website.

4.2.1.2 DCS shall have unlimited access to the website during and after the contract term.

4.2.2 The website design, online application, ETV application process and alternative process shall be submitted to DCS one month prior to the contract start date, and approved by DCS prior to the contract start date.

4.2.2.1 The Contractor shall ensure that an alternative process for submitting and processing applications is developed and approved prior to the contract start date and is to be utilized only during the event of a system/website malfunction. (ie. Paper applications)

4.2.2.2 The Contractor is responsible for updating the ETV application as needed, based on federal changes and/or program changes that may occur. All changes require approval by the DCS Permanency and Youth

Services Unit.

4.2.3 In the event of the website malfunctioning/crashing, the Contractor shall inform the assigned Senior Procurement Specialist via email and within four (4) hours of identifying the event, and describe the solution and estimated time for the malfunction to be resolved.

4.2.4 The website shall contain, at minimum, the following features:

a) General information on the ETV Program including a description of the purpose of the program and a description of the eligible applicant;

b) ETV contacts (for information and to resolve difficulties with website use, function, including problems or questions with applications);

c) The website shall be “off-line” for system maintenance only during the hours of midnight through 5:00am. It shall, otherwise, be available 24 hours per day, 7 days per week;

d) A secure login process for completing, reviewing, and maintaining applications;

Part 1 Page 8 of 75

State of Arizona Department of Child Safety

Office of Procurement & Contracts 3003 N. Central Avenue

Phoenix, AZ 85012

e) Accommodate year-round enrollment and consider all of the young person’s school or training expenses (including the young person’s living expenses) and all income and financial resources, including student loans);

f) Accommodate an alternative method of submitting applications during the event of a system/website malfunction;

g) A mechanism for time-stamping when the ETV applications are received and when the ETV applications are processed;

h) A process to allow designated DCS staff (i.e. assigned DCS Specialist, designee, State Education Specialists and other designated Permanency and Youth Services Unit staff) to verify a young person’s ETV Program eligibility, the status of all applications and ETV grants/awards and view award letters;

i) Allow educational institutions to view young person eligibility information, upload information required for the application and renewal processes (i.e. transcripts and class schedules); and

j) Allow the applicant to view award letters.

4.3 The ETV application shall contain at a minimum the following:

4.3.1 All information needed to approve ETV funding per the federal guidelines including:

a) Applicant name, any “former” name, date of birth, current address, email and phone number;

b) Service selection feature for “financial only”, “financial and assistance”, “assistance only.”

c) Sufficient information to identify and verify eligibility of the education program and the total cost of attending program;

d) Student’s personal budget (income and expenses) to inform total cost of attendance;

e) Necessary release(s) of information, (Financial Aid Release form(s), etc);

and

f) Other information needed to approve an initial application, and information needed to approve a continuing application (official or unofficial transcript, registration/class list, and other information needed to verify continued enrollment and eligibility to receive ETV funding under the federal program.

Part 1 Page 9 of 75

State of Arizona Department of Child Safety

Office of Procurement & Contracts 3003 N. Central Avenue

Phoenix, AZ 85012

g) For ETV applicants with open foster care cases, the assigned DCS

Specialists’ or Tribal Foster Care staff name, email and phone number, if available.

4.3.2 All information needed to ensure applicants are connected with necessary supports for academic success including:

4.3.2.1 Student statement of educational experience (current enrollment status, overall experience in post-secondary program, overall experience in secondary education).

4.3.2.2 Student preparedness to enroll/participate in a post-secondary education/training program including:

a) Stability of basic needs (living arrangement, adequate source of income to maintain housing, food and other basic needs, transportation);

b) Academic support (i.e. tutoring, study skills, etc.);

c) Social connections and supports (i.e. student organizations, school or community activities, supportive adults, etc.);

d) Current involved service providers and community supports; and

e) Other information identified by the young person as important to their successful participation in the ETV program including permission to refer for additional services.

4.3.2.3 Financial, educational, and personal support needs (including any physical or behavioral health care needs of the young person) to help ensure the success of the young person in their education program. a)

Information specific to personal support needs is voluntary and confidential, and not a condition of eligibility or a requirement for the processing of an ETV application or disbursement of funds.

4.3.3 Contain a process for authorizing the release of personal and educational information necessary to process applications, determine and disburse funding.

4.3.4 For applicants with active foster care cases, within seven (7) business days of determination of the award amount, the Contractor shall provide the applicant and the assigned DCS Specialist, Tribal Social Service/Foster Care

Worker, or designee, via email with verification of: a) The amounts disbursed;

Part 1 Page 10 of 75

State of Arizona Department of Child Safety

Office of Procurement & Contracts 3003 N. Central Avenue

Phoenix, AZ 85012

b) Payee; and

c) The date of disbursement

4.3.5 For applicants with no active foster care cases, within seven (7) business days of determination of the award amount, the Contractor shall provide the applicant with verification of:

a) The amounts disbursed;

b) Payee; and

c) The date of disbursement

4.4 ETV Service Approval is provided upon verification of eligibility of the applicant.

4.4.1 Accept all ETV service approvals received from DCS through the Guardian system.

4.4.2 Have staff available to receive and assign service approvals Monday through

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

4.5 ETV Application Review Process:

4.5.1 The Contractor shall review the ETV application, contact the applicant for missing information, contact the school for the total cost of attendance and verify enrollment within ten (10) business days.

4.5.1.1 If an ETV application is in the process of being completed, but has not been completed and submitted after fourteen (14) days, the

Contractor shall contact the applicant by all means available

(including email, text, phone) to determine assistance needed to complete the application.

4.5.2 The Contractor shall obtain an Educational Release of Information (ROI) for each young person in order to communicate and coordinate services with other service providers (ie. Successful Transition to Adulthood Contractors, etc.), educational institutions and community agencies involved with the participant/applicant to avoid duplication of services and funding (i.e. housing funding).

Part 1 Page 11 of 75

State of Arizona Department of Child Safety

Office of Procurement & Contracts 3003 N. Central Avenue

Phoenix, AZ 85012

4.5.3 The Contractor shall review the application and engage with the school of enrollment (admissions and/or financial aid office) to determine the amount of financial assistance needed through the ETV, that does not exceed the total cost of attendance.

4.5.4 The Contractor shall review the application and communicate with the applicant and their supportive adults (when applicable) to gather information outlined under 4.3.2 that is unclear, incomplete or not reported.

4.6 ETV Student Assistance

4.6.1 The Contractor shall notify all ETV applicants of the availability of the student assistance by distributing information through email, text or other methods, and encourage all new ETV recipients and first-time students to participate.

4.6.2 The Contractor shall encourage continuing students to engage with student assistance (by distributing information about student assistance through email, text or other methods) based on any of the following:

a) The student’s application indicates a need for support based on the information collected under 4.3.2.

b) The continuing student did not meet their program academic standards in the prior term (semester, module, etc.)

c) The contractor is notified that the student is not currently meeting the minimum accepted performance defined by the post-secondary program or institution;

d) The student has demonstrated a pattern of withdrawing from classes (two or more successive terms where the student withdraws from two or more classes) or is disengaged from the program;

e) The student requests assistance; or

f) The young person is experiencing barriers to enrollment in a post-secondary education or training program.

4.6.3 The Contractor shall outreach the young person and caregiver (when applicable) referred to ETV student assistance by phone within three (3) business days of referral receipt to schedule an initial in-person meeting at a time and place that meets the needs of the young person.

Part 1 Page 12 of 75

State of Arizona Department of Child Safety

Office of Procurement & Contracts 3003 N. Central Avenue

Phoenix, AZ 85012

4.6.3.1 During the initial contact with the young person, the Contractor shall explain the purpose of the service, including the goals and essential components using language that is respectful of the young person, is

“youth-friendly”, aligns with the young person’s developmental level, and sensitive and accommodating of their culture and identity and engage the young person in a precursory discussion of their vocation/career interests.

4.6.4 The Contractor shall complete an assessment, with all young persons who accept the ETV student assistance.

4.6.4.1 The Contractor shall engage the young person in an exploration of their school experience and their vocational/career interests to include all elements and activities listed in the ETV Program Manual.

4.6.4.2 Assessments are preferred to be in-person but may be completed virtually depending on the young person’s needs and receiving prior approval by the PYS unit.

4.6.5 The Contractor, in collaboration with the young person and their supports

(when applicable) shall develop, implement and monitor an education success plan for enrolled and enrolling students accepting to ETV student assistance that:

a) Outlines education goals, strengths, needs and resources; and

b) Provides a schedule of in-person contacts and/or other interactions/communications (virtual, phone, etc.) with the young person to support attainment of education goals.

4.6.6 The Contractor shall contact the young person as often as needed (via telephone calls, text messages, virtually, or emails). Additional outreach and contact to the supportive adults in the young person’s life (ie. DCS Specialist and caregiver) may be necessary.

4.7 ETV Student Assistance Documentation

4.7.1 The Contractor shall document all outreach, engagement efforts, discussions with the young person and supportive adults, service notes, school experience assessments, student career interest/vocational exploration, education success

Part 1 Page 13 of 75

State of Arizona Department of Child Safety

Office of Procurement & Contracts 3003 N. Central Avenue

Phoenix, AZ 85012 plan, and closure in the ETV Referral and Service Provision Template (Exhibit 2), a running document that captures all aspects of the ETV student assistance provided or through another method approved by DCS.

4.7.1.1 The Contractor shall maintain assessments and education plans in individual service files, and:

a) Within five (5) business days of a written request (including email request), provide assessments and education plans to DCS.

b) Within five (5) business days of completion, provide the education plan to the student.

c) Within fifteen (15) days of service closure, complete all service notes in the service file.

4.8 Disbursement and Monitoring of ETV funds:

4.8.1 The Contractor shall disburse and monitor ETV funds to qualified young persons in accordance with applicable Federal law and the State program. The authorizing federal program, John H. Chafee Foster Care Program for Successful

Transition to Adulthood and the Higher Education Act of 1965 outline the following requirements:

(1) Vouchers under the program may be available to youths otherwise eligible for services under the State program under this section who have attained 14 years of age.

(2) For purposes of the voucher program, youths who, after attaining 16 years of age, are adopted from, or enter kinship guardianship from, foster care may be considered to be youths otherwise eligible for services under the State program under this section.

(3) The State may allow youths participating in the voucher program to remain eligible until they attain 26 years of age, as long as they are enrolled in a postsecondary education or training program and are making satisfactory progress toward completion of that program, but in no event may a youth participate in the program for more than 5 years

(whether or not consecutive).

(4) The voucher or vouchers provided for an individual under this section—

(A) may be available for the cost of attendance at an institution of higher education, as defined in section 102 of the Higher

Education Act of 1965; and

(B) shall not exceed the lesser of $5,000 per year or the total cost of attendance, as defined in section 472 of that Act https://www.ssa.gov/OP_Home/ssact/title04/0477.htm

Part 1 Page 14 of 75

State of Arizona Department of Child Safety

Office of Procurement & Contracts 3003 N. Central Avenue

Phoenix, AZ 85012

(https://www.ssa.gov/OP_Home/ssact/title04/0477.htm)

4.8.2 ETV funds shall be disbursed directly to education programs and institutions for the following expenses: a) Tuition;

b) On-campus room and board;

c) Meal cards;

d) Books and school supplies (e.g., uniforms, tools, equipment);

e) Repayment of Federal student loans; or

f) Study abroad through qualifying schools

4.8.3 Disburse ETV funds monthly to qualified youth for living expenses.

4.8.4 ETV funds shall be disbursed within timeframes that ensure year-round enrollment is accommodated and fees and deposits may be paid within the schedules specified by individual education programs and institutions.

4.8.5 ETV staff shall work cooperatively with DCS designated staff to monitor ETV applications and funds disbursement, and to ensure federal allocations are utilized responsibly and within federally established timeframes.

4.8.6 DCS is responsible for reimbursing the Contractor for ETV funds disbursed to or on behalf of a qualified young person, if deemed eligible and appropriate.

4.9 Service Completion

4.9.1 ETV service authorizations are based on the school year, with a maximum of

$5000 per school year available to each student. Student assistance is authorized as needed to meet the needs. The initial authorization is five (5) units with additional units available, not to exceed twelve (12) units per school year. ETV funding is available until the young person has met service completion including the following:

a) The student completes the post-secondary education or training program;

b) The student who is enrolled in a post-secondary education or training program receives the final disbursement of ETV funds for which they are eligible;

c) The young person reaches the age of twenty-six (26) or maximum ETV school year disbursement (five (5) years or ten (10) semesters);

https://www.ssa.gov/OP_Home/ssact/title04/0477.htm

Part 1 Page 15 of 75

State of Arizona Department of Child Safety

Office of Procurement & Contracts 3003 N. Central Avenue

Phoenix, AZ 85012

d) The student is otherwise no longer eligible to receive ETV funds per the federal program; or

e) There are insufficient funds available to continue disbursements.

4.10 ETV Program Promotion and Collaboration:

4.10.1 The Contractor shall develop and implement statewide promotional programs to advertise, identify and facilitate awareness of ETV for eligible young persons.

4.10.2 The Contractor shall obtain approval from the Permanency and Youth Services

Unit of the promotional program prior to implementation and of all printed materials for promotional distribution before publication. Promotional and collaboration activities may include: in-person, virtual or some other method that meets the purposes outlined below and have been approved by the

Permanency and Youth Services Unit.

4.10.3 Program Promotion shall include the following:

a) Information that describes the service, points of contacts, process for reporting concerns and general service feedback, and is distributed on a regular basis to target groups that minimally include: DCS Staff (specialists, supervisors, etc., potential students, caregivers, other providers of youth services including community based and DCS contract providers, and secondary and post-secondary institutions;

b) Materials that contain the Arizona logo along with reference to DCS;

c) A sufficient supply of promotional materials that is made available on a continual basis in DCS offices designated by DCS, and to local youth-serving agencies identified by the Permanency and Youth Services Unit, other state and federally funded programs for young people experiencing foster care, homeless youth shelters and other community-based programs identified as serving eligible young people.

4.10.4 Program Collaboration shall include the following:

a) Active connections with post-secondary institutions (Financial Aid

Administrators, Admissions or other staff) and communication on at least a bi-annual basis to identify and inform currently enrolled students who are

Part 1 Page 16 of 75

State of Arizona Department of Child Safety

Office of Procurement & Contracts 3003 N. Central Avenue

Phoenix, AZ 85012 not current ETV recipients of the opportunity to access funding and support through this service;

b) Ongoing outreach and partnership with state universities and community colleges to create or strengthen on-campus supports (i.e. Bridging Success, Foster Success, etc.) that include tutoring, behavioral health support, retention, year-round housing and other areas identified as critical to a young person’s success;

c) Ongoing outreach and partnership with other state, federal and local postsecondary education and training programs for young people (i.e.

Workforce Investment Opportunity Act, Vocational Rehabilitation) to ensure potential ETV students benefit from all available resources.

d) Collaborate with the AZ State Public Universities and Community Colleges on the Tuition Waiver Verification for eligible youth.

5.0 CONTRACTOR REQUIREMENTS: The Contractor shall:

5.1 Staffing:

5.1.1 ETV staff providing assessments and in-person assistance must be physically based in Arizona. ETV staff providing financial assistance only or other, administrative functions, may be housed in locations that support successful delivery of service.

5.1.2 Ensure that ETV employed or contracted staff meet the following qualifications:

5.1.2.1 Have a clear Central Registry Background Check and a Level One fingerprint clearance card prior to delivering services to DCS clients, which is to be reviewed and updated annually

5.1.3 All verification is to be kept in the Personnel File.

5.2 Staffing Qualifications:

5.2.1 ETV staff must have an Associate’s or higher degree in Social Work, Human

Services, Education, Psychology or a closely related field, and one year working with young persons in the same or similar population

Part 1 Page 17 of 75

State of Arizona Department of Child Safety

Office of Procurement & Contracts 3003 N. Central Avenue

5.2.2 It is recommended the ETV staff responsible for delivering the services to young person’s possess the following essential qualifications:

1. Knowledge about post-secondary financial aid opportunities and processes, including but not limited to completion of FAFSA and any other federal or state funded financial aid for target group.

2. Knowledge about impact of justice involvement on educational opportunities and career opportunities.

3. Knowledge, skills and abilities necessary to communicate and work in partnership with students and institutions of higher education to meet the federal requirements of the ETV program and to fulfill the requirements of this service contract.

5.3 Professional Standards:

5.3.1 Staff are to be well groomed, and present a professional appearance.

Professional dress is required as outlined in the DCS Administrative Policy: Dress

Code; (https://dcs.az.gov/about/dcs-policies)

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

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

13-3551.

5.4 Personnel File:

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

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

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

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

4. Central Registry Background Check;

5. Level One fingerprint clearance card;

6. Proof of training;

5.5 Service Case Records:

https://extranet.azdcs.gov/DCSPolicy/Content/Adminstrative%20Policy/DCS%2004/DCS%2004-39%20Dress%20Code.pdf https://extranet.azdcs.gov/DCSPolicy/Content/Adminstrative%20Policy/DCS%2004/DCS%2004-39%20Dress%20Code.pdf https://extranet.azdcs.gov/DCSPolicy/Content/Adminstrative%20Policy/DCS%2004/DCS%2004-39%20Dress%20Code.pdf https://extranet.azdcs.gov/DCSPolicy/Content/Adminstrative%20Policy/DCS%2004/DCS%2004-39%20Dress%20Code.pdf https://extranet.azdcs.gov/DCSPolicy/Content/Adminstrative%20Policy/DCS%2004/DCS%2004-39%20Dress%20Code.pdf https://dcs.az.gov/about/dcs-policies https://dcs.az.gov/about/dcs-policies https://dcs.az.gov/about/dcs-policies

Part 1 Page 18 of 75

State of Arizona Department of Child Safety

Office of Procurement & Contracts 3003 N. Central Avenue

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

1. Copy of the referral packet (i.e. service referral form);

2. All documents related to services provided to client;

3. All reports and forms identified in Section 6.0;

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

5. Pertinent information regarding the participant’s vocational/career interests;

6. Educational experience summary;

7. The completed ETV application;

8. Pertinent enrollment information for the educational institution;

9. Documentation of the participants completion of coursework including updated transcripts, and when available, certificate and degree completion;

10. Documentation of efforts, resources and assistance provided to participants, including efforts to address: academic performance that is at risk of or has fallen below academic standards, academic probation, or disenrollment; and

11. Any significant incidents that occurred in relation to the client or any incident related to or during delivery of service

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

DCS.

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

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

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

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

Part 1 Page 19 of 75

State of Arizona Department of Child Safety

Office of Procurement & Contracts 3003 N. Central Avenue

Phoenix, AZ 85012

2. Arizona State Library Archives

(http://www.azlibrary.gov/arm/retentionschedules)

3. DCS Business Associate Agreement with HITECH

4. The Social Security Administration Privacy Act

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

5.5.6 Contractor is prohibited from sharing any information regarding, or pictures of any student without their written consent, including but not limited to verbally, on social, printed, or electronic media.

5.6 Training:

5.6.1 All ETV staff accessing the Guardian Portal are required to register and take all necessary computer-based trainings.

5.6.2 The Contractor shall provide all ETV staff with training in the following areas at a minimum within three (3) months of contract award date or hire date:

a) Positive Youth Development;

b) Federal Education Law (FERPA, IDEA, minimally);

c) Administration of service tools including any career/vocational interest inventories, school experience or other assessments (identified for use);

d) Understanding the different sources of financial aid and how to access financial aid, including how to complete the FAFSA; and

e) How to complete the ETV application and the function of the related website

5.6.3 The Contractor shall ensure all ETV staff are trained by DCS designated staff in

Youth Thrive, within three (3) months of contract award date or hire date.

5.6.3.1 The Youth Thrive Training is a two day, in person training in Maricopa

County.

5.6.4 The Contractor shall provide ETV staff an annual refresher training on Federal

Financial Aid and the ETV program.

6.0 REPORTING REQUIREMENTS:

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

Part 1 Page 20 of 75

State of Arizona Department of Child Safety

Office of Procurement & Contracts 3003 N. Central Avenue

Phoenix, AZ 85012

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

6.2 Significant Incident Report – DCS Form CSO-1151A (Exhibit 3)

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

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

1. Individual deaths;

2. Suicide ideation;

3. Suicide attempts;

4. Self-abuse;

5. Bullying;

6. Physical abuse and allegations of physical abuse;

7. Sexual abuse and allegations of sexual abuse;

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

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

10. When medicine is administered in an emergency situation;

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

12. Adverse medication reactions resulting in medical intervention;

13. Inpatient hospitalized clients;

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

15. Threats and/or altercation with parent, staff or child (ren);

16. Assault, Fighting or Physical Aggression

17. Damage or theft of property;

18. Substance Abuse;

19. Police involvement;

20. Emergency Evacuations;

21. Transportation/traffic-related incidents;

Part 1 Page 21 of 75

State of Arizona Department of Child Safety

Office of Procurement & Contracts 3003 N. Central Avenue

Phoenix, AZ 85012

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

23. When a physical restraint is used;

24. When a child is arrested; and

25. When the child (ren) is determined to be a runaway.

6.2.3 Incident reporting procedure: When filing an incident report refer to Exhibit 4 to see if calling the hotline is also required.

1. If Incident Report is Required:

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

b. Complete the DCS Incident Report; and

c. Submit a written DCS Incident Report to the DCS Specialist and

Contracts@azdcs.gov within twenty-four (24) hours after the initial notification

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

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

b. Make a police report (if applicable).

6.3 Deliverables (Programmatic Reports) that shall be submitted by the Contractor within the timeframes provided below via email (as may be amended). All reports shall be written and submitted in the English language.

6.3.1 The Contractor shall submit the Reports in Sections 6.3.2 and 6.3.3, below, to:

Permanency Youth Services

Arizona Department of Child Safety

3003 N. Central Ave

Phoenix, Arizona 85012

Phone 602-258-0509

Email: AzETV@AZDCS.GOV

6.3.2 A Monthly Report shall be prepared and submitted via email within fifteen (15) days following the end of each service month and shall include at a minimum:

a) Statistical information including:

Part 1 Page 22 of 75

State of Arizona Department of Child Safety

Office of Procurement & Contracts 3003 N. Central Avenue

Phoenix, AZ 85012

• the number of persons who applied for ETV services,

• the number of persons approved for ETV services,

• the number of persons denied for ETV services and the reason for denial,

• the total ETV Grant (award) amount approved and paid to each participant, and

• the overall total ETV Grant (award) Amount issued for the month.

b) The purpose of ETV Grant (award) funding provided to each participant with categories of:

• Tuition

• Rent or housing assistance

• Educational supplies (including computers)

• Transportation

• Child care

• Tutoring or other support service

c) Participant status by name:

• Include the Grades/credits earned at the end of each semester

(or vocational module);

• Support services offered and provided, and services specifically identified for participants with special education or other needs identified as a barrier to completion of the academic program

d) The Contractor’s plans for recruitment and retention of students, with emphasis on participants continuing in the program past the first year.

e) Funding:

• Total ETV funds available

• ETV funds expended

• Percentage of ETV funds expended

6.3.3 An Annual Report shall be prepared and submitted within thirty (30) days following the end of the contract period and shall include but is not limited to a summary of the following:

a) Demographic information summaries for all approved participants, which includes the age, race and gender of the participant;

b) The number of participants that received ETV awards in the Federal

Fiscal Year (FFY) (October 1st – September 30th) which includes participants who are receiving ongoing vouchers, plus those who were new recipients in the current FFY must be provided on the Annual

Part 1 Page 23 of 75

State of Arizona Department of Child Safety

Office of Procurement & Contracts 3003 N. Central Avenue

Phoenix, AZ 85012

Progress and Services Report (APSR) tool;

1) The PYS unit will provide the APSR tool to the Contractor annually.

2) This tool may be changed due to Federal reporting requirements. c)

The number of participants who have received an ETV award for the first time;

d) The number of participants who were denied an ETV award and cumulative reasons for denial;

e) The estimated number of participants who are projected to receive an

ETV award via ongoing or new vouchers;

f) The number of ETV participants who completed or graduated from a program;

g) The number of ETV participants who failed or withdrew or were otherwise disqualified from completing a program;

h) A description of the specific accomplishments and progress and plans to establish, expand or strengthen the State’s post-secondary educational preparation and assistance program to achieve the purpose of the ETV

Program;

i) A description of the Program Promotion (4.9.3) and Program

Collaboration (4.9.4) activities held during the year;

j) Areas identified through is recommendations regarding established outcomes;

6.3.4 DCS reserves the right to request the Contractor to submit additional or revised reports related to the service revision.

7.0 FIDELITY & COMPLIANCE SERVICES (FCS):

7.1 The Contractor shall participate in the quality improvement process and collaboratively work with DCS to continuously improve practice fidelity and client outcomes, utilizing the Active Contract Management (ACM) framework.

7.2 At the discretion of DCS, youth will be contacted to participate in a survey or phone call regarding the quality of their service.

8.0 PAYMENT UNITS Payments will not be made unless there is a valid referral.

8.1 Referral length: The referral length is the duration of one (1) semester:

8.1.1 Fall Semester: August-December

Part 1 Page 24 of 75

State of Arizona Department of Child Safety

Office of Procurement & Contracts 3003 N. Central Avenue

Phoenix, AZ 85012

8.1.2 Spring Semester: January-May

8.1.3 Summer Semester: May-August

Payment Point Units Includes Required

Documentation for Payment

Additional

Information

8.2 ETV Financial

Disbursement

Reimbursement Funding for schools and students. This is the fiscal disbursement of the ETV

Program Grant to a qualified participant.

Monthly Report must be submitted with the invoice.

Maximum grant of $5,000 per state fiscal year per student.

Includes the services of:

• Financial services only;

and

• Financial services and

Support

Services

8.3 Administration

of ETV:

Flat rate paid twice a year.

Inclusive of all costs associated with promotional activities, monitoring, data collection and reporting, review and processing of application, administrative functions including issuing payments, securing and leveraging other funding resources and maintenance for the website.

None

This pay point shall be billed in

July and

December.

This will be a nonclient claim.

Part 1 Page 25 of 75

State of Arizona Department of Child Safety

Office of Procurement & Contracts 3003 N. Central Avenue

Phoenix, AZ 85012

8.4 ETV Student

Assistance

Flat rate paid one time each month per student.

Inclusive of all costs associated with insurance, staff time, time spent communicating with students and institution of enrollment, assessment of school experience and vocational/career exploration, creating the education success plan, outreaches, educational assistance, documentation and uploading of documentation.

must be submitted with the invoice.

Includes the services of:

• Support

Services only or

• Financial and

Support

Services

PART

Updated

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

State of Arizona Department of Child Safety

Office of Procurement & Contracts 3003 N. Central Avenue

9.0 PERFORMANCE REQUIREMENTS

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

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

9.3 Failure to meet any of the performance metrics below or failing to meet any of the DCS expectations as outlined in the scope of work, may result in a vendor performance report that may lead to a demand for assurance, which could lead to contract termination for default.

9.4 The Performance Measures are being tracked and monitored by the monthly and annual reports.

# Performance Measure Target Due By

Performance

Reporting

Method

Report

Frequency Measure Reference

Approved applicants successfully completed their funded course/semester of study.

75%

Fifteen (15)

Days after the

Quarter

Monthly

Percent of participant whom successfully completed their funded course/semester of study to approved applications.

Scope of

Work, Section

6.3.3

Expend ETV funds within two years in accordance with the Federal Fiscal Year.

100%

Days after the

Quarter

Percent of actual expenditures to allocated budget

Scope of

Work, Section 3.9

PART Updated Page 27 of 75

State of Arizona Department of Child Safety

Office of Procurement & Contracts 3003 N. Central Avenue

The contractor shall submit the timely monthly and annual reports in the format

100%

Monthly:

days following the

Annual Report

Annually

Reports submitted timely and accurately

SOW Section

6.3.2 and

6.3.3

1 of the Solicitation Documents SECTION 1-B: Pricing

2/1/2023 8:15:24 AM Page 23 of 75 specified in the SOW

Section 6.3.2 and 6.3.3 end of each service month.

Annual: thirty

(30) days following the end of the contract period.

Submit reports in the format specified by

DCS.

10.0 DEFINITIONS

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

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

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

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

5. Caregiver: Parties that provides legal (temporary, permanent or transitional) custody to the child (ren).

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

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

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

PART Updated Page 28 of 75

State of Arizona Department of Child Safety

Office of Procurement & Contracts 3003 N. Central Avenue

Phoenix, AZ 85012

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

10. Days: are calendar days unless otherwise stated.

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

12. Fingerprint clearance card: The card issued by the Arizona Department of Public Safety

(A.R.S. §§ 41-1758 et. Seq.) certifying that the person named on the card does not have a state or federal criminal history record containing an offense specified as a precluding crime in A.R.S. Title 41, Chapter 12.

1 of the Solicitation Documents SECTION 1-B: Pricing 1

2/1/2023 8:15:24 AM

13. Foster Care: Care and supervision provided to a child who is in the custody of the state.

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

15. Post-Secondary Institution: An accredited or pre-accredited educational program authorized to operate in the state where it is located that is eligible to accept Pell grant awards on behalf of students and:

• Admits students with a high school diploma, GED, or those who are beyond the age of compulsory school attendance;

• Awards a bachelor’s degree, two (2) year associate’s degree, or nationally recognized certificate or

• Is a vocational school, which must have been in operation for at least two (2) years and offer a certificate or diploma that is state or nationally recognized which, will ensure that diplomas, certificates are recognized by their profession.

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

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

18. Secondary Education: A school intermediate between elementary school and college and usually offering general, technical, vocational, or college-preparatory courses (AKA High

School).

PART Updated Page 29 of 75

State of Arizona Department of Child Safety

Office of Procurement & Contracts 3003 N. Central Avenue

Phoenix, AZ 85012

19. State Education Specialist: The DCS State Education Specialists are the primary points of contact for this service and assist with educational needs statewide.

20. Young…