CTR076714_Contract_Documents.pdf

Nathanael R. Hudson

Procurement Manager

07/01/2025

Scope of Work

Contract No.: CTR076714

Description: Area Agencies on Aging (AAA)

Rev. 03-2025, v12

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: The purpose of this contract is to enable a designated Area Agency on Aging (AAA) to develop, establish, and maintain within their geographic Planning and Service Area (PSA) a comprehensive and coordinated service delivery system that supports services and programs which enriches the quality of life for older adults to be able to live independently by reducing the need for institutional care.

2.2 Legal Authority: Arizona Revised Statute (A.R.S.) §41-1954 (A) (6) and A.R.S. §41- 2501 (Q)(2) provides ADES the authority to enter into contracts and incur obligations within the general scope of its activities and operations subject to the availability of funds.

2.2.1 The Older Americans Act (OAA) of 1965, as amended, created the National Aging Network on the federal level, State Units on Aging (SUA), and Area Agencies on Aging (AAA) at the local level. Through this federal legislation, ADES provides services to vulnerable and older individuals living in Arizona.

2.2.2 Title 45 CFR Subtitle A Subchapter C Administrative Data Standards and Related Requirements.

2.3 Funding: Services may be funded through various sources including, but not limited to, the U.S.

Department of Health and Human Services (HHS) and Arizona State General Fund.

2.3.1 Non-Federal In-kind/Cash Match Requirement.

2.3.1.1 In accordance with the OAA regulations, Title 45 Parts 1321, 1322, and 1324 of the Code for Federal Regulations (CFR) as may be amended, and the DAAS policy as may be amended, agencies are required to provide ten percent (10%) non-federal match for all services funded under an approved Area Plan on Aging for the cost of carrying out OAA programs. The match shall consist of non-federal cash and in-kind contributions and shall be expended for goods and services necessary for and specifically identifiable to the contract. Program income cannot be utilized to meet the match requirements.

Program income is defined as “gross income earned by a recipient or subrecipient that is directly generated by a supported activity or earned as a result of the Federal award during the period of performance.”

2.3.1.2 Contractor is required to provide ten percent (10%) of the non-federal share of the cost of carrying out a program under Family Caregiver Support Program (FCSP) in accordance to OAA Public Law 89-73, Section 373 the non-federal share shall be provided from local sources and may be met with cash or in-kind expenditures.

Expenditures used to satisfy the non-federal share requirement must be related to the purpose of FCSP and may not be used to meet maintenance of effort or non-federal share requirements in other federal programs, including other sections of the OAA, Title III. Expenditures previously used to “over match” other programs may be used to satisfy the non-federal share requirement in the FCSP provided that those expenditures no longer are counted toward meeting the non-federal share requirement of such other programs and those expenditures are related to the purpose of the FCSP.

2.3.1.3 Non-federal in-kind/cash match requirement for OAA funding is based on the following formula: (funds allocated) x (.10) (.90).

3. Service Description

3.1 Taxonomy Definition: H004-LG Aging Services - A range of services that assist individuals in the areas of non-medical home and community based services, nutrition programs, disease prevention and health promotion services, legal services assistance programs, long-term care ombudsman program, family caregiver support programs, the State Health Insurance Assistance Program (SHIP), and the Senior Community Service Employment Program. This service includes two or more of the following services:

Adaptive Aids and Devices, Adult Day Care, Advocacy, Attendant Care, Caregiver Training, Case Management, Community Education, Congregate Meals, Consultation, General Transportation, Home Delivered Meals, Home Health Aide, Home Repair and Renovations, Housekeeping and Homemaker, Information and Referral, Job Development and Placement -Mature Worker Program, Legal Assistance, Long-Term Care Advocacy, Multipurpose Center Operations, Nursing - Community Nursing, Nursing – Home Nursing, Outreach, Peer Counseling, Personal Care, Program Development, Program Development - Elder Refugees, Program Evaluation, Protective Services - Tribal Adult Protective Services, Public Health - Disease Prevention and Health Promotion, Reassurance, Respite Care, Socialization and Recreation, State Health Insurance Information - Education and Fraud Program, Supplemental Provisions, Supported Employment - Senior Community Service Employment Program, Supportive Intervention/Guidance Counseling, Volunteer Services - Management, and Volunteer Services - Personal Budgeting Assistance.

3.2 Actual Service Description: AAA coordinates with community providers to provide services that enrich the quality of life for older adults and diverse populations and allow individuals to remain in their own homes or live with their families by reducing the need for institutional care. Services shall be prioritized to serve the target population who are in the greatest social and/or economic need.

3.3 Background: The Division of Aging and Adult Services (DAAS) is the designated SUA for Arizona. The

DAAS’ mission is to ensure “Arizonans have access to systems of support that enable them to live safely, independently, and with dignity and self- determination.” AAAs serve as portals to care, assessing multiple service needs, determining eligibility, authorizing or purchasing services, and monitoring the appropriateness and cost- effectiveness of services.

4. Definitions

4.1 See the DAAS Policy and Procedure Manual, Chapter 6000 the Aging and Adult Services Glossary, at the following link: https://des.az.gov/services/aging-and-adult/partners/daas-policy-and-procedure-manual.

4.2 “Caregiver” or “Older Relative Caregivers” is an adult family member, or other individual, who provides in-home and community care, without payment or a professional agreement, to Older Adults, or individuals with Alzheimer's disease or a related disorder with neurological and organic brain dysfunction.

4.3 “Care recipient” is an individual who needs ongoing assistance with everyday tasks to function on a daily basis and is being cared for by a caregiver.

4.4 “Client”, “Elder”, “Older Adults”, “Older Individuals”, or “Older people” are people 60 years of age or older in this document.

4.5 “Service Provider” is a person or organization that is awarded a sub-grant or contract from an Area Agency on Aging to provide services under the Area Plan on Aging, also known as a “Subcontractor”.

[45 Code of Federal Regulations §1321.3].

5. General Requirements

The Contractor shall:

5.1 Administrative Requirements

5.1.1 Ensure services are linguistically appropriate and culturally responsive to the eligible https://des.az.gov/services/aging-and-adult/partners/daas-policy-and-procedure-manual populations to be served.

5.1.2 Comply with the DAAS Policy and Procedure Manual, as may be amended, located at:

https://des.az.gov/services/aging-and-adult/partners/daas-policy-and-procedure-manual.

5.1.2.1 Comply with Discretionary Grants approved by the U.S. Department of Health and

Human Services (HHS), as described in the DAAS Policy and Procedure Manual Chapter 3900.

5.1.3 Continuously evaluate the services for improvement, and modifications, as necessary.

5.1.3.1 Share information on mutually advantageous subjects such as Client characteristics, community and agency needs, and any other issues or subjects.

5.1.3.2 Establish a system or mechanism for continuous feedback and identification of new problems or needs.

5.1.3.3 Expand and maintain ongoing public relations and information exchanges with agencies, organizations, businesses, and/or individuals.

5.1.3.4 Recruit and coordinate individuals, agencies, and other entities to serve the target population better.

5.1.3.5 Develop and modify a community-resource directory as needed.

5.1.3.6 Develop outcome measures of coordination effort.

5.1.4 Conduct at a minimum, on-site contract compliance monitoring of subcontractors at least annually, to include but not limited to facilities, administrative and financial operations, and programmatic service delivery.

5.1.5 Maintain and utilize a policy and procedure manual that includes, at a minimum, detailed intake procedures, program description and eligibility requirements, Client grievance procedures, non-discrimination policy, confidentiality requirements and other requirements to ensure compliance with the DAAS Policy and Procedure Manual, as may be amended.

5.1.6 Ensure services are prioritized to serve the target population who are in the greatest social and/or economic need.

5.1.7 Maintain client-focused facility locations which offer sufficient client waiting space or waiting rooms, adequate seating, and restrooms for program Applicants at all permanent facility locations indicated on the Facility Location Chart (Attachment 7).

5.1.8 Utilize client grievance procedures which respond timely and effectively to Client complaints as required in DAAS Policy and Procedure Manual Chapter 1000.

5.1.9 Impose no fees upon recipients for service unless the fund source permits a fee to be charged for the service. A fee policy shall have written approval by the DAAS prior to implementation.

The Contractor shall comply with any restriction or stipulation set by the DAAS. Income generated from Client fees shall be used exclusively to expand existing program services as required in DAAS Policy and Procedure Manual Chapter 1000 and Special Terms and Conditions, Fees and Program Income.

5.1.10 Participate as requested by DAAS in any state and/or national studies and evaluations.

5.2 Area Plan on Aging

5.2.1 Comply with all aspects of the Area Plan on Aging requirements as outlined in DAAS Policy and

Procedure Manual Chapter 2000 as may be amended, located at:

https://des.az.gov/services/aging-and-adult/partners/daas-policy-and-procedure-manual.

5.2.2 Implement the Area Plan on Aging, as approved by DAAS according to the DAAS Policy and Procedure Manual, as may be amended, Chapter 2000.

5.2.3 Comply with the following Federal and State Requirements as may be amended:

5.2.3.1 Medicare Improvements For Patients and Providers Act of 2008;

5.2.3.2 Consolidated Appropriations Act, 20024;

5.2.3.3 2 CFR 200, Uniform Administrative Requirements Cost Principles, and Audit requirements for Federal Awards;

5.2.3.4 45 CFR 75;

5.2.3.5 45 CFR 96;

5.2.3.6 45 CFR Part 1321, 1322, 1324 and 1331;

5.2.3.7 Omnibus Budget Reconciliation Act of 1990;

5.2.3.8 Single Audit Act of 1996;

5.2.3.9 42, U.S.C. 1395 (b-3), (b-4), (b-5);

5.2.3.10 42 U.S. C. 1397;

5.2.3.11 42 U.S.C. 2028;

5.2.3.12 42 U.S.C. 3026;

5.2.3.13 42 U.S.C. 3030d;

5.2.3.14 Health Insurance Portability and Accountability Act of 1996;

5.2.3.15 RAISE Act of 2017;

5.2.3.16 Americans with Disabilities Act Older Americans Act (2020);

5.2.3.17 Supporting Grandparents Raising Grandchildren Act of 2018;

5.2.3.18 A.R.S. Title 46 Chapter 1, Article 8, ARS § 46-141, and ARS § 46-459;

5.2.3.19 A.R.S. Title 13 Chapter 36 part 3623

5.2.3.20 A.R.S. Title 11, Chapter 2, Article 4, A.R.S. § 11-269.12 and A.R.S. § 11-269.28;

5.2.3.21 A.R.S. Title 41, Chapter 14, Article 1, A.R.S. § 41-1959; and

5.2.3.22 A.R.S. Title 8, Chapter 4, Article 8, A.R.S. § 8-804.

5.3 Staffing and Security

5.3.1 Maintain and utilize policies and procedures that require its employees, subcontractors, and volunteers to declare if they have a conflict of interest with the provision and/or management of the services, or programs contracted.

5.3.2 Establish, maintain and utilize policies and procedures that document training, verify the qualifications, skills and knowledge of employees, subcontractors, and volunteers.

5.3.2.1 Maintain documentation in employee personnel files that demonstrate employees have received the appropriate orientation, training, and maintain current appropriate certification/licensure in accordance with their job descriptions.

5.3.3 Ensure training, assistance, and technical guidance is provided to all employees, Service Providers and volunteers responsible for using and preparing Client assessment and reporting forms as required by the service and/or program contracted.

5.3.4 Comply with and ensure that all employees, Service Providers, and volunteers comply with fingerprinting, certification, and criminal background checks prior to the provision of services under this contract as required in the Special Terms and Conditions, Fingerprinting and DAAS Policy and Procedure Manual, as may be amended, Chapter 1000.

5.3.5 Comply with DAAS Policy and Procedure Manual, as may be amended, Chapter 1000 which requires that the Contractor and Service Provider ensures the confidentiality of Client information. Confidential information shall be maintained in locked files. If electronic records are utilized, confidential information must be secured.

5.3.6 Develop and utilize a Staff Organization Chart describing the lines of authority, responsibility and communication in accordance with policies established by the governing body; or management.

5.3.6.1 The chart should accurately reflect the existing position titles performing the proposed services and any new or future position titles.

5.3.6.2 Staff initials should be included for existing positions.

5.3.6.3 Staff Organization Chart should be provided to DAAS upon request.

5.3.6.4 Contractor shall notify the assigned DAAS contract specialist within seven (7) calendar days of any changes in key staff having supervisory responsibilities.

5.4 Databases

5.4.1 Maintain and utilize policy and procedures that require backup recovery procedures for computer systems to ensure no programmatic, financial or Client data is lost, and no disruption or degradation of services occurs.

5.4.2 Maintain and utilize a computer-based tracking system from which required reports and/or requested information may be generated.

5.4.3 Comply with Data Sharing Agreement (DSA) (form J119) (Exhibit B) and security requirements to include at a minimum, but not limited to staff certification and annual re-certification training as required by DSA J-119, Section II, #8.

5.4.4 Input and utilize the Division of Aging and Adult Services Reporting System (DAARS) to complete all available and required forms as applicable.

5.4.5 Ensure accurate data is entered into the Division of Aging & Adult Services Reporting System

(DAARS) for needs assessment, program evaluation, and reporting are in compliance with current OAA implementation guidelines.

5.4.6 Directly extract programmatic and financial reports from DAARS to monitor service delivery and financial expenditures.

5.5 Service Provider Related Service Provisions

5.5.1 Establish and maintain a formal written contract with Service Providers. The formal written contract shall meet all the requirements outlined within this Contract and shall be provided upon request by ADES. All subcontractors need to be reviewed and approved prior to providing services through a formal contract amendment following the steps in the Special Terms and Conditions, Section 45.

5.5.2 Comply with the Special Terms and Conditions, Section 45, Subcontracts, before entering into subcontracts for the provision of services under this contract.

5.5.3 Comply with DAAS Policy and Procedure Manual Chapter 1000 regarding documentation and reporting of all costs associated with the provision of subcontracted services.

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

5.5.4.1 Provide technical assistance to subcontractors through procedural interpretation and/or by additional research upon request.

5.5.5 Require subcontractors to comply with administrative and emergency preparedness requirements as well as requirements specified in service scopes of work.

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

5.5.7 Implement a coordinated service delivery system that establishes standards for service delivery and operations across the designated service area.

5.5.8 Hold periodic meetings with subcontractors to communicate new developments, discuss problems, share ideas for improvements, or address other identified topic areas.

5.5.9 Train appropriate employees, Service Providers and volunteers in the use and preparation of

Client assessment and other forms.

5.6 Networking

5.6.1 Develop partnerships and network with related programs to provide timely resolution to issues and expand resources.

5.6.2 Form local partnerships with social service professionals and community agencies to enhance program service information sharing and delivery.

5.6.3 Collaborate to hold and participate in education, training, and information seminars, workshops, and conferences.

5.6.4 Participate in conference calls and attend meetings initiated by DAAS to receive training, share best practices and/or obtain information.

5.7 Emergency Preparedness Requirements

5.7.1 Coordinate activities and develop long-range disaster/emergency preparedness plans with local and state disaster/emergency response agencies, relief organizations, local and state governments, and any other institutions that have responsibility for disaster relief service delivery as required by the Special Terms and Conditions, Pandemic Contractual Performance.

5.7.2 Establish and implement, as necessary, a Disaster/Emergency Management Plan that includes components of disaster/emergency preparedness, disaster/emergency response, and disaster/emergency recovery as described in the DAAS Policy and Procedure Manual Chapter 1105, as may be amended.

5.8 Advisory Council

5.8.1 In accordance with the Older Americans Act § 1321.63 Area Agency Advisory Council, the contractor shall:

5.8.1.1 Establish an advisory council to perform advisory functions that advance the contractor's mission of developing and coordinating community-based systems of services for all older individuals, their families, and older relative caregivers specific to each planning and service area.

5.8.1.2 Ensure the advisory council does not operate as the area agency's board of directors.

5.8.1.3 Allow the advisory council to advise on the following:

5.8.1.3.1 Developing and administering the area plan;

5.8.1.3.2 Ensuring the plan is available to older individuals, family caregivers, service providers, and the general public;

5.8.1.3.3 Conduct public hearings;

5.8.1.3.4 Representing the interests of older individuals and family caregivers; and

5.8.1.3.5 Review and comment on community policies, programs, and actions that impact older individuals and family caregivers to ensure optimal coordination and responsiveness to their needs.

5.8.1.4 Verify that members do not serve on the same organization's advisory council and board of directors.

5.8.1.5 Submit the name and role represented by each advisory council member to DES/DAAS annually or as requested.

5.8.1.6 Inform DES/DAAS about the council meeting schedule and provide the meeting minutes and attendance records from all advisory council meetings upon request.

5.8.1.7 Notify DAAS of any changes to the advisory council membership within seven (7) calendar days.

6. Payment for Services

6.1 Contractor reimbursement will correspond to actual allowable costs incurred, not to exceed the reimbursement ceiling stated in the Itemized Service Budget (Attachment 8 as may be amended).

6.2 Authorization for performance of services under this contract shall be made only upon a duly approved Itemized Service Budget with corresponding contract number and amount of authorized funds. The Contractor shall only be authorized to perform service up to the approved Itemized Services Budget amount.

6.3 ADES shall not have any legal obligation to pay for services in excess of the amount indicated on the Itemized Service Budget.

6.4 Budgets will be reviewed and may be adjusted accordingly based on the following: changes in award allocations from the funding source, failure to meet the requirements in the Contract, or the programs not spending budgeted funds efficiently. Contractor reimbursement will correspond to actual allowable costs incurred, not to exceed the reimbursement ceiling stated in the Itemized Service Budget (Attachment 8, as may be amended).

6.5 ADES shall not have any legal obligation to pay for services in excess of the amount indicated on the Itemized Service Budget.

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

7. Reporting Requirements

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

7.2 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.

7.2.1 Upload all programmatic and financial reports as identified in the DAAS Policy and Procedure

Manual Chapter 1000, as may be amended.

7.2.2 Utilize and input the unique DAARS services codes in DAARS for each service specific Scope of Work to identify services being provided.

7.3 Directly input Client and financial data into databases as required including:

7.3.1 Division of Aging and Adult Reporting System (DAARS), State Health Insurance Assistance

Program Tracking and Reporting System (STARS), and Senior Medicare Patrol Information and Reporting System (SIRS).

7.4 Incomplete or inaccurate Contractor Invoices or accompanying report(s), will be returned to the Contractor with a request that the Contractor submit corrected invoices and/or reporting documents(s).

For purposes of payment, the date of submission shall be reset to the date of resubmission. ADES reserves the right to pursue any rights and remedies associated with this Contract to ensure correct reports and invoices are submitted timely.

7.5 Submit annually, by June 30th, a 12-month monitoring plan that includes at a minimum:

7.5.1 The direct service subcontractors that are to be monitored during the twelve (12) month period beginning July 1st (of the same year).

7.5.2 The type of monitoring (desk or on-site) and scope (administrative, fiscal, and/or programmatic) of the monitoring for each, the specific service(s) to be monitored, and the target monitoring start and completion dates for each.

7.6 Submit by July 31, 2025, or any time changes are made, for ADES review and comment, the template used by the Contractor to sub-contract with Service Providers.

7.7 Submit to ADES for prior acknowledgement and review:

7.7.1 Any subcontractor and/or broad-based Client communications that describe significant modifications to services and their associated impacts.

7.8 Submit a completed ADES approved request form to ADES for prior approval of:

7.8.1 Changes to a subcontract award totaling 10% or more of the AAA’s annual budget or the termination and/or end of any subcontract.

7.8.2 Significant modification to the Client service provision of any subcontracts representing 10% or more reduction or growth in services.

7.8.2.1 Service modifications may include service expansion, service or service access increases, service or service access decreases, and cessation of service provided under the subcontract that eliminates Client access to services.

7.9 Submit a completed Contractor’s Equipment List form (FES1000AFORFF) (Exhibit A) for all equipment costing $10,000 or more purchased by Contractor or Subcontractor, in whole or in part with ADES/DAAS funds.

7.10 Changes to Reports

7.10.1 ADES reserves the right to request the Contractor to submit additional or revised reports related to service provisions and Contract performance.

7.10.2 Reporting requirements, methods and/or formats may change during the Contract term.

7.10.3 The Contractor will be notified in writing by ADES about any change in reporting forms and is responsible for implementing the revised/new reporting requirements.

7.11 Certificate(s) of Insurance

7.11.1 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.

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

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

8. ADAPTIVE AIDS AND DEVICES – ASSISTIVE TECHNOLOGY (ADP)

8.1 Purpose Statement

8.1.1 The service provides assistive technology, durable equipment, and emergency response systems which are designed to meet the unique needs of older adults, individuals living with a disability (physical, developmental, and/or intellectual), individuals living with chronic disease or chronic conditions, or adult children with disabilities.

8.2 Service Description

8.2.1 Taxonomy Definition: Adaptive Aids and Devices - A service that provides or fabricates specialized equipment that will assist persons in performing normal living skills, and any necessary installation, fitting, adjustment, and training.

8.2.2 Actual Service Description: Adaptive Aids and Devices - Assistive Technology is a case-managed service that:

8.2.2.1 Offers an alternative way to accomplish Activities of Daily Living (ADLs) using specialized equipment and may include any necessary installation, fitting, and adjustment to promote independence.

8.2.2.2 Coordinates with medical professionals to ensure that the assistive technology and durable medical equipment is customized, and fitted to ensure comfort of use for products such as, but not limited to:

8.2.2.2.1 Dentures, hearing aids, screen readers, mobility devices, health monitoring, communication devices, and emergency response systems.

8.2.2.3 May include training on the aid or device by qualified individuals, whenever possible.

8.2.3 Eligibility Requirements: The Contractor shall provide services to individuals that meet the eligibility requirements of the DAAS Policy and Procedure Manual, as may be amended.

8.3 Service Requirements

8.3.1 Comply with Section 13, Case Management, for the performance of this case managed service.

8.3.2 Provide a referral to an appropriate medical or healthcare provider for adaptive aid(s), as needed.

8.3.3 Provide, construct, and/or adapt the appropriate aid or device (including augmentative and/or alternative communication devices) by a qualified individual.

8.3.4 Provide aids or devices that meet standards for those products and for product performance, as well as any applicable safety and health standards set by law and accepted in the industry.

8.3.5 Install or fit the aid and/or device, as necessary.

8.3.6 Train the Client, their Family and/or the care provider in the proper use and maintenance of the aid or device, including but not limited to, provision of maintenance and operation manuals.

8.3.7 Provide follow-up evaluations and make any adjustments as necessary.

8.3.8 Provide access to manufacturer maintenance and repair services.

8.4 Licensure/Certification Requirements

8.4.1 Provide services in accordance with:

8.4.1.1 A.R.S. §32 1681, et. seq. for dispensing opticians, as may be amended.

8.4.1.2 A.R.S. §32-1684.01 for optical establishment license, as may be amended.

8.4.1.3 A.R.S. §32-1293, et. seq. for denturist, dental technologist, and dental lab technician, as may be amended.

8.4.1.4 A.R.S. §36-1921, et. seq. for dispensers of dentures, as may be amended; and

8.4.1.5 A.R.S §36-1923, et. seq. for dispensers of hearing aids, as may be amended; and

8.4.1.6 Any other licensing requirements as required by the industry.

8.5 Reporting Unit

8.5.1 One (1) unit of service equals one (1) adaptive aid/device or subscription to a service for an adaptive aid/device.

8.6 DAARS Service Codes - Contractor shall utilize the applicable DAARS codes as follows for this service:

8.6.1 ADP - Home and Community Based Services (ADP-HCB)

8.6.2 ADP - Home and Community Based Services - Emergency Alert System (ADP-HCB- EAS)

8.6.3 ADP - Home and Community Based Services - Waitlist Fund (ADP-HCB-WLF)

8.6.4 ADP - Family Caregiver Support (ADP-FCS)

8.6.5 ADP - Family Caregiver Support - Kinship (ADP-FCS-KIN).

8.7 OAAPS Categories are included for reference as follows:

8.7.1 Home and Community Based Services: Older Adults - Other Services - Assistive technology / Durable Equipment / Emergency Response

8.7.2 Family Caregiver Support: Caregiver of Adults - Supplemental Services - Assistive Technology / Durable Equipment / Emergency Response

8.7.3 Older Relative Caregivers - Supplemental Services - Assistive Technology/Durable Equipment/Emergency Response.

9. ADULT DAY CARE (ADC) /ADULT DAY HEALTH CARE (ADHC)

9.1 Purpose Statement

9.1.1. Short-term services provided to individuals who require care and supervision in a protective setting for a portion of a 24-hour day.

9.1.1.1. Short-term is defined as 4-8 hours in a 24-hour day.

9.2 Service Description

9.2.1. Taxonomy Definition: Adult Day Care/Adult Day Health Care - A service that provides supervised planned care and health-related services to adults in a group setting during a portion of a 24-hour day.

9.2.2. Service Description: Adult Day Care or Adult Day Health Centers is an out of home service provided to eligible individuals who require care and supervision in a protective setting. Services include out-of-home supervision, health care, recreation, and/or independent living skills training offered in centers most known as Adult Day, Adult Day Health, Senior Centers, and Disability Day Programs.

9.2.3. This is a case-managed service.

9.2.4. ADC is a service focused on general supervision, socialization, and recreation.

9.2.4.1. ADC promotes the socialization needs of eligible individuals and intends to combat social isolation.

9.2.4.2. ADC promotes improving the social, emotional, mental, and physical well-being of older adults, individuals living with disabilities or other chronic conditions, and other eligible individuals.

9.2.5. ADHC is an intensive health-related service that may provide an out-of-home respite option for eligible family caregivers and their care recipients.

9.3 Service Requirements

The Contractor Shall:

9.3.1 Comply with Section 13, Case Management, for the performance of this case managed service.

9.3.2 Provide Case Management services for eligible individuals and their family caregiver; and complete the following assessments, as applicable:

9.3.2.1. The family caregiver receiving ADC/ADHC and/or care recipient must be found eligible using the Arizona Standardized Client Assessment Plan (ASCAP) (located in

DAARS).

9.3.2.2. The Short-Form Intake Document (SFID) (located in DAARS) may be used to authorize socialization in an ADC/ADHC for eligible individuals for a period less than 90 days or in an emergency.

9.3.2.3. The family caregiver must be eligible for Respite Care services using the Caregiver Assessment Tool (CAT) (located in DAARS).

9.3.3 Require the ADC/ADHC facility (ADC/ADHC facility (subcontractor) to meet with the case manager on a regular cadence to report on the care recipient and family caregiver’s ADC/ADHC use.

9.3.4 Establish an incident report protocol that requires the ADC/ADHC facility to provide a written report and copy of an Incident Report due to any Unusual Incidents, including:

9.3.4.1. Inappropriate behavior by the care recipient and/or family caregiver.

9.3.4.2. Signs of Abuse, such as bruises, displaced joints, or signs of Neglect, such as soiled incontinence wear or sores; and

9.3.4.3. Falls, accidents, or other incidents related to injury.

9.3.5 Coordinate with the ADC/ADHC facility to develop a written care plan or service plan (hereinafter care plan) for each care recipient and their family caregiver (if applicable).

9.3.5.1. The care plan shall align with the outcomes outlined in the ASCAP, SFID, or CAT, as applicable.

9.3.5.2. The care plan shall include and utilize the care recipient’s Family and/or friends when possible, such as Transportation to and from the site.

9.3.5.3. The care plan shall include a plan of action to be followed in the event of an emergency.

9.3.5.3.1. Emergency contact name and phone number(s) to be notified in sequence as directed by the care plan.

9.3.5.4. Reassess every six (6) months or as the care recipient’s care needs change.

9.3.6 Require ADC/ADHC facility to provide services to the care recipient that include, but are not limited to:

9.3.6.1. Personal Care.

9.3.6.2. Supervision of the care recipient to protect the care recipient’s welfare and safety.

9.3.6.3. Medication management as prescribed.

9.3.6.4. First aid and appropriate attention to injury and illness.

9.3.6.5. Food to meet daily dietary needs, including a therapeutic diet, if prescribed.

9.3.6.6. General supervision or assistance with the care recipient’s Activities of Daily Living, including bathing, dressing, eating, toileting, etc.

9.3.7 Require ADC/ADHC facility to provide services to the care recipient that include a variety of recreational and socialization activities for participants of all abilities, including but not limited to:

9.3.7.1. Physical: such as exercises, Tai Chi, yoga, dancing, and walking.

9.3.7.2. Developmental: such as writing, drawing, reading, crafting, and painting.

9.3.7.3. Emotional: such as support groups and discussions.

9.3.7.4. Cognitive: such as games and puzzles that promote memory and thinking.

9.3.7.5. Social: such as group events (e.g., singing, dancing, trips to museums, theater, and parks).

9.3.8 Require ADC/ADHC facility to document activities in which the care recipients participated.

9.3.9 Collaborate with ADC/ADHC facilities to refer care recipient or family caregivers to appropriate agencies and resources when additional social, emotional, or physical needs are present.

9.4 Licensure/Certification Requirements

9.4.1. Services provided in non-tribal facilities shall be licensed by the Arizona Department of Health

Services according to the Arizona Administrative Code (A.A.C.) R9-10-1101 through R9-10- 1117, as an ADC/ADHC facility, as may be amended.

9.4.2. Services provided in tribal facilities shall be authorized by a tribal government or the Bureau of Indian Affairs as an ADC/ADHC facility.

9.4.3. Programs providing meals must comply with the nutrition requirements as specified in the A.A.C. R9-10-1114, as may be amended.

9.5 Reporting Unit

9.5.1. One (1) unit of service equals one (1) hour (partial hour may be reported to two (2) decimal places, e.g., 0.25 hours).

9.6 DAARS Service Codes - Contractor shall utilize the applicable DAARS codes as follows for this service:

9.6.1. ADC - Home and Community Based Services (ADC-HCB)

9.6.2. ADC - Home and Community Based Services - Direct Care Workers (ADC-HCB-DCW)

9.6.3. ADC - Home and Community Based Services - Waitlist Fund (ADC-HCB-WLF)

9.6.4. ADC - Family Caregiver Support (ADC-FCS)

9.6.5. ADC - Family Caregiver Support - Waitlist Fund (ADC-FCS-WLF)

9.7 OAAPS Categories are included for reference as follows:

9.7.1. Home and Community Based Services: Older Adults - Adult Day Care/Health

9.7.2. Family Caregiver Support: Caregiver of Adults - Respite - Out-of-Home Respite (Day)

10. ADVOCACY (ADV)

10.1. Purpose Statement

10.1.1. Advocacy ensures the availability of information about and access to human services and community resources and enhances and/or supports the provision of direct services to eligible individuals and families.

10.2. Service Description

10.2.1. Taxonomy Definition: Advocacy - Services that take action to protect the rights of individuals and ensure they receive appropriate services and benefits or to seek needed changes in the law and/or administrative rules to protect the rights of individuals and ensure adequate service levels.

10.2.2. Actual Service Description: Advocacy provides information to agencies, organizations, legislators, and the public about issues affecting older adults; planning to meet identified needs;

and formulating policy that addresses future needs of older adults. Advocacy is necessary to reduce barriers and to improve responsiveness to the needs of older adults and individuals living with disabilities and/or chronic conditions.

10.3. Service Requirements

10.3.1. Serve as the public advocate for the development and enhancement of comprehensive and coordinated community-based systems of services in each Planning and Service Area (PSA), including:

10.3.1.1. Monitor, evaluate, and comment on policies, hearings, levies, and community actions that affect older adults and family caregivers that align with the interests identified in the Act.

10.3.1.2. Solicit comments from the public on the needs of older individuals and family caregivers.

10.3.1.3. Represent the interests of older individuals and family caregivers to local level and executive branch officials, as well as public and private agencies or organizations.

10.3.1.4. Consult with and support the State’s Long-Term Care Ombudsman Program, and

10.3.1.5. Coordinate with public and private organizations, including local government, to promote new or expanded benefits and opportunities for older individuals and family caregivers.

10.3.2. Assess and identify the service needs of the older adult, advocate on behalf of the older adult for needed services or resources.

10.3.3. Identify appropriate Service Providers to meet service needs.

10.3.4. Identify service gaps or barriers and assist in removing obstacles.

10.3.5. Identify and disseminate information on changes in procedures, laws, regulations, or appropriations that would impact access to services to increase awareness of issues facing older adults.

10.3.6. Assist in training the community on advocacy techniques and appropriate channels for Advocacy throughout the legislative process.

10.3.7. Provide Advocacy to add, modify, or change procedures, laws, regulations, or appropriations.

10.3.8. Provide technical assistance and support to individuals and groups involved in advocacy actions to remove impeding barriers.

10.3.9. Establish a system to make referrals to advocacy programs.

10.3.9.1. Expand access to Family violence, sexual assault programs, mental health services, and safety planning for older adults.

10.3.9.2. Encourage the use of senior housing, hotels, or other suitable facilities or services when appropriate as emergency short-term shelters for older adults who are the victims of elder abuse, including Family violence and sexual assault.

10.4. Reporting Unit

10.4.1. One (1) unit of service equals one (1) advocacy activity.

10.5. DAARS Service Code - Contractor shall utilize the applicable DAARS codes as follows for this service:

10.5.1. ADV - Home and Community Based Services (ADV-HCB)

10.6. OAAPS Category is included for reference as follows:

10.6.1. Home and Community Based Services: Older Adults - Other Services - Public Education.

11. ATTENDANT CARE / PERSONAL ASSISTANCE (ATT)

11.1 Purpose Statement

11.1.1. Assistance (Personal assistance, stand-by assistance, supervision, or cues) with Activities of Daily Living (ADLs) and/or health-related tasks provided in a Client’s home and possibly other community settings. Attendant Care may include assistance with Instrumental Activities of Daily Living (IADLs).

11.2 Service Description

11.2.1. Taxonomy Definition - Attendant Care/Personal Assistance - A service that provides a qualified individual to supply needed services in order for an individual to remain in his/her home and/or participate in work/community activities.

11.2.2. Actual Service Description:

11.2.2.1. Attendant Care is:

11.2.2.1.1. A case managed service.

11.2.2.1.2. Person-centered and trauma informed.

11.2.2.1.3. Assists with Personal Care, coordination of services, general supervision and assistance, Housekeeping/ Homemaker services, companionship, Socialization, and skills development at a Client’s place of Residence.

11.2.2.1.4. Increases a Client’s ability to live independently in the community.

11.2.2.2. Attendant Care includes:

11.2.2.2.1. Personal Care - Assistance (personal assistance, stand-by assistance, supervision, or cues) with Activities of Daily Living (ADLs) and/or health-related tasks provided in a Client’s home and possibly other community settings. Tasks may include bathing, grooming, feeding and toileting.

Personal assistance may include assistance with Instrumental Activities of Daily Living (IADLs). Housekeeping/Homemaker - Performance of light housekeeping tasks provided in a Client’s home and possibly other community settings. Tasks may include preparing meals, shopping for personal items, managing money, or using the telephone.

11.2.3. Eligibility Requirements – The Contractor shall provide services to individuals that meet the eligibility requirements described in the DAAS Policy and Procedure Manual; Chapter 3000 as may be amended.

11.3 Service Requirements

11.3.1. Comply with Section 13, Case Management, for the performance of this case managed service.

11.3.2. Complete an Arizona Standardized Client Assessment Plan (ASCAP) (located in DAARS) that details Client care needs, impairment, and eligibility.

11.3.3. The case manager shall conduct an initial visit with the Client’s Family (if applicable), legal representative (if applicable), and the Client to develop a care plan.

11.3.3.1. A care plan that includes written details of supports, activities, and resources for the

Client, including but not limited to:

11.3.3.1.1. Identifying the Client’s needs and strengths;

11.3.3.1.2. Identifying and prioritizing the Client’s goals;

11.3.3.1.3. Identifying resources, to meet the Client’s goals.

11.3.3.2. The care plan will identify specific tasks to be assigned to the Service Provider in the time allotted per visit.

11.3.4. Inform the Client, Family, caregiver, and/or legal representative of the anticipated availability, benefits, and risks, such as waitlists for Services.

11.3.5. Coordinate the implementation of the care plan to promote the continuity of Services by authorizing, enrolling, and communicating service provision and delivery to the Service Provider.

11.3.6. Coordinate with the Service Provider and require that the Service Provider’s supervisor:

11.3.6.1. Conduct an initial home visit for each Client and at least every 90 days thereafter or more frequently,, if required.

11.3.6.2. Provide care plan oversight by monitoring services prescribed by the care plan.

11.3.6.3. Identify gaps in services and remedy areas of deficiency.

11.3.6.4. Report findings to the AAA case manager and respond promptly to changes in Client needs or help the Client alter services accordingly.

11.3.7. Ensure that Services are in accordance with the Client’s care plan as authorized by the case manager. Services include but are not limited to:

11.3.7.1. Assist with IADL’s including services such as:

11.3.7.1.1. Routine housekeeping/Homemaker tasks to maintain sanitary living conditions for individuals, such as: dusting, cleaning floors, bathrooms, windows (if necessary), cleaning oven and refrigerator (if necessary to attain safe and sanitary living conditions), cleaning kitchen, washing dishes, changing linens, making beds, routine maintenance of household appliances, washing, drying, folding laundry, and ironing (if clothes cannot be worn otherwise.)

11.3.7.2. Assist with ADLs including Personal Care services such as:

11.3.7.2.1. Showering, bathing (including bed baths), and shampooing, toileting

(including incontinence care), dressing, oral care, and grooming (including routine nail and skin care) to maintain good personal hygiene.

11.3.7.2.2. Routine ambulation activities assistance, including transferring to/ and from wheelchair/other seating and/or bed.

11.3.7.2.3. Eating, where the assistance is required, may include:

11.3.7.2.3.1. Remind or encourage to maintain intake.

11.3.7.2.3.2. Serve or bring food.

11.3.7.2.3.3. Prepare food through prep work such as cutting of meats, vegetables, fruit, the opening of containers, etc., and other set-up.

11.3.7.2.3.4. Feeding the Client, if applicable.

11.3.7.3. Assist with tasks necessary for the comfort and safety of Clients with restricted movement that do not require medical or Nursing supervision.

11.3.7.4. Assist with special appliances and/or prosthetic devices if the procedure is routine and well- established per the care plan.

11.3.7.5. Train the Client, his/her family members, and/or friends in Personal Care tasks, as appropriate.

11.3.7.6. General supervision which includes but is not limited to:

11.3.7.6.1. Self-administration of medications; and

11.3.7.6.2. Monitoring general medical condition and functional level.

11.3.7.7. Assist with recreational/socialization skill development.

11.3.7.8. Other tasks, such as documenting and communicating to the Client’s case manager any decline, improvement, or continuing maintenance of the Client’s condition.

11.3.7.9. Refer Clients for appropriate services who present additional medical or social problems during service delivery.

11.3.8. As needed, authorize the following Homemaker Activities:

11.3.8.1. Nutritional maintenance for eligible individuals:

11.3.8.1.1. Plan and cook meals; and

11.3.8.1.2. Shop for food, household supplies and medicine and ensure all are stored properly.

11.3.8.2. Services to attain safe living conditions for Clients:

11.3.8.2.1. Provide cleaning or sanitizing of ceiling, walls, or floors.

11.3.8.2.2. Provide yard work, clearing walkway, mowing, raking, and/or hauling away debris; and

11.3.8.2.3. Arrange for pest control services, when insect infestation presents a health concern for the Client.

11.3.8.3. Assistance to Clients in obtaining basic needs, including but not limited to:

11.3.8.3.1. Haul water for household use.

11.3.8.3.2. Gather, saw, chop and haul firewood for household heating or cooking.

11.3.8.3.3. Feed, water, milk and care for livestock used for consumption.

11.3.8.3.4. Plant, harvest and care for gardens used for food consumption.

11.3.8.3.5. Dig out dirt floors and replace with fresh dirt; and

11.3.8.3.6. Turn heating and/or cooling systems on or off. The Direct Care Worker

(DCW) performing the service of turning on/off utilities shall receive instruction about heating and cooling systems from the local utility company or weatherization project.

11.4 Staffing Requirements

11.4.1. Require that Service Provider staff have current certification in CPR and training in home accident prevention and first aid.

11.4.2. Adhere to the following Service Provider staffing standards:

11.4.2.1. Service Providers shall not provide Attendant Care services until they have been certified competent in this area as a Direct Care Worker, as required by Arizona Health Care Cost Containment System (AHCCCS), and documentation of test results or verification of prior testing shall be included in the employee personnel record.

11.4.2.2. Service Providers providing Attendant Care shall demonstrate knowledge and skills required by the Direct Care Worker training standards before delivering services.

11.4.2.3. Documentation of test results (knowledge and skills) or verification of prior testing shall be included in the employee personnel record.

11.4.2.4. Service Provider Supervisor shall have at a minimum:

11.4.2.4.1. At least two (2) years full-time employment experience in direct care capacity; or

11.4.2.4.2. One (1) year of studies at an accredited college in a related field and at least one (1) year full-time employment experience in direct care capacity; and

11.4.2.4.3. Orientation to target population is also required, unless otherwise evident in background that they have previous experience serving the target population; and

11.4.2.4.4. Demonstrate knowledge and skills consistent with Direct Care Worker training standards at the same level, at a minimum, as the employees being supervised.

11.5 Reporting Unit

11.5.1. One (1) unit of service equals one (1) hour (partial hour may be reported to two (2) decimal

11.6 DAARS Service Codes - Contractor shall utilize the applicable DAARS codes as follows for this service:

11.6.1. ATT - Home and Community Based Services (ATT-HCB)

11.6.2. ATT - Home and Community Based Services - Waitlist Fund (ATT-HCB-WLF)

11.6.3. ATT - Home and Community Based Services - Direct Care Workers (ATT-HCB-DCW)

11.6.4. ATT - Home and Community Based Services - Friends & Neighbors (ATT-HCB-FAN)

11.6.5. ATT - Home and Community Based Services - Friends and Neighbors Waitlist (ATT-HCB-FNW)

11.7 OAAPS Category are included for reference as follows:

11.7.1. Home and Community Based Services: Older Adults - Personal Care

12. CAREGIVER TRAINING (CGT)

12.1. Purpose Statement

12.1.1. The service provides training to enhance caregiver skills, well-being, and to help decrease risk of caregiver burnout. The successful delivery of family caregiver training will help avoid costly and unnecessary placement of their care recipient in a care facility; or

12.1.2. The service can provide training to older relatives raising children, including training to improve interactions with children living with trauma, and finding a balance between parenting and caregiving.

12.2. Service Description

12.2.1. Taxonomy Definition: Caregiver Training – A service that provides training to assist caregivers in performing caregiving activities, decision making, and problem…