CTR077297_FYES_Executed_Contract.pdf

Docusign Envelope ID: CE7E15F6-37D4-418B-AD6C-873FC1B198EA

ARlmNA State of Arizona

Department of Child Safety

DEPARTME T OF Office of Procurement & Contracts

CHILD SAFETY

3003 N. Central Avenue, 20th Floor

Phoenix, AZ. 85012

Attachment 1

Offer and Acceptance Form

SUBMISSION OF OFFER: The undersigned hereby offers and agrees to provide FYES Services in compliance with all terms, conditions, specifications, and amendments in the Solicitation and any written exceptions in the Offer indicated by the latest dated version below:

5/8/2025 lie k r Ak=- Initial Offer:

Date Signature

5/27/2025 liek-YAk=-

Revised Date Signature Date Signature

Offers:

Date Signature Date Signature

Best and Final 5/27/2025 irkrdbt:=- Offer:

Date Signature

Building Dreams, LLC

Offeror company name Signature of person authorized to sign Offer

1415 E. Baseline Rd Levar Patterson - Director

Address Printed name and Title

Phoenix, AZ 85042 Levar Patterson - Director

City, State, ZIP Contact name and Title

LeVar.Patterson@azbds.com 602-383-4130

CERTIFICATION: By signature in the above, Offeror certifies that it:

PART 2 of the Solicitation Documents

A v a i l a bl e o n l n e a t

Contact email address

Contact phone number

SECTION 2-D: Offer Forms, Attachment 1

A P P . A Z . g o v

II

Executed Contract

No. CTRO77297

Foster Youth Education Success (FYES)

Docusign Envelope ID: CE7E15F6-37D4-418B-AD6C-873FC18198EA

ARlmNA State of Arizona

Department of Child Safety

DEPARTMENT OF Office of Procurement & Contracts

CHILD SAFETY

3003 N. Central Avenue, 20th Floor

Phoenix, AZ. 85012

1. Will not discriminate against any employee or applicant for employment in violation of Federal Executive Order 11246, [Arizona] State Executive Orders 2023-09, 2023-01, 2009-09 or A.R.S. §§

41-1461 through 41-1465;

2. Has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or Service to a public servant in connection with the submitted offer. Failure to provide a valid signature affirming the stipulations required by this clause will result in rejection of the Offer. Signing the Offer with a false statement will void the Offer, any resulting contract, and may be subject to legal penalties under law;

3. Complies with A.R.S. § 18-132 when offering electronics or information technology products, Services, or maintenance;

4. Has submitted this Offer as a firm offer for 180 days following the Solicitation due date and time per the Instructions to Offers. Any extensions to the Offer Acceptance Period shall be made in accordance with the A.A.C. R2-7-C310;

5. Did not and will not involve collusion or other anti-competitive practices; and

6. Is not debarred from, or otherwise prohibited from, participating in any contract awarded by federal, state, or local government.

ACCEPTANCE OF OFFER

The offer is hereby accepted.

The Contractor is now bound to sell the Materials or Services listed by the attached Contract and based upon the Solicitation, including all terms, conditions, specifications, amendments, etc., and the Contractor's Offer as accepted by the State. CTR077297

The Contract shall henceforth be referred to as Contract No.

The effective date of the Contract is 7/1/2025

The Contractor is cautioned not to commence any billable work or to provide any Material or Service under this Contract until Contractor receives purchase order, contract release document, or written notice to proceed.

State of Arizona Awarded this 5th day of June 20 25

Deputy chief Procurement officer

Procurement officer signature

PART 2 of the Solicitation Documents Template version 2.0 (01-FEB-2017)

End of Attachment 1

Available onl ne at

SECTION 2-8: Offer Forms 111:1111 Page 29 of 73 �

APP.AZ.gov

Executed Contract

No. CTRO77297

Foster Youth Education Success

Executed Contract

CTR077297

Description:

Foster Youth Education Success

State of Arizona Department of Child Safety

Office of Procurement & Contracts 3003 N. Central Avenue, 20th Floor

Phoenix, AZ 85012

Solicitation Requirements

Part 1 SECTION 1-A: Scope of Work

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

Part 1: Scope, Pricing and Terms and Conditions

Table of Contents 1

SECTION 1-A: Scope of Work 2

SECTION 1-B: Pricing 23

SECTION 1-C: Special Terms and Conditions 26

SECTION 1-D: Uniform Terms and Conditions 64 https://procure.az.gov/bso/

Description:

Foster Youth Education Success

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1-A: Scope of Work

SECTION 1-A: Scope of Work

1.0 INTRODUCTION

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

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

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

2.0 PURPOSE AND BACKGROUND

2.1 The Arizona Department of Child Safety’s (ADCS) goal is to improve education outcomes for children experiencing foster care. The ADCS seeks to ensure students experiencing foster care have positive school experiences, including but not limited to academic assessment, support, and progress towards attaining grade level work and preparedness for entry into the next grade. The Department will support students through timely interventions, planning and partnerships, to improve peer and school staff relationships, develop strong educational connections and thrive in their schools.

2.2 The Foster Youth Education Success (FYES) Program was established by the Governor’s

Office in 2016, in A.R.S. § 41-108 to reduce or remove educational barriers and improve educational outcomes for Arizona’s youth in foster care. This program should provide for the following:

2.2.1 Develop partnerships with local education, child welfare and judicial to implement a continuous cycle of data-driven interventions for children in foster care;

2.2.2 Increase identified support persons to ensure educational success for children in foster care;

2.2.3 Develop and monitor strategies to support a child’s education supports, which may include education liaisons, students, social workers, school staff, caregivers, court-appointed special advocates (CASA), coaches, mentors or other community members;

2.2.4 Assess and customize education plans for the student based on individual strengths and needs;

Description:

Foster Youth Education Success

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1-A: Scope of Work

2.2.5 Provide targeted advocacy for students navigating school enrollment, credit recovery, special education, school discipline, chronic absenteeism, unmet academic resource needs and other areas that may negatively impact school experience and academic achievement;

2.2.6 Respond with accelerated advocacy to situations that may result in a student experiencing a long-term suspension or expulsion; and

2.2.7 Provide technical assistance to ADCS staff, caregivers and stakeholders to clarify and navigate federal and state education laws, policies, and practices.

2.3 This service is anticipated to support approximately 200 students on a quarterly basis, with a higher concentration of students in Maricopa and Pima Counties.

3.0 GENERAL REQUIREMENTS

3.1 Accept all referrals for service upon receipt of a service approval (SA) from the Department’s Comprehensive Child Welfare Information System (Guardian).

3.1.1 The Contractor is responsible for accepting all SAs from time of acceptance to time of closure and return to ADCS.

3.1.2 Any attempt to return a SA that has not been fully worked and approved by

ADCS to close or return may require ADCS to recoup costs from the Contractor associated with the case due to the early return.

3.2 Provide all services indicated on the SA.

3.3 Provide services statewide, utilizing both in-person and virtual formats as appropriate to fulfill the requirements. Services are to be provided Monday through Friday (excluding state and federal holidays), and weekends, as necessary, to meet the needs of the student and parent(s)/caregiver(s).

3.4 Access Guardian to enter required documentation. The Contractor shall be responsible for any costs associated with accessing this online platform.

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

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

Description:

Foster Youth Education Success

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1-A: Scope of Work

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

3.7.1 At a minimum, the Contractor shall provide services in Spanish, American Sign

Language, Arabic, Farsi, and Swahili.

3.7.2 Provide translation and interpretation services to meet the requirements of this contract, by complying with Federal law and DCS 06-01 Limited English Proficiency (LEP) (Exhibit 1).

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

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

3.7.5 ADCS 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.

3.7.6 The Contractor is prohibited from utilizing machine translation services or online interpretation platforms, including but not limited to Google Translate, for fulfilling translation and interpretation responsibilities under this agreement.

3.7.7 The Contractor shall have and provide to the Department upon request policies, processes, and/or procedures for the following:

(a) Staff supervision and support;

(b) Collecting, analyzing and sharing program data; and

(c) Monitoring staff and program effectiveness.

4.0 SPECIFIC REQUIREMENTS:

4.1 Service Approval

4.1.1 Have staff available to receive and assign routine referrals Monday through Friday, 8:00 a.m. to 5:00 p.m., except on legal holidays recognized by the federal government and the State of Arizona. While the acceptance and assignment of service referrals will occur during these hours, service delivery

Description:

Foster Youth Education Success

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1-A: Scope of Work must still be provided outside these hours, including evenings, and weekends, if needed, to meet the contract requirements.

4.1.2 Have staff available to receive and respond to urgent need requests as outlined in 4.2.1 and 4.3.

4.1.3 Services may be delivered virtually or in-person:

(a) Student meetings such as education planning, school discipline, and other meetings that may impact a student’s educational setting or progress (i.e.

Child and Family Team meeting) scheduled for in-person attendance should be attended in-person unless virtual attendance is necessary or more feasible (i.e. due to distance or scheduling challenges).

(b) School experience assessments and education planning with students should occur in-person unless virtual connection is preferred by the student, is more accommodating of a student’s living situation or other need, or is more feasible (i.e. due to distance or scheduling challenges).

4.2 Initial Contact

The Contractor shall:

4.2.1 Contact the ADCS Specialist or the referring party by phone, text or email within two (2) business days of receipt of the referral (except for urgent need requests and/or accelerated referrals which shall be responded to within two (2) hours of the business day received) to:

(a) confirm receipt of referral;

(b) review the referral reason;

(c) confirm the person responsible for education decision-making, including under the Individuals with Disabilities Education Act (IDEA), if applicable to the student; and

(d) develop a plan for initial response.

4.2.2 Conduct outreach to other parties (including the student, caregiver(s), school staff, Local Educational Agency (LEA) staff or others) within four (4) business days of receipt of the referral. Outreach includes documented phone calls, text messaging, email or other methods identified by the contractor for outreach.

DCSS to be contact should outreach be unsuccessful.

4.3 Urgent Need Requests: Have and provide to ADCS upon request a process to respond in an accelerated, expedited manner to students who are experiencing (or have experienced) an urgent need request.

Description:

Foster Youth Education Success

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1-A: Scope of Work

4.3.1 Requests include but are not limited to the following:

(a) Exit from a higher level of care, including in-patient and justice settings;

(b) Risk of suspension or expulsion;

(c) Best Interest Determination (BID) support;

(d) Special education support; and

(e) Barriers to academic advancement including grade retention and graduation risk.

4.3.2 Responses to an urgent need request shall include, but is not limited to the following:

(a) immediate availability to participate in emergency meetings/staffings;

(b) identification of and contact with key stakeholders;

(c) connecting students, caregivers and others to available resources; and

(d) resolution of the urgent need as determined by the Department (when possible).

4.3.3 Upon completion of an urgent need request, assess for ongoing support as outlined in 4.4

(a) If ongoing support is not needed, complete the Education Plan (Exhibit 2) and closure process as outlined in 4.7.

4.4 Ongoing Support: The Assessment of School Experience (Exhibit 3) shall be entered into Guardian within fourteen (14) business days of receipt of the referral and information gathering.

4.4.1 Provide services identified in the Assessment of School Experience and Educational Plan that are student-centered and emphasize the vital contribution of students to:

(a) prioritize student input on their goals and challenges;

(b) understand their education experiences and needs;

(c) view their education path as an opportunity; and

(d) develop education plans that address priority needs impacting academic and social achievements.

4.4.2 Complete additional assessments that at minimum gather the following information:

Description:

Foster Youth Education Success

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1-A: Scope of Work

(a) Basic needs (including vital concrete resources necessary to participate in educational programming);

(b) Student school experience;

(c) Attendance (and impact of absenteeism, if applicable to student);

(d) Education/Academic status and services currently provided (including

Exceptional Student Services/Special Education and English Language Learners, if applicable to student);

(e) Social/Emotional status and needs (including emotional/behavioral regulation);

(f) Language and cultural needs as defined in 10.0; and

(g) Involvement and other systems of care experienced by the student.

4.5 Restorative Education Planning and Support

4.5.1 Develop an Education Plan (Exhibit 2) that includes actions to identify a team of positive adults from the student’s personal and professional resources to support, advance and celebrate the student’s educational journey. Education Plans shall be entered into Guardian within thirty (30) days of receipt of a referral.

4.5.2 Develop Education Plans:

(a) Based on insights gained from the assessment (4.4.2);

(b) Focused on learning recovery (when applicable);

(c) Customized to include strategies and resources to strengthen relationships and connections; and

(d) Mitigate or resolve issues related to the following:

(i) Basic needs related to academic achievement including concrete supports;

(ii) Barriers that may be present due to the involvement of multiple systems of care;

(iii) Emotional/Behavioral regulation;

(iv) Participation in educational programming including, but not limited to:

1. Enrollment;

2. Course selection with emphasis on Career and Technical

Education (CTE) options;

3. Attendance including monitoring attendance and transportation plans, if applicable;

Description:

Foster Youth Education Success

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1-A: Scope of Work

4. Academic advancement including enrollment in arts electives, homework completion, coursework/grades and grade progression, navigating special education planning and service provision;

5. School connections including participation in school clubs and extra-curricular activities;

6. School discipline if applicable to student, including advocacy during formal discipline actions such as suspensions, expulsions, and manifestation hearings; and

7. Provide guidance/assistance to explore secondary and post-secondary education options.

(e) Work collaboratively with the parents, including the IDEA parent if different from the parent, (including a Surrogate parent if assigned) to identify gaps in special education planning and services, and support the student and IDEA parent through information sharing and advocacy.

4.5.3 Have and provide to ADCS upon request a process to identify and assist students who are disengaged from or experiencing minimal progress in their education program to explore more suitable options, including credit recovery, online/virtual learning, dual enrollment in CTE, etc.

4.5.4 Have and provide to ADCS upon request a process for surveying students to assess their level of school connectedness and satisfaction with their school experience, utilizing a tool provided by the ADCS or a tool approved by ADCS.

4.6 Partnerships and Collaboratives

4.6.1 Understand how the intersection of race, gender, gender identity, sexual orientation, foster care status, living environments, school connectedness, special education needs (as applicable) and other factors impact education outcomes for students experiencing foster care.

4.6.2 Understand how diversity, equity, inclusion and accessibility impact partnerships and ensure efforts consider the needs and experiences of stakeholders (including historical and current trauma that may be experienced by stakeholders).

4.6.3 Engage with key stakeholders to better understand, address and navigate resources and issues that impact educational achievement for students

Description:

Foster Youth Education Success

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1-A: Scope of Work experiencing foster care. Key stakeholders should include but are not limited to the following:

(a) Students;

(b) Parents;

(c) Caregivers;

(d) The person with IDEA education decision-making rights (including the

Surrogate parent, as applicable);

(e) School Staff (including school counselors, teachers, coaches, school nurse, etc.);

(f) LEA Foster Care Points of Contact;

(g) ADCS Specialists;

(h) Extended Foster Care Coach (when applicable);

(i) Tribal Case Manager or other Tribal staff/supports (when applicable);

(j) ADCS Education Staff;

(k) Juvenile Probation staff;

(l) CASAs, Mentors and other supportive adults including professional staff providing youth services; and

(m) Behavioral health provider(s).

4.6.4 Establish partnerships with local ADCS offices and LEAs (and include students experiencing foster care when appropriate) to identify opportunities to:

a) Co-locate staff according to a plan approved by ADCS in ADCS offices and

LEAs or school settings where high-needs and/or high-volume students attend;

b) Target support and resources to students residing in congregate care settings and their caregivers;

c) Integrate behavioral health supports on-campus in a manner that normalizes the resource and reduces stigma to students experiencing foster care;

d) Normalize school experiences and create positive, welcoming school environments;

e) Create options for school discipline that does not separate students from their schools or learning (when possible);

f) Remove LEA or school-based barriers to academic advancement related to fees and fines;

g) Create a system/method of monitoring the academic advancement and engagement of students experiencing foster care in prosocial activities; and

h) Have an awareness of and develop a system to monitor how student backgrounds influence discipline and academic progress, using the findings to enhance support services and collaborate with schools to improve student outcomes.

Description:

Foster Youth Education Success

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1-A: Scope of Work

4.6.5 Ensure staff are physically present in ADCS offices and LEAs or school settings according to schedules constructed with ADCS, LEAs and Schools, when co-location space is identified and supported by ADCS, LEAs and Schools.

4.6.6 Provide technical assistance to ADCS staff, caregivers and stakeholders to clarify and navigate the following:

a) Federal and state education laws, and related rules, policy and guidance, with emphasis on laws, rules, policy and guidance related to Every Student Succeeds Act and the Individuals with Disabilities Education Act;

b) Local school board policies;

c) Applicable federal and state child welfare laws and related rules, policy and guidance;

d) School and community-based resources that provide funding and other support that ensures students experiencing foster care are able to fully engage in academics and participate in school-based, prosocial activities (such as clubs, sports, school trips, etc.);

e) Home school, home-bound instruction, credit recovery, special education, school discipline, chronic absenteeism, unmet academic resource needs and other areas that may negatively impact school experience and academic achievement;

f) Multiple school settings in one or more academic years; and

g) Education programming delivered across multiple behavioral health and/or justice settings.

4.7 Closure

4.7.1 Review the Education Plan as developed in 4.5.1 and 4.5.2 with the student and their team, and make any necessary adjustments to address goals and community support after closure.

4.7.2 Identify and connect students and caregivers to resources needed to sustain the Education Plan;

4.7.3 Provide the Education Plan to the student, their caregiver, and to the ADCS Education Team at FYESP@azdcs.gov; and

4.7.4 Submit the Education Plan to the ADCS Child Welfare Case Management System (“Guardian”) within thirty (30) of receipt of referral.

mailto:FYESP@azdcs.gov

Description:

Foster Youth Education Success

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1-A: Scope of Work

4.8 Contractors shall deliver all elements of the FYES Program, as described in the ADCS FYES Program Manual, and as may be amended (Exhibit A).

5.0 CONTRACTOR REQUIREMENTS:

5.1 Staffing

5.1.1 Contractor shall be available to provide services in person in Maricopa and Pima

County. Contractor may provide services virtually for all other counties.

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

(a) A clear Central Registry Background Check and a valid Level One fingerprint clearance card prior to delivering services to ADCS clients, which is to be reviewed and updated annually from date of hire.

(b) At minimum, a Bachelor’s degree in Education, Social Work, Human Services, Psychology or a closely related field, and one year working with students experiencing needs outlined in Section 4.3.1 for staff providing education support, planning and advocacy.

(c) Knowledge of:

(i) Barriers and solutions to educational achievement, educational advancement, and school connectedness for students experiencing foster care;

(ii) Impact of justice involvement and immigration status on educational and career opportunities, and funding that supports those opportunities;

(iii) Federal and State Education law, rules, policies and related guidance, with emphasis on special education, English language learners, school discipline and foster care related options for enrollment, open enrollment, certificates of educational convenience, and Education Scholarship Accounts (ESA);

(iv) Critical federal education law including the Every Student Succeeds Act (ESSA) and the Individuals with Disabilities Education Act (IDEA), and related rights of students experiencing foster care;

(v) LEA policies and processes, and federal requirements for students with disabilities related to school discipline and education planning;

and

(vi) Intersectionality of race, gender, gender identity, sexual orientation, disability, foster care status and other factors on academic achievement/advancement and school connectedness.

(c) Skills:

Description:

Foster Youth Education Success

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1-A: Scope of Work

(i) Communication;

(ii) Documentation;

(iii) Education Needs Assessment;

(iv) Education Planning;

(v) Critical Thinking;

(vi) Creativity;

(vii) Engaging partners (including students of varied ages and developmental abilities, caregivers, school and child welfare professional staff, and others); and

(viii) Conflict Management.

(d) Abilities:

(i) Navigate multiple systems of care (child welfare, education, juvenile justice, health and behavioral health care) to identify and resolve or mitigate barriers to educational attainment and school connectedness

(ii) Create and sustain partnerships and collaborations

(iii) Create sustainable interventions

(iv) Create sustainable education plans

(v) Coach and support students

(vi) connecting with and engaging in school activities (in-school clubs, extra-curricular activities, etc.)

(vii) Communicate and work in partnership with students, ADCS Staff, EFC Coaches, caregivers, LEAs, school staff and others to fulfill the requirements of this service contract.

5.2 Professional Standards

5.2.1 Staff are to be well groomed and present a professional appearance, and adhere to the ADCS Administrative Policy DCS 04-39 Dress Code.

5.3.2 Staff shall treat clients in a courteous manner, and adhere to ADCS Administrative Policy on DCS 04-02 Professionalism and Ethics (V. A. Integrity, B.

Accurate Documentation and Disclosure, C. Confidential Information, D. Social Media, E. Media Inquiries, F. Misuse of Position or Title, I. Cooperation with Investigations) and Drug Free Workplace (V.A. Prohibited Behavior).

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.

Description:

Foster Youth Education Success

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1-A: Scope of Work

5.4 Personnel File

5.4.1 Maintain the following in staff's personnel file and update annually upon date of hire:

(a) Proof of education (i.e. College diploma or transcripts);

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

(c) Central Registry Background Check;

(d) Valid level one fingerprint clearance card and verification of validity; and

(e) Proof of training (transcripts, attendance sheets, certificates, etc.).

5.5 Service Case Records

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

(a) Copy of the referral;

(b) All documents related to services provided to the student;

(c) Copies of any documents provided by the referral source, school staff, parent, foster caregiver or others; and

(d) Record of all contacts in person, in writing, electronically or telephonically.

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

ADCS.

5.5.3 Retain case file for a period of five (5) years, after termination of the contract, or five (5) years after termination of the service to the student, 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 ADCS.

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

(a) ADCS policy;

(b) Arizona State Library Archives;

(c) ADCS Business Associate Agreement with Health Information Technology for Economic and Clinical Health (HITECH) Act; and

(d) The Social Security Administration Privacy Act.

https://procure.az.gov/bso/ https://dcs.az.gov/about/policy https://azlibrary.gov/arm/retention-schedules https://www.ssa.gov/privacy/privacy_act_1974.html

Description:

Foster Youth Education Success

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1-A: Scope of Work

5.5.6 Contractor is prohibited from sharing any information regarding, or pictures of any student, including but not limited to verbally, on social, printed, or electronic media, unless the student is age 18 or older and has provided prior, written consent. Consent must:

(a) Be specific to how images/likenesses and any personally indefinable information will be used;

(b) Be within the timeframe authorized for use (may not be for perpetuity);

and

(c) Provide a process for immediate withdrawal of consent at the student’s request.

5.6 Training

5.6.1 All staff who enter information into Guardian shall complete training related to the use of the Guardian system, and the ADCS Annual Security Training prior to gaining access to Guardian. Failure to complete this training annually will result in a loss of Guardian access.

5.6.2 Supervisory and direct service staff shall complete training, per a plan approved by ADCS, within sixty (60) days of hire that addresses the following topics:

(a) Trauma informed care;

(b) Cultural competency and empathy, including the culture of foster care;

(c) Restorative education practices;

(d) School Discipline Laws and practices;

(e) Current federal and state education laws, policies and other guidance with emphasis on laws, policies and guidance related to foster care (including the Every Student Succeeds Act (ESSA)) and Individuals with Disabilities Education Act (IDEA));

(f) McKinney Vento vs. ESSA; and

(g) Special education advocacy.

5.6.3 Supervisory and direct service staff shall complete Youth Thrive Training within six (6) months of contract award date or hire date. Youth Thrive Training is provided through ADCS.

6.0 REPORTING REQUIREMENTS

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

Description:

Foster Youth Education Success

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1-A: Scope of Work

6.1 Significant Incident Report – DCS Form CSO-1151A (Exhibit 4)

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

(a) Utilizing the ADCS Significant Incident Report form as provided, document and report any incident as listed, but not limited to, the following:

(i) Individual deaths;

(ii) Suicide ideation;

(iii) Suicide attempts;

(iv) Self-abuse;

(v) Bullying;

(vi) Physical abuse and allegations of physical abuse;

(vii) Sexual abuse and allegations of sexual abuse;

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

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

(x) When medicine is administered in an emergency situation;

(xi) When an error in administering any medication resulted in an emergency medical intervention;

(xii) Adverse medication reactions resulting in medical intervention;

(xiii) Inpatient hospitalized clients;

(xiv) 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;

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

(xvi) Assault, Fighting or Physical Aggression

(xvii) Damage or theft of property;

(xviii) Substance Abuse;

(xix) Police involvement;

(xx) Emergency Evacuations;

(xxi) Transportation/traffic-related incidents;

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

(xxiii) When a physical restraint is used;

(xxiv) When Child is arrested; and

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

Description:

Foster Youth Education Success

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1-A: Scope of Work

6.1.2 Incident reporting procedure: When filing an incident report refer to

Submitting an Incident Report vs. Calling the Hotline (Exhibit 5) to see if calling the hotline is also required.

(a) If Incident Report is Required:

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

(ii) Complete the ADCS Incident Report; and

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

(b) If a call to the Child Abuse Hotline is required:

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

(ii) Make a police report (if applicable).

6.2 The contractor shall submit Programmatic Reports within the required timeframes (as may be amended):

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

(a) Statistical information including:

(i) the number of students closed out of service by county;

(ii) the number of student assessments submitted in Guardian;

(iii) the number of Education Plans submitted in Guardian;

(iv) the number of students served who required an urgent need response;

(v) the number of students who experienced a school change (unrelated to grade promotion, reunification or another permanency action);

(vi) the number of students served who experienced school discipline

(including short-term suspension, long-term suspension and expulsion);

(vii) student enrollment status at the end of the month;

(viii) the month’s technical assistance provided; and

(ix) at least one collaborative meeting attended or training provided.

6.3.2 A semi-annual report shall be prepared and submitted via email within fifteen

(15) days following the end of school term and shall include:

Description:

Foster Youth Education Success

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1-A: Scope of Work

(a) Supervision and staff support (including staff training) logs;

(b) Technical Assistance and Partnership information including:

(i) Number and location (county, region or other designation) of LEA Collaboratives attended;

(ii) Number and location (county, region or other designation) of other education-related collaboratives or partner meetings attended;

(iii) Number and location (county, region or other designation) of training/technical assistance sessions provided;

(iv) Number of Best Interest Determination (BID) discussions supported through attendance or targeted guidance to the ADCS Specialist or others;

(v) The number of school discipline meetings (including manifestation hearings) attended and the outcomes (including days suspended, change to school setting, restorative actions including restitution, expulsion and other available information); and

(vi) Description of concrete and other education-related resources identified, developed, and/or secured to support program outcomes.

(c) Results/findings of program oversight including the results of monitoring tools and related action plans to improve staff performance and/or program outcomes;

(d) Percentage of students who experienced a change to the school setting unrelated to grade promotion, reunification or another permanency outcome (adoption/guardianship);

(e) Percentage of students who experienced a change to the school setting to better align with their needs (4.4.4); and

(f) Percentage of students whose referral reason was not resolved and the barrier to resolution.

6.3.3 An Annual Report shall be prepared and submitted via email 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) Summary of service referrals received including the county of referral, referring agency and the primary reason for referral;

(c) Summary of technical assistance and partnership activities, as outlined in the approved plan;

Description:

Foster Youth Education Success

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1-A: Scope of Work

(d) Summary of concrete and other resources identified, developed and secured to support student academic achievement;

(e) Summary of service highlights; and

(f) Summary of service gaps.

7.0 FIDELITY & COMPLIANCE SERVICES (FCS):

7.1 The Contractor shall participate in the quality improvement process and collaboratively work with ADCS to continuously improve practice fidelity and client outcomes

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

8.0 PAYMENT UNITS

Rates include all costs necessary for the Contractor to meet the requirements of this contract.

These costs include, but are not limited to, administrative expenses such as insurance, personnel management, supervision, recordkeeping, invoicing, reporting, communications, and general operational overhead. The rates also incorporate any travel-related expenses incurred while delivering services. Separate billing for administrative or travel costs outside of the per-student rate is not permitted.

Payment Point Units Includes Required

Documentation for

Payment

Additional Information

8.1 One (1)

Program

Development

Rate

Each Includes costs associated with setting up operations, hiring staff, staff training, procuring the necessary materials and establishing processes.

Documentation of expenses.

One-time payment provided at the conclusion of the first month.

8.2 One (1) Month

of Student

Support

Month

Inclusive of all costs associated with active student cases, covering the range of support services provided including but not limited to:

completion of student experience assessments, customized education

Documentation of the month’s activities for each student.

This rate is a once a month per student payment.

Description:

Foster Youth Education Success

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1-A: Scope of Work planning, identifying education supports, and attending meetings

(i.e. school meetings, Child and

Family Team, other meetings that address education needs).

8.3 One (1) Hour

of

Consultation for an Urgent

Need Request

Hour

Includes targeted and accelerated student advocacy to intervene and resolve urgent need requests, not to exceed ten (10) hours per referral.

Only available during the first month.

Documentation of support

This is an hourly rate. Hourly rates shall be calculated in increments of 15 minutes and rounded to the nearest quarter-hour. Time less than 7.5 minutes shall be rounded down, and time equal to or greater than 7.5 minutes shall be rounded up to the next quarter-hour.

8.4 One (1) Month

of Technical

Assistance and

Partnership

Payment

Month This includes the creation and dissemination of technical assistance

(including informational materials) to ADCS staff, EFC Coaches, caregivers, stakeholders, Tribal case managers and other Tribal staff (as applicable). The rate also includes participation in Local Educational

Agency (LEA) Collaboratives, outreach to LEAs and other community-based agencies to identify, develop, and secure necessary concrete and other resources that support student achievement (academic and prosocial).

This rate shall not commence until the

Contractor’s technical assistance and partnership plan has been submitted to and approved by ADCS.

Documentation of the month’s activities.

This rate is a once a month payment.

9.0 PERFORMANCE REQUIREMENTS

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

9.2 Contractor’s shall meet the ADCS target rates based on the specific performance measures listed within the scope of work.

Performance

Measure Target

Performance Reporting Method

Due By Report

Frequency Reference

1 Assessments 80% of assessments completed and entered into Guardian within 14 days

Monthly Report Fifteen (15) Days after the end of the month Monthly

Scope of Work:

4.4

Description:

Foster Youth Education Success

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1-A: Scope of Work

Education

Plan 80% of education plans completed and entered within 30 days Monthly Report

Fifteen (15) Days after the end of the month Monthly

Scope of Work:

4.5.1

Urgent Need

Request 80% of urgent need requests are responded to timely.

Monthly Report

Fifteen (15) Days after the end of the Month Monthly

Scope of Work:

4.3

Student

Academic Achievement

Referral reason was resolved for 80% of students served

Quarterly Report Fifteen (15) Days after the Quarter

Quarterly Scope of

Work:

6.3.2

Description:

Foster Youth Education Success

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1-A: Scope of Work

10.0 DEFINITIONS

1. Arizona Department of Child Safety (ADCS): 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 “ADCS”.

2. ADCS 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.

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

4. Assessment: Assessment includes the gathering of information that helps clarify the needs of the student, understand the student’s school experience (historically and in the present), understand the presenting challenge, evaluate the student’s readiness and preparedness to engage in their education, and other areas identified as important to academic success and a positive school experience. Assessment also includes gathering additional information (special education needs, behavioral health needs, social needs) that supports learning recovery.

5. Best Interest Determination: A process for evaluating an array of factors related to a student’s educational experience to make a determination about maintaining enrollment in the school of origin, or when in the best interest of a student, enrolling in a new school.

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

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

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

9. Collaboration/Partnership: 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. Co-location: Includes designated or shared work space that supports full or part-time presence in a location identified by the ADCS, LEA or School.

11. Congregate Care: A type of residential care for children and adults who are unable to live at home, including groups homes, residential treatment facilities, emergency shelters, and transitional housing settings for young adults ages 18 to 21.

12. Cultural Needs: Meeting cultural needs is to create a more inclusive and engaging experience beyond simply recognizing diversity. This includes integrating cultural references and perspectives that respect and value the cultural identities of students eligible for services into the strategies, materials, and practices of the service delivery model.

13. Days: are calendar days unless otherwise stated.

14. Expulsion: The permanent withdrawal of the privilege of attending a school unless the governing board reinstates the privilege of attending the school.

Description:

Foster Youth Education Success

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1-A: Scope of Work

15. 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.

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

17. Home-Bound Instruction: Instruction provided by the school of enrollment, within the student’s home environment. means a pupil who is capable of profiting from academic instruction but is unable to attend school due to illness, disease, accident or other health conditions (including conditions that create a risk to a pregnancy), who has been examined by a competent medical doctor and who is certified by that doctor as being unable to attend regular classes for a period of not less than three school months (or an intermittent period totaling three months) during a school year. The medical certification shall state the general medical condition, such as illness, disease or chronic health condition, that is the reason that the pupil is unable to attend school. (See A.R.S. §15-901 (B)(16).

18. Justice Settings: Includes both juvenile and adult detention, jail and corrections settings.

19. Learning Recovery: Is a set of strategies that help students regain content and skills that they may have missed due to disruptions in schooling.

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

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

22. Restorative Education Planning: An approach that emphasizes strengthening relationships and connections.

23. School Discipline: The rules and strategies applied in school to manage student behavior and practices used to encourage self-discipline. (Some rules and strategies apply to all schools per state statute while others may be specific to a particular LEA or school policy.)

24. School Term: The period of time beginning July 1 through December 31, and January 1 through June 30.

25. 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, ADCS 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.

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

27. Surrogate Parent: An adult, other than the parent, who has been appointed to make educational decisions for a child who may be or who has been determined eligible for special education and related services.

28. Suspension: The temporary withdrawal of the privilege of attending a school for a specified period of time.

https://www.azed.gov/specialeducation/surrogate

Description:

Foster Youth Education Success

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1-A: Scope of Work

29. Team Decision Meeting (TDM): The purpose of a TDM meeting is to engage the family in decisions about the safety, stability, and permanency of a child at critical points in a case.

(See Team Decision Making Field Guide (CSO-1638) for detailed information). The meeting is a collaboration between the Department, parents, guardians and/or custodians, child (ren), extended family and kin, family support persons, and service providers.

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

30. Transitional Youth: A person age eighteen (18) through twenty (20) and who was formerly in foster are and the subject of a dependency petition, adjudicated dependent or placed voluntarily pursuant to A.R.S. § 8-806.

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

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

End of Section 1-A

Description:

Foster Youth Education Success

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1-B: Pricing

SECTION 1-B: Pricing

10.0 PRICING

10.1 PRICING-ALL-INCLUSIVE. Pricing is all-inclusive, including any ancillary fees and costs required to accomplish the Scope of Work…