CTR077320_PTS_Executed_Contract.pdf

Offer Forms Request for Proposal

Solicitation No. BPM006769 Parenting Time Services

State of Arizona Department of Child Safety

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

Phoenix, AZ 85012

PART 2 of the Solicitation Documents SECTION 2-D: Offer Forms, Attachment 1

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Attachment 1 Offer and Acceptance Form

SUBMISSION OF OFFER: The undersigned hereby offers and agrees to provide Parenting time 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:

Initial Offer:

Date Signature

Revised Offers:

Date Signature Date Signature

Date Signature Date Signature

Best and Final Offer:

Date Signature

Offeror company name Signature of person authorized to sign Offer

Address Printed name and Title

City, State, ZIP Contact name and Title

CERTIFICATION: By signature in the above, Offeror certifies that it: Contact email address Contact phone number

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;

03/20/2025

CORNERSTONE HEALTH CARE, INC

535 WEST THOMAS RD, SUITE 103

PHOENIX, AZ 85013 MOPELOLA FALORE, DIRECTOR

MOPELOLA FALORE, DIRECTOR

don@cornerstonehealthcareaz.com 708-257-4126

Signature f h d

Signature

Signature

Offer Forms Request for Proposal

Solicitation No. BPM006769 Parenting Time Services

State of Arizona Department of Child Safety

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

Phoenix, AZ 85012

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

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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.

The Contract shall henceforth be referred to as Contract No.

The effective date of the Contract is

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 day of 20

Procurement officer signature

End of Attachment 1

July 1, 2025

4th June 25

CTR077320

Shannon Williams Digitally signed by Shannon Williams Date: 2025.06.05 16:29:32 -07'00'

Executed Contract

Part 1 SECTION 1-B: Pricing

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

CTR077320

Parenting Time Services

State of Arizona Department of Child Safety

Office of Procurement & Contracts 3003 N. Central Avenue

Phoenix, AZ 85012

Table of Contents 1

Section 1-A: Scope of Work 2

Section 1-B: Pricing 25

Section 1-C: Special Terms and Conditions 27

Section 1-D: Uniform Terms and Conditions 70 https://procure.az.gov/bso/

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Parenting Time Services

State of Arizona Department of Child Safety

Office of Procurement & Contracts

Section 1-A: Scope of Work

1.0 INTRODUCTION

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 children, parents, families and the community to ensure safety, strengthen families, and achieve permanency.

2.0 PURPOSE AND BACKGROUND

The purpose of this solicitation is to contract for strength-based support to parents/caregivers and children to manage child safety and well-being during parenting time for families with an open ADCS case and a child in out-of-home care.

2.1 Parenting Time Services are provided to maintain relationships between children in out-of-home care in the custody of ADCS and their parents/caregivers and siblings through scheduled parenting time or sibling visitation.

3.0 GENERAL REQUIREMENTS

Contractor shall:

3.1 Accept all cases for service upon receipt of a referral and service approval (SA) from the

ADCS Child Welfare Case Management System (“Guardian”).

3.1.1 The Contractor is responsible for all SA’s 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.

3.2.1 ADCS will provide information in the SA to the Contractor explaining the identified safety threats that require parenting time/visit supervision and any special care and supervision needs for the child. Contractor shall adhere to the conditions and restrictions listed on the SA or as otherwise provided by ADCS or as described in the Parenting Time Plan or Family Contact Plan, if such plan is given to the Contractor by ADCS.

3.3 Provide services to all counties awarded. Services are to be provided Monday through

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Friday, including evenings after 5pm, and weekends to accommodate the family’s schedule.

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

3.4.1 ADCS will not reimburse for any expenses or costs incurred by the Contractor through use of Electronic Health Record (EHR) systems, or other agency specific platforms as it is not required per this contract.

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.

3.7 Have the ability to serve non-English speaking families by being able to speak/ communicate in the preferred language of the guardian, parent, caregiver and/or child (ren).

3.7.1 At a minimum, the Contractor shall cover 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 regarding Limited English Proficiency LEP (Exhibit A).

3.7.3 Provide a certified interpreter over the age of twenty-one (21) as needed.

3.7.4 Cover the cost of the five (5) most common languages listed above.

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.

3.8 Maintain neutrality by not engaging in discussions with the parents, children, or caregivers regarding decisions made by ADCS about child safety, safety plans, living

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Office of Procurement & Contracts arrangements, or permanency planning, including agreeing with or supporting one party over another. Any discussion between a Contractor and the parent/caregiver should be for the purposes of arranging parenting time, obtaining information to address the child's needs during transportation or parenting time, and/or for communicating issues that may affect the safety of the children.

3.9 The use of other contracts to perform the services under this contract is prohibited.

3.9.1 Use of alternate transportation services for medically complex clients may be allowed at the authority and approval of ADCS only.

4.0 SPECIFIC REQUIREMENTS:

4.1 Service Duration/Frequency/Supervision Level:

4.1.1 Referral duration can range from one (1) to eight (8) hours of parenting time per week as initially defined in the SA, not including transportation. ADCS can increase/decrease the hours within the allotted range to support case progression; the Contractor will have up to two (2) weeks to make any adjustments necessary to accommodate the referral changes.

a. The Contractor shall document the adjustment request and proposed parenting time plan change(s) in the Summary of Parenting Time form and;

attach supporting documentation verifying ADCS’s request to adjust hours to the billing invoice as required.

4.1.2 Supervision Level can vary throughout the life span of the referral. If not otherwise noted, defined, and/or approved by ADCS, the standard supervision level expectation shall be enforced by the Parenting Time Case Aide.

a. The standard supervision level is defined as the child must be in sight and hearing range of the Parenting Time Case Aide at all times throughout the parenting time session. The Parenting Time Case Aide will provide support or intervention as needed to maintain child safety and well-being.

4.1.3 Partial supervision level is defined as the provider is present at the location of the parenting time, within sight and/or within hearing most of the time, with only brief periods when a parent and child may be out of sight and hearing (such as when a parent and child go into another room to get a toy, or to take a child to the bathroom).

4.2 Service Approval:

The Contractor shall:

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State of Arizona Department of Child Safety

Office of Procurement & Contracts

4.2.1 Acknowledge receipt of the service request in Guardian within twenty-four

(24) hours of receipt. Notify the ADCS specialist if there are concerns with the requested service or any questions regarding the referral, in order to develop the best strategy for service(s).

4.2.2 Have staff available to receive and assign SA’s Monday through Friday, 8:00 a.m. – 5:00 p.m., except on legal holidays recognized by the State of Arizona.

While the acceptance and assignment of service referrals will occur during these hours, service delivery must still be provided outside these hours to meet the contract requirements.

4.3 Referrals for Service:

4.3.1 Accept all SA’s received from ADCS as stated in Section 4.2.

4.3.2 Within twenty-four hours (24) of receipt of the referral, complete initial contact with the parent/caregiver by email, phone, or face-to-face contact to include all requirements of the Initial Outreach as defined in Section 4.4.

4.3.3 Within three (3) business days of receipt of the referral, complete the initial contact with the ADCS Specialist providing the following information via secure email:

a. Name of the designated employee assigned to the case;

b. The employee’s contact number and email address;

c. The employee’s designated Supervisor’s name, number, and email address;

d. All scheduled Parenting Time dates and times. Schedule shall be documented in the Summary of Parenting Time form (Exhibit B).

4.3.4 Parenting times must commence within five (5) business days of receipt of referral.

4.3.5 If unable to contact or schedule services with parent/caregiver, the Contractor shall:

a. Contact the ADCS Specialist by secure email within twenty-four (24) hours of receiving the SA if the Contractor faces any issue with the referral and document efforts in the Summary of Parenting Time form (Exhibit B).

b. Contact ADCS by secure email after three (3) days of attempting contact by phone, email, and in-person at the parent/caregiver’s residence on different days and at various times of the day and document efforts in the Summary of Parenting Time form (Exhibit B).

c. Upon ADCS notification of a referral issue, the ADCS Specialist or ADCS personnel shall make reasonable efforts within fourteen (14) days to obtain viable contact information and/or address the identified barriers by the

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Contractor. If the ADCS Specialist is not able to resolve the referral issue(s) within fourteen (14) days, the Contractor shall request referral closure.

Requests are to be made to the ADCS Specialist via secure email, with the ADCS Supervisor copied on the email. If a response is not received in five (5) days the Contractor shall send the Discharge Summary Report (Exhibit C) for approval; and as necessary proceed with the Service Request Closure process (Exhibit D & E).

d. Document all engagement efforts in the Summary of Parenting Time form (Exhibit B) and Discharge Summary (Exhibit C), if applicable, and upload the documents into Guardian. The Contractor is required to keep a copy of the reports in the parent/caregiver’s services file(s).

4.4 Initial Outreach:

The Parenting Time Case Aide shall:

4.4.1 Attempt to contact the parent/caregiver via telephone within twenty-four (24) hours. If contact is unable to be made telephonically, proceed with alternative modes of engagement as outlined above in Section 4.3.3. If unable to engage the parent/caregiver within twenty-four (24) hours, the Initial Outreach shall occur once successful contact has been established.

a. The Initial Outreach should develop a positive and supportive alliance with families, discussing program elements, identifying and addressing any barriers to service, and developing initial rapport.

4.4.2 Discuss location, frequency, and duration of proposed parenting time. Review the established Parenting Time Plan (if provided by ADCS) with parent/caregiver to ensure understanding and alignment. If any questions or barriers arise, notify the assigned ADCS Specialist as necessary.

4.4.3 Review the Parenting Time Guidelines (Exhibit F) with parent/caregiver.

4.4.4 Discuss how children may react to parenting time and help the parent/caregiver prepare for the scheduled Parenting time.

4.4.5 Review how observations will be recorded, what records will be kept, and what information shall be reported to the ADCS Specialist by reviewing the Summary of Parenting Time form.

4.5 Supervised Parenting Time:

The Parenting Time Case Aide shall:

4.5.1 Send the parent/caregiver a reminder of their scheduled parenting time to improve engagement and reduce the likelihood of canceled or missed parenting

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Office of Procurement & Contracts time. Reminders can be sent via text, email, or phone call. Reminders shall be documented in the Summary of Parenting Time form. Parenting time should not be automatically canceled if the parent/caregiver does not readily answer or respond to the “reminder” unless the client has been placed on “Call to Confirm” status as approved by ADCS.

4.5.2 Coordinate Parenting Time with the out-of-home caregiver based on the child’s needs including school schedule and/or regular medical or behavioral health appointments. Parenting time may include supporting the parent and child through school and/or regular medical and/or behavioral health appointments as appropriate.

4.5.3 Provide the parent/caregiver with a copy of the Parenting Time Guidelines

(Exhibit F) and obtain client signature. If parent/caregiver declines please document on the form and notify ADCS.

4.5.4 Communicate with the out-of-home caregiver to obtain information regarding:

the child’s needs prior to the visit that may affect the visit, questions from the out-of-home caregiver to ask the parents about the child’s needs, routine, etc., and information to share with the parent about how the child is doing in the out-of-home living arrangement.

4.5.5 Communicate with the out-of-home caregiver to obtain information regarding:

the child’s needs prior to the visit that may affect the visit, questions from the out-of-home caregiver to ask the parents about the child’s needs, routine, etc., and information to share with the parent about how the child is doing in the out-of-home living arrangement.

4.5.6 Communicate with the parent to obtain information regarding what the parents would like to share with the out-of-home caregiver about the child to better meet their needs.

4.5.7 Be present at the parenting time location for the duration of the scheduled supervised parenting time session, unless otherwise approved by ADCS.

4.5.8 Ensure that all contact between the child(ren) and the parent/caregiver is monitored or supervised according to the supervision type requested by ADCS.

4.5.9 Document the child(ren)’s refusal to attend the parenting time and notify the

ADCS Specialist within twenty-four (24) hours. If a child is refusing to attend parenting time, contractors shall not force the child to participate. If one or more children do not want to engage in parenting time, contractors shall not terminate parenting time if other children are able and willing to attend.

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State of Arizona Department of Child Safety

Office of Procurement & Contracts

4.5.10 Continue to prepare the parent/caregiver for child(ren)'s reactions at parenting time and help the parent/caregiver cope with their feelings in order to assist them during parenting time.

4.5.11 Be aware of the child(ren)'s physical and behavioral health needs as identified by ADCS.

4.5.12 Ensure that the parties follow all court orders and/or direction given by ADCS or the court. (e.g., court orders that prohibit contact between the parents).

4.5.13 Observe and monitor the parent/caregiver’s interactions with their child(ren), and actively support the parent to meet the child's needs when necessary to ensure the child's safety and well-being. Document the observations on the Summary of Parenting Time form (Exhibit B).

4.5.14 Intervene and terminate the parenting time if it becomes harmful to the child

(e.g., any emotional, verbal, or physical abuse; spanking or threats to the child), and/or the parent/caregiver appears to be impaired by drugs, alcohol, or mental health concerns to an extent that the parent/caregiver is not able to engage with and meet the child's needs during parenting time.

4.5.15 Provide the out-of-home caregiver with necessary updates that support the child's care after the visit including, but not limited to: emotional responses to the visit, dietary needs, medical concerns, and messages from the parent that pertain to the child’s well-being.

a. Share only information relevant to the child’s immediate care and well-being, avoiding case details or personal information about the parent.

Communication should remain child-focused and not include discussions of the case progress. If conflicts arise elevate the concern to the PTS Service Coordinator to facilitate a resolution.

4.5.16 Record all interruptions or terminations of Parenting times in the parent/caregiver’s case record within twenty-four (24) hours of their occurrence (refer to ADCS Significant Incident Report CSO-1151A, Exhibit G).

4.5.17 Attempt to contact the parent/caregiver by phone if the parent/caregiver does not show up for a scheduled Parenting time. The Parenting Time Case Aide is required to wait for fifteen (15) minutes for the parent/caregiver. “No-show” at a parenting time session shall be billed no longer than fifteen (15) minutes as outlined in Section 7.2.

a. If the parent/caregiver fails to show up for two (2) consecutive Parenting time sessions the Contractor shall notify the ADCS Specialist of the concerns

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Office of Procurement & Contracts within twenty-four (24) hours of the second occurrence.

4.5.18 Reschedule parenting time within a one (1) week time frame if the parent/caregiver or out-of-home caregiver cancels parenting time. If the parent/caregiver fails to attend their make-up session, the provider shall not be required to make-up the appointment again. The provider shall attempt one (1) make-up parenting time session for every missed session.

a. If a parent/caregiver misses three (3) consecutive sessions without prior cancellation, the Contractor may pursue case closure through the ADCS specialist, or as necessary utilizing the Service Request Closure Standards (Exhibit D).

4.5.19 Communicate with the ADCS Specialist and ADCS Supervisor if the parent/caregiver is attending regularly but less often than approved in the service referral to determine if modification to the parenting time plan is needed.

4.5.20 Monitor Parenting time for the following when a case involves allegations of sexual abuse and prohibit the alleged perpetrator from:

a. Photographing, videotaping, or audio taping the child(ren);

b. Engaging in extended physical contact with child(ren);

c. Diapering the child or assisting with the bathroom;

d. Bringing gifts, money, or objects from home; and

e. Engaging in any behaviors or actions noted or restricted by the ADCS specialist.

4.5.21 Coordinate with the Nurturing Parenting Program (NPP) Practitioner if the parent/caregiver is also receiving services through the NPP, to ensure seamless, efficient and responsive services. Collaboration shall include:

a. Responding to the assigned NPP Practitioner’s requests to coordinate Parenting Time;

b. Provide the date, time and location to coordinate attendance where the NPP Practitioner can complete their required thirty (30) minute weekly parent-child observation and nurturing parenting activity;

c. Communicate in a timely manner any changes to proposed Parenting Time that would impact or hinder the assigned NPP Provider's ability to conduct necessary observations;

d. Escalate any concerns related to service delivery and/or barriers with collaboration to the assigned ADCS Specialist and ADCS Supervisor and as necessary request a professional staffing. Any remaining unresolved concerns should be elevated to the Fidelity and Compliance Service Coordinator.

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State of Arizona Department of Child Safety

Office of Procurement & Contracts

4.6 Service Closure:

4.6.1 Contact the ADCS Specialist and assigned Supervisor thirty (30) days prior to the end of the referral to inquire if the referral will be re-referred. If no response is received, the Contractor shall continue to make weekly attempts to determine if the referral will be re-referred. Efforts shall be documented in the Summary of Parenting Time form (Exhibit B). Upon expiration of the service authorization, if no response is received the Contractor shall proceed with service closure.

a. Services provided outside of an active SA will not be paid by ADCS.

4.6.2 Complete the Discharge Summary and close services through identifying one of the following reasons:

a. Unable to contact or unable to engage the client: Contractor is unable to contact or unable to engage the client after initial receipt of the referral, parent/caregiver declined services at outreach or parent/caregiver refused service resulting in no visitation occurring. The Contractor has met all requirements outlined in Section 4.3.3, or Section 4.4, and closure has been approved by the ADCS specialist or through the Service Request Closure Process (Exhibit D).

b. Parent/Caregiver has disengaged or withdrawn from service:

Parent/caregiver frequently misses appointments, canceled, or did not continue to schedule services after they began. Parent/caregiver unable to participate due to their current location (i.e. incarcerated, out-of-state, etc.). The parent/caregiver has requested to withdraw from service before the end of service authorization. ADCS has made reasonable efforts to obtain viable information and/or address the identified barriers by the

Contractor and closure has been approved by the ADCS specialist or through the Service Request Closure Process (Exhibit D).

c. Unable to Provide Service Due to Availability of Child(ren): The current location of the child(ren) does not allow for in-person visits (i.e. AWOL, Detention, etc.). The Contractor has met all requirements outlined in Section 4.3.3 and closure has been approved by the ADCS specialist or through the Service Request Closure Process (Exhibit D).

d. Services no longer needed: Contact between child(ren) and parent/caregiver is not approved to occur. Services closed due to moving to unsupervised parenting time, parent/caregiver is receiving parenting time outside of Parenting Time Services and/or reunification or termination of parental rights has occurred and closure has been approved by the ADCS specialist or through the Service Request Closure Process (Exhibit D).

e. Service authorization expired: A re-referral approval was not received, service authorization expired.

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Office of Procurement & Contracts

4.7 Transportation:

Contractor shall:

4.7.1 Transport child(ren), which may be from count(ies) outside of the Contractor’s awarded area, to visit parent(s)/caregiver(s) as requested by ADCS.

4.7.2 Coordinate transportation with the child(ren)'s Out of Home Caregiver if the Out of Home Caregiver is able and willing to provide transportation to the supervised parenting time.

4.7.3 In cases where extenuating circumstances may exist (i.e. utilization of 2+ case aides, travel in excess of 200 miles roundtrip), the provider agency shall engage with ADCS to address barriers and identify a solution(s).

4.7.4 Ensure adherence to all traffic safety regulations and laws while on duty.

4.7.5 Be responsible for motor-vehicle safety in their vehicles as evidenced by ensuring:

a. All individuals are properly seated and securely fastened in seat belts when the vehicle is in motion;

b. Child restraint seats are used in accordance with A.R.S § 28-907 (as may be amended);

c. Seats are securely fastened to the body of the vehicle; and

4.7.6 Ensure limited risk to passengers by guaranteeing:

a. No child is ever left unattended at any time (within or outside a vehicle);

b. Every child is transported to their final destination. This includes, but not limited to, walking the child into the final destination and waiting until the child's foster parent(s), day care attendant, or the parent/caregiver receives the child;

c. The vehicle used for transportation is constructed for the transportation of persons, and is reasonably comfortable for passenger(s) (example: air-conditioned, smoke free);

d. No smoking is allowed in the vehicle at any time;

e. Every driver or vehicle has a working communication device to use in case of emergency;

f. Drivers are prohibited from carrying and using firearms, weapons or any form of explosive, flammable and/or harmful material and/or liquid while on duty; and

g. Drivers shall adhere to all applicable Federal, State and local laws and ordinances on traffic safety regulations while driving, such as ordinances that prohibit texting while driving.

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4.7.7 Follow the guidelines below in the instance of an automobile accident with a child in the car:

a. Move his/her car to a safe nearby location;

b. Check to see if anyone is hurt and call 911 for medical assistance;

c. Contact the police and have a “Police Report” filed by the officer on the scene;

d. Notify the case manager by secure email and phone (can leave message or text); and

e. Submit the ADCS Significant Incident Report CSO-1151A.

4.7.8 Notify ADCS by secure email within three (3) days if an employee providing direct client services has their license suspended and/or their fingerprint clearance card is in restricted status. Suspension notice shall be placed in the personnel file.

5.0 CONTRACTOR REQUIREMENTS

5.1 Staffing & Qualifications:

5.1.1 Accept referrals upon contract effective date and have adequate staff assigned to or located in each County awarded to handle the capacity listed in their proposal.

a. ADCS will monitor capacity each quarter based on active service authorizations in Guardian and will escalate capacity issues as needed.

b. Provide documentation about the parenting time(s) or session(s) within two

(2) business days if ordered by the court or requested by ADCS.

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

a. Have a minimum of a High School Diploma or GED.

b. Be at least twenty-one (21) years of age.

c. Have training certificates showing completion as outlined in Section 5.3

Training.

d. Have 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 the date of hire.

e. Upon hire and on a bi-annual basis, verify that drivers providing services to the ADCS' clients have:

i. A valid driver's license that has not been suspended or revoked due to a moving violation within the most recent thirty-nine (39) months.

ii. New hires and current employees who have had their license suspended or revoked for issues other than moving violations

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(i.e. due to nonpayment of registration fee or parking ticket), can provide transportation to ADCS clients if:

i. Their license has been reinstated, and;

ii. They have had no further moving or nonmoving violations for at least six (6) months from the first date of suspension.

iii. No arrests or convictions for Driving While Intoxicated (DWI) or

Driving Under the Influence (DUI) as per, (A.R.S. 28-1381-1383) in the most recent thirty-nine (39) months or related driving restrictions notated on their level I fingerprint clearance card.

iv. No “at fault” accidents in the most recent thirty-nine (39) months.

v. No more than six (6) points accumulated on driving record in the most recent thirty-nine (39) months.

vi. No criminal violations in the most recent thirty-nine (39) months.

vii. Valid car insurance

viii. Current CPR certification

5.1.3 Have not been placed on probation or parole for the last ten (10) years from date of hire.

5.1.4 Have no civil, criminal, or juvenile restraining orders within the last ten (10) years from date of hire.

5.1.5 Have a clear/negative pre-employment drug test result, as well as a clear/negative random drug test biennially, from the date of hire.

a. Screening should be at a minimum regulated five (5) panel urine test.

b. ADCS prohibits all contractors, sub-contractors and anyone else working under this contract to use marijuana or be under the influence of marijuana when providing services to ADCS.

i. To ensure the safety of ADCS children, ADCS Procurement and

Contracts Department prohibits all employees including Medical

Marijuana Cardholders to use or be under the influence of marijuana. Although medical and recreational marijuana use is lawful in Arizona, ADCS must comply with all state and federal laws. Since federal law prohibits the use of marijuana, employees, contractors and sub-contractors are prohibited from consuming marijuana in any of its various forms.

5.1.6 Provide an Identification Card to all Contractors' personnel, whether paid or

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Office of Procurement & Contracts volunteer. The Identification Card shall include:

a. Staff person’s name

b. Staff person’s picture

c. Name of Contractor

5.1.7 Report any changes in staffing by sending a secure email providing a revised

Facility Location & Staffing Chart to the assigned ADCS Contract Specialist within ten (10) days of the occurrence.

5.2 Professional Standards:

5.2.1 Staff are to be well groomed and present a professional appearance. Clothing prohibited to wear includes:

a. Any garments deemed inappropriately tight, short, or revealing (mesh tops, midriff tops, tank tops, tube tops, short shorts, workout and/or yoga pants, etc.);

b. T-shirts that have decals, slogans, or pictures that contain references to illegal substances (i.e. alcohol, drugs, etc.) or immoral behavior are not allowed. (Provider Company Logo is acceptable);

c. Pants or shorts worn below the waist to the extent that the underwear and/or skin is/could be exposed;

d. Clothing shorter than 2” above the knee.

5.2.2 Staff shall treat clients in a courteous manner, refraining from profanity and adverse personal gestures toward them during services performed.

5.2.3 No employees, under any circumstances, shall engage with clients in any act of sexual contact and/or sexual conduct as defined in A.R.S. § 13-1401 and A.R.S. § 13-3551.

5.3 Training:

5.3.1 Ensure that staff participate in a minimum of fifteen (15) hours of training within thirty (30) days of hire and annually. Training components may include but are not limited to:

a. Car seat training;

b. Arizona mandated reporter law;

c. Guardian training (as defined by ADCS,) for applicable staff;

d. Documentation, understanding of all required forms, supervision, boundaries, communication, ending parenting time early, and community resources;

e. Any trainings or workshops that enhance staff’s ability to perform their role, including but not limited to topics such as:

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i. child development;

ii. cultural awareness/sensitivity;

iii. the impact of trauma in Parenting time;

iv. how to intervene in and de-escalate crises;

v. understanding the basics of trauma informed practice;

vi. helping families build confidence through parenting time;

vii. understanding substance abuse, child abuse, sexual abuse, and domestic violence;

viii. personal and community safety;

ix. working with families with special needs;

x. any practice/ compliance areas identified as needing improvement during site visits.

5.3.2 All staff providing Parenting Time Services, or supervising Parenting Time Support staff are required to complete ADCS Parenting Time Case Aide Training before providing services to clients, unless otherwise approved.

Trainings will be completed through the ADCS Learning and Development (L&D) as demonstrated by a training certificate issued by L&D upon completion of training.

5.3.3 The Contractor shall maintain documented proof of employee trainings in the employee’s personnel file within two (2) weeks after the training was received. (i.e. sign-in sheets, certificates).

5.4 Personnel File:

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

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

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

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

d. Central Registry Background Check;

e. Level One fingerprint clearance card;

f. Proof of training;

g. Proof of a valid Driver’s or Chauffeur’s License for all drivers;

h. Proof of current and valid motor vehicle insurance and it shall be updated after the expiration of the current policy;

i. Documentation showing verification of the driving record for the driver providing transportation services to assure no revocation or suspension of their license within the last three (3) years;

j. Evidence of drug testing records including pre-employment drug testing results and random biennial drug testing results based on date of hire.

5.4.2 Suspension notice of driver’s license shall be placed in the personnel file

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Office of Procurement & Contracts within three (3) business days if an employee providing direct client services has their license suspended and/or their finger print clearance card is in restricted status.

5.5 Service Case Records:

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

a. Copy of the referral packet;

b. All documents related to services provided to client;

c. All reports and forms identified in Section 4.0;

d. Copies of any documents provided by the parent/caregiver; and

e. Record of all contacts in person, in writing, electronically or telephonically, including but not limited to, the parent/caregiver, children, the court, attorneys, mental health professionals, community agencies, and/or referring agencies.

f. Any significant incidents that occurred in relation to the parent/caregiver’s case or any incident related to or during delivery of service as noted in Section 4.5.11.

5.5.2 Limit service case records to facts, observations, and direct statements made by the parties, not personal conclusions, suggestions, or opinions of the Contractor.

5.5.3 Include documentation for all correspondents, communication, parenting time, and missed appointments of any kind with the parent/caregiver, ADCS personnel, placement or any other party associated with the case in the case notes.

5.5.4 Ensure all entries in the service case record are complete, dated and signed by the provider. The Contractor and/or Contractor staff are prohibited from altering or changing another staff member's notes or entries.

5.5.6 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.

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

5.5.8 The Contractor shall shred the case file as the means of disposing the record

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Office of Procurement & Contracts after approval is obtained from ADCS.

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

a. ADCS policy (https://dcs.az.gov/about/dcs-policies)

b. Arizona State Library Archives (http://www.azlibrary.gov/arm/retention-schedules)

c. ADCS Business Associate Agreement with HITECH

d. The Social Security Administration Privacy Act

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

5.5.10 Contractor is prohibited from sharing any information regarding, or pictures of any parent/caregivers or children, including but not limited to verbally, on social, printed, or electronic media.

5.5.11 SYSTEM ACCESS: The Contractor shall sign a Data Sharing Agreement (Exhibit H) and secure access to the Guardian system within fourteen (14) days after contract award.

5.5.12 HIPPA/HITECH Business Associate: The Contractor may have access to protected health information, as defined in 45 CFR 164.501. The Contractor shall sign the ADCS HITECH Business Associates Agreement (Exhibit J)

5.6 Programmatic Reports: Required documentation must be submitted in Guardian prior to invoicing for payment.

5.6.1 The Summary of Parenting Time form (Exhibit B) shall be entered by 5:00p.m.

on the Friday following the week services were provided or if missed/canceled when the service was scheduled to be provided.

a. Be specific and document the parent/caregiver’s engagement using the

Summary of Supervised Parenting Time form, following instructions and utilizing guidance provided in training.

5.6.2 The Discharge Summary Report (Exhibit C) shall be submitted within seven (7) business days of service referral closure to the ADCS Specialist for approval, and then entered into Guardian within seven (7) business days following approval.

a. The Discharge Summary shall be completed in its entirety. It shall include:

1. Summary of contacts with the parent/caregiver;

2. Reason for discharge;

3. Brief explanation of closure;

4. Summary of Parenting Time Engagement.

5.6.3 The Parenting Time Services Transportation Invoice Log (Exhibit I) shall be https://dcs.az.gov/about/dcs-policies http://www.azlibrary.gov/arm/retention-schedules http://www.azlibrary.gov/arm/retention-schedules https://www.ssa.gov/agency/privacyact.html

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Office of Procurement & Contracts submitted in conjunction with the Summary of Parenting Time form reference above to account for staff travel time and mileage.

5.7 Fidelity & Compliance Monitoring

5.7.1 Active Contract Management: ADCS will monitor compliance measures.

a. Contractors are required to participate in all monitoring activities conducted by ADCS that include (but are not limited to) the following:

1. Site visit/ case reviews

2. Data monitoring

3. Client satisfaction surveys

4. Invoice checks

5. Guardian reports

5.7.2 Capacity Reporting & Monitoring: The Contractor shall provide weekly updates of open capacity and the availability to accept referrals to the ADCS Referral Unit. ADCS will be monitoring required contracted capacity on a quarterly basis.

Quarters are defined by the following dates: July to September, October to December, January to March, and April to June.

a. Failure to meet contracted capacity, may result in contract action, including

(but not limited to) a request for an Informal Plan of Action (IPOA), a Vendor Performance Report (VPR), or a Demand for Assurance (DFA).

5.7.3 Data Collection:

a. The Contractor shall develop procedures for monitoring accuracy of data submitted to Guardian and/or ADCS FCS, as may be amended.

b. The data shall be complete, accurate, timely, and according to established procedures.

c. Significant issues that arise around Contractor data shall be communicated to ADCS, along with a plan for correcting the errors in a timely manner.

d. ADCS will monitor data quality through routine quality assurance reviews, the results of which will be reported to, and addressed with, the Contractor as part of the monitoring process.

5.7.4 Provider Collaboration Meetings: Parenting Time supervisors and managers shall participate in Provider Collaboration Meetings at a frequency determined by ADCS, not to exceed quarterly. The meeting will provide the opportunity for all parties to problem solve, collaborate, and increase practice proficiency.

Provider Collaboration meeting agendas may include, but are not limited to, review and discussion of practice trends, barriers/solutions to service delivery, program essential components, capacity needs, and case studies.

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5.7.5 Other Reports: ADCS reserves the right to request the Contractor to submit additional or revised reports related to provision of services under this contract.

Upon request, the Contractor shall submit the additional or revised reports within thirty (30) days of the notice.

6.0 Reporting Requirements:

6.2 Significant Incident Report – ADCS Form DCS-1151A (Exhibit G) The Contractor shall report to the ADCS Contract Specialist any significant incidents involving a person served under this contract. All Significant Incident Reports must also be sent to the ADCS Contracts email Contracts@azdcs.gov and reference the contract/service.

6.2.1 Contractors shall contact ADCS within two (2) hours of discovering a client(s) has experienced any incident(s), and the ADCS Significant Incident Report DCS-1151A shall be provided within 24 hours unless immediately requested by ADCS. Significant incidents may include but not limited to, the following:

a. Individual deaths;

b. Suicide ideation or attempts;

c. Self-abuse;

d. Bullying;

e. Physical abuse and allegations of physical abuse;

f. Sexual abuse and allegations of sexual abuse;

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

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

i. When medicine is administered in an emergency situation;

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

k. Adverse medication reactions resulting in medical intervention;

l. Inpatient hospitalized clients;

m. 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;

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

o. Assault, Fighting or Physical Aggression

p. Damage or theft of property;

q. Substance Abuse;

r. Police involvement;

s. Emergency Evacuations;

t. Transportation/traffic-related incidents;

u. Disasters, such as a major fire in the facility when children were present mailto:Contracts@azdcs.gov

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Office of Procurement & Contracts or which affect individual care areas;

v. When a physical restraint is used;

w. When Child is arrested; and

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

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

7.0 PAYMENT UNITS

a. If Incident Report is Required:

1. 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;

2. Complete the ADCS Incident Report; and

3. Submit a written ADCS Incident Report to the ADCS

Specialist/Supervisor and ADCS Contracts email Contracts@azdcs.gov within twenty-four (24) hours after the initial notification.

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

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

2. Make a police report (if applicable).

The contractor is required to upload all necessary documentation as outlined below before submitting invoices. Missing documentation may result in delayed or withheld payments.

mailto:Contracts@azdcs.gov

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Payment

Point

Units Includes Required

Documentation for

Payment

Additional Information

7.1 Visitation

Complete

(Urban)

Hour Time directly supervising the child(ren) and parent/caregiver(s) as required by the referral.

Summary of Parenting

Time form (weekly report) uploaded to

Guardian; if visitation hours were adjusted, verification of ADCS’s request to modify.

Only for direct client services when the client or child(ren) are present.

Paid to the nearest quarter hour (i.e.

one (1) hour and eight (8) minutes, is rounded up to one (1) hour and fifteen (15) minutes).

7.2 Visitation

Complete

(Rural)

Hour Time directly supervising the child(ren) and parent/caregiver(s) as required by the referral.

Summary of Parenting

Time form (weekly report) uploaded to

Guardian; if visitation hours were adjusted, verification of ADCS’s request to modify.

Only for direct client services when the client or child(ren) are present.

Paid to the nearest quarter hour (i.e.

one (1) hour and eight (8) minutes, is rounded up to one (1) hour and fifteen (15) minutes).

7.3 Visitation

No-Show

Each Fifteen (15) minutes of wait time for “No

Show” visits where the parent/caregiver fails to arrive after the children have already been transported

Summary of Parenting

Time form (weekly report)

Only for direct client services when the child(ren) are present. Invoice for fifteen (15) minutes of wait time when child(ren) have been transported and parent/caregiver does not show.

7.4 Mileage Per

mile

For actual mileage driven for the facilitation of visitation services from first child pick-up to last child drop off.

Parenting Time Services

Mileage Log uploaded to the invoice in Guardian.

Approval of mileage in excess of 200 must be uploaded with invoice.

Reimbursed at the Statewide

Reimbursement rate. Rates are published in the State of Arizona

Accounting Manual (SAAM).

Actual mileage driven to provide referred services are eligible for mileage reimbursement. The same mileage cannot be invoiced twice (i.e.

if you go directly from dropping off last

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Maximum billable up to 200 miles round trip. *Mileage in excess of 200 miles roundtrip requires

ADCS Contracts pre-approval or review.

child for one visit to picking up a child for next visit, you would not invoice the miles after dropping off the last child for the first visit, but would invoice those miles as the to miles for the next visit.) This rate is irrespective of the number of passengers transported within the trip route.