CTR077825_Contract_Document.pdf

Offeror Submittal Documents

Solicitation No.: BPM006584

Description: Refugee Program - Case Management & Employment Services

RFP Solicitation Instructions (04-24) Available Online at https://app.az.gov Page 17 of 37

Attachment 1 - Offer and Acceptance

TO THE STATE OF ARIZONA:

The Undersigned hereby offers and agrees to provide Refugee Program - Case Management & Employment Services in compliance with all Terms, Conditions, Specifications, and Amendments in the Solicitation and any written exceptions in the Offer.

Company Name Signature of Person Authorized to Sign Offer

Address Printed Name and Title

City State Zip Contact Name and Title

: Contact Email Address Contact Phone Number CERTIFICATION: By signature in the above, Offeror certifies that it:

1. Will not discriminate against any employee or applicant for employment in violation of Federal Executive Order 11246, [Arizona] State Executive Order 2023-09, 2023-01, 2009-9 or A.R.S. §§ 41−1461 through 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. After 180 days, the Offer will remain open unless revoked by Offeror via written withdrawal of Offeror’s proposal in accordance with the Arizona Procurement Code;

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

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

7. For use in Request for Quotation only, certifies that the above referenced organization ____IS/ ____IS NOT a small business with less than

100 employees or has gross revenues of $4 million or less.

ACCEPTANCE OF OFFER

The Offer is hereby accepted.

The Contractor is now bound to sell the 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.

This 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 ____21st____ day of __July______________ 2025_____

Procurement Officer Signature

Martin Bratt, Chief Financial Officer

Frank Nagy, Grants Manager

(602)433-2440frank.nagy@rescue.org

CTR077825

August 1, 2025

International Rescue Committee, Inc.

4425 W. Olive Ave #400

Glendale, AZ 85302 https://app.az.gov/

Solicitation Requirements Request for Proposal (RFP)

Description: Refugee Program – Case Management & Employment Services

RFP Solicitation Requirements (10-23) Available Online at https://app.az.gov Page 1 of 71

DESCRIPTION: In accordance with A.R.S. §41-2534, the Arizona Department of Economic Security (ADES) is requesting sealed proposals from qualified vendors for Refugee Program – Case Management & Employment Service.

SOLICITATION NUMBER BPM006584

SOLICITATION DUE DATE/TIME: January 7, 2025 at 3:00 P.M. local Arizona time

SUBMITTAL LOCATION

Submit via Arizona Procurement Portal (https://app.az.gov)

Note: Questions on how to submit the bid shall be directed to the Arizona Procurement Portal Help Desk at app@azdoa.gov or (602) 542-7600

PRE-OFFER CONFERENCE:

Pre-Offer Conference will be held Virtual Conference November 27, 2024 at 11:00 A.M. local AZ time

Google Meet joining info

Video call link: https://meet.google.com/khx-pedt-zwq Or dial: 5447-308-(US) +1 478 PIN: 435 022 350#

CONTACT PERSON:

Kelli Engelhart Sr. Procurement Specialist Tel. 480-815-9071 Email: kengelhart@azdes.gov

Prospective Offerors are strongly encouraged to read the RFP in its entirety before submitting Offers, to ensure that all requirements in the RFP are understood.

● RFP Solicitation Requirements is comprised of the Notice Page, Scope of Work, Special Terms and Conditions, Uniform Terms and Conditions, and Exhibits.

● RFP Solicitation Instructions contains the Special Instructions to Offerors, Uniform Instructions to Offerors, and Submittal Documents that should be submitted as the Offeror’s response.

Sealed offers in response to this Solicitation shall be submitted within the State’s e-Procurement system, Arizona Procurement Portal (https://app.az.gov) by the due date and time indicated in the State’s e-Procurement system as the Bid Due Date. Late submittals will not be considered. Offers received by the due date and time will be electronically opened.

Offers submitted outside the State’s e-Procurement system, or those that are received after the due date and time, shall be rejected. Additional instructions for preparing an Offer are included in this Solicitation.

Offerors shall download and save attachments to their computer, save the information entered, and submit (upload) the completed information as a new, appropriately renamed Attachment in the State’s e-Procurement system. The State’s e- Procurement system will not save information entered directly on the attachments.

It is Offeror’s responsibility to routinely check the State’s e-Procurement system for Solicitation Amendments.

mailto:appsuppliers@azdoa.gov https://meet.google.com/khx-pedt-zwq mailto:kengelhart@azdes.gov

RFP Solicitation Requirements (10-23) Available Online at https://app.az.gov Page 2 of 71

Inquiries regarding this Solicitation are required to be submitted online through the State’s e-Procurement system using the Discussion Forum tab, seven (7) calendar days prior to the Bid Due Date.

For submission of an exception or to request a substitution to this Solicitation, see Uniform Instructions to Offerors, section 2.4, Timeliness.

With seventy-two (72) hours prior notice, persons with disabilities may request special accommodations such as interpreters, alternative formats, or assistance with physical accessibility. Such requests are to be addressed to this Solicitation contact person named above.

RFP Solicitation Requirements (10-23) Available Online at https://app.az.gov Page 3 of 71

Table of Contents

Section Page

Scope of Work

ADES Special Terms and Conditions

Uniform Terms and Conditions

Exhibit A – Arizona State Plan for Refugee Resettlement

Exhibit B - RSS Client Services Procedural Manual

Exhibit C – Arizona’s Annual Outcome Goal Plan

Exhibit D – Contractors Equipment List

Scope of Work

RFP Solicitation Requirements (10-23) Available Online at https://app.az.gov Page 4 of 71

1. ADES Mission and Vision Statements

1.1. ADES Mission: To strengthen individuals, families, and communities for a better quality of life.

1.2. ADES Vision: A Thriving Arizona.

2. Purpose

2.1. Purpose Statement: The purpose of the Refugee Resettlement Program (RRP) Case Management and Employment Services is to support effective resettlement of Refugees and other eligible beneficiaries through the available services to obtain and retain the goal of Self-Sufficiency as quickly as possible after arrival in the United States (U.S.) or grant of qualifying status, pursuant to Title IV, Chapter 2, Section 411 (8 United States Code 1521) of the Immigration and Nationality Act (INA).

2.2. Legal Authority:

2.2.1. Arizona Revised Statute (A.R.S.) §41-1954(A)(6) and (8) provides the ADES the authority to make contracts and incur obligations within the general scope of its activities and operations.

2.2.2. Pursuant to Section 412 (c)(2)(B) of the Immigration and Nationality Act, 45 Code of Federal Regulation (CFR) Part 400 and 401, and the June 30, 1999 (Arizona) Gubernatorial Designation of Authority, provides ADES the authority to makes funds available to provide services to Refugees in Arizona.

2.3. Projected Awards: It is the intent of ADES to award no more than two (2) contracts for Maricopa county for Case Management and Employment Services and one (1) contract for Pima county for Case Management, Employment Services and Services to Older Refugees. However, ADES reserves the right to make additional awards when determined to be in the best interest of the State. The anticipated contract effective date is April 1, 2025. The contract may be extended in accordance with the Special Terms and Conditions.

2.4. Projected Utilization: For the initial contract, ADES anticipates a need for providing services for an estimated 6700 Clients in Maricopa County and 3300 in Pima County. The actual number of eligible beneficiaries may vary each contract year depending on the total ceiling determination under the Federal Fiscal Year (FFY) Presidential Determination for Refugees and Special Immigrant Visas as well as the potential beneficiaries from Cuba, Haiti, any potential Secondary Migrants, and Victims of Human Trafficking.

2.5. Funding: Funding sources that support this service include the Formula Refugee Support Services Grant from the U. S. Department of Health and Human Services (DHHS), Administration for Children and Families, Office of Refugee Resettlement (ORR), and other funding sources as available. It is estimated that $1,850,000 may be available for Maricopa County per Contractor (two (2) contracts) and $1,800,000 for Pima County (one (1) contract) for Case Management and Employment Services for the initial Contract term through September 30, 2026. ADES will, in the best interest of the state, determine the funding amounts upon contract award, including funding for Older Refugee Services in Pima County .

3. Service Description

3.1. Taxonomy Definition: Refugee Program: HP32-00. Services provided for the effective resettlement of

RFP Solicitation Requirements (10-23) Available Online at https://app.az.gov Page 5 of 71

Refugees and to assist Refugees to achieve economic Self-Sufficiency as quickly as possible. Services available included, but are not limited to: Case Management, English as a Second Language, relocation adjustment, job development and placement, coordination, consultation, transportation, program development, nursing services, dental assistance, medical assistance, unaccompanied minors service, work adjustment training, job training and community education information.

3.2. Actual Service Description: To provide Clients resettled in Arizona with Case Management support and assistance in securing Employment with an outcome of achieving Self-Sufficiency and economic mobility through employment. Provided services shall primarily focus on addressing barriers to Clients’ Self- Sufficiency by developing a comprehensive Self-Sufficiency Plan (SSP) and Employability Plan (EP) that is achievable and measurable.

3.3. Background: When a country experiences political, religious, or social upheaval, certain segments of that population fear for their life or freedom. Persecution, or a well-founded fear of persecution, on account of race, religion, nationality, membership in a particular social group or political opinion provides the underlying legal criteria by which the U.S. grants Refugee status to individuals. The Refugee Act of 1980 provides the legal basis for today’s United States Refugee Program and authorizes the creation of the Office of Refugee Resettlement (ORR). The Director of ORR, within the Department of Health and Human Services, Administration for Children and Families, has the authority to fund and administer programs for the benefit of Refugees under the Refugee Act and in accordance with its regulations at 45 CFR Part 400 and 401. In addition to Refugees, the Refugee Act provides for other eligible beneficiaries who may receive services to the same extent as Refugees. Provisions within the Refugee Act make funding available for state Refugee resettlement efforts, and the State of Arizona (the “State”) receives such funds appropriated to ORR under the Refugee Act. The State is required to operate its RRP Case Management Services pursuant to the Arizona State Plan for Refugee Resettlement, as approved by the Director of ORR. The authority to develop, review, and administer the Arizona State Plan for Refugee Resettlement, as approved by the Director of ORR, is delegated by the Governor of Arizona through ADES under the State Refugee Coordinator. Exhibit A - Arizona State Plan for Refugee Resettlement describes how the State will provide Case Management and set-aside services that encourage effective Refugee resettlement through the removal of barriers to achieve and attain Self-Sufficiency as quickly as possible.

3.4. Client Eligibility Requirements:

3.4.1. Clients identified by RRP as eligible participants and approved in the ARRPODS, may receive services provided under this Contract.

3.4.1.1. A Refugee or other eligible beneficiary pursuant to the Refugee Act of 1980, as amended, who is within five (5) years from date of arrival or grant of qualifying status.

An eligible beneficiary (hereto referenced interchangeably with “Client” or “Clients “include the following:

3.4.1.2. Refugees admitted under INA § 207;

3.4.1.3. Asylees granted asylum under INS § 208;

3.4.1.4. Cuban and Haitian Entrants as defined under 45 CFR § 401.2;

3.4.1.5. Certain Amerasians;

3.4.1.6. Adult Victims of Trafficking certified by the U.S. Department of Health and Human

Services (DHHS) and Minor Victims of Trafficking;

3.4.2. Special Immigrant Visa Holders (SIV);

3.4.3. Refugees admitted through private sponsorship under Welcome Corps;

3.4.4. Permanent Residents who had held one of the above statuses in the past;

3.4.5. Others as indicated by RRP.

RFP Solicitation Requirements (10-23) Available Online at https://app.az.gov Page 6 of 71

3.4.6. Individuals paroled into the U.S. as Refugees or Asylees under INA § 212 (d) (5) are also eligible for the Office of Refugee Resettlement (ORR) assistance and services. General parolees under § 212 (d) (5) (such as “Lautenberg” parolees, other “public interest parolees” and “humanitarian interest parolees”) are not eligible for benefits under this Contract.

3.5. Priority in Provision of Services

3.5.1. Formula RSS Funded: Pursuant to the requirements of Title 45, Code of Federal Regulations (C.F.R.), Part 400 (hereto referred to as the Federal Regulations - specific reference will be made when citing Title 45, C.F.R., Part 401) § 147, Contract Services funded under Formula RSS shall be provided in a manner that ensures that services for the eligible Client population are managed and provided according to the following order of priority, except in certain individual extreme circumstances, as required by Federal Regulations and approved by the State Refugee Coordinator:

3.5.1.1. Priority 1: All newly arriving Refugees and other ORR eligible beneficiaries during their first year in the U.S.

3.5.1.2. Priority 2: All Refugee and ORR eligible beneficiaries who are receiving cash assistance.

3.5.1.3. Priority 3: All unemployed Refugees and other ORR eligible beneficiaries who are not receiving cash assistance.

3.5.1.4. Priority 4: All employed Refugees and other ORR eligible beneficiaries in need of services to retain employment or Self-Sufficiency.

4. Definitions:

4.1. Arizona Refugee Resettlement Program (RRP): The Arizona Refugee Resettlement Program (RRP) is the state’s administration within ADES, Division of Aging and Adult Services (DAAS), with the statutory responsibility and authority to coordinate public and private resources for Refugee and other eligible beneficiary resettlement in the state. This responsibility, authority and associated programs and services are reflected in the Arizona State Plan for Refugee Resettlement. RRP supports individuals and families who have fled their countries of origin or the countries in which they last habitually resided due to persecution, violence, or other threats to their safety and well-being with the aim of supporting their successfully rebuilding lives in Arizona. RRP provides a broad array of Client-Centered Services, holistic resettlement support and services coordination, such as employment; Case Management; education; and long-term Integration.

4.2. Arizona Refugee Resettlement Program Online Data System (ARRPODS): The online database system used by RRP and their contractors to document and track services.

4.3. Asylee: A non-citizen in the United States (U.S) or at a port of entry who is found to be unable or unwilling to return to his or her country of nationality, or to seek the protection of that country because of persecution or a well-founded fear of persecution on account of race, religion, nationality, membership in a particular social group, or political opinion. For persons with no nationality, the country of nationality is considered to be the country in which the alien last habitually resided. Asylee are eligible to adjust to lawful permanent resident status after one year of continuous presence in the U.S.

4.4. Case Management: An approach for services that is a systematic and collaborative process designed to assess, plan, coordinate, monitor, and evaluate services and resources to meet the individualized needs of the Client. Promote the use of strength-based problem solving and social support networks to involve the Client in their local communities. Thereby facilitating access to resources and bolstering the Client’s efforts

RFP Solicitation Requirements (10-23) Available Online at https://app.az.gov Page 7 of 71 towards achieving Self-Sufficiency and long-term Integration into American society. This approach recognizes six (6) stages of the Case Management process and three (3) dimensions that pervade all stages as follows:

4.4.1. Stages of Case Management

4.4.1.1. Engagement

4.4.1.2. Assessment

4.4.1.3. Planning/goal setting

4.4.1.4. Intervention

4.4.1.5. Monitoring and Coordination

4.4.1.6. Termination

4.4.2. Dimensions Pervading All Stages

4.4.2.1. Outreach

4.4.2.2. Eligibility determination

4.4.2.3. Enrollment

4.5. Certain Amerasians: Those from Vietnam admitted to the U.S. as immigrants pursuant to section 584 of the Foreign Operations, Export Financing, and Related Programs Appropriations Act, 1988. This definition is contained in Section 101(e) of Public Law 100-202 and amended by the 9th provision under Migration and Refugee Assistance in Title II of the Foreign Operations, Export Financing, and Related Programs Appropriations Acts, 1989 (Public Law No. 100-461 as amended).

4.6. Class A Health Conditions: Illnesses of public health importance that, without a grant of waiver, prohibit a person from entering the U.S. Examples of Class A Health conditions are tuberculosis, Hansen's disease, and severe acute respiratory syndrome (SARS).

4.7. Client: A term used to describe anyone who meets the eligibility criteria described in Section 3.4

4.8. Client-Centered Services: An approach to services that value the Client’s participation in decision-making and planning of the Client’s needs, that is based on a strength’s perspective. Client-Centered models recognize the value of community membership, and the potential for individuals to include families, friends, neighbors, co-workers, and others as possible supportive and collaborative resources.

4.9. Client Service Record: The electronic case file for services provided as documented in the ARRPODS.

Client Service Records contain copies of legal immigration documentation for Client or other eligible beneficiary, electronic templates for the Family or Individual Self-Sufficiency Plan (SSP); Employability Plan (EP); Client budgets (as explained in Exhibit B - RSS Client Services Procedural Manual), relevant copies of documents and certificates, and all other supporting documents for Refugee Program (RP) Case Management and Employment Services.

4.10. Covered Entity: Any entity that receives federal financial assistance, either directly or indirectly, through a grant, cooperative agreement, contract, or subcontract, is covered by the Guidance to Federal Financial Assistance Recipients Regarding Title VI, Prohibition Against National Origin Discrimination Affecting Limited English Proficient Persons (LEP). Title VI applies to all federal financial assistance; which includes, but is not limited to, awards and loans of federal funds, awards or donations of federal property, details of federal personnel, or any agreement, arrangement or other contract that has as one of its purposes the provision of assistance.

Title VI prohibits discrimination in any program or activity (see Meaningful Access 4.27) that receives federal financial assistance. In most cases, when a recipient receives federal financial assistance for a

RFP Solicitation Requirements (10-23) Available Online at https://app.az.gov Page 8 of 71 particular program or activity, all operations of the recipient are covered by Title VI, not just the part of the program that uses the federal assistance. Thus, all parts of the recipient's operations would be covered by Title VI, even if the federal assistance were used only by one part.

4.11. Cuban/Haitian Entrant: One of the following:

4.11.1. Any individual granted parole status as a Cuban/Haitian Entrant (Status Pending) or granted any other special status subsequently established under the immigration laws for nationals of Cuba or Haiti, regardless of the status of the individual at the time assistance or services are provided.

4.11.2. A national of Cuba or Haiti who was paroled into the U.S. and has not acquired any other status under the Immigration and Nationality Act (INA) and with respect to whom a final, non-appealable, and legally enforceable order of removal, deportation or exclusion has not been entered.

4.11.3. A national of Cuba or Haiti who is the subject of removal, deportation, or exclusion proceedings under the INA and with respect to whom a final, non-appealable, and legally enforceable order of removal, deportation or exclusion has not been entered.

4.11.4. A national of Cuba or Haiti who has an application for asylum pending with the United States

Citizenship and Immigration Services (USCIS) and with respect to whom a final, non-appealable, and legally enforceable order of removal, deportation or exclusion has not been entered.

4.12. English as a Second Language/English Language (ELS/ELT): Training focused on English necessary for obtaining and maintaining employment and consistent with the National Teaching English as a Second Language (TESOL) Standards.

4.13. Employability Plan (EP): An electronic document developed in ARRPODS that details goals and action items serving as a blueprint for change and transitioning the individual(s) or family from public cash assistance reliance to Self-Sufficiency. The EP is developed jointly between the contractor and the Employable Client that outlines employment goals, personal goals, and all assigned activities, facilitating the Client’s awareness of participation requirements intended to result in the earliest possible employment.

4.14. Employability Services: Services as specified in 45 CFR § 400.154 of this part, designed to enable the Client to obtain employment and to improve the employability or work skills of the Client.

4.15. Employable Client: Client who does not meet one of the Exemption Criteria as assessed in the development of the SSP. The inability to read, write or speak the English language is not an exclusion criterion.

4.16. Employment Services: The direct services provided, under 45 CFR 400.154 and to the development and implementation of a SSP and EP to assist Clients with securing sustainable employment and overcoming barriers that impede their ability to achieve Self-Sufficiency. Employment Services include development of an individual EP, job readiness, job search, job development, job referral, job coaching, required support services, and follow-up.

4.17. Equitable Access: Ensuring that individuals or groups have a fair and unbiased opportunity to obtain the necessary resources, services, and assistance they require to meet their needs, achieve their goals, and participate fully in various domains of life, regardless of their diverse identities, backgrounds, circumstances, and functional abilities. The functional ability to gain Meaningful Access to programs and services.

RFP Solicitation Requirements (10-23) Available Online at https://app.az.gov Page 9 of 71

4.18. Exemption Criteria: Attributed to an adult who is not required to participate in an EP, and is not counted as part of the employment caseload, but is still eligible to receive Refugee cash and medical assistance and to receive ELT and other services under 45 CFR 400.155, if they are:

4.18.1. Incapacitated, when determined by a physician or licensed or certified psychologist and verified by a caseworker, that a physical or mental impairment, by itself or in conjunction with age, prevents the individual from engaging in employability activities. A health or mental health practitioner, stating that the Refugee is unable to participate and giving a timeframe for duration of the exemption or review of the exemption, shall complete the verification.

4.18.2. A pregnant woman in the last three months of her pregnancy is exempt from job search and all employability activities for twelve (12) consecutive weeks following the birth of her baby.

Medical verification of the last trimester of the pregnancy is required.

4.18.3. A parent with a child or children over twelve (12) weeks old when no childcare is available.

Documentation stating that the family is unable to access the Arizona Child Care Assistance Program or other childcare programs shall be reflected in the Client record. This exemption applies only to one adult per household.

4.18.4. Caretaker of a totally dependent person due to medical or mental health issues is exempt from employability activities if a medical or mental health provider has indicated that this person needs full-time care. This exemption applies to only one adult per household.

4.18.5. Working at least thirty (30) hours a week in unsubsidized employment expected to last at least thirty (30) days. This exemption continues to apply if there is a temporary break in full-time employment expected to last no longer than ten workdays.

4.18.6. Under age sixteen (16); or under age eighteen (18), but a full-time student (as defined in the TANF Program).

4.18.7. Age sixty-five (65) or older.

4.18.8. A victim of domestic violence where working or participation in employability activities will put them at greater risk of harm.

4.18.9. Cuban and Haitian Entrants without work authorization may be considered exempt from work search requirements until such time as they obtain the legal right to work pursuant to ORR Policy Letter 19-06.

4.18.10. Any Refugee who has applied for an I-765 Employment Authorization Document (EAD) but has not yet received their EAD.

4.19. Individual or Family Self-Sufficiency Plan (SSP): A jointly developed plan between the Client and the Contractor that includes short- and long-term goals, action steps, and time frames. The collective group of individual SSPs made for each family member constitutes the Family SSP. The SSP serves as the primary accountability document for the household for all Case Management services and is amended as needed.

The SSP incorporates only allowable services under this Contract as appropriate and clearly documented so as to distinguish the provision of those services pursuant to their respective purposes and priorities, in accordance with the Federal Regulations.

https://www.acf.hhs.gov/orr/policy-guidance/eligibility-orr-services-cuban-and-haitian-entrants-without-work-authorization https://www.acf.hhs.gov/orr/policy-guidance/eligibility-orr-services-cuban-and-haitian-entrants-without-work-authorization

RFP Solicitation Requirements (10-23) Available Online at https://app.az.gov Page 10 of 71

4.20. Informed Consent: The process of ensuring that Clients have a complete understanding of materials presented to them or work items assigned to them. Informed Consent is demonstrated by a Client affixing their signature to a digital or physical representation of the data provided.

4.21. Institutional Partners: A term used to describe community partner cosponsors who assume full responsibility for implementing program services and meeting the material needs of National arrivals for the first ninety

(90) days after arrival. An alternative to traditional Refugee resettlement is through a resettlement agency.

4.22. Integration: A dynamic, two-way process in which Refugees and the receiving society work together to build secure, vibrant, and cohesive communities. Emphasis on the two-way process of change by both immigrants and members of the receiving society contrasts with the alternative use of term "Integration" to signify one-way process of adaptation by immigrants to fit in with a dominant culture.

4.23. Intercultural Liaison: An individual that facilitates communication and cultural understanding between the

Client and service providers, ensuring Culturally Responsive service delivery.

4.24. Linguistically Appropriate and Culturally Responsive: Respectful of and responsive to explicit linguistic and cultural needs of individuals that is reflective of a set of congruent behaviors, attitudes, and policies that come together in a system, agency, or among professionals and enable that system, agency, or those professionals to work effectively in cross-cultural situations. Culturally compatible RP services reflect service delivery in cross-cultural settings that take into account distinct nuances and differing values, behaviors, expectations, and life skills that are often rooted in varied cultures.

4.25. Local Resettlement Agency (LRA): A local affiliate of a domestic Resettlement Agency (RA) that operates under a cooperative agreement with the U.S. Department of State to provide Reception and Placement services (R&P) to Refugees.

4.26. Matching Grant Program (MGP): The MGP is an Office of Refugee Resettlement (ORR), administered by

LRAs as an incentivized voluntary participation program for eligible Clients, whereby LRAs are required to match private funds or in-kind goods and services with federal support. That is to assist the Client with achieving economically Self-Sufficiency through employment within two hundred forty (240) days and without accessing cash assistance programs.

4.27. Meaningful Access: Ensuring that all individuals are afforded Equitable Access (see 4.16) regardless of race, color, religion, national origin, sex, cultural background, language ability (Title VI of the Civil Rights Act of 1964, 42 U.S.C. 2000d), or disability (Americans with Disabilities Act). National origin discrimination includes discrimination on the basis of LEP (Lau v. Nichols No. 72 - 6520. Supreme Court of the United States 414 U.S. 56). To ensure compliance with Title VI, recipients are required to take reasonable steps to ensure that all individuals have Meaningful Access to their programs. Pursuant to Title VI of the Civil Rights Act of 1964, recipients of Federal funds are obligated to provide Meaningful Access to their services, programs, and activities. Meaningful Access is to be understood as:

4.27.1. Language Access: Providing interpretation and translation services for individuals with limited

English proficiency to Contractor services, programs, and activities within an acceptable amount of time and at no cost to the individual.

4.27.2. Culturally Responsive Service Delivery: Providing services that recognize, respect, and honor the rich diversity of cultural backgrounds, beliefs, and perspectives of individuals or communities. This involves active awareness and adaptation to cultural differences but also self-reflection. This approach fosters an environment of equity and inclusivity, ensuring that services are not only effective but also culturally sensitive and respectful.

RFP Solicitation Requirements (10-23) Available Online at https://app.az.gov Page 11 of 71

4.27.3. Effective Communication: Providing services in the individual’s primary language and ensuring

Client comprehension of the SSP and EP as indicated by signature of the document or when the individual can explain the SSP and EP without help.

4.27.4. Accommodation: Providing reasonable steps to facilitate Client agency in accessing all services and activities provided by the Contractor.

4.27.5. Equitable Services: Ensuring that all individuals, regardless of race; color; religion; national origin; sex; and language ability, receive the same level of and access to all services.

4.27.6. Section 602 of Title VI universally forbids recipients from "utilizing criteria or methods of administration that have the effect of subjecting individuals to discrimination based on their race, color, or national origin, or have the effect of defeating or substantially impairing accomplishment of the objectives of the program as respects individuals of a particular race, color, or national origin." Title VI regulations prohibit policies and practices that have a discriminatory effect; that is, an organization’s policies and practices may violate Title VI if they have an adverse effect on the ability of national origin minorities to meaningfully access programs, services, and benefits.

4.28. Mutual Assistance Association (MAA): A non-profit organization with a mission to support incoming

Refugees whose governing board composition includes women and is at least fifty-one (51) percent Refugees. MAAs, also referred to as Ethnic Community-Based Organization (ECBO), are grassroots, community-based non-profit organizations managed primarily by and for members of particular resettled Refugee groups based on the principle of mutual aid Refugees helping Refugees.

4.29. Office of Refugee Resettlement (ORR): The U.S. Department of Health and Human Services (DHHS), Office of Refugee Resettlement, within the Administration for Children and Families, with responsibility for the broad domestic program of Refugee resettlement programs and services, such as refugee cash and medical assistance and a broad range of time-limited employment and social services for Refugees and other eligible beneficiaries.

4.30. Private Sponsorship Group (PSG): A group of 5 (five) or more individuals who commit to providing Reception and Placement type services to support Refugee(s), including, but not limited to, financial, logistical, and emotional support during the first ninety (90) days of resettlement.

4.31. Private Sponsorship Organization (PSO): Organizations that recruit, support, and oversee PSGs as they prepare for, receive, and guide Refugee newcomers arriving through Welcome Corps. Organizations may be locally based or work in coordination with local partners or local networks.

4.32. Reception and Placement (R&P): The R&P Program operated under cooperative agreement with the U.S.

Department of State, Bureau of Population, Refugees and Migration (PRM), through which each Refugee approved for admission to the U.S. is sponsored by one of ten (10) participating RAs resettling Refugees.

The sponsoring RAs is responsible for placing Refugees with one of its national affiliates to provide initial services including housing, essential furnishings, food, pocket money, clothing, community orientation, and referral to other social, medical, and Employment Services for the Refugees’/SIVs’ first thirty-ninety (30-90) days in the U.S. Welcome Corps beneficiaries will be provided similar services to R&P by the PSG and PSO.

There are ten (10) RAs operating under cooperative agreement with PRM as follow: Bethany Christian Services, Church World Service, Episcopal Migration Ministries, Ethiopian Community Development Council, HIAS, International Rescue Committee, Lutheran Immigration and Refugee Service, U.S.

Committee for Refugee and Immigrants, United States Conference of Catholic Bishop, and World Relief.

RFP Solicitation Requirements (10-23) Available Online at https://app.az.gov Page 12 of 71

There are some 350 affiliated R&P Program sites across the U.S. The Program is a public-private partnership that anticipates that sponsoring LRAs will contribute significant cash and/or in-kind resources to supplement U.S. Government funding for the Program.

4.33. Refugee: A person defined and granted legal admission to the U.S. by the U.S. Department of Homeland

Security in accordance with the INA, which defines a Refugee as any person who is outside any country of such person's nationality or, in the case of a person having no nationality, is outside any country in which such person last habitually resided, and who is unable or unwilling to return to, and is unable or unwilling to avail himself or herself of the protection of, that country because of persecution or a well-founded fear of persecution on account of race, religion, nationality, membership in a particular social group, or political opinion.

4.34. Refugee Cash Assistance (RCA): ORR-funded public cash assistance provided to needy Refugees and eligible beneficiaries who are otherwise ineligible for Temporary Assistance for Needy Families. RCA is available for a maximum of twelve (12) months after a Refugee’s or eligible beneficiary’s arrival in the U.S.

or grant of qualifying legal status. RCA is administered by RRP through contractors under the Private-Public Partnership Program.

4.35. Refugee Medical Assistance (RMA): A twelve (12)-month maximum medical assistance funded by ORR for

Refugees and other eligible beneficiaries who are otherwise ineligible for the Arizona Health Care Cost Containment System (AHCCCS).

4.36. Refugee Support Services Grants (RSS): A grant allocated to states based on a formula of aggregate arrivals to serve Refugees and other eligible beneficiaries who have been in the U.S. less than sixty months (five years). RSS supports Employability Services and other services that address participants’ barriers to employment such as social adjustment services, health needs, interpretation and translation services, day care for children, citizenship and naturalization services, specific areas of need designated by set-asides, etc. Employability Services are designed to enable Refugees to obtain jobs within one year of becoming enrolled in services. Service priorities are (a) all newly arriving Refugees during their first year in the U.S.

who apply for services; (b) Refugees who are receiving cash assistance; (c) unemployed Refugees who are not receiving cash assistance; and (d) employed Refugees in need of services to retain employment or to attain economic independence.

RSS funding may be used to fund transitional housing assistance on a limited basis. The contractor may utilize up to five (5) percent of its RSS funding to provide emergency rental assistance for Clients. To use RSS funding for transitional housing support, the Contractor must notify RRP of the intent to do so and must use the standardized RRP housing referral form for every Client who receives RSS-funded emergency housing assistance.

4.37. Secondary Migrant: Any eligible beneficiary, who originally resettled or received such eligibility status in another state prior to moving to Arizona.

4.38. Self-Sufficiency: The attainment of total family income such that the family unit or individual can support themselves without reliance on public cash assistance, whether RCA, TANF, MGP, or General Assistance (45 CFR Part 400). The ability to sustain oneself is indicative of a standard of financial sufficiency that is characterized as the level of income necessary to meet fundamental necessities (inclusive of tax payments) within the customary "marketplace" without any form of public or private/informal assistance. These fundamental necessities encompass housing, childcare, food, transportation, health care, miscellaneous expenses, and taxes.

4.39. State Plan for Refugee Resettlement: A written description of the State's Refugee resettlement program and

RFP Solicitation Requirements (10-23) Available Online at https://app.az.gov Page 13 of 71 a commitment by the State to administer or supervise the administration of the program pursuant to Federal requirements in this part.

4.40. Subsidized Employment: A TANF and RCA recipient’s countable work activity for which cash assistance is diverted to an employer as an incentive for the employer to hire and train a recipient for a position that can lead to full-time unsubsidized employment.

4.41. Victims of Severe Trafficking: Mutually agreed upon actions required to meet goals specified in the EP or

SSP that are entered into ARRPODS.

4.42. Temporary Assistance for Needy Families (TANF): Created by the Welfare Reform Law of 1996 and effective, July 1, 1997, it replaced what was then commonly known as welfare: Aid to Families with Dependent Children (AFDC) and the Job Opportunities and Basic Skills Training (JOBS) programs. TANF was reauthorized in February 2006 under the Deficit Reduction Act of 2005. TANF provides assistance and work opportunities to needy families by granting states the federal funds and wide flexibility to develop and implement their own welfare programs. Citizens may apply for assistance at their local TANF agency. The Divisions of Benefits and Medical Eligibility (DBME) and the Employment and Rehabilitation Services (DERS) are among the major government entities administering TANF benefits and services in Arizona.

4.43. U.S. Domestic Medical Examination for Newly Arrived Refugees: The U.S. Domestic Medical Examination for Refugees (examination) is intended to promote and improve the health of newly arriving Clients to prevent disease and to familiarize Refugees with the U.S. health-care system. While examinations are to be completed within the first 90 days of a Refugee’s arrival, RRP requires completion of the examination preferably within thirty (30), but mandatorily within 90 days, of arrival to best facilitate adequate follow-up of Refugees with medical conditions identified overseas, to initiate surveillance activities to monitor medical conditions identified post-arrival, and to strengthen the resources available for post-arrival health assessments and follow-up activities.

4.44. Victims of Severe Trafficking: The Trafficking Victims Protection Act of 2000 (TVPA) defines “Severe Forms of Trafficking in Persons” as sex trafficking: the recruitment, harboring, transportation, provision, or obtaining of a person for the purpose of a commercial sex act, in which a commercial sex act is induced by force, fraud, or coercion, or in which the person forced to perform such an act is under the age of 18 years; or labor trafficking: the recruitment, harboring, transportation, provision, or obtaining of a person for labor or services, through the use of force, fraud or coercion for the purpose of subjection to involuntary servitude, peonage, debt bondage or slavery.

4.45. Vulnerable or At-risk: The inability to function independently in accord with the values of a particular society.

This definition applies the use of Vulnerable and At-Risk to include, but not limited to, Refugees and other eligible beneficiaries who are:

4.45.1. torture victims;

4.45.2. seriously mentally ill;

4.45.3. experiencing intense trauma;

4.45.4. older and disabled, particularly if in the U.S. more than five years and have not attained U.S.

citizenship;

4.45.5. Refugee youth who are dealing with Refugee adjustment compounded by the risks relevant to all young people;

4.45.6. others experiencing severe social adjustment, such as problems in the areas of securing and retaining employment, personal and cultural identity; educational attainment; intergenerational understanding; family cohesion; delinquency; neglect; abuse; misunderstandings; and community strain.

RFP Solicitation Requirements (10-23) Available Online at https://app.az.gov Page 14 of 71

4.45.7. living in resource-poor neighborhoods or with a high incidence of crime.

4.46. Welcome Corps: A private sponsorship assistance program that allows American citizens and Lawful Permanent Residency (LPR) to form Private Sponsorship Groups that provide services similar to R&P to Refugees arriving through the U.S. Refugee Admissions Program (USRAP).

5. GENERAL REQUIREMENTS

The Contractor shall:

5.1. Ensure all activities performed under the RSS program comply with allowable activities under the most current federal RSS Policy letters Refugee Support Services | The Administration for Children and Families and Family Self Sufficiency Plan Requirements

5.1.1. Comply with the Federal Regulations and Title 45 C.F.R. Part 400 and 401, as may be amended, https://www.acf.hhs.gov/orr/resource/400-refugee-resettlement-program and https://www.acf.hhs.gov/orr/resource/title-45-public-Welfare

5.2. Provide services to Clients within their first two (2) years from date of arrival or grant of qualifying status.

Services may be extended to five (5) years on a case-by-case basis in consultation with the State Refugee Coordinator’s Office. Pursuant to 45 CFR § 400.152 (B) Refugees who are past their fifth year from date of arrival or grant of qualifying status may only be eligible for referral to citizenship and naturalization preparation services, interpretation services, and referral to support services outside the scope of this Contract.

5.3. Provide services in accordance with Exhibit A - Arizona State Plan for Refugee Resettlement, as may be amended at the sole discretion of RRP.

5.3.1. Exhibit A - Arizona State Plan for Refugee Resettlement will be subject to quarterly review and updates to account for changes in needs, and federal /state policy revisions. The Contractor will be notified in writing of changes in workflows, if any, one (1) month prior to their implementation.

5.4. The provisions of virtual services shall be subject to the terms and conditions outlined in policy letter RRP 25-01 “RSS Client Virtual Service Delivery”.

5.5. Provide Equitable Access to services to eligible beneficiaries. Priority in Provision of Services for all eligible beneficiaries can only be determined according to the formula described in Section 3.5. Contractors may not discriminate services to Clients based on participation in programs funded under federal discretionary grants outside of RSS funded programs or circumstances of entry. All eligible beneficiaries, regardless of their entry path or previous services received, shall be afforded Equitable Access to program services and support, free from any form of discrimination or bias. Use of any other metrics to determine order of priority outside of Section 3.5, will be in violation of Meaningful Access and considered discriminatory.

5.6. Maintain an institutional capacity to educate and support the target population with an understanding of the full range of available resources and services available within the operational area. This includes negotiating transitional challenges such as language acquisition, employment acquisition, family role changes, institutional rights and responsibilities, personal and public safety, laws and legal responsibilities, and other cultural adjustment dynamics.

5.7. Maintain skills in serving as an Intercultural Liaison to support all eligible populations’ local Integration.

https://www.acf.hhs.gov/orr/policy-guidance/refugee-support-services https://www.acf.hhs.gov/orr/policy-guidance/refugee-support-services https://www.acf.hhs.gov/orr/policy-guidance/family-self-sufficiency-plan-requirements https://www.acf.hhs.gov/orr/resource/400-refugee-resettlement-program https://www.acf.hhs.gov/orr/resource/title-45-public-Welfare

RFP Solicitation Requirements (10-23) Available Online at https://app.az.gov Page 15 of 71

5.8. Maintain an institutional awareness of how resettlement affects the State of Arizona.

5.9. Ensure Refugees who are resettled outside the Contractor’s primary location of operations due to U.S. ties are to be served to the same extent as Clients resettled inside the primary area of operations as applicable.

5.10. Develop and implement service delivery procedures to ensure that Clients' immediate needs can be addressed outside of the Contractors normal business hours and be provided upon RRP’s request.

5.11. Comply with general language requirements including:

5.11.1. Language services must be made available to each Limited English Proficient (LEP) person who seeks services, at no cost to each person, regardless of the size of that person’s language group.

5.11.2. Provide timely language services, e.g., interpretation, at all points of contact with Clients in the primary or one of the primary languages indicated in ARRPODS.

5.11.3. Bilingual/multilingual case managers and other staff who can communicate directly with Clients in their preferred language is desirable, however, face-to-face interpretation by qualified interpreters is acceptable as are telephonic interpreter services. Telephonic interpreters are preferred when an interpreter is needed instantly, or services are needed in an infrequently encountered language.

5.11.4. Inform RRP of any unmet translation needs so that RRP may have the document translated into the needed language.

5.12. Accept referred individuals resettled into the U.S. as a Refugee under INA § 212 (d) (5) through the Welcome Corps private resettlement program. Clients resettled through the Welcome Corps program can be referred to RSS services by RRP, PSOs, or a local agency if necessary. Any service provided to Welcome Corps beneficiaries may not be duplicative of services that are the responsibility of the PSGs.

5.13. Provide Secondary Migrants with all applicable assistance…