CTR078034_Contract_Document.pdf

Offeror Submittal Documents

Solicitation No.: BPM006628

Description: Refugee Program – Refugee School Impact

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Attachment 1 - Offer and Acceptance

TO THE STATE OF ARIZONA:

The Undersigned hereby offers and agrees to provide Refugee Program – Refugee School Impact 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-

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. ____CTR078034________________________.

The effective date of the Contract is __August 18, 2025__________________________________.

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

State of Arizona Awarded this ___6th_____ day of __August___________ 2025_____

Procurement Officer Signature

Martin Bratt, Acting Chief Financial Officer

Frank Nagy, Grants Manager frank.nagy@rescue.org (602) 433-2440

Solicitation Requirements Request for Proposal (RFP)

Description: Refugee Program – Refugee School Impact

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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 – Refugee School Impact.

SOLICITATION NUMBER BPM006628

SOLICITATION DUE DATE/TIME: December 18, 2024 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:

November 20, 2024 at 9:00 A.M. local Arizona time

Google Meet joining info https://meet.google.com/ndh-rozr-oud Phone Number: 3225-378-(US) +1 575 PIN: 273 471 144#

CONTACT PERSON:

Alina Girbovan Sr. Procurement Specialist Tel. 480-216-9739 Email: agirbovan@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.

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.

https://app.az.gov/ mailto:appsuppliers@azdoa.gov https://meet.google.com/ndh-rozr-oud

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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.

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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 - RSI Client Services Procedural Manual

Exhibit C - Contractor’s Equipment List

Scope of Work

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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), Refugee School Impact (RSI) program services are to facilitate the effective integration and education to all eligible Refugee children, youth and their parents. The service provided shall primarily focus on ensuring the Refugee parents and their children are prepared to succeed in academics and successfully integrated into the U.S education system with a commitment to monitoring and assessing the effectiveness of such services through outcome evaluation.

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, ADES makes funds available to provide services to Refugees in Arizona.

2.3 Projected Awards: It is the intent of ADES to award a minimum of one (1) contract for Maricopa County and one (1) contract for Pima County. 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

4,500 Clients in Maricopa County and 2,800 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 (SIV’s) as well as the potential beneficiaries from Cuba, Haiti, 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 $1,157,842.00 may be available for Maricopa County and $771,895.00 for Pima County for the initial Contract term through September 2026. ADES will, in the best interest of the state, determine the funding amount upon contract award.

3. Service Description

3.1 Taxonomy Definition: Refugee Program: HP32-00. Services provided for the effective resettlement of Refugees and to assist Refugees to achieve economic Self-Sufficiency as quickly as possible. Services available include, but are not limited to Case Management, English as a Second Language, relocation adjustment, job development and placement, coordination, consultation, transportation, program development, nursing

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3.2 Actual Service Description: To provide services that lead to effective integration and education of eligible Clients and their parents/legal guardians which may consist of increasing childcare providers’ knowledge, providing specialized training for school staff, providing early childhood education, providing parent integration and education, specialized education services, and knowledge regarding the U.S. education system to assist with achieving Self-Sufficiency. These services will be provided through the following programs:

3.2.1 Early RSI: To promote access to childcare, to ensure that Clients are prepared to succeed in formal schooling, and to holistically serve families of eligible children. Early RSI is designed to raise the quality of services to children and families across the birth-to-kindergarten continuum. The Office of Refugee Resettlement (ORR) also encourages partnerships with state childcare programs to support these services.

3.2.2 RSI: To promote academic performance and successful integration of eligible children and youth, ages five (5) years old (or the age at which they enter school) until the age of eighteen (18) through facilitating education access and increasing school districts’ capacity to support children and families.

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 and Set-Aside Services pursuant to the Arizona State Plan for Refugee Resettlement (Exhibit A), 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:

3.4.1.1.1 Refugees admitted under INA § 207;

3.4.1.1.2 Asylees granted asylum under INS § 208;

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

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3.4.1.1.4 Certain Amerasians;

3.4.1.1.5 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 (SIV) Holders;

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 Secondary Migrants;

3.4.6 Others as indicated by the RRP;

3.4.7 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, holistic resettlement support and services coordination, such as employment; Case Management; education; and long-term integration.

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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 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 Client agency in decision-making and planning of 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 RRP Case Management Procedural Manual), relevant copies of documents and

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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 section 4.22) that receives federal financial assistance. In most cases, when a recipient receives federal financial assistance for a 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 Training (ESL/ELT): English as a Second Language/English Language 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 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.

4.14 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 under this Contract. The Plan is amended as needed.

The SSP incorporates only allowable services under this Contract as appropriate and clearly documented so

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4.15 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.

4.16 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.

4.17 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.

4.18 Intercultural Liaison: An individual that facilitates communication and cultural understanding between the Client and service providers, ensuring Culturally Responsive service delivery.

4.19 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.

4.20 Local Education Agency: A public board of education or other public authority within a state that maintains administrative control of public elementary or secondary schools in a city, county, or school district.

4.21 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.

4.22 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:

4.22.1 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.

4.22.2 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

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4.22.3 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.

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

4.22.5 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.

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.

4.23 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 refer to as Ethnic Community-Based Organizations (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.

4.24 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.

4.25 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.

4.26 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.

4.27 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 (30) – ninety (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, RFP Solicitation Requirements (09-24) Available Online at https://app.az.gov Page 11 of 65

United States Conference of Catholic Bishop, and World Relief. 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.

4.28 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.

4.29 Refugee Cash Assistance (RCA): ORR-funded public cash assistance provided to needy Refugeess 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.

4.30 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).

4.31 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.

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

4.33 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.

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4.34 State Plan for Refugee Resettlement: A written description of the State's Refugee resettlement program and a commitment by the State to administer or supervise the administration of the program pursuant to Federal requirements in this part.

4.35 Student: Youth ages five (5) (or the age at which they enter school) until the age of eighteen (18) who attend

K-12 educational institutions.

4.36 Subcontractor: A person who contracts to perform work or render Services to a Contractor or to another Subcontractor as a part of a Contract with the State. For the purpose of this Contract, a Subcontractor could include school district, charter schools or any academic institutions that offer education with a wide range of services to K-12 Students including children with special educational needs and disabilities.

4.37 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.

4.38 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 ninety (90) days of a Refugee’s arrival, RRP requires completion of the examination preferably within thirty (30), but mandatorily within ninety (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.

4.39 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.

4.40 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:

4.40.1 torture victims;

4.40.2 seriously mentally ill;

4.40.3 experiencing intense trauma;

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

citizenship;

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

4.40.6 others experiencing severe social adjustment, such as problems in the areas of securing and retaining employment, personal and cultural identity; educational attainment; intergenerational

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

4.41 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 RSI program comply with allowable activities under the most current federal RSI Policy Letter. P.L. 22-07

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 service 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 Provide services in accordance with the Exhibit B - RSI Client Services Procedural Manual, as may be amended at the sole discretion of RRP.

5.4.1 Exhibit B - RSI Client Services Procedural Manual 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.

5.5 Cultivate cultural awareness for both the Refugees and the communities in which they resettle, to promote civic engagement, and to enhance language skills to include but not limited to the following:

5.5.1 Specialized services and support for eligible children and youth;

5.5.2 Holistic support to families learning to navigate the U.S. education system;

5.5.3 Capacity development for school staff, systems, and childcare providers;

5.5.4 Facilitation of childcare access;

5.5.5 Support for early childhood education; and

https://www.acf.hhs.gov/sites/default/files/documents/orr/orr-pl-22-07-refugee-school-impact-2021-12-08.pdf https://www.acf.hhs.gov/orr/resource/400-refugee-resettlement-program https://www.acf.hhs.gov/orr/resource/title-45-public-welfare

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5.5.6 Other activities designed to support the successful integration of school-aged children and their families, including resources to serve new populations.

5.6 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 3.4. 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.

5.7 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.

5.8 Maintain skills in serving as a cross-cultural liaison to support the eligible populations’ local integration.

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

5.10 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.

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

5.12 Comply with general language requirements, including:

5.12.1 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.

5.12.2 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.

5.12.3 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.

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

5.13 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.

5.14 Provide Secondary Migrants with all applicable assistance programs, including RRP Case Management and

Employment Services.

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5.14.1 Secondary Migrants that have been in the U.S. more than twelve (12) months are not eligible for

RCA or RMA but may be eligible for benefits under such programs as TANF, Supplemental Nutrition Assistance Program (SNAP), and/or AHCCCS.

5.15 Develop and maintain professional connections and relationships among other professional sectors, and work to increase collaboration on behalf of Refugee families.

5.16 Provide all documents requiring the Client's/legal guardian signature in their indicated primary language or utilize an interpreter to read the document to the Client.

5.16.1 Ensure legal guardian signature is obtained before providing services to minors and adults under conservatorship.

5.17 Serve as cultural arbiters and liaisons between the Client and child welfare agencies, schools, law enforcement agencies, courts and mediation programs to help Client(s) with issues and needs concerning parenting education, behavioral health care, family preservation, and reporting child and elder abuse/neglect, and domestic violence.

5.18 Advocate for Clients to have Meaningful Access to RSI, which should include providing all necessary supportive resources and provisions beyond what is currently offered by RSI services.

5.18.1 Ensure equal service delivery to all Client groups, Refugees, other beneficiaries, Clients of all gender identities, new and existing Clients across all regions of the state, in accordance with Federal Regulations.

5.19 Ensure Meaningful Access by confirming the Client understands the materials presented to them. Iterate until the Meaningful Access components are satisfied, or until the Client understands or completes their responsibilities assigned. Understanding shall be demonstrated by:

5.19.1 Client/legal guardian affixing their signature to a document to demonstrate their understanding of the materials presented.

5.19.2 When prompted, a Client can independently express the content of the plan and their responsibilities independent of input from the program staff.

5.20 Implement protocols and train staff on how to handle situations where Clients face obstacles in Meaningful

Access to a Covered Entity’s programs, services, and benefits, with particular consideration to the following:

5.20.1 Determine the types of situations in which the Contractor should intervene. For example, when failure to provide interpretation and translation services pose an imminent threat to a Client’s health or safety.

5.20.2 Suggest, as appropriate, to provide technical assistance to such third-party agencies on developing responsive interpretation and translation service practices.

5.20.3 Provide feedback to the leadership of agencies failing to provide interpretation and translation services.

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5.20.4 Reporting to the Office of Civil Rights those agencies that consistently fail to remove harmful language barriers.

5.21 Maintain a professional capacity to identify and understand diverse behaviors and perspectives of different populations.