CTR078421_Contract.pdf

ARIZONA DEPARTMENT OF CHILD SAFETY

DIRECT SERVICE CONTRACT

State of Arizona Department of Child Safety

Office of Procurement & Contracts 3003 N. Central Ave., 20th Fl.

Phoenix, AZ 85012 Pilgrim Rest Foundation – Community Hub

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Offer and Acceptance Form

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

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 Orders 2023-09, 2023-01, 2009-09 or A.R.S. §§ 41-1461 through 41-1465;

2.Has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or

Service to a public servant in connection with the submitted offer. Failure to provide a valid signature affirming the stipulations required by this clause will result in rejection of the Offer. Signing the Offer with a false statement will void the Offer, any resulting contract, and may be subject to legal penalties under law;

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

4.Has submitted this Offer as a firm offer for 180 days following the Solicitation due date and time per the Instructions to Offers. Any extensions to the Offer Acceptance

Period shall be made in accordance with the A.A.C. R2-7-C310;

5.Did not and will not involve collusion or other anti-competitive practices; and 6.Is not debarred from, or otherwise prohibited from, participating in any contract awarded by federal, state, or local government.

7.Does not participate in, and agrees not to participate in during the term of the contract, a boycott of Israel in accordance with A.R.S. § 35-393 et seq. (Unless exempt) 8.Does not participate in the use of forced labor of ethnic Uyghurs as described in A.R.S. § 35-394. (Unless exempt)

ACCEPTANCE OF OFFER

The offer is hereby accepted.

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

The Contract shall henceforth be referred to as Contract No. CTR078421

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 a purchase order.

State of Arizona Awarded this day of 20

Procurement Officer signature

Offeror company name Signature of person authorized to sign Offer Date

Address Printed name and Title

City, State, ZIP Contact name and Title

☐ By checking this box, Offeror is certifying that it is exempt from the requirements regarding the forced labor of ethnic Uyghurs and boycott of Israel because of one of the following: Contractor is a Sole proprietorship, has fewer than ten (10) employees; or is a non-profit organization.

Contact email address Contact phone number

Docusign Envelope ID: D5890538-E143-4B11-BF48-7D3C467BFD55

President/Administrator

Pilgrim Rest Foundation, Inc.

Richard Yarbough

Richard Yarbough

1401 E JEFFERSON STREET

President/AdministratorPHOENIX, AZ 85034

Rdbo@aol.com

Richard Yarbough

6022575064

8/22/2025

Docusign Envelope ID: 293849D1-F013-4953-A12E-860A34A995CD

8/25/2025

8/25/2025

8/25/2025

Deputy CPO

State of Arizona

Department of Child Safety

Office of Procurement & Contracts

3003 N. Central Ave., 20th Fl.

Phoenix, AZ 85012

CTR078421

Pilgrim Rest Foundation – Community Hub

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1.0 Introduction

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

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

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

2.0 Purpose and Background

2.1 Currently, 54% of calls received at the ADCS hotline do not meet definitions of abuse or neglect are screened out. These families are at risk of having a screened-in report if they are not provided needed resources and support. ADCS set forth key initiatives to build systems that will support long-term outcomes while identifying challenges that meet the immediate needs of the family. This initiative aims to increase the percentage of families who receive services through Family Resource Centers by 20% among those with a screened-out intake.

2.2 The purpose of this Agreement is to set forth the terms and conditions under which the Contractor will provide services in furtherance of ADCS’s goals, strategies, and initiatives. ADCS aims to provide culturally congruent services that enable families to successfully navigate government agencies and programs as part of their efforts to address their needs, and to reduce the rates of disproportionality and disparity that exist in Arizona’s child welfare system.

2.3 The Contractor will provide services to families that are referred to the Contractor by ADCS through a program to be referred to as a community hub (the “Community Hub”). The Community Hub will respond to referred families in need of resources and support that have come to the attention of ADCS via a screened-out hotline call or a community referral. The Community Hub will evoke cultural sensitivity, creative service delivery, and an understanding of unique challenges faced by these communities.

2.4 The Contractor shall maintain a collaborative relationship with ADCS Office of

Prevention. The Contractor and ADCS shall mutually agree on the processes to be employed for the response to the screened-out hotline calls and community referrals to the Community Hub. All decisions regarding changes in the agreed upon processes shall be mutually agreed upon by the Contractor and ADCS. Under no circumstances will the Contractor act on behalf of, or represent ADCS without approval from ADCS.

Docusign Envelope ID: D5890538-E143-4B11-BF48-7D3C467BFD55Docusign Envelope ID: 293849D1-F013-4953-A12E-860A34A995CD

Department of Child Safety

Office of Procurement & Contracts

3003 N. Central Ave., 20th Fl.

Phoenix, AZ 85012

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3.0 Service Description

3.1 The Contractor will provide assistance to families to cultivate a culture of support, and connect families with culturally attuned, trauma informed services and resources that support children, parents and families.

4.0 SCOPE OF WORK: The Contractor shall provide services, including but not limited to:

General Requirements: The Contractor shall:

4.1 Maintain staff assigned to acknowledge receipt and accept applicable service referrals. The service referral shall be in a format as mutually agreed upon by both ADCS and the Contractor.

4.2 Provide services Monday through Friday, 9:00 a.m. – 5:00 p.m., except on legal holidays recognized by the State of Arizona and or Pilgrim Rest Foundation.

4.3 Maintain responsibility for accepted service referrals from time of acceptance to time of closure. For this provision, closure will be defined as family disengagement, service completion, one-time assistance, or hotline call to ADCS, if applicable

4.4 Comply with all applicable federal, state, and local statutes, regulations, and policies as may be amended, required for the operation of a business conducted by the Contractor.

4.5 Make contact and assess client needs within five (5) business days of receipt of referral by the Contractor. Such services may include any combination of (i) services provided directly by the Contractor, (ii) referral or connection to third party programs for services, or (iii) referral or connection to affiliated programs of the Contractor for services. With respect to (iii), ADCS acknowledges and agrees that the Contractor may refer Clients to its own programs and invoice separately for such services provided (e.g., the Contractor’s nurturing parenting training provided in collaboration with ADCS).

4.5.1 ADCS will provide the Contractor with screened out intakes that do not meet the statutory requirement for an investigation. The screened-out intake calls will be provided by the ADCS Office of Prevention monthly in the form of a list that will include contact information.

a. The Contractor will reach out to all families referred by ADCS to offer prevention services and track data, progress, referral completion and outcomes.

Docusign Envelope ID: D5890538-E143-4B11-BF48-7D3C467BFD55Docusign Envelope ID: 293849D1-F013-4953-A12E-860A34A995CD

Department of Child Safety

Office of Procurement & Contracts

3003 N. Central Ave., 20th Fl.

Phoenix, AZ 85012

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4.6 Contractor shall serve non-English speaking families by being able to speak/ communicate in the preferred language of the guardian, parent, caregiver and/or child(ren) or by arranging for an alternative method of communication to communicate in the preferred language of the guardian, parent, caregiver and/or child(ren).

4.6.1 At a minimum, the Contractor shall be able to communicate or arrange for an alternative method of communication in the following languages:

Spanish, American Sign Language, Arabic, Farsi, and Swahili (the “Languages”).

4.6.2 The Contractor shall provide translation and interpretation services to meet the requirements of this Contract, by complying with Federal law regarding Limited English Proficiency LEP (Exhibit A).

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

4.6.4 The Contractor is responsible for the cost of being able to communicate with non-English speaking families in each of the Languages.

4.6.5 ADCS will reimburse the cost of Contractor to be able to communicate with non-English speaking families in all other languages, other than the Languages, upon submittal of receipts or invoices for such costs.

5.0 Specific Requirements the Contractor shall:

5.1 Development and Project Management:

5.1.1 Collaborate with the community and other community agencies to gain a better understanding of barriers to access services in order to establish practices for prevention, support, wrap-around services, and outreach.

5.1.2 Identify and implement a program manual or service model, including all educational and training materials that will cultivate a culture of support, and connect families with appropriate services and resources, with a focus on culturally attuned, trauma informed services and resources.

5.1.3 Provide services to complement the efforts coming out of ADCS Office of

Prevention, including but not limited to, the Family Resource Center network.

Docusign Envelope ID: D5890538-E143-4B11-BF48-7D3C467BFD55Docusign Envelope ID: 293849D1-F013-4953-A12E-860A34A995CD

Department of Child Safety

Office of Procurement & Contracts

3003 N. Central Ave., 20th Fl.

Phoenix, AZ 85012

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5.1.4 Hire Family Advocates, who will promote the services available, coordinate services for the community, and oversee and implement the program and the Community Hub.

5.1.5 Support this work using the Department’s existing structures and processes.

The Department will share information and conduct training regarding ADCS policies and procedures, existing program development, change management, and continuous quality improvement structure and processes to ensure any updates are shared timely with the Contractor.

5.2 Protocols for families targeted by the Community Hub initiative:

5.2.1 Safety Protocols:

a. Cultural Competence: Community Hub workers must undergo cultural competency training to understand and respect the cultural values, practices, and family dynamics of families in the communities we serve.

b. Trauma-Informed Approach: Implement trauma-informed practices recognizing the historical trauma and systemic issues affecting served communities. Identify and address racial biases within the child welfare system to facilitate equitable treatment.

c. Community Partnerships: Collaborate with community organizations, faith-based groups, and culturally specific agencies to provide training, support and resources tailored to the needs of families that mirror the communities we serve.

d. Holistic Assessments: Conduct comprehensive assessments considering socio-economic factors, systemic barriers and environmental stressors that impact the well-being of children in these communities.

5.2.2 Family Reunification Support:

a. Family Reunification Support: Community Hub will engage with the family prior to or at the time of family reunification to provide the family with a network of supportive resources in their community to lessen the risk of re-entry into care.

5.2.3 Enhanced Capacity Building:

a. Parenting Support: Offer specialized parenting programs incorporating cultural elements to empower parents and caregivers within served communities.

Docusign Envelope ID: D5890538-E143-4B11-BF48-7D3C467BFD55Docusign Envelope ID: 293849D1-F013-4953-A12E-860A34A995CD

Department of Child Safety

Office of Procurement & Contracts

3003 N. Central Ave., 20th Fl.

Phoenix, AZ 85012

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5.2.4 Educational Support:

a. Access to Resources: Provide equitable access to quality education, mentorship programs, and tutoring services that acknowledge and address potential disparities faced by served children.

5.2.5 Trauma-Informed Mental Health Services:

a. Offer trauma-informed therapy and counseling services sensitive to the unique experiences and challenges faced by children.

5.2.6 Training and Education:

a. Ongoing Cultural Competency Training: Provide ongoing training and education for Family Advocate and Community Liaison workers on cultural values, historical context, and family dynamics of the families served. Encourage dialogue, self-reflection, and awareness of biases.

b. Trauma-Informed Approach Training: Integrate training programs that specifically address historical trauma, systemic issues, and racial biases. This should involve understanding the impact of trauma and its manifestations within these communities.

5.2.7 Collaborative Approach:

a. Community Partnerships: Foster strong collaborations with community organizations, faith-based groups, and culturally specific agencies. Encourage active participation and involvement of these entities in planning, decision-making, and service delivery.

b. Holistic Assessment Tools: Develop comprehensive assessment tools that consider socio-economic factors, systemic inequalities, and environmental stressors specific to served families. Use these assessments to guide intervention strategies.

5.2.8 Health and Well-being:

a. Culturally Responsive Health Services: Facilitate access to healthcare providers who understand and respect cultural nuances.

Prioritize culturally sensitive mental health services and trauma-informed therapy. The Contractor will refer families to healthcare providers who are licensed, culturally sensitive, and have the capacity to deliver appropriate services.

5.2.9 Ongoing Evaluation and Improvement:

Docusign Envelope ID: D5890538-E143-4B11-BF48-7D3C467BFD55Docusign Envelope ID: 293849D1-F013-4953-A12E-860A34A995CD

Department of Child Safety

Office of Procurement & Contracts

3003 N. Central Ave., 20th Fl.

Phoenix, AZ 85012

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a. Monitoring and Evaluation: Implement mechanisms for ongoing evaluation, ongoing commitment, and resource allocation for programs and interventions. Solicit feedback from ADCS, the community and stakeholders to evaluate the Community Hub and make necessary adjustments and improvements. Implement actionable steps to improve and maintain practice fidelity over time.

b. The Contractor will partner with an independent external provider for data collection, evaluation, and analysis of program outcomes, as mutually agreed upon by the parties.

6.0 Contractor Requirements the Contractor shall:

6.1 Staffing & Qualifications:

6.1.1 Accept referrals beginning on the Effective Date and have staff to handle the capacity of client referrals.

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

6.1.2.1 a. Family Advocate: Have a minimum of a Bachelor’s degree from an accredited college or university in social work, sociology, education or a related field, or a minimum of two years of professional experience working in foster care, child welfare, education, or providing direct services to families, including children and youth, is required.

b. Program Director: Have a minimum of a Bachelor’s degree from an accredited college or university in social work, sociology or a related field, and a minimum of five years of professional experience working in foster care, a department of child services or providing direct services to families, including children and youth, is required.

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

6.1.2.3 Have training certificates required pursuant to Section 6.3 hereof.

6.1.2.4 Have a clear Central Registry Background Check and a Level One fingerprint clearance card prior to delivering services to ADCS clients, which is to be reviewed and updated annually.

6.1.2.5 Have not been placed on probation or parole for the last ten (10) years from present date.

Docusign Envelope ID: D5890538-E143-4B11-BF48-7D3C467BFD55Docusign Envelope ID: 293849D1-F013-4953-A12E-860A34A995CD

Department of Child Safety

Office of Procurement & Contracts

3003 N. Central Ave., 20th Fl.

Phoenix, AZ 85012

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

6.1.3 Report any changes in staffing by sending a secure email to the assigned

ADCS Contract Administrator within ten (10) days of the occurrence.

6.2 Professional Standards

Require its staff of conform to the following professional standards:

6.2.1 Staff are to be well groomed and present a professional appearance. Staff may wear clothing with the Contractor’s logo, if desired. Staff may not wear any of the following prohibited clothing items:

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

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

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

d. Clothing shorter than 2” above the knee.

6.2.2 Staff shall treat clients in a courteous manner, refraining from using profanity or otherwise offensive gestures.

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

6.3 Training

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

a. Car seat training;

b. Arizona mandated reporter law;

c. Documentation, understanding of all required forms, supervision, boundaries, communication and community resources;

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

i. child development;

ii. cultural awareness/sensitivity;

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

Docusign Envelope ID: D5890538-E143-4B11-BF48-7D3C467BFD55Docusign Envelope ID: 293849D1-F013-4953-A12E-860A34A995CD

Department of Child Safety

Office of Procurement & Contracts

3003 N. Central Ave., 20th Fl.

Phoenix, AZ 85012

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iv. understanding the basics of trauma informed practice;

v. helping families build confidence;

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

vii. personal and community safety;

viii. working with families with special needs;

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

6.3.2 The Contractor shall maintain documented proof (i.e. sign-in sheets, certificates) of employee trainings in the employee’s personnel file. The Contractor shall require that such documented proof be submitted to the Contractor by the employee within two (2) weeks after the training was completed. .

6.4 Personnel File

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

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

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

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

d. Central Registry Background Check;

e. Level One fingerprint clearance card;

f. Proof of training;

6.4.2 The personnel file shall be updated within three (3) business days if an employee providing services under this Contract has his or her license suspended and/or fingerprint clearance card restricted or revoked.

6.5 Service Case Records

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

a. Copy of the referral packet and/or required attachments;

b. All documents related to services provided to client;

c. All reports and forms identified in Section 7;

d. Copies of any documents provided by the client; and

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

f. Any significant incidents that occurred in relation to the client’s case or any incident related to or during delivery of service.

Docusign Envelope ID: D5890538-E143-4B11-BF48-7D3C467BFD55Docusign Envelope ID: 293849D1-F013-4953-A12E-860A34A995CD

Department of Child Safety

Office of Procurement & Contracts

3003 N. Central Ave., 20th Fl.

Phoenix, AZ 85012

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6.5.2 Retain the case file for a period of five (5) years after termination of this

Contract, or five (5) years after termination of the service to the family, whichever is later. If there is a court case or adverse action, files must be kept according to the direction of the Court.

6.5.3 Use secure destruction methods as the means of disposing the record after approval for disposal is obtained from ADCS, i.e. shredding hard copy case files and data erasure for electronic records) hard drives/disks/records), after the retention period noted in Section 6.5.2 has lapsed. Provide ADCS with a certificate of destruction.

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

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

b. Arizona State Library Archives

(http://www.azlibrary.gov/arm/retention-schedules)

c. ADCS Business Associate Agreement with HITECH

d. The Social Security Administration Privacy Act

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

6.5.5 Unless disclosure is otherwise required by law, Contractor is prohibited from sharing any information, including pictures, of any parent/caregivers or children, in any medium, including but not limited to, verbally, on social, printed, or electronic media. Notwithstanding the foregoing, Contractor may share information with its directors, officers, employees, agents and representatives, including, without limitation, attorneys and accountants, who may need to know such information for the purpose of assisting Contractor in connection with the services provided under this Contract.

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

7.0 Reporting Requirements; Referral to ADCS

7.1 ADCS reserves the right to request the Contractor to submit additional or revised reports related to the services provided under this Contract.

7.2 Programmatic Reports: Contractor will provide a final report to ADCS that provides an assessment of the Services provided under this Contract along with any other information reasonably requested by ADCS.

Docusign Envelope ID: D5890538-E143-4B11-BF48-7D3C467BFD55Docusign Envelope ID: 293849D1-F013-4953-A12E-860A34A995CD https://dcs.az.gov/about/dcs-policies http://www.azlibrary.gov/arm/retention-schedules https://www.ssa.gov/agency/privacyact.html

Department of Child Safety

Office of Procurement & Contracts

3003 N. Central Ave., 20th Fl.

Phoenix, AZ 85012

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7.3 Contractor shall submit reports on a monthly basis by the 15th day of the month following the month services were provided that at a minimum identify:

7.3.1 Caregiver’s Name and DOB

7.3.2 Detailed description of Services provided

7.3.3 Agency or Contractor providing the Services

7.3.4 Date of Service for each Service provided

7.3.5 Number of hours or other unit of measure for each Service provided

7.3.6 An invoice for the Contractor’s fee for the Services provided during the reporting period

7.3.7 Race demographics of family

7.3.8 Number of children Served per family

7.3.9 Indicate if family was included in Screened Out Data provided by ADCS

7.3.10 Screened Out Data

7.3.11 Number of Calls Made

7.3.12 Number of Calls Successfully Completed

7.3.13 Any additional information that ADCS reasonably requests with monthly reporting.

7.4 Significant Incident Report – ADCS Form CSO-1151A (Exhibit B) The Contractor shall report to the ADCS Contract Specialist by phone and email using the most recent contact information provided by the ADCS Contract Specialist with a copy to Contracts@azdcs.gov any significant incidents involving a person served under this contract using the Significant Incident Report in the form attached as Exhibit B.

The ADCS Contract Specialist will be responsible for informing the Contractor of any reporting requirements related to the significant incident. All Significant Incident Reports must also be sent to the ADCS Contracts email Contracts@azdcs.gov and reference this Contract.

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

a. Individual deaths;

b. Suicide ideation;

c. Suicide attempts;

d. Self-abuse;

e. Bullying;

Docusign Envelope ID: D5890538-E143-4B11-BF48-7D3C467BFD55Docusign Envelope ID: 293849D1-F013-4953-A12E-860A34A995CD mailto:Contracts@azdcs.gov

Department of Child Safety

Office of Procurement & Contracts

3003 N. Central Ave., 20th Fl.

Phoenix, AZ 85012

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f. Physical abuse and allegations of physical abuse;

g. Sexual abuse and allegations of sexual abuse;

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

i. Any incident involving injury or trauma, including accidents, regardless of treatment location;

j. When medicine is administered in an emergency situation;

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

l. Adverse medication reactions resulting in medical intervention;

m. Inpatient hospitalized clients;

n. Accidents occurring in home or off-site, while under the supervision of the family, requiring emergency medical treatment, which is not limited to near drowning that required resuscitation;

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

p. Assault, fighting or physical aggression

q. Damage or theft of property;

r. Substance abuse;

s. Police involvement;

t. Emergency evacuations;

u. Transportation/traffic-related incidents;

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

w. When a physical restraint is used;

x. When a child is arrested; and

y. When a child is determined to be a runaway.

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

(Exhibit B) to see if calling the hotline is also required.

1. If a Significant Incident Report is required, Contractor shall follow the procedure in Section 7.4 and Subsection 7.4.1.

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

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

and

b. Make a police report (if applicable).

7.4.3 Notwithstanding anything else in this Contract, the Contractor may refer a client back to the ADCS for any reason in its sole and absolute discretion. If the Contractor determines that a referral back to ADCS is necessary or desirable, the Contractor shall email such decision to the ADCS Contract Specialist by email using the most recent contact information provided by the ADCS Contract Specialist with

Docusign Envelope ID: D5890538-E143-4B11-BF48-7D3C467BFD55Docusign Envelope ID: 293849D1-F013-4953-A12E-860A34A995CD

Department of Child Safety

Office of Procurement & Contracts

3003 N. Central Ave., 20th Fl.

Phoenix, AZ 85012

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8.0 Payment Unit

8.1 The estimated cost of the Community Hub is attached as Exhibit C. The Contractor shall invoice ADCS monthly.

8.2 Invoices are to cover all tasks listed in the scope of work, not to exceed the total amount stated in Exhibit C, which are related to and include, but are not limited to the following:

a. Continued fidelity of the program;

b. Hiring of staff;

c. Training of staff;

d. Travel and administrative costs; and

e. Development and printing of documents.

9.0 Performance Measures

9.1 ADCS will monitor fidelity of service delivery to service design, monthly reports, budget, and the outcomes of this Contract based on the specific performance measures listed below.

9.2 Contractors shall be expected to provide the services described in this Contract based on the standards set forth in the scope of work. Failure to meet any of the ADCS expectations as outlined in the scope of work may result in a contractor performance report that may lead to a demand for assurance, which could lead to contract termination.

9.3 Contractor will provide the services described in, and in accordance with, this Contract but shall not be responsible for any particular outcome or outcomes with respect to or achieved by a person or family receiving services under this Contract.

# Performance Measure Due By Performance

Reporting Method

Report Frequency

Reference

Monthly Reports to the

Office of Prevention

The 15th day of the month following the month services were provided Written Report Monthly

Scope of Work 7.3

2 Final Program Report Within 30 days of the end of contract Written Report

End of contract period

Scope of Work 7.2

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Department of Child Safety

Office of Procurement & Contracts

3003 N. Central Ave., 20th Fl.

Phoenix, AZ 85012

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10.0 Invoices

10.1 The Contractor shall submit the invoice within fifteen (15) calendar days following the end of the month in which services are provided. The Invoice shall include reporting requirements as per 7.3 and include the following:

10.1.1 Contractor’s name;

10.1.2 Contract number;

10.1.3 Month of service;

10.1.4 Date service completed;

10.1.6 Unit rate; and

10.1.7 Total due.

10.1.8 Any additional information that ADCS reasonably requests with monthly invoicing.

10.2 The Monthly Invoice shall be signed and dated by the person authorized to submit invoices for the Contractor.

10.3 Final Invoice for the current contract period shall be submitted and received at

ADCS no later than the 30th day following the end of the contract period. The Final

Invoice shall include all adjustments to prior invoices submitted for the contract period.

10.4 Payment will only be made by ADCS upon receipt of accurately completed and timely submitted invoices with the required reporting documents.

10.5 The invoices and requisite documentation shall be submitted to:

Arizona Department of Child Safety Attn: Accounts Payable 3003 N. Central Ave Phoenix, AZ 85007 AccountsPayable@azdcs.gov

11.0 Limitation of Rights of Others. No person other than a party to this Contract shall have any legal or equitable right, remedy or claim against Contractor under or in respect of this Contract or the services provided under this Contract.

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Department of Child Safety

Office of Procurement & Contracts

3003 N. Central Ave., 20th Fl.

Phoenix, AZ 85012

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Special Terms and Conditions

The Special Terms and Conditions modify the Uniform Terms and Conditions and its Appendices.

It can modify them by replacing, deleting, appending to, or revising the text of an existing provision or by inserting a new paragraph into an existing article. No other document modifies or adds to the

Uniform Terms and Conditions, except as may subsequently be otherwise and expressly agreed and incorporated by Contract Amendment.

Definition of Terms

In addition to the terms and conditions defined in the Uniform Terms and Conditions and as used in the Contract, the following terms listed shall apply:

1.1 Acceptance “Acceptance” means the document headed “Offer and Acceptance Form” bearing the State contract number once Procurement Officer has signed it to signify (1) State’s formal acceptance of the Accepted Offer and (2) the formation of the Contract. For clarity of intent, the foregoing is not to be confused with the term “acceptance” used throughout the Contract in the context of delivery, inspection, etc., with respect to Materials or Services.

1.2 Accepted Offer If State did not request a Revised Offer, then “Accepted Offer” means the Initial Offer.

If State did request a Revised Offer but not a Best and Final Offer, then “Accepted Offer” means the latest Revised Offer.

If State requested a Best and Final Offer, then “Accepted Offer” means the Best and Final Offer.

1.3 Arizona

Procurement

Code;

A.R.S.;

A.A.C.

“Arizona Procurement Code” means, collectively, Title 41 Chapter 23,

et. sequitur, in the Arizona Revised Statutes (abbreviated “A.R.S.”) and administrative rules R2 7 101 et. sequitur in the Arizona Administrative Code (abbreviated “A.A.C.”).

NOTE: There are frequent references to the Arizona Procurement Code throughout the Solicitation Documents; therefore, you will need to be familiar with its provisions to be able to understand the Solicitation Documents fully.

The Arizona Department of Administration State Procurement Office provides a reference compilation of the Arizona Procurement Code on its website:

https://spo.az.gov/administration-policy/state-procurement-resource/procurement-regulations

The Arizona State Legislature provides the official A.R.S. online at:

http://www.azleg.gov/ArizonaRevisedStatutes.asp

The Office of the Arizona Secretary of State provides the official A.A.C. online at:

http://www.azsos.gov/rules/arizona-administrative-code

Docusign Envelope ID: D5890538-E143-4B11-BF48-7D3C467BFD55Docusign Envelope ID: 293849D1-F013-4953-A12E-860A34A995CD https://spo.az.gov/administration-policy/state-procurement-resource/procurement-regulations https://spo.az.gov/administration-policy/state-procurement-resource/procurement-regulations http://www.azleg.gov/ArizonaRevisedStatutes.asp http://www.azsos.gov/rules/arizona-administrative-code

Department of Child Safety

Office of Procurement & Contracts

3003 N. Central Ave., 20th Fl.

Phoenix, AZ 85012

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1.4 Attachment “Attachment” means any item that:

the Solicitation required Offeror to submit as part of the relevant Offer (e.g., Initial Offer, Revised Offer, or BAFO);

was attached to an Offer when submitted; and was included in the Accepted Offer.

1.5 Award Date “Award Date” means the date the contract is executed by the Department. This may or may not be the same date at the “Effective Date” which is the date specified on the Offer and Award or Signature page.

1.6 Contract

Amendment "Contract Amendment" means a document signed by Procurement Officer that has been issued for the purpose of making changes to the Contract after execution. The term “Change Order” in the eProcurement system is to be construed as being synonymous with “Contract Amendment”.

1.7 Contract Terms

and Conditions “Contract Terms and Conditions” means these Special Terms and Conditions and the Uniform Terms and Conditions taken collectively.

1.8 Contractor “Contractor” means the Person identified on the Accepted Offer who has entered into the Contract with State.

1.9 Contractor

Indemnitor “Contractor Indemnitor” means Contractor or any of its owners, officers, directors, agents, employees, or Subcontractors.

1.10 Department “Department” means the Arizona Department of Child Safety (DCS), unless otherwise indicated

1.11 Effective Date “Effective Date” means the date the Contractor is to start delivering services. The Effective Date is specified on the Offer and Award or Signature page

1.12 eProcurement “eProcurement” means State’s official electronic procurement system, established pursuant to A.A.C. R2-7-201 as set forth in the Arizona Department of Administration State Procurement Office policy.

NOTE (1): The URL for the eProcurement system itself is:

https://app.az.gov/

NOTE (2): The name and URL for the State’s official electronic procurement system may change at any time during the contract period. Contractors will be notified in writing of any such changes. No contract amendment is required for this change.

1.13 May “May” indicates something that is not mandatory but permissible

1.14 Pricing Document “Pricing Document” means Section 2-C of Part 2 of the Solicitation

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Department of Child Safety

Office of Procurement & Contracts

3003 N. Central Ave., 20th Fl.

Phoenix, AZ 85012

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Documents, provided that, if there is no such Section in the Contract, then “Pricing Document” is to be construed as referring to whatever item in the Contract contains the contracted pricing and payment provisions.

1.15 Shall or Must “Shall, Must” indicates a mandatory requirement. Failure to meet these mandatory requirements may result in the rejection of a proposal as non-responsive

1.16 Should “Should” indicates something that is recommended but not mandatory.

If the Contractor fails to provide recommended information, the State may, at its sole option, ask the Contractor to provide the information

1.17 Vulnerable Adult “Vulnerable adult" means an individual who is eighteen (18) years of age or older who is unable to protect himself from abuse, neglect or exploitation by others because of a physical or mental impairment

2. Legal Authority

2.1 State 1. Arizona Revised Statutes (A.R.S.) § 8-453 (A11) authorizes DCS to make contracts and incur obligations within the general scope of its activities and operations subject to the availability of funds.

2. A.R.S § 8-453 (A9bi) authorized DCS to provide the cost of care of children who are adjudicated by the court as dependent and who are in out of home placement.

3. A.R.S. § 8-846 authorizes DCS to provide services to children and families.

4. Arizona Constitution, Article 28 governs Limited English Proficiency in the State of Arizona.

2.2 Federal Title VI of the Civil Rights Act of 1964, 42 U.S.C. § 2000d, et seq., and 45 C.F.R Part § 80.3(b) are the federal laws that prohibits discrimination on the basis of race, color, and national origin in programs and activities receiving federal financial assistance. Title VI of the Civil Rights Act of 1964, 42 U.S.C. § 2000d, et seq., and 45 C.F.R Part § 80.3(b) are the federal laws governing Limited English Proficiency. (Limited English Proficiency Policy DCS06-01).

The Contractor shall ensure that all services provided are culturally relevant and linguistically appropriate to the population to be served following the DCS Policy, Limited English Proficiency, DCS 1-01-34.

3. Contract Administration and Operation

3.1 Eligible Agencies Any contract resulting from this solicitation shall be for the exclusive use of the designated State of Arizona agency.

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Department of Child Safety

Office of Procurement & Contracts

3003 N. Central Ave., 20th Fl.

Phoenix, AZ 85012

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3.2 Term of Contract The term of the Contract will commence on the date indicated on the Offer and Acceptance and continue for one year unless canceled, terminated, or permissibly extended.

3.3 Contract

Extensions The State shall have the unilateral right to extend the contract period for additional one (1) year periods or portions thereof for a total contract term not to exceed five (5) years. The terms and conditions of any such contract extension shall remain the same as the original contract.

1. The State has no obligation to extend or renew a contract.

2. Contracts may be extended or renewed for multiple periods, or may be established as a multi-year contract in its entirety or in part at the sole option of the State

3.4 Notices In addition to the Uniform Terms and Conditions, the following shall apply:

1. All notices shall reference the contract number.

2. The Contractor shall give written notice to the Department of changes to the following, and a written amendment to the contract shall not be necessary:

a. Change of telephone number;

b. Changes in the name and/or address of the person to whom notices are to be sent;

c. Changes in contract-related personnel positions of the Contractor which do not affect staffing ratios, staff qualifications or specific individuals required under this contract; or

d. In a fixed price with price adjustment contract, whenever there is less than a 10% increase in any budget category; any such increase must be offset by an equal value decrease in another budget category or categories.

3.5 Estimated

Quantities This solicitation references quantities as a general indication of the needs of the state. The state anticipates considerable activity resulting from contracts that will be awarded as a result of this solicitation;

however, the quantities shown are estimates only and the state reserves the right to increase or decrease any quantities actually acquired. No commitment of any kind is made concerning quantities and that fact should be taken into consideration by each potential contractor.

3.6 Contractor

Licenses Contractor shall maintain current all federal, state and local licenses and permits required for the operation of its business in general, for its operations under the Contract, and for the Work itself.

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Department of Child Safety

Office of Procurement & Contracts

3003 N. Central Ave., 20th Fl.

Phoenix, AZ 85012

19 | P a g e

3.7 E-Verify In addition to the terms and conditions in the Uniform Terms and Conditions, the following shall apply:

1. A breach of a warrant regarding compliance with immigration laws and regulations shall be deemed a material breach of the contract and the Contractor may be subject to penalties up to and including termination of the contract.

2. Failure to comply with a State audit process to randomly verify the employment records of contractors and subcontractors shall be deemed a material breach of the contract and the Contractor may be subject to penalties up to and including termination of the contract

3.8 Background

Checks for

Employment through the

Central Registry

If providing direct services to children or vulnerable adults, the following shall apply:

1. The provisions of A.R.S. § 8-804 (as may be amended) are hereby incorporated in its entirety as provisions of this Contract.

2. The Department will conduct Central Registry Background Checks and will use the information contained in the Central Registry as a factor to determine qualifications for positions that provide direct service to children or vulnerable adults for:

a. Any person who applies for a contract with this State and that person’s employees;

b. All employees of a contractor;

c. A subcontractor of a contractor and the subcontractor’s employees; and

d. Prospective employees of the contractor or subcontractor at the request of the prospective employer.

e. Volunteers who provide direct services to children or vulnerable adults shall have a Central Registry Background Check which is to be used as a factor to determine qualifications for volunteer positions.

3. A person who is disqualified because of a Central Registry Background Check may apply to the Board of Fingerprinting for a Central Registry exception pursuant to A.R.S. § 41-619.57. A person who is granted a Central Registry exception pursuant to A.R.S. § 41-619.57 is not entitled to a contract, employment, licensure, certification or other benefit because the person has been granted a Central Registry exception.

4. Before being employed or volunteering in a position that provides direct services to children or vulnerable adults, persons shall certify on forms that are provided by the Department whether an allegation of abuse or neglect was made against them and was

Docusign Envelope ID: D5890538-E143-4B11-BF48-7D3C467BFD55Docusign Envelope ID: 293849D1-F013-4953-A12E-860A34A995CD

Department of Child Safety

Office of Procurement & Contracts

3003 N. Central Ave., 20th Fl.

Phoenix, AZ 85012

20 | P a g e substantiated. The completed forms are to be maintained as confidential.

5. A person awaiting receipt of the Central Registry Background Check may provide direct services to DCS clients after completion and submittal of the Direct Service Position certification form if the certification states:

a. The person is not currently the subject of an investigation of child abuse or neglect in Arizona or another state or jurisdiction;

and

b. The person has not been the subject of an investigation of child abuse or neglect in Arizona, or another state or jurisdiction, which resulted in a substantiated finding.

c. The Certification for Direct Service Position can be obtained by emailing DCSCentralRegistry@azdcs.gov

6. If the Central Registry Background Check specifies any disqualifying act and the person does not have a Central Registry exception, the person shall be prohibited from providing direct services to DCS clients.

7. The Contractor shall maintain the Central Registry Background Check results and any related forms or documents in a confidential file for five (5) years after termination of the Contract. The Request for Search of Central Registry for Background Check form is located under forms at: https://dcs.az.gov/data/dcs-documents

3.9 Fingerprinting 1. Contractor shall comply with, and shall ensure that all of Contractor’s employees, independent contractors, subcontractors, volunteers and other agents comply with, all applicable (current and future) legal requirements relating to fingerprinting, fingerprint clearance cards, certifications regarding pending or past criminal matters, and criminal records checks that relate to contract performance.

2. Applicable legal requirements relating to fingerprinting, certification, and criminal background checks may include, but are not limited, to the following: A.R.S. § 36-594.01, 36-3008, 41-1964, and 46-141. All applicable legal requirements relating to fingerprinting, fingerprint clearance cards, certifications regarding pending or past criminal matters, and criminal records checks are hereby incorporated in their entirety as provisions of this contract.

The Contractor is responsible for knowing which legal requirements relating to fingerprinting, fingerprint clearance cards, certifications regarding pending or past criminal matters, and criminal records checks relate to contract performance.

3. To the extent A.R.S. § 46-141 is applicable to contract

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Department of Child Safety

Office of Procurement & Contracts

3003 N. Central Ave., 20th Fl.

Phoenix, AZ 85012

21 | P a g e performance or the services provided under this contract, the following provisions apply:

a. Personnel who are employed by the Contractor, whether paid or not, and who are required or allowed to provide services directly to juveniles or vulnerable adults shall have a valid fingerprint clearance card or shall apply for a fingerprint clearance card within seven (7) working days of employment.

b. Except as provided in A.R.S. § 46-141, this contract may be cancelled or terminated immediately if a person employed by the Contractor and who has contact with juveniles certifies pursuant to the provisions of A.R.S. § 46-141 (as may be amended) that the person is awaiting trial or has been convicted of any of the offenses listed therein in this State, or of acts committed in another state that would be offenses in this State, or if the person does not possess or is denied issuance of a valid fingerprint clearance card.

4. Federally recognized Indian tribes will submit and the Department of Child Safety shall accept certifications that state that no personnel who are employed or who will be employed during the contract term have been convicted of, have admitted committing or are awaiting trial on any offense as described in A.R.S. § 36-594.01 (as may be amended)

3.10 Code of Conduct The Contractor shall avoid any action that might create or result in the appearance of having:

1. Inappropriate use or divulging of information gathered or discovered…