CTR078966__Contract_Documents.pdf

Direct Contract

Contract No.: CTR078966

Description: Refugee Program – Case Coordination

Rev. 03-2025, v12

Contract between the Arizona Department of Economic Security (the "Department") and Catholic Charities Community Services (PHX) (the "Contractor").

WHEREAS the Department is duly authorized to execute and administer contracts under A.R.S. §41-1954;

THEREFORE, the Department and Contractor agree to abide by all the terms and conditions set forth in this Contract.

Contract Term: This contract shall be effective from date of last signature and shall terminate on 9/30/2026, unless extended in accordance with the Special Terms and Conditions.

BY SIGNING THIS FORM ON BEHALF OF THE CONTRACTOR, THE SIGNATORY CERTIFIES HE/SHE HAS THE AUTHORITY TO BIND THE

CONTRACTOR TO THIS CONTRACT.

FOR AND ON BEHALF OF THE

ARIZONA DEPARTMENT OF ECONOMIC SECURITY:

FOR AND ON BEHALF OF THE CATHOLIC

CHARITIES COMMUNITY SERVICES (PHX)

(CONTRACTOR):

Signature of Authorized Individual Signature of Authorized Individual

Printed Name Printed Name

Title Title

Date Date

Contractor Mailing Address

Contractor Mailing Address (cont.)

Contact Name and Title

Phone number and Email address

CarrieLynn A Mascaro

VP of Central Program Operations

10/07/2025

5151 N 19th Ave

Phoenix, AZ 85015

Sade Omidiji - Refugee Programs Director

480-436-0839 somidiji@cc-az.org

Oct 21, 2025

Procurement Manager

Nathanael Hudson https://azdesgov.na1.adobesign.com/verifier?tx=CBJCHBCAABAAyAbm5dNrIAFnerMjBOARD-P_lQApMWiD

Table of Contents

CONTRACTOR IS STRONGLY ENCOURAGED TO READ THE ENTIRE CONTRACT.

Table of Contents

Scope of Work

Exhibit A – Contractor Equipment List

ADES Special Terms and Conditions

Uniform Terms and Conditions

Attachment 1 - Certification Regarding Lobbying

Attachment 2 - Participation in Boycott of Israel

Attachment 3 - Certification Regarding: Debarment, Suspension, Ineligibility and Voluntary Exclusion

Attachment 4 – Forced Labor of Ethnic Uyghurs Ban

Attachment 5 – Affirmation of Central Registry Background Checks

Attachment 6 – Itemized Service Budget (ISB)

Scope of Work

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 Arizona Refugee Resettlement Program (RRP) Case

Coordination Services is to support the effective resettlement of refugees and other eligible beneficiaries through available services that support their attaining and retaining self-sufficiency as quickly as possible after arrival in the United States (U.S.) or grant of qualifying status, pursuant to Title IV, Chapter 2, Section 411 (8 United States Code 1521) of the Immigration and Nationality Act (INA).

2.2 Legal Authority: Pursuant to Section 412 (c)(2)(B) of the Immigration and Nationality Act, Title 45, Code of Federal Regulations (CFR) Parts 400 and 401, Arizona Revised Statute (A.R.S.) § 41-1954 (A)(6) and (8), and the June 30, 1999 (Arizona) Gubernatorial Designation of Authority, DES makes funds available to provide services to refugees in Arizona.

2.3 Funding: Funding under this Contract shall be used exclusively to provide RRP Case Coordination Services for clients covered by this Contract. These services act as a bridge to support the effective resettlement of clients, with the goal of helping them achieve and maintain self-sufficiency as quickly as possible after arriving in the U.S.

3. Service Description

3.1 Taxonomy Definition: HP32-00 Refugee Program - Effective resettlement services encompass the development and maintenance of service delivery that fulfills the requirements of this Contract in such a way as to provide opportunities to achieve self-sufficiency and long-term successful transition to life in the U.S. as quickly as possible. Case Coordination Services include, but are not limited to, English language training referrals, relocation adjustment support, transportation support, assistance with accessing health care and medical services, unaccompanied minors service, and community education information.

3.2 Actual Service Description: Case Coordination Services support ORR-eligible beneficiaries who are at increasing and heightened risk of lack of safety and well-being (including homelessness), loss of or not achieving economic self-sufficiency, and family instability due to local displacement, trauma and re-traumatization, socio-economic hardships, and related social transition hardships amidst the current environment. Coordination services will assist the Office of Refugee Resettlement (ORR) eligible beneficiaries to meet their urgent needs through stabilization and self-sufficiency support, essential information, education, and assistance with referrals in accordance with Title 45, Code of Federal Regulations (C.F.R.), Part 400 Subpart I - Refugee Social Services § 400.155

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 ORR. The Director of ORR, within the United States Department of Health and Human Services (DHHS), Administration for Children and Families, has the authority to fund and administer programs for the benefit of refugees under the Refugee Act and in accordance with its regulations at 45 CFR Part 400 and 401. In addition to refugees, the Refugee Act provides for other eligible beneficiaries who may receive services to the same extent as refugees. Provisions within the Refugee Act make funding available for state refugee resettlement efforts, and the State of Arizona (the “State”) receives such funds appropriated to ORR under the Refugee Act. The State is required to operate its RRP Case Management Services pursuant to the Arizona State Plan for Refugee Resettlement, as approved by the Director of ORR. The authority to develop, review, and administer the Arizona State Plan for Refugee Resettlement, as approved by the Director of ORR, is delegated by the Governor of Arizona through DES under the State Refugee Coordinator. The 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 Service Eligibility Requirements: Clients identified by RRP as eligible participants and approved in the Arizona Refugee Resettlement Program Online Database (ARRPODS), may receive services provided under this Contract.

3.5 Eligible Beneficiaries: A refugee or other eligible beneficiary pursuant to the Refugee Act of 1980, as amended, is within five years from the date of arrival or grant of qualifying status. An eligible beneficiary (hereto referenced interchangeably with “client” or “clients”) includes the following:

3.5.1 Refugees admitted under INA § 207;

3.5.2 Asylees granted asylum under INS § 208;

3.5.3 Cuban and Haitian Entrants as defined under CFR § 401.2;

3.5.4 Certain Amerasians;

3.5.5 Adult Victims of Severe Forms of Human Trafficking certified by the DHHS and Minor

Victims of Trafficking;

3.5.6 Special Immigrant Visa Holders;

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

3.5.8 Others as indicated by RRP; and

3.5.9 Individuals paroled into the U.S. as refugees or asylees under INA § 212 (d) (5) are eligible for 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.

3.6 Eligible beneficiaries described in 3.5 must be provided equitable access to services allowed under this Contract. Priority of services for all eligible beneficiaries can only be determined according to the formula described in section 4.4 of this document. Contractors shall ensure that services do not discriminate against clients based on their participation in programs funded under federal discretionary grants outside Refugee Support Services (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 4.8, will be in violation of Meaningful Access” and considered discriminatory.

3.7 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:

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

3.7.2 Priority 2: All refugee and ORR eligible beneficiaries who are receiving Cash assistance.

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

3.7.4 Priority 4: All employed refugees and other ORR eligible beneficiaries in need of services to retain employment or self-sufficiency.

3.8 Priority Provision of Services within Case Coordination Plans: Contractors will provide a description of their process for serving clients in collaboration with Case Management/Employment Services (CM/ES) Contractors in compliance with Section 5.11 in their Case Coordination Plans.

4. Definitions

4.1 Arizona Refugee Resettlement Program (RRP): The Arizona Refugee Resettlement Program (RRP) is the state’s administration within the DES, Division of Aging and Adult Services (DAAS), with the statutory responsibility and authority to coordinate public and private resources for refugees 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 successful rebuilding of 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 successful resettlement.

4.2 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 the country in which the aliens habitually reside. Asylees are eligible to adjust to lawful permanent resident status after one year of continuous presence in the U.S.

4.3 Case Coordination: A systematic and collaborative service approach that assesses the needs of ORR-eligible clients for coordinated delivery of services in a timely and efficient manner. This approach includes monitoring client progress, evaluating the effectiveness of the care plan, and making adjustments as needed. It also involves advocating for clients’ needs and facilitating their access to appropriate resources and services. These resources and services may include employability and employment security services, household stability support, housing stability support, urgent healthcare services, legal services, and other public benefits and services for which clients are eligible.

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 as follows:

1. Assessment 4. Monitoring and Evaluation

2. Planning 5. Transition

3. Implementation 6. Documentation and

Reporting

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 3.5.

4.8 Client-centered Services: An approach to services that values client agency in decision-making and planning of needs, that is based on a client’s strengths and 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

ARRPODS. Client service records contain copies of legal immigration documentation for the client or other eligible beneficiary, electronic templates for the Family or Individual Self- Sufficiency Plan (SSP); Employability Plan (EP); client budgets, relevant copies of documents and certificates, and all other supporting documents for case coordination services.

4.10 Covered Entity: Any entity that receives federal financial assistance, either directly or indirectly, through a grant, cooperative agreement, contract or subcontract, is covered by the Guidance to Federal Financial Assistance Recipients Regarding Title VI, Prohibition Against National Origin Discrimination Affecting Limited English Proficient (LEP) Persons. Title VI applies to all federal financial assistance, which includes, but is not limited to, awards and loans of federal funds, awards or donations of federal property, details of federal personnel, or any agreement, arrangement or other contract that has as one of its purposes the provision of assistance. Title VI prohibits discrimination in any program or activity (see Meaningful Access 4.29) 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 or Haitian Entrant: One of the following:

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

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

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

4.11.4 A national of Cuba or Haiti who has an application for asylum pending with the United States Citizenship and Immigration Services (USCIS) and with respect to whom a final, non-appealable, and legally enforceable order of removal, deportation or exclusion has not been entered.

4.12 English as a Second Language/English Language (ELS/ELT): 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 Employability Plan (EP): Is an electronic document developed in ARRPODS that details goals and action items serving as a blueprint for change and transitioning the individual(s) or household from public cash assistance reliance to self-sufficiency. The EP is developed jointly between the Contractor and the employable client that outlines employment goals, personal goals, and all assigned activities, facilitating the client’s awareness of participation requirements intended to result in the earliest possible employment.

4.14 Employability Services: Employability services mean services, as specified in 45 C.F.R. §

400.154, designed to enable the client to obtain employment and improve their employability or work skills.

4.15 Employable Client: A client who does not meet one of the exclusion criteria as assessed in the

SSP development. The inability to read, write, or speak the English language is not an exclusion criterion.

4.16 Employment Services: The direct services provided, pursuant to 45 CFR 400.154 and to the development and implementation of an SSP and EP to assist clients with securing sustainable employment and overcoming barriers that impede their ability to achieve self-sufficiency.

Employment Services include the development of an individual EP, job readiness, job search, job development, job referral, job coaching, required support services, and follow-up.

4.17 Equitable Access: Ensuring that individuals or groups have a fair and unbiased opportunity to obtain the necessary resources, services, and assistance they require to meet their needs, achieve their goals, and participate fully in various domains of life, regardless of their diverse identities, backgrounds, circumstances, and functional abilities. The functional ability to gain Meaningful Access (see section 4.29) to programs and services.

4.18 Ethnic Community-Based Organization (ECBO): A nonprofit organization, often led by refugees or immigrants, that primarily serves and advocates for the needs of a specific ethnic diaspora community. These organizations are often created to address the unique challenges and needs of their community, particularly in areas like resettlement, cultural adjustment, and access to resources.

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

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

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

4.19.3 A parent with a child or children over twelve (12) weeks old when no childcare is available. Documentation stating that the household is unable to access the Arizona Child Care Assistance Program or other childcare programs shall be reflected in the client record. This exemption applies to only one adult per household.

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

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

4.19.6 Under age sixteen (16) or under age eighteen (18), but a full-time student (as defined in the Temporary Assistance for Needy Families [TANF] Program).

4.19.7 Age sixty-five (65) or older.

4.19.8 A victim of domestic violence who is working or whose participation in employability activities will put them at greater risk of harm.

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

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

4.20 Household Wizard: The user interface of ARRPODs for the creation of accounts for households and individuals.

4.21 Individual or Household 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 developed for each household member constitutes the Household 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 as to distinguish the provision of those services pursuant to their respective purposes and priorities, in accordance with the Federal Regulations.

4.22 Informed Consent: The process of ensuring that clients have a complete understanding of the materials presented to or work items assigned to them. Informed Consent is demonstrated by a client signing a digital or physical representation of the data provided.

4.23 Integration: A dynamic, two-way process in which all ORR eligible clients 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 the term "integration" to signify a one-way process of adaptation by immigrants to fit in with a dominant culture.

4.24 Intercultural Liaison: An individual who facilitates communication and cultural understanding between the client and service providers, supporting culturally responsive service delivery.

4.25 Linguistically Compatible and Culturally Responsive: Respectful of and responsive to explicit linguistic and cultural needs of individuals that are 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 responsive Case Coordination 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.

4.26 Local Resettlement Agency (LRA): A local affiliate of a domestic National Resettlement Agency

(RA) that operates under an active cooperative agreement with the U.S. Department of State to provide Reception and Placement services (R&P) to refugees and other eligible beneficiaries.

4.27 Historic Local Resettlement Agencies (HLRA): An LRA that historically operated under a cooperative agreement with the U.S. Department of State to provide R&P services to refugees and other eligible beneficiaries, but no longer operates under such a cooperative agreement and continues to support refugee and other eligible beneficiary self-sufficiency efforts.

4.28 Matching Grant Program: The Matching Grant Program (MGP) is an Office of Refugee

Resettlement (ORR)-funded, LRA-administered, incentivized voluntary participation program to assist eligible clients with achieving economic self-sufficiency through employment within 240 days of enrollment and without accessing other public cash assistance programs. LRAs must match private funds or in-kind goods and services with federal support.

4.29 Meaningful Access: Ensuring that all individuals are afforded equitable access (see section 4.17) 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:

4.29.1 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.

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

4.29.3 Effective Communication: Providing services in the individual’s primary language and ensuring client comprehension of the SSP and EP as indicated by the signature of the document or when the individual can explain the SSP and EP without help.

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

4.29.5 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.

4.30 Mutual Assistance Association (MAA): A nonprofit organization with a mission to support incoming refugees whose governing board composition includes women and at least 51 percent refugees. MAA’s are grassroots, community-based, nonprofit organizations managed primarily by and for members of resettled refugee groups based on the principle of mutual aid, refugees helping refugees.

4.31 Office of Refugee Resettlement (ORR): The 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 Assistance (RCA) and Refugee Medical Assistance (RMA) and a broad range of time-limited employment and social services for refugees and other eligible beneficiaries.

4.32 Professional: Conformance to practices of a common body of knowledge, the pedagogy of an identified field, standards of entry, and adoption of a code of conduct, such as those of the National Association of Social Workers (NASW) and the American Translators Association (ATA). Such professional ethics and standards promote adherence to such professional absolutes as confidentiality, integrity, romantic/sexual prohibitions, clear statements about professional/paraprofessional/volunteer roles, agency policy regarding gender issues, etc.

4.33 Reception and Placement (R&P): The R&P Program operated under a U.S. Department of State, Bureau of Population, Refugees and Migration (PRM) cooperative agreement, through which each refugee approved for U.S. admission is sponsored by one of the participating RAs.

Sponsoring RAs are 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 refugees’/special immigrants’ first thirty (30) to ninety (90) days in the U.S. The R&P 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.

4.34 Refugee: A person granted a lawful grant of immigration status and admission to the U.S. by the U.S. Department of Homeland Security in accordance with the INA, 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 owing to persecution or a well-founded fear of persecution on account of race, religion, nationality, membership in a particular social group, or political opinion.

4.35 Refugee Cash Assistance (RCA): ORR-funded public cash assistance provided to needy refugees and eligible beneficiaries who are otherwise ineligible for TANF. Effective May 5, 2025, RCA is available for a maximum of four months after a refugee’s or eligible beneficiary’s arrival in the U.S. or grant of qualifying immigration status. RCA is administered by RRP under the Public-Private Partnership Program.

4.36 Refugee Medical Assistance (RMA): Effective May 5, 2025, four-month maximum ORR-funded medical assistance for refugees and other eligible beneficiaries who are otherwise ineligible for Medicaid, in Arizona, the Arizona Health Care Cost Containment System

(AHCCCS).

4.37 Refugee Support Services (RSS): RSS is a formula grant allocated to states 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 support refugees and other eligible beneficiaries with securing employment 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.

4.38 Refugee School Impact (RSI): RSS set-aside RSI program provides activities that lead to the effective integration and education of eligible children and youth.

4.39 Safety: A state in which individuals are protected from physical harm, exploitation, and abuse;

have lawful status and understand their rights and responsibilities; live in stable, habitable housing; can access essential health and mental health services and receive the social, cultural, and community support necessary to reduce vulnerability and promote successful transition to life in their new environment.

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

4.41 State Plan for Refugee Resettlement: An outline with required assurances of the State's refugee resettlement program and plan to administer or oversee the administration of the federal statutory requirements pursuant to this part.

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

4.43 Task: Mutually agreed upon actions required to meet goals specified in the EP or SSP that are entered into ARRPODS.

4.44 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 federal funds and wide flexibility to develop and implement their own welfare programs. Citizens may apply for assistance at their local TANF agency. The DES Divisions of Benefits and Medical Eligibility (DBME) and Employment and Rehabilitation Services (DERS) are among the major government entities administering TANF benefits and services in Arizona.

4.45 U.S. Domestic Medical Examination for Newly Arrived Refugees: The U.S. Domestic Medical Examination for Refugees (examination), also referred to as the Medical Screening, 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.

4.46 Victim of a Severe Form of Human 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.

4.47 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:

4.47.1 Torture victims;

4.47.2 Seriously mentally ill;

4.47.3 Experiencing intense trauma;

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

U.S. citizenship;

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

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

intergenerational understanding; household cohesion; delinquency; neglect; abuse;

misunderstandings; and community strain.

4.47.7 Living in resource-poor neighborhoods or with a high incidence of crime.

4.48 Well-being: The overall condition in which an individual has access to essential services and supports necessary for successful adjustment to life and attainment of self-sufficiency, including, but not limited to, safe and stable housing, physical and mental healthcare, employment and educational opportunities, legal protection services, and social and diaspora connections that foster security, stability, and a sense of belonging in their new environment.

5. General Requirements

The Contractor shall:

5.1 Ensure that all activities performed under this contract are allowable under current ORR Policy

Letters; ORR Policy Letter 18-04 PL 18-04 and ORR Policy Letter 19-07 PL 19-07, and others as may be added and amended.

5.1.1 Comply with Federal Regulations, specifically Title 45 C.F.R. Parts 400 and 401, as may be amended, per ORR/Resource/45 C.F.R. 400 and ORR Resource/45 C.F.R. 401.

5.2 Comply with General Language Requirements, including:

5.2.1 Language services must be made available to each LEP person who seeks services, at no cost to each client, regardless of the size of that person’s language group.

5.2.2 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.

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

5.3 Develop and implement delivery procedures to ensure that clients' immediate needs can be addressed outside of normal business hours and be provided upon RRP’s request. The Contractor must submit to RRP its outside normal business hours, i.e., outside the Contractor’s standard business hours (e.g., evenings, weekends, or holidays) procedure within forty five (45) days of contract commencement.

5.4 Maintain skills in serving as an intercultural liaison to support the target population's local Integration.

https://acf.gov/orr/policy-guidance/refugee-support-services https://acf.gov/orr/policy-guidance/family-self-sufficiency-plan-requirements

5.5 Support clients' compliance with public assistance program participation, such as DES Division of Benefits and Medical Eligibility (DBME), Family Assistance Administration (FAA) work registration, work participation and associated mandatory reporting requirements, and include other Government entities as appropriate. Assistance with associated mandatory reporting requirements includes assisting in identifying meaningful job readiness and work search activities and reporting noncompliance with such work search activities.

5.6 Ascertain whether the client consents to enrollment in the cash programming pursuant to the program as detailed in the Rights and Responsibilities, the Grievance Procedure, and the Statement of Understanding.

5.6.1 If consent is provided, obtain signatures for each adult member of the case indicating consent to enrollment.

5.6.2 Upload enrollment documentation to ARRPODS under the correct heading within the Document Upload Object.

5.7 Refer clients who are not exempt under 45 C.F.R. 400.76, as a condition for receipt of RCA, to Employment Services within thirty (30) days of RCA eligibility determination.

5.8 Inform RRP of capacity concerns that would entail clients being added to a waitlist according to the Priority Provision in Services no longer than ten (10) business days after the identification of need. Formal written communication via email shall be made to the State Refugee Coordinator (SRC) and Deputy State Refugee Coordinator (DSRC) within ten (10) business days.

5.8.1 RRP will analyze the situation and respond to the Contractor’s capacity issue with a suggested course of action within thirty (30) days of receipt of the formal communication.

5.9 RRP reserves the sole right to prescribe a reduction of the caseload according to the Priority Provision in Services. The SRC and or the DSRC shall issue this order via email to the signatory on this Contract, should this provision be enacted.

5.10 Continuously monitor waitlisted clients and submit to RRP a monthly status report of all clients who have been waiting to receive services for three (3) or more business days. The status report shall be submitted on the fifteenth (15) of each month and shall include the following information for each client listed;

5.10.1 The client’s name;

5.10.2 Dates when services were requested;

5.10.3 Dates when services began; and

5.10.4 Current status of service.

5.11 Develop and submit a comprehensive Case Coordination Plan (Plan) within forty five (45) calendar days of the contract award. The Plan shall describe the Contractor’s approach to delivering Case Coordination Services and detail how these services will be coordinated with the CM and ES Contractors to support clients with transition to life in Arizona through a client-centered service delivery model. The Plan shall include:

5.11.1 Plan for the provision of necessary emergency and stabilization services for clients.

5.11.2 Client engagement process: Methods for outreach and recruitment, intake, assessment, goal setting, and client follow up, including coordination with CM and ES Contractors.

5.11.3 Service coordination strategies: The long-term service goals and implementation approach, including collaboration with CM and ES Contractors and other community partners, stakeholders, and human service providers, avoiding duplication of services while advancing enhanced outcomes and ensuring client needs don’t go unmet due to lack of coordination and unclear assumptions regarding provider roles in supporting the client.

5.11.4 Housing Coordination Services: Ensure that clients who are experiencing homelessness or are at risk of becoming homeless receive services as stated in Section 7.10.

5.11.5 Monitoring: Monitor client progress towards the self-sufficiency plan.

5.11.6 Quality assurance measures: Processes to monitor performance, ensure timely communication with CM and ES Contractors and deliver effective, collaborative services.

5.11.7 Tracking and reporting procedures: Tools and processes for documenting client progress, coordinating activities, and reporting outcomes.

5.11.8 Collaboration approaches with CM/ES Contractors and other Contractors within the RRP Service Provider Network, including:

5.11.8.1 Data Sharing: Create and follow through in ARRPODS for clients who wish or need to obtain services from another RRP Contractor.

5.11.8.2 Service Management: Prior to enrollment, assess and document that the client is not already receiving the proposed services under other RRP RSS service providers.

5.11.9 Stabilization: Leverage refugee resettlement and mainstream human service resources to facilitate the improvement of the client's situation.

5.11.10 Knowledge Transfer: Undertake knowledge transfer to provide information about services the client received and the resources used to address their urgent needs, supporting their stabilization and progress toward self-sufficiency. Knowledge transfer should occur when the Case Coordination Services are completed, contributing to the client’s achievement of self-sufficiency. The Contractor shall assist clients with identifying non-refugee specific resources to continue service delivery after refugee resettlement services are terminated.

5.11.11 Staffing structure: Maintain an organizational structure that ensures effective oversight, coordination, and delivery of all services under this contract. The staffing structure must include key personnel with clear roles, responsibilities, personnel qualifications to support program implementation and meet performance expectations. The Contractor must maintain adequate staffing levels and submit a detailed staffing plan within thirty

(30) days of contract execution, including an organizational chart, staff roles, and the percentage of time allocated to this program. At least seventy (70) percent of the total program funding must be allocated to direct services staffing, ensuring that the majority of resources are dedicated to client-facing program delivery.

5.11.12 Procedures for each adult or minor who is directly served under this Contract. If a task is developed for a minor, the signatory shall be the legal guardian.

5.12 Meet quarterly with the refugee resettlement network, including providers for employment services; services to older refugees; youth mentoring; refugee school impact; refugee medical screening; refugee health promotion; English language training to discuss case management challenges, share insights, and coordinate service changes.

5.13 Serve as cultural arbiters and liaisons between and among the client and child welfare agencies, schools, law enforcement agencies, and 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.

5.14 Maintain an institutional capacity to educate and support the target population with an understanding of the full range of available resources and services 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.

5.15 Ensure parity and equitability of service delivery between refugees and other eligible beneficiaries, between male and female clients, between initial and extended clients, and within the Contractor’s service area, pursuant to 45 C.F.R. 400.145(c).

5.16 Maintain professional capacity to identify and understand diverse behaviors and perspectives of different populations and need professional development to ensure that the Contractor maintains appropriate service capacity to support clients in receiving needed services.

5.17 Maintain an institutional awareness of how resettlement affects host communities.

5.18 Maintain skills in serving as a cross-cultural liaison to support the target population’s local integration.

5.19 Maintain adequate information technology systems, such that all key staff have access to e-mail and internet services to effectively conduct business.

5.20 Ensure that all staff members working with clients enrolled in RSS Case Coordination Services have regular access to ARRPODS and are adequately trained to use an internet-enabled computer, with the most recent version of Chrome browser.

5.21 Review all households’ electronic client Service Record once every six (6) months until case closure for compliance with this Contract.

5.22 Fully cooperate with RRP in the administration of this program, participating in all:

5.22.1 RRP convened quarterly and semiannual meetings;

5.22.2 Annual consultation with LRA’s to discuss upcoming refugee arrival numbers; and

5.22.3 Any other meetings or training courses as required by RRP.

5.23 Ensure that staff members working on the service deliverables associated with this Contract are fully versed on the service requirements of this Contract and 45 C.F.R. 400. Staff knowledge of the aforementioned items will be routinely evaluated through programmatic monitoring.

5.24 Inform RRP in advance of strategic planning efforts for which the Contractor seeks to expand the scope of Case Coordination Service delivery or amend the physical locations where services are provided.

5.25 Partner with ethnic community-based organizations (ECBO) for the delivery of refugee-specific linguistically compatible and culturally responsive case management and support services to coordinate and assist clients with achieving and…