DCF RFI 2324 050 _ EXAMPLE Part 2.pdf

CF Standard Contract 2019 Part 2 of 2 18 Contract No. LN272

EXHIBIT A – SPECIAL PROVISIONS

The following provisions supplement or modify the provisions of Items 1 through 11 of the Integrated Standard Contract, as provided herein:

A.1. ENGAGEMENT, TERM AND CONTRACT DOCUMENT

A.1.1. This Contract incorporates by reference §§39.905, 39.908, 741.28, 784.046, F.S., and Chapter 65H-

1, F.A.C., with initially capped terms in this Contract, not otherwise defined in this Contract, as defined in those statutes and rules.

A.1.2. This Contract incorporates by reference Attachments 3-31 which are located at https://www.myflfamilies.com/services/abuse/domestic-violence/providers-community-partners/contract-documents

A.1.3. Definitions

Program specific definitions may be found in the “Definition of Terms” (Attachment 4).

A.2. STATEMENT OF WORK

There are no additional provisions to this section of this Contract.

A.3. PAYMENT, INVOICE AND RELATED TERMS

A.3.1. Section 3.6 is added to read:

Travel Expenses

The Certified Domestic Violence Center shall establish a travel policy to include travel approval (Attachment 29) and reimbursement (Attachment 30) in accordance with s.112.061, F.S. The Certified Domestic Violence Centers are not required to use Attachment(s) 29 and 30 but must have a similar process in place. The Certified Domestic Violence Center shall submit the travel policy to the assigned contract manager within 30 days of contract execution for approval.

A.3.2. Section 3.5 last sentence is amended to read:

The Provider shall return to the Department any unused funds; any accrued interest earned; and any unmatched grant funds, as detailed in the Final Financial Report, no later than 45 days following the ending date of this Contract.

A.4. GENERAL TERMS AND CONDITIONS GOVERNING PERFORMANCE

A.4.1. In accordance with Section, 39.905, F.S., Section 90.5036, F.S., Chapter 65H-1, F.A.C., and CFOP 170-25, the Provider shall be a Certified Domestic Violence Center with an active certification issued by the Department. If the Department finds that there is failure by a Domestic Violence Center to comply with the requirements established, or rules adopted, under this section, the Department may deny, suspend, or revoke the certification of a Domestic Violence Center. The annual certificate automatically expires on June 30 of each State Fiscal Year unless the certification is temporarily extended to allow the center to implement a corrective action plan. An active certification is a non-negotiable condition of this contract. At the discretion of the Department, all payments may be https://www.myflfamilies.com/services/abuse/domestic-violence/providers-community-partners/contract-documents https://www.myflfamilies.com/services/abuse/domestic-violence/providers-community-partners/contract-documents

Part 2 of 2 19 Contract No. LN272 withheld until the Domestic Violence Center obtains an active certification.

A.4.2. Section 4.11.2 is amended to read:

To the extent services are provided to clients under this Contract, reportable incidents that may involve an immediate or impending impact on the health or safety of a client shall be immediately reported to the assigned Contract Manager.

A.5. RECORDS, AUDITS AND DATA SECURITY

A.5.1. Section 5.2 is amended to add:

5.2.4 - The Provider shall permit all persons duly authorized by the Department to have access to Provider's records, in both hard copy and electronic form, to the extent necessary to perform its oversight and monitoring function. Providers may not provide individual participant records to stakeholders, partner agencies, and other entities that have an interest in Provider operations or any other person or entity, except as expressly authorized in Section 39.908, F.S., or as otherwise authorized or required by law. In addition, client communications that satisfy the criteria for a privileged communication under Section 90.5036, F.S. may be disclosed only as provided in that statute.

A.5.2. Section 5.3 is deleted in its entirely and amended to read:

5.3 – Health Insurance Portability and Accountability Act (HIPAA)

Domestic violence centers are not covered entities and, therefore, are not required to comply with HIPAA Rules. Domestic violence centers are not Business Associates of the Department for purposes of HIPAA as the Department does not share PHI with the centers and the centers are not providing healthcare related services on behalf of the Department.

A.6. PENALTIES, TERMINATION AND DISPUTE RESOLUTION

A.6.1. Section 6.2.2 is replaced with:

Termination: This Contract may be terminated without cause by the Department upon no less than 30 days’ notice, and by the Certified Domestic Violence Center upon no less than 180 calendar days’ notice in writing to the other party unless a sooner time is mutually agreed upon in writing. Said notice shall be delivered by any delivery service that provides verification of delivery or by hand delivery to the assigned contract manager or the representative of the Certified Domestic Violence Center responsible for administration of the program. If either party terminates this Contract with or without cause, that party shall coordinate a transition plan, as described in the “Certified Domestic Violence Center Expiration/Termination Transition Planning Requirements” (Attachment 25) with the other party within 30 calendar days’ of making such notification. This provision shall not limit the Department’s ability to terminate this Contract for cause according to other provisions herein.

A.7. OTHER TERMS

A.7.1. Section 7.8 is amended to add:

Employment Eligibility Verification: The Provider is required to use the U.S. Department of Homeland Security’s E-Verify system to verify the employment eligibility of all newly hired employees used by the Provider under this Contract, pursuant to section 448.095, Florida Statutes. Also, the

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Provider must include in related subcontracts, if authorized under this Contract, a requirement that subcontractors performing work or providing services pursuant to this Contract use the E-Verify system to verify employment eligibility of all newly hired employees used by the subcontractor for the performance of services under this Contract. The subcontractor must provide the Provider with an affidavit stating that the subcontractor does not employ, contract with, or subcontract with an unauthorized alien. The Provider must maintain a copy of such affidavit for the duration of the Contract. If the Department has a good faith belief that a subcontractor knowingly violated section 448.095(1), Florida Statutes, and notifies the Provider of such, but the Provider otherwise complied with this statute, the Provider must immediately terminate the contract with the subcontractor.

A.7.2. Section 7.9 is amended to add:

In addition, the Provider shall not utilize any federally appropriated funding either directly or indirectly, to support the enactment, repeal, modification or adoption of any law, regulation, or policy, and any level of government. This prohibition applies to all activity, even if currently allowed within the parameters of the existing OMB Uniform Guidance.

A.7.3. Section 7 is amended to add:

7.16 Given the nature of this Contract, the Certified Domestic Violence Center is expected to have continuing duties that survive the ending date or earlier termination of this Contract. By way of incomplete examples, these duties will most likely include reports (fiscal and programmatic), budgets, audits, and payments. Absent completion of surviving terms, the Certified Domestic Violence Center may not change its corporate status in any manner without Department approval.

A.7.4. Section 7 is amended to add:

7.16 Third Parties. This Contract shall not be construed as providing any enforceable right to any third party.

A.7.5. Section 7 is amended to add:

7.17 Governance. The provider shall be a Certified Domestic Violence Center with an administrative office located in the geographic area served by the Certified Domestic Violence Center. All of the policy making, management, and operational control of the Certified Domestic Violence Center shall be vested in a self-perpetuating Board of Directors or a Committee of the Board of Directors whose membership shall meet the minimum requirements of Section 39.905(1)(e), F.S., which requires at least three (3) citizens, one of whom must be a member of a local, municipal, or county law enforcement agency. If a board committee governs the Certified Domestic Violence Center, 100 percent of its membership must consist of persons residing within the service area of the Certified Domestic Violence Center. The directors and officers of the Certified Domestic Violence Center shall have no business or financial ties to the Certified Domestic Violence Center, any of the providers that are part of the Certified Domestic Violence Center’s provider network, or any suppliers that result in a personal financial gain to any director or officer. Service providers shall not maintain voting rights within the Board of Directors.

A.7.17.1. Provider(s) shall have a written policy that establishes minimum required board training, orientation, and an annual self-assessment for the purpose of ensuring its ongoing viability.

A.7.17.2. Board orientation and/or annual training shall include governance-based roles and responsibilities; by-laws and policy review; fiscal review; history of the center, including any compliance related issues, program services and service management, privilege and

Part 2 of 2 21 Contract No. LN272 confidentiality, and basic domestic violence training.

A.7.17.3. Orientation shall be provided, and training shall be completed within the first six months.

Members should not accept an office before completing training.

A.7.17.4. Board Composition: Provider(s) shall have a written policy that establishes guidelines on addressing the composition of the board, including racial and ethnic representation from diverse populations and survivors of violence.

A.7.17.5. Related Party Transactions and Conflict of Interest: The Provider’s Board of Directors shall establish uniform and consistent policies to address procurement requirements for any related party transactions which include, at a minimum, the prohibition of any conflicts of interest among the Provider, its staff, and its Board of Directors.

A.8. Section 8, is amended to add:

FEDERAL FUNDS APPLICABILITY

A.8.1. 8.1.9 Economic Self-Sufficiency (TANF) Funds: TANF Funds must be spent on TANF-eligible clients (ATTACHMENT 18). Of all individuals receiving shelter service, the percentage of TANF-eligible clients served must be equal to or greater than the percentage of TANF funds in the Provider’s total budget. If the Provider fails to meet this requirement, a refund of excess funds is required. The Provider shall comply with federally mandated service outcomes as described in the approved Department of Children and Families Plan for Allocating TANF funds to Certified Domestic Violence Centers incorporated herein by reference. All statutorily mandated services and safety planning activities are eligible for TANF funds. Other services must be approved on an individual basis.

A.8.2. 8.1.10. Department of Health and Human Services, Family Violence Prevention and Services Act (FVPSA) Funds: For FVPSA funding provided, the Provider agrees to comply with the administrative and financial requirements and assurances of compliance with grant requirements as set forth in applicable grant award(s) to the Department from the Department of Health and Human Services. The statutory authority for this program is sections 301-313 of the Family Violence Prevention and Services Act, as amended by Section 201 of the Child Abuse Prevention and Treatment Act (CAPTA) Reauthorization Act of 2010, Pub. L. 111-320.

A.9. CLIENT SERVICES APPLICABILITY

A.9.1. Section 9.1 is amended to add:

9.1.1 The Provider shall report critical incidents to the Department as follows:

9.1.1.1 The following incidents, because of their severity, require telephone notification to the assigned contract manager within five (5) hours after the incident occurs.

9.1.1.1.1 Closure of Facility or Outreach Office: Any act in which the facility must close for five hours or longer. The Department may assist with the coordination of relocation for residents to another certified domestic violence center as needed. For any shelter or outreach location closed for more than seventy-two (72) hours, a service provision plan must be submitted in addition to the Incident Reporting Form.

9.1.1.1.2 Sexual Battery: Any incident resulting in a participant alleging sexual battery

Part 2 of 2 22 Contract No. LN272 by another participant, employee, or volunteer while residing at the shelter facility or while receiving outreach services.

9.1.1.1.3 Death: Any incident that involves the death of a participant or their dependent which occurs while residing at the shelter facility, or any incident that involves the death of an employee or a volunteer while on center property.

9.1.1.2 The Provider shall report the following incidents to the Department at the time center staff become aware of the incident and in no event more than twenty-four (24) hours after the incident occurs.

9.1.1.2.1 Communicable Disease: Any outbreak of a communicable disease in the shelter facility that requires implementation of control procedures, or a quarantine order issued by the State Health Officer or county health department.

9.1.1.2.2 Media Inquiry: Any action by a program participant, their dependent, an employee, or a volunteer that results in an inquiry by public media, the Legislature, or the Office of the Governor.

9.1.1.2.3 Death of Outreach Participant: Any death occurring while receiving outreach services.

9.1.1.2.4 Serious Injury/Illness: Any incident resulting in a serious injury or illness that requires the response of law enforcement, emergency medical services, paramedics, or firefighters and is a result of conditions at the center that pose a serious risk of imminent harm to the health or safety of participants.

9.1.1.2.5 Altercation: Any incident resulting in a serious injury that requires medical treatment by a licensed health care professional due to a physical altercation between two or more participants, or their dependents; or between one or more participant, their dependent, an employee, or a volunteer.

9.1.1.2.6 Financial Mismanagement: Theft/larceny or center assets (money or property) by any staff member or volunteer.

9.1.2 Providers registered as advocates under Section 39.905, F.S., will comply with the provisions of s. 90.5036, F.S., when reporting an incident. The Provider shall submit all incident reports via electronic mail to the assigned contract manager on the Incident Reporting Form, incorporated by reference.

A.9.2. Section 9.3 is amended to read: State laws providing for the confidentiality of client and other information include but are not limited to sections 39.0132, 39.00145, 39.202, 39.809, 39.908, 63.162, 63.165, 90.5035, 90.5036, 383.412, 394.4615, 397.501, 409.821, 409.175, 410.037, 410.605, 414.295, 415.107, 741.3165 and 916.107, F.S.

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EXHIBIT B - SCOPE OF WORK

B.1. SCOPE OF SERVICE

B.1.1. The Provider shall expand domestic violence services into Marion County as the existing Marion County shelter moves toward dissolution.

B.1.2. Core Domestic Violence Services: The Provider shall maintain Certification through provision of the following core domestic violence services, as defined in Section 39.905, F.S. and Chapter 65H- 1, F.A.C.

B-1.2.1. Emergency Shelter for 24 hours or more

B-1.2.2. Counseling

B-1.2.3. 24-Hour Hotline

B-1.2.4. Assessment of Children

B-1.2.5. Direct Service Information and Referral

B-1.2.6. Case (Service) Management

B-1.2.7. Non-residential Outreach Services

B-1.2.8. Community Education

B-1.2.9. Professional Training

B.1.3. Domestic Violence Prevention Services: The Provider will deliver comprehensive domestic violence primary prevention strategies and services targeted to youth and community partners.

These strategies and comprehensive services will be outlined in the Provider’s submitted implementation plan for prevention, which must be approved by the Department.

B.1.4. Co-Located Child Protection Investigation (CPI) Project Services: The Provider will collaborate with child and family well-being professionals to increase the resources, services, and advocacy available to survivors of domestic violence that have an open child abuse investigation, diversion case or are involved in the dependency process and are the nonoffending parent.

B.2. MAJOR CONTRACT GOALS

In accordance with Section 39.901, F.S., it is the intent of the Legislature that the Department of Children and Families provide domestic violence services to survivors of domestic violence and their children. The goals of the program are to increase the safety of survivors and their children by ensuring victim service providers conduct trauma-informed, empowerment-based advocacy, culturally responsive service provision for survivors of domestic violence, dating violence, sexual assault, and stalking.

B.3. SERVICE AREA/LOCATIONS/TIMES

B.3.1. The Provider’s administrative offices shall be located at the address specified in the CF Standard Contract, Section 1.3. Administrative offices shall be open during normal business hours, Monday through Friday.

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B.3.2. The Provider shall maintain sufficient facilities and equipment to deliver the agreed upon services.

In accordance with Section 39.908, F.S., information about the location of domestic violence centers and facilities is confidential and exempt from the provisions of Section 119.07(1), F.S. All services will be provided in the Provider’s designated service area, but to protect the safety of domestic violence survivors in residence at the center, the service delivery location is not included in this Contract.

B.3.3. Domestic violence emergency services, including hotline, shall be provided twenty-four (24) hours a day, seven (7) days a week. Emergency centers must be open, staffed, and accessible to individuals twenty-four (24) hours a day, seven (7) days a week.

B.3.4. Non-emergency services shall be provided at times that allow the greatest number of the targeted population to participate.

B.3.5. The Provider shall notify the assigned contract manager, in writing, at least thirty (30) calendar days in advance of any changes in the street or mailing address, telephone number, electronic mail address, or facsimile number that affects the Department’s ability to contact the Provider.

B.3.6. In accordance with Chapter 65H-1.012(3), F.A.C., if the Provider wishes to change the service location, close a service location, or open additional service locations during an existing certification period, the Provider shall notify the assigned contract manager, in writing, at least thirty (30) calendar days prior to the change or addition, and request approval from the Department.

B.4. CLIENTS TO BE SERVED

B.4.1. Clients to be served are survivors of domestic violence, dating violence, sexual assault within the context of domestic violence, and stalking, and their children, family, or household members, as well as members of the public with respect to education and training services. The Provider is expected to collaborate with local child and family well-being agencies to provide consultation to child and family well-being staff and increase the resources, services, and advocacy available to survivors of domestic violence that are involved in an open child abuse investigation, diversion case or the dependency process and are the nonoffending parent.

B.4.2. Clients shall not be charged a fee for services.

B.5. CLIENT ELIGIBILITY

B.5.1. Client eligibility for services shall be governed by federal and state laws, rules, and regulations.

B.5.2. The Provider will determine eligibility criteria according to local needs and in accordance with CFOP 170-25. Eligibility criteria must be clearly delineated in a written policy statement by the Provider. It is the Provider’s responsibility to determine individual eligibility for services in accordance with the Provider’s written intake policies and procedures, and the terms of this Contract.

B.5.3. Temporary Assistance for Needy Families (TANF) services shall be determined based on need as determined by completion of the TANF Eligibility Determination Form.

B.5.4. Pursuant to ss. 414.095(2)(a), F.S., eligible clients funded with TANF shall be a United States Citizen or qualified non-citizen, as defined in ss. 414.095(3), F.S.

B.5.5. For additional requirements for TANF funds, see Section A.8.1.

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B.6. CLIENT DETERMINATION

The Provider shall not deny services to or discriminate against any person on account of race, religion, color, national origin, gender, age, mental or physical disability, sexual orientation, citizenship, marital status, gender identity (or expression), language spoken, immigration status and any other protected class.

B.7. CONTRACT LIMITS

B.7.1. Services in addition to those required by the express provisions of this Contract shall be deemed gratuitous and without charge to the Department.

B.7.2. Activities That Compromise Victim Safety and Recovery or Undermine Offender Accountability: The Provider agrees that funds under this Contract will not support activities that may compromise victim safety and recovery or undermine offender accountability, such as:

procedures or policies that exclude victims from receiving safe shelter, advocacy services, counseling, and other assistance based on their actual or perceived sex, age, immigration status, race, religion, sexual orientation, gender identity, mental health condition, criminal record, work in the sex industry, or the age and/or sex of their children; procedures or policies that compromise the confidentiality of information and privacy of persons receiving OVW-funded services; procedures or policies that impose requirements on victims in order to receive services (e.g., seek an order of protection, receive counseling, participate in couples’ counseling or mediation, report to law enforcement, seek civil or criminal remedies, etc.); procedures or policies that fail to ensure service providers conduct safety planning with victims; project design and budgets that fail to account for the access needs of participants with disabilities and participants who have limited English proficiency or are Deaf or hard of hearing; using technology without addressing implications for victim confidentiality, safety planning, and the need for informed consent; partnering with individuals or organizations that support/promote practices that compromise victim safety and recovery or undermine offender accountability. ………

B.7.3. Any Certified Domestic Violence Center that requests additional funding either in excess of 5% of its current annual funding or for two consecutive years, as a precondition for receipt of the requested funding, may be required to pay for a forensic audit of itself performed by auditors chosen by and reporting their results to the Department. Additional circumstances for consideration by the Department in determining whether a forensic audit is necessary, may include but is not limited to, findings identified by an independent financial audit, concerns from the Risk Pool Committee, and/or lack of collaboration related to Financial Viability Plan.

B.7.4. The Office of Domestic Violence (ODV) establishes Certified Domestic Violence expenditure guidelines. The Certified Domestic Violence Center administrative employee may not receive a salary, whether base pay or base pay combined with any bonus or incentive payments, in excess of 150 percent of the annual salary paid to the Secretary of the Department of Children and Families from state-appropriated funds, including state- appropriated federal funds. This subsection does not prohibit any party from providing cash that is not from appropriated state funds to a Certified Domestic Violence Center administrative employee.

B.7.5. Pending Litigation: The Department will consult with the Certified Domestic Violence Center regarding pending lawsuits that may affect services under this Contract but will have no obligation to the Certified Domestic Violence Center to undertake or change any position in any case. The Certified Domestic Violence Center shall comply with any requirements imposed by an applicable court order or settlement related to such lawsuits. Verified increases in costs resulting therefrom will be considered by the Department. The Certified Domestic Violence Center will notify the Department of all lawsuits related to this Contract or services, within ten (10) calendar days of receipt of service.

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EXHIBIT C - TASK LIST

The Provider shall perform all functions necessary for the proper delivery of services including, but not limited to, the following:

C.1. SERVICE TASKS

The Provider shall perform the following tasks and document task completion by completing and delivering all reports, documentation, and deliverables as specified in Section C.2.4, Records and Documentation, Section C.2.5, Reports, and Section D.2, Deliverables.

C.1.1. Collect data and submit performance measure results as specified in Section D.2, Deliverables, and Exhibit E, Minimum Performance Measures.

C.1.2. Services shall be delivered in accordance with the requirements of Section 39.901 through 39.908, F.S., Chapter 65H-1, F.A.C, CFOP 170-25, and all relevant statutory and regulatory requirements, which may include, among other relevant authorities, the Violence Against Women Act of 1994, P.L. 103-322, the Violence Against Women Act of 2000, P.L. 106-386, the Violence Against Women and Department of Justice Reauthorization Act of 2005, P.L. 109-162, the Violence Against Women Reauthorization Act of 2014, P.L. 113-4, the Omnibus Crime Control and Safe Streets Act of 1968, 34 U.S.C §§ 10101 et seq., and OVW’s implementing regulations at 28 C.F.R. Part 90.

C.1.3. Core Domestic Violence Services

C.1.3.1. Services to be available for all residential and outreach participants in Marion County on an ongoing basis:

C.1.3.1.1. Emergency shelter for 24 hours or more

C.1.3.1.2. Counseling and Advocacy Services (including crisis intervention, safety planning, assessment of risk, and intervening with various social and legal agencies on behalf of participants as needed)

C.1.3.1.3. 24-hour hotline

C.1.3.1.4. Assessment and appropriate referral of resident children

C.1.3.1.5. Direct-service information and referral

C.1.3.1.6. Case (service) management

C.1.3.1.7. Non-residential outreach services

C.1.3.2. Services to be provided for the community throughout each state fiscal year:

C.1.3.2.1. Community education

C.1.3.2.2. Professional training for law enforcement and other professionals

C.1.4. Primary Prevention Services

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C.1.4.1. Hire and maintain at least 0.5 FTE within 90 days of contract execution designated to facilitate and participate in primary prevention programming as outlined in C.1.4.2 – C.1.4.4.

C.1.4.2. Engage in primary prevention activities addressing all the levels of the social ecological model (individual, relationship, community, and society) within the local community.

Provider shall review existing FY23-24 implementation plan for and make necessary revisions within 60 days of contract execution.

C.1.4.3. Provider will facilitate community engagement opportunities and initiatives which may include, but not be limited to, the following:

C.1.4.3.1. Teaching safe, equitable, and respectful relationship skills:

C.1.4.3.1.1. Social-emotional learning programs for youth

C.1.4.3.1.2. Safe, equitable, and respectful relationship programs

C.1.4.3.2. Engaging influential adults and peers:

C.1.4.3.2.1. Men and boys as allies in prevention

C.1.4.3.2.2. Family-based programs

C.1.4.3.3. Disrupting the developmental pathways toward partner violence

C.1.4.3.3.1. Preschool enrichment with family engagement

C.1.4.3.3.2. Parenting skill and family enrichment programs

C.1.4.3.4. Creating Protective Environments:

C.1.4.3.4.1. Improving school climate and safety

C.1.4.3.4.2. Improve organizational polices and workplace climate

C.1.4.3.4.3. Modify the physical and social environments of neighborhoods and/or communities

C.1.4.3.5. Strengthen economic supports for families:

C.1.4.3.5.1. Strengthen household financial security

C.1.4.3.5.2. Strengthen work-family supports

C.1.4.3.5.3. Increasing access to housing, food, childcare, transportation, and equitable wages

C.1.4.4. Provider will apply findings/recommendations from the most recent annual local or statewide fatality review to develop program implementation plan for SFY24-25 due by June 1st.

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C.1.5. Co-located Child Protection Investigator (CPI) Project

C.1.5.1. Hire and maintain a minimum of one staff responsible to assist with case consultations and staffing with the CPI unit of the regional DCF office. CPI staff must be hired within 60 days and staff shall be co-located within 90 days of advocate certification. Documentation of co-location shall be signed by a regional Department supervisor to substantiate co-location and shall be submitted monthly.

C.1.5.2. Provide advocacy support and referral services for survivors of domestic violence where the survivor has an open child abuse investigation, diversion case, or is involved in the dependency process.

C.1.5.3. Provide accompaniment to CPI interviews, case staffing and other meetings with child and family well-being workers.

C.1.5.4. Participate in case staffing meetings that include child and family well-being involved domestic violence cases. A case staffing is defined as a formal meeting with CPI and community partners to coordinate services.

C.1.5.5. Provide consultation services to child and family well-being staff to help enhance survivor and child safety and hold perpetrators accountable. Case consultations may include helping CPI identify power and control dynamics and the impact of coercive control on survivors and children while maintaining confidentiality.

C.1.5.6. Participate in all quarterly statewide CPI Project calls facilitated by the Department’s contracted training and technical assistance provider. All quarterly calls and center-specific technical assistance facilitated by the Department’s contracted training and technical assistance provider must be attended by co-located advocate(s) and project supervisor.

C.1.5.7. Conduct quarterly meetings with regional Office of Child and Family Well-Being (OCFW) and CBC leadership and other stakeholders as needed, to collaborate on the CPI co-located project and enhance safety and services to survivors and their children. The Provider’s Executive Director or delegate shall be present for all meetings.

C.1.6. Statewide Needs Assessment

C.1.6.1. At the request of the Department, the Provider shall participate in DCF-sponsored activities related to a statewide needs assessment including, but not limited to, stakeholder interviews, focus groups, statistical information requests, and surveys.

Activities to be determined by the Department.

C.1.6.2. The Provider shall submit a quarterly report regarding survivor requests for services or assistance which the Provider was unable to provide due to barriers or other reasons.

C.1.6.3. The Provider shall submit a minimum of one story per quarter about how an individual survivor navigated services within the community. The survivor’s name shall be changed to protect the survivor’s safety and confidentiality.

C.1.7. The Provider shall coordinate services with the Department and other community organizations as needed to provide comprehensive services for participants, including law enforcement, state agencies, the School Board and other social service agencies serving survivors of domestic and dating violence, stalking, and sexual violence in the context of domestic violence.

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C.1.8. The Provider shall coordinate on Statewide Initiatives in collaboration with the new service administrator(s) as designated by the Department.

C.1.9. Osnium WS Software:

C.1.9.1. The Provider shall use Osnium WS as its database case management system. All Florida Domestic Violence Services Reports, (Attachment 9), and FVPSA Performance Progress Reports, (Attachment 10), shall be submitted using data from the Osnium WS system. The Provider shall comply with all terms and conditions of any license granted by the Department to the Provider relating to use of the Osnium WS software data collection system.

C.1.9.2. The Provider shall seek approval from the Department prior to making any requested customizations to the Osnium software to ensure all changes comply with funder and contract requirements as well as maintaining the integrity of the reporting functions of the software.

C.1.9.3. The Department will determine how often the Osnium WS software needs updating. The Provider shall perform all Osnium WS software updates within 30 days of update issuance.

C.1.10. Transportation Disadvantaged: The Provider shall comply with the provisions of Chapter 427, F.S., Part I, Transportation Services, and Chapter 41-2, F.A.C., Commission for the Transportation Disadvantaged, if public funds provided under this contract will be used to transport eligible individuals. The Provider agrees to comply with the provisions of CFOP 40-5 if public funds provided under this contract will be used to purchase vehicles which will be used to transport eligible individuals.

C.1.11. Bond Insurance: The Provider shall furnish documentation of an insurance bond from a responsible commercial surety company covering all officers, employees and agents of the provider authorized to handle funds received or disbursed under this contract in an amount commensurate with the funds handled, as determined by the surety company, and consistent with good business practice.

C.2. ADMINISTRATIVE TASKS

C.2.1. Staffing

C.2.1.1. Minimum Staffing: In addition to those positions required by Chapter 65H-1.013(8)(a), F.A.C., the Provider must always have sufficient staffing to provide quality services and help ensure the safety of participants and staff. As the number of residents in shelter increase, the Provider must adjust its staffing to accommodate for the increased demand.

The Provider must have minimum staffing as reflected in the chart below:

Number of residents in shelter*

Number of staff required

Days/hours required staff must be on site at shelter

20 or fewer 1 24 hours per day, 7 days per week

21 – 49 2 8:00 am – 11:00 pm, 7 days per week

(at least 1 staff member must be on site from 11:00 pm – 8:00 am daily)

50 – 99 2 24 hours per day, 7 days per week 100 or more 3 24 hours per day, 7 days per week

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*This chart represents minimum staffing requirements per shelter facility. Number of residents in shelter may not be combined from multiple shelters to determine minimum staffing requirements.

C.2.1.2. Core Competency and Privilege: The Provider’s staff members or volunteers who supervise, coordinate, and/or provide direct services to center participants shall successfully complete thirty (30) hours of specialized training, and the Provider must submit the Privilege Registration Application to the Department, within 90 days of employee’s initial employment or volunteer direct service start date with the Provider.

Refer to (Attachment 3) for additional submission guidance. When an employee or volunteer was previously registered through another center, the Provider must notify the Department within 30 days of the employee’s beginning employment or start date of volunteer service so that the Department can update the privilege database. The Provider shall utilize the Department-approved Core Competency Curriculum for twenty-four (24) of the required hours of training. Only the Department or Department-authorized trainers shall provide training on the Core Competency Curriculum. When an employee or volunteer is no longer employed by the Provider, the Provider shall notify the Department within 30 days of the date of termination.

C.2.1.3. Personnel Files: The Provider shall maintain a personnel file for each employee performing services under this Contract. The file shall include at a minimum:

C.2.1.3.1. Hire date

C.2.1.3.2. Timesheets and/or activity reports that include the percentage of time allocated to the Department and are approved by the direct supervisor

C.2.1.3.3. Resume and proof of education and/or credentials for those positions outlined in Chapter 65H-1.013(8)(a)

C.2.1.3.4. Signed and dated acknowledgement indicating that the employee read and understood the center policies and procedures relevant to their position, pursuant to Chapter 65H-1.013, F.A.C. (within 60 days of hire)

C.2.1.3.5. Signed and dated confidentiality statement (within 60 days of hire)

C.2.1.3.6. Signed and dated drug-free workplace statement (within 60 days of hire)

C.2.1.3.7. Signed and dated current position description, which specifies the position responsibilities and qualifications, and percentage of time allocated to the Department contract (within 60 days of hire or transfer to new position)

C.2.1.3.8. Documentation of a valid driver’s license for staff that transport participants

C.2.1.3.9. Documentation of advocate-victim privilege certification

C.2.1.3.10. Records of training received for each employee, delineating the date and hours of training received to include, but not limited to:

C.2.1.3.10.1. Core competency training, if applicable

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C.2.1.3.10.2. 16 hours of in-service training, annually

C.2.1.3.10.3. Data Security training (within 90 days of hire and annually within each state fiscal year thereafter)

C.2.1.3.10.4. Anti-bullying and Anti-Harassment training (within 60 days of hire and annually within each state fiscal year thereafter)

C.2.1.3.10.5. Emergency Management Plan training (within 90 days of hire and annually within each state fiscal year thereafter)

C.2.1.3.10.6. Universal Precautions training (within 90 days of hire and annually within each state fiscal year thereafter)

C.2.1.3.10.7. Conflict Resolution and De-escalation training (within 90 days of hire and annually within each state fiscal year thereafter)

C.2.1.4. Volunteer Files: The Provider shall maintain a personnel file for each direct-service volunteer performing services under this Contract. The file shall include at a minimum:

C.2.1.4.1. Direct-service state date

C.2.1.4.2. Signed and dated acknowledgement indicating that the volunteer read and understood the center policies and procedures relevant to their volunteer duties, pursuant toChapter65H-1.013, F.A.C. (within 60 days of direct-service start date)

C.2.1.4.3. Signed and dated confidentiality statement (within 60 days of direct service start date)

C.2.1.4.4. Signed and dated drug-free workplace statement (within 60 days of direct-service start date)

C.2.1.4.5. Signed and dated current position description, which specifies the position responsibilities and qualifications (within 60 days of direct service start date)

C.2.1.4.6. Documentation of a valid driver’s license for volunteers that transport participants

C.2.1.4.7. Documentation of advocate-victim privilege certification

C.2.1.4.8. Timesheets and/or activity reports

C.2.1.4.9. Records of training received for each direct-service volunteer, delineating the date and hours of training received, to include, but not be limited to:

C.2.1.4.9.1. Core competency training, if applicable

C.2.1.4.9.2. 16 hours of in-service training, annually

C.2.1.4.9.3. Data Security training (within 90 days of direct service start date and annually within each state fiscal year thereafter)

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C.2.1.4.9.4. Anti-Bullying and Anti-Harassment training (within 60 days of direct service start date and annually within each state fiscal year thereafter)

C.2.1.4.9.5. Emergency Management Plan training (within 90 days of direct service start date and annually within each state fiscal year thereafter)

C.2.1.4.9.6. Conflict Resolution and De-escalation training (within 90 days of direct service start date and annually within each state fiscal year thereafter)

C.2.1.5. Professional Qualifications:

Documentation of credentials required by Chapter 65H-1.013(8)(a), F.A.C., shall be submitted to the Department for review when any required position is filled.

C.2.1.6. Background Requirements:

C.2.1.6.1. The Certified Domestic Violence Center shall have a plan to maximize employee retention and conduct an annual assessment on the effectiveness of such workforce retention efforts. The Certified Domestic Violence Center shall ensure that its pertinent staff and volunteers, meet the qualification, screening and training/certification requirements as required by Chapter 65H- 1, F.A.C., and Chapter 435, F.S. Certain persons may be disqualified from Certified Domestic Violence Center employment or volunteer work as provided below:

C.2.1.6.2. If the Certified Domestic Violence Center becomes aware that an employee or volunteer has been arrested for a disqualifying offense, the employer must conform to its own Department approved human resource policies until the arrest is resolved in a way that the employer determines that the employee is still eligible for employment under Chapter 435, F.S.

C.2.1.6.3. The Certified Domestic Violence Center must either terminate the employment of any of its personnel, or terminate the use of a volunteer, found by background screening to be noncompliant with the minimum standards of Chapter 435, F.S. or place the employee or volunteer in a position for which background screening is not required unless the employee or volunteer is granted an exemption from disqualification pursuant to s. 435.07, F.S.

C.2.1.6.4. The Certified Domestic Violence Center shall conduct a reference check of any current or former Department or any Certified Domestic Violence Center employee who applies and is being considered for employment, prior to the appointment of the individual. In accordance with CFOP 60-70, Chapter 1, 1-

4. c. (Employee Separations and Reference Checks), a reference check of a current or former Department employee shall include the review of their personnel file maintained by the Department, specifically any disciplinary actions, counseling documents, and the most recent employee evaluation.

The Department’s supervisor or manager may be contacted to provide any job-related information to assist the Certified Domestic Violence Center with making an informed hiring decision regarding the current or former Department employee. The reference check will be documented in writing and

Part 2 of 2 34 Contract No. LN272 maintained in the employee's personnel file. The Department will not give a neutral reference, and the Certified Domestic Violence Center will not accept a neutral reference, for any current or former employee of the Department seeking employment with the Certified Domestic Violence Center.

C.2.1.7. Staffing Changes:

C.2.1.7.1. If any position listed on the Provider Contact Information Form becomes vacant, or if the employee assigned to the position is unable to fulfill their duties and responsibilities due to an extended absence, the Provider shall notify the assigned contract manager within five (5) business days of the vacancy or absence. The notification shall identify the person(s) assuming the responsibilities of the vacant position. When the vacant position is filled, the Provider shall notify the assigned contract manager within five (5) business days of the change.

C.2.1.8. Ethics Violations:

Each Certified Domestic Violence Center shall also establish a policy to ensure immediate reporting of ethics violations. All reporting of ethics violations complaints must be submitted in writing, on The Florida Certification Board Ethics Complaint Form, (Attachment 19) within 30 calendar days of becoming aware of the allegation.

C.2.2. Subcontracting The Provider shall not assign the responsibility for this Contract to another party.

The Provider shall not subcontract for any of the work contemplated under this Contract.

C.2.3. Records and Documentation

C.2.3.1. The Provider shall ensure all correspondence is properly labeled as follows:

Email Subject Line

C.2.3.1.1. Start with contract number C.2.3.1.2. Example: LN123-Q2 Report C.2.3.1.3. Example: LN123-NOV22-Monthly Reports

Documentation Title

C.2.3.1.4. Start with contract number C.2.3.1.5. Reporting period C.2.3.1.6. Attachment number C.2.3.1.7. Example: LN123-NOV22-ATT 9

C.2.3.2. The Provider must implement and maintain current, accurate and complete service and financial records, and other reports and statistics in such form as to permit programmatic and fiscal evaluation by authorized Department personnel. The Provider shall maintain records documenting the deliverables generated, total number of recipients and unique identifiers of recipients to whom services are provided, and dates of service, so that an audit trail documenting service provision can be maintained.

C.2.3.3. The Provider shall maintain a record on everyone who receives services in the shelter or who is seen face-to-face on an outreach basis. Records shall be kept in the Provider’s data collection system, except for forms that require the signature of the client. Additional hard copies may be maintained at the discretion of the Provider.

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C.2.3.4. The Provider shall maintain the following documentation for each required training and/or meeting conducted:

C.2.3.4.1. Training agenda to include course titles, descriptions, objectives, number of hours, names of instructors and title or position, and dates of completion.

C.2.3.4.2. In Person Training or Meeting

C.2.3.4.2.1. Titled sign-in sheet of attendees with printed names, original signatures, and title/position.

C.2.3.4.3. Online Training or Meeting

C.2.3.4.3.1. Official attendee roll hosted on an online platform, screenshot of live meeting or training showing attendee names.

C.2.3.4.3.2. Copies of scored pre and post-tests with attendee’s names, if applicable.

C.2.3.5. The Provider shall maintain the following documentation for each required training and/or meeting attended:

C.2.3.5.1. Online Training or Meeting

C.2.3.5.1.1. Screenshot of live meeting or training showing Provider name(s) as an attendee, or

C.2.3.5.1.2. Email from training or meeting host confirming Provider’s attendance.

Note: A typed Word document or Excel spreadsheet including names and dates will not be accepted in lieu of an in-person sign-in sheet or online platform official attendance roll. Attendee rolls downloaded from an online platform in an Excel or Word format will be accepted. The Provider must indicate the online platform that was used.

C.2.3.6. The Certified Domestic Violence Center shall submit a complete funding application packet annually to the Office of Domestic Violence. The annual funding application will be distributed by the Department.

C.2.3.7. The following documents shall be submitted by the Certified Domestic Violence Center:

C.2.3.7.1. Attachment 8 - Financial and Compliance Audit and accompanying management letter shall be submitted to the assigned contract manager within 180 days after the end of the Provider’s fiscal year, or within 30 days of receipt of the audit report, whichever occurs first.

C.2.3.7.2. Auxiliary Aid Service Record Monthly Summary Report shall be submitted by the 5th business day of each month for the previous month’s activities. | Via Office of Civil Rights (OCR) Form Site:

https://fs16.formsite.com/DCFTraining/Monthly-Summary- Report/form_login.html.

https://fs16.formsite.com/DCFTraining/Monthly-Summary-Report/form_login.html https://fs16.formsite.com/DCFTraining/Monthly-Summary-Report/form_login.html

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C.2.3.7.3. Attachment 12 - Provider Contact Information Form shall be submitted to the assigned contract manager on or prior to contract execution and updated in accordance with Exhibit B, Sections B-3.5-3.6, and Exhibit C, Section C-2.1.7.

C.2.4. Reports - The Provider shall maintain and deliver the following reports to

HQW.DV.FloridaReports@myflfamilies.com, and such reports must be approved by the assigned contract manager prior to authorizing payment in accordance with the listed schedule. If the due date for a report falls on a State of Florida approved holiday or weekend, the report will be due the next business day.

CONTENTS TITLE DUE DATE

1 Attachment 7 Monthly Request for Payment 15th of the month for the previous month’s tasks

2 Attachment 9 Monthly Domestic Violence Services Report

15th of the month for the previous month’s tasks

3 Attachment 5A Quarterly Domestic Violence Services Narrative Report

October 30 January 30

April 30 July 30

4 Attachment 5B Monthly Primary Prevention Report

15th of the month for the previous month’s tasks

5 Attachment 5C Monthly Child Protection Investigation Project Report

15th of the month for the previous month’s tasks

Flat-file format in Excel or another importable format

Profit & Loss Statement (by funding source)

October 30 January 30

April 30 July 30

Flat-file format in Excel or another importable format

General Ledger Detail (by funding source)

October 30 January 30

April 30 July 30

8 Attachment 14 Property Inventory Report July 1st of each contract year

C.2.4.1. The Provider shall submit to their assigned contract manager, the Quarterly Financial Report (Attachment 6A) by:

C.2.4.1.1. October 30 C.2.4.1.2. January 30 C.2.4.1.3. April 30 C.2.4.1.4. July 30

C.2.4.2. The Provider shall submit to their assigned contract manager, the Annual Financial Report

(Attachment 6B) by August 15 of each contract year.

C.2.4.3. The Department reserves the right to reject reports as incomplete, inadequate,…