RFP BPM005990 Solicitation Requirements Part 1.pdf

Request for Proposal Solicitation No.

BPM005990

Description:

Regional Child Abuse Prevention (RCAP) Council ‐ Supplemental

State of Arizona Department of Child Safety

Office of Procurement & Contracts 3003 N. Central Avenue

Phoenix, AZ 85012

Solicitation Requirements

Part 1 SECTION 1‐A: Scope of Work

A v a i l a b l e o n l i n e a t A P P . A Z . g o v

Part 1: Scope, Pricing and Terms and Conditions

Table of Contents 1

SECTION 1‐A: Scope of Work 2

SECTION 1‐B: Pricing 17

SECTION 1‐C: Special Terms and Conditions 20

SECTION 1‐D: Uniform Terms and Conditions 57

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1‐A: Scope of Work

SECTION 1‐A: Scope of Work

1.0 INTRODUCTION

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

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

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

2.0 PURPOSE AND BACKGROUND

2.1 The purpose of this service is to contract with Regional Child Abuse Prevention Councils (RCAP Councils) in local communities to increase public awareness and understanding about child abuse and neglect through utilization of the Protective Factors Framework, educational activities, and advocacy for the prevention of child abuse and neglect through effective programs and policies.

2.2 The purpose of the RCAP Councils is to help create a secure atmosphere for children by educating the community and serving as an empowering collective voice that connects children and families with aid and protection through community resources.

2.3 DCS has been providing child abuse prevention services to communities through RCAP

Councils since 1991. By providing this service through RCAP Councils, the activities have been designed and implemented based on the unique needs and diversity of the communities they serve.

2.4 The Regional Child Abuse Prevention (RCAP) Council is funded by the Federal Community Based Child Abuse Prevention Grant (CBCAP) and a twenty percent (20%) General Fund state match for every Federal dollar spent.

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1‐A: Scope of Work

3.0 SPECIFIC REQUIREMENTS: The Contractor shall provide services, including but not limited to:

3.1 All services provided are culturally relevant and linguistically appropriate to the population to be served.

3.2 All services shall meet the requirement of primary and secondary prevention services.

3.3 The Child Abuse Prevention logo is used on all materials. Materials must be approved by DCS before they are released. The Child Abuse Prevention logo is in Exhibit A, Logo.

3.4 RCAP Council

3.4.1 Form a Council with members that are reflective of the community served.

3.4.2 The Council must consist of at least one (1) Parent who is strength based and solution focused that has been impacted by the child protection system.

3.4.3 The Council may consist of the following members who will complete the identified tasks:

3.4.3.1 One (1) member who will organize the Council, facilitate meetings, provide networking opportunities and coordinate required activities.

3.4.3.2 One (1) trainer who is certified in the required approved curriculum and will facilitate workshops, organize community events. The Council may utilize a qualified trainer from another council or agency.

3.4.3.3 One (1) member who is experienced in the use of social media and will post prevention materials on a monthly basis.

3.4.3.4 One (1) member who will advertise and recruit participants for workshops and community events.

3.4.3.5 Members who represent an organization such as a school, Family

Resource Center, Home Visiting Program, Mental Health Clinic, County Health Department, Library or some other agency who

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1‐A: Scope of Work has direct access to a diversity of parents and families in the general community.

3.4.3.6 One (1) member who will maintain a community resource list and other educational materials.

3.4.3.7 Parent, Caregiver and Youth Advisors who have a positive, strength based and solution focused outlook towards the prevention of child abuse/neglect and who have benefitted from child welfare or other community services.

The council may compensate parents, caregivers and youth using these guidelines:

a) Stipend for each meeting attended;

b) Reimbursement for miles traveled;

c) Per diem travel reimbursement for a percentage of hotel, if traveling over fifty (50) miles one way;

d) Reimbursement for child care.

3.4.3.8 Business Leaders, Faith‐based Community Leaders, Philanthropists, Medical/Health Leaders.

3.4.3.9 Any DCS employee(s).

3.4.4 All members shall be well educated in the Adverse Childhood Experiences (ACE) study and in each of the five (5) protective factors (Knowledge of Parenting and Child Development, Social Emotional Competence of Children, Social Connections, Parental Resilience, and Concrete Supports). Members may become educated after joining the council. See section 4.2 regarding educational training.

3.4.5 Members may fill multiple duties, as outlined above.

3.4.6 Council funds may be used to provide food and beverages during council meetings.

3.4.7 Annual Prevention Events:

On an annual basis, the Council shall complete the activities listed below:

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1‐A: Scope of Work

3.4.7.1 Annual Campaign Plan (ACP), Exhibit F – The ACP shall be submitted to DCS by the fifteenth (15th) business day of February 2024. Starting in 2025 the ACP shall be submitted to DCS by the fifteenth (15th) business day of January for the remainder of the contract period. The ACP shall contain all events and trainings planned for the year.

3.4.7.2 Minimally, complete two (2) of the following activities in collaboration with a Family Resource Center that is housed in the community that you serve, one (1) in April (Child Abuse Prevention Month) and one (1) in the Fall (September 1– November 30). Councils shall print out surveys prescribed by DCS and provide it to all attendees to complete. All completed surveys shall be submitted to the Office of Prevention no more than thirty (30) days following the event/activity:

Parent Workshop for parents and families

1) Each workshop will last at least two (2) hours, be free to the public, and provide a foundation of the ACE Study and focus on strengthening the Protective Factors.

2) Consider offering childcare and/or incentive(s) for participant attendance.

3) Councils will use the DCS approved curriculum (see Exhibit B, Guidelines for Workshops, Conferences and Community Events).

4) Include a handout and discussion of local and state community resources that address each of the five protective factors. (see Exhibit C, Resource Guide).

5) The trainer will engage the audience in a discussion and use multiple learning strategies to reinforce the points.

6) All attendance rosters and/or printed certificate(s) of completion must be submitted with Exhibit G ‐ Activity Report A and/or Exhibit G ‐ Activity Report B.

Community Event “Family Fun Day/Block Party/Resource Fair”

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1‐A: Scope of Work

1) The purpose of Community Events is to increase Protective Factors within families, create positive activities for children and decrease social isolation. The events will combine family fun activities with parental educational activities.

2) Community Events will be family friendly, free to the public, geared for children 0‐17 and be consistent with the guidelines in Exhibit D, Guidelines for Workshops, Conferences and Community Events.

3) Include the distribution of local and state community resources that address each of the five protective factors. (see Exhibit E, Resource Guide).

4) All attendance rosters must be submitted with Exhibit G ‐

Activity Report A and/or Activity Report B.

5) The Council shall meet a minimum of six (6) times a year and will actively participate in services as described in Section 4, Contractor Requirements.

3.4.8 In addition to the mandatory activities, RCAP Councils may provide or support other prevention events including but not limited to:

3.4.8.1 Having a table at resource fairs and other community events to distribute prevention pamphlets and resource information.

3.4.8.2 Using promotional items such as stress balls, Frisbees, pens, t‐shirts, etc. to draw attention to community resource contact numbers or websites.

3.4.8.3 Distributing paper or electronic format resource information to places where parents would naturally seek help including but not limited to:

a) Doctor offices;

b) Schools

c) County health departments;

d) WIC;

e) FRCs;

f) DCS offices;

g) DES offices;

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1‐A: Scope of Work

h) Faith‐based organizations;

i) Community Recreation Centers

3.4.8.4 Other prevention activities such as:

a) Brief presentations to community leaders;

b) Back to School drive;

c) Conferences;

d) Parenting classes;

e) Place Public Service Announcements on TV, Radio and

Billboards, etc.

3.4.8.5 Conference for Professionals ‐ Conference shall include presentations on evidence‐based programs such as Adverse Childhood Experiences (ACE) and Protective Factors Conference themes shall be consistent with the curriculum and materials in Exhibit D, Guidelines for Workshops, Conferences and Community Events.

3.5 Social Media Campaign:

3.5.1 Councils shall at a minimum, post information on their social media platform(s) four (4) times a month about ACEs, Protective Factors, parenting information, community resources and/or scheduled free or low cost events/activities on Meta or other social media platforms as designated by DCS.

3.5.2 DCS will provide a social media tip sheet (see Exhibit F) on how to schedule posts in advance and how to track the number of reaches (see Scope of Work Definitions).

3.6 Child Abuse Prevention Resources

3.6.1 RCAP Councils shall educate families of community resources that strengthen the protective factors by making the following available at all workshops and council events:

3.6.1.1 The DCS approved resource list (see Exhibit E, Resource

Guide).

3.6.1.2 The contact information of at least one agency in the local

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1‐A: Scope of Work community whose mission is to provide resources, such as a Family Resource Center (FRC) or Community Center. Resources should include community information and referral to services for youth, parents and other family members.

4.0 CONTRACTOR REQUIREMENTS:

4.1 Professional Standards:

4.1.1 For events, council members are to be well groomed, and present a professional appearance. Clothing prohibited to wear includes:

4.1.1.1 Any garments deemed inappropriately tight, short, or revealing (mesh tops, midriff tops, tank tops, tube tops, short shorts, work out and/or yoga pants, etc.)

4.1.1.2 T‐shirts that have decals, slogans, or pictures that contain references to illegal substances (i.e. alcohol, drugs, etc.) or immoral behavior are not allowed. (Provider Company Logo is acceptable)

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

4.1.1.4 Clothing shorter than 2" above the knee.

4.1.2 At events, council members shall treat the public in a courteous manner, refraining from profanity and adverse personal gestures toward them during the performance of this contract.

4.2 Training

4.2.1 At least once a year, the Council shall provide six (6) hours of evidence‐based or evidence‐informed primary and secondary child abuse prevention continuing education for its members in ACEs and Protective Factors. The ongoing education will ensure all Council members are proficient in the activities required for performance of this contract. The education may be in the form of a conference, in‐person or Computer Based Training (CBT) that is a minimum of six (6) hours.

Multiple courses can be taken to obtain the minimum six (6) hours of training through the year, all training must be completed by October 31st. All courses must be vetted by the DCS Office of Prevention

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1‐A: Scope of Work

(see Exhibit D, Guidelines for Workshops, Conferences and Community Events). All attendance rosters and/or printed certificate(s) of completion must be submitted with Exhibit G ‐ Report A and/or Report B.

4.2.1.1 In Person Training ‐ shall be from a National or State recognized expert in the field and/or someone who is certified to present the material required. If the Council chooses to use a Train the Trainer method, at least two (2) Council members shall receive continuing education.

4.2.1.2 Computer Based Training (CBT) ‐ Suggested CBTs are listed below, for additional courses, see Exhibit D, Guidelines for Workshops, Conference and Community Event:

a. Strengthening Families Protective Factor Framework https://ctfalliance.org/protective‐factors/

b. Preventing Adverse Childhood Experiences https://vetoviolence.cdc.gov/apps/aces‐training/#/#top

4.3 Meetings

4.3.1 Statewide Networking Meetings Sponsored by DCS

At least one council member shall attend two (2) statewide meetings convened by DCS each year. In addition to networking, the meetings will provide updates, education in child abuse prevention, and an opportunity share ideas. The meetings will last approximately four (4) hours in total.

5.0 REPORTING REQUIREMENTS: The Contractor shall submit all of the reports specified by the fifteenth (15th) day of the month stated below:

5.1 Program Reports:

5.1.1 Annual Campaign Plan (see Exhibit G)

5.1.1.1 One (1) electronic copy of the Annual Campaign Plan (ACP), Exhibit G, shall be submitted to DCS by the fifteenth (15th) day of the month of February.

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1‐A: Scope of Work

5.1.1.2 This report shall include all planned activities for the year, to include timeframe for event; geographic area, projected goal and target audience.

5.1.2 Activity Reports (see Exhibit G)

5.1.2.1 Reports are due on the fifteenth (15th) business day of the months of May and November of the calendar year. Reports shall include:

a. An update of all activities completed with back up documentation, e.g. attendance roster, certificates of completion, brochure, curriculum used, number of individuals served and the measured results.

b. An update of the membership roster including the names, email or mailing address and telephone number for each Council member.

c. Any changes to the Annual Campaign Plan (change of date, venue change, etc.).

d. A clean invoice of actual expenditures made for the activities completed.

5.1.3 The ACP and Activity Reports specified in shall be submitted to:

Arizona Department of Child Safety ATTN: Office of Prevention 3003 N. Central Avenue, 23rd Floor Phoenix, Arizona 85012 Email: OfficeofPrevention@azdcs.gov Phone: 602‐255‐2690

6.0 PAYMENT UNITS

6.1 Annual Campaign Plan:

6.1.2 Annual Campaign Plan is due on February 15th in 2024. Starting in 2025, ACP plans will be due January 15th for the remainder of the contract period.

6.1.3 The payment is 20% of the budget.

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1‐A: Scope of Work

6.2 Activity Report A:

6.2.1 Activity Report A shall include expenditures for the April Child Abuse

Prevention community event as well as any trainings or conferences completed between January 1 and April 30th.

6.2.2 The payment is forty percent 40% of the budget. This is inclusive of distribution of community resources.

6.3 Activity Report B:

6.3.1 Activity Report B shall include expenditures for the End of Summer Prevention community event as well as any training or conferences completed between May 1st and October 31st.

6.3.2 The payment is 40% of the budget. This is inclusive of distribution of community resources.

6.4 The Payment Rates specified above shall be inclusive of administrative costs (insurance, staff time, etc.) that shall not exceed 25% of the annual budget. The Payment Rates are also inclusive of all costs related to activities of this contract including events, printing of materials, speakers for events, brochures, promotional/educational materials and attendance (including travel and per diem) at trainings and conferences. The Department will not pay separately for these events.

6.5 This contract has a ceiling therefore once the awarded amount has been reached for the contract term, no more invoices will be paid by the Department.

7.0 INVOICES

7.1 Payment will be made by the Department upon receipt of both the accurate and timely submitted Activity Report with back up documentation and a clean Invoice.

7.2 The invoice shall be signed and dated by the Contractor or the designated authorized Contractor Representative.

7.3 The Final Invoice shall be submitted no later than November fifteenth (15th) of the current contract period.

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1‐A: Scope of Work

7.4 Invoices must be submitted via one of the following methods:

Electronically to: OfficeofPrevention@azdcs.gov

Mailed to:

Arizona Department of Child Safety ATTN: Office of Prevention 3003 N. Central Avenue, 23rd Floor Phoenix, Arizona 85012

8.0 PERFORMANCE MEASURES

8.1 DCS will be monitoring fidelity of delivery to program design, and the outcomes of this contract, based on the performance measures

8.2 Contractor’s shall be expected to meet the DCS target rates as listed that are based on the specific performance measures listed within the scope of work.

8.3 Failure to meet any of the performance metrics below or failing to meet any of the DCS expectations as outlined in the scope of work, may result in a vendor performance report that may lead to a demand for assurance, which could lead to contract termination for default.

# Performance Measure Target Due By Performance Reporting Method

Report Frequency

Measure Reference

Prepare and submit Annual Campaign Plan (ACP) to DCS Office of Prevention within the designated timeframe 100%

February 15th in 2024.

2025 forward due January

15th

Exhibit G ‐ Annual

Campaign Plan

(ACP)

Yearly Upon Receipt Scope of Work Section

5.1.1

Prepare and submit Activity Report A to DCS Office of Prevention within the designated timeframe 100%

May

Exhibit G ‐ Activity Report A

Yearly Upon Receipt Scope of Work Section

5.1.2

Prepare and submit Activity Report B to DCS Office of Prevention within the designated timeframe 100%

November

Exhibit G ‐ Activity Report B

Yearly Upon Receipt Scope of Work Section

5.1.2

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1‐A: Scope of Work

A v a i l a b l e o n l i n e a t : A P P . A Z . g o v

9.0 DEFINITIONS

1. Arizona Department of Child Safety (DCS): The state agency whose primary purpose is to protect children and includes the coordination of services to achieve and maintain permanency on behalf of the child. Also referred to as the “Department” or “DCS”.

2. Arizona Procurement Portal (APP): The State’s approved eProcurement system.

3. DCS Specialist: The DCS employee who is responsible for the case management of services provided to the family.

4. DCS Program Supervisor: The supervisor of the DCS employee who is responsible for case management services provided to the family.

5. Case Plan: DCS shall facilitate the development of an individualized, family‐centered, written case plan for every child, youth, and family receiving ongoing services from the Department.

6. Caregiver: Parties that provides legal (temporary, permanent or transitional) custody to the child (ren).

7. Central Registry: The information maintained by the DCS of substantiated reports of child abuse or neglect for the purposes of A.R.S. § 8‐804.

8. Child Family Team (CFT): The Team is a collaboration between the Department, parents, guardians and/or custodians, child(ren), extended family and kin, family support persons, caregivers, and behavioral service providers.

9. Child: A person less than 18 years of age.

10. Collaboration: Partners agree to pool resources, jointly plan, identify, implement and evaluate new services and procedures, and delegate individual responsibility for the outcomes of their joint efforts.

11. Collaborative Partner: is a community social services agency, a family support program or a community organization, including a faith‐based organization, which provides services.

12. CCPT: means Collaborative Community Partnership Teams

13. CMDP: means Comprehensive Medical and Dental Program

14. Community Resource: is composed of appropriate community representatives, including but not limited to representation from families in the community and local public and community service agencies. Faith‐based organizations, schools, business, and others may also be included.

15. Court Appointed Special Advocates (CASA): A volunteer who provides advocacy for children involved in the Juvenile Court process. A judge for the life of the case appoints them. CASAs have access to all documents and information about the child and the birth family history.

CASAs provide information to the court to assist in making decisions concerning what is in the child’s best interest.

16. Days: are calendar days unless otherwise stated.

17. Fingerprint clearance card: The card issued by the Arizona Department of Public Safety

(A.R.S. §§ 41‐1758 et. Seq.) certifying that the person named on the card does not have a state or federal criminal history record containing an offense specified as a precluding crime in A.R.S. Title 41, Chapter 12.

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1‐A: Scope of Work

18. Fitness: As defined in A.A.C. R21‐6‐101.21 means the ability of an applicant or foster parent to provide a safe and nurturing environment for a foster child and comply with the foster home licensing requirements.

19. Foster Care Review Board (FCRB): is a group of volunteers who review the case of every dependent child who remains in out‐of‐home care at least every six (6) months. The FCRB is mandated to make determinations in these four key areas: safety, necessity, and appropriateness of placement; case plan compliance; progress toward mitigating the need for foster care; and a likely date (target date) by which the child may be returned home or placed for adoption or legal guardianship.

The FCRB cannot direct the agency to take specific actions concerning a child; however, it may make recommendations to the Juvenile Court regarding plans and services for a child or family. Foster Caregivers are encouraged to attend either in person or by telephone to provide valuable input about the care and progress of the child.

20. Foster Care: Care and supervision provided to a child who is in the custody of the state.

21. Foster Care Supports: Oversees the recruitment and retention of foster homes. Responsible for working with the communication and marketing teams to support foster home recruitment, study and supervised process throughout the state, including marketing strategies necessary for informing the public of the State’s continuous need for foster homes.

22. Foster Child: A person less than 18 years of age who is receiving foster care. “Foster Child” is further defined under A.R.S. § 8‐501(4). For the purpose of this contract, “foster child”:

Includes a young adult less than 21 years of age who continues to reside in a foster home under written individual case plan agreement for out‐of‐home care, or under the Independent Living Program defined in A.R.S. § 8‐521;

Includes a child with Developmental Disability placed by DCS in a child developmental home;

Does not include a young adult who has returned to foster home under the Transitional Independent Living Program defined in A.R.S. § 8‐521.01; and Does not include the birth or adopted child, of a foster parent, or other household member.

23. Foster Home: Means a residence where a foster parent lives and includes a detached home, all structures, and the entire premises belonging to the home, including apartments, guest homes, garages, sheds, and motorhomes. “Foster home” is further defined under A.R.S. § 8‐ 501.

24. Foster Parent: Means an individual or married couple, who provides foster care with a license from the OLR. “Foster parent” is further defined under A.R.S. § 8‐501. For the purpose of this contract, “Foster family”, is held to the same definitions.

25. Hazard: Means a condition or situation that may cause or result in a physical injury or illness to a child.

26. Individual Service Plan: A written document that identifies the young adult’s goals for self‐ sufficiency and the target date, desired outcomes, tasks, time frames and responsible parties.

27. Out of home placement: When a child is placed in any out‐of‐home setting, including foster home, group home, shelter care or a residential treatment facility.

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1‐A: Scope of Work

28. Parent: The lawful and natural father or mother of a person.

29. Permanent Housing: A living arrangement chosen and secured by (or on behalf of) a young adult, where the young adult resides (or will reside after exiting the Extended Foster Care Program) and has demonstrated the ability to maintain independent of supports provided through the Department

30. Placement: Means the act of finding an appropriate foster home for a foster child and putting the foster child in that foster home.

31. Program Manager: The Manager of the section within the region.

32. Referral: DCS’s written, signed request for specific services. It may include a match or unmatched service authorization.

33. RBHA: means Regional Behavioral Health Authority

34. Rural Counties: Include Mohave, La Paz, Yuma, Yavapai, Coconino, Navajo, Apache, Gila

Graham, Greenlee, Cochise, and Santa Cruz Counties.

35. Safe: a state in which a child is not in danger of immediate or serious harm.

36. Safe Sleep: The Safe to Sleep® campaign, formerly known as the Back to Sleep campaign, focuses on actions parents/caregivers can take to help their baby sleep safely and to reduce the baby's risk of Sudden Infant Death Syndrome (SIDS) and other sleep‐related causes of infant death. All homes with a placement under one (1) year of age shall have a Safe Sleep Commitment Form signed and placed in the case records.

37. Safety Threats: Family behavior, conditions or circumstances that could result in harm to a child.

38. Sibling: Means brothers and sisters by birth or adoption, stepbrothers, stepsisters, half‐ brothers, and half‐sisters.

39. Significant Incident: Any unforeseen, unexpected, or unplanned event that involves, but is not limited to; death, injury, violence (including physical, written, or verbal threats of violence), illness, or transport to a hospital from a single incident, an injury to staff or client, the flight or disappearance of a client, property damage to a department asset or personal property, theft, vandalism, property damage that will impact clients, relatives, DCS employees or administration, or the general public, and any other incident that may be considered newsworthy by the media or incur liability to the State of Arizona.

40. Team Decision Meeting (TDM): The purpose of a TDM meeting is to engage the family in decisions about the safety, stability, and permanency of a child at critical points in a case.

(See Team Decision Making Field Guide (CSO‐1638) for detailed information). The meeting is a collaboration between the Department, parents, guardians and/or custodians, child (ren), extended family and kin, family support persons, and service providers.

A trained facilitator will facilitate all Team Decision Making meetings. The TDM facilitator’s role is to guide group discussion surrounding the safety and/or permanency of the child (ren) involved in a DCS case The facilitator will strive to reach group consensus that the recommended plan is the least restrictive and least intrusive, sufficient to maintain child safety, and in the best interest of the child (ren).

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1‐A: Scope of Work

41. Transitional Youth: A person age eighteen (18) through twenty (20) and who was formerly in foster care and the subject of a dependency petition, adjudicated dependent or placed voluntarily pursuant to A.R.S. § 8‐806.

42. Urban Counties: Includes Maricopa, Pinal, and Pima Counties.

43. Young Adult: A person age sixteen (16) through age twenty (20) who is under the care, custody and control of DCS.

44. DCS Child Welfare Case Management System: Refers to the States approved system, currently titled, “Guardian”. All Contractor are expected to utilize this system and will be responsible for creating a profile after award.

End of Section 1‐A

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1‐B: Pricing

SECTION 1‐B: Pricing

10.0 PRICING

10.1 PRICING‐ALL‐INCLUSIVE. Pricing is all‐inclusive, including any ancillary fees and costs required to accomplish the Scope of Work and all aspects of Contractor’s offer as accepted by DCS. Details of service not explicitly stated in the Scope of Work or in Contractor’s Offer, but necessarily a part of, are deemed to be understood by Contractor and included herein. All administrative, reporting, or other requirements, all overhead costs, profit, and any other costs toward the accomplishment of the requirements in the Contract are included in the pricing provided.

10.2 PRICE INCREASES. DCS may review a fully documented request for a price increase. The requested increase shall be in writing and be based upon a cost increase to the contractor that was clearly unpredictable at the time of the offer and is directly correlated to the price of the services concerned. Contractor must provide conclusive evidence of a need for any price increases such as being substantiated by the Producer Price Index, Consumer Price Index, or similar pricing guide.

1. Initial Contract prices shall be honored for 1 year after award of Contract.

2. All written requests for price adjustments made by the contractor shall be initiated forty‐five (45) days before the contract is due to be extended for another year (45 days before contract end date).

3. All price adjustments will be implemented by a formal contract change order. DCS shall determine whether the requested price increase or an alternate option is in the best interest of the State.

10.3 ADDITIONAL CHARGES. Any charges or fees not delineated in the Contract may not be added, billed, or invoiced under the Contract. All additional work shall be approved in advance and be in accordance with the contract rate.

11.0 INVOICING

11.1 Invoices

11.1.1 Invoices and supporting documentation shall be submitted between the 1st and the 15th of the month following each service month.

11.1.2 Invoices shall be submitted by the methods listed below, but ADCS will direct the Contractor as to which submission type we will allow.

1. To the Office of Prevention:

a. The Contractor shall submit an accurate and complete invoice to the Office of Prevention by:

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1‐B: Pricing

1) Emailing it to:

OfficeofPrevention@azdcs.gov

2) Mailing it to:

Office of Prevention 3003 N. Central Avenue, 23rd Floor Phoenix, Arizona 85012

b. The invoice shall be signed and dated by the person authorized to submit invoices for the Contractor.

c. The invoice shall include all of the required documentation

11.1.3 Via the DCS Case Management Welfare System (if applicable)

a. If you are not a current provider, the system will contact you with a login so that you can create a profile. You will be able to submit invoices to DCS once this profile is created.

b. The monthly invoice submitted shall include all of the required documentation as attachments

11.1.4 Final invoices shall be submitted by the 30th day of the month following the end of each contract year. The final invoice shall include all adjustments to invoices submitted during the immediately preceding contract year and all claims for unpaid services provided during the immediately preceding contract year.

11.1.5 Payment shall only be made by the Department upon receipt of a timely and accurately submitted invoice with required documentation as indicated above. Non‐compliance shall delay the payment process

11.1.6 Defective Invoices. Without prejudice to its other rights under the Contract or further obligation to Contractor, DCS may, at its discretion, reject any materially defective invoice.

1. DCS shall notify Contractor after receipt if DCS determines an invoice to be materially defective.

2. Invoices will be deemed automatically rejected upon delivery if they:

a. are sent to an incorrect address;

b. do not reference the correct DCS contract number; or

c. are payable to any Person other than the Contractor.

3. DCS will have no obligation to pay against a defective invoice unless and until Contractor has re‐submitted the invoice free of defects.

11.2 Payments (will not be made unless there is a correct invoice received)

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1‐B: Pricing

11.2.1 DCS may pay accurate claims submitted with all required supporting documentation for any undisputed amounts due to the Contractor within the time specified in the Special Terms and Conditions.

11.2.2 DCS may, but is under no obligation to, pay by joint check or to pay directly to any Subcontractor or other creditor to whom any portion of Contractor’s requested payment is owed.

11.2.3 If DCS determines that an over‐payment has been made to the Contractor on any prior invoice, it shall inform Contractor of the amount and date of the over‐payment and may deduct the over‐paid amount from amounts then or thereafter due to the Contractor.

11.2.4 The Contractor shall make payment of all undisputed amounts due to

Subcontractors within thirty (30) days of receipt of funds from DCS applicable to their services.

End of Section 1‐B

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1‐C: Special Terms and Conditions

SECTION 1‐C: Special Terms and Conditions

The Special Terms and Conditions modify the Uniform Terms and Conditions and its Appendices. It can modify them by replacing, deleting, appending to, or revising the text of an existing provision or by inserting a new paragraph into an existing article. No other document modifies or adds to the Uniform Terms and Conditions, except as may subsequently be otherwise and expressly agreed and incorporated by Contract Amendment.

Definition of Terms

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

1.1 Acceptance “Acceptance” means the document headed “Offer and Acceptance Form” bearing the State contract number once Procurement Officer has signed it to signify

(1) State’s formal acceptance of the Accepted Offer and (2) the formation of the Contract. For clarity of intent, the foregoing is not to be confused with the term “acceptance” used throughout the Contract in the context of delivery, inspection, etc., with respect to Materials or Services.

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

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

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

1.3 Arizona Procurement

Code;

A.R.S.;

A.A.C.

“Arizona Procurement Code” means, collectively, Title 41 Chapter 23, et. sequitur, in the Arizona Revised Statutes (abbreviated “A.R.S.”) and administrative rules R2 7 101 et. sequitur in the Arizona Administrative Code (abbreviated “A.A.C.”).

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

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

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

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

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

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

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

1.4 Attachment “Attachment” means any item that:

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

was attached to an Offer when submitted; and

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1‐C: Special Terms and Conditions was included in the Accepted Offer.

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

1.6 Contract

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

1.7 Contract Terms

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

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

1.9 Contractor

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

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

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

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

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

https://app.az.gov/

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

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

1.14 Pricing Document “Pricing Document” means Section 2‐C of Part 2 of the Solicitation Documents, provided that, if there is no such Section in the Contract, then “Pricing Document” is to be construed as referring to whatever item in the Contract contains the contracted pricing and payment provisions.

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

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

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1‐C: Special Terms and Conditions

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

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

2. Legal Authority

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

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

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

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

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

(Limited English Proficiency Policy DCS06‐01).

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

3. Contract Administration and Operation

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

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

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

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

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

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1‐C: Special Terms and Conditions

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

1. All notices shall reference the contract number.

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

a. Change of telephone number;

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

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

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

3.5 Estimated Quantities This solicitation references quantities as a general indication of the needs of the state. The state anticipates considerable activity resulting from contracts that will be awarded as a result of this solicitation; however, the quantities shown are estimates only and the state reserves the right to increase or decrease any quantities actually acquired. No commitment of any kind is made concerning quantities and that fact should be taken into consideration by each potential contractor.

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

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

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

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

3.8 Background Checks

for Employment through the Central

Registry

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

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

2. The Department will conduct Central Registry Background Checks and will use

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1‐C: Special Terms and Conditions the information contained in the Central Registry as a factor to determine qualifications for positions that provide direct service to children or vulnerable adults for:

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

b. All employees of a contractor;

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

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

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

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

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

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

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

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

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

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

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

https://dcs.az.gov/data/dcs‐documents

State of Arizona Department of Child Safety

Office of Procurement & Contracts

SECTION 1‐C: Special Terms and Conditions

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

2. Applicable legal requirements relating to fingerprinting, certification, and criminal background checks may include, but are not limited, to the following:

A.R.S. § 36‐594.01, 36‐3008, 41‐1964, and 46‐141. All applicable legal requirements relating to fingerprinting, fingerprint clearance cards, certifications regarding pending or past criminal matters, and criminal records checks are hereby incorporated in their entirety as provisions of this contract.

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

3. To the extent A.R.S. § 46‐141 is applicable to contract performance or the services provided under this contract, the following provisions apply:

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

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

4. Federally recognized Indian tribes will submit and the Department of Child…