sow_1_-_attachment_2.pdf

RFI 25-3064

CDSS/CalFresh Employment & Training

Attachment 2

Draft Exhibit A (Standard Agreement)

SCOPE OF WORK

A. Introduction

The California Department of Social Services, hereinafter referred to as CDSS, has responsibility for the implementation and oversight of the state's Supplemental Nutrition Assistance Program (SNAP) Employment & Training (E&T) program and funding guidelines of the United States Department of Agriculture, Food and Nutrition Service (FNS). Pursuant to the Welfare and Institutions Code (WIC) Section 18926.5(a), the program established under Section 6(d)(4)(B) of the federal Food and Nutrition Act of 2008 (7 U.S.C. Sec. 2015(d)(4)) is known in California as CalFresh E&T. WIC Section 18926.7 authorizes the CDSS to enter into agreements directly with qualified entities to provide CalFresh E&T services, as authorized by and allowable for reimbursement under federal and state law.

The CalFresh E&T program is responsible for offering valuable career readiness and employment training opportunities to Californians facing significant barriers to employment and career advancement. The CalFresh E&T program is committed to providing eligible CalFresh E&T participants with high-quality workforce services.

[Description of organization]. [Organization] offers E&T program services that help participants build the workplace skills and confidence needed for a successful transition to a stable, productive life for themselves, their families, and their communities. [Organization] operates in [XX] CalFresh E&T counties in California.

This Agreement with the [Organization] (hereinafter referred to as Contractor), shall enable CDSS to fulfill its mission and goals, in addition to its responsibilities to the FNS, by providing the CalFresh E&T program to Californians in receipt of CalFresh benefits.

B. Service Overview

Contractor shall provide to the CDSS services described herein:

1. Contractor shall provide CalFresh E&T services for the CalFresh E&T program, in accordance with the SNAP E&T Guidance (7 Code of Federal Regulations (CFR) Section 273.7 and 277), federal regulations pertaining to the use of federal funding by the grantee (2 CFR Part 200), and CDSS Manual of Policies and Procedures (MPP) (Division 63, Section 63-407.8).

2. Contractor shall cooperate with CDSS or its designee by participating in meetings and/or site visits as CDSS may deem necessary, to monitor the Contractor's compliance with this Agreement.

C. Contingency Clause

All elements of this Agreement are contingent upon the following:

1. CDSS receipt of approval from FNS of the CDSS CalFresh E&T Annual Plan that includes the Contractor's budget and program description, which are incorporated in Section D, Additional Incorporated Documents. If FNS approval of the CDSS CalFresh E&T Plan is delayed, invoicing costs can be claimed retroactively to the effective date. However, should FNS reject the CDSS CalFresh E&T Annual Plan in whole or in part, this Agreement may be terminated by CDSS with 30 days' notice, or amended.

2. CDSS’ approval of Contractor's CalFresh E&T Annual Plan that specifically states services to be delivered, supportive services offered, and program requirements, in Section D, Additional Incorporated Documents.

3. Contractor shall possess an executed Memorandum of Understanding (MOU) or agreement with each County Welfare Department (CWD) where services shall be provided to CalFresh E&T participants. The Contractor shall provide these agreements to the CDSS upon request.

D. Additional Incorporated Documents

The following documents and any subsequent updates are available upon request from the CDSS. These documents described below may be updated at any time and shall not require a formal agreement amendment. CDSS shall maintain on file all documents referenced below and any subsequent updates:

1. CDSS CalFresh E&T Annual Plan, which may be amended by FNS or by the CDSS with written approval from FNS;

2. Contractor’s CalFresh E&T Annual Plan with information on participating counties, which may be amended by CDSS or by the Contractor with written approval from CDSS; and

3. CWD CalFresh E&T Annual Plans shall contain information about each county's intention to partner with the Contractor, which may be amended by CDSS or the CWD with written approval from CDSS.

E. Contractor Responsibilities

By signing this Agreement, Contractor shall provide to CDSS services as described in this Agreement and the Contractor’s CalFresh E&T Annual Plan.

1. Annual Plan

a. Contractor shall submit a CalFresh E&T Annual Plan to the CDSS that incorporates all services the Contractor plans to offer for Federal Fiscal Year (FFY) 20XX, FFY 20XX, and FFY 20XX. Final plans are subject to CDSS approval.

b. Contractor shall amend the CalFresh E&T Annual Plan to comply with any changes in state or federal statutes, regulations, or policies.

c. Contractor shall provide the following allowable CalFresh E&T components to eligible CalFresh E&T participants as described in CFR Section 273.7(e) and outlined in the Contractor's CalFresh E&T Annual Plan: supervised job search, work experience, education and job retention.

d. Contractor's performance target is to provide CalFresh E&T services to (XXXX) eligible participants in FFY 20XX.

e. Contractor's performance target is to provide CalFresh E&T services to (XXXX) eligible participants in FFY 20XX.

f. Contractor's performance target is to provide CalFresh E&T services to (XXXX) eligible participants in FFY 20XX.

2. Component 1

a. Description on how component will be administered.

3. Component 2

a. Description on how component will be administered.

4. Component 3

a. Description on how component will be administered.

5. Case Management

a. Description on how case managment will be administered.

6. Outreach

a. Contractor may use CalFresh E&T funds to conduct outreach directed to individuals already enrolled in CalFresh to inform them about the CalFresh E&T program, in accordance with 7 CFR 277.4(b)(5). Recruitment activities designed to persuade an individual to apply for CalFresh benefits are not allowable.

b. Contractor may conduct outreach to CalFresh recipients for the CalFresh E&T program via radio, television, social media, websites, or billboard advertisements. The Contractor shall not promote CalFresh benefits or enrollment.

1) Contractor shall maintain regular communications with the CDSS and work collaboratively with the CDSS to expand CalFresh E&T outreach.

7. Fiscal Requirements

a. Contractor shall monitor financials, process invoices, and ensure funds are spent appropriately.

b. Contractor shall comply with the required time and effort reporting for staff paid through CalFresh E&T funds and those contributing to this work through cost share. Time and effort reports are required for all CalFresh E&T staff and volunteers devoting their time to the CalFresh E&T program.

c. Contractor shall ensure charges to the CalFresh E&T funds for administrative costs for staff are in accordance with the official job descriptions and/or duty statements in which the individual was hired and financially compensated, in accordance with 2 CFR 200.430(i).

d. Contractor shall establish and maintain effective internal controls over the CalFresh E&T funds that provides reasonable assurance the Contractor is managing the CalFresh E&T funds in compliance with federal statutes, regulations, and the terms and conditions of the CalFresh E&T program in accordance with 2 CFR 200.303. Costs must be supported by documented policies and fiscal controls to approve and administer funds.

e. Contractor shall ensure charges to the CalFresh E&T funds are for services that are reasonable and necessary to accomplish CalFresh E&T goals and objectives. Services shall not supplant existing employment and training programs but rather enhance and supplement them.

f. Contractor shall ensure duplicate or additional payments for the same work are not received through separate agreements or grants.

8. Procurement

a. Contractor shall not subcontract all or any part of the services without prior written consent from CDSS. If CDSS consents to the Contractor's engagement of a subcontractor to perform any portion of the services, Contractor shall maintain oversight to ensure that subcontractors perform in accordance with applicable federal and state laws, rules, and regulations.

b. Contractor shall ensure that any solicitation for goods and/or services paid with CalFresh E&T funds and related to the operation and support of the program are procured according to federal and state regulations. All procurements must be necessary and reasonable for the operation of CalFresh E&T. The OMB clarifies the procurement rules as part of the implementation of 2 CFR Part 200, also known as the “Uniform Guidance”.

Contractor as a recipient of CalFresh E&T funds shall adhere to these guidelines for procurement accordingly.

9. Compliance and Coordination

a. Contractor shall comply with all applicable federal laws, rules, and regulations; including Civil Rights and Office of Management and Budget (OMB) regulations governing cost issues, Section 306 of the Clean Air Act, Section 508 of the Clean Water Act, Executive Order 11738, and Environmental Protection Agency (EPA) regulations (which prohibit the use under nonexempt Federal agreements, grants, or loans of facilities included on the EPA List of Violating Facilities), mandatory standards and policies relating to energy efficiency which are contained in the State energy conservation plan issued in compliance with the Energy Policy and Conservation Act (Pub. L. 94-165), and Executive Order 11246, entitled "Equal Employment Opportunity," as amended by Executive Order 11375, and as supplemented in Department of Labor regulations (29 CFR part 60).

b. Contractor shall cooperate with CDSS in programmatic reviews known as Management Evaluations (ME) as mandated by the FNS as described in CFR Section 275.5. The ME shall determine the Contractor's compliance with both federal and state legislation, regulations, fiscal operations, and Contractor's approved CalFresh E&T Annual Plan.

c. Contractor shall cooperate with CDSS by participating in technical assistance provided by CDSS, as deemed necessary by the CDSS.

d. Contractor shall comply with program reporting requirements as established by the CDSS. If Contractor does not provide CDSS with complete and accurate reports, further payments to the Contractor shall be suspended until complete and accurate reports are received.

e. Contractor shall comply with the maintenance of CalFresh E&T programmatic and fiscal records in accordance with Civil Rights and OMB regulations.

1) These records shall include but are not limited to CalFresh E&T participant forms, CWD referral verification, data, assessments, monthly CalFresh eligibility verification, time and effort reporting, participation tracking, and CalFresh E&T component assignment documentation, justification, and receipt of supportive services for CalFresh E&T participants.

2) Contractor shall retain all records in compliance with federal regulations for no less than three years or the conclusion of any program-related audits or programmatic reviews initiated before record destruction.

f. Contractor shall participate in meetings with CDSS and key stakeholders and shall otherwise engage with stakeholders to advance CalFresh E&T goals.

g. Contractor shall coordinate with local CWDs regarding CalFresh E&T referrals, reverse referrals, services, reporting, and as necessary, eligibility confirmations.

h. Contractor shall ensure the program is in alignment with CDSS and FNS SNAP E&T guidance and objectives on an ongoing basis by raising questions of policy and practice, maintaining regular communications with CDSS, and working collaboratively with CDSS to expand Contractor's services.

i. Contractor shall submit documentation for CWD use in CalFresh and E&T eligibility determination and refer applicants who are not already receiving CalFresh to the CWD or other CalFresh Outreach agencies.

10. Accessibility

Contractor shall comply with California Government Code sections 7405 and 11135. The Contractor shall comply with the accessibility requirements of section 508 of the Federal Rehabilitation Act of 1973 (29 U.S.C. section 794d), Title 36, Part 1194 of the Code of Federal Regulations, as well as the requirements of the Web Content Accessibility Guidelines 2.0, or a subsequent version, published by the Web Accessibility Initiative of the World Wide Web Consortium at minimum Level AA success criteria.

F. Contractor Service Location(s)

Contractor shall perform these services at various facilities accessible to CDSS throughout the state of California.

G. CDSS Responsibilities

The CDSS shall:

1. Review Contractor's CalFresh E&T Annual Plan upon submission, before the start of each FFY, and incorporate approved information into the CDSS CalFresh E&T Annual Plan.

2. Guide program and fiscal policy, compliance, and program direction and collaborate to achieve program growth objectives and develop state-level partnerships.

3. All printing shall be sent to the California Department of General Services, Office of State Publishing (OSP). It is the responsibility of the CDSS Project

Representative to obtain an exemption from OSP to competitively bid out any printing listed within this Agreement.

H. Project Representatives

The Project Representatives during the term of this Agreement shall be:

CDSS

Name Title Address Line 1 Address Line 2 Phone number Email

Organization Name Title Address Line 1 Address Line 2 Phone number Email

The Project Representative may be changed by providing written notice to the other party within five (5) business days of the change. Said change shall not require an amendment to this Agreement.