Transitional_Housing_SOW.pdf

PART 1 of the Solicitation Documents Updated 5/6/2022 12:42:15 PM

Table of Contents

Page 1 of 55 1 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

Request for Proposal Solicitation No.

BPM004499

Description:

Transitional Housing Program

State of Arizona

Department of Child Safety Office of Procurement & Contracts

3003 N. Central Ave., Suite 108 Phoenix, AZ 85012

Part 1: Scope, Pricing and Terms and Condition

Table of Contents

Table of Contents SECTION 1-A: Scope of Work

SECTION 1-B: Pricing

SECTION 1-C: Special Terms and Conditions SECTION 1-D: Uniform Terms and Conditions https://procure.az.gov/bso/

SECTION 1-A: Scope of Work Page 2 of 55 1

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

Office of Procurement & Contracts

3003 N. Central Ave., Suite 108 Phoenix, AZ 85012

SECTION 1-A: Scope of Work

1.0 Overview

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

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

Mission: Successfully engage children and families to ensure their safety, to strengthen families, and to achieve permanency.

1.2 Purpose: The purpose of this contract is to provide a program of services that includes an array of transitional housing opportunities to young adults age 18 up to their 21st birthday in the Extended Foster Care program (EFC) and the Transitional Independent Living Program (TILP). This Transitional Housing Program also offers supportive services to enhance the transition to adulthood. For young adults to be successful transitioning to adulthood they need reliable, affordable housing that allows them to focus on completing educational and vocational programs, develop independent living skills and develop supportive, positive relationships.

Programs can support young adults over the age of 21; however, DCS will not fund the placements for these young adults.

1.3 Provide a detailed program description for each of the phases to include housing options and support services for all three phases.

1.3.1 Phase One (1) – These are young adults entering the program whose entire monthly room and board are paid for by the Department of Child Safety. Phase One requires:

1.3.1 (a) Less than twenty-four (24) hours per day, seven (7) days a week supervision

1.3.1 (b) On site coordinator

1.3.1 (c) Fully Furnished

1.3.1 (d) Meal options

1.3.1 (e) After Hours assistance

1.3.1 (f) Supportive transportation planning

1.3.2 Phase Two (2) – These are young adults participating in the program and potentially graduating from the full support phase.

The Department will pay a set amount towards the monthly rent and the young adult will pay a set amount to the program based on their income and/or allowances. Phase Two requires:

1.3.2 (a) Less than twenty-four (24) hours per day, seven (7) days a week supervision

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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

Office of Procurement & Contracts

3003 N. Central Ave., Suite 108 Phoenix, AZ 85012

1.3.2 (b) Business Hours – main contact

1.3.2 (c) Fully furnished or supports and access to furnishings

1.3.2 (d) Nutrition education

1.3.2 (e) After Hours assistance

1.3.2 (f) Supportive transportation planning

1.3.3 Housing Success Coordinator Phase – These young adults are working with the housing success coordinator to obtain permanent housing. The young adults will also receive post-lease assistance for up to three (3) months. This could include roommate matching.

1.4 Young Adults may enter the program at any of the three phases. It is understood that the young adult may return to an earlier phase as supported by ADCS. The intended goal is for the young adult to progress through the phases, ultimately exiting the program with permanent housing.

1.5 The Department of Child Safety currently serves an average of 1,000 young adults over the age of 18 in the Extended Foster Care Program. Of those, 800 young adults, roughly 55% (450) participate in the Independent Living Subsidy Program, which provides a monthly subsidy to support living expenses. On average there are 200 ADCS young adults living in group homes, many of whom are finishing high school or GED programs. There are 130 young adults living in family like settings with the remainder residing in higher levels of care.

1.6 A.R.S. § 8-521.01 provides ADCS the authority to establish a Transitional Independent Living Program for persons who are under the age of twenty-one (21), and who were the subject of a dependency petition, adjudicated dependent or placed voluntarily pursuant to A.R.S. § 8-806. This allows ADCS to extend foster care for qualified young adults who are eligible and meet program requirements.

2.0 General Requirements

2.1 ADCS is seeking a housing array with supportive services for young adults in

Extended Foster Care to live in full supportive, income-based and transitional housing environments.

2.2 Supportive services shall be individualized and enhance the young adult’s current competencies as needed. Supportive services will include housing navigation, which transitions the young adult into permanent housing where the young adult will reside at discharge.

2.3 Program Eligibility Criteria:

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Office of Procurement & Contracts

3003 N. Central Ave., Suite 108 Phoenix, AZ 85012

2.3.1 Eligibility is determined by ADCS under A.R.S. § 8-521.01and 8- 521.02.

2.3.2 Young adult has been assessed by the ADCS Specialist and the Permanency and Youth Services Unit as having the minimum skills necessary to reside in a less than 24-hour, supervised setting.

2.3.3 Young adults will be referred for the housing option that best supports their current need, and should have the opportunity to transition to a different Phase. Young adults must agree and ADCS must approve all changes to the housing option.

2.3.4 Individual rooms shall be supplied for each young adult. Any modifications such as room sharing must be discussed with young adult and the Permanency and Youth Services Unit.

2.3.5 Non-ADCS housemates/roommates must be approved by ADCS

prior to move in.

2.4 Work cooperatively with ADCS in identifying services and be knowledgeable in services funded through Vocational Rehabilitation, Workforce Innovation and Opportunities Act and other federal, state or locally funded programs for young adults.

2.5 Assist young adults to maintain connections to family, friends and other supportive individuals.

2.6 Provide information, skill building and practice activities that complement each young adult’s transition and service plan goals.

2.7 Have the ability to serve non-English speaking child(ren) when referred by being able to provide an individual who speaks or obtain interpretation of the language of the child(ren), especially Spanish, American Sign Language, Arabic, Farsi, and Swahili. (See Exhibit VIII)

2.7.1 Provide translation/interpretation services for any language needed. Contractor is required to cover the cost of the five (5) most common languages. The Contractor must provide a certified translator/interpreter over the age of twenty-one (21) as needed

2.7.2 All other languages that require interpretation and/or translation services for will be reimbursed by ADCS at cost upon submittal of receipts or invoices with the Monthly invoice.

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Office of Procurement & Contracts

3003 N. Central Ave., Suite 108 Phoenix, AZ 85012

3.0 Program Requirements:

3.1 Provide housing options that are new, innovative and may be existing program models which meet the needs of the population.

3.1.1 Scattered Site Housing

3.1.2 Cannot take existing capacity from current contracted group homes and or shelters.

3.1.3 Various sized dormitory such as but not limited to:

3.1.3 (a) Apartments

3.1.3 (b) Single family homes

3.1.3 (c) Condominiums

3.1.3 (d) Host homes

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Office of Procurement & Contracts

3003 N. Central Ave., Suite 108 Phoenix, AZ 85012

3.1.4 Transitional Housing facilities are not required to maintain a license by Office of Licensing and Regulation (OLR) or the Arizona Department of Health Services (ADHS)

3.1.4 (a) Contractor is responsible to comply with all local municipal requirements and Arizona State housing codes.

3.2 Services offered must include furnishings for Phase One (1), supports and access to furnishings for Phase Two (2) and the Housing Success Coordinator Phase.

3.3 Transitional Housing Program cannot require employment/work activities as a condition of residence. If employment is offered by contractor compensation shall be equal to the current Arizona state minimum wage standard or higher.

3.4 May offer religious services as part of the service array; however, shall not require religious participation as a condition of receiving services.

3.5 Must provide a handbook for Phase One (1) and Phase Two (2), approved by DCS prior to accepting the first referral, that explains in plain language the following:

3.5.1 Provide or arrange services and assistance available to support success in the program including but not limited to:

3.5.1 (a) Supportive Transportation planning

3.5.1 (b) Resume Writing and Job Skills

3.5.1 (c) Parenting Education (if applicable)

3.5.1 (d) Educational navigation (post-secondary, vocational or trade school)

3.5.1 (e) Money Management

3.5.1 (f) Nutrition and Meal Preparation

3.5.1 (g) Life Skills

3.5.1 (h) Obtaining legal identifications

3.5.1 (i) Resources and enrollment for medical, dental, behavioral health and government assistance

3.5.1 (j) Peer support and mentoring

3.5.1 (k) Phase 2 payment options

3.5.2 Expectations of young adults served and leasing agreements as applicable.

3.5.2 (a) Include guidelines for visitors and overnight guests

3.5.2 (b) Include guidelines for pets, pet deposits, etc.

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Office of Procurement & Contracts

3003 N. Central Ave., Suite 108 Phoenix, AZ 85012

3.5.3 Non-Discrimination Policy: The Department of Child Safety does not and shall not discriminate on the basis of race, color, religion, age, disability, national origin, or any other characteristic protected by law in any of its activities or operations. Department staff, contracted service providers, interns and volunteers shall provide all parents and children served with respectful, fair and equitable treatment and access to services, unless otherwise specified by contract.

3.5.4 Contractor’s responsibilities;

3.5.5 Emergency procedures;

3.5.6 Support of safety to young adults in residence (including guidelines and resources for disputes related to overnight guests, curfew, day visitors, illegal substances, weapons, criminal activity);

3.5.7 Procedures for addressing conflicts, including any

recommendation for involuntary discharge from the program/removal from the living arrangement; and

3.5.8 Procedures for filing a complaint/grievance.

3.6 Provide less than twenty-four (24) hours per day, seven (7) days a week supervision. Supervision shall occur when the young adult care coordinator is meeting with the young adult to create and review individualized service plan goals.

3.7 Client eligibility is determined by ADCS. Services are referral driven based upon the needs of the young adult and the Contractor who can best meet the young adult’s needs.

3.8 Contractor may not implement eligibility requirements greater than what ADCS defines.

4.0 Placement Requirements:

4.1 Accept all placements where the young adult has been matched to the program.

4.2 Only the ADCS Permanency and Youth Services Unit will arrange for placement of the young adults assessed as appropriate.

4.3 ADCS will not pay for placements made by anyone else other than ADCS

Permanency and Youth Services Unit.

4.4 Authorizations for placements will only come through the ADCS

Permanency and Youth Services Unit.

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Office of Procurement & Contracts

3003 N. Central Ave., Suite 108 Phoenix, AZ 85012

4.5 The Contractor shall redirect the ADCS Specialist or ADCS Supervisor to the Permanency and Youth Services Unit if contacted directly for placement.

4.6 Respond to all requests for placement referral within twenty-four (24) hours or one (1) business day of receipt of a placement referral sent via secure email by the ADCS Permanency and Youth Services Unit.

5.0 Contractor Requirements:

5.1 Phase One (1): The Contractor shall;

5.1.1 Provide an onsite Young Adult Care Coordinator at a minimum Monday through Friday, 8:00 AM to 5:00 PM, excluding weekends and State Holidays.

5.1.1 (a) Young Adult Care Coordinator shall complete weekly in person contact reviewing how each young adult is progressing in the program. Document progress on Individualized Service Plan, Exhibit (IV) and upload into Guardian on the 15th day of the following month.

5.1.1 (b) Ensure that the young adult is residing at minimum 75% of the month

5.1.2 Provide an afterhours facility technician to respond to property maintenance emergencies.

5.1.3 Provide a fully furnished living space and working general utilities.

5.1.4 Provide meal options and nutrition education based on the young adult’s individualized self-assessment.

5.1.5 Provide a supportive transportation plan to assist young adults with means of transportation.

5.1.6 The Young Adult Care Coordinator in collaboration with young adult will submit referrals to the Permanency and Youth Services Unit when transitioning between phases.

5.1.7 Provide a grievance process for conflicts between

housemates/roommates

5.2 Phase Two (2) Requirements: The Contractor shall;

5.2.1 Provide an onsite or offsite Young Adult Care Coordinator at a minimum Monday through Friday, 8:00 am to 5:00pm, excluding weekends and State holidays.

5.2.1 (a) Young Adult Care Coordinator shall complete at least bi-weekly in person contact, reviewing how each

SECTION 1-A: Scope of Work Page 9 of 57 1

Office of Procurement & Contracts

3003 N. Central Ave., Suite 108 Phoenix, AZ 85012 young adult is progressing in the program. Document progress on Individualized Service Plan, Exhibit (IV) and upload to Guardian on the 15th day of the following month.

5.2.2 Provide an afterhours facility technician to respond to property maintenance emergencies.

5.2.3 Provide a fully furnished living space or supports and access to furnishings and working general utilities.

5.2.4 Provide meal options and nutrition education based on the young adult’s individualized self-assessment.

5.2.5 Provide a supportive transportation plan to assist young adults with means of transportation.

5.2.6 Provide a ledger, documenting payments made by the young adult including payment dates. This ledger shall include signatures by the young adult and the Young Adult Care Coordinator. This can be an electronic document with verifiable electronic signatures.

Payment Ledger, Exhibit (II).

5.2.7 The Young Adult Care Coordinator in collaboration with young adult will submit referrals to the Permanency and youth Services Unit when transitioning between phases.

5.2.8 Provide a grievance process for conflicts between

housemates/roommates.

5.3 Housing Success Coordinator Phase Requirements: The Contractor shall;

5.3.1 Support the Housing Success Coordinator Phase and have

knowledge of apartments that will lease to young adults, reviewing lease agreements, touring apartments and post lease supports.

5.3.2 Create and maintain relationships with landlords and housing entities who will rent to young adults.

5.3.3 Log documentation efforts and supports, to include dates, times, locations and summary of supports. Housing Success Coordinator Exhibit (V).

5.4 Comply with the statutory obligation to report maltreatment, as prescribed in A.R.S. § 13-3620.

5.5 Leverage existing and new community resources to provide activities for young adults including, support, guidance, encouragement, and the development of life skills, such as coping, solving problems, and developing positive social behaviors.

5.6 Provide or arrange training to Young Adult Care Coordinator, that includes but is

SECTION 1-A: Scope of Work Page 10 of 57 1

Office of Procurement & Contracts

3003 N. Central Ave., Suite 108 Phoenix, AZ 85012 not limited to:

5.6.1 The issues and barriers confronting adolescents in transition from

Foster Care to adulthood, overcoming barriers to educational attainment (including secondary and higher education), employment, career, positive relationships and community connectedness. (can be provided by ADCS if requested).

5.6.2 Training shall also emphasize building skills to increase competency in working with persons of diverse cultural backgrounds, and to identify and integrate supports and services that complement each young adult’s unique needs throughout their transition out of Foster Care.

5.6.3 The Health Insurance Portability and Accountability Act of 1996 with HITECH (HIPAA);

5.6.4 Family Educational Rights and Privacy Act (FERPA);

5.6.5 Trauma Informed Care using curriculum approved by ADCS;

5.6.6 Youth Thrive (provided by ADCS);

5.6.7 Crisis Intervention training utilizing the curriculum approved by

ADCS;

5.6.8 Suicide ideation and prevention;

5.6.9 ADCS Sex Trafficking CBT;

5.6.10 Adolescent Substance use/abuse approved by SAMHSA;

5.6.11 Guardian and Provider Portal training instructions on how to complete billing documents; and

5.7 Training curriculum should be trauma informed and verified as meeting the FFPSA requirement for promising, supported, or well-supported, and be approved by

ADCS.

5.8 Work collaboratively with the Extended Foster Care Quality Review team to supports the young adult’s participation in the Extended Foster Care Review as required by A.R.S. § 8-521.02.

5.9 Utilize a Young Adult Care Coordinator who has a high school or equivalency diploma; twenty-one (21) years of age or older; and one (1) or more years’ experience in working with young adults or youth, utilizing community and congregate service programs.

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Office of Procurement & Contracts

3003 N. Central Ave., Suite 108 Phoenix, AZ 85012

5.10 Comply with the Health Insurance Portability and Accountability Act of 1996 Business Associate Agreement Exhibit (A).

6.0 Discharge and Escalation Process:

6.1 Contractor shall request a staffing with the assigned ADCS Specialist and Permanency Youth Services (PYS) Unit, youthservices@azdcs.gov.

6.1.1 If ADCS does not respond to a staffing request within forty-eight

(48) hours the Contractor shall email the ADCS Specialist and copy the ADCS Supervisor.

6.1.2 If the requested staffing is still not scheduled, contact the ADCS Program Manager.

6.1.3 Contractor shall participate in the staffing and provide a detailed summary of the concern(s) or reason(s) for discharge.

6.1.4 Complete the Discharge Summary, Exhibit (VI) and upload into Guardian within fifteen (15) days of the young adult discharging from the housing program.

7.0 Reporting Requirements:

7.1 ADCS reserves the right to request the Contractor to submit additional or revised reports related to the service provisions.

7.2 Contractor shall submit the agency face sheet and census, as an attachment, Exhibit (VII) every

Monday to the Permanency and Youth Services Unit, youthservices@azdcs.gov and Contracts, Contracts@azdcs.gov.

7.3 Significant Incident Report – DCS Form CSO-1151A Exhibit (III) – Contractors shall contact the ADCS Specialist and the Permanency and Youth Services Unit within two (2) hours of being informed the young adult or has experienced any incident(s) and submit the written report within twenty- four (24) hours.

7.3.1 Utilizing the DCS Significant Incident Report form as provided, document and report any incident as listed, but not limited to, the following:

7.3.1 (a) Individual deaths;

7.3.1 (b) Suicide ideation and/or attempts;

7.3.1 (c) Self-abuse;

7.3.1 (d) Physical abuse and allegations of physical abuse;

7.3.1 (e) Sexual abuse and allegations of sexual abuse;

7.3.1 (f) Sexual contact or physical aggression between children that involves an inquiry regarding the https://procure.az.gov/bso/ mailto:youthservices@azdcs.gov mailto:youthservices@azdcs.gov mailto:Contracts@azdcs.gov

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Office of Procurement & Contracts

3003 N. Central Ave., Suite 108 Phoenix, AZ 85012 supervision provided by the out of home caregiver;

7.3.1 (g) Any incident involving injury or trauma (i.e., accidents) regardless of treatment location;

7.3.1 (h) When medicine is administered in an emergency situation;

7.3.1 (i) When an error in administering any medication resulted in an emergency medical intervention;

7.3.1 (j) Adverse medication reactions resulting in medical intervention;

7.3.1 (k) Inpatient hospitalized young adults;

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

7.3.1 (m) Threats and/or altercation with parent, staff, young adult or child (ren);

7.3.1 (n) Assault, Fighting or Physical Aggression

7.3.1 (o) Damage or theft of property;

7.3.1 (p) Substance Abuse;

7.3.1 (q) Police involvement;

7.3.1 (r) Emergency Evacuations;

7.3.1 (s) Transportation/traffic-related incidents;

7.3.1 (t) Disasters, such as a major fire in the facility when young adults or child (ren) were present or which affect individual care areas;

7.3.1 (u) When a physical restraint is used; and

7.3.2 Incident reporting procedure:

7.3.2 (a) The Contractor shall report to the ADCS Specialist, verbally and via email, within two (2) hours of being informed the young adult or child (ren) has experienced any of the accidents or incidents in this contract;

7.3.2 (b) Call the Child Abuse Hotline at 1-888-SOS-CHILD (if applicable);

7.3.2 (c) Make a police report (if applicable);

7.3.2 (d) Complete the DCS Incident Report; and

7.3.2 (e) Submit a written DCS Incident Report to the ADCS

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Office of Procurement & Contracts

3003 N. Central Ave., Suite 108 Phoenix, AZ 85012

Specialist and contracts@azdcs.gov within twenty-four (24) hours after the initial notification.

7.4 Deliverables (Programmatic Reports) that shall be submitted by the Contractor within the timeframes provided below via email (as may be amended).

7.4.1 All deliverable reports will be developed with the Contractor after notice of award and before beginning of services outlined within the awarded contract.

7.5 Contractor shall upload all required exhibits within the ADCS specified time frames.

8.0 ADCS Responsibilities:

8.1 ADCS will be committed to maintaining a positive and collaborative relationship with the Contractor by providing transparency through regular communication.

ADCS shall provide the following support to awarded Contractors:

8.1.1 The young adult’s Individualized Self-Assessment, Exhibit (I).

8.1.2 Escalation process to address concerns of the Contractor i.e. drugs, guns, fighting (on property), unpaid rent.

8.1.3 Training on Youth Thrive Curriculum and ongoing training refreshers as needed.

8.1.4 Access to TraCorp or other ADCS training sites for applicable training.

8.1.5 Provide Satisfaction Survey.

8.1.6 The Extended Foster Care Review will ensure the young adult is participating and progressing in the housing program.

9.0 Monitoring:

9.1 The Contractor shall participate in the program fidelity monitoring process in order to monitor fidelity to the program design in the delivery of services, including, but not limited to;

9.1.1 Preparation for site visits;

9.1.2 Site visits;

9.1.3 Review of Individualized service plans;

9.1.4 Review of community resources provided for young adults every six (6) months; and mailto:contracts@azdcs.gov

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9.1.5 Review of federal, state and philanthropic funding sources used to support this service.

9.2 The Contractor shall cooperate in program improvement activities identified as a result of quality assurance activities, including the development and implementation of corrective action plans as required by ADCS.

9.3 ADCS will monitor the provider agency to determine how well the provider agency as a whole has demonstrated fidelity to the program model. This shall be based on elements such as:

9.3.1 Adherence to the philosophical principles;

9.3.2 Conducting professional development activities to promote fidelity; and

9.3.3 Implementation of all program key elements.

10.0 Personnel File:

10.1 Maintain the following in Young Adult Care Coordinator personnel file and update annually;

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

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

10.1.3 Any certifications (i.e. EMT, Medical, etc.);

10.1.4 Central Registry Background Check; within first 30 days of employment

10.1.5 Valid Level One fingerprint clearance card;

10.1.6 Proof of training;

10.1.7 Proof of a valid Driver’s or Chauffeur’s License for all drivers;

10.1.7 (a) Verify the driving record for any driver responsible or allowed to drive young adults, upon hire and bi-annually to assure that within the last five (5) years employees have.

10.1.8 Proof of current and valid motor vehicle insurance and it shall be updated after the expiration of the current policy.

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11.0 Payments:

11.1 Phase One (1) – Monthly rate

11.2 Phase Two (2) – Monthly rate

11.2.1 Monthly rate includes a set amount paid by the young adult.

11.2.2 ADCS may cover up to two (2) months of consecutive unpaid rent per twelve (12) month period.

11.3 Housing Success Coordinator Phase – Monthly rate

12.0 Contact Information:

12.1 The following contact information for each referring agency is provided below:

12.1.1 ADCS Permanency and Youth Services Unit: youthservices@azdcs.gov

12.1.2 Child Abuse Hotline: 1-888-SOS-CHILD

13.0 Performance Requirements:

13.1 ADCS will be monitoring fidelity of delivery to program design, and the outcomes of this contract based on the specific performance measures listed below.

13.2 Contractors shall be expected to meet the ADCS target rates as listed that are based on the specific performance measures listed within the scope of work. Failure to meet any of the performance metrics below or failing to meet any of the ADCS 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.

mailto:youthservices@azdcs.gov

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Solicitation No. Department of Child Safety BPM004499 Office of Procurement & Contracts

3003 N. Central Ave., Suite 108 Description:

Phase 1

Performance Measure

Target

Due By

Performance Monitoring

Method

Report

Frequency

Measure

Reference

% of the young adults in the Program will have received supports and services to achieve and maintain the goals as indicated on their

Individualized Self-Assessment form

100%

The 15th day of the month following the end of the service month

Quarterly

Monthly

Individualized Service Plan

Scope of Work 5.1.1 (a)

% of young adults who have transitioned into self-supervised or other Independent housing. Within a twelve (12) month period

90% month following

% of young adults have a documented, permanent network of positive social connections/supports at the successful completion of program month following

% of young people discharged from the program unsuccessfully

Less than 10%

Upon completion of the discharge summary

Discharge Summary

Once

Work 6.1.4

Phase 2

Performance Measure

Target

Due By

Performance Monitoring

Method

Frequency

Measure

Reference

% of employed young adults will be in jobs with an hourly wage that supports the maintenance of at least a studio apartment, according to the fair market rent (FMR) as published by the U.S.

Department of Housing and Urban

Development

90% month following versus the cost of living in the area

% of the young adults in the Program will have received supports and services to achieve the goals as indicated on their Individualized Self- Assessment month following

% of young adults that obtained permanent housing upon successful discharge and maintained housing 90 days after discharge of the program

Upon Completion of the 90 days post lease

% of young people discharged from the program unsuccessfully

Less than 10%

Upon completion of the discharge summary

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14.0 Definitions:

14.1 Arizona Department of Child Safety (ADCS): 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”.

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

14.3 Case Plan: ADCS shall facilitate the development of an individualized, family-centered case plan for every child, youth, family receiving ongoing services from the Department.

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

14.5 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.

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

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

14.8 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.

14.9 CHP: Means Comprehensive Health Plan.

14.10 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.

14.11 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 birth family history. CASAs provide information to the court to assist in making decisions concerning what is in the child’s best interests.

14.12 Days: Are calendar days unless otherwise stated.

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

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14.14 DCS Program Manager: The Manager of the section within the region.

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

14.16 DCS Program Supervisor: The supervisor of the ADCS employee who is responsible for case management serviced provided to the family.

14.17 Extended Foster Care Program Review A Review which occurs at least once every six months, to review the qualified young adult's voluntary extended foster care case plan, including the services and supports provided and needed to assist the young adult in the young adult's successful transition to adulthood.

14.18 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.

14.19 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.

14.20 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.

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

14.22 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”:

14.22.1 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;

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

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14.22.3 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

14.22.4 Does not include the birth or adopted child, of a foster parent, or other household member.

14.23 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.

14.24 Foster Parent: Means an individual or married couple, who provides foster care with a license from 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.

14.25 Furnishings: including but not limited to:

14.25.1 Couch, Bed, Dining room table and chairs, dresser, end tables, lighting.

14.25.2 Bedding, Towels

14.25.3 Basic kitchen supplies and cookware

14.25.4 Access to laundry facilities

14.25.5 Cleaning supplies, vacuum cleaner, broom and dust pan

14.25.6 Basic working appliances, Refrigerator with freezer, stove, microwave

14.26 Fully Furnished: The young adult can move into their referred housing option without having to purchase any items. To include but not limited section 13.11.1- 13.11.6.

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

14.28 Housemate: An individual(s) that share a house or an apartment.

14.29 Housing Success Coordinator: An individual who receives an hourly rate to assist the young adult in finding permanent housing.

14.30 Individualized Service Plan: A written document that identifies the young adult’s goals for self-sufficiency and the target date, desired outcomes, tasks, timeframes and responsible parties.

14.31 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.

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

14.33 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.

14.34 Placement: Means the act of finding and implementing an appropriate living arrangement for a foster child and putting the foster child or young adult in the Extended Foster Care program.

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

14.36 RBHA: Means Regional Behavioral Health Authority.

14.37 Roommate: An individual(s) that share a bedroom.

14.38 Rural Counties: Include Mohave, La Paz, Yuma, Yavapai, Coconino, Navajo, Apache, Gila Graham, Greenlee, Cochise, and Santa Cruz Counties.

14.39 Safe: A state in which a person is not in danger of immediate or serious harm.

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

14.41 Scattered-Site Housing: Housing units are available throughout an urban area rather than being concentrated in a single neighborhood.

14.42 Self-Sufficiency: Sustaining a stable living environment and having a legal, adequate income stream to support that living environment. Indicators may include demonstration of attainability and sustainability (90 days) of employment;

knowledge and access to personal and community resources, including adequate health care; active educational/vocational plans; and demonstration of basic living skills such as problem solving, decision making, assertiveness, etc.

14.43 Sibling: Means brothers and sisters by birth or adoptions, stepbrothers, stepsisters, half-brothers, and half-sisters.

14.44 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, ADCS 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.

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14.45 Team Decision Making (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 the best interest of the child(ren).

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

14.47 Young Adult: A person age eighteen (18) through age twenty (20) and who is participating in the Extended Foster Care program.

14.48 Young Adult Care Coordinator: Any individual who meets the qualifications outlined and is working directly with the young adult to review progression in the program.

15.0 Exhibits to the Scope of Work can be found in APP as a zip file.

15.1 Exhibits are provided as examples only and may be amended, added or deleted at any time during the duration of a solicitation or resultant awarded contract.

Exhibits are not required to be returned with a Contractor’s offer to this solicitation.

End of Section 1-A

SECTION 1-B: Pricing Page 22 of 57 1

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SECTION 1-B: Pricing

1.0 Pricing

1.0 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.

1.1 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.

1.1.1 Initial Contract prices shall be honored for one (1) year after award of Contract.

1.1.2 All written requests for price adjustments made by the contractor shall be initiated forty-five (45) days in advance of any desired price increase to allow the State sufficient time to make a fair and equitable determination to any such requests. This may be waived upon proper documentation demonstrating the urgency of the request.

1.1.3 All price adjustments will be implemented by a formal contract change order.

DCS shall determine whether the requested price increase or an alternative option is in the best interest of the State.

1.2 PRICE REDUCTIONS. Price reductions shall be immediately passed along to DCS and may be submitted in writing to DCS for consideration at any time during the Contract period. The contractor shall offer DCS a price reduction on the Contract service(s) concurrent with a published price reduction made to other customers. DCS at its own discretion may accept a price reduction.

The price reduction request shall be in writing and include documentation showing the actual reduction of cost.

1.3 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.

2.0 Invoicing

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

2.2 The Contractor shall use the DCS Invoice (Exhibit I) as may be amended, and complete the invoice thoroughly and accurately according to the invoice instructions. The monthly invoice shall be signed and dated by the person authorized to submit invoices for the Contractor.

2.3 Invoices must be submitted to the DCS Payment Processing Unit via one of the following methods:

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2.3.1 Electronically to: CentralizedInvoicing@azdcs.gov

2.3.2 Mailed to: DCS Payment Processing C010-01

P.O. Box 6030 Phoenix, AZ 85005-6030

2.3.3 Delivered to: DCS Payment Processing

3003 N. Central Ave. Suite 108 Phoenix, AZ 85012

2.4 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.

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

2.6 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.

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

2.6.1 (a) Invoices will be deemed automatically rejected upon delivery if they:

i. Are sent to an incorrect address;

ii. Do not reference the correct DCS Contract number; or

iii. Are payable to any Person other than the Contractor

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

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

3.1 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.

3.2 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.

3.3 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.

3.4 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 mailto:CentralizedInvoicing@azdcs.gov

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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.

1. 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:

1. the Solicitation required Offeror to submit as part of the relevant Offer

(e.g., Initial Offer, Revised Offer, or BAFO);

2. was attached to an Offer when submitted; and

3. 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 https://procure.az.gov/bso/ https://spo.az.gov/administration-policy/state-procurement-resource/procurement-regulations http://www.azleg.gov/ArizonaRevisedStatutes.asp http://www.azsos.gov/rules/arizona-administrative-code

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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…