HomeMy WebLinkAbout091718_ca03615 Sheridan Street
Port Townsend, WA 98368
www.JeffersonCountyPubficHealIh.org
Consent Agenda
July 9, 2018
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Philip Morley, County Administrator
FROM: Vicki Kirkpatrick, Director
Yuko Umeda, Public Health Nurse III
DATE: SJC�y-y-, y,,, l `--7-, ?)Z f ?
SUBJECT: Agenda Item — Amendment No. 1 to Washington State Department
of Children, Youth and Families for Home Visiting Services; July 1,
2018 — July 31, 2019; Additional $199,602.20 for a total
$380,514.20
STATEMENT OF ISSUE:
Jefferson County Public Health is requesting Board approval for Washington State Department of
Children, Youth and Families (DCYF) contract amendment for funding Home Visiting Services; July
1, 2018 — July 31, 2019; Additional $199,602.20 for a total $380,514.20
ANALYSIS/ STRATEGIC GOALS:
The purpose of this amendment is to extend the period of performance through June 30, 2019,
add funding for fiscal year 2019, revise Exhibit A, Statement of Work; Exhibit B, Budget; and
Exhibit D, Deliverables Schedule; and make changes to attachments. It also changes the contract
to be reassigned to the Department of Children, Youth and Families (DCYF) from the Department
of Early Learning (DEL).
The agreement funds the visiting nurse services Jefferson County Public Health has provided,
based on efficacy studies conducted by Nurse Family Partnership (NFP), and in keeping with NFP
model requirements, to support families in an effort to alleviate the effects of poverty, single
parenthood, parental unemployment or underemployment, parental disability, education
attainment, and family engagement in child welfare on child development.
FISCAL IMPACT:
Fully funded by Washington State Department of Early Learning with state dollars for a total of
$380,514.20.
RECOMMENDATION:
JCPH management requests approval of the Washington State Department of Children, Youth and
Families (DCYF) contract amendment for funding Home Visiting Services; July 1, 2018 — July 31,
2019; Additional $199,602.20 for a total $380,514.20
REVIEWED
r
Philip
.'� .. Date
Community Health Environmental Health
Developmental Disabilities Water Quality
360-385-9400 360-385-9444
360-385-9401 (f) Always working for a safer and healthier community (f) 360-379-4487
Washington State Department of
t� Early Learning
DEL Contract Number: 18-1047-01
Contractor Contract Number:
Title: Home Visiting Services Account:
Nurse Family Partnership (NFP)
INTERLOCAL AGREEMENT
AMENDMENT #1 TO CONTRACT #18-1047-01
Contract Number 18-1047-01, by and between the Department of Early Learning, (hereinafter referred to as
"DEL") and Jefferson County, a Municipal Subdivision, (hereinafter referred to as "Contractor"), is amended
effective July 1, 2018 through July 31, 2019 as follows:
The Contractor hereby acknowledges that effective July 1, 2018, all of DEL will by operation of law (RCW
43.216.905) become part of the Department of Children, Youth, and Families (DCYF) and this Contract will be
thereby assigned to DCYF with no further notice requirement by DCYF. All references to DEL in this Contract
shall be considered, effective July 1, 2018, references to DCYF.
CONTRACTOR BUSINESS ADDRESS CONTRACTOR CONTRACT MANAGER
Jefferson County Jenny Matter
615 Sheridan Street JMatter@co.jefferson.wa.us
Port Townend WA 98368 Phone: (360) 385-9421
TIN: 91-6001322
U B I : 161-001-169
DEL ADDRESS
Department of Early Learning
PO Box 40970
Olympia WA 98504-0970
AMENDMENT PURPOSE
DEL PROGRAM CONTRACT MANAGER
Non Urquilla
Prevention Services Program Specialist
ivon.urquilla@del.wa.gov
Phone: (360) 725-4695
The purpose of this amendment is to extend the period of performance through June 30, 2019, to add funding
for fiscal year 2019, and to revise Exhibit A, Statement of Work; Exhibit B, Budget; and Exhibit D, Deliverables
Schedule; and make changes to attachments.
SECTIONS CHANGED
Exhibit A, Statement of Work, is replaced in full, Exhibit B, Budget, has been revised, and Exhibit D,
Deliverables Schedule has been revised to reflect the upcoming fiscal year.
The following attachments have been superceded in full: Attachment 3, Contract Monitoring, Compliance and
Non Compliance; Attachment 4, Data Collection, Reporting, and Aligned Measures; Attachment 5 CQI,
Attachment 6, Monthly Enrollment Data Report, and Attachment 7 Quarterly Progress Report.
Amendment Effective Date: July 1, 2018
Amended Contract Dates:
Contract Start Date: July 1, 2017
Previous End Date: July 31, 2018
Amended End Date: July 31, 2019
Amended Contract Maximum: $380,514.20
State Funds
EXHIBITS AND ATTACHMENTS
Previous
$180,912.00
Change
$199,602.20
New Total
$380,514.20
Contract Number: 18-1047-01 Printed Date: 6/29/2018 Page 1 of 36
Exhibit A, Statement of Work, is hereby revised and replaced with Amended Exhibit A Statement of Work
Amendment 1 attached and incorporated herein as though set forth in full.
Exhibit B, Budget, is hereby revised and replaced with Amended Exhibit B Budget Amendment 1 attached and
incorporated herein as though set forth in full.
Exhibit D, Deliverables, Statement of Work is hereby revised and replaced with Amended Exhibit D,
Deliverables, Amendment 1 attached and incorporated herein as though set forth in full.
Attachment 3, Contract Monitoring, Compliance and Non -Compliance is revised and replaced with Amended
Attachment 3 Amendment 1 HVSA19 Att3 Contract Compliance attached and incorporated herein as though set
forth in full.
Attachment 4, Data Collection Reporting Align Meas is revised and replaced with Amended Attachment 4
Amendment 1 HVSA19 Att4 Data Collection Reporting Align Meas NFP, MIECHV not TANF, attached and
incorporated herein as though set forth in full.
Attachment 5, Continuous Quality Improvement is revised and replaced with Amended Attachment 5
Amendment 1 HVSA19 Att5 Continuous Quality Improvement attached and incorporated herein as though set
forth in full.
Attachment 6, Monthly Enrollment Data Report is revised and replaced with Amended Attachment 6
Amendment 1 HVSA19 Att6 Monthly Enrollment Data Report attached and incorporated herein as though set
forth in full.
Attachment 7, Quarterly Progress Report is revised and replaced with Amended Attachment 7 HVSA19 AV
Quarterly Report Template, attached and incorporated herein as though set forth in full.
ALL OTHER TERMS AND CONDITIONS OF THIS CONTRACT REMAIN IN FULL FORCE AND EFFECT.
SIGNATURES
The parties signing below represent that they have read and understand this Contract, and have the authority to
execute this Contract Amendment. This Contract Amendment shall be binding on the parties only upon
signature by both of them.
SIGNATURE: PRINTED NAME AND TITLE: DATE SIGNED:
CONTRACTOR:
DEL:
DEL Contract Administrator
A roved a n form;
e. Date. s&h+f
Philip C. Hunsucker, Chief Civil Deputy Prosecuting Attorney
Jefferson County Prosecuting Attorney's Office
Contract Number: 18-1047-01 Printed Date: 6/29/2018 Page 2 of 36
�Wa Washington State Department of
o Early Learning
DEL Contract Number: 18-1047-01
Contractor Contract Number:
Title: Home Visiting Services Account: Nurse
Family Partnership (NFP)
Amended Exhibit A - STATEMENT OF WORK
Amendment #1
1. DEFINITIONS. The following terms shall have the meanings set forth below:
1.1. At -Risk Community means a community for which indicators of risk are present in greater
proportion than in Washington as a whole.
1.2. At -Risk Family means families residing in at -risk communities and the population receiving home
visiting services provided through this contract.
1.3. Benchmarks means the federally or state required performance measures that will be implemented
through this contract.
1.4. Continuous Quality Improvement (CQI) means a systematic approach to specifying the
processes and outcomes of a program or set of practices through regular data collection and the
application of changes that may lead to improvements in outcomes, process, and performance.
1.5. DEL means the Department of Early Learning.
1.6. Direct Identifiable Information means data or records that include names; postal address
information ( other than town or city, state and zip code); telephone numbers, fax numbers, e-mail
addresses; social security numbers; medical record numbers; health plan beneficiary numbers;
account numbers; certificate /license numbers; vehicle identifiers and serial numbers, including
license plate numbers; device identifiers and serial numbers; web universal resource locators
URLs); internet protocol (IP) address numbers; biometric identifiers, including finger and voice
prints; and full face photographic images and any comparable images.
1.7. Deliverable means the daily delivery of home visiting services and/or a tangible work product
resulting from this contract which is to be documented, described, reported and/or provided to the
Contract Manager in the form and manner requested by this contract.
1.8. DOH means the Department of Health.
1.9. DSA means Data Sharing Agreement.
1.10. DSHS means the Temporary Assistance for Needy Families administered by the Department of
Social and Health Services.
1.11. ELRC means Early Learning Regional Coalitions.
Contract Number: 18-1047-01 Printed Date: 6/29/2018 Page 3 of 36
1.12. Enhancements or Adaptations to home visiting model means adaptations to programs include
changes to the model that have not been tested with rigorous impact research but are determined
by the Model Developer not to alter the core components related to program impacts.
1.13. Enrollment means a family is to be considered enrolled in a home visiting program as of the date
of the first home visit during which the participant voluntarily consents to participate and signs a
written participant agreement. All services must be voluntary. Active enrollment includes families
who have received at least one home visit in the prior 90 day period.
1.14. Evidence -based Home Visiting Models means models having specific evidence standards and
include Home visiting models approved by the federal Health Resources and Services
Administration's (HRSA) MIECHV program and selected by local implementing agencies for
implementation through the HVSA.
1.15. FERPA means "Family Educational Rights and Privacy Act" that protects the privacy of student
education records, with regulations found at 34 CFR Part 99.
1.16. HIPAA Rules means "Health Insurance Portability and Accountability Act Rules" shall mean the
Privacy, Security, Breach Notification, and Enforcement Rules at 45 C.F.R., Part 160 and Part 164.
1.17. HRSA means the United States Department of Health and Human Services: Health Resources and
Services Administration.
1.18. HV means home visiting.
1.19. HVSA means the Home Visiting Services Account established in RCW 43.215.130.
1.20. Implementation HUB means the central administration of Implementation Science -informed
supports, training, coaching, and technical assistance for home visiting services in Washington
State as provided by Thrive Washington. Can also be referred to as 'The HUB.'
1.21. IS means Implementation Science, a framework to promote the full and effective use of evidence -
based programs and evidence -informed innovations so that outcomes shown in research are
achieved and sustained.
1.22. LIA means local implementing agencies funded through the HVSA contracts that provide direct
home visiting services and tasked with establishing the local infrastructure necessary for successful
implementation and provision of the selected evidence -based HV research based or promising
programs.
1.23. Memorandum of Understanding (MOU) means an agreement, between Contractor and partners,
organizations, individuals, agencies and/or other entities in the local service area to provide
wraparound services, additional resources, in-kind services, and/or use of facilities to Contractor in
order to best meet the goals of the Local HVSA Program. MOUs will serve to leverage community
resources and address the existing service gaps and needs of participants and promote successful
implementation and operation of the Local HVSA Program.
1.24. MIECHV Program means the Maternal, Infant and Early Childhood Home Visiting Program
authorized through the federal government via HRSA.
1.25. Model Developer means an entity or its designee responsible for the development of an identified
evidence -based HV model for defining and monitoring fidelity to the model.
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1.26. NFP means the Nurse -Family Partnership home visiting model. Nurse -Family Partnership (NFP),
definition can be found at the Nurse Family Partnership National Service Office,
www.nursefamilypartnership.org.
1.27. Potentially identifiable information means information that includes indirect identifiers which may
permit linking an individual to that person's health care information. Examples of potentially
identifiable information include:
1.27.1. birth dates;
1.27.2. admission, treatment or diagnosis dates;
1.27.3. healthcare facility codes;
1.27.4. other data elements that may identify an individual. These vary depending on factors such
as the geographical location and the rarity of a person's health condition, age, or other
characteristic.
1.28. Reflective Supervision —Reflective supervision is a distinctive form of competency -based
professional development provided to multidisciplinary early childhood home visitors that
emphasizes relationship development between home visitor and supervisor, between home visitor
and parent, and between parent and infant/toddler. Reflective supervision attends to the emotional
content of their work and how reactions to the content affect the work.
1.29. Service Area means the geographical area defined by geographic boundaries where the at -risk
community is located and where at -risk families reside or a specific people group who will be
served by Contractor.
1.30. State Model Lead means the HV program model representative that provides contractors with HV
services, supports and TTA in coordination with the Implementation HUB.
1.31. SOW means statement of work.
1.32. TANF means Temporary Assistance for Needy Families.
1.33. Thrive Washington means the private partner identified in RCW 43.215.130 the Washington Early
Learning Fund doing business as Thrive Washington that is responsible for supporting the HVSA
account by providing TTA through the Implementation Hub to LIAs.
1.34. TTA means Training and Technical Assistance and may include coaching and consultation
activities.
1.35. WorkFirst means the program for TANF families who are required to participate in certain work-
related activities.
2. Background
2.1. The Home Visiting Service Account (HVSA) is a legislatively mandated private- public partnership
(RCW 43.215.130) that funds high quality home visiting programs so that:
2.1.1. Children are healthier and better prepared for school
2.1.2. Parent-child bonds are stronger
2.1.3. Abuse and neglect are less likely
Contract Number: 18-1047-01 Printed Date: 6/29/2018 Page 5 of 36
3.
4.
2.2. The account prioritizes funding towards meeting the needs of Washington's diverse populations,
particularly those families and communities demonstrating the highest needs.
2.3. Ultimately, the HVSA is working to ensure that home visiting services are embedded in and
contribute towards comprehensive, high quality early childhood systems so that families have
access to high quality information, services and supports prenatally through Kindergarten entry.
2.4. Programs funded through the HVSA administered by DEL aim to improve the health and well-being
of at -risk families understanding there are windows of opportunity to influence family and child
development that occur in the context of community and society. Contractor shall implement the
HVSA-approved home visiting model with the intent of improving outcomes for participants and
strengthening coordination of services.
Model Fidelity
3.1. The intent of this contract is for Contractor to maintain fidelity to the Nurse Family Partnership
(NFP) program model. Model fidelity is defined as a program's adherence to specified criteria and
components on an on-going basis as described by the NFP Model Developer. For home visiting
programs that are not evidence based, the promising practices Contractor will work with a DEL -
authorized provider of technical assistance to establish model fidelity indicators in the first quarter of
this contract and adhere to these requirements throughout the term of this contract.
3.1.1. National Model Standing: Contractor will ensure adherence to NFP program model
standards for the duration of this contract, as indicated through a written letter with
certification of good standing status and/or active, ready to implement status from the NFP
National Service Office.
3.1.2. Enhancements or adaptations to home visiting model: Adaptations or enhancements are
not allowed with this contract unless with prior written approval by the model developer and
DEL.
Staffing, Supervision and Training
4.1. Staffing Plan: Contractor agrees to maintain staffing sufficient to fulfill project goals and objectives
through adherence to the staffing plan outlined as follows:
Plan by Position Type
Visitor FTE Total
HV Supervisors FTE Total -- dedicated to
deliverina home visitina services
arvisor FTE Total -- supervision time
in Support Staff FTE Total
a. HVSA- b. HVSA-
MIECHV TANF
Funded Funded
c. HVSA- e. HVSA
Other State Total
Funded
1.45 1.45
0.05
10.05
0.10
10.10
0.20
10.20
4.2. Home Visiting Supervisor and Home Visitor Qualifications: Contractor agrees to minimally adhere to
the NFP program model home visitor supervisor and staffing qualification requirements; if no model
requirements exist, Contractor will work with the DEL -authorized provider of technical assistance to
establish qualifications in the first quarter of this contract, specify them in the model fidelity letter
referenced in Section 3.1.1, and adhere to these requirements throughout the term of this contract.
For a definition of DEL -authorized technical assistance, see Section 11.
4.3. Sub -Contracting: With prior approval from DEL, Contractor may hire directly or subcontract with
clinical staff, other support staff, or consultants to provide topic -specific expertise or clinical support
to home visiting staff. If Contractor hires clinical staff or contracts out for other support services,
Contract Number: 18-1047-01 Printed Date: 6/29/2018 Page 6 of 36
Contractor will be required to adhere to model requirements and provide periodic updates on the
activities carried out by the clinical staff, consultant, and/or subcontract.
4.4. Background Checks: Due to the confidential nature of the client information that will be accessible
to Contractor, Contractor shall conduct background checks on home visiting staff prior to
performing work and maintain in employee files.
4.5. Supervision: Contractor agrees to adhere to NFP program model supervision requirements as
follows:
4.5.1. Supervision Ratios: Contractor agrees to meet or exceed the NFP program model
requirements for the ratio of supervisors to home visitors; if no model requirements exist,
Contractor will work with a DEL -authorized provider of technical assistance to establish
qualifications in the first quarter of this contract and adhere to these requirements
throughout the term of this contract.
4.5.2. Supervision Schedule Hours: Contractor agrees to maintain or exceed the following
supervision schedule:
4.5.2.1. Two (2) hours per month of individual reflective supervision for each home visitor
working .5 FTE or more; and
4.5.2.2. One (1) hour per month of group supervision, case conferencing, or staff meetings
for all home visitors;
4.5.2.3. Adequate monthly one-on-one administrative and clinical supervision; DEL
recommends a minimum of one (1) hour per month to each home visitor working
0.5 FTE;
4.5.2.4. Contractor may come to mutual agreement with DEL for alternative supervision
schedules, subject to written notification.
4.6. Staff Training and Ongoing Professional Development: Contractor will ensure that all home visitor
and supervisor staff adhere to the training requirements established by the model developer and
the HVSA. Upon request, Contractor will deliver documentation of the following:
4.6.1. All newly hired home visitors, supervisors, and coordinators completion of required model
training before working independently with HVSA enrolled families.
4.6.2. All home visitors, supervisors and coordinators remain up-to-date in the professional
development and continuing education required by the NFP model, and the HVSA—to
include, but not limited to, data collection, Continuous Quality Improvement, the
NEAR@Home Toolkit, and Facilitating Attuned Interactions (FAN).
4.7. HVSA Orientations and Meetings: Contractor agrees that, at a minimum, one lead staff person or
the home visiting program manager will participate in all HVSA statewide meetings conducted in
Washington State to include:
4.7.1. The DEL HVSA Orientation Webinar to occur in the first quarter of the contract period on a
date to be determined.
4.7.2. At least two (2) full-day HVSA Semi -Annual Statewide Meetings held in Washington State
in the greater Seattle/Tacoma area on dates to be determined;
4.7.3. Up to three (3) NFP Supervisor Meetings in locations and on dates to be determined;
4.8. Staff Retention Practices: To assure continuity of high quality service delivery, Contractor will
develop and implement policies and practices to recruit and retain qualified staff in the home visitor
and supervisor positions.
Contract Number: 18-1047-01 Printed Date: 6/29/2018
Page 7 of 36
4.9. Staffing Vacancy Plans: In the event of short- and long-term vacancies, Contractor agrees to
establish and implement vacancy plans to fill vacant home visitor and supervisor positions to
ensure continuity of home visiting services, minimal client turnover, and adequate supervision.
5. Service Area and Recruitment of Priority Populations
5.1. Service Area: Contractor agrees to deliver home visiting services to at risk families, as defined in
Section 5.2. below, who reside in the following counties or sub -county areas:
5.1.1. Jefferson and Kitsap Counties
5.2. Priority Population: Contractor agrees to sustain internal practices to serve participants from among
the HVSA Priority Populations. Priority Populations are defined as eligible participants with multiple
of the following characteristics:
5.2.1. Demographic Characteristics:
5.2.1.1. American Indian/Alaskan Native Non -Hispanic
5.2.1.2. Poverty/Low Income
5.2.1.3. Teen Parents
5.2.1.4. Non-English Speaking or Recent Immigrant
5.2.1.5. Enrolled in WorkFirst/TANF
5.2.2. Adverse Experiences
5.2.2.1. Prior Child Welfare System Involvement
5.2.2.2. Intimate Partner Violence
5.2.2.3. Familial History or current experience with Substance Use, including Tobacco
5.2.2.4. Parent Mental Illness
5.2.2.5. Current and Previously Incarcerated Parents
5.2.2.6. Homeless/Unstable Housing
5.2.3. Other Characteristics
5.2.3.1. Parents with Low Educational Attainment
5.2.3.2. Parents with Disabilities
5.2.3.3. Families currently or formerly in the Military
5.2.3.4. Children with Disabilities, especially those not linked with early intervention
services
5.3. In alignment with model fidelity, Contractor agrees to create and implement an outreach plan to
reach families to be served from among the priority populations. Contractor agrees to document
outreach efforts and referral sources for potential and enrolled participant including those who
decline services; outreach and referral sources will be recorded in the NFP model data system,
currently Efforts to Outcomes (ETO). Contractor agrees to analyze whether outreach efforts are
successfully reaching target populations and communicate via quarterly reports when barriers occur
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reaching the target population. Any proposals to adapt the priority population would need to be
supported by community data and approved by DEL.
6. Participant Enrollment, Retention, and Caseload Maintenance
6.1. Plan for Recruitment of Participants: Contractor agrees to establish and implement a
comprehensive plan aligned with the NFP program model for participant recruitment, engagement,
and retention to ensure ongoing enrollment of priority populations specified in section 5.
6.2. Voluntary Services: Through program policies and procedures, Contractor will assure that home
visiting services are provided on a voluntary basis. For every participant enrolled, Contractor must
document via a consent form or participant agreement that expectant parents, parents or caregivers
agree to voluntarily enroll in home visiting services. Consent forms or participant agreements must
explicitly state that home visiting services are voluntary, and the consent must be signed and dated
by the participant upon enrollment. Consent forms must be maintained in the participant file in
paper or electronic form. Consent forms should be written in plain language and be available in
multiple languages. When potential participants have barriers with literacy, the consent should be
explained in the participant's primary language, which may require interpretation. When
interpretation is utilized, signatures should be obtained on the consent form from the interpreter,
whenever possible. Sample consent form(s) for voluntary services and data sharing (9.4.2) are
available at www.del.wa.gov\homevisiting.
6.3. Active Caseload Threshold: Contractor will build and maintain an active participant caseload in
accordance with NFP model requirements. Throughout the duration of this contract, Contractor
agrees to target an active Maximum Service Capacity of 37 -families and -maintain a minimum Active
Enrollment Caseload of 85% of those families, or 31 families.
6.3.1. Maximum Service Capacity is defined as the highest number of families or households that
could potentially be enrolled at any point in time if the program were operating with a full
staff, as described in Section 4.1.
6.3.2. Active Enrollment Caseload is defined as including those enrolled with some enrollment
time during the report period and have completed a home visit within 90 days of the end of
the report period. Client may have entered or exited services within that report period.
6.3.3. Contractor's Minimum Active Enrollment Caseload will be calculated each quarter using the
number of families actively enrolled during the quarter divided by the total number of
Maximum Service Capacity.
6.3.4. If Contractor's Active Enrollment Caseload falls below 85% of the Maximum Service
Capacity DEL will initiate the improvement process outlined in Attachment 3.
6.4. Policies and Procedures for Participant Enrollment, Disenrollment, Re -Enrollment, and Transfer:
Contractor agrees to develop and maintain written policies and procedures in alignment with model
fidelity for the following:
6.4.1. Enrollment and Disenrollment: Describing timeline and process for dis-enrolling families
upon graduation as well as what measures are taken and the timeline when contact with a
family is lost. If a model allows an alternative visit schedule, Contractor must have
documented procedures for how alternative visit schedules are determined and approved.
6.4.2. Re -enrollment: Describing the process for responding to families who reapply for program
participation to allow for re -enrollment in the program. Procedures should include an
assessment of prior program participation, and upon re -enrolling, programs will have a
system for determining if/how re -enrollment impacts timelines for program curriculum,
assessment, and services as well as how families are re -oriented to program. Programs
should allow for re -enrolling families when eligible by model and when appropriate.
Contract Number: 18-1047-01 Printed Date: 6/29/2018
Page 9 of 36
6.4.3. Avoiding Dual Enrollment: Describing the processes to assess prior and current
participation in home visiting services of families upon application for enrollment. If a family
is currently enrolled in an another HVSA funded program or model, in dialogue with the
family, Contractor's staff will determine which program is most appropriate to meet the
families circumstances and the family will remain in the previous program or seamlessly be
transitioned into the new program. In general, if the family is meeting participation
expectations in the original enrollment, enrollment should be maintained in the original
program. When there is a clinical need or planned service transition for dual enrollment,
Contractor will document this need in the client file and the plan for coordination of
services. Contractor will develop and implement policies and procedures to seamlessly
transfer enrolled families to alternate home visiting models if it best meets the interests and
needs of the family and considers risks to disrupting an existing positive relationship
between home visitor and family. When there are multiple HVSA funded contracted
programs or models in the same service area, it is recommended that the Contractor
develop a formal agreement with each program, such as a Memoranda of Understanding,
to describe how the organizations will coordinate recruitment and enrollment of home
visiting services.
7. Home Visits Frequency and Content
7.1. Frequency of Home Visits: Contractor agrees to deliver the number of home visits to families based
on the NFP program model requirements. If there are no model requirements, Contractor will
develop a definition of frequency with Thrive Washington and describe this in the model fidelity
letter cited in Section 3.1.
7.1.1. As outlined in Attachment 4 Contractor agrees to work towards adhering to model expected
dosage and administer at a minimum an average of 65% or higher of expected home visits
per month for enrolled families,
7.2. Assessments, Service Content, and Referrals: Contractor will administer individualized
assessments of participant families, and services will be provided in accordance with those
individual assessments, families' strengths and needs, and ensuring compliance with the NFP
model requirements.
7.2.1. Screenings: Contractor agrees to administer screenings with the frequency in fidelity to the
NFP program model requirements and HVSA aligned measures.
7.2.2. Referrals: Contractor agrees to refer participants to services needed as identified by
individual assessments and to document referrals and results of referrals in participant's
file.
8. Systems Connections
8.1. Local Engagement and Collective Impact: Contractor agrees to participate in local and regional
early learning coalitions and other initiatives to support, coordinate and build connections among
local early childhood partners, early intervention, Early Supports for Infants and Toddlers, child
welfare, economic support services, and the Community Wellness and Prevention Initiative. DEL
recommends Contractor develop Memoranda of Understanding with the Early Supports for Infants
and Toddlers (ESIT), early intervention service providers, Early Childhood Education and
Assistance Program, child welfare services, other non-HVSA home visiting programs and early
learning providers within the service area to describe the role of each partner in service
coordination, referrals, information sharing, and family transitions.
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9. Data Collection and Evaluation Requirements
9.1. Evaluation Purpose and Overview: The HVSA data collection and evaluation are designed to tell
the story of home visiting in Washington State, understand how home visiting is working, and how it
contributes to an early learning system that ensures all children start life with a solid foundation for
success. The HVSA also accounts to federal, state, and private funders for the impacts of these
investments.
While DEL is the administrator of the HVSA, DEL contracts with the Department of Health to lead data
collection, management, data sharing, quality assurance, reporting and supports for continuous quality
improvement and overall HVSA evaluation efforts. DOH is the DEL -specified contractor for data
management and reporting.
9.2. Data Collection: Contractor will ensure data collection that meets model requirements and the
HVSA, as outlined in Attachment 4, for all families, adults and children enrolled in home visiting
services, which include the measures summarized below and defined in Attachment 4:
9.2.1. Performance Measures:
9.2.1.1. System and Program Performance Indicators;
9.2.1.2. Enrollment and Service Utilization;
9.2.1.3. Demographic Information; and
9.2.1.4. Performance Payment Awards Performance Payment Measures.
9.3. Data Management: Contractor agrees that data will be collected and entered in NFP data system
accurately, timely and stored with appropriate safeguards to ensure protection of client information
according to the following standards:
9.3.1. Data Accuracy: Data should accurately represent the experience of the client; required
screenings and assessments should be administered as designed. This includes assigning
all clients a funding code as designated by DOH (see Section 9.4 for data share
requirements).
9.3.2. Timely Data Collection: Data will be collected adhering to the Performance Measures
requirements outlined in Attachment 4 and entered into NFP data system within five
business days of data collection.
9.3.3. Data Security: Electronic and paper data should be maintained in secure locations and
available only to those with a business need for the data; Contractor must maintain
procedures that do not place individuals at risk of harm and comply with applicable
confidentiality provisions, such as HIPAA and FERPA.
9.4. Data Sharing: Contractor agrees to share data necessary to meet data collection requirements
specified in section 9.2 with DEL's contractor of record, DOH.
9.4.1. Data Sharing Agreement (DSA):
Contractor agrees to execute a data sharing agreement with DOH to share direct
identifiable demographic information, enrollment, service utilization, program performance
and staffing data on or before July 30, 2017. Additionally, Contractor will provide
documentation of execution of data sharing with DOH to the NFP National Service Office
by July 30, 2017.
9.4.1.1. The Contractor shall maintain a data -sharing agreement with DSHS for all staff to
access the eJas.
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9.4.2. Parental Consent: With consultation and support from DEL and DOH, Contractor will make
every effort to seek Parental Consent to share direct identifiable data with DOH during the
contract period; Contractor agrees to seek this consent from all currently enrolled families
within the first six (6) weeks of the contract period and from all newly enrolled families
within the first three home visits. Sample consent form(s) for voluntary services (Section
6.2) and data sharing (Section 9.4) are available at www.del.wa.gov\homevisiting.
9.4.2.1. Parental Consents for voluntary services and data sharing maybe combined.
9.4.2.2. Families who do not provide consent to share identifiable data remain eligible to
receive home visiting services.
9.4.2.3. For those participants who do not consent to share identifiable data, Contractor
agrees to deliver to DOH a list of client IDs and required de -identified data.
9.5. Quality Assurance: the Contractor will make every effort to assure that data provided to DOH is
complete and accurate. The Contractor will use DOH reports of Contractor's data completion to
make corrections to data.
9.5.1. Contractor will respond to any requests from DOH to resolve any errors or missing data
needed for performance measures within 15 business days.
9.5.2. Contractor will strive for less than five percent missing data of all data required in Section
9.2.
9.5.3. Contractor agrees to review data reports prepared by DOH to facilitate reflection and
quality assurance and improvement efforts.
9.6. Evaluation: Contractor is required to participate in and cooperate with HVSA, DEL and DEL -
specified evaluations. This will include responding to emerging and non -routinize data and
evaluation requests from funders of the HVSA and working with DEL specified contractors.
Evaluation activities include but are not limited to interviews, focus groups, observations and
surveys and may involve:
9.6.1. The Home Visiting Workforce Study and its evaluation required by the MIECHV Innovation
Grant, which focuses on recruiting and retaining a high quality home visiting workforce and
includes working with DEL specified contractors, including but not limited to Portland State
University and other vendors.
9.6.2. Completing all documentation required by the research projects within the timeframes
provided; DEL will provide advanced notice to Contractor of additional requirements
whenever possible.
9.7. Training and Technical Assistance on Data Collection and Evaluation: Contractor agrees to
participate in and cooperate with training and technical assistance related to the topics listed below.
Participation may include in-person and remote meetings, staff training, technical assistance
opportunities, and reviews of data, reports and organizational policies/procedures. DOH is available
to support Contractor in working towards and achieving contract milestones on numerous topics
including, but not limited to the following:
9.7.1. Data sharing
9.7.2. Data collection
9.7.3. Reporting process
9.7.4. Analysis and interpretation of data
9.7.5. CQI planning and processes
9.7.6. Quality assurance
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10. Continuous Quality Improvement (CQI)
10.1. Purpose: The purpose of Continuous Quality Improvement (CQI) is to improve outcomes for
families engaged in home visiting services. CQI activities will be designed around home visiting
teams' practices, utilize program data, and improve the program's quality and outcomes over time.
CQI is prospective and inherently testing new strategies that may not always result in improved
services. Building CQI into regular practice may require Contractor to assess overall organizational
culture for quality, and DEL recognizes this may be new to Contractor; therefore, DEL will not
monitor Contractor for CQI outcomes but rather for progress on implementing the CQI Team and
Plan as outlined in this Statement of Work.
10.2. Training and Technical Assistance: Contractor agrees to participate in ongoing training and
technical assistance associated with CQI including quarterly phone calls lasting at least one hour
and topic specific group bi-monthly calls lasting at least one hour. DEL -specified contractors
providing this training and technical assistance include Thrive and DOH who will also support
Contractor on development measures, quarterly data reports for the selected CQI measures, and
CQI Toolkit for use in implementing the CQI Projects.
10.3. CQI Projects: Contractor agrees to develop and implement at least two (2) CQI Projects during this
contract term. The CQI Project periods are July 1, 2017 through December 31, 2017 and January,
2018 through June 30, 2018. Each CQI Project will include the following:
10.3.1. CQI Team—establish an internal CQI staff team established by the Contractor to oversee,
support, and implement CQI activities to assess program processes and outcomes; the
CQI Team membership may change depending upon the focus of the CQI Project.
10.3.2. CQI Charter and Plan—implement, at minimum, the project SMART Aim, CQI Team
Members, and the initial project plan, as defined in Attachment 5 and available at
www,dei.wa._govlhomevisiting. CQI Charter and Project 1 Plan are due to DEL on or before
August 25, 2017, and CQI Charter and Project 2 Plan are due to DEL on or before
February 25, 2018.
10.3.3. Improvement Cycles—implement at least two (2) Plan, Do, Study, Act (PDSA) cycles each
project period.
10.3.4. CQI Topics—utilize one of the following four topics for each CQI Project, unless otherwise
approved by DEL:
10.3.4.1. Maternal Depression Screening—completion of screening, referral and connection
to appropriate services;
10.3.4.2. Intimate Partner Violence Screening—completion of screening, referral and/or
connection to services;
10.3.4.3. Family Engagement—increasing length of participation or frequency of completed
visits;
10.3.4.4. Parent Child Interaction—completion of assessment of positive parenting
behaviors using a validated Parent -Child Interaction tool;
10.3.4.5. Other Topic—to be approved by DEL.
10.3.5. Reporting and Deliverable—report on the CQI Project progress and results using the CQI
Quarterly Report Templates described in Attachment 5 and available at
www.del.wa.gov\homevisiting; submit the reports to DEL with the Quarterly Progress
Reports and share with DOH and Thrive for review and feedback during the quarterly CQI
calls.
Contract Number: 18-1047-01 Printed Date: 6/29/2018
Page 13 of 36
11. Technical Assistance
11.1. Technical Assistance (TA) is available to Contractor to assist in maintaining model fidelity,
implementing best practices, and assuring and improving quality of home visiting service delivery.
DEL contracts with Thrive Washington (Thrive) to provide of technical assistance for the HVSA. The
Contractor agrees to work with DEL's designated provider of technical assistance for support in
achieving contract milestones including, but not limited to, the following areas:
11.1.1. Program model fidelity
11.1.2. Staff qualifications, and selection and onboarding of home visitors and supervisors
11.1.3. Reflective supervision process
11.1.4. Staff retention and vacancy planning
11.1.5. Participant outreach and recruitment
11.1.6. Model specific service delivery and case planning
11.1.7. Leadership development and organizational support for home visiting model
11.1.8. CQI planning, implementation and analysis
11.2. Technical Assistance Plan: Contractor agrees to collaborate with the DEL -specified contractor for
technical assistance during the contract term to including development of a Technical Assistance
Plan during quarter 1.
11.3, Technical Assistance and Coaching: Contractor agrees to participate at minimum in monthly one-
hour Technical Assistance/Coaching calls and up to three (3) technical assistance site visits with
the DEL -specified Technical Assistance provider.
12. Budget and Financial
12.1. Program -Funding Specific Budget: Contractor agrees that funds provided under this contract will be
expended by June 30, 2018 as specifically itemized line by line in Exhibit B, and that transfers
within expense categories of the budget in excess of 10% of the contract amount for each funding
source (column) will not be made without prior written approval from DEL and may require a
contract amendment.
12.2. Supplantation: Contractor shall ensure that HVSA funds received under this contract will be used to
supplement and not supplant the amount of federal, state, and local funds otherwise expended for
work performed under this Contract.
12.3. Travel: Contractor shall receive compensation only for lodging, per diem, and meal expenses at
current state travel reimbursement rates and in accordance with the State of Washington Office of
Financial Management Travel Regulations. Current rates for travel may be accessed at:
http:1%www.otm.wo.govIresourcesJrrovel.asp. When the lowest available lodging rate exceeds the
current state travel reimbursement rates, an exception may be made and when pre -approved in
writing by Contractor's fiscal authority, documented, and available for review. Travelers must be
prudent when planning and conducting essential business travel, ensuring they select travel
alternatives that are the most economical. Appropriate planning must take place to avoid
unnecessary travel in the performance of work assignments, seeking alternatives such as
teleconference calls, video and web collaboration and conferencing. Contractor's travel policy is
subject to review during ongoing or in-depth fiscal monitoring.
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12.4. Indirect Costs: Contractor may either claim the indirect rate negotiated with its cognizant federal
agency (also known as the federally approved cost allocation plan) or an indirect rate that does not
exceed 10% of modified total direct costs.
12.4.1. If claiming the federally negotiated rate, Contractor must supply the documentation
verifying the federally approved rate. Contractor's indirect rate plan and procedure are
subject to review during ongoing or in-depth fiscal monitoring.
12.4.2. Contractor's indirect cost plan must comply with the CFR part 200.56.57 and 200.414
Certification of cost allocation plan or indirect (facilities & administrative (F&A)) cost rate
proposal. The CFR can be found at the following link: http://www.ecfr.gov/cgi-bin/text-
idx?SID=89631 f63d8c85ba9e4f7a6a7fd6fdea5&mc=true&node=se2.1.200 156&rgn=div8
and http://www.ecfr.govlcgi-bin/text-
idx?SID=89e31 f63d8c85ba9e4f7a 6a7fd 6fdea5&mc=true&node=se2.1.200 1414&rgn=div8
12.5. Performance Payment Awards: During the term of this contract, Contractor will receive an
additional $500 per quarter for achievement of each of the following Performance Milestones
described in 12.5.4 below within that quarter.
12.5.1. DEL will review data provided by Contractor and DOH to confirm achievement of both
milestone with Contractor prior to issuance of any Performance Payment Award.
12.5.2. Contractor may receive up to a total of $4,000 in Performance Payment Awards within the
contract term as detailed in the Budget Exhibit B and distributed with reimbursements for
invoices submitted for months 3, 6, 9, and 12.
12.5.3. Funds received for Performance Payment Awards must be used to advance the goals of
the home visiting program in this contract.
12.5.4. Performance Milestone- Quarterly Enrollment: $500 per quarter, up to a total of $2,000
during the contract term, will be provided as a Performance Payment Award upon the
fulfillment of the following performance measure
12.5.4.1. Contractor maintains an average Active Enrollment Caseload of 90% or higher, of
their Maximum Service Capacity during the quarter, as measured by the number
of families actively enrolled on the 15th of Month 1, Month 2 and Month 3 of the
quarter divided by the Maximum Service Capacity (total number of possible
families), or 33.3 families.
12.5.5. Performance Milestone: Home Visiting Dosage: $500 per quarter, up to a total of $2,000
during the contract term, will be provided as a Performance Payment Award upon the
fulfillment of the following performance measure:
12.5.5.1. Contractor maintains NFP dosage requirements for home visits for 70% of all
clients as measured by the proportion of enrolled clients that met the model
defined dosage expectation during the time the client was enrolled during report
period. See Attachment 4 for model defined dosage expectation.
12.6. Financial Reporting and Documentation:
12.6.1. Contractor agrees to submit, at least monthly and not more often than semi-monthly, a
properly completed A-19 Voucher accompanied by the following documentation of the
actual expenses incurred during that period, as described below:
12.6.1.1. Monthly or Semi-monthly Expense Summary by fund source (e.g. State) as
produced by Contractor's accounting system and clearly detailing expenses
incurred for each Pay Point in that period's A-19 Voucher;
12.6.1.2. Contractor's Monthly or Semi-monthly Payroll Summary by fund source (e.g.
State) describing reimbursed hours for each staff person paid under the contract
for that period; and
Contract Number: 18-1047-01
Printed Date: 6/29/2018 Page 15 of 36
12.6.1.3. Documentation supporting all single expenses exceeding $5,000 by fund source
(e.g. State).
12.6.2. Payment is based upon approval of financial expenditures using the billing submission
procedure outlined in this contract, with the total payment not to exceed what is set forth in
Exhibit B Budget.
12.6.3. In -Depth Financial Review: DEL will conduct an in-depth financial review annually of
Contractor's expenditures charged to the contract. In preparation for the Annual Site Visit,
Contractor agrees to provide, upon request, the financial documents listed below. Based
upon this review, if questions arise, DEL may request additional data and documentation.
12.6.3.1. Contractor's most recent Annual Financial Audit/A-133 Audit;
12.6.3.2. Contractor's most recently submitted IRS Form 990;
12.6.3.3. At least one month, with the month specified by DEL, General Ledger detail for
Substantiation Testing;
12.6.3.4. Detailed financial documentation including specified payroll/timesheets, travel,
and major expense documentation upon request;
12.6.3.5. Other financial documentation and information, to be determined.
13. Publicity, Publication and Acknowledgements
13.1. DEL may include information on this Contract in their periodic public reports and may make
information about this Contract public at any time in their web pages and as part of press releases,
public reports, speeches, newsletters, and other public documents related to the Contract or the
HVSA. DEL is obligated to Washington State public disclosure law (RCW 42.56) and to comply with
regulations set forth in HIPAA and FERPA.
13.1.1. If Contractor wishes to issue a press release or public report announcing this contract, or
otherwise use DEL's name or logo for purposes related to this Contract, Contractor agrees
to contact the DEL Contract Manager, identified on page 1 of this Contract at least five (5)
business days before the desired announcement or publication date to obtain advanced
approval.
13.1.2. Contractor also agrees to include the name and logo of DEL and that the project is funded
through the State of Washington, Washington Department of Early Learning Home Visiting
Services Account in such media related to the project.
14. Contract Reporting, Monitoring, and Deliverables
14.1. The most current version of the following implementation elements and contractor requirements are
further detailed in the HVSA Implementation Policies and Procedures Manual online at
www.del.wa,govlhomevisiting. DEL will advise Contractor when updates to this manual are made at
least 10 (ten) business days prior to their taking effect. Any mention of quarters one through four
referenced in this document are defined as:
14.1.1. Quarter 1 — July 1, 2017 to September 30, 2017
14.1.2. Quarter 2 — October 1, 2017 to December 31, 2017
14.1.3. Quarter 3 — January 1, 2018 to March 31, 2018
14.1.4. Quarter 4 — April 1, 2018 to June 30, 2018
Contract Number: 18-1047-01 Printed Date: 6/29/2018
Page 16 of 36
14.2. Reporting: Contractor agrees to submit program and expense reports, as well as perform all other
requirements outlined in this Statement of Work, on or before the dates indicated in Exhibit D. Due
dates may be adjusted atthe discretion and approval of the DEL Contract Manager to
accommodate the variable reporting structures associated with federal funding requirements. DEL
reserves the right to aggregate, disaggregate, analyze, reproduce, and/or disseminate the data
provided in Program Reports, Financial Activity Reports, or any other reports submitted to DEL with
respect to the Contract.
14.2.1. While this contract funding ends June 30, 2018, deliverables describing services rendered
in the months of the contract term will be due no later than July 31, 2018 and will be
submitted at no additional cost to DEL.
14.3. Monitoring: As described in Attachment 3, throughout the term of this contract, DEL will monitor
compliance with contract requirements, model standing, progress toward completion of
deliverables, enrollment performance, and financial activity through review of submitted reports,
monthly phone calls, and meetings with Contractor.
14.3.1. Contractor agrees to participate in at least one monitoring site visit on a mutually agreed
upon date.
14.3.2. If DEL (a) encounters non-compliance with the terms outlined in this contract on the part of
Contractor, or (b) is not satisfied, in its sole discretion, with the quality of Contractor's work,
DEL will follow to make a reasonable attempt to assist Contractor with technical assistance
to resolve issues that impede quality and compliance. In the event that compliance and/or
quality issues are not resolved through standard technical assistance, Contractor will be
engaged in corrective action through Implementation Improvement processes, as outlined
in Attachment 3.
14.4. Summary Deliverables and Timelines
14.4.1. Monthly Reports: Contractor will submit Monthly Enrollment Data Reports no later than the
25th day following the month of service outlined in Attachment 6 and available at
www.del.wa.igovhomevisiting.
14.4.2. At least monthly A-19 Invoice, accompanied by financial documentation detailed in Section
12.
14.4.3. Quarterly Reports: Contractor will submit four (4) Quarterly Progress Reports no later than
30 days following the end of each quarter outlined in Attachment 7 and available at
www.del.wa.gov\homevisiting.
14.4.4. Annual Pre -Contract Questionnaire. Contractor agrees to complete and submit the HVSA
Pre -Contract Questionnaire with the Q3 Report, detailing organizational summary, a
program implementation plan and a budget for the subsequent contract year. The Pre -
Contract Questionnaire Template will be available at www.del.wa.gov\homevisiting.
14.4.5. Table of Deliverables and Timelines. Exhibit D outlines the reporting timeline and
deliverables presented in this statement of work according to their timeline. Some
deliverables associated with this contract, including the HVSA Semi -Annual Statewide
Meetings and Supervisor Meetings are not included in this table as the dates of these
events will be determined after contract execution.
1. DEFINITIONS. The following terms, as used throughout this Contract, shall have the
meanings set forth below:
1.1. "Active Enrollment Caseload" means those home visiting program participants who are enrolled in the
home visiting program, have some enrollment time during the reporting period, and have participated in at
least one (1) home visit within 90 days of the end of the reporting period. The home visiting program
participant may have entered or exited services within that reporting period.
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1.2. "Administrative Supervision" means supervision provided to staff involving adhering to and implementing
agency policy and procedures, paperwork, data collection, report writing, coordinating, monitoring
productivity, and evaluating performance.
1.3. At -Risk Community means a community for which indicators of risk are present in greater proportion than
in Washington as a whole according to the statewide Home Visiting Needs Assessment.
1.4. "At -Risk Family" means families residing in at -risk communities and determining the priority populations
from which participants are recruited.
1.5. "Benchmarks" means the federally or state required performance measures that will be measured and
reported on through this Contract.
1.6. "Clinical Supervision" means regular supervision of staff involving program methods and models, fidelity,
curriculum, screening tools and procedures, case reviews, goal setting with families, reviewing and
evaluating client progress, teaching, and providing guidance and advice.
1.7. "Confidential Information" means information that is protected from public disclosure by law. There are
many state and federal laws that make different kinds of information confidential. In Washington State, the
two most common are the Public Records Act RCW 42.56, and the Healthcare Information Act, RCW
70.02. This includes names; postal address information (other than town or city, state and zip code);
telephone numbers, fax numbers, e-mail addresses; social security numbers; medical record numbers;
health plan beneficiary numbers; account numbers; certificate/license numbers; vehicle identifiers and
serial numbers, including license plate numbers; device identifiers and serial numbers; web universal
resource locators (URLs); internet protocol (IP) address numbers; biometric identifiers, including finger and
voice prints; and full face photographic images and any comparable images.
1.8. "Continuous Quality Improvement (CQI)" means a systematic approach to specifying the processes and
outcomes of a program or set of practices through regular data collection and the application of changes
that may lead to improvements in outcomes, process, and performance.
1.9. "DCYF" means the Department of Children, Youth and Families.
1.10. "De -identified Data" means health information that does not identify an individual and that there is no
reasonable basis to believe that the information can be used to identify an individual, as specified in 45
C.F.R. § 164.514(e)(1).
1.11. "DEL" means Department of Early Learning.
1.12. "Deliverable" means the delivery of home visiting services and/or a tangible work product resulting from
this contract which is to be documented, described, reported and/or provided to DEL/DCYF in the form and
manner required by this contract.
1.13. "DOH" means the Department of Health.
1.14. "DSA" means Data Sharing Agreement.
1.15. "Efforts To Outcomes (ETO)" means the data collection system for the national Nurse Family Partnership
Program.
1.16. "Enhancements or Adaptations to home visiting model" means adaptations to programs including
changes to the model that have not been tested with rigorous impact research but are determined by the
Model Developer not to alter the core components related to program impacts.
1.17. "Enrollment" means a family is considered to be enrolled in a home visiting program as of the date of the
first home visit during which the participant voluntarily consents to participate and signs a written participant
agreement. All services must be voluntary.
1.18. "Evidence -based Home Visiting Models" means home visiting models meeting specific evidence
standards as outlined and approved by the federal Health Resources and Services Administration's
(HRSA) MIECHV program and selected by local implementing agencies for funding through the HVSA.
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1.19. "FERPA" means "Family Educational Rights and Privacy Act" that protects the privacy of student education
records, with regulations found at 34 CFR Part 99.
1.20. "HIPAA Rules" means the "Health Insurance Portability and Accountability Act Rules" and includes the
Privacy, Security, Breach Notification, and Enforcement Rules at 45 C.F.R., Part 160 and Part 164.
1.21. "HRSA" means the United States Department of Health and Human Services: Health Resources and
Services Administration.
1.22. "HV" means home visiting.
1.23. "HVSA" means the Home Visiting Services Account established in RCW 43.215.130.
1.24. "HVSA Aligned Measures" means those performance measures described in Attachment 4 of this
Contract.
1.25. "Implementation HUB" means the central administration of Implementation Science -informed supports,
training, coaching, and technical assistance for home visiting services in Washington State as provided by
Thrive Washington. "Implementation Hub" is also known as 'The HUB.'
1.26. "Implementation Science" (IS) means, a framework to promote the full and effective use of evidence -
based programs and evidence -informed innovations so that outcomes shown in research are achieved and
sustained.
1.27. "Local Implementing Agency (LIA)" means local agency funded through the HVSA contract that provides
direct home visiting services and tasked with establishing the local infrastructure necessary for successful
implementation and provision of the selected evidence -based HV research based or promising practices
home visiting models.
1.28. "Maximum Service Capacity" means the highest number of families or households that could potentially
be enrolled in the Contractor's home visiting program at any point in time if the program were operating
with a full staff, as described in Section 4.1, and at full enrollment, as set forth in section 6.3.
1.29. "Memorandum of Understanding (MOU)" means an agreement, between Contractor and partners,
organizations, individuals, agencies and/or other entities in the local service area to provide wraparound
services, additional resources, in-kind services, and/or use of facilities to Contractor in order to best meet
the goals of the Local HVSA Program. MOUs will serve to leverage community resources and address the
existing service gaps and needs of participants and promote successful implementation and operation of
the Local HVSA Program.
1.30. "Model Developer" means an entity or its designee responsible for the development of an identified
evidence -based HV model for defining and monitoring fidelity to the model.
1.31. "NFP" means the Nurse -Family Partnership home visiting model. Nurse -Family Partnership (NFP),
considered an evidence -based model for the purposes of this contract. Nurse Family Partnership National
Service Office, www.nursefamilypartnership.org.
1.32. "Penelope" means the data collection system to be used by the national Nurse Family Partnership
program, replacing Efforts to Outcomes in 2018.
1.33. "Priority Populations" means the populations from which clients who receiving home visiting services
through this Contract are recruited, defined in Section 5.2 of this Contract.
1.34. "Promising Practices Home Visiting Models" means home visiting models approved by Washington
State HVSA that have demonstrated impacts through evaluation results and selected by local implementing
agencies for implementation through the HVSA. This definition includes a program or practice model that is
based on statistical analysis or a well-established theory of change, shows potential for meeting the
'evidence -based' or'research-based' criteria, which could include the use of a program that is evidence -
based for outcomes other than the alternative use, but does not meet the evidence -based standards for
Maternal, Infant and Early Childhood Home Visiting program funding.
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1.35. "Reflective Supervision (RS)" means a distinctive form of competency -based professional development
provided to multidisciplinary early childhood home visitors that emphasizes relationship development
between home visitor and supervisor, between home visitor and parent, and between parent and
infant/toddler. Reflective supervision attends to the emotional content of the work and how reactions to the
content affect the work.
1.36. "Service Area" means the geographical area defined by geographic boundaries where the priority
populations reside or where a specific group of eligible participants will be served by Contractor.
1.37. "State Model Lead" means the HV program model representative that provides contractors with HV
services, supports and TTA in coordination with the Implementation HUB.
1.38. "TANF" means Temporary Assistance for Needy Families administered through the Department of Social
and Health Services (DSHS).
1.39. "Thrive Washington" means the private partner identified in RCW 43.215.130 that is responsible for
supporting the HVSA account by providing TTA through the Implementation Hub to LIAs.
1.40. "TTA" means Training and Technical Assistance and may include coaching and consultation activities -
1.41. "WorkFirst" means the program for TANF families who are required to participate in certain work-related
activities.
2. Background
2.1. The Home Visiting Service Account (HVSA) is a legislatively mandated private- public partnership (RCW
43.215.130) that funds high quality home visiting programs so that:
2.1.1. Children are healthier and better prepared for school
2.1.2. Parent-child bonds are stronger
2.1.3. Abuse and neglect are less likely
2.2. The HVSA prioritizes funding towards meeting the needs of Washington's diverse populations, particularly
those families and communities demonstrating the highest needs.
2.3. Ultimately, the HVSA is working to ensure that home visiting services are embedded in and contribute
towards comprehensive, high quality early childhood systems so that families have access to high quality
information, services and supports prenatally through Kindergarten entry.
2.4. Programs funded through the HVSA and administered by DEL/DCYF aim to improve the health and well-
being of at -risk families understanding there are windows of opportunity to influence family and child
development that occur in the context of community and society. Contractor shall implement the HVSA-
approved home visiting model with the intent of improving outcomes for participants and strengthening
coordination of services.
3. Model Fidelity
3.1. The Contractor shall maintain fidelity to the NFP program model as defined as ongoing adherence to
specified criteria and components described by the NFP Model Developer. For home visiting programs that
are not evidence based, the promising practices Contractor will work with a DCYF-authorized provider of
technical assistance to adhere to model fidelity indicators established in prior contracts throughout the term
of this contract.
3.1.1. National Model Standing: Contractor will ensure adherence to NFP program model standards
for the duration of this contract, as indicated through a written letter with certification of good
standing status and/or active, ready to implement status from the NFP national organization
for evidenced based programs. The letter shall be delivered to DEL with the Quarter 2
Progress Report.
Contract Number: 18-1047-01 Printed Date: 6/29/2018
Page 20 of 36
3.1.2. Contractor must obtain prior written approval by the model developer and DEL/DCYF before
implementing enhancements or adaptations to the home visiting model.
3.2. If Contractor subcontracts for delivery of home visiting services, then the subcontract must receive prior
approval from DEL/DCYF and the subcontractor must comply with all sections of this Scope of Work.
4. Staffing, Supervision and Training
4.1. Staffing Level:
Contractor shall maintain staffing levels sufficient to comply with the home visiting program model to meet
regl,ired oats and objectives through adherence to the sta ing plan outlined as follows
b. C.
Staffing Plan by Position Type i502 State General HVSA
Funds State Total
Funds_.
Home Visitor FTE Total .72 1.72
HV Supervisors FTE Total -- time delivering
home visiting services, if applicable
Supervisor FTE Total -- time dedicated to 12 .03 .15
supervision
Admin Support Staff FTE Total
Data Support Staff FTE Total
,Management Staff FTE Total
[Additional Direct Service Staff FTE Total
4.2. Home Visiting Supervisor and Home Visitor Qualifications:
Contractor shall comply with the NFP home visitor supervisor and staffing qualification requirements
throughout the term of this contract. If there are no model requirements, the Contractor shall work with the
DCYF-authorized provider of technical assistance, Thrive Washington, to establish qualifications. The
definitions shall be included with the model fidelity letter submitted by the Contractor as described in
Section 3.1.1. The Contractor shall adhere to these definitions of home visitor supervisor and staffing
qualifications throughout the entire term of this contract.
4.3. Sub -Contracting: With prior approval from DEL/DCYF, Contractor may hire directly or subcontract with
clinical staff, other support staff, or consultants to provide topic -specific expertise or clinical support to
home visiting staff. If Contractor hires clinical staff or contracts out for other support services, Contractor
will be required to adhere to model requirements and provide periodic updates on the activities carried out
by the clinical staff, consultant, and/or subcontract.
4.4. Background Checks:
The Contractor shall conduct reference and background checks on home visiting staff prior to allowing
home visiting staff to perform work pursuant to this contract. Reference and background check information
for each employee shall be retained in the employee's personnel files.
4.5. Supervision of Home Visitors:
Contractor shall comply with the supervision requirements of NFP program model as follows:
4.5.1. Supervision Ratios: Contractor shall comply with program model requirements for the ratio of
supervisors to home visitors throughout the term of this contract. If no model requirements
exist, Contractor shall comply with requirements established with the DCYF-authorized
technical assistance provider throughout the term of this contract.
4.5.2. Supervision Schedule Hours: Contractor shall comply with the following supervision
schedule:
4.5.2.1. A minimum of two (2) hours per month of individual reflective supervision for each
home visitor working .5 FTE or more; and
4.5.2.2. A minimum of one (1) hour per month of group supervision, case conferencing, or
staff meetings for all home visitors;
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4.5.2.3. A minimum of one (1) hour per month for each home visitor working 0.5 FTE of
administrative and clinical supervision;
4.5.2.4. The parties may agree in writing to an alternative supervision schedule.
4.6. Staff Training and Ongoing Professional Development:
4.6.1. The Contractor shall require that all home visitor and supervisor staff adhere to the training
requirements, professional development, and continuing education requirements established
by the model developer and DCYF. Training requirements for home visitors, supervisors, and
home visiting coordinators shall include, but not be limited to the following:
4.6.1.1. New and ongoing model training,
4.6.1.2. Ongoing professional development and continuing education required by the NFP
model,
4.6.1.3. Training required by the DEL/DCYF on data collection methods, Continuous Quality
Improvement, and other topics, which may include the NEAR@Home Toolkit,
Facilitating Attuned Interactions, and other topics to be determined.
4.6.2. Upon request, the Contractor shall deliver to DEL/DCYF documentation pertaining to all staff
training, professional development, and continuing education described in this Section.
4.7. HVSA Orientations and Meetings:
Contractor shall attend and participate in statewide HVSA All Program Meetings conducted in Washington
State. Required attendance shall include, at a minimum, at least one of the Contractor's lead staff persons
or the home visiting program manager. Attendance at the HVSA Statewide meetings shall include, but not
be limited to, the following:
4.7.1. The DEL/DCYF Orientation Webinar to occur in the first quarter of the contract period on a
date to be determined.
4.7.2. At least two (2) full-day Semi -Annual Statewide Meetings held in Washington State in the
greater Seattle/Tacoma area on dates to be determined;
4.7.3. At least three (3) NFP Supervisor Meetings in locations and on dates to be determined;
4.8. Staff Retention Practices:
To ensure continuity of high quality service delivery, the Contractor shall develop and implement policies
and practices to recruit and retain qualified staff in the home visitor and supervisor positions.
4.9. Staffing Vacancy Plans:
To avoid service disruption in the event of a short- or long-term staffing vacancy, the Contractor shall
establish and implement vacancy plans to fill vacant home visitor and supervisor positions to ensure
continuity of home visiting services, minimal client turnover, and adequate supervision.
5. Service Area and Recruitment of Priority Populations
5.1. Service Area:
Contractor agrees to deliver home visiting services to priority populations, defined in Section 5.2, who
reside in the following counties or sub -county areas:
5.1.1. Jefferson and Kitsap Counties
5.2. Priority Population:
Contractor shall sustain internal practices to serve, from among the HVSA Priority Populations. Priority
Populations are defined as eligible participants with two or more of the following characteristics:
5.2.1. Families with children, prenatal to age three years
5.2.2. Demographic Characteristics:
5.2.2.1. American Indian/Alaskan Native Non -Hispanic
5.2.2.2. Poverty/Low Income
5.2.2.3. Teen Parents
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5.2.2.4. Non-English Speaking or Recent Immigrant
5.2.2.5. Enrolled in WorkFirst/TANF
5.2.3. Adverse Experiences
5.2.3.1. Prior Child Welfare System Involvement
5.2.3.2. Intimate Partner Violence
5.2.3.3. Familial History or current experience with Substance Use, including Tobacco
5.2.3.4. Parent Mental Illness
5.2.3.5. Current and Previously Incarcerated Parents
5.2.3.6. Homeless/Unstable Housing
5.2.4. Other Characteristics
5.2.4.1. Parents with Low Educational Attainment
5.2.4.2. Parents with Disabilities
5.2.4.3. Families currently or formerly in the Military
5.2.4.4. Children with Disabilities, especially those not linked with early intervention services
5.3. Outreach Efforts:
5.3.1. The Contractor shall create and implement an outreach plan to reach families to be served
from among the priority populations.
5.3.2. The Contractor shall document outreach efforts and referral sources for potential and enrolled
participant including those who decline services.
5.3.3. The Contractor shall record outreach and referral sources in the NFP data system -
ETO/Penelope.
5.3.4. Contractor shall assess the degree to which outreach efforts are successful in reaching target
populations.
5.3.5. Contractor shall provide to DEL/DCYF in its quarterly reports description of barriers to
reaching the intended populations. Any proposals to adapt the priority population shall be
supported by community data and approved by DCYF.
6. Participant Enrollment, Retention, and Caseload Maintenance
6.1. Plan for Recruitment of Participants: Contractor shall document and implement a comprehensive plan for
participant recruitment, engagement, and retention aligned with the NFP program model to ensure ongoing
enrollment of priority populations as described in section 5.
6.2. Voluntary Services: The Contractor shall implement program policies and procedures to ensure home
visiting services are provided to program participants on a voluntary basis. For every participant enrolled,
Contractor must obtain a consent form to participate indicating that expectant parents, parents, or
caregivers agree to voluntarily enroll in Contractor's home visiting services. Consent forms or participant
agreements must explicitly state that home visiting services are voluntary, and the consent must be signed
and dated by the participant upon enrollment. Consent forms must be maintained in the participant file in
paper or electronic form. Consent forms should be written in plain language and be available in multiple
languages. When potential participants have barriers with literacy, the consent should be explained in the
participant's primary language, which may require interpretation. When interpretation is utilized, signatures
should be obtained on the consent form from the interpreter. Sample consent form(s) are available at on
the home visiting page of the DEL/DCYF web site.
6.3. Active Caseload Threshold: Contractor shall build and maintain an active participant caseload in
accordance with NFP model requirements. Throughout the entire term of this contract, Contractor shall aim
to serve an active Maximum Service Capacity of 37 families and maintain a minimum Active Enrollment
Caseload of 85% of those families, or 31 families.
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6.3.1 Contractor's Minimum Active Enrollment Caseload will be calculated each quarter using the
number of families actively enrolled during the quarter divided by the total number of
Maximum Service Capacity.
6.3.2. DEL/DCYF will initiate the improvement process outlined in Attachment 3 Contract
Monitoring, Compliance and Non -Compliance if the Contractor's Active Enrollment Caseload
falls below 85% of the Maximum Service Capacity.
6.4. Policies and Procedures for Participant Enrollment, Disenrollment, Re -Enrollment, and Transfer: Contractor
shall develop, maintain, and implement written policies and procedures that are consistent with and in
alignment with NFP model fidelity. The written policies and procedures shall include, but not be limited to,
the following:
6.4.1. Enrollment and Disenrollment: A description of the timeline and process for dis-enrolling
families upon graduation as well as what measures are taken and the timeline when contact
with a family is lost. If the program model allows for an alternative visit schedule, the
Contractor must have documented procedures for how alternative visit schedules are
determined and approved.
6.4.2. Re -enrollment: A description of the process for responding to families who reapply for
program participation to allow for re -enrollment in the program. Procedures should include an
assessment of prior home visiting program participation, and upon re -enrolling, programs will
have a system for determining if/how re -enrollment impacts timelines for program curriculum,
assessment, and services as well as how families are re -oriented to the home visiting
program. Programs should allow for re -enrolling families when eligible by model and when
appropriate.
6.4.3. Avoiding Dual Enrollment: A description of the processes to assess a family's prior and
current participation in home visiting services upon application for enrollment. If a family is
currently enrolled in an another HVSA funded program or model, in dialogue with the family,
the Contractor's staff shall determine which program is most appropriate to meet the family's
circumstances and the family will remain in the previous program or be seamlessly
transitioned into the new program. It is the intent of the parties that if the family is meeting
participation expectations in the originally enrolled program, enrollment should be maintained
in the original program. When there is a clinical need or planned service transition for dual
enrollment, Contractor will document this need in the client file and the plan for coordination
of services. Contractor will develop and implement policies and procedures to seamlessly
transfer enrolled families to alternate home visiting models if it best meets the interests and
needs of the family and considers risks to disrupting an existing positive relationship between
home visitor and family. When there are multiple HVSA funded contracted programs or
models in the same service area, it is recommended that the Contractor develop a formal
agreement with each program, such as a Memorandum of Understanding, to describe how
the organizations will coordinate recruitment and enrollment of home visiting services.
7. Home Visits Frequency and Content
7.1. Frequency of Home Visits: The number of home visits delivered to family participants shall be based on the
NFP program model requirements. If there are no model requirements, the Contractor shall develop with
Thrive Washington a definition of "frequency". The Contractor shall provide DEL/DCYF a written definition
of "frequency" after such definition has been developed. The definition shall be included with the materials
submitted as part of the model fidelity letter submitted by the Contractor as described in Section 3.1.
7.1.1. As described in Attachment 4 the Contractor shall work towards adhering to the NFP model
expected dosage; for 60% or more of the total enrolled families in the program, the
Contractor shall complete 80% of the model expected home visits.
7.2. Assessments, Service Content, and Referrals: The Contractor shall administer individualized assessments
of participant families, and offer services in accordance with those assessments, family strengths and
needs, and in compliance with the NFP model requirements.
7.2.1. Screenings: The Contractor shall administer screenings with the frequency consistent with
fidelity to the NFP program model requirements, the HVSA Aligned Measures.
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Page 24 of 36
7.2.2. Referrals: The Contractor shall refer participants to services needed as identified by
individual assessments and document referrals and results of referrals in the participants'
files.
8. Systems Connections
8.1. Local Engagement and Collective Impact: The Contractor shall participate in local and early learning
regional coalitions (ELRCs) and other initiatives to support, coordinate and build connections among local
early childhood partners, early intervention, Early Supports for Infants and Toddlers, child welfare,
economic support services and Community Prevention and Wellness Initiative. DEL/DCYF recommends
Contractor develop Memoranda of Understanding with the Early Supports for Infants and Toddlers (ESIT)
program, early intervention service providers, Early Childhood Education and Assistance Program, child
welfare services, other non-HVSA home visiting programs and early learning providers within the service
area. The intended purpose of the MOUs is to describe the role of each partner in service coordination,
referrals, information sharing, and family transitions.
9. Data Collection and Evaluation Requirements
9.1. Evaluation Purpose and Overview: The parties understand and agree that the HVSA data collection and
evaluation requirements are designed to (1) inform the various stakeholders of home visiting in Washington
State, (2) provide an understanding for how home visiting programs are working in Washington, and (3)
describe how home visiting programs contribute to an early learning system that ensures all children start
life with a solid foundation for success. The HVSA also reports to federal, state, and private funders the
impacts of their investments.
9.1.1. While DEL/DCYF is the administrator of the HVSA, DEL/DCYF contracts with the Department
of Health (DOH) to lead data collection, management, data sharing, quality assurance,
reporting to support program quality and continuous quality improvement and overall HVSA
evaluation efforts. DOH is the DCYF-specified contractor for data management and reporting.
9.2. Data Collection: The Contractor shall collect data from all families, adults, and children enrolled in the home
visiting program as described in this Section (Section 9). Such data collection shall comply with
requirements set forth by the NFP model, DEL/DCYF and the HVSA as described in Attachment 4 Data
Collection, Reporting and HVSA Aligned Measures and outlined below:
9.2.1. Performance Measures, defined in Attachment 4:
9.2.1.1. System and Program Performance Indicators;
9.2.1.2. Enrollment and Service Utilization;
9.2.1.3. Demographic Information; and
9.2.1.4. Performance Payment Measures.
9.2.2. Upon notification by DCYF, compliance with any changes in data collection expectations as
required of DEL/DCYF from federal or state funding sources.
9.3. Data Management: The Contractor shall collect and input the home visiting data described in this Section 9
into the NFP — ETO/Penelope data collection system. The data shall be stored, maintained, and protected
as described in Section 7 of Exhibit C General Terms and Conditions of this Contract.
9.4. Data Accuracy: The Contractor shall ensure that data collected represent accurately the experience of the
home visiting participants, including the required screenings and assessments administered as designed.
This includes assigning all clients a funding code as designated by DOH (see Section 9.6 for data sharing
requirements).
9.5. Timely Data Collection: The Contractor shall comply with data collection timelines and the Performance
Measures requirements described in Attachment 4. Data shall be entered into the NFP data collection
system within five (5) business days of data collection.
9.6. Data Sharing: The Contractor, and all subcontractors delivering direct home visiting services, must share
with DCYF's contractor of record, DOH, the data necessary to meet data collection requirements specified
in Section 9.2.
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Printed Date: 6/29/2018 Page 25 of 36
9.6.1. Data Sharing Agreement (DSA):
The Contractor, and all subcontractors delivering direct home visiting services, shall maintain
an executed data sharing agreement with DOH to share confidential information, outreach,
referral, enrollment, service utilization, program performance and staffing data as described
in Section 9.2 to be effective throughout the term of the contract. The Contractor shall
maintain documentation of execution of the data sharing agreement with DOH and submit
any revisions to DEL/DCYF and written notice to the NFP NSO within 30 days.
9.6.2. Parental Consent: With consultation and support from DEL/DCYF and DOH, the Contractor
will make every effort to seek Parental Consent to share Confidential Information with DOH
throughout the entire term of the Contract; the Contractor shall seek this consent from all
newly enrolled participants within the first three home visits. Sample consent form(s) are
available on the Home Visiting page at DCYF.wa.gov.
9.6.2.1. Participants who do not provide consent to share confidential information remain
eligible to receive home visiting services.
9.6.2.2. The Contractor shall share with DOH the consent status according to the process
outlined in Attachment 4 no less than quarterly via Secure File Transfer (SFT).
9.7. Quality Assurance: The Contractor shall ensure that data provided to DOH is complete and accurate by
using DOH Quality Assurance Reports of the Contractor's data completion to make corrections to data.
9.7.1. The Contractor shall respond within 10 business days of any request from DOH to resolve
any errors or missing information for all data required in section 9.2.
9.7.2. The Contractor shall strive for less than five percent missing data of all data required in
Section 9.2.
9.7.3. The Contractor shall review data reports prepared by DOH to facilitate reflection, quality
assurance and program improvement efforts.
9.8. Evaluation: The Contractor shall participate in and cooperate with HVSA, DEL/DCYF and DCYF-specified
evaluations. This shall include responding to emerging and non -routine data and evaluation requests from
HVSA funders and working with DEL/DCYF specified contractors. Evaluation activities shall include, but
are not limited to, the following:
9.8.1. Interviews, focus groups, observations and surveys.
9.8.2. The Maternal, Infant Home Visiting Program Evaluation (MIHOPE), the Home Visiting
Workforce Study and the evaluation required by the MIECHV Innovation Grant, which
focuses on recruiting and retaining a high quality home visiting workforce and includes
working with DEL/DCYF specified contractors, including but not limited to Portland State
University and other vendors.
9.8.3. Completion of all documentation required by the research projects within the timeframes
presented.
9.9. Training and Technical Assistance on Data Collection and Evaluation: The Contractor shall participate in
and cooperate with training and technical assistance related to the topics listed below. Such participation
shall include in-person and remote meetings, staff training, technical assistance opportunities, and reviews
of data, reports and organizational policies and procedures. DOH may support the Contractor in working
towards and achieving contract milestones on topics including, but not limited to, the following:
9.9.1.
Data collection;
9.9.2.
Data sharing;
9.9.3.
Reporting process;
9.9.4. Analysis and interpretation of data;
9.9.5. Quality assurance.
10. Continuous Quality Improvement (CQI)
10.1. Purpose: The purpose of Continuous Quality Improvement (CQI) is to strengthen practice and improve
outcomes for families engaged in home visiting services. CQI activities will be designed around home
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Page 26 of 36
visiting teams' practices, utilize program data, and improve the program's quality and outcomes over time.
CQI is prospective and inherently encourages testing new strategies that may not always produce desired
results. Building CQI into regular practice may require the Contractor to assess overall organizational
culture for quality. DEL/DCYF will not monitor the Contractor for CQI outcomes but rather for progress on
implementing the CQI Team and Projects as outlined in this Section 10.
10.2. Training and Technical Assistance: The Contractor shall participate in ongoing training and technical
assistance associated with CQI including quarterly phone calls and topic specific group calls during each
project period. DCYF-specified contractors providing this training and technical assistance include Thrive
and DOH who will also support the Contractor on development measures, quarterly data reports for the
selected CQI measures, and CQI Toolkit for use in implementing the CQI Projects.
10.3. CQI Projects: The Contractor shall develop and implement at least two (2) CQI Projects during this contract
term. The CQI Project periods are (1) July 1, 2018 through December 31, 2018 and (2) January 1, 2019
through June 30, 2019. Each CQI Project shall include the following:
10.3.1. CQI Team—The Contractor shall establish an internal CQI staff team to oversee, support,
and implement CQI activities to assess program processes and outcomes; the CQI Team
membership may change depending upon the focus of the CQI Project.
10.3.2. CQI Charter and Plan—At a minimum, the Contractor shall define and implement the project
SMART Aim, CQI Team Members, and the initial project plan, as defined in Attachment 5 and
available on the Home Visiting page at DCYF.wa.gov.
10.3.2.1. The Contractor shall submit CQI Charter and Project Plan for Project #1 no later
than August 20, 2018 and for Project #2 no later than February 20, 2019 using the
template described in Attachment 5 Continuous Quality Improvement and available
on the Home Visiting page at DCYF.wa.gov.
10.3.3. Improvement Cycles— The Contractor shall implement at least two (2) Plan, Do, Study, Act
(PDSA) cycles each project period.
10.3.4. CQI Topics—The Contractor shall utilize one of the following four topics for each CQI Project,
unless otherwise approved by DCYF:
10.3.4.1. Maternal Depression Screening—completion of screening, referral and connection
to appropriate services;
10.3.4.2. Intimate Partner Violence Screening—completion of screening, referral and/or
connection to appropriate services;
10.3.4.3. Family Engagement—increasing length of participation or frequency of completed
visits;
10.3.4.4. Child Developmental Screening—completion of screening using a validated tool,
referral and connection to appropriate services;
10.3.4.5. Other Topic—To be approved by DCYF.
10.3.5. CQI Project Summary and Reflection— The Contractor shall report on project completion,
changes tested, and reflect on lessons learned, as described in Attachment 5 and available
on the Home Visiting page at DCYF.wa.gov. The reports shall be submitted to DEL/DCYF as
an attachment to the Quarterly Progress Reports due on or before the dates described below
in Section 14; DEL/DCYF will share these reports with DOH and Thrive for review and
feedback during the quarterly CQI calls.
10.3.5.1. The Contractor shall submit the CQI Project 1 PDSA Report no later than October
20, 2018 with the Quarter 1 Progress Report.
10.3.5.2. The Contractor shall submit the CQI Project 1 Summary and Reflection no later than
January 20, 2019 with the Quarter 2 Progress Report.
10.3.5.3. The Contractor shall submit the CQI Project 2 PDSA Report no later than April 20,
2019 with the Quarter 3 Progress Report.
10.3.5.4. The Contractor shall submit the CQI Project 2 Summary and Reflection no later than
July 20, 2019 with the Quarter 4 Progress Report.
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Printed Date: 6/29/2018 Page 27 of 36
11. Technical Assistance
11.1. Technical Assistance (TA) is available to the Contractor to assist in maintaining model fidelity,
implementing best practices, and assuring improving quality of home visiting service delivery. DEL/DCYF
contracts with Thrive Washington (Thrive) to provide technical assistance for the HVSA. The Contractor
shall work with DCYF's designated technical assistance provider for support in achieving contract
milestones including, but not limited to, the following areas:
11.1.1. Program model fidelity as described by the NFP model developer and Section 3 of this
Statement of Work;
11.1.2. Staff qualifications, and selection and onboarding of home visitors and supervisors;
11.1.3. Reflective supervision process;
11.1.4. Staff retention and vacancy planning;
11.1.5. Participant outreach, recruitment, enrollment and retention;
11.1.6. Model specific service delivery and case planning;
11.1.7. Leadership development and organizational support for home visiting model; and
11.1.8. CQI planning, implementation and analysis.
11.2. Technical Assistance Plan: The Contractor shall work with the DCYF-specified contractor for technical
assistance to complete a Self -Reflection Tool and develop a Technical Assistance Plan within the first three
months of this Contract.
11.2.1. Technical Assistance and Coaching: The Contractor shall work with the DCYF-specified
contractor for technical assistance to implement the Technical Assistance Plan throughout
the duration of this Contract.
11.2.2. The Contractor shall participate in at least monthly one-hour Technical Assistance/Coaching
calls and up to three (3) technical assistance site visits led by the DCYF-specified contractor
for technical assistance.
12. Budget and Financial
12.1. Program -Funding Specific Budget: The Contractor understands and agrees that funds provided under this
Contract, with the exception of Performance Payment Awards described in Section 12.6 below, shall be
expended by June 30, 2019 as specifically itemized line by line in Exhibit B Budget. Any requests for shifts
between categories (pay points of the budget) must receive prior written approval from DEL/DCYF, and
transfers across expense categories (pay points of the budget) in excess of 10% of the total for each
funding source will not be made without prior written approval from DEL/DCYF and require a contract
amendment.
12.2. Financial Management: The Contractor must maintain a financial management system with written policies
and procedures ensuring strong internal controls. Written policies and procedures include, but are not
limited to: accounts payable, payroll, procurements, subrecipients/subcontractors, and equipment inventory
processes. The Contractor shall make such policies and procedures available to DEL/DCYF upon request.
12.3. Supplantation: The Contractor shall ensure that HVSA funds received under this contract will be used to
supplement and not supplant the amount of federal, state, and local funds otherwise expended for work
performed under this Contract.
12.4. Travel: The Contractor shall receive compensation only for lodging, per diem, and meal expenses at
current state travel reimbursement rates and in accordance with the State of Washington Office of Financial
Management Travel Regulations. Current rates for travel may be accessed at:
httpVwww.ofm.wo.gavlresourcesltrovel.asi.). When the lowest available lodging rate exceeds the current
state travel reimbursement rates, an exception may be made when pre -approved in writing by Contractor's
fiscal authority, documented, and available for review. Travelers must be prudent when planning and
conducting essential business travel, ensuring they select travel alternatives that are the most economical.
Appropriate planning must take place to avoid unnecessary travel in the performance of work assignments,
seeking alternatives such as teleconference calls, video and web collaboration, and conferencing.
Contractor's travel policy is subject to review during ongoing or in-depth fiscal monitoring.
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12.5. Indirect Costs: The Contractor may either claim the indirect rate negotiated with its cognizant federal
agency, also known as the federally approved cost allocation plan, or an indirect rate that does not exceed
10% of modified total direct costs.
12.5.1. If claiming the federally negotiated rate, the Contractor must supply, preferably via email, the
documentation verifying the federally approved rate. The Contractor's indirect rate plan and
procedure are subject to review during ongoing or in-depth fiscal monitoring.
12.5.2. The Contractor's indirect cost plan must comply with the CFR part 200.56.57 and 200.414
Certification of cost allocation plan or indirect (facilities & administrative (F&A)) cost rate
proposal. The CFR can be found at the following link: Electronic Code oi federal Rt Motions.
12.6. Performance Payment Awards: During the term of this contract, the Contractor will receive an additional
monetary award in accordance with the table in Section 12.6.6 for achievement of the Performance
Milestones described in this Section.
12.6.1. DEL/DCYF will review data provided by the Contractor and DOH to confirm achievement of
the milestones described in this Section prior to issuance of any Performance Payment
Award.
12.6.2. Quarterly Home Visiting Enrollment Performance Milestone:
DEL/DCYF will award the Contractor a Performance Payment Award upon the fulfillment of
the following milestone:
12.6.2.1. The Contractor maintains an average Active Enrollment Caseload of 85% or greater
of their Maximum Service Capacity during the quarter, as measured by the average
of the number of families actively enrolled on the 15th of Month 1, Month 2 and
Month 3 of the quarter divided by the Maximum Service Capacity (total number of
possible families as defined in Section 6.3).
12.6.3. Quarterly Home Visiting Dosage Performance Milestone:
DEL/DCYF will award the Contractor a Performance Payment Award upon the fulfillment of
the following milestone:
12.6.3.1. Among at least 60% of the total enrolled families, the Contractor completes at least
80% of the expected number of home visits, using the HVSA Model Expected
Dosage defined in Attachment 4.
12.6.4. Annual Depression Screening and Follow-up Performance Milestones:
DEL/DCYF will award the Contractor a Performance Payment Award upon the fulfillment of
either one or both of the following milestones:
12.6.4.1. Depression Screening Annual Performance Milestone:
The Contractor's performance on HVSA Performance Measure 2 Depression
Screening defined in Attachment 4: Contractor completion of a depression
screening for a participating primary caregiver using an approved, validated tool
within 90 calendar days postpartum (if enrolled prenatally) or 90 calendar days after
enrollment (if enrolled postnatally).
• DEL/DCYF will award $20 for each screening using the above criteria, up to a
maximum of $740 annually for this Performance Milestone, or the
equivalent of $20 multiplied by 100% of the Contractor's Maximum
Service Capacity (as described in Section 6.3).
12.6.4.2. Follow -Up to Positive Depression Screening Annual Performance Milestone:
The Contractor's performance on appropriate follow-up to Depression Screening:
Contractor follow- up with a referral to or connection with appropriate services for a
participating primary caregiver who screened positive for depression using the
criteria in Section 12.6.4.1 above.
• DEL/DCYF will award the Contractor $20 for each participant who received
follow-up as defined above, up to a maximum of $259 annually for this
Performance Milestone, or the equivalent of $20 multiplied by 35% of the
Maximum Service Capacity of this Contract.
12.6.5. After assessment and approval from DCYF, the Contractor may invoice for payment
biannually for the enrollment and dosage performance milestones, defined in 12.6.2 and
12.6.3, respectively: performance in Quarters 1 and 2 to be invoiced following Quarter 2, and
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performance in Quarters 3 and 4 to be invoiced following Quarter 4. After assessment and
approval from DCYF, the Contractor may invoice for payment annually for the caregiver
depression screening and follow-up performance milestones, defined in 12.6.4; performance
in Quarters 1 through 4 to be invoiced following Quarter 4.
12.6.6. DEL/DCYF will allocate the performance awards according to tiers in the following table:
Enrollment and Dosage Performance Awards will be based on performance level and the
Contractor's Maximum Enrollment Capacity, as defined in Section 6.3 of this Contract; the
Caregiver Depression Screening and Follow -Up Performance Awards will be based on the
number of caregivers receiving the screening and/or follow-up.
Maximum
Total Quarterly Award
Total Quarterly Award
Award Per Caregiver
Enrollment
Enrollment Performance
Dosage Performance
Maternal Depression
Screening/Follow-Up
Capacity of
(12.6.2):
(12.6.3):
Performance (12.6.4):
Contractor
(6.3)
90% or
85 to 89%
Screening Follow -Up
60 to 69%
70% or
more
more
$250
$500
I $250
$500
$20
$20
49 or fewer
Between 50 and 99
$350
$650
$800
$350
$650
$20
$20
100 or more
$450
L_$450
$800
$20
$20
12.6.7. Contractor must use the funds received from these Performance Payment Awards towards
advancing the goals of the home visiting program in this Contract.
12.7. Financial Reporting and Documentation:
12.7.1. The Contractor shall submit at least monthly, but not more often than semi-monthly, a
properly completed A-19 Voucher accompanied by the following documentation of the actual
expenses incurred during that period:
12.7.1.1. Monthly or Semi-monthly Expense Summary by fund source (e.g. State) as
produced by Contractor's accounting system and clearly detailing expenses incurred
for each Pay Point in that period's A-19 Voucher;
12.7.1.2. Contractor's Monthly or Semi-monthly Payroll Summary by fund source (e.g. State)
describing reimbursed hours for each staff person paid under the contract for that
period; and
12.7.1.3. Documentation supporting all single expenses exceeding $5,000 by fund source
(e.g. State).
12.7.2. Payment shall be based upon approval of financial expenditures using the billing submission
procedure outlined in this contract, with the total payment not to exceed what is set forth in
Exhibit B Budget.
12.7.3. In -Depth Financial Review: DEL/DCYF will conduct an annual in-depth financial review of the
Contractor's expenditures charged to the Contract. In preparation for the Annual Site Visit,
the Contractor shall provide to DEL/DCYF upon request the financial documents listed below.
Based upon this review, if questions arise, DEL/DCYF may request additional data and
documentation.
12.7.3.1. Contractor's most recent Annual Financial Audit, Single or Program -Specific Audit,
as applicable
12.7.3.2. Contractor's most recently submitted IRS Form 990;
12.7.3.3. General Ledger activity detail of all expenditures allocated to this Contract incurred
within the dates to be determined and in agreement with A-19 invoices submitted to
DCYF. Detail will be defined by DEL/DCYF and will include indirect costs, accounts
payable transactions, and time and effort transactions;
12.7.3.4. Contractor's Indirect Cost Allocation Plan or Indirect Cost Proposal, or Indirect Rate
Agreement, whichever is applicable;
12.7.3.5. Chart of Accounts;
Contract Number: 18-1047-01 Printed Date: 6/29/2018
Page 30 of 36
12.7.3.6. Other detailed supporting financial documentation upon request -such as employee
time sheets, travel and major expense documentation -to be further defined by
DCYF.
13. Publicity, Publication and Acknowledgements
13.1. DEL/DCYF may include information on this Contract in their periodic public reports and may make
information about this Contract public at any time in their web pages and as part of press releases, public
reports, speeches, newsletters, and other public documents related to the Contract or the HVSA.
DEL/DCYF must comply with Washington State public disclosure law (Chapter 42.56 RCW) and with
regulations set forth in HIPAA and FERPA.
13.1.1. If the Contractor wishes to issue a press release or public report announcing this Contract, or
otherwise use DCYF's name or logo for purposes related to this Contract, the Contractor
shall contact the DEL/DCYF Contract Manager, identified on page 1 of this Contract at least
five (5) business days before the desired announcement or publication date to obtain prior
approval.
13.1.2. For all press releases or public reports approved by DCYF, the Contractor shall include the
name and logo of DEL/DCYF and that the project is funded by the State of Washington,
Washington Department of Children Youth and Families and Home Visiting Services
Account.
14. Contract Reporting, Monitoring, and Deliverables
14.1. Any mention of quarters one through four referenced in this document are defined as:
14.1.1. Quarter 1 —July 1, 2018 to September 30, 2018
14.1.2. Quarter 2 — October 1, 2018 to December 31, 2018
14.1.3. Quarter 3 — January 1, 2019 to March 31, 2019
14.1.4. Quarter 4 —April 1, 2019 to June 30, 2019
14.2. Reporting: The Contractor shall submit program and expense reports, as well as perform all other
requirements outlined in this Statement of Work, on or before the dates indicated in table 14.5 below. Due
dates may be adjusted atthe discretion and approval of the DEL/DCYF Contract Manager to accommodate
the variable reporting structures associated with federal funding requirements. DEL/DCYF reserves the right
to aggregate, disaggregate, analyze, reproduce, and/or disseminate the data provided in Program Reports,
Financial Activity Reports, or any other reports submitted to DEL/DCYF with respect to the Contract.
14.2.1. While funding for this Contract ends June 30, 2019, deliverables describing services
rendered in the months of the Contract term will be due no later than July 31, 2019 and will
be submitted at no additional cost to DCYF.
14.3. Monitoring: As described in Attachment 3 of this Contract, DEL/DCYF will monitor compliance with contract
requirements, model standing, progress toward completion of deliverables, enrollment performance, and
financial activity through review of submitted reports, meetings, phone calls and other communication with
the Contractor.
14.3.1. The Contractor shall provide a right of access to its facilities to DCYF, personnel authorized
by DCYF, or to any other authorized agent or official of the State of Washington or the federal
government at all reasonable times in order to monitor and evaluate performance,
compliance, and/or quality assurance under this Contract. DEL/DCYF will work with
Contractor to determine a mutually acceptable date.
14.3.2. Monitoring activities may include, but not be limited to: site visits to review records, observe
implementation of services, or follow up on compliance issues.
14.3.3.
If DEL/DCYF (a) encounters non-compliance with the
terms outlined in this Contract on the part of Contractor, or (b) is not satisfied, in its sole
discretion, with the quality of Contractor's work, DEL/DCYF will make a reasonable attempt to
assist Contractor with technical assistance to resolve issues that impede quality and
compliance. In the event that compliance and/or quality issues are not resolved through
standard technical assistance, Contractor will be engaged in corrective action through
Contract Number: 18-1047-01 Printed Date: 6/29/2018 Page 31 of 36
Implementation Improvement processes, as outlined in Attachment 3. Any program with prior
compliance or improvement issues, including Implementation Improvement Status and
Implementation Improvement Plans, shall continue until resolved and approved by DCYF.
14.4. Summary of Deliverables and Timelines
14.4.1. Monthly Enrollment Reports: The Contractor shall submit Monthly Enrollment Data Reports
no later than the 20th day following the month of service using the template provided by
DEL/DCYF as described in Attachment 6 Monthly Enrollment Report;
14.4.2. Invoices: As described in Section 12.8, the Contractor shall submit A-19 invoices for
expenditures accompanied by the financial documentation.
14.4.3. Quarterly Progress Reports: The Contractor shall submit four (4) Quarterly Progress Reports
using the template to be provided by DEL/DCYF and described in Attachment 7, to include
the CQI Reports described in Attachment 5. The Contractor shall submit this report each
quarter no later than the 20th day following the quarter of service.
14.4.4. Self -Reflection Tool: The Contractor shall submit the Self -Reflection Tool no later than
September 20, 2018 using the template provided by Thrive.
14.4.5. Annual Pre -Contract Questionnaire: The Contractor shall complete and submit the FY20
HVSA Pre -Contract Questionnaire and FY20 Proposed Budget by March 30, 2019 using the
template to be provided by DCYF.
14.5. Timeline of Reports and Submissions: The table below outlines the reporting and submissions timeline for
deliverables presented in this Statement of Work according to the month of submission.
14.5.1. Some expectations associated with this Contract, including attendance at the HVSA Semi -
Annual Statewide Meetings and Supervisor Meetings are not included in this table as the
dates of these events will be determined after contract execution.
14.5.2. If due dates occur on a weekend or holiday, the Contractor shall submit the report before
8am of the following business day.
Table 14.5 Report Time Table
July 2018
Jul 10 (to DOM:
FY18 Q4 Consenting Clients to DOH
July 20:
June 2018 Monthly Enrollment Report
FY18 Q4 Quarterly Progress Report (April to June)
including:
CQI Q4 Report
Current Insurance Certificate Renewal*
Confidentiality and Non- Disclosure Agreement for new
employees*
July 30:
June 2018 Monthly Invoice
Executed DSA with DOH, if amended
Documented approval of DSA with DOH submitted to NFP
National Service Office
August 2018
Aust 8:
July Consenting Clients to DOH
August 20:
July 2018 Monthly Enrollment Report
CQI Charter and Project 1 Plan
August 30:
July 2018 Monthly Invoice
September 2018
September 11:
August Consenting Clients to DOH
September 20:
August 2018 Monthly Enrollment Report
Self -Reflection Tool (submitted to Thrive)
September 30:
August 2018 Monthly Invoice
Contract Number: 18-1047-01 Printed Date: 6/29/2018 Page 32 of 36
October 2018
October 8 (to DOW
September Consenting Clients to DOH
October 20:
September 2018 Monthly Enrollment Report
Q1 Quarterly Progress Report (July to September)
including
CQI Project 1 PDSA Report
October 30:
September 2018 Monthly Invoice
January 2019
January 9 (to DOH];
December Consenting Clients to DOH
January 20.
December 2018 Monthly Enrollment Report
Q2 Quarterly Progress Report (October to December)
including
Model Fidelity Letter
CQI Project 1 Summary and Reflection
Jan uary 30:
December 2018 Monthly Invoice
April 2019
April 8 (to DOW:
March Consenting Clients to DOH
Ao II 2c]:
March 2019 Monthly Enrollment Report
Q3 Quarterly Progress Report (January to March)
Contract Number: 18-1047-01 Printed Date: 6/25
November 2018
November 8:
October Consenting Clients to DOH
November 20:
October 2018 Monthly Enrollment Report
November 30:
October 2018 Monthly Invoice
December 2018
December 10:
November Consenting Clients to DOH
December 20:
November 2018 Monthly Enrollment Report
December 30:
November 2018 Monthly Invoice
February 2019
FIbrurrnL8.1
January Consenting Clients to DOH
r-ebruary20:
January 2019 Monthly Enrollment Report
CQI Charter and Project 2 Plan
Februory_28:
January 2019 Monthly Invoice
March 2019
March 8:
February Consenting Clients to DOH
March 20:
February 2019 Monthly Enrollment Report
March 30:
February 2019 Monthly Invoice
FY20 Pre Contract Questionnaire and Budget
May 2019
May 8:
April Consenting Clients to DOH
May 20:
April 2019 Monthly Enrollment Report
May 30:
/2018 Page 33 of 36
including
CQI Project 2 PDSA Report
April 30;
March 2019 Monthly Invoice
July 2019
July 10 (to 00H):
June Consenting Clients to DOH
July 20:
June 2019 Monthly Enrollment Report
Q4 Quarterly Progress Report (April to June) including
CQI Project 2 Summary and Reflection
July 30:
June 2019 Monthly Invoice
Certification of Data Disposition for programs ending'
)ril 2019 Monthly Invoice
June 2019
June 10:
May Consenting Clients to DOH
June 20:
May 2019 Monthly Enrollment Report
June 30:
May 2019 Monthly Invoice
*Updated Insurance Certificate must be submitted when the insurance policy is renewed.
**Updated Statement of Confidentiality and Non -Disclosure must be submitted for any new employees,
agents, or subcontractors with access to confidential or personal information relating to this contract.
***Data Disposition to be submitted with closure
Contract Number: 18-1047-01 Printed Date: 6/29/2018 Page 34 of 36
" Washington State Department of
o Early Learning
DEL Contract Number: 18-1047-01
Contractor Contract Number:
Title: Home Visiting Services Account:
Nurse Family Partnership (NFP)
Amended Exhibit B - BUDGET
Amendment #1
Budget for State Fiscal Year 2018 (July 1 2017 - June 30 2018):
See original contract package for budget detail. Total: $180,912.00
Budget for State Fiscal Year 2019 (July 1 2018 - June 30 2019):
Payment Point Budget Limit Note
1. 502State- Personnel $77,484.94
2. 502State - Goods
$0.00
and Services
3. 502State - Travel
$200.00
4. 502State -
$83,144.15
Contracted/
Professional Services
5. 502State -
$16,082.91
Administrative/ Indirect
Charges
6. GenFundState-
$3,730.08
Personnel
7. GenFundState -
$2,740.00
Goods and Services
8. GenFundState -
$600.00
Travel
9. GenFundState -
$9,012.83
Contracted/
Professional Services
10. GenFundState -
$1,608.29
Administrative/ Indirect
Charges
11. HVSA -
$4,999.00
Performance Pay
Total: $199,602.20
Contract Maximum: $380,514.20
Contract Funding Source(s)
State Funds
$380,514.20
Contract Number: 18-1047-01 Printed Date: 6/29/2018 Page 35 of 36
N I&: Washington State Department of
o Early Learning
DEL Contract Number: 18-1047-01
Contractor Contract Number:
Title: Home Visiting Services Account: Nurse
Family Partnership (NFP)
Amended Exhibit D - DELIVERABLES
Amendment #1
When the Due Date falls on a weekend or holiday, the deliverable must be received by the working day prior to
the Due Date.
State Fiscal Year 2019 (July 12018 - June 30 2019):
#
Deliverable Title, Due Note, Description
Due Date
1.01
Quarterly Progress Report
Jul 20, 2018
#
Deliverable Title, Due Note, Description
Due Date
1.02
Quarterly Progress Report
Oct 20, 2018
#
Deliverable Title, Due Note, Description
Due Date
1.03
Quarterly Progress Report
Jan 20, 2019
#
Deliverable Title, Due Note, Description
Due Date
1.04
Quarterly Progress Report
Apr 20, 2019
#
Deliverable Title, Due Note, Description
Due Date
1.05
Quarterly Progress Report
Jul 20, 2019
#
Deliverable Title, Due Note, Description
Due Date
2.00
FY20 Pre Contract Questionnaire and Budget
Mar 30, 2019
Contract Number: 18-1047-01 Printed Date: 6/29/2018
rayv w vi ov
@0 Ilia Waeh+r,atwL State tIepartment of A19 -1A INVOICE VOUCHER I Contractor Contract #:
imm Early Learning Agency Number: 3570 J Contract#: 18-1047-01
Attn: Fiscal Office I PO Box 40970 1 Olympia WA 98504-0970 Contract Service Period: July 1 2017 - July 31 2019
ct Title: Home Visiting Services Account: Nurse Family Partnershi
DEI. Contact: Ivon Urquilla
Instruction to Vendor or Claimant: Submit this form to claim payment for materials, merchandise, or services. Show complete detail for each item.
VENDOR'S CERTIFICATE: I hereby certify under penalty of perjury that the items and totals listed herein are proper charges for materials, merchandise, or
services furnished to the State of Washington, and that all goods furnished and/or services rendered have been provided without discrimination on the grounds of
race, creed, color, national origin, sex, or age.
Vendor or Claimant
BY
Jefferson County
615 Sheridan Street
Port Townend WA 98368
(Title)
(sign in ink)
(Date)
TO BE COMPLETED BY VENDOR
Invoice Service Period for Budget FY 2018: Invoice Number:
This is a Final Billing:
Yes No El
Contract Billed
Payment Points (Note) Budget Amount
Date Approved
Doc Date
Current Doc No.
1. STATE- Personnel $70,594.66
Vendor Number
SWV0002430-02
Vendor Message
Invoice Date
2. STATE- Goods and Services $996.34
Program Sub
Index Obj SSO
Sub
Alloc Proj Proj Ph GL
Subsidiary
3. STATE -Travel $1,738.09
Amount
Invoice #
Debit
4. STATE- Contracted/ Professional Services $87,500.00
17B 411
36300 CZ
9999 1502
5. STATE- Administrative/ Indirect Charges $16,082.91
6. STATE- Performance Pay $4,000.00
Total $180,912.001 $0.001
Total Request for Payment
$0.00
TO BE COMPLETED BY DEL
Program Review
Date Reviewed
Agency Approval
Date Approved
Doc Date
Current Doc No.
Ref Doc No.
18-1047-01
Vendor Number
SWV0002430-02
Vendor Message
Invoice Date
Trn
Cd Fnd Al
Program Sub
Index Obj SSO
Sub
Alloc Proj Proj Ph GL
Subsidiary
Note
Amount
Invoice #
Debit
Credit
17B 411
36300 CZ
9999 1502
Accounting Approval for Payment Date Approved
Warrant Total:
7/9/2018 Page 1 of 1
Attachment 3: Contract Monitoring, Compliance and Non -
Compliance
1. Program Reporting and Documentation
1.1. Reporting: The Contractor shall submit reports using the templates and according to the
schedule outlined in Section 14 of Exhibit A Statement of Work of this contract.
1.2. Additional Documentation: The Contractor shall maintain the following information and
documentation, keeping it current on a monthly basis. At a minimum, DEL/DCYF may request
this information for review at the annual DEL/DCYF Site Visit, including:
1.2.1. Staff Training Records demonstrating compliance with HVSA and model
requirements;
1.2.2. TA Self Reflection and TA Plan;
1.2.3. CQI Charter, Project Plans for Projects 1 and 2 and CQI Quarter Reports for Quarters
1 through 4 using templates in Attachment 5;
1.2.4. Memoranda of Understanding with community providers related to referrals or
coordination of Home Visiting Services
1.2.5. If funded with DSHS/TANF dollars, information on TANF families served by homeless
service providers, PE Pathways and Other including number of families served; name
of family members receiving services (primary caregiver and target child); individual
client identifiers, such as date of birth; and dates of service (by month including
enrollment and exit dates).
1.3. Site Visits: The Contractor shall cooperate with up to eight (8) scheduled site visits conducted
for monitoring program and fiscal compliance, contractual and reporting requirements,
organizational due diligence, HVSA evaluation and data collection, quality implementation
technical assistance, and continuous quality improvement.
1.3.1. Document Preparation: The Contractor shall assemble documents listed above,
financial information detailed in Section 12 of Exhibit A Statement of Work, and any
additional information requested by DEL/DCYF in advance of the scheduled site visit.
1.3.2. During the Site Visits, the Contractor shall allow access to DEL/DCYF, upon request,
documentation demonstrating accomplishments of this Agreement. Such
documentation may include, but is not limited to:
1.3.2.1. Services Provided, Service Dates, and Number of Service Hours, including
Case Files of Participants;
1.3.2.2. Attendance Sheets and Service Logs;
1.3.2.3. Data Collection and Assessments by Participants;
1.3.2.4. Demographic Information of Participants;
1.3.2.5. Personnel records of those staff employed through funds under this
contract; and
1.3.2.6. Policy and procedures documents as related to implementation of this
contract including, but not limited to, agency, human resources, and
financial policies and procedures.
FY2019 Attachment 3: Contract Monitoring, Compliance and Non -Compliance
2. Contract Monitoring:
The Contractor shall ensure all compliance with all Contract requirements described in Exhibit A
Statement of Work of this Contract. Failure to comply with or submit timely and complete materials
related to the Contract requirements may result in withheld or delayed payments. DEL/DCYF will
monitor Contractor compliance with Contract requirements, model standing, implementation
progress, enrollment performance and financial activity through review of the following:
2.1. Submitted reports, invoices and documents, as detailed above and in Section 14 of Exhibit A
Statement of Work Compliance with Contract requirements.
2.2. Model Fidelity:
Affiliate status from the <program model> National Service Office/Indicators of model fidelity
established by the DEL/DCYF-authorized provider of technical assistance demonstrating
Contractor's good standing and/or active ready to implement status.
2.2.1. If the Contractor does not sustain fidelity throughout the Contract Term, DEL/DCYF
will conduct a joint due diligence review of the of the Contractor's model fidelity status
in coordination with its designated contractor for technical assistance; and then
DEL/DCYF may, upon written notification to the Contractor, terminate this Contract.
2.2.2. Achieving Model Standing: If Contractor does not have affiliate in good standing
and/or active ready to implement status as of the Start Date of this Contract, the
Contractor must obtain such status within 90 days of the Start Date. If the Contractor
does not obtain such status within 90 days of the Start Date of this Contract, then
DEL/DCYF may, at its discretion and upon written notice to the Contractor, terminate
this Contract.
2.3. Implementation Progress:
The DEL/DCYF Contract Manager will review monthly budget/financial documentation and
quarterly Contractor activities and progress toward completion of the required program
elements described in Exhibit A Statement of Work:
2.3.1. Staffing, Supervision, and Training,
2.3.2. Service Area and Recruitment of Priority Populations
2.3.3. Participant Enrollment, Retention and Caseload Maintenance
2.3.4. Home Visit Frequency and Content
2.3.5. If funded with DSHS/TANF dollars, Systems Connections including Contractor
relationships with local DSHS Community Service Offices and reporting participants'
program enrollment and exit in eJas
2.3.6. Data Collection and Evaluation Requirements
2.3.7. Continuous Quality Improvement Activities
2.3.8. Quality Improvement Technical Assistance
2.3.9. Financial activity and documentation aligned with Contract budget
2.3.10. Delay in meeting two or more of the category areas above and/or non-compliance
related to financial activity during a quarter, will result in Contractor's transition to
Implementation Improvement Status.
2.4. Enrollment Performance:
On a quarterly basis, DEL/DCYF will review the Contractor's enrollment performance for the
following measure: Throughout the duration of this contract, Contractor shall maintain a
minimum Active Enrollment Caseload (as defined in Section 6 of Exhibit A Statement of Work)
equivalent to or greater than 85% of the Contractor's Maximum Service Capacity.
Attachment 3: Contract Monitoring, Compliance and Non -Compliance
2.4.1. Start -Up Programs:
DEL/DCYF identifies Contractors receiving first year HVSA funding are considered as
Start -Up Programs. Exhibit A Statement of Work of this Contract specifies enrollment
rates over the term of the contract to reach full enrollment caseload. Progress in
meeting enrollment toward building full caseload will be reviewed on a monthly basis.
If the Start -Up Program does not meet enrollment in accordance with the timeline
specified in Exhibit A Statement of Work, DEL/DCYF will inform Contractor of
enrollment status and may transition Contractor to Implementation Improvement
Status for additional contract monitoring and technical assistance focused on
supporting improvement in Contractor's enrollment.
2.4.2. Continuing Programs:
DEL/DCYF identifies Contractors receiving second year or beyond of HVSA funding
as Continuing Programs.
2.4.2.1. If a Continuing Program's minimum Active Enrollment Caseload is between
75% and 84% of the Contractor's Maximum Service Capacity for one
quarter DEL/DCYF will inform Contractor with written notification of the low
enrollment status and Contractor shall participate in a follow-up call with
DEL/DCYF to discuss barriers and strategies for increasing enrollment. If
during the subsequent quarter the Contractor does not demonstrate
continuous positive improvement of active enrollment and at least the final
month of the quarter with enrollment at or above 85% of the Contractor's
Maximum Service Capacity, DEL/DCYF may transition Contractor to
Implementation Improvement Status for additional contract monitoring and
technical assistance focused on supporting improvement in Contractor's
enrollment.
2.4.2.2. If a Continuing Program Minimum Active Enrollment Caseload is below
75% of the Contractor's Maximum Service Capacity for one quarter,
DEL/DCYF will transition Contractor to Implementation Improvement
Status for additional contract monitoring and technical assistance focused
on supporting improvement in Contractor's enrollment.
3. Implementation Improvement Status, Non -Compliant Status and Non -Compliant Courses of
Action
3.1. Implementation Improvement Status: If transitioned to Implementation Improvement Status by
DEL/DCYF, the Contractor shall participate in the steps outlined below:
3.1.1. Within 30 days of written notification by DEL/DCYF, the Contractor shall complete the
Self -Assessment provided by DEL/DCYF which may address, but is not limited to the
following: model fidelity, implementation progress, financial activity, and/or enrollment
performance in need of improvement, and other issues of compliance with contract
requirements.
3.1.2. Within 45 days of written notification by DEL/DCYF, the Contractor shall participate in
Implementation Improvement Meeting(s) with DEL/DCYF staff to discuss the Self -
Assessment; gather information and feedback from Contractor; share and review DOH
program data and other available program data; and review other information related
to areas in need of improvement which may be used to inform the development of an
Implementation Improvement Plan. This meeting may include other DEL/DCYF
contractors of technical assistance (Thrive) and data management and reporting
(DOH).
3.1.3. Within 30 days of the Implementation Improvement Meeting, the Contractor shall
prepare a written Implementation Improvement Plan approved by DEL/DCYF. The
Plan shall:
Attachment 3: Contract Monitoring, Compliance and Non -Compliance
3.1.3.1. Cite and describe the Contractor's specific area(s) in need of improvement
including, but not limited to: model fidelity, implementation progress,
financial activity, and/or enrollment performance in need of improvement.
For the specified area(s) in need of improvement the Plan shall provide
metrics or benchmarks to serve as indicators of satisfactory improvement.
3.1.3.2. Identify corrective action items and/or steps the Contractor shall comply
with to address cited areas in need of improvement. The plan shall also
identify technical assistance and/or other supports designated to be made
available to Contractor by DEL/DCYF to assist Contractor in achieving
satisfactory improvement.
3.1.3.3. Outline a timeline for the completion of the Implementation Improvement
Plan by the Contractor.
3.1.4. If satisfactory improvement in the specific area(s) indicated in Plan is met by the
Contractor within the timeline for completion of the Plan, DEL/DCYF will transition the
Contractor off Implementation Improvement Status. DEL/DCYF will provide the
Contractor written notice of this transition once it has determined satisfactory
improvement has been met following the timeline for completion of the Implementation
Improvement Plan.
3.1.5. If satisfactory improvement in the specific area(s) indicated in the Plan within the
timeline for completion of the Plan is not met by the Contractor, DEL/DCYF may
transition the Contractor out of Implementation Improvement Status into Non -
Compliant Status. DEL/DCYF will provide the Contractor written notice of this
transition once it has determined satisfactory improvement has not been met within
the timeline for completion of the Implementation Improvement Plan.
3.2. Non -Compliant Status: If DEL/DCYF transitions the Contractor to Non -Compliant Status, the
Contractor shall participate in the steps outlined below, within 14 days of written notification
from DCYF, or within an extended, alternate timeline with written approved by DEL/DCYF:
3.2.1. Participate in Non -Compliant Status meeting(s) with DEL/DCYF staff to:
3.2.1.1. Review the Contractor's Implementation Improvement Plan and discuss
progress made and barriers encountered during the Plan's implementation
including technical assistance and/or other supports designated to be
made available to the Contractor by DEL/DCYF.
3.2.1.2. Identify and review the Contractor's contractual requirements and areas of
contractual non-compliance.
3.2.1.3. Discuss Non -Compliant Courses of Action.
3.3. Non -Compliant Course(s) of Action. Within 14 days of the last Non -Compliant Status meeting
DEL/DCYF will issue the Contractor a written Non -Compliant Course(s) of Action. The written
Non -Compliant Course(s) of Action shall include one or more of the four Non -Compliant
Course(s) of action listed below:
3.3.1. Continuation of Implementation Improvement Plan: DEL/DCYF may propose to modify
and/or extend the Contractor's Implementation Improvement Plan for up to an
additional 3 month period to meet specific area(s) cited in need of improvement.
3.3.2. Suspension of Payment: DEL/DCYF may suspend payment of all or part of Contract
funds until satisfactory contract compliance is met.
3.3.3. Reduction in Maximum Contract Total: DEL/DCYF may amend this contract to reduce
the Contractor's maximum contract total:
3.3.3.1. To reflect the amended Implementation Plan scope negotiated between
DEL/DCYF and the Contractor based on Contractor's cost per family
served and other related factors and,
Attachment 3: Contract Monitoring, Compliance and Non -Compliance
3.3.3.2. If feasible and in compliance with HVSA and DEL/DCYF funding
requirements, contractual requirements, and approval processes, including
Home Visiting Model Developer program requirements.
3.3.4. Early Contract Termination: DEL/DCYF may terminate this contract prior to the end of
the Term if satisfactory contract compliance is not met by the Contractor in the
implementation of Contractor's Implementation Improvement Plan, and/or if the
Contractor is not able to or is not cooperative in development and implementation of
the Implementation Improvement Plan.
3.3.5. Notice: The written Non -Compliant Course(s) of Action shall become effective a
minimum of 30 days after the delivery of the written Non -Compliant Course(s) of
Action to Contractor.
Attachment 3: Contract Monitoring, Compliance and Non -Compliance
Attachment 4: Data Collection, Reporting and HVSA Aligned
Measures, Evidence Based Programs
1. Data Sharing
1.1 Required elements of the Data Sharing Agreement (DSA) with Department of Health (DOH): The
Contractor will work with DOH to establish data sharing agreements according to the timelines set forth
within Exhibit A, Statement of Work. The data sharing agreement shall outline specifications of the data
use and data sharing to implement required reporting, evaluation and quality assurance or
improvement activities. The data sharing agreement shall minimally:
1.2.1 Allow DOH access to client and program data as outlined below in section 4.0.
1.2.2 When parental consent is provided,
1.2.2.1 Allow DOH access to confidential information;
1.2.2.2 Allow DOH to share confidential information with DEL/DCYF; and
1.2.2.3 Allow DOH to share confidential information with other Washington State agencies,
including, but not limited to, the Office of Research and Data Analysis (RDA) housed within
DSHS to conduct administrative match from families in Home Visiting and Child Protective
Services (CPS) programs.
1.2. National Service Office Permissions for data sharing:
1.2.1 DEL/DCYF will work with NFP National Service Office to secure an approved template for
NFP programs to authorize the national service office to share data with DOH. The Contractor
shall send authorization using the approved template to the NFP National Service Office by July
31, 2018.
2.0 D a Collection process and Schedule
2.1 The Contractor shall collect all of the data outlined in section 4 of this attachment for all enrolled
participants according to the guidelines and requirements outlined in the HVSA Data Manual. The
Contractor shall record data in the model specific database within five (5) business days of data
collection. The Contractor shall provide data as outlined in the Data Sharing Agreement executed with
DOH. Data will be provided to the Department of Health directly from National Service Office on a
monthly basis.
3,0 Parental Consent
3.1. The Contractor will make every effort to seek Parental Consent to share confidential information
with DOH during the contract period; the Contractor shall seek this consent from all newly enrolled
participants within the first three home visits. Consent form(s) are available on the Home Visiting page
at DEL/DCYF.wa.gov.
3.2. Parental Consents for voluntary services and data sharing may be combined.
HVSA19 Att4 Data Collection Reporting Align Meas NFPnotTANF not MIECHV.docx Data Collection, Reporting and HVSA Aligned
Measures, Evidence Based: NFP state 1
3.3. Participants who do not provide consent to share confidential information remain eligible to receive
home visiting services.
3.4. For those participants who do not consent to share confidential information, the Contractor shall
deliver to DOH all client level, non -confidential data to meet the reporting requirements listed below for
each client served.
3.5 For those participants who consent to share confidential information, the Contractor shall send to
DOH the list of participants by client ID and their consent status (e.g., Yes or No) on at least a monthly
basis and no later than 6 business days after the close of the prior month.
3.6. The Contractor will maintain consent forms on file for all participants enrolled in home visiting
services in both physical files and electronically in model data system, if applicable. Upon request, the
Contractor will provide to DEL/DCYF a copy of the consent form used.
4.01jVSA Aligned Performance Measures
4.1 HVSA Aligned Measures: As outlined in statement of work, the Contractor will collect data for all
enrolled HVSA families that meets model requirements and the DEL/DCYF definitions outlined in Table
4.1.1-4.1.5, using the guidance and processes outlined in the HVSA Data Manual. DOH will work with the
Contractor to review data collection and reporting to support Contractor quality assurance. Of note,
primary caregivers, caregiver and clients are used interchangeably with the same intent.
4.1.1 HVSA Aligned Measures: System and Program Performance Indicators: The Contractor
shall collect and share data for all measures for participating caregivers and children as outlined
in Table 4.1.1.
4.1.2. Enrollment and Service Utilization: The Contractor shall collect and share data on all
enrollment and service utilization measures outlined for participating caregivers and children.
4.1.3 Demographic Information: The Contractor shall collect and share data for all demographic
information outlined for participating caregivers and children.
4.1.4. Performance Payment Awards Performance Payment Measures: The Contractor shall
review data reports from DOH to substantiate Performance Payment Measures as described in
Table 4.1.4.
4.1.5. HVSA Dosage and Home Visiting Definitions: Table 4.1.5 describes the model -expected
dosage requirements and the HVSA expected dosage definition for determination of
Performance Payment Awards, alongside the home visit definitions.
HVSA19 Att4 Data Collection Reporting Align Meas NFPnotTANF not MIECHV.docx Data Collection, Reporting and HVSA Aligned
Measures, Evidence Based. NFP state 2
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