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HomeMy WebLinkAboutWashington State Department of Early Learningor' PR i' 17)1 F ®104Washington State Department of © 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 UBI: 161-001-169 DEL ADDRESS Department of Early Learning PO Box 40970 Olympia WA 98504-0970 AMENDMENT PURPOSE DEL PROGRAM CONTRACT MANAGER Ivon Urquilla Prevention Services Program Specialist ivon.urquilla@del.wa.gov Phone: (360) 7254695 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 The following attachments have been superceded in full: Attachment 3, Contract Monitoring, Compliance and Non Compliance; Attachment 4, Data Collection, Reporting, and Aligned Measures; Attachment 5 CQI,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 Att7 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. CONTRACTOR: DEL: A7ved as t7j4===_Date: C• 7 Y Philip C. Hunsucker, Chief Civil Deputy Prosecuting Attorney Jefferson County Prosecuting Attorney's Office PRINTED NAME AND TITLE: Contract Specialist DEL Contract Administrator DATE SIGNED: ?Z/2 A 6.111 Received SEP 21 MR DOW :, Contract Number: 18-1047-01 Printed Date: 6/29/2018 Page 2 of 36 M*11iro. Washington State Department of © 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. Contract Number: 18-1047-01 Printed Date: 6/29/2018 Page 4 of 36 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 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. 3. 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. 4. 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: 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 a. HVSA- b. HVSA- c. HVSA- e. HVSA Staffing Plan by Position Type MIECHV TANF Other State Total Funded Funded Funded Home Visitor FTE Total 1.45 1.45 HV Supervisors FTE Total -- dedicated to 0.05 0.05 delivering home visiting services Supervisor FTE Total -- supervision time 0.10 0.10 Admin Support Staff FTE Total 10.20 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 Contract Number: 18-1047-01 Printed Date: 6/29/2018 Page 8 of 36 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. Contract Number: 18-1047-01 Printed Date: 6/29/2018 Page 10 of 36 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. Contract Number: 18-1047-01 Printed Date: 6/29/2018 Page 11 of 36 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 Contract Number: 18-1047-01 Printed Date: 6/29/2018 Page 12 of 36 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.del.wa.gov\homevisiting. 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://www.ofm.wa.aov/resources/travel.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. Contract Number: 18-1047-01 Printed Date: 6/29/2018 Page 14 of 36 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.11Www.ecfr.gov/cgi-bin/text- idx?SID=89e31 f63d8c85ba9e4f7a6a7fd6fdea5&mc=true&node=se2.1.200 156&rgn=div8 and http.IAvww.ecfr.gov/cgi-bin/text- idx?SID=89e31 f63d8c85ba9e4f7a6a7fd6fdea5&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.pov\homevisiting. 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 25"' day following the month of service outlined in Attachment 6 and available at www.del.wa.sov\homevisitinp. 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\homevisiti ng. 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. Contract Number: 18-1047-01 Printed Date: 6/29/2018 Page 1 t of 36 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. Contract Number: 18-1047-01 Printed Date: 6/29/2018 Page 18 of 36 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. Contract Number: 18-1047-01 Printed Date: 6/29/2018 Page 19 of 36 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 required goals and objectives through adherence to the sta inq plan outlined as follows: 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; Contract Number: 18-1047-01 Printed Date: 6/29/2018 Page 21 of 36 b. Staffing Plan by Position Type i502 State General State State Funds Funds Total Home Visitor FTE Total .72 .72 HV Supervisors FTE Total -- time deliverincr 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; Contract Number: 18-1047-01 Printed Date: 6/29/2018 Page 21 of 36 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 Contract Number: 18-1047-01 Printed Date: 6/29/2018 Page 22 of 36 5.2.2.4. Non-English Speaking or Recent Immigrant 5.2.2.5. Enrolled in WorkFirstfTANF 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. Contract Number: 18-1047-01 Printed Date: 6/29/2018 Page 23 of 36 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. Contract Number: 18-1047-01 Printed Date: 6/29/2018 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. DEUDCYF 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 DEUDCYF 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, DEUDCYF 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 DEUDCYF 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. Contract Number: 18-1047-01 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 Contract Number: 18-1047-01 Printed Date: 6/29/2018 Page 26 of 36 visiting teams' practices, utilize program data, and improve the program's quality and outcomes overtime. 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. DEUDCYF 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. Contract Number: 18-1047-01 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. DEUDCYF 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 DEUDCYF 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: http•//www ofm wa aov/resources/travel. asp. 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. Contract Number: 18-1047-01 Printed Date: 6/29/2018 Page 28 of 36 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 of Federal Regulations. 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: DEUDCYF 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: DEUDCYF 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: DEUDCYF 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). • DEUDCYF 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 Contract Number: 18-1047-01 Printed Date: 6/29/2018 Page 29 of 36 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 Depression Maternal Depression Maternal Ma Enrollment Enrollment Performance Dosage Performance a Capacity of (12.6.2): (12.6.3): Performance (12.6.4): Contractor 85 to 89% 90% or 60 to 69% 70% or Screening Follow -Up (6.3) more more 49 or fewer $250 $500 $250 $500 $20 $20 Between 50 and 99 $350 $650 $350 $650 $20 $20 100 or more $450 $800 $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 DEUDCYF 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 DEUDCYF 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 DEUDCYF 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 DEUDCYF (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 DEUDCYF 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 July 10 (to DOH): 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* August 2018 August 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 Confidentiality and Non- Disclosure Agreement for new September 2018 employees** September 11: July 30• August Consenting Clients to DOH June 2018 Monthly Invoice September 20: Executed DSA with DOH, if amended August 2018 Monthly Enrollment Report Documented approval of DSA with DOH submitted to NFP Self -Reflection Tool (submitted to Thrive) National Service Office September 30: August 2018 Monthly Invoice Contract Number: 18-1047-01 Printed Date: 6/29/2018 rage JZ or .sn October 2018 October 8 (to DOH): 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 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 February 8: January Consenting Clients to DOH February20: January 2019 Monthly Enrollment Report CQI Charter and Project 2 Plan February28: January 2019 Monthly Invoice March 2019 January 30: March 8: December 2018 Monthly Invoice February Consenting Clients to DOH March 20: February 2019 Monthly Enrollment Report March 30: February 2019 Monthly Invoice FY20 Pre Contract Questionnaire and Budget April 2019 April 8 (to DOH): March Consenting Clients to DOH April 20: March 2019 Monthly Enrollment Report Q3 Quarterly Progress Report (January to M May 2019 May 8: April Consenting Clients to DOH May 20: April 2019 Monthly Enrollment Report Contract Number: 18-1047-01 Printed Date: 6/29/2018 Page 33 of 36 including CQI Project 2 PDSA Report Agril 30: March 2019 Monthly Invoice July 2019 July 10 (to DOH): 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 endi 12019 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 ©;. 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 21118): See original contract package for budget detail. Total: $180,912.00 Budget for State Fiscal Year 2019 (July 12018 - 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 ®` Washington State Department of ©� 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 -.lune 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 Page 36 of 36 MI& Washington State Department of A19 -1A INVOICE VOUCHER I Contractor Contract #: ®® Early Learning Agency Number: 3570 1 Contract* 18-1047-01 Attn: Fiscal Office I PO Box 40970 1 Olympia WA 98504-0970 Contract Service Period: July 1 2017 - July 312019 ct Title: Home Visiting Services Account: Nurse Family Partnershi DEL 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. I Vendor or Claimant -]/ Jefferson County 615 Sheridan Street Port Townend WA 98368 (sign in ink) (Title) (Date) TO BE COMPLETED BY DEL TO BE COMPLETED BY VENDOR Invoice Service Period for Budget FY 2018: Invoice Number: This is a Final Billing: Yes No Payment Points (Note) Contract Billed Budget Amount 1. STATE- Personnel $70,594.66 2. STATE- Goods and Services $996.34 3. STATE -Travel $1,738.09 4. STATE- Contracted/ Professional Services $87,500.00 5. STATE- Administrative/ Indirect Charges $16,082.91 6. STATE- Performance Pay $4,000.00 17B 411 36300 CZ 19999 1502 Total $180,912.00 $0.00 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 1Fnd 1AI Program Sub Sub Index Obj SSO Alloc Proj 1Pr0j1Ph GL Subsidiary Note Amount Invoice # Debit Credit 17B 411 36300 CZ 19999 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 DEUDCYF 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. DEUDCYF 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, DEUDCYF 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 DEUDCYF 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, DEUDCYF 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 DEUDCYF, the Contractor shall participate in Implementation Improvement Meeting(s) with DEUDCYF 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 DEUDCYF 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 DEUDCYF 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 Data 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. 4.0 HVSA Aliened 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. 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W COD (A L L E E Q j Q N N N c o O C) p U 0'(0 N +r 7 to ,(-u Y co + O '� cn N 'C co Y E m ' O c + a) E N o r N > E •3 •3 m 0 N c W mm •u, u�QOE m E E mL -N C�� N+.-. g o o ` c 3 c c p 7 40 (O >,>, 0 0 0 0 0 3 E 3 E E N� X X X X X N N N O LL a z W ®* Washington State Department of A19 -1A INVOICE VOUCHER Contractor Contract #: ®® Early Learning Agency Number: 3570 1Contract #: 18-1047-01 Attn: Fiscal Office I PO Box 40970 1 Olympia WA 98504-0970 Contract Service Period: July 12017 - July 312019 ct Title: Home Visiting Services Account: Nurse Family Partnershi DEL 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 (sign in ink) (Title) (Date) TO BE COMPLETED BY DEL TO BE COMPLETED BY VENDOR Invoice Service Period for Budget FY 2019: Invoice Number: This is a Final Billing: Yes No Payment Points (Note) Contract Billed Budget Amount 1. 502State- Personnel $77,484.94 2. 502State - Goods and Services $0.00 3. 502State - Travel $200.00 4. 502State - Contracted/ Professional Services $83,144.15 5. 502State -Administrative/ Indirect Charges $16,082.91 6. GenFundState- Personnel $3,730.08 7. GenFundState - Goods and Services $2,740.00 8. GenFundState - Travel $600.00 9. GenFundState - Contracted/ Professional Services $9,012.83 10. GenFundState - Administrative/ Indirect Charges $1,608.29 11. HVSA - Performance Pay $4,999.00 01=574B 17B 411 36300 CZ Total $199,602.20 $0.00 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 Program Cd 1Fnd 1AI Index Sub Obj SSO Sub Alloc Proj Proj Ph GL Subsidiary Note Amount Invoice # Debit Credit 17B 410 36300 CZ 10 01=574B 17B 411 36300 CZ 10 1502 01=5746 Accounting Approval for Payment Date Approved Warrant Total: 7/9/2018 Page 1 of 1 615 Sheridan Street Port Townsend, WA 98368 �einson www.JeffersonCountyPublicHealth.org Consent Agenda Public He� July 9, zois 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: Skptm h,Li (`� , --2_Z f q SUB3ECT: 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 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 615 Sheridan Street Port Townsend, WA 98368 www.JeffersonCountyPublicHealth.org Public Health N -17-123-A1 CONTRACT REVIEW FORM CONTRACT WITH: Washington State Department of Children, Youth and Families (DCYF) CONTRACT FOR: Nurse Home Visitation TERM: 7/1/201&-7/31/2019 , COUNTY DEPARTMENT: Jefferson County Public Health For More Information Contact: Yuko Umeda JUL 1, O 2018 Contact Phone #: X416 RETURN TO: Jenny Matter RETURN BY: ASAP AMOUNT: Additional $199,602.20 for a total PROCESS: ❑ Exempt from Bid Process of $380,514.20 Revenue: $199,602.20 Expenditure: Matching Funds Required: Source(s): ❑ Consultant Selection Process ❑ Cooperative Purchase ❑ Competitive Sealed Bid ❑ Small Work Roster ❑ Vendor List Bid ❑ RFP or RFQ ❑x Other: State grant Step 1: REVIEW BY RISK AN Review by: - Date Reviewe APPROVED FORM ❑ turned for revision (See Comments) Comments: Step 2: REVIEW BY PROSE TING T NEY Review by: Date Reviewed: APPROVED AS TO FORM 1p 11returned for revision (See Comments) Comments:4-/4X-� , (1141 1 f �• . Jar (This form to stay with contract throughout the contract review process) Community Health Developmental Disabilities 360-385-9400 360-385-9401 (f) Always working for a safer and healthier community Environmental Health Water Quality 360-385-9444 (f) 360-379-4487 Early Learning INTERLOCAL AGREEMENT BETWEEN DEL Contr ct Number: 18-1047 Cont for Contract Number: e: Ho isiting Services Account: arse Family Partnership (NFP) STATE OF WASHINGTON DEPARTMENT OF EARLY LEARNING 909 JEFFERSON COUNTY THIS CONTRACT, pursuant to Chapter 39.34 RCW, is made and entered into by and between the State of Washington, acting by and through the Department of Early Learning, a department of Washington State government (hereinafter referred to as "DEL") located at PO Box 40970, Olympia WA 98504-0970 and Jefferson County, a Municipal Subdivision, (hereinafter referred to as "Contractor"), located at 615 Sheridan Street, Port Townend WA 98368. IT IS THE PURPOSE OF THIS CONTRACT To provide high quality home visiting services to high risk families using the Nurse Family Partnership (NFP) program model for purposes of improving outcomes for participants and strengthening coordination of services. THIS CONTRACT CONTRIBUTES TO THE FOLLOWING AGENCY GOALS: Provide voluntary, high-quality early learning opportunities for children and families in Washington THEREFORE, IT IS MUTUALLY AGREED THAT: 1. CONTRACT MANAGEMENT 1.1 The Contract Manager for each of the parties shall be the contact person for all communications and billings regarding the performance of this Contract. 1.2 Any notice or demand or other communication required or permitted to be given under this Contract or applicable law shall be effective only if it is in writing, properly addressed, and either emailed, delivered in person, or by a recognized courier service, or deposited within the United States Postal Service as first-class certified mail, postage prepaid, and return receipt requested, to the parties at the following addresses: CONTRACTOR BUSINESS ADDRESS Jefferson County 615 Sheridan Street Port Townend WA 98368 TIN: 91-6001322 UBI: 161-001-169 DEL ADDRESS Department of Early Learning PO Box 40970 Olympia WA 98504-0970 CONTRACTOR CONTRACT MANAGER Jenny Matter JMatter@co.jefferson.wa.us Phone: (360) 385-9421 DEL PROGRAM CONTRACT MANAGER Rene Toolson rene.toolson@del.wa.gov Phone: (360) 725-4398 1.3 Each party shall notify the other party in writing within ten days of any changes of the name and contact information regarding either party's designated Contract Manager. 1.4 Notwithstanding RCW 1.12.070, such communications shall be effective upon the earlier of receipt or four calendar days after mailing or emailing. The notice address as provided herein may be changed by written notice given as provided above. Contract Number 18-1047 Printed Date: 7/18/2017 Page 1 of 32 T 2. EXHIBITS AND ATTACHMENTS Attached hereto and incorporated herein as though set forth in full are the following exhibits and attachments: • Exhibit A - STATEMENT OF WORK • Exhibit B - BUDGET • Exhibit C - GENERAL TERMS AND CONDITIONS • Exhibit D - Deliverables Schedule « Attachment 1 - Certification of Data Disposition • Attachment 2 - Statement Confidentiality and Nondisclosure • Attachment 3 - Contract Monitoring, Compliance and Non -Compliance • Attachment 4 - Jefferson Co PHD Attachment 4 Data Collection Reporting Align Meas • Attachment 5 - Continuous Quality Improvement • Attachment 6 - Monthly Enrollment Data Report • Attachment 7 - Quarterly Progress Report The parties agree that the exhibits and attachments listed in this paragraph shall be enforceable against the parties and are a part of this Contract. 3. STATEMENT OF WORK The parties agree that the Contractor shall perform the activities and obligations as set forth and described in Exhibit A, STATEMENT OF WORK, attached hereto and incorporated herein as though set forth in full. The Contractor shall also furnish the necessary personnel, equipment, material and/or service(s) and otherwise do all things necessary for or incidental to the performance of the work as set forth and described in Exhibit A, STATEMENT OF WORK. The Contractor agrees to provide the services, products and activities at the costs set forth in this Contract. 4. PERIOD OF PERFORMANCE Subject to Department of Enterprise Services (DES) approval requirements and the requirements of this Contract, the period of performance of this Contract shall commence on July 1, 2017 and be completed on or before July 31, 2018, unless terminated sooner as provided herein. 5. COMPENSATION The parties have determined that the cost of accomplishing the work herein shall not exceed $180,912.00. Any additional authorized expenditures, for which reimbursement is sought, must be submitted as written documentation to the DEL Contract Manager for pre -approval by the DEL Director or the Director's delegate as described in this Contract, and established by a written Contract Amendment. Exhibit B, BUDGET, attached and incorporated herein as though set forth in full is an actual budget of the costs associated with this Contract. If the Contractor reduces its prices for any of its services during the term of this Contract, DEL will have the immediate benefit of such lower prices for services following the price reduction. Compensation for services will be paid upon the timely completion of services as described in Exhibit A, STATEMENT OF WORK, and is contingent upon acceptance of relevant work products and approval of vouchers by DEL as described in this Contract. 6. BILLING PROCEDURE 6.1 The Contractor will submit, not more than semi-monthly, properly completed A-19 vouchers (the "voucher"), to one of the following: The Department of Early Learning Attn: Financial Office P.O. Box 40970 Contract Number: 18-1047 Printed Date: 7/18/2017 Page 2 of 32 I Olympia, WA 98504-0970 Or email a scan of an original, signed A-19 voucher directly to the DEL Financial Office at del.fiscal@del.wa.gov. 6.2 Payment to the Contractor for approved and completed work shall be made by warrant or Electronic Funds Transfer by DEL and considered timely if made within 30 days of receipt of a properly completed voucher. Payment shall be sent to the address designated by the Contractor and set forth in this Contract, No payments in advance or in anticipation of goods or services to be provided under this Contract shall be made by the DEL. 6.3 Each voucher must clearly reference the DEL Contract Number and the Contractor's Statewide Payee Registration number assigned by the Department of Enterprise Services (DES). 6.4 Properly completed vouchers and attachments completed by the Contractor must contain the information described in Exhibit A, STATEMENT OF WORK under section titled "Voucher Verification". 6.5 For Statewide Payee Registration: DES maintains a central contractor registration file for Washington State agencies to use for processing contractor payments. This allows many contractors to receive payments by direct deposit. The Contractor must be registered in the Statewide Payee Registration system, httR !lcies.wa. ovtservic lC antractinc l?u_rcl� ingJ a ine Nendorl CPi g, Ist t Wj VeJta s asp., prior to submitting a request for payment under this Contract. No payment shall be made until the Statewide Payee Registration is complete. 6.6 Upon the expiration of this Contract, any claim or payment not already made shall be submitted to DEL no later than forty-five (45) days following the expiration date of this Contract. The final voucher shall certify that the Contractor has completed all requirements of this Contract. 7. SIGNATURES THIS CONTRACT, including the exhibits and attachments described in Paragraph 2, is executed by the persons signing below who warrant they have read and understand this Contract and the exhibits and attachments. The persons signing below further represent that they have the authority to execute this Contract. SIGNATURE: PRINTED NAME AND TITLE: DATE SIGNED: corvTRACTOR' l It/ffwil ,lair G M OttWilson DEL:'° DEL Co -H AW~af I A peed to form: 41k_ Date:�ngAttorney Philip C. Hunsucker, Chief Civil Deputy Prosa Jefferson County Prosecuting Attorney's Office ecG ived SEP !' DGPOr#r-no t f Y e rrtir-t Contract Number: 18-1047 Printed Date: 7/18/2017 Page 3 of 32 � * Washington State Department of Early Learning DEL Contract Number: 18-1047 Contractor Contract Number: Title: Home Visiting Services Account: Nurse Family Partnership (NFP) Exhibit A - STATEMENT OF WORK 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. 114. 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. 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. Contract Number: 18-1047 Printed Date: 7/18/2017 Page 4 of 32 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. ILIA 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. 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. Contract Number: 18-1047 Printed Date: 7/18/2017 Page 5 of 32 I ' r r 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 TAN 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 account prioritizes funding towards meeting the needs of Washington's diverse populations, particularly those families and communities demonstrating the highest needs. Contract Number: 18-1047 Printed Date: 7/18/2017 Page 6 of 32 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. 3. 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. 3,11. 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. 4. 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: 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, 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. Contract Number: 18-1047 Printed Date: 7/18/2017 Page 7 of 32 a. HVSA b. HVSA- c. HVSA- e. HVSA Staffing Plan by Position Type MIECHV TANF Other State Total Funded Funded Funded Home Visitor FTE Total 1.45 1.45' HV Supervisors FTE Total -- dedicated to deliveda home visitingservices 0.05 0.05 Supervisor FTE Total -- supervision time 10.10 0.10 Admin Support Staff FTE Total 10.20 0.20 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, 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. Contract Number: 18-1047 Printed Date: 7/18/2017 Page 7 of 32 I . Y 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. 4.62 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 Printed Date: 7/18/2017 Page 8 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 5.1 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 Contract Number: 18-1047 Printed Date: 7/18/2017 Page 9 of 32 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.govlhomevisiting. 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 Printed Date: 7/18/2017 Page 10 of 32 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 pian 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. Contract Number: 18-1047 Printed Date: 7/18/2017 Page 11 of 32 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 etas. Contract Number: 18-1047 Printed Date: 7/18/2017 Page 12 of 32 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 Contract Number: 18-1047 Printed Date: 7/18/2017 Page 13 of 32 9.7.6. Quality assurance 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 wwwAtI wav vision , 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 Contract Number: 18-1047 Printed Date: 7/18/2017 Page 14 of 32 Reports and share with DOH and Thrive for review and feedback during the quarterly CQI calls. 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: sarrre � rrgvet; .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 Contract Number: 18-1047 Printed Date: 7/18/2017 Page 15 of 32 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. 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./lwww.ecfr.govlcgi-binitext- idx?SID=89e31 f63d8c85ba9e4f7a6a 7fd6fdea5&mc=true&node=se2.1.200 156&rgn=div8 and http://www.ecfr.gov/cgi-binitext- idx?SID=89e31 f63d8c85ba9e4f7a6a 7fd6fdea5&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: Contract Number: 18-1047 Printed Date: 7/18/2017 Page 16 of 32 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 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 HI PAA 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 wwud L.wo�,p,qv\hqn1evi. �j!jpg. 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: Contract Number: 18-1047 Printed Date: 7/18/2017 Page 17 of 32 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 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 251h day following the month of service outlined in Attachment 6 and available at www.del.w ov hornevisitin . 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. Contract Number: 18-1047 Printed Date: 7/18/2017 Page 18 of 32 Washington State Department of Early Learning Exhibit B - BUDGET State Fiscal Year 2018 (July 12017 - June 30 2018): Payment Point 1. STATE- Personnel 2. STATE- Goods and Services 3. STATE- Travel 4. STATE- Contracted/ Professional Services 5. STATE - Administrative/ Indirect Charges 6. STATE- Performance Pay Total: $180,912.00 DEL Contract Number: 18-1047 Contractor Contract Number: Title: Home Visiting Services Account: Nurse Family Partnership (NFP) Budget Limit Note $70,594.66 $996.34 $1,738.09 $87,500,00 $16,082.91 $4,000.00 Contract Maximum: $180,912.00 Contract Funding Source(s) State Funds $180,912.00 Contract Number: 18-1047 Printed Date: 7/18/2017 Page 19 of 32 Washington State Department of Early Learning 1. AMENDMENTS DEL Contract Number: 18-1047 Contractor Contract Number: Title: Home Visiting Services Account: Nurse Family Partnership (NFP) Exhibit C - GENERAL TERMS AND CONDITIONS This Contract may be amended by mutual agreement of the parties. Such amendments shall not be binding unless they are in writing and signed by personnel authorized to bind each of the parties. 2. ASSIGNMENT Neither this Contract, nor any claim arising under this Contract, shall be transferred, delegated, or assigned by the Contractor without prior written consent of DEL. 3. ATTORNEY'S FEES In the event of litigation or other action brought to enforce this Contract, each party agrees to bear its own attorney fees and costs. 4. CERTIFICATION REGARDING DEBARMENT, SUSPENSION, AND INELIGIBILITY If federal funds are the basis for this Agreement, the Contractor certifies that neither it nor its principals are debarred, suspended, proposed for debarment, or voluntarily excluded from participation in transactions by any federal department or agency. The Contractor further certifies that they will ensure that potential subcontractors or subrecipients or any of their principals are not debarred, suspended, proposed for debarment, or voluntarily excluded from participation in "covered transactions" by any federal department or agency. "Covered transactions" include procurement contracts for goods or services awarded under a non - procurement transaction (e.g. grant or cooperative agreement) that are expected to equal or exceed $25,000, and sub -awards to subrecipients for any amount. The Contractor may do so by obtaining a certification statement from the potential subcontractor or subrecipient or by checking the "List of Parties Excluded from Federal Procurement and Non -Procurement Programs" provided on-line by the General Services Administration. 5. CHOICE OF LAW AND VENUE This Contract shall be construed and interpreted in accordance with the laws of the State of Washington. The venue of any action brought under this Contract shall be in the Superior Court for Thurston County, 6. COMPLIANCE WITH LAWS, RULES, AND REGULATIONS 6.1.Assurances The Contractor agrees that all activity pursuant to this Contract will be in accordance with all applicable current federal, state and local laws, rules, and regulations, including but not limited to the Public Records Act (chapter 42.56 RCW), the Freedom of Information Act (5 U.S.C. 522) and the Records Retention Act (chapter 40.14 RCW). 6.2. Child Health, Safety, And Well Being And Child Abuse Or Neglect In the delivery of services under this Contract, children's health, safety, and well-being shall always be the primary concern of the Contractor, Contractors shall fully comply with the mandatory reporting requirements of RCW 26.44.030 pertaining to child abuse or neglect. In addition, pursuant this Contract, when the Contractor has reasonable cause to believe that a child has suffered abuse or neglect at the Contract Number: 18-1047 Printed Date: 7/18/2017 Page 20 of 32 hands of any person, the Contractor shall immediately report such incident to Child Protective Services (CPS) Intake at 1-866-ENDHARM. 6.3.Civil Rights Laws 6.3.1.During the performance of this Contract the parties shall comply with all federal and state nondiscrimination laws including, but not limited to chapter 49.60 RCW, Washington's Law Against Discrimination, and 42 U.S.C. § 12101 et seq,, the Americans with Disabilities Act (ADA). 6.3.2.In the event of the Contractor's or its subcontractors' noncompliance or refusal to comply with any nondiscrimination law, regulation or policy, this Contract may be rescinded, canceled or terminated in whole or in part, and the Contractor may be declared ineligible for further contracts with the DEL. The Contractor shall, however, be given a reasonable time in which to remedy this noncompliance. Any dispute may be resolved in accordance with the "Disputes" procedure set forth herein. 6.4. Conflict of Interest 6.4. 1. Notwithstanding any determination by the Executive Ethics Board or other tribunal, the DEL may, in its sole discretion, by written notice to the Contractor terminate this Contract if it is found after due notice and examination by the DEL that there is a violation of the Ethics in Public Service Act, Chapter 42.52 RCW, or any similar statute involving the Contractor in the procurement of, or performance under, this Contract. 6.4.2.In the event this Contract is terminated as provided above, the DEL shall be entitled to pursue the same remedies against the Contractor as it could pursue in the event of a breach of the contract by the Contractor. The rights and remedies of the DEL provided for in this clause shall not be exclusive and are in addition to any other rights and remedies provided by law. The existence of facts upon which the DEL makes any determination under this clause shall be an issue and may be reviewed as provided in the "Disputes" clause of this Contract. 6.5. Licensing, Accreditation and Registration The Contractor and its subcontractors shall comply with all applicable local, state, and federal licensing, accreditation and registration requirements/standards necessary for the performance of this Contract. 7. DATA SHARE AND PROTECTION OF CONFIDENTIAL INFORMATION 7.1. Scope of Protection This Section (Section 7) applies to data, information, or materials related to the subject matter of this Contract which is received, created, developed, revised, modified, or amended by the DEL, the Contractor, or subcontractors. Such data, information, and materials shall include but is not limited to all confidential information. 7.2. Use of Confidential Information 7.2.1. For data and confidential information collected, used, or acquired in connection with this Contract the parties shall comply with the following: 7.2.1.1. All federal and state laws and regulations, as currently enacted or revised, regarding data and confidential information protection, security; and 7.2.1.2. All federal and state laws and regulations, as currently enacted or revised, regarding the use, disclosure, modification or loss of data and confidential information. 7.2.2.The DEL does not warrant or guarantee the accuracy of the data or confidential information provided pursuant to this Contract. The Contractor understands all the risks and liabilities of the use and misuse of the information provided pursuant to this Contract. 7.3. Confidentiality Protection 7,3.1.To safeguard the confidentiality of all confidential information and in addition to the requirements contained in this Section (Section 7) the Contractor must: 7.3.1.1. Ensure that the Contractor, the Contractor's staff, subcontractors, and the subcontractors' staff use confidential information solely for the purposes of accomplishing the services set forth in this Contract. 7.3.1.2. Limit access to confidential information to the Contractor's staff and subcontractors' staff requiring access for performance of their assigned duties. Contract Number: 18-1047 Printed Date: 7/18/2017 Page 21 of 32 7.3.2. Require all Contractor's staff and subcontractors' staff with access to confidential information to sign a Statement of Confidentiality and Non -Disclosure Agreement consistent with Attachment 2 Statement of Confidentiality and Non -Disclosure agreement. 7.3.3.Require the Contractor will maintain records of the statement of confidentiality and non -disclosure agreements with signatures from all applicable staff. These records will be made available to DEL upon request. 7.3.4.Notify its staff person(s) and ensure its subcontractors notify the subcontractors' staff person(s) of the requirements of Section 6.1 (Assurances), and this Section (Section 7). 7.3.5.Ensure that personal information is not released, disclosed, published, modified, transferred, sold, or otherwise made known to unauthorized persons without the prior written consent of the individual named or as otherwise authorized by law. 7.3.6.Ensure that confidential information is protected from loss and from unauthorized physical or electronic access. 7.3.7.Destroy all confidential information so that it cannot be accessed by unauthorized individuals and cannot be recovered when the confidential information is no longer used for providing services under this Contract, and retention is no longer required by the Records Retention Act (chapter 40.14 RCW) or Section 26 (Records Maintenance), whichever is longer. Unless the Washington State Office of the Chief Information Officer IT Standards require a different method for the destruction of confidential information, confidential information required to be destroyed under this section must be destroyed as follows: 7.3,7.1. For paper documents containing data, but not confidential information, a contract with a paper shredding firm is acceptable, provided the contract ensures that the confidentiality of the data will be protected. Such documents may also be destroyed by on-site shredding, pulping, or incineration. 7.3.7.2. For paper documents containing Confidential Information requiring special handling (e.g. Protected Client Information) the documents must be destroyed by on-site shredding, pulping, or incineration. 7.3.7.3. If data or confidential information has been contained on optical discs (e.g. CDs or DVDs), the Contractor shall either destroy by incineration the disc(s), shredding the discs, or completely deface the readable surface with a coarse abrasive. 7.3.7.4. If data or confidential information has been stored on magnetic tape(s), the Contractor shall destroy the data or confidential information by degaussing, incinerating or crosscut shredding. 7.3.7.5. If data or confidential information has been stored on server or workstation data hard drives or similar media, the Contractor shall destroy the data or confidential information by using a "wipe" utility which will overwrite the data or confidential information at least three (3) times using either random or single character data, degaussing sufficiently to ensure that the data or confidential information cannot be reconstructed, or physically destroying disk(s). 7.3.7.6. If data or confidential information has been stored on removable media (e.g. floppies, USB flash drives, portable hard disks, or similar disks), the data recipient shall destroy the data or confidential information by using a "wipe" utility which will overwrite the data or confidential information at least three (3) times using either random or single character data, degaussing sufficiently to ensure that the data or confidential information cannot be reconstructed, or physically destroying disk(s). 7.3.8.Within fifteen calendar days after the completion of the requirements contained in Section 7.3.6 the Contractor shall complete and deliver to the DEL a signed Certification of Data Disposition (Attachment 1). 7.3.9.Paper records must be protected by storing the records in a secure area which is only accessible to authorized personnel. When not in use, such records must be stored in a locked container, such as a file cabinet, locking drawer, or safe, to which only authorized persons have access. 7.3.10. Shall immediately notify the DEL after becoming aware of any potential, suspected, attempted or actual breaches of security including, but not limited to, unauthorized access, use or disclosure. The Contractor shall take all necessary steps to mitigate the harmful effects of such breach of security. The Contractor agrees to defend, protect and hold harmless the DEL for any Contract Number: 18-1047 Printed Date: 7/18/2017 Page 22 of 32 damages related to a breach of security by their officers, directors, employees, subcontractors or agents. 7.4. Confidentiality Breach In the event of a breach by the Contractor of this Section (Section 7 and in addition to all other rights and remedies available to the DEL, the DEL may elect to do any of the following: 7.4.1.Terminate the Contract; 7.4.2.Require that the Contractor return all confidential information to the DEL that was previously provided to the Contractor by the DEL; 7.4.3.Require that the Contractor destroy all confidential information so it cannot be accessed by unauthorized individuals and cannot be recovered; or 7.4.4.Suspend the Contractor's on-line access to accounts and other information. 7.5. Public Disclosure 7.5.1.Either party to this Contract may designate certain Confidential Information as "Confidential Information/Notice Requested." This designation shall be made by clearly stamping, watermarking, or otherwise marking each page of the Confidential Information. The p a r t y who owns the data is responsible for informing the other p a r t y what it considers confidential. 7.5.2.If a third party requestor seeks information that has been marked "Confidential Information/Notice Requested," notice shall be given to the marking party prior to release of the information. Such notice shall be provided to the program contact no less than five business days prior to the date of the disclosure, to allow the party objecting to disclosure to seek a protective order from the proper tribunal. 7.6.Access to Data 7.6.1,ln compliance with RCW 39.26.180, the Contractor shall provide access to data generated under this Contract to DEL, the Joint Legislative Audit and Review Committee, and the State Auditor at no additional cost. This includes, but is not limited to, access to all information that supports the findings, conclusions and recommendations of the Contractor's reports, including computer models and methodology for those models. 7.7. Definitions As used throughout this Contract, the following terms shall have the meanings set forth below: 7.7.1."Confidential Information" means information that may be exempt from disclosure under either chapter 42.56 RCW or other state or federal statutes. Confidential Information includes, but is not limited to, personal information, agency source code or object code, and agency security data. 7.7.2."Converted Data" means the data which has been successfully converted by the Contractor for processing by the DEL's computer system. 7.7.3."Data" means the DEL's records, files, forms, data, information and other documents in electronic or hard copy form, including but not limited to Converted Data. 7.7.4."Personal Information" means information identifiable to any person, including, but not limited to, information that relates to a person's name, health, finances, education, business, use or receipt of governmental services or other activities, addresses, telephone numbers, social security numbers, driver license numbers, e-mail addresses, credit card information, law enforcement records or other identifying numbers or Protected Health Information, any financial identifiers, and other information that may be exempt from disclosure under either chapter 42.56 RCW or other state and federal statutes. 7.8. Licensing, Accreditation and Registration The Contractor and its subcontractors shall comply with all applicable local, state, and federal licensing, accreditation and registration requirements/standards necessary for the performance of this Contract. 7.9. Noncompliance with Laws, Regulations, or Policies The Contractor shall be responsible for and shall pay any fines, penalties, or disallowances imposed on the State or Contractor arising from any noncompliance with the laws, regulations, policies, guidelines Contract Number: 18-1047 Printed Date: 7/18/2017 Page 23 of 32 and Collective Bargaining Agreements that affect the Services or Deliverables that are to be provided or that have been provided by Contractor, its Subcontractors or agents. 7.10. Registration with Department of Revenue and Payment of Taxes The Contractor must pay all taxes including, but not limited to, sales and use taxes, Business & Occupation taxes, other taxes based on the Contractor's income or gross receipts, or personal property taxes levied or assessed on the Contractor's personal property. The Contractor shall complete registration with the Washington State Department of Revenue and be responsible for payment of all taxes due on payments made under this Contract. 8. CONTINUED PERFORMANCE If the DEL, in good faith, has reason to believe that Contractor does not intend to, or is unable to perform or has refused to perform or continue performing all material obligations under this Contract, the DEL may demand in writing that Contractor give a written assurance of intent to perform. Failure by Contractor to provide written assurance within the number of days specified in the demand (in no event less than five business days) may, at the DEL's option, be the basis for terminating this Contract under the terms and conditions or other rights and remedies available by law or provided by this Contract. 9. COPYRIGHT 9.1 Unless otherwise provided, all Materials produced under this Contract shall be considered "works for hire" as defined by the U.S. Copyright Act and shall be owned by the DEL. The DEL shall be considered the author of such Materials. In the event the Materials are not considered "works for hire," under the U.S. Copyright Laws, the Contractor hereby irrevocably assigns all right, title, and interest in Materials, including all intellectual property rights, to the DEL effective from the moment of creation of such Materials. 9.2 "Materials" means all items in any format and includes, but is not limited to, data, reports, documents, pamphlets, advertisements, books, magazines, surveys, studies, computer programs, films, tapes, and/or sound reproductions. Ownership includes the right to copyright, patent, register and the ability to transfer these rights. 10. DISALLOWED COSTS The Contractor is responsible for any audit exceptions or disallowed costs incurred by its own organization or that of its Subcontractors. 11. DISPUTES In the event that a dispute arises under this Contract, it shall be determined by a Dispute Board in the following manner: Each party to this Contract shall appoint one member to the Dispute Board. The members so appointed shall jointly appoint an additional member to the Dispute Board, The Dispute Board shall evaluate the facts, Contract terms, applicable statutes and rules, and make a determination of the dispute. The decision shall not be admissible in any succeeding judicial or quasi-judicial proceeding concerning the Contract. The Dispute Board shall precede any action in judicial or quasi-judicial tribunal. The cost of resolution will be borne as allocated by the Dispute Board. 12. DUPLICATE PAYMENT DEL shall not pay the Contractor if the Contractor has charged or will charge the State of Washington, or any other party under any other contract or agreement, for the same services or expenses. 13. ENTIRE CONTRACT This Contract, including referenced exhibits, represents all the terms and conditions agreed upon by the parties. No other statements or representations, written or oral, shall be deemed a part hereof or to bind any of the parties to this Contract. 14. EXPENSES Contract Number: 18-1047 Printed Date: 7/18/2017 Page 24 of 32 All expenses not provided for specifically in this Contract shall be the responsibility of the Contractor unless otherwise mutually agreed upon by the parties. 15. FEDERAL FUNDING REQUIREMENTS 15.1. Covenant Against Contingent Fees. If this Contract is funded, in whole or in part, with federal funds, the Contractor warrants that no person or selling agent has been employed or retained to solicit or secure this Contract upon an agreement or understanding for a commission, percentage, brokerage or contingent fee, excepting bona fide employees or bona fide established agents maintained by the Contractor for securing business. DEL shall have the right, in the event of breach of this clause by the Contractor, to annul this Contract without liability or, in its discretion, to deduct from the Contract price or consideration or recover by other means the full amount of such commission, percentage, brokerage or contingent fee. 15.2. Single Audit Requirements. If the Contractor is a subrecipient of federal awards as defined by Office of Management and Budget (OMB) 2 Code of Federal Regulations C.F.R. §200, the Contractor shall maintain records that identify all federal funds received and expended. Such funds shall be identified by the appropriate OMB Catalog of Federal Domestic Assistance (CFDA) Numbers. The Contractor shall make the Contractor's records available for review or audit by officials of the federal awarding agency, the General Accounting Office, DEL, and the Washington State Auditor's Office. The Contractor shall incorporate OMB 2 C.F.R. §200 audit requirements into all contracts between the Contractor and its Subcontractors who are subrecipients. The Contractor shall comply with any future amendments to OMB 2 C.F.R. §200 and any successor or replacement Circular or regulation. 15.3. If the Contractor expends $750,000 or more in federal awards from any and/or all sources in any fiscal year ending after December 26, 2014, the Contractor shall procure and pay for a single or program -specific audit for that year. Upon completion of each audit, the Contractor shall submit to DEL's Contract Manager the data collection form and reporting package specified in OMB 2 C.F.R. §200, and any reports required by the program -specific audit guide (if applicable). 15.4. Certification of cost allocation plan or indirect (facilities & administrative (F&A)) cost rate proposal. Each cost allocation plan or indirect (F&A) cost rate proposal must comply with the following: 15.4.1. A proposal to establish a cost allocation plan or an indirect (F&A) cost rate, whether submitted to a Federal cognizant agency for indirect costs or maintained on file by the non -Federal entity, must be certified by the non -Federal entity using the Certificate of Cost Allocation Plan or Certificate of Indirect Costs as set forth in Appendices III through VII, and Appendix IX. The certificate must be signed on behalf of the non -Federal entity by an individual at a level no lower than vice president or chief financial officer of the non -Federal entity that submits the proposal. 15.4.2. Unless the non -Federal entity has elected the option under OMB 2 C.F.R. §200.414 Indirect (F&A) costs, paragraph (f), the Federal Government may either disallow all indirect (F&A) costs or unilaterally establish such a plan or rate when the non -Federal entity fails to submit a certified proposal for establishing such a plan or rate in accordance with the requirements. Such a plan or rate may be based upon audited historical data or such other data that have been furnished to the cognizant agency for indirect costs and for which it can be demonstrated that all unallowable costs have been excluded. When a cost allocation plan or indirect cost rate is unilaterally established by the Federal Government because the non -Federal entity failed to submit a certified proposal, the plan or rate established will be set to ensure that potentially unallowable costs will not be reimbursed. 15.5. Certifications by non-profit organizations as appropriate that they did not meet the definition of a major nonprofit organization as defined in OMB 2 C.F.R. §200.414 Indirect (F&A) costs, paragraph (a). 15.6. See also OMB 2 C.F.R. §200.450 Lobbying for another required certification. 16. FUNDING CONTINGENCY Contract Number: 18-1047 Printed Date: 7/18/2017 Page 25 of 32 16.1. In the event funding from state, federal, or other sources is withdrawn, reduced, or limited in any way after the effective date of this Contract and prior to completion of the work in this Contract, the DEL may: 16.1.1. Terminate this Contract with ten (10) days advance notice. If this Contract is terminated, the parties shall be liable only for performance rendered or costs incurred in accordance with the terms of this Contract prior to the effective date of termination; 16.1.2. Renegotiate the terms of the Contract under the new funding limitations and conditions; 16.1.3. After a review of project expenditures and deliverable status, extend the end date of this Contract and postpone deliverables or portions of deliverables; or 16.1.4. Pursue such other alternatives as the parties mutually agree to in writing. 17. HEADINGS The headings throughout this Contract are for reference purposes only, and the words contained therein shall in no way be held to explain, modify, amplify or aid in the interpretation, construction or meaning of the provisions of this Contract. 18. INDEMNIFICATION 18.1. To the fullest extent permitted by law, Contractor shall indemnify, defend and hold harmless State, agencies of State and all officials, agents and employees of State, from and against all claims for injuries or death arising out of or resulting from the performance of the Contract. Contractor's obligation to indemnify, defend, and hold harmless includes any claim by Contractors' agents, employees, representatives, or any subcontractor or its employees. 18.2. The Contractor expressly agrees to indemnify, defend, and hold harmless the State for any claim arising out of or incident to Contractor's or any subcontractor's performance or failure to perform under the Contract. The Contractor shall be required to indemnify, defend, and hold harmless the State only to the extent claim is caused in whole or in part by negligent acts or omissions of Contractor, 18.3. The Contractor waives its immunity under Title 51 RCW to the extent it is required to indemnify, defend and hold harmless State and its agencies, officials, agents or employees. 19. INDEPENDENT CAPACITY The employees or agents of each party who are engaged in the performance of this Contract shall continue to be employees or agents of that party and shall not be considered for any purpose to be employees or agents of the other party 20. INSURANCE 20.1 Insurance Required If the Contractor is currently covered under an insurance risk pool. Sections 20.5, 20.6, and 20.7 shall only apply if the Contractor terminates coverage under the insurance risk pool and obtains a different form of insurance consistent with this section (Section 20). The Contractor shall provide insurance coverage as set out in this section. The intent of the required insurance is to protect DEL should there be any claims, suits, actions, costs, damages or expenses arising from any negligent or intentional act or omission of the Contractor or Subcontractors, or agents of either, while performing under the terms of this Contract. 20.2 Eligible Insurance Companies The insurance required by this Contract shall be issued by an insurance companyhes authorized to do business within the state of Washington and have a rating of A-, Class VII or better in the most recently published edition of Best's Reports. Any exception shall be reviewed and approved by the DEL Risk Manager, or the Risk Manager for the State of Washington, before the contract is accepted 20.3 Cancellation Contract Number: 18-1047 Printed Date: 7/18/2017 Page 26 of 32 The Contractor shall instruct the insurers to give DEL thirty (30) calendar days advance written notice of any insurance cancellation or non -renewal. 20.4 Certificate of Insurance The Contractor shall submit to the DEL within fifteen (15) calendar days of the Contract effective date, a certificate of insurance that outlines the coverage and limits defined in the Insurance section, herein. The Contractor shall submit renewal certificates as appropriate during the term of the Contract. 20.5 Subcontractors Subject to Section 20.1, the Contractor shall include all subcontractors as insureds under all required insurance policies, or shall furnish separate certificates of insurance and endorsements for each subcontractor. Subcontractor(s) must comply fully with all insurance requirements stated herein. Failure of subcontractor(s) to comply with insurance requirements does not limit the Contractor's liability or responsibility. 20.6 Additional Insured Subject to Section 20.1, the State of Washington, DEL, its elected and appointed officials, agents and employees shall be named as an additional insured on all general liability, excess, umbrella and property insurance policies. 20.7 Primary Insurance Subject to Section 20.1, all insurance provided in compliance with this Contract shall be primary to any other valid and collectable insurance or self-insurance programs afforded to or maintained by the State of Washington. 20.8 Insurance Coverage Limits By requiring insurance herein, DEL does not represent that coverage and limits will be adequate to protect the Contractor, and such coverage and limits shall not limit the Contractor's liability under the indemnities and reimbursements granted to DEL in this Contract. 20.9 The Contractor shall provide insurance coverage, which shall be maintained in full force and effect during the term of this Contract, as follows: 20.9.1 Commercial Gperal Liability Insurance Policy. The Contractor shall maintain Commercial General Liability ("CGL") Insurance, including contractual liability, and, if necessary, commercial umbrella insurance with a limit of not less than $2,000,000 per each occurrence. If such CGL Insurance contains aggregate limits, the general aggregate limit shall be at least twice the "each occurrence" limit. 20.9.2-A Liability Policy. In the event that services delivered pursuant to this Contract involve the use of vehicles, either owned or unowned by the Contractor, automobile liability insurance shall be required. The minimum limit for automobile liability is $1,000,000 per accident, using a Combined Single Limit for bodily injury and property damage. 20.9.3 Professional Liability Policy. If services delivered pursuant to this Contract, either directly or indirectly, involve or require providing professional services, than professional liability insurance shall be required. Such coverage shall cover injury or loss resulting from the Contractor's rendering of or failing to render professional services and shall be no less than $1,000,000 per incident, loss, or person, as applicable. If defense costs are paid within the limit of liability, the Contractor shall maintain limits of $2,000,000 per incident, loss, or person, as applicable. If the policy contains a general aggregate or policy limit, it shall be at least two times the incident, loss or per person limit. If professional liability insurance is written on a "claims made" basis, the policy shall provide full coverage for prior acts or include a retroactive date that precedes the effective date of this Contract. The Contractor is required to buy professional liability insurance for a period of 24 months after completion of this Contract. This requirement may be satisfied by the continuous purchase of commercial insurance or an extended reporting period. 20.9.4 Industrial Insurance Policy. The Contractor shall comply with the provisions of Title 51 RCW (Industrial Insurance). If the Contractor fails to provide industrial insurance coverage to statutory limits or fails to pay premiums or penalties on behalf of its employees as may be required by law, DEL may collect from the Contractor the full amount payable to the Industrial Insurance accident fund. DEL may deduct the amount owed by the Contractor to the accident fund from the amount payable to the Contractor by DEL under this Contract, and transmit the deducted amount to the Department of Labor and Contract Number: 18-1047 Printed Date: 7/18/2017 Page 27 of 32 Industries (L&I) Division of Insurance Services. This provision does not waive any of L&I's right to collect from the Contractor. 20.9.5 Employers Liability+_("_ to __.,Gad jInsurance. The Contractor shall buy employers liability insurance with limits of not less than $1,000,000 each accident for bodily injury by accident or $1,000,000 each employee for bodily injury caused by disease. 21. MONITORING 21.1. DEL has the right to monitor and evaluate performance, compliance, and quality assurance under this Contract. The Contractor shall provide a right of access to its facilities to DEL, personnel authorized by DEL, 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. 21.2. Monitoring activities may include, but are not limited to: 21.2.1. Review of deliverables listed in Exhibit A Statement of Work. 21.2.2. Intensive on-site program reviews to monitor Contract compliance, scheduled in advance with the Contractor. 21.2.3. Site visits to review records, observe implementation of services or follow up on compliance issues. These visits may be unannounced. 21.2.4. Review of the Contractor's compliance with Section 11 Confidentiality of Personal Information. 22. NEUTRAL AUTHORSHIP Each of the provisions of this Contract has been reviewed and negotiated, and represents the combined work product of both parties hereto. No presumption or other rules of construction which would interpret the provisions of this Contract in favor of or against the party preparing the same shall be applicable in connection with the construction or interpretation of any of the provisions of this Contract. 23. ORDER OF PRECEDENCE 23.1. In the event of an inconsistency in the terms of this Contract, or between its terms and any applicable statute or rule, the inconsistency shall be resolved by giving precedence in the following order: 23.1.1. Applicable Federal statutes, regulations, and policies; 23.1.2. Applicable State of Washington statutes and regulations; 23.1.3. Terms and Conditions as contained in this basic Contract instrument but not contained in exhibit A, exhibit B, or exhibit C, of this Contract; 23.1.4. Exhibit C: General Terms And Conditions; 23.1.5. Exhibit B: Budget; 23.1.6. Exhibit A: Statement of Work; and 23.1.7. Any other exhibit or attachment, provision, term or material incorporated herein by reference or otherwise. 24. PUBLICITY 24.1. The award of this Contract to Contractor is not in any way an endorsement of Contractor or Contractor's Services by DEL and shall not be so construed by Contractor in any advertising or publicity materials. 24.2. All publications funded, in whole or in part, under this Contract will use the DEL logo and will acknowledge credit as either providing "funding in partnership with" or "funded by" the DEL. The full-color or black -and -white DEL logo, provided by the DEL Contract Manager, shall appear in its entirety, without modification. 25. RECAPTURE 25.1. In the event that the Contractor fails to expend funds under this contract in accordance with state laws and/or the provisions of this contract, the DEL reserves the right to recapture state funds in an Contract Number: 18-1047 Printed Date: 7/18/2017 Page 28 of 32 amount equivalent to the extent of the noncompliance in addition to any other remedies available at law or in equity. 25.2. Such right of recapture shall exist for a period not to exceed six years following contract termination. Repayment by the Contractor of funds under this recapture provision shall occur within 30 days of demand. In the event that the DEL is required to institute legal proceedings to enforce the recapture provision, the DEL shall be entitled to its costs thereof. 26. RECORDS MAINTENANCE 1.1. The Contractor shall maintain all books, records, documents, data and other evidence relating to this Contract and performance of the services described herein, including but not limited to accounting procedures and practices which sufficiently and properly reflect all direct and indirect costs of any nature expended in the performance of this Contract. Contractor shall retain such records for a period of six years following the date of final payment. At no additional cost, these records, including materials generated under the contract, shall be subject at all reasonable times to inspection, review or audit by the DEL, personnel duly authorized by the DEL, the Office of the State Auditor, and federal and state officials so authorized by law, regulation or agreement. 1.2. If any litigation, claim or audit is started before the expiration of the six (6) year period, the records shall be retained until all litigation, claims, or audit findings involving the records have been resolved. 27. REMEDIES Except for remedies designated specifically as exclusive, no remedy conferred by any of the specific provisions of this Contract is intended to be exclusive of any other remedy, and each and every remedy shall be cumulative and shall be in addition to every other remedy given hereunder, now or hereafter existing at law or in equity or by statute or otherwise. The election of any one or more remedies by either party shall not constitute a waiver of the right to pursue other available remedies. 28. SEVERABILITY If any provision of this Contract or any provision of any document incorporated by reference shall be held invalid, such invalidity shall not affect the other provisions of this Contract which can be given effect without the invalid provision, and to this end the provisions of this Contract are declared to be severable. 29. SITE SECURITY While on the DEL's premises, the Contractor, its agents, employees, or subcontractors shall conform in all respects with physical, fire or other security policies or regulations. 30. SUBCONTRACTING 30.1. As used throughout this Contract, the following terms shall have the meanings set forth below: 30.1.1. "Subcontractor" means one not in the employment of a party to this Contract, who is performing all or part of those services under this Contract under a separate contract with a party to this Contract. The terms "subcontractor" and "subcontractors" mean subcontractor(s) in any tier, and the subcontractors' directors, officers, employees, and agents. 30.1.2. "Staff' or "staff person" means the Contractor's subcontractors, directors, officers, employees, and agents who provide goods or services on behalf of the Contractor. The term "staff' or "staff person" also means the subcontractors' directors, officers, employees, and agents who provide goods or services on behalf of the subcontractor and Contractor. 30.2. Neither the Contractor nor any Subcontractor shall enter into subcontracts for any of the work contemplated under this Contract without obtaining prior written approval of DEL. All subcontracts must be in writing and in effect before Subcontractor services begin. "Subcontractor" shall mean one who is not employed by the Contractor, but who is performing all or part of those services under this Contract under a separate contract with the Contractor. The terms "Subcontractor" and "Subcontractors" mean Subcontractors in any tier. In no event shall the existence of the subcontract operate to release or reduce the liability of the Contractor to DEL for any breach in the performance of the Contractor's duties. The Contractor is responsible to DEL for the performance and monitoring of the Subcontractor to ensure Contract Number: 18-1047 Printed Date: 7118/2017 Page 29 of 32 compliance with the terms, conditions, assurances, and certifications of this Contract. This clause does not include contracts of employment between the Contractor and personnel assigned to work under this Contract. 30.3. Additionally, the Contractor is responsible for ensuring that all terms, conditions, assurances, and certifications set forth in this Contract are carried forward to any subcontracts. 31. TERMINATION FOR CAUSE 31.1. In the event DEL determines the Contractor is in default, DEL has the right to immediately suspend or terminate this Contract. Before suspending or terminating the Contract, the DEL may, in DEL's sole discretion, elect to notify the Contractor in writing of the need to take corrective action and offer the Contractor the opportunity to take corrective action before the Contract is suspended or terminated. 31.2. In the event of termination or suspension, the Contractor shall be liable for damages as authorized by law including, but not limited to, any cost difference between the original Contract and the replacement or cover contract and all administrative costs directly related to the replacement contract (e.g., cost of the competitive bidding, mailing, advertising and staff time). DEL may also declare the Contractor ineligible for further contracts with DEL. 31.3. DEL reserves the right to suspend all or part of the Contract, withhold further payments, or prohibit the Contractor from incurring additional obligations of funds during investigation of any alleged breach, or during any pending corrective action by the Contractor or pending a decision by DEL to terminate the Contract. 31.4. If it is later determined that: (1) the Contractor was not in default, or (2) Contractor's failure to perform was outside the Contractor's control, fault, or negligence, the termination shall be considered a Termination for Convenience. 31.5. The rights and remedies of DEL provided in this Contract are not exclusive and are in addition to any other rights and remedies provided by law. 32. TERMINATION FOR CONVENIENCE Except as otherwise provided in this Contract, DEL may terminate this Contract, in whole or in part, by giving the Contractor ten (10) calendar days written notice. Termination becomes effective ten (10) calendar days from the second day after mailing the notice. If this Contract is so terminated, DEL shall be liable only for payment required under the terms of this Contract for services rendered or goods delivered prior to the effective date of termination. 33. TERMINATION PROCEDURE 33.1. Upon termination of this Contract, DEL, in addition to any other rights provided in this Contract, may require the Contractor to deliver to DEL any property specifically produced or acquired for the performance of such part of this Contract as has been terminated. The provisions of Section 34, the "Treatment of Assets" clause, shall apply in such property transfer. 33.2. DEL shall pay to the Contractor the agreed upon price, if separately stated, for completed work and services accepted by DEL, and the amount agreed upon by the Contractor and DEL for (i) completed work and services for which no separate price is stated, (ii) partially completed work and services, (iii) other property or services that are accepted by DEL, and (iv) the protection and preservation of property, unless the termination is for default, in which case DEL shall determine the extent of the liability of DEL. 33.3. DEL may withhold from any amounts due the Contractor such sum as DEL determines to be necessary to protect DEL against potential loss or liability arising from the Contractor's performance of the Contract. The rights and remedies of DEL provided in this Section shall not be exclusive and are in addition to any other rights and remedies provided by law or under this Contract. 33.4. After receipt of a notice of termination, and except as otherwise directed by DEL, the Contractor shall: Contract Number: 18-1047 Printed Date: 7/18/2017 Page 30 of 33.4. 1. Stop work under the Contract on the date, and to the extent specified, in the notice; 33.4.2. Place no further orders or subcontracts for materials, services, or facilities except as may be necessary for completion of such portion of the work under the Contract that is not terminated; 33.43. Assign to DEL, in the manner, at the times, and to the extent directed by DEL, all of the rights, title, and interest of the Contractor under the orders and subcontracts so terminated, in which case DEL has the right, at its discretion, to settle or pay any or all claims arising out of the termination of such orders and subcontracts; 33.4.4. Settle all outstanding liabilities and all claims arising out of such termination of orders and subcontracts, with the approval or ratification of DEL to the extent DEL may require, which approval or ratification shall be final for all the purposes of this clause; 33.4.5. Transfer title to DEL and deliver in the manner, at the times, and to the extent directed by DEL any property which, if the Contract had been completed, would have been required to be furnished to DEL; 33.4.6. Complete performance of such part of the work as shall not have been terminated by DEL; and 33.4.7. Take such action as may be necessary, or as DEL may direct, for the protection and preservation of the property related to this Contract, which is in the possession of the Contractor and in which DEL has or may acquire an interest. 34. TREATMENT OF ASSETS 34.1. Title to all property furnished by DEL shall remain in DEL. Title to all property furnished by the Contractor, for the cost of which the Contractor is entitled to be reimbursed as a direct item of cost under this Contract, shall pass to and vest in DEL upon delivery of such property by the Contractor. Title to other property, the cost of which is reimbursable to the Contractor under this Contract, shall pass to and vest in DEL upon (i) issuance for use of such property in the performance of this Contract, or (ii) commencement of use of such property in the performance of this contract, or (iii) reimbursement of the cost thereof by DEL in whole or in part, whichever first occurs. 34.2. Any property of DEL furnished to the Contractor shall, unless otherwise provided herein or approved by DEL, be used only for the performance of this Contract. 34.3. The Contractor shall be responsible for any loss or damage to property of DEL that results from the negligence of the Contractor or that results from the failure on the part of the Contractor to maintain and administer that property in accordance with sound management practices. 34.4. If any DEL property is lost, destroyed, or damaged, the Contractor shall immediately notify DEL and shall take all reasonable steps to protect the property from further damage. 34.5. The Contractor shall surrender to DEL all property of DEL prior to settlement upon completion, termination, or cancellation of this Contract. 34.6. All reference to the Contractor under this clause shall also include the Contractor's employees, agents, or Subcontractors. 35. WAIVER Waiver of any default or breach shall not be deemed a waiver of any subsequent default or breach. Any waiver shall not be construed to be a modification of the terms of this Contract unless stated to be such in writing and signed by an authorized representative of DEL. 36. WARRANTY 36.1. The CONTRACTOR warrants that all services performed pursuant to this Contract shall be generally suitable for the use to which the DEL intends to use said services and deliveries as expressed in Exhibit A. Contract Number: 18-1047 Printed Date; 7/18/2017 Page 31 of 32 36.2. In the performance of services under this Contract, the Contractor and its employees agree to exercise the degree of skill and care required by customarily accepted good practices and procedures followed by professionals/consultants rendering the same or similar type of service. All obligations and services of the Contractor hereunder shall be performed diligently and completely according to such professional standards. 36.3. If the Contractor intends to rely on information or data supplied by the DEL, other DEL contractors or other generally reputable sources without independent verification, such intent shall be brought to the attention of the DEL. 37. WITHHOLDING PAYMENTS The DEL may withhold payment to the Contractor for any services/deliverables not performed as required hereunder until such time as the Contractor modifies or delivers services/deliverables to the satisfaction of the DEL. Contract Number: 18-1047 Printed Date: 7/18/2017 Page 32 of 32 Exhibit D Deliverables The following Deliverables Table outlines the reporting timeline and deliverables presented in Exhibit A 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. July 2017 August 2017 September 2017 July 15: August 25: September 25: Current Insurance Certificate* July's Monthly Enrollment Data August's Monthly Enrollment Data Report Report July30: Executed DSA with DOH CQI Charter SeetembgL30 August's Monthly Invoice and Documented approval of DSA AucCust 31: Financial Report with DOH submitted to Program Most recent independent National Service Office Financial Audit** Schedule Annual Monitoring Site Visit Ayg st 30: July's Monthly Invoice and Client data for nonconsenting Financial Report participants shared with DOH October 2017 November 2017 December 2017 October 25: November 25: December 27: September's Monthly Enrollment October's Monthly Enrollment November's Monthly Enrollment Data Report Data Report Data Report October 30: November 30: December 30: September's Monthly Invoice and October's Monthly Invoice and November's Monthly Invoice and Financial Report Financial Report Financial Report October 30: Client data for nonconsenting July - September's Quarterly participants shared with DOH Progress Report CQI Quarter 1 Report Exhibit D Deliverables January 2018 Jonuory25: December's Monthly Enrollment Data Report Jan uary30: December's Monthly Invoice and Financial Report October- December's Quarterly Progress Report including Model Fidelity Letter and CQI Quarter 2 Report April 2018 February 2018 February25: January's Monthly Enrollment Data Report CQI Charter February.28: January's Monthly Invoice and Financial Report May 2018 Evidence Based Programs March 2018 March 25: February's Monthly Enrollment Data Report March 30: February's Monthly Invoice and Financial Report Client data for nonconsenting participants shared with DOH June 2018 April May 25: June 25: March's Monthly Enrollment Data April's Monthly Enrollment Data May's Monthly Enrollment Data Report Report Report April 30: March's Monthly Invoice and Financial Report January - March's Quarterly Progress Report and CQI Quarter 3 Report FY19 Pre Contract Questionnaire and Proposed FY19 Budget July 2018 July 25: June's Monthly Enrollment Data Report July 30; June's Monthly Invoice and Financial Report April - June's Quarterly Progress/Year-End Report and CQI Quarter 4 Report May 30: June 30: April's Monthly Invoice and May's Monthly Invoice and Financial Report Financial Report Annual Site Visit Completed (sometime in prior b months) Client data for nonconsenting participants shared with DOH *An updated Insurance Certificate will need to be submitted when the insurance policy is renewed. **A more current Independent Financial Audit, if one exists, will need to be submitted as part of the in- depth financial monitoring. 2 ATTACHMENT 1: CERTIFICATION OF DATA DISPOSITION Date of Data Disposition 1. Data Disposition Requirements Unless the Washington State Office of the Chief Information Officer IT Standards require a different method for the destruction of data or confidential information, data or confidential information required to be destroyed under DEL Contract No. 18-1047 must be destroyed as follows: (A) For data or confidential information that is contained on optical discs (e.g. CDs or DVDs), the Contractor shall either destroy by incineration the disc(s), shredding the discs, or completely deface the readable surface with a coarse abrasive. (B) For data or confidential information that is contained on magnetic tape(s), the Contractor shall destroy the data or confidential information by degaussing, incinerating or crosscut shredding. (C) For data or confidential information that is contained on a server or workstation data hard drive or similar media, the data or confidential information shall be destroyed by either (1) Physically destroying the disk(s); or (2) Using a "wipe" utility which will overwrite the data or confidential information at least three times using either random or single character data, degaussing sufficiently to ensure that the data or confidential information cannot be reconstructed. (D) For data or confidential information that is contained on removable media (e.g. floppies, USB flash drives, portable hard disks, or similar disks), the data or confidential information shall be destroyed by either: (1) Physically destroying the disk(s); or (2) Using a "wipe" utility which will overwrite the data or confidential information at least three times using either random or single character data, degaussing sufficiently to ensure that the data or confidential information cannot be reconstructed. 11. Certification All copies of any data sets related to DEL Contract No. 18-1047 have been wiped from data storage systems. All materials and non -wiped computer media containing any data sets related to DEL Contract No. 18-1047 have been destroyed. All copies of any data sets related to DEL Contract No. 18-1047 that have not been disposed of in a manner described above, have been returned to the Contractor's Contract Manager listed in this Contract. The Contractor hereby certifies by the signature below that the data disposition requirements as described in this Certification of Data Disposition and DEL Contract No. _18-1047, have been complied with as indicated above. Signature of Contract Manager:' ° Date: 0 / Print Name: c k. . ' Return original to DEL Contract Manager indicated on page 1 of this Contract. Retain a copy for your records. Ap roved o to rm; +' Date: Philip C. Hunsucker, Chief Civil Deputy Prosecute �omey Jefferson County Prosecuting Attorney's Office Page 1 of 1 Attachment 2 STATEMENT OF CONFIDENTIALITY AND NON -DISCLOSURE AGREEMENT Between The Department of Early Learning And Jefferson County I. Recitals 1.1 Pursuant to Department of Early Learning (the "DEL") Contract Number 18-1047, attached hereto Jefferson County (the "Contractor") has agreed to provide high quality home visiting services to high risk families using the Nurse Family Partnership (NFP) program model for purposes of improving outcomes for participants and strengthening coordination of services. 1.2 During the course of providing such services the Contractor and its employees, agents, and subcontractors will have access to confidential or personal information owned by the DEL relating to DEL 18-1047 which may be protected from disclosure under the Public Records Act (chapter 42.56 RCW), the Freedom of information Act (5 U.S.C. 522), or other state or federal statutes. II. Definition of Confidential or Personal Information 2.1 "Confidential Information" or "Data" means information that may be exempt from disclosure under either chapter 42.56 RCW or other state or federal statutes. Confidential Information includes, but is not limited to, personal information, agency source code or object code, and agency security data. 2.2 "Personal Information" means information identifiable to any person, including, but not limited to, information that relates to a person's name, health, finances, education, business, use or receipt of governmental services or other activities, addresses, telephone numbers, social security numbers, driver license numbers, e-mail addresses, credit card information, law enforcement records or other identifying numbers or Protected Health Information, any financial identifiers, and other information that may be exempt from disclosure under either chapter 42.56 RCW or other state and federal statutes. III. Terms of Agreement 3.1 As an employee, agent, or subcontractor of the Contractor I have access to information or data described and contained in Department of Early Learning (the "DEL") Contract Number 18-1047. This information may be confidential information or data, and I understand that I am responsible for maintaining this confidentiality. I understand that the information may only be used for the purposes of the work described in DEL Contract Number 18-1047. 3.2 1 understand that before I am allowed access to information and data that is described and/or contained in DEL Contract Number 18-1047, 1 must sign and agree to the following: (A) I have been informed and understand that information provided under DEL Contract Number 18-1047 may be confidential information or data and may not be disclosed to unauthorized persons. I agree not to divulge, transfer, sell, or otherwise make known to unauthorized persons any information described or contained in DEL Contract Number 18-1047. (B) I also understand that I am not to access or use the information that is provided under DEL Contract Number 18-1047 for my own personal information, but only to the extent necessary and for the purpose of performing my assigned duties as an employee of the Contractor under Attachment 2 this Agreement. I understand that a breach of this confidentiality will be grounds for disciplinary action which may also include termination of my employment and other legal action. (C) 1 agree to abide by all Federal and state laws and regulations regarding confidentiality and disclosure of the information in DEL Contract Number 18-1047. By signing this Agreement, the undersigned agree to this Agreement being effective as of the last signing date noted below. Contractor Name: Signature:_=`.. Print Full Name:�-h (eevt k ler Job Title:i ta Gl Date ` I Signature: Print Full Name: Job Title: M Signature: Print Full Name: Job Title: Date: Signature: Print Full Name: Job Title: Date: Signature: Print Full Name: Job Title: A roved a ° o orrn; it Date: Philip C. Hunsucker, Chief Civil Deputy Prosecuting Attorney Jefferson County Prosecuting Attorney's Office Signature: Print Full Job Title: I Date:_ —if Signature: Print Full Name: Job Title: Date: Signature: Print Full Name: Job Title: Date: Signature: Print Full Name: Job Title: Date:__ --- Signature: Print Full Na Job Title: Agent Name: Attachment 3: Contract Monitoring, Compliance and on - Compliance 1. Program Reporting and Documentation 1.1. Reporting: Contractor agrees to submit reports outlined in Exhibit A Scope of Work using the templates available at www.del,wa.gav\t1(j visitiqg according to the timeline described in Exhibit A and Exhibit D of this contract. 1.2 Additional Documentation: Contractor agrees to maintain the following information and documentation, keeping it current on a monthly basis. At a minimum, this information will be requested for review at the annual DEL Site Visit; DEL may request to review it at other times. 1.2.1, Staff Training Records 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 1.3. Site Visits: Contractor agrees to cooperate with up to eight (8) scheduled site visits conducted for monitoring program and fiscal compliance, organizational due diligence, HVSA evaluation and data collection, quality implementation technical assistance, and continuous quality improvement. 1.3.1. Document Preparation: Contractor agrees to assemble documents listed above, financial information detailed in Section 12 of Exhibit A Statement of Work, and any additional information requested by DEL in advance of the scheduled site visit. 1.3.2. During the Site Visits, Contractor agrees to allow access to DEL, if requested, 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 riles of Participants; 1.3.2.2. Attendance Sheets and Service Logs; 13.2.3. 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. Attachment 3: Contract Monitoring, Compliance and Non -Compliance NFP 2. Contract Monitoring 2.1. Contract Monitoring. The Contractor agrees to ensure all Contractor Requirements, as outlined in Exhibit A Statement of Work of this Contract. Failure to comply with or submit timely and complete materials related to Contract requirements may result in withheld or delayed payments. DEL will monitor Contractor compliance with Contract requirements, model standing, implementation progress, enrollment performance and financial activity through review of the following: 2.1.1. Submitted reports, invoices and documents. 2.1.2. Model Fidelity: Affiliate status from the Nurse Family Partnership National Service Office demonstrating Contractor's good standing and/or active ready to implement status. 2.1.2.1. If fidelity is not sustained throughout the Contract Term, DEL will conduct a joint due diligence review in coordination with its designated contractor for technical assistance of the of the Contractor's model fidelity status; and then DEL may, upon written notification to the Contractor, terminate this Contract. 2.1.2.2. 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 timely obtain such status, then DEL may, at its discretion and upon written notice to the Contractor, terminate this Contract. 2.1.3. Implementation Progress. The DEL Contract Monitor will review monthly budget/financial documentation and quarterly Contractor activities and progress toward completion of the Require! Program Elements described in Exhibit A Statement of Work: 2.1.3.1. Staffing, Supervision, and Training, 2.1.3.2. Service Area and Recruitment of Priority Populations 2.1.3.3, Participant Enrollment, Retention and Caseload Maintenance 2.1.3.4, Home Visit Frequency and Content, and financial activity related to the Budget. 2.1.3.5. Systems Connections 2.13.6. Data Collection and Evaluation Requirements 2.1.3.7. Continuous Quality Improvement Activities 2.1.3.8. Quality Improvement Technical Assistance 2.1.3.9. Financial documentation aligned with Contract budget 2,13.10. Delay in meeting one 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. 2.1.5. Enrollment Performance: On a quarterly basis, DEL will review Contractor's enrollment performance for the following measure: Minimum Active Enrollment Caseload, as defined in Section 6.3 of Exhibit A Statement of Work of this Contract: Throughout the duration of this Contract Monitoring, Compliance and Non -Compliance Attachment 3: Contract Monitoring, Compliance and Non -Compliance NFP contract, Contractor agrees to maintain a Minimum Active Enrollment Caseload equivalent to or greater than 85% of its Maximum Service Capacity. 2,1.5.1. Start -Up Programs. Contractors receiving first year HVSA funding are considered to be 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 rates toward building full caseload will be reviewed on a monthly ')asis. If the Contractor does not meet enrollment rates specified in accordance with the timeline as specified in Exhibit A Statement of Work, DEL will transition Contractor to Implementation Improvement Status for additional contract monitoring focused on supporting improvement in Contractor's enrollment. 2.1.5.2. Continuing Programs: Contractors receiving second year or beyond of HVSA funding are considered to be Continuing Programs. If a Continuing Program Contractor's Minimum Active Enrollment Caseload is between 75% and 84% for one quarter, DEL will inform Contractor with written notification of the low enrollment status and Contractor agrees to participate in a follow-up call with DEL to discuss barriers and strategies for increasing enrollment. If Contractor maintains an enrollment of less than 84% of Proposed Families Served for an additional quarter after receiving written notification of low enrollment status and the follow-up call, DEL will transition Contractor to Implementation Improvement Status for additional contract monitoring focused on supporting improvement in Contractor's enrollment. 2.1.5.3. If a Continuing Program Contractor's Minimum Active Enrollment Caseload is below 75% for one quarter, DEL will transition Contractor to Implementation Improvement Status for additional contract monitoring focused on supporting ;mprovement 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, Contractor agrees to participate in the steps outlined below within 30 days of written notification by DEL, or within an extended, alternate timeline with written approved by DEL: 3.1.1. Completion of Self -Assessment provided by DEL which may address, but is not limited to, the following: compliance with contract requirements, model fidelity, implementation progress, financial activity, and/or enrollment performance in need of improvement. 3.1.2. Participation in Implementation Improvement Meeting(s) with DEL staff to discuss the Self - Assessment; gather information and feedback from Contractor; share and review DOH program data and other available program data; and other information related to areas in need of improvement which may be used to inform the development of an Implementation Improvement Plan. 3.1.3. Collaborate with DEL in development of a written Implementation Improvement Plan to be issued by DEL within 30 days of the last Implementation Improvement Meeting. The Plan shall: Contract Monitor Ing, Compliance and Non -Compliance 3 Attachment 3: Contract Monitoring, Compliance and Non -Compliance NFP 3,1.3.1. Cite and describe Contractor's specific area(s) in need of improvement, including, but not limited to: compliance with contract requirements, 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 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 to assist Contractor in achieving satisfactory improvement. 3.1.3.3. Outline a timeline for the completion of the Implementation Improvement Plan by ,:ontractor. 3.1.4. If satisfactory improvement in the specific area(s) indicated in Plan is met by Contractor, within the timeline for completion of the Plan, DEL shall transitioned Contractor out of Implementation Improvement Status. DEL will provide Contractor written notice of this transition once it has determined satisfactory improvement has been met following the timeline for completion of the 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 Contractor, DEL shall transitioned Contractor out of Implementation Improvement Status into Non -Compliant Status. DEL will provide 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 transitions Contractor to Non -Compliant Status, Contractor agrees to participate in the steps outlined below, within 14 days of written notification from DEL, or within an extended, alternate timeline with written approved by DEL: 3.2.1. Participate in Non -Compliant Status meeting(s) with DEL staff to: 3.2.1.1. Review 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 Contractor by DEL. 3.2.1.2. Identify and review 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. After completing the Non -Compliant Status meeting and any additional Non -Compliant Status follow-up meetings with Contractor to gather information or feedback, DEL will issue Contractor a written Non -Compliant Course(s) of Action within 14 days of the last Non - Compliant Status meeting date. The written Non -Compliant Course(s) of Action shall include one or more of the four Non -Compliant Course(s) of action listed below: Contract Monitoring, Compliance and Non -Compliance Attachment 3: Contract Monitoring, Compliance and Non -Compliance NFP 3.3.1, Continuation of Implementation Improvement Plan: DEL 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 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 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 and the Contractor based on Contractor's cost per family served and other related factors, and, 3.3.3.2. If feasible and in compliance with HVSA and DEL funding requirements, contractual requirements, and approval processes, including Home Visiting Model Developer program requirements. 3.3.4. Early Contract Termination: DEL may terminate this contract prior to the end of the Term if satisfactory contract compliance is not met by Contractor in the implementation of Contractor's Implementation Improvement Plan, and/or if 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. Contract Monitoring, Compliance and Non -Compliance 5 Attachment 4: Data Collection, Reporting and HVSA Aligned Measures, Evidence Based Attachment rReporting and HVSA Aligned L. kal a Slrinia 1.1 Required elements of the DSA with DOH: The contractor will work with DOH to establish data sharing agreements according to the timelines set forth within the statement of work. The data sharing agreement outlines specifications of the data use and data sharing to implement required reporting, evaluation and quality assurance or improvement activities. The data sharing agreement will minimally: 1.2.1 Allow DOH access to identifiable client and program data as outlined below in section 4.0 1.2.2 When parental consent is provided, allow DOH to share identifiable data with DEL 1.2.3 When parental consent is provided, allow DOH to share home visiting data with child welfare to conduct administrative match from families in both programs. 1,2. National Service Office Permissions for data sharing: 1.2.1 DEL 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. Contractors will send authorization using the approved template to the NFP National Service Office by July 30, 2017. 2.0 Data Collection proCess jind Sch9dul 2.1. The Contractor will collect all of the data outlined in section 4 of this attachment for all eligible families. Data should be recorded in model specific database within five (5) business days of data collection. The Contractor will provide data as outlined in the Data Sharing Agreement executed with the Department of Health. Data will be provided to the Department of Health directly from National Service Office on a monthly basis. Alternative data schedules may be approved by the Department of Health, 10 r ntn )t 3.1. The 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) are available at www.del.wa.gov\homevisiting. 3.2. Parental Consents for voluntary services and data sharing may be combined. 3.3. Families who do not provide consent to share identifiable data remain eligible to receive home visiting services. 3.4. For those participants who do not consent to share direct identifiers such as name and address, Contractor agrees to deliver to DOH all client level data to meet the reporting requirements listed below along with a unique client ID for each client served Attachment 4: Data Collection, Reporting and HVSA Aligned Measures, Evidence Based 3.5. Contractor will maintain consent forms on file for all caregivers enrolled in home visiting services in both physical files and electronically, if applicable in model data system. 4,0 HL/SA All>igned Uridr!nanciMQ ur!gN 4.1 HVSA Aligned Measures: As outlined in statement of work, the Contractor will ensure data collection for all enrolled HVSA families that meets model requirements and the HVSA Aligned Measures definitions outlined in Table 4.1.1-4.1.6. Department of Health 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 will ensure data collection of all measures outlined for caregivers and children that meet the eligibility requirement as outlined in table 4.1. 4.1.2. Enrollment and Service Utilization: The Contractor will ensure data collection for all enrollment and service utilization measures outlined for caregivers and children that meet the eligibi;ity requirement. 4.1.3 Demographic Information: The Contractor will ensure data collection for all demographic information outlined for caregivers and children that meet the eligibility requirement. 4.1.4. 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O C LU N ut T O V E L -a a a ,, a N �- c G O s N a i3 E E a ' 6 a f0 v o a E 3 o O M M `� "- L— a � U axi cn O O O _..._.._._. L L L m m v G a C C op ra Ln T ;:- E 3 E E O N V X X X X X a ;W a > � a v F- L. N aa. Z • The purpose of CQI activities is to improve outcomes for families engaged in home visiting services. CQI Team Guidelines: CQI Team: Contractor agrees to 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 CQI Projects: Contractor agrees to develop and implement at least two CQI Projects using the CQI Plan and Charter Template in this attachment. • CQI Charter and Project Plan #1: Due August 25, 2017 • CQI Charter and Project Plan #2: Due February 25, 2018 CQI Project Summary and Reflection: Contractor agrees to report on CQI Projects using the Quarterly Report templates in this attachment. • Quarterly 1 Report and PDSA Template : Due October 30, 2017 • Quarter 2 Report/Project Summary and Reflection: Due January 30, 2018 • Quarterly 3 Report and PDSA Template ; Due April 30, 2018 • Quarter 4 Report/Project Summary and Reflection: Due July 30, 2018 Continuous Quality improvement 1 CQI Charter and Project Plan - Due 8125117,2125118 Program Name, Model Project PeriodEl Period 1 (July — December) ❑ Period 2 (January—June) ............................... ❑ Caregiver Depression Screening/Referral CQI Project Topic Fl Parent Child Interaction ❑ Intimate Partner Violence Screening/Referral ❑ Family Engagement Problem Statement/Opportunity for Change CQl Team Team Sponsor (Champion) Team Leader Team Members 1• 2, 3 4. --_ 5.. 6 Team Structure: How often will your team meet? Who is responsible for convening team meetings? CQI SMART Aim SMART Aim Statement (Specific, Measurable, Achievable, Relevant, Time -bound) When. Achieve What: For Whom: How will you measure success? (Indicators/Measures) What will you measure? How will you measure it? Considerations(Assumptions/Predictions, Potential BarriersfObstacle) Assumptions/ Predictions? Potential Barrier/Obstacles? Continuous Quality Improvement 1 /x/11 1 %P1am.-%rtnr Q D[. nf%rf Continuous Quolity Improvement Continuous Quality Improvement Continuous Quollty Improvement CQ1 Quarter 2/Quarter 4 Report Project Summary and Reflection Program Name, Madel ❑ Period 1 (July December) Project Period ❑ Period 2 (January—June) ❑ Caregiver Depression Screening/Referral ❑ Parent Child Interaction CQI Project Topic ❑ Intimate Partner Violence Screening/Referral ❑ Family Engagement AIM Statement Aim 11 Update: Were any changes made to the SMART Aim statement or project plan since submitting the Team Charter & Plan? if so, please describe: Continuous Quality Improvement Attachment Enrollment This attachment outlines the components of the Monthly Enrollment Data Report; the actual electronic template to be submitted by Contractor is available at www.del.wa.�ov hornevisiting. 1. Organization Information 1.1. Organization Name (<prepopulate> ._ .. 1.2. Home Visiting Model <prepopulate ._..... 1.3. Contract # 1.4. Month (<prepopulate <Choices Q1: July 2(?17...June013> 2. Active Caseload Please provide the following information for children and families served by HVSA funded by MIECHV 2.1. Number of families/clients actively enrolled: All clients with some enrollment time during the month and have completed a home visit within 90 days of the end of the month. Client may have entered or exited services within the month. 2.2. Number of children enrolled: Received a home visit or other model -approved contact in last 90 2.3. Number of families that received home visits during report month: 2.4. Number of homevisits during report month: ids during the funded by General State Funds month. funded by TANF 3. Caseload Changes Please provide the following information about new enrollments, exits, and program completion during the reporting month. funded by funded by funded by MIECHV General State TANF 3.1. Number of new families enrolled: 3.2. Number of exits before reaching HVSA retention goal: Clients that exited the program during the month before receiving 24 months of services. TT 3.3. Number of clients exiting after reaching the HVSA retention goal: Clients that have exited the program during the month after receiving at least 24 months of services : Attachment 6: Monthly Report 4. Enrollment to Capacity Please calculate your enrollment -to -capacity percentage by dividing the number of families in actively enrolled on the 15`" of the report month by the number of funded families described in your contract. If the percentage of family enrollment to cupocity far your program is below 85% please provide a brief explanation in the space provided. 4.1. Total Number of Actively 4.3. Active Enrollment Caseload Enrolled Families/Clients this 4.2. Maximum Service Capacity (Percent of Families Currently Enrolled Month (z.1) (# slots in Contract) to Funded Families (2.1/4.2) 4.4. If Active Enrollment Caseload (4.3) is less than 851, please ex Monthly Enrollment Data Report Attachment is Quarterly Progress Report This attachment outlines the components of the Quarterly Progress Reports, Most questions will be asked each quarter, with indicators to those questions unique to specific quarters. Quarter's actual electronic template to be submitted by Contractor is available of uvw .dc1 wog gaw }�ornevisttir . 1. Organization information 1.1. Organization Name .. ...... <prepopulatP 1.2. Home Visiting Model [prepopLi I a tete> 1.3. Contract t 1.4. Quarter <prepopuIate> <Choices: Q1: July 1 —Sept 30; Q2, Q3, Q4...> 2.1.a. Q2 If your program is an evidence -based program (e.g. EHS, Family Spirit, NFP, PAT, EHS) or a promising practice with a National Model Office (PCHP), please submit your letter from your national model indicating your program's standing with relationship to model fidelity. < _up Ioac: > 2.1.b. Q2 If your program does not have a national model office (e.g. CPP, Outreach Doula, STEEP), please submit a letter from Thrive Washington detailing the model fidelity indicators of your program and your program's standing with relationship to those indicators of model fidelity. <u )load: > J 2.2.a. Q2-3-4 If the letter from your National Model Office/Thrive indicates areas where your program does not meet model fidelity, please list those indicators and a your program's progress towards maatino mnapi fidplity for each those indicators. Attachment 7: Quarterly Progress Report 3. Staffine Deliverables 3.1. Please report any changes in FTE/staffing positions funded by this contract for Home Visitors, Program Supervisors, or other staff: ❑ no changes in staff funded through this Contract from prior quarter 3.2. Please describe any other changes in program staff that your program experienced in the quarter. ❑ n/a 3.3. If you have experienced staffing challenges to keeping or recruiting staff, please describe these experiences. What is your plan and timeline to address these challenges and/or recruit new staff. ❑ n/a Challenges with staff retention (lenges with staff recruitment i. , 4.1. Supervision Hours: Please report on the # of hours of supervision that Supervisors provided for al/ Home Visitors this quarter. Type of Supervision Average #hours provided to each Home Visitor per month Administrative/Clinical Supervision (one-on-one) Reflective Supervjsion (one on one} lGroup (staff meetings, trainings, etc.} � Comments/Notes: _. .. ..... ...... .... .._ 4.2. If during this last quarter, you encountered barriers to fulfilling supervision hours or group/case conferences a-. outlined in your contract (or as expected for model fidelity), please explain why and describe the steps you are taking to ensure fidelity. 4.3. Q4 Describe any changes your organization has implemented to staffing policy and/or practice in the past year to support high-quality program implementation and reduce turnover in the program or organization. . .. .......... _...____. .. _..... ...................... ......... ......... ._._...._.... ...... Quarterly Progress Report Attachment 7: Quarterly Progress Report S. Service Deli-ery 5.1. Please tell us how many unduplicated caregivers received services this quarter (received at least one home visit during this quarter). Please include all caregivers that are participating in the program. # Female Caregivers # Male Caregivers 5.2.a. Number Of Home Visits Completed and Attempted but not Completed # Completed # Attempted, but NOT .. completed 5.2.b. Please describe the successes and challenges you have faced in completing home visits this quarter. Were there circumstances that impacted your program's ability to deliver home visits this quarter? If so, please describe. __ _ 5.3. Q2/Q4 Outgoing Referral Networks Based on a review of your program data from July-December/January to June please list the top 5 sources to which your program referred home visiting participants for additional resources, and indicate the primary services this organization delivers. # Type of Service Organization Name <Ca tegones� 1 ...>.__...._ <ca.egories>-----� < categories. Farrrilysupport/parent education Child welfare Domestic violence prevention Other Early childhood development Einpioyrnent Education Food Support Neaith legal Mertal Health Substance Abuse WIC 5.4. Referrals: Of the referrals made, please describe any barriers encountered to connecting families to services. What, if any major trends are you seeing that are different from prior referral patterns? S.S. TANF: Please summarize what has been working well and what has been difficult in recruiting, enrolling and providing services with TANF referred families. Quarterly Progress Report Attachment 7: Quarterly Progress Report 6. Technical Assistance 6.1. Q2/Q4 In reviewing your TA Plan, please describe one key outcome or success that your program achieved utilizing TA during July -December and January -June. 6.1/2. Please describe any Training or TA needs you have for NEXT quarter (this may include work with Thrive, DEL, DOH or others). 7. Organizational and Community Updates 7.1. Please describe any notable changes within your program or organization that have impacted implementation of your program. 7.2. Describe any notable activities that occurred this quarter to create or improve connections with other service delivery systems: early learning, child welfare, early intervention, DSHS, including local early learning coalitions? ......... ....... 7.3. Q2/4 So far this year, which two to three community partners did you cultivate a stronger working relationship for recruitment, wrap around services, training or other resources? 7.4. Q2/4 Describe your relationship with/level of participation in the local Early Learning Regional Coalition so far this year. 7.5. Q4 TANF How has your home visiting program strengthened its engagement with families and children in the DSHS system throughout the course of the HVSA TANF expansion work? - 7.5/6x. Q4 Describe any notable demographic changes in your community in the past year. 7.5/6b. Q4 Describe any steps your program is taking to address changes in community need. Quarterly Progress Report 14 1 r Attachment 7: Quarterly Progress Report 8.1. Please submit your CQI Quarterly Report for this quarter. 8.2. Please identify the measure you focused on last quarter in CQI (choose from the following measures, or describe your own): ❑ Maternal Depression Screening completion of screen, referral and connection to services _ _. ®:.r. .. __ ❑ Intimate Partner Violence Screening — completion of screen, referral and/or connection to services ,. ❑ Family Engagement — length or frequency ❑ Parent Chid Interaction Program selected ❑ Other (please describe) yj 9 Q1/Q3 Parent or Family Feedback., 9.1. Success Story Describe the impact of your home visiting program on a program participant (parent/child/family) through a detailed story, (Please be sure to change the names of individuals and any identifying information in your story to preserve their confidentiality). 9.2. Client Satisfaction Please provide any information, data, and findings you have gathered over the past several months on client satisfaction. This may include ongoing client satisfaction surveys or information retrieved as rn F,,.tripc lanua cprvirpc rrhnut what did or didn't work for them. Quarterly Progress Report 5 Waahlnaton State Department of A19-1A INVOICE VOUCHER Contractor Contract #. ohm Early Learning Agency Number: 3570 Contract#: 18-1047 Attn: Fiscal Office I PO Box 40970'1 Olympia WA 98504-0970 Contract Service Period: July 1 2017 - July 31 2018 ct Title: Home Visiting Services Account: Nurse Family Partnershi DEL Contact: Rene Toolson 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 I Jefferson County 615 Sheridan Street Port Townend WA 98368 BY (sign in ink) (Title) (Date) TO BE COMPLETED BY VENDOR Invoice Service Period for Budget FY 2016: Invoice Number: Contract Billed Payment Points (Note) Budget Amount This Is a Final Billing: Yes No 1. STATE- Personnel $70,594.66 2. STATE- Goods and Services $996.34 3. STATE -Travel $1,738.09 Ailoc Proj 4. STATE- Contracted/ Professional Services $87,500.00 5. STATE- Administrative/ Indirect Charges $16,082.91 6. STATE- Performance Pay $4,000.00 Ph GL Subsidiary Note Amount Invoice # Debit Credit 17B 411 36300 CZ Total $180,912.00 $0.00 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. Vendor Number Vendor Message Invoice Date 18-1047 SVVV0002430-02 Trn Cd Fnd Al Program Sub Index Obj SSO Ailoc Proj Sub Proi Ph GL Subsidiary Note Amount Invoice # Debit Credit 17B 411 36300 CZ 9999 1502 Accounting Approval for Payment Date Approved Warrant Total: 7/18/2017 Page 1 of 1