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State of IndianaOffice of Early Childhood and Out-of-School Learning (OECOSL)RFP 19-062Local Child Care Resource and Referral ServicesAttachment H – Scope of Work1. IntroductionThe Indiana Family and Social Services Administration (FSSA), Office of Early Childhood and Out-of-School Learning (OECOSL) seeks to solicit one or more vendors to administer the local Child Care Resource and Referral (CCR&R) services for the State of Indiana. Indiana has been newly divided into five Service and Delivery Areas (SDAs), and will require services to be provided in each of these SDAs by eligible and qualified organizations experienced in providing relevant CCR&R services. The three core CCR&R service categories include: Parent Education and Referral Support, Program Services, and Public Awareness and Engagement. Each vendor will provide the local CCR&R services in their specified SDA while participating as part of a Coordinating Network of CCR&Rs in the State. Early Learning Indiana (ELI) will be the governing body of this Coordinating Network, helping to ensure that all local CCR&R agencies are fulfilling the goals and requirements set forth in this Scope of Work. Interested vendors may bid on any of the five SDAs and are encouraged to bid on as many SDAs as they are able to staff and manage effectively.2. Program Overview 2.1 OECOSL BackgroundThe mission of OECOSL is to provide parents with informed early childhood care and education choices that will aid their children’s health, safety, and future success in school. To accomplish this, OECOSL manages programs that oversee the early education, development, and care of children. The services OECOSL provides include: early childhood care and education assistance for low-income working families and parents in education or training programs as well as efforts to improve the availability of early childhood care and education for toddlers, infants, school-aged children, and children with special needs. OECOSL provides these services statewide through local service programs. OECOSL is also responsible for licensing homes and centers, registering unlicensed child care ministries and On My Way Pre-K program sites.The State of Indiana recognizes the following types of early childhood programs: Licensed Child Care Centers - Nonresidential buildings in which at least one (1) child receives care for regular compensation for more than four hours but less than twenty-four (24) hours in each of ten (10) consecutive business days. Licensed Child Care Homes - Residential structures in which at least six (6) children, excluding the program’s children, receive care for regular compensation for more than four (4) hours but less than twenty-four (24) hours in each of ten (10) consecutive business days. Unlicensed Child Care Ministries - Operated by a church or other religious organization that is exempt from federal taxes. Certain unlicensed ministries must pass an additional on-site inspection to be eligible for Child Care and Development Fund (CCDF) vouchers. Legally Licensed Exempt Programs (LLEP) – Programs including public schools and non-public schools which achieve the CCDF Provider Eligibility Standards (PES) certification. These programs, as well as Unlicensed Registered Child Care Ministries, must meet criteria defined in IC 12-17.2-2-8. Each of these program types is eligible to participate in the CCDF voucher program after they have passed an on-site inspection.2.2 CCR&R Program DescriptionThe Indiana CCR&R Program is a Federal and State funded program that provides resources to families, early childhood programs, and communities in order to create a strong statewide network of Child Care Resource and Referral services. Previously, Indiana had been divided into nine geographical SDAs, each covered by its own local CCR&R agency. The Indiana CCR&R Program is undergoing a transition from these nine SDAs to five new SDAs. A map of the five SDAs can be found in Attachment K. Within each of these SDAs, a vendor will provide the local CCR&R services as described in this Scope of Work. Many of these services are required within Indiana State statute, the Indiana CCDF State Plan, or Federal CCDBG regulations. While local CCR&R agencies previously were responsible for providing technical assistance (TA) and Paths to QUALITY (PTQ) coaching supports, these services are being transferred to a separate Contract which will take over the provision of TA services on or around the start date of this Contract. Therefore, provision of TA services and PTQ coaching supports are no longer a local CCR&R responsibility.The overall function of each local CCR&R agency is to provide family and community outreach and quality improvement activities. These activities include providing resources to programs that wish to access TA supports around caring for and teaching infants and toddlers, school age children, children with special needs, and children whose primary language is not English; providing training, including training mandated by Federal or State statute; conducting consumer education activities, including family referrals and community based outreach; building community based collaborative partnerships that support the State’s vision and priority areas; collecting data pertinent to Early Childhood Education (ECE) and Out-of-School Time (OST) programs in Indiana; and participating in activities related to increasing the quality, affordability and accessibility of ECE and OST programs. All activities must be best practice and evidence based and result in the desired outcomes for children, families and communities.The Indiana CCR&R Program’s transition includes not only a change in the number and location of the geographic and population determined SDAs, but also a redefined vision of the local CCR&R network. Indiana will utilize a Coordinating Network for the CCR&R program. The Coordinating Network will be led by Early Learning Indiana (ELI), a nonprofit organization that will provide guidance to local CCR&Rs on how to complete assessments, synthesize data, make service provision more consistent. ELI will provide training, technical assistance and other support for the State’s CCR&R system. ELI is responsible for leading some or all local CCR&R activities but does not have contractual authority over local CCR&Rs. ELI is responsible for state-level data collection, analysis, and dissemination on early childhood care and education supply and demand, cost and quality, and CCR&R activities and services. As the governing body of the Coordinating Network, ELI will support statewide programs and systems, such as: centralized early childhood consumer education and referral services, professional development and workforce registries and online training platforms.2.3 Goals of this RFPThe goal of this RFP is to identify and contract one or more organizations that are able to most effectively provide local CCR&R services to the State of Indiana. With the redefinitions of the SDA boundaries, the Coordinating Network, and the local CCR&R responsibilities, the State would like to find vendors that can adapt to the new program aspects while ensuring high quality service provision.3. Respondent Eligibility RequirementsDue to potential conflicts of interest, the following are not eligible to apply:CCDF Central Reimbursement OfficeOrganizations performing early childhood program ratings for the Paths to QUALITYTM (PTQ) system4. Local CCR&R Agency Responsibilities4.1 Core Service #1: Parent Education and Referral Support4.1.1 Key ResponsibilitiesThe Contractor is expected to perform Parent Education and Referral Support services as a core local CCR&R responsibility. This service category focuses on providing families with information about the different types of early childhood care and education available that would meet their specific needs, access information about the characteristics of a quality early childhood program and receive information about other community resources.The key responsibilities of Core Service #1, Parent Education and Referral Support, are as follows:Provide comprehensive consumer education and support referrals to early childhood programs so that parents can make informed early childhood care and education choices. Respond to the needs of families for information and support through individual consultations, workshops, newsletter, educational materials and other suggested strategies, including through the use of technology. Continuing suggestions for creative communication methods and other innovations are encouraged.Conduct research into and surveys of existing organizations in the community to determine other strategies that may be used to contact families and connect them with programs or other resources that meet their needs.Provide staff who are able to deliver superior customer service to families who are sensitive to the parent’s culture, choice, and educational desires for their children. Provide referrals that offer the maximum early childhood care and education options within the constraints of the parent’s stated needs and preferences. Provide information to parents about each program including fees, days and hours of services, as well as environment and quality. Provide up to date information to parents on community resources including sources for assistance in paying for early childhood education and care. Provide education on the early childhood system in Indiana to parents verbally, electronically or in writing, depending upon the parent’s preference, and tailor information to meet the needs of each family ensuring cultural sensitivity, language of parent and readability. Provide broad and specific education on the Quality Rating and Improvement System, PTQ, for parents. Educate parents on the steps in choosing early childhood care and education and how to use the CCR&R referral system to support their needs. Provide local CCR&R agency staff who are broadly knowledgeable about the resources in their community and refer parents to additional community resources when appropriate. Educate and inform families of the licensing requirements that are pertinent to the age of the child and types of care and education that the parent prefers in order to support informed decisions. Provide information to families about OECOSL as well as resources such as childcarefinder.. This should include why it is important to check the licensing history of chosen programs. Provide parents, in partnership with other local organizations, education on child development and early education and how that information can inform choosing quality early childhood care and education options. This parent education should be delivered in the languages that parents speak and at times and in locations that are convenient for them. Provide broad outreach to parents through various mechanisms such as e-newsletters, social media, mailings etc. that includes information and resources on child development, health and safety, parenting, quality early childhood care and education, other community resources and CCR&R services. Design and implement parent focused activities based upon the data derived in the community parent needs assessment.Provide trainings for community agencies, such as CCDF Intake, on how to communicate with families when they are determined ineligible for services and developed resources for this scenario. 4.1.2 Long Term Outcome IndicatorsIn order to ensure that the Parent Education and Referral Support key responsibilities are met, these long term outcome indicators will be used as a way to measure successful delivery of services:Increased parental satisfaction with the supports and services provided by the local CCR&R agency.Improved parental knowledge of characteristics of high quality early childhood care and education after contact with the local CCR&R agency.Increased support of parents’ employment, education, or related experiences through early childhood care and education. Decreased limitation of parents’ employment, education, or related experiences due to quality, affordably, scheduling, stability or other early childhood care and education issues.Increased family satisfaction with the early education system and access to needed supports.Increased family self-sufficiency and ability to achieve personal goals related to access to high quality care and education.Decreased number of early childhood care and education settings used by a specific child within the past two years, supporting greater child development and continuity of care and education.4.2 Core Service #2: Program Services4.2.1 Key ResponsibilitiesThe Contractor is expected to perform Program Services as a core local CCR&R responsibility. This service category focuses on supporting early childhood programs through professional development in early childhood care and education, assistance with starting the business of a family child care home, training on Indiana state licensing requirements, and recommendations for operating a quality early childhood program.The key responsibilities of Core Service #2, Program Services, are as follows:Facilitate program access to education, training, and TA related to: Quality of early childhood care and education and family supportBusiness operations and resourcesCommunity resources and supportCoaching and TA provided by the State’s ContractorSupport and facilitate networks for family child care and education and other programs to increase: ProfessionalismSharing of best practicesCohorts of programs who can provide sustainable and ongoing peer to peer support Design processes to recruit new early childhood programs into communities to increase access to care and education. Work to increase program membership in professional organizations, such as local chambers of commerce, for early childhood programs to help support continuous growth in quality. Provide training for the orientation of new programs into the early childhood system. This will include Orientation 1 (OT-1) and 2 (OT-2) for all program types:OT-1: Indiana legislation and regulation mandates that a person seeking a State license to operate an early childhood program be required to attend Orientation Training. This two hour early childhood care and education start-up workshop provides an overview for participants who are interested in starting an early childhood program in a home, center, or ministry setting, and is the first part of a two-part series. It covers regulatory requirements, resources, and some information on health, safety, and business practices. It serves to help participants with the decision-making process for choosing which type of care or education they would like to provide.OT-2: The second part of the orientation series is designed to outline regulatory requirements and licensing steps, and it provides interested parties with all of the necessary paperwork and contact information to complete their goal of starting an early childhood program. The interested party will leave this training prepared to take the next steps toward licensure. Provide mechanisms for ongoing communication through an e-newsletter, texting, blogs, etc. that provide TA to programs on available trainings, community resources, and resources for families. Support all professional development systems and related opportunities that can increase the quality of care and education being provided. This support should include, but is not limited to, access to higher education, credentialing, and obtainment of specialized training. Provide support, awareness and training on how to utilize the State’s Learning Management System to programs.Facilitate and support strengths-based process through which early childhood professionals, families, and children build positive and goal-oriented relationships through the use of State approved family engagement models.4.2.2 Long Term Outcome IndicatorsIn order to ensure that Program Services key responsibilities are met, these long term outcome indicators will be used as a way to measure successful delivery of services:Increased number of early childhood programs to ensure sufficient supply of early childhood care and education:Overall within the SDA(s)By specific regions within the SDABy care/education typesBy other relevant characteristicsIncreased early childhood program knowledge in areas related to: Operation of a small businessCommunity supports available to familiesGrant opportunities available to support the growth of high quality programmingAccess to coaching and TA provided by the State’s ContractorIncreased program professionalization as measured by:Number of active programs with specialized credentialsNumber of active programs with a B.A. or B.S. in ECE or a related fieldNumber of programs utilizing Indiana Learning Paths and creating professional development plans for their staff Increased longevity of individual early childhood programs.4.3 Core Service #3: Public Awareness and Engagement4.3.1 Key ResponsibilitiesThe Contractor is expected to perform Public Awareness and Engagement services as a core local CCR&R responsibility. This service category focuses on promoting awareness of local CCR&R services and providing community members and organizations with information about the supply and demand for early childhood care and education, including information on the types of programs available, the types of programs parents are asking for, and the gaps between the two.The key responsibilities of Core Service #3, Public Awareness and Engagement, are as follows:CommunityShare written information about consumer services with community organizations, agencies, and community leaders. Initiate, develop and continue relationships with community leaders, organizations, committees, and/or task forces in targeted communities to ensure that needs of families and early childhood programs are considered when planning community services. This could include participating in or facilitating groups such as: Community coalitions focused on early educationSystems of care/educationLocal Planning Coordinating Councils Participate in community events to ensure that families, programs and the public are aware of CCR&R services and the importance of accessible, affordable, quality early childhood care and education.Provide community engagement activities that include resources focused on parents’ educational advancement, economic mobility, and other aspects of family well-being. Complete presentations to community organizations, agencies, and leaders about CCR&R services and engage them in promoting early childhood care and education issues. Develop formalized partnerships with other organizations and individuals in the community to create and maintain collaborations that work to improve policies that support families. Work with community organizations and leaders who are focused on economic development to ensure needed early childhood care and education spaces are available to potential, new, or expanding employers in the community. Educate local policy leaders about improvements that are needed to ensure all children have access to quality early childhood care and education.Create and/or maintain a social media presence in the community that targets specific user groups and provides information on services provided by the CCR&R as well as broader community resources.Employers/EmployeesFacilitate outreach to all employers within the SDA(s), focusing on employers with a high concertation of employees needing early childhood care and education. Support employers in surveying their employees on their needs for early childhood care and education and provide options for those employers to help meet those needs. Participate in community events that market early childhood care and education options to employees.Parents/FamiliesProvide family outreach and education on effective practices for kindergarten transition in accordance with the Indiana Department of Education and Head Start standards. Provide parent engagement resources and training opportunities. Develop and implement a management plan that produces stronger relationships with families and program staff to assist in the implementation of family engagement practices. Conduct outreach events throughout the year to inform families of the resources and services for families available through the early learning coalitions, including outreach to families who are homeless, foster families, military families, grandparents as parents and other non-traditional families.All Stakeholders (including the Community, Employers/Employees, and Parents/Families groups)Develop and implement marketing plans that include a variety of activities to reach all consumer groups to inform them about the availability of CCR&R services and how to access them. Create and/or maintain an agency website that describes services available to each consumer group and provides educational resources and policy information applicable to all consumer groups. Broadly share information obtained through the early childhood care and education supply and demand assessment and market rates for the targeted communities with relevant consumer groups. 4.3.2 Long Term Outcome IndicatorsIn order to ensure that Public Awareness and Engagement key responsibilities are met, these long term outcome indicators will be used as a way to measure successful delivery of services:Increased stakeholder access to quality information about early childhood care and education in their community.Increased stakeholder knowledge of early childhood care and education related issues and resources on how to improve them.Increased employer knowledge of early childhood care and education and other work and/or family issues. Increased employer support of early childhood care and education and other work and/or family issues. Increased affordability of early childhood care and education in the community.Increased number of early childhood care and education policies that benefit families and children. 4.4 Data Collection and AssessmentThe Contractor is expected to perform Data Collection and Assessment duties as part of their local CCR&R agency responsibilities. This responsibility category focuses on ensuring that all relevant performance data and information on families, programs, community organizations, and the local CCR&R agency itself is collected, utilized, and stored for quality improvement and monitoring purposes.The data collection and assessment responsibilities of each local CCR&R agency are as follows:Design methods to assess the needs of various consumer groups, utilizing demographic and geographic data as well as State and Federal statistics. Develop and implement a Service Delivery Plan for each consumer group to meet their identified needs through established community supports. Each plan is to be based upon the needs assessment for the group and is to have measurable outcomes.Produce annual qualitative and quantitative reports on the local CCR&R services being offered.Produce an annual report on the supply, demand, and quality of early childhood care and education that includes an analysis of the gaps between supply and demand. Conduct an annual meeting of various partners, as defined by OECOSL, to share the data collected by the local CCR&R agency and also receive input related to planning for the following year. Develop and complete the surveys listed below at least annually, in order to request feedback from all individuals that the local CCR&R agency supports over the course of a year. The State will work with the Contractor to determine sample sizes and minimum response %’s required for these surveys.Family SurveyProgram Survey, including:CCR&R helpfulnessCCR&R service quality Usefulness of CCR&R outreach methods such as newsletters, social media etc. Early Childhood Program Directors Survey Evaluation of Early Childhood Care and Education Training and Needs SurveyCommunity Stakeholder SurveyEmployer SurveyUse the data collected to track Contractor performance against the Long Term Outcome Indicators listed in Sections 4.2.1, 4.2.2, and 4.3.2 as well as against the Performance Measures listed in Section 10.5. Staffing RequirementsThe following section contains a list of local CCR&R agency staffing requirements, including positions, qualifications, training, and development specifications. In addition to providing a staffing plan that identifies staff members that will be utilized for this Contract (per Section 5.A), the Contractor must adhere to all other staffing requirements as detailed below. The Contractor may utilize other staff members in addition to the five required positions outlined in 5.A with State approval.The SDA(s) staffing plan must include, at a minimum, the following positions and must fulfill all the job duties required by this Scope of Work and the contract:Program DirectorFamily Engagement SpecialistCommunity Engagement SpecialistProgram Engagement SpecialistData/Assessment SpecialistAll staff must meet the required educational and experience qualifications and fulfill the minimum job expectations as listed in Attachment J.Staff members listed in 5.A must be members of a nationally recognized ECE or OST organization, or another professional organization directly related to the job duties preformed.Contractor shall ensure staff members sign an affidavit regarding any Conflict of Interest and complete the State ethics training. They may not own or be employed by a regulated early childhood program, or as a rater or evaluator in the PTQ system. They may not engage in any sales or marketing activities to early childhood programs.Staff must participate in new staff orientation and training as required by the State.Contractor shall develop and implement annual professional development plans for each local CCR&R agency staff member in partnership with ELI. Plans must include a minimum of 12 hours of training and/or continuing education directly related to the individual's job requirements.6. General Operational RequirementsIn addition to the responsibilities identified in Section 4, the local CCR&R agency Contractor will be responsible for ensuring that various requirements related to the operation of the local CCR&R facility have been met. Part of the Contractor’s responsibilities in running their local CCR&R will include coordination and communication with the Coordinating Network when necessary. Although ELI will not have contractual authority over the Contractor or its local CCR&R facility, it will be a required partner for the Contractor to work with regularly for assistance and support.The operational requirements are listed below:PersonnelEnsure that business operations personnel are accessible to program stakeholders Monday through Friday from 8 a.m. to 4:30 p.m., Eastern Time, excluding State holidays.Adhere to the Contractor’s suggested extended night/weekend hours, as approved by OECOSL.Conduct and maintain a record of national fingerprint background checks for all CCDF funded CCR&R employees.A background check must be submitted for all staff with access to children. A Consent to Release Information form allows OECOSL to conduct a check of the Child Protection Index and Sex Offender Registry and a Federal Bureau of Investigation (FBI) fingerprint check using the Integrated Automated Fingerprint Identification System. Fingerprints must be current (within three years) within the FBI database OECOSL accesses. Submit to the State a Consent to Release Information form on all CCDF funded CCR&R staff annually on a schedule to be determined by the State, as well as for all potential new hires.The Contractor may not make any permanent or temporary changes to CCDF funded positions, including approved job descriptions, core responsibilities, and cost allocation percentages, without the State's prior written approval. Contractor agrees to notify OECOSL no later than fifteen (15) business days, or within a time frame agreed upon by the State, with notification of a resignation, request for removal, or new hire start date.All CCDF funded CCR&R staff must complete the state of Indiana ethics training as required.ResourcesProvide work space for at least one computer to be used by programs and/or families during office hours.Insure and maintain all State funded equipment according to State policy, including inventory and security standards.Provide a toll free number for your CCR&R agency that includes a "Looking for Child Care or Education?'' prompt that will direct callers to the statewide consumer education hotline.SecurityEnsure the physical security of the CCR&R operating facility, including storage facilities. The State reserves the right to perform physical security checks of the Contractor's facilities at its discretion.Follow all State policies and contractual requirements for data and information security, collection, accuracy, reporting, and retention, including practices that protect the inappropriate disclosure of Personal Identifiable Information (PII). This includes IT, equipment, and document security standards.Immediately report all breeches of information security as required by the State.MonitoringMaintain adequate accounting practices to ensure appropriate utilization of funds including an independent audit which meets federal guidelines.Submit external audit reports to the State annually.Participate in a minimum of one program compliance and fiscal monitoring visit conducted by the State annually (either on-site or via a desk review) as well as any other compliance and fiscal reviews and audits as required.Obtain approval for proposed expenditures as required by the State prior to incurring the cost, including approval.Report ECE and OST programs suspected to be operating illegally to the State.7. Project Lifecycle7.1 Contract Implementation PhaseImplementation Phase ScheduleThe Contract implementation phase must begin following Contract award announcement. The approximate start date for the implementation phase is May 15, 2019. This phase must be completed no later than September 30, 2019 in order to meet the operational start date of October 1, 2019. Respondents must clearly indicate in their State approved implementation work plan how they will ensure operational preparedness no later than this date. This implementation work plan shall be submitted to the State for approval within ten (10) business days after the Contract is signed.The State will actively monitor transition activities during this phase of the Contract. Monitoring activities will focus on progress made against the Contractor's implementation work plan, quality of deliverables submitted, and assessment of the Contractor's readiness to begin operations.Contractor’s Implementation Phase Reporting ResponsibilitiesThe Contractor is responsible for the timely and successful completion of each implementation phase task. In addition, the Contractor is responsible for clearly specifying and requesting information needed from the State in a manner that does not delay the schedule or work to be performed. General requirements for Contractor reporting and for obtaining State approvals include the following:Develop an approved work plan that outlines all tasks related to successful project implementation;Report progress against the Contractor's approved work plan for each task through monthly written status reports and at monthly status meetings with the State;Update the project work plan on a monthly basis;Deliver written status reports and updated work plans/schedules, including any changes in dates, by 9:00 am, Eastern Time, one (1) work day before the status meeting;Submit for review and approval the proposed format, content, and distribution plan for each deliverable a minimum of ten (10) business days prior to deliverable due date;Submit deliverables on the schedule agreed to in the approved work plan; andRevise deliverables, if requested, using State review findings to meet content and format requirements.Implementation Phase Scope of WorkThe implementation phase includes the following tasks:Contract Planning and Start UpOperations Preparedness including staff hiring, training, and understanding of Contract requirementsFinalizing a communications plan with the StateAssessment and Demonstration of Operations ReadinessContractors are responsible for the following implementation activities:System Connectivity and TestingThe Contractor shall be responsible for all costs associated with providing and testing connectivity from their locations to the Child Care Information System (CCIS) or any other relevant OECOSL systems.Operational PreparednessThe Contractor shall be responsible for all costs associated with ensuring that the Contractor is able to take over the requirements of the Contract without disruption to the State, programs, or stakeholders.Assessment and Demonstration of Operational ReadinessThere will be a readiness review before services begin under this Contract. The State will work with the Contractor to define the structure and schedule of the operational readiness assessment. The Contractor must demonstrate that all system processes and staffed functions are ready to assume responsibilities for operations. The Contractor is responsible for demonstrating physical plant security, data security, and fire/disaster prevention and recovery procedures, among other items.ChangeoverContractor shall take all steps necessary to ensure a seamless transfer of operations to its staff from and incumbent contractor(s) no later than October 1, 2019, and work with the State to quickly resolve any issues that might arise during the transition.Post Implementation SupportContractor shall continue to work with the State to ensure operational integrity throughout the Contract term.7.2 Contract End Transition Requirements and ResponsibilitiesTransition RequirementsThe State wants to ensure that (to the greatest extent possible) program stakeholders experience no adverse impact from the transfer of the Contract functions from the Contractor to either the State or to a successor contractor. Twelve (12) months prior to the end of the base Contract period, or any extension thereof, the Contractor must develop and implement a State-approved Transition Plan covering the possible turnover of operational activities to either the State or a successor contractor. The Transition Plan must be a comprehensive document detailing the proposed schedule and activities associated with the turnover tasks outlined in the sections below.The Plan shall describe the Contractor's approach and schedule for transfer of inventories, correspondence, documentation of outstanding issues, and operational support information. The information must be supplied on media specified by the State and according to the schedule approved by the State.Transition task requirements and approximate time frames are provided in the sections below. The dates and data requirements in the following sections are illustrative only and do not limit or restrict the State's ability to require additional information from the Contractor or modify the transition schedule as necessary.Pre-Transition ResponsibilitiesNine (9) months prior to the end of the base Contract period, or any extension thereof, the Contractor must transfer the following information, on a medium acceptable to the State, to the State or its agent:A copy of non-proprietary systems or database(s) used;Internal logs and balancing procedures used during the Contract to ensure compliance with operational requirements; andOther documentation including, but not limited to, user, provider, and operations manuals, and documentation of any interfaces developed to support business activities between Contractor and subcontractors.Six (6) months prior to the end of the Contract or any extension thereof, the Contractor must begin training State staff, or its designated agent's staff, in the operations and procedures performed by Contractor staff. Such training must be completed at least two (2) months prior to the end of the Contract or any extension thereof. Such training shall include, but is not limited to program procedures, data management, and business operations.The Contractor shall appoint, with State approval, a transition manager with at least one (1) year of experience to manage and coordinate all transition activities. Contractor shall not reduce operational staffing levels during the transition period without prior approval by the State. Contractor shall not in any way restrict or prevent Contractor staff from accepting employment with any successor contractor. The State will work with the incumbent and successor contractor on the timing of any transition of incumbent staff.Contractor shall provide to the State, or its agent, within fifteen (15) business days of request, all updated data and reference files and all other documentation and records as required by the State or its agent.Post-Transition ResponsibilitiesFollowing transition of operations, the Contractor must provide the State with a Transition Results report documenting the completion and results of each step of the Transition Plan. The outline and format of the Transition Results report must be approved by the State in advance. Transition will not be considered complete until this document is received by the State.8. Billing and InvoicingThe cost of all services provided through this Contract will be paid in the form of a Monthly Fixed Fee for staffing and non-staffing costs as indicated in Table 1 below.Per Section 10, the Contractor, beginning in Contract Year 2, will bill for only 95% of the Monthly Fixed Fee per Table 1. At the end of the Contract Year (beginning with Contract Year 2) the Contractor shall bill the remaining 5% of the Monthly Fixed Fee multiplied by each of the twelve months for which every performance measure met, with State approval.The Contractor shall submit invoices at the end of each month, upon State approval, for all services performed during that month.The State will provide funding for computers for the life of the Contract, should the Contractor request the equipment. $1,200 will be provided to the Contractor per Full Time Equivalent (FTE), and an additional $1,200 for every fourth FTE will be reserved should the Contractor need additional computers. These costs will be provided only once during the course of the Contract, upon request by the Contractor and approval by the State. All funds for computer equipment will be subject to OECOSL’s equipment policy, which may be changed at any time.Table 1: Monthly Fixed Fee by Contract YearFixed FeeContract Year 1Contract Year 2Contract Year 3Contract Year 4Monthly Fixed FeeTBDTBDTBDTBDAmount Billed Each Month (95% of Monthly Fixed Fee beginning in Contract Year 2)TBDTBDTBDTBD9. Corrective Action and Payment WithholdsIt is the State’s primary goal to ensure that the Contractor is accountable for delivering services as defined and agreed to in the Contract. This includes, but is not limited to, performing all items described in the Scope of Work, meeting all required time frames and deadlines, and generally performing to the satisfaction of the State. Failure to perform in a satisfactory manner may result in corrective actions and withholds described below. It is the intent of FSSA to remedy any non-performance through specific remedies and a payment withholding protocol. FSSA may apply performance remedies, as described below. In the event that the Contractor fails to meet requirements set forth in the Contract, the State will provide the Contractor with a written notice of non-compliance and may require any of the corrective actions or remedies discussed below. The State will provide written notice of non-compliance to the Contractor within thirty (30) calendar days of the State’s discovery of such non-compliance.Corrective ActionsIf the State determines that the Contractor is not performing to the satisfaction of the State, has not completed any deliverable in a satisfactory or timely manner, or upon written request by the State for any reason, the Contractor shall submit, within ten (10) business days of the occurrence or State request, a Corrective Action Plan (CAP). The nature of the corrective action(s) will depend upon the nature, severity and duration of the deficiency, and repeated nature of the non-compliance. Note: Severity shall be determined by the State, in its sole discretion. At a minimum, the CAP shall address the causes of the deficiency, the impacts, and the measures being taken and/or recommended to remedy the deficiency, and indicate whether the solution is permanent or temporary. It must also include a schedule showing when the deficiency will be remedied, and for when the permanent solution will be implemented, if appropriate. Payment WithholdsBeginning the month in which a CAP is required per the Corrective Action paragraph above, the State may withhold an additional 5% of the following month’s invoice and all subsequent billing until the CAP is implemented. (Note that this 5% is separate from and in addition to the 5% performance measure withhold). When the CAP is completed, and the proposed remedy is implemented, the monies withheld due to the CAP (separate from the monies withheld for performance measures) will be processed and paid to the Contractor. Should the CAP not be submitted as required, or should the remedy not be implemented within the timeframe specified by the CAP, the withheld monies may be forfeited. The Contractor and the State shall schedule regular meetings to discuss Contractor’s performance. The Contractor is required to show satisfactory progress towards milestones and otherwise provide information that can be used to show that performance is satisfactory. Scheduling of review meetings shall be agreed upon mutually between Contractor and the State.10. Performance MeasuresThe State has identified metrics to use to track Contractor performance and adherence to the requirements of the Contract. These performance measures will be tracked over the course of the Contract. Should the Contractor fail to meet any of the performance measures listed below, the State may enforce corrective actions as detailed in Section 9.In Contract Year 1, the performance measures listed in this Section will be used for data and performance monitoring. Starting in Contract Year 2, a total of 5% of each monthly invoice (1.25% for each performance measure) will be withheld each month until the end of each Contract Year. In order to receive the withheld payments for the Contract year, the Contractor must meet or exceed the performance measures listed below. For each performance measure that is achieved at the end of the Contract Year, the Contractor shall be paid back the withheld funds for that performance measure. Failure to achieve a performance measure will result in the loss of the withheld payments for each month in the Contract Year for that failed performance measure.The goals listed in the performance measures below shall be determined after data is collected and analyzed by the State in Contract Year 1. The goals shall be SDA specific, and subject to change by the State each year based on the best available data.The performance measures for this Contract are as follows. Note: Performance measures for each SDA shall be identical in structure, other than the specific target metric numbers for each performance measure (e.g. % increase):Service Delivery Area 1Early Childhood ProgramsThe overall number of new early childhood programs in the Contractor’s SDA(s) shall increase by X (figure to be updated after Contract Year 1) by the end of each Contract Year, in accordance with the Long Term Outcome Indicator 1 listed in Section 4.2.2.Program ProfessionalizationThe number of active programs with staff with specialized credentials or a B.A. or B.S. in ECE or a related field shall increase by the end of each Contract Year, in accordance with the Long Term Outcome Indicator 3 listed in Section 4.2.2. Additionally, the number of programs utilizing Indiana Learning Paths and creating professional development plans for their staff shall increase by the end of each Contract Year, in accordance with the Long Term Outcome Indicator 3 listed in Section 4.2.munity Engagement SatisfactionThe overall percentage of community satisfaction in the local CCR&R(s) shall increase by at least Y percentage points (figure to be updated after Contract Year 1) as compared to the previous year, at the end of each Contract Year, in accordance with the Long Term Outcome Indicators listed in Section 4.3.2. The percentage of community satisfaction shall be determined by the ratio of “satisfactory” or above answers to the surveys collected at the end of the year, as described in Section 4.4, over the number of total survey responses received. If a local CCR&R has already reached 90% community satisfaction or above, then they shall only have to stay above 90% each Contract Year, rather than increase this percentage. Response rate requirements for the surveys will be agreed upon by the State and the Contractor.Annual Data ReportsIn accordance with data collection requirements as outlined in Section 4.4, the Contractor shall produce annual qualitative and quantitative reports on the services being offered, as well as on the supply, demand, and quality of early childhood care and education that includes a gap analysis no later than thirty (30) days after the end of each Contract Year.Service Delivery Area 2Early Childhood ProgramsThe overall number of new early childhood programs in the Contractor’s SDA(s) shall increase by X (figure to be updated after Contract Year 1) by the end of each Contract Year, in accordance with the Long Term Outcome Indicator 1 listed in Section 4.2.2.Program ProfessionalizationThe number of active programs with staff with specialized credentials or a B.A. or B.S. in ECE or a related field shall increase by the end of each Contract Year, in accordance with the Long Term Outcome Indicator 3 listed in Section 4.2.2. Additionally, the number of programs utilizing Indiana Learning Paths and creating professional development plans for their staff shall increase by the end of each Contract Year, in accordance with the Long Term Outcome Indicator 3 listed in Section 4.2.munity Engagement SatisfactionThe overall percentage of community satisfaction in the local CCR&R(s) shall increase by at least Y percentage points (figure to be updated after Contract Year 1) as compared to the previous year, at the end of each Contract Year, in accordance with the Long Term Outcome Indicators listed in Section 4.3.2. The percentage of community satisfaction shall be determined by the ratio of “satisfactory” or above answers to the surveys collected at the end of the year, as described in Section 4.4, over the number of total survey responses received. If a local CCR&R has already reached 90% community satisfaction or above, then they shall only have to stay above 90% each Contract Year, rather than increase this percentage. Response rate requirements for the surveys will be agreed upon by the State and the Contractor.Annual Data ReportsIn accordance with data collection requirements as outlined in Section 4.4, the Contractor shall produce annual qualitative and quantitative reports on the services being offered, as well as on the supply, demand, and quality of early childhood care and education that includes a gap analysis no later than thirty (30) days after the end of each Contract Year.Service Delivery Area 3Early Childhood ProgramsThe overall number of new early childhood programs in the Contractor’s SDA(s) shall increase by X (figure to be updated after Contract Year 1) by the end of each Contract Year, in accordance with the Long Term Outcome Indicator 1 listed in Section 4.2.2.Program ProfessionalizationThe number of active programs with staff with specialized credentials or a B.A. or B.S. in ECE or a related field shall increase by the end of each Contract Year, in accordance with the Long Term Outcome Indicator 3 listed in Section 4.2.2. Additionally, the number of programs utilizing Indiana Learning Paths and creating professional development plans for their staff shall increase by the end of each Contract Year, in accordance with the Long Term Outcome Indicator 3 listed in Section 4.2.munity Engagement SatisfactionThe overall percentage of community satisfaction in the local CCR&R(s) shall increase by at least Y percentage points (figure to be updated after Contract Year 1) as compared to the previous year, at the end of each Contract Year, in accordance with the Long Term Outcome Indicators listed in Section 4.3.2. The percentage of community satisfaction shall be determined by the ratio of “satisfactory” or above answers to the surveys collected at the end of the year, as described in Section 4.4, over the number of total survey responses received. If a local CCR&R has already reached 90% community satisfaction or above, then they shall only have to stay above 90% each Contract Year, rather than increase this percentage. Response rate requirements for the surveys will be agreed upon by the State and the Contractor.Annual Data ReportsIn accordance with data collection requirements as outlined in Section 4.4, the Contractor shall produce annual qualitative and quantitative reports on the services being offered, as well as on the supply, demand, and quality of early childhood care and education that includes a gap analysis no later than thirty (30) days after the end of each Contract Year.Service Delivery Area 4Early Childhood ProgramsThe overall number of new early childhood programs in the Contractor’s SDA(s) shall increase by X (figure to be updated after Contract Year 1) by the end of each Contract Year, in accordance with the Long Term Outcome Indicator 1 listed in Section 4.2.2.Program ProfessionalizationThe number of active programs with staff with specialized credentials or a B.A. or B.S. in ECE or a related field shall increase by the end of each Contract Year, in accordance with the Long Term Outcome Indicator 3 listed in Section 4.2.2. Additionally, the number of programs utilizing Indiana Learning Paths and creating professional development plans for their staff shall increase by the end of each Contract Year, in accordance with the Long Term Outcome Indicator 3 listed in Section 4.2.munity Engagement SatisfactionThe overall percentage of community satisfaction in the local CCR&R(s) shall increase by at least Y percentage points (figure to be updated after Contract Year 1) as compared to the previous year, at the end of each Contract Year, in accordance with the Long Term Outcome Indicators listed in Section 4.3.2. The percentage of community satisfaction shall be determined by the ratio of “satisfactory” or above answers to the surveys collected at the end of the year, as described in Section 4.4, over the number of total survey responses received. If a local CCR&R has already reached 90% community satisfaction or above, then they shall only have to stay above 90% each Contract Year, rather than increase this percentage. Response rate requirements for the surveys will be agreed upon by the State and the Contractor.Annual Data ReportsIn accordance with data collection requirements as outlined in Section 4.4, the Contractor shall produce annual qualitative and quantitative reports on the services being offered, as well as on the supply, demand, and quality of early childhood care and education that includes a gap analysis no later than thirty (30) days after the end of each Contract Year.Service Delivery Area 5Early Childhood ProgramsThe overall number of new early childhood programs in the Contractor’s SDA(s) shall increase by X (figure to be updated after Contract Year 1) by the end of each Contract Year, in accordance with the Long Term Outcome Indicator 1 listed in Section 4.2.2.Program ProfessionalizationThe number of active programs with staff with specialized credentials or a B.A. or B.S. in ECE or a related field shall increase by the end of each Contract Year, in accordance with the Long Term Outcome Indicator 3 listed in Section 4.2.2. Additionally, the number of programs utilizing Indiana Learning Paths and creating professional development plans for their staff shall increase by the end of each Contract Year, in accordance with the Long Term Outcome Indicator 3 listed in Section 4.2.munity Engagement SatisfactionThe overall percentage of community satisfaction in the local CCR&R(s) shall increase by at least Y percentage points (figure to be updated after Contract Year 1) as compared to the previous year, at the end of each Contract Year, in accordance with the Long Term Outcome Indicators listed in Section 4.3.2. The percentage of community satisfaction shall be determined by the ratio of “satisfactory” or above answers to the surveys collected at the end of the year, as described in Section 4.4, over the number of total survey responses received. If a local CCR&R has already reached 90% community satisfaction or above, then they shall only have to stay above 90% each Contract Year, rather than increase this percentage. Response rate requirements for the surveys will be agreed upon by the State and the Contractor.Annual Data ReportsIn accordance with data collection requirements as outlined in Section 4.4, the Contractor shall produce annual qualitative and quantitative reports on the services being offered, as well as on the supply, demand, and quality of early childhood care and education that includes a gap analysis no later than thirty (30) days after the end of each Contract Year. ................
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