Scope: Through social media promotion and marketing strategies, Contractor shall seek to eliminate HIV transmission in San Diego County by supporting and promoting social marketing/social media campaigns to reduce stigma and increase awareness about HIV, Hepatitis C, and Sexually Transmitted Infections.
1.1.Program Management: Contractor shall provide County with an organizational chart identifying key personnel and reporting relationships within 30 calendar days of the start of the contract term. Contractor shall notify County within 72 hours when there is a change in key management and direct service personnel funded by this contract.
1.1.1.All program staff shall participate in orientation about the requirements of this contract before providing any client services.
1.1.2.Contractor shall provide services with no interruption due to staffing changes and/or vacancies.
1.1.3.A written job description for each employee shall be on file and signed by the staff and supervisor.
1.1.4.Contractor shall follow appropriate laws and guidelines regarding hours of supervision provided, number of supervisees, availability of supervisor to provide supervision, and ongoing or continuing education regarding supervision.
1.2.Trauma-Informed Care: Contractor’s program and services shall be trauma-informed and accommodate the vulnerabilities of trauma survivors and allow services to be delivered in a way that will facilitate client participation in treatment. For all staff who are service providers as well as clerical, administrative and other support staff who might interact with clients, Contractor shall ensure at least 16 hours per year of training regarding:
1.2.1.Understanding trauma, its impact on individuals, and how trauma might manifest in both clients and staff;
1.2.2.Creating safety for clients and staff and how to identify and de-escalate encounters where the client might become dysregulated;
1.2.3.Creating awareness of cultural, historical, disability, and gender issues, and ensuring competence and responsiveness;
1.2.4.Communicating with clients in ways that promote their empowerment, control, choice, and independence; and
1.2.5.Includingclients and staff at all levels in the development and review of policies and procedures.
1.3.Staffing Requirements and Qualifications: Contractor shall ensure services are provided by staff who meet Federal, State and County regulations.
1.3.1.Contractor shall maintain documentation of staff qualifications. Contractor shall adhere to staff qualification standards as described and shall obtain approval from the County for any exceptions.
1.3.2.Contractor shall maintain copies of current valid California licenses/certifications for all licensed or certified staff under this agreement.
1.3.2.1.Contractor shall have a written training plan that includes specific topics, identification of the trainer, and a timeline for all newly employed staff under this agreement. The plan shall be provided to the County within 30 calendar days of the start of the contract term and whenever modifications are made. Topics for training shall include but are not limited to policies and procedures for providing services, use of required database systems, cultural competency, local resources for health and supportive services, referrals to other program services, benefits, vocational services/employment, partner services, and other relevant services.
1.3.3.Contractor shall participate in all required trainings scheduled or facilitated by County staff or designee.
1.4.Complaint Process: Contractor shall have written policies and procedures for processing client complaints. The policy shall identify staff responsible, an appeal process, tracking system, follow-up procedures, and a timeline. Contractor shall use relevant Federal, State and County regulations for investigating and resolving complaints. A copy of the complaint policy shall be conspicuously displayed. Complaints and investigation results shall be forwarded to the County within 24 hours of both the receipt and resolution of the complaint.
1.5.Memoranda of Agreement (MOAs) and Memoranda of Understanding (MOUs) with Service Providers: Contractor shall maintain originals on file and provide signed copies of all MOAs and MOUs to County within 30 calendar days of contract start date.
1.6.Bilingual Access: Contractor shall identify staff who can provide bilingual/bicultural services to individuals who need or prefer to communicate in a language other than English. If there is no staff that can perform this function, Contractor shall develop alternate methods to ensure language appropriate services are available.
1.7.Cultural and Linguistic Competency: Contractor must participate in a process of training and education that increases cultural and linguistic competence and improves their ability to provide culturally and linguistically appropriate services to all persons living with or vulnerable to HIV. Although an individual’s ethnicity is generally central to his/her identity, it is not the only factor. Other relevant factors include gender; language; religious beliefs; disability; and sexual orientation. Education can include round table discussion, training, one-on-one educational session, in-service, or literature review.
1.7.1.Staff and volunteers working with funded clients shall receive a minimum of four hours of cultural sensitivity training each year. Contractor shall keep on file documentation of the training (i.e. sign-in sheets, curriculum, handouts and/or presentation, etc.).
1.8.Disaster Workers: Contractor’s staff shall be available upon request of the Public Health Officer to assist in any necessary tasks during a public health disaster or County emergency state of alert.
1.9.Healthy Working Environments
1.9.1.Contractor is encouraged to demonstrate a commitment to employee health and wellness through provision of healthy working environments to include, but not be limited to, smoke-free workplaces, healthy food and beverage options, lactation accommodations, physical activity opportunities, and other key wellness activities.
1.9.2.Contractor is encouraged to send the County copies of any existing policies the Contractor has adopted regarding healthy working environments to include, but not be limited to, smoke-free workplaces, access to and promotion of healthy foods and beverages, lactation accommodations, and physical activity opportunities. The County may compile the wellness policies, identify best practices, and will contact Contractor to request permission to share the policies, or a portion thereof, as a best practice.
1.9.3.Contractor shall ensure all facilities utilized for services under the contract are in conformance with the California Labor Code specifically relating to smoking in enclosed workplaces (Labor Code Section 6404.5). Additionally, Contractor is encouraged to support and establish smoke-free environments.
1.10.Contractor shall assess all persons served for tobacco use where direct services are provided and make referrals to Kick It California (Kick It CA).
1.10.1.Contractor is encouraged to sign-up for Web-Based Referral to Kick It CA.
1.10.2.Contractor shall maintain and provide Kick It California promotional material onsite, including for example: brochures, postcards, and posters.
1.11.Contractor shall schedule a minimum of one (1) training for staff to assist clients with quitting tobacco use using effective, evidence-based, cessation practices including:
1.11.1.5 As: Ask, Advise, Assess, Assist, Arrange
1.11.2.A-A-R: Ask, Advise and Refer
Duty to Minimize Negative Impacts of Service Disruption: To minimize the potential negative impacts to clients created by sudden changes in the availability of services, including the termination of availability of services, and to provide time for appropriate transition and treatment planning, Contractor shall notify the COR at least sixty (60) calendar days in advance of any anticipated disruption of services.
1.12.Communication
1.12.1.In accordance and compliance with Article 16.18, Publicity Announcements and Materials, of the Agreement, Contractor shall adhere to the following:
1.12.1.1.Publicity Announcements and Materials: Contractor shall identify the funding source on all materials including, but not limited to, visual works or text, reproduced or distributed pursuant to this Agreement that include Intellectual Property made, conceived, derived from, or reduced to practice by Contractor or California Department of Public Health (CDPH) and which result directly or indirectly from this Agreement, shall include CDPH’s notice of copyright, which shall read in 3mm or larger typeface: “© [Enter Current Year e.g., 2019, etc.], Department of Public Health. This material may not be reproduced or disseminated without prior written permission from the Department of Public Health.” This notice should be placed prominently on the materials and set apart from other matter on the page where it appears. Audio productions shall contain a similar audio notice of copyright.
1.12.1.2.Press Releases and Media Events: Contractor shall notify the County via facsimile or email at least 24 hours in advance of all locally generated press releases and media events regarding contracted services.
1.12.2.Communication and Coordination: Contractor shall maintain capacity to communicate in a timely manner with County via all of the following: email, telephone, and voice mail.
1.12.3.Materials Review/Distribution and Websites: Contractor shall ensure that all materials developed and/or utilized by the contracted program are reviewed and approved prior to utilization or release. Review is completed by the Materials Review Panel (MRP) maintained by the County. The MRP protocol contains guidelines about the process, as does the 1992 directive by the CDC.
1.12.3.1.Submit materials two weeks for materials and three weeks for curricula prior to distribution.
1.12.3.2.Materials must state, “This material has been reviewed by an authorized local review panel,” as space permits.
1.12.3.3.Include on all websites and all social networking sites with program developed pages (such as but not limited to Facebook) the notice that HIV prevention messages may not be appropriate for all audiences and complete certification form prior to the launch of website(s) and social media sites.
Due Date: September 29, 2025 prior to 3:00 p.m.
Contact: Julie Terrell julie.terrell@sdcounty.ca.gov
