2-3-A Method of Approach.pdf

Attachment 3-A Method of Approach

The offeror is cautioned that it is the offeror's sole responsibility to submit information related to the evaluation categories and that the State of Arizona is under no obligation to solicit such information if it is not included with the offeror's proposal. Failure of the offeror to submit such information may cause an adverse impact on the evaluation of the Offeror's proposal. It is strongly discouraged for you to copy the Scope of Work in lieu of providing unique responses below .

OFFER MAY BE DETERMINED AS NON-RESPONSIVE IF ALL QUESTIONS ARE NOT ANSWERED FULLY.

Question 1: Describe the steps that you will take to ensure you are meeting the staffing requirements and maintaining staff capacity. Include how you plan to ensure ongoing responsiveness to the requirements of the Contract and to the needs of the State in case of staff turnover for designated Key Personnel.

Include staff turnover rate for the last year;

Detail Entity’s recruitment process including average time to hire staff, and efforts to recruit and maintain staff.

Offeror Response:

To ensure AGAF seamlessly meets staffing requirements and maintains robust staff capacity throughout the Parenting Time Contract, we have devised a comprehensive staffing strategy that embodies our commitment to excellence. Our approach encompasses a series of strategic steps, each designed to align with the Contract's demands while providing flexibility for staff turnover scenarios:

Staffing Strategy:

Thorough Staffing Assessment: AGAF will conduct a meticulous analysis of our existing staffing structure, skills, and capacity. This assessment will serve as the foundation for our strategy and aid in identifying potential gaps.

Holistic Staffing Plan: Building upon the assessment, AGAF will construct a comprehensive staffing plan. This plan will outline the roles, responsibilities, qualifications, and expectations for each position. It will also include contingency strategies that address staff turnover or unexpected changes, ensuring service continuity.

Proactive Recruitment Efforts: Our recruitment process is multifaceted. We will harness both traditional and digital channels to target qualified candidates in the social services and case management domain. Our outreach will span job boards, social media platforms, professional networks, and collaborations with academic institutions.

Rigorous Screening and Selection: AGAF is committed to assembling a team that mirrors our agency's values and dedication to exceptional service. Our selection process will include rigorous interviews, meticulous background checks, and thorough reference verifications.

Robust Training and Onboarding: Once onboarded, new staff members will undergo rigorous training and onboarding programs. These initiatives will ensure they are well-acquainted with AGAF's practices, policies, and service delivery standards.

Solicitation Requirements

Part 1 SECTION 1-A: Scope of Work

A P P . A Z . g o v A v a i l a b l e o n l i n e a t

Scope of Work

Request for Proposal Solicitation No.

BPM006769

Parenting Time Services

State of Arizona

Department of Child Safety Office of Procurement & Contracts 3003

N. Central Avenue

Phoenix, AZ 85012

a) Staff Turnover Rate: In the previous year, AGAF's staff turnover rate was recorded at 10%. We acknowledge that staff turnover can disrupt continuity and quality. Addressing this, we have undertaken a comprehensive analysis of turnovers and have initiated targeted measures. Our strategies include enhancing employee engagement, refining compensation packages, and bolstering professional growth opportunities.

b) Recruitment Process and Timeframe: AGAF's recruitment process prioritizes efficiency and accuracy. With a goal of completing the hiring process within thirty (30) days of posting a vacancy, we ensure a swift yet thorough assessment. The journey involves the following stages:

• Precise Job Posting: As vacancies arise, we promptly announce job openings on our official website, relevant job portals, and within relevant professional networks.

• Assessment and Evaluation: AGAF meticulously reviews applications within the initial two-week window.

Candidates meeting preliminary qualifications progress to interview rounds.

• Comprehensive Interviews: Our interview panels, consisting of AGAF staff, craft case management scenarios and behavioral assessments to gauge candidates' suitability and alignment with our mission.

• Thorough Checks and Verifications: Selected candidates undergo comprehensive background checks and reference verifications to verify their suitability.

• Seamless Onboarding: Upon selection, candidates receive job offers followed by an expedited onboarding process to facilitate smooth assimilation.

Recruitment and Staff Retention Initiatives:

Our initiatives to recruit and maintain staff underscore our dedication to building a skilled and committed workforce:

• Competitive Compensation Packages: AGAF ensures our compensation packages remain competitive, attracting and retaining high-caliber professionals.

• Professional Development Opportunities: Ongoing training opportunities empower our staff with continuous skill enhancement and career growth prospects.

• Supportive Work Environment: A collaborative and nurturing work culture promotes teamwork, work-life balance, and employee well-being.

• Recognition and Motivation: Our agency is committed to recognizing outstanding achievements and offering incentives that foster a motivated and engaged workforce.

• Performance Feedback and Growth: Regular performance evaluations and feedback sessions allow AGAF employees to assess their progress and chart a path for continuous improvement.

Through these proactive measures, AGAF is poised to seamlessly maintain staff capacity, uphold responsiveness to Contract requirements, and ensure the utmost quality of service delivery. Our commitment to excellence and adaptability, even in the face of staff turnover, remains unwavering.

Question 2: Provide a written narrative response that demonstrates the method or manner in which the offeror proposes to satisfy the requirements of the Scope of Work. The language of the narrative should be straightforward and limited to facts, solutions to problems, and plans of proposed action. The response shall at a minimum describe

Solicitation Requirements

Part 1 SECTION 1-A: Scope of Work

BPM006769

Parenting Time Services

State of Arizona

Department of Child Safety Office of Procurement & Contracts 3003 and provide a response for each of the following bullet points listed below:

■ What are your processes to document visits, track case progress and manage referrals?

How will you ensure accurate and timely communication and collaboration with the

ADCS and/or other involved parties for visit schedules, progress and concerns?

Offeror Response:

1. Processes to document visits, track case progress and manage referrals:

AGAF will implement efficient and structured processes that prioritize prompt response and delivery. AGAF’s approach includes the following steps:

• Service Request Acknowledgment: Upon receiving a service request from ADCS, AGAF will acknowledge receipt within twenty-four (24) hours. This acknowledgment will demonstrate AGAF’s commitment to initiating the process promptly. Referrals are assigned to a Case Aide immediately after receiving from Referral Unit.

• One on One’s: Case Aide’s will meet once a week with their Supervisors to review each assigned case and to track the progress of each case.

Initial Outreach and Engagement: Within twenty-four (24) hours of receipt, AGAF will reach out via telephone to the client(s) or caregiver(s) to schedule the first supervised parenting time session.

First Supervised Parenting Time: AGAF will ensure that the first supervised parenting time session takes place within five (5 ) business days of receiving the referral. This quick initiation will support the timely provision of services to the families.

Parenting Time Summary Report: After each parenting time session, AGAF will promptly complete the Summary of Parenting

Time form, which includes a summary of contacts and engagement details. This report will be uploaded into the ADCS Case

Management System within seven business days.

Discharge Summary Report: Upon completion of services or referral closure, the Discharge Summary Report will be submitted to the ADCS Specialist for approval within seven (7) business days. Once approved, it will be uploaded into the ADCS Case

Management System within an additional seven business days.

Real-time Capacity Monitoring: AGAF will continually monitor our Agency’s capacity to ensure that we can accept new referrals and maintain timely service delivery. Regular updates will be provided to the ADCS Referral Unit on AGAF’s open capacity and availability to accept new cases.

• Parenting Time Supervisors will be responsible to track the case progress and to manage referrals for each of their teams.

2. AGAF’s Accurate and Timely Communication and Collaboration with ADCS and Involved Parties for visit schedules, progress and concerns:

AGAF’s accurate, timely and effective communication and collaboration are essential for successful service delivery and coordination of care. AGAF’s approach includes the following strategies:

• Weekly Contact: AGAF will establish weekly contact via email with the ADCS Case Specialist to provide updates, discuss visit schedules, case progress, address any concerns and challenges, and ensure alignment with the family's goals. AGAF will reach out to DCS Parenting Time Service Coordinator. If AGAF has not heard back from DCS Case Manager or Supervisor withing forty-eight (48) hours.

Self-Case Reviews: AGAF will conduct periodic self-case audit reviews which will allow AGAF to evaluate the effectiveness of

AGAF’s interventions and make necessary adjustments to meet the family's needs.

Solicitation Requirements

Part 1 SECTION 1-A: Scope of Work

BPM006769

Parenting Time Services

State of Arizona

Department of Child Safety Office of Procurement & Contracts 3003

• Coordination with Involved Parties: AGAF will engage in proactive communication with all involved parties, such as caregivers, parents, and other service providers, to ensure a holistic approach to service delivery. Regular updates will be provided to keep ADCS Case Specialists informed.

Responsive Communication Channels: AGAF will establish clear and accessible communication channels, including phone, email, and virtual platforms, to facilitate quick and efficient communication with ADCS and involved parties for visit schedules, progress and concerns.

Collaboration Meetings: AGAF will actively participate in Provider Collaboration Meetings as scheduled by ADCS. These meetings will provide an opportunity to problem-solve, collaborate, and enhance practice proficiency.

• Data Reporting and Monitoring: AGAF will diligently submit required data to ADCS in a timely and accurate manner, as specified in the Scope of Work. This will ensure transparency and facilitate data-driven decision-making for continuous improvement.

By adhering to these processes and fostering open communication and collaboration, AGAF is confident in our ability to meet the requirements of the Scope of Work and deliver high-quality parenting time services to the families in need.

Amazing Grace Arizona Families is bidding for Parenting Time Services Contract. Most of our staff have over 3 years of experience working with families and children using the Nurturing Parenting Program Curriculum in the Parent Aide, Building Resilient Families

Program and Nurturing Parenting Program.

Amazing Grace Arizona Families (AGAF) shall accept all cases for service upon receipt of a referral and service approval (SA) from the ADCS Child

Welfare Case Management System (“Guardian”).

AGAF is responsible for all SA’s from time of acceptance to time of closure and return to ADCS. Any attempt to return a SA that has not been fully worked and approved by ADCS to close or return may require ADCS to recoup costs from the AGAF associated with the case due to the early return.

AGAF shall provide all services indicated on the SA as follows:

• ADCS will provide information in the SA to AGAF explaining the identified safety threats that require parenting time/visit supervision and any special care and supervision needs for the child. AGAF shall adhere to the conditions and restrictions listed on the SA or as otherwise provided by ADCS or as described in the Parenting Time Plan or Family Contact Plan, if such plan is given to AGAF by ADCS.

• AGAF shall provide services to all counties awarded. Services are to be provided Monday through Friday, including evenings after 5pm, and weekends to accommodate the family’s schedule.

• Have staff available to receive and assign SA’s Monday through Friday, 8:00a.m. – 5:00pm, except on legal holidays recognized by the State of Arizona. While the acceptance and assignment of service referrals will occur during these hours, service deliver must still be provided outside these hours to meet the contract requirements.

• AGAF shall have access to Guardian to enter case notes or other required documentation. AGAF shall be responsible for any costs associated with accessing this online platform.

Solicitation Requirements

Part 1 SECTION 1-A: Scope of Work

BPM006769

Parenting Time Services

State of Arizona

Department of Child Safety Office of Procurement & Contracts 3003 o ADCS will not reimburse AGAF for any expenses or costs incurred by AGAF through use of Electronic Health Record (EHR) systems, or other agency specific platforms as it is not required per this contract.

• AGAF shall ensure that all services, procedures, and forms provided are culturally relevant, linguistically appropriate and gender responsive (including Lesbian, Gay, Bisexual, Transgender, and Questioning (LGBTQ)).

• AGAF shall ensure cross-cultural communication support with the involvement of culturally competent staff in all levels of service delivery.

• AGAF shall have the ability to serve non-English speaking families by being able to speak/ communicate in the preferred language of the guardian, parent, caregiver and/or child (ren).

o o

At a minimum, AGAF shall cover Spanish, American Sign Language, Arabic, Farsi, and Swahili.

AGAF shall provide translation and interpretation services to meet the requirements of this contract, by complying with Federal law regarding Limited English Proficiency LEP (Exhibit A).

AGAF shall provide a certified interpreter over the age of twenty-one (21) as needed.

Cover the cost of the five (5) most common languages listed above.

ADCS will reimburse all other languages that require interpretation and/or translation services for the parent(s)/caregiver(s) and the child (ren) at cost upon submittal of receipts or invoices with the monthly invoice.

The AGAF is prohibited from utilizing machine translation services or online interpretation platforms, including but not limited to Google Translate, for fulfilling translation and interpretation responsibilities under this agreement.

o o o o

Solicitation Requirements

Part 1 SECTION 1-A: Scope of Work

BPM006769

Parenting Time Services

State of Arizona

Department of Child Safety Office of Procurement & Contracts 3003

• AGAF shall maintain neutrality by not engaging in discussions with the parents, children, or caregivers regarding decisions made by ADCS about child safety, safety plans, living arrangements, or permanency planning, including agreeing with or supporting one party over another. Any discussion between a AGAF and the parent/caregiver should be for the purposes of arranging parenting time, obtaining information to address the child's needs during transportation or parenting time, and/or for communicating issues that may affect the safety of the children.

• The use of other contracts to perform the services under this contract is prohibited.

o Use of alternate transportation services for medically complex clients may be allowed at the authority and approval of ADCS only.

AGAF understands that the referral duration can range from one (1) to eight (8) hours of parenting time per week as initially defined in the SA, not including transportation. ADCS can increase/decrease the hours within the allotted range to support case progression; AGAF will have up to two (2) weeks to make any adjustments necessary to accommodate the referral changes.

• AGAF shall document the adjustment request and proposed parenting time plan change(s) in the Summary of Parenting

Time form and attach supporting documentation verifying ADCS’s request to adjust hours to the billing invoice as required.

Supervision Level can vary throughout the life span of the referral. If not otherwise noted, defined, and/or approved by ADCS, the standard supervision level expectation shall be enforced by the Parenting Time Case Aide.

• The standard supervision level is defined as the child must always be in sight and hearing range of the Parenting Time Case

Aide throughout the parenting time session. The Parenting Time Case Aide will provide support or intervention as needed to maintain child safety and well- being.

Solicitation Requirements

Part 1 SECTION 1-A: Scope of Work

BPM006769

Parenting Time Services

State of Arizona

Department of Child Safety Office of Procurement & Contracts 3003

Partial supervision level is defined as the provider is present at the location of the parenting time, within sight and/or within hearing most of the time, with only brief periods when a parent and child may be out of sight and hearing (such as when a parent and child go into another room to get a toy, or to take a child to the bathroom).

AGAF shall acknowledge receipt of the service request in Guardian within twenty-four (24) hours of receipt. Notify the ADCS specialist if there are concerns with the requested service or any questions regarding the referral, in order to develop the best strategy for service(s).

AGAF shall have staff available to receive and assign SA’s Monday through Friday, 8:00 a.m. – 5:00 p.m., except on legal holidays recognized by the

State of Arizona. While the acceptance and assignment of service referrals will occur during these hours, service delivery must still be provided outside these hours, including evenings, weekends, and holidays, to meet the contract requirements.

AGAF will accept all SA’s received from ADCS as stated in Section 4.2.

Within twenty-four hours (24) of receipt of the referral, complete initial contact with the ADCS Specialist providing the following information via secure email:

1.

2.

3.

4.

Name of the designated employee assigned to the case;

The employee’s contact number and email address;

The employee’s designated Supervisor’s name, number, and email address;

All scheduled Parenting Time dates and times. Schedules shall be documented in the Summary of Parenting Time Form

(Exhibit B).

• AGAF shall complete initial contact with the parent/caregiver by email, phone, or face- to-face contact to include the following:

1.

2.

All requirements of the Initial Outreach as defined in Section 4.4

All scheduled dates and times shall be communicated by secure email to the ADCS Specialist within three (3) business days and documented in the Summary of Parenting Time form (Exhibit B).

Parenting times must commence within five (5) business days of receipt of referral. 3.

Solicitation Requirements

Part 1 SECTION 1-A: Scope of Work

BPM006769

Parenting Time Services

State of Arizona

Department of Child Safety Office of Procurement & Contracts 3003

If unable to contact or schedule services with parent/caregiver, AGAF shall:

a. Contact the ADCS Specialist by secure email within twenty-four (24) hours of receiving the SA if AGAF faces any issue with the referral and document efforts in the Summary of Parenting Time form (Exhibit B).

b. AGAF shall contact ADCS by secure email after three (3) days of attempting contact by phone, email, and in-person at the parent/caregiver’s residence on different days and at various times of the day and document efforts in the Summary of

Parenting Time form (Exhibit B).

c. Upon ADCS notification of a referral issue, the ADCS Specialist or ADCS personnel shall make reasonable efforts within fourteen (14) days to obtain viable contact information and/or address the identified barriers by AGAF. If the ADCS

Specialist is not able to resolve the referral issue(s) within fourteen (14) days, AGAF shall request referral closure. Requests are to be made to the ADCS Specialist via secure email, with the ADCS Supervisor copied on the email. If a response is not received in five (5) days AGAF shall send the Discharge Summary Report (Exhibit C) for approval; and as necessary, proceed with the Service Request Closure process (Exhibit D & E).

d. Document all engagement efforts in the Summary of Parenting Time form (Exhibit B) and Discharge Summary (Exhibit C), if applicable, and upload the documents into Guardian. AGAF is required to keep a copy of the reports in the parent/caregiver’s services file(s).

AGAF’s Parenting Time Case Aide shall:

• Attempt to contact the parent/caregiver via telephone within twenty-four (24) hours. If contact is unable to be made telephonically, proceed with alternative modes of engagement as outlined above in Section 4.3.3. If unable to engage the parent/caregiver within twenty-four (24) hours, the Initial Outreach shall occur once successful contact has been established.

o The Initial Outreach should develop a positive and supportive alliance with families, discussing program elements, identifying and addressing any barriers to service, and developing initial rapport.

Solicitation Requirements

Part 1 SECTION 1-A: Scope of Work

BPM006769

Parenting Time Services

State of Arizona

Department of Child Safety Office of Procurement & Contracts 3003

• AGAF shall discuss location, frequency, and duration of proposed parenting time. Review the established Parenting Time Plan

(if provided by ADCS) with parent/caregiver to ensure understanding and alignment. If any questions or barriers arise, notify the assigned ADCS Specialist as necessary.

• Review the Parenting Time Guidelines (Exhibit F) with parent/caregiver.

• Discuss how children may react to parenting time and help the parent/caregiver prepare for the scheduled Parenting time.

• Review how observations will be recorded, what records will be kept, and what information shall be reported to the ADCS

Specialist by reviewing the Summary of Parenting Time form.

The AGAF Parenting Time Case Aide shall:

a) Send the parent/caregiver a reminder of their scheduled parenting time to improve engagement and reduce the likelihood of canceled or missed parenting time. Reminders can be sent via text, email, or phone call. Reminders shall be documented in the Summary of Parenting Time form. Parenting time should not be automatically canceled if the parent/caregiver does not readily answer or respond to the “reminder” unless the client has been placed on “Call to Confirm” status as approved by

ADCS.

Coordinate Parenting Time with the out-of-home caregiver based on the child’s needs including school schedule and/or regular medical or behavioral health appointments. Parenting time may include supporting the parent and child through school and/or regular medical and/or behavioral health appointments as appropriate.

Provide the parent/caregiver with a copy of the Parenting Time Guidelines (Exhibit F) and obtain client signature. If parent/caregiver declines, please document on the form and notify ADCS.

Communicate with the out-of-home caregiver to obtain information regarding: the child’s needs prior to the visit that may affect the visit, questions from the out-of-home caregiver to ask the parents about the child’s needs, routine, etc., and information to share with the parent about how the child is doing in the out-of-home living arrangement.

b) c) d)

Solicitation Requirements

Part 1 SECTION 1-A: Scope of Work

BPM006769

Parenting Time Services

State of Arizona

Department of Child Safety Office of Procurement & Contracts 3003

e) Communicate with the out-of-home caregiver to obtain information regarding: the child’s needs prior to the visit that may affect the visit, questions from the out-of-home caregiver to ask the parents about the child’s needs, routine, etc., and information to share with the parent about how the child is doing in the out-of-home living arrangement.

Communicate with the parent to obtain information regarding what the parents would like to share with the out-of-home caregiver about the child to better meet their needs.

Be present at the parenting time location for the duration of the scheduled supervised parenting time session, unless otherwise approved by ADCS.

Ensure that all contact between the child(ren) and the parent/caregiver is monitored or supervised according to the supervision type requested by ADCS.

Document the child(ren)’s refusal to attend the parenting time and notify the ADCS Specialist within twenty-four (24) hours. If a child is refusing to attend parenting time, contractors shall not force the child to participate. If one or more children do not want to engage in parenting time, contractors shall not terminate parenting time if other children are able and willing to attend.

Continue to prepare the parent/caregiver for child(ren)' reactions at parenting time and help the parent/caregiver cope with their feelings in order to assist them during parenting time.

Be aware of the child(ren)'s physical and behavioral health needs as identified by ADCS.

Ensure that the parties follow all court orders and/or direction given by ADCS or the court. (e.g., court orders that prohibit contact between the parents).

Observe and monitor the parent/caregiver’s interactions with their child(ren) and actively support the parent to meet the child's needs when necessary to ensure the child's safety and well-being. Document the observations on the Summary of

Parenting Time form (Exhibit B).

Intervene and terminate the parenting time if it becomes harmful to the child (e.g., any emotional, verbal, or physical abuse; spanking or threats to the child), and/or the parent/caregiver appears to be impaired by drugs, alcohol, or mental health concerns to an extent that the parent/caregiver is not able to engage with and meet the child's needs during parenting time.

Provide the out-of-home caregiver with necessary updates that support the child's care after the visit including but not limited to:

emotional responses to the visit, dietary needs, medical concerns, and messages from the parent that pertain to the child’s well-being.

Share only information relevant to the child’s immediate care and well- being, avoiding case details or personal information about the parent. Communication should remain child-focused and not include discussions of the case progress. If conflicts arise elevate the concern to the PTS Service Coordinator to facilitate a resolution.

f) g) h) i) j) k) l) m) n) o) p)

Solicitation Requirements

Part 1 SECTION 1-A: Scope of Work

BPM006769

Parenting Time Services

State of Arizona

Department of Child Safety Office of Procurement & Contracts 3003

q) Record all interruptions or terminations of Parenting times in the parent/caregiver’s case record within twenty-four (24) hours of their occurrence (refer to ADCS Significant Incident Report CSO-1151A, Exhibit G).

Attempt to contact the parent/caregiver by phone if the parent/caregiver does not show up for a scheduled Parenting time. The Parenting Time Case Aide is required to wait for fifteen (15) minutes for the parent/caregiver. “No-show” at a parenting time session shall be billed no longer than fifteen (15) minutes as outlined in Section 7.2.

If the parent/caregiver fails to show up for two (2) consecutive Parenting time sessions the AGAF shall notify the ADCS

Specialist of the concerns within twenty-four (24) hours of the second occurrence.

Reschedule parenting time within a one (1) week time frame if the parent/caregiver or out-of-home caregiver cancels parenting time. If the parent/caregiver fails to attend their make-up session, the provider shall not be required to make-up the appointment. The provider shall attempt one make-up parenting time session for every missed session.

If a parent/caregiver misses three (3) consecutive sessions without prior cancellation, the AGAF may pursue case closure through the ADCS specialist, or as necessary utilizing the Service Request Closure Standards (Exhibit D).

Communicate with the ADCS Specialist and ADCS Supervisor if the parent/caregiver is attending regularly but less often than approved in the service referral to determine if modification to the parenting time plan is needed.

Monitor Parenting time for the following when a case involves allegations of sexual abuse and prohibit the alleged perpetrator from:

r) s) t) u) v) w)

1.

2.

3.

4.

5.

Photographing, videotaping, or audio taping the child(ren);

Engaging in extended physical contact with child(ren);

Diapering the child or assisting with the bathroom;

Bringing gifts, money, or objects from home; and

Engaging in any behaviors or actions noted or restricted by the ADCS specialist.

x) Coordinate with the Nurturing Parenting Program (NPP) Practitioner if the parent/caregiver is also receiving services through the NPP, to ensure seamless, efficient and responsive services. Collaboration shall include:

1.

2.

Responding to the assigned NPP Practitioner’s requests to coordinate Parenting Time;

Provide the date, time and location to coordinate attendance where the NPP Practitioner can complete their required thirty (30) minute weekly parent-child observation and nurturing parenting activity;

Communicate in a timely manner any changes to proposed Parenting Time that would impact or hinder the assigned NPP Provider's ability to conduct necessary observations;

Escalate any concerns related to service delivery and/or barriers with collaboration to the assigned ADCS Specialist and ADCS Supervisor and as necessary request a professional staffing. Any remaining unresolved concerns should be elevated to the

Fidelity and Compliance Service Coordinator.

3.

4.

Service Closure: AGAF Parenting Time Case Aide shall:

Contact the ADCS Specialist and assigned Supervisor thirty (30) days prior to the end of the referral to inquire if the referral will be re-referred. If no response is received, AGAF Case Aide shall continue to make weekly attempts to determine if the referral will be re-referred. Efforts shall be documented in the Summary of Parenting Time form (Exhibit B). Upon expiration of the service authorization, if no response is received the AGAF Case Aide shall proceed with service closure.

AGAF understands that Services provided outside of an active SA will not be paid by ADCS.

Solicitation Requirements

Part 1 SECTION 1-A: Scope of Work

BPM006769

Parenting Time Services

State of Arizona

Department of Child Safety Office of Procurement & Contracts 3003

The AGAF Case Aide shall complete the Discharge Summary and close services through identifying one of the following reasons:

a. Unable to contact or unable to engage the client: If the AGAF Case Aide is unable to contact or unable to engage the client after initial receipt of the referral, parent/caregiver declined services at outreach or parent/caregiver refused service resulting in no visitation occurring. If the AGAF Case Aide has met all requirements outlined in Section 4.3.3, or Section 4.4, and closure has been approved by the ADCS specialist or through the Service Request Closure Process (Exhibit D).

Parent/Caregiver has disengaged or withdrawn from service: Parent/caregiver frequently misses appointments, canceled, or did not continue to schedule services after they began. Parent/caregiver unable to participate due to their current location (i.e. incarcerated, out-of-state, etc.). The parent/caregiver has requested to withdraw from service before the end of service authorization. ADCS has made reasonable efforts to obtain viable information and/or address the identified barriers by the AGAF Case

Aide and closure has been approved by the ADCS specialist or through the Service Request Closure Process

(Exhibit D).

Unable to Provide Service Due to Availability of Child(ren): The current location of the child(ren) does not allow for in-person visits (i.e. AWOL, Detention, etc.). If AGAF has met all requirements outlined in

Section 4.3.3 and closure has been approved by the ADCS specialist or through the Service Request

Closure Process (Exhibit D).

Services no longer needed: Contact between child(ren) and parent/caregiver is not approved to occur. Services closed due to moving to unsupervised parenting time, parent/caregiver is receiving parenting time outside of Parenting Time Services and/or reunification or termination of parental rights has occurred, and closure has been approved by the ADCS specialist or through the Service Request Closure Process (Exhibit D).

Service authorization expired: A re-referral approval was not received, service authorization expired.

b.

c.

d.

e.

AGAF shall:

• Transport child(ren), which may be from count(ies) outside of the Contractor’s awarded area, to visit parent(s)/caregiver(s) as requested by ADCS.

Solicitation Requirements

Part 1 SECTION 1-A: Scope of Work

BPM006769

Parenting Time Services

State of Arizona

Department of Child Safety Office of Procurement & Contracts 3003

• Coordinate transportation with the child(ren)'s Out of Home Caregiver if the Out of Home Caregiver is able and willing to provide transportation to the supervised parenting time.

• In cases where extenuating circumstances may exist (i.e. utilization of 2+ case aides, travel in excess of 200 miles roundtrip), AGAF shall engage with ADCS to address barriers and identify a solution(s).

• Ensure adherence to all traffic safety regulations and laws while on duty.

• Be responsible for motor-vehicle safety in their vehicles as evidenced by ensuring:

a.

b.

c.

All individuals are properly seated and securely fastened in seat belts when the vehicle is in motion;

Child restraint seats are used in accordance with A.R.S § 28-907 (as may be amended);

Seats are securely fastened to the body of the vehicle; and

• Ensure limited risk to passengers by guaranteeing:

a.

b.

No child is ever left unattended at any time (within or outside a vehicle);

Every child is transported to their final destination. This includes, but not limited to, walking the child into the final destination and waiting until the child's foster parent(s), day care attendant, or the parent/caregiver receives the child;

The vehicle used for transportation is constructed for the transportation of persons, and is reasonably comfortable for passenger(s) (example: air- conditioned, smoke free);

No smoking is allowed in the vehicle at any time;

Every driver or vehicle has a working communication device to use in case of emergency;

Drivers are prohibited from carrying and using firearms, weapons or any form of explosive, flammable and/or harmful material and/or liquid while on duty; and

Drivers shall adhere to all applicable Federal, State and local laws and ordinances on traffic safety regulations while driving, such as ordinances that prohibit texting while driving.

c.

d.

e.

f.

g.

• Follow the guidelines below in the instance of an automobile accident with a child in the car:

a. Move his/her car to a safe nearby location;

b. Check to see if anyone is hurt and call 911 for medical assistance;

c. Contact the police and have a “Police Report” filed by the officer on the scene;

d. Notify the case manager by secure email and phone (can leave message or text); and

e. Submit the ADCS Significant Incident Report CSO-1151A.

• Notify ADCS by secure email within three (3) days if an employee providing direct client services has their license suspended and/or their fingerprint clearance card is in restricted status. Suspension notice shall be placed in the personnel file.

Solicitation Requirements

Part 1 SECTION 1-A: Scope of Work

BPM006769

Parenting Time Services

State of Arizona

Department of Child Safety Office of Procurement & Contracts 3003

AGAF shall:

a. Accept referrals upon contract effective date and have adequate staff assigned to or located in each County awarded to handle the capacity listed in their proposal.

ADCS will monitor capacity each quarter based on active service authorizations in Guardian and will escalate capacity issues as needed.

Provide documentation about the parenting time(s) or session(s) within two (2) business days if ordered by the court or requested by ADCS.

b.

c.

AGAF shall ensure that employed or contracted staff meet the following qualifications:

a.

b.

c.

d.

Have a minimum of a High School Diploma or GED.

Be at least twenty-one (21) years of age.

Have training certificates showing completion as outlined in Section 5.3 Training.

Have a clear Central Registry Background Check and a valid Level One fingerprint clearance card prior to delivering services to ADCS clients, which is to be reviewed and updated annually from the date of hire.

Upon hire and on a bi-annual basis, AGAF shall verify that drivers providing services to the ADCS' clients have: e.

1. A valid driver’s license that has not been suspended or revoked due to a moving violation within the most recent thirty-nine (39) months.

2. New hires and current employees who have had their license suspended or revoked for issues other than moving violations (i.e. due to nonpayment of registration fee or parking ticket), can provide transportation to ADCS clients if:

Their license has been reinstated, and;

They have had no further moving or nonmoving violations for at least six (6) months from the first date of suspension.

3. No arrests or convictions for Driving While Intoxicated (DWI) or Driving Under the Influence (DUI) as per, (A.R.S. 28-1381-1383) in the most recent thirty-nine (39) months or related driving restrictions notated on their level I fingerprint clearance card.

No “at fault” accidents in the most recent thirty-nine (39) months.

No more than six (6) points accumulated on driving record in the most recent thirty-nine (39) months.

No criminal violations in the most recent thirty-nine (39) months.

Valid car insurance

Current CPR certification

4.

5.

6.

7.

8.

Solicitation Requirements

Part 1 SECTION 1-A: Scope of Work

BPM006769

Parenting Time Services

State of Arizona

Department of Child Safety Office of Procurement & Contracts 3003 f.

g.

h.

Have not been placed on probation or parole for the last ten (10) years from date of hire.

Have no civil, criminal, or juvenile restraining orders within the last ten (10) years from date of hire.

Have a clear/negative pre-employment drug test result, as well as a clear/negative random drug test biennially, from the date of hire.

1. Screening should be at a minimum regulated five (5) panel urine test.

2. ADCS prohibits all contractors, sub-contractors and anyone else working under this contract to use marijuana or be under the influence of marijuana when providing services to ADCS.

a) To ensure the safety of ADCS children, ADCS Procurement and Contracts Department prohibits all employees including Medical

Marijuana Cardholders to use or be under the influence of marijuana. Although medical and recreational marijuana use is lawful in Arizona, ADCS must comply with all state and federal laws. Since federal law prohibits the use of marijuana, employees, contractors and sub-contractors are prohibited from consuming marijuana in any of its various forms.

Solicitation Requirements

Part 1 SECTION 1-A: Scope of Work

BPM006769

Parenting Time Services

State of Arizona

Department of Child Safety Office of Procurement & Contracts 3003

i. Provide an Identification Card to all Contractors' personnel, whether paid or volunteer. The Identification Card shall include:

a) b) c)

Staff person’s name

Staff person’s picture

Name of Contractor

j. Report any changes in staffing by sending a secure email providing a revised Facility Location & Staffing Chart to the assigned ADCS Contract Specialist within ten (10) days of the occurrence.

AGAF shall adhere to the following Professional Standards:

1. Staff are to be well groomed and present a professional appearance. Clothing prohibited to wear includes:

a) Any garments deemed inappropriately tight, short, or revealing (mesh tops, midriff tops, tank tops, tube tops, short shorts, workout and/or yoga pants, etc.);

T-shirts that have decals, slogans, or pictures that contain references to illegal substances (i.e. alcohol, drugs, etc.) or immoral behavior are not allowed. (Provider

Company Logo is acceptable);

Pants or shorts worn below the waist to the extent that the underwear and/or skin is/could be exposed;

Clothing shorter than 2” above the knee.

b) c) d)

2. Staff shall treat clients in a courteous manner, refraining from profanity and adverse personal gestures toward them during services performed.

3. No employees, under any circumstances, shall engage with clients in any act of sexual contact and/or sexual conduct as defined in A.R.S. § 13-1401 and A.R.S. § 13-3551.

AGAF’s Required Training:

• Ensure that AGAF Staff participate in a minimum of fifteen (15) hours of training within thirty (30) days of hire and annually. Training components may include but are not limited to:

a) b) c)

Car seat training;

Arizona mandated reporter law;

Guardian training (as defined by ADCS,) for applicable staff;

Solicitation Requirements

Part 1 SECTION 1-A: Scope of Work

BPM006769

Parenting Time Services

State of Arizona

Department of Child Safety Office of Procurement & Contracts 3003

• Documentation Training, including: understanding of all required forms, supervision, boundaries, communication, ending parenting time early, and community resources;

Any trainings or workshops that enhance staff’s ability to perform their role, including but not limited to topics such as: •

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

child development;

cultural awareness/sensitivity;

the impact of trauma in Parenting time;

how to intervene in and de-escalate crises;

understanding the basics of trauma informed practice;

helping families build confidence through parenting time;

understanding substance abuse, child abuse, sexual abuse, and domestic violence;

personal and community safety;

working with families with special needs;

any practice/ compliance areas identified as needing improvement during site visits.

• All AGAF staff providing Parenting Time Services, or supervising Parenting Time Support staff are required to complete

ADCS Parenting Time Case Aide Training before providing services to clients, unless otherwise approved. Trainings will be completed through the ADCS Learning and Development (L&D) as demonstrated by a training certificate issued by L&D upon completion of training.

• Maintain documented proof of employee trainings in the employee’s personnel file within two (2) weeks after the training was received. (i.e. sign-in sheets, certificates).

AGAF’s Personnel File shall:

Maintain the following in staff's personnel file and update annually: a) b) c) d) e) f) g) h)

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

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

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

Central Registry Background Check;

Level One fingerprint clearance card;

Proof of training;

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

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

Documentation showing verification of the driving record for the driver providing transportation services to assure no revocation or suspension of their license within the last three (3) years;

Evidence of drug testing records including pre-employment drug testing results and random biennial drug testing results based on date of hire.

i) j)

Solicitation Requirements

Part 1 SECTION 1-A: Scope of Work

BPM006769

Parenting Time Services

State of Arizona

Department of Child Safety Office of Procurement & Contracts 3003

• Suspension notice of driver’s license shall be placed in the personnel file within three (3) business days if an employee providing direct client services has their license suspended and/or their fingerprint clearance card is in restricted status.

AGAF’s Service Case Records shall:

• Establish and maintain a confidential service case record for each parent/caregiver to whom services are provided. A service case record shall include at least the following information:

a) b) c) d) e)

Copy of the referral packet;

All documents related to services provided to client;

All reports and forms identified in Section 4.0;

Copies of any documents provided by the parent/caregiver; and

Record of all contacts in person, in writing, electronically or telephonically, including but not limited to, the parent/caregiver, children, the court, attorneys, mental health professionals, community agencies, and/or referring agencies.

Any significant incidents that occurred in relation to the parent/caregiver’s case or any incident related to or during delivery of service as noted in Section 4.5.11.

f)

• Limit service case records to facts, observations, and direct statements made by the parties, not personal conclusions, suggestions, or opinions of AGAF.

• Include documentation for all correspondents, communication, parenting time, and missed appointments of any kind with the parent/caregiver, ADCS personnel, placement or any other party associated with the case in the case notes.

• Ensure all entries in the service case record are complete, dated and signed by the provider. The AGAF and/or AGAF staff are prohibited from altering or changing another staff member's notes or entries.

Solicitation Requirements

Part 1 SECTION 1-A: Scope of Work

BPM006769

Parenting Time Services

State of Arizona

Department of Child Safety Office of Procurement & Contracts 3003

• Provide the original service case record to ADCS and retain a copy of the requested service case record within two (2) business days upon request from ADCS.

Retain case file for a period of five (5) years, after termination of the contractor, or five (5) years after termination of the service to the family, whichever is later.

AGAF shall shred the case file as the means of disposing the record after approval is obtained from ADCS.

Maintain confidentiality of case and case record at all times in accordance with:

a.

b.

c.

d.

ADCS policy (https://dcs.az.gov/about/dcs-policies)

Arizona State Library Archives (http://www.azlibrary.gov/arm/retention- schedules)

ADCS Business Associate Agreement with HITECH

The Social Security Administration Privacy Act

(https://www.ssa.gov/agency/privacyact.html)

• AGAF is prohibited from sharing any information regarding, or pictures of any parent/caregivers or children, including but not limited to verbally, on social, printed, or electronic media.

• SYSTEM ACCESS: AGAF shall sign a Data Sharing Agreement (Exhibit H) and secure access to the Guardian system within fourteen

(14) days after contract award.

• HIPPA/HITECH Business Associate: AGAF may have access to protected health information, as defined in 45 CFR 164.501.

AGAF shall sign the ADCS HITECH Business Associates Agreement (Exhibit J)

Programmatic Reports: Required documentation must be submitted in Guardian prior to invoicing for payment.

• The Summary of Parenting Time form (Exhibit B) shall be entered by 5:00p.m. on the Friday following the week services were provided or if missed/canceled when the service was scheduled to be provided.

a. Be specific and document the parent/caregiver’s engagement using the Summary of Supervised Parenting Time form, following instructions and utilizing guidance provided in training.

Solicitation Requirements

Part 1 SECTION 1-A: Scope of Work

BPM006769

Parenting Time Services

State of Arizona

Department of Child Safety Office of Procurement & Contracts 3003 http://www.azlibrary.gov/arm/retention-schedules) http://www.ssa.gov/agency/privacyact.html)

• The Discharge Summary Report (Exhibit C) shall be submitted within seven (7) business days of service referral closure to the

ADCS Specialist for approval and then entered into Guardian within seven (7) business days following approval.

a) The Discharge Summary shall be completed in its entirety. It shall include:

1.

2.

3.

4.

Summary of contacts with the parent/caregiver;

Reason for discharge;

Brief explanation of closure;

Summary of Parenting Time Engagement.

• The Parenting Time Services Transportation Invoice Log (Exhibit I) shall be submitted in conjunction with the Summary of

Parenting Time form reference above to account for staff travel time and mileage.

Fidelity & Compliance Monitoring

• Active Contract Management: ADCS will monitor compliance measures.

a. AGAF is required to participate in all monitoring activities conducted by ADCS that include (but are not limited to) the following:

1.

2.

3.

4.

5.

Site visit/ case reviews

Data monitoring

Client satisfaction surveys

Invoice checks

Guardian reports

• Capacity Reporting & Monitoring: AGAF shall provide weekly updates of open capacity and the availability to accept referrals to the ADCS Referral Unit. ADCS will be monitoring required contracted capacity on a quarterly basis. Quarters are defined by the following dates: July to September, October to December, January to March, and April to June.

a. Failure to meet contracted capacity, may result in contract action, including (but not limited to) a request for an Informal Plan of Action (IPOA), a Vendor Performance Report (VPR), or a Demand for Assurance (DFA).

• Data Collection:

a. AGAF shall develop procedures for monitoring accuracy of data submitted to Guardian and/or

ADCS FCS, as may be amended.

The data shall be complete, accurate, timely, and according to established procedures.

Significant issues that arise around AGAF’s data shall be communicated to ADCS, along with a plan for correcting the errors in a timely manner.

b.

c.

Solicitation Requirements

Part 1 SECTION 1-A: Scope of Work

BPM006769

Parenting Time Services

State of Arizona

Department of Child Safety Office of Procurement & Contracts 3003

d. ADCS will monitor data quality through routine quality assurance reviews, theresultsof which will be reported to, and addressed with, AGAF as part of the monitoring process.

• Provider…