2-Attachment 2-B Offerors Experience and Capacity.pdf

Solicitation Instructions Part 2

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SECTION 2-D: Offer Forms, Attachment 2-B Page 32 of 62 2 o n l i n e a t : A P P . A Z . g o v

Offer Forms

Request for Proposal Solicitation No. BPM006769

Parenting Time Services

State of Arizona Department of Child Safety

Office of Procurement & Contracts 3003 N. Central Avenue, 20th Floor

Phoenix, AZ 85012

Attachment 2-B

Offeror’s Experience and Capacity

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 Entity’s experience providing parenting time services, including the number of years of experience, history and capability.

Offeror Response:

My background includes 11 years of administrative and management experience in Parent Aide and Supervised Visit Services working for All about kids. Effective supervision in Case Aide Services required strong communication skills to facilitate clear and constructive interactions between all parties involved. Additionally, it is essential to have a keen sense of empathy and understanding to support families through challenging situations. Organizational skills are also crucial to ensure that each visitation is conducted smoothly, and all necessary documentation is accurately maintained.

Provide support and assistance to DCS case workers by gathering information, arranging transportation, coordinating scheduling, and attending meetings.

Agency will continue to provide the following services: Ensure client safety and welfare of children.

Ensure all contact occurring during the visit between the child and parent(s) is always supervised and within hearing and sight. Observe, monitor, and assess the clients’ parenting skills.

Provide intervention and ensuring parents follow visitation guidelines and terminate the visitation if it becomes harmful to children. Provide guidance and coaching as needed while client is interacting with their children. Transport clients to and from visit safely. Complete documentation of observations and assessments that are made during the visit and enter notes into Guardian within seven days. Report incidents to case workers Visitation scheduling Obtain information about any health concerns.

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Solicitation No. BPM006769

Parenting Time Services

State of Arizona Department of Child Safety

Office of Procurement & Contracts

Providing parenting time services has resulted in positive outcomes for many families. These services have strengthened parent-child relationships by facilitating meaningful interactions in a supportive environment. They have also helped parents develop better communication and conflict resolution skills, leading to healthier family dynamics.

Present Arizona Department of Child Safety Licensed Residential Group Care Facility License

NO : 82-3499971

Agency provides support to strengthen children placed in congregate care setting. Our agency culture is characterized by compassion, empathy, collaborative problem-solving, inclusion, transparency, responsiveness, and engagement.

The purpose of this is to secure safe and reliable sources of temporary.

Congregate Care that can provide homes for placement of ADCS and ADJC children.

These homes will provide specialized, short-term care, where children can thrive, free from abuse and neglect, while fostering family connections and supporting the transition of children to a family like setting when appropriate.

All services Group Home Services

24-hour Supervised Group Home Care

Length of Service: From day one of placement until the client transitions back into his home or community, or when the client turns 18 years of age

Client Individual Service Plans are updated every 60 days, and youth will have monthly staffing every thirty days with placing agency representatives to review placement needs.

The program provides group home care where youth receive services that improve or stabilize the individual’s behavior, preventing placement in a more restrictive environment, with the goal of enabling the individual to move to the least restrictive level of care as soon as treatment goals are met.

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Solicitation No. BPM006769

Parenting Time Services

State of Arizona Department of Child Safety

Office of Procurement & Contracts

The agency will work with youth on obtaining treatment goals to enable them to move to a less restrictive environment, to reunify and reintegrate into families when possible, or to transition into independent living.

Agency team members work with youth in reduction of oppositional defiant behavior. Clients will be given the opportunity to develop positive self-esteem and self-worth and to display positive behaviors in the community, improve school performance, maintain employment if appropriate, and become productive citizens in the community.

The Happy Home Living Group Home program will help youth develop the goals they want to achieve in their life with an emphasis that achieving these life goals is up to everyone. Through our programs, long-lasting friendships are nurtured as young people learn skills to help launch them into the job market and live successfully on their own.

The agency provides 24-hour supervision and structured services to adolescent males by trained Arizona Department of Juvenile Correction child(ren) health Technicians. It provides a daily schedule for youth in care that includes house groups, recreation, nutritional awareness programming, education enhancement, and Assigned Group Home Level III. Happy Home Living is a residential care facility for adolescent males ages 6-13.

Happy Home Living provides a safe environment and 24-hour supervision that includes assessment, intervention, reassessment, permanency planning, and discharge planning with all involved parties. The agency program promotes personal growth through academic guidance, building self-esteem, building strong work ethics, and emphasizing positive peer interactions.

The agency program will provide group home care, where youth will receive services that improve or stabilize the individual’s Arizona Department of Juvenile Correction child(ren) health with the goal of enabling him to move back into the community with his family, if that is an option.

The agency coordinates and documents completion of a comprehensive medical examination and Arizona Department of Juvenile Correction child(ren) health history. This program coordinates physical, educational, and case management needs with the assigned case managers, probation/parole officers, and other providers or agencies as needed.

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Solicitation No. BPM006769

Parenting Time Services

State of Arizona Department of Child Safety

Office of Procurement & Contracts

This agency works with concerned parties to develop Individual Service Plans and participate in developing an Individual Service Plan (ISP) or other required case plan which enables the individual to remain in or transition back into the community once treatment goals are met. This program will arrange for and work with the Arizona Department of Juvenile Correction child(ren) health Individual Service Plan consistent with the individual’s needs and the needs of the family.

This program will arrange for and support psychiatric services that include but are not limited to medication, medication management, and review.

Happy Home Living Group Homes provide a variety of purposeful activities appropriate to everyone’s Arizona Department of Juvenile Correction child(ren) health and physical, developmental, emotional, cultural, and social needs. This program will arrange for and support off-site educational services and encourage clients to participate in school activities. This program will provide or arrange for transportation as necessary for individuals to attend services specified in the client Individual Service Plans.

Staff members will complete progress notes on clients daily. Happy Home Living will provide documentation on a weekly and monthly basis to caseworkers, probation and parole officers, and other concerned parties on services provided to the client.

The age appropriateness method will be used in assigning a child to living unit. It is the goal of this agency to provide a safe and secure environment for all clients, and considerations will be given in reference to room assignments. No client will be roomed with another client who is more than three years older than him. In reference to clients who are younger than 13 years of age, special attention shall be given to monitor their interactions with older residents. All clients are monitored 24 hours a day.

Question 2: Provide a detailed plan of how your agency will be ready to serve cases on the go-live date, after award. The response shall at a minimum describe and provide a response for each of the following bullet points listed below:

§ Provide the anticipated number of referrals your agency expects to have the capacity to serve on the first day of contract implementation.

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SECTION 2-D: Offer Forms, Attachment 2-B Page 36 of 62 2

Solicitation No. BPM006769

Parenting Time Services

State of Arizona Department of Child Safety

Office of Procurement & Contracts 3003 N. Central Avenue, 20th Floor

Phoenix, AZ 85012

On the first day of contract implementation, we can accept 48 referrals with six staff members supporting them.

§ Does your agency anticipate an increase in capacity throughout the contract term? If yes, describe your plan for scaling up, including timelines, staffing, and resource allocation.

In 30 business days after awarding the contract, we will have a full staff to take 60 referrals. Over the course of a year, we will hire one employee per month. The goal for 2025 is to have 96 referrals by the end of the year. By 2025, we should be able to hire 1 new employee a month, each taking on eight clients. In addition to the existing 96 hires, we will average about 200 referrals a year. By cross-training agency direct care staff to become parent time aids, the agency will bridge the gap in services and utilize hiring resources to recruit, train, and retain staff members to meet the service workload.

§ Describe how your agency tracks and manages service capacity and the progression of referrals (cases) in real-time. What tools, systems, or processes do you use to ensure timely scheduling and service delivery?

The agency has Supervised Visits Schedulers who coordinate parenting time visits with parents and placements. It is the Responsibility of the Schedulers to coordinate referrals and ensure that parents receive scheduled visits. It is the scheduler's responsibility to confirm with parents and placements throughout the referral period. Stack Team App facilitates communication by providing a centralized platform where all relevant information regarding scheduled visits can be easily accessed by the team. It allows schedulers to update visit details in real-time, ensuring that everyone involved is informed about any changes or confirmations. This efficient system keeps the coordination process smooth and organized. Confirmations are also sent via text message, phone call, and email. In addition to coordinating with case workers, the schedule also assists in the transportation of parents. A spreadsheet is used to show the days, times, assigned parenting time aides to complete the parenting time visits. The excel spreadsheet provides a centralized agency platform that all team members can

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SECTION 2-D: Offer Forms, Attachment 2-B Page 37 of 62 2

Solicitation No. BPM006769

Parenting Time Services

State of Arizona Department of Child Safety

Office of Procurement & Contracts 3003 N. Central Avenue, 20th Floor

Phoenix, AZ 85012 access and know their assigned cases for the week. The Scheduler contacts team members daily to confirm their schedules ant the team members have to confirm their schedules with the schedulers to ensure parents are receiving their required visits. The system helps to ensure that parents receive their visit times and visit coordinated effectively. The Schedulers ensure the visits are conducted in a safe and supportive environment, addressing any issues that arise promptly. They also maintain accurate records of visitations and provide regular updates to case workers. This comprehensive approach helps maintain consistency and fosters positive parent-child relationships.

Through Life 360, all children transports are monitored in real time. Real-time monitoring through Life 360 provides immediate insights into the location and safety of children during transportation. This ensures that any potential issues, such as delays or unexpected detours, can be quickly identified and addressed. Additionally, it offers peace of mind to both parents and case workers, knowing that children's whereabouts are continuously tracked and managed. If any issues arise during visits, the schedulers promptly address them by consulting with case workers and relevant staff. They ensure that all concerns are documented and communicated to the team for swift resolution.

This proactive approach helps maintain a safe and supportive environment for all parties involved. Additionally, real-time updates help optimize resource allocation by automatically adjusting schedules to accommodate last-minute cancellations or additions

Question 3: Provide examples of challenges your agency has encountered in parenting time services and how you addressed them. Include challenges with maintaining contract capacity, if applicable.

The challenge that we have encountered is that parents are not arriving at their scheduled parenting time visits due to transportation issues. We have addressed this challenge by coordinating with parents on obtaining reliable transportation through their own vehicle, public transportation, and coordinating transportation with caseworkers. We have addressed this

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SECTION 2-D: Offer Forms, Attachment 2-B Page 38 of 62 2

Solicitation No. BPM006769

Parenting Time Services

State of Arizona Department of Child Safety

Office of Procurement & Contracts 3003 N. Central Avenue, 20th Floor

Phoenix, AZ 85012 challenge by working with the parents on managing their transportation. We communicate with caseworkers to set up transportation and confirm taxis to make sure parents can spend quality time with their kids. To further address this challenge, we send out regular updates via text messages and emails so parents can keep us informed of any changes in their arrival to parenting time. Parents also have parenting time schedulers contact information if We have also set up a dedicated helpline where parents can quickly contact schedulers with any questions or concerns.

By enhancing these communication channels, we provide parents with the necessary support to attend visits without last-minute surprises. Timely communication is crucial in scheduling because it prevents misunderstandings and ensures all parties know any changes or updates. When parents, caseworkers, and facility staff receive information promptly, they can better prepare and adjust their plans accordingly.

During my tenure with All About Kids, we maintained the contracted capacity of cases they were assigned.

Question 4: Describe your agency's experience in partnering with Child Welfare entities and/or other related fields, including examples that required collaboration and coordination.

Offeror Response:

In partnership with DCS, the agency provides parenting time visits and congregate care group homes. For scheduling parenting time, our agency works closely with DCS caseworkers, Supervisors, DCS Case Aides, Visitation Centers, and DCS offices. Also, the agency attends Client Family Treatment Teams (CFTs)/Professional Staffing’s with DCS Caseworkers and parents to collaborate services for parents and children. It will be important to work together and communicate together in order to address as many aspects of the case as possible. By scheduling parenting visits, guidelines, and addressing other concerns, this will be accomplished. One successful collaboration outcome was when our agency worked closely with DCS to reunite a family by addressing specific barriers such as scheduling conflicts and transportation issues. Through continuous communication and joint problem-solving, we were able to create a tailored visitation plan that accommodated the family's unique needs. This collaborative effort not only facilitated regular visits but also strengthened family bonds, contributing significantly to the reunification process. One example of a successful collaborative effort was when our agency worked closely with DCS to coordinate a complex visitation schedule

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SECTION 2-D: Offer Forms, Attachment 2-B Page 39 of 62 2

Solicitation No. BPM006769

Parenting Time Services

State of Arizona Department of Child Safety

Office of Procurement & Contracts 3003 N. Central Avenue, 20th Floor

Phoenix, AZ 85012 for a family with multiple children in different placements. By maintaining open lines of communication and regularly updating all parties involved, we were able to accommodate each child's needs and ensure consistent parenting time. This collaborative approach not only strengthened the family's bond but also facilitated smoother reunification efforts.

We have added a layer of communication with DCS, Parents, and Placements during our initial referral. We attempt to talk, text and or/email with DCS, Parents and Placements to ensure we have identified some existing barriers to the visits, for example, food sensitivities, sleep schedules, school arrangements. When problems arise, we address the concerns and try to defuse the issue in order to try to resolve the concern going forward. We follow up within 2 business days via emails and phone calls. This proactive approach helps to create a more supportive and understanding environments for all involved, ultimately leading to more successful and productive visits. By addressing potential issues early on, we can ensure that the needs of both the children and their families are met effectively.

End of Attachment 2-B

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