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

Solicitation Instructions Part 2

A v a i l a b l e

SECTION 2-D: Offer Forms, Attachment 2-B 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:

Beia’s Place, LLC was established in 2013 and has a longstanding history of serving children and families across Arizona. For over nine years, Beia’s Place successfully held congregate care contracts with the Arizona

Department of Child Safety (ADCS), as well as with tribal and local government agencies including Gila River

Indian Community Social Services, Fort McDowell Yavapai Nation, Kaibab Band of Paiute Indians, Cocopah

Indian Tribe, and the Salt River Pima-Maricopa Indian Community.

Through these partnerships, Beia’s Place supported children in out-of-home care by providing trauma-informed, developmentally appropriate care aimed at stabilization and family reunification. In addition, the agency delivered in-home visitation services under the Building Resilient Families (BRF) contract, facilitating structured and goal-oriented parenting time aligned with ADCS Parenting Time Plans. Under the BRF contract, Beia’s Place provided services in Pinal, Pima, Yavapai, Gila, and Maricopa counties, working directly with families following closure of DCS investigations or during open low-risk cases.

BRF services included conducting family needs assessments, developing individualized family service plans, providing in-home and community-based parenting time, connecting families to community supports, and documenting service progress using tools such as the Family Data Collection Form (FDCF) and Protective

Factors Survey (PFS). These services required strict compliance with performance benchmarks, including documentation in CHILDS and monthly reporting — demonstrating our team’s capacity to manage structured timelines and system requirements. This hands-on experience provides direct alignment with the supervision, documentation, and family support expectations outlined in the current Parent Aide and Supervised Visitation solicitation.

Beia’s Place has facilitated hundreds of structured parenting time sessions through both in-home and community-based models. Staff are trained to provide safety monitoring, behavioral support, and real-time feedback to parents, reinforcing protective parenting behaviors and supporting family reunification goals.

A v a i l a b l e

SECTION 2-D: Offer Forms, Attachment 2-B

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

Visits are conducted in homes, parks, and other natural environments based on the needs of each family. Each session is carefully documented and aligned with ADCS parenting time plans, with observations shared with case managers and supervisors to inform service planning and permanency decisions.

Beia’s Place brings deep experience collaborating with ADCS, tribal social service departments, behavioral health agencies, and community organizations. Our services are grounded in cultural competence, with staff trained in equity-based engagement, cultural humility, and inclusive communication to ensure respectful and responsive support to families from diverse backgrounds.

With a multidisciplinary team experienced in case management, behavioral support, crisis intervention, and family reunification services, Beia’s Place is fully equipped to deliver high-quality Parenting Time Services that meet ADCS expectations and promote child safety, family stability, and long-term success. Notably, under the BRF contract, Beia’s Place provided in-home supervised visitation, which required staff to conduct services in dynamic, community-based settings while ensuring the safety of the child, adherence to court-ordered visitation conditions, and real-time observation and documentation. This experience has given our team a strong foundation in managing supervised parenting time in both structured and natural environments— ensuring flexibility, professionalism, and fidelity to service plans in support of reunification goals.

In addition to agency-level experience, Beia’s Place is supported by a highly qualified team of professionals with backgrounds in child welfare, human services, and behavioral health. Our staff bring direct experience working with families involved in the dependency system, including those impacted by trauma, substance use, mental health challenges, and housing instability. Many of our Parenting Time Case Aides and supervisors have prior roles in family support services, crisis response, and case management, allowing them to navigate complex family dynamics with sensitivity and skill.

Beia’s Place is led by a CEO with extensive experience working directly with children and families in both community-based and system-involved settings. Our Chief Operating Officer was the first in Arizona to train providers on Child and Family Teams (CFTs) and is a Certified Family Support Partner, reflecting a deep commitment to family-driven care and cross-system collaboration. This leadership experience informs our training, supervision, and daily operations—ensuring that all services are delivered with compassion, cultural humility, and a strong foundation in best practices.

A v a i l a b l e

SECTION 2-D: Offer Forms, Attachment 2-B

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

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.

§ 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.

§ 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?

Offeror Response:

Upon notification of award, Beia’s Place, LLC will be fully prepared to initiate Parenting Time Services on the go-live date, with trained staff, verified credentials, operational systems, and communication protocols already in place. Our readiness plan is structured to ensure full compliance with ADCS requirements and immediate responsiveness to referrals.

Day One Capacity by County:

• Maricopa County: 20 referrals

• Pima County: 3 referrals

• Pinal County: 3 referrals

• La Paz County: 3 referrals

Staffing assignments have been planned in alignment with these counties to ensure sufficient coverage from day one. Assigned staff include Parenting Time Case Aides who have either already completed or are scheduled to complete the required ADCS Parenting Time Case Aide Training through ADCS Learning and

Development (L&D). Training certificates will be retained on file for all staff prior to service delivery. These team members will be trained in all relevant service components, including mandated reporting, documentation requirements, supervision protocols, professional boundaries, emergency response procedures, and early termination of parenting time.

All future hires will complete a minimum of fifteen (15) hours of training within thirty (30) days of hire and annually thereafter. Core training topics include:

• Car seat safety

• Guardian system documentation

A v a i l a b l e

SECTION 2-D: Offer Forms, Attachment 2-B

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

• Arizona mandated reporter law

• Trauma-informed practices

• Crisis de-escalation

• Cultural competence

• Child development

• Community and personal safety

• Working with families impacted by substance use, domestic violence, or special needs

All assigned staff will be fully verified prior to service delivery, including Level One Fingerprint Clearance, Central Registry background checks, and credential validation.

Communication and Case Processing:

Communication protocols with ADCS will be fully established prior to contract launch. Referrals will be acknowledged within 24 hours, and parenting time will begin within five business days in accordance with contractual requirements. Staff will initiate family contact promptly upon receiving a referral, engaging in supportive outreach to explain the service model, address barriers, and build rapport with caregivers and parents. All required documentation, including the Summary of Parenting Time (Exhibit B) and Discharge

Summary (Exhibit C), will be completed and submitted within required timelines.

Technology and Capacity Management:

Beia’s Place will use a combination of systems and procedures to track and manage service capacity and referral progression in real time. These include:

• Guardian (for official documentation and case communication)

• Apricot by Bonterra, a secure case management platform used to track referrals, staff assignments, timelines, and reporting

• A secure cloud-based referral tracker and shared scheduling tools for coordination of parenting time sessions, transportation, and staff availability

Weekly capacity check-ins are conducted by program leadership to monitor workload distribution, reassign cases if needed, and ensure contract compliance.

Oversight and Quality Assurance:

Program supervisors will oversee staff assignments, monitor performance, and serve as direct liaisons with

ADCS to ensure ongoing service quality, timeliness, and responsiveness. Supervisors also perform routine documentation reviews and provide coaching to ensure fidelity to the Parenting Time service model.

A v a i l a b l e

SECTION 2-D: Offer Forms, Attachment 2-B

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

With fully trained staff, verified credentials, and operational infrastructure already established, Beia’s Place is prepared to deliver Parenting Time Services effectively and in full compliance with ADCS expectations from the first day of the contract term.

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.

Offeror Response:

During our experience delivering in-home visitation and parenting support services under the Building

Resilient Families (BRF) contract, Beia’s Place encountered several challenges that tested our capacity, adaptability, and coordination across service areas. These experiences ultimately strengthened our systems and prepared us for the complex realities of parenting time service delivery.

One of the most significant challenges occurred during the COVID-19 pandemic. The health and safety of children, families, and staff were a constant concern, and service continuity was regularly impacted by illness, quarantine protocols, and shifting public health guidance. Staff, caregivers, and biological parents at times tested positive for COVID-19 or were exposed, requiring immediate cancellation or postponement of scheduled visitation and in-home services. This created disruptions to service timelines, documentation requirements, and family engagement.

To address this, Beia’s Place implemented several solutions:

• We developed and enforced clear internal health protocols aligned with CDC and ADHS guidance, including required symptom screenings, use of PPE, and sanitation procedures for in-home visits.

• We temporarily restructured visit schedules and added flexibility in hours, including evening and weekend availability, to accommodate rescheduling due to illness or quarantine.

• When appropriate and approved by the referring DCS specialist, we utilized virtual check-ins and parent coaching sessions to maintain connection and case momentum during in-person service interruptions.

• Supervisors maintained close communication with DCS to notify them of COVID-related delays and to ensure that case-specific needs were reassessed in real time.

Another challenge involved supporting families with complex needs, including parents with limited transportation, families experiencing housing instability, and children placed in multiple settings throughout the duration of the case. These situations sometimes delayed parenting time or made consistent scheduling difficult.

A v a i l a b l e

SECTION 2-D: Offer Forms, Attachment 2-B

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

To address this, our team:

• Provided consistent communication and case coordination with both DCS and foster placements to anticipate and mitigate changes to visitation locations.

• Maintained case continuity by assigning the same Parent Aide whenever possible, even when visit locations or schedules changed, to build trust and consistency with families.

There were also periods when staff availability was impacted due to illness, turnover, or onboarding delays.

While these instances were infrequent, they affected our ability to accept new referrals at full capacity for short periods.

To mitigate capacity challenges, Beia’s Place implemented:

• A real-time staff availability tracker to monitor caseload-to-staff ratios.

• A cross-training model for staff to allow for short-term reassignments when needed.

• A prioritized referral intake system to ensure we could continue serving the highest-need cases without service disruption.

Through these experiences, Beia’s Place refined its internal processes, strengthened its communication with

ADCS, and built a more flexible and responsive service delivery model. These lessons will directly inform our approach under the Parenting Time Services contract, particularly in the areas of contingency planning, family engagement, and documentation timeliness.

A v a i l a b l e

SECTION 2-D: Offer Forms, Attachment 2-B

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

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:

Beia’s Place, LLC has a long-standing history of collaboration with child welfare entities, state agencies, tribal governments, behavioral health providers, and community-based organizations across Arizona. Through both the Building Resilient Families (BRF) contract and our work as a congregate care provider, we have consistently partnered with the Arizona Department of Child Safety (ADCS), tribal social services, and other systems to support child safety, family reunification, and long-term stability.

Under the BRF contract, our team worked closely with ADCS case managers to coordinate in-home visitation services, parenting support, and case planning for families with complex needs. This required real-time communication, shared problem-solving, and alignment on service goals. For example, when a child’s placement changed mid-case or a parent faced new barriers (e.g., homelessness, substance use relapse), our team coordinated with DCS to revise the visitation plan, adjust service schedules, and provide enhanced parent coaching or community referrals as needed.

Beia’s Place has also partnered with multiple tribal entities, including Gila River Social Services, Fort

McDowell Yavapai Nation, Salt River Pima-Maricopa Indian Community, Cocopah Indian Tribe, and Kaibab

Band of Paiute Indians. These collaborations required cultural sensitivity, intergovernmental coordination, and a flexible service approach. Our team participated in multidisciplinary case staffing meetings, coordinated family services across jurisdictional lines, and adapted visitation delivery to reflect cultural values and community preferences.

Additionally, we have coordinated with behavioral health providers to align visitation schedules with therapeutic goals, especially in cases involving parental mental health concerns or children with emotional and behavioral support needs. Our staff often served as the communication bridge between providers and ADCS to ensure services were delivered consistently and documented in alignment with court expectations.

These collaborative experiences have strengthened Beia’s Place’s ability to work across systems, maintain child safety, and ensure consistent, family-centered service delivery in partnership with child welfare and related fields. Our team understands the importance of clear communication, shared accountability, and proactive coordination to support the well-being of children and families.

End of Attachment 2-B