2-Experience and Capacity - PTS.pdf

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

Solicitation Instructions Part 2

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

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

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:

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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:

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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:

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See Page 2 Erin Perry 520-260-7853 Jane D'Amore 520-441-9515

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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

Solicitation Instructions Part 2

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

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

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:

Click here to enter your response.

End of Attachment 2-B Question 1 Response: Altra LLC has two years of experience staffing supervised parenting time in a foster care setting, supporting three Tucson foster homes. With a team of 52 PRN and full-time sitters, we ensure safe, court-compliant visits with qualified professionals.

Question 2 Response: Altra LLC will be fully prepared to serve 10–15 supervised visitation referrals on the first day of contract implementation. With a team of 60 PRN and full-time sitters, we have the flexibility to meet immediate service needs while ensuring compliance with court-ordered visitation requirements.

Yes, Altra LLC anticipates increasing capacity as demand grows. Our scaling plan includes:

Phase 1 (First 3 Months): Recruiting and onboarding an additional 10–15 PRN visitation supervisors to expand availability.

Phase 2 (6–12 Months): Establishing partnerships with additional visitation sites and training staff to manage complex cases.

Phase 3 (Ongoing): Continuous evaluation of staffing levels and resource allocation to meet evolving referral demands.

Tracking and Managing Service Capacity:

To ensure real-time case tracking and efficient scheduling, Altra LLC utilizes:

Utilizing scheduling technology/case management system to monitor staff availability and track referral progression.

A dedicated team of staffers to assign visitations, ensure compliance, and oversee scheduling efficiency.

Regular reporting and performance reviews to track service completion rates and identify process improvements.

This structured approach ensures seamless, timely, and high-quality supervised visitation services from the go-live date and throughout the contract term.

Question 3 Response: Parents Not Wanting to End Visitation

Challenge: Some parents become emotional or resistant when visitation time ends, making transitions difficult.

Solution: All staff are trained in de-escalation techniques and follow company protocols to ensure smooth transitions. Staff use calm communication, provide clear time reminders, and, when necessary, involve supervisors to maintain a safe and structured environment.

Last-Minute Cancellations & No-Shows

Challenge: Unplanned cancellations or no-shows from parents or guardians disrupt scheduling and impact resource allocation.

Solution: We implement a confirmation system with reminder calls/texts, require advance notice for cancellations, and maintain an on-call staff pool to adjust schedules as needed.

Maintaining Contract Capacity

Challenge: High referral volumes and fluctuating demand require careful staffing adjustments.

Solution: Altra LLC has a team of 60 PRN/full-time visitation supervisors, allowing us to flexibly assign staff based on case volume.

We also actively recruit additional staff as needed to maintain capacity.

Safety Concerns During Visits

Challenge: Some cases involve high-conflict situations, requiring staff to manage potential safety risks.

Solution: Staff are trained in crisis intervention and conflict resolution, and we establish clear visitation guidelines. If needed, security measures or modified visitation settings (e.g., monitored locations) are implemented.

By proactively addressing these challenges, Altra LLC ensures smooth, safe, and efficient supervised parenting time services while maintaining contract capacity.