2-Offerors Experience and Capacity.pdf

Solicitation Instructions Part 2

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SECTION 2-D: Offer Forms, Attachment 2-B Page 31 of 57 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:

2014-Present Parent Aide and Supervised Visits Services Contracted with Department of Child Safety.

All About Kids has been contracted with the Department of Childs since 2014 to provide supervised visit services to families through the Department of Child Safety. Our agency case aides provide supervised visits, support and assistance with case management, information gathering, transportation of children, coordinating scheduling with placement, meetings with case workers.

Agency provides the following services. Ensure client safety and welfare of children. Ensure all contact occurring during the visit between the child and parent(s) is supervised and within hearing and sight at all times. Observe, monitor, document, and assess the clients’ parenting skills. Provide intervention and ensure parents follow visitation guidelines and terminate the visitation if it becomes harmful to children. Provided 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 DCS system Guardian within seven days. Report incidents to case workers and DCS Hotline. Agency manages child safety and wellbeing throughout the time of pick up, while we parents, and until return to placement.

July 2008-Present Arizona Department of Health Services Licensed Behavioral Health Residential Facilities and Arizona Department of Child Care Safety Licensed Residential Group Home Care Homes All About Kids provides a safe environment and 24-hour supervision that includes assessment, intervention, reassessment, permanency planning, and discharge planning with all parties involved. The agency program promotes personal growth through academic guidance, building self-esteem, building strong work ethics, and emphasizing positive peer interactions. The agency program provides group home care, where youth will receive services that improve or stabilize the individual’s behavioral health with the goal of enabling him to move back into the community with his family, if that is an option.

All About Kids coordinates and documents completion of a comprehensive medical examination and behavioral health history. Our program coordinates physical, educational, and case management needs with the assigned https://procure.az.gov/bso/

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SECTION 2-D: Offer Forms, Attachment 2-B Page 32 of 57 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 case managers, probation/parole officers, and other providers or agencies as needed. All About Kids agency works with concerned parties to develop treatment 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 behavioral health treatment 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.

All About Kids BH provides a variety of purposeful activities appropriate to each individual’s behavioral 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 treatment plans.

Staff members will complete progress notes on clients daily. All About Kids 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.

Client Service Plan and Treatment Services Planning:

The Client Service Plan is designed from information gained from the needs assessment, other case documentation, and interaction with each client. The plan shall be developed and implemented within seven days of admission and finalized within 30 days for all group home children. If a child has an existing service plan at the time of admissions, the plan shall be reviewed within seven days and adjusted as needed. The following procedures and goals will be part of each treatment plan: All About Kids Behavioral Health Residential Agency works with all involved parties to develop a treatment plan and participate in developing a Client Service Plan that addresses the needs of the individual. Clients are involved in educational, recreational, social, and independent living training that will be documented in the client’s file with the services provided, date, provider name, and signature.

Client Orientations & Intakes:

Independent Living Skills Program Our program is designed to help youth obtain the skills necessary to live independently. Clients will learn the following skills in the program: money management, nutritional awareness, home management, community resources, apartment living, shopping skills, career development, and community resources. This is accomplished by helping youth develop self-esteem, basic survival skills, social and leadership skills, and community and peer support networks. We also provide guidance for their employment and educational choices.

This All About Kids program helps youth develop the goals they want to achieve in their life and stresses that achieving these life goals is up to each individual. Through our programs, long-lasting friendships are nurtured as young people learn skills to help launch them into the job market to live successfully on their own. The agency provides a reality-based independent experience for adolescent youth who have reached the age of 16 and up and are in need of independent living skills in order to live on their own when they turn 18. Youth will be able to demonstrate the capability of living independently and being a productive individual. Treatment will focus on providing youth will skills to maintain employment, including preparation for college entry or admission to a vocational training program as well as the development of necessary living skills. The goal is to transition youth into their own place to live independently.

Groups Sessions

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SECTION 2-D: Offer Forms, Attachment 2-B Page 33 of 57 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

The All About Kids program is designed to help clients identify problem behaviors, build inner strengths to overcome these behaviors, and develop good communication, interactive, and problem-solving skills. Group Sessions include open discussion groups, social skills workshops, educational lectures, student community groups, leadership training groups, anger management/victim awareness groups, and positive peer groups, as well as special interest groups designed for a particular population of youth. Individual Sessions are provided to help clients gain insight into their behavior and to give them an opportunity to establish a trusting relationship with staff members. In this setting, students are able to process issues that might be too sensitive for them to share with the group.

Family Sessions are available to visiting families on a bi-weekly basis, as well as being an integral part of the Family Week Program. During visits, the family and the client meet with the house manager and in counseling sessions with the clinical supervisor. During Family Week processes, parents and their children participate in family sessions and take part in daily parent groups, held with other families in attendance. This program treats adolescent boys aged 10-17 in need of a step-down program or transition back to their home, to their community, or to total independence. Most of our residents have experienced a significant disruption in the appropriate cognitive skills, labile or extreme emotional states, and unacceptable or disruptive behaviors, and they are in need of supervision and positive guidance.

Case Closure and Discharge Residents This agency will inform the residents and the placing agency of a description of the circumstances surrounding the discharge, including the actions taken by the agency.

This agency will notify the placing agency or person who has not participated in the decision to discharge the resident; this agency will notify the placing agency and document attempts at notification. The agency will inform residents of transitions into home, another placement, or independent living. The residents will be informed of treatment goals and performance goals that were accomplished.

Residents will be informed if they are involuntarily discharged that the decision to terminate placement was neither arbitrary nor capricious. At the time of discharge, staffing on presenting problems, goals achieved and recommendation for after care and treatment goals will be shared with residents. Resident will be advised of reason for termination and opportunities, if any available to the resident to gain readmission.

Discharge criteria shall not apply when a resident is presenting a danger to program staff or other residents or voluntarily leaves a program without giving prior notice. This agency’s program administration will review decisions regarding resident admission and discharge. The resident shall not be involuntarily terminated while physically dependent upon addicting medication prescribed as part of the resident’s treatment by agency unless the resident is offered an opportunity to detoxify or provided with agency referrals for detoxification from substance prior to discharge. Agency clinical supervisor will meet with all residents and treatment team concerning discharge. The clinical supervisor will review services with the resident and program team including services provided to residents while at the program, accomplishments on the treatment plan, issues not resolved on the treatment plan, reason for discharge, and recommendation for services.

Aftercare Services All About Kids believes in making sure that youth have a positive discharge and aftercare. The agency encourages all young people to leave the program to keep in contact, and if there is anything they need, the door is always open. Effective aftercare services involve linkages with major social networks and a variety of community support

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SECTION 2-D: Offer Forms, Attachment 2-B Page 34 of 57 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 systems

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.

• At the present time we have current actively working trained Case Aides that have doing supervised visits we can carry between 90-100 cases. Upon release of the contract, we will be able to take on an extra 40 cases along with the current cases that we have at the present time from the contract that expires in December 2025.

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.

• Within 30 business days after the award of the new contract we will be hiring more staff to take on more cases to increase our current case load. We will hire a person a month for a year. So, the goal by end of the year should be at about 100-125 referrals by the end of 2025.

Yearly we should be at averaging giving a hiring a month in 2025-2026 12 new hires with each person taking 8 clients.

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?

• Agency has Supervised Visits Schedulers positions that are responsible for coordinating parenting time visits with parents and placements. The Schedulers are responsible for managing the referrals ensuring that parents get scheduled visits. Schedulers are responsible for confirming with parents and placements throughout the referral period. They also confirm through text, phone calls and email. The schedule coordinates with case workers also assisting with parent transportation. We use an excel

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SECTION 2-D: Offer Forms, Attachment 2-B Page 35 of 57 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 spreadsheet to show the days, time, assigned parenting time aides to complete the parenting time visits. The excel spreadsheet provides a centralized agency platform that all team members can access and know their assigned cases for week. The scheduler contacts team members daily to confirm their daily schedules and the team members have to confirm their schedules with the schedulers to ensure parents are receiving their required visits. This system helps to ensure that parents receive their visit times and visit coordinated effectively.

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:

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 DCS Caseworkers. We have addressed this challenge by working with the parents on managing their transportation needs to get to their parenting time. 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 about transportation and any changes with their arrival to parenting time . Parents also have parenting time schedulers contact information if they are experiences last minutes transportation issues that they can quickly contact schedulers with any questions or concerns to help them get to their scheduled parenting time. By enhancing these communication channels, we provide parents with the necessary transportation support to attend parenting time 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.

We have been able to maintain our contracted capacity of cases

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SECTION 2-D: Offer Forms, Attachment 2-B Page 36 of 57 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

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, congregate care group homes, and behavioral health residential facilities. 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 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 time, reviewing visitation 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.

Another example of a successful collaborative effort was when our agency worked closely with DCS to coordinate a complex visitation schedule 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 1 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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