Attachment_3-A_Method_of_Approach.pdf

Solicitation Instructions

Part 2

A v a i l a b l

SECTION 2-D: Offer Forms, Attachment 3-A 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 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:

Beia’s Place will ensure ongoing compliance with staffing requirements by maintaining active oversight of caseload-to-staff ratios and implementing internal systems that support staffing continuity and real-time responsiveness. The Director of Operations will oversee this process and ensure that the agency remains fully staffed to meet contract expectations.

Beia’s Place will assess staffing capacity monthly and notify ADCS prior to reaching capacity. This proactive communication will support continuity of care, promote timely referral acceptance, and ensure alignment with

ADCS expectations. In the event of staff turnover, Beia’s Place will identify and assign trained internal staff to provide interim coverage while recruitment is underway. Any changes to designated Key Personnel will be communicated to ADCS promptly, along with a formal transition plan to maintain service continuity.

Beia’s Place experienced no staff turnover during the last year. This level of retention reflects our strong internal leadership, commitment to staff support, and consistent investment in training, supervision, and recognition of staff contributions.

Beia’s Place’s recruitment process includes outreach through local and statewide job boards, higher education programs, and community networks. Candidates are evaluated based on their experience in child welfare, behavioral health, and family support. The average time to hire is approximately 2–3 weeks, depending on the completion of required background clearances.

To support retention and ensure staff consistency, Beia’s Place offers:

A v a i l a b l

SECTION 2-D: Offer Forms, Attachment

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

• Competitive wages and access to benefits

• Ongoing supervision and professional development

• A supportive, team-based work culture

• Internal advancement opportunities

• Regular performance feedback and staff recognition

These measures ensure that Beia’s Place is well-positioned to meet staffing requirements, maintain capacity, and respond to the needs of the State with consistency and professionalism.

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 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: Beia’s Place will meet the requirements of the Scope of Work by following clearly defined procedures to document visits, track referral progress, and ensure real-time service delivery. Our methodology includes structured timelines, system-based tracking, and built-in escalation protocols to respond to issues promptly.

Referrals are managed using a coordinated, multi-system approach that includes Guardian, Apricot by Bonterra, and a secure internal referral tracker.

• Guardian is used for all official documentation, visit summaries (CSO-3463), discharge summaries

(CSO-3530), and communication with ADCS.

• Apricot by Bonterra is our internal case management system, used to log referral intake, assign staff, monitor visit completion, and track documentation timelines.

• The internal referral tracker is updated daily by administrative staff and includes real-time indicators for staff availability, referral status, upcoming deadlines, and unresolved issues.

Each referral is assigned to a Parenting Time Case Aide within 24 hours of intake. Supervisors assign cases based on staff availability, geography, and caseload distribution.

Supervisors and admin staff conduct daily huddles to confirm referral progression and track scheduling milestones such as first contact, service initiation, and submission of required documentation. Issues such as failed contact attempts, visit delays, or missing documentation are escalated immediately to the Program

Director.

Apricot dashboards and automated reminders alert staff to due dates for:

A v a i l a b l

SECTION 2-D: Offer Forms, Attachment

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

• Referral acknowledgment (within 24 hours)

• Initial contact with the family (within 3 business days)

• Parenting time initiation (within 5 business days)

• Form submission timelines (end of each service week and within 5 business days of closure)

If a referral does not progress on schedule, the Program Supervisor will take immediate corrective action, including:

• Notifying ADCS by secure email

• Reaching out to the family or out-of-home caregiver

• Reassigning the referral to another Case Aide

• Documenting the issue and resolution steps in Apricot and Guardian

The Program Supervisor is the primary point of contact for all referral-related communication with ADCS.

Secure email is used for all formal updates, while Guardian is used for referral acknowledgments, documentation uploads, and progress reporting. A central communication log is maintained in Apricot to ensure message tracking, follow-up, and accountability.

Parenting Time Case Aides are responsible for coordinating directly with out-of-home caregivers to schedule visits and resolve logistical challenges. When applicable, staff also engage with behavioral health providers, schools, or tribal caseworkers to ensure services are aligned and barriers are minimized. Communication is documented in Apricot and shared with ADCS when relevant to the case plan.

The Program Director conducts biweekly audits of referral timelines to ensure adherence to contractual expectations. This includes reviewing a sample of cases to confirm initial contact was made within three business days, services were initiated within five, and all documentation was submitted in accordance with policy. Corrective steps are taken immediately if issues are found.

Weekly team meetings are used to review active referrals, identify delays, and implement service adjustments.

Supervisors track service volume, staff caseloads, and upcoming closures to ensure continuous flow and avoid capacity bottlenecks.

Beia’s Place participates in ADCS check-in calls and regional provider meetings to ensure alignment, receive feedback, and share implementation updates. These meetings are used to proactively address trends, clarify expectations, and improve communication flow between the agency and DCS program staff.

Beia’s Place also maintains close communication with ADCS to ensure shared accountability for referral timelines and service outcomes. All significant incidents or delays are reported in accordance with policy, and documentation is monitored regularly to ensure accuracy, timeliness, and completeness.

A v a i l a b l

SECTION 2-D: Offer Forms, Attachment

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

This integrated system of real-time tracking, internal oversight, and proactive response ensures that referrals are processed promptly and Parenting Time Services are delivered in full alignment with ADCS expectations.

Question 3: Describe your process for communication with the State specific to contract administration, including but not limited to, personnel changes, updated agency information, VPR related issues and general communications. Identify any key roles or points of contact.

Beia’s Place has a clear, structured process in place to ensure effective and timely communication with the

Arizona Department of Child Safety (ADCS) regarding all contract administration matters. The Executive

Director serves as the primary point of contact, with the Assistant Director as the secondary contact. Both are responsible for overseeing contract compliance and administrative coordination with ADCS.

1. Personnel Changes

Beia’s Place will not remove or reassign any Key Personnel without prior written approval from

ADCS, in compliance with contract requirements. Any proposed personnel changes will be submitted in writing and include a transition plan, updated resume, and required credentials for approval.

2. Agency Updates

Changes to contact information, service delivery locations, or staffing capacity will be communicated immediately to the ADCS Contract Specialist. Notifications will be sent via secure email with the contract number referenced in the subject line.

3. Vendor Performance Reports (VPRs)

If Beia’s Place receives a VPR, the Executive Director will conduct an internal review and submit a written response within the designated timeframe. If required, a corrective action plan will be developed and implemented in coordination with ADCS.

4. General Communication and Incident Reporting

Significant incidents (e.g., safety concerns, law enforcement involvement) will be reported to ADCS within two (2) hours, and the Significant Incident Report (CSO-1151A) will be submitted within twenty-four (24) hours or as directed. Routine communications, scheduling updates, and service-related

A v a i l a b l

SECTION 2-D: Offer Forms, Attachment

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 concerns will be shared via secure email with ADCS staff. Beia’s Place will attend quarterly Provider

Collaboration Meetings and any other required administrative or programmatic meetings convened by

ADCS.

5. Points of Contact

• Executive Director: Primary liaison for all contract-related matters, VPR responses, and personnel approvals.

• Assistant Director: Oversees day-to-day service operations, compliance with reporting protocols, and internal communication workflows with ADCS.

A v a i l a b l

SECTION 2-D: Offer Forms, Attachment

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: Provide a detailed response for each of the following bullet points listed below:

• How does your agency ensure service delivery practices are in line with service design and best practice? Describe any internal monitoring, quality assurance processes, or staff oversight used to maintain quality across all referrals.

• Agency's process for ensuring annual training and continued education are met? What considerations does your agency take when identifying opportunities for staff knowledge enhancement?

• What strategies does your agency use to promote positive parent-child interactions, include strategies to de-escalate challenging situations?

• Explain your approach to ensure safety during transportation, including process for vetting vehicles and mitigating potential risk.

At Beia’s Place, we know that the strength of our work depends on consistency, safety, and follow-through. To keep our services in line with what ADCS expects, we’ve built in layers of oversight. Every referral that comes in is tracked from the moment we receive it. We make sure it’s acknowledged in Guardian within 24 hours and that parenting time is scheduled quickly — no later than five business days after the referral.

Our supervisors keep a close eye on visit documentation, looking over each Summary of Parenting Time form to make sure it’s complete, objective, and entered into Guardian by Friday of each service week. We also do monthly internal audits to make sure case files are accurate, timelines are met, and there’s clear documentation of contacts, missed visits, and any barriers to engagement.

If we spot something off — a delay, incomplete notes, or any service gap — it’s addressed directly with staff, and we provide support or retraining if needed. We also attend the quarterly ADCS Provider Collaboration

Meetings, which give us a chance to stay aligned with what’s happening statewide and hear directly from DCS staff about any updates or expectations.

2. Agency’s process for ensuring annual training and continued education are met. What considerations does your agency take when identifying opportunities for staff knowledge enhancement?

We believe well-trained staff are better equipped to serve families. Every Parenting Time Case Aide and supervisor at Beia’s Place will complete at least 15 hours of training within their first 30 days and annually after that. We follow ADCS guidelines for training topics — including car seat safety, mandated reporting, documentation, trauma-informed care, de-escalation techniques, and working with families navigating domestic violence, substance use, or special needs.

Most of this training comes through the ADCS Learning and Development platform, and we also use other approved providers when needed. Training certificates are kept in staff files, and the Assistant Director tracks compliance.

A v a i l a b l

SECTION 2-D: Offer Forms, Attachment

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

Beyond the required training, we keep an eye out for areas where staff may need more support. For example, if someone’s struggling with documentation or having trouble managing conflict during visits, we’ll provide additional coaching, assign targeted training, or partner them with a more experienced staff member. We also stay current on emerging issues in child welfare and integrate those topics into team discussions and supervision.

3. What strategies does your agency use to promote positive parent-child interactions, include strategies to de-escalate challenging situations?

We see parenting time as a space for connection, learning, and healing — and our aides are trained to create an environment that supports all three. Each visit starts with clear expectations. Aides help set the tone by reminding parents of the visit structure and encouraging them to stay focused on their child’s needs.

During visits, aides stay within sight and hearing range at all times and actively observe how the parent and child are engaging. They offer support when needed, like suggesting age-appropriate activities or giving reminders about boundaries. If a parent is nervous, distracted, or having a hard time staying emotionally present, aides are trained to offer gentle redirection or reassurance — not judgment.

When visits become tense or emotional, aides use calm, trauma-informed strategies to de-escalate. This might include shifting to a quieter activity, stepping back to give space, or — if needed — ending the visit early for safety. If an incident occurs that impacts the child’s safety or well-being, we notify ADCS right away and submit a Significant Incident Report within the required timeframe.

Our goal is to help families build healthy, consistent relationships — even when visits are difficult. We give parents the opportunity to show up, learn, and grow in a supportive environment, with staff trained to manage both the practical and emotional aspects of these interactions.

4. Explain your approach to ensure safety during transportation, including process for vetting vehicles and mitigating potential risk.

We treat transportation with the same level of care as the visit itself. Anyone who transports children must go through a thorough screening process before they’re ever assigned a case. That includes checking for a valid driver’s license, a Level One Fingerprint Clearance Card, and a clean driving record — no DUIs, license issues, or preventable accidents in the past 39 months.

Staff must also be trained in CPR and First Aid and know what to do in case of an emergency, from car trouble to a medical issue or behavior concern. All drivers carry a charged cell phone and are expected to stay in communication with supervisors throughout transport.

Vehicles must be insured, smoke-free, air-conditioned, and equipped with the right child safety seats based on Arizona law (A.R.S. § 28-907). We document insurance and inspect vehicles regularly. Children are never left

A v a i l a b l

SECTION 2-D: Offer Forms, Attachment

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 alone in a vehicle, even for a moment, and staff are trained to visually check the car before and after each transport. Drop-offs only happen once the aide confirms the child is being released to an approved caregiver — no exceptions.

We document all transport details — who drove, where the child went, what time they arrived, and whether any issues came up. Supervisors review this regularly, and we conduct spot checks to make sure everything stays on track. If something isn’t right, we step in quickly to correct it. At the end of the day, we’re responsible for making sure every child gets to their visit and home again safely — and we take that responsibility seriously.

End of Attachment 3-A