Beias_2-B_Offerors_Experience_and_Capacity.pdf

Solicitation Instructions

Part 2

A v a i l a b l

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

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

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

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 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?

Upon notification of award, Beia’s Place, LLC will be fully prepared to initiate Parenting Time Services on the go-live date. Our leadership team has maintained organizational readiness through ongoing operational planning, staffing coordination, and alignment with ADCS expectations. We have established communication protocols, verified systems, and pre-identified staff who are ready to serve in each of the awarded counties.

Beia’s Place currently has a team of seven (7) staff members who will be fully prepared to begin service delivery upon contract award. These include Parenting Time Case Aides, administrative support, and program leadership.

Day One Capacity by County:

• Maricopa County: 20 referrals

• Pima County: 1 referral

• Pinal County: 2 referrals

• La Paz County: 2 referrals

Assigned staff will have either completed or be actively scheduled for ADCS Parenting Time Case Aide

Training through ADCS Learning and Development (L&D). Certificates will be maintained on file prior to assignment. Team members will also be trained in documentation protocols, emergency procedures, mandated reporting, professional boundaries, and early termination procedures.

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

• Arizona mandated reporter law

• Trauma-informed practices

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

• 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.

2. Plan for Scaling Up Capacity:

Beia’s Place anticipates a gradual increase in service capacity throughout the contract term to meet referral trends and regional demand in our awarded counties. Our expansion strategy will follow a structured, phased approach:

Phase 1 (0–90 days):

• Assess referral volume weekly through coordination with ADCS and internal tracking

• Initiate recruitment to onboard at least one additional Parenting Time Case Aide in Maricopa and/or Pinal

Counties

• Begin onboarding and ADCS-required training within two weeks of hire

• Adjust caseload assignments and scheduling as needed to ensure full responsiveness

Phase 2 (3–6 months):

• Increase staff capacity in La Paz and Pima Counties based on volume and performance data

• Recruit additional bilingual or regionally based staff to improve coverage and engagement

• Launch internal mentorship and training support to promote quality and retention

Phase 3 (6–12 months):

• Hire an additional administrative support staff to assist with scheduling, documentation tracking, and internal

QA functions

• Conduct quarterly reviews of staffing needs and referral trends with ADCS to proactively plan for additional onboarding as needed

Recruitment strategies include engagement with behavioral health and child welfare networks, partnerships with local universities, advertising through trusted job boards, and offering paid training and advancement opportunities. Priority will be given to individuals with experience in supervised visitation, child welfare, or behavioral health case management.

3. Real-Time Referral and Capacity Management:

Beia’s Place uses a combination of digital systems, structured workflows, and supervisory oversight to track service capacity and manage the progression of referrals in real-time. Our infrastructure ensures responsiveness to new referrals, timely scheduling, and contract compliance across all awarded counties.

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

Referrals are managed through:

• Guardian – for all official documentation, form submission, and communication with ADCS

• Apricot by Bonterra – internal case management platform

• Secure internal referral tracker – updated daily by administrative staff to reflect staffing capacity, visit schedules, and outstanding documentation

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

Program supervisors conduct daily huddles with admin staff and weekly case reviews to ensure all referrals progress on schedule. Issues such as delayed contact, scheduling conflicts, or unsubmitted forms are flagged and addressed immediately.

We utilize automated reminders and real-time dashboards in Apricot to track due dates for referral acknowledgment, initial contact, parenting time initiation, and documentation uploads. These tools allow for early detection of delays and proactive intervention.

Weekly capacity data reviews ensure referral volume does not exceed available staffing. If a region approaches capacity, the Program Director notifies ADCS and initiates recruitment based on our expansion strategy.

This integrated system ensures that referrals are responded to promptly, services begin on time, and Beia’s

Place remains in compliance with ADCS documentation, communication, and service delivery expectations.

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

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.

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

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

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

SECTION 2-D: Offer Forms, Attachment

Solicitation No. BPM006769

Parenting Time Services

State of Arizona

Department of Child Safety

Office of Procurement & Contracts

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.

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