FINAL.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:

Click here to enter your response.

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.

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Question 2 Revised answer:

-Altra LLC is fully prepared to begin service delivery on the contract go-live date, with infrastructure, staffing, and systems in place to ensure seamless, compliant, and efficient supervised visitation services from day one. This response outlines our current capacity, anticipated scalability, real-time tracking systems, and overall readiness. Altra LLC’s physical office is open 5 days per week Monday-Thursday 8a-5p and Friday 8a-4p. In addition, we have on 1 on call staffer and 3 additional on call staffers on standby for weekends and holidays to ensure there is coverage in cases of emergency or last minute scheduling changes. Altra LLC has schedulers and clinicians available 24/7 and 365 days per year. Altra plans for parenting time visits to be conducted between the hours of 7a-9p with flexibility outside of those hours depending on individual circumstances, but also keeping in mind times that are best for the child/children.

● Altra LLC is currently equipped to provide approximately 300 hours of supervised visitation services per week across all service areas, operating 7 days per week, including holidays.

Maricopa County:

● 11 full-time, cleared clinicians available.

● Approximate weekly service capacity: 155 hours.

Pima County:

● 39 full-time, cleared clinicians available.

● Approximate weekly service capacity: 300 hours.

This infrastructure enables us to manage multiple referrals simultaneously and provide flexible scheduling to accommodate client needs and court orders.

-Altra LLC will be ready to accept 10–15 new supervised visitation referrals per county immediately on the first day of contract implementation, in addition to our current operational capacity. Depending on the location, frequency, and duration of the visits, we may be able to accommodate more than new 15 referrals per county.

This additional volume is supported by:

● Pre-cleared staff with flexible availability, allowing us to assign referrals promptly across all regions.

● A tiered staffing model (PRN, full-time, and on-call supervisors) designed for rapid referral response and coverage.

● Established scheduling systems that support immediate deployment and case tracking to ensure timely service delivery.

Our county-specific capacity—combined with mobile staffing and real-time scheduling tools—allows us to scale services quickly and meet agency needs on day one.

-After go-live, Altra LLC will focus on both maintaining service quality and scaling capacity to meet increasing demand. Our expansion strategy is supported by a robust recruitment pipeline, structured onboarding processes, and real-time operational oversight.

● Weeks 1–4:

During the initial weeks, we will focus on streamlining scheduling workflows, addressing operational kinks, and ensuring all systems function smoothly under live conditions. While stabilizing initial operations, we will maintain the ability to accept an additional 10–15 new referrals per week, with flexibility based on visit location, frequency, and duration.

● Months 2–3:

We will expand our clinical team capacity by onboarding 10–15 new PRN visitation supervisors, increasing our staffing pool and enhancing geographic coverage. This phase supports a scalable model while maintaining quality control and supervision standards.

● Months 4–12:

We will continue phased growth, targeting a sustainable service delivery of 450–500 hours per week agency-wide. This goal will be adjusted based on regional demand and referral patterns in each county.

Throughout this timeline, Altra LLC will maintain ongoing recruitment and training efforts to ensure sufficient staff availability and alignment with the contract's evolving requirements.

Based on current staffing and scalable growth plans, Altra LLC anticipates an annual referral capacity of 1,500 to 2,500 cases. This projection includes:

● Regional staffing allocations.

● Service delivery 7 days a week.

● Surge capacity for peak periods (e.g., holidays, school breaks).

-Altra LLC utilizes a comprehensive and centralized scheduling system to manage all aspects of supervised visitation services efficiently and in real time. Our scheduling process is designed to ensure timely service delivery, compliance, and effective communication with all stakeholders.

● Stafferlink Scheduling Portal:

All visits are scheduled in advance and managed through our secure Stafferlink portal. This platform enables real-time coordination and tracking of the following:

○ Referral intake and status

○ Visit scheduling, including dates, times, and locations

○ Assigned visitation staff

○ Progression notes and documentation

○ Service hours and completion tracking

● Integrated Case Management:

Each referral is entered into Stafferlink upon acceptance, allowing our team to assign the most appropriate staff member based on location, availability, and case needs. The system tracks the referral from intake through case closure, ensuring every visit is accounted for and appropriately documented.

● Visit Notes and Compliance:

Supervisors are required to submit visit notes immediately following each visit via the portal. These notes document service delivery details and function as digital timecards, ensuring accurate reporting and payroll processing.

● Paper Record Backup:

In addition to digital records, a paper file is maintained in our office for each case, providing a physical backup that includes court documents, signed reports, and hard-copy visit records.

This integrated approach ensures that all visits are scheduled and tracked in real-time, improving response time, service consistency, and overall case coordination. Our system enhances transparency, supports timely service delivery, and allows for quick adjustments based on changing referral demands.

Question 4 Revised Answer:

Altra LLC brings over 17 years of experience partnering with child welfare entities and related service providers, with a strong focus on youth care, behavioral health, and family reunification.

Our agency has provided staffing for youth group homes—including behavioral health and Division of Developmental Disabilities (DDD) homes—as well as local foster placements for over two years. We’ve also facilitated youth transports from out-of-state placements to Arizona for more than 17 years.

We have built long-standing collaborative relationships with a variety of behavioral health and child welfare organizations including Arizona Complete Health, Intermountain Centers, Community Partners Inc. (CPI), Crisis Response Center (CRC), La Frontera, Casa D’Amore, Cempatico, Palo Verde Behavioral Health, and Sonora Behavioral Health. These partnerships reflect our commitment to working seamlessly across systems to ensure the safety, stability, and well-being of every child we serve.

Due to the sensitivity and complexity of child welfare cases, every case requires careful, consistent collaboration between our agency, the child’s family, behavioral health providers, and care facilities. The child’s emotional and physical well-being is at the center of all decisions, and it is critical that all parties are aligned and communicate effectively.

For example, in the case of transporting a child from an out-of-state facility back to Arizona, our team coordinated with Cempatico, Arizona Complete Health, and La Frontera to manage every detail of the transition. This included arranging safe pickup, confirming all medical and behavioral needs were accounted for, and ensuring appropriate handoff to family members or local placement providers. Such transports require the utmost diligence and real-time communication with families and providers to ensure a safe, trauma-informed, and supportive journey.

In addition to our transport and placement coordination services, Altra has successfully staffed hundreds of 1:1 and 2:1 cases. Our staff are highly skilled in supervising behavioral needs, charting progress, and clearly communicating the needs and best interests of the children they are monitoring. They are trained to provide supportive, consistent care while maintaining detailed documentation and collaborating with involved parties to promote stability and positive outcomes.

Our staff are trained to manage these sensitive transitions with professionalism, empathy, and cultural awareness. We understand that successful outcomes depend on clear communication, shared goals, and mutual accountability among all involved parties. Whether it's a transport, supervised visitation, or behavioral health staffing, our agency is deeply committed to protecting children, supporting families, and working collaboratively to foster long-term stability.

At the heart of our mission is a dedication to child welfare and making a meaningful difference in the lives of children and their families. We are proud to play a critical role in ensuring children are supported, protected, and given every opportunity to thrive in safe, structured environments that allow for successful reunification whenever possible.