Pre-Proposal Meeting Parent Aide /Supervised Visitation ADCS16-00006988

Topics for today’s Meeting Welcome Introductions Purpose of this meeting Scope of Work Parent Aide Case Aide Expectations Requirements Staffing/Capacity Case Closure Cash Flow Payments & Invoicing Pricing Samples

Topics for today’s Meeting Referral Process How cases will be referred Service authorizations required Training and Access Protective Capacities CHILDS Notes Performance Measures Audits Related to future solicitations Other things to pay attention to Things to Remember Questions & Answers

Introductions & Greetings Contracts/Procurement Procurement: Barbara Corella Bcorella@azdes.gov Francine Whittington Fwhittington@azdes.gov Program Development Statewide Coordinator: Yezlin Wade Ywade@azdes.gov Child Welfare Technical Institute: Jill Carlson JCarlson@azdes.gov Payment Unit 602-255-3300   Referral email: Contact Person Pima Region & Southeastern Region (Pima, Gila, Graham, Greenlee, Cochise, & Santa Cruz County) + DCYF Pima Region Centralized Referrals@azdes.gov DCYFSOUTHEASTCENTRALIZEDREFERRALS@AZDES.GOV Andrea Cordova: AndreaCordova@azdes.gov Lana Robinson: Mrobinson@azdes.gov Argelia Celis: ACelis@azdes.gov Southwestern & Central Region (La Paz, Maricopa, Yuma, & Pinal County) +DCS Service Referrals @azdes.gov Adrian Clemons: Aclemons@azdes.gov Jackie Wilson: Jwilson@azdes.gov Freddy Robinson: Frobinson@azdes.gov Northern Region (Mohave, Coconino, Yavapai, Navajo, & Apache County) NAR Service Referrals@azdes.gov Jim Ayers: JAyers@azdes.gov Mindy Backus: MBackus@azdes.gov Instruct providers to complete the Provider’s Contact Information

Purpose of this meeting This meeting is to inform interested parties about the current solicitation. Information provided is for the benefit of the potential offeror and does not change the solicitation. Any modifications to the solicitation necessary after this meeting will be processed by a solicitation amendment. Do not rely on verbal communications as amendments. This is an informational conference only The Department’s mission is to successfully engage children and families to ensure safety, strengthen families and achieve permanency. One of the resources the Department utilizes to meet that mission is the Parent Aide/Supervised Visitation contract. The Department has made great strides in reducing the number of children in our care and custody. These efforts have resulted in a change in the way the Department provides service and the types of service we provide.

Scope of Work – Parent Aide What is included in the Parent Aide scope of work Parenting Plan Weekly visits with parents to improve protective capacities Report writing Supervised visits between the parents and the child Prep time Transportation (100 miles) So what is different then that last time Service levels Transition support Protective capacities Process for working with Case Specialist Closure reasons Expanded evidence based curriculum options Payment points

Scope of Work – Case Aide What is included in case aide Prep time Report writing Supervised visits between the parents and the child Transportation expenses (up to 100 miles) Hourly wage for visit (based on a regular 2 hour visit) So what Is different You can have both a Case Aide and a Parent Aide contract Transportation expenses (after 100 miles) Cost recovery Visitation summary to be signed and dated by parent

Scope of Work - Expectations Referrals: Accept all referrals and Providers cannot reject or decline to provide services. Complete the referral Meet the established timelines – or follow the notification process File appropriate notes in Childs Capacity Staff to the capacity of the contract Communication Communicate with procurement/program staff regarding major issues Case Closure Use the appropriate case closure reason

Scope of Work – Expectations Awarding process All contracts will be awarded based on the score of the proposal against the listed evaluation criteria in the solicitation Contracts will be awarded for geographic areas based on capacity as stated in the proposals Awards will be made to the least amount of contractors necessary to meet the needs of the State Referrals will be made based on geography, cost and capacity Payment will not be authorized WITH OUT a valid service authorization

Parent Aide Approval Matrix Service Case Supervisor Program Program Deputy Manager Manager Administer Director Parent Aide x x Initial Referral Parent Aide x x x 2nd Initial Referral Parent Aide Re-Referral x x x 2nd Re-referral x x x x 3rd Re-referral x x x x x

Case Aide Approval Matrix Service Case Supervisor Program Program Deputy Manager Manager Administer Director Standard Visitation - 4 hrs per x Week per parent client (2 hrs x 2 days) 1st extension (standard visitation) x x 2nd extension (standard visitation) x x x 3rd extension (standard visitation) x x x x Visitation Greater than 4 hrs per week and less than 8 hrs x x x per week per parent client Visitation Greater than 8 hrs x x x x Visitation Greater than 12 hrs x x x x x 1st extension (non-standard visits) x x x 2nd extension (non-standard visits) x x x x 3rd extension (non-standard visits) x x x x x Purpose: The approval matrix is intended to facilitate conversations regarding the appropriate service referrals to meet the needs of the families and children that DCS is engaged with. Discussion and signed approval is required before the service is requested.

Scope of Work - Expectations Cash Flow – Parent Aide 1st pay point – Parenting Plan in CHILDS 2nd pay point – Monthly meeting notes in CHILDS 3rd pay point – Monthly meeting notes in CHILDS 4th pay point – Mid-point meeting report in CHILDS 5th pay point – Monthly meeting notes in CHILDS 6th pay point – Monthly meeting notes in CHILDS 7th pay point – Case Closure meeting notes in CHILDS Cash Flow – Supervised Visitation Hourly rate (based on a 2 hour visit 2 times a week) Transportation cost (after 100 miles) No Payment Points Cancellations

Scope of Work - Expectations Pricing examples – Parent Aide No contact – Flat fee – requires 3 days of attempting to contact parent/caregiver 3 days x 8 hours a day x Hourly wage = Flat Fee 3 x 2 x $20 = $120 Unable to engage – Flat fee – requires 3 days of attempting to contact parent caregiver

Scope of Work - Expectations Pricing examples – Parent Aide Withdraw from service – Depends on where you are in the process Example of withdraw before Mid-point meeting Parenting Plan in CHILDS – 20% Monthly meeting notes in CHILDS – 5% Case rate = $1,000 (1000*.20) + (1000*.05) + (1000*.05) 200+ 50+50= 300

Scope of Work - Expectations Pricing examples – Parent Aide Successful completion of services Parenting Plan in CHILDS Monthly meeting notes in CHILDS Mid-point meeting report in CHILDS Case Closure meeting notes in CHILDS Case rate = $1,000 (1000*.20)+(1000*.05)+(1000*.05)+(1000*.30)+(1000*.05)+(1000*.05)+(1000*.30) 200+ 50+50+300+50+50+300= 1000

Scope of Work - Expectations Pricing examples – Parent Aide Transition – 2 hours per visit, 2 times a week for 30 days Hourly wage times 2 hours x 2 times per week times 30 days ($20*2) = $40 ($40*2) = $80 per week 4 weeks per month = ($80*4) = $320 Pricing examples – Case Aide Transportation (minus 50 miles) – Visit (2 hours) – Transportation (minus 50 miles) 75 miles - 2 hour visit – 75 miles 25 miles *transportation rate + (hourly rate *2) + 25 miles * transportation rate (25*.60) +($20* 2) + (25*.60) 15 + 40 + 15 = 70 *Transportation rate should include operational cost to transport including employee wages, gas, insurance, and normal wear and tear.

Payments & Invoicing Payment Points: Flat fee for service (PA) Case rates (PA) Transition services (PA) Hourly Rate is inclusive of the following (SVO) Rate for direct supervision of the child(ren) & parent(s) All preparation for the visit Record(s) review Documentation time Mileage (CA and SVO) Includes 100 miles Shall be calculated from duty station back to duty station Will pay even if parents are a no-show

Payments & Invoicing Continued Department provided Invoice Template must be used Invoices are limited to services for one calendar month Invoices are specific to one county Do not combine counties Review invoices for accuracy and ensure they are signed prior to submittal

Payment & Invoicing Continued Invoices with all required back-up documentation must be submitted to the Phoenix Invoice Payment Processing Unit, either electronically at DCYFCentralizedInvoicing@azdes.gov or Delivered/mailed to DCS Payment Processing Unit, 3003 N. Central Ave. Suite 108, Phoenix, AZ 85012. Invoices are due by the 15th of the month following the service month. Final invoices are due annually, 30 days from the end of the contract. For the purpose of invoicing, end of the contract is defined as each contract term separately. If a contract is for one year and there have been three one-year extensions the final invoice for the 3rd extension covers only services performed during the 3rd extension time frame.

Scope Of Work - Transition Current Parent Aide providers will continue to service existing referrals until that referral ends. If you do not receive a contract award under the new contract, your contract stops when the referrals expire. Current Case Aide providers will continue to service existing referrals AT THE EXISTING RATES until the referral ends. If you do not receive a contract award under the new contract, your contract stops when the referrals expire. Current Case Aide providers who receive a new contract will accept NEW referrals (not extensions) under the new contract at the new rate.

Required Trainings Training done within 1 year of hire: CORE Training Training done within 30 days of hire & annually Car seat Training Arizona Mandated Reporter law CHILDS training (for applicable staff) Parent Aides need to complete a training in the curriculum(s) their agency will be utilizing from (CEBC or SAMHSA) Protective Capacities training for all employees Training done within 1 year of hire: CORE Training ****Contractor shall maintain documented proof of these employee trainings in the personnel file within 2wks after training was received.****

CHILDS Access New providers Obtain access to CHILDS Complete ERMA training Complete CHILDS training with CWTI Existing providers Ensure all employees have completed all training Contract procurement if you are having trouble accessing CHILDS

Performance Measures Success Performance Compliance Cases closed for successful completion of parenting plan and families with enhanced protective capacities Performance Measured against the required service and documents in the CHILDS system Compliance Ensuring the required checks, reviews and training are complete Vender Performance Reports Procurement receives from field, vendor will get opportunity to respond Quarterly Outcome Reports Submit reports to Program Development and Contracts Unit Yezlin Wade; Statewide Coordinator Ywade@azdes.gov

Terms and Conditions Term of Contract – 1 year Estimated quantities – no guarantee of referrals Pricing is fixed Confidentiality Multiple awards Code of conduct Insurance Payment recoupment Subcontractors

Things to Remember Bid Due date Question and Answers –due 5 days prior Required response documents Transition of existing referrals Certificate of insurance – 10 days after award

Questions & Answers