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

2. 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

3. 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

4. Introductions & Greetings
Contracts/Procurement
Procurement: Barbara Corella
Francine Whittington
Program Development
Statewide Coordinator: Yezlin Wade
Child Welfare Technical Institute:
Jill Carlson
Payment Unit
Referral
Contact Person
Pima Region & Southeastern Region
(Pima, Gila, Graham, Greenlee, Cochise, & Santa Cruz County)
+ DCYF Pima Region Centralized
Andrea Cordova:
Lana Robinson:
Argelia Celis:
Southwestern & Central Region
(La Paz, Maricopa, Yuma, & Pinal County)
+DCS Service
Adrian Clemons:
Jackie Wilson:
Freddy Robinson:
Northern Region
(Mohave, Coconino, Yavapai, Navajo, & Apache County)
NAR Service
Jim Ayers:
Mindy Backus:
Instruct providers to complete the Provider’s Contact Information

5. 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.

10. 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

11. 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

12. 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

13. 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

14. 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

15. 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.

16. 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

17. 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

18. 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)
= 300

19. 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)
= 1000

20. 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)
= 70
*Transportation rate should include operational cost to transport including employee wages, gas, insurance, and normal wear and tear.

21. 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

22. 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

23. Payment & Invoicing Continued
Invoices with all required back-up documentation must be submitted to the Phoenix Invoice Payment Processing Unit, either electronically at or
Delivered/mailed to DCS Payment Processing Unit, 3003 N. Central Ave. Suite 108, Phoenix, AZ
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.

24. 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.

25. 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.****

26. 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

27. 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

28. 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

29. 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

30. Questions & Answers