AAAPB/TC RESPONSE TO WRITTEN INQUIRIES
2016 Older Americans Act RFP
Question # / Date of Question / Question / Response1. / 7/13/15 / QUESTION - Pg 43 – item 3….
Would we answer this question Not Applicable if the lead agency has vendor agreements in place for all in-home services? / Yes.
2. / 7/13/15 / QUESTION -If a bidder wishes to include a supportive service such as Specialized Medical Equipment,
Services and Supplies (reflected in the Standard Agreement but not included in the menu of services on page 16 of the RFP), would we include this service in our RFP? / Only the services listed on pages 16 and 17 should be included in the bid.
3. / 7/13/15 / Does the provider submit one supporting budget even though provider will be applying for services in several counties? Services and counties to be identified on supporting budget. / One supporting budget is acceptable as long as the service(s) are identified for each county that it is applicable.
4. / 7/13/15 / Under Title III-E can grandparents be seen under MHSI counseling or must they be seen under Title III-EG funding? / Grandparents can be provided MHSI services under Title III-E as long as they meet the eligibility requirements in the DOEA Programs and Services Handbook.
5. / 7/13/15 / We need clarity on the criteria for III-E concerning people under 60 who have dementia. The National DOEA website says: As of the 2006 Reauthorization of the Older Americans Act, the following specific populations of family caregivers are eligible to receive services: Programs/HCKTC/Caregiver/#eligible:
Adult family members or informal caregivers age 18 and older providing care to individuals of any age with Alzheimer's disease and related disorders.
In the downloaded handbook, there is no mention of the "any age" exception for dementia.
There appears to be a discrepancy between national and state? Please clarify. / For the purposes of this request for proposal we must adhere to the requirements of the DOEA Programs and Services Handbook - Currently the DOEA Programs and Services Handbook states on page 4-225, “Caregiver Support Services (OA3E): The following services are intended to provide direct help to caregivers who provide care for elder recipients (60 and older).” We have made DOEA aware of the issue.
6. / 7/13/15 / We noticed that "Powerful Tools" is a separate service category. It seems to be related to III-E, but I know it has been administered by ADRC through your wellness programs. We want to lend our expertise if requested, but do not want to take anything away from the agency. Is this something we should acknowledge in our RFP? / The requirement for evidence-based training for caregiver training/support has been removed from Page 49. An addendum is posted. The evidence-based services of Powerful Tools for Caregivers and Stress Busting Program for Family Caregivers have been added to the Title III-E and III-D services on Page 16. Any bidder is welcome to apply for any of these services. An addendum is posted.
7. / 7/13/15 / Training plans, job descriptions, resumes/applications are these specific to funded positions only?
Are the procedures for selecting the executive director required to be in the personnel policies manual (sounds like an odd place for it)? / Yes only for funded positions. The procedure for selecting an executive director does not have to be in the personnel manual.
8. / 7/13/15 / We do not utilize FDLE because we are required to utilize the AHCA LiveScanclearing house system, how do we address this? / An addendum is posted. Background Screening policies and procedures should adhere to Florida Law Chapter 2012-73 where applicable.
9. / 7/13/15 / Does each job description also need to show who is supervised by the position? / No.
10. / 7/13/15 / Page 53 is asking for a current roster of employees by name and job title, again is this only for funded positions or all staff? / All staff please.
11. / 7/13/15 / The org chart needs the percentage of hours worked, in some cases i.e., Activities we have several employees in the same position working a different number of hours,How do we reflect this on both the org chart and job description? / You may state the total number of employees in a position, then also state the full-time equivalents (FTE) for that same position.
12. / 7/13/15 / Page 21, verify NSIP rate is $0.63. / Please use the NSIP rate of $0.63 as stated on Page 21 for budget purposes.
13. / 7/13/15 / Page 33, Indirect Costs, explain how indirect costs will be allowed. / Indirect costs are addressed in Attachment III - Part II on the tab titled “Instructions”. See number 7.
14. / 7/13/15 / Page 61, is Part H worth 5 points or 25 points? / 25 points is the maximum award for Part H.
15. / 7/13/15 / Do the helpline referrals refer to clients pulled from the waitlist/ / No, it pertains to current or potential clients being referred to the ADRC Helpline for placement on the Waitlist or giving other resources.
16. / 7/13/15 / Will current lead agencies submitting a proposal, be required to provide all the services funded under each group, if funding is designated for the county served? / The bidder is not required to provide all the services under a group of services. Reference the wording below on pages 18-19 of the RFP.
“To bid on Group II an applicant can bid on one or more services and/or oneor more designated service areas.”
“To bid on Group V an applicant must be able to provide any one or more Title III-EG services other than Legal Assistance to the special caregiver populations of grandparents and older individuals who are relative caregivers. The applicant can bid on one or more designated service areas.”
For Titles IIIC-1 and IIIC-2 asterisks** indicate services that are required to be offered together
17. / 7/13/15 / The Table of Services on page 16 & 17 shows Group II to include Title IIIB, however; under the funding by county table on page 23, it shows Title IIIB under both Group One and Group Three. Which is correct? / An addendum is posted. Title IIIB is in Group II and in Group III for Legal Services only.
18. / 7/13/15 / Are there any page limits to each section? / No.
19. / 7/13/15 / Does the separate packet need to be filed in a separate binder? / No.
20. / 7/13/15 / Are training plans for sub-contractors to be included in the table for staff development? / No
21. / 7/13/15 / Is the Quality Improvement Plan under section P a narrative and Exhibit III the chart? / Yes. Please reference page 54 of the RFP. “The completed Attachment IV (Template for Provider Quality ImprovementPlan)shouldbeincludedasExhibitIIIinSectionRoftheSeparatePackage.Providea briefsummaryofyouragency'squalityimprovementplaninSectionPoftheSeparatePackage.”
22. / 7/13/15 / Are resumes required as attachments, in addition to the job descriptions? / No, the provider must only ensure that resumes or employment applications are on file. Please reference page 51.” Title III-funded agencies must have a resume or employment applicationforallpaidstaffonfile.”
23. / 7/13/15 / Is it mandatory that all sub-contractors also submit a bid to the lead agencies in order to provide services under Older Americans Act? / Each entity that is selected to provide services through this RFP process will contract directly with the Area Agency on Aging. However, your organization may choose to be a vendor for an Older Americans Act contractor in which case you must apply to that contractor following the contractor’s process.
24. / 7/13/15 / Page 16/Page 17 Grouping of Services
Page 18/D. 3.
Question: Within Group Two Services are we mandated to provide Title IIID?
Question: Do we have to bid on all Title Funding with-in group 2 or can we chose the service funding we select to provide? / Bidders are not mandated to provide Title IIID services.
Bidders do not have to bid on all Title Funding within group 2. A bidder can choose the service funding amount. The service funding amount should be reflected in the supporting budget schedule.
25. / 7/13/15 / Page 43/B. Service Delivery
Question: If we do not intend to provide these services under OAA, must they be answered? Example we provide CCE Legal Assistance, but not provided under IIIES.
Question: Do we have to answer if we are not providing or just skip the question. Is a response required for all services regardless of the intent to bid on them? / Bidders only need to provide specific detail for those services “whichareincludedinSectionIII.A-Descriptionof ServiceDeliveryoftheServiceProviderApplication.”
If an applicant is not bidding on services listed on page 43, they do not need to provide the detail requested under Service Delivery on page 43.
26. / 7/13/15 / Standard Agreement 2.1.6 monitoring the performance of subcontracts and vendors
Question: Please clarify if fiscal and administrative monitoring is required for vendors (such as Home Health Care Agency that provides in-home services) by the OAA Provider or is that only for subcontractors? / The wording in section 2.1.6 of the Standard Agreement does require fiscal and administrative monitoring of vendors. “2.1.6 Monitoring the Performance of Subcontractor and VendorsThe Provider shall monitor at least once per year each of its subcontractors, subrecipients, vendors, and/or consultants paid from funds provided under this Agreement. The Provider will perform fiscal, administrative and programmatic monitoring to ensure contractual compliance, fiscal accountability, programmatic performance and compliance with applicable state and federal laws and regulations. “
The AAAPB/TC reserves the right to modify the terms of the Master Agreement and Sample OAA Standard Agreement provided as attachment to this RFP to conform with performance measurement requirements that may be implemented by DOEA and to make such Master Agreement and Sample OAA Standard Agreement consistent with the contract to be entered into by the AAAPB/TC and DOEA pursuant to which the AAAPB/TC will administer funding awarded pursuant to this RFP. “
27. / 7/13/15 / Form 1 of the Request for Proposal (RFP) is titled “Table of Contents for Service Provider Application” although the subjects of the Table include topics that correspond with the Separate Package. Should Form 1 actually be titled “Table of Contents for Separate Package“? / Yes. An addendum is posted.
28. / 7/13/15 / Section E and Section B of the RFP show conflicting information in regards to the OAIII-B funding. Section E includes the OAIII-B funding under Group I and Section B includes the OAIII-B funding under Group II. Can you confirm which Group the OAIII-B funding should fall under? / An addendum is posted. Title IIIB is in Group II and in Group III for Legal Services only.
29. / 7/13/15 / Section J of the RFP explains that the Transportation service is exempt from this RFP. Does the OAIII-B funding amount referenced in the table of Section E include the funding amount for the Transportation service? / No. Funding for transportation has been excluded.
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