City and County of San Francisco
Request for Proposals #535
Nutrition Services
for
Seniors and Younger Adults with Disabilities
Services include:
CONGREGATE MEALS
HOME-DELIVERED MEALS
and
NUTRITION COMPLIANCE-QUALITY ASSURANCE
Date issued: December 7, 2012
Pre-proposal conference: December 18, 2012 @ 10:00 a.m.
Proposals due: January 25, 2013 @ 3:00 p.m
RFP 535 – Nutrition Services for Seniors and Younger Adults with Disabilities
Table of Contents
Page
I. Introduction and Schedule 2
II. Scope of Services 9
III. Submission Requirements 12
IV. Evaluation and Selection Criteria 16
V. Pre-Proposal Conference and Contract Award 18
VI. Terms and Conditions for Receipt of Proposals 18
VII. City Contract Requirements 23
VIII. Protest Procedures 24
Appendices:
A. Standard Forms: Listing and Internet addresses of Forms related to……… 26
Taxpayer Identification Number and Certification, to Business Tax
Declaration, and to Chapters 12B and 12C, and 14B of the
S.F. Administrative Code
HRC LBE Certification
B. Executive Summary and Cover Letter……………………………………… 28
C. RFP Completion Checklist………………………………………………… 29
D. Page Number Form………………………………………………………… 30
E. Budget Instructions………………………………………………………… 31
F. Supplemental Forms………………………………………………………... 32
G. Program Requirements…………………………………………………… 33
H. Summary of Nutritional Needs Assessment Findings – October 2012…… 34
I. Introduction and Schedule
A. Background and Announcement
The City and County of San Francisco Human Services Agency (HSA), Department of Aging and Adult Services (DAAS) plans and administers a variety of federal, state and local programs to assist older and functionally impaired adults and their families to maximize self-sufficiency, safety, health, and independence so that they can remain living in the community for as long as possible and maintain the highest quality of life.
The Agency is seeking non-profit agencies, other organizations and individuals to provide Nutrition Services to seniors and younger adults with disabilities. Interested respondents may submit applications for any of the service areas. Multiple awards are likely to be made through this procurement process. The services offered under this RFP include:
· Congregate Meals for Seniors & Younger Adults with Disabilities (YAD)
· Home-Delivered Meals (HDM) for Seniors & Younger Adults with Disabilities (YAD)
· Nutrition Compliance-Quality Assurance Services for the Elderly Nutrition Program (ENP)
The Congregate Meal program provides meals to eligible individuals at certified congregate sites.
The Home-Delivered Meal (HDM) program delivers meals to the homes of eligible individuals.
Nutrition Compliance-Quality Assurance Services are services provided by qualified individuals to ensure that the congregate and/or HDM program complies with all the nutrition program requirements for ENP (Elderly Nutrition Program).
Please note: Respondents will be required to submit separate proposals for each service offered through this RFP that they intend to provide.
B. Target Population
Services must target seniors aged 60 years and above or adults with disabilities who are members of one or more of the following target groups that have been identified as demonstrating the greatest economic and social need. In particular:
· Low-income
· Non or limited-English speaking
· Minority
· Frail
· Lesbian/Gay/Bisexual/Transgender
A October 2012 Summary of Nutritional Needs Assessment Findings related to seniors and younger adults with disabilities (Appendix H) is provided to assist interested vendors in better understanding the needs of the target populations.
C. Tentative Schedule
The anticipated schedule for selecting qualified vendors is:
Proposal Phase Date
RFP is issued by the City December 7, 2012
Pre-proposal conference December 18, 2012, 10:00am.
1650 Mission St, 5th Floor, SF
Golden Gate Conference Room
Deadline for submission of questions January 4, 2013, 3:00pm
or requests for clarification
Proposals due January 25, 2013, 3:00pm
Proposal Reviews Completed February 15, 2013
Notices of Tentative Award Issued February 22, 2013
Negotiations with Selected Vendors Week of February 25 – March8, 2013
Grant Approval by Aging &
Adult Services Commission April 3, 2013
Grant Period Begins July 1, 2013
Schedule is subject to change as necessary
D. Definitions
General
CA-GetCare / A web-based application that provides specific functionalities for contracted agencies to use to perform consumer intake/assessment/enrollment, record service objectives, run reports, etc.CARBON / Contract Administration, Reporting and Billing Online system administered by the City.
CRFC / California Retail Food Code, a uniform statewide health and sanitation standard for food facilities, found in Section 113700 et seq., California Health and Safety Code.
City / City and County of San Francisco, a municipal corporation.
Controller / Controller of the City and County of San Francisco or designated agent.
Coordination / Activities that involve the active participation of the agency staff to include liaison with both OOA and non-OOA funded agencies and organizations for the purpose of avoiding duplication, improving services, resolving problems related to service delivery, and addressing the service needs of the eligible service population.
DAAS / Department of Aging and Adult Services
Disability / A condition attributable to mental or physical impairment, or a combination of mental and physical impairments including hearing and visual impairments, that results in substantial functional limitations in one (1) or more of the following areas of major life activity: self-care, receptive and expressive language, learning, mobility, self-direction, capacity for independent living, economic self-sufficiency, cognitive functioning, and emotional adjustment.
Frail / An older individual is determined to be functionally impaired because the individual either: (a) Is unable to perform at least two activities of daily living, including bathing, toileting, dressing, feeding, breathing, transferring and mobility and associated tasks, without substantial human assistance, including verbal reminding, physical cueing or supervision. (b) Due to a cognitive or other mental impairment, requires substantial supervision because the older individual behaves in a manner that poses a serious health or safety hazard to the individual or to others.
HSA / Human Services Agency, also SFHSA
Low Income / Having income at or below 300% of the federal poverty line defined by the federal Bureau of the Census and published annually by the U.S. Department of Health and Human Services.
OCM / Office of Contract Management, San Francisco Human Services Agency.
OOA / Office on the Aging
Program Development / Activities that either establish a new service or expand or integrate existing services.
California Department of Aging Definitions
ADL / Activities of Daily Living: the basic tasks of everyday life including eating, bathing, dressing, toileting, and transferring (i.e., getting in and out of a bed or chair).IADL / Instrumental Activities of Daily Living: Activities related to independent living and include preparing meals, managing money, shopping for groceries or personal items, performing light or heavy housework, and using a telephone.
Program Requirements / Title III program requirements found in the Older Americans Act (OAA 42 USC Section 3001-3058), Code of Federal Regulations (45 CFR XIII, 1321); Title 22, California Code of Regulations (CCR), Section 7000 et seq.; California Retail Food Code; California Department of Aging Program Memoranda.
Program Income / Revenue generated by the Contractor or subcontractor from contract-supported activities. Program income is:
a) Voluntary contributions received from a participant or responsible party as a result of services.
b) Income from usage or rental fees of real or personal property acquired with grant funds or funds provided under this Agreement.
c) Royalties received on patents and copyrights from contract-supported activities.
d) Proceeds from sale of items fabricated under a contract agreement.
Program income is to be used to increase the service level or facilitate access to service.
Eligible Service Population / Eligible service population for Title IIIC programs means individuals 60 years of age or older, with emphasis on those in economic and social need with particular attention to low income minority individuals and older individuals residing in rural areas. [OAA, Section 305 (a)(2)(E)][Title 22, CCR, Sections 7125, 7127, 7130, and 7135].
ENP Menu Requirements / Meals shall comply with the current Dietary Guidelines for Americans, published by the U.S. Department of Health and Human Services and the U.S. Department of Agriculture; and shall provide to each participating older individual: (a) A minimum of one-third of the Dietary Reference Intakes (DRIs) as established by the Food and Nutrition Board, Institute of Medicine, National Academy of Sciences, if the project provides one meal per day; (b) At least two-thirds of the DRIs for the provision of 2 meals per day; (c) At least 100% of the DRIs if the project provides 3 meals per day; and (d) Fractions of meals or snacks may not be counted even when such snacks cumulatively equal one-third of the DRIs.
HACCP / Hazard Analysis of Critical Control Points. A prevention-based food safety system focusing on time and temperature control at different crucial food service system points.
Menu Analysis / A detailed nutritional analysis approved by a registered dietitian: (a) When utilizing computerized menu analysis, meals shall be analyzed on a weekly basis for a minimum of 2 weeks of the 5-week cycle menu. (b) Each average meal (a weekly average) shall meet no less than one-third of the DRI for males 51+ for all calculated nutrients. (c) At a minimum, values must be determined for calories, protein, fat (total, saturated and trans fat), fiber, calcium, magnesium, sodium, potassium, vitamin A, C, D and B12. Nutrients that do not meet the requirements should be the focus of future menu revisions and/or nutrition education.
Nutrition Risk Screening / Each senior receiving congregate-ENP nutrition service is required to be screened annually for his or her nutritional status using the nutrition risk screening tool on CaGetCare. The screening may be done on a one-on-one basis or in a group setting.
Dietitians, nutritionists, physicians and nurses could administer the screening on a one-on-one basis. Social workers, congregate site managers/coordinators are to be trained by dietitians or qualified nutritionists to administer the screening tool.
R.D. / Registered Dietitian. An individual who is registered by the Commission on Dietetic Registration and qualified as specified in Sections 2585 and 2586, California Business and Professions Code.
Title 22 Regulations / Refers to Barclay’s official California Cod of Regulations. Title 22 Social Security, Division 1.8. California Department of Aging. Chapter 4 (1) Title III Programs – program and service provider requirements. Article 5. Title III C- Elderly Nutrition Program.
web link: http://www.aging.ca.gov/ProgramsProviders/AAA/Nutrition/Code_of_Regulations/
Congregate Meal Definitions
Congregate Nutrition: (Title III C1) / Nutrition services for older individuals in a congregate setting. Services include meals, nutrition and health promotion education, nutrition risk screening, and opportunities for socialization.Nutrition Education / The service provider dietitian, or consulting dietitian shall approve the nutrition education plans, activities, and materials. The nutrition education for congregate sites is defined as demonstrations, audiovisual presentations, lectures, or small group discussions. Nutrition education services shall be provided by a dietitian or by personnel trained or approved by the dietitian. Dietetic students, interns, or technicians may provide nutrition education under the close supervision of a qualified dietitian. Coordination with community resource is encouraged. Nutrition education services shall be based on the needs of the participants as determined by annual needs assessment and evaluation of service impact. The nutrition education activities shall be provided at least four times a year and documented. One unit is defined as one nutrition education presentation provided to one participant.
Home-Delivered Meal (HDM) Definitions
HDM: Title III C2 / Nutrition services provided to homebound individuals age 60+ including meals, nutrition and health promotion education, and nutrition risk screening. Each Meal shall provide one-third (1/3) of the Dietary Reference Intakes (DRI) and comply with the current Dietary Guidelines for Americans.HDM Comprehensive Assessment / The assessment covers physiological, socioeconomic, and psychological factors including acute or chronic disease, syndromes or conditions, limited functional ability and family/support system, which contribute to an individual’s need for meals and other related services.
HDM Intake / An initial determination of HDM eligibility, which may be accomplished by telephone or in person using an intake form approved by the OOA.
Nutrition Counseling / To provide individual dietary evaluation counseling which relates to therapeutic nutritional needs as prescribed by the physicians or as deemed necessary by a Registered Dietitian. This service must be performed by a Registered Dietitian (R.D.) who is covered by professional liability insurance.
Nutrition Education / To provide regularly scheduled activity which conforms to the requirements of the Office on the Aging’s Nutrition Education policy, and which are planned, approved and coordinated by a qualified dietitian/nutritionist. Nutrition education for HDM may be shared with individuals in written form or in person.
E. Grant Term and Estimated Annual Amount
The term for grants funded through this RFP will begin on July 1, 2013, and end on June 30, 2016. HSA/DAAS reserves the right to renew Grants with organizations selected through this solicitation for one (1) additional year based upon the availability of funding and the performance of the selected Grantees. The table below provides information on the estimated annual amount of funds available for each service category.
Service Category / Estimated Annual AmountCongregate Meals-ENP / 3,947,626
Congregate Meals-YAD / $104,872
Home-Delivered Meals-ENP / $3,452,095
Home-Delivered Meals-YAD / $522,890
Nutrition Compliance-Quality Assurance Services-ENP Congregate / $79,872
Nutrition Compliance-Quality Assurance Services-ENP HDM / $696,001
Grantees for the Congregate and Home-Delivered Meal Programs will be reimbursed based on unit cost reimbursement model: Reimbursement will be based on a negotiated unit cost per eligible meal served or delivered.
FY 2013-16 Nutrition RFP Rate Structure
Important factors to be considered in evaluating meal service proposals will be cost effectiveness, leveraging other financial resources, and vendor efficiencies in program operation to deliver services at competitive and reasonable rates to meet program requirements. Cost factors to be considered in the meal rate include, at minimum, the following:
· Type of meal served or delivered: Hot, chilled, or frozen meal; breakfast, lunch or dinner; ethnic or special meal, e.g., American-Western, Chinese, Japanese, Latino, Kosher, Russian, modified diet, etc.