AAAPB/TC OAA RFP
TITLE2016 OLDER AMERICANS ACT
REQUEST FOR PROPOSAL
FOR
INDIAN RIVER, MARTIN,
PALM BEACH, OKEECHOBEE,
AND ST. LUCIE COUNTIES
REQUESTOR
AREA AGENCY ON AGING
OF PALM BEACH/TREASURE COAST, INC.
DEADLINE
AUGUST 24, 2015
3:00 PM
NOTE: APPLICANTS THAT INTEND TO SUBMIT A PROPOSAL IN MORE THANONE DESIGNATED SERVICE AREA OR FOR MORE THAN ONE GROUPING OF SERVICES MUST DOSO IN SEPARATE APPLICATIONS. EACH OF THE APPLICATIONSMUSTCOMPLYWITHTHESUBMISSIONPROCEDURESOUTLINEDINTHISRFPTEXT.
REQUEST FORPROPOSAL TABLE OFCONTENTS
Table ofContents...... 2
List ofAcronyms...... 5
SECTION I.STATEMENTOF NEED...... 6
SECTION II.STATEMENTOFP U RP OSE…………………………………………………………………………………………9
SECTIONIII.STATEMENT OF WORK...... 15
A.Introduction...... 15
B.Services To BeProvided...... 15
C.GuidingPrinciples...... 18
D.Specific ServiceRequirements...... 18
E.Estimated Funding by Designated ServiceArea...... 23
F.ComputerRequirements...... 24
G.Reporting and Request forPayments...... 25
H.Services, Goals, Objectives and Performance Measures...... 26
I.SpecialRequirementsforNewServiceProviders...... 27
J.Services Exempt from this RFP...... 27
SECTIONIV.GENERAL INFORMATION...... 28
A.ContactPerson...... 28
B.Questions Regarding theRFP...... 28
C.Restrictions onCommunications...... 28
D.Proposal Deadlines and RFP Timeline...... 29
E.Funding...... 31
F.Type of Contract: UnitPrice...... 32
G.AllowableCosts...... 32
H.Method of Cost Presentation...... ,...... 33
I.MethodofPayment...... 34
J.Proprietary and ConfidentialInformation...... 35
K.Acceptance ofProposals...... 36
L.Withdrawal ofProposal...... 37
1
AAAPB/TC OAA RFP
M.Notice of ContractAward...... 37
N.EmergencyContracts...... 37
0.Non-Expendable Property...... 37
P.Appeal Procedures...... 38
SECTIONV.CONTRACT TERMS ANDCONDITIONS...... 40
SECTION VI. INSTRUCTIONS FOR DEVELOPINGPROPOSALS...... 41
SECTION VII. AAAPB/TC SPECIAL INSTRUCTIONS FOR THESEPARATEPACKAGE 43
A.ServiceHistory...... 43
B.ServiceDelivery...... 43
C.ProgramNarrative...... 45
1.Profile of ServiceArea(s)...... 45
2.Needs of theCommunity...... 45
3.Advocacy on Behalf of theElderly...... 45
4.Coordination with Other ServiceAgencies...... 46
5.Information andReferral...... 46
6.Outreach...... 46
7.ConsumerConfidentiality...... 47
8.ProgramIncome...... 47
9.Maximum Utilization of Non-Title III-E Resources...... 47
10.Utilization ofVolunteers...... 48
D.Information Collection andAnalysis...... 48
E.Grievance Procedures for Consumer Complaints...... 48
F.Disaster/Emergency...... 49
G.UnusualIncidents...... 49
H.Special LicensureAssurance...... 49
I.Automated Client Rep01ting Requirement and Internal Reconciliation Process ..50J. Abuse, Neglect and ExploitationReporting 50
K.Personnel...... 51
1.OrganizationalCharts...... 51
2.JobDescriptions...... 51
3.PersonnelPolicies...... 51
4.Staff Development andTraining...... 52
5.Equal Employment Opportunity and Diversity Policies...... 53
L.Corporate Annual Report Fee Status...... 53
M.Employee/BoardRosters...... 53
N.SubcontractAgencies...... 53
0.ProgramstoEnsureAccessforLimitedEnglishProficiencyConsumers...... 53
P.Quality ImprovementPlan...... 54
Q.Quality AssurancePlan...... 55
R.Exhibits...... 56
SECTION VIII PROPOSAL EVALUATION...... 57
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AAAPB/TC OAA RFP
ATTACHMENTS
I.Master Agreement and StandardAgreement
II.Notice of lntent to Submit aProposal
III.Service Provider Application andSpreadsheets
IV.Template for Provider Quality Improvement Plan2016
V.AAAPB/TC Quality ImprovementPlan
FormI
FormII
1
AAAPB/TC OAA RFP
AAAPB/TC
ADLAPS CCECIRTSDCFDOEAFAC
FS
HCE
MISNFCSPOAA
oco
PSARFPSHINESPASSIUSC
ACRONYMS
Area Agency on Aging of Palm Beach/Treasure Coast,Inc.
Activity of DailyLivingAdult ProtectiveServices
Community Care for theElderly
Client Information Registration and TrackingSystemDepartment of Children andFamilies
Department of ElderAffairsFlorida AdministrativeCode FloridaStatute
Home Care for theElderly Management InformationSystems
National Family Caregiver SupportProgramOlder AmericansAct
Operating CapitalOutlayPlanningServiceAreaRequest ForProposal
Serving Health Insurance Needs of theElderly Service ProviderApplication
Supplemental SecurityIncome United StatesCode
1
AAAPB/TC OAA RFP
S E C T I O NI
STATEMENT OFNEED
The federal Older Americans Act of 1965 (OAA), as amended, has as its key purpose the creation of comprehensive service infrastructures that respond effectively to the needs of the 60+ population.
ThemajorgoalsoftheOAAprogramaretoimprovethequalityoflifeforolderindividuals,preservetheir independence and prevent or delay more costly institutional care. These goals are achieved throughthe implementation of a comprehensive and coordinated service system that provides a continuum ofservice alternatives that meet the diverse needs of elders and theircaregivers.
TheOAAProgramisafederalprograminitiativethatprovidesassistancetoolderpersonsandcaregiversandisthe only federal supportive services program directed solely toward improving the lives of older people. Theprogram providesaframeworkforapartnershipamongthedifferentlevelsofgovernmentandthepublicandprivatesectors withacommonobjective,improvingthequalityoflifeforallolderindividualsbyhelpingthemtoremain independent and productive. The primary purpose of the OAA program is to foster the developmentand implementationofcomprehensiveandcoordinatedsystemstoserveolderindividuals.TheOAAprogramuses thesesystemstoassistolderindividualstoattainandmaintainmaximumindependenceanddignityinahome environment and allows for the capability of self-care with appropriate supportiveservices.
OAA funds are appropriated annually by Congress and subsequently awarded to the individual States. The State agency on aging designates planning and service areas (PSAs) in the State and makes a subcontract or contract under an approved area plan to one area agency on aging in each PSA for the purpose of building comprehensive systems for older people throughout the State. Area agencies on aging in turn make subgrants or subcontracts to service providers to perform certain specified functions.
The Area Agency on Aging of Palm Beach/Treasure Coast, Inc. (AAAPB/TC) has been designated by the State of Florida Department of Elder Affairs ("DOEA" or the "Department") as the area agency on aging for Planning and Service Area 9 (PSA 9) which encompasses all of Indian River, Martin, Palm Beach, St. Lucie and Okeechobee counties. DOEA contracts with the AAAPB/TC for the purpose of building a comprehensive system of care for older adults in PSA 9.
In 2012 the Department of Elder Affairs expanded the designation of the AAAPB/TC to an Aging and Disability Resource Center. This designation reflects the expansion of information and referral services to adults with disabilities. In coordination with this designation the Board of Directors revised the Center’s mission statement to:
Our MISSION
is to promote, support and advocate for the independence, dignity
and wellbeing of seniors, adults with disabilities, and those who care for them
in a manner that values diversity, reflects the communities we serve and
embraces the collaboration of the aging network.
A map depicting PSA 9 in relation to the state of Florida is pictured below:
Profiles for each of the counties in our Planning and Service Area are at
S E C T I O N II
STATEMENT OFPURPOSE
The purpose of this RFP is to solicit applications from qualified public or private agencies and organizations interested in providing services to the 60+ population of Palm Beach, Martin, St. Lucie, Indian River and Okeechobee counties through funds from the OAA program. All OAA services must be client centered and delivered with the goal of providing elder consumers the support and assistance needed so that they may remain in the community, leading independent lives in the least restrictive environment. Small businesses, minority owned businesses and women owned businesses are encouraged to respond to the RFP.
Any proposed contract between the AAAPB/TC and a profit making agency or organization to provide services being procured through this RFP must receive approval from DOEA prior to execution of the contract and may not receive any advanced funding for contractual services. Further, neither a regional nor local agency of the State is eligible to perform as a service provider for the AAAPB/TC.
All awards are subject to the availability of funds and area plan approval by DOEA. Projections of available resources are used to allocate financial awards. If the actual amount of funding made available to the AAAPB/TC is less than originally projected, a reconsideration of awards will be made with the likelihood of reductions or cancellations of awards being made in the AAAPB/TC's sole discretion. The AAAPB/TC reserves the right to amend any contracts arising out of this RFP at any time during their terms, including any renewal periods, to make such contracts consistent with the approved area plan as well as with any changes to state or federal law.
Any contract to be awarded through this RFP will be a three-year agreement for the period January 1, 2016 – December 31, 2018 with funding allocated on an annual basis and renewed on an annual basis. The contract may be renewed for three additional years, not to exceed five (5) consecutive years beyond the initial contract period. Renewals shall be upon mutual agreement of the parties, contingent upon the availability of funds and satisfactory performance evaluations as determined by the AAAPB/TC. Any renewal shall be in writing and shall be subject to the same terms and conditions as set forth in any contract awarded to a service provider pursuant to this RFP.
To maximize the use of funds and increase the availability of services, the AAAPB/TC reserves the right to amend funding awards, in accordance with its own surplus/deficit policies, when awarded agencies are experiencing an actual or projected surplus in funding in any particular contract year.
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 StandardAgreement 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.
Notwithstanding the foregoing or anything to the contrary in any contract between a service provider and the AAAPB/TC, the terms of any contract awarded by the AAAPB/TC pursuant to this RFP shall end immediately upon expiration or termination of the AAAPB/TC’s contract with the DOEA or any successor State area agency on aging for services under the Older Americans Act Program, or to the extent the AAAPB/TC no longer receives funding under the Older Americans Act.
The following are the principles guiding this RFP:
(1)The RFP ensures that quality services are provided by requiring that providers and the services they deliver meet the criteria and guidelines contained in the current Florida Department of Elder Affairs' Programs and Services Handbook. Only applicants meeting these standards of quality and service delivery will be given consideration for contract awards.
(2)The services to be procured through this RFP are based on a comprehensive needs assessment, in conjunction with consideration of external funding stream limitations of purpose, scope and dollar amount.
(3)The RFP and concomitant allocation of funding is primarily driven by considerations of consumer needs for services.
(4)The RFP is intended to help the maximum number of consumers served with the most appropriate services by giving preference to bidders that meet the required standards of service that are able to offer the best quality services at the lowest possible cost.
(5)The RFP assures the viability of a competitive and dependable service delivery system.
Eligibility for OAA Services is outlined below.
Title III-B SupportiveServices - Recipientsmustbe60yearsofageorolder
General Nutrition Services Eligibility Requirements
General factors that should be considered in establishing priority for Nutrition Services, both C-1 and C-2,include those older persons who meet thefollowing:
(1)Cannot afford to eatadequately;
(2)Lack the skills or knowledge to select and prepare nourishing and well-balancedmeals;
(3)Have limited mobility which may impair their capacity to shop and cook for themselves;or
(4)Haveadisablingillnessorphysicalconditionrequiringnutritionalsupportorhavebeenscreenedatahigh nutritionalrisk.
Title IIIC-1 – Congregate Nutrition Services - Inadditiontomeetingthegeneralnutritionserviceseligibilityrequirementslisted above,individualsmustbemobile,nothomeboundandphysically,mentallyandmedicallyabletoattenda congregate nutrition program. Individuals eligible to receive congregate meals include thefollowing:
(1)Individuals age 60 or older;and
(2)Any spouse (regardless of age) who attends the dining center with his/her eligiblespouse;
(3)Personswithadisability,regardlessofage,whoresideinahousingfacilityoccupiedprimarilybyolder individuals where congregate nutrition services areprovided;
(4)Disabled persons who reside at home with and accompany an eligible person to the dining center;and
(5)Volunteers, regardless of age, who provide essential services on a regular basis during mealhours.
Title IIIC-2 – Home Delivered Nutrition Services - In addition to meeting the general nutrition services eligibility requirements listed above,individualsmustbehomeboundandphysically,mentallyormedicallyunabletoattenda congregate nutrition program. Individuals eligible to receive home delivered meals include thefollowing:
(1)Individuals age 60 or older who are homebound by reason of illness, disability orisolation;
(2)Thespouseofahomeboundeligibleindividual,regardlessofage,iftheprovisionofthecollateralmealsupports maintaining the person athome;
(3)Individuals with disabilities, regardless of age, who reside at home with eligible individuals and aredependent on them for care;and
(4)Personsatnutritionalriskwhohavephysical,emotionalorbehavioralconditions,whichwouldmaketheir presence at the congregate site inappropriate; and persons at nutritional risk who are socially orotherwise isolated and unable to attend a congregate nutritionsite.
Title III-D - Disease Prevention and Health Promotion Services -Servicerecipientsmustbe60yearsofageorolder.Servicesaretargetedtopersons residing in medically underserved areas.
.
Title III-E - Caregiver Support Services – Service recipients must be
(1)Family caregivers of individuals age 60 orolder; or
(2)Grandparents (age 55 or older) or older individuals (age 55 or older) who are relativecaregivers;
(3)PrioritywillbegiventofamilycaregiverswhoprovidecareforindividualswithAlzheimer’sdiseaseandrelated disorderswithneurologicalandorganicbraindysfunctionandforgrandparentsorolderindividualswhoare relative caregivers who provide care for children with severe disabilities;and
(4)For respite and supplemental services, a family caregiver must be providing care for an older individualwho meets the definition of the term “frail” in OAA, Section 102 Paragraph22.
The Older Americans Act mandates that preference shallbegiventothosewiththegreatesteconomicandsocialneed,withparticularattentiontolow- incomeolderindividuals,includingthosethatarelow-incomeminorities,havelimitedEnglishproficiency,and older individuals residing in ruralareas.
ResponsestothisRFPmustaddressthesemultipletypesofculturallydiverseconsumersand their caregivers in the delivery of service while fully recognizing thatgovernmentfunds cannot meet all of the demands for service. Service delivery must addressethnicand cultural needs as well as the ability to serve disabled, illiterate, andnon-Englishspeaking populations. The AAAPB/TC's Board of Directors has adopted a seriesofstandards that guides our service delivery system to ensure priority service needsareaddressed, targeted populations served, and resources maximized to the fullestextentpossible. Those standards are asfollows:
1.Servicesmustbedirectedtowards maximizingtheconsumers' independenceforas long aspossible.
2.Services to be provided must fit within the context of a coordinatedservicesystem, which embodies a continuum of care. Funds will be directed to provideabasic array of access and in-home services to ensure a minimum continuumofservices in eachcounty.
3.Service systems should include incentives for the provision ofcost-effective,coordinated,highqualitycareanddisincentivesfortheprovisionofinappropriatecare in the application of services andadministration.
4.Servicesmustbeaccessibleandacceptabletoallconsumergroupsregardlessofrace, religion, gender, sexual orientation, or ethnic background and efforts must be made to improvethelevels of service to low-incomeminorities.
5.Servicestotheelderly shouldnotbeisolatedfromthemainstreamofnormallife, and, when possible, should be integrated across generationallines.
6.Services will neither replace natural support systems, nor will funds beprovided to supplant existing resources. Services will, however, be provided toencourageandenhancetheworkofnaturalsupportsystems withspecialemphasisoncaregivers andfamilies.
7.Whenever possible, the skills, experience, and energies of older persons willbeutilizedtoexpandservicestoseniors(i.e.,volunteers,senioremploymentprograms, advisorycouncils).
8.In order to achieve maximum benefit of scarce resources,integration, collaboration and non-duplication of services will bepursued.
9.Scarce financial resources and services will be directed to older individualswiththegreatesteconomicorsocial needswithparticularattentiontolow-incomeminorityindividuals.
10.Outreach efforts will be made to targeted consumer groups to inform them oftheavailabilityofservices.Specialassistancewillbegiventoolderindividualsofgreatesteconomicorsocial needs,lowincomeminorities,ruralelderly,nonEnglish speaking elderly, medically under-served areas and older individualswithseveredisabilities.
11.Program income is seen as an important means for maintaining andexpanding services.
12.The development of private/public sector partnerships is seen as animportant means of expanding the capacity to meet the needs of olderpersons.
13."Indirect services" such as self-help, advocacy and private/publiccollaboration areseenasimportantelementsoftheservicesystemandshouldbeincludedin theactivities of the agingnetwork.
14.In the development of the service system, attention will be given to specialneedsconsumergroupssuchastheseverelydisabled,personswithdevelopmentaldisabilities, and persons with visual or hearingimpairments.
15.In order to ensure that services are addressed to these specific populations, the AAAPB/TChasthe following targeting goals as part of the 2013-2015 Area Plan.
2013 - 2015 Targeting Plan(embedded Excel worksheet)
Characteristic / 2012
PSA 60+ Population Count(1) / % / Goal:
# of Service* Recipients in PSA(2) to serve in2013 / % / Goal:
# of Service* Recipients in PSA(2) to serve in2014 / % / Goal:
# of Service* Recipients in PSA(2) to serve in2015 / %
All 60+ / 550,815 / 100% / 8,784 / 100% / 8,784 / 100% / 8,784 / 100%
Below Poverty Level / 42,993 / 8% / 3,250 / 37% / 3,426 / 39% / 3,500 / 40%
Living Alone / 139,077 / 25% / 3,953 / 45% / 4,128 / 47% / 4,300 / 49%
Minority / 82,366 / 15% / 3,074 / 35% / 3,250 / 37% / 3,350 / 38%
Low-Income Minority (below 125% of poverty level) / 20,882 / 4% / 1,757 / 20% / 1,932 / 22% / 2,000 / 23%
Rural areas / 16356 / 3% / 928 / 11% / 1060 / 12% / 1159 / 13%
Low-Income Minority Older Individuals with Limited English Proficiency / 6,570 / 1% / 1,800 / 20% / 1,850 / 21% / 1,900 / 22%
S E C T I O NIII
STATEMENT OFWORK
A.Introduction
Serviceswillbebidbydesignatedserviceareas. All awards will be based upon servingthebest interests of seniors and caregivers in the PSA and ensuring consumer choice.
Definitionsandstandardsofservicesaregiveninthecurrent DOEAProgramsandServicesManual.Alinkforviewingand/ordownloadingthismanualisavailableattheAAAPB/TCwebsite,
B. Services To BeProvided
Allowable services to be provided are listed in the following table. The service definition,unitdefinition, training requirements, delivery standards and special conditions for allowable services are listed in Appendix A of the current DOEA Programs and Services Manual.All potentialprovidersshouldreferencethecurrent DOEAProgramsandServicesManualtounderstandthedetailedservicedescriptionsandensurethattheywillbeabletoconformtothe delivery standards and specialconditions.
GROUPING OF SERVICES
GROUP ONE SERVICES/PSA-WIDETITLE III-B
Emergency Alert Response
GROUP TWO SERVICES/DESIGNATED SERVICE AREAS
TITLE III-B
Adult Day Care
Adult Day Health Care
Chore
Chore (Enhanced)
Companionship*
Counseling (Gerontological)
Counseling (Mental Health/Screening)
Escort
Home Health Aide Service
Homemaker*
Housing Improvement
Interpreter/Translating Material Aide
Outreach Personal Care* Respite In-Home* Respite (Facility-Based) Screening/Assessment
Telephone Reassurance / TITLE III-E NATIONAL CAREGIVER
SUPPORT PROGRAM
Adult Day Care
Adult Day Health Care
Caregiver Training/Support Counseling (Gerontological) Counseling (Mental Health/Screening) Education/Training
Financial Risk Reduction (Assessment)
Financial Risk Reduction (Maintenance) Respite In-Home
Respite (Facility-Based) Screening/Assessment
TITLE III-C-I
Congregate Meals**
Nutrition Counseling
Nutrition Education**
Outreach**
Congregate Meals (Screening)** / TITLE III-ES CAREGIVER SUPPLEMENTAL SERVICES Chore
Chore (Enhanced) Housing Improvement Legal Assistance Material Aid
Screening/Assessment Specialized Medical Equipment, Services and Supplies
TITLE III-C-2
Home Delivered Meals**
Nutrition Counseling**
Nutrition Education**
Outreach**
Screening/Assessment** / TITLE III-D
A Matter of Balance (MOB)
Un Asunto de Equilibrio
Tai Ji Quan, Moving for Better Balance***
Chronic Disease Self Management
Tomando Control de su Salud
Diabetes Self-Management Program (Stanford or US Department of Health)
EnhanceWellness
GROUP THREE SERVICES/DESIGNATED SERVICE AREAS
TITLE III-B
Legal Assistance
GROUP FOUR SERVICES/DESIGNATED SERVICE AREAS
TITLE III-EG
Legal Assistance
GROUP FIVE SERVICES/DESIGNATED SERVICE AREAS
TITLE III-EG
Caregiver Training/Support
Child Day Care
Counseling (Gerontological)
Counseling (Mental Health Screening)
Education/Training
Outreach
Screening/Assessment
Sitter
Transportation
* If proposed, these services must be pooled into an In-Home Services combined unit rate
**If bidding on Title III-C, these services must be provided
- ***The Service Descriptions and Standards for this service are the same as that for Tai Chi – Moving for Better Balance
- The AAAPB/TC will award contracts for Screening and Assessment service to all funded providers selected to provide services that require screening and/or assessment under this Title. Screening and Assessment that is performed for the purpose of referral and follow-up must be documented in a client record.
C.Guiding Principles
1.Grouping of services is done to ensure the continuity and coordination amongservices with similar client needs and administrative tasks to ensuremaximumflexibility and utilization of federal funds, reduce fragmentation of services,and enhance client access. The AAAPB/TC is committed to developingacomprehensive, coordinated service delivery system that is responsive toclientneeds.