14 15 NonNutrition RFP... · Web viewArea Agencies on Aging (AAAs) are agencies established under...

serving Benton, Cedar, Iowa, Johnson, Jones, Linn and Washington Counties

Non-Nutrition ProgramRequest for Proposals (RFP) for Fiscal Years 2014 – 2015

The Heritage Area Agency on Aging/Kirkwood Community College is seeking applications from any non-profit agency or private organization to provide and/or expand home and community based services (excluding congregate and home delivered meals) to individuals, age 60 and older, in Benton, Cedar, Iowa, Johnson, Jones, Linn and/or Washington counties.

The RFP application and supporting documentation is due no later than 5:00 p.m. on Friday, February 8, 2013.

Table of Contents

Section Topic Page #

I What is The Heritage Area Agency on Aging? 3

II What is the Mission of The Heritage Area Agency on Aging? 3

III The Vision of the Heritage Area Agency on Aging 4

IV The Vision for Heritage Non-Nutrition Programs 4

V Heritage Non-Nutrition Program Taxonomy Definitions 4-6

VI Request for Proposal (RFP) Overview 6-7

VII Letter of Intent 8

VIII RFP Release 8

IX Bidder’s Conference Details 8

X Due Date 8

XI General Instructions and Information 9-11

XII Narrative Instructions 12

XIII Budget Forms and Instructions 12-15


I. What is The Heritage Area Agency on Aging?

Area Agencies on Aging (AAAs) are agencies established under federal law, the Older Americans Act of 1965 (revised), to respond to the needs of Americans age 60 and over in every local community, with the goal of keeping seniors living independently in their own homes.

The Heritage Area Agency on Aging, a department of Kirkwood Community College, was designated by the Iowa Department on Aging to carry out these and other duties of an Area Agency on Aging in Benton, Cedar, Iowa, Johnson, Jones, Linn and Washington counties.

Heritage plans, coordinates and funds a variety of human services programs that serve the 78,798 older adults who reside in the seven county region (2010 US Census).

Heritage serves people age 60 and above as well as their families, communities, and governments. In addition, Heritage serves as an Aging and Disability Resource Center (ADRC) serving adults 18 years of age and older with a disability through advocacy and options counseling.

Our staff is dedicated to educating professionals, employers, volunteers and community residents to meet the challenges that face older adults and their families in our ever-changing and aging world.

II. What is the Mission of The Heritage Area Agency on Aging? The Heritage Area Agency on Aging serves the needs of older adults, caregivers, their families and people with disabilities in the following ways:

Planning: Developing and implementing plans that identify and meet the needs of older adults in our service area.

Funding: Obtaining federal, state, and other (ie; grants, etc.) funding for older-adult programs.

Advocating: Standing strong for older adults’ needs at the national, state and local levels.


III. The Vision of The Heritage Area Agency on Aging is: to secure and maintain maximum independence and dignity in a home

environment for older persons capable of self-care with appropriate supportive services; and,

to remove individual and social barriers to economic and personal independence for older persons.

IV. The Vision for Heritage Non-Nutrition Programs:

The Heritage Area Agency on Aging’s Advisory Council approved the following vision for Heritage Non-Nutrition Programs:

The program(s) will provide quality services provided by trained individuals who are able to support the needs of frail, at-risk seniors.

The program(s) will provide services in a timely manner to meet the needs and empower individuals to remain safe and healthy in the home setting of their choice.

The program(s) will be efficiently operated and administered with partners that work with Heritage in a cooperative spirit.

The program(s) will demonstrate inclusivity and be free of intimidation and discrimination.

V. Heritage Non-Nutrition Program Taxonomy Definitions

Adult Day Care/Adult Day Health (one hour). Provision of personal care for dependent adults in a supervised, protective, congregate setting during some portion of a twenty-four hour day. Services offered in conjunction with adult day care/adult day health typically include social and recreational activities, training, counseling, meals for adult day care and services such as rehabilitation, medications assistance, and home health aide services for adult day health.

Elder Abuse Intervention/Assessment/Intervention (one hour). Uses the casework mode of relating to a consumer (via interview or discussion) to screen and assess the consumer’s and caregiver’s needs; provide information about referral and assistance to meet identified needs, advocacy, counseling, a written plan of care and related case documentation; inter-agency case coordination; ongoing follow-up and reassessment; evaluation of outcomes of services; exit planning; and placement assistance. Administration of a standardized tool and the use of other procedures to identify existing impairments, situations, and problems which are barriers to a resident’s ability to function and to identify strengths and specific needs.


Assisted Transportation (one - one way trip). Provision of assistance, including escort, to a person who has difficulties (physical or cognitive) using regular vehicular transportation.

Case Management (one hour). Also referred to as direct case management services. Assistance either in the form of access to or care coordination in circumstances where the older person and/or their caregivers are experiencing diminished functioning capacities, personal conditions or other conditions or other characteristics which require the provision of services by formal service providers. Activities of case management include assessing needs, developing care plans, authorizing services, arranging services, coordinating the provision of services among providers, follow-up and reassessment, as required.

Chore (one hour). Providing assistance to persons having difficulty with but not limited to one or more of the following instrumental activities of daily living: doing heavy housework, yard work, or sidewalk maintenance and home repair.

Information and Assistance (one consumer contact). A service for older individuals that (a) provides the individual with current information on opportunities and services available to the individual within his community, including information relating to assistive technology; (b) assesses the problems and capacities of the individuals; (c) links the individual to the opportunities and services that are available; (d) to the maximum extent practicable, ensures that the individual receives the services needed by the individual, and are aware of the opportunities available to the individual, by establishing adequate follow-up procedures. Internet web site “hits” are to be counted only if information is requested and supplied. NOTE: Information & Assistance is an individual, one-on-one contact between a service provider and an elderly consumer. An activity that involves a contact with several elderly consumers or potential consumers (group services) should not be counted as a unit of I & A.

Legal Assistance (one hour). Provision of legal advice, counseling and representation by an attorney or other person acting under the supervision of an attorney.

Legal Education (one consumer contact). Providing education on issues of concern to older persons.

Mental Health Outreach (one hour). An outreach program designed to identify, evaluate and provide mental illness treatment, as well as psycho social support, educational activities, and rehabilitative activities to community dwelling elderly who are unable or unwilling because of stigma or physical impairment to participate in services at a Community Health Center.

Nutrition Counseling (one session per consumer). Provision of individualized advice and guidance to individuals, who are at nutritional risk, because of their health or nutritional history, dietary intake, medications use or chronic illnesses, about options


and methods for improving their nutritional status, performed by a health professional in accordance with State law and policy.

Respite Care (one hour). Service which offers temporary, substitute supports or living arrangements for older persons in order to provide a brief period of relief or rest for family members or other caregivers.

Transportation (one - one way trip). Provision of a means of transportation for a person who requires help in going from one location to another, using a vehicle. Does not include any other activity.

Title IIIE Family Caregiver and Grandparent and Other Elderly Caregivers of Children Services

Respite Care (one hour). Services which offer temporary, substitute supports or living arrangements for care recipients in order to provide a brief period of relief or rest for caregivers. Respite Care includes: (a) In-home respite (personal care, homemaker, and other in-home respite); (b) respite provided by attendance of the care recipient at a senior center or other nonresidential program; (c) institutional respite provided by placing the care recipient in an institutional setting such as a nursing home for a short period of time as a respite service to the caregiver; and (for grandparents caring for children) summer camps. If the specific service units purchased via a direct payment (cash or voucher) can be tracked or estimated, report those service unit hours. If not, a unit of service in a direct payment is one payment.

VI. Request for Proposal (RFP) Overview

The Heritage Area Agency on Aging/Kirkwood Community College is seeking applications from any non-profit agency or private organization to provide and/or expand home and community based services (excluding congregate and home delivered meals) to individuals, age 60 and older, in Benton, Cedar, Iowa, Johnson, Jones, Linn and/or Washington counties.

Heritage is issuing a request for proposal (RFP) to obtain service provider(s) for home and community based services in the region. This process is separate from the Nutrition RFP process previously announced and in progress.

Heritage is issuing a request for proposal (RFP) to obtain a service provider(s) that can demonstrate the ability to provide quality services through the utilization of a cost effective and efficiently managed service delivery system. Proposals are being accepted that serve the entire seven county Heritage region or individual communities or counties. Heritage will award two-year contracts. Applications are for the period of July 1, 2013 through June 30, 2015.


The successful provider(s) will operate under a contract contingent upon continued Older Americans Act funding and funding from other sources to Heritage, in addition to the subcontractor’s successful fulfillment of contract requirements.

Services delivered through Heritage funding are required to meet all federal and state obligations of the proposed service, including the Older Americans Act of 1965 (revised), funding source(s) and Heritage contractual terms.

Program goals of the Heritage Non-Nutrition Programs are: To provide access to services that specifically meet the unique needs of at-risk

and frail older adults To provide the greatest number of services possible to older adults in the service

area by maximizing resources allocated To achieve program sustainability and fiscal stability while operating within the

guidelines of the Older Americans Act and those requirements specific to the program and funding source(s)

To build a delivery system that, as required by the Older Americans Act, specifically supports low-income, rural, minority, and at-risk seniors

To avoid the duplication of services or service areas to maximize program efficiency

To ensure fiscal responsibility, program compliance and transparency in the funding of services

In fiscal year 2012, The Heritage Area Agency on Aging funded the following Non-Nutrition services through the RFP process: adult day health services, assisted and standard volunteer transportation, case management, chore, elder abuse intervention, information and assistance, legal services, mental health outreach, nutrition counseling, and respite services.

Organizations that apply for funding and are successful in being selected as a provider through the Non-Nutrition RFP process, will need to have the ability to do the following:

Deliver services as described in the RFP Conduct outreach to seniors and their caregivers to inform eligible individuals

about services and where additional information on community resources can be obtained

Support the program by committing resources to fulfill program match requirements. This match requirement can be met in a variety of ways including other organizational funding sources and/or in-kind services and supports.

Comply with all pertinent and pertaining laws and to work in a cooperative spirit to fulfill the guidelines as set in the Heritage contract, the Older Americans Act, and taxonomy definitions.

VII. Letter of Intent


A Letter of Intent to apply for Heritage funding is requested, but not required, by 5:00 p.m. on Friday, November 30, 2012. The Letter of Intent should be no more than 700 words in length, but should include a general description of the proposed service, area(s) applicant would provide the service and the general method of service delivery planned to be submitted with the Non-Nutrition RFP. The final service delivery proposal submitted in the Non-Nutrition RFP can be adjusted from the letter of intent upon further consideration and obtaining more information if needed.

Send Letters of Intent to apply for Non-Nutrition funding to:Ingrid WenselExecutive DirectorThe Heritage Area Agency on AgingKirkwood Community CollegePO Box 2068Cedar Rapids, Iowa 52406

VIII. RFP Release

The Non-Nutrition RFP (Request for Proposal) documents can be accessed from the Heritage website at www.heritageaaa.org after Monday, December 3, 2012.

IX. Bidders Conference Details

A Bidders Conference will be held on Thursday, January 17, 2013 from 1:30 – 4:30 p.m. at The Hotel at Kirkwood Center, 7725 Kirkwood Blvd. SW, Cedar Rapids, Iowa. Assistance in understanding the directions for preparing the application will be offered at this informational meeting. There will be opportunity to ask questions at this important meeting. Attendance at the Bidder’s Conference is not required, but strongly encouraged. Frequently asked questions will be posted on the Heritage website.

X. Due Date

The Non-Nutrition RFP application and supporting documentation is due no later than 5:00 p.m. on Friday, February 8, 2013. Proposals, including required attachments and copies, must be delivered to the office of The Heritage Area Agency on Aging, West Building, Kirkwood Community College main campus, 6301 Kirkwood Blvd. SW, Cedar Rapids, Iowa 52406 (or mailed and received to The Heritage Area Agency on Aging, PO Box 2068, Cedar Rapids, Iowa 52406) by 5:00 p.m. on Friday, February 8, 2013. Electronic copies must also be sent and received to [email protected] by 5:00 p.m. on Friday, February 8, 2013.XI. General Instructions and Information


mailto:[email protected]

Submission

Incomplete RFPs or those with gross errors will not be considered. Applications may be returned for correction, possibly delaying or causing an Applicant to be ineligible for funding. HAAA staff will not make corrections or “guesses” on behalf of applicants.

Applicants must address all of the questions and topics using the format provided. Do not change headings or footers or delete any items. Applications that have had questions removed or altered will be returned.

It is allowed and expected that Applicants will adjust spacing between questions to accommodate responses. There is no minimum or maximum word limit in responding to questions. It is critical that responses answer the questions asked completely and demonstrate the complete proposal for the program.

Applications should not be printed in unique font styles or colors - Arial or Times New Roman font is preferred. 12 point, black colored print is requested. Handwritten submissions will be accepted if they are clearly printed, but type is strongly preferred.

When submitting the application, please provide Heritage with one original and four (4) copies, three hole punched. An electronic copy of all required forms must be emailed to [email protected] by the due date and time.

Required Attachments with Application Submission

Attachment #1: Board of Directors (attached to each packet – 5 sets)Attachment #2: Organizational Chart (attached to each packet – 5 sets)Attachment #3: Position Descriptions (attached to each packet – 5 sets)Compliance document: Discrimination/Affirmative Action policy (2 copies)Compliance document: Grievance Policy (2 copies)Compliance document: Emergency/Disaster Plan (2 copies)Compliance document: Conflict of Interest Statement (2 copies)Compliance document: Confidentiality (2 copies)Budget Form 1 (attached to each packet – 5 sets)Budget Form 2 (attached to each packet – 5 sets)Budget Form 2a (attached to each packet – 5 sets)Budget Form 2b (attached to each packet – 5 sets)Electronic copy emailed to [email protected]

Timeline for Non-Nutrition Program RFPs

October 29, 2012 RFP release announcedNovember 30, 2012 Letters of Intent due to Heritage (optional)December 3, 2012 RFP Application released through the Heritage website



January 17, 2013 Bidder’s ConferenceFebruary 1, 2013 Last day for questionsFebruary 8, 2013 RFP Applications dueMay 2013 Award notification letters issuedJuly 1, 2013 Anticipated contract start date

Review process

The contract(s) will be awarded to a responsible bidder(s) whose proposal is determined to be most advantageous to the program’s vision and cost effectiveness. Applicants are strongly encouraged to consider Heritage’s mission and the vision for Heritage Non-Nutrition Program when responding to this RFP.

Applications are first reviewed for accuracy and scored by staff. The Planning, Program and Budget committee of the Heritage Advisory Council review the Applications and make recommendations to the Heritage Advisory Council. Upon approval of the Heritage Advisory Council, Kirkwood Community College Board of Trustees or their Designee review with the Heritage Executive Director. Final judgment in determination rests within the legal relationship and structure of The Heritage Area Agency on Aging/Kirkwood Community College organizational oversight and departmental agreement.

Scoring

All significant evaluation factors and their relative importance are included in this packet. Proposals will be scored by Heritage staff and reviewed by volunteer leadership described through a point system. Reviewers will assign points to each section based on the quality of the answer. Total points available are 100 (See scoring framework below).

Proposals will be reviewed within the following framework:

Responsiveness to this Request for Proposal: this includes, but is not limited to, full completion of narrative, required attachments, and accuracy of requested information, both in terms of quantity and quality of information. (30 points)

Nature and extent of the Applicant's previous experience and demonstrated expertise in this or a related service (reflected in Narrative). (25 points)

Cost Effectiveness. (25 points)


Extent of Applicant's apparent understanding of the Proposed Non-Nutrition Program and the public service provided through its implementation. (10 points)

Extent to which the Applicant proposes to assist Heritage in achieving the vision for Heritage Non-Nutrition Program and implement services as prescribed under the Older Americans Act and its amendments. (10 points)

Method for additional questions

All questions regarding the Application or RFP process must be submitted through an email and a summary of questions and answers will be posted on the Heritage website, www.heritageaaa.org. Email questions to Kellie Elliott-Kapparos, Operations Director, at [email protected]. The last opportunity for questions will be Friday, February 1, 2013.

Points of Clarification/Disclaimer

This procurement is through a bidding process, with competition obtained to the maximum extent practicable in conformance with the Iowa Administrative Code and Federal guidelines. Where other factors are equal, preference will be given to Iowa contractors of good and services over out-of-state contractors, in compliance with State law, IAC 321-5.14(2). Applicants may be contacted for additional information or presentation while bids are reviewed.

Heritage reserves the right to refuse any or all proposals deemed not acceptable and may request new bids or negotiate if competition is inadequate. Any reasonable request to compete will be honored to the maximum extent practical.

Heritage reserves the right to reject any or all proposals if such a rejection is in the best interest of Heritage. This RFP is a solicitation for offers and is not to be construed as an offer, guarantee or a promise that the solicited services will be purchased by Heritage. Heritage may withdraw this request for proposals at any time and for any reason without liability for damages, including, but not limited to, bid preparation costs.

Heritage reserves the right to negotiate with any potentially successful Applicant(s) and may request additional information or modifications.

Heritage reserves the right to arrange an on-site interview and review to determine the Applicant’s ability to meet the terms and conditions of the potential contract.



http://www.heritageaaa.org/

XII. Narrative Instructions

Section 1: General Information

Applicants may adjust the space as needed to answer the questions. All items must be addressed.

Section 2: Compliance Section

Only two (2) copies of the required documents in the Compliance Section are necessary. A copy is not required with each individual Application packet. Please three hole punch and clip together separately from the Application packets.

XIII. Budget Forms and Instructions

Budget Forms and demographics to be reviewed and completed are contained in the Excel Workbook titled, FY 14 Non-Nutrition Budget Forms.

Demographics

Budget Forms and demographics to be reviewed and completed are contained in the Excel Workbook titled, FY 14 Non-Nutrition Budget Forms.

Please use the demographic information in the attached spreadsheet in completing the RFP narrative section. i.e. The Heritage region aging demographics for minority and low income older adults.

Important points to remember when completing Budget Forms:

An itemized detail of revenues and expenditures are required for both Form 1 and Form 2.

“Zero Balance” budgets are a must. Projected program revenues must equal projected program expenditures.

Include the non-cash fair market value of all third party in-kind resources (expenditures), such as donated equipment, premise, supplies, or services of individuals.

Applicants who receive funding from Heritage are required to provide 25% matching funds. The 25% match requirement for the purpose of this request for proposal is defined as cash and the fair market value of non-cash third party in-kind resources used to support the Applicant’s share of the program expenditures.

The Heritage Agency will not reimburse applicants at a rate higher than the applicant’s established Waiver or Private Pay Rates.


Budget Instructions for completion of Form 1 Revenue Budget – FY 2014 Total Projected Program Budget

The Heritage Agency - The total amount of funding requested from Heritage.Other Federal – Funds received from other Federal agencies or the United States government. (non-Medicaid dollars).Other State – Funds received from other State agencies such as the Iowa Department of Public Health or the Iowa Department of Transportation. This does not include Medicaid funds received through the Iowa Department of Human Services.Local Public Funds – Funds generated from taxes established by local taxing bodies such as County Boards of Supervisors, City Councils, and Area Community Colleges. Funds received by the city, county or counties in which the applicant or program operates.Other Local Cash – Funds from charitable organizations, such as United Way, private foundations, gifts, bequests, and donations from individuals. Program Income – Grant related income or gross income earned by the Applicant from activities, part or all of the cost of which is borne as a direct cost by a grant, or counted as a direct cost toward meeting a cost sharing or matching requirement of a grant, such as fees for services performed during the grant. General contributions which the agency keeps; i.e. personal memberships, proceeds from the sale of tangible property, usage or rental fees, and patent or copyright royalties.Medicaid Revenues – Funds received from the Iowa Department of Human Services.Non-Cash Revenues - The fair market value of all third-party in-kind resources such as donated equipment, space, supplies and services of individuals etc.Total All Program Revenues – The sum of all itemized revenues attributable to the program.

Budget Instructions for completion of Form 2 Expenditure Budget – FY 2014 Total Projected Program Budget

Personnel – Please complete Form 2a PersonnelSalaries - Salaries and wages earned by all the agency’s or program’s regular and temporary employees; does not include fees paid to consultants or contract fees. Please detail by position, work location, hours, and wage. Please ensure formula accuracy.Benefits and Payroll Taxes - Amounts paid and accrued by an Applicant under employee benefit plans offered by the Applicant and payroll taxes. Please detail by employee position, work location and include amounts for


employer paid insurance, FICA, and retirement costs. Please ensure formula accuracy.Workmen’s Compensation - Amounts paid by employer to cover workmen’s compensation insurance.

Premise - Garbage - Costs to remove/dispose of garbage.Insurance - All costs of insurance except employee benefits and other payroll related insurance. This includes general liability insurance, professional liability insurance, D & O insurance, etc.Laundry - Costs of nutrition program-related laundry services.Occupancy / Utilities - Costs to agency or program for occupying owned or leased land, buildings and/or offices. Telephone / Internet - Expenses related to telephone and internet utilized by program staff to implement the program and comply with Heritage reporting.

Professional Fees/Dues - Professional Fees - Professional fees and expenses of professional consultants and practitioners who are not employees of the organization.Dues - Amounts paid for memberships in other organizations that provide benefits and services.

Travel/Meetings - All expenses for travel and transportation or program staff, also expenses of conducting or attending meetings related to the organizations activities or delivery of service. Mileage reimbursement shall not exceed the IRS Standard Mileage Rate of $.555 per mile (as of 8/31/12).

Mileage - Please detail.Other Mileage - Please detail.

Equipment - Cost of renting leasing, purchasing, and maintaining equipment.Purchase - Cost of purchasing equipment.Rental or Lease - Cost of renting or leasing equipment.Maintenance - Cost of maintaining equipment.

Supplies Program Supplies –Includes the cost of materials related to program activities.General Supplies – Includes the cost of materials related to general office supplies.

Other -Outreach -Costs of marketing and advertising program.Postage -Postage, parcel post, trucking and delivery costs.Printing -Costs of printing program related materials.


Total All Program Expenditures - The sum of all itemized expenditures attributable to the program.Cost per unit – Insert the Applicant’s cost per unit of service

Budget Instructions for completion of Form 2b POS Rates. Identify all contracted, POS (purchase of service), Waiver or LTC insurance rates that your agency has in place for FY 2014.

Funding Source Name – List the funding source that correlates you’re your agency’s contracted/established rates.POS/Contracted/Private Pay Rate – List the negotiated rate of reimbursement for various funding sources.Unit Measure – The unit of measure for the identified POS/Contracted/Private Pay Rate (i.e. ½ hour, 1 hour, 1 day, etc).


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