Gateway Area Agency on Aging & Independent Living

Gateway Area Agency on Aging & Independent Living

Request for Proposal FY 2019-2021

VENDOR GENERAL INSTRUCTIONS

VENDOR SUBMISSION CHECKLIST

The vendor MUST include the following items in the appropriate submission packet as outlined below.

Technical Proposal

___SIGNED AND COMPLETED SOLICITATION AND/OR THE LATEST ADDENDUM, if applicable (Section 6.05 of this RFP)

___COMPLETE SECTION 4.52 – VIOLATION OF TAX AND EMPLOYEMENT LAWS

___ *TECHNICAL PROPOSAL SOLUTION (UNDER SEALED COVER) AND BY CLOSING DATE (Section 8.00 of this RFP)

___ TRANSMITTAL LETTER (Section 6.03 of this RFP)

___ PROOF OF REGISTRATION WITH SECRETARY OF STATE BY A FOREIGN ENTITY) (Section 4.45 of this RFP)

___ SIGNED AND NOTARIZED REQUIRED AFFIDAVIT(S) (Section 6.03 of this RFP)

___ORIGINAL TECHNICAL PROPOSAL WITH FOUR (4) COPIES AS NOTED IN SECTION 6.02

Cost Proposal

___ *COST PROPOSAL SOLUTION (UNDER SEALED COVER) AND BY CLOSING DATE (Section 6.02 of this RFP)

*The Gateway Area Development District defines SEALED as “a closure that must be broken to be opened and that thus reveals tampering”. (Merriam-Webster Dictionary, )

VENDOR GENERAL INSTRUCTIONS

1. RFP ORGANIZATION

Sections 1-5 contain language specific to the services requested and the terms and conditions of the contract itself.

Sections 6-9 contain information on the rules of procurement, how to submit a proposal and what to include in submittal, and how submittals will be evaluated.

The RFP and any Addenda thereto shall become part of the Contract with the successful Contractor and shall be incorporated by reference into the Contract.

Titles of paragraphs used herein are for the purpose of facilitating ease of reference only and shall not be construed to infer a contractual construction of language.

2. SCHEDULE OF ACTIVITIES

The schedule listed below presents the major activities associated with the RFP distribution, written questions, and proposal submission. While there is no guaranteed date for the award of a contract, an anticipated date of award is also given. The Gateway Area Development District reserves the right at its sole discretion to change the Schedule of Activities, including the associated dates and times.

Release of RFP / March 28, 2018
Mandatory Offeror’s Conference 2:00 p.m. / April 4, 2018
Written Questions due by:4:00 p.m. / April 5, 2018
Anticipated GADD Responses to Written Questions / April 6, 2018
Proposals Due by: 4:00 p.m. / April 13, 2018
Anticipated Date of Award: / April 27, 2018
Anticipated Contract effective Date: / July 1, 2018

All bid/proposal deliveries shall be time stamped no later than the due date and time defined in this Solicitation. In person or courier delivered bids/proposals in response to this Solicitation should be delivered a minimum of thirty minutes to an hour earlier than the published closing time to allow for any electronic GPS navigational issues and delivery to the address listed on the Solicitation Title Page. Delays due to GPS navigational issuesshall not be justification for acceptance of a late bid. Vendor attention to this advisory is encouraged.

*NOTE: ALL TIME REFERENCES ARE EASTERN TIME ZONE

Offeror’s Conference

The Offeror’s Conference will be held at 2:00 p.m. at the Gateway Area Development District office on April 4, 2018. Attendance ismandatory. This will be the only opportunity to ask oral questions. The GADD shall not be bound by oral answers to the questions presented at the Conference or oral statements made at any other time by any member of the GADD’s staff. Salient questions asked at the Offeror’s Conference and the responses will be reduced to writing and issued in an Addendum that shall be posted to the RFP section of the GADD website

3. ACCESS TO SOLICITATION AND ADDENDA

All questions must be submitted in writing to the Agency Contact listed as the Sole Point of Contact on the Title Page. Vendors are encouraged to submit written questions pursuant to the Schedule of RFP Activities stated above. Questions may be sent as an attachment to the e-mail if they are in Word format. Questions should be numbered without any column or tables. Oral questions will not be accepted at any time other than the Offeror’s conference. The final deadline for written questions is listed in the schedule above. No questions will be accepted after that date. The GADD will respond to salient questions in writing by issuing an Addendum to the Solicitation. The Addendum shall be posted to the RFP section of the GADD website

To view the solicitation, access the RFP section of the GADD website

Check this web site periodically for any updates that may be posted to the Solicitation. It is the responsibility of the vendor to obtain copies of all information and forms.

4. RFP TERMINOLOGY

For the purpose of this RFP, the following terms may be used interchangeably;

Proposer, Offeror, Contractor, Provider, Bidder, Applicant, Vendor, or Second Party

Contract Specialist, Contracting Agency, Buyer, Purchaser, First Party, Contract Officer, or GADD

RFP, Solicitation, or Procurement

Bid, Proposal, or Offer

Commonwealth of Kentucky, Commonwealth, or State

Fiscal Year will be defined as the Commonwealth fiscal year: July 1 through June 30

Biennium will be defined as the Commonwealth biennium: July 1 of each even numbered year through June 30 of the next even numbered year.

5. INSTRUCTIONS AND TERMS FOR BID SUBMISSION

Please see Section 6 for bidding instructions along with the terms that must be adhered to in order for a bid to be accepted and evaluated for the award of a contract.

6. Award Notification

Vendors chosen for awards for this solicitation will be provided a notification of award from the GADD Executive Director. Unsuccessful vendors will be providedwritten notification of the results of an Award of Contract. To view the award of contract(s) and the contractor(s) receiving the award(s) for this solicitation, access the RFP section of the GADD website

Gateway Area Agency on Aging & Independent Living

Request for Proposal FY 2019-2021

Title Page

For

Request for Proposals

For

Fiscal Years

FY 2019 = July 1, 2018 – June 30, 2019

FY 2020 = July 1, 2019 – June 30, 2020

FY 2021 = July 1, 2020 – June 30, 2021

RFP Solicitation No: 19-04

Nutrition Services Program

Release Date: March 28, 2018

Issued by

Gateway Area Development District

Area Agency on Aging and Independent Living

SOLE POINT OF CONTACT

Becky Combs

Director of Aging Programs

GADD/AAAIL

110 Lake Park Drive

Morehead, KY 40351

Telephone: 855-882-5307

E-mail:

Table of Contents

SECTION 1─PURPOSE AND BACKGROUND

1.00─Purpose and Background

1.02─Acronyms

1.03─Definitions

1.04─DAIL Taxonomy of Services

SECTION 2─SCOPE OF WORK

2.00─Provider Responsibilities

2.01─Services Required

2.02─Deliverables

2.03─Reporting Requirements

2.04─Pricing and Payment Requirements

2.05-CHFS/DAIL & GADD/AAAIL Responsibilities

2.06─Monitoring Requirements – Federal and State

2.07─Performance and Evaluation

2.08─Related Documents and Materials Incorporated by Reference

2.09─Information Technology Requirements

SECTION 3─FINANCE GENERAL TERMS AND CONDITIONS

3.00─Award of Contract and Contract Terms and Conditions

3.00.01─Beginning of Work

3.00.02─Contract Components and Order of Precedence

3.00.03─Term of Contract and Renewal Options

3.00.04─Changes and Modifications to the Contract

3.00.05─Notices

3.01─Personal Service Contract (PSC) Standard Terms and Conditions

3.01.01─Effective Date

3.01.02─Renewals

3.01.03─LRC Policies

3.01.04─Choice of Law and Forum

3.01.05─Cancellation

3.01.06─Funding Out Provision

3.01.07─Reduction in Contract Worker Hours

3.01.08─Authorized to do Business in Kentucky

3.01.09─Registration with the Secretary of State by a Foreign Entity

3.01.10─Invoices for fees

3.01.11─Travel expenses, if authorized

3.01.12─Other expenses, if authorized herein

3.01.13─Purchasing and specifications

3.01.14─Conflict-of-interest laws and principles

3.01.15─Campaign finance

3.01.16─Access to Records

3.01.17─Protest

3.01.18─Social security

3.01.19─Violation of tax and employment laws

3.01.20─Discrimination

3.02─Contract Components and Order of Precedence

3.03─Term of Contract and Renewal Options

3.04─Changes and Modifications to the Contract

3.07─Notices

3.08─Payment

3.09─Expenses

3.10─Advertising Award

3.11─No Required Use of Contract

3.12─Federal Funding Accountability and Transparency Act Compliance

3.13─Minimum Wage for the GADD’s Service Providers

SECTION 4─GADD STANDARD TERMS AND CONDITIONS

4.00─Attachment(s)

4.01─Contract Conformance

4.02─Advertising Award

4.03─No Required Use of Contract

4.04─Minority Recruitment, Hiring and Reporting Requirements

4.05─Assignment

4.06─Bankruptcy

4.07─Contractor Cooperation in Related Efforts

4.08─Headings

4.09─Severability

4.10─Indemnification

4.11─Sovereign Immunity

4.12─Force Majeure

4.13─Code of Ethics

4.14─Notices and Pamphlets

4.15─Service Delivery Requirements

4.16─Total Amount of Funds and Budget Revisions

4.17─Subcontractors

4.17.01─Responsibility for Subcontractor Contract Requirements

4.17.02─Subcontractor Monitoring Requirements

4.18─Indirect Cost

4.19─Financial Record Retention

4.20─Response/Compliance with Audit Findings

4.21─Equipment and Property

4.21.01─Property of CHFS

4.21.02─Property Control Ledger/Logs

4.21.03─Requirement of Inventory

4.22─Litigation Bond

4.23─Maintenance of Insurance

4.24─Research Project Approval and Institutional Review Board Requirements

4.25─Scientific Misconduct

4.26─Intellectual Property

4.27─Turnover Assistance

4.28─Licensure, Certification, and Registration

4.29─Permits, Licenses, Taxes, and Laws

4.30─Legal Proceedings

4.31─Certification Regarding Drug Free Workplace

4.32─Confidential Information

4.33─Confidentiality, Confidentiality Agreements and Limitations on Information and Data Use

4.34─HIPAA Confidentiality Compliance

4.35─No Grant of Employment or Agency

4.36─The Contract

4.37─Effective Date of Contract and Earliest Date of Payment

4.38─Contract Renewals

4.39─LRC Policies

4.40─Choice of Law and Forum

4.41─Cancellation

4.42─Funding Out Provision

4.43─Reduction in Contract Worker Hours

4.44─Authorized to do Business in Kentucky

4.45─Registration with the Secretary of State by a Foreign Entity

4.46─Purchasing and Specifications

4.47─Conflict-of-Interest Laws and Principles

4.48─Campaign Finance

4.49─Access to Records

4.50─Protest

4.51─Social Security

4.52─Violation of Tax and Employment Laws

4.53─Discrimination Prohibited (Because of Race, Religion, Color, National Origin, Sex, Sexual Orientation, Gender Identity, Age, or Disability)

4.54─Vendor Cooperation in Related Efforts

4.55─Notice

4.56─Obligation of Good Faith

4.57─Influence on Purchasing and Other Business Transactions

4.58─Service Delivery Requirements

4.59─Roles and Responsibilities for Proposed and Existing Staff

4.60─Terms and Conditions of Contract Payments

4.61─Travel and Travel Hourly Rate

4.62─Responsibility for Subcontractor Contract Requirements

4.63─Subcontractor Monitoring Requirements

4.64─Cost Principles, Requirements and Limitations

4.65─Requirements and Limitations on Indirect or Administrative Cost Requirements

4.66─Audit Requirements

4.67─Property of CHFS

4.68─Property Control Ledger/Logs

4.69─Requirement of Inventory

4.70─Provisions for Termination

4.71─Turnover Assistance

4.72─Remedies for Breach

4.73─Certification Regarding Debarment, Suspension, Ineligibility, and Voluntary Exclusion, Lower Tier Covered Transactions

4.74─Certification of Lobbying Activities

SECTION 5─FEDERAL REQUIREMENTS

5.00─Certain Provisions Contained Within 2 CFR Part 200 Appendix II

5.00.01─Remedies for Breach

5.00.02─Provisions for Termination

5.00.03─Clean Air Act and Federal Water Pollution Control Act

5.00.04─Certification Regarding Debarment, Suspension, Ineligibility, and Voluntary Exclusion, Lower Tier Covered Transactions

5.00.05─Certification of Lobbying Activities

5.01─Subrecipient Provisions

5.01.01─Federal Funding Accountability and Transparency Act Compliance

5.01.02─Audit Requirements

5.01.03─Response/Compliance with Audit Findings

5.01.04─Reporting Requirements

5.01.05─Indirect Cost

5.01.06─Cost Share or Matching

5.01.07─Additional information required under 2 CFR §200.331(a)(1)

5.02─Certification Regarding Responsibility Matters

SECTION 6─COMMUNICATIONS AND PROPOSAL SUBMISSION CRITERIA

6.00─Point of Contact

6.01─Questions Regarding this RFP

6.02─Proposal Submission

6.03─Format of Technical Proposal

6.04─Format of Cost Proposal

6.05─Required Solicitation Form

SECTION 7─PROCUREMENT PROCESS AND REQUIREMENTS

7.00─Rules of Procurement

7.01─Approach

7.02─Independent Price Determination

7.03─No Contingent Fees

7.04─Cancellation of This Solicitation

7.05─Cost of Preparing Proposal

7.06─EEO Requirements

7.07─Waiver of Minor Irregularities

7.08─Clarifications of Proposal

7.09─Best and Final Offers

7.10─Rules of Withdrawal of Proposals

7.11─Disposition of Proposals

7.12─GADD’s Right to Use Proposal Ideas

7.13─Confidentiality of Contract Terms

7.14─Prohibitions of Certain Conflicts of Interest

7.15─Sworn Statement Regarding Violations of Kentucky Revised Statutes

7.16─Open Records Law

7.17─Deviations to Provisions of the Solicitation

7.18─Vendor Response and Public Inspection

7.19─Reciprocal Preference for Resident Bidders and Preferences for a Qualified Bidder

SECTION 8─RFP EVALUATION CRITERIA and CONTRACT AWARD

8.00─Technical Evaluation Criteria

8.00.01─Organization Profile

8.00.02─Staffing and Personnel

8.00.03─Quality Assurance

8.00.04─Facilities and Operations

8.00.05─Reporting

8.01─Technical Scoring Criteria

8.02─Cost Evaluation Criteria

8.03─Cost Scoring Criteria

8.04─Contract Award Notification

SECTION 9─ORAL PRESENTATION AND/OR NEGOTIATIONS

9.00─Right to Use Oral Presentations to Verify/Expand on Proposal

9.01─Right to Reject Based on Oral Presentations

9.02─Oral Presentations Evaluation Criteria

9.03─Negotiation

9.04─Items to Be Negotiated

SECTION 10─ranking proposals and award of contract

10.00─Best Interest of the Commonwealth

10.01─Total Points Possible for Proposal

SECTION 11─ATTACHMENTS

Staffing Matrix

TRAINING PLAN SCHEUDULE

Anticipated FY 19 Funding

Fiscal Year 2017 Service Units

SECTION 1─PURPOSE AND BACKGROUND

1.00─Purpose and Background

In accordance with the Older Americans Act of 1965 and regulations thereto, Gateway Area Development District (GADD) is the designated Area Agency on Aging and Independent Living in the Gateway District. The Area Agency on Aging and Independent Living (AAAIL) is responsible for administering federal and state-funded programs and services for individuals age 60 and older. The geographical regions for which services are available for eligible persons include: Bath, Menifee, Montgomery, Morgan, and Rowan Counties in Kentucky.

GADD is seeking proposals from organizations experienced and qualified to provide Congregate and Home Delivered Meals, and Nutrition services for the target populations described under KRS 205.204, 910 KAR 1:160, 910 KAR 1:170, 910 KAR 1:180, 910 KAR 1:190, 910 KAR 1:200, 910 KAR 1:210, and 910 KAR 1:220. These regulations may be found at

The period in which services are to be performed is July 1, 2018 – June 30, 2019, with the option to extend the provision of services for two (2) additional one (1) year periods, contingent upon the availability of funding, satisfactory performance of services, compliance with the provisions of the awarded contract and mutual agreement by both parties. GADD reserves the right to extend the procurement period as necessary to ensure the continuous delivery of services for seniors in the region. The type of contract and payment method will be a firm fixed unit price. Payment is based on services authorized by GADD and delivered by the successful provider(s) or its subcontractor(s). All costs incurred prior to the date of the contract award are not allowable for reimbursement from GADD through this process.

All organizations, if funded shall give priority to low-income, rural and minority seniors in the delivery of its services funded through GADD. Applicants must meet the minimum requirements and complete the application document in its entirety, with submission of documents as requested, to be eligible for consideration of funding.

GADD allocates the funds it receives for Aging Direct Services to clients through a network of providers established through the procurement process. Successful applicants will be expected to offer a high quality service and carry out the services as represented in the application while meeting expected outcomes. GADD reserves the right to negotiate with eligible applicants with regard to the scope of work, service area, budget and special provisions. All applicants eligible for consideration and meeting specified standards for a successful proposal will be given equal opportunity for negotiation. GADD seeks to serve the greatest number of clients with the highest standard of quality care. GADD reserves the right to accept or reject any or all proposals meeting minimum requirements for consideration.

Geographic Region

The Gateway Area Agency on Aging and Independent Living service area for this procurement process is comprised of the following counties: Bath, Menifee, Montgomery, Morgan, and Rowan. Clients served through the Aging programs must reside in the GADD region. Based on the Census 2010, Gateway was home to 15,504 persons 60 and older representing 19% of the total population. It is anticipated that this population will increase to 22,960 persons 60 and older by 2030 representing 25.4% of the population.

As the demographics of our communities continue to shift and change, our programs and service network must adjust to meet the needs and provide opportunities for its citizens. In particular, the senior service network must continue to develop and evolve into a system that has the ability to reach all of its older adults who currently need or potentially need services in the home and community setting.

As more individuals choose to remain in the community and their homes, it is the responsibility of the provider network to offer services in a manner that will allow for continued independence. Applicants shall consider if the current services, programs and activities that exist within the community and provider network are appropriate to meet the needs of older individuals utilizing services over the next ten to twenty years. Applicants are encouraged to evaluate the effectiveness and quality of the current system and offer progressive services to meet the current and changing environment of the future.

1.02─Acronyms

1. "AAAIL" means the Area Agency on Independent Living which resides within the ADD.

1. "ACL" means Administration for Community Living.

1. “ADD” means Area Development Districtpursuant to KRS 147A.050, also referred toas "Agency"

1. "Aging and Disability Resource Center" or "ADRC" means a program which provides access to long-term care options by using a wide range of community resources.

1. "AoA" means the Federal Administration on Aging.

1. “CHFS” means the Kentucky Cabinet for Health and Family Services

1. "DAIL" means the Department for Aging and Independent Living which shall serve as the state unit as designated by the Administration on Aging Services under the OlderAmericans Act (OAA) and shall have responsibility for administration of the federalcommunity support services, in-home services, meals, family and caregiver support services, elder rights and legal assistance, senior community services employment program, the state health insurance assistance program, state home and community based services including home care, Alzheimer's respite services and the personal care attendant program, certifications of adult day care and assisted living facilities, the state Council on Alzheimer's Disease and other related disorders, the Institute on Aging, and guardianship services. DAIL shall also administer the Long-Term Care Ombudsman Program (LTCOP) and the Medicaid Home and Community Based Waivers Consumer Directed Option (CDO) Program. DAIL shall serve as the information and assistance center for aging and disability services and administer multiple federal grants and other state initiatives.