Request for Proposal: PY 2018-19 Older Americans Act (OAA)Title III-B Supportive Services

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Bid Packet

BUCKEYE HILLS REGIONAL COUNCIL

APPLICATION OVERVIEW

PY 2018-19 OLDER AMERICANS ACT

TITLE III-B/BLOCK GRANT FUNDED SUPPORTIVE SERVICE FUNDS

And

TITLE III-C/BLOCK GRANT FUNDED NUTRITION SERVICES

TABLE OF CONTENTS

GENERAL INFORMATION...... 3

AVAILABLE FUNDING...... 4

APPLICATION PROCESS TIME LINE...... 7

APPLICATION MATERIALS...... 7

APPLICATION DEADLINE REQUIREMENTS ...... 8

APPLICATION REVIEW PROCESS...... 8

PROPOSAL EVALUATION CRITERIA ...... 9

NOTIFICATION OF AWARDS...... 13

AWARD APPEAL PROCESS ...... 13

SUMMARY OF FUNDED SERVICES AND RULES...... 14

SERVICE UNIT DEFINITIONS……………………………………………………………………………………..15

CONTRACTING...... 16

MATCHING FUNDS, COST SHARING AND DONATIONS ...... 16

REPORTING ...... 17

DATA QUALITY AND MONITORING...... 17

NEW PROVIDER ORIENTATION ...... 18

REQUEST FOR PROPOSAL REQUIREMENT EXHIBITS AND FORMS………....……..…...………...19-40

GENERAL INFORMATION

Buckeye Hills Regional Council (BHRC)is soliciting proposals from agencies which, at the time of application, provide Personal Care Service, Homemaker Service, Adult Day Service, Transportation, Congregate Meals, Home Delivered Meals and Legal Assistance to individuals who are 60+ in Athens, Hocking, Meigs, Monroe, Morgan, Noble, Perry and Washington Counties.

Older Americans Act (OAA) Title III Funds will be awarded through a competitive bid process. Successful applicants will be awarded funds for the 24-month period from January 1, 2018 through December 31, 2019.

In order for an applicant’s submission to be considered, a representative from that organization or agency MUST attend the Mandatory Bidder’s Conference on Tuesday, July 11, 2017 from 10:00 am to 12:00 pm at Buckeye Hills Regional Council, 1400 Pike Street, Marietta, Ohio. Attendees must remain for the entire meeting. Please RSVP to with names of your attendees no later than Monday, July 7, 2017.

No individualized instruction or clarification will be given after the conclusion of the Mandatory Bidders Conference. All questions and responses will be posted to the BHRC website on a rolling basis as they are received during the period of June 16 through July 21, 2017. Submit questions in writing to .

BHRC has determined to fund the following Older Americans Act services:

OAA Title III-B:TransportationOAA Title III-C:Congregate Meals

Personal CareHome-Delivered Meals

Homemaker

Adult Day Service

Legal Services

If applicant is applying for more than one sub-part (Title III-B, Title III-C1, Title III-C2) of OAA funding, the applicant needs to provide only ONE set of:

• Certification Regarding Debarment
• Certification for Contracts and Grants
• Section 504 Assurances
• Title VI Civil Rights
• Declaration regarding Assistance to Terrorist Organizations
• Standard Affirmation and Disclosure Form for Grants
• Organizational Information
• Organizational Chart
• Articles of Incorporation/Certificate of Continuing Existence
• Certification of Organizational Documentation

Providers selected under Older Americans Act Title III will be required to provide a Monthly Invoice with the type and number of clients receiving contract services and units of service provided, and any applicable attachments, preferably delivered via electronic communications (email submissions) during the contracted years.

BHRC retains the right to contact the applicant to request clarification of any and all information provided in the application packet.

AVAILABLE FUNDING

It is the policy of the BHRC that available funds shall be allocated to each county in the PSA by formula. Each county will have only those funds, allocated by formula, available. In the event that a service gap is identified after reviewing all proposals received, BHRC reserves the right to allocate funds in a manner that ensures targeted service delivery.

Older Americans Act Title III-B/Block Grant Supportive Service Program funding for Program Year (PY) 2018-19 is provided through the Ohio Department of Aging. The total available funding is estimated to be approximately $363,975.92. The State of Ohio Budget for PY 2018-19 has not been finalized. Therefore, funding amounts may be different when awards are granted. Awards may be reduced at any time if federal or state funding is reduced, even during the contract period.

Title III-B/Block Grant Supportive Service Program funding for Program Year (PY) 2018-19

Title III-C Nutrition Program funding for Program Year (PY) 2018-19 is provided through the Ohio Department of Aging. The total available funding is estimated to be approximately $540,634.08. The State of Ohio Budget for PY 2018-19 has not been finalized. Therefore, funding amounts may be different when awards are granted. Awards may be reduced at any time if federal or state funding is reduced, even during the contract period.

Title III-C Nutrition Program funding for Program Year (PY) 2018-19

The mission of the BHRC is to serve those individuals who are in the greatest need as identified in the Older Americans Act.

The Older Americans Act Section 306 (B) (i) specifies that outreach efforts shall be targeted to identify individuals eligible for assistance under this Act, with special emphasis on:

(I) older individuals residing in rural areas;

(II) older individuals with greatest economic need (with particular attention to low-income minority individuals and older individuals residing in rural areas);

(III) older individuals with greatest social need (with particular attention to low-income minority individuals and older individuals residing in rural areas);

(IV) older individuals with severe disabilities;

(V) older individuals with limited English proficiency;

(VI) older individuals with Alzheimer’s disease and related disorders with neurological and organic brain dysfunction (and the caretakers of such individuals); and

(VII) older individuals at risk for institutional placement;

The current allocation formula reflects a mix of 2000 and 2010 census data. BHRC Demographic Data is available on the BHRC website for use in planning and targeting strategy.

Data Sources:

60+ Minority2010 Census

60+ Poverty2010 Census

75+2010 Census

Lives Alone2000 Census, AoA Special Tabulation on Aging; P5; Age by Sex Living Alone

65+ Disability2000 Census, Summary File (SF 3)

*Denotes the total number of people in each category.

Proposals for home-delivered meals and congregate meals must include preparing and serving of the menus specifically developed and approved by BHRC Registered Dietician. Providers must also cooperate with BHRC to provide Nutrition Education for home delivered meal consumers.

If received by the United States Department of Agriculture (USDA), BHRC will provide a partial reimbursement for raw foods cost through the Nutrition Services Incentive Program (NSIP) for qualifying meals.

BHRC retains the right to contact the applicant to request clarification of any and all information provided in this packet.

APPLICATION PROCESS TIME LINE

APPLICATION MATERIALS

All instructions and materials needed to apply for PY 2018-19 Title III-B/Block Grant Supportive Service and Title III-C/Block Grant Supportive Service funding are available to download from the BHRCwebsite no hard copy applications will be available. Required forms are in Microsoft Word and Excel. Applicants must use these forms and formats to apply for services; other forms and formats will not be accepted for review. All responses must be typed in a legible font style and size; hand written responses are not accepted.

The instructions and application documents are intended to assist applicants in applying for funding under this Request for Proposals (RFP) announcement. Nothing in the instructions or application documents is intended to impose any paper-work beyond those specifically required under the regulations of the Ohio Department of Aging (ODA) and the BHRCcompetitive bidding process.

APPLICATION DEADLINE REQUIREMENTS

One (1) complete original and one (1) complete copy application in hard copymust be received by BHRC at 1400 Pike Street, Marietta, Ohio 45750 by 4:00 p.m. on August 1, 2017. Faxed or emailed proposal applications will be rejected. If mailed, bidder is required to use certified return receipt. If hand delivered, bidder will be given a receipt at time of delivery.

Applications will be reviewed for completeness and compliance with required formats and must meet the Minimum Criteria.

It is not the responsibility of BHRC, upon receipt of the proposal application, to notify applicants if they have not met any of the above listed application deadline requirements for completeness and/or compliance with required formats, even if the proposal is submitted before the application deadline.

APPLICATION REVIEW PROCESS

1. All applications accepted for review are evaluated by a team of BHRCstaff who make funding recommendations to Regional Advisory Council on Aging.

2. The Regional Advisory Council on Aging makes funding recommendations to the BHRC Executive Committee whoreviews the recommendations.

3. The BHRC Executive Committee will make the final funding decision.

TOTAL SCORE /

OLDER AMERICANS ACT TITLE III

PROPOSAL EVALUATION CRITERIA BY SERVICE

Applicant Agency:

County of Service: ______

Service: ______

Section I – Minimum Criteria

All six (6) criteria in this section must be met in order for the application to receive further consideration. Points will not be given for responses in this section.

The applicant has submitted a complete project proposal with all required exhibits AND authorized signatures.

Applicant has not been debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from receiving federal funding.

Responses are typed clearly.

The application is hand delivered or received via postal service by due date.

The applicant has used BHRC application forms.

The applicant meets the submission deadline.

Section II – Addressing Social and Economic Need (50 points maximum)

Number of Projected Clients who are:

60 + MINORITY

10 pointsPercentage of minority elderly to be served is at

or above 90% of 60 +minority in the county

5 pointsPercentage of 60 + minority to be served is 50%

of minority elderly in the county

0 pointsNo 60 + minority will be served

LOW INCOME (60 + in POVERTY) (based on current HEAP income guidelines)

10 pointsPercentage of low-income elderly to be served is at

or above 90% of low-income elderly in the county

5 pointsPercentage of low-income elderly to be served is 50%

of low-income elderly in the county

0 pointsNo low-income elderly will be served

75 +

10 pointsPercentage of 75+ elderly to be served is at

or above 90% of 75+ elderly in the county

5 pointsPercentage of 75+ elderly to be served is 50%

of 75+ elderly in the county

0 pointsNo 75+ elderly will be served

LIVES ALONE

10 pointsPercentage of lives alone elderly to be served is at

or above 90% of lives alone elderly in the county

5 pointsPercentage of lives alone elderly to be served is 50%

of lives alone elderly in the county

0 pointsNo lives alone elderly will be served

65+ DISABILITY

10 pointsPercentage of 65 + with disability elderly to be served is at

or above 90% of 65 + with disability elderly in the county

5 pointsPercentage of 65 + with disability elderly to be served is 50%

of 65 + with disability elderly in the county

0 pointsNo 65 + with disabilityelderly will be served

Section III – Provider Ability to Cover Geographic Area (20 points max)

20 pointsService extends to 100% of townships in the county

15 pointsService extends to 50-99% of townships in the county

10 pointsService extends to 25-49% of townships in the county

5 pointsService extends to less than 5% of townships in the county

Section IV – Program Design (30 points maximum)

10 pointsThe service descriptions adhere to service rules and clearly

explain how each service will be delivered by a sufficient

number of qualified staff.

10 pointsApplicant has internal system of Quality Assurance to monitor

compliance with the service rules.

Provider explains how it shall offer person direction for Nutrition Program 173-4-04 with consideration to quality, cost and other factors.

-5 points Provider does not meet the level of Person Direction

5 pointsProvider meets the level of Person Direction

10 pointsProvider exceeds the level of Person Direction

Section V – Current Provider Performance (25 points maximum)

SERVICE UNITS:

15 points91% or higher of FY2017 planned units delivered.

10 points50%-90% of FY2017 planned units delivered.

0 points49% or less of FY2017 planned units delivered.

MONITORING/EVALUATIONS:

10 pointsMost recent BHRC OAA unit audit results were within allowable parameters.

5 pointsMost recent BHRCOAA unit audit results required correction of findings.

0 pointsMost recent BHRC OAA unit audit results required additional technical assistance and monitoring.

Section VII – Performance Issues (maximum LOSS of 30 points)

(Applicant can LOSE 0-30 points in this section)

-5 pointsAgency earned less than 95% of program funds during

most recent contract period.

-10 pointsAgency maintained contract relationship with program/

fiscal finding requiring plan of correction and/or return

of funds to BHRC

-15 pointsApplicant has had contracts with BHRC terminated, or has filed for bankruptcy in last five years.

Section VII – New Applicants (15 points maximum)

15 pointsApplicant is already certified by BHRC as a current PASSPORT provider, in good standing, of service for which they are applying, OR

Applicant is a Medicare, Medicaid or JCAHO accredited home

health agency in good standing, OR

Applicant provides the service under a funding source other

than BHRC, Medicare, or Medicaid.

MAXIMUM POINTS AVAILABLE – CURRENT PROVIDER :145

MAXIMUM POINTS AVAILABLE – NEW PROVIDER:160

RANKING IS BASED ON PERCENTAGE (Points Received divided by Points Available)

TOTAL SCORE: ______

PERCENT: ______

NOTIFICATION OF AWARDS

Successful bidders will be notified of award by receipt of a 2-year contract for provision of 2018-19 Title III Supportive Services or Nutrition Services.

AWARD APPEAL PROCESS

An applicant may appeal its award. The specified process for an appeal is as follows:

1. The complainant agency requesting an appeal must submit a certified letter to the BHRC within thirty (30) days from the final decision of adverse action, which outlines the request for an appeal and supported reasons for a hearing.

2. Upon receipt of the request, the BHRC will inform the complainant agency through a certified letter of the date, time, and location of the hearing to be held.

3. All receipts of such requests by complainant agencies shall be time/date stamped by BHRC.

1. BHRCwill hold the hearing within forty-five days after the receipt of the request of the complainant agency.

1. The BHRC Executive Committee, on the specified hearing date, will hear both parties present their case.

1. The Executive Committee may terminate the hearing procedures at any point if BHRC or the complainant agency:
2. Negotiate a written agreement that resolves the issue(s) prompting the hearing; or
3. The complainant agency, in a written statement, withdraws their appeal.

1. Upon completion of the hearing, the Executive Committee will make a decision and forward it to BHRCExecutive Director. BHRCExecutive Director will inform the complainant agency of the decision by a certified letter.

1. An agency may request a hearing by the Ohio Department of Aging in the event of an “adverse action”, which means, an AAA’s action concerning a particular provider to no award a provider agreement to that provider. ODA shall only honor a request for an appeal hearing before ODA if the provider has fully complied with the written process for appealing an adverse action by BHRC that committed the adverse action and that BHRC has rendered its final decision on the appeal. To request a hearing before ODA, the provider shall submit a written request to ODA’s director via certified mail no later than fifteen (15) business days after the date BHRC renders its final decision. ODA shall hold a hearing and render its final decision on the appeal no later than thirty (30) business days after the date of the hearing. Rule 173-3-09.

SUMMARY OF FUNDED SERVICES

Services funded under this Request for Proposal are summarized below. These rules govern the use of these funds. All contracted providers must comply with these rules and will be monitored for compliance by the BHRCQuality Improvement Department.

For the most current rules refer to the Ohio Department of Aging website

All applicants are encouraged to read all instructions and application materials before making a decision to apply for the Title III-B Supportive Service and Title III-C Nutrition Services funding.The BHRC is not liable for any costs incurred or associated with the preparation of any applicant’s application.

Personal Care Service: A service comprised of tasks that help a consumer achieve optimal functioning with Activities of Daily Living (eating, dressing, bathing, toileting, grooming, transferring in and out of bed/chair, and walking) and Instrumental Activities of Daily Living (preparing meals, shopping for personal items, medication management, managing money, using the telephone, doing heavy housework, doing light housework, and the ability to use available transportation without assistance). Rule 173-3-06.5 (A)(1) and Rule 173-3-01 (B)