SCACOG/AAA 2024- Services (July 1, 2024-June 30, 2025)

SC Appalachian Council of Governments Area Agency on Aging REQUEST FOR PROPOSAL (RFP) REQUEST FOR PROPOSAL #: SCACOG/AAA 2024- Services (July 1, 2024-June 30, 2025) LETTER OF INTENT TO PROPOSE: January 9, 2024 PROPOSAL SUBMITTAL DEADLINE: February 6, 2024 at 2 PM EST PURPOSE: For the purchase and provisions of In-home and Community-Based Services for the elderly under Title III of the Older Americans Act and South Carolina Stated-Funded Programs of the State Unit on Aging. We invite the submission of Proposals in accordance with requirements contained in the following solicitation. Because the Contracts that may result from this solicitation are funded through a combination of Federal, State and Local funding sources, uncertainty exists with respect to what level of funds may be made available to Offerors. The proposal MUST be received by the SC Appalachian Council of Governments by Tuesday, February 6, 2024 at 2 PM EST. Any proposal received after the deadline will be deemed non-

responsive. Offerors are required to demonstrate/document the availability or commitment to meet match requirements described herein. Offerors are required to commit to coordinating delivery of services with other providers of services for older adults, especially any other Older American Act funded contractor of services in the Counties of Anderson, Cherokee, Greenville, Oconee, Pickens, and Spartanburg. The Proposal must be signed in Blue Ink by an official authorized to bind the offering organization along with a statement to the effect that the proposal is firm for a period of at least 90 days from the closing date for submission. This solicitation does not commit the SC Appalachian Council of Governments/ Area Agency on Aging to award a contract or to pay any costs incurred in the preparation of a proposal. The SC Council of Governments/ Area Agency on Aging reserves the right to accept or reject any or all Proposals received as a result of this RFP, to negotiate with all qualified Offerors, or to cancel in part or in whole this RFP if it is in the best interest of the SC Appalachian Council of Governments/Area Agency on Aging to do so. The term of any Contract(s) resulting from this RFP is to be for the period beginning July 1, 2024 and continuing through June 30, 2025. SCACOG/AAA 2024- Services 2 Table of Contents SECTION I: SCOPE OF BID SOLICITATION 3 SECTION II: INTRODUCTION AND BACKGROUND 3 SECTION III: GENERAL INFORMATION AND INSTRUCTION 7 SECTION IV: COMPLIANCE AND SECURITY 12 SECTION V: PROPOSAL INSTRUCTIONS AND REQUIREMENTS 13 SECTION VI: CERTIFICATION AND ORGANIZATIONAL INFORMATION 20 SECTION VII: INFORMATION TO SUBMIT SERVICE-SPECIFIC REQUIREMENTS 28 SECTION VIII: BUDGET INFORMATION 45 APPENDIX A: TERMS AND CONDITIONS 47 APPENDIX B: CHECKLIST FOR PROCUREMENT AND PROPOSAL SUBMISSION 52 APPENDIX C: SC APPALACHIAN HOLIDAY SCHEDULE, SAMPLE, BUDGET 54 In Accordance with 2 CFR 200.321, The SC Appalachian Council of Governments will assure that minority business, women’s business enterprises, and labor surplus area firms are used when possible. SCACOG/AAA 2024- Services 3 SECTION I: SCOPE OF BID SOLICITATION 1.1 TO ACQUIRE SERVICES The purpose of this solicitation is to acquire Older Americans Act and/or State funded services in full compliance with all applicable Federal, State and Local requirements. Contractor(s) and the services provided must also be in compliance with the applicable specifications and conditions described in this solicitation. 1.2 CONTRACT PERIOD The contract period is a 12-month contract. Contract Base Period: July 1, 2024 through June 30, 2025. All budgetary and unit cost information submitted in the proposal should be based on the Contract Base Period referenced above. 1.3 SERVICE AREA The service area of the SC Appalachian Area Agency on Aging/Aging, Disability Resource Center includes the six counties of Anderson, Cherokee, Greenville, Oconee, Pickens, and Spartanburg. Proposal(s) may be submitted for one county, a combination of counties, or the entire six-county region, but must provide at a minimum the proposed services throughout the entire county being covered by the proposal, rather than fragmented or limited areas. Proposals must address an activity(s) described in Section VII. 1.4 SERVICES TO BE PROCURED Estimated Annual Dollar Amount based upon a two-year average. SECTION II: INTRODUCTION AND BACKGROUND Service Anderson Cherokee Greenville Oconee Pickens Spartanburg County County County County County County Group Dining $12,000 $101,000 $396,000 $79,000 $39,000 $178,000 Health Promotion $1,000 $1,100 $50,000 $6,000 $9,300 $1,800 Home Delivered Meals $487,720 $114,000 $193,000 $435,000 $181,000 $84,000 Home Chore/Yardwork $22,800 $1,500 $116,000 $24,000 NA $76,000 Transportation GD $1,000 $77,000 $76,000 $4,200 $35,000 N/A Transportation Med/ASST. medical / Shopping N/A $19,000 $252,000 $54,200 $146,000 N/A Minor Home Repair ALL COUNTIES $320,000 2.1 Goal The goal of aging services is to keep older adults living safely and independently at home for as long as possible, and to give them the tools necessary to make good, informed decisions that promote beneficial health and wellness practices. The Area Agency on Aging (AAA) and provider/contractor must be good stewards of the limited Federal and State funding allocated by the State Unit on Aging (SUA). SCACOG/AAA 2024- Services 4 2.2 PURPOSE This solicitation is an invitation for qualified Offerors to submit proposals to provide all of the services listed in Section 1 – Scope of Solicitation and Section VII-Information to Submit Service Specific Requirements (Scope of Work) to this solicitation. These services will be provided to eligible, qualified individuals within the designated geographic area. This solicitation establishes proposal procedures, defines specific information that must be submitted in order to be considered for award of a contract, and identifies the criteria used to evaluate proposals. The AAA engages in full and open competition. 2.3 OVERVIEW OF THE OLDER AMERICANS ACT Signed into law by President Lyndon B. Johnson in 1965, the Older Americans Act (OAA) is considered to be the backbone of aging legislation and funding. OAA funds provide programs and services to help older individuals remain healthy, independent, and safe in the community for as long as is reasonably possible. There are a wide range of community-based services, both in-home and in-group settings that may be provided under the OAA, including transportation services, in-home supportive services, nutrition services, education, exercise, and physical fitness. Anyone aged 60 or over, regardless of income, may qualify for services. However, funding is limited so the OAA targets older individuals with the greatest economic and social need, focusing particularly on low-income and minority individuals. The OAA established the Administration on Aging (AoA), now within the U.S. Department of Health and Human Services and called for the creation of State Units on Aging (SUA). In South Carolina, the SUA is located in the Department on Aging (SCDOA). Using OAA and other funds, the South Carolina SUA is responsible for statewide planning and development of programs and services targeted to older citizens and is responsible for allocating funds to the State’s regional Area Agencies on Aging. 2.4 OVERVIEW OF THE AREA AGENCY ON AGING The OAA expects Area Agencies on Aging (AAAs) to be the leaders relative to all aging issues within designated planning and service areas. In South Carolina, the State Unit on Aging (SUA) has designated ten regions to carry out this objective. 45 CFR 1321.53(c) AAAs proactively carry out and procure, under the leadership of the SUA, a wide range of functions related to advocacy, planning, coordination, inter-agency linkages, information sharing, brokering, monitoring and evaluation, designed to create a comprehensive and coordinated community-based system. This system assists older persons and ensures that they are able to live in their own homes and communities as long as possible. SCACOG/AAA 2024- Services 5 In addition to planning, administration and coordination responsibilities, AAAs are also authorized by the OAA to directly provide some specified services and are required to competitively procure others. 2.5 VALUES AND PRINCIPLES OF THE SC APPALACHIAN AREA AGENCY ON AGING The South Carolina Department on Aging (SCDOA) has been designated to serve as the State Unit on Aging (SUA) to receive and administer Federal Older Americans Act (OAA) funds. As the SUA for South Carolina, and in accordance with Federal Requirements in 45 CFR 1321, the SUA designates Area Agencies on Aging (AAA) to serve as planning/coordinating/administrative entities for their specified planning and service area (PSA). The SUA has designated ten (10) multi- county planning and service areas in South Carolina and has designated an Area Agency on Aging for each PSA. The SC Appalachian Area Agency on Aging (ACOG AAA) has been designated as the AAA for the SC Appalachian Region to include Anderson, Cherokee, Greenville, Oconee, Pickens and Spartanburg Counties. ACOG AAA contracts for a variety of aging services under Title III of the Older Americans Act and through State Funded Services that have in the past included: group dining meals, home delivered meals, home care services (Level I), health promotion and disease prevention, and transportation for persons sixty(60) years of age or older. Title III funding provides financial resources to stimulate the development or enhancement of comprehensive and coordinated community-based systems resulting in a continuum of services to older persons with special emphasis on older individuals having the greatest economic or social need giving particular attention to the low-income minority individuals. A responsive community-based system of service shall include collaboration in planning, resource allocation and delivery of a public and private resource in the community and assure the provision of a full range of efficient, well-coordinated and assessable services for older persons. Funding opportunities under the OAA are initiated by the Administration on Aging at the Federal Level, the SUA at the State Level and ACOG AAA at the Regional Level. As part of the formal procurement process for Aging Services in South Carolina, a Comprehensive Needs Assessment was conducted by ACOG AAA to identify the needs of older adults, to evaluate the present service delivery system available in the region and to analyze the gaps in services. The goal of the Needs Assessment was to learn about the needs of seniors from three (3) perspectives: consumers age 60+ receiving and not receiving services, professionals, and family caregivers. With projected growth of the older population, home and community-based services are needed to enable older adults to maintain maximum independence and remain a vital part of their communities. It is anticipated that as the “baby boomers” (individuals born after 1945) continue to reach age 60 over the next several years, the traditional ways of providing aging services will be challenged thus giving way to new and innovative programs and service delivery options to include consumer choice and possibly service voucher options. SCACOG/AAA 2024- Services 6 2.6 FUNDING STRUCTURE FOR PROVISION OF SERVICES Determining the total amount of funding that is available to the AAA for the provision and/or procurement of senior services is a highly complex process that includes numerous sources of funds, including several Federal, State and/or Local/private resources. Many of these vary in amount from year to year and become available at varying times during each fiscal year, often making total budgeted amounts for a particular service uncertain. Additionally, voluntary contributions and cost-sharing from program participants are allowed for some services. A more detailed description of service funding in SC can be found in the SC Department on Aging’s (SCDOA) Policies and Procedures Manual (www.aging.sc.gov). If Federal and/or State Government reduces funding during a contract period, or funding is withheld, these reductions would be passed on to successful Offerors who are awarded a contract. To address the varied match requirements of funding sources SC Appalachian AAA will reimburse ninety (90) percent of the contracted rate for any service awarded. Although it is expected that Offerors be familiar with the basics of OAA and AAA service funding (especially regarding participant contributions and local match requirements), it is the responsibility of the SUA and the AAAs to interpret and coordinate these resources, and to provide technical support to contractors. In order to assist the Offeror with cost calculations and units of service estimations, historical data is provided. SCACOG/AAA 2024- Services 7 SECTION III: GENERAL INFORMATION AND INSTRUCTIONS 3.1 DEFINITIONS Act: The Older Americans Act of 1965 as amended and re-authorized. Amendment- A document issued to supplement and/or revise the original solicitation document. Amendments become a binding part of any contract resulting from this solicitation. Area Agency on Aging (AAA): Area Agency on Aging means the agency, within a planning and service area, designated by the SUA to be responsible for aging programs described in this manual. Aging and Disability Resource Center (ADRC): An entity established by a State as part of the State system of long-term care, to provide a coordinated system for providing consumers access to a range of publicly supported long-term care programs for which consumers may be eligible, by serving as a convenient point of entry for such programs. Aging Unit: The separate organizational unit carrying out OAA responsibilities whenever the SUA designates a multi-function organization as the AAA. Activities of Daily Living: Basic tasks of everyday life such as eating, bathing, dressing, toileting and transferring. Administration on Aging (AoA): The agency established in the Office of the Secretary, United States Department of Health and Human Services, charged with the responsibility for administering the provisions of the Older Americans Act. Administration on Community Living (ACL): The USDHHS agency that is responsible for the Administration on Aging (AoA) and administers the provisions of the OAA. Area Plan: The official Area Plan document that is submitted by a designated AAA to the SUA for approval. The area plan may be updated annually, or as is required by the SUA. The area plan sets forth measurable objectives, identifies the planning, coordination, administration, social services, resource allocation, evaluation and other related activities to be undertaken for the plan period. An Area Plan is required for the receipt of OAA funds. Assessment: The process of determining the level of need of aging clients in order to provide OAA services. Assistive Technology: Technology, engineering methodologies, or scientific principles appropriate to meet the needs of, and to address the barriers confronted by, older individuals with functional limitations. At Risk for Institutional Placement: When an individual is unable to perform at least 2 activities of daily living without substantial assistance that includes verbal reminding, physical cuing, or supervision and is determined by the State to be in need of placement in a long-term care facility. Civic Engagement: An individual or collective action designed to address a public concern or an unmet human, educational, health care, environmental, or public safety need. Client Selection: The process of the Area Agency(s) on Aging for selecting clients to be served by the contractor through the assessment process. Comprehensive and Coordinated Systems: A program of interrelated social and nutrition services designed to meet the needs of older persons in a planning and service area. Conflict of Interest: A conflict would arise when the employee, officer, agent, or any member of his/her immediate family, his/her partner, or an organization which employs or is about to employ any of the parties indicated herein, has a financial or other interest in the firm selected for an award. SCACOG/AAA 2024- Services 8 Contract: A procurement contract under a grant or sub-grant, and a procurement subcontract under a contract. Contractor: An entity awarded a contract from an AAA to provide services under the Area Plan. Coordination: The formal or informal process through which the SCDOA and Area Agencies on Aging bring together the planning and services resources (public and private) of a given geographic area for the purpose of initiating, expanding, or strengthening services for older persons. The AAAs/ADRCs shall coordinate program planning and service resources through outreach and collaboration with local organizations within their planning and service areas in order to expand, enhance, and strengthen services for seniors. Cost-Sharing/Matching Funds: A portion of the project or program costs not borne by the Federal government, and therefore covered by some other source. Department on Aging: Department on Aging (SCDOA) is South Carolina’s State Unit on Aging (SUA). The SUA was established to study, plan, promote, and coordinate a statewide program to meet the present and future needs of aging citizens in South Carolina and to administer all Federal programs relating to aging that are not the specific responsibilities of another State agency under the provisions of Federal or State law. Direct Services: Any activity performed to provide services directly to individuals and/or older persons by the staff of the SCDOA, AAA/ADRC, or provider/contractor. Disability: The term ‘disability’ means (except when such term is used in the phrase ‘severe disability’, ‘developmental disabilities’, ‘physical or mental disability’, or ‘physical disabilities’) a condition attributable to mental or physical impairment, or a combination of mental and physical impairments, that results in substantial functional limitations in one (1) or more of the following: • Self-care • Receptive and expressive language • Learning • Mobility • Self-direction • Economic self-sufficiency • Cognitive functioning • Emotional adjustment Donated Foods/Cash: Food/cash made available by the United States Department of Agriculture (USDA) through the Food Distribution Program to AoA for use in OAA nutrition services. Eligible Individuals: Persons 60 years of age or older, and their spouses, regardless of age, who qualify for OAA services. Under the State and Area Plans, preference in the delivery of services must be given to older persons in the target groups identified in the Act and elsewhere within this Manual. Evidence-Based Health Promotion Programs: Programs related to the prevention and mitigation of the effects of chronic diseases such as osteoporosis, hypertension, obesity, diabetes, or cardiovascular disease, and programs directed at alcohol or substance abuse, smoking cessation, stress management, fall prevention, physical activity, and improved nutrition. Exploitation: The fraudulent or otherwise illegal, unauthorized, or improper act or process of an individual, including a caregiver or fiduciary, that uses the resources of an older individual for monetary or personal benefit, profit, or gain or that results in depriving an older individual of rightful access to, or use of, benefits, resources, belongings, or assets. Fair Market Value: The amount that a reasonable buyer would pay to a reasonable seller when neither party is compelled to make the transaction. For fair market value for donated personal services, change the terms “buyer and seller” to “employer and employee.” SCACOG/AAA 2024- Services 9 Fees/Payments: Legal obligations required in order to receive the service. Fiscal Year: State (SFY) or Federal (FFY). The state fiscal year covers the period from July 1 through June 30. Normally, the Federal fiscal year covers the period from Oct. 1 through Sept. 30. Focal Point (SUA Definition): A facility established to provide local leadership on aging issues, to provide older adults access to services at a central location with customer-oriented staff, and to assist those in the community who have an interest in, or need for, information, resources, or services. Focal Point (OAA Definition): the OAA defines “focal point” as a facility established to encourage the maximum co-location and coordination of services for older persons. Frail: Having a physical or mental disability, including having Alzheimer’s disease or a related disorder with neurological or organic brain dysfunction that restricts the ability of an individual to perform normal daily tasks or that threatens the capacity of an individual to live independently. Funding Stream: Sources of the monies that are available for providing the required aging services. Each service has its own funding stream(s). A funding stream can fund more than one kind of service. Grant-Related Income (GRI): income generated by the persons participating in activities funded under a grant through voluntary contribution. This also includes income from fees for State- funded services. GRI is non-federal funds earned. Greatest Economic Need: The need resulting from an income level at or below the poverty threshold as published annually in the Federal Register. Greatest Social Need: The need caused by non-economic factors that include physical and mental disabilities, language barriers, cultural, social or geographic isolation including that caused by racial or ethnic status that restrict an individual’s ability to perform normal daily tasks or that threaten such individual’s capacity to live independently. High Risk Contractor: A contractor that: (1) has a history of unsatisfactory performance; (2) is not financially stable; (3) has a management system that does not meet the management standards prescribed; (4) has not conformed to terms and conditions of previous awards; or (5) is otherwise not responsible. Homebound: Homebound status is established if an individual resides at home, is unable to drive, does not have access to transportation, and may be at risk for institutionalization. Home and Community Based Services: services provided in the community to help prevent institutionalization. In-Home Services: Personal care (Levels I and II), telephone reassurance, and in-home respite care for families, including adult day care as a respite service. Instrumental Activities of Daily Living: are not necessary fundamental functions but enable individuals to live independently within a community. Such functions are telephone use, shopping, food preparation, laundry, housekeeping, finances, medication management and mode of transportation. Long-Term Care: Any service, care or item (including assistive devices) a disease prevention and health promotion service, an in-home service, and a case management service intended to assist individuals in coping with or compensate for a functional impairment in carrying out activities of daily living whether furnished at home, in a community care setting, or in a long-term care facility and not furnished to prevent, diagnose, treat, or cure a medical disease or condition. Means Test: Use of an older person’s income or resources to deny or limit receipt of services. SCACOG/AAA 2024- Services 10 Minority Individuals: Persons who identify themselves as American Indian, African American, Asian, Hispanic, and members of any limited English-speaking groups designated as minority within the State by the SUA. Multi-Purpose Senior Center: A community facility for the provision of a broad spectrum of services including health, social, nutritional, and educational group activities for older persons. Neglect: The failure of a caregiver or fiduciary to provide the goods or services that are necessary to maintain the health or safety of an older individual, or self-neglect. Non-Profit Organization: An agency, institution or organization that is owned and operated by one or more corporations or associations with no part of the net earnings benefiting any private shareholder or individual. Nutrition Services: Those services, whether provided by a public or private non-profit agency or organization, that provide meals and other nutrition services, including nutrition education and outreach to older persons. Such services may be provided in a group dining setting that offers a range of social and supporting services or in the home of an eligible older person. Nutrition Site: Organizations that offer meals to seniors at social and community centers including senior centers, churches, and schools. These congregate sites also offer seniors social interaction, mental stimulation, and community involvement. Planning and Service Areas (PSAs): A legislatively mandated sub-state area-wide planning and service district designated for purposes of planning, development, delivery, and overall administration of service. Proposals: is a solicitation made by an agency or company interested in a procurement of a service. Program Beneficiary: An eligible individual who receives services from the AAA or a contractor. Program Income: Gross income received by the sub-grantee or contractor directly generated by a grant-supported activity or earned only as a result of the grant agreement during the grant period. Resource Development/Program Development: Something that can be used for support or help or an available supply that can be drawn on when needed. Scope of Work: The division of work to be performed under a contract or subcontract in the completion of a project, typically broken out into specific tasks with deadlines. Self-Directed Care: An approach to providing services under the OAA intended to assist an individual with activities of daily living in which such services are planned, budgeted, and purchased under the direction and control of such individual; the individual is provided such information and assistance necessary to make informed decisions about care options; the needs, preferences and capabilities of the individual to direct and control receipt of services are assessed by the AAA or other agency designated by the AAA; based on this assessment, a plan of services is developed that includes specific services to be directed by the individual, a budget for such services and the role of family members in providing other needed services; and the area agency provides oversight of such individual’s self-directed receipt of services to ensure quality and the appropriate use of funds under the OAA. Service Slot: The number of service units it takes to provide a service (like meals) once per day for a whole year. A service slot may be filled by more than one client over the course of a year, depending on clients’ changing needs or to accommodate clients who do not need the service daily. For example: Client A requires meals five (5) days a week equaling one service slot. Client B requires meals three (3) days per week, while Client C requires meals two (2) days a week. Clients B and C, added together, equals one service slot. http://www.businessdictionary.com/definition/division-of-labor.html http://www.businessdictionary.com/definition/contract.html http://www.businessdictionary.com/definition/subcontract.html http://www.businessdictionary.com/definition/completion.html http://www.businessdictionary.com/definition/project.html http://www.businessdictionary.com/definition/task.html http://www.businessdictionary.com/definition/deadline.html SCACOG/AAA 2024- Services 11 Solicitation: Act or instance of requesting or seeking bid, business, or information. Unlike an offer, a solicitation is not a clear indication of the intention to enter into a binding agreement. Severe Disability: A severe, chronic condition attributable to mental or physical impairment or a combination of mental and physical impairments that is likely to continue indefinitely, resulting in substantial functional limitation in three (3) or more life activities as specified in the definition for “Disability”. Statutory Functions: Statutory functions of the Area Agency on Aging (AAA)/Aging and Disability Resource Center (ADRC) are those functions that must be performed in a consistent manner throughout the planning and service area. These services are Information and Referral/Assistance, outreach, advocacy, program development, coordination, and individual needs assessment. State Unit on Aging or Department on Aging: The SUA was established to study, plan, promote, and coordinate a statewide program to meet the present and future needs of aging citizens in South Carolina and to administer all Federal programs relating to aging that are not the specific responsibilities of another State agency under the provisions of Federal or State law. Department on Aging is the designated operational unit for the State Unit on Aging (SUA) for South Carolina. Target Groups: Those eligible individuals identified by the SUA or the AoA to be: • in greatest economic need; • in greatest social need; • considered minorities; and/or • residing in rural areas. Third Party In-Kind Contributions: Property or services which benefit a federally assisted project or program, and which are contributed by non-federal third parties without charge to the grantee, or a cost-type contractor under the grant agreement. Unit Cost: The amount of funding needed to provide one service unit. 3.2 ABBREVIATIONS ➢ AAA - Area Agency on Aging ➢ ACE - Alternative Care for the Elderly ➢ ADRC - Aging and Disability Resource Center ➢ AoA - Administration on Aging ➢ CLTC - Community Long Term Care ➢ COA - County Councils on Aging ➢ SCDOA - South Carolina Department on Aging ➢ DP/HP - Disease Prevention/Health Promotion ➢ EBPs - Evidence Based Programs ➢ HDM - Home Delivered Meal ➢ NSIP - Nutrition Services Incentive Program ➢ OAA - Older Americans Act ➢ PSA - Planning and Service Area ➢ RFP - Request for Proposal ➢ SCDHEC - South Carolina Department of Health and Environmental Control ➢ SCDHHS - South Carolina Department of Health and Human Services ➢ SUA - State Unit on Aging ➢ USDA - United States Department of Agriculture ➢ USDHHS - U. S. Department of Health and Human Services ➢ USDOL - United States Department of Labor http://www.businessdictionary.com/definition/act.html http://www.businessdictionary.com/definition/bid.html http://www.businessdictionary.com/definition/business.html http://www.businessdictionary.com/definition/information.html http://www.businessdictionary.com/definition/offer.html http://www.businessdictionary.com/definition/intent.html http://www.businessdictionary.com/definition/binder.html http://www.businessdictionary.com/definition/agreement.html SCACOG/AAA 2024- Services 12 SECTION IV: COMPLIANCE and SECURITY 4.1 Funding for the services procured through this RFP are obtained from a number of sources, to include Local, State and Federal funding, therefore there is a significant number of policies that must be followed. Standard Contract Terms and Conditions are located in Appendix A. Offeror’s certification that they are aware of, understand and agree to comply with these policies is a general requirement to be considered for any contract(s) pursuant to this RFP. If you take exception or are unable or unwilling to comply with a particular standard, you must identify the standard and provide an explanation. The AAA will consider your comments; however, it should be noted that allowable waivers are rare. The Submission of a proposal represents that the Offeror has read and understands the solicitation and that its offer is made in compliance with the solicitation. Offerors are expected to examine the solicitation thoroughly and should request an explanation of any ambiguities, discrepancies, errors, omissions, or conflicting statements in the solicitation. Failure to do so will be at the Offeror's risk. Offeror assumes responsibility for any patent ambiguity in the solicitation that Offeror does not bring to the AAA’s attention. Contractor and service requirements defined in this solicitation are primarily based, as applicable, on the following Laws, Regulations and Policies *: The OAA, as amended to date; Federal regulations issued pursuant to the OAA: 45 CFR 1321.5 cites that the following regulations apply to all activities under this part [Title III] and adds that there may be others not listed here. 45 CFR Part 80: Nondiscrimination under Programs Receiving Federal Assistance through the Department of Health, Education, and Welfare; Effectuation of Title VI of Civil Rights Act of 1964; 45 CFR Part 81: Practice and Procedure for Hearings under Part 80 of this Title; 45 CFR Part 84: Nondiscrimination on the Basis of Handicap in Programs and Activities Receiving or Benefiting from Federal Financial Participation 45 CFR Part 100: Intergovernmental Review of Department of Health and Human Services Programs and Activities; and 2 CFR Part 200: Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (OMB) Program Issuances (PIs) issued by AoA or the SUA that supersede the manual. AoA issuances will become effective only after the SUA has provided notice to that effect. The Department on Aging Networks Policies and Procedures Manual, to include supplemental instructions, when issued. The manual can be viewed at www.aging.sc.gov. * Other Laws, Regulations and Policies may apply; this is not intended to be an all-inclusive list. Such policies will be listed in awarded contract. SCACOG/AAA 2024- Services 13 4.2 Due to the nature of the information managed by the State and/or Area Agency on Aging/Council of Government under this contract, any event resulting in a potential loss of confidentiality, integrity, and/or availability of sensitive data is unacceptable. Contractor shall develop and maintain a security and privacy program with effective security and privacy controls compliant with the most current version of the industry standard cyber security framework (https://www.nist.gov/cyberframework). Security and privacy controls shall be well documented, management enforced, and comply with all applicable security and privacy laws, regulations, and policies, and any other related breach notification laws and directives. Information available to the provider/contractor about a client should only be used for the intended purpose of providing or connecting a client with needed services. Any information collected separately by the provider/contractor should also adhere to privacy and security standards, including documentation of what and how that information will be used, along with signed consent of the client. The developed security and privacy program must support, at a minimum, the following privacy principles: • Confidentiality – preserve authorized restrictions on access and disclosure, including means for protecting personal privacy and proprietary information. A loss of confidentiality is the unauthorized disclosure of information. • Integrity – guard against improper information modification or destruction and includes ensuring information nonrepudiation and authenticity. A loss of integrity is the unauthorized modification or destruction of information. The contractor/provider must also provide: • Documentation outlining the methodology used to defend against, identify and respond to, and mitigate risk of any breaches of sensitive data. • Documentation of the process of notifying (AAA/COG) when a potential breach occurs, and the steps contractor/provider will take to resolve breaches and recover unauthorized release of information. Security Assessment Questionnaire: 1. Describe your policies and procedures that ensure access to sensitive information is limited to only those of your employees and volunteers who require access to perform your proposed services. 2. What safeguards and practices do you have in place to vet your employees and volunteers who will have access to sensitive information? 3. Describe the policies, procedures and practices you have in place to provide physical security of your papers with sensitive data, and access to sensitive areas in your organization. SCACOG/AAA 2024- Services 14 SECTION V: PROPOSAL INSTRUCTIONS AND REQUIREMENTS 5.1 LETTER OF INTENT TO PROPOSE A letter of intent to submit a proposal in response to this RFP must be submitted no later than Tuesday, January 9, 2024. A statement on the entity’s letterhead stationery, indicating intent to submit a proposal by the stated RFP submission deadline will be sufficient. The following verbiage is provided as an example: The undersigned, the duly authorized signatory authority for this agency, hereby declares its intent to submit a proposal in response to the SC Appalachian Council of Governments/ Area Agency on Aging RFP APPAAA 2024-Services. a. Include the addresses, phone numbers, fax numbers and e-mail addresses for the signatory authority and contact person, and service type intending to propose on (i.e., Group Dining, Health Promotions, Home Delivered Meals, Home Chore, Home Repair and/or Transportation). b. The letter of intent to submit a proposal must be signed by the same signatory authority who will sign the proposal to be submitted later. Email copies are accepted. The original must be received in this office within five (5) working days of the letter to submit a proposal. c. Proposals will not be accepted unless a Letter of Intent to submit a proposal was properly submitted. Please forward your Letter of Intent/Proposal to: SC Appalachian Council of Governments/ Area Agency on Aging Tim Womack, AAA Director 30 Century Circle, Greenville, SC 29607 (US Postal Service/UPS/FedX/Hand Delivery) Attention: Tim Womack, AAA Director or twomack@scacog.org 5.2 QUESTIONS CONCERNING THIS RFP Typed written questions, including service type, concerning this RFP will be accepted through January 26, 2024. E-mail copies are acceptable. Please forward your typed written questions to: SC Appalachian Council of Governments/ Area Agency on Aging Tim Womack, AAA Director 30 Century Circle Greenville, SC 29607 twomack@scacog.org 5.3 OFFEROR’S CONFERENCE A Mandatory Offeror’s Conference will be held in the large Conference Room of the SC Appalachian Council of Governments on Thursday, January 18, 2023 @ 2:00pm. Attendance is mandatory. mailto:twomack@scacog.org mailto:twomack@scacog.org SCACOG/AAA 2024- Services 15 5.4 EXTENDED QUESTION PERIOD AND PROCESS Additional questions concerning this Request for Proposal will be accepted, via e-mail or USPS mail beginning January 19, 2024 through January 26, 2024. Only questions submitted in writing will be answered and no individual answers will be given. On Tuesday, January 30, 2024, all parties who submitted a Letter of Intent to submit a proposal will receive a copy via e-mail of all questions submitted during the Extended Question Period along with the appropriate answers. Please forward questions to: twomack@scacog.org or SC Appalachian Council of Governments/Area Agency on Aging Tim Womack, AAA Director 30 Century Circle Greenville, SC 29607 5.5 KEY EVENTS AND DATES Procurement 2023 - 2024 Step Description Date Time (if applicable) 1 Request for Proposal (RFP) Issued Thursday, December 21, 2023 2 Deadline for the Receipt of Letter of Intent to Propose Tuesday, January 9, 2024 3 Deadline for Receipt of Questions Wednesday, January 17, 2024 4 Offeror's Conference, Mandatory Thursday, January 18, 2024 @ 2:00 pm 5 Extended Questions Period Begins Friday, January 19, 2024 6 Extended Questions Period Ends Tuesday, January 26, 2024 7 Extended Questions Period Replies Sent Tuesday, January 30, 2024 8 Deadline for Receipt of Proposal Tuesday, February 6, 2024 @ 2:00 pm 9 Public Opening of Proposals Tuesday, February 6, 2024 @ 2:15 pm 10 Preliminary Review for Responsiveness by Staff Thursday, February 8, 2024 11 Notification of Non-Responsiveness Thursday, February 8, 2024 12 Corrections for Final Review for Responsiveness Tuesday, February 13, 2024 @ 10:00 am 13 Final Review for Responsiveness by Staff Wednesday, February 14, 2024 14 Proposals Delivered to Review and Evaluation Committee Wednesday, February 21, 2024 15 Review and Evaluation Committee will Rate and Develop Recommendations for Funding of Successful Proposals to Full RAAC and SC Appalachian Council of Governments Board of Directors Wednesday, March 6, 2024 @ 10:00 am 16 Recommendation to Full RAAC Wednesday, April 17, 2024 17 Recommendation to COG Board Friday, April 26, 2024 18 Written Notification to all Proposers Monday, April 29, 2024 19 Contract Negotiations with apparent successful offer Wednesday, May 1, 2024 20 Anticipated Contract Start Monday, July 1, 2024 mailto:twomack@scacog.org SCACOG/AAA 2024- Services 16 5.6 DELIVERY OF PROPOSALS 1. How. Proposals may be Mailed or Hand Delivered ONLY. No e-mailed or faxed proposals will be accepted. 2. Where. SC Appalachian Council of Governments/ AAA Tim Womack, AAA Director 30 Century Circle Greenville, SC 29607 3. When. Proposals will be accepted by the SC Appalachian Council of Governments/ Area Agency on Aging until Tuesday February 6, 2024 at 2 PM EST as established by the SC Appalachian Council of Governments. 4. There will be a public opening of all bids received in the Large Conference Room at the SC Appalachian Council of Governments on Tuesday, February 6, 2024 at 2:15 PM EST. 5. Late proposals will not be considered, regardless of the delivery method chosen by the Offeror. At the request and expense of the proposer, late proposals will be returned, unopened, providing such request is made within thirty (30) calendar days of the closing date for this RFP. 5.7 RESPONSIVENESS OF PROPOSALS 1. Proposals will be reviewed for responsiveness based on the criteria established in this RFP. The Check List for Procurement Proposal Submission form in Appendix B will be used to determine the responsiveness of proposals received. 2. Proposals will be reviewed for responsiveness by the SC Appalachian Council of Governments Aging Services Staff on February 8, 2024. 3. Proposers will be notified regarding non-responsive proposals and the Offeror will be given until Tuesday, February 13, 2024 at 10 AM EST to make appropriate corrections. Notification will be sent via e-mail to the contact person listed on the Letter of Intent to bid. 5.8 NUMBER OF PROPOSALS TO BE SUBMITTED Each Offeror must submit FIVE (5) typed copies of their proposal in a sealed container. One copy of the proposal must be submitted with original signatures and date in BLUE INK and must have “ORIGINAL” stamped or printed on the first page or cover sheet. Each copy of the proposal and any attachments should be triple hole punched and clipped together in a single volume (please use binder clips). The Offeror is required to have the following information typed or printed on the outside of the sealed container/package: 1. Name and Address of the proposing organization; 2. The RFP (APPAAA/2024-Services), Closing Date (___) and Type of Service (i.e., Congregate Meals, Health Promotions, Home Delivered Meals, Home chore minor home repair and/or Transportation). The following is an EXAMPLE of what the required outside markings must look like: SCACOG/AAA 2024- Services 17 EXAMPLE ABC Transportation 1580 Boardwalk Avenue Any City, South Carolina 29000 RFP#: APPAAA/2024-Services, February 6, 2024 (Spartanburg) County (Congregate Meals and Transportation) IT IS IMPORTANT TO NOTE THAT THIS REQUIRED INFORMATION IS VITAL TO THE PROPER INTERNAL HANDLING OF THE PROPOSAL, ESPECIALLY WHEN IT FIRST ENTERS THE DOOR AT THE COUNCIL OF GOVERNMENTS. 5.9 SIGNATURE AND DATE REQUIREMENTS One of the required SIX (6) copies must be designated the “Original” copy of the proposal and must be SIGNED AND DATED in BLUE INK. The person who signs the proposal must be a representative of the offering agency who is legally authorized by his/her governing body to sign contractual agreements on behalf of the Offeror. Unsigned and/or undated proposals will be deemed non-responsive. 5.10 RFP REVISIONS 1. Should it become necessary to revise any part of this Request for Proposal, all such revisions will be provided in writing to ALL entities that submitted a letter of intent to propose or submitted a proposal in response to this RFP. 2. Verbal comments or discussion relative to this solicitation will not add, subtract or in any way modify the written provisions contained herein. Any alteration must be in the form of written revision, provided to ALL entities that submitted a letter of intent to bid or submitted a proposal in response to this RFP. 5.11 TAXPAYER IDENTIFICATION NUMBER 5.11.1 If Offeror is owned or controlled by a common parent as defined in paragraph (b) of this provision, Offeror shall submit with its offer the name and TIN of common parent. 5.11.2 Definitions: "Common parent," as used in this provision, means the corporate entity that owns or controls an affiliated group of corporations that files its Federal income tax returns on a consolidated basis, and of which the Offeror is a member. "Taxpayer Identification Number (TIN),"means the number required by the Internal Revenue Service (IRS) to be used by the Offeror in reporting income tax and other returns. The TIN may be either a Social Security Number or an Employer Identification Number. 5.11.3 If Offeror does not have a TIN, Offeror shall indicate if either a TIN has been applied for or if a TIN is not required. If a TIN is not required, indicate whether. (a) Offeror is a nonresident alien, foreign corporation, or foreign partnership that does not have income effectively connected with the conduct of a trade or business in the United States and does not have an office or place of business or a fiscal paying agent in the United States; (b) Offeror is an agency or instrumentality of a State or local government; (c) Offeror is an agency or instrumentality of a foreign government; or (d) Offeror is an agency or instrumentality of the Federal Government. SCACOG/AAA 2024- Services 18 5.12 SC Appalachian Council of Governments Appeal and Protest Procedure The following procedures are for the purpose of addressing pre-award protest matters related to solicitation or award of contracts by SC Appalachian Council of Governments. The SC Appalachian Council of Governments is the responsible party for resolving all matters related to its contracts. These matters include pre-award issues, which may be raised concerning a solicitation or a specific award of a contract. 5.12.1 Any protest related to solicitation or award of a contract must be filed with the SC Appalachian Council of Governments within ten (10) calendar days of the action by the SC Appalachian Council of Governments. Submission of a written protest document must be received not later than 5:00 P.M. (Eastern Time) of the tenth (10th) calendar day following the action taken by the SC Appalachian Council of Governments. Untimely protests will not be considered. 5.12.2 In order to file a protest, a party must be aggrieved and must be an organization or individual with a specific interest related to the procurement. Only protests from organizations that can demonstrate that they are aggrieved will be considered. A party is not aggrieved by an error in solicitation or award of a contract unless the party would have potentially received the award but for the error. The SC Appalachian Council of Governments will not consider protests from individuals or organizations who do not have such standing nor from subcontractors of parties with which contracts have been placed. The signature of a party on a protest document constitutes a certification by the signer that the signer has read the document and to the best of their knowledge, information, and belief and, after reasonable inquiry, the protest is well grounded in fact and is warranted by existing law or by a good faith argument, and that it is not submitted for any improper purpose such as to harass, to limit competition, or to cause unnecessary delay or needless increase in the cost of the procurement or the cause of action. 5.12.3 The statements in this policy concerning standing do not exclude the participation in the process by an organization, which is the apparent successful Offeror. Such party may participate, to the extent that meetings take place between the SC Appalachian Council of Governments and the protestor. However, since the protest procedure primarily will involve the review of the documentary submissions, it is not guaranteed that such an interested party will be specifically involved in the procedure. Interested parties may submit information on the record to support their contention that the procurement was properly carried out and the contract award is valid. 5.12.4 Protests must be in writing and must state or include the following: that the document constitutes a protest; that general inquiries and other characterizations will not be treated as protest documents; that notice of the specific issues that the protestor believes must be considered; and that a specific remedy, stated therein, is requested. Additional information in the form of documentary evidence may be submitted as part of the submission. However, all information must be included by the deadline for submission of protests. No additional opportunity to embellish or otherwise expand the information to be reviewed will be accepted. SCACOG/AAA 2024- Services 19 5.12.5 Upon receipt of the protest documents, the appropriate officials of the SC Appalachian Council of Governments (which may include staff and/or board members) will expeditiously review the documents. No hearing will be granted unless, in the view of the SC Appalachian Council of Governments, such hearing would substantially clarify the circumstances surrounding the protest. If a hearing is granted, it will be conducted at the offices of the SC Appalachian Council of Governments and a taped record will be made. The protester may be represented by counsel, but the responsible party of the protesting organization (the person signing the protest) must be present at all times at such meeting. 5.12.6 Upon receipt of a qualified protest, the SC Appalachian Council of Governments will engage in an administrative stay with respect to all procurement activity and contract implementation affected by the protested procurement. Accordingly, if a contract award has not occurred, the SC Appalachian Council of Governments will not proceed with the award until a decision concerning the protest has been reached. If a contract has been placed, the SC Appalachian Council of Governments may instruct the apparent successful contractor to suspend performance, pending the issuance of a decision in the matter. 5.12.7 The remedies developed in response to a protest will be at the discretion of the SC Appalachian Council of Governments. It should be recognized that the placement of contracts by the SC Appalachian Council of Governments is generally for the provision of designated services and disruption of the process has the potential for placing at risk vulnerable members of the population living within the SC Appalachian region. Accordingly, cancellation of contracts and re-procurement will only be considered in extreme circumstances. 5.12.8 Decisions of the SC Appalachian Council of Governments will be issued in writing within forty-five (45) calendar days of the receipt of a protest. In accordance with applicable Federal and State regulations affecting the administration of programs administered by the SC Appalachian Council of Governments, the decision of the SC Appalachian Council of Governments is final. 5.12.9 The cost of a protest will be borne solely by the protester. No compensation will be paid to the protesting organization or to any legal representative thereof. 5.12.10 the information submitted as part of a protest will be considered subject to the same rules for public access as are applicable to the records of the SC Appalachian Council of Governments. Accordingly, protest documents will be considered to be part of grant records accessible by authorized representatives of Federal and State agencies and auditors acting on behalf of the agencies, the Inspector General, and the Comptroller General of the United States. Such records are not by their nature accessible to members of the general public and the press unless other laws or regulations specifically apply. SCACOG/AAA 2024- Services 20 5.13 AAA OFFICE CLOSINGS If an emergency or unanticipated event interrupts normal processes so that offers cannot be received at the AAA designated for receipt of offers by the exact time specified in the solicitation, the time specified for receipt of offers will be extended to the same time of day specified in the solicitation on the first workday on which normal business processes resume. In lieu of an automatic extension, an Amendment may be issued to reschedule bid opening. If AAA offices are closed at the time a pre-bid or pre-proposal conference is scheduled, an Amendment will be issued to reschedule the conference. SECTION VI: CERTIFICATION AND ORGANIZATIONAL INFORMATION All forms and questions contained in Section VI must be completed only ONCE and returned with the offer regardless of the number of services being proposed. These forms apply to your organization as a whole. Scores obtained from these forms will be added to the service-specific scores. The Executive Summary, Organizational Capacity, Financial Management and Strength and Quality Management Functions require a narrative. Be sure that Proposal content directly answers the questions asked. Please DO NOT answer the questions in this RFP directly on this document. Responses in regard to this RFP should be in a document format. In Section 6 and 7 label each section that is being proposed. Appendix B has a Check List for Procurement Proposal Submission that is to be used as a guide to ensure that the proposals have included all of the requested information. The proposal should not include extraneous filler material. DO NOT include pictures, art, clip art, graphs, exhibits or brochures. SCACOG/AAA 2024- Services 21 6.1 PROPOSAL PACKAGE COVER LETTER HOME OFFICE ADDRESS: ____________________________________ Company ____________________________________ Contact ____________________________________ Mailing Address ____________________________________ Phone ____________________________________ E-mail address NOTICE ADDRESS: ____________________________________ Company ____________________________________ Contact ____________________________________ Mailing Address ____________________________________ Phone ____________________________________ E-mail address PAYMENT ADDRESS: ____________________________________ Company ____________________________________ Contact ____________________________________ Mailing Address ____________________________________ Phone ____________________________________ E-mail address OFFEROR’S TYPE OF ENTITY: (CHECK ONE) _____ Sole Proprietorship _____ Corporate Entity (not-tax exempt) _____ Partnership _____ Corporation (tax-exempt) _____ Government entity (Federal, State, local) _____ 501(c)3 SCACOG/AAA 2024- Services 22 6.2 CERTIFICATION The term “Offer” means your “bid” or “proposal”. The Offer must be submitted in a sealed package. Solicitation number and opening date must appear on the package exterior. In response to ACOG/AAA Request for Proposal (RFP) #: APPAAA 2024- Services – (Name) County, the following proposal is submitted. Service(s):_____________________________________________________________________ (i.e., Home Delivered Meals, Congregate Meals, Home Chore, Miner Home Repair, Transportation and/or Evidence Based Disease Program) The term of any Contract(s) resulting from this RFP shall be for the period beginning July 1, 2024, and continuing through June 30, 2025. All budgetary and unit cost information should be based on the time period referenced above. CERTIFICATION: I certify that the information contained in this proposal, fairly represents this entity and its operating plans and budget necessary to conduct the proposed provision of In-Home and Community Based Services for the Elderly under Title III of the Older Americans Act and South Carolina State-Funded Programs of the State Unit on Aging described herein. I acknowledge that I have read and understand the requirements of the Request for Proposal (RFP) and that this entity is prepared to implement the proposed services as described herein. I further certify that I am authorized to sign this proposal and any contractual agreement emanating therefore on behalf of the entity submitting the proposal. This PROPOSAL is firm for a period of at least ninety (90) calendar days from the closing date form submission, which is February 6, 2024. __________________________________________ ______________________________ Signature of Signatory Official (in Blue Ink) Date __________________________________________ ______________________________ Typed Name of Signatory Officials Typed Job Title of Signatory Official _________________________________________ Taxpayer Identification Number SCACOG/AAA 2024- Services 23 6.3 CONTRACT TERMS & CONDITIONS In order to be considered for an award of a contract for any of the services being procured through this RFP, your concurrence, agreement and signed acceptance of the STANDARD TERMS AND CONDITIONS (found in Appendix A) is a general requirement. These requirements will become part of any contract(s) resulting from this RFP. The AAA is aware that, in rare circumstances, an exception may apply. If you take exception or are unable to comply with a particular standard, you must identify the standard and provide an explanation. The AAA will consider your comments; however, it should be noted that allowable waivers are rare. My signature below certifies that, with the exception, if applicable, of the requirement(s) specifically identified below, I have read, understand, and agree to comply with and be bound by each of the Standard Contract Terms and Conditions found in Appendix A of this RFP. I understand that these are standard AAA requirements that will become part of any contract(s) awarded pursuant to this RFP and that failure, at any time, to certify and/or maintain compliance may result in termination of any contract. I understand that additional service-specific requirements regarding the provision of services must also be met. I further certify that I am authorized to sign this proposal and any contractual agreement resulting therefore on behalf of the entity submitting the proposal. _________________________________ ____________________________________ Signature of Signatory Official (in BLUE ink) Date ________________________________________ _________________________________________ Typed Name of Signatory Official Type Job Title of Signatory Official ______________________________________ __________________________________________ Organization/Company Name Taxpayer Identification Number SCACOG/AAA 2024- Services 24 6.4 NON-COLLUSION In order to be considered for an award of a contract for any of the services being procured through this RFP, your concurrence, agreement and signed acceptance of the following NON-COLLUSION certification is required. As an authorized representative of ____________________________________________, {Fill in Offeror organization’s name} Hereafter referred to as “we” or “our,” my signature below certifies: 1. That we have submitted the enclosed offer and that we are fully informed regarding the preparation and contents of the offer and of the requirements for providing the services being procured through this RFP; 2. That none of our officers, partners, owners, agents, representatives, employees or parties in interest, including the undersigned, has in any way colluded, conspired, connived or agreed, directly or indirectly, with any other Offeror, firm or person to submit a collusive or sham offer or to secure through any collusion, conspiracy, connivance or unlawful agreement any advantage in connection with any contract that may be awarded to any Offeror responding to this solicitation; 3. That none of our officers, partners, owners, agents, representatives, employees, or parties in interest, including the undersigned, has sought through any collusion, conspiracy, connivance, or unlawful agreement to have any other party refrain from making an offer of their choosing or to limit any such offer to specific geographic locations or scope of services; 4. That the offer submitted herewith is not tainted by a collusion, conspiracy, connivance, or unlawful agreement on the part of any of our officers, partners, owners, agents, representatives, employees or parties in interest, including the undersigned. __________________________________________ ______________________________ Signature of Signatory Official (in BLUE ink) Date ________________________________________________________ ________________________________________ Typed Name of Signatory Official Typed Job Title of Signatory Official ________________________________________________________ ________________________________________ Organization/Company Name RFP # SCACOG/AAA 2024- Services 25 6.5 PROPOSED SERVICES AND PRICE Name of Agency ____________________________________________________________________________ Identify the service(s) and the applicable counties that you are offering to provide by placing “YES” in the appropriate cell(s). Service Anderson County Cherokee County Greenville County Oconee County Pickens County Spartanburg County Home Delivered Meals Group Dining Group Dining Transportation Essential shopping, Medical, Asst. Medical Transportation Minor Home Repair Evidence Based Health Promotion Identify the offer price(s) and the applicable counties that you are offering to provide by placing the “price” in the cell(s). Service Anderson County Cherokee County Greenville County Oconee County Pickens County Spartanburg County Home Delivered Meals Group Dining Group Dining Transportation Essential shopping, Medical, Asst. Medical Transportation Home Chore Minor Home Repair Evidence Based Health Promotion SCACOG/AAA 2024- Services 26 6.6 ORGANIZATIONAL SUMMARY Summarize how your Offeror’s history, capability and philosophies make you the best contractor for the services you are proposing to provide. 6.7 ORGANIZATIONAL CAPACITY ➢ Description of your legal structure (i.e.: not for profit, county department), ownership, and affiliations (including proof of accreditation, if applicable). ➢ Planned or actual organizational structure including organizational chart that shows service components and employees (by name and title, if applicable), clinical staff, and any consultants. Provide a list of current Board of Directors and identify officers, if applicable. ➢ Organization's experience in providing senior activities/services (including partnerships, acquisition of senior centers, fundraising, etc.) in similar competitive areas. Describe your agency's/organization's/business's background, the challenges faced in providing the same or similar services being proposed. ➢ Resumes of key personnel, qualifications of Executive Director. ➢ Provide evidence that your actual or proposed business structure is organized in such a way that there is a reasonable expectation that service components will be well administered. ➢ Submit written procedures concerning the collection, handling, counting, and depositing of grant related income and/or cost share funds. ➢ Explain how your organization has used an automated bill information system similar to SCDOA database mandated by the SUA for the purpose of reporting units of service. ➢ Provide the firm name, contact person, address, and daytime telephone number of your accounting or auditing firm, if applicable. ➢ Explanation/description of your Emergency/Disaster Plan to ensure the continuation of services when an emergency arises, including but not limited to, staff shortages, financial hardship, and inclement weather. ➢ Provide at least three (3), but not more than six (6), business references (i.e. vendor, banker, etc.) familiar with your organization’s history, service delivery, programs, and/or business performance. You must include a contact person, company name, address, and daytime telephone number of each. SCACOG/AAA 2024- Services 27 6.8 FINANCIAL MANAGEMENT AND STRENGTH ➢ The funding provided for services awarded through this RFP represents a subsidy for services. Describe the additional resources that will be used to expand the programs offered. How much will the additional resources lower the unit cost and/or increase the number of proposed units for this Offer? If you receive additional funding from other funding sources that will be used to expand services proposed, please provide award letters from the funding source(s). Provide ONE copy of the most recent audit report or financial statement; ➢ If an independent audit has not been conducted or is not available, provide other documentation of financial strength or support that supports or ensures your ability to perform the services being procured. ➢ Has the Offeror filed for bankruptcy or restructuring under the US bankruptcy code within the last 7 years? If yes, when, and where? ➢ Within the past five years, has any entity cancelled or terminated a contract they held with your organization due to your failure to meet the requirements of the contract? If so, explain; and ➢ Explain specifically how funds will be accounted for when received, i.e., financial management procedures. 6.9 QUALITY MANAGEMENT ➢ How will you take actions to remedy problems or concerns of service delivery? (i.e., un- served meals, waiting lists, low attendance, and lack of participation in programs). ➢ How will you utilize data and quality information to engage in continuous improvement efforts? (reports available from SCDOA database, feedback from seniors and the AAA/ADRC). ➢ How will you identify and utilize areas of strengths and pinpoint opportunities for improvement? (staff, funding, and other resources). ➢ How will you ensure quality of service meets the requirements of the Scope of Work as outlined in this RFP? (disease prevention and promotion group dining, home delivered meals, and home care level I/Minor Home Repair, and group dining transportation). 6.10 EVALUATION Tab # Item Maximum Score 6.6 Organizational Summary 20 points 6.7 Organizational Capacity 30 points 6.8 Financial Management and Strength 25 points 6.9 Quality Management 25 points Total Points 100 SCACOG/AAA 2024- Services 28 SECTION VII: INFORMATION TO SUBMIT SERVICE-SPECIFIC REQUIREMENTS Section VII contains the services that are eligible through this Request for Proposal. The AAA will be funding each of these services in the SC Appalachian six-county region. Services will not be bundled. Be sure that Proposal content directly answers the questions asked. The proposal should not include extraneous filler material. DO NOT include pictures, art, clip art, graphs, exhibits or brochures. Proposals shall be submitted in word format, twelve (12) point font and should answer the questions asked. Please do not restate the questions contained in the RFP. The services for which the AAA is soliciting for bid proposal are: ➢ Group Dining Services (GDS); ➢ Evidence Based Disease Prevention and Health Promotion (DP/HP); ➢ Home Delivered Meal Services (HDM) ➢ Group Dining Transportation (TRN) ➢ Medical, Assisted Medical, Essential Shopping Transportation ➢ Minor Home Repair ➢ Home Chore (Yardwork) 7.1 General Requirements for Service 1. The contractor shall accurately input required client data into the SCDOA database system, or any other required SCDOA client data collection systems, in a timely manner and as mandated by the terms, conditions, policies, procedures and specifications of the indicated aging program. The AAA will not reimburse for any units deemed not earned. 2. The contractor shall maintain and make available to those monitoring service delivery any information that documents compliance with the South Carolina’s Aging Network’s Policies and Procedures Manual and AAA contracts. 3. The Offeror shall maintain all support documentation necessary to support charges made under this proposal. The Offeror will be monitored for Program Compliance by the AAA and/or SUA. 4. The AAA requires all contractors to input client data into the SCDOA database collection system for the site that is providing the individual client with the service. Service units earned must be reported by the site providing the service. 5. The contractor shall provide daily documentation of services delivered. All participants of service must be assessed annually by the AAA. 6. Preference for service shall be given to those seniors determined through the Older Americans Act to be at high nutrition risk, low-income, low-income minority, with limited English proficiency, and those living in rural areas. The AAA determines eligibility and notifies the contractor who to serve. 7. The contractor must maintain a system for the collection and protection of contributions donated by participants each day. These contributions must be recorded and used to expand the agency’s service(s). 8. Meet all reporting requirements of the AAA. 9. Written procedures for termination of services as approved by the AAA. SCACOG/AAA 2024- Services 29 10. Maintain and make available Incident Reports and Registered Complaints and follow-up. 11. Collect and protect contributions donated by participants and by private pay participants. Record the amount collected each day, track, deposit to the contractor bank account, and report participant donations in SCDOA database. 12. Must be able to provide proof of data collection computer capacity prior to any Contract Award. The minimum system and computer requirements are: Windows 7, Windows XP SP3 or Microsoft Vista, at least 2 GB of RAM, Intel Core Duo processor or equivalent, at least a 8 GB hard drive, e-mail capability, and must acquire access to the SCDOA data base system. 7.2 Group Dining (GD) Scope of Work The AAA shall ensure that nutrition services contracted with OAA and State funds etc., as well as any other meals reported as eligible for additional federal support, comply with these requirements and standards. Purpose The purpose of nutrition services is to maintain and/or improve the nutrition and health status and quality of life of older adults by ensuring participants receive at least one meal per day that meets the nutrition requirements in the Older Americans Act (OAA). This is accomplished by: 1. reducing hunger and food insecurity; 2. promoting socialization of older individuals; and 3. promoting the health and well-being of older individuals. These services help older individuals gain access to nutrition and other disease prevention and health promotion services, which has been proven to delay the onset of adverse health conditions resulting from poor nutritional health or sedentary behavior. Eligibility and Determination of Need The contractor shall ensure that group dining services are provided to eligible individuals using uniform criteria specified by the AAA and is approved by the Department on Aging (SCDOA). Preference for service shall be given to those determined through the OAA to be at high nutrition risk and those in greatest economic and social need. High nutrition risk means having a score of six (6) or more on the DETERMINE Your Nutritional Health Checklist screening tool developed by the Nutrition Screening Initiative which is part of the assessment. Those eligible for participation in group dining programs include (based on OAA 339(2)(H)): 1. a person aged sixty (60) or older; 2. the spouse of the older program beneficiary, regardless of age; 3. a person under age sixty (60) with a disability who resides in a housing facility occupied primarily by older adults, at which group dining services are provided; SCACOG/AAA 2024- Services 30 4. a person with a disability under age sixty (60) may receive a meal if they reside with an individual who is a program beneficiary (In the event of the death of a program beneficiary who resides with an adult with disabilities, under age sixty (60), the adult with disabilities can continue to receive group dining or home-delivered meals if an assessment determines the continued need for services). This assessment must be conducted at the time of the program beneficiary’s death. At that time, every attempt must be made to determine if that adult with disabilities qualifies for non-aging programs (such as programs offered through agencies including, but not limited to, Medicaid or the South Carolina Department of Disabilities and Special Needs). If the adult with disabilities is placed under the care of a program that provides nutrition services other than aging services, he/she must be removed as an aging service client.); or 5. a person who volunteers at the group dining center during meal hours (in order to receive a free meal, all volunteer work duties and service hours must be documented and recorded by the provider/contractor). Nutrition Service Operations, Activities, and Group Outings The primary purpose of operating a group dining center is to provide a meal and activities that promote socialization. The group dining site shall provide activities that include the following areas: recreational, informational, social, health, educational, nutritional, cultural, artistic, and musical activities each month. Group dining sites must operate at least four (4) hours per day. If funding sources other than those allocated by the SCDOA are used, the provider/contractor should collect the client’s demographical data via the assessment form in the SCDOA System, for use by the SCDOA and the AAAs/ADRCs for planning purposes. The appropriate nutrition classification shall be tracked and specified as one of the following: hot, cold, shelf, or frozen. Documentation The Contractor shall comply with the following documentation requirements: 1. Enter all data into the state-approved data collection system. 2. Provide the following service documentation: (a) daily records of participant attendance; (b) daily records regarding number of complete meals ordered, received and served; (c) daily records of hot and cold food temperatures; (d) action on any shortages or temperature discrepancies, as applicable; and (e) comments on the participant satisfaction with the meals served. 3. Keep incident reports and registered complaints with documentation of follow-up on file with both the program supervisor and AAA whenever any fall, injury, choking, illness, or other unusual event occurs in or on the grounds of the group dining center. 4. Keep on file at the contractor's office, the monthly reports of planned nutrition/health education and social, educational, or recreational activities, including the number of individuals taking part in each activity. SCACOG/AAA 2024- Services 31 5. Group dining sites must use the official SCDOA approved sign-in sheet (Report LG- 94) to record clients utilizing nutrition services daily. This daily sign-in sheet is required even if providers/contractors use another sign-in process (including electronic card scanning). Sign-in sheets must be kept on file and provided to the SCDOA upon request for a minimum of three (3) years. Unit of Service Meals: one meal served to an eligible participant. All necessary costs associated with delivery of group dining services including nutrition education, are to be included in the unit cost of “one meal”. NOTE: General administrative activities such as record keeping, travel and training time, time spent coordinating with other agencies, etc. are not counted as units of service but are elements of total unit cost. 7.3 GDS Staffing 1. Indicate all staff necessary to provide Group Dining Services in compliance with the requirements of this RFP. Be sure to give job title, a brief description of their job duties, and the percentage of their time spent working on the program. 2. Describe how your agency will provide adequate oversight of program operations at any outlying facilities. 7.4 GDS Experience/Past Performance 1. If you are currently a provider of Group Dining Services, please provide a short narrative. overview of programming including geographic locations, number of participants and measurable outcomes 7.5 GDS Service Delivery Plan 1. Discuss how the proposed service will be delivered and in what type of setting (location) it will be offered. Will meals be prepared in house or acquired? How would your organization make the group dining program appealing to target older adults and be responsive to their needs and interests? Include any enhancements, expansions, or additional resources to be offered to the program. 2. List the Group Dining Sites where meals will be served to include physical location, hours of operation and days of operations. 3. What methods will your agency use to increase participation in the Group Dining Program especially targeting low income and minority seniors? 4. Give examples of the Nutrition Education to be provided at the group dining site. Tell how individuals will be involved in the planning of activities. 7.6 GDS Community Involvement – Expansion of Services 1. Discuss any cooperative relationships fostered and/or planned to increase or expand the services. SCACOG/AAA 2024- Services 32 2. Discuss how your agency will coordinate with other community service providers or other Older American Act providers to ensure that the service recipient is linked up to any services they may need. 7.7 GDS Program Requirements 1. The Offeror is required to track client participation in the meal program by using a sign- in sheet (see example in Appendix C) or other AAA approved system. 2. The Offeror shall maintain an Individual Service Recipient File for each service recipient for the current fiscal year plus the three previous fiscal years. The Service Recipient file shall include but is not limited to the following: appropriate approval form; service recipient service plan; and any additional documentation required in the Scope of Work. 3. The Offeror is required to have internet access for email communication between the meal provider, the AAA and the CoA.7.8 Group Dining Service Criteria Tab # Item Maximum Scor 7.3 GDS Staffing 10 points 7.4 GDS Experience/Past Performance 20 points 7.5 GDS Service Delivery Plan 30 points 7.6 GDS Community Involvement-Expansion of Services 20 points 8.2 Unit Rate Calculation 20 points Total Points 100 7.8 Evidence Based Disease Prevention/Health Promotion (DP/HP) Scope of Work Title III-D of the Older Americans Act (OAA) provides funding for the population aged sixty (60) years and over for education and implementation activities that support healthy lifestyles and promote healthy behaviors. Health education reduces the need for more costly medical interventions. Priority is given to serving older adults living in medically underserved areas of the State or who are in the greatest economic need. Services purchased under this RFP shall comply with these requirements and all applicable Policies and Procedures of the State Unit on Aging’s Aging Network Policies and Procedures Manual. Purpose OAA Title III-D is intended to initiate programs designed to help older adults prevent and/or manage chronic diseases and promote healthier lifestyles. Healthy aging reduces healthcare costs and increases quality of life for older adults. Evidence-Based Programs (EBPs) are shown to be effective at helping participants adopt healthy behaviors, improve their health status, and reduce their use of hospital services and emergency room visits. Older adults are disproportionately affected by chronic disease. EBPs can mitigate the negative impact of chronic diseases and related injuries, such as falls. SCACOG/AAA 2024- Services 33 EBPs empower older adults to take control of their health by maintaining a healthy lifestyle through increased self-efficacy and self-management. The OAA Title III-D EBP requirement was implemented in 2012. The AAA/ADRC may award OAA funds to provide DP/HP Services designed to achieve the following goals: ➢ maintain improved health; ➢ increase years of healthy life; ➢ reduce risk factors associated with illness, disability, or disease; ➢ delay onset of disease; ➢ minimize periods of disability; ➢ preserve functional capacity; ➢ manage chronic diseases; and ➢ prevent premature institutionalization. (OAA 361) NOTE: General administrative activities related to this service such as record keeping, travel and training time, time spent coordinating with other agencies, etc. are not counted as units of service but elements of total unit cost proposed. Eligible Participants Persons aged sixty (60) years or older are eligible to receive these services, but priority is given to targeted populations that reside in medically underserved areas such as: ➢ primary caregivers of eligible older persons who seek nutritional counseling and education services; ➢ older individuals who have the greatest economic and social needs for services; ➢ older individuals who are at increased risk of health impairment; ➢ older Individuals without access to other preventive and health maintenance services; and ➢ older individuals who live in rural areas. Definitions of Service Activities and Unit of Service The Contractor may offer one or more of the following evidence-based programs, as appropriate, to meet the individual needs of the program participants: Examples of Allowable Disease Prevention and Health Promotion Services The following is not an all-inclusive list of the evidenced based disease prevention programs that may be offered but rather serves as examples: ➢ Chronic Disease Self-Management Program ➢ Chronic Pain Self-Management Program ➢ Bingocize ➢ Arthritis Foundation Exercise Program ➢ Geri-fit http://www.aoa.gov/AoARoot/Site_Utilities/Standard_External_Disclaimer.aspx?redirection=http://www.ncoa.org/improve-health/center-for-healthy-aging/chronic-disease.html http://www.aoa.gov/AoAroot/Site_Utilities/Disclaimer.aspx http://www.aoa.gov/AoARoot/Site_Utilities/Standard_External_Disclaimer.aspx?redirection=http://patienteducation.stanford.edu/programs/asmp.html SCACOG/AAA 2024- Services 34 Coordination with other Community Programs Each contractor shall coordinate Disease Prevention and Health Promotion Services with other community agencies and volunteer organizations with similar program goals. This program coordination shall be detailed in the Area Plan. Documentation The providers/contractors shall include all Disease Prevention and Health Promotion Services activities on their monthly calendars. Sustainability Older Americans Act (OAA) Title III-D programs help stimulate innovation by providing seed money to test new approaches and Disease Prevention and Health Promotion Services’ activities. Disease Prevention and Health Promotion Services’ programs help to attract younger, active senior adults through innovative fitness programs, health technology, and healthy aging screenings. Contractor partnerships to extend the reach of Disease Prevention and Health Promotion Services’ programs shall include, but not be limited to, community health centers, mental health centers, State and local government agencies, centers for independent living, public health departments, State and local nonprofit organizations, and hospitals. Senior centers and group dining sites are key partners for implementation and consumer feedback for Disease Prevention and Health Promotion Services’ programs. 7.9 HP Staffing 1. Indicate all staff necessary to provide Health Promotion in compliance with the requirements of this RFP. Be sure to give job title, a brief description of their job duties, and the percentage of their time spent working on the program. 2. Describe how your agency will provide adequate oversight of program operations at outlying facilities at least quarterly. 7.10 HP Experience/Past Performance 1. If you are currently a provider of Health Promotions, please provide a short narrative overview of programming including geographic locations, number of participants and measurable outcomes 7.11 HP Service Delivery Plan 1. Please state what areas in the county that your organization proposes on that you will serve. 2. Describe which evidenced based disease prevention program(s) your agency is proposing to provide. Tell how you will provide this service. 3. What methods will your agency use to increase participation in the Health Promotions Program especially serving those people who the OAA targets? 7.12 HP Community Involvement – Expansion of Services 1. Discuss any cooperative relationships fostered and/or planned to increase or expand the services. SCACOG/AAA 2024- Services 35 2. Discuss how your agency will coordinate with other community service providers or other Older American Act providers to ensure that the service recipient is linked to any services they may need. 7.13 Health Promotions Evaluation Criteria Tab # Item Maximum Score 7.9 HP Staffing 10 points 7.10 HP Experience/Past Performance 20 points 7.11 HP Service Delivery Plan 30 points 7.12 HP Community Involvement-Expansion of Services 20 points 8.2 Unit Rate Calculation 20 points Total Points 100 7.14 Home Delivered Meals (HDM) Scope of Work The AAA/ADRC shall ensure that nutrition services contracted with the OAA and State funds, as well as any other meals reported as eligible for additional federal support, comply with these requirements and standards. Purpose To maintain and/or improve the nutrition and health status and quality of life of older adults by: 1. Providing service recipients at least one meal, no less than five days per week. Each meal must meet the nutrition requirements in the Older Americans Act; 2. Providing frequent contact with others and reducing social isolation; and 3. Offering appropriate nutrition information at least monthly. Eligibility and Determination of Need Older individuals in need of nutritional support because they are homebound and unable to purchase, prepare, or otherwise obtain/prepare their own meals due to a physical or mental impairment or who, for some other reason, do not have access to nutrition services at a group dining center are targeted to receive a home delivered meal under this program. If it is the best interest of the older individual, the spouse, regardless of age, may also be served. HDM services are provided to eligible individuals who are at high nutritional risk and have the greatest economic, social and/or health need. Those eligible for HDM services are: (a) Individuals age 60 or older and homebound or at risk of being homebound due to an illness; or an incapacitating disability; or otherwise isolated; (b) Spouses of eligible service recipients, regardless of age; and (c) Disabled dependents of any age residing with a homebound older recipient if serving that dependent is in the best interest of the older person. The participant must have a high nutrition risk which means having a score of six (6) or more on the DETERMINE Your Nutritional Health Checklist screening tool developed by the Nutrition Screening Initiative. Written policies and procedures are followed for determining priority for this service. Criteria shall target individuals with the greatest need who are (a) at high nutritional risk, SCACOG/AAA 2024- Services 36 (as previously mentioned); (b) unable to prepare meals without assistance; (c) unable to shop for food without assistance; (d) unable to eat without assistance; and/or (e) lacking adequate support from relatives or other caregivers. NOTE: Any individual determined to qualify for home delivered meals, if unable to self-feed, must have a person in the household to assist with feeding. Service Eligibility Based on the individual’s meal service plan, the contractor may prepare or purchase and deliver meals that are satisfying to service recipients, and which are in compliance with the minimum bid specifications and which meet nutrition and food safety requirements. When serving hot daily prepared meals, only one (1) meal per day per client may be delivered. When serving frozen or shelf stable meals on a regular basis, or in emergency situations, more than one meal may be left for a participant, provided that proper storage and cooking equipment are available in the home, and the participant is able to prepare the meal(s) independently or with available assistance. Home delivered meals must be delivered through established and updated meal delivery routes to ensure that meals are delivered within time frames required to preserve food safety and palatability. The contractor must provide referral to other agencies/organizations when a service recipient’s nutritional needs cannot be met by the contractor. Documentation The contractor shall comply with the following documentation requirements: 1. Certify that all drivers (paid or volunteer) have delivered their assigned meals each day. In order to accurately record and verify that data, each meal driver will sign a copy of the home-delivered meal route before leaving the site to make deliveries. The document will be certified by appropriate site staff’s signature each day. These records will be maintained and made available to the AAA or SCDOA upon request. 2. If HDMs are not delivered (due to client not being present to accept the HDM), the driver must follow policies set forth by the AAA and document the meal(s) as undelivered and cite the reason. This supporting documentation must be maintained and made available to the AAA or SCDOA upon request. 3. Keep on file at the contractor’s office, the monthly Nutrition Education material that is provided to home delivered meal recipients. 4. Provide the following service documentation daily: (a) meals delivered to each service recipient; (b) number of meals ordered, received, and served; (c) hot and cold food temperatures; (d) action on any shortages or temperature discrepancies; and (e) comments on recipient satisfaction with the meals served. 5. Keep on file incident/accident reports and substantive complaints with follow-up, as well as termination notices, when applicable. SCACOG/AAA 2024- Services 37 6. There shall be uniform recipes used for all food production facilities. And all meals delivered must have calculated nutrient content on file with the contractor showing that menus comply with nutrition requirements specified by the OAA. 7. The contractor shall maintain a prioritized waiting list for HDM services and provide to those individuals information on the availability of other meal and food resources. Unit of Service Meals: one meal delivered to the eligible participant home. All necessary and allowable costs associated with delivery of the service contracted are to be included in the unit cost. Nutrition Education: Program-wide distribution of printed information that was reviewed and approved by nutrition educators or a registered dietician. NOTE: General administrative activities related to this service such as record keeping, travel and training time, time spent coordinating with other agencies, etc. are not counted as units of service but are elements of total unit cost proposed. 7.15 HDM Staffing 1. Indicate all staff necessary to provide Home Delivered Meals in compliance with the requirements of this RFP. Be sure to give job title, a brief description of their job duties, and the percentage of their time spent working on the program. 2. Describe how your agency will provide adequate oversight of program operations, especially volunteers. 7.16 HDM Experience/Past Performance 1. If you are currently a provider of Home Delivered Meals, please provide a short narrative overview of programming including geographic locations, number of participants and measurable outcomes. 7.17 HDM Service Delivery Plan 1. Describe how your agency will manage a needs-based waiting list over a first come first serve waiting list. 2. From where will the meals be shipped? 7.18 HDM Community Involvement – Expansion of Services 1. Discuss any cooperative relationships fostered and/or planned to increase or expand the services. 2. Discuss how your agency will coordinate with other community service providers or other Older American Act providers to ensure that the service recipient is linked up to any services they may need. SCACOG/AAA 2024- Services 38 7.19 HDM Service Evaluation Criteria Tab # Item Maximum Score 7.15 HDM Staffing 10 points 7.16 HDM Experience/Past Performance 20 points 7.17 HDM Service Delivery Plan 30 points 7.18 HDM Community Involvement/Expansion of Service 20 points 8.2 Unit Rate Calculation 20 points Total Points 100 7.20 Group Dining Transportation Scope of Work Transportation Services purchased under this RFP shall comply with these requirements and all applicable Policies and Procedures of the State Unit on Aging. Purpose The purpose is to maintain personal independence or improve quality of life of older adults by providing transportation services to the eligible individuals that will enable them to: 1. Participate in social service programs in the community; 2. Reduce social isolation; 3. Maintain health and independence; and 4. Prevent premature institutionalization. Eligibility 1. Individuals 60 years of age or above 2. Private pay riders of any age; 3. Passengers referred from coordinating transportation services; and 4. Others that may be included in the RFP for transportation. The contractor assures that transportation services are provided to eligible participants who are unable to drive, do not have access to a vehicle, or have no access to affordable public transportation and must be transported to destinations and services necessary for independent living and quality of life. Eligible Types of Transportation 1. To and from a group dining site 2. Group transportation (more than 3 riders going to one destination from a single point of origin to a single drop off point) 3. Social Group Trips – limited to 2 in-state annually. SCACOG/AAA 2024- Services 39 Documentation The contractor shall comply with the following documentation requirements: 1. Provide the following service documentation: (a) daily rider logs for each vehicle; (b) miles ridden by each passenger; trip starting point and destination; and (c) names of companion riders. Unit of Service A unit of service is a passenger mile (One mile ridden by one passenger). It is also the unit of service for riders providing assisted transportation. Note: General administrative activities such as record keeping, travel and training time, time spent coordinating with other agencies, etc. are not counted as units of service but are elements of total unit cost. The Contractor may offer one or more of the following service methods, as appropriate, to meet the individual needs of the riders: 1. Fixed route; 2. Demand response; 3. Passenger assistance services; 4. Door-to-Door; 5. Curb-to-curb; 6. Door through door; and 7. Assisted transportation. 7.21 TRN Staffing 1. Indicated all staff necessary to provide Transportation in compliance with the requirements of this RFP. Be sure to give job title, a brief description of their job duties, and the percentage of their time spent working on the program. 2. Describe how your agency will provide adequate oversight of program operations. 7.22 TRN Experience/Past Performance 1. If you are currently a provider of Transportation, please provide a short narrative. overview of programming including geographic regions, number of participants and measurable outcomes 7.23 TRN Service Delivery Plan 1. Please specify which county(s) will be eligible for service. 2. If your agency does not offer weekend and/or night services, how will you provide them if the service recipient request weekend and/or night services? 3. Describe the type(s) of transportation your organization will provide to meet the huge need for transportation in the SC Appalachian Region. Include any enhancements, expansions, or additional resources to be offered to the program. 7.24 TRN Community Involvement – Expansion of Services 1. Discuss any cooperative relationships fostered and/or planned to increase or expand the services. SCACOG/AAA 2024- Services 40 2. Discuss how your agency will coordinate with other community service providers or other Older American Act providers of service to ensure that service recipients are linked to all services they may need. 7.25 TRN Service Evaluation Criteria Tab # Item Maximum Score 7.21 TRN Staffing 10 points 7.22 TRN Experience/Past Performance 20 points 7.23 TRN Service Delivery Plan 30 points 7.24 TRN Community Involvement/Expansion of Services 20 points 8.2 Unit Rate Calculation 20 points Total Points 100 7.26 Essential Transportation Scope of Work Transpor