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WEST CENTRAL TEXAS COUNCIL OF GOVERNMENTS’ AREA AGENCY ON AGING FISCAL YEAR 2017 REQUEST FOR PROPOSALS (RFP)

TITLE 111-C NUTRITION SERVICES FOR

CONGREGATE MEALS

OVERVIEW

The West Central Texas Council of Governments (WCTCOG) is a public entity made up of associated cities, counties and special governmental districts. The West Central Texas Area Agency on Aging (WCTAAA), is a department of the WCTCOG and is a regional organization that plans, coordinates and delivers services for persons age 60 and over and their family caregivers. The WCTAAA serves residents of the following 19 counties of West Central Texas: Brown, Callahan, Coleman, Comanche, Eastland, Fisher, Haskell, Jones, Kent, Knox, Mitchell, Nolan, Runnels, Scurry, Shackelford, Stephens, Stonewall, Taylor and Throckmorton. Part of a national network created by the 1973 amendments to the Older Americans Act, it is one of 28 Area Agencies on Aging (AAA) in the State of Texas. Its primary funding source is the Texas Department of Aging and Disability Services (DADS), which monitors the WCTAAA for compliance with the Older Americans Act, the Texas Administrative Code, and other governing documents.

EXTENSION OF SUBMISSION

Per the original RFP Instructions, the WCTCOG has right to reject any or all proposals received in response to this RFP. Therefore, due to an unintended consequence of unclear directions in the original Request for Proposals, the WCTCOG did not receive adequate proposals to assure services within the 19 county service delivery region. Therefore, a deadline for submission of proposals has been extended to April 21, 2016 at 8:00 am (CDT).

Those entities that have previously submitted an RFP to provide congregate meals will be required to resubmit under this RFP, which includes revisions and clarifications throughout the RFP. Please read ALL instructions carefully as incomplete proposals will not be accepted for review or consideration.

GENERAL INFORMATION

WCTCOG is seeking proposals from qualified entities to provide Title Ill C Nutrition Services, congregate meals and/or home-delivered meals, to eligible seniors residing in the 19 county WCTCOG service area. Proposers may submit proposals for providing either or both of the services covered under this RFP for any or all of the 19 counties or cities making up the WCTCOG service area. Proposals for the City of Abilene are limited to home delivered, medically necessary meals. This Request for Proposals (RFP) is issued under the authority of the Texas Government Code, Chapter 2254, Subchapter B, which delineates the statutory requirements governing invitations for proposals and request for offers by state Proposers. Previously submitted proposals will not be considered due to the amendments and clarifications of submission requirements.

SCHEDULE

RFP SUBMISSION INSTRUCTIONS

Proposal responses must be received via email to Carla Thompson at cthompson@, no later than 8:00 am CDT April 21, 2016. Mailed or Physical copies of the RFP will not be accepted. Incomplete proposals will not be considered for review.

The WCTCOG reserves the right to reject late responses or incomplete proposals. Proposal information is restricted and not publicly available until after award of a contract. All documents associated with the RFP, unless Proposers indicate a portion of the proposal is proprietary, will be subject to public inspection in accordance with the Open Records Act. All information obtained during the course of this RFP will become the property of the WCTCOG.

All proposals must be electronically signed by a person who is authorized to sign contracts on behalf of the entity submitting the proposal.

Submission Requirements:

• Submit each proposal via email to cthompson@ by 8:00 am CDT, April 21, 2016. Late submissions will not be reviewed nor considered.

• Each proposal submitted must be completed via the online RFP Proposal and completed in Times New Roman or Arial font, 11 point or higher.

• Attachments of required documents must be submitted in .pdf format

• When submitting the proposal and attachments via email, the subject line should read: AAA FY17 NUTRITION PROGRAM RFP

QUESTIONS

All questions concerning this extended request for proposals must be in writing and received by WCTCOG via email no later than Friday, April 8, 2016. Questions can be submitted questions to:

Email: cthompson@

WCTCOG will issue replies via the WCTCOG website at wctcog/aaa without identifying those who submit questions. Questions via telephone will not be accepted.

PROPOSAL RESPONSE FORMAT

Proposals must be submitted via email on the fillable forms located at wctcog/aaa/rfp/forms. Font is to be no less than 11 point Times New Roman or Arial.

Any attachments pertinent to the proposal are to be emailed with the proposal, in a .pdf format.

BIDDERS’ CONFERENCE

WCTCOGwillnotconductanadditionalTitle Ill CNutrition Services, congregatemealsandhome-delivered meals Bidders Conference. Questions may be submitted via email to cthompson@ through Friday, April 8, 2016. Responses will be posted on the WCTCOG website at aaa. Questions via phone or fax will not be accepted.

MODIFICATION OR WITHDRAWAL OF PROPOSALS

A proposal that is in the possession of WCTCOG may be modified by email or fax transmission bearing the signature of the person authorized for bidding, provided it is received prior to the submission deadline of April 21, 2016 at 8:00 am (CDT).

A proposal that is in the possession of WCTCOG may be withdrawn by the person authorized for bidding by written email request to cthompson@, up to the time of the submission deadline.

SCOPE OF WORK/SERVICE DEFINITIONS

The successful entity shall agree to contract with WCTCOG to provide either congregate and/or home delivered meals to eligible seniors in one or more of the WCTCOG 19 counties. Congregate and home delivered meals shall be defined as:

CONGREGATE MEALS: A hot or other appropriate meal served to an eligible person that meets one third (1/3) of the recommended daily allowances (RDA), as established by the Food and Nutrition Board of the Institute of Medicine of the National Academy of Sciences and complies with the Dietary Guidelines for Americans, published by the Secretary of Health and Human Services and the Secretary of Agriculture, and which is served in a congregate setting. There are two types of congregate meals:

• Standard meal: a regular meal from the standard menu that is served to the majority of all of the participants.

• Therapeutic meal or liquid supplement: a special meal or liquid supplement that has been prescribed by a physician and is planned specifically for the participant by a dietician (e.g., diabetic diet, renal diet, pureed diet, tube feeding).

Eligible individuals include those age 60 and over, their spouses, individuals providing volunteer services during the meal hours, individuals with disabilities who are not older individuals but who reside in housing facilities occupied primarily by older individuals at which congregate nutrition services are provided, and individuals with disabilities who reside at home with and accompany older individuals eligible under Section 339(H) of the Older Americans Act.

For specific program standards, please refer to Texas Administrative Code 85.302

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By submitting a proposal for Congregate Meals, the proposing entity certifies that it is capable of meeting the service standards contained therein.

UNIT OF CONGREGATE SERVICE: One meal

CONSUMERS

Services must be available to all eligible persons age 60 and over who live in the county(ies) or city(ies) to be served. Priority should be given to older persons with greatest economic need, greatest social need, severe disabilities, limited English proficiency, Alzheimer’s and related disorders with neurological and organic brain dysfunction, and/or risk of institutional placement.

PERIOD OF PERFORMANCE

Contracts awarded for all programs included in this RFP will begin on October 1, 2016, and terminate on September 30, 2017, subject to a one-year extension. WCTAAA has a two-year planning and contracting cycle for Title 111-C Nutrition Services, with funds allocated annually by DADS. All proposals must reflect operating plans and budgets for the period of October 1, 2016 through September 30, 2017. It is the intent of WCTAAA to extend the one-year contract for one subsequent year to those Proposers that are operating within the terms of said Contract and have no previous monitoring findings. Prior to October 1, 2017, the Contractor will request a Fiscal Year 2018 budget for services under this contract, and negotiate Fiscal Year 2018 unit rates for those subcontractors eligible for extension at that time.

REMUNERATION

WCTCOG shall establish maximum funding levels for contractors within 30 days of receipt of an approved budget from DADS/HHSC. Contractors for nutrition services shall be reimbursed on a unit-rate basis, upon receipt of monthly invoices. The contractor will operate services under this contract on an “at-risk” basis, through which it delivers service units at the unit rate negotiated by WCTCOG. The contractor must be able to operate the program with non-Federal funding until Title Ill funds become available from DADS. At the beginning of the contract period, there may be a delay of several months until Title Ill funds become available from DADS.

This contract requires a cash match of no more than 10% of the maximum funding level. Such match must come from a non-federal local source.

REPORTING REQUIREMENTS

Contractors will be required to install and fully implement the DADS “HARMONY/SAMS” computer software system to track and report services and participant information. Senior Nutrition Program contractors will be responsible for all data entry to be entered into the DADS “HARMONY/SAMS” reporting system. WCTCOG will not perform data entry functions on behalf of the contractors.

Monthly reports will be generated from the SAMS system by WCTCOG on the 8th day of each month, and shall include all data for the previous month. In the event that the 8th falls on a weekend or holiday, monthly reports shall be due by close of business on the prior workday. Late, incomplete, and/or incorrect data may result in delayed payments, sanctions and/or penalties.

Reports to be submitted include, but are not limited to:

1. Monthly program income received.

2. Monthly ineligible meal count.

3. Other reports as may be required.

4. Invoice requesting reimbursement of eligible units.

Contractors must submit various reports to DADS and WCTCOG, using one or all of the following formats: email, fax and mail, dependent on type of report requested.

As a contractor, Senior Nutrition providers are responsible for obtaining, monitoring and storing all records pertaining to the Senior Nutrition Program. All records obtained by the provider are to be secured according to the Texas Department of Health and Human Services Data Use Agreement. The WCTCOG will contract with a provider for a specific number of meals based on an approved annual budget. The contractor determines which eligible consumers are authorized. Since data will be entered by the contractor, all eligibility documentation would be maintained at the contractor location. WCTCOG will monitor providers to ensure compliance with applicable rules and regulations. Failure to submit timely and correct reports may result in appropriate administrative action, including sanctions.

SELECTION CRITERIA

Proposals will be evaluated on the following criteria:

1. Responsiveness to Solicitation RFP (Weight = 30%)

The Proposal will be rated in terms of the degree to which all required narrative and forms are included

in the proposal and are technically correct. In evaluating proposals, the WCTCOG will consider such

things as: Were all questions answered? Were responses complete? Were responses consistent? Were directions followed?

2. Potential Program Effectiveness (Weight - 40%)

The Proposal will be rated in terms of the potential it demonstrates for providing effective and timely services. In evaluating proposals, the WCTCOG will consider the Proposer’s prior history of providing congregate and/or home delivered meals or similar services to seniors. In addition, the WCTCOG will consider such things as: Does the Proposer’s application narrative adequately summarize the applicant’s past history of providing these services? Does the application narrative include an assurance that, if selected for a service agreement, its services will be targeted to low-income, rural, and minority populations? Does the congregate meal location provide activities as required by the Older Americans Act? How is information provided to homebound clients regarding community activities or available AAA services? Will medically necessary diets such as liquid diets be accommodated for home delivered meals?

Administrative Capability (Weight = 30%)

In evaluating proposals, the WCTCOG will consider such things as: does the proposal reflect assurances that the Proposer is capable of administering these programs in an effective, efficient, and fiscally responsible manner? Did any previous monitoring(s) result in any findings? What is the estimated unit rate? Is the service area county wide? Does the Proposer application narrative adequately describe how it will assure and maintain a cash reserve sufficient to cover operating expenses for a minimum of 90 days and how will the cash match requirement be met? How will the Proposer assure it will reassess the eligibility of seniors for home delivered meals every 365 days? Does the Proposer assure that required data collection and retention responsibilities will be adhered to per the HHSC Data Use Agreement?

REVIEW PROCESS

Should the WCTCOG receive competing proposals, it will conduct a competitive review process. Members of the WCTCOG Proposal Review Subcommittee, appointed by the WCTCOG President Area Agency on Aging Citizens Advisory Committee President, will score competing proposals and make funding recommendations to WCTCOG’s Executive Committee. A minimum score of 70 is required for competitive proposals to be considered.

WCTCOG shall have the abilityto conduct negotiations, as directed bythe Proposal Review Subcommittee, regarding certain elements of the program, including scope of services, type of services, and funding levels

CONTRACT AWARD

The award of any contract, based on proposals received in response to this RFP, is contingent upon the WCT Area Agency on Aging receiving adequate Title Ill funds from the Texas Department of Aging and Disability Services. The WCT Area Agency on Aging also reserves the right to award a contract without further negotiations of proposal content or budget. The WCTCOG also reserves the right to issue multi- year contracts. Therefore, proposals must be complete and technically correct at the time of submission. This RFP does not obligate the WCTCOG or the Area Agency on Aging to award a contract or to procure or contract for services or supplies.

The WCTCOG and Area Agency on Aging reserves the right to reject any or all proposals received in response to this RFP.

APPEAL PROCESS

Any Proposers may request in writing, reconsideration of the proposal score determined by the Proposal Review Subcommittee. The request should be directed to the Director of WCTCOG AAA who will present the request to the Proposal Review Subcommittee.

If reconsideration by the Proposal Review Subcommittee does not result in a resolution of the concern, the Executive Director of the WCTCOG will review the appeal to determine if the appeal will be carried to the WCTCOG Executive Committee for further consideration.

PROPOSAL RESPONSE FORMAT

The proposal should include responses to each of the following items in the RFP Form. If a question is unanswered the Review Committee will assume a “Not Applicable” answer and will be scored accordingly:

1. Proposal Cover Sheet

2. Applicant’s Notice of Certification

3. Separate proposal narrative for each proposed program, as described in the Proposal Outline

4. Assurance of compliance with Title VI of the Civil Rights Act of 1964

5. Assurance of compliance with Section 504 of the rehabilitation act of 1973

6. Certification regarding Debarment, Suspension, Ineligibility and Voluntary exclusion for covered contracts and grants

7. Non-conflict of interest certification

8. WCTCOG AAA audit information sheet

GENERAL TERMS AND CONDITIONS

WCTCOG reserves the right to accept or reject any and/or all proposals or to cancel this notice at any time. WCTCOG reserves the right to award more than one contract per county or city and/or award a contract for a portion of a proposed county.

A. WCTCOG reserves the right to accept or reject any and/or all proposals or to cancel this notice at any time. WCTCOG reserves the right to award more than one contract per county or city and/or award a contract for a portion of a proposed county

B. A response to this Request for Proposal (RFP) does not commit WCTCOG to a purchase agreement or contract, or to pay any costs incurred in the preparation of such response. WCTCOG reserves the right to negotiate the final terms of any and all contracts with bidders selected; and such agreements negotiated as a result of this RFP may be re-negotiated and/or amended in order to successfully meet the WCTCOG's needs.

C. WCTCOG reserves the right to waive any defect in this procurement process or to make changes to this solicitation as it deems necessary. WCTCOG will provide notification of such changes to all bidders recorded in the official record as having received or requested an RFP.

D. WCTCOG reserves the right to contact any individual, or employer listed in a proposal, and others who may have experience and/or knowledge of the Proposer's relevant performance and/or qualifications. WCTCOG reserves the right to request additional information from any and all Proposers.

E. WCTCOG reserves the right to conduct a review of records, systems, procedures, etc., of any entity selected for funding. This may occur prior or subsequent to the award of a purchase agreement. Misrepresentation of the Proposer's ability to perform as stated in the proposal may result in cancellation of the purchase agreement award.

E. WCTCOG reserves the right to withdraw or reduce the amount of an award, or to cancel any contract resulting from this procurement if adequate funding is not available.

F. Contract negotiations with selected Proposers will take place upon the WCTCOG’s receipt of program funds from DADS.

1. Contracts will be awarded in amounts as determined appropriate for the service area in which the Proposer intends to provide services. The amounts are subject to funding by DADS and may vary depending on the availability of state and federal funds. Potential Contractors must provide a 10% cash match for funds received through any contract with the WCTCOG. Potential Contractors are encouraged to maintain at least 90 days of operating revenue.

2. WCTCOG reserves the right to de-obligate awarded funds if the Contractor fails to perform as set forth in the proposal, contract agreement, or regulations. A variance of 10% between scheduled expenditure rate vs. actual spending rate shall serve as a basis for fund re-allocation.

3. WCTCOG reserves the right to re-obligate funds which have been recaptured as a result of contract default or reduction in service delivery based on procedures which are established in state and federal regulations.

H. Proposers shall not, under penalty of law, offer or provide any gratuities, favors or anything of monetary value to any officer, member, employee or agent of WCTCOG for the purpose of or having the effect of influencing favorable disposition toward their own proposal or any other proposal submitted hereunder.

I. No employee, officer or agent of WCTCOG shall participate in the selection, award or administration of a contract if a conflict of interest, real or apparent, exists. Drug Free Workplace: Proposers will assure that they are in compliance with federal and state requirements to operate in a drug-free environment.

J. The contents of a successful proposal may become a contractual obligation, if selected for award of a contract. Failure of the Proposer to accept this obligation may result in cancellation of the award. No plea of error or mistake shall be available to successful Proposers as a basis for release of proposed services at stated price/cost. Any damages accruing to WCTCOG as a result of the Proposer’s failure to contract may be recovered from the Proposer.

K. A contract with the selected Proposer may be withheld at WCTCOG’s sole discretion if issues of contract compliance or questioned/disallowed costs exist or until such issues are satisfactorily resolved. Award of contract may be withdrawn by WCTCOG, if resolution is not satisfactory to WCTCOG.

L. WCTCOG is the responsible authority for handling complaints or protests regarding the proposal selection process. This includes, but is not limited to, disputes, claims, protest of awards, source evaluation or other matters of a contractual nature. Matters concerning violation of law shall be referred to such authority, as may have proper jurisdiction.

M. Successful Proposers agree to keep in full force and effect, a policy of public liability and property damage insurance issued by a casualty company authorized to do business in the State of Texas, and in standard form approved by the Board of Insurance Commissioners’ of the State of Texas, with coverage provision insuring the public from any loss or damage that may arise to any person or property by reason of services rendered by successful Proposers and providing that the amount by reason of services limits of not less than the following sums:

1. For damages arising out of bodily injury to or death of one person in any one accident

2. -ONE HUNDRED THOUSAND AND N0/100 ($100,000.00) DOLLARS.

3. For damages arising out of bodily injury to or death of two or more persons in any one accident -THREE HUNDRED THOUSAND AND N0/100 ($300,000.00) DOLLARS.

4. For any injury to or destruction of property in any one accident -ONE HUNDRED THOUSAND AND N0/100 ($100,000.00) DOLLARS.

5. For general liability coverage, with the WCTCOG named as beneficiary, FIVE HUNDRED THOUSAND AND NO /100($500,000.00) DOLLARS.

Successful Proposers shall carry in full force Workers’ Compensation Insurance Policy(ies), as required by law. Current insurance certificates certifying that such policies as specified above are in full force and effect shall be furnished by successful Proposer to the WCTCOG.

N. Insurance is to be placed with insurers having a Best rating of no less than A. The Proposers shall furnish the WCTCOG with certificates of insurance and original endorsements affecting coverage required by these insurance clauses within ten (10) business days of execution of any contract. The certificates and endorsements for each insurance policy are to be signed by a person authorized by the insurer to bind coverage on its behalf. The Proposers shall be required to submit annual renewals for the term of this contract prior to expiration of any policy.

In addition to the remedies stated herein, the WCTCOG has the right to pursue other remedies permitted by law or in equity. The WCTCOG agrees to provide Proposers with reasonable and timely notice of any claim, demand, or cause of action made or brought against the WCTCOG arising out of or related to utilization of the property. Proposers shall have the right to defend any such claim, demand, or cause of action at its sole cost and expense and within its sole and exclusive discretion. The WCTCOG agrees not to compromise or settle any claim or cause of action arising out of or related to the utilization of the property without the prior written consent of the Proposer.

In no event shall the WCTCOG be liable for any damage to or destruction of any property belonging to the Proposer.

WCTCOG shall be listed as the additional insured on policy certificates and shall be notified of changes to the policy during the contractual period.

O. At all times during the term of a contract with WCTCOG, Contractor covenants and agrees to indemnify and hold harmless and defend WCTCOG, its officers and employees, from and against any and all suits or claims for damages or injuries, including death, to persons or property, whether real or asserted, arising out of any negligent act or omission on the part of the contractor, its officers, agents, servants, employees, or subcontractors. The Contractor does hereby assume all liability for injuries, claims or suits for damages to persons, property, or whatever kind of character, whether real or asserted, occurring during or arising out of the performance of a contract as a result of any negligent act or omission on the part of the contractor, its officers, agents, servants,

P. employees, or subcontractors to the extent permitted by law.

Q. Confidential or proprietary information of Proposers will not be disclosed to the Proposer’s competitors. The Proposers shall clearly identify in its response elements of the proposal that are considered proprietary. The proprietary information shall be separated from the rest of the proposal. Neitherthe proposal, in its entirety, northe proposal price can be considered confidential or proprietary. All proposals are subject to terms of open records regulations. However, they are not available to the public until after award of the contract.

R. All contracts awarded by WCTCOG are subject to the provisions listed below:

1. The Contractor will not discriminate against any employee or applicant for employment because of race, color, sex, religion, national origin, age or disability. The Contractor will take action to ensure that employees or applicants for employment are treated fairly during employment or the application process, regardless of race, color, sex, religion, national origin, age, or disability. The Contractor agrees to post in conspicuous places available to employees and applicants employment notices (provided by an appropriate Agency) of federal government Equal Opportunity/Non-Discrimination provisions.

2. The Contractor will state, in all solicitations or advertisements for employment (by or on behalf of the Contractor), that all qualified applicants will receive consideration for employment regardless of race, color, sex, religion, national origin, age, or disability.

3. TITLE 111-C NUTRITION SERVICES FISCAL YEAR 2017

CONGREGATE PROPOSAL COVER SHEET

Please include a separate proposal for congregate and for home delivered meals. Only separate proposals will be considered for review.

COUNTY (IES) TO BE SERVED:

PROPOSER’S NAME:

DIRECTOR’S NAME:

MAILING ADDRESS:

E MAIL:

PHONE: FAX:

APPLICATION CONTACT PERSON:

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Authorized Official Signature

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Authorized Official Name (Typed or Printed)

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Official’s Title

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Date

APPLICANT’S NOTICE OF CERTIFICATION

It is hereby certified that the submission of this proposal is duly authorized by the governing body of the Proposer shown and that the information in this proposal is correct to the best of my knowledge. All des- ignated “authorized signature” areas of the RFP and its attachments must be signed by the chairperson or comparable position of the applicant’s Board of Directors.

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Legal Name of Proposer

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Address

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City

State

Zip Code

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(Area Code) Telephone Number

(Please Check)

Unit of Government Profit Corporation

Non-Profit Corporation

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Authorized Official Signature

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Authorized Official Name (Printed or Typed)

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Official’s Title

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Date

TITLE 111-C NUTRITION SERVICES

Program Specific Narratives

Please complete the following questions in the order listed. If additional space is needed please include an attachment(s) if necessary.

A. Proposer’s Narrative

1. What is the mission of your organization?

2. In what year did your organization begin providing Senior Nutrition meal services?

3. What programs does the organization currently offer seniors, other than meals?

4. What are your organization’s major funding sources?

5. Describe your organization’s prior history of providing congregate or home delivered meal services to seniors:

6. Nutrition Services Narrative (complete only if bidding on Title 111-C Congregate Meals)

7. In what county(ies), if any, do you propose serving congregate meals? (CHRIS- I WANT THEM TO BE TO CHECK THE COUNTIES!)

| | | |

|BROWN |CALLAHAN |COLEMAN |

|COMANCHE |EASTLAND |FISHER |

|HASKELL |JONES |KENT |

|KENT |KNOX |MITCHELL |

|NOLAN |RUNNELS |SCURRY |

|SHACKELFORD |STEPHENS |STONEWALL |

|TAYLOR |THROCKMORTON | |

8. What days and hours of operation is the congregate meal site available for activities for seniors?

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9. What is your current FY16 unit rate for congregate meals?

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10. What is your estimated unit rate for congregate meals for this proposal?

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11. Do you propose subcontracting any aspect of the preparation or delivery of the Senior Nutrition congregate meals program to any other entity?

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If so, to which agency?

How will you ensure the subcontractor’s compliance with program standards?

B. Services Narrative

1. What is your current “most in need” criteria/policy to determine who to serve if more clients request meals than there are meals available? Include current written waiting list policy.

2. Describe how you propose to target and increase awareness of your program(s) to senior persons who have greatest economic need, greatest social need, speak primary languages other than English, have Alzheimer’s or related dementias, and/or are at risk of premature institutionalization. (i.e., newspaper ads and articles, PSAs, talks to service clubs, etc.)

3. Please check the type of meals you will serve in FY17. Check all that apply.

Standard meal: a regular meal from the standard menu that is served to the majority of all of the participants.

If providing a standard meal, how do you receive input from seniors on desired menu choices?

Therapeutic meal or liquid supplement: a special meal or liquid supplement that has been prescribed by a physician and is planned specifically for the participant by a dietician (e.g., diabetic diet, renal diet, pureed diet, tube feeding).

Congregate Meal Proposed Service Levels. If you propose serving more than one county, please respond separately for each county.

a. From October 1, 2014 through September 30, 2015, how many eligible congregate meal clients did you serve?

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b. How many meals/units were served with Title III C funds?

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c. During Fiscal Year 2016 (October 1, 2015 through September 30, 2016), how many eligible congregate meal clients do you expect to serve? How many congregate meals do you expect these persons to receive?

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7. List the professional or volunteer staff positions responsible for delivering/managing the Senior Nutrition services program(s). Clearly designate the number that are volunteers. Attach in submission email job descriptions for each of these positions.

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8. How many years of experience does the organization have in successfully in administering Title 111-C Senior Nutrition Programs.

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9. Has the organization and/or nutrition program received any monitoring findings, fiscally or programmatically, in the past 2 years?

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If so, please provide the finding. Was the finding resolved to the satisfaction of the issuing agent?

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10. Describe how you will assure and maintain a cash reserve sufficient to cover operating expenses for a minimum of 90 days?

11. Describe how you will assure you will meet your cash match requirement from non- federal local sources.

12. To maintain eligibility, assessments must be provided within 365 days each year. How will assess- ments be performed to ensure the eligibility of seniors receiving congregate every 365 days?

13. How do you assure that required data collection, retention, and security responsibilities will be adhered to per the HHSC Data Use Agreement? (Past history, where stored, who is responsible, etc)

14. What type and frequency of socialization, health and wellness, and/or education activities will you provide at the congregate meal site per Older American Act requirements?

15. Provide address and Describe the congregate meal site in terms of community accessibility and visibility.

16. Does the site meet ADA standards for safety and accessibility? YES NO

17. Describe your procedures for ensuring client satisfaction with nutrition services.

18. If you conducted a client satisfaction survey of nutrition service participants within the past year, please summarize the findings.

19. Congregate Nutrition programs must operate at least five or more days a week, except in rural areas where such frequency is not feasible and a lesser frequency is approved by WCTAAA and the Texas Department of Aging and Disability Services.

a. If the nutrition program is not able to operate at least five or more days a week, please explain why:

b. Identify the days that meals will be served ( CHECK BOXES Mon Tues Wed TH FR ), MON TUE WED THU FRI

c. What are the conditions that make less frequent service necessary. Please note, current providers who have already completed a waiver request for FY17 can attach a copy of that waiver request to the application, and no further response is required.

d. WITH THE DEPARTMENT OF HEALTH AND HUMAN SERVICES REGULATION UNDER TITLE VI OF THE CIVIL RIGHTS ACT OF 1964

(Name of Proposer) (hereinafter called the “Subcontractor”) HEREBY AGREES THAT it will comply with Title VI of the Civil Rights Act of 1964 (P.L. 88-352) and all requirements imposed by or pursuant to the Regulation of the Department of Health and Human Services (45 CFR Part 80) issued pursuant to that title, to the end that, in accordance with Title VI of the Act and the Regulation, no person in the United States shall, on the grounds of physical condition, age, race, color, creed, or national origin, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity for which the Subcontractor receives Federal financial assistance from the West Central Texas Council of Governments AAA, recipient of Federal financial assistance from the Texas Department of Aging and Disability Services (hereinafter called “Granter’’); and HEREBY GIVES ASSURANCE THAT it will immediately take any measure necessary to effectuate this agreement.

If any real property or structure thereon is provided or improved with the aid of Federal financial assistance extended to the Subcontractor by the Granter, this assurance shall obligate the Subcontractor or in the case of any transfer of such property, and transferee, for the period during which the real property or structure is used for purpose for which the Federal assistance is extended or for another purpose involving the provision of similar services and benefits. If any personal property so provided, this assurance shall obligate the Subcontractor for the period during which it retains ownership or possession of the property. In all other cases, this assurance shall obligate the Subcontractor for the period during which the Federal financial assistance is extended to it by the Granter.

THIS ASSURANCE is given in consideration of and for the purpose of obtaining any and all Federal grants, loans, contracts, property, discounts or other Federal financial assistance extended after the date hereof to the Subcontractor by the Granter, including installment payments after such date on account of applications for Federal financial assistance which were approved before such date. The Subcontractor recognizes and agrees that such Federal financial assistance will be extended in reliance on the representations and agreements made in this assurance, and that the Granter or the United States or both shall have the right to seek judicial enforcement of the assurance. This assurance is binding on the Subcontractor, its successors, transferee and assignees, and the person or persons whose signatures appear below are authorized to sign this assurance on behalf of the Subcontractor.

Signature:

Printed Name:

Title:

Date:

WITH SECTION 504 OF THE REHABILITATION ACT OF 1973

(Name of Proposer) (hereinafter called the “Subcontractor”) HEREBY AGREES THAT as a condition for receiving Federal assistance under the Older Americans Act of 1965, as amended, it will comply with Section 504 of the Rehabilitation Act of 1973. The Subcontractor assures that otherwise qualified handicapped person shall, solely by reason of his/ her handicap, be excluded from participation in, be denied the benefits of, or otherwise be subjected to discrimination under any program or activity that receives or benefits from Federal financial assistance administered by the Texas Department of Aging and Disability Services and the West Central Texas AAA and further assures that it will conduct any program or operate any facility so assisted in compliance with all of the requirements imposed by the Regulation, or any directive issued pursuant to that Regulation.

Signature:

Printed Name:

Title:

Date:

NON-CONFLICT OF INTEREST CERTIFICATION

Does the Proposer have as an officer, director, employee, consultant, or owner (in whole or in part) who is:

1. A person who is currently an employee of the WCTCOG, WCTCOG

2. AAA, or Area Agency on Aging council member?

3. A person who is currently an employee of the WCTCOG, WCTCOG AAA, or Area Agency on Aging advisory council member whose last day of duty with the WCTCOG AAA was within the past two years?

4. A person who is related (see relationship key below) to a current employee of the WCTCOG, WCTCOG AAA or Area Agency on Aging advisory council member?

5. A person who is related to a current employee of the WCTCOG, WCTCOG AAA or Area Agency on Aging advisory council member whose last day of duty with the WCTCOG AAA was within the past two years?

YES NO

YES NO

YES NO

YES NO

Relationship Key Wife

Husband Father Mother

Brother Sister Son

Stepdaughter Stepson Mother-in-law Daughter

Spouse’s sister Spouse’s brother Father-in-law

I certify that the information above is complete, true and correct to the best of my knowledge. I under- stand that lack of full, true and complete disclosure may be grounds for withholding payment for deliv- ery of services and may cause contract termination.

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Signature

Title

Date

WCTCOG AAA AUDIT INFORMATION SHEET

Does the Proposer have as an officer, director, employee, consultant, or owner (in whole or in part) who is:

Contractor’s Name

Fiscal Year Ending Date: Federal Funding Received:

Funding Source: Dollar Amount of Award:

Funding Source: DollarAmountofAward:

Funding Source: DollarAmountofAward:

A-133 Audit Required from Funding Proposers: Yes No If yes, Audit Firm Name, Address, and Contact Person.

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__________________________________________________________________________________________

Date last bid let out for audit firm

Expected date field work is to begin

Expected date audit to be turned into the WCTCOG

I certify that the above information is correct.

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Signature

Title

Date

CERTIFICATIONREGARDINGDEBARMENT, SUSPENSION, INELIGIBILITYANDVOLUNTARYEXCLUSION FOR COVERED CONTRACTS AND GRANTS

Federal Executive Order 12549 requires the Texas Department of Aging and Disability Services (TOADS) to screen each covered potential contractor/grantee to determine whether each has a right to obtain a contract/grant in accordance with federal regulations on debarment, suspension, ineligibility, and voluntary exclusion. Each covered contractor/grantee must also screen each of its covered subcontractors/providers. In this certification “contractor/grantee” refers to both contractor/ grantee and subcontractor/sub grantee: “contract/grant” refers to both contract/grant and subcontract/ sub-grant. By signing and submitting this certification the potential contractor/grantee accepts the following terms:

1. The certification herein below is a material representation of fact upon which reliance was placed when this contract/grant was entered into. If it is later determined that the potential contractor/ grantee knowingly rendered an erroneous certification, in addition to other remedies available to the federal government, the Department of Health and Human Services, United States Department of Agriculture or other federal department or Proposers, or the Texas Department of Aging and Disability Services may pursue available remedies, including suspension and/or debarment.

2. The potential contractor/grantee shall provide immediate written notice to the person to which this certification is submitted if at any time the potential contractor/grantee learns that the certification was erroneous when submitted or has become erroneous by reason of changed circumstances.

3. The words “covered contract,” “debarred,” “suspended,” “ineligible,” “participant,” “person,” “principal”, “proposal,” and “voluntarily excluded,” as used in this certification have meanings based upon materials in the Definitions and Coverage sections of federal rules implementing Executive Order 12549. Usage is as defined in the attachment.

4. The potential contractor/grantee agrees by submitting this certification that, should the proposed covered contract/grant be entered into, it shall not knowingly enter into any subcontract with a person who is debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the Department of Health and Human Services, United States Department of Agriculture or other federal department or Proposers, and/or the Texas Department of Aging and Disability Services as applicable.

5.

|Do you have |or do |you anticipate having subcontractors/sub-grantees under this proposed |

|contract? |YES |NO |

1. The potential contractor/grantee further agrees by submitting this certification that it will include this certification titled “Certification Regarding Debarment, Suspension, Ineligibility, and Voluntary Exclusion for Covered Contracts and Grants” without modification, in all covered subcontracts and in solicitations for all covered subcontracts.

2. A contractor/grantee may rely upon a certification of a potential subcontractor/sub-grantee that it is not debarred, suspended, ineligible, or voluntarily excluded from the covered contract/grant, unless it knows that the certification is erroneous. A contractor/grantee must, at a minimum, obtain certifications from its covered subcontractors/sub-grantees upon each subcontract’s/ sub-grant’s initiation and upon each renewal.

3. Nothing contained in all the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this certification document. The knowledge and information of a contractor/grantee is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.

4. Except for contracts/grants authorized under paragraph 4 of these terms, if a contractor/ grantee in a covered contract/grant knowingly enters into a covered subcontract/sub-grant with a person who is suspended, debarred, ineligible, or voluntarily excluded from participation in the transaction, in addition to other remedies available to the federal government, Department of Health and Human Services, United States Department of Agriculture, or other federal department or Proposers, as applicable, and/or the Texas Department of Aging and Disability Services may pursue available remedies, including suspension and or debarment.

5. CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION FOR COVERED CONTRACTS AND GRANTS

Indicate which statement applies to the covered potential contractor/grantee:

The potential contractor/grantee certifies, by submission of this certification, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this contract/grant by any federal department or Proposers or by the State of Texas.

The potential contractor/grantee is unable to certify to one or more of the terms in this certification. In this instance, the potential contractor/grantee must attach an explanation for each of the above terms to which he is unable to make certification. Attach the explanation for each of the above terms to which he is unable to make certification.

Attach the explanation(s) to this certification.

NAME OF POTENTIAL CONTRACTOR/GRANTEE

ID NO/FEDERAL EMPLOYER’S ID NO

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Signature of Authorized Representative

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Printed/Typed Name of Authorized Representative

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Date

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Title of Authorized Representative

THIS CERTIFICATION IS FOR FY 2017.

PERIOD BEGINNING October 1, 2016 AND ENDING September 30, 2017

-----------------------

|Milstones |Date (s) |Extended Date (s) |

|Request for Proposals (RFP) Issued |February 12, 2016 |April 1, 2016 |

|Request to be added to mailing list |February 16, 2016 |April 6, 2016 |

|Bidders’ Conference |February 19, 2016 |Not Applicable |

|Questions due in writing via email |February 17, 2016 |April 8, 2016 |

|Proposals Due: |March 16, 2016 3:00 pm (CDT) |April 21, 2016 8:00 am CDT |

|Evaluation of Proposals: |March 16-21, 2016 |April 21 - May 21, 2016 |

|Anticipated Award Announcement (Requires Executive |April 1, 2016 |April 27 - May 25, 2016 |

|Committee Action) | | |

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