1-RFP 2010 - Part B - RFP Scope of Work.pdf

City of Alexandria Request for Proposals

RFP: Operation of Senior Congregate Programs RFP No.: 2010

Part B – Scope of Work

Part B –Scope of Work

1. General Overview This section provides an overview of the scope of services and/or goods described in this Solicitation. This Request for Proposals (“RFP”) is issued in accordance with the Virginia Public Procurement Act using the competitive negotiation method of source selection.

Proposals will be evaluated against the evaluation criteria set forth herein to determine the proposal most advantageous to the City.

Detailed requirements governing contract administration, performance, scheduling, acceptance, and payment are addressed in Part C – Special Terms and Conditions, which supplement the City’s Part D – General Terms and Conditions.

2. Purpose The City of Alexandria, Virginia (the “City”) issues this Request for Proposals (“RFP”) to solicit proposals through the competitive negotiation process to establish a contract for the provision of services to coordinate and manage activities and programming and serve meals to the participants of the City’s two (2) Senior Centers (collectively hereinafter referred to as “Senior Centers”), as described in this Solicitation. Offerors may submit a proposal for (i) Senior Center I, (ii) Senior Center II, or (iii) both Senior Centers.

The Current operation of both Senior Centers are summarized as follows:

SENIOR CENTER I (CITY-PROVIDED FACILITY): The first senior center (hereinafter referred to as “Senior Center I”) is located in the Charles Houston Recreation Center, located at 901 Wythe Street, Alexandria, Virginia 22314 and serves the program participants residing in that geographical section of the City.

The building is owned and operated by the City and this program is currently being run by the Alexandria Redevelopment Housing Authority (ARHA). The City’s expectation is that this senior center will serve on average about forty-five (45) participants on a daily basis.

SENIOR CENTER II (CONTRACTOR-PROVIDED FACILITY – OFFEROR MUST

PROVIDE SITE LOCATION FOR CENTER ): The second senior center (hereinafter referred to as “Senior Center II”), is currently located at the St. Martin de Porres Senior Center, located at 4650 Taney Avenue, Alexandria, Virginia 22304, and serves the program participants residing in that geographical section of the City. This building is owned by the Catholic Diocese of Arlington, and the program is currently being run by Catholic Charities. However, in order for Offerors to be eligible with submitting a response to Senior Center II, Offerors must have a dedicated facility or space in place at the time of award, to provide services for on average about sixty (60) participants on a daily basis at Senior Center II. Offerors responding to Senior Center II must have the

RFP: Operation of Senior Congregate Programs capability to operate that space within the City’s geographic boundaries that will have the capacity to serve the number of participants indicated above.

Additionally, the proposed location for Senior Center II must meet the following minimum criteria:

• Meet Americans with Disabilities Act requirements.

• Access to a kitchen or approved work area, for the set-up and dispensing of meals. This includes all equipment necessary to maintain proper food temperatures. If used for the nutrition program, there shall be operating thermometers in the refrigerator and freezer. Approval of the area by the local health department may be requested, but is not required, for sites where food is served but not prepared.

• Separate sinks for hand washing and food service

• Equipment, including tables and chairs for meals and other programs, which are sturdy and appropriate for older persons. The site shall have adequate space to accommodate persons with canes, walkers, wheelchairs, and other assistive devices.

• Door exit signs

• Occupancy limit signs

• Telephone accessible to staff

• Fire extinguisher(s) in good working order

• Readily accessible first aid kit

The name and location of this space must be included within a Offeror’s response to Senior Center II. The City reserves the right to request a tour of the proposed space during the evaluation process of this solicitation.

3. Background

The Department of Community and Human Services (DCHS), Division of Aging and Adult Services (DAAS) serves the needs of the diverse population of the City’s older adults through a wide variety of services, including nutrition programs such as the Congregate Nutrition Site programs. Older adults are encouraged to lead healthy lives with economic and social independence and self-sufficiency. Through supportive measures and guidance from the Older Americans Act (https://acl.gov/programs/health-wellness/nutrition-services) and the Virginia Department of Aging and Rehabilitative Services (DARS) – Virginia Division for the https://acl.gov/programs/health-wellness/nutrition-services

RFP: Operation of Senior Congregate Programs

Aging (VDA), the City has been providing meals to adults aged sixty (60) and older for more than thirty (30) years.

Enrollment priority for the centers, is given to individuals with the greatest economic and social needs. Special emphasis is placed on low-income minorities, those with limited English proficiency, and individuals at risk for institutional placement.

The Senior Centers provide opportunities for socialization, education, physical activity, and community engagement. One (1) hot lunch meal that meets one third (1/3) of the daily dietary reference intakes (DRIs) requirements is served each day the Senior Centers are open. Those meals are made by the City’s separately contracted food service contractor, Strong Fit Meals, LLC dba Healthy Fresh Meals. Additionally, Senior Center I and Senior Center II also currently provide one (1) breakfast meal each day the center is open.

The City provides door-to-door transportation to both Senior Centers and transportation for scheduled field trips or shopping excursions.

Children and youth are welcome at the centers under the following conditions:

1. Children aged sixteen (16) and under must be with a responsible adult at all times; and

2. Youth can volunteer for specific activities or for a designated period. Children visiting grandparents must stay with them during the visit.

4. Objectives The objectives of this RFP include, but are not limited to:

4.1. Delivering effective, reliable, and timely services

4.2. Achieving operational efficiency and value

4.3. Ensuring compliance with applicable laws and City standards

5. Deliverables Deliverables may include, as applicable:

5.1. Reports

5.2. Data outputs

5.3. Service performance results

RFP: Operation of Senior Congregate Programs

5.4. Documentation

5.5. Other items identified by the City

6. Performance Period, Location, and Workdays/Hours

6.1. Period of Performance

If an award (s) is made, the City will issue a Contract(s) for an initial period of two (2) years, with three (3) one-year (1) option periods. Option years may be exercised one (1) year at a time by mutual agreement of both parties. The Contract period shall commence on the date of award and shall not exceed a five (5) year period.

[Renewal Options: See Part C - Special Terms and Conditions]

6.2. Work Location and Work Days/Hours or Delivery Location.

6.2.1 Work location:

Senior Center I: 901 Wythe Street Alexandria, VA 22314 Senor Center II: To be proposed by soliciting offerors, but must be located within the City of Alexandria, VA and meet/exceed the criteria outlined in Section 2.

6.2.2 Workdays/hours, except for public holidays established by Federal law:

Both Senior Centers shall be open Monday through Friday, from 8:30 a.m. to 1:30 p.m., except on the following City-observed holidays:

• New Year’s Day

• Martin Luther King, Jr. Day

• George Washington Day

• Memorial Day

• Juneteenth

• Independence Day

• Labor Day

• Indigenous People’s Day

• Veterans Day

• Thanksgiving Day

• Day after Thanksgiving

• Christmas Eve

• Christmas Day

7. Offeror Responsibilities

RFP: Operation of Senior Congregate Programs

The Offeror shall:

7.1. Perform services in accordance with the Contract

7.2. Provide qualified personnel

7.3. Meet required schedules and performance standards

8. Existing Site Conditions / Operational Environment

Requirements for Senior Center II (Offeror-Proposed Site):

• Meet Americans with Disabilities Act requirements.

• Access to a kitchen or approved work area, for the set-up and dispensing of meals. This includes all equipment necessary to maintain proper food temperatures. If used for the nutrition program, there shall be operating thermometers in the refrigerator and freezer. Approval of the area by the local health department may be requested, but is not required, for sites where food is served but not prepared.

• Separate sinks for hand washing and food service

• Equipment, including tables and chairs for meals and other programs, which are sturdy and appropriate for older persons. The site shall have adequate space to accommodate persons with canes, walkers, wheelchairs, and other assistive devices.

• Door exit signs

• Occupancy limit signs

• Telephone accessible to staff

• Fire extinguisher(s) in good working order

• Readily accessible first aid kit

Senior Center I & II Daily Closeout Procedures:

• Cleaning and Sanitization (Contractor responsibility for Senior Center II only):

o Thoroughly clean and sanitize all food preparation, service, dining, and storage areas, including countertops, tables, chairs, sinks, floors, and any equipment or utensils used that day. Follow written procedures for cleaning (removing visible dirt/stains) and sanitizing (using hot water ≥171°F or approved chemical solutions) to prevent cross-contamination, o Remove all food debris, spills, and waste. Dispose of trash and recyclables in designated receptacles and ensure receptacles are clean and lined as needed, and o Sanitize restrooms used by participants/staff (sinks, toilets, floors, and fixtures) to maintain sanitary conditions.

RFP: Operation of Senior Congregate Programs

• Removal of Clutter and Restoration (Contractor responsibility for both

Senior Center I and II):

o Remove or properly store all program-related items, supplies, equipment, and personal belongings. Leave no clutter, boxes, or loose materials that could create hazards or impede daily facility use, o Reset furniture, tables, and chairs to the standard layout agreed upon with the site host.

o Ensure floors, walkways, and entrances are free of obstructions and hazards (e.g., no wet floors without signage; no trip hazards).

• General Site Conditions (Contractor responsibility for Senior Center II only) o Maintain the overall facility and grounds in a clean, safe, and orderly state consistent with the written site use agreement (which must address sanitation, cleaning, maintenance, pest control, and compliance with all applicable federal, state, and local health, fire, safety, and sanitation codes).

o Verify that all lights, appliances, and equipment are turned off (except as required for security/refrigeration) and doors/windows are secured.

o Address any minor maintenance issues (e.g., spills, minor repairs) immediately; report larger issues to the designated site contac

9. Use when Work interferes with the public realm, operations with a building during Work or delivery dates/times.

9.1. Existing Operations to Remain in Service

9.1.1 Utilities required to remain active

9.1.2 Systems requiring shutdown coordination

9.1.3 Temporary service requirements

9.2. Noise and Work Hour Restrictions

9.2.1 Restricted work hours

9.2.2 Sensitive areas (within a school, courts, etc.)

9.3. Material Storage and Staging Constraints

9.3.1 Limited laydown areas

9.3.2 Prohibited storage locations

RFP: Operation of Senior Congregate Programs

9.4. Security Requirements and Site Controls

9.4.1 Badging requirements

9.4.2 Escorts

9.4.3 Restricted areas

9.4.4 Background check requirements (if already established by policy)

10. Contractor Responsibilities

10.1. General Operating Procedures:

The Contractor shall comply with the DARS Service Standards and the related DAAS Policies and Procedures. Please refer to the attached hyperlinks:

a. DARS Service Standards - Area Agency on Aging Service Standards; and

b. DAAS Policies and Procedures (See Part G, Attachment M).

SENIOR CENTER I – CHARLES HOUSTON (CITY-PROVIDED SITE)

The City-provided site for Senior Center I shall operate in the Charles Houston Recreation Center. The program space and other support services for this center shall be provided by the City in accordance with an agreement executed between the City’s Department of Recreation, Parks and Cultural Activities (RPCA) and

DAAS.

SENIOR CENTER II (SITE TO BE PROPOSED IN PROPOSAL RESPONSE)

The Contractor selected to operate the City’s Senior Center II must be able to provide a facility with program space to accommodate at least sixty (60) participants on a daily basis, in accordance with VDA service standards, DAAS Policies and Procedures, and all other requirements stated herein. The center also shall contain a storage space for three (3) days of shelf stable meals (non-perishable food items that are pre-packaged and stored for use in emergencies when customary meals are not available), a three (3)-day supply of potable water, and program equipment and supplies.

The Contractor managing this facility shall be responsible for the maintenance and upkeep of the center which includes, custodial services, sanitization, snow removal, pest control, obtaining all applicable permits and inspections, and all applicable insurance. The Contractor interested in Senior Center II, must include their proposed facility (or facilities) within their cost proposal. Although Senior Center II, is currently located on the City’s western half, the City will consider any proposed facility that (i) is located within the City’s boundaries, (ii) has enough capacity to accommodate at least sixty (60) program participants, and (iii) meets or exceeds the other specified criteria in Section 2.

https://townhall.virginia.gov/L/GetFile.cfm?File=C:%5CTownHall%5Cdocroot%5CGuidanceDocs%5C262%5CGDoc_DARS_6495_v5.pdf

RFP: Operation of Senior Congregate Programs

10.2. Outreach and Communication: The Contractor shall develop a DAAS-approved outreach/communication plan within forty-five (45) Calendar Days of the effective contract award date. This plan should include:

Language Access/Assistance strategies for non-English speaking residents that ensures limited English proficient seniors can meaningfully access programs and services to promote equity and dignity.

Implementation ensures seniors can participate fully without relying on informal or inadequate support, ultimately improving health outcomes, safety, socialization and quality of life.

Interpretation (oral): (in-person, telephonic "language line," or video remote) at no cost for all interactions, including assessments, care planning, and complaints. Avoid using family members, friends, or untrained bilingual staff unless the senior specifically requests it and it is documented as appropriate.

Translation (written): Translate "vital" documents (e.g., consent forms, service applications, benefit notices, discharge instructions, rights information) into threshold languages (those spoken by a significant portion of the population).

Other modalities: Bilingual staff where feasible, multilingual signage, "I Speak" cards for quick language identification, and accessible formats (large print) for seniors with additional needs.

Information for seniors of, their right to free language assistance in multiple languages via taglines on all materials (e.g., "If you need language assistance, call [number]").

Culturally appropriate messaging that respects senior-specific concerns like independence and dignity

Publicizing available programs through printed materials, social media, and other channels; and a Contractor-hosted website or webpage dedicated to the senior center, containing program information, activity calendars, menus, and links to relevant resources. This website or webpage must be maintained and updated throughout the contract term, with DAAS approval for any content.

10.2.1 Program Materials and Language Requirements: The Contractor shall provide activity calendars, menus, newsletters, and other materials in electronic and printed formats. Materials should be produced in languages spoken by the center's participants. The Contractor is encouraged to employ staff and volunteers fluent in the languages typically spoken by participants (English, Spanish, and Amharic).

10.2.2 Communication Accessibility: The Contractor shall develop a written plan and be capable of effectively communicating with participants who are deaf, mute, or non-English speakers. .

RFP: Operation of Senior Congregate Programs

10.2.3 Partnership Statement: All publications related to the senior center must include the following statement: “This senior center is a partnership funded by the City of Alexandria Department of Community and Human Services Division of Aging and Adult Services.”

10.2.4 Monthly Newsletter: The Contractor shall produce monthly newsletters, highlighting upcoming events, celebrations, field trips, and other relevant information for senior center participants.

10.2.5 Meetings and Reporting: The center director or designee must attend bi-monthly meetings convened by DAAS to discuss meal service and programmatic issues. The Contractor is also required to attend quarterly contract compliance meetings.

Offerors should provide a Sample Communication Plan as part of their technical proposal submission that demonstrates their ability to meet/exceed the requirements listed above (More detail provided in Part E – Instructions to Offerors).

10.3. Participant Assessments and Information

The Contractor must conduct a state-mandated Uniform Assessment Instrument (UAI) assessment, for all prospective participants before they attend the center and annually or whenever a participant’s condition changes significantly. The following forms must be completed and submitted to DAAS during each assessment (Contractor would be expected to utilize the latest version of any of the following documents, in case of updates to the below versions):

a. Northern Virginia Federal Poverty / DARS-DAS Sliding Fee Scale;

b. DARS Nutritional Screening Checklist (Determine Your Nutritional Health form);

c. Consent Form to Use and Exchange Information; and

d. Virginia Service Quick Form: For individuals who are not regular senior center participants but volunteer during meal hours, must be completed and updated annually.

These forms have been included as attachments to this solicitation for each Offeror’s ease of reference. More information on these above forms can also be found at: Area Agency on Aging Service Standards

The Contractor must also provide a Service Confirmation Packet to all participants in line with DARS Service Standards, and DAAS-approved format.

A Service Confirmation Packet is a comprehensive, personalized information package provided to participants upon enrollment or annual recertification in the Senior Center Congregate program. It confirms the participant’s registration and clearly outlines:

https://sharepoint.wwrc.net/VDAproviders/Shared%20Documents/DAS%20FY26%20Poverty%20Sliding%20Fee%20Scale%20NV.pdf file://sitschlfilew001/DeptFiles/Fin/Purchasing/SHARED/WP7/RFP/RFP1181%20-%20Operation%20of%20City%20of%20Alexandria%20Senior%20Centers/Solicitation/Documents%20linked%20in%20RFP%20but%20not%20J-attachments/DARS%20Nutritional%20Screening%20Checklist%20(Determine%20Your%20Nutritional%20Health).pdf file://sitschlfilew001/DeptFiles/Fin/Purchasing/SHARED/WP7/RFP/RFP1181%20-%20Operation%20of%20City%20of%20Alexandria%20Senior%20Centers/Solicitation/Documents%20linked%20in%20RFP%20but%20not%20J-attachments/DARS%20Nutritional%20Screening%20Checklist%20(Determine%20Your%20Nutritional%20Health).pdf https://sharepoint.wwrc.net/VDAproviders/Shared%20Documents/UAI%20Consent%20to%20Exchange.pdf https://sharepoint.wwrc.net/VDAproviders/Shared%20Documents/UAI%20EZ%20FORM.pdf https://townhall.virginia.gov/L/GetFile.cfm?File=C:%5CTownHall%5Cdocroot%5CGuidanceDocs%5C262%5CGDoc_DARS_6495_v5.pdf

RFP: Operation of Senior Congregate Programs

• Services Offered: A summary of all available congregate services, including daily hot meals, social and recreational activities, health and wellness programs, education classes, transportation, and other support services.

• Menu Options: The current monthly menu cycle, meal schedules, dietary accommodations (e.g., diabetic, low-sodium, heart-healthy), and any advance meal reservation procedures.

• Program Requirements and Procedures: Detailed eligibility rules, attendance expectations, sign-up processes (especially for transportation — including how to schedule rides, advance notice required, pickup/drop-off policies, and cancellation procedures), payment or donation information (if applicable), and participant rights and responsibilities.

Current participants must receive the Service Confirmation Packet within thirty (30) days of the contract’s effective date, and new participants must receive a confirmation packet before receiving services. All assessments and related documents should be stored for a minimum of five (5) years.

10.4. Meal Service – Prevailing Guidelines

10.4.1 Breakfast Meal Service: The Contractor is required to serve a breakfast meal to all participants using food provided by the City's food services contractor which shall include the following responsibilities:

• Confirmation of Meal Reservations: Confirm reservations in writing and communicate meal count with the City’s food services contractor via email, or other approved communication method one (1) business day in advance.

• Receiving Food Deliveries: Designated staff to receive food delivered by City’s food services contractor per the DARS service standards.

• Food Quality and Safety: Take and record food temperatures; assess food quality and quantity; and ensure proper storage of food until service time.

• Serving Breakfast: Serve breakfast following DARS service standards.

• Meal Service Documentation: Complete daily checklist after each meal service and send to DAAS and City food service contractor daily.

• Storage for Supplies (Specific to Senior Center II): Maintain adequate storage space for food and supplies to serve an average of sixty (60) individuals, daily.

• Cleanup and Sanitization: Follow DAAS cleaning and sanitizing policies and procedures after meal service.

RFP: Operation of Senior Congregate Programs

10.4.2 Lunchtime Meal Service: The Contractor is required to serve a lunchtime meal using food provided by the City’s food service contractor to all participants. As part of this meal service, the Contractor must comply with the following:

• Confirmation of Meal Reservations: Confirm in writing reservations and communicate meal count with the City’s food services contractor one (1) business day in advance.

• Receiving Food Deliveries: Designated staff to receive lunch food according to DARS service standards.

• Food Quality and Safety: Take and record food temperatures; assess food quality and quantity; and ensure proper storage of food until service time.

• Serving Lunch: Serve lunch in accordance with DARS Service Standards.

• Meal Service Documentation: Complete and submit Daily Meal Service Checklist (Attachment E) to DAAS and City food service contractor.

• Cleanup and Sanitization: Follow DAAS cleaning and sanitizing procedures after each meal service.

• Storage for Supplies (Specific to Senior Center II): Adequate space for lunch service food and supplies to serve on average, sixty (60) individuals daily.

10.4.3 Additional Services

• Coffee and Tea Service: The Contractor shall serve coffee and tea each morning.

• Monetary Contributions: The Contractor is required to create policies and procedures that enable participants to make voluntary, private, and confidential monetary contributions towards meal costs. They must also implement safeguards to account for all contributions. All money collected during the month must be submitted to DAAS by check no later than the 7th calendar day of the following month. Submissions shall be made to 4850 Mark Center Drive, 9th Floor Alexandria, VA 22311 with an Attention to Sharnee Eure. Offerors should provide an in-depth narrative to what their policies and processes are as they relate to Monetary Contributions, in their technical proposal.

• Menu Distribution: Print, post, and distribute a monthly menu to participants and interested parties.

• Guest Meals: If requested by Senior Center staff, provide complimentary guest meals when a prospective participant or their family visits the center, or in other cases with pre-approval by DAAS.

RFP: Operation of Senior Congregate Programs

• Volunteer Meals: Volunteers who regularly serve during lunchtime and receive a meal must complete the required paperwork as specified in the Participant Assessments and Information section of this RFP.

10.5. Activity Program – Prevailing Guidelines: The activity program, under the Contractor’s responsibility, is essential to ensuring that participants enjoy a diverse and engaging array of services designed to promote their physical, cognitive, and emotional well-being. Following the guidelines set forth by the DARS Service Standards, the Contractor is required to implement and manage a comprehensive program that fosters an inclusive environment.

10.5.1 Monthly Activity Planning Committee: Establish and convene a group of

Senior Center participants to collaborate with activity planning and provide feedback on activities.

10.5.2 Physical Activity and Exercise: Conduct facilitator-led physical or exercise activities Monday through Friday when the center is operational.

Facilitator of activities may be staff members, trained volunteers, or other qualified individuals. Alternative delivery methods such as the use of DVDs, live streams, website links, or DAAS-approved activity may be used on limited occasions, with advanced notice.

10.5.3 Supplies and Materials: Provide supplies and materials necessary for all program activities, except as noted under the City Responsibilities (Section 10.14) of this document.

10.5.4 Daily Program Activities: Offer at least four (4) program activities daily, aside from physical/exercise activities. These program activities can include those listed in the DARS Service Standards, as well as a variety of other programming options. Offerors should include a catalogue of activities that they offer Participants, in their technical proposal along with a sample monthly calendar of activities. Types of program activities may include, but not be limited to the following:

Active: Mobility and fitness;

Cognitive: Brain-stimulating activities;

Educational: Learning opportunities;

Creative: Arts, crafts, and self-expression;

Entertainment: Fun and recreational activities;

Music: Musical engagement;

RFP: Operation of Senior Congregate Programs

Civic Engagement: Activities to promote community involvement;

Volunteer Opportunities: Ways to give back;

Special Events: One (1)-time or recurring events;

Cultural: Celebrating cultural diversity;

Current Events: Discussing local and global news;

Discussion Groups: Group talks on various topics;

Nature: Outdoor activities and environmental learning;

Inter-Generational: Activities connecting different age groups; and Gardening: Horticultural activities.

10.5.5 Religious-Oriented Activities: Comply with DAAS Policy for Religious Activities when providing religious activities at Senior Centers. A supplemental PDF attachment with these policies has been included in this solicitation (See Part G – Attachment K).

10.5.6 Community Service Information: The Contractor is required to designate and maintain an area in the centers for displaying information about community services and age-related topics. They must also provide a link to other available services, using methods like individual discussions, presentations by service providers, and other DAAS-approved approaches.

10.5.7 Field and Shopping Trips: The Contractor is encouraged to regularly organize field trips with the following guidelines:

• Frequency: The center can only close for an all-center field trip twice a month.

Any additional closures must be approved by DAAS.

• Staffing: At least two (2) Contractor staff members or one (1) Contractor staff member and one (1) Contractor-trained volunteer must be present on all field trips.

• Center Availability: The center must remain open for participants who choose not to attend the field trip, in accordance with contractual requirements.

• Coordination: When the Contractor plans field trips, they must coordinate to ensure the Senior Center still remains open on all operating days. Any exceptions require DAAS approval.

RFP: Operation of Senior Congregate Programs

• Emergency Contacts: The Contractor must carry the emergency contact information for each participant during field trips.

• Health Promotion Activities: The Contractor, with DAAS support, must offer activities related to disease prevention and health promotion, including exercise, health screenings, nutrition education, and medication management.

10.6. Transportation: The City will provide daily transportation for participants to and from the center. The Contractor must collect transportation reservations at least one (1) business day in advance. The Contractor will also communicate daily with a designated DAAS staff member, providing the names, addresses, and phone numbers of participants requesting transportation for the next center operation day.

10.7. Program Evaluation: The Contractor is required to conduct program evaluations twice a year to gather participant feedback on meals, center programming, staff, volunteer service, and the program's impact. They must create a survey tool for DAAS approval, distribute and collect survey responses, and submit the results and raw data to DAAS within two (2) weeks of collecting all survey responses. If any participants have limited English skills, the Contractor must provide evaluation materials in relevant languages. Offerors should indicate, in their technical proposal, all languages they are able to provide surveys in.

10.8. Reporting and Record Keeping: The Contractor(s) are required to maintain and submit specific DAAS-required records to DAAS by the 7th calendar day of each month for the previous month. These records shall be furnished by DAAS to the contractor and shall include:

10.8.1 Daily and monthly data on the number of meals ordered and served, with separate counts for breakfast and lunch, for participants, guests, and volunteers.

10.8.2 Detailed records of meals ordered and served to individual participants, guests, and volunteers, broken down by breakfast and lunch.

10.8.3 Daily attendance numbers for meals and daily activity participation.

Attendance forms will be provided to the Contractor by the City.

10.8.4 The names of participants in disease prevention/health promotion activities.

10.8.5 Total voluntary contributions received from participants.

10.9. Emergency Preparedness: The Contractor will be required to prepare an emergency preparedness policies and procedures manual (“Emergency Preparedness Manual”), specific to the awarded Senior Center, within forty-five

(45) Calendar Days of Contract Award. The final proposed Emergency Preparedness Manual must receive final approval from the Contracting Officer’s Technical Representative and should include the following:

10.9.1 A continuation of operations plan that includes at least a three (3)-day

“shelter in place” strategy for participants;

RFP: Operation of Senior Congregate Programs

10.9.2 Backup plans if primary staff are unavailable;

10.9.3 Procedures for handling participant illness or injury at the center; and

10.9.4 Emergency procedures for incidents at the center and / or during field trips.

Additionally, quarterly fire drills must be conducted and documented, including review of the center’s fire exit routes. Staff must be familiar with the location and operation of all fire extinguishers and knowledgeable of center emergency procedures. Offerors, in their Technical Proposal, should provide details and/or a sample manual, regarding their Emergency Preparedness policies and procedures.

10.10. Policies and Procedures Manual: The Contractor will be expected to have a policies and procedures manual covering, at minimum, the requirements outlined in the DARS Service Standards, DAAS Policies and Procedures, and any other policies the Contractor deems as necessary. These policies and procedures shall be submitted to the COTR for review and approval within forty-five (45) Calendar Days of Contract Award.

Additionally, Offerors, in their Technical Proposal, should provide such details and/or a sample Policy and Procedures Manual. DAAS will review the manual annually and may request additional policies or procedures to be added or adjusted, as needed.

10.11. Confidentiality: The Contractor must ensure that participant and City information is used solely for the operation of the center. All Contractor staff and volunteers are required to sign a confidentiality statement provided by DAAS, agreeing not to misuse or disclose this information. The Contractor must keep these signed confidentiality statements on file and make them available for DAAS review upon request.

10.12. Contractor Personnel Requirements: The Contractor is required to ensure safety, professionalism, and compliance with training protocols to safeguard the well-being of participants and the effectiveness of the services provided under the awarded contract. This staffing and volunteer framework is designed to ensure the safety, well-being, and quality of service for all center participants while maintaining compliance with relevant regulations.

10.12.1 Staff Composition: The Contractor’s staff or trained volunteer shall include:

• One (1) full-time Director who will oversee operations,

• One (1) full-time Assistant Director and one (1) full-time Activities Coordinator who will support the Director and assist

RFP: Operation of Senior Congregate Programs in managing and coordinating activities. These roles may be fulfilled by one or multiple individuals, and

• Additional staff and/or volunteer(s), as necessary, to meet the demands outlined in the RFP.

10.12.2 Both the Director and Assistant Director/Activities Coordinator must meet/exceed specific qualifications detailed in the job descriptions outlined in Part G – Attachment L (a separate downloadable PDF file). The Contractor is required to submit copies of the job descriptions for any additional staff or volunteer positions they propose for the center.

10.13. Background Check Requirements: All staff working at the centers must undergo a national criminal background check prior to commencement of work on City premises, to be conducted at the awarded Contractor’s sole expense and furnished to the City upon request. Any individual convicted of crimes specified in 63.2-1719 of the Code of the Commonwealth of Virginia will be ineligible for employment. To ensure ongoing safety and security, annual criminal background checks will be conducted for all staff assigned to the centers.

10.13.1 Staffing at All Times: At least two (2) staff members from the

Contractor, or one (1) staff member and one (1) Contractor-trained volunteer, must be present at the center whenever participants are in attendance, ensuring supervision and support during all activities.

10.13.2 Certified Food Manager: A Certified Food Manager must be on-site during all food service operations at each center. This individual will food service activities, ensuring adherence to health and safety standards. Food manager certification must be displayed in the kitchen area for transparency.

10.13.3 Personnel Changes: Any changes to Key Staff at the center must be approved in writing by DAAS, ensuring the continuity and quality of services provided.

10.13.4 Use of Trained Volunteers: While the use of volunteers is encouraged, they cannot replace key paid Contractor staff. The Contractor will be responsible for the recruitment, training, and supervision of all volunteers, and must adhere to the following guidelines:

10.13.4.1. Volunteer Position Descriptions: Clear descriptions for each volunteer role must be created.

10.13.4.2. Volunteer Recruitment and Interviews: Prospective long-term volunteers must complete an agreed-upon volunteer application and participate in a face-to-face interview with Contractor’s Senior Center Staff to ensure suitability for the position.

10.13.4.3. Background Checks for Volunteers: Like staff, volunteers must undergo a national criminal background check at the Contractor’s expense before beginning their role and annually https://law.lis.virginia.gov/vacode/title63.2/chapter17/section63.2-1719/

RFP: Operation of Senior Congregate Programs thereafter. Individuals convicted of crimes listed in § 63.2-1791 of the Code of Virginia are not eligible to volunteer.

10.13.4.4. Volunteer Tracking: The Contractor will implement a sign-in sheet and tracking system for volunteers to monitor their attendance and hours.

10.13.4.5. One (1)-time Volunteers: Volunteers attending the center for one (1)-time events (e.g., guest speakers, community groups) must sign in and out for accountability.

10.13.4.6. Training for Volunteers: Volunteers, especially those assisting on field trips or in food service, will undergo training on emergency procedures, communication protocols, confidentiality, and other necessary procedures as directed by both the Contractor and DAAS, prior to participating in any event.

10.13.5 CPR and First Aid Certification: The center's Director and

Assistant Director must maintain their Cardiopulmonary Resuscitation (CPR) and First Aid certifications throughout the contract. If neither is present, at least one (1) other staff member must have both certifications, including on field trips. In all cases, there shall always be one staff member onsite possessing these certifications.

10.13.6 Annual Training: Key Staff must complete at least ten (10) hours of training annually to enhance professional skills. Training topics can include food handling, safety procedures, and meal temperature compliance. The Contractor covers training costs. Documentation should be submitted to City’s program manager to verify Key Staff compliance of professional development training hours on or before December 31 annually.

10.13.7 Food Handling Training: All staff and volunteers involved in food preparation or service must be trained in personal hygiene, handwashing, health policies, and safe food handling.

10.13.8 Training Approval: DAAS has final approval over the training methods.

10.14. City Responsibilities in Contract Administration: The City's responsibilities under the resulting contract include:

10.14.1 Response to Contractor’s Queries: Ensure timely responses to the Contractor's questions. Provide necessary and relevant documentation to assist the Contractor in fulfilling their contract requirements.

10.14.2 Food Preparation Vendor Contracting: Contract with a food preparation vendor. Ensure that breakfast and lunchtime meals are provided to participants at designated centers.

10.14.3 Daily Transportation Provision: Provide transportation for program participants on a daily basis.

RFP: Operation of Senior Congregate Programs

10.14.4 Transportation for Field and Shopping Trips: Ensure

transportation is available for field trips and shopping excursions, as resources permit.

10.14.5 Quarterly Meetings for Monitoring and Evaluation: Convene quarterly meetings with the Contractor to monitor and assess the contract’s compliance and performance. Evaluate the effectiveness and compliance of the program according to contract standards.

10.14.6 Bi-Monthly Center Director Meetings: Organize and conduct meetings with center directors every two (2) months to address concerns, updates, and improvements.

10.14.7 Provision of Program Support Resources: Provide necessary resources, as available, to support specific program activities and ensure smooth operation.

10.14.8 Data Entry into Approved Electronic Client Database: Ensure required data is entered into the DARS-approved electronic client database in a timely and accurate manner.

10.14.9 Training and Orientation for Contractor’s Key Staff: Provide training and orientation for the Contractor's Key Staff on the following:

1. DAAS nutrition policies and procedures;

2. Community resources available to participants; and

3. Procedures for conducting allowable activities under the contract.