1-RFP-2025-727-YFS-FS Respite Care scope of work.pdf

RFP-2025-727-YFS-FS, " Homemaker/Personal Care/Respite Care " 1

City of Albuquerque Request for Proposals

Solicitation Number: RFP-2025-727-YFS-FS

Homemaker/Personal Care/Respite Care 9/11/2025

THIS IS A FEDERALLY-FUNDED PROJECT

Deadline for Receipt of Proposals: October 31, 2025: 2:00 p.m. (Mountain Time)

The City eProcurement System will not allow Proposals to be submitted after this date and time.

Non-Mandatory Pre-Proposal Conference: October 10, 2025, 11:00 AM Mountain Time

City of Albuquerque

Department of Finance and Administrative Services Purchasing Division

V2023.01.03JLB

RFP-2025-727-YFS-FS, " Homemaker/Personal Care/Respite Care " 2

TABLE OF CONTENTS

Page

Introduction 3

Part 1 Instructions to Offerors 4

Part 2 Proposal Format 14

Part 3 Scope of Services 16

3.6 Service A- Homemaker Service A

3.6 Service B- Personal Care Service B

3.6 Service C- Respite Care Service C

Part 4 Evaluation of Proposals 17

Appendix A Cost Proposal Form

Appendix B Federally-Required Contract Provisions

Appendix C Suspension and Debarment Certification

Appendix D Lobbying Certification

Appendix E Certification of Bidder Regarding Equal Employment Opportunity

RFP-2025-727-YFS-FS, " Homemaker/Personal Care/Respite Care " 3

INTRODUCTION

The City of Albuquerque, Department of Youth and Family Services “YFS”, Area Agency on Aging “AAA”, administers funds to provide a broad array of services to persons aged sixty (60) and over within Bernalillo County as authorized under the City of Albuquerque/Bernalillo County Older Americans Program Area Plan. Among the services funded are homemaker/personal care services to support frail seniors so they may remain independent in their own homes and similar services to support seniors with caregivers in need of respite so they may continue caregiving.

The City may award multiple contract awards under this solicitation. Bidders shall submit proposals to one or more Services listed in Section 3.6 of this RFP. Bidders are not required to bid on all 3 (three) services listed in Section 3.6 of this RFP.

RFP-2025-727-YFS-FS, " Homemaker/Personal Care/Respite Care " 4

PART 1

INSTRUCTIONS TO OFFERORS

1.1 RFP Number and Title: RFP-2025-727-YFS-FS, "Homemaker/Personal Care/Respite Care"

1.2 Proposal Due Date: October 31, 2025,- 2:00 PM (MST Time)

The time and date Proposals are due shall be strictly observed.

1.2.1 Non-Mandatory Pre-Proposal Conference: This is not a mandatory pre- Proposal conference, but highly recommended. Those vendors who choose not to attend shall be solely responsible for obtaining any additional information, clarifications or addenda resulting from this meeting.

Topic: Non-Mandatory RFP-2025-727-YFS-FS, Homemaker/Personal Care/ Respite Care

Time: October 10, 2025 11:00 AM Mountain Time (US and Canada)

Join Zoom Meeting https://cabq.zoom.us/j/83451840787

Meeting ID: 834 5184 0787

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Join instructions https://cabq.zoom.us/meetings/83451840787/invitations?signature=Qbtu3Pr7hDsUtSqz9llvGFyf3kAjg- OqcUBpmD0uKGQ

1.3 Questions: All questions shall be submitted in written format in the City’s eProcurement system prior to the close date for questions and answers.

1.4 Purchasing Division: This Request for Proposals (“RFP”) is issued on behalf https://cabq.zoom.us/j/83451840787 https://cabq.zoom.us/meetings/83451840787/invitations?signature=Qbtu3Pr7hDsUtSqz9llvGFyf3kAjg-OqcUBpmD0uKGQ https://cabq.zoom.us/meetings/83451840787/invitations?signature=Qbtu3Pr7hDsUtSqz9llvGFyf3kAjg-OqcUBpmD0uKGQ

RFP-2025-727-YFS-FS, " Homemaker/Personal Care/Respite Care " 5 of the City of Albuquerque by its Purchasing Division, which is the sole point of contact during the entire procurement process.

1.5 Authority: Chapter 5, Article 5 of the Revised Ordinances of the City of Albuquerque, 1994, (“Public Purchases Ordinance”). The City Council, pursuant to Article 1 of the Charter of the City of Albuquerque and Article X, Section 6 of the Constitution of New Mexico, has enacted this Public Purchases Ordinance as authorized by such provisions and for the purpose of providing maximum local self-government. To that end, it is intended that this Public Purchases Ordinance shall govern all purchasing transactions of the City and shall serve to exempt the City from all provisions of the New Mexico Procurement Code, as provided in Section 13-1-98K, NMSA 1978.

1.6 Acceptance of Proposal: Acceptance of Proposal is contingent upon Offeror's certification and agreement by submittal of its Proposal, to comply and act in accordance with all provisions of the following:

1.6.1 City Public Purchases Ordinance

1.6.2 City Purchasing Rules and Regulations: These Rules and Regulations (“Regulations”) are written to clarify and implement the provisions of the Public Purchases Ordinance. These Regulations establish policies, procedures, and guidelines relating to the procurement, management, control, and disposal of goods, services, and construction, as applicable, under the authority of the Ordinance.

1.6.3 Civil Rights Compliance: Acceptance of Proposal is contingent upon the Offeror's certification and agreement by submittal of its Proposal, to comply and act in accordance with all provisions of the Albuquerque Human Rights Ordinance, the New Mexico Human Rights Act, Title VII of the U.S. Civil Rights Act of 1964, as amended, and all federal statutes and executive orders, New Mexico statutes and City of Albuquerque ordinances and resolutions relating to the enforcement of civil rights and affirmative action. Questions regarding civil rights or affirmative action compliance requirements should be directed to the City of Albuquerque Human Rights Office.

1.6.4 Americans with Disabilities Act Compliance: The Offeror certifies and agrees, by submittal of its Proposal, to comply and act in accordance with all applicable provisions of the Americans With Disabilities Act of 1990 and federal regulations promulgated thereunder.

1.6.5 Insurance and Bonding Compliance: Acceptance of Proposal is contingent

RFP-2025-727-YFS-FS, " Homemaker/Personal Care/Respite Care " 6 upon Offeror's ability to comply with the insurance requirements as stated herein.

1.6.6 Ethics:

1.6.6.1 Fair Dealing. The Offeror warrants that its Proposal is submitted and entered into without collusion on the part of the Offeror with any person or firm, without fraud and in good faith. Offeror also warrants that no gratuities, in the form of entertainment, gifts or otherwise, were, or will be offered or given by the Offeror, or any agent or representative of the Offeror to any officer or employee of the City with a view toward securing a recommendation of award or subsequent contract or for securing more favorable treatment with respect to making a recommendation of award.

1.6.6.2 Conflict of Interest. The Offeror warrants that it presently has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of services required under the contract resulting from this RFP. The Offeror also warrants that, to the best of its knowledge, no officer, agent or employee of the City who shall participate in any decision relating to this RFP and the resulting contract, currently has, or will have in the future, a personal or pecuniary interest in the Offeror’s business.

1.6.7 Participation/Offeror Preparation: The Offeror may not use the consultation or assistance of any person, firm company who has participated in whole or in part in the writing of these specifications or the Scope of Services, for the preparation of its Proposal or in the management of its business if awarded the contract resulting from this RFP.

1.6.8 Debarment or Ineligibility Compliance: By submitting its Proposal in response to this RFP, the Offeror certifies that (i) it has not been debarred or otherwise found ineligible to receive funds by any agency of the federal government, the State of New Mexico, any local public body of the State, or any state of the United States; and (ii) should any notice of debarment, suspension, ineligibility or exclusion be received by the Offeror, the Offeror will notify the City immediately.

Any Proposal received from an Offeror that is, at the time of submitting its Proposal or prior to receipt of award of a contract, debarred by or otherwise ineligible to receive funds from any agency of the federal government, the State of New Mexico, any local public body of the State, or any state of the United States, shall be rejected.

RFP-2025-727-YFS-FS, " Homemaker/Personal Care/Respite Care " 7

Upon receipt of notice of debarment of an Offeror awarded a contract as a result of this RFP (“Contractor”), or other ineligibility of the Contractor to receive funds from any agency of the federal government, the State of New Mexico, any local public body of the State, or any state of the United States, the City shall have the right to cancel the contract with the Contractor resulting from this RFP for cause in accordance with the terms of said contract.

1.6.9 Goods Produced Under Decent Working Conditions: It is the policy of the City not to purchase, lease, or rent goods for use or for resale at City owned enterprises that were produced under sweatshop conditions. The Offeror certifies, by submittal of its Proposal in response to this solicitation, that the goods offered to the City were produced under decent working conditions. The City defines “under decent working conditions” as production in a factory in which child labor and forced labor are not employed; in which adequate wages and benefits are paid to workers;

in which workers are not required to work more than 48 hours per week (or less if a shorter workweek applies); in which employees are free from physical, sexual or verbal harassment; and in which employees can speak freely about working conditions and can participate in and form unions. [Council Bill No. M-8, Enactment No. 9-1998]

1.6.10 Graffiti Free: When required, the Contractor will be required to furnish equipment, facilities, or other items required to complete these services, that are graffiti-free. Failure of Contractor to comply with this requirement may result in cancellation of the contract resulting from this RFP.

1.7 City Contact: The sole point of contact for this RFP is the City of Albuquerque Purchasing Division. Questions regarding this RFP should be directed to the following Purchasing representative unless otherwise specified in the solicitation. Offerors who fail to abide by this instruction may be deemed nonresponsive.

• Francesca Smith, Senior Buyer, Department of Finance and Administrative Services, Purchasing Division

• Phone: (505) 767-5696 or E-Mail: fsmith@cabq.gov

• Post Office Box 1293, Albuquerque, New Mexico 87103

1.8 Contract Management: The contract resulting from this RFP will be managed by the Family and Community Services Department, Area Agency on Aging Division.

1.9 Clarification: Any explanation desired by an Offeror regarding the meaning or interpretation of this RFP must be requested in writing not less than ten (10) working days prior to the deadline for the receipt of Proposals to allow sufficient time for a reply to reach mailto:fsmith@cabq.gov

RFP-2025-727-YFS-FS, " Homemaker/Personal Care/Respite Care " 8 all Offerors before the submission of their Proposals. No extension of time will be granted based on submission of inquiries subsequent to the required date nor will such inquiries be answered. All inquiries must be directed to the Purchasing Division as stated herein and must be submitted through the City’s eProcurement system Bonfire. The City will not respond to questions that are submitted by any other means than electronically through the City’s eProcurement system. Oral explanations or instructions given before the award of the contract or at any time will not be binding. Purchasing shall prepare answers to questions in the form of Addenda to this RFP and shall post all such Addenda to the online eProcurement System.

1. 9 Submission of Proposals. The Offeror’s sealed Proposal must be submitted electronically through the eProcurement system pursuant to the following requirements:

1.9.1 Electronic Copy. Submit your complete Proposal including all forms, attachments, exhibits, Technical Proposal, Cost Proposal, etc. using the eProcurement System at https://cabq.bonfirehub.com/portal/?tab=openOpportunities. Please allow a minimum of two (2) business days to submit your proposal. If you do not have a username and password, please register as this is the only method to submit electronically on the Bonfire portal. Please make sure to register on the system in order to receive notices and submit a response to a solicitation. For assistance, please contact support@gobonfire.com.

Failure to submit your proposal electronically through the City’s eProcurement system shall result in your proposal being deemed nonresponsive.

1.9.2 Format. Each file uploaded to the eProcurement System shall be in single PDF format unless otherwise indicated. The City’s preferred format is Optical Character Recognition (OCR) searchable PDF format. Do not encrypt files and do not password protect the documents submitted.

1.9.3 ALL PROPOSALS MUST BE RECEIVED BY THE CITY PURCHASING

DIVISION AS SPECIFIED HEREIN. FAILURE TO COMPLY WITH THE SUBMISSION

REQUIREMENTS SHALL BE CAUSE FOR THE CITY TO DEEM YOUR PROPOSAL

NONRESPONSIVE.

1.9.4 No other methods of Proposal delivery. Neither telephone, facsimile, nor telegraphic Proposals shall be accepted.

1.9.5 Modification. Proposals may be modified or withdrawn only by written notice, provided such notice is received prior to the Proposal Due Date.

1.9.6 Receipt of Proposals. The only acceptable evidence to establish the time of receipt of Proposals by City Purchasing Office is the time-date stamp of the EProcurement System.

https://cabq.bonfirehub.com/portal/?tab=openOpportunities http://www.cabq.gov/vendor/email-notification mailto:support@gobonfire.com

RFP-2025-727-YFS-FS, " Homemaker/Personal Care/Respite Care " 9

1.9.7 Acknowledgment of Addenda to the Request for Proposals. Receipt of Addenda to this RFP by an Offeror must be acknowledged in the City’s eProcurement system. Failure to acknowledge an Addendum may result in your response being deemed non-responsive.

1.10 Modifications to Scope of Services: In the event that sufficient funds do not become available to complete each task in the Scope of Services, the Scope of Services may be amended, based upon the cost breakdown required in the Cost Proposal.

1.11 Required Contract Terms: The Required Contract Terms can be accessed at this link https://www.cabq.gov/dfa/purchasing-division/vendor-services/terms-and-conditions, click on “Request for Proposals Required Contract Terms”. The Offeror certifies that it accepts the Required Contract Terms, or has noted exceptions in its response. The City’s receipt of exceptions in a response is not an acceptance of any requested changes to the Required Contract Terms. The Required Contact Terms may differ from the terms in the final contract awarded under this RFP.

1.12 Contract Term: The contract resulting from this solicitation is anticipated to have a term of one (1) year with possible extensions of three (3) years.

1.13 Evaluation Period: The City reserves the right to analyze, examine and interpret any Proposal for a period of ninety (90) days after the hour and date specified for the receipt of Proposals. The City reserves the right to extend the evaluation period if it feels, in its sole discretion, such an extension would be in the best interest of the City.

1.14 Evaluation Assistance: The City, in evaluating Proposals, reserves the right to use any assistance deemed advisable, including City contractors and consultants.

1.15 Rejection and Waiver: The City reserves the right to reject any or all Proposals and to waive informalities and minor irregularities in Proposals received.

1.16 Award of Contract:

1.16.1 When Award Occurs: Award of contract occurs when a Purchase Order is issued or other evidence of acceptance by the City is provided to the Offeror. A Recommendation of Award does not constitute award of contract.

1.16.2 Award: If a contract is awarded, it shall be awarded to the responsive and responsible Offeror whose Proposal conforming to this RFP will be most advantageous to the City as set forth in the Evaluation Criteria.

1.17 Cancellation: This RFP may be canceled for any reasons and any and all Proposals may be rejected in whole or in part when it is in the best interests of the City.

1.18 Negotiations: Negotiations may be conducted with the Offeror(s) recommended for https://www.cabq.gov/dfa/purchasing-division/vendor-services/terms-and-conditions

RFP-2025-727-YFS-FS, " Homemaker/Personal Care/Respite Care " 10 award of contract.

1.19 City-Furnished Property: No material, labor, or facilities will be furnished by the City unless otherwise provided for in this RFP.

1.20 Proprietary Data:

1.20.1 The file and any documents relating to this RFP, including the Proposals submitted by Offerors, shall be open to public inspection after the recommendation of award of a contract has been approved by the Mayor, or his designee. An Offeror may designate material as Trade Secrets, Proprietary Data, and/or other Confidential Data by clearly marking that material as “Trade Secret”, “Proprietary Data”, or “Confidential Data” within the Proposal submitted (uploaded) in response to this RFP. Pricing and makes and models or catalog numbers of items offered, delivery terms, and terms of payment shall not be so designated. Further, any Proposal in which a majority of pages are designated as Trade Secret, Proprietary Data, or Confidential Data may be deemed nonresponsive.

1.20.2 The City will endeavor to restrict distribution of material designated as “Trade Secret”, “Proprietary Data”, or “Confidential Data” and provided separately to only those individuals involved in the review and analysis of the Proposals. However, Offerors are advised that, if a request for inspection of records under the New Mexico Inspection of Public Records Act (Sections 14-2-1 et seq, NMSA 1978) (“Act”) is received for such materials, and they are not exempt under the Act, the City is required to disclose those records. The City shall, to the extent possible under the Act, provide the Offeror with notice before any disclosure to allow the Offeror an opportunity, within the Act’s fifteen (15) day deadline, to initiate legal action (such as an injunction or other judicial remedy) to prevent the release of Trade Secret, Proprietary Data, or Confidential Data, should the Offeror wish to do so. Notwithstanding anything to the contrary herein, the City shall not be responsible to the Offeror for any disclosure of records required by the Act or an order of a court or other tribunal with jurisdiction over the City.

1.21 Preferences: THIS IS A FEDERALLY-FUNDED PROJECT. NO PREFERENCES

SHALL BE APPLIED.

1.22 Request for Proposals Protest Process:

1.22.1 When: If the protest concerns the specifications for a competitive solicitation or other matters pertaining to the solicitation documents, it must be received by the Chief Procurement Officer no later than 5:00 p.m. of the tenth (10th) business day prior to the deadline for the receipt of Proposals.

1.22.2 Recommendation of Award: If the protest concerns other matters relating

RFP-2025-727-YFS-FS, " Homemaker/Personal Care/Respite Care " 11 to this solicitation, the protest must be filed with the Chief Procurement Officer no later than 5:00 p.m. of the tenth (10th) business day after the receipt of notice of the Recommendation of Award.

1.22.3 Timely Protests: Protests must be received by the Chief Procurement Officer prior to the appropriate deadline as set out herein, or they will be rejected.

The Chief Procurement Officer may waive the deadline for good cause, including a delay caused by the fault of the City. Late delivery by the U.S. Postal Service or other carrier shall not be considered good cause.

1.22.4 How to File: Any Offeror who is aggrieved in connection with a competitive solicitation or recommendation of award of a contract may protest to the City Chief Procurement Officer. The protest shall be addressed to the Chief Procurement Officer, must be submitted in written form and must be legible. Protests may be electronically delivered via email, mailed, or hand-delivered. Facsimile, telephonic, telegraphic or any other type of electronic protests will not be accepted.

1.22.5 Required Information: The protest shall contain at a minimum the following:

1.22.5.1 The name and address of the protesting party;

1.22.5.2 The number of the competitive solicitation;

1.22.5.3 A clear statement of the reason(s) for the protest detailing the provisions believed to have been violated;

1.22.5.4 Details concerning the facts, which support the protest;

1.22.5.5 Attachments of any written evidence available to substantiate the claims of the protest; and

1.22.5.6 A statement specifying the ruling requested.

1.22.6 Delivery of Protests:

1.22.6.1 Mail or Hand Delivery: Protests may be mailed or hand-delivered in an envelope marked “PROTEST” with the solicitation number. Protests which are mailed or hand-delivered should be addressed or delivered as follows:

By Mail:

Chief Procurement Officer City of Albuquerque Purchasing Division P.O. Box 1293 Albuquerque, NM 87103 RFP Number

RFP-2025-727-YFS-FS, " Homemaker/Personal Care/Respite Care " 12

PROTEST

Hand Delivery:

Chief Procurement Officer City of Albuquerque Purchasing Division One Civic Plaza, 10th Floor, Room 10010 Albuquerque, NM 87103 RFP Number

PROTEST

1.22.6.1 Electronic Mail Delivery: Protests may be emailed to:

Kathleen Oney, Chief Procurement Officer koney@cabq.gov

The message should clearly indicate “PROTEST” and the solicitation number in the subject line.

1.22.7 Protest Response by Chief Procurement Officer: The Chief Procurement Officer will, after evaluation of a protest, issue a response. Only the issues outlined in the written protest will be considered by the Chief Procurement Officer.

1.22.8 Protest Hearing: If a hearing is requested, the request must be included in the protest and received within the time limit. Only the issues outlined in the protest will be considered by the Chief Procurement Officer, or may be raised at a protest hearing. The granting of a hearing shall be at the discretion of the Chief Procurement Officer following review of the request.

1.23 Insurance:

1.23.1 General Conditions: The City will require the successful Offeror, referred to as the Contractor, to procure and maintain at its expense during the term of the contract resulting from the RFP, insurance in the kinds and amounts hereinafter provided with insurance companies authorized to do business in the State of New Mexico, covering all operations of the Contractor under the contract. Upon execution of the contract and on the renewal of all coverages, the Contractor shall furnish to the City a certificate or certificates in form satisfactory to the City as well as the rider or endorsement showing that it has complied with these insurance requirements. All certificates of insurance shall provide that thirty (30) days written notice be given to the Risk Manager, Department of Finance and Administrative mailto:koney@cabq.gov

RFP-2025-727-YFS-FS, " Homemaker/Personal Care/Respite Care " 13

Services, City of Albuquerque, P.O. Box 470, Albuquerque, New Mexico, 87103, before a policy is canceled, materially changed, or not renewed. Various types of required insurance may be written in one or more policies. With respect to all coverages required other than professional liability or workers’ compensation, the City shall be named an additional insured. All coverages afforded shall be primary with respect to operations provided.

1.23.2 Approval of Insurance: Even though the Contractor may have been given notice to proceed, it shall not begin any work under the contract resulting from this RFP until the required insurance has been obtained and the proper certificates (or policies) are filed with the City. Neither approval nor failure to disapprove certificates, policies, or the insurance by the City shall relieve the Contractor of full responsibility to maintain the required insurance in full force and effect. If part of the contract is sublet, the Contractor shall include any or all subcontractors in its insurance policies, or require the subcontractor to secure insurance to protect itself against all hazards enumerated herein, which are not covered by the Contractor's insurance policies.

1.23.3 Coverage Required: The kinds and amounts of insurance required are as follows:

1.23.3.1 Commercial General Liability Insurance. A commercial general liability insurance policy with combined limits of liability for bodily injury or property damage as follows:

$2,000,000 Per Occurrence

$2,000,000 Policy Aggregate

$1,000,000 Products Liability/Completed Operations

$1,000,000 Personal and Advertising Injury

$ 50,000 Fire Legal $ 5,000 Medical Payments

Said policy of insurance must include coverage for all operations performed for the City by the Contractor and contractual liability coverage shall specifically insure the hold harmless provisions of the contract resulting from this RFP.

1.23.3.2 Commercial Automobile Liability Insurance (“CAL”). A CAL policy with not less than a $1,000,000 combined single limit of liability for bodily injury, including death, and property damage in any one occurrence.

RFP-2025-727-YFS-FS, " Homemaker/Personal Care/Respite Care " 14

The CAL policy must include coverage for the use of all owned, non-owned, and hired automobiles, vehicles and other equipment both on and off work.

This CAL policy cannot be a personal automobile liability insurance policy as most personal automobile liability policies exclude coverage for work related losses.

1.23.3.3 Workers' Compensation Insurance. Workers' compensation insurance policy for the Contractor's employees, in accordance with the provisions of the Workers' Compensation Act of the State of New Mexico, (the "Act"). If the Contractor employs fewer than three employees and has determined that it is not subject to the Act, it will certify, in a signed statement, that it is not subject to the Act. The Contractor will notify the City and comply with the Act should it employ three or more persons during the term of the contract resulting from this RFP.

1.23.3.4 Professional Liability (Errors and Omissions) Insurance.

Professional liability (errors and omissions) insurance in an amount not less than $1,000,000 combined single limit of liability per occurrence with a general aggregate of $1,000,000.

1.23.3.5 Sexual Abuse Molestation Coverage: Sexual abuse molestation insurance in an amount not less than $1,000,000 combined single limit of liability per occurrence with a general aggregate of $1,000,000. This coverage should be required, unless specific circumstances that eliminate potential risks indicate otherwise, if the vendor/contractor will be working with, or in physical or virtual contact with, children under the age of 18 or a compromised client base (deaf and hard of hearing, blind, senior and older adults, persons with mental disabilities, intellectual disabilities and/or have a developmental disability).

1.23.4 Increased Limits: During the life of the contract the City may require the Contractor to increase the maximum limits of any insurance required herein. In the event that the Contractor is so required to increase the limits of such insurance, an appropriate adjustment in the contract amount will be made.

1.23.5 Additional Insurance: The City may, as a condition of award of a contract, require a successful Offeror to carry additional types of insurance. The type and limit of additional insurance is dependent upon the type of services provided via the contract by the successful Offeror.

1.24 Pay Equity Documentation. All proposals shall include a Pay Equity Reporting Form or a valid Certificate which can be accessed at https://www.cabq.gov/gender-pay-https://www.cabq.gov/gender-pay-equity-initiative

RFP-2025-727-YFS-FS, " Homemaker/Personal Care/Respite Care " 15 equity-initiative or in the Solicitation Instructions. Offerors who believe they are exempt because they are an out-of-state contractor that have no facilities and no employees working in New Mexico are not required to report data, but must still submit a Pay Equity Reporting Form with the box verifying their exempt status checked. Any Proposal that does not include a Pay Equity Reporting Form or Certificate shall be deemed nonresponsive, as stated in the Public Purchases Ordinance, 5-5-31 (A). The gender pay equity task force will automatically issue pay equity certificates to qualifying vendors within two business days of submitting the pay equity reporting form. To ensure you have your form or certificate before the deadline for solicitation close, please access the link at least three (3) business days prior to the solicitation deadline. Please visit the website or contact the gender pay equity task force with questions: OEI@CABQ.GOV https://www.cabq.gov/gender-pay-equity-initiative mailto:OEI@CABQ.GOV

RFP-2025-727-YFS-FS, " Homemaker/Personal Care/Respite Care " 16

PART 2

PROPOSAL FORMAT

A “Proposal” consists of two distinct sections—a “Technical Proposal” and a “Cost Proposal”—that are submitted separately in Bonfire.

Each Service as identified in Part 3.6, Service A, B, or C shall have the same format as stated below but shall be submitted separately in Bonfire:

2.1 Technical Proposal Format, Section One

2.1.1 Offeror Identification: State name and address of your organization or office and nature of organization (individual, partnership or corporation, private or public, profit or non-profit). Subcontractors, if any, must be identified in a similar manner. Include name, email address and telephone number of person(s) in your organization authorized to execute the contract resulting from this RFP. Submit a statement of compliance with all laws stated herein. Submit a statement of agreement to the Required Contract Terms; state exceptions. Show receipt of Addenda if applicable. Provide a statement or show ability to carry the insurance specified.

2.1.2 Experience:

2.1.2.1 Current Experience. State relevant experience of the company and person(s) who will be actively engaged in the proposed project, including experience of subcontractors. Submit resumes for the individuals who will be performing the services for the City.

2.1.2.2 Past Experience. Describe a minimum of three (3) projects of similar scope and size, which are now complete; state for whom the work was performed, year completed, and a letter of reference for each regarding the work. References must be for work performed in the past three to five (3 to

5) years. DO NOT use City employees or any City elected officials as a reference. The City will not contact and will not assign any evaluation points for references from City employees or elected officials. State relevant experience with other municipalities or government entities.

2.1.3 Need for Program. Briefly but clearly describe your organization’s understanding of the eligible population, relevant conditions in their community and their needs to be addressed by the service or program. Include gaps and overlaps in services, and how this program will alleviate those gaps and/or overlaps. Include a

RFP-2025-727-YFS-FS, " Homemaker/Personal Care/Respite Care " 17 rationale for the overall need for the service. Include current socio- economic factors and how the service fits with City programming priorities. Include information from any needs assessment process.

RFP-2025-727-YFS-FS, " Homemaker/Personal Care/Respite Care " 18

2.1.4 Best Practices. Describe proven approaches, research and/or best practice information applied to the development of this service or program.

2.1.3 Proposed Approach to Tasks. Discuss fully your proposed approach to each of the tasks described in Part 3, Scope of Services.

2.1.4 Management Summary. Describe individual staff and subcontractor's responsibilities with lines of authority and interface with the City of Albuquerque staff. Describe resources to be drawn from in order to complete tasks.

2.1.5 Monitoring and Evaluation plans. Discuss approach to monitoring and evaluating service delivery and client satisfaction.

2.1.6 Service delivery, staff training and recordkeeping requirements. Provide your approach to service delivery, staff training, and recordkeeping requirements.

2.1.7 Limitations. Document any limitations regarding service delivery including any limitations to serving clients in any geographic area of Bernalillo County.

2.2 Cost Proposal Format, Section Two

2.2.1 Submit your Cost Proposal (Appendix A) separately from your Technical Proposal (upload Appendix A in the City’s eProcurement system). Failure to submit your cost separately from your Technical Proposal shall result in your proposal being deemed non-responsive.

2.2.2 The Cost Proposal shall contain the following information:

• Identification of service categories being offered with corresponding hourly rates and the maximum and minimum number of hours available to provide each service category. If serving clients residing in particular areas of Bernalillo County (i.e. Village of Tijeras) would require a different rate, identify the rates separately.

• Available service days and times.

2.2.3 Offerors shall provide a service rate justification for the activities described in Part 3, Scope of Services indicating any cost or pricing details. Rates are to include all overhead and profits. Breakdown should include itemized expenses such as but not be limited to:

• Labor hours and hourly rates by category (administration, care, travel, etc.), broken out by professional and other labor.

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• Travel and other direct expenses.

• Purchased materials, unit costs and quantities.

• Subcontract costs if applicable.

• Additional consulting beyond the scope of the desired tasks.

2.2.4 All Costs: All costs to be incurred and billed to the City should be described by the Offeror for each item, to allow for a clear evaluation and comparison, relative to other Proposals received. All costs should include any applicable gross receipts taxes. The Offeror should understand that the City will not pay for any amounts not included in the cost Proposal -- for example, insurance or taxes -- and that liability for items not included remains with the Offeror.

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PART 3

SCOPE OF SERVICES

3.1 Referrals. Homemaker/Personal Care/Respite Care clients residing within Bernalillo County shall be referred to successful Offerors by the Area Agency on Aging or its Case Management Program designees through case plans indicating the specific service activities to be provided, the number of hours, frequency of services to be offered, and the duration of services for each client.

3.2 Funding. The amount of funds which may be made available under this solicitation approximates $625,000 inclusive of gross receipts tax which is earned through an hourly rate for the direct services provided. The availability of such funds is subject to receipt of funding by the City. Additional funds outside of those identified in this RFP may be made available during the contract period. At the discretion of the City's Department of Family and Community Services, such funds may be provided to the successful Offerors.

3.3 Target Delivery. Offerors are advised that provisions set forth in the Older Americans Act target the delivery of all services to older individuals with greatest economic need, older individuals with greatest social need, and older individuals at risk for institutional placement, with particular targeting to low income minority older individuals, older individuals with limited English proficiency, and older individuals residing in rural areas.

3.4 Purpose

a. Funds to be awarded under this solicitation will enable frail older persons to remain independent in their own homes or under their caregiver’s care thereby avoiding or delaying institutionalization.

b. Services to be funded under this solicitation shall not replace existing

Homemaker, Personal Care or Respite Services, or replace funds available to support existing services requested.

3.5 General Provisions

a. Successful Offerors shall provide services funded through contracts awarded under this RFP only to clients referred by the Area Agency on Aging or its designee in a timely and consistent manner. The Area Agency on Aging or its designee will specify the service activities to be provided, the number of hours, frequency of services to be offered, and the duration of services for each client.

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b. Homemaker and Respite Care services may require the delivery of Personal Care Services including the services of a Home Health Aide, as identified in care plans for clients referred.

c. Successful Offerors shall maintain documentation on individual clients served which includes times and dates services were received as confirmed by the client or caregiver upon completion of each visit.

d. The City's Department of Family and Community Services reserves the right to make modifications to any agreement awarded as a result of this RFP should policies and procedures governing the Older Americans Act Program at the Federal, State or local level change or warrant modification.

3.6 Homemaker/Personal Care and/or Respite Care: The successful Offeror shall have the knowledge, expertise and ability to provide one or more of the following services, based on the case plan:

Service A--Homemaker Services: Activities include laundry; make and change bed; light housekeeping such as wash dishes, vacuum, dust and mop; clean bathroom, kitchen, and appliances; remove trash; wash inside windows; assist with menu planning.

Service B--Personal Care Services: Assist with bath, toileting, shampoo, shave, oral care, nail care, dressing, skin care, ambulation, transfers, mobility assistance, prompting or cuing, turning and positioning, reminding to take medications, prepare snack/meal, feeding, and encouraging fluids.

Service C--Respite Care Services: Activities include companionship, emotional support, and supervision to assure safety, Homemaker/Personal Care Services are services to provide temporary relief to caregivers.

3.7 Service Delivery

a. The successful Offeror shall possess the knowledge, expertise and ability to accept referrals from the Area Agency on Aging or its Case Management Program designees and provide the delivery of Homemaker/Personal Care and/or Respite Care services identified in a case plan prepared by the Case Management Program. The case plan for each client shall specify services to be provided, and the frequency and duration of such services.

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b. The City will not pay for costs associated with the delivery of service to clients other than those approved by the Case Management Program.

c. The successful Offeror shall arrange for services to be provided to individual clients based on the date specified in the referral case plan within two (2) but no more than four (4) working days of the receipt of a referral case plan, and confirm with the Case Management Program that services to each client have been initiated at the time requested. If the successful Offeror cannot arrange for services to be delivered within the specified time period, the Case Management Program shall be notified immediately.

Repeated failure to initiate services in a timely manner may be considered grounds for termination of the contract awarded under the RFP.

d. The successful Offeror shall provide notification to the client or caregiver and to the Case Management Program of any interruption in the delivery of services to a client, prior to the scheduled visit.

e. The successful Offeror shall monitor the provision of services provided to assure adherence to all case plans.

f. The successful Offeror shall maintain documentation demonstrating that all home care employees have received a criminal background check in accordance with State law and be cleared of any criminal activities prior to delivering services under the contract awarded under this RFP. The successful Offeror shall maintain evidence of such a check in its personnel records.

3.8 Staff Requirements

The successful Offeror shall provide services by qualified personnel who have completed a minimum of ten (10) hours of a care provided training curriculum which shall include an understanding of behavioral manifestations and intervention techniques for persons with dementia, including Alzheimer’s disease. Personnel providing services to clients under the contract awarded under this RFP shall obtain a minimum of ten (10) additional hours of training/education during the period of the contract awarded under this RFP. The City may request evidence of the completion of such training at any time.

3.9 Recordkeeping Requirements

The successful Offeror shall provide adequate recordkeeping and shall maintain documentation on all services provided under the contract awarded under this RFP.

Such documentation shall identify the name of the client, the services received by

RFP-2025-727-YFS-FS, " Homemaker/Personal Care/Respite Care " 23 each, the number of hours of service received and the dates that service was received. The documentation shall also include a statement signed by the client, or representative of the client, at the completion of each visit. The successful Offeror shall provide detailed monthly reports on services rendered and submit them to the Area Agency on Aging in a form to be specified by the City. The Offeror shall maintain the staff capacity to bill according to the Area Agency on Aging’s protocol and billing codes.

3.10 Federal Compliance.

The successful Offeror shall comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. 7401-7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251-1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA). The Contractor certifies that it will establish, publish and post a statement of its policies and requirements on maintaining a drug free workplace which complies with the "Drug-Free Workplace Act of 1988" (P.L. 100-690) and shall require all providers of Services under this Agreement to comply with the workplace requirements of the Act.

3.11 Responsibilities of Service Providers under Area Plans, 45 CFR §1321.65:

a. To the maximum extent feasible, the successful Offeror shall provide services to low-income minority individuals, older individuals with limited English proficiency, and older individuals residing in rural areas in accordance with their need for such services.

b. With the consent of the older person (or representative of the older person), the Contractor shall bring to the attention of appropriate officials for follow-up,conditions or circumstances which place the older person, or the household of the older person, in imminent danger.

c. Where feasible and appropriate, the Contractor will make arrangements for the availability of services to older persons in weather related emergencies.

d. The Contractor will assist participants in taking advantage of benefits under other programs.

e. The Contractor will assure that all services funded under this part are coordinated with other appropriate services in the community, and that these services do not constitute an unnecessary duplication of services provided by other sources.

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PART 4

EVALUATION OF PROPOSALS

4.1 Selection Process. The Mayor of Albuquerque shall name, for the purpose of evaluating the Proposals, an Ad Hoc Advisory Committee. On the basis of the evaluation criteria established in this RFP, the Committee shall submit to the Mayor a list of qualified firms in the order in which they are recommended. Proposal documentation requirements set forth in this RFP are designed to provide guidance to the Offeror concerning the type of documentation that will be used by the Ad Hoc Advisory Committee. Offerors should be prepared to respond to requests by the Purchasing Office on behalf of the Ad Hoc Advisory Committee for oral presentations, facility surveys, demonstrations or other areas deemed necessary to assist in the detailed evaluation process. Offerors are advised that the City, at its option, may award this request on the basis of the initial Proposals.

4.1.1 Selection of Finalist Offerors (If Applicable). The Ad Hoc Advisory Committee may select Finalist Offerors (also known as the “short list”). The Purchasing Office will notify the Finalist Offerors. Only Finalist Offerors will be invited to participate in the subsequent steps of the procurement if this Finalist process is used.

4.1. 2. Oral Presentation or Demonstrations by Finalists (If Applicable). Finalist Offerors may be required to present their proposals to the Ad Hoc Advisory Committee (“Oral Presentation”). The Purchasing Office will schedule the time for each Finalist Offeror’s presentation. All Finalist Offeror Oral Presentations will be held remotely via Zoom unless notified otherwise. Each Oral Presentation will be limited to one (1) hour in duration unless notified otherwise. NOTE: The scores from the initial proposal evaluation will only carry over to the Oral Presentation evaluation in the case of a tie score after Oral Presentations.

4.2 Evaluation Criteria. The following general criteria, not listed in order of significance, will be used by the Ad Hoc Advisory Committee in recommending contract award to the Mayor. The Proposal factors will be rated on a scale of 0-1000 with weight relationships as stated below.

4.2.1 Evaluation Factors:

300 -- Organizational capacity to deliver the services, past performance, and demonstrated awareness of proven approaches and best practices.

150 -- Demonstrated understanding of the need for the requested services and the target population/area.

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350 -- The Offeror’s general approach and plans to meet the requirements of the RFP and the Scope of Services, project description and goals, methods, number of persons to be served, and monitoring and evaluation plans.

200 - Cost Proposal – The costs proposed by the Offeror as described in Section

2.2 of this RFP to perform the tasks listed in Part 3, Scope of Services. The evaluation of this section will occur after the technical evaluation, based on a cost/price analysis.

4.2.2 Cost/Price Factors: The evaluation of cost factors in the selection will be determined by a cost/price analysis using your proposed figures. Please note that the lowest cost is not the sole criterion for recommending contract award.

4.2.3 Cost Evaluation. The cost/price evaluation will be performed by the City Purchasing Division or designee. A preliminary cost review will ensure that each Offeror has complied with all cost instructions and requirements. In addition, Proposals will be examined to ensure that all proposed elements are priced and clearly presented. Cost Proposals that are incomplete or reflect significant inconsistencies or inaccuracies will be scored accordingly or may be rejected by the Ad Hoc Advisory Committee if lacking in information to determine the value/price/cost relative to the services proposed.

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APPENDIX A

COST PROPOSAL

SERVICE RATE

Identify the per unit (hour) reimbursement rate for services to be provided, and any maximum and minimum number of units per year.

Rate shall include any applicable gross receipts taxes, overhead and profits and shall constitute full and complete compensation for the successful Offeror’s services under this proposal. If separate rates are required for services based on factors such as service location in Bernalillo County, service type or other factors, please identify each rate and explain in the Service Rate Justification section.

SERVICE CATEGORY

RATE(S)

PER

HOUR

SERVICE BLOCK TO

PROVIDE SERVICES

Max. # of Hours per Year Proposed

Min. # of Hours per Year Proposed

Homemaker/Personal Care/Respite Services

A. Days services are available (i.e. Monday-Sunday)

B. Hours services are available

SERVICE RATE JUSTIFICATION

Provide a Service Rate Justification for each Service Rate identified. The intent of the justification is to identify the cost breakdown basis used in establishing the reimbursement rate with respect to services proposed. Include the rationale used in developing cost components noted in Part 2 Section 2.3 Cost Proposal. Provide a cost breakdown for the activities described in Part 3 Scope of Services indicating the cost of pricing details by task if applicable. Additionally, indicate how the reimbursement rate proposed is necessary and reasonable to accomplish the Scope of Services.

Time associated with arranging for services or monitoring client progress is not billable as service hours. Costs associated with arranging for services or monitoring client progress should be included in the unit cost for services.

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APPENDIX B

FEDERALLY-REQUIRED CONTRACT PROVISIONS

IN COMPLIANCE WITH 2 CFR PART 200, APPENDIX II

All Contractors with Agreements funded in whole or in part with federal funds shall be required to comply with 2 CFR Part 200, Appendix II, as follows:

1. Equal Employment Opportunity

During the performance of this contract, the Contractor agrees as follows:

(1) The Contractor will not discriminate against any employee or applicant for employment because of race, color, religion, sex, sexual orientation, gender…