1-RFQ Fall Prevention Program.pdf

Fall Prevention Program

Request for Qualifications & Quotations (RFQ)

Evidence-Based Classes

Introduction:

The Ventura County Area Agency on Aging (VCAAA), a division of the County of Ventura

Human Services Agency (HSA), is soliciting proposals for the delivery of year-round fall-prevention and education classes for seniors. One (1) qualified bidder will be selected from this RFQ. The selected organization will enter into a contractual agreement with

County of Ventura to operate the Fall Prevention Program throughout the county.

Term:

The initial term of the program is expected to be 10/1/2025-6/30/2026, with the potential for renewing the program annually in 12-month increments (July 1-June 30) based on successful implementation and availability of funding, with budgets to be mutually determined on an annual basis.

Background and Current State:

One out of four older adults (those aged 65 or older) falls each year, with most falls occurring at home. Falls can be traumatic, costly, and even fatal. VCAAA currently operates the Fall Prevention Program providing free evidence-based classes throughout

Ventura County to teach older adults, aged 60 years and older, how to improve balance and mobility to avoid falls and maintain their independence at home. The program currently offers five evidence-based classes that are taught by trained program volunteers. Each class series varies in length of class time, frequency of sessions, minimum/maximum class size and participant ability levels.

1. Tai Chi Moving for Better Balance, also called Tai Ji Quan, is derived from a contemporary routine known as Simplified 24-Form. Tai Chi Moving for Better

Balance consists of an 8-form core with built-in practice variations and a subroutine of Tai Ji Quan evidence. 12-week series (twice weekly) - 2 hours per session.

2. A Matter of Balance is designed for individuals who are mildly active and have fallen or have developed a fear of falling. Participants should expect a conversation-based setting while completing beginner-friendly seated and standing exercises. Exercises focus on improving balance, strength, flexibility and self-confidence. 8-week series (once weekly) - 2 hours per session.

3. Stepping-On is a small group community-based workshop, based on behavior change, preventative framework and principles of adult education, focusing on four critical domains (balance and strength exercises, medication review, vision review, and home modifications). Guest Expert Healthcare Professionals, including a physical therapist, medication expert and vision expert are required to present as guest experts. 7-week series (once weekly) - 2 hours per session.

4. Walk with Ease is a structured walking program designed to help individuals, particularly those with arthritis or other joint-related issues, to improve their mobility and reduce pain. Developed by the Arthritis Foundation, this program focuses on three key components of walking, stretching, and strengthening exercises.

Participants receive guidance on proper walking techniques, gradually increasing their walking time and intensity to build endurance. 6-week series (three times weekly) - 1 hour per session.

5. Bingocize combines exercise and health information with the familiar game of

Bingo, which is a great and fun way to get seniors and those with disabilities moving and socializing. 10-week series (twice weekly) - 1 hour per session.

Bidders may select some/all of these classes and may also include other California

Department of Aging (CDA) and National Council on Aging (NCOA) evidence-based fall prevention classes in their proposal for consideration and approval by VCAAA. All proposed classes must be evidence-based and meet the Older Americans Act Title III-D health and wellness requirements.

Reporting:

Class data measuring the number of older adults who take each class and number of class sessions held will be captured by the vendor and entered into a database. This data is then reported to the CDA on a quarterly basis by VCAAA.

Program Expectations:

• Administer only classes from the CDA and NCOA Title III-D evidence-based fall prevention class offerings located at:

https://www.aging.ca.gov/Providers_and_Partners/Area_Agencies_on_Aging/He alth_Promotion_Evidence-Based_Programs/Evidence-

Based_Programs/#offerings and https://www.ncoa.org/article/evidence-based-falls-prevention-programs/.

• Manage scheduling, registration and logistics of each class.

• Adhere to the fidelity of the evidence-based class model (as established by CDA, NCOA or the program administrator/developer), including but not limited to, training curriculum, length of class time and frequency of sessions, licensing requirements and instructor experience (where required). See fidelity information for NCOA classes at: and also on each program’s landing page.

• Offer evidence-based classes only to older adults 60 years of age and older or in accordance with the fidelity of the class model (in some classes participants can bring a spouse of any age). Older adults with cognitive impairment, assistive devices and/or ambulatory requirements may be able to participate, depending on the respective class requirements.

https://www.aging.ca.gov/Providers_and_Partners/Area_Agencies_on_Aging/Health_Promotion_Evidence-Based_Programs/Evidence-Based_Programs/#offerings https://www.aging.ca.gov/Providers_and_Partners/Area_Agencies_on_Aging/Health_Promotion_Evidence-Based_Programs/Evidence-Based_Programs/#offerings https://www.aging.ca.gov/Providers_and_Partners/Area_Agencies_on_Aging/Health_Promotion_Evidence-Based_Programs/Evidence-Based_Programs/#offerings https://www.ncoa.org/article/evidence-based-falls-prevention-programs/ https://www.ncoa.org/article/evidence-based-falls-prevention-programs/

• Obtain and maintain appropriate licensure with the administrative agency of each evidence-based class training, where required. Requirements are located in the class fideltity and on the program landing pages.

• Ensure instructors are trained in the respective evidence-based class modality.

• Serve a minimum of 300 older adults during the program year, equating to or exceeding 5,500 service units. (A service unit is an individual class attendance;

i.e., an older adult attends 8 sessions—those 8 sessions equal 8 service units).

The vendor shall schedule adequate classes throughout the year to serve 300 older adults and deliver 5,500 service units.

• Offer mono-lingual and bilingual English/Spanish classes.

• Adhere to safety requirements and best practices for an environment conducive for the class, as specified by each respective class model.

• Possess knowledge of available community resources for older adults and their caregivers.

• Offer classes free of charge to participants. In addition, the vendor will ensure that all eligible individuals are given the opportunity to voluntarily contribute to the cost of the service, if they so choose. (Vendor must comply with the provisions for voluntary contributions in the Older Americans Act Section 4.4. [OAA §325(b)].)

• Adminster pre- and post-evaluation surveys for each series and provide results to

County.

Outreach:

The selected organization will advertise the availability of the classes countywide for broad awareness and to ensure the maximum number of eligible individuals participate in the program. All promotional and marketing materials will identify that the program is supported through funding from the County of Ventura Human Services Agency – Area

Agency on Aging via Title III-D funding.

Additional Requirements

Insurance

A) Contractor, at its sole cost and expense, will obtain and maintain in full force during the term of this Contract the following types of insurance:

1. General Liability "occurrence" coverage in the minimum amount of $1,000,000 combined single limit (CSL) bodily injury & property damage each occurrence and $2,000,000 aggregate, including personal injury, broad form property damage, products/completed operations, and broad form blanket contractual.

2. Commercial Automobile Liability coverage in the minimum amount of

$1,000,000 CSL bodily injury & property damage, including owned, non-owned, and hired automobiles. Also to include Uninsured/Underinsured Motorists coverage in the minimum amount of $100,000 when there are owned vehicles.

3. Workers' Compensation coverage, in full compliance with California statutory requirements, for all employees of Contractor and Employer's Liability in the minimum amount of $1,000,000.

B) The County of Ventura, its Boards, Agencies, Departments, Districts, Officers, Employees, Agents, and Volunteers are to be named as Additional Insured as respects to work done by Contractor under the terms of this Contract for General

Liability Insurance.

C) Contractor agrees to waive all rights of subrogation against the County, its Boards, Agencies, Departments, any applicable Special Districts, Officers, Employees, Agents and Volunteers for losses arising from work performed by Contractor under the terms of this Contract.

D) Contractor agrees to provide County with the following insurance documents on or before the effective date of the Contract. Failure to provide these documents will be grounds for immediate termination or suspension of this contract.

1. Certificates of Insurance for all required coverage.

2. Additional Insured endorsement for General Liability Insurance.

3. Waiver of Subrogation endorsement (a.k.a.: Waiver of Transfer Rights of

Recovery Against Others, Waiver of Our Right to Recover from Others) for

Workers’ Compensation.

Certifications

If a bidder is recommended for contract award under this RFQ, they will be required to certify and provide certain documents as identified below prior to contract award. This includes signed copies of each of the following forms:

• Drug Free Workplace certification pursuant to 20 CFR Section 667.200(d).

• Debarment and Suspension pursuant to regulations implementing Executive Order 12549.

• Certification Regarding Prohibition on Lobbying using federal funds.

• Vendor Assurance of Compliance with Non-Discrimination, Civil Rights.

Available Funding:

We anticipate $48,600 to be available for the nine-month term of this program, which shall be used for licensure fees, hosting the evidence-based classes, outreach endeavors and administration tasks associated with the implementation and oversight of the program.

The program is funded through Title III-D of the Older Americans Act.

Submission Instructions:

Organizations interested in this opportunity should submit their proposal through the

Bonfire portal at https://ventura.bonfirehub.com by 4:00 p.m. PDT on September 11, 2025. Proposals shall include program design; planned class schedule and locations;

estimated quanitity of older adults to be served; a line item budget; proposed pay criteria

(by series / by class / by participant / other?); staffing plan; and pertinent organizational https://ventura.bonfirehub.com/ background to demonstrate your organization’s qualifications to operate the Fall

Prevention Program. Proposals must be typed using 12-point font, on 8½” x 11” white paper with each page clearly and consecutively numbered. Please limit the proposal to a maximum of four (4) pages in length.

All questions pre- and post-submission should be sent through the Bonfire portal.

Questions will be answered within two business days.

Bidders will be notified of selection or non-selection by September 26, 2025. The County of Ventura VCAAA will be selecting one (1) bidder from the submitted proposals to operate the Fall Prevention Program. Selection preference may be given to organizations with experience working with older adults and/or experience delivering evidence-based fall prevention classes. Work is anticipated to commence approximately October 1, 2025.