11-RFP 26-23 Home Delivered Meal Services.docx

Montgomery County, PA RFP 26-23 for Home Delivered Meal Services

Request for Proposal (RFP): 26-23 Department of Health and Human Services Office of Aging Services Home Delivered Meal Services Introduction Montgomery County is located approximately twenty miles west of Center City Philadelphia, PA. Governed by a three-member Board of Commissioners, the County government is a large diverse organization whose mission is to provide quality services in an efficient and cost-effective manner.

Montgomery County, with nearly 861,000 residents, is the third most populated county in the Commonwealth of Pennsylvania. Some of the services the county government provides its citizens include health and human services, a highly regarded community college, an outstanding park and historic site system, and a judiciary recognized as one of the Commonwealth’s finest.

The Montgomery County Department of Health and Human Services (HHS) offers a full continuum of services to ensure the health, safety and well-being of county residents. The Department serves children, families, young adults, adults and older adults through its offices which include: Children and Youth, Community Connections, Drug and Alcohol, Early Learning Resource Center, Housing and Community Development, Mental Health/Developmental Disabilities/Early Intervention, Public Health, Aging Services, Managed Care Solutions, and Veterans Services. Strategic Offices for the Department support dissemination of important health information and quality and compliance. HHS is fully integrated to provide seamless, coordinated care delivery all focused on enhancing the health and well-being of the residents of Montgomery County.

Montgomery County Office of Aging Services (OAS) procures Home Delivered Meal (HDM) services to support older adults, aged 60 and over, in their home by providing nutritious meals to homebound individuals. Meals provided improve their health, quality of life, and assist in maintaining independence in the community as long as possible. These services are targeted at the neediest older adults in Montgomery County who are homebound and unable to procure or prepare their owns meals and no informal support exists to meet that need.

Scope of Work Purpose The purpose of this RFP is to provide interested applicants with information that enables them to prepare and submit proposals for consideration by OAS to satisfy the need for HDM services for residents of Montgomery County. The provision of HDM services, defined as a meal authorized under Title III Part C Subpart 2 of the Older Americans Act which authorizes meals and related nutrition services to older individuals who are homebound, is provided via delivery to the older adult’s home.

Service Description An older adult receiving HDM services must be homebound and unable to procure or prepare their own meals. Financial means are not tested for HDM eligibility and financial hardship alone does not qualify an individual for HDM services. Additionally, an older adult receiving HDM services may not reside with or have an informal support willing to meet their daily meal and grocery shopping needs. The identified individual will receive up to two meals (hot, cold, or frozen) for each weekday with support for weekend meals available based on need. If the OAS care manager determines that fewer than ten meals per week are sufficient to meet the consumer’s nutritional needs, it is permissible to serve fewer than ten meals per week. The quantity of meals provided per week will be ordered by the OAS care manager. Daily meal delivery is not required to be made to the consumer. The meals that are ordered by care managers are delivered to the consumers as requested.

Eligibility for HDM program services shall be established based on a needs assessment, known as a NAT-E, performed by OAS’s care management team. The OAS care manager will be responsible for the subsequent development of the care plan to address individual needs. The care plan is developed with the input of the older adult, lists formal service needs, and identifies which needs may be met through available informal support. The older adult will determine which agency is their preference to provide HDM services, based on geographic availability where needed, with support from their care manager. The consumer will direct their own services as much as possible depending upon their abilities and the confines of the program. All HDM services provided must be consistent with the care plan and service order authorized by OAS.

Service Area Each contracted provider will indicate which Montgomery County Service Zones they are able to serve at initiation of the contract and throughout the contracted period. Contracted providers are not mandated to remain within their zones. Contracted agencies are encouraged to provide service throughout Montgomery County. Zones will be used for planning purposes. Reference document for Montgomery County Service Zones Map is attached.

Service Authorization and Termination Authorization OAS care managers will order contracted services initially by sending an email to the provider agency. The email will provide basic information on an older adult in need of HDM services and requested type/number of meals weekly. More information about the referral is found in Co-Pilot, once the service order is accepted. The provider agency will respond within 2 business days via email to notify the OAS care manager as to whether they can or cannot fill the service order. If no response is received, the care manager will move to the next available provider in the interest of serving older adults in as timely a manner as possible. The provider will have 10 calendar days to complete their initial meal delivery upon receipt and acceptance of a service order. Any meal deliveries that predate OAS service orders will not be paid.

OAS will evaluate the older adult’s need for services periodically. This may change the services ordered. Providers must review new service orders in Co-Pilot and adjust services provided when notified. Service orders will be obtained by a provider and relayed via Co-Pilot only. Termination of service requests from OAS and other urgent communications are provided via email.

Amounts and frequencies of service exceeding approved orders or orders otherwise not in conformance with this scope shall not be reimbursed. Unexplained deviations from the service order will be subtracted from billing at the discretion of OAS management.

Termination

When a provider determines there is risk for discharge from service for any reason the OAS care manager will be contacted via email for discussion. If the situation can be resolved, changes should be made for the provider to allow service continuation. If it is determined that the older adult must be discharged from service, then the provider will deliver oral and written notification to the client, responsible party and OAS care manager at least 10 business days prior to discharge. During that time, the provider will make every attempt to provide service as per the OAS service order.

When an older adult or responsible party notifies a provider that they wish to terminate service, this must be communicated to OAS as soon as possible. Notice to OAS must be provided within 5 business days following the date the provider was made aware of the request for termination of service.

Communication and Administration Communication

The provider will be expected to notify the OAS care manager via email of any changes in the consumer’s condition or functioning that might warrant a change in service including an increase, decrease, or termination of service.

The HDM provider will be expected to notify the OAS Deputy Administrator of Care Management via email of any program wide issues including closure of the program. Provider will notify the OAS care manager prior to any changes in the consumer’s schedule. Any change in service due to an environmental issue (i.e. fire, flood, etc.) or due to illness outbreak/foodborne illness (i.e. COVID-19) must be reported to the OAS Deputy Administrator or Care Management via email within 24 hours. If the site makes changes to the menu or plans to implement food substitutions for items on the menu it will be reported to the OAS Registered Dietitian via email at least two business days prior to the change being made.

HDM provider is required to email a notification to the OAS care manager within 24 hours of the first meal being delivered to confirm start of service.

Administration

HDM provider will ensure that a process for ordering meals, in appropriate number and frequency to meet consumer needs, is in place. Providers will be required to disseminate nutritional educational materials as determined by OAS Registered Dietitian to consumers twice a year.

HDM providers will send a letter to HDM consumers every year in July. This letter will divulge the actual meal cost and suggested meal contribution. The letter will solely acknowledge OAS as providing funding to the HDM program and will not include fundraising for individual providers.

A representative of the HDM provider will attend all meetings as requested by OAS.

HDM providers will obtain feedback from consumers annually about their satisfaction with quality and variety of meals offered. Providers will report their findings to OAS and their food vendor. HDM providers will consider consumer preference when designing the menu and food program.

Notification of change in agency ownership, name or status must be made in writing to OAS contract manager 30 days prior to the change. Additionally, any change in leadership/primary contact, including but not limited to the authorized signer and witness, must be provided to OAS contract manager as soon as possible but no later than 14 business days following the change.

Compensation and Billing Procedure A Unit Price will be paid by the County to the Provider for each meal provided during the term of the Agreement. The unit price is inclusive of all steps required to prepare and complete the delivery of a meal. Submission of a program budget that includes a unit price for hot/cold/frozen meals is required.

Invoicing documentation will be submitted two ways. Invoices will be prepared on the form provided by OAS. The data section of the invoice must be completed. Provider will electronically submit to OAS the signed and completed invoice for services provided in the previous month by the 15th of the month via the following email address: mcssinvoices@montcopa.org.

Billing information will also be submitted via Co-Pilot. Only eligible meals will be reported through Co-Pilot which includes any meal ordered by OAS and any HDM volunteer meal. Private pay meals will not be recorded as an eligible meal through Co-Pilot.

All billing must be submitted within 60 days after service is completed, or non-compliance fees may be assessed.

When reporting on the amount of volunteers and volunteer hours, reports may not be duplicated in any way. This includes reporting the volunteer or volunteer hours to OAS under separate contracts. The provision of volunteer services for use by the HDM provider is included under this contract.

Annual Report and budgets must be submitted each year to the OAS Fiscal Director to continue the contractual relationship. Should the provider fail to respond within 30 days with an acceptable budget, be unwilling to renew the contract, or propose an unacceptable budget to OAS, OAS reserves the right to prepare a RFP for the next fiscal year.

Project Income Project income is an important source of funding for the OAS HDM program. Project Income is defined as the donations made by eligible participants of HDMs and paid in full, including interest earned, to OAS in monthly increments. Donations must be voluntary and confidential. Donations may be encouraged but in no case may payment of a particular suggested amount be made mandatory. All project income collected must be secured in a locked location. The project income log will accompany the check for project income mailed to the OAS office.

The provider will be responsible for creating the Project Income Letter and providing it to each older adult served on a quarterly basis, in-person or via mail. Should more frequent collection be possible, donations may be solicited more often. The Project Income Letter developed must be approved by OAS Administration at the start of the initial contract period and must be submitted for review if changes are made at any point in the contract period.

Solicitation of project income must always be done without additionally requesting direct donations to the HDM provider. Any solicitation of HDM provider donations must occur separately from this process and may not be part of the Project Income Letter.

The OAS developed Project Income Log will be completed for home delivered meals. Do not combine project income for congregate meals and home delivered meals if both services are provided. Submit the Project Income Log with the signatures of two (2) staff members with your payment to OAS with monthly donations. The Project Income Log is included as an attachment for reference.

Emergencies and Inclement Weather All HDM providers will cooperate fully with Montgomery County instruction in case of an emergency or crisis as defined by OAS. HDM providers may be requested to support the community and be available to the County in any emergency.

In case of an emergency, inclement weather, vehicle/transportation issues, or lack of staffing or volunteers, all HDM providers will have a contingency plan in place. The plan will include the use of resources, other than OAS resources, to provide service when difficult circumstances arise. Provider will consider weather forecasts to plan and will implement early delivery as needed to ensure continuity of service.

Emergency meals may be provided to the most vulnerable older adults receiving HDMs with prior approval. These meals must be an approved combination of items that meet nutritional requirements for a HDM but are provided in packaging that allows them to remain shelf-stable for long-term storage at room temperature. Storage must not require the use of any kind of electricity. These meals are designed to provide consumers with nutritional support on hand should inclement weather or another emergent event prevent meal deliveries. A sample emergency meal includes: shelf-stable milk, pull top or pouch of protein (tuna or chicken), pull top container of fruit, crackers, juice, etc. Emergency meals require pre-approval from the assigned CM and CM supervisor. Any emergency meals provided without pre-approval will not be reimbursed.

Unusual Incident Reports

Unusual incident report submissions will follow HHS and Aging Services policies. Unusual incident reports will be entered into the Montgomery County HHS Portal within 24 hours of the adverse event or the next business day. Submission of an unusual incident report is not a substitute for a report of need (RON) under the Older Adults Protective Services Act (OAPSA). In addition, the record of unusual incident events must be maintained in the consumer file and/or within another tracking record as directed by the agency incident management policy. Please direct questions pertaining to the HHS Portal - Incident Reports - to the following email address: MCOSSincidents@montgomerycountypa.gov.

Insurance Please note that a certificate of insurance must be forwarded annually to OAS Contract Manager listing OAS as a holder.

Monitoring Providers will be expected to cooperate fully with Montgomery County Health and Human Services staff as they perform programmatic and fiscal monitoring. Provide access to agency records as permitted under OAPS regulations. On-site visits for this purpose may take place as needed. Monitoring visits may be unannounced. All external monitoring/reviews will be forwarded to the OAS Performance and Planning specialist for review.

Non-compliance A payment of up to $200.00 per occurrence of noncompliance will be assessed. This includes, but is not limited to, non-compliance with providing requested monitoring paperwork within the timeframe provided, non-compliance with providing menus, and failure to report billing by the 15th of the month following service. The $200.00 per occurrence fee may be assessed monthly when outstanding issues persist.

Forms Provided (electronic)

· OAS Montgomery County Service Zones Map

· Agency Profile and Contact Sheet

· Project Income Log Requirements Hiring, Volunteers, and Staffing The provision of enough staff and volunteers to fulfill the contract is required. HDM provider will recruit, train and supervise staff to administer the program. Volunteers, regardless of age, who assist with the meal program, are eligible for a meal. They may make a voluntary, anonymous donation towards the meal.

All contract staff and volunteers require a PA State Criminal Record Check at the time of hire or within one year immediately preceding the date of the application. It is recommended that the Criminal Background Check be repeated every 5 years. An FBI Background Check will be completed if the staff member or volunteer has resided outside of the state of Pennsylvania in the last 2 years. If the potential employee cannot provide verification that they were a Pennsylvania resident for the past 2 years or if information presented on the application or during the interview process calls their residence as Pennsylvania for the past 2 years into question, then a federal criminal history record check must be pursued and obtained.

Providers will verify at time of hire, and annually thereafter, that their staff are not under suspension or debarment by the Commonwealth, any other state or the federal government. This verification will include a comparison through The Office of Inspector General’s List of Excluded Individuals and Entities (LEIE), Medicheck, and SAM.

It is strongly recommended that a PA Child Abuse History Clearance be obtained if recurrent contact with minors occurs in contracted work. It is recommended that criminal background and child abuse checks occur every 5 years.

Documentation of all record checks and suspension/disbarment checks must be kept as auditable records including dates, names checked, and results. Results must be kept on file and available for review by OAS staff.

For any staff or volunteer providing meal transport tasks, a valid driver’s license and proof of auto insurance are required and must be kept on file.

The provider shall not provide services under this agreement to any of its own employees, officers, directors, owners, agents, or to any individual who holds any formal or informal role, position, or decision-making authority within the organization. Services may only be provided to eligible consumers who are independent of the provider and have no employment, contractual, or governance relationship with the provider.

Food Safety and Menus Packaging, Delivery, Temperatures, and Labeling The implementation of appropriate packing procedures utilizing a secure packing system will be established. All packing material for hot meal items must be microwave safe. Provider will have the ability to provide, upon request, appropriate food containers and utensils suitable for individuals with special needs. All meals delivered require food labels. Labels will include identification of the meal and list of possible allergens in the food. Food labels will also provide instruction on how to reheat meals.

Provider will arrange for timely delivery of meals to consumers’ homes using appropriate equipment and vehicles to ensure proper temperatures and cleanliness.

Temperature control methods will be followed. Temperatures for all food and milk must be taken prior to distribution. No food or milk will be provided to consumers if temperatures do not meet the standards. A temperature test tray to monitor retention of acceptable temperature will be completed weekly or as directed by OAS. A temperature log will be completed each day that a meal is served for cooking completion or heating and at service to ensure foods meet the minimum temperature requirements. Temperature logs will be kept for two years or after completion of the monitoring for that fiscal year. Temperature logs are not required to be sent to OAS. Calibration of thermometer used to take food temperatures will be completed at least once a week or after a thermometer is dropped.

Food Service Management and Person In Charge (PIC) HDM providers will procure meals in one of two ways. Either through a competitive bid process which includes price as one of the evaluative factors, and development of a contract with qualified vendor; OR design and implement an on-site meal preparation process which includes food procurement, menu design, staffing and supervision of food service workers and volunteers.

Person In Charge (PIC) will be an individual with current valid CFSM (Certified Food Sanitation Manager). The PIC will provide oversight of all food service operations including the safe handling of food and procedures to meet safety standards as established by the Pennsylvania Department of Aging and local health departments. One PIC must always be present during food receiving, preparation, service/distribution and clean-up. Certification must be maintained by provider.

Each site will have at least 2 staff or volunteers with valid CFSM (Certified Food Sanitation Manager) certificates. Serv Safe certification will meet this requirement. Maintaining a local health department license to serve food is required.

Menus All menus will be planned in accordance with the most recent version of the Dietary Guidelines Allowances (DGA). The minimum standards for menus will be based on nutrient requirements as calculated using the USDA Food Pattern and Dietary Reference Intakes (DRIs) using the requirements of a female, 71 years of age or older (representing the majority of individuals in Pennsylvania’s meal programs) while providing enough food to meet Pennsylvania Department of Aging (PDA) nutrition requirements. The Traditional Menu Pattern model with nutrient analysis is acceptable for all meal programs. Nutrient analysis is required for menus that incorporate the DASH menu pattern or a Lacto-Ovo Vegetarian pattern. Modifications can be made by increasing non-meat protein sources, providing weekly or biweekly seafood servings, and offering beneficial nuts and oils as part of the meal. HDM providers are encouraged to offer meal options such as no salt, diagnosis friendly options (diabetic, heart disease, renal), vegan, kosher and vegetarian meals at hot and cold temperatures.

Menus signed by a Registered Dietitian (RD) employed or contracted by the provider will be submitted twice a year to the OAS Registered Dietitian. All HDM providers are mandated to employ or contract with a RD to create and analyze their menu cycle. Each HDM provider RD will sign off on the completed menu and submit their final menu on the state approved menu format (ie. food processor) and analysis to OAS RD. Menus will be submitted to OAS RD as requested, but typically by April 15th for the July through December menus and by October 15th for the January through June menus. If menus are not submitted for approval within a timely manner the HDM program may become ineligible to provide meals under the contract or may result in non-compliance fee being deducted from future billing.

HDM providers will be expected to provide all meal items that were approved by a registered dietitian for each day of service. However, consumers may refuse a menu item. If menu item is refused complete the refused food item form and offer an equivalent item. For example, if milk is refused please provide one of the following items: 1 oz cheese, ½ cup cottage cheese, ½ cup pudding or 4-6 oz yogurt or any calcium rich item substitution.

Documentation Each provider will have a written policies and procedures in place with separate policies pertaining to confidentiality and sexual harassment. All providers will have a policy to address personnel and volunteer discipline, including the progressive consequences towards termination of employment or volunteer relationship.

Personnel records for staff and volunteers must be maintained and contain the following: proof of licensure/training if applicable, photo ID, verification of auto insurance if applicable, annual performance evaluations if applicable, PA State Criminal Record Check, FBI Background Check if applicable, and PA Child Abuse History Clearance if applicable.

Provider will ensure that consumer information is handled confidentially. Distribution of any information concerning consumer’s health status will not occur without written permission.

Regulatory All applicable federal, state and local regulations will be adhered to. This includes but is not limited to compliance with the Office of Public Health standards and Aging Program Directives (APDs) #15-03-02 and #15-03-01 and any subsequent revisions. If there is a difference in applicable standards, the most stringent of standards will be adhered to.

Metrics and Outcomes Mandated data elements will be entered into the Montgomery County HHS Portal no later than 30 days after the end of the service period. Additional reporting may be required. Failure to satisfactorily complete the invoice and submit data by the due dates may result in payments being withheld and/or non-compliance fees being levied.

Key Performance Indicators (KPIs) are essential for effective program evaluation. Key Performance Indicators are required to be reported annually.

KPIs/Objectives:

· Timeframes

· ≥90% of accepted service orders initiate first visit within 10 business days; exclusions permitted for documented consumer-driven delays/refusals, hospitalization/institutionalization or death.

· Satisfaction

· ≥80% % of consumers report overall satisfaction with meal quality and variety via required annual provider survey.

Information Technology Providers are required to utilize encryption services for all electronic communications containing personally identifiable information. Standard Microsoft encryption services are utilized by OAS.

Data may be shared across HHS offices in accordance with all applicable regulations and guidelines.

Data

· Montgomery County Health and Human Service is the sole owner of the data contained within this RFP and any and all reports requested. No additional fees will be assessed by contractor for full download of data collected.

Confidentiality

· The Contractor agrees to protect the confidentiality of the County’s confidential information.

· The Contractor shall not use or disclose any information about a recipient receiving services from, or otherwise enrolled in, a County program affected by or benefiting from Services under the Contract for any purpose not connected with the Contractor’s responsibilities, except with consent pursuant to applicable law or regulations. All material associated with direct disclosures of this kind (including the disclosed information) shall be provided to the County prior to the direct disclosure.

· Compliance with Laws. Contractor will comply with all applicable laws or regulations related to the use and disclosure of information, including information that constitutes Protected Health Information (PHI) as defined by the Health Insurance Portability and Accountability Act (HIPAA).

Data Breach or Loss

· The Contractor shall comply with all applicable data protection, data security, data privacy and data breach notification laws, including but not limited to the Breach of Personal Information Notification Act, Act of December 22, 2005, P.L. 474, No. 94, as amended, 73 P.S. §§ 2301—2329.

· For Data and Confidential Information in the possession, custody, and control of the Contractor or its employees, agents, and/or subcontractors:

· The Contractor shall report unauthorized access, use, release, loss, destruction or disclosure of Data or Confidential Information (“Incident”) to the County within one (1) hour of when the Contractor knows of or reasonably suspects such Incident, and the Contractor must immediately take all reasonable steps to mitigate any potential harm or further access, use, release, loss, destruction or disclosure of such Data or Confidential Information.

· The Contractor shall provide timely notice to all individuals that may require notice under any applicable law or regulation as a result of an Incident. The notice must be pre-approved by the County. At the County’s request, Contractor shall, at its sole expense, provide credit monitoring services to all individuals that may be impacted by any Incident requiring notice.

· The Contractor shall be solely responsible for any costs, losses, fines, or damages incurred by the County due to Incidents.

· As to Data and Confidential Information fully or partially in the possession, custody, or control of the Contractor and the County, the Contractor shall diligently perform all of the duties required in this section in cooperation with the County, until the time at which a determination of responsibility for the Incident, and for subsequent action regarding the Incident, is made final.

Sensitive Information

· The Contractor shall not publish or otherwise disclose, except to the County or the Contractor’s subcontractors and except matters of public record (which is to be determined entirely in the discretion of the County), any information or data obtained hereunder from private individuals, organizations, or public agencies.

Contract Period with Option to Extend The term of this contract shall be for an initial three (3) years commencing on July 1, 2026 through June 30, 2029. The contract may, by mutual assent of the parties, be extended for two (2) additional one (1) year periods or portion thereof, up to a cumulative total of five (5) years based on availability of funding.

Proposal Submission Submissions are made electronically through the Bonfire Portal.

Offeror must submit both a “Technical Proposal” (NO PRICING) and a “Cost Proposal” as separate documents as part of its Proposal package. In addition, a current W9 and completed Appendix “A” document must be uploaded.

PLEASE NOTE: If responding in Appendix “A” that exceptions are being taken to the Montgomery County Terms and Conditions, vendor must also submit these exceptions as a separate document uploaded in the “OPTIONAL Noted Exceptions to Posted Terms & Conditions” response section.

Any exceptions not provided at the time of proposal submission will not be considered at the time of contracting if the vendor is chosen for award.

Questions All questions related to this Request for Proposal are to be submitted through the Bonfire Portal.

RFP Response Narrative Format Template Introduction The format that follows is to be used in preparing your proposal in response to the RFP. The applicant’s operations, plans, capabilities, and prior experience are of primary interest to Montgomery County Department of Health and Human Services, Office of Aging Services. The completed proposal must follow the format shown and may not exceed 12 pages, excluding title page and requested attachments.

Title Page: showing RFP number, due date and time, proposer name, address, telephone number, contact person, email address, and EIN number.

Background Statement and Prior Experience

1. Provide a brief (no more than one page) description of the applicant’s business, including:

a. History and future plans

b. Vendor size

c. Vendor financial stability (include copy of most recent audit as an attachment)

d. Number of years in business

e. Provider Identification (EIN)

f. Corporate name and address

g. Contact person(s) name, telephone number and email

2. Describe the agency’s broad purpose for serving its community as stated in its mission statement and the goals it hopes to achieve.

3. Provide an overview of the services your agency currently delivers.

4. Describe your prior experience providing HDM services.

Service Description, Communication and Documentation

1. Describe the HDM services that will be offered and provided under this contract.

2. List any other services offered by the agency and describe how they relate to the service being bid on.

3. Indicate your service zones using the provided Montgomery County Service Zone Map

4. Discuss how you will provide services to individuals and families in a culturally sensitive manner and how you will deliver services in the individual’s language.

5. Describe your current delivery schedule for meals and who completes delivery of meals.

6. Describe how your agency would provide weekend meals if requested.

7. Describe the type of meals you will offer under this contract: hot, cold, frozen; please also discuss your ability to provide medically inclusive and culturally inclusive menu items

8. Affirm your understanding of emergency meals and the pre-approval process under this contract.

9. Affirm your understanding of expectations for continuity of service in the event of inclement weather and your planning process for such an event.

10. Discuss how you will successfully administer HDM services addressing the following components?

a. Acceptance of referrals and timeframe for service initiation.

b. Use of Co-Pilot system for accessing service orders.

c. Termination of services and timeframes required.

d. Following the provided service order to provide meals in the quantity requested

11. Discuss your ability to meet all service communication requirements:

a. Affirm understanding of notifications required to OAS regarding change in consumer condition

b. Affirm understanding of notifications required when a program may be closed (temporarily or permanently) for any reason or if an adverse environmental event occurs

c. Affirm understanding of notifications required for menu change approvals and food item substitutions with OAS Registered Dietician

d. Affirm understanding of required notification to OAS care manager when services are initiated

12. Describe your process for ordering meals if you utilize a vendor for meal procurement or your process for preparing meals directly if meals are made on-site

13. Affirm your understanding of the requirement to disseminate nutritional education materials, determined by the OAS Registered Dietician, two times annually

14. Describe your letter to participants required annually to provide the cost of meals and a suggested per meal contribution, noting OAS as the sole funder

15. Affirm your ability to attend all required provider meetings requested by OAS

16. Affirm your understanding the annual requirement to solicit feedback on participant satisfaction with quality and variety of meals offered; discuss how you will share this information with OAS Agency Organization and Hiring

1. State the name and position of any staff who will perform work under the contract including the staff person who will have ultimate responsibility for the contract if the applicant is successful.

2. State the names of the authorized signer and witness and include their title and email address.

3. Describe your recruitment, training and supervision processes.

a. How will you manage staff hiring and volunteers, background checks, and suspension/disbarment checks?

b. How will you ensure services are not provided to an individual with a formal or informal role within your organization?

c. How will you maintain personnel/volunteer records including components required under the contract?

d. How will you verify any staff engaging in transportation assistance have a valid driver’s license and proof of auto insurance?

4. Describe your program components.

a. What are your hours of operations?

b. Where will your staff be located?

c. What staff will be available to assist with this contract? Please be specific in regards to number and job position(s).

5. What is your record retention policy for staff and participant files, what is contained in a typical record, and do you keep paper and/or electronic records?

6. Describe your internal policies for confidentiality, sexual harassment, and progressive discipline.

7. Submit as an attachment - an organizational chart, clearly indicating lines of authority among all positions and full time or part time designation.

8. Submit as an attachment - a copy of job descriptions for all positions to be covered under this contract, stating skills, qualifications, training and experience required, and listing the duties and activities of the position.

Food Service Management and Menus

1. Describe how your agency will ensure required packaging and labeling is in place for all meals

2. Describe how your agency will ensure timely delivery of meals, including the equipment utilized for transport addressing cleanliness and temperature control

3. Describe your process for completing required temperature reading at all stages of HDM production and delivery; please address thermometer calibration

4. Note who the PIC(s) will be for this contract with valid CFSM certificate(s) on file

5. Affirm that the noted PIC will be present during food receiving, preparation, service/distribution, and cleanup.

6. Affirm that each site will have at least 2 staff or volunteers with a valid CFSM certification (Serv Safe certification meets this requirement)

7. Affirm your status with a local health department and licensure to serve food

8. Affirm your ability to plan all menus in accordance with requirements noted under the menus section of the scope of work noting DGA, DRIs, required RD sign off twice annually, and menu approval process with OAS RD

9. Describe your process for menu item refusals and substitutions as required

10. Submit as an attachment – CFSM/Serv Safe Certifications

11. Submit as an attachment – Current Food Establishment License Fiscal, Cost Proposal/Budget, Invoicing, Project Income and Data Reporting

1. Describe how your agency will utilize encryption services for all electronic communications noting personally identifiable information.

2. Describe how your agency will ensure a program invoice, supplied by OAS indicating actual costs for services, is provided by the 15th of the month following service.

3. Describe how your agency will ensure required data and unusual incidents are entered into the Montgomery County HHS Portal no later than 30 days after the end of the service period for required data and 24 hours for unusual incident reports

4. Affirm your understanding that an annual program budget with per meal costs must be submitted to OAS each year the contract is in place.

5. Describe procedures to be followed to ensure accurate and timely reporting and invoicing to the county. The county will supply the invoice format.

a. Include drawing down other funding sources as a priority to offset expenses prior to the use of county funding (if applicable)

b. Include accounting process to manage separation of funds for each contracted service (if applicable)

c. Include data collection processes to mitigate the risk of duplicate reporting.

6. Fully describe your process for project income collection as required for this contract addressing: frequency of project income collection, interest on collected funds (if applicable), logging project income, and providing gathered funds to OAS.

7. Describe how your agency will track and annually report the KPIs noted in the contract.

8. Describe how your agency will meet data requirements, maintain confidentiality, manage data breaches, and handle sensitive information. Describe your plan for compliance if needed.

9. Submit as an attachment – Agency Profile and Contact Sheet

10. Submit as an attachment – HDM Program Budget and Unit Price for Hot/Cold/Frozen meals

11. Submit as an attachment – Project Income Letter

12. Submit as an attachment – most recently available audit report and/or annual report with breakdown of revenue sources and budgets List of Attachments to be Submitted

1. Organizational Chart

2. Job Descriptions – employees and volunteers

3. CFSM/Serv Safe Certifications

4. Food Establishment License

5. Agency Profile and Contact Sheet

6. HDM Program Budget and Unit Price for Hot/Cold/Frozen meals

7. Project Income Letter

8. Most recent audit report, Yellow Book audit required if recipient of $750,000 or more in Federal Funding per Generally Accepted Governmental Auditing Standards.

a. If a Yellow Book audit is not applicable, the most recently available Annual Financial Audit, including breakdowns of revenue sources, expenditures and budgets, is required.

**If awarded a contract, vendor will be required to provide: Current Certificate of Insurance Coverage (Liability and Worker’s Compensation) listing Montgomery County Office of Aging Services, PO Box 311, Norristown, PA 19404-0311 as a holder.

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