24-8280S_Solicitation_-Supplemental.pdf

COLLIER COUNTY

BOARD OF COUNTY COMMISSIONERS

REQUEST FOR PROPOSAL (RFP)

FOR

SERVICES FOR SENIORS – SUPPLEMENTAL –

GRANT FUNDED

SOLICITATION NO.: 24-8280S

OLIVIA PUGA, PROCUREMENT STRATEGIST

PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FLORIDA 34112

TELEPHONE: (239) 252-4286

Olivia.Puga@colliercountyfl.gov (Email)

This solicitation document is prepared in a Microsoft Word format (Rev 8/7/2017). Any alterations to this document made by the Vendor may be grounds for rejection of proposal, cancellation of any subsequent award, or any other legal remedies available to the Collier County Government.

SOLICITATION PUBLIC NOTICE

REQUEST FOR PROPOSAL (RFP)

NUMBER:

24-8280S

PROJECT TITLE: SERVICES FOR SENIORS – SUPPLEMENTAL – GRANT FUNDED

DUE DATE: OCTOBER 15, 2025, AT 3:00 PM EST

PLACE OF RFP OPENING: PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FL 34112

All proposals shall be submitted online via the Collier County Procurement Services Division Online Bidding System:

https://procurement.opengov.com/

INTRODUCTION

As requested by the Community and Human Services Division (hereinafter, the “Division”), the Collier County Board of County

Commissioners Procurement Services Division (hereinafter, “County”) has issued this Request for Proposal (hereinafter, “RFP”) with the intent of obtaining proposals from interested and qualified vendors in accordance with the terms, conditions and specifications stated or attached. The vendor, at a minimum, must achieve the requirements of the Specifications or Scope of Work stated.

The results of this solicitation may be used by other County departments once awarded according to the Board of County

Commissioners Procurement Ordinance.

BACKGROUND

The purpose of this solicitation is to secure vendors for the provision of home and community-based services for the following programs funded by the Florida Department of Elder Affairs (DOEA) and administered by the Area Agency on Aging of Southwest

Florida (AAASWFL):

Community Care for the Elderly (CCE): The Community Care for the Elderly (CCE) Program provides community-based services organized in a continuum of care to help functionally impaired elders, aged 60 and older, live in the least restrictive yet most cost-effective environment suitable to their needs. Eligible clients may receive a wide range of goods and services, including adult daycare, chore, companionship, consumable medical supplies, emergency alert response, emergency home repair, home health aide, homemaker, home nursing, personal care, respite, shopping assistance, transportation, and other community-based services.

Alzheimer’s Disease Initiative (ADI): Florida’s Alzheimer’s Disease Initiative (ADI) provides services to qualified persons, eighteen years or older, to meet the changing needs of individuals and families living with Alzheimer’s disease and similar memory disorders. ADI respite care is available for caregivers to assist with loved ones who have been diagnosed as having probable

Alzheimer’s disease or other related memory disorders where mental changes appear and interfere with the activities of daily living.

Caregivers of those living with Alzheimer’s disease or related memory disorders can receive training and other ADI support services in addition to respite care. ADI respite services include in-home, adult day care, emergency, and extended care (up to 30 days) for caregivers who serve patients with memory disorders.

Older American Act (OAA): The Federal Older Americans Act provides assistance in the development of new or improved programs to help older persons by providing supportive services such as adult daycare, caregiver training and support congregate and home delivered meals, homemaker services, information and referral assistance, medical transportation, nutrition education, personal care, and shopping assistance to boost the well-being of elders and help them live independently in their home environment and the community.

Services shall be provided to clients enrolled in either OAA, CCE or ADI, within the geographic area of Collier County. Unless otherwise stated, minimum hours of availability are 6:00 am to 7:00 p.m. Monday thru Sunday, 365 days a year. Respite services and emergency services must be available 24 hours/day, 365 days/year if needed.

Additional definitions, standards, and requirements of these services are included in the Department of Elder Affairs’ Home and

Community-Based Services Handbook (DOEA Handbook). https://elderaffairs.org/publications-reports/programs-services-handbook/ https://procurement.opengov.com/ https://elderaffairs.org/publications-reports/programs-services-handbook/ https://elderaffairs.org/publications-reports/programs-services-handbook/

TERM OF CONTRACT

This solicitation was prepared to supplement the services under Request for Proposal #24-8280. The term of the agreement for this solicitation will run concurrently with the existing term of Agreement #24-8280, Services for Seniors.

Prices shall remain firm for the initial term of this contract.

Surcharges will not be accepted in conjunction with this contract, and such charges should be incorporated into the pricing structure.

The County Manager, or designee, may, at his discretion, extend the Agreement under all of the terms and conditions contained in this Agreement for up to one hundred eighty (180) days. The County Manager, or designee, shall give the Contractor written notice of the County's intention to extend the Agreement term not less than ten (10) days prior to the end of the Agreement term then in effect.

All goods are FOB destination and must be suitably packed and prepared to secure the lowest transportation rates and to comply with all carrier regulations. Risk of loss of any goods sold hereunder shall transfer to the COUNTY at the time and place of delivery; provided that risk of loss prior to actual receipt of the goods by the COUNTY nonetheless remain with

VENDOR.

DETAILED SCOPE OF WORK

Those interested in providing the services detailed below must adhere to all requirements in this RFP, in addition to maintaining adherence with the guidelines set forth by the current DOEA Handbook. Lack of knowledge of all requirements of a service listed in the proposal SHALL NOT relieve the provider of liability and obligations under the agreement.

Collier County Community & Human Services (CHS) shall lead all service authorization and coordination. In an effort to comply with the requirements of the OAA, ADI, and CCE programs, Clients entering the service system will be assessed and prioritized by

CHS. Upon determination of the service level to be provided, CHS will offer the client a listing of service vendors for the specific service(s) outlined within their care plan.

The client will be encouraged to pick a service provider of their choice and have the option of interviewing potential service providers.

Should the client not have a preference, CHS will select a service provider from the centralized provider list, using a rotation basis

(rotating to the next vendor on the list). In this manner, all service providers will be equally treated unless the client has a preference.

CHS shall not endorse one service provider over another.

Upon the determination of the service, the service levels, and the selected vendor, CHS will contact the vendor agency, and authorize the service, number of hours, and frequency. In keeping with the state policy of client choice of service providers, Collier County does not guarantee a minimum or maximum number of clients that will be referred, nor a minimum or maximum number of service hours that will be requested during the contract period.

Should a client later indicate dissatisfaction with the chosen service provider, they will again be offered their choice of provider. CHS shall send the agreed-upon Service Authorization to the chosen provider. These “service authorizations” or “service orders” must contain necessary client information, such as street address, telephone number, and services or items needed, as well as the name and telephone number of the CHS case manager authorizing the service. To meet client needs, some services may be required outside of normal office hours (6:00 AM to 7:00 PM, Seven (7) days a week, 365 days a year).

CHS reserves the right to request adding additional service providers throughout the resultant agreement period. The County may do so through a competitive and publicly announced selection process, which shall be coordinated through the County’s Procurement

Division. Services shall be provided in the manner described in the then current DOEA manual and outlined herein. Services covered by this agreement include but are not limited to (should funding for additional Senior Services be identified, the County reserves the right to add to the resultant agreements the services, descriptions, rates, etc. by way of a contract addendum).

A. The following Services are requested:

1. Adult Day Care: A program of therapeutic social and health activities and services provided to adults who have functional impairments, in a protective environment that provides as non-institutional an environment as possible.

2. Chore: Performance of routine house or yard tasks including such jobs as seasonal cleaning, yard work, lifting and moving furniture, appliances, or heavy objects, household repairs which do not require a permit or specialist, and household maintenance.

Pest control may be included when not performed as a distinct activity.

3. Enhanced Chore: This service is beyond the scope of chore due to the level of service needed. The service includes a more intensified, thorough cleaning to address more demanding circumstances.

4. Homemaking: Specific home management duties including housekeeping, laundry, cleaning refrigerators, clothing repair, minor home repairs, assistance with budgeting and paying bills, client transportation, meal planning and preparation, shopping assistance, and routine house-hold activities by a trained homemaker.

5. Personal Care: Assistance with eating, dressing, personal hygiene, and other activities of daily living. This service may include assistance with meal preparation, housekeeping chores such as bed making, dusting, and vacuuming incidental to the care furnished or essential to the health and welfare of the individual. Personal care can include accompanying the client to clinics, physician office visits, or trips for the purpose of health care provided that the client does not require special medical transportation. Personal care can also include shopping assistance to purchase food, clothing, and other items needed for the client’s personal care needs.

6. In Home Respite: Relief or rest for a primary caregiver from the constant/continued supervision, companionship, therapeutic and/or personal care, of a functionally impaired older person for a specified period of time.

7. Skilled Nursing: Part-time or intermittent nursing care administered to an individual by a licensed practical nurse, registered nurse, or advanced registered nurse practitioner, in the client’s place of residence, pursuant to a care plan approved by a licensed physician.

8. Emergency Alert Response Services: Emergency alert/response service is defined as a community based electronic surveillance service which monitors the frail homebound elder by means of an electronic communication link with a response center. This will also include personal devices for seniors and disabled individuals to wear at all times, provided it is prescribed by a physician, to assist in keeping an eye on their whereabouts.

9. Specialized Medical Equipment, Services, and Supplies: Adaptive devices, controls, appliances, or services, which enable individuals to increase their ability to perform activities of daily living and repair of such services which may include: dentures, walkers, reaching devices, bedside commodes, telephone amplifiers, touch lamps, adaptive eating equipment, glasses, hearing aids, and other mechanical or non-mechanical, electronic, and non-electronic adaptive devices. Supplies may include such things as adult briefs, bed pads, oxygen, or nutritional supplements.

10. Facility Respite: 24-hour care in a State of Florida Licensed Nursing home.

B. Emergency Situations

1. Those interested in providing services will establish protocols for contacting CHS Case Managers in emergency or unusual circumstances and include the documentation requirements (oral and written) in the Service Provider Application.

2. Interested parties will be required to provide disaster response protocols, plans, and services: In the event of a natural disaster

(hurricane, tropical storm, tornado, flood, heat wave, etc.), the provider will have staff available to serve those clients in critical need of services, as designated by the CHS Case Managers.

C. Training and Grievance, Complaint, and Incident Reporting

1. Establish a client grievance process: Each service provider agency must have a policy addressing client grievances and/or complaints.

2. Establish and provide staff training: All services provided with funding from DOEA require service delivery personnel to have general pre-service orientation and training specific to the service being provided. Lead Agencies are responsible for provision of the pre-service training (on program and billing requirements, in particular) for all paid staff, volunteer staff and assigned staff of service providers.

Pre-service orientation also must include:

• An overview of the aging process

• An overview of the aging network

• Communication techniques with the elderly

• Observation of abuse, neglect, exploitation, mandated reporting, and incident reporting

• Local agency service procedures and protocol

• Client confidentiality and HIPPA

• Grievances, Complaints, and Incident Reporting

NOTE: All “hands-on” service personnel must receive training emphasizing the necessity of Universal Precautions. Home

Health Aides must have documentation of successful completion of 40 hours required training, and CNAs must have on file a copy of their State of Florida certification. In-service training hours and topics are to be provided at the discretion of the service provider agency and shall meet state requirements.

D. Billing & Record Keeping

1. Compile and report program service delivery statistics and other data as identified by CHS. This may be required to be provided in an electronic format at the choosing of CHS. These are reported to the Area Agency on Aging and Department of Elder

Affairs in accordance with the reporting requirements developed by the Department. Lead agencies are responsible for entry of data in the Client Information and Registration Tracking System (eCIRTS), which generates payment to the service provider agency. Therefore, service provider agencies are required to provide Lead Agencies with correct and timely service data to comply with these requirements. Timely submission is no later than noon on Wednesday of the week following the week, services are performed (service week defined as Monday through Sunday).

2. Maintain complete and accurate records: Service delivery logs, at a minimum, must be legible and contain the name of client, type/s of services and date/s and hour/s of delivery. The client/caregiver must sign the log at the time of each service visit. The service worker must sign and date the log upon completion and submit it to the service provider agency.

Provide complete, clear, and accurate invoices: Weekly invoices, which may be required to be provided electronically in a system provided by CHS, must be submitted by noon on the Wednesday following the week that the service was provided and shall include service provided. The service week is defined as Monday through Sunday. Monthly reporting requirements for eCIRTS dictate that all client and service data for the previous month to be entered into eCIRTS by the 10th day of the month.

Collier County “Services for Seniors” will coordinate with vendors to determine due dates for invoices. This will ensure compliance with DOEA reporting requirements. Failure to record or report units of service will result in nonpayment (or delayed payment) for such services.

Data required on weekly invoices and weekly timesheets include:

• Vendor name

• Vendor address

• Vendor telephone number

• Client name

• Service Provider employee who delivered the service(s)

• Services ordered and services delivered date

• Number of service hours, cost per hour and total cost

• Person preparing the report and the date it was prepared

• Weekly timesheets signed and dated by the client and Service Provider employee

• Additional information as determined by CHS

Prepare for annual on-site compliance audits by CHS or members of the Collier County staff as directed by the CHS or grant requirements.

REQUEST FOR PROPOSAL (RFP) PROCESS

1.1 The Proposers will submit a qualifications proposal which will be scored based on the criteria in Evaluation Criteria for

Development of Shortlist, which will be the basis for short-listing firms.

The Proposers will need to meet the minimum requirements outlined herein in order for their proposal to be evaluated and scored by the COUNTY. The COUNTY will then score and rank the firms and enter into negotiations with the top ranked firm to establish cost for the services needed. The COUNTY reserves the right to issue an invitation for oral presentations to obtain additional information after scoring and before the final ranking. With successful negotiations, a contract will be developed with the selected firm, based on the negotiated price and scope of services and submitted for approval by the

Board of County Commissioners.

1.2 The COUNTY will use a Selection Committee in the Request for Proposal selection process.

1.3 The intent of the scoring of the proposal is for respondents to indicate their interest, relevant experience, financial capability, staffing and organizational structure.

1.4 The intent of the oral presentations, if deemed necessary, is to provide the vendors with a venue where they can conduct discussions with the Selection Committee to clarify questions and concerns before providing a final rank.

1.5 Based upon a review of these proposals, the COUNTY will rank the Proposers based on the discussion and clarifying questions on their approach and related criteria, and then negotiate in good faith an Agreement with the top ranked Proposer.

1.6 If, in the sole judgment of the COUNTY, a contract cannot be successfully negotiated with the top-ranked firm, negotiations with that firm will be formally terminated and negotiations shall begin with the firm ranked second. If a contract cannot be successfully negotiated with the firm ranked second, negotiations with that firm will be formally terminated and negotiations shall begin with the third ranked firm, and so on. The COUNTY reserves the right to negotiate any element of the proposals in the best interest of the COUNTY.

RESPONSE FORMAT AND EVALUATION CRITERIA FOR DEVELOPMENT OF SHORTLIST:

1.7 For the development of a shortlist, this evaluation criterion will be utilized by the COUNTY’S Selection Committee to score each proposal. Proposers are encouraged to keep their submittals concise and to include a minimum of marketing materials. Proposals must address the following criteria:

Evaluation Criteria Maximum Points

1. Cover Letter / Management Summary 10 Points

2. Organizational Capabilities 20 Points

3. Financial and Human Resources Capabilities 20 Points

4. General Service Delivery 20 Points

5. Acceptance of Cost 20 Points

6. Cost of Services to the County 10 Points

TOTAL POSSIBLE POINTS 100 Points

Tie Breaker: In the event of a tie at final ranking, award shall be made to the proposer with the lower volume of work previously awarded. Volume of work shall be calculated based upon total dollars paid to the proposer in the twenty-four

(24) months prior to the RFP submittal deadline. Payment information will be retrieved from the County’s financial system of record. The tie breaking procedure is only applied in the final ranking step of the selection process and is invoked by the

Procurement Services Division Director or designee. In the event a tie still exists, selection will be determined based on random selection by the Procurement Services Director before at least three (3) witnesses.

Each criterion and methodology for scoring is further described below.

***Proposals must be assembled, at minimum, in the order of the Evaluation Criteria listed or your proposal may be deemed non-responsive***

EVALUATION CRITERIA NO. 1: COVER LETTER/MANAGEMENT SUMMARY (10 Total Points)

Provide a cover letter, signed by an authorized officer of the firm, indicating the underlying philosophy of the firm in providing the services stated herein. Include the name(s), telephone number(s) and email(s) of the authorized contact person(s) concerning proposal. Submission of a signed Proposal is Vendor's certification that the Vendor will accept any awards as a result of this RFP.

Submit proposer’s Agency for Health Care Administration (AHCA) Certification: If certification is not provided at time of proposal submission, the firm could be deemed non-responsive.

Indicate by selecting anyone, or multiple services which the proposer is interested in providing to the County (descriptive information is outlined in the above scope of work.

Interested in Providing

Service (Place X)

Not Interested in Providing

Service (Place X)

Item Services

1 Adult Day Care

2 Chore

3 Chore (Enhanced)

4 Homemaking

5 Personal Care

6 Respite (In-home)

7 Skilled Nursing

Emergency Alert Response

Services EARS

Specialized Medical

Equipment, Services, and

Supplies

10 Respite (Facility Based)

EVALUATION CRITERIA NO. 2: ORGANIZATIONAL CAPABILITIES (20 Total Points)

In this tab, include five (5) References Questionnaires from clients of similar scope of services. Please include name, contact name, phone number, address and years performing.

Complete each of the items below in the format requested and submit evidence of documentations where indicated. Proposers who do not complete in the format indicated below may be deemed non-responsive.

Yes/No

1. The proposer has received license from Agency for Health Care

Administration (AHCA). Provide evidence of license.

2. The proposer has by-laws which describe how business will be conducted.

3. The proposer has the appropriate license for the services it intends to provide to Collier County. Provide license evidence.

4. Board members are required to sign a conflict-of-interest statement. Please provide a policy related to this and will be due at submission and annually thereafter.

5. The proposer has a written business plan that is updated regularly.

6. Organizational Chart: Proposer has to provide a copy of the organizational chart indicating lines of authority and permanent and full-time positions. Provide evidence.

7. Total number of years that the proposer has been in business.

8. Proposer has supervisory staff on call 24 hours per day/365 days per year.

9. Proposer’s Owner/Operator license has never been denied, suspended or revoked by Medicare, Medicaid, any Federal and/or any State

Agency. If yes, please attach a letter or explanation.

The County requests that the vendor submits no fewer than three (3) and no more than ten (10) completed reference forms from clients during a period of the last 5 years whose projects are of a similar nature to this solicitation as a part of their proposal. Provide information on the projects completed by the Proposer that best represent projects of similar size, scope and complexity of this project using form provided in Form 5. Proposers may include two (2) additional pages for each project to illustrate aspects of the completed project that provides the information to assess the experience of the

Proposer on relevant project work.

EVALUATION CRITERIA NO 3: FINANCIAL AND HUMAN RESOURCES CAPABILITIES (20 Total Points)

Complete each of the items below in the format requested and submit evidence of documentations where indicated. Proposers who do not complete in the format indicated below may be deemed non-responsive.

1. Proposer maintains daily, monthly and annual financial records of payroll, benefits, operating and capital equipment.

2. Proposer prepares annual 1099 or W2 forms for all employees.

3. Proposer has a certified public accountant or an independent accounting/auditing firm to prepare financial records.

4. Proposer uses an accounting software product.

5. Proposer has an accounting staff to produce monthly financial statements.

6. Proposer has annual audit completed. Provide copy recently completed.

7. Proposer has written recruitment policy.

8. Proposer provides criminal background check for employees on this contract.

9. Proposer conducts formal orientation for all new staff.

10. Proposer distributes written personnel policies to staff.

11. Workman's Compensation Policy information clearly posted for staff.

12. Proposer maintains written, signed Job Descriptions.

13. Proposer’s employees are evaluated at least annually in writing.

14. Proposer has written hiring practices.

15. Proposer has written retention policies.

16. Proposer has formal progressive disciplinary procedures.

17. Proposer has written policies regarding theft and falsification of time sheets.

18. Proposer has policy to prevent fraud and formalized methods to report suspected incidents.

19. Agency has written disaster plan.

20. Proposer agrees to utilize electronic means to submit documentation, as determined by CHS, to include invoices.

EVALUATION CRITERIA NO 4: GENERAL SERVICE DELIVERY (20 total points)

Complete each of the items below in the format requested and submit evidence of documentations where indicated.

Proposers who do not complete in the format indicated below may be deemed non-responsive.

1. Proposer maintains a formal record of in-services, available for review.

2. Proposer maintains copies of training schedule for last year, available for review.

3. Proposer maintains sign in sheets for in-service training, available for review.

4. Proposer maintains evidence of attendance and completion in employee files.

5. Proposer has copies on file of training materials.

6. Proposer has written Quality Assurance plan.

Provide plan.

7. Proposer surveys clients for satisfaction in writing at least once per year. Provide sample.

8. Proposer analyzes surveys and uses reports for transmission to administration and to employees.

9. Proposer incorporates results of Quality Assurance activities to annual plan.

10. Proposer has Quality Assurance Committee as standing subcommittee of Board

11. Proposer has written policy for reporting incidents to the Lead Agency.

Provide copy and a sample of the incident report format.

12. Proposer has formal training for staff regarding reporting of suspected cases of abuse or neglect and mandated reporting.

13. Proposer maintains anti-discrimination policies related to service consumer

14. Proposer has written policy regarding consumers rights.

15. Proposer has written system for registering consumer’s complaints and grievances.

16. Proposer has written policy to follow up on consumers complaints and grievances.

17. Proposer has written description of how service is delivered from point of request through provision and termination.

Provide copy.

18. Proposer has written procedures for assuring confidentiality of consumer records (HIPPA).

EVALUATION CRITERIA NO. 5: ACCEPTANCE OF COST (20 Total Points)

In this tab you will be provided a list of services needed by the County. Those services with rates, Match and Cost already completed are standard rates in which you will be required to accept. The Match requirement applies to the CCE and OAA programs only.

Please sign as an acceptance to the rates if you deem these standard rates to be acceptable.

______________________________________ I accept the standard contract rates listed below.

Item

Services

Grant Service

Unit

Cost Per Service

Unit (Cost your company charges for the service)

CCE and OAA

10% Match

(Grant Amount your company will be paying)

Reimbursement

Rate Per Unit

(Amount the

County will reimburse your company for a given service)

1. Skilled

Nursing

CCE and OAA Per Hour $44.44 $4.44 $40.00

2. Enhance Chore ADI, CCE and OAA Per Hour Negotiated rate prior to service.

10% of negotiated rate

3. Respite (In-Home) ADI, CCE and OAA Per Hour $27.71 $2.77 $24.94

4. Respite (Facility

Based)

ADI, CCE and OAA Daily Rate 260.00 0 260.00

5. Personal Care ADI, CCE and OAA Per Hour $27.18 $2.72 $24.46

6. Chore ADI, CCE and OAA Per Hour $27.19 $2.72 $24.47

7. Homemaking ADI, CCE and OAA Per Hour $26.17 $2.62 $23.56

8. Adult Day Care ADI, CCE and OAA Per Hour $14.45 $1.44 $13.00

9. Emergency Alert

Response

ADI, CCE and OAA Per Day 1.20 .12

$1.08

EVALUATION CRITERIA NO. 6: COST OF SERVICES TO THE COUNTY (10 Total Points)

In this tab, insert your cost for the services listed below.

Item

Services

Grant Service

Unit

Cost Per Service

Unit (Cost your company charges for the service)

CCE and OAA

10% Match

(Grant Amount your company will be paying)

Reimbursement

Rate Per Unit

(Amount the

County will reimburse your company for a given service)

1.

Specialized Medical

Equipment, Services, and Supplies

ADI, CCE and OAA Per Episode

VENDOR CHECKLIST

***Vendor should check off each of the following items as the necessary action is completed (please see, Vendor Check List)***