3-7 PSA1 Policies and Procedures FY26 FINAL.pdf

Effective July 1, 2025 OAAC Accepted April 14, 2025

CITY OF ALBUQUERQUE / BERNALILLO COUNTY

AREA AGENCY ON AGING

METROAAA

PSA 1

OLDER AMERICANS PROGRAM

POLICIES AND PROCEDURES

FOR A

COMPREHENSIVE, COORDINATED

SERVICE DELIVERY SYSTEM FOR SENIORS

July 1, 2025

TABLE OF CONTENTS PSA 1 Policies and Procedures | July 1, 2025 2 | P a g e

TABLE OF CONTENTS

I. INTRODUCTION 4-9

A. History B. AAA Mission Statement C. AAA Organizational Chart D. Contacts E. Resources

II. GLOSSARY 10

III. GENERAL POLICIES 14-28

A. Administrative Standards (Operating, Fiscal, etc.)

B. Conflict of Interest C. Grievance Policy D. Contribution Policy E. Cost Sharing Sliding Fee Scale F. Targeting G. General Consumer Eligibility H. Nutrition Services Incentive Program (NSIP)

IV. SERVICE POLICIES 27-72

A. Adult Day Care/Health, Respite (Out of Home, Day) B. Assistance: Case Management (Caregiver) C. Assisted Transportation D. Caregiver Services (Counseling, Support Groups, Training) E. Case Management F. Chore Services G. Congregate Nutrition (Congregate Meals) H. Health Promotion: Evidence-Based I. Health Clinics/Health Promotion: Non-Evidence Based (GEHM Clinic) J. Home Delivered Nutrition (Home Delivered Meals) K. Home Modifications/Repairs L. Homemaker, Personal Care, Respite (In-Home) M. Information & Assistance/Information & Assistance (Caregiver) N. Legal Assistance O. Medication Management P. Outreach/Client Finding Q. Physical Fitness/Health Promotion: Non-Evidence Based R. Recreation/Socialization S. Senior Hunger Initiative (Supplemental Nutrition) T. Senior Services (Senior Center Services) U. Transportation

TABLE OF CONTENTS PSA 1 Policies and Procedures | July 1, 2025 3 | P a g e

V. CONTRACTING, MONITORING 83

VI. PROCESS TO UPDATE POLICIES AND PROCEDURES 84

APPENDIX 1. CONSUMER SATISFACTION QUESTIONS 85

APPENDIX 2. ACKNOWLEDGEMENT OF RECEIPT 86

I. A. HISTORY PSA 1 Policies and Procedures | July 1, 20254 4 | P a g e

I. A. HISTORY

CITY OF ALBUQUERQUE/BERNALILLO COUNTY

The Older Americans Act (OAA) was passed by Congress in 1965 and signed into law by President Lyndon B. Johnson in response to a lack of community social services for older persons. The OAA was the first federal-level initiative focused on providing comprehensive services for older adults.

Title I of the Act outlines a seniors’ bill of rights. Title II establishes the Administration on Aging (AoA) – currently housed within the Administration for Community Living (ACL) under the Department of Health and Human Services. Title III defines State Agencies (also called State Units on Aging), State Plans, Area Agencies on Aging, Area Plans, and many of the eligible services.

Since its initial passage, the Older Americans Act has been routinely reauthorized and amended.

One of those amendments in 1973 established Area Agencies on Aging (AAAs) to better identify and respond to the needs of Americans 60 and over in their local communities. Per the OAA, states are divided into Planning and Service Areas (PSA) by the State Agency. The State Agency then designates an AAA to be responsible for one or more PSA so programs and services are tailored to meet the specific needs of older persons residing in those local areas. There are approximately 620 AAAs in the nation. The City of Albuquerque/Bernalillo County Area Agency on Aging is one of six in New Mexico.

Area Agencies on Aging (AAAs) are federally-mandated entities tasked with:

assessing the needs of seniors in their communities developing a comprehensive program service delivery plan (i.e. the Area Plan) engaging providers to deliver services advocating for the needs and concerns of seniors

AAAs focus on helping older adults “age in place” in their homes and communities by providing a range of options that allow older adults to choose the home and community-based services that suit them best. Additionally, volunteers, families, different levels of local government, faith-based organizations, and groups in the public and private sectors form the aging network – a network of partners advancing the wellbeing of seniors. The ideal network offers significant support toward improving the quality of life for older individuals by leveraging all available resources.

Designated by the State Agency in 1984, the City of Albuquerque continues to serve as the Area Agency on Aging (AAA) responsible for fulfilling the requirements of the Older Americans Act for PSA 1 – Bernalillo County, New Mexico.

In 1995, the County of Bernalillo, the City of Albuquerque, the Village of Los Ranchos de Albuquerque and the Village of Tijeras signed a Joint Powers Agreement to facilitate the provision

I. A. HISTORY PSA 1 Policies and Procedures | July 1, 20254 5 | P a g e of Older Americans Program services. The Agreement authorizes the City of Albuquerque Department of Youth and Family Services to serve as Area Agency on Aging and countywide sponsor for the receipt and disbursement of Federal, State and local resources to conduct services benefiting older residents as set forth in the current Area Plan. The City of Albuquerque Chief Administrative Officer, Dr. Samantha Sengel, is designated as Director of the City of Albuquerque/Bernalillo County Area Agency on Aging (MetroAAA).

The Joint Powers Agreement also establishes an eleven-member Advisory Council for the Older Americans Act. The Older Americans Advisory Council (OAAC) consists of six City of Albuquerque appointees, three Bernalillo County appointees and one appointee each from the Village of Los Ranchos de Albuquerque and the Village of Tijeras. The OAAC meets quarterly to provide perspective and guidance to MetroAAA staff regarding service delivery, budgeting and a variety of other topics.

The functions of the AAA are carried out by a division within the City of Albuquerque Department of Youth and Family Services. Katarina Sandoval serves as the Department Director, and Michelle Briscoe as the City of Albuquerque/Bernalillo County Area Agency on Aging Manager.

MetroAAA receives and allocates the federal, state, county and city funds appropriated to provide services for seniors residing in PSA 1. Through the Department of Youth and Family Services and MetroAAA, the City enters into contracts with vendors – individuals, nonprofit corporations and public entities, including the City of Albuquerque Department of Senior Affairs – for all services identified in the current Area Plan. MetroAAA staff monitor service delivery and consumer satisfaction to ensure providers are meeting the terms of their contracts and successfully serving the needs of the community.

Multiple resources, including funds, facilities, supplies and in-kind services, are utilized to support programs and services offered to older residents within the county. Throughout the City of Albuquerque and Bernalillo County, there are twelve senior centers, three multigenerational centers, four sports and fitness centers, four community centers, and multiple satellite sites providing a variety of other services for elders including nutrition programs. Beyond funding the infrastructure, the County of Bernalillo, the City of Albuquerque and the Village of Tijeras contribute significant annual funding to support the operations of senior centers and programs for older adults, as well as to construct and equip the centers and to purchase vans.

I. B. AAA MISSION STATEMENT PSA 1 Policies and Procedures | July 1, 20254 6 | P a g e

I. B. AAA MISSION STATEMENT

CITY OF ALBUQUERQUE/BERNALILLO COUNTY

Mission Statement

The City of Albuquerque/Bernalillo County Area Agency on Aging (MetroAAA) is the state-sanctioned and federally mandated entity tasked with developing comprehensive needs assessments, planning Older Americans Act Title III programs, and coordinating, implementing and monitoring services for people over the age of 60 in the New Mexico Planning and Service Area 1 (PSA 1), Bernalillo County.

MetroAAA receives all federal and state funding allotted to PSA 1 to fund OAA Title III services for older adults, issues Request for Proposals, contracts with service providers and monitors the services to assure quality service at a reasonable cost. All services are directed toward older individuals with the greatest economic or social need, with particular attention to low-income minority individuals and older individuals residing in rural areas.

MetroAAA is responsible for implementing and providing a comprehensive array of services, all designed to support the highest quality of life for our older adults in the least restrictive living environment.

I. C. AAA ORGANIZATIONAL CHART PSA 1 Policies and Procedures | July 1, 2025 7 | P a g e

I. C. METROAAA ORGANIZATIONAL CHART

I. D. CONTACTS PSA 1 Policies and Procedures | July 1, 2025 8 | P a g e

I. D. CONTACTS

MetroAAA -- City of Albuquerque/Bernalillo County Area Agency on Aging 505-768-2084 Collette Baldwin, Management Analyst I (primary AAA information) 505-768-2079 Brian Alvarado, Senior Planner 505-768-2077 Kyle Kemp, Data Program Analyst II (WellSky/WellSky database) 505-768-2078 (vacant), YFS Program Specialist 505-768-2081 Dayna Griego, YFS Contract Coordinator 505-768-2745 Michelle Briscoe, MetroAAA Manager

DSA -- City of Albuquerque Department of Senior Affairs 505-764-6400 Information, referrals and assistance regarding services for seniors in Bernalillo

County. Linkages to senior services and other community resources.

ADRC -- New Mexico Aging and Disability Resource Center 800-432-2080 New Mexico ADRC provides information and assistance, options counseling and waiver services to seniors and persons with disabilities in New Mexico.

ADULT PROTECTIVE SERVICES

505-476-4912 If you suspect an adult is being abused, neglected, or exploited, call Adult

Protective Services Statewide Intake, toll-free at 1-866-654-3219 or 505-476-4912. For more information, the call the Metro office serving Bernalillo, Torrance, and Sandoval counties: 505-841-4500

NON-METRO AAA

505-395-2668 Serves seniors in other counties throughout New Mexico 866-395-2673

INDIAN AAA

505-383-3904 Serves seniors in tribes and pueblos throughout New Mexico

NAVAJO AAA

928-871-6868 Serves seniors in the Navajo Nation

I. E. RESOURCES PSA 1 Policies and Procedures | July 1, 2025 9 | P a g e

I. E. RESOURCES

Older Americans Act https://www.acl.gov/about-acl/authorizing-statutes/older-americans-act

Current U.S. Federal Poverty Guidelines https://aspe.hhs.gov/poverty-guidelines

New Mexico Administrative Code http://164.64.110.239/nmac/_title09/T09C002.htm

City of Albuquerque/Bernalillo County Area Agency on Aging (MetroAAA) https://www.cabq.gov/family/services/senior-services

Administrative Requirements for Social Services Contracts Awarded Under the City of Albuquerque and City of Albuquerque Social Services Procurement Rules https://www.cabq.gov/health-housing-homelessness/partner-resources https://www.acl.gov/about-acl/authorizing-statutes/older-americans-act https://aspe.hhs.gov/poverty-guidelines http://164.64.110.239/nmac/_title09/T09C002.htm https://www.cabq.gov/family/services/senior-services https://www.cabq.gov/health-housing-homelessness/partner-resources

II. GLOSSARY PSA 1 Policies and Procedures | July 1, 2025 10 | P a g e

II. GLOSSARY

AAA -- Area Agency on Aging A public or private nonprofit agency designated by the State Agency based on the Older Americans Act (OAA) to evaluate the needs and concerns of older Americans at the local level and develop and implement programs and services meet the needs of the community. Each area agency on aging is responsible for a specific and defined geographic area, either a city, a single county, or a multi-county district. In New Mexico, there are six AAAs. The City of Albuquerque/Bernalillo County Area Agency on Aging serves all of Bernalillo County.

ACL -- Administration for Community Living

Federal agency under US Department of Health and Human Services (HHS) that brings together the Administration on Aging, the Administration on Intellectual and Developmental Disabilities and the HHS Office on Disability. ACL is responsible for increasing access to community supports, while focusing attention and resources on the unique needs of older Americans and people with disabilities across the lifespan.

ADL -- Activities of Daily Living

Indicates the person’s total score on the Katz Index of Independence in Activities of Daily Living (ADL). Activities include bathing, dressing, toileting, transferring, continence, and feeding.

Administrative Requirements

Administrative Requirements for Social Services Contracts Awarded Under the City of Albuquerque, as amended.

ADRC -- Aging and Disability Resource Center The Aging and Disability Resource Center Program (ADRC), a collaborative effort of AoA and the Centers for Medicare & Medicaid Services (CMS), is designed to streamline access to long- term care. By simplifying access to long-term care systems, ADRCs and other single point of entry systems are serving as the cornerstone for long-term care reform in many states.

The New Mexico ADRC can be reached at 800-432-2080. The City of Albuquerque Department of Senior Affairs (DSA) operates a local ADRC at 505-764-6400

ALTSD -- Aging and Long-Term Services Department

The State of New Mexico Aging and Long-Term Services Department is the designated State Agency (State Unit on Aging) for New Mexico.

APS -- Adult Protective Services

APS caseworkers assess an individual’s situation whose health and safety are in question.

Caseworkers assess these individual’s needs for services and may assist in arranging needed

11 | P a g e services. APS can provide money management for those who are unable to manage their finances, and can also assist people in arranging alternative living arrangements in order to meet their needs. If you suspect an adult is being abused, neglected, or exploited, call Adult Protective Services Statewide Intake, toll-free at 1-866-654-3219 or 505-476-4912.

AoA -- Administration on Aging

Federal agency responsible for advancing the concerns and interests of older people and their caregivers. AoA works with and through the Aging Services Network to promote the development of a comprehensive and coordinated system of home and community-based long-term care that is responsive to the needs and preferences of older people and their informal caregivers. AoA is part of the Administration for Community Living (ACL) within the Department of Health and Human Services and is headed by the Assistant Secretary for Aging, who reports directly to the Secretary.

Area Plan

Based on the format established by the State, each AAA submits a four-year Area Plan and annual updates for a comprehensive, coordinated service delivery system for seniors. In developing Area Plans, MetroAAA holds public hearings, analyzes population trends, evaluates best practices and uses other means to obtain the views of service recipients and other older individuals, service providers, caregivers, and other interested persons and entities in regard to policy development and the delivery of services and programs.

Caregiver (of an Older Adult)

An adult family member, or another individual, who is an informal provider of in-home and community care to an older individual or to an individual with Alzheimer’s disease or a related disorder with neurological and organic brain dysfunction.

CBS -- Community-Based Services Long-term care services that are rendered generally at home, but include services rendered in a group setting, such as an adult day care center, or where human assistance is required to aid in necessary travel, such as to a physician’s office.

CDSMP or CDSME -- Chronic Disease Self-Management Program or Education

An evidence-based program developed by Stanford University the Chronic Disease Self- Management Program is a workshop given two and a half hours, once a week, for six weeks, in community settings such as senior centers, churches, libraries and hospitals. People with different chronic health problems attend together. Workshops are facilitated by two trained leaders, one or both of whom are non-health professionals with chronic diseases themselves.

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Contractor Any provider of Older Americans Program services funded via a professional/technical contract, social services contract, memorandum of understanding or other agreement with MetroAAA.

DSA -- The City of Albuquerque Department of Senior Affairs

DYFS -- The City of Albuquerque Department of Youth and Family Service

HDM -- Home Delivered Meals

I & A -- Information & Assistance

IADL -- Instrumental Activities of Daily Living

Indicates the person’s total score on the Lawton Instrumental Activities of Daily Living (IADL). Activities include ability to use the telephone, shopping, food preparation, housekeeping, laundry, mode of transportation, medication management, and ability to manage finances. A limitation is defined as being unable to perform the activity without substantial assistance (including verbal reminding, physical cueing, or supervision).

Informal Caregiver

An adult family member, or another individual, who is an informal provider of in-home and community care to an older individual or to an individual with Alzheimer’s disease or a related disorder with neurological and organic brain dysfunction.

MOW -- Meals on Wheels

NAPIS -- National Aging Program Information System

NAPIS was developed in the aging network to meet a mandate from the federal government in collecting a “minimum data set” of information on consumers served. This information generated mandated reports for ALTSD and ACL. This system was replaced by OAAPS in 2021.

OAA -- Older Americans Act

OAAPS -- Older Americans Act Performance System

ACL’s OAA Performance System collects information on Older Americans Act (OAA) Title III, VI, and VII programs. State Units provide detailed information on OAA program participants, services, and expenditures annually by submitting the State Program Report (SPR). The information is reported annually and can be viewed by visiting the AGing, 13 | P a g e

Independence, and Disability (AGID) Program Data Portal website. Replaced the previously used NAPIS system in 2021.

Older Adult

A person aged 60 years or older.

Older Relative Caregiver A caregiver who is age 55 or older; and lives with, is the informal provider of in-home and community care to, and is the primary caregiver for, a child or an individual with a disability.

In the case of a caregiver for a child, is the grandparent, step grandparent, or other relative (other than the parent) by blood, marriage, or adoption, of the child; is the primary caregiver of the child because the biological or adoptive parents are unable or unwilling to serve as the primary caregivers of the child; and has a legal relationship to the child, such as legal custody, adoption, or guardianship, or is raising the child informally. In the case of a caregiver for an individual with a disability, is the parent, grandparent, or other relative by blood, marriage, or adoption, of the individual with a disability.

RC -- Respite Care Short-term care delivered to an older person in lieu of his or her regular source of support.

Adult Day Care or in-home care that temporarily replaces the existing level of support received from an informal, non-paid caregiver for the purpose of providing care and supervision to the care recipient while relieving the caregiver.

RFP -- Request for Proposals

RSVP -- (formerly known as Retired and Senior Volunteer Program)

RSVP provides seniors with information on volunteer opportunities in the county, and matches them with agencies based on their skills, hobbies, interest, and available time. Assignments are numerous and diverse. Volunteering has been proven to be an excellent way to improve general health, both mental and physical.

WellSky

WellSky is a comprehensive consumer and case management computer database system, designed to meet the OAAPS (Older Americans Act Performance System) requirements established by the federal government for the Aging network. (Formerly SAMS - Social Assistance Management Software.)

VA -- Veterans Administration

III. A. ADMINISTRATIVE STANDARDS PSA 1 Policies and Procedures | July 1, 2025 14 | P a g e

III. A. ADMINISTRATIVE STANDARDS

1. INTRODUCTION

The functions of MetroAAA are carried out by a division within the City of Albuquerque Department of Youth and Family Services (DYFS). DYFS provides quality health and social services, housing, recreation and education to improve the quality of life for the entire Albuquerque community. These services are conducted primarily through contracts with non-profit and educational organizations.

The most common funding sources for MetroAAA are the U.S. Department of Health and Human Services, Administration for Community Living, Older Americans Act; New Mexico Aging and Long-Term Services Department (ALTSD); Bernalillo County; and the City’s General Fund.

MetroAAA and the DYFS Fiscal Division are responsible for developing implementing and maintaining projects through contract development and ensuring compliance with contractual and other administrative requirements. MetroAAA staff are assigned contracts for which they assume primary responsibility for project management. In order to effectively accomplish this function staff maintains a professional relationship with their assigned agencies and their representatives.

This is accomplished through ongoing dialogues and the management and coordination of contract related functions such as: provision of training and technical assistance, review and processing of applications for funding, contract development, record maintenance, processing requests for reimbursements, review of quarterly reports and compliance monitoring.

In addition to annual planning and contracting, MetroAAA submits a four-year Area Plan for a comprehensive, coordinated service delivery system for seniors based on a format determined by ALTSD. In developing the Area Plan, MetroAAA holds public hearings, analyzes population trends, evaluates best practices and uses other means to obtain the views of service recipients and other older individuals, service providers, caregivers, and other interested persons and entities in regard to policy development and the delivery of services and programs.

These Policies and Procedures are written to lay forth the general parameters and processes of service delivery. They are not meant to be all-inclusive. In those special cases where these policies do not provide the needed direction, MetroAAA staff will provide the appropriate technical guidance.

2. GENERAL OPERATING STANDARDS

The standards in these Policies and Procedures are established to ensure all services by Contractors of the City of Albuquerque/Bernalillo County Area Agency on Aging meet applicable federal, state and local requirements, regulations and contractual arrangements. Monitoring and assessments conducted by MetroAAA will validate each funded program to determine that these standards are followed.

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a. Contractors shall operate and provide services in accordance with the Older Americans Act and its regulations as amended, the Aging and Long-Term Services Department New Mexico Administrative Code and regulations, the City of Albuquerque/Bernalillo County Area Agency on Aging Policies and Procedures, applicable laws, ordinances and codes of federal, state and local governments, and provisions set forth in Contractor agreements with the City of Albuquerque.

b. Contractors shall maintain policies and procedures for delivering and reporting services funded by MetroAAA. Such policies and procedures shall be provided to MetroAAA, and shall clearly define any limitations of service. Amendments or revisions to Contractor policies and procedures regarding services funded by MetroAAA shall be provided to MetroAAA upon implementation.

c. Social Services Contractors shall comply with City procurement guidelines as set forth in the City of Albuquerque Code of Ordinances, Chapter 5: City Property, Purchases and Sales; City of Albuquerque Social Services Contracts Procurement Rules and the Administrative Requirements for Social Services Contracts Awarded Under the City of Albuquerque, as amended. Contact MetroAAA for the most recent version.

d. Consumers of services funded by MetroAAA shall meet the general and specific requirements for each service as described in these Policies and Procedures in order for the service(s) provided to be eligible for payment according to the contract.

e. Contractors shall follow-up on all referrals for service made to the Contractor by a MetroAAA provider.

f. Contractors shall immediately report cases of suspected abuse, neglect, and exploitation to adult protective services, and report to designated authorities any conditions or circumstances which place participants in imminent danger.

g. Contractors shall ensure consumers experience no interruption in service between subsequent contracts.

h. To the maximum extent feasible, the Contractor 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.

i. Older Americans Program services funded via MetroAAA are not considered an entitlement: An eligible individual does not have a right, or a claim, to receiving a service.

j. Contractors shall work with consumers and their caregivers to qualify consumers for reimbursement of services through appropriate funding sources (i.e. private pay, Title XX, Centennial Care, VA, etc.).

k. Any individual not eligible for services funded by MetroAAA shall pay the full cost of a service received, unless otherwise noted in these Policies and Procedures.

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l. Each participant must be provided an opportunity to contribute to the service received. (See

III.C.)

m. Contractors shall conduct consumer satisfaction surveys to collect feedback annually.

Appendix 1 contains MetroAAA’s required consumer satisfaction questions. Questions and results shall be provided to MetroAAA at such times and in such formats as defined by the City per the terms of the contract.

n. Contractors shall make the MetroAAA Grievance Policy (see Section III.B.) available to all consumers, including those dissatisfied with or denied services, upon request.

o. All consumer, service delivery, program and financial records regarding services funded by MetroAAA shall be maintained in a format approved by MetroAAA for at least five (5) years after the end date of the agreement.

p. Contractors shall maintain documentation on all services provided in a format approved by MetroAAA.

q. All personal information of consumers will be maintained in a confidential manner, its access restricted to authorized individuals only.

r. Consumer, service delivery and fiscal reporting shall be provided to MetroAAA at such times and in such formats as defined by the City per the terms of the contract.

s. Contractors shall maintain current affirmative action plans. In implementing personnel hiring procedures, older individuals will be given preference and elders will be actively recruited for all available positions.

t. In accordance with provisions reflected in City agreements for services funded by the Older Americans Program, Contractors:

1. shall meet all the requirements of the Americans With Disabilities Act of 1990 (the “ADA”), and all applicable rules and regulations, which are imposed directly on the Contractor or which would be imposed on the City as a public entity;

2. shall comply with Title VI of the Civil Rights Act of 1965 as now enacted or hereafter amended, and shall not discriminate against individuals because of age, race, color, creed, ethnic origin, gender or sexual preference in administering programs or providing services;

3. shall comply with Section 504 of the Rehabilitation Act of 1973, and shall ensure that facilities and services are made accessible to individuals with disabilities.

4. 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).

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u. Any nonprofit organization which receives funds appropriated by the City, or which has a member of its governing body as an elected official, or appointed administrative official, as a representative of the City, is subject to the requirements of City of Albuquerque Code of Ordinances, Chapter 2: Government, Article 5: Public Interest Organizations requiring open meetings. The Contractor agrees to comply with all such requirements, if applicable.

v. Services to any consumer shall not be terminated without prior approval of the Case Manager or MetroAAA, except in situations where the Contractor has reasonable grounds to believe that continuation of the services jeopardizes the welfare of the Contractor staff or other individuals. In such situations, immediate notification of the reasons for termination shall be provided to MetroAAA and the Case Manager.

3. FINANCIAL STANDARDS

a. Financial standards including budgetary guidelines, fund accounting, and amendments to agreements identified in the Administrative Requirements for Social Services Contracts Awarded Under the City of Albuquerque, as amended, must be adhered to by all Contractors.

b. Funds awarded are subject to the federal government’s Office of Management and Budget (OMB) Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (commonly called "Uniform Guidance") as applicable. Such documents are the prime federal references governing the use of funds awarded and the responsibilities of the Contractor.

c. The Contractor shall have and maintain financial policies and procedures, an accounting system, purchasing policies and procedures (including bid requirements) that adhere to generally accepted accounting and management standards and policies. Such a document shall be made available for inspection and determination by the City as to its acceptability.

d. The budget contained in the agreement with the City is the controlling document for all line item expenditures. Amendments to an agreement must be submitted to MetroAAA for approval at least 30 days prior to the proposed implementation date. All amendments accepted will be formalized through a supplemental agreement to the original agreement.

Amendment requests must be submitted by April 15 of each program year.

4. PERSONNEL STANDARDS

a. The Contractor shall have a documented set of personnel policies and procedures, including fringe benefits, if any, available to the Contractor’s employees and which have been formally adopted by its governing board. Such a document shall be made available for inspection and determination by the City as to its acceptability.

b. Each staff employed by the Contractor shall have a current job description on file.

c. The Contractor shall have, or will secure, all personnel required in performing all of the services required to meet goals under the agreement awarded.

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d. The Contractor shall ensure all staff receive appropriate and current training to adequately perform service delivery requirements set forth in the agreement.

e. The Contractor shall ensure all services provided under an agreement with the City are performed by personnel who are fully qualified and, as appropriate, background-checked and authorized or licensed under state or local law to perform services set forth in the agreement.

5. BUILDING/FACILITY STANDARDS

a. The Contractor shall ensure all facilities used by older persons in the delivery of Older Americans Program services comply, both internally and externally, with all laws, rules, regulations and requirements of the Americans With Disabilities Act of 1990 (the “ADA”).

b. The Contractor shall ensure buildings and facilities utilized under the agreement comply with fire, safety, health and sanitation codes and all required inspections are kept current.

6. PROPERTY MANAGEMENT STANDARDS

Property management standards including acquisition guidelines, title, inventory listings and disposition are identified in the Administrative Requirements for Social Services Contracts Awarded Under the City of Albuquerque, as amended, and must be adhered to by all Contractors.

III. B. CONFLICT OF INTEREST POLICY PSA 1 Policies and Procedures | July 1, 2025 19 | P a g e

III. B. CONFLICT OF INTEREST POLICY

MetroAAA safeguards against conflicts of interest on the part of MetroAAA, MetroAAA employees, advisory council members, and agencies who have responsibilities relating to MetroAAA contracts. These policies and procedures establish mechanisms to avoid both actual and perceived conflicts of interest and to identify, remove, and remedy any existing or potential conflicts of interest at organizational and individual levels, including:

Contractors shall comply with the Administrative Requirements for Social Services Contracts Awarded Under the City of Albuquerque, as amended, regarding Conflict of Interest and Nepotism:

10.A.(2)(b) Conflict of Interest:

(i) Agency standards must include written Conflict of Interest policies and procedures which apply to the procurement and disposition of all Real Property, Equipment, supplies, and services by the Contractor and to the Contractor's provision of assistance to individuals, businesses, and other entities.

(ii) Conflict of Interest policies and procedures must provide that no person who exercises any functions or responsibilities with respect to organization or Agency activities, or who are in a position to participate in a decision-making process, may obtain a personal or financial interest or benefit from an organization or Agency activity, either for themselves or those with whom they have family or business ties, during their tenure or for one year thereafter.

10.A.(3)(c) Nepotism. The nonprofit shall not employ Immediate Family or any Close Relative of any board member, officer or managing/supervisory employee. Agency standards must include written procedure for disclosing employment of any two people who are Immediate Family or Close Relatives of each other in their personnel file.

III. C. GRIEVANCE POLICY PSA 1 Policies and Procedures | July 1, 2025 20 | P a g e

III. C. GRIEVANCE POLICY

Any consumer expressing dissatisfaction with services provided by a Contractor of the City of Albuquerque/Bernalillo County Area Agency on Aging or individual denied services funded via the Older Americans Program has the right to file a complaint or grievance without fear of reprisal and/or negative repercussions.

Individuals expressing such dissatisfaction must be informed of the following process:

1. Complainant shall provide a written complaint or grievance to respective service provider program manager or above within five days of occurrence.

2. The service provider staff shall make every effort to resolve the situation within fourteen days of receiving the complaint or grievance. The service provider staff responds to the complainant in writing.

3. If the complainant is not satisfied with the outcome, the complainant shall be instructed to forward a copy of the original complaint or grievance and the written response from the program manager to the Area Agency on Aging for consideration.

The Area Agency on Aging will submit a final determination to the complainant. If needed, assistance of the City of Albuquerque administration and/or the New Mexico Aging and Long- Term Services Department will be requested to arrive at a final determination of the complaint or grievance.

III. D CONTRIBUTION POLICY PSA 1 Policies and Procedures | July 1, 2025 21 | P a g e

III. D. CONTRIBUTION POLICY

In accordance with Section 315(b)(4) of the Older Americans Act and 9.2.3.11 NMAC, Contactors shall provide each person who receives Older Americans Program services an opportunity to voluntarily, confidentially and free from pressure contribute to the cost of services rendered.

GENERAL PROVISIONS

Contributions shall not be a requirement for participation in any Older American Program.

Contractors shall not means test for any service for which Older American Program contributions are accepted, nor deny Older American Program services to any eligible individual who does not contribute.

Contractors may solicit voluntary contributions for all Older Americans Program services, provided that the method of solicitation is non-coercive. Contractors shall consult with MetroAAA and older individuals in the community to determine the best method(s) for accepting voluntary contributions.

Contractors may develop a suggested contribution schedule for services provided with Older Americans Program funds. In developing such a schedule, the Contractor may consider the income ranges of older persons in the Contractor’s community as well as the Contractor’s other sources of income, but shall not means test any consumer.

IMPLEMENTATION

Contractors shall:

1. establish policies and procedures for soliciting, safeguarding, and accounting for contributions.

2. clearly inform each consumer that there is no obligation to contribute, and that contribution is voluntary.

3. not means test for any service for which contributions are accepted, or deny services to any consumer who does not contribute.

4. protect the privacy and confidentiality of each consumer with respect to any contribution, or lack of contribution. Contributions must be anonymous with respect to both the amount contributed and the person contributing.

5. use any collected contributions to expand the service(s) for which the contributions were given.

Contributions are considered Program Income and must be accounted for in compliance with the Administrative Requirements using the Addition approach. Program Income shall be expended prior to requesting MetroAAA funds.

6. estimate suggested contribution levels every six (6) months based on the full cost of services provided.

III. D CONTRIBUTION POLICY PSA 1 Policies and Procedures | July 1, 2025 22 | P a g e

7. post information regarding any suggested contributions at the service premises in a location convenient to the consumers.

8. ensure that requirements, such as a membership fee or requirement, which discourage or prohibit participation are prohibited when Older Americans Program funds are used to support any portion of the cost of the service provided.

9. deposit contributions on a daily basis unless otherwise approved by MetroAAA and provide for appropriate source documentation to trace contributions received. (A summary of the contributions received each month must be submitted to MetroAAA on the Agency’s invoice as Program Income. Program Income is deducted from the amount the City reimburses, but not the contract amount, ensuring Program Income expands the program.)

10. budget and expend contributions within the contract year in which it was earned and in the service from which it derived.

III. E. COST SHARING SLIDING FEE SCALE PSA 1 Policies and Procedures | July 1, 2025 23 | P a g e

III. E. COST SHARING SLIDING FEE SCALE

In accordance with Section 315(a) of the Older Americans Act and 9.2.3.12 NMAC, MetroAAA may authorize Contractors to implement Cost Sharing through a Sliding Fee Scale. A Sliding Fee Scale is a graduated series of fees to be paid based on amount of income.

Under no circumstances shall the following services be eligible for Cost Sharing if Older Americans Program funds are used:

1. Congregate Meals

2. Home Delivered Meals

3. Legal Assistance

4. Information & Assistance

5. Outreach

6. Case Management

7. Benefits Counseling

8. Consumer Protection Services

9. Elder Abuse Prevention

10. Ombudsman Services

11. Any services delivered through tribal organizations

GENERAL PROVISIONS

A Cost Sharing Sliding Fee Scale shall be based on self-declared consumer income and documented Contractor cost of delivering services. Fees shall be based on the actual cost of providing a service and cannot exceed the Contractor’s actual cost of providing a service. Cost Sharing is intended to cover a fair share of the actual cost to provide a service, including administration and overhead.

The basis for a Sliding Fee Scale shall be the U.S. Federal Poverty Guidelines. The “near poverty” threshold is defined as 125 percent (125%) of the poverty level. Individuals and families whose after-tax income is at or below the "near poverty” threshold shall not be charged for services.

Current Federal Poverty Guidelines can be found online: https://aspe.hhs.gov/poverty-guidelines or by contacting MetroAAA.

With regard to any fees charged for Older Americans Program services, determination of a consumer’s fee for a service shall be based on a consumer’s confidential self-declaration of after-tax income, and spouse’s after-tax income (if applicable), without verification. Assets, savings, or other property owned may not be considered in determining the fee for a service.

A consumer’s privacy and confidentiality must be protected with respect to the declaration or non-declaration of individual income and to any share of costs paid or unpaid by a consumer.

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Contractors shall protect the privacy and confidentiality of consumers regardless of Cost Sharing contribution level.

Older Americans Program services shall not be denied due to the income of an individual or a consumer’s failure to make a cost sharing payment.

Revenues generated by a Cost Sharing program shall be spent on the same program that generates the funds in order to enhance the program. Cost Sharing revenues are not Program Income.

Separate and distinct Cost Sharing financial accounting records shall be maintained for each authorized program, and reported to MetroAAA monthly. Revenues generated for each approved cost sharing program must be budgeted, reported and spent on the same program that funds are generated from. All revenues generated by Cost Saving must be expended by the end (June 30) of the contract year in which they are received.

Services eligible for Cost Sharing include, and, if Older Americans Program funds are used, are limited to:

1. Transportation

2. Assisted Transportation

3. Shopping Assistance

4. Adult Day Care/Day Health Care

5. Homemaker/Housekeeping

6. Personal Care

7. Home Health

8. Respite Care

9. Home Repair

10. Chores

11. Escort

12. Recreation/Socialization

13. Physical Fitness//Health Promotion (Non-Evidence Based)

14. Education/Training

15. Home Safety/Accident Prevention.

IMPLEMENTATION

1. Contractors shall receive MetroAAA approval of a Cost Sharing Sliding Fee Scale proposal for each service prior to implementation. To be considered, the proposal must include:

a. detailed description of the service(s) to be provided

b. cost of delivering service

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c. fee structure

d. plan for implementation

e. procedures to safeguard and account for Cost Sharing revenue

f. procedures to ensure consumer confidentiality

g. assurance Older Americans Program services shall not be denied due to the income of an individual or an individual’s failure to make a cost sharing payment.

2. Prior to approval of a Cost Sharing proposal, MetroAAA will solicit the views of older individuals, providers, and other stakeholders. Approvals of a Cost Sharing Sliding Fee Scale and service delivery activities for each proposal will be made a part of MetroAAA’s program guidance and oversight. Approvals are granted for a period of one year. MetroAAA may grant short-term approval of a proposal to test the concept.

3. If a Cost Sharing Sliding Fee Scale is approved and implemented, individuals to be served must be informed that the service is provided on a fee-for-service basis and be notified of the sliding fee scale. Consumers shall be notified services will not be denied due to the income of an individual or an individual’s failure to make a cost sharing payment. A description of the scale including criteria, policies, and payments must be written in language(s) reflecting the reading abilities of older individuals served and posted in high visibility areas. Such posting must include a statement that no services will be denied for failure to pay any fee.

4. A Cost Sharing rate may be adjusted or waived while the consumer is receiving a service in cases where the income of a consumer is substantially reduced or increased, due to changing circumstances. Such instances shall be documented and remain confidential.

III. F. TARGETING PSA 1 Policies and Procedures | July 1, 2025 26 | P a g e

III. F. TARGETING

All Older Americans Program services are targeted 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.”

“Greatest economic need” is need resulting from an income level at or below the federal poverty level.

Current Federal Poverty Guidelines can be found online: https://aspe.hhs.gov/poverty-guidelines or by contacting MetroAAA.

“Greatest social need” is need caused by noneconomic factors which include physical and mental disabilities; language barriers; and cultural, social or geographical isolation, including isolation caused by racial or ethnic status, that restricts an individual’s ability to perform normal daily tasks or which threatens an individual’s capacity to live independently.

III. G. GENERAL CONSUMER ELIGIBILITY PSA 1 Policies and Procedures | July 1, 2025 27 | P a g e

III. G. GENERAL CONSUMER ELIGIBILITY

Age 60 or older

Reside in Bernalillo County, New Mexico (PSA1)

Not receiving same services from other federal or state funding sources (i.e. Centennial Care, VA, Title XX D&E waiver, APS, etc.)

Not receiving institutional care.

Exceptions to these criteria exist for certain services: Clarification will be provided under the specific service and through direction from MetroAAA.

III. H. NUTRITION SERVICES INCENTIVE PROGRAM (NSIP) PSA 1 Policies and Procedures | July 1, 2025 28 | P a g e

III. H. NUTRITION SERVICES INCENTIVE PROGRAM (NSIP)

NSIP is a federal program administered by the Department of Health and Human Service's Administration for Community Living (ACL). NSIP funds shall only be used to purchase domestically produced food and cannot be used to pay for any other operational costs, administrative costs or nutrition-related services. NSIP funds shall only be used to purchase domestically produced food for meals served to an eligible person in the Congregate or Home Delivered Nutrition Program. Domestically produced foods are defined as: food grown in States/Territories/Tribes or food products processed/produced in States/Territories/Tribes. Coffee, tea, cocoa, decaffeinated beverages, fruits, and vegetables grown outside of the U.S. are not reimbursable. (See 9.2.18.17 NMAC)

ELIGIBILITY

MetroAAA shall only reimburse Congregate and Home Delivered meals served to NSIP-eligible consumers. The following individuals are eligible for NSIP benefits:

Congregate Nutrition Program

• Person 60 years of age or older.

• Spouse of an age-eligible person, regardless of age.

• Widow/Widower, regardless of age, who participated in the Congregate Nutrition Program not subsequently married to a non-eligible person.

• Disabled person who lives in elderly housing facility or development where congregate meals are served, regardless of age.

• Disabled person who resides at home with and accompanies an age-eligible participant to the

Congregate Nutrition Program, regardless of age.

• Volunteer who assists in the meal service.

Home Delivered Nutrition Program

• Person 60 years of age or older, determined by Case Management as homebound.

• Spouse of a person receiving home delivered meals through Home Delivered Nutrition

Program, regardless of age.

• Widow/Widower, regardless of age, who participated in the Home Delivered Nutrition

Program not subsequently married to a non-eligible person.

• Disabled person who resides at home with a person receiving home delivered meals through

Home Delivered Nutrition Program, regardless of age.

• Volunteer who assists in the meal service.

Any meal served by a provider to NSIP-eligible individuals which meets RDA requirements, regardless of funding source for the meal, shall be reported. However, only programs funded with Title III federal funds are eligible to receive NSIP funding assistance.

IV. A. ADULT DAY CARE/HEALTH, RESPITE (OUT-OF-HOME, DAY) PSA 1 Policies and Procedures | July 1, 2025 29 | P a g e

IV. A. ADULT DAY CARE/HEALTH, RESPITE (OUT-OF-HOME, DAY)

ADULT DAY CARE/HEALTH

1 HOUR (PARTIAL HOUR MAY BE REPORTED TO TWO DECIMAL PLACES, E.G. 0.25

HOURS.)— Services or activities provided to adults who require care and supervision in a protective setting for a portion of a 24-hour day. Includes out of home supervision, health care, recreation, and/or independent living skills training offered in centers most commonly known as Adult Day, Adult Day Health, Senior Centers, and Disability Day Programs.

EXAMPLE: Services are provided at a licensed freestanding adult day care center, or in an adult day care center adjacent to a senior center.

RESPITE (OUT-OF-HOME, DAY)

HOURS.)— A respite service provided in settings other than the caregiver/care receiver’s home, including adult day care, senior center or other non-residential setting (in the case of older relatives raising children, day camps), where an overnight stay does not occur that allows the caregiver time away to do other activities.

SERVICE DESCRIPTION

Adult Day Care is designed to support and assist Informal Caregivers so they may continue to care for their loved ones in good health with minimal stress, preventing or delaying the need for institutionalization.

Adult Day Care services assist individuals with mental and developmental disabilities, chronic medical conditions, diagnoses and impairments, frail individuals, and persons with Alzheimer’s disease or related dementias.