60-62400-26-01964_SS Determination_COMMUNITY SERVICES CENTER 7.2.26.pdf.PDF

2026 Sole Source Form

STATE OF NEW MEXICO

SOLE SOURCE REQUEST AND DETERMINATION FORM

A sole source determination is not effective until the sole source request for determination has been posted for thirty (30) calendar days without Protest and subsequently approved in writing by the State Purchasing Agent. The foregoing requirement is regardless of whether the sole source request for determination has been signed by the Agency.

I. Name of Agency: Aging & Long-Term Services Department

Agency Chief Procurement Officer: Marlene Acosta

Telephone Number: 505-629-3687

Agency Contact for this request: Marlene Acosta

Email Address marlene.acosta1@altsd.nm.gov

II. Name of prospective Contractor: Community Services Center

SHARE Vendor Number (must be active): 0000054540

Address of prospective Contractor: 1100 Community Way, Portales, NM 88130

Contact Name, Telephone Number and Email Address: Josie M. Madrid, csc@yucca.net, 575-356-8576

Amount of prospective INCLUDING TAX: $215,000.00

III. Term of prospective contract: September 1, 2026 through June 30, 2027

Note: Please refer to §13-1-150 for contract term limits.

If this is an amendment request to an existing contract, include current sole source posting number issued by SPD: N/A

IV. If this is a Sole Source for new or existing IT software licensing subscription(s), Agency is required to upload the Contractor’s draft Service Level Agreement (SLA) with the Sole

Source online submission. N/A

V. Agency is required to provide the detailed scope of work (or amendment) for this sole source. Scope of work must match the scope included in the services determination and

Horizons declination.

Docusign Envelope ID: B8356CD7-BE82-8CD5-8101-AFDFBF17EA2A mailto:marlene.acosta1@altsd.nm.gov mailto:csc@yucca.net

Community Services Center (serves Roosevelt County and only Curry County for SCP)

Foster Grandparent Program (FGP) 5 Volunteer Service Years (VSY), 5,220 service hours and $48,634.65

Senior Companion Program (SCP) 13 Volunteer Service Years (VSY), 13,572 service hours and $120,613.61

Care Companion Program (CCP) 1 Volunteer Service Years (VSY), 1,044 service hours and $21,680.05

RSVP Program 24 Volunteers, 24,000 service hours and $ 24,071.71

Annual Contract Allocation: $215,000.00

SCOPE OF WORK:

1. PURPOSE

The Aging & Long-Term Services Department (ALTSD), hereinafter referred to as Department, provide meaningful opportunities for older adults to engage in their communities in Roosevelt

County and Curry County only for SCP, and help address critical community needs. For the purposes of this Scope of Work, “Services” is defined as the Foster Grandparent Program (FGP), the Senior Companion Program (SCP), Care Companion Program (CCP), and the RSVP

(formally Retired Senior Volunteer Program). Descriptions and authorizations for the Services are set forth below. The Services should produce results that support ALTSD’s mission and goals set forth in its Strategic Plan. The Services provided for in this Contract shall address the following specific issue and/or deliverable: supporting older adults to remain independent, at home, and contributing to the community.

Services provided for under this Contract in ROOSEVELT COUNTY AND CURRY

COUNTY ONLY FOR SCP are as follows:

a. The Foster Grandparent Program (FGP) The purpose of the program is to provide opportunities for persons aged 55 or older with low incomes to provide supportive person-to-person services to help alleviate the physical, mental, or emotional problems of youth, less than 21 years of age, with special or exceptional needs.

b. The Senior Companion Program (SCP) The purpose of the program is to provide opportunities for persons aged 55 or older with low incomes to provide supportive person-to-person services to adults aged 55 and older with health and functional limitations to enable them to remain as independent as possible in their own homes.

c. The Care Companion Program (CCP) provides companionship to adults aged 55 or older residing in assisted living and long-term care facilities. Volunteers do not act as facility support nor should they be performing the role of a staff member at the facility.

CCP volunteers must be a minimum of 18 years of age, and neither the volunteer’s nor resident’s income level is a determining factor for participating in the CCP.

d. RSVP (formally Retired Senior Volunteer Program) secures and facilitates a variety of opportunities for persons aged 55 and older to contribute their skills and expertise to community projects and organizations. The purpose of the program is to provide opportunities for people aged 55 or older to engage in volunteer activities designed to meet critical community needs.

2. POPULATIONS TO BE SERVED

a. FGP volunteers shall serve youth under the age of 21 who have special or exceptional needs, through one-on-one tutoring and mentoring, to maintain or improve the youths’ health status and psychosocial functioning.

b. SCP volunteers shall serve adults aged 55 and older with physical, emotional and/or mental health limitations by providing person-to-person support and companionship necessary to maintain the adults’ independent living and an enhanced quality of life.

c. CCP volunteers are to provide companionship to individual facility residents, particularly ones who generally do not receive visitors on a regular basis.

d. RSVP volunteers shall serve their communities by participating in special projects and supporting organizations to meet identified critical needs.

The Contractor shall be responsible for the provision of Services in which shall be referred to as the “Service Area.”

3. RESPONSIBILITIES OF THE CONTRACTOR

a. Program Requirements:

i. The Contractor must be designated as an official AmeriCorps Seniors program through the federal AmeriCorps organization in the designated Service Area.

ii. As required by the Department, the Contractor shall administer all or part of the Services in the designated Service Area, in accordance with the finalized, fully executed contract.

iii. The Contractor shall comply with all New Mexico laws, rules and regulations (9.2.14

NMAC; 9.2.15 NMAC; 9.2.16 NMAC), Department policies and procedures, and

AmeriCorps Seniors federal statutes and guidelines (FGP, SCP, RSVP handbooks).

iv. The Contractor will provide ALTSD SSB with copies of their approved Federal E-Grant application(s) and Federal budget(s) as validation of sanction in good standing with

AmeriCorps Seniors prior to the start of each fiscal year. In the event an approved

Federal E-Grant application and Federal budget are not available, an unapproved (system generated) Federal E-Grant application and Federal budget may temporarily be submitted until the time the approved Federal Grant and budget are available.

v. The Contractor shall establish and maintain staff positions to perform all contractual obligations including but not limited to management, supervision, service provision coordination, accounting, data collection, and reporting.

vi. The Contractor shall be responsible for outreach, recruitment, and placement of volunteers in Volunteer Station(s). As used in this Contract, Volunteer Stations are public agencies, secular or faith-based private non-profit organizations, or health care organizations that accept the responsibility of assignment and supervision of volunteers.

a. The placement of volunteers shall be governed by a Memorandum of Understanding

(MOU) between the Contractor and the Volunteer Station(s). If a MOU does not exist between the Contractor and the Volunteer Station, the Contractor shall execute said

MOU within fifteen (15) days of final execution of this Contract.

b. The Contractor shall set quarterly progress milestones (e.g., 25% per quarter toward annual goals).

c. The Contractor shall meet 100% of VSY (Volunteer Service Year) and service hours per Section 5 Service Provision of this scope of work and increase volunteer recruitment efforts to maintain compliance.

d. Contractor will develop a volunteer satisfaction survey to be distributed to and completed bi-annually by program volunteers. Volunteer satisfaction rate should be a minimum of seventy-five (75%) percent.

e. Ensure new volunteers finish onboarding and training within 30 days of commitment to program.

f. Track and meet a minimum monthly completion of twenty (20) hours of service per volunteer at five (5) hours per week and up to forty (40) hours per week, not to exceed one hundred sixty (160) hours of service per month.

g. Complete an annual volunteer and volunteer workstation assessment for each volunteer to be completed within the term of this contract.

h. Monitoring cost-efficiency measures such as cost performance, cost per hour of service and expense/revenue ratio to ensure resources are used optimally and effectively. Monitor budget utilization to identify. and correct inefficiencies ensuring projects remain within budget and aligned with performance goals.

i. Contractor shall aim for one hundred (100%) percent of newly onboarded volunteers to complete a minimum of one year of service with seventy-five (75%) percent of volunteers completing more than one calendar service year.

vii. In conjunction with a Volunteer Station, the Contractor shall develop an assignment plan which clearly sets forth the outcomes and expectations as well as the criteria by which each volunteer will be measured. The assignment plan shall also contain documentation demonstrating whether deliverables as set forth in the Contract have been met. The activity plan shall be in writing and implemented within 15 days of the volunteer’s start date. The Contractor shall provide to the Department each volunteer’s assignment plan within 5 days of the Department’s written request.

viii. The Contractor shall comply with the National Service Criminal History Check (Criminal

Check) requirements for volunteers and employees prior to a volunteer’s start date. All required Criminal Checks will be completed at the Contractor’s expense. Criminal

Checks are an allowable expense under the contract.

ix. The Contractor shall ensure that each volunteer meets the eligibility criteria as required by AmeriCorps Seniors program regulations and handbooks.

x. The Contractor shall ensure that all required paperwork and forms are completed and current for all volunteers with the AmeriCorps Seniors handbook. The Contractor shall provide to the Department all AmeriCorps Seniors required paperwork and forms within five (5) days of the Department’s written request.

xi. The Contractor shall plan and implement annual recognition events for volunteers in accordance with the AmeriCorps Seniors program handbook and in coordination with its

Advisory Council. Recognition events shall be permitted one-time per state fiscal year

(per FGP, SCP, CCP, and RSVP program if held separately), without prior written permission from the Department. The Contractor shall include documentation, including the number of recognition event attendees in its bi-annual report to the Department.

xii. The contractor must establish written policies and procedures and provide copies to volunteers and the Department as requested or when revised. The Contractor must ensure policy and procedures include the requirements outlined within the FGP, SCP, and RSVP

AmeriCorps Seniors handbooks, and state CCP program guidance.

xiii. The Contractor shall notify their designated Department Program Coordinator if they become aware of any circumstances that may impede their ability to meet the established performance measures outlined in this contract. Such notification shall be made in writing and include a detailed description of the issue, potential impacts, and proposed solutions, if applicable.

b. Performance Measures/ Fiscal Requirements:

i. The Contractor shall develop and submit an annual budget that identifies all projected services, expenditures, and outlines how all funds will be spent, including justification for each program to coincide with awarded amounts within the Department’s deadline. Separate budgets and justifications are to be submitted for each program - FGP, SCP, RSVP, and each service area, administered by the Contractor.

ii. The Contractor shall submit to the Department monthly an invoice for reimbursement not to exceed fifty percent of the total allocation expended for expenditures during the months of July 2026 through December 2026. [Section

6-3-6 NMSA 1978, State Budget Division; Periodic Allotments] The expenditures for any state agency for the first six-month period of each odd-numbered fiscal year shall be limited to one-half of the appropriation or approved budget, whichever is less, for that fiscal year.

iii. The invoice for reimbursement shall be due on the 12th day of the month, for the prior month’s expenditure until all funds are spent, and a final report shall be due as required by the Department each year. Contractor will not be reimbursed by State funds for:

a. The purchase of raw or cooked food, edible products, flatware, crockery, decorations, etc. unless related to annual Volunteer recognition event.

b. Grantee staff mileage in the form of fuel purchase reimbursement. Mileage reimbursement is restricted to actual miles driven based on a cost-per-mile rate set by the sponsor via written policy equal to or less than the standard Federal mileage rate.

Mileage reimbursement to volunteers must be based on a cost-per-mile rate set by the sponsor via written policy. Volunteers are reimbursed for actual mileage within the limits of available funds and local project reimbursement policy not to exceed the current standard Federal mileage rate. Volunteers cannot be reimbursed in excess of actual costs, or on a per capita basis, for transporting other volunteers.

c. Volunteer costs tied to telework activates not identified as allowable per State rules and regulations, AmeriCorps Senior Corp FGP, SCP, RSVP handbooks, CCP state provided guidance, and state contractual requirements. Teleworking Volunteers are eligible to receive a stipend for allowable activities only as identified within the AmeriCorps

Seniors FGP, SCP, and RSVP handbooks.

d. Volunteer meals received through Title III of OAA Local nutrition programs.

e. Operating costs tied to volunteer activates NOT identified as allowable per federal and state rules and regulations and not included in the approved program operating budget.

f. Expenses occurring outside the month being invoiced. Such expenses are considered

“adjustments” and must be identified as such on the invoice. An explanation for any

"adjustment" must be provided on the invoice page submitted by the contractor.

Expenses occurring outside of the current state fiscal year must not be submitted for reimbursement. These expenses are considered “prior year” and not reimbursable under this contract.

g. The purchase of gift cards, staff or volunteer monetary bonuses, or cash gifts.

h. Recognition gift purchases that exceed $80.00 per volunteer per fiscal year including food costs for catered and non-catered events.

i. Purchases for a single item of more than $500.00 that are not included as part of the original approved contract budget. Such purchases must be pre-approved by the

Department, and it must be necessary to continue program operations. Approval requests for these types of purchases must be through submission of a letter of justification to the program’s assigned ALTSD Senior Services Bureau (SSB) Program Coordinator.

j. The contractor may fully expend administrative funds prior to the fiscal year end;

however, the contract is required to comply with contract deliverables outlined in this scope of work through the contract term date or until the contract allocation is fully expended.

k. The contract shall manage monthly expenditures to allow for twelve (12) full months of service hours and operating costs to be covered with this contract allocation. The

Department recommends contractors do not exceed 1/12 of the total contract allocation per month in expenditures.

iv. The Contractor shall upload to the corresponding monthly file in Revver all invoices for reimbursement and supporting documentation to include workbook detail, statements, invoices and proof of payment, timesheets, general ledger, and any other financial documents necessary to validate expenditures.

v.The Contractor will evaluate allocation balances in collaboration with the assigned Program

Coordinator mid-fiscal year (December) to determine if there is a need to relinquish or request additional funding (if available). Inability by the Contractor to fully expend contract allocation by June 30 may result in a reduction in the contract allocation. If a contract amendment is initiated, the Contractor must complete a Budget Adjustment Request (BAR) form provided by the Department to reflect budgetary changes for Department approval prior to the contract amendment being fully executed. Approval of the BAR is at the discretion of the Department.

vi. The Contractor shall submit to the Department a Service Modification Request form when community need, identified by the Contractor or Department, warrants modification to the service provisions outlined within this contract. Service modification requests shall remain within the intent of FGP, SCP, and RSVP programs scope of work. Approval of service modification requests shall be determined by the Department.

vii. The Contractor shall submit to the Department a Budget Adjustment Request (BAR) for review and approval when the restructuring of allocation, increase to allocation, or decrease to allocation will result in changes to contracted volunteer service year (VSY) or hours of service.

Programs must separately track state funded VSYs, hours served, volunteers, etc. from other funding sources.

viii. The Contractor shall provide records, reports, other documents, and access to facilities as requested by Department staff within 5 business days.

c. Performance Measures/ Reporting Requirements:

i. The Contractor shall submit semi-annual narrative reports for the purpose of reporting program activities for the contract year using the template provided by the Department.

Contractor will submit a separate report per county (service area) and provide totals from those service areas. The Contractor shall upload the reports to the Revver system folder titled “Reports.” The due dates for the reports are as follows:

1. February 1st for the period September 1–December 31

2. June 30th for the period January 1– June 30

ii. The Contractor shall submit a semi-annual narrative report to the Revver folder titled

“Reports” by February 1.

iii. The Contractor shall submit a copy of the AmeriCorps Seniors annual Progress Report

Supplement document to the Department by February 1 in combination with the semi-annual narrative report to the Revver folder titled “Reports.”

iv. The Contractor shall submit quarterly volunteer data reports for the contract term utilizing the quarterly data surveys distributed by the Department. Each report is due according to the annual Volunteer Calendar provided by the Department (subject to change).

v. The Contractor shall keep all documentation, including, but not limited to, reports, data, forms, and invoices for a minimum of 6 years. Such documentation shall be made available to the Department within 5 days of its request.

4. DEPARTMENT OVERSIGHT

a. Department staff shall conduct periodic site visits (with or without notice) with the

Contractor, to evaluate progress, identify best practices or problem areas, and to determine actions to be taken by parties to resolve any issues that the Department identifies. The site visits will include, but are not limited to, visiting volunteer stations, clients, volunteer file review, fiscal review, and Contractors’ place of business.

b. Department staff shall conduct monitoring of the Contractor for compliance with performance measures and scope of work deliverables throughout the term of the contract, which may include desk reviews of fiscal and programmatic documentation, and on-site monitoring, the frequency of which shall be determined by the

Department, at its sole discretion. The Department shall produce, and provide to the

Contractor, a report(s) of its findings. The Contractor shall cooperate with

Department staff in the monitoring process by granting access to the Contractor’s program and fiscal records (for all funding sources, both electronic and hard copy).

c. The Department shall review, certify, and disburse reimbursements to the Contractor upon receipt of complete and accurate monthly invoices and supporting documentation to include workbook detail, statements, invoices and proof of payment, time sheets, general ledger, and any other financial document submitted by the Contractor to validate expenditures. The Department shall determine at its sole discretion whether an invoice and supporting documentation is sufficient, complete, and accurate to permit disbursement of funds.

d. The Contractor authorizes the Department, or their designees, to perform audits and/or inspections of its records, at any reasonable time, to assure compliance with state terms and/or to evaluate the Contractor's performance for all funding sources.

e. The Department has final authority over the use of state funds when circumstances arise that reveal conflicting guidance between Federal and State rules and regulation

f. Contractor allocation breakout will be calculated using state funding formula $9,000 per VSY with a mandatory $4,176 of the $9,000 being budgeted by the Contractor in stipends per VSY for FGP and SCP. RSVP allocation breakout will be calculated at

$1,000 per volunteer. The allocation breakouts will not exceed the individual program budget amounts.

g. The Department will calculate contract amendments to decrease FGP, SCP and RSVP allocations using the state funding formula of $9,000 per VSY with a mandatory

$4,176 of the $9,000 being removed from stipends per VSY. RSVP allocation reductions will be calculated at $1,000 per volunteer. All allocation reductions

(including CCP) will be assessed using the Contractor’s year-to-date expenditures, deliverable levels, and historical performance and deliverable compliance.

5. SERVICE PROVISION

a. The Department has adopted the AmeriCorps Seniors Volunteer Program Handbook based on federal regulations for each respective program as the operating standard for state funded projects. The Services provided are intended to benefit the clients served, the community, and the senior volunteers themselves. One Volunteer Service Year (VSY) is equal to 1,044 hours of volunteer service. One VSY is not representative of a single volunteer but rather a volunteer or grouping of volunteers performing hours of service that equal 1,044 hours cumulative.

b. Volunteer, clients, and persons served eligibility for state-funded Foster Grandparents, Senior Companion (includes state funded only CCP), and RSVP programs is the same as the eligibility for AmeriCorps Seniors. However, the department secretary may waive any provisions of the AmeriCorps Seniors programs handbook except those which will jeopardize a program’s continued federal sponsorship. [9.2.15.9 NMAC, Corporation for

National and Community Services Handbook].

c. FGP and SCP Volunteer Cost Reimbursements

AmeriCorps Senior volunteers, Foster Grandparent and Senior Companion Programs must serve from 5 to 40 hours a week. The stipend is payment to volunteers to enable them to serve without cost. Volunteer stipends are paid at $4.00 per hour. RSVP does not provide stipends or allowance to volunteers.

Services performed other than those identified above will not be eligible for stipend, cost reimbursement, or calculated towards the VSY or hours of service requirements per this contract.

d. Care Companion Volunteer Cost Reimbursements

Volunteers must serve from 5 to 40 hours a week. The stipend is payment to volunteers to enable them to serve without cost. Volunteer stipends are paid at $4.00 per hour.

The Contractor will provide the following Services in accordance with the final, fully executed contract and monitored through the Contractor’s submission of monthly invoices for reimbursement, Quarterly Reports, Narrative Reports, and Department annual program monitoring reviews:

i. Foster Grandparent Program (FGP): Recruit and place a minimum of 5 VSYs in schools, childcare centers, and other congregate settings for children or as allowable by AmeriCorps Seniors in Roosevelt County, and to provide a minimum of 5,220 hours of service during the contract period.

The goals of FGP are to:

Enable persons aged 55 and older with low incomes to remain physically and mentally active and to enhance their self-esteem through continued participation in community services.

Enable children with either exceptional or special needs to achieve improved physical, mental, emotional, and/or social development.

ii. Senior Companion Program (SCP): Recruit and place a minimum of 13 VSYs in the homes of frail and disabled elders or as allowable by AmeriCorps Seniors in

Roosevelt County, and to provide a minimum of 13,572 hours of service during the contract period.

The goals of SCP are to:

Enable persons aged 55 and older with low incomes to remain physically and mentally active and to enhance their self-esteem through continued participation in community services.

Enable older adults with health and functional limitations to remain as independent as possible in their own homes.

iii. Care Companion Program (CCP): Recruit and place a minimum of 1 VSY in assisted living and/or long-term care facilities in Roosevelt County, to provide a minimum of 1,044 hours of service during the contract period.

The goals of Care Companion Program are to:

Provide companionship to older adults 55 or older residing in assisted living and long-term care facilities, particularly those who generally do not receive visitors on a regular basis.

iv. RSVP: Recruit and place a minimum of 24 volunteers in community placements in

Roosevelt County, to provide a minimum of 24,000 hours of service during the contract period.

The goals of RSVP are to:

Enable persons aged 55 and older to remain physically and mentally active and to enhance their self-esteem through continued participation in community services.

Enable communities to enhance their efforts in meeting identified needs through using the skills of older adult volunteers.

VI. Provide a detailed explanation of the criteria developed and specified by the agency as necessary to perform and/or fulfill the contract and upon which the state agency reviewed available sources. (Do not use “technical jargon;” use plain English. Do not tailor the criteria simply to exclude other contractors if it is not rationally related to the purpose of the contract.)

AmeriCorps Seniors is a federal agency that improves lives, strengthens communities, and fosters civic participation through service and volunteering. Senior Corps, a division of

AmeriCorps Seniors, operates three volunteer programs for seniors: The Foster

Grandparent Program, the Senior Companion Program, and RSVP. The Aging and Long-

Term Services Department (ALTSD) receives an annual legislative appropriation to support the operations of local projects statewide under these three programs. ALTSD, in collaboration with the AmeirCorps Seniors, provides training and technical assistance to

Volunteer Programs statewide, as well as monitoring to ensure program compliance.

Volunteer Program contracts must be awarded only to organizations approved by the federal AmeriCorps Seniors. Programs approved by AmeriCorps Seniors must agree to comply with all requirements of the volunteer programs. Aging and Long-Term Services

Department utilizes the Federal Regulations governing the AmeriCorps Seniors Volunteer

Programs, specifically 45CFR 2551, 45CFR 2552, and 45CFR 2553, the most current

AmeriCorps Seniors Program Handbooks and the New Mexico Administrative Code

(9.2.14 NMAC; 9.2.15 NMAC; and 9.2.16 NMAC) for each respective program as the operating standards for state-funded projects.

VII. Provide a detailed, sufficient explanation of the reasons, qualifications, proprietary rights or unique capabilities of the prospective contractor that makes their company the only source capable of providing the required professional service, general service, construction or item(s) of tangible personal property. (Please do not state the source is the “best” source or the “least costly” source. Those factors do not justify a “sole source.”)

The attached allocation spreadsheet for Community Services Center and services in

Roosevelt County and Curry County (only for SCP) is approved by AmeriCorps Seniors and the NM ALTSD to provide Foster Grandparent, Senior Companion, Care Companion and/or RSVP services and specify which geographic area, or county, each program is currently approved to operate program(s) in. AmeriCorps Seniors will not support dual or competing programs in one community. Per AmeriCorps Seniors current and longstanding practice and Senior Corps programmatic structure of the

Senior Corps programs, there cannot be more than one stream of Senior Corps volunteer service per service area. Also, AmeriCorps Seniors and not the state of New Mexico pre-determines what entity occupies which service area per NMAC 9.2.15.9; therefore, a contract vehicle other than sole source is not appropriate.

For example, if the AmeriCorps Seniors awarded a Foster Grandparent Program grant to the City of Santa Fe and the City of Santa Fe administers the Foster Grandparent Program in Santa Fe County, no other Foster Grandparent Program can operate in Santa Fe County since there is an already existing federally approved program in that service area.

The state funds appropriated by the Legislature are intended to augment this federally administered program. Program staff receive specialized training in managing grants for

AmeriCorps Seniors Volunteer Programs. Grant cycles are for three years. Incumbent

FGP and SCP programs are invited by AmeriCorps Seniors to re-apply for a grant renewal based on the determination of a project’s demonstrated capacity to manage the grant and satisfactory performance in meeting established criteria and program compliance requirements. Programs will continue to serve as a contractor in the area in which they are approved until 1) the program voluntarily relinquishes sponsorship or 2) sponsorship is removed for non-compliance with AmeriCorps Seniors regulations. RSVP grants are on a federally competitive cycle. The grantees have to apply and be approved through

AmeriCorps grant cycle for AmeriCorps FGP, SCP, RSVP.

VIII. Provide a detailed, sufficient explanation of how the professional service, general service, construction or item(s) of tangible personal property is/are unique and how this uniqueness is substantially related to the intended purpose of the contract.

AmeriCorps Seniors in New Mexico is unique due to its deep integration with Native American communities, focus on rural and underserved areas, and its specialized, long-term administration by local municipal and state agencies. The program supports a significant number of volunteers

(55+) across three main branches Foster Grandparents, Senior Companions, Care Companion

(CCP), and RSVP.

IX. Provide a narrative description of the agency’s due diligence in determining the basis for the procurement, including procedures used by the agency to conduct a review of available sources such as researching trade publications, industry newsletters and the internet;;

contacting similar service providers; and reviewing the State Purchasing Divisions’

Statewide Price Agreements. Include a list of businesses contacted (do not state that no other businesses were contacted), date of contact, method of contact (telephone, mail, e-mail, other), and documentation demonstrating an explanation of why those businesses could not or would not, under any circumstances, perform the contract; or an explanation of why the agency has determined that no businesses other than the prospective contractor can perform the contract.

ALTSD adopts the most current AmeriCorps Seniors Foster Grandparent (FGP), Senior

Companion (SCP), RSVP program handbooks as the operating rules and procedures with which state-funded programs must comply NMAC Title 9 Chapter 2 part 14

9.2.14.9. Federal regulations requirements outline the sponsor is legally responsible for fulfilling all project management responsibilities necessary to accomplish the purposes of the program and may not delegate or contract these responsibilities to another entity.

Sponsor’s responsibilities are listed in 45 CFR 2552 Subpart B of the AmeriCorps

Seniors regulations.

Sponsors must manage federal grants awarded to them in accordance with all applicable

AmeriCorps Seniors FGP, SCP, and

RSVP Program Regulations (45 CFR 2552), the Notice of Grant Award (NGA) as well a s the term and conditions for AmeriCorps grants. The acceptance of the grant award from AmeriCorps Seniors creates a legal duty on the part of the grantee to use the available funds or resources in accordance with the terms and conditions of the assistance agreement. Only AmeriCorps Seniors Portfolio Managers, acting as the agent of the federal government, has the authority to award a grant and/or modify the terms of a grant.

Care Companion Program (CCP) is not an AmeriCorps Seniors federally recognized program. CCP was developed by ALTSD to align with the AmeriCorps Seniors operating rules and procedures and utilizes only state general fund to reimburse programs for operating costs.

http://www.ecfr.gov/cgi-bin/text-idx?c=ecfr&rgn=div5&view=text&node=45%3A4.1.9.11.35&idno=45 http://www.ecfr.gov/cgi-bin/text-idx?c=ecfr&rgn=div5&view=text&node=45%3A4.1.9.11.35&idno=45

Agency certifies this sole source submission complies with NMSA 1978, Sections 13-1-28 through 13-1-199, the New Mexico Administrative Code (NMAC) and Governmental Conduct

Act, NMSA 1978, Sections 10-16-1 through 10-16-18.

Certified by: Date:____________________

Marlene Acosta

ALTSD Chief Procurement Officer

Certifying Legal Sufficiency by: Date: ____________________

Craig Hay

ALTSD Chief General Counsel

Agency Approval by: Date: ____________________

Emily Kaltenbach

Cabinet Secretary or Designee

APPROVED: Date:____________________

State Purchasing Agent

If this sole source is being submitted by a governmental agency or governmental entity not under the authority of the State Purchasing Agent, the State Purchasing Agent’s signature is not required. The signature line may be removed from this form or marked as N/A. Hard Copy

Docusign Envelope ID: B8356CD7-BE82-8CD5-8101-AFDFBF17EA2A

7/2/2026

7/2/2026

7/2/2026

Documentation for Courtesy Postings do not need to be submitted to SPD for approval.

I. Name of Agency: Aging & Long-Term Services Department