7-1 AAA RFP 2025 728 YFS MB.docx

City of Albuquerque Department of Youth and Family Services Area Agency on Aging Request for Proposals from Nonprofit or Governmental Agencies for Social Services for Fiscal Year 2027

RFP Number: RFP-2025-728-YFS-MB

REQUEST FOR PROPOSALS

Contents:

1.0 Background

The City of Albuquerque has established priorities for funding and they include the following goals:

Goal 1: Human and Family Development: People of all ages have the opportunity to participate in the community and economy and are well sheltered, safe, healthy, and educated.

Goal 2: Public Safety: The public is safe and secure, and shares responsibility for maintaining a safe environment.

The Department of Youth and Family Services mission is to provide quality early learning, education, and recreation to promote healthy aging and improved quality of life for the entire Albuquerque Community.

In addition, the Department of Youth and Family Services has established a priority to fund projects that address the Social Drivers of Health to achieve greater well-being and equity for all. Substantial evidence confirms the link between social, economic and physical conditions and health outcome disparities. Social Drivers of Health include access to healthcare services, availability of services to support housing and behavioral health stability, lifelong education options, public safety and social services[footnoteRef:2]. [2: U.S. Department of Health and Human Services. Healthy People 2020 “Social Determinants of Health.” 2015]

Within the Department of Youth and Family Services, the City of Albuquerque/Bernalillo County Area Agency on Aging, administers federal Older Americans Act funds, state funds and local funds to provide a wide range of social, nutritional and at-risk services to persons age 60 and over within Bernalillo County. Two or more agreements may be awarded for each service described in Section 4.2. The availability of funds for each service is subject to annual approval of the Area Plan by the New Mexico Aging and Long-Term Services Department, final approval of the City Council, and where applicable availability of City General Funds.

The City of Albuquerque Department of Youth and Family Services adopted a process to solicit and review project proposals through the promulgated rule update November 24, 2021, as specified in the Social Services Contracts Procurement Rule available on the City’s website at https://www.cabq.gov/health-housing-homelessness/partner-resources.

Funds for projects in this RFP are subject to final approval of the City Council and availability of City General Funds and where applicable, receipt of state and/or federal grant funds.

1.1 City Acknowledgement of Federal Funding

A contract awarded pursuant to this RFP may include federal funds. All respondents must prepare and attach APPENDIX #13.

2.0 Purpose, Deadline and Submission Method

The purpose of this Request for Proposals (RFP) is to solicit effective proposals from qualified nonprofit organizations or government agencies interested in providing services for older adults and their caregivers so older adults may age in the home of their choice with dignity.

The City’s Department of Youth and Family Services completes City-wide Community Needs Assessments on an ongoing basis. The City of Albuquerque/Bernalillo County Area Agency on Aging (MetroAAA) recently completed a needs assessment for older adults in preparation for their PSA 1 Area Plan on Aging for State Fiscal Years 2027–2030 as required to receive federal Older Americans Act funds and State of New Mexico Aging and Long-Term Services Department funds.

Proposals will be accepted until 5:00 p.m. MST on Friday, October 31, 2025, and must be submitted online through the City’s Bonfire/Euna Procurement portal at:

https://cabq.bonfirehub.com/portal/?tab=openOpportunities https://cabq.bonfirehub.com/opportunities/203689

In order to submit, responders must be registered in the Bonfire/Euna Procurement system. Registration takes some time to complete. It is recommended responders register in advance of the deadline as late proposals will not be accepted. For information on how to access and interact with Bonfire, please visit https://cabq.bonfirehub.com/portal/support or contact support@gobonfire.com

3.0 Administrative Requirements and Guiding Regulations

Potential responders to this RFP are strongly advised to become familiar with the content of the most current version of the publication entitled Administrative Requirements for Social Services Contracts Awarded under the City of Albuquerque (hereinafter referred to as the Administrative Requirements). The publication contains uniform administrative rules for contracts awarded pursuant to the Department’s Social Services Program. Contractors are expected to understand and comply with all applicable rules contained within the publication, including but not limited to, appropriate accounting software systems producing a general ledger; adequate documentation retention of payables and receivables; and a payroll reporting system that demonstrates approval of timesheets and labor distribution reports.

The Administrative Requirements are available on the City’s website at https://www.cabq.gov/health-housing-homelessness/partner-resources and in the Documents section the Bonfire/Euna Procurement portal at:

https://cabq.bonfirehub.com/opportunities/203689

Potential responders to this RFP are also strongly advised to become familiar with the City of Albuquerque/Bernalillo County Area Agency on Aging (MetroAAA) PSA 1 Policies and Procedures available in the Documents section the Bonfire/Euna Procurement portal at:

https://cabq.bonfirehub.com/opportunities/203689

Contractors are expected to understand and comply with all applicable policies and procedures contained within the publications.

1. Outcome Measures, Scope of Services, and Service Period

4.1 Outcome Measures and Social Drivers of Health

The City of Albuquerque is focused on improving the well-being of all people and has identified racial equity as a priority goal to address longstanding, racially disparate economic and social outcomes. In addition, the Department of Youth and Family Services City of Albuquerque/Bernalillo County Area Agency on Aging (MetroAAA) prioritizes investment in services that can demonstrate improved outcomes related to the needs of older adults and their caregivers based on the requirements of the Older Americans Act (OAA). The OAA primarily targets older adults aged 60 and over who face the greatest economic or social need. This includes low-income individuals, those with disabilities, people with language barriers, those facing isolation, and individuals at risk of needing institutional care.

The City of Albuquerque Department of Youth and Family Services is committed to providing cost effective services that will improve the well-being of participants and Albuquerque as a whole. Respondents will be required to participate in evaluation activities that will be designed to protect individual privacy and aligned with the service delivery.

The Department of Youth and Family Services has established a priority to fund projects that lead to improved outcomes so seniors are able to age with dignity. This involves a focus on addressing the social drivers of health to achieve greater well-being and equity for all. Substantial evidence confirms the link between social, economic and physical conditions and health outcome disparities. Social Drivers of Health include access to healthcare services, availability of services to support housing and behavioral health stability, lifelong education options, public safety and social services[footnoteRef:3]. Entities contracting with the Department of Youth and Family Services may be expected to collect Social Drivers of Health data in a uniform manner to inform the City and public on unmet needs that need attention and aggregate progress of city-funded services. Progress will reported by race/ethnicity or other relevant demographics. [3: U.S. Department of Health and Human Services. Healthy People 2020 “Social Determinants of Health.” 2015]

Explanation of Outcomes

Seniors are Able to Age with Dignity: Vulnerable seniors access and utilize the appropriate care and support resources of their choice so they are can age in place and maintain health, safety, independence and dignity. Seniors maintain connection to their community and access services that support their health and well-being.

Indicators of progress during the service period may include:

· Decrease in feelings of loneliness

· Increased satisfaction with life

· Increase/maintain access to home-based services and supports to age in place

· Reduce/maintain nutritional risk score

· Engage with community services, social events and educational opportunities

Community Building In addition to the above outcomes, the City is dedicated to helping all our residents and neighborhoods to be their best selves. Contractors are expected to engage with the community and build productive relationships with their neighbors as they provide services to improve outcomes for all of Albuquerque. Examples include, but are not limited to, joining the local Neighborhood Association, updating neighbors on services and progress, maintaining their surroundings as clean and litter free, reminding participants to maintain respect of the neighborhood and promptly responding to any 311 inquiries.

4.2 Scopes of Services to Older Adults and Caregivers

This request for proposals is focused on services for older adults, age 60 or older, and their caregivers in Bernalillo County.

Emphasis in the delivery of all services funded through this solicitation is placed on service delivery 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 in accordance with the Older Americans Act. All Offerors must document how they will target outreach to focus on serving these individuals.

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

“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.

In order to effectively address these service needs, Offerors must demonstrate a connection between the proposed activities and outputs to the identified outcomes, and define metrics and measurement tools to reliably assess progress toward achieving the identified outcomes.

The proposed project may be required to work collaboratively with other entities as identified and requested by the City.

Multiple agreements may be awarded for each service.

4.2.01 Case Management Services Scope of Work

The Area Agency on Aging will allocate up to approximately $950,000 for Case Management services for persons age 60 and over to enable them to remain in the home of their choice and delay or avoid institutionalization. Successful applicant(s) will follow the requirements of the Area Agency on Aging with respect to the National Aging Program Information System (NAPIS) for registering, tracking and reporting units of services provided.

Case Management Services are defined as access or care coordination in circumstances where an older person is experiencing diminished functioning capacities, personal conditions or has other characteristics which require the provision of services by formal service providers or informal caregivers. Case Management involves assessing the needs, and arranging, coordinating, and monitoring an optimum package of services to meet the needs of the older individual so they may continue to live in the home of their choice and enhance the quality of their life. Case Management functions as a linkage between the consumer, informal caregivers, and service providers to facilitate an appropriate, comprehensive and coordinated response to needs and maximize all resources and services available in the community to meet these needs.

Case Management includes the following separate but related activities: in-home assessment of the consumer and informal caregiver(s), developing care plans, authorizing services, arranging for services, advocacy on behalf of the older individual for needed services or resources in accordance with the wishes of the older individual, coordinating services between providers, monitoring services to assure that services are being delivered as planned, and reassessment of the consumer and/or informal caregiver(s) every six (6) months.

Payment under this solicitation may be earned through a fixed rate for services provided or through cost reimbursement with proper documentation as outlined in the Administrative Requirements. The successful applicant(s) will utilize program income from participant donations in addition to fees paid by the City, as approved by the Area Agency on Aging, to provide services to clients. Donations shall be requested, but no barrier to service based on ability to make a donation or pay a fee for a client funded by this program will exist.

4.2.02 Intensive Case Management Services Scope of Work

The Area Agency on Aging will allocate up to approximately $250,000 for Intensive Case Management services for persons age 60 and over with multiple social drivers of health indicators who may be unhoused, living in emergency housing, and/or have memory or cognitive difficulties that would limit their ability to be on their own without daily supports. Successful applicant(s) will follow the requirements of the Area Agency on Aging with respect to the National Aging Program Information System (NAPIS) for registering, tracking and reporting units of services provided.

Intensive Case Management Services are defined as access or care coordination in circumstances where an older person is experiencing homelessness, housing insecurity, diminished functioning capacities, personal conditions or has other characteristics which require the provision of concentrated services by formal service providers or informal caregivers. Intensive Case Management involves assessing the needs, and arranging, coordinating, and monitoring an optimum package of housing options and service coordination to meet the needs of the older individual so they may establish stable housing and enhance the quality of their life. Intensive Case Management functions as a linkage between the consumer, informal caregivers, housing, and service providers to facilitate an appropriate, comprehensive and coordinated response to needs and maximize all resources and services available in the community to meet these needs.

Intensive Case Management includes the following separate but related activities: assessment of the consumer and informal caregiver(s); developing care plans; assisting with securing basic needs such as identification, transportation, housing, clothing, medication, etc.; arranging for services; advocacy on behalf of the older individual for needed services or resources in accordance with the wishes of the older individual; coordinating services between providers; monitoring services to assure that services are being delivered as planned; transitioning stabilized consumers to appropriate community case management; and following up with the consumer as necessary to support a successful outcome.

Payment under this solicitation may be earned through a fixed rate for services provided or through cost reimbursement with proper documentation as outlined in the Administrative Requirements. The successful applicant(s) will utilize program income from participant donations in addition to fees paid by the City, as approved by the Area Agency on Aging, to provide services to clients. Donations shall be requested, but no barrier to service based on ability to make a donation or pay a fee for a client funded by this program will exist.

4.2.03 Caregiver Care Navigation/Case Management Services Scope of Work

The Area Agency on Aging will allocate up to approximately $100,000 for Caregiver Care Navigation/Case Management services for Informal Caregivers age 60 or older; Informal Caregiver of a care recipient age 60 or older; Informal Caregiver age 55 or older providing care to an adult age 18-59 with a disability; or Informal Caregiver of an individual with younger-onset (also termed ‘early-onset’) dementia (i.e., evident before age 60). Successful applicant(s) will follow the requirements of the Area Agency on Aging with respect to the National Aging Program Information System (NAPIS) for registering, tracking and reporting units of services provided.

Caregiver Care Navigation/Case Management is designed to support Informal Caregivers, reduce caregiver burden, and make the service delivery system more accessible and responsive to the individual needs of caregivers and to provide continuity of care as the caregiver’s needs change.

Caregiver Care Navigation/Case Management assists Informal Caregivers who, because of the demands of caregiving or personal conditions, need assistance to identify and arrange appropriate support services so they may continue to provide care and enhance the quality of their life. Caregiver Care Navigation/Case Management functions as a linkage between the Informal Caregivers and service providers to facilitate an appropriate, comprehensive and coordinated response to needs and maximize all resources and services available in the community to meet these needs.

Case Management includes the following separate but related activities: assessment of the Informal Caregiver(s), developing care plans, authorizing services, arranging for services, coordinating services between providers, monitoring services to assure that services are being delivered as planned, assistance to caregivers so they access available services and resources, adequate follow-up procedures ensuring to the maximum extent practicable the caregiver receives the services needed, and reassessment of the Informal Caregiver(s) annually.

Payment under this solicitation may be earned through a fixed rate for services provided or through cost reimbursement with proper documentation as outlined in the Administrative Requirements. The successful applicant(s) will utilize program income from participant donations in addition to fees paid by the City, as approved by the Area Agency on Aging, to provide services to clients. Donations shall be requested, but no barrier to service based on ability to make a donation or pay a fee for a client funded by this program will exist.

4.2.04 Information and Assistance Services Scope of Work

The Area Agency on Aging will allocate up to approximately $720,000 for Information and Assistance services for persons age 60 and over to enable them to remain in good health, be active in their community and delay or avoid institutionalization, and for informal caregivers of persons age 60 and over enable informal caregivers to continue and improve providing care, thereby delaying or avoiding institutionalization of the care recipient. Successful applicant(s) will follow the requirements of the Area Agency on Aging with respect to the National Aging Program Information System (NAPIS) for registering, tracking and reporting units of services provided.

Information and Assistance services are defined as services that provide individuals with current information on opportunities and services available to the individuals within their communities, over the phone, online, and in person. Providers will assess the needs and capacities of the individual and link the individual to the appropriate opportunities and services that are available. Information and Assistance services include ensuring individuals are aware of the opportunities available to them, and to the maximum extent practicable that the individuals receive the services needed through adequate follow-up procedures. Successful applicants will also provide comprehensive and objective information and support as necessary for individuals and their caregivers/families about all medical, non-medical (e.g. housing) and other community services; institutional services; eligibility criteria, etc. to link them with the opportunities, services and resources available to help meet their particular needs. Information and Assistance will include hands-on assistance with filling out forms, letter writing, etc. on an as-needed basis.

Payment under this solicitation may be earned through a fixed rate for services provided or through cost reimbursement with proper documentation as outlined in the Administrative Requirements. The successful applicant(s) will utilize program income from participant donations in addition to fees paid by the City, as approved by the Area Agency on Aging, to provide services to clients. Donations shall be requested, but no barrier to service based on ability to make a donation or pay a fee for a client funded by this program will exist.

4.2.05 Outreach/Client Finding Services Scope of Work

The Area Agency on Aging will allocate up to approximately $26,500 for Outreach/Client Finding services to identify and engage persons age 60 and over or their caregivers to provide services to enable them to remain in good health, be active in their community and delay or avoid institutionalization. Successful applicant(s) will follow the requirements of the Area Agency on Aging with respect to tracking and reporting units of services provided.

Outreach/Client Finding services are defined as interventions with individuals initiated for the purpose of identifying potential clients (not existing clients) and encouraging their use of existing services and benefits as is beneficial. The service units for outreach are to be individual, one-on-one contacts between a service provider and a client regarding all appropriate services and benefits for the individual. Activities that involve contact with multiple current or unidentified potential clients, such as distributing publications or mass media activities, are not considered outreach. An activity focused on recruitment for a single or limited set of services is not considered outreach.

Payment under this solicitation may be earned through a fixed rate for services provided or through cost reimbursement with proper documentation as outlined in the Administrative Requirements. The successful applicant(s) will utilize program income from participant donations in addition to fees paid by the City, as approved by the Area Agency on Aging, to provide services to clients. Donations may be requested, but no barrier to service based on ability to make a donation or pay a fee for a client funded by this program will exist.

4.2.06 Transportation Services Scope of Work

The Area Agency on Aging will allocate up to approximately $1,550,000 for Transportation services for persons age 60 and over to enable them to remain in good health, be active in their community and delay or avoid institutionalization. Successful applicant(s) will follow the requirements of the Area Agency on Aging with respect to tracking and reporting units of services provided.

Successful applicant(s) will be responsible for the scheduling, routing and provision of one-way trips (from/to a location) to various locations in the Bernalillo County area to carry older persons to and from medical appointments, health care services, social services, meal programs, senior centers, shopping, recreational activities, etc. Clients may have various physical and mental conditions, including difficulty in walking or accessing a vehicle. Clients may be using canes, walkers or wheel chairs. Approved caregivers may accompany clients.

Types of transportation services are Fixed Route and Demand Response. Multiple agreements may be awarded for one or more types. Fixed Route transportation follows a prescribed route according to a schedule: The older individual does not reserve a ride in advance; the client is in a designated location at a designated time to gain access to the service. Demand Response transportation is requested in advance and is designed to carry older individuals from specific origin to specific destination upon request. Demand Response transportation may be for an individual or group and trips or routes are established based on requests received.

Payment under this solicitation may be earned through a fixed rate for services provided or through cost reimbursement with proper documentation as outlined in the Administrative Requirements. The successful applicant(s) will utilize program income from participant donations in addition to fees paid by the City, as approved by the Area Agency on Aging, to provide services to clients. Donations shall be requested, but no barrier to service based on ability to make a donation or pay a fee for a client funded by this program will exist.

4.2.07 Assisted Transportation Services Scope of Work

The Area Agency on Aging will allocate up to approximately $155,000 for Assisted Transportation services for persons age 60 and over to enable them to remain in good health in the home of their choice and delay or avoid institutionalization. Successful applicant(s) will follow the requirements of the Area Agency on Aging with respect to tracking and reporting units of services provided.

Successful applicant(s) will be responsible for the scheduling, routing and provision of one-way trips (from/to a location) to various locations in the Bernalillo County area to carry older persons to and from medical appointments, health care services, social services, meal programs, senior centers, shopping, recreational activities, etc. Clients may be using canes, walkers or wheel chairs. Clients may have various physical and mental conditions, including difficulty in walking or accessing a vehicle. Assisted Transportation includes escorting an older individual who has difficulties (physical or cognitive) using regular vehicular transportation. The “trip” may include the following: assisting the older individual from preparation for the trip; assisting the older individual from their place of residence into the vehicle providing transportation; assisting the older individual from the transporting vehicle to the destination, such as the doctor’s office staying with the older individual at the point of destination; and the reverse for a return trip. Approved caregivers may accompany clients.

Payment under this solicitation may be earned through a fixed rate for services provided or through cost reimbursement with proper documentation as outlined in the Administrative Requirements. The successful applicant(s) will utilize program income from participant donations in addition to fees paid by the City, as approved by the Area Agency on Aging, to provide services to clients. Donations shall be requested, but no barrier to service based on ability to make a donation or pay a fee for a client funded by this program will exist.

4.2.08 Legal Assistance Services Scope of Work

The Area Agency on Aging will allocate up to approximately $910,000 for persons age 60 and over with economic or social need to enable them to remain in their home environment and delay or avoid institutionalization. Successful applicant(s) will follow the requirements of the Area Agency on Aging with respect to tracking and reporting units of services provided.

Legal assistance services are defined as legal advice and representation provided by an attorney to older individuals with economic or social need as outlined in the Older Americans Act, § 102 (23 and 24), and in the implementing regulation at 45 CFR § 1321.71. Legal services may include to the extent feasible, counseling or other appropriate assistance by a paralegal or law student under the direct supervision of an attorney. Priority issues include: income, health care, long-term care, nutrition, housing, utilities, protective services, defending older persons against guardianship and protective services, abuse, neglect and age discrimination.

The successful applicant(s) shall:

(1) have staff with expertise in specific areas of law affecting older persons in economic or social need, for example, public benefits, institutionalization and alternatives to institutionalization;

(2) demonstrate the capacity to provide effective administrative and judicial representation in the areas of law affecting older persons with economic or social need;

(3) demonstrate the capacity to provide support to other advocacy efforts, for example, the long-term care ombudsman program;

(4) demonstrate the capacity to provide legal services to institutionalized, isolated, and homebound older individuals effectively; and

(5) demonstrate the capacity to provide legal assistance in the principal language spoken by clients in areas where a significant number of clients do not speak English as their principal language.

Payment under this solicitation may be earned through a fixed rate for services provided or through cost reimbursement with proper documentation as outlined in the Administrative Requirements. The successful applicant(s) will utilize program income from participant donations in addition to fees paid by the City, as approved by the Area Agency on Aging, to provide services to clients. Donations shall be requested, but no barrier to service based on ability to make a donation or pay a fee for a client funded by this program will exist.

4.2.09 Adult Day Care/Health, Respite (Out of Home, Day) Services Scope of Work

The Area Agency on Aging will allocate up to approximately $1,290,000 for Adult Day Care services for frail persons age 60 and over to enable them to remain in their home environment and delay or avoid institutionalization. Successful applicant(s) will follow the requirements of the Area Agency on Aging with respect to the National Aging Program Information System (NAPIS) for registering, tracking and reporting hours of services provided.

Adult Day Care services are defined as 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. Involves structured therapeutic, social and rehabilitative health services in a congregate setting on a regularly scheduled basis one (1) or more days a week for four (4) or more hours per day. Activities and services which will be considered toward meeting this requirement include but are not limited to: small and large group activities including field trips and outings; intergenerational activities and opportunities to interact with well elderly, if appropriate; individualized activities designed specifically for a client; provision of rest with quiet area; assistance to a client with toileting needs, grooming, mobility, feeding and medication management; rehabilitation services, and exercise; family support and counseling; transportation to and from the adult day care center; meals and snacks.

Such services are to be provided at an existing licensed facility within Bernalillo County and/or five (5) city-owned facilities which are currently utilized to provide day care services.

The City-owned facilities are located at: Barelas Senior Center - 714 7th Street SW; Bear Canyon Senior Center - 4645 Pitt NE; North Valley Senior Center - 3825 4th Street NW; Los Volcanes Senior Center - 6500 Los Volcanes NW; South Valley Respite Center - 2008 Larrazolo Rd SW. The capacity of the Bear Canyon Center is 20 participants, the South Valley Respite Center is 26 participants, and the other centers are 30 participants. Current participants of day care services at each facility will be transitioned to continue service delivery offered by the successful applicant. As each of the locations serve lunches Monday through Friday, arrangements may be made with the City’s Department of Senior Affairs for participant lunches.

Services for clients at any facility may be funded through a combination of funds available in this solicitation, donations, cost sharing with participants, Medicaid, private fees and/or other funding sources.

Any applicant submitting a proposal to provide services at the City-owned sites must note the following: The approximate rental rate is $1,000 per month at the South Valley Respite Center, and between $1,400 and $1,800 per month at the other City-owned sites plus applicable charges for utilities for the designated space. Rental costs will be prorated based on the funding source of participants.

All program activities and the health and safety of clients will be supervised by program staff. A staff person will be physically present with the client(s) at all times. Client activities will be planned by a joint effort of staff, clients, informal caregivers, volunteers and other interested parties. The planning for, and the conduction of activities, must be an on-going activity and will be reviewed and evaluated biannually or as necessary. Activities will be designed to promote personal growth and the enhancement of the client’s self-esteem by providing opportunities to: Learn new skills and adaptive behaviors; Improve capacity for independent functioning; Provide for group interaction in social and therapeutic activities.

Payment under this solicitation may be earned through a fixed rate for services provided or through cost reimbursement with proper documentation as outlined in the Administrative Requirements. Such payments will be paid for services provided to participants who are not Medicaid or eligible for other supplemental reimbursement sources available to the successful applicant(s). The successful applicant(s) will utilize program income from participant donations in addition to fees paid by the City, as approved by the Area Agency on Aging, to provide services to clients. Donations shall be requested, but no barrier to service based on ability to make a donation or pay a fee for a client funded by this program will exist.

4.2.10 Nutrition Services (Congregate, Home Delivered, Grab and Go Meals) Scope of Work

The Area Agency on Aging will allocate up to approximately $1,800,000 for Congregate Meal and Grab and Go nutrition to enable persons age 60 and over in Bernalillo County to maintain socialization, remain healthy and delay or avoid institutionalization. The Area Agency on Aging will also allocate up to approximately $1,750,000 for Home Delivered Meal nutrition services to referred eligible persons age 60 and over in Bernalillo County to enable them to remain independent in their home environment and delay or avoid institutionalization. Multiple agreements may be awarded, including agreements for one or more subservice: congregate meals, home delivered meals, home delivered special diet meals (including but not limited to diabetic diet, renal diet, dialysis diet, bland diet, mechanical soft diet, pureed diet, or vegetarian diet), home delivered cold/frozen meals, and grab and go meals. Successful applicant(s) will follow the requirements of the Area Agency on Aging with respect to the National Aging Program Information System (NAPIS) for registering, tracking and reporting units of services provided.

The successful applicant(s) will develop monthly menus in compliance with 9.2.18 NMAC taking into consideration the ethnic, cultural and special dietary needs of the population served. All meals must meet recommended dietary allowance requirements or dietary reference intake standards and be varied and appealing, with careful consideration given to special dietary needs of older adults. Menus are to be evaluated and signed by a nutrition professional or evaluated with a computer software program, then approved by and reviewed by the Area Agency on Aging. Meals are to be considered heart healthy and generally acceptable to diabetics. Special diet meals and therapeutic meals will meet standards for those diets as approved by the nutrition professional and the Area Agency on Aging. Menus are to be printed and disseminated to applicable consumers, congregate meal sites, the Area Agency on Aging and the media monthly. Surveys regarding meal quality and customer service are to be distributed, collected and analyzed on an ongoing basis, by selecting several meal recipients randomly at each site or one each delivery route monthly. In addition, a formal survey of a representative cross-section of all meal participants is to be done, no less then every two years with direction from the Area Agency on Aging.

Congregate and Home Delivered meals will be delivered Monday through Friday, for a minimum of 250 serving days annually. All meals must be prepared in sanitary environments, utilizing high quality raw food products, in compliance with acceptable meal preparation standards. All purchases and contracts for goods and services will comply with federal uniform administrative requirements, cost principles, purchasing practices and audit requirements for federal awards as outlined in 2 CFR Part 200 and 45 CFR Part 75. All food items will be obtained from sources that comply with all laws relating to food, food labeling, and food safety and processing and will be of a grade and quality approved by Area Agency on Aging. Raw food products are to be of high quality and purchased from reliable food vendors. A physical and perpetual inventory process of all raw food supplies, vehicles, equipment and supplies is to be maintained and approved by Area Agency on Aging. Kitchen personnel are to receive on-going training in food safety, temperature control, HACCP, sanitation, etc.

Grab and Go distribution sites will be in high density age 60 and older poverty areas, and/or in locations such as health centers serving seniors where consumers can be identified as being in the greatest need. Grab and Go meals must be distributed separate from Congregate Meal sites with the intent to expand the consumer population to those who will are not likely to otherwise participate. Grab and Go meals may also be dropped off to certain individuals. Grab and Go meals may be frozen or hot, with meals distributed according to identified food insecurity and medical needs. Grab and Go meals may be distributed:

(A) During disaster or emergency situations affecting the provision of nutrition services;

(B) To older individuals who have an occasional need for such meal; and/or

(C) To older individuals who have a regular need for such meal, based on an individualized assessment, when targeting services to those in greatest economic need and greatest social need.

Proper meal transportation procedures must be maintained by the successful applicant(s) at all times, which includes but is not limited to: food packaging, storage, sanitation, and maintenance of appropriate temperatures.

Congregate Meal nutrition services: Approximately 1,200 meals will be prepared daily and distributed between the hours of 9:00 AM and 1:30 PM to approximately twenty-three (23) congregate meals sites and senior centers within Bernalillo County. The number of meals and meal sites may change do to closures or new site identification. Providers are responsible for the ordering, receiving, holding, and serving of meals at each location. Meals may be served by provider staff, volunteers, or other trained individuals, but the provider remains responsible for compliance with 9.2.18 NMAC and Area Agency on Aging Policies and Procedures. In addition, the provider is responsible for outreach, monthly planning, programming and delivery of recreational, socialization and educational activities to meal site participants. They maintain coordination with other sections, divisions and organizations to set up training, transportation (special events and mini trips), classes, exercise, medical screening clinics, intergenerational programs, and RSVP Volunteers. Providers are also responsible for collecting participant registration information, maintaining their site’s inventory, ordering and picking up supplies, making meal reservations, cleaning up after meal service and providing training such as nutrition education, sanitation, etc. to volunteers and consumers.

Home Delivered Meal nutrition services: Approximately 850 meals will be prepared daily and delivered between the hours of 9:00 AM and 1:30 PM to homebound persons within Bernalillo County, which includes the area bounded by the county lines. Home Delivered Meal consumers may also require Cold/Frozen Home Delivered Meals and Emergency Meals. Meals will be prepared and packaged according to delivery, such as home delivered meals, special diet home delivered meals and weekend home delivered meals. Meals to be used for weekend home delivered meal service (including cold and frozen meals) must be planned, prepared packaged and stored for future use.

Home Delivered Cold/Frozen Meals: An estimated 800 individually packaged cold/frozen meals, including milk, bread and fruit, (which meet all nutritional standards) may be prepared weekly and delivered to approximately 400 people. Commercially purchased frozen meals may be utilized with approval of the Area Agency on Aging, and all meals should have a minimum of three (3) month shelf life. Cold/frozen meals must be from a different menu for each day’s meal, and distributed per the schedule. This schedule is subject to change or adjustment with short notice requests for additional or less meals.

Home Delivered Emergency Meals: Shelf-stable emergency meals must be provided to each Home Delivered Meal nutrition services client no later than October 31st of each year. If weather or other emergency conditions occur that would prevent meal delivery from taking place and no frozen meals were provided in preparation, clients are to be advised to consume the emergency meals. A replacement meal is to be delivered to those clients affected by non-delivery within five (5) days after delivery is resumed. The meals are to meet the minimum of 1/3 RDA’s and suitable for consumption by seniors. Opening and heating instructions (in English and Spanish) are to be included in each meal package.

Home Delivered Meal drivers are to keep in contact with their office to report problems or delays in meal delivery. Drivers will be trained to provide information and assistance to clients, which may include providing telephone numbers of the City of Albuquerque Senior Information and Assistance Program and Case Management. Home Delivered Meal drivers are not to provide chore service, accept gratuities, personal donations or other than non-pecuniary gifts. Permission slips will be obtained and kept in a file that allows drivers to enter homes when the client is unable to come to the door. Drivers will be expected to knock, announce the meal and enter some homes where the client is unable to come to the door. They will obtain permission to enter the home and give the meal to the client whenever possible, placing it either on a table, on a counter or in a refrigerator. Physical, visual or auditory contact with the client or caregiver is needed to leave a meal. Home Delivered Meal drivers under no circumstances leave a meal outside unattended. Drivers may have alarm or door codes as well as keys to enter gated apartment complexes. Drivers are expected to provide gatekeeper services by reporting possible abuse of senior clients, including physical, mental and financial abuse. Drivers are to immediately report unusual situations involving clients, including finding them deceased, injured or not in their normal state or condition to the City of Albuquerque Department of Senior Affairs Case Management, the State’s Adult Protective Services and/or police/sheriff’s office or fire department. Drivers are to report unsafe living environments in client’s homes.

Payment under this solicitation may be earned through a fixed rate for services provided or through cost reimbursement with proper documentation as outlined in the Administrative Requirements.

The City will partially fund services using Nutrition Services Incentive Program (NSIP) funding to reimburse purchases of domestically grown or produced food. The successful applicant will invoice for NSIP-eligible food separately based on direction from the Area Agency on Aging, and reduce the fixed rate accordingly. The successful applicant(s) will utilize program income from participant donations in addition to fees paid by the City, as approved by the Area Agency on Aging, to provide services to clients. Donations shall be requested, but no barrier to service based on ability to make a donation or pay a fee for a client funded by this program will exist.

4.2.11 Recreation/Socialization Services Scope of Work

The Area Agency on Aging will allocate up to approximately $380,000 for Recreation/Socialization Services for persons age 60 and over in Bernalillo County to enable them to maintain socialization, remain healthy and delay or avoid institutionalization. Successful applicant(s) will follow the requirements of the Area Agency on Aging with respect to tracking and reporting units of services provided.

Recreation/Socialization Services are defined as activities for enjoyment or socialization, such as performing arts, games, and/or crafts. Participation may be active (performer or leader) or passive (spectator). Services must be completed by program staff or volunteers organized and overseen by program staff.

Payment under this solicitation may be earned through a fixed rate for services provided or through cost reimbursement with proper documentation as outlined in the Administrative Requirements. The successful applicant(s) will utilize program income from participant donations in addition to fees paid by the City, as approved by the Area Agency on Aging, to provide services to clients. Donations shall be requested, but no barrier to service based on ability to make a donation or pay a fee for a client funded by this program will exist.

4.2.12 Physical Fitness/Health Promotion (Non-Evidence Based) Services Scope of Work

The Area Agency on Aging will allocate up to approximately $250,000 for Physical Fitness/Health Promotion (Non-Evidence Based) Services for persons age 60 and over in Bernalillo County to enable them to maintain socialization, remain healthy and delay or avoid institutionalization. Successful applicant(s) will follow the requirements of the Area Agency on Aging with respect to tracking and reporting units of services provided.

Physical Fitness/Health Promotion (Non-Evidence Based) services are defined as individual or group exercise activities (with or without equipment), such as walking, running, swimming, sports, Senior Olympics physical conditioning/training, art therapy, music therapy, and/or dance/movement therapy. Services may be completed by program staff or volunteers organized and overseen by program staff.

Payment under this solicitation may be earned through a fixed rate for services provided or through cost reimbursement with proper documentation as outlined in the Administrative Requirements. The successful applicant(s) will utilize program income from participant donations in addition to fees paid by the City, as approved by the Area Agency on Aging, to provide services to clients. Donations shall be requested, but no barrier to service based on ability to make a donation or pay a fee for a client funded by this program will exist.

4.2.13 Health Promotion: Evidence-Based Programs Scope of Work

The Area Agency on Aging will allocate up to approximately $220,000 for Health Promotion: Evidence-Based Programs serving persons age 60 and over to enable them to remain healthy and delay or avoid institutionalization. Multiple agreements may be awarded for one or more evidence-based health promotion program. Successful applicant(s) will follow the requirements of the Area Agency on Aging with respect to the National Aging Program Information System (NAPIS) for registering, tracking and reporting hours or units of services provided.

Health Promotion: Evidence-Based Programs are defined as activities related to the prevention and mitigation of the effects of chronic disease (including osteoporosis, hypertension, obesity, diabetes, and cardiovascular disease), alcohol and substance abuse reduction, smoking cessation, weight loss and control, stress management, falls prevention, physical activity, and improved nutrition. Activities must meet United States Department of Health and Human Services, Administration for Community Living (ACL), Administration On Aging (AoA) definition for an evidence-based program, as presented on the ACL website:

https://acl.gov/programs/health-wellness/disease-prevention

Health Promotion: Evidence-Based Programs services must be considered to be an "evidence-based program" by any operating division of the U.S. Department of Health and Human Services (HHS) as indicated by an HHS division including the program on a registry of evidence-based programs. ACL and the National Council on Aging (NCOA) developed a list with some commonly used programs meeting highest-level criteria:

https://www.ncoa.org/resources/ebpchart/

Examples of Health Promotion: Evidence-Based Programs include but are not…