Administrative Document - RFP #802.docx

STATE OF IDAHO

DIVISION OF PURCHASING

FOR

IDAHO COMMISSION ON AGING

Request For Proposal

Area Agency on Aging Designation – Northern & Eastern Idaho

RFP Number: 802

Table of Contents

Section 1 Administrative Information and Overview

1.1 Purpose

The State of Idaho’s Division of Purchasing, on behalf of the Idaho Commission on Aging (ICOA), is issuing this Request for Proposal (RFP) to designate Area Agencies on Aging (AAAs) for the Northern Idaho Planning and Service Area (PSA) and the Eastern Idaho PSA, as described in Exhibit 1. The State intends to award two separate contracts, one for each PSA, to the highest-scoring responsive and responsible bidder(s), though a single offeror may be awarded both contracts if their proposals achieve the highest scores for each PSA, based on the evaluation criteria in Section 4.2. Offerors are not required to bid on both PSAs and may propose for only one PSA based on their expertise and capacity. Eligible applicants include local government units, existing Idaho AAAs, or public/private nonprofit organizations. The complete scope of work is provided in Exhibit 2, with funding expectations and guidance detailed in Exhibit 9 - Budget Guidance.

1.2 Procurement Schedule

Pre-Proposal Meeting:

Deadline to submit questions:

Closing Date (deadline to submit Proposal):

Public Opening Date:

Anticipated Award Date:

The State will make every effort to adhere to the schedule below, but reserves the right, at its sole discretion, to adjust the schedule.

June 12, 2025 @ 10:00 am MT June 20, 2025 Date @ 11:59 pm MT July 10, 2025 @ 5:00 pm MT July 11, 2025 @ 10:30 am MT August 18, 2025

1.3 RFP Lead

Name Title & Agency Email The individual listed below (referred to as “RFP Lead”) is responsible for the conduct of this procurement. From the issue date of this RFP, until a contract is awarded, or the RFP is cancelled, Offerors are prohibited from communicating with any State employee, Official, or Evaluators regarding this RFP or procurement.

Erik Schmidt Buyer, Division of Purchasing Erik.Schmidt@adm.idaho.gov

1.4 Pre-Proposal Conference

Link:

Dial-In:

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A non-mandatory pre-proposal conference will be held to provide an overview of the RFP process, the scope of work, and submission requirements. While attendance is highly encouraged, it is not mandatory. The meeting will be conducted virtually, with the access link provided below. To inform the State of your planned interest and attendance, please complete and submit Exhibit 3.

Join the meeting now +1 208-985-2810,,914767137# 226 881 334 526 7 3Mp9mn3p

1.5 IPRO eProcurement System

This Solicitation is issued by the State via the State’s eProcurement system, IPRO. It is the Bidder’s responsibility to monitor IPRO for any updates or amendments.

Link: IPRO POWERED BY LUMA

1.6 Questions

The Offeror SHALL review this entire RFP solicitation, including associated documents. All questions, requests for clarification, or other correspondence must be submitted in writing via email to the RFP Lead. See Exhibit 4 for additional instructions. Questions must be submitted using the table provided within Exhibit 4.

1.7 Modifications and Exceptions to Requirements, Terms, and Conditions The Offeror SHALL review the Contract requirements, terms, and conditions. The Offeror is strongly encouraged to submit any proposed modifications, or exceptions to the Contract requirements, terms, or conditions to the RFP Lead prior to the deadline for submitting questions. See Exhibit 5 for additional instructions. Modifications and exceptions must be submitted using the table provided within Exhibit 5. The Contract requirements, terms, and conditions are provided in Exhibit 6.

Any modifications or exceptions that are brought up after the Proposal has been submitted, may be rejected by the State. Therefore, the Offeror is strongly encouraged to submit any proposed modifications or exceptions during the Q&A period.

1.8 Amendments

The State may issue amendments to make changes to the RFP, or to respond to any questions. Amendments will be posted on IPRO. Offerors are responsible for monitoring IPRO for updates and amendments. All published amendments SHALL become part of this RFP, and must be considered by the Offeror in its Proposal. Oral interpretations or clarifications of this RFP are not binding and should not be relied upon. Any verbal responses provided by the State during the pre-proposal conference are considered unofficial, and will not be binding.

1.9 Authority

This procurement is conducted in accordance with IDAPA 38.05.01 and pursuant to Title 67, Chapter 92 of the Idaho Code.

Section 2 Format & Submission Requirements

2.1 Adherence to Requirements

The Proposal SHALL be submitted in accordance with the requirements set forth in this document. Any Proposal that does not adhere to the requirements may be deemed non-responsive and rejected. The State reserves the right, in its sole discretion, to overlook any minor informalities that may be non-compliant.

2.2 Deadline to Submit

All Proposals are due at the date and time specified in the Procurement Schedule (Section 1.2). Late Proposals SHALL NOT be accepted or considered. The State SHALL not be responsible for any technical issues, difficulties, or delays. Offerors are strongly encouraged to begin the process of submitting the Proposal response far enough in advance of the Closing Date/Time to allow for resolution of any technical difficulties.

2.3 Submittal Form Templates

Offerors must not re-create these Submittal Forms, create their own Submittal Forms, or edit the format structure of the Submittal Forms. An electronic copy of each Submittal Form is posted along with this RFP. The Offeror must download, complete, and submit each Submittal Form in their response. Offerors are not required to bid on both the Northern Idaho PSA and Eastern Idaho PSA and may propose for only one PSA. Proposals for each PSA must be submitted separately under the corresponding line item in the IPRO eProcurement system (Northern Idaho PSA or Eastern Idaho PSA). Offerors proposing for both PSAs must submit two separate proposals, each containing distinct Submittal Forms A, B, and C tailored to the specific PSA. In Submittal Form A of each proposal, offerors must indicate the specific PSA being proposed (Northern Idaho PSA or Eastern Idaho PSA).

2.4 General Format Requirements

The Proposal response must meet the following requirements:

· Be made on standard 8.5” x 11” paper size.

· Use a minimum font size of ten (10) (images, figures, graphs, charts, are excluded from this font size).

· Use a font style such as: Calibri, Arial, New Times Roman, or similar.

· The Offeror SHALL NOT embed information, embed files, or embed any links within the Submittals.

· The Offeror SHALL NOT attach additional information to any Submittal Form (unless it has been explicitly requested). Any additional attachments submitted will not be considered in the evaluation process.

· Cost information SHALL only be contained within the Pricing Schedule Submittal Form. No other document or Submittal Form may contain cost or pricing information.

2.5 Page Limits

The Submittal Forms have maximum page limit requirements, as shown in the table below. The Offeror must ensure that their Proposal meets these page limit requirements. Offerors must NOT exceed the maximum page limits. Please note that the page limit applies exclusively to the front side of a page only (i.e., a ‘1 Page’ implies that the Offeror can only provide a response on one side of a piece of paper). Any Submittal Form that does not follow these instructions may receive a ‘0’ score for the evaluated Submittal Form, or the additional text will be removed or redacted before being provided to evaluators; only the text within the page limit will be evaluated.

Each proposal for a PSA (Northern Idaho or Eastern Idaho) must adhere to the page limits above. Offerors proposing for both PSAs must submit two separate proposals, each with its own Submittal Form B, maintaining the 2-page limit per section, totaling up to 6 pages per PSA. For detailed instructions on page limits and PSA-specific requirements, refer to Submittal Form B.

2.6 Electronic Submission Instructions

The Offeror SHALL submit the Proposal as follows:

· The Proposals for each PSA (Northern Idaho or Eastern Idaho) must be submitted separately under the corresponding line item in the IPRO eProcurement system (Northern Idaho PSA or Eastern Idaho PSA). Offerors proposing for both PSAs must submit two separate proposal packages, one under each IPRO line item, each containing Submittal Forms A, B, and C specific to that PSA.

Link: Luma IPRO Supplier Portal Registration link

Please make sure that the entity profile under which the Proposal is submitted in IPRO, is the same legal entity presented in the uploaded response materials. If there are any discrepancies, the entity information provided within Submittal Form A prevails.

· The Proposal must be submitted in the following packages, with separate Submittal Forms B and C for each PSA (Northern Idaho PSA and Eastern Idaho PSA).

* If applicable. Item 4 applies to proposals with trade secrets as discussed below. Replace <PSA> with “Northern” or “Eastern” as applicable (e.g., 1 OfferorName Northern).

Example for an offeror bidding on both PSAs:

· Northern PSA Line Item:

1 OfferorName Northern (Form A) 2 OfferorName Northern (Form B) 3 OfferorName Northern (Form C)

· Eastern PSA Line Item:

1 OfferorName Eastern (Form A) 2 OfferorName Eastern (Form B) 3 OfferorName Eastern (Form C)

Note: Offerors only submit proposals for the PSA(s) they are bidding on. No additional forms are required for PSAs not being proposed.

· Package 1 may include a cover page and a table of contents.

· All electronic files must be in Adobe PDF, Microsoft Word, or Microsoft Excel format as noted in the table above.

· The Proposal file(s) SHALL NOT be password protected or locked in any way.

· All submission materials must be submitted at the same time. If multiple submissions are received, only the latest timely submission will be considered.

· Alternate Proposals are not allowed.

· Note: When submitting through IPRO, enter your Cost in IPRO as “$0.01,”

Package 4: If your Proposal contains trade secrets (see next Section), submit an additional redacted version. This should be labeled as Package 4 and include 'Redacted' in the file name.

· Offerors should review Exhibit 9 - Budget Guidance when preparing Submittal Form C, though no additional submission is required for this attachment.

2.7 Trade Secrets and Non-Public Information

The Idaho Public Records Act, Idaho Code title 74, chapter 1 (the “Act”) defines trade secrets to “include a formula, pattern, compilation, program, computer program, device, method, technique or process that derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons and is subject to the efforts that are reasonable under the circumstances to maintain its secrecy.” The Act also defines other records that may be exempt from public disclosure.

In addition to marking each page of the document with a trade secret or other exemption notation (as applicable; and as provided in Paragraph 28 of the Solicitation Instructions to Vendors), Offerors must also:

· Identify with particularity the precise text, illustration, or other information contained within each page marked “trade secret” or “exempt from disclosure” (it is not sufficient to simply mark the entire page). The specific information you deem “trade secret” or “exempt” within each noted page must be highlighted, italicized, identified by asterisks, contained within a text border, or otherwise clearly delineated from other text/information and specifically identified as a “trade secret” or “exempt from disclosure.”

· Provide a separate document entitled “List of Redacted Trade Secret and Exempt Information” which provides a succinct list of all trade secret and exempt information noted in your Proposal; listed in the order it appears in your submittal documents, identified by Page #, Section #/Paragraph #, Title of Section/Paragraph, specific portions of text/illustrations; or in a manner otherwise sufficient to allow the State’s procurement personnel to determine the precise text/material subject to the notation. Additionally, this list must identify with each notation the specific basis for your position that the material be treated as exempt from disclosure and how the exempting the material complies with the Act.

· Submit a redacted copy of any Proposal response document (e.g. Scope of Work Response) with all trade secret and exempt information removed or blacked out. The redacted copy must be submitted electronically in the Supplier Attachments section of IPRO, with the word “redacted” in the file name.

Section 3 Proposal Contents

3.1 Background, Declarations, and Certifications (Submittal Form A) The Offeror must complete and submit all information requested in this Submittal Form.

3.2 Technical Proposal (Submittal Form B)

The Offeror must complete and submit all information requested in Submittal Form B, which contains detailed instructions for proposals addressing the Northern Idaho PSA, Eastern Idaho PSA, or both. The Technical Proposal consists of three (3) parts, as described below:

3.2.1 Qualifications and Experience: The Offeror should summarize their experience and qualifications as it relates to the scope of work being requested in this RFP. The Offeror should also outline the experience and qualification of the key personnel that will be assigned to this Contract. The Offeror should highlight any unique attributes that make the team especially qualified for the scope of services. Resumes are not required, and should not be provided.

3.2.2 Approach: The Offeror should provide a brief overview of the approach that will be taken to successfully deliver this project/service. This should include a brief roadmap, which describes the general approach (major activities or tasks), which will be utilized to successfully deliver the Project/Service and to meet the Agency’s expectations (cost, time, quality, etc.). This should also include a high-level schedule of major activities or tasks that will be performed.

3.2.3 Obstacles, Challenges, & Risks: The Offeror should identify and address issues, concerns, challenges, obstacles, or risks that may impact the successful delivery of this project or service. This includes areas that may cause the project to not be completed on time, not finished within budget, generate any change orders, or may be a source of dissatisfaction for the Agency. The Offeror should rely on and use their past experience and knowledge of completing similar projects to identify these potential risks, issues, or challenges.

Each item should be described in non-technical terms and should contain enough information to describe to a reader why the item is a valid risk/concern. The Offeror should also explain how it will avoid or minimize the risks from occurring. The Offeror should consider:

· Controllable Items: This includes risks, activities, or tasks that are controllable by the Offeror, or by entities/individuals that are contracted to by the Offeror. This includes things that are part of the technical scope of what the Offeror is being hired to do. This may also include risks that have already been minimized before the project begins due to the Offeror’s expertise (i.e., risks that are no longer risks due to the Offeror’s expertise in delivering this type of project). All controllable risks and strategies to mitigate them MUST be included in the Offeror’s base Proposal cost and schedule (if there are any impacts at all).

· Non-Controllable Items: This includes risks, activities, or tasks that are not controllable by the Offeror. This may include risks, issues, challenges, or obstacles attributed by the Agency, Agency personnel, parties hired by Agency, risks that are caused by other agencies, or completely uncontrollable risks. These can also be areas/risks that can contribute to contingency. Although these risks may not be controlled by the Offeror, the Offeror should identify a strategy that can be followed or used to mitigate these risks. All non-controllable risks and strategies to mitigate them MUST NOT be included in the Offeror’s base Proposal cost or schedule.

Provide a brief description of each item (background of how the concern/issue may impact the project or service if it occurs), and a strategy to prevent/minimize the issue/concern from occurring, or strategy to minimize the impact of the risk if it does occur.

For specific requirements, including page limits and PSA-specific responses, refer directly to Submittal Form B (provided as a separate document in this RFP package).

3.3 Pricing Schedule (Submittal Form C)

The Offeror must complete and submit all information requested in Submittal Form C. Note: Submittal Form C is provided as an Excel sheet attachment in the IPRO eProcurement system. Offerors must download the Excel file from IPRO, complete the appropriate tab(s) for the PSA(s) they are proposing on (Northern Idaho PSA, Eastern Idaho PSA, or both), and submit it as part of their proposal package under the corresponding PSA line item. For each PSA proposal, submit a separate Submittal Form C Excel file containing only the cost breakdown for that PSA (Northern Idaho PSA or Eastern Idaho PSA). If proposing on both PSAs, prepare two distinct Excel files, each with the relevant tab completed and the irrelevant tab either removed or left blank, submitted under the corresponding IPRO line item.

Instructions The Offeror must complete both sections of Submittal Form C for the PSA proposed in this submission. For proposals on both PSAs, submit a separate Submittal Form C for each PSA under its respective IPRO line item. The State reserves the right to request additional information to verify and validate that the price proposed is fair and reasonable. The Offeror shall provide any additional information upon request. The Offeror is not permitted to adjust or modify the form (e.g., editing cells with formulas) and may not include additional rates, amounts, costs, information, exceptions, or limitations to their cost proposal. Failure to meet these requirements, including incomplete or non-compliant submissions in Section 1, may deem the Proposal non-responsive.

The State anticipates the Transition Period total lump sum costs per PSA to be in the range of $100,000 to $200,000 annually, based on historical data and stakeholder agreements (see Exhibit 9 - Budget Guidance). Costs are subject to negotiation to ensure the best value for the State. Due to annual variations in funding allocations based on population statistics, evaluation will focus primarily on labor and program costs (e.g., service delivery, APS, outreach) rather than total funding amounts. Proposals should align with Exhibit 9’s budget guidance ($100,000–$200,000 per PSA) and funding allocations in Attachments 1 and 2, demonstrating efficient use of available funds while meeting service delivery requirements.

3.3.1 Section 1: Fixed Funding Allocation (Pass/Fail)

Offerors must accurately allocate the predetermined federal funding amounts from Attachment 1 (Northern Idaho PSA) or Attachment 2 (Eastern Idaho PSA) across designated cost categories (e.g., Salaries, Building & Utilities, Travel) for each funding program (e.g., Title III-B, III-C1, III-C2). Totals must not exceed the allocations, and administrative costs must not exceed 10% of the Older Americans Act (OAA) funding limit, per Exhibit 2. ICOA will work closely with the awarded Contractor to finalize these budget allocations post-award. This section is evaluated as a pass/fail criterion; failure to complete or comply with requirements may deem the proposal non-responsive. No points are assigned to this section.

3.3.2 Section 2: Transition Plan Costs (300 Points)

Offerors must provide a detailed cost breakdown for the transition period (July 1, 2025–June 30, 2026), with transition activities commencing by October 1, 2025 at the latest, and a narrative (up to 500 words) justifying the proposed costs, including staffing plans, stakeholder engagement strategies, and cost-saving measures. This section is worth 300 points in the evaluation, based on criteria outlined in Section 4.2, focusing on cost-effectiveness, feasibility, and the Offeror’s approach to managing the PSA consolidation. The State anticipates total transition plan costs per PSA to be in the range of $100,000 to $200,000, per Exhibit 9.

Each proposal for a PSA (Northern Idaho or Eastern Idaho) must include a Submittal Form C with sections specific to that PSA, submitted under the corresponding IPRO line item, referencing funding allocations in Attachment 1 (Northern Idaho PSA) or Attachment 2 (Eastern Idaho PSA). Offerors proposing for both PSAs must submit two separate proposals, each with its own Submittal Form C. Costs for shared resources (e.g., administrative staff) must be clearly allocated between PSAs in each respective Submittal Form C, ensuring compliance with funding limits.

Section 4 Evaluation & Award Procedures

4.1 Mandatory Submission Requirements

All Proposals will be reviewed on a "pass" or "fail" basis to ensure compliance with all mandatory submission requirements. Proposals determined by the State, at its sole discretion, to be responsive in this regard will proceed to the evaluation process outlined in this Section. Proposals that do not meet the mandatory submission requirements will be deemed non-responsive. Mandatory submission requirements include, but are not limited to, the following:

· The Proposal was submitted prior to the specified Closing Date and Time.

· The Proposal complies with the submission instructions detailed in Section 2.6.

· The Proposal includes a fully completed and signed Submittal Form A.

· The Proposal includes all required Submittal Forms listed in Section 3.

Offerors proposing for a PSA (Northern Idaho or Eastern Idaho) must submit a complete proposal under the corresponding IPRO line item, including Submittal Forms A, B, and C tailored to that PSA. Offerors proposing for both PSAs must submit two separate proposals, one under each IPRO line item, to ensure proper evaluation. Each proposal will be evaluated independently based on the criteria in Section 4.2

4.2 Evaluation Criteria

Proposals will be evaluated by an Evaluation Committee based on the criteria outlined below. Each PSA (Northern Idaho PSA and Eastern Idaho PSA) will be scored independently, based on the offeror’s Submittal Forms B and C for that PSA. The State intends to award two separate contracts, one for each PSA, to the responsive and responsible bidder(s) receiving the highest total points for each PSA.

Fixed Funding Allocation (Pass/Fail): Offerors must allocate the predetermined federal funding amounts from Attachments 1 and 2 across designated cost categories for programs such as Title III-B, III-C1, III-C2, III-D, III-E, and Title VII. Totals must comply with funding limits (e.g., 10% administrative cost cap per Exhibit 2). ICOA will work closely with the awarded Contractor to finalize these allocations post-award. This section is evaluated as a pass/fail criterion; failure to complete or comply may deem the proposal non-responsive. No points are assigned.

Transition Plan (300 Points): Evaluators will assess the proposed transition plan costs, cost breakdown, and accompanying narrative for the transition period (July 1, 2025–June 30, 2026). Scoring will focus on cost-effectiveness, feasibility, and the Offeror’s approach to managing the PSA consolidation, as outlined in Section 4.4. The full 300 points are allocated to this section.

The State reserves the right to reject any proposal deemed non-responsive or non-compliant with the requirements of Submittal Form C.

4.3 Evaluation Committee

An Evaluation Committee will be convened to assess and score various elements of each Offeror's Proposal, including the Submittal Forms. The committee will typically consist of approximately 1 to 5 State employees, who may or may not possess technical expertise specific to this project or service. Each committee member will independently evaluate and score the Submittal Forms based on the extent to which they satisfy the stated requirements. Individual scores will be submitted to the RFP Lead, who will compile and average the scores to determine the overall evaluation results. The RFP Lead may convene the Evaluation Committee to participate in collaborative discussions to review the strengths and weaknesses of the proposals. Each proposal submitted under the Northern Idaho PSA or Eastern Idaho PSA line item in IPRO will be evaluated independently, based on the criteria in Section 4.2. Offerors submitting proposals for both PSAs must provide separate proposals under each IPRO line item, which will be scored separately. The Evaluation Committee may consider economies of scale or shared resources in their qualitative assessment when evaluating proposals from the same offeror for both PSAs, but awards for each PSA will be based on the highest-scoring proposal for that PSA.

4.4 Calculations

The following approach will be used to normalize and calculate scores:

Written Proposal Calculations: For each document that is evaluated and scored by the evaluation committee, the RFP Lead will average all of the evaluator scores for that particular document, and assign a normalized point to the score in the following way: The Proposal with the highest raw score will receive all available points for that criterion. The remaining Proposals will be assigned a proportional amount of the available points using the formula: (Assigned Weight) x ((Offeror Score) ÷ (Best Score))

Cost Calculations: Points for the Cost Proposal will be normalized as follows: The Proposal with the lowest overall cost will receive all available points. The remaining Proposals will be assigned a proportional amount of the available points using the formula: (Assigned Weight) x ((Lowest Cost) ÷ (Offeror Cost))

The table below illustrates an example of the scoring calculations:

Note: Point allocations for these evaluations are specified in Submittal C – Cost Proposal (200 points for budget allocations, 150 points for transition plan costs), with full criteria outlined above.

4.5 Shortlisting

The RFP Lead will shortlist at least the top two (2) highest ranked Offerors for further consideration. The State reserves the right, but is not required, to shortlist additional Offerors as it deems appropriate.

4.6 Clarification Discussions

The RFP Lead may, in the State’s sole discretion, perform clarification discussions with the Offeror(s) to verify and validate that the Proposal will meet the needs of the Agency. At any time during this period, if it is discovered that the Offeror has not met a mandatory requirement, or has failed to adequately respond to an item below, the State may find the Offeror non-responsive, and disqualify the Proposal.

The Offeror(s) may be requested to address the following items:

4.6.1 Responsibility Assessment: The Offeror may be required to provide documentation to demonstrate its responsibility. Failure to provide the requested documentation may result in the Offeror being deemed non-responsible.

4.6.2 Agency Concerns: The Offeror will address or resolve any major risks, issues, concerns, obstacles, or deal-breakers that have been identified by the Agency.

4.6.3 Verify the Fee/Cost Proposal: The Offeror will clarify and validate the fee/cost schedule. The Offeror will submit any additional financial data, supporting data, or substantiation requested by the Agency.

4.6.4 Provide a Project Schedule: The Offeror will provide a detailed schedule of the project (with major milestones or tasks). This should include milestones, task and proposed start and completion dates.

4.6.5 Align Expectations: The Offeror will coordinate the project/service (schedule, cost, activities) with all critical parties (subcontractors, consultants, suppliers, manufacturers, etc.). The Offeror will create a detailed project plan. Review any unique technical requirements with the Agency.

4.6.6 Key Assumptions: The Offeror will provide a summary of the major assumptions that have been made in preparing the Proposal. This should include items/tasks that the Offeror has assumed the Agency will perform, items/tasks required from the Agency, and items/tasks that have not been included in the Proposal (items that the Offeror feels are outside the scope of work). This should also include any critical expectations or responsibilities that the Offeror has of the Agency, Agency personnel, or other parties/organizations that are not contracted to by the Offeror.

4.6.7 Risk Mitigation Approach: The Offeror will identify all risks, activities, or concerns that may be unforeseen or not within the control of the Offeror. This should include everything (realistically) that may prevent the Offeror from being successful on this project. This may include: Offeror risks, owner risks, other party risks, and unforeseen risks. Identify if there are any strategies to mitigate these items.

4.6.8 Technical Reviews: The Offeror will comprehensively describe the approach for meeting all of the requirements in the Scope of Work to confirm depth and breadth of technical and/or industry knowledge, with any efforts required from the Agency should addressed.

4.6.9 Reference Verification: If requested, provide a list of references for the firm and each key personnel.

4.6.10 Organizational Chart: If requested, provide an organizational chart, including detail of any relationships with parent and subsidiary organizations.

The clarification discussion cannot materially alter the Proposal. The State does not expect to negotiate any terms or conditions requested by the Offeror, unless they were submitted by the Offeror prior to the deadline for submitting questions (see Section 1.7), or they provide the State an opportunity to secure more advantageous terms or pricing.

4.7 Best-And-Final-Offer (BAFO)

The RFP Lead, in the State’s sole discretion, may conduct discussions and negotiations with multiple Offerors. The RFP Lead may request that these Offerors provide a Best-and-Final-Offer (BAFO) cost proposal. The State reserves the right to conduct one (1) or more rounds of a BAFO with these Offerors. The revised BAFO cost proposals, along with the additional evaluation criteria and weighting outlined in Section 4.2, will be utilized to prioritize and rank the Offerors. If an offeror submits proposals for both the Northern Idaho PSA and Eastern Idaho PSA, the State may conduct separate BAFO negotiations for each PSA or combined negotiations, at the State’s discretion, to ensure the best value for each PSA. If the State anticipates the possibility of awarding multiple contracts from this RFP, the State may engage in concurrent negotiations with apparently successful Offerors as deemed appropriate.

4.8 Award

The State intends to award two (2) separate contracts, one for the Northern Idaho Planning and Service Area (PSA) and one for the Eastern Idaho PSA, as described in Exhibit 1, to fulfill statutory requirements for each PSA to have its own Area Agency on Aging (AAA) and funding stream. Awards will be made to the responsive and responsible bidder(s) receiving the highest total points for each PSA, based on the evaluation criteria outlined in Section 4.2. Offerors are not required to bid on both PSAs and may propose for only one PSA based on their expertise and capacity. Offerors proposing for both PSAs must submit two separate proposal packages, one under each IPRO line item (Northern Idaho PSA and Eastern Idaho PSA), each containing Submittal Forms A, B, and C specific to that PSA, as detailed in Section 2.6. A single offeror may be awarded both contracts if their PSA-specific proposals achieve the highest scores for each PSA, as determined by the Evaluation Committee.

Proposals for each PSA, as provided in Submittal Forms B and C, will be evaluated independently to ensure the best value for each contract. If an offeror submits proposals for both PSAs within a single proposal package, each PSA’s technical and cost proposals will be scored separately. The Evaluation Committee may consider economies of scale or shared resources in their qualitative assessment, but this will not affect the independent scoring of each PSA. If an offeror achieves the highest score for one PSA but not the other, they will be awarded the contract for the PSA they won, unless they have specified a conditional preference in Submittal Form A to withdraw their proposal if not awarded both PSAs. Offerors should note that withdrawing a proposal after evaluation may impact their competitiveness in future solicitations. Offerors exercising the conditional preference to withdraw if not awarded both PSAs will have their proposals evaluated independently. If the preference is exercised post-evaluation, the State will award the affected PSA(s) to the next highest-scoring responsive and responsible bidder.

The State reserves the right to:

4.8.1 Award contracts to different offerors for each PSA or to a single offeror for both PSAs, based on the best interests of the State and the evaluation results.

4.8.2 Reject any or all proposals if they do not meet mandatory requirements or are deemed non-responsive.

4.8.3 Conduct clarification discussions or request Best-and-Final-Offers (BAFO) with shortlisted offerors, as described in Sections 4.5 and 4.6, to ensure the selected proposals meet the needs of the Idaho Commission on Aging (ICOA).

The resulting contracts will be issued through Luma, the State’s ERP system, incorporating the Terms and Conditions, Scope of Work (Exhibit 2), Appendices, and relevant portions of the offeror’s Technical Proposal, as determined by the State. A sample contract is provided in Exhibit 6. Offerors are strongly encouraged to submit any proposed modifications or exceptions to the contract terms during the Q&A period (Section 1.7), as post-submission modifications may be rejected.

Awards will align with the funding allocations specified in Attachment 1 (Northern Idaho PSA) and Attachment 2 (Eastern Idaho PSA), and the selected offerors must comply with all federal and state regulations, including the Older Americans Act and Idaho Senior Services Act, as outlined in Exhibit 2.

4.9 Resulting Contract

If the State awards Contract(s) from this solicitation, it will do so by issuing Contract document(s) from Luma, the State’s ERP system. The State anticipates issuing a single contract document for each awarded Contractor, incorporating the Terms and Conditions, Scope of Work, Appendices, and some or all of the Offeror’s Technical Proposal; however, the State reserves the right to determine the form of the resulting Contract(s). A sample contract is provided in Exhibit 6. At its option, the State may memorialize the agreement between the State and each Contractor in one (1) or more final Contract documents.

Important Note: Any modifications or exceptions to the Contract may be rejected by the State. Therefore, the Offeror is strongly encouraged to submit any proposed modifications or exceptions during the Q&A period (see Section 1.7).

EXHIBIT 1

Background Information

1. About The Agency The Idaho Commission on Aging (ICOA) is the state agency tasked with advocating, planning, contracting, and evaluating services for older Idahoans and vulnerable adults. ICOA collaborates with various stakeholders to ensure these populations have access to comprehensive community-based services that enhance independence, dignity, and quality of life across the state.

2. Background Information

2.1 The Division of Purchasing (DOP), on behalf of ICOA, is issuing this RFP to designate Area Agencies on Aging (AAAs) for the newly consolidated Planning and Service Areas (PSAs) in Northern and Eastern Idaho. Eligible applicants include local government units, existing Idaho AAAs, or public/private nonprofit organizations.

2.2 This initiative stems from a strategic effort to optimize service delivery by consolidating PSAs, driven by evolving population trends and funding requirements, with the goal of creating well-led, full-service, robust, and healthy AAAs capable of focusing staff on single programs whenever possible, improving access to home and community-based services for older persons.

2.3 Services are governed by the Older Americans Act, Idaho Senior Services Act, and ICOA policies.

3. Planning and Service Areas

3.1 Northern Idaho PSA: Includes 10 counties (Benewah, Boundary, Bonner, Clearwater, Idaho, Latah, Lewis, Kootenai, Nez Perce, Shoshone) with an estimated federal funding allocation of $2,557,675 for Title III and $30,404 for Title VII of the Older Americans Act (OAA).

3.2 Eastern Idaho PSA: Includes 16 counties (Bannock, Bear Lake, Bingham, Bonneville, Butte, Caribou, Clark, Custer, Franklin, Fremont, Jefferson, Lemhi, Madison, Oneida, Power, Teton) with an estimated federal funding allocation of $2,108,696 for Title III and $26,943 for Title VII of the OAA.

4. Existing Data

4.1 In State Fiscal Year 2024, services such as Respite, Homemaker, and Meals were delivered to numerous older Idahoans, with detailed data on persons served, units provided, and subcontractor rates available in Attachment 3 – Service Data for SFY 24 OAA & Idaho Senior Services Act.

4.2 APS data shows 888 investigations across regions in SFY 2024, with rural client details in Attachment 5 - APS Data for SFY 2024.

5. Current Challenges

5.1 Consolidation Management: Ensuring a seamless integration of services across newly combined PSAs.

5.2 Service Continuity: Maintaining uninterrupted service delivery during the transition from existing AAAs to the newly designated AAA.

5.3 Geographic Scope: Addressing diverse needs across expansive rural areas in Northern and Eastern Idaho.

6. Referenced External Documents

6.1 Attachment 1 - Funding Allocation Summary for Northern Idaho PSA

6.2 Attachment 2 - Funding Allocation Summary for Eastern Idaho PSA

6.3 Attachment 3 - Service Data for SFY 24 OAA and Idaho Senior Services Act

6.4 Attachment 4 – APS Data for SFY 2024

6.5 ICOA Operations Manual – https://aging.idaho.gov/resources/icoa-administration/

EXHIBIT 2

Scope of Work

1. Summary of Scope The designated Area Agency on Aging (AAA) will advocate, plan, contract, and evaluate services for older Idahoans and vulnerable adults within the assigned Planning and Service Area (PSA), delivering comprehensive community-based services while adhering to all relevant federal and state regulations.

2. Objectives and Expectations

2.1 Provide access to a broad spectrum of services that promote independence, dignity, and quality of life for older Idahoans and vulnerable adults, ensuring protection through programs like Adult Protective Services and Long-Term Care Ombudsman.

2.2 Facilitate a successful transition from existing AAAs to the new AAA by July 1, 2026, maintaining service continuity and engaging stakeholders by honoring commitments to focal points in existing AAA local plans.

3. Budgetary Expectations

3.1 The AAA will operate with funding from Title III and Title VII of the Older Americans Act (OAA), the Idaho Senior Services Act, through the Intrastate Funding Formula (IFF), with estimated allocations as follows:

3.1.1 Northern Idaho PSA: $2,557,675 (Title III) and $30,404 (Title VII) per Attachment 1.

3.1.2 Eastern Idaho PSA: $2,108,696 (Title III) and $26,943 (Title VII) per Attachment 2.

3.2 Additional APS funding will be determined via a stakeholder revision process, subject to annual variations based on appropriations.

4. Schedule & Term Expectations

4.1 Transition Period: July 1, 2025 – June 30, 2026. Note: The Contractor must commence transition activities by October 1, 2025, at the latest, within this period.

4.2 Service Implementation Period: July 1, 2026 – June 30, 2027, with a Service Implementation Plan due for this period.

4.3 Area Plan Submission: By June 30, 2027, for the period October 1, 2027 – September 30, 2030.

4.4 The initial contract term is anticipated to be from July 1, 2025, to June 30, 2028, covering the transition, service implementation, and initial Area Plan development periods, with options for renewal contingent on performance and funding availability, to be detailed in the final contract (Exhibit 6).

5. Unique Considerations

5.1 PSA Consolidation: Requires coordination with existing AAAs to assume subcontractor contracts by July 1, 2026, with non-awarded AAAs withdrawing per Exhibit 9.

5.2 Geographic Challenges: Vast rural areas may complicate service delivery; Offerors must address drive-time and costs via distributed workforce or satellite offices.

5.3 Potential Updates: Offerors should prepare for possible ICOA Operations Manual updates due to federal regulations (e.g., 45 CFR 1321), with advance notice provided.

6. Requirements

6.1 Offerors must develop a Transition Plan by July 1, 2026, to assume existing subcontractor contracts and ensure service continuity.

6.2 Offerors must create a Service Implementation Plan for July 1, 2026 – June 30, 2027, detailing delivery, monitoring, and compliance, using performance-based contracts for subcontractors with robust review processes.

6.3 Offerors must deliver programs (e.g., Title III-B, III-C, III-D, III-E, Title VII, APS, State Nutrition) meeting ICOA and federal standards, leveraging Attachment 3 data.

6.4 Offerors must propose a staffing plan with key leadership (e.g., Director, Fiscal Officer) and program staff, aligning with Attachment 3 and Operations Manual standards.

6.5 Offerors must establish local presence (e.g., satellite offices, telecommuting) based on service data and funding, detailed in Submittal Form B.

6.6 Offerors must conduct outreach and relationship-building during transition and first year, per Submittal Form B.

EXHIBIT 3

Pre-Proposal Conference Registration Form

Instructions: Potential Offerors choosing to participate in the Pre-Proposal Conference must pre-register by submitting this completed form, via e-mail, to the RFP Lead. Attendees are asked to submit this registration at least 3 days prior to the Pre-Proposal Conference.

As a reminder, potential Offerors are cautioned against relying on any verbal information shared during the Conference. The RFP may only be amended by written documentation, posted to the state’s eProcurement System, IPRO POWERED BY LUMA.

EXHIBIT 4

Questions

General Instructions

· The RFP Lead is the sole point of contact for this solicitation.

· All questions, clarification, or other correspondence must be submitted in writing via email to the RFP Lead.

· The e-mail subject line should include the “RFP Number”, followed by “Questions” (i.e. RFP 12345 Questions).

· Questions must NOT be submitted through IPRO.

· Questions must be received by the deadline specified in the Procurement Schedule.

· The Offeror must use the table on the following page, to submit all questions or clarifications. The Offeror must adhere to the instructions below.

Instructions Regarding The Table

· Do NOT change the format, font, font style, or font colors.

· Do NOT submit any questions related to the State’s Contract Terms or Conditions. Those must be submitted using Exhibit 5.

· Do NOT identify your name, your company’s name, or product names of intellectual property in your questions.

· Enter the RFP section number that the question is for in the “RFP Section” field (column 2). If the question is a general question not related to a specific RFP section, enter “General” in column 2. If the question is in regard to an attachment, enter the attachment identifier (example “Attachment 1”) in the “RFP Section” (column 2), and the attachment page number in the “RFP page” field (column 3).

· Add additional rows by hitting the “Tab” key while within the table, and within the final row.

· Do not enter text in the “Response” field (column 5). This is for the State’s use only.

Offeror Questions RFP #802 - Area Agency on Aging Designation – Northern & Eastern Idaho

EXHIBIT 5

Contract Modifications and Exceptions Before requesting modifications or exceptions to the Contract requirements, terms, and conditions, please review this document for greater context and reasoning behind key items.

1. Idaho Terms and Conditions – Background The Division of Purchasing issues solicitations on behalf of State of Idaho agencies. As public entities, the Division and the agencies it serves are subject to statutes, rules and policies that result in terms and conditions unlike those common in contracts between private parties. The Division of Purchasing does not have authority to vary many of these terms and in some instances variations are void under Idaho law. See IDAPA 38.05.01.112.

Idaho is not unique. Many of the terms in the State of Idaho Standard Terms and Conditions are similar to terms offered by most federal, state, and local government agencies. Vendors who seek to work with government agencies should become familiar with these terms. The discussion below is provided to assist you in becoming familiar with the legal and policy basis for the terms and to provide information for you to evaluate the risks and benefits of working with public entities.

2. Termination – Costs of Re-procurement The State of Idaho Standard Terms and Conditions provision concerning termination specifically identifies the costs of re-procurement as a damage arising from a breach of the contract by a vendor. This damage is identified because of the public agency budgeting process and the competitive solicitation process required by Idaho’s purchasing laws. The Idaho purchasing laws provide a preference for open, competitive procurements. These procurements come at a cost to the agency, which is generally included in the agency budget requested from the Idaho Legislature more than twelve months prior to incurring the expense. Unlike a private business, public agencies cannot independently pass through the costs of re-procurement to Idaho taxpayers, who are the customers of government. Instead, Idaho agencies must submit a request for the costs to the Idaho Legislature in a subsequent budget year, which is usually after the need to secure a replacement vendor for the breaching contractor arises. As a matter of public policy, the contractor whose breach caused the damage of requiring re-procurement must pay those costs at the time of breach so that the public can receive the benefit of the contract made on its behalf through re-procurement of a new contract. This policy is reflected in the State of Idaho Standard Terms and Conditions provision concerning termination and the Division of Purchasing does not generally vary this requirement.

3. Termination – Fiscal Necessity Idaho Constitution Article VII, section 11 prohibits an expenditure in excess of a legislative appropriation. Idaho Code section 59-1015 prohibits state agencies and officers from entering into contracts that create any expense or liability in excess of an appropriation. Idaho Code section 59-1016 provides that any such contract is void. IDAPA 38.05.01.112 contains the same provisions. An appropriation can be reduced under Idaho law through “give backs” and “hold backs” issued by the executive branch. When the Division of Purchasing enters into a contract, it must contain the term allowing for termination for fiscal necessity to comply with these provisions. Variation of this term is not offered.

4. Anti-Discrimination/Equal Employment Opportunity Many of the Idaho agencies served by the Division of Purchasing receive federal funding that is subject to a requirement concerning a pass-through to vendors of the obligation to comply with federal civil rights and anti-discrimination laws.