Application_-_RFP_012-3116505-DL.pdf

Attachment AA Proposer Application

OC COMMUNITY SERVICES/OFFICE ON AGING

SENIOR COMMUNITY SERVICE EMPLOYMENT PROGRAM (SCSEP)

REQUEST FOR PROPOSAL (RFP) No. 012-3116505-DL

FISCAL YEAR 2027-28

SUPPORTING DOCUMENTS CHECKLIST

Applicants must submit a complete Proposer Application. Please confirm that all related Proposer Application – Templates and supporting documentation are included.

Completion of an application is required. Only the most qualified applicant(s) will be considered for award selection.

Capitalized terms not otherwise defined in the body of this Attachment AA (Proposer Application) will have the meanings set forth in the body of the RFP.

Applicants are required to answer all questions provided within each section as applicable and outlined in the following:

PROPOSER APPLICATION (PA) TEMPLATES:

• PA 1 – Title V Senior Community Service Employment Program (SCSEP) Budget Template

RESPONDENT’S PROPOSAL

A: Experience and Scope of Services

B: Organizational Qualifications of Personnel

C: Cost Effectiveness

D: Proposed Program Services, Methodology and Comparability to RFP Objectives

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Supplemental Document Instructions: Sections requesting attachments, supplemental, or narrative information should be formatted as follows:

1. Each response must be typewritten, double-spaced, and in Arial, size 12 pt. font.

2. Do not exceed the number of pages specified. Pages included beyond the limit will not be read or considered.

3. Responses should include the question and be concise but detailed enough to address what is being asked.

4. If what is being asked is not applicable to you or your organization, please indicate “Not applicable” in your answer.

5. Failure to completely answer all items and/or provide the required documents may result in your application being disqualified from consideration.

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SENIOR COMMUNITY SERVICE EMPLOYMENT PROGRAM

Not to exceed 35 pages (does not include attachments)

Requested Funds Total Funds Requested:

Service Location(s):

A. EXPERIENCE AND SCOPE OF SERVICES

1. Please describe your organization’s experience as it relates to the program and service units for which funding is sought.

2. Provide dates when your organization has provided the proposed program/service units or other similar services; the average number of participants served and/or units of service provided; and the amount of funding for this service and funding source(s).

3. Provide information on your organization’s involvement with Older Individuals aged 55 and older in the local community.

4. Describe the activities proposed under this program. How will you serve the targeted population as specified in the RFP?

5. Describe your organization’s resources, skills, and experience that will complement the services described in this Request for Proposal (RFP).

6. Describe your organization’s experience and plans to coordinate with local agencies, community-based organizations, WIOA partners, and employers to integrate the service delivery system in Orange County. Provide specific examples of how these efforts have led to increased opportunities for older adults to access services.

7. With collocation at an AJCC a requirement as specified in the RFP, describe the facility(s) you intend to utilize to provide program services. If you have sites separate from corporate headquarters, discuss how management of multiple sites is handled.

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B. ORGANIZATIONAL QUALIFICATIONS OF PERSONNEL

1. Submit an organizational chart of your organization, including all key personnel, non-key personnel, and volunteer positions. The organizational chart should clearly indicate whether a position is employed, subcontracted, or a volunteer, and whether the position is Full-Time Equivalent (FTE) (40 hours per week) or part-time (less than 40 hours per week). If part-time, indicate the FTE percentage. The organizational chart must be comprehensive enough to show every position charged to the proposed program either directly or indirectly as overhead.

2. a) Submit job descriptions for all classifications in the proposed staffing plan, including volunteers.

b) Submit resumes for all “Key Personnel” in the proposed staffing plan.

c) Clearly indicate whether a person (key personnel and non-key personnel) will be working in one or more proposed programs.

3. Describe the diversity of your staff, including languages and cultures, of the population you propose to serve.

4. Explain how organizational staff training will be conducted to comply with program requirements.

Describe your training/orientation plan for staff, subcontractors, and volunteers. Include any in-service training provided.

5. Indicate who will be responsible for providing organizational training, and his or her qualifications.

6. Indicate how training will be evaluated and documented and who will be responsible for maintaining training records.

7. Will your organization be using volunteers for services provided under this program? If so, what is your recruitment method, and how will you verify their work experience and any accreditation?

Describe how volunteers will be used, supervised, and the training plan. Include the number of volunteers expected and plans for documenting their services. Indicate how you will ensure that in-kind match/non-match volunteer hours are tracked separately from volunteer hours for other programs operated by your agency.

8. Describe the methodology used to determine hourly rates for volunteer hours applied to in-kind matches.

9. Identify subcontractors/vendors to be used, if applicable. Provide name of subcontractor, address, contact person, telephone number, services to be provided and anticipated percentage of proposed funding allocated to each subcontractor/vendor (include MOU with subcontractor, if applicable).

Describe your agency’s experience working with each subcontractor. Provide monitoring/audit plan. Provide a letter of intent from each subcontractor expressing their commitment to subcontract with your agency to provide services.

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C. COST EFFECTIVENESS

NOTE: For estimated program funding for FY 2027-28, match requirements will be indicated on the budget form. Funding is contingent upon the availability of State, local, and federal funds.

1. Submit a Budget for the proposed services using PA 1 – Senior Community Service Employment

Budget Template.

2. Provide justification for the costs associated with the proposed services for each line item.

3. Submit the cost per unit for the service. Describe the methodology utilized in calculating the cost per service unit.

4. Explain how your organization will provide the State-required match (cash/in-kind) and any additional leveraged resources (non-match cash/in-kind) anticipated. Provide details on each type of match and/or leveraged resource, the source, and how it will be spent on the project.

Demonstrate the ability to provide more services through leveraged resources.

5. Provide a detailed description of any past and/or proposed fundraising activities for the proposed program. Include frequency of events and funds received or anticipated, including the percentage of raised funds going towards the program, if applicable.

6. Describe how you will maintain level of services and efficiently operate your business in the event of funding decreases (California Department of Aging and leveraged resources) and/or payment delays.

7. Explain how you have dealt with past budget deficits, if applicable, for the proposed service or any other similar programs.

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D. PROPOSED PROGRAM SERVICES, METHODOLOGY AND COMPARABILITY OF RFP

OBJECTIVES

1. Describe methods of recruitment and selection that will assure the maximum number of eligible individuals to have the opportunity to participate in the program. Include methods that ensure priority is given to older individuals who:

• Are sixty-five (65) and older

• Have a disability

• Have limited English proficiency and low literacy skills

• Reside in a rural area

• Are veterans or spouses of veterans

• Have low employment prospects

• Have failed to find employment after utilizing services provided through the AJCC

• Are homeless or at risk for homelessness

• Have been incarcerated within the last 5 years or are under supervision following release from prison or jail within the last 5 years.

2. Describe your proposed methods of assessment, reassessment, and creating and updating an

Individual Employment Plan (IEP) for program participants.

3. Describe how confidential client records and program data will be handled. Include how these records will be stored to safeguard personal, secure, and confidential information.

4. Describe your methods of arranging training for participants specific to their community service and in support and alignment with their training needs identified in their IEP.

5. Describe your plan to leverage existing relationships and develop new relationships with workforce partners and employers to determine their employment needs and describe how your organization will help older adults secure unsubsidized employment.

6. Describe how you establish and recruit new host agencies to participate in this program. How do you increase interest from local businesses and engage them to offer training/community services to participants under this program?

7. Describe how you continuously enhance your relationship with existing host agencies. How do you plan to ensure compliance with SCSEP regulations from host agencies?

8. Describe how you will meet the SCSEP negotiated performance measure goals and targets established by the U.S. Department of Labor

9. Describe the methods you intend to use for program publicity and outreach. Include your method for reaching Targeted Populations as described in the RFP. Include the days and hours that the program can provide bilingual services and how that will be accomplished. Describe how you will ensure that program publicity and outreach materials are available in the following three languages:

English, Spanish, and Vietnamese.

10. Describe methods on how your agency will develop and implement controls to track property purchased with program funds in the amount of $500 or more per item, and electronic equipment

County of Orange Proposer Application-SCSEP Page 7 of 7 that can store confidential information, regardless of price (e.g., computers, laptops, tablets, flash drives, etc.).

11. Describe your organization’s disaster plan in place to maintain continuity of services for program participants in the event of a natural, technological, or man-made disaster. Include any plans to recover vital and confidential participant and program records impacted by such disasters.

12. Describe the methods of quality control and how program performance will be monitored internally.

13. Describe the methods you use to evaluate the quality of your services. Describe the method proposed for obtaining input from program participants regarding the level of satisfaction with your services. Including the number of times per year that participant satisfaction input is solicited.

Provide a sample evaluation tool.

14. Describe your data collection process, how your agency will comply with all Office on Aging paper and/or electronic reporting requirements. Include procedures to assure accuracy of data reporting and participant records, as well as procedures to ensure confidentiality of participant records.

15. If you would be a new service provider, describe how you would work with the existing service provider to ensure that participants have no disruption of services, if applicable. Include any potential obstacles or anticipated problems.

16. Describe how your organization is implementing the health and safety measures/recommendations from federal, state, and local levels as it relates to the current public health crisis. Provide detailed information on how your organization is ensuring the safety and well-being of staff, volunteers, and clients during the state of emergency. Specify lessons learned and best practices that may be implemented should another state of emergency be declared in the future.