ESBD_435028_1752506995000_RFA-25-60-AAA.pdf

Page 2 RFA-25-60-AAA-CONTRACTED SUPPORTIVE SERVICES

RFA-25-60-AAA-CONTRACTED SUPPORTIVE SERVICES

Request for Applications 2026 – Aging Services Alamo and Bexar AAA Contracted Supportive Services for FY26 – FY30

Procurement Department 2700 NE Loop 410, Suite 101

San Antonio, TX 78217 Voice (210) 362-5200 Fax (210) 225-5937

RFA Release Date: July 14, 2025 @ 10:00 AM

Application Response Deadline: July 31, 2026 @ 4:00 PM

Date of Potential Awards:

1st Round: Application Deadline: July 31, 2025

Contract Award: October 1, 2025

2nd Round: Application Deadline January 15, 2026

Contract Award: March 1, 2025

3rd Round: Application Deadline June 5, 2026

Contract Award: August 1, 2026

RFA links:

https://aacog.gov/procurement https://www.txsmartbuy.gov/esbd/RFA-25-60-AAA

NOTICE: Prospective proposers who have received this document from a source other than AACOG should immediately contact AACOG and provide their name, company, and email address in order that an addendum to the RFA or other communication can be delivered. Any prospective proposer who fails to provide the agency with this information assumes complete responsibility for complete submission requirements.

https://aacog.gov/procurement https://www.txsmartbuy.gov/esbd/RFA-25-60-AAA

PART 1.0 – SCOPE OF REQUEST 2

TABLE OF CONTENTS

1.1 - Purpose of Request for Applications (RFA)

1.2 - Background Information

1.3 - Statement of Work

1.4 - Service Plan

1.5 – Contractor Requirements

1.6 – Planning Service Area

1.7 – Project Budget

1.8 – Authority

1.9 – Procurement Standard

2.1 - Response Deadline

2.2 - Procurement Schedule

2.3 - Technical Assistance

2.4 - Availability of Request for Applications

2.5 - Proprietary Information & Texas Public Information Act

PART 3.0–GENERAL INFORMATION & ADMINISTRATIVE REQUIREMENTS

3.1 - Eligible Providers

3.2 - Contract Information

3.3 - Governing Provisions and Limitations

3.4 - Administrative Requirement and Limitations

PART 4.0 – APPLICATION REVIEW AND SELECTION PROCESS

4.1 - Evaluation Process

4.2 - Evaluation Criteria

4.3 - Evaluation Outcomes

4.4 - Procurement Dispute Resolution

PART 5.0 – APPLICATION RESPONSE REQUIREMENTS

5.1 - Application Format and Number of Applications

5.2 - Application Validity Period

5.3 - Page Limitation

5.4 - Order of Application Contents

PART 6.0 – APPLICATION RESPONSE FORMS

6.1 – Application Title Page

6.2 – Certification Sheet

6.3 – Acknowledgement Form

6.4 – Conflict of Interest Questionnaire

6.5 – Certification Related to Debarment, Suspension

6.6 – Non-Discrimination Certification

6.7 – Certification Regarding Lobbying

6.8 – Request to be Added to Bidder/Vendor List

6.9 – APPENDIX B Aging Contractor Application Narrative ............................... Page 2

ATTACHMENTS:

Appendix A – General Scope of Work Appendix B – AGING CONTRACTOR APPLICATION CHECKLIST & SERVICE DEFINITIONS Appendix C – Subcontractor Agreement Form

RFA links:

https://aacog.gov/procurement https://www.txsmartbuy.gov/esbd/RFA-25-60-AAA

PART 2.0 - SUBMISSION INFORMATION

PART 1.0 – SCOPE OF REQUEST

1.1 PURPOSE OF REQUEST FOR APPLICATIONS (RFA)

The Alamo Area Council of Governments’ (AACOG) Alamo and Bexar Area Agency on Aging (Alamo and Bexar AAA) provides services to people 60 years of age or older, their family members, and their caregivers, which enables them to receive the information and assistance they need in locating and accessing community services. The purpose of this RFA is to identify eligible contractors through qualification to provide the various services authorized under Title III of the Older Americans Act of 1965, as amended, and in accordance with the approved Alamo Area Agency on Aging Area Plan.

1.2 BACKGROUND INFORMATION

A. The Alamo Area Council of Governments (AACOG)

AACOG is a voluntary association of municipal and county governments and special districts located in Bexar County and the surrounding twelve counties. Defined as a political subdivision of the State of Texas, the Alamo Area Council of Governments (AACOG) was established in 1967 under Chapter 391 of the Local Government Code as a voluntary association of local governments and organizations that serves its members through planning, information, and coordination activities. AACOG serves the Alamo Area/State Planning Region 18, which covers 13 counties and 12,582 square miles. Comprising the area planning region are Atascosa, Bandera, Bexar, Comal, Frio, Gillespie, Guadalupe, Karnes, Kendall, Kerr, Medina, McMullen, and Wilson counties.

B. Funding Sources AACOG is designated as the Area Agency on Aging (AAA) under contract with the Texas Health and Human Commission and this RFA funding authority is from the Older Americans Act of 1965 (OAA) as amended, and its regulations; Health and Human Services (HHS) regulations on Administration of Grants; 45 CFR 74; 45 CFR 92; 45 CFR 1321; 45 CFR 91; the Uniforms Grant Management Standards (UGMS); all applicable HHSC and AAA rules as published in the Texas Administrative Code (TAC), Title 26, Chapter 213, Subchapter A through D; and all state and local laws as pertains to this contract and its attachments. AACOG expects to award multiple contracts for services in the AACOG region.

C. Target Population Contractor must, in accordance with Section 306((a)(4)(B)(i) and (a)(6)(G)) of the Older Americans Act of 1965 (OAA) and its subsequent amendments, and as addressed in the approved Area Plan, assure HHSC that it will use outreach efforts to identify persons who are eligible for assistance under this Contract, with special emphasis on:

1. Older persons residing in rural areas

2. Older persons with greatest economic need

3. Older persons who have the greatest social need

4. Older persons with severe disabilities

5. Older persons with limited English-speaking ability.

6. Older persons with Alzheimer’s disease or related disorders and with neurological or organic brain dysfunction.

7. Older persons at-risk of institutional placement.

1.3 STATEMENT OF WORK

General Scope of Work is detailed in Appendix A

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1.4 SERVICE PLAN

A. AACOG is designated as the AAA under contract with the Texas Health and Human Services Commission (HHSC). The authority on which this contract is based derives from the OAA, as amended, and its regulations.

B. Congress appropriates funds to implement the OAA and apportions those funds to the states. Within Texas, HHSC then allocates the apportioned funds to the AAAs for administration at the local level.

HHSC awards these funds based on statistical factors such as population aged 60+ living in rural areas, and income levels of population aged 60+ in each of the Planning Service Areas (PSAs). The PSA for Alamo AAA includes twelve Alamo Counties (Atascosa, Bandera, Comal, Frio, Gillespie, Guadalupe, Karnes, Kendall, Kerr, Medina, McMullen, and Wilson counties) and Bexar AAA includes Bexar County.

C. Alamo and Bexar AAA then allocate funds to prioritized programs within the PSA based upon an Area Plan approved by HHSC. The Area Plan identifies prioritized older adults’ services. Alamo and Bexar AAA finally award a significant portion of funding for those priority services to qualified sub-recipients who then furnish services on behalf of Alamo and Bexar AAA.

D. Alamo and Bexar AAA are seeking qualified Contractors to furnish and provide aging supportive services for Older Adults.

E. The Alamo and Bexar AAA reserves the right to modify the scope of services, including the addition of future delivery sites and the adjustment of service units, to address evolving program needs and priorities.

F. The Contractor shall be responsible for supplying all labor, materials and equipment necessary for the proper execution and completion of the work, and shall perform all services, as stated in the scope of work or reasonably implied there from and in accordance with contract documents.

G. The Contractor shall provide full-time supervision and properly skilled staff to perform the work required under this bid invitation. Unless specified to the contrary, all materials used shall be new and of the best kind and grades specified and all workmanship shall be up to the best recognized standards known to the various trades.

H. AACOG reserves the right to terminate or modify this contract at its sole discretion if federal funding supporting the Alamo and Bexar AAA program is withdrawn from its funding source(s).

1.5 CONTRACTOR REQUIREMENTS

A. The contractor must recognize the special needs and concerns of low-income, elderly and handicapped clients and must ensure that clients are always treated respectfully and professionally.

The contractors’ staff must always conduct themselves in a professional manner.

B. The work must be completed in a timely and expeditious manner. The contractor is expected to provide ongoing progress reports to Alamo and Bexar AAA indicating work schedule and work status. The contractor (work crew supervisor) is responsible for advising Alamo and Bexar AAA of any recommended changes; however, no changes will be authorized or paid for by AACOG without Alamo and Bexar AAA’s prior written approval.

C. In the event of termination or modification, AACOG shall have no obligation to compensate the contractor for any services delivered after the effective date of termination or modification.

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D. The contractor and its subcontractors are considered independent contractors and shall indemnify and hold harmless AACOG, AACOG staff, and AACOG clients from all claims arising out of work performed.

E. The Federal Privacy Act of 1974 and related state law and regulation regulate the proper disclosure of individually identifiable information and/or records. Contractors must take special precautions to protect confidential information from loss, authorized use, access, disclosure, modification and destruction.

F. Performance of this RFA and all work or obligations covered by and arising out of this RFA shall be at the risk of Contractor exclusively. To the fullest extent permitted by law, Contractor shall, with respect to all work or obligations covered by or arising out of the this RFA, or the performance thereof, indemnify, hold harmless and defend AACOG and each of its officers, partners, joint venture partners, representatives and/or employees from and against any and all allegations, losses, claims, actions, demands, damages, liabilities, or expenses (including costs, expenses and attorney’s fees), arising directly or indirectly from this RFA, or the performance thereof.

G. Contractor is responsible for any job-related illness or injury to workers in their employment and/or clients and shall indemnify and hold harmless AACOG personnel and AACOG clients in the event an on-the-job illness or injury occurs.

H. CFR 41 Part 60-3/4/20/50 – Obligations of Contractors and Subcontractors

These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities and prohibit discrimination against all individuals based on their race, color, religion, sex, or national origin. Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment qualified protected veterans, qualified individuals with disabilities and all individuals without regard to race, color, religion, sex, or national origin.

1.6 PLANNING SERVICE AREA

The Service Area, by funding for this RFA: Atascosa, Bandera, Bexar, Comal, Frio, Gillespie, Guadalupe, Karnes, Kendall, Kerr, McMullen, and Wilson counties.

1.7 PROJECT BUDGET

A. The proposers planned budget must reflect all operating expenses to be incurred in the performance of this Application and the level of Federal or State funding requested to support the planned expenditures.

a. The estimated funds available for the priority projects in the services listed in Appendix A –

General Scope of Work are dependent of available funding awarded to the Alamo and Bexar AAA from their funding source(s) during each grant year.

B. Proposers must have sufficient financial resources to operate on a reimbursement basis. A three (3) month cash flow is recommended.

C. The Alamo and Bexar Area Agencies on Aging require all Nutrition and Transportation providers to submit an application. For Nutrition applicants only, please also submit your most recently filed IRS Form 990 with your application.

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1.8 AUTHORITY

A. HHS 45 CFR 75.

B. HHS 45 CFR 92.

C. HHS 45 CFR 1321.

D. HHS 45 CFR 91.

E. Texas Uniform Grant Management Standards (UGMS).

F. Texas Administrative Code (TAC), Title 26, Part 1, Chapter 213, Subchapter C, Division 3, Rule

§213.203 G. Texas Local Government Code, Chapter 252 H. Texas Government Code, Chapter 2161

I. HHSC Area Agency on Aging Policies and Procedures Manual, Chapter F-1000 thru F- 1800

1.9 PROCUREMENT STANDARD

The services solicited under this RFA are initiated by a Funding Opportunity Announcement (FOA), consistent with the Competitive Method. It is the policy of AACOG to conduct procurement in a manner that provides for full and open competition. An award will be made only to an organization possessing the qualifications and demonstrated ability to perform successfully under the terms and conditions of a contract.

PART 2.0 – SUBMISSION INFORMATION

2.1 RESPONSE DEADLINE

The Alamo Area Council of Governments (AACOG) will post the Request for Applications (RFA) on July 14, 2025. The deadline for submitting an application is July 31, 2026, by 4:00 p.m. CST.

Multiple awards will be made based on applicant eligibility, completeness of application, and the evaluation criteria outlined in this solicitation. This RFA will remain open for ongoing submissions and will be evaluated on a quarterly basis, with awards made accordingly. Vendors may submit applications at any time; however, contract awards will only occur during the scheduled quarterly evaluation periods. All submitted applications will be recorded in an official application receipt log. An email confirmation receipt will be issued. Please note only Electronic Submissions is allowed: Applications and all attachments must be submitted as PDF files via email to procurement@aacog.gov and ijones@aacog.gov. The subject line of the email must read: RFA Submission: RFA-25-60-AAA – Contracted Supportive Services.

2.1.1 Applications submitted in response to this RFA will be reviewed for completeness and eligibility.

Applications will either be accepted or rejected based on the published eligibility criteria. Acceptance of an application will place the respondent on a list of approved vendors eligible for future contracted services. Modifications or amendments to an application must be submitted in compliance with the RFA requirements and prior to the response deadline. An application may be withdrawn at any time during the procurement process by submitting a written withdrawal request to the AACOG Procurement Department at the address listed above. For additional information or questions regarding the application process, please contact the AACOG Procurement Department.

2.2 PROCUREMENT SCHEDULE

All time noted on the Procurement Schedule (Page 1) is Central Standard Time. Dates posted are subject to change.

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2.3 TECHNICAL ASSISTANCE

AACOG will accept questions submitted via electronic mail. A comprehensive addendum to the RFA, including all questions received during the open enrollment period, will be distributed to all interested parties and archived on the Electronic State Business Daily (ESBD) website. No other representative of AACOG is authorized to accept or respond to questions regarding this solicitation, except as stated below. It is the sole responsibility of each vendor to frequently check the AACOG website for updates, addenda, or responses to submitted questions.

Debbie Ugarte Contracts and Procurement Director

Email: dugarte@aacog.gov

AACOG RFA Secondary Point of Contact:

Isaac Jones III

Senior Procurement Analyst Email: ijones@aacog.gov

2.3.1 During the period between the date AACOG issues this RFA and the date of the application deadline, Respondents shall restrict all contact with AACOG and direct all questions regarding this RFA, including questions regarding terms and conditions, only to the individual identified above in Section “Technical Assistance” in the specified manner. Do not contact members of the Board of Directors, other employees of AACOG or any of AACOG’s agents or administrators. Contact with any of these prohibited individuals after issuance of this RFA and before selection is made, may result in disqualification of the Respondent. The communications prohibition shall terminate when the contract is executed by the Contractor and AACOG.

2.3.2 Prohibited communications include direct contact, discussion, or promotion of any Respondent’s Application with any member of AACOG’s Board of Directors or employees except for communications with AACOG’s designated representative as set forth in this RFA and only in the course of inquiries, briefings, interviews, or presentations. This prohibition is intended to create a level playing field for all potential Respondents, to assure that decisions are made in public, and to protect the integrity of the RFA process. Except as provided in the above-mentioned exceptions, the following communications regarding a particular Invitation for Bids, Requests for Application, Requests for Qualifications, or other solicitation are prohibited:

2.3.1.1 Communication between a potential Contractor, service provider, bidder, respondent, lobbyist or consultant and any member of AACOG’s Board of Directors.

2.3.1.2 Communications between any director and any member of a selection or evaluation committee.

2.3.1.3 Communications between any director and administrator or employee is prohibited.

2.3.2 The communications prohibition shall not apply to the following:

2.3.2.1 Communications with AACOG’s purchasing agent specifically named and authorized to conduct and receive such communications under this RFA or upon the request of AACOG, with AACOG’s general counsel.

2.3.2.2 Presentations made to the Board of Directors during any duly convened public meeting.

2.3.2.3 Nothing contained herein shall prohibit any person or entity from publicly addressing

AACOG’s Board of Directors during any duly convened public meeting, in accordance with applicable Board policies, on a matter other than this RFA or in connection with a presentation requested by AACOG’s representatives.

2.4 AVAILABILITY OF REQUEST FOR APPLICATIONS

The RFA will be posted as noted on Page 1, RFA Links, or at the request of the proposer, by contacting procurement staff at the above phone or e-mail beginning July 14, 2025. The RFA is also available at the agency address from 8:00 a.m. – 5:00 p.m., Monday through Friday (except for holidays). Any interested party that receives this RFA by means other than directly from AACOG is responsible for notifying AACOG that it has received an RFA package so that when an addendum to this RFA is issued, the information can be provided to all interested parties.

mailto:dugarte@aacog.gov mailto:ijones@aacog.gov

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2.5 PROPRIETARY INFORMATION AND THE PUBLIC INFORMATION ACT

2.5.1 Because contracts are awarded by a governmental entity, all responses submitted are subject to release as public information after contracts are executed. If a Respondent believes that its response, or parts of its response, may be exempted from disclosure, the Respondent must specify page-by-page and line-by-line the parts of the response, which it believes, are exempt. In addition, the Respondent must specify which exception(s) are applicable and provide detailed reasons to substantiate the exception(s). Any information that is unmarked will be considered public information and released, if requested under the Public Information Act.

2.5.2 The determination of whether information is confidential and not subject to disclosure is the duty of the Texas Office of Attorney General (OAG). AACOG must provide the OAG sufficient information to render an opinion and therefore, vague and general claims to confidentiality by the Respondent are not acceptable. AACOG must comply with the opinions of the OAG. AACOG assumes no responsibility for asserting legal arguments on behalf of any Respondent. Respondents are advised to consult with their legal counsel concerning disclosure issues resulting from this procurement process and to take precautions to safeguard trade secrets and other proprietary information. After completion of the award, these documents will be available for public inspection.

PART 3.0–GENERAL INFORMATION & ANDMINISTRATIVE REQUIREMENTS

3.1 ELIGIBLE PROVIDERS

3.1.1 AACOG expects to receive Application s from established and knowledgeable entities with demonstrable expertise in the tasks required. The proposer(s) selected for contract will become an approved AACOG vendor and responsible for tasks outlined in the SOW.

3.1.2 It is the policy of AACOG to encourage participation by small and historically underutilized businesses (HUBs), as defined in Government Code, Chapter 2161, as Contractors to AACOG. It is the goal of AACOG to include HUBs in at least ten percent (10%) of the total value of contracts awarded annually.

3.1.3 To be eligible for consideration: Licensed to do business in the State of Texas.

3.1.4 AACOG is prohibited from contracting with any entity debarred, suspended, or otherwise excluded from or ineligible for participation. Accordingly, a contract requires Contractors to certify that they are in compliance with the Federal regulations implementing Executive Order 12549, Debarment and Suspension, 29 CFR Part 98, Section 98-510, Participant’s Responsibilities. The Contractor must certify that to the best of its knowledge and belief that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by a federal department or agency.

3.1.5 Respondents must possess the knowledge, experience and expertise, professional judgment and capacity within their organization to perform the services and activities requested under this RFA and meet high standards for public service and fiduciary responsibility.

3.2 CONTRACT INFORMATION

3.2.1 TYPE OF CONTRACT: This Request for Application will result in an indefinite delivery

/ indefinite quantity (IDIQ), fixed price/cost or reimbursement contract, determined by demand and based on the agreed rate for services provided. There will be no guarantee of work assigned or awarded.

3.2.2 CONTRACT PERIOD: It is anticipated that the initial contract period will be for one (1) year, with an option for four (4) one (1) year extensions, mutually approved annually by the vendor and AACOG Board of Directors. The maximum number of consecutive years that a contractor may provide services will be five (5) years.

3.2.3 AACOG reserves the right to terminate a contract at any time based on Contractor performance or noncompliance.

3.2.4 ADDITIONAL FUNDING: AACOG reserves the right to extend the contract to include additional tasks in the Application response that AACOG deems beneficial to the area.

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3.2.5 REASSIGNMENT: In the event a Contractor fails to perform as required, AACOG reserves the right to terminate the contract early and assign the contract in whole or in part to a comparably ranked respondent/Application obtained through this procurement, subject to successful contract negotiations.

3.2.6 Within 30 days written notice by either party if Contractor shall be required to satisfactorily complete all projects in progress at the time notice is giving to.

3.2.7 In the event of a breach of this RFA by either party hereto that is not remedied within five (5) working days after delivery of written notice of such a breach, the non-breaching party may terminate this RFA by providing ten (10) days written notice to the other party of the intent to terminate this RFA.

3.3 GOVERNING PROVISIONS AND LIMITATIONS

Violation of any of the following provisions may cause an application to be disqualified and rejected from consideration:

3.3.1 The Application, if accepted, will become the basis for the contract scope of work.

3.3.2 Respondents must submit a comprehensive Application for all services provided. Any Application that is not comprehensive will be deemed non-responsive.

3.3.3 The only purpose of this RFA is to ensure uniform information in the solicitation of Application s for the procurement of identified services. This RFA is not to be construed as a purchase agreement, contract or as a commitment of any kind; nor does it commit AACOG to pay for costs incurred prior to the execution of a formal contract unless such costs are specifically authorized in writing by AACOG.

3.3.4 AACOG reserves the right to accept or reject any or all Applications s received, to cancel or reissue this RFA in part, or its entirety.

3.3.5 AACOG reserves the right to award a contract(s) for any services solicited in this RFA in any quantity AACOG determines is in its best interests.

3.3.6 AACOG reserves the right to extend, shorten, increase, or decrease any contract awarded as a result of this RFA.

3.3.7 AACOG reserves the right to request additional information, clarification of or explanation for any aspect of a response to this RFA.

3.3.8 AACOG reserves the right to waive any minor defect in the procurement process or to correct any error(s) and/or make changes to this solicitation it deems necessary. AACOG will provide notifications of any changes in this RFA to all interested parties having requested or received a copy of this RFA.

3.3.9 AACOG reserves the right to negotiate the final terms of all contracts or agreements with selected proposers and any such terms negotiated as a result of this RFA may be renegotiated and/or amended in order to successfully meet the needs of the regional area.

3.3.10 AACOG reserves the right to contact any individual, agency, employer, or granting agencies listed in an application, or contact others who may have experience and/or knowledge of the respondent’s relevant performance and/or qualifications; and to request additional information from all respondents.

3.3.11 AACOG reserves the right to conduct on-site reviews of records, systems, procedures, including credit and criminal background checks of any entity selected for funding under this RFA. This may occur either before or after the award of a contract or agreement. Any misrepresentation of the proposer’s ability to perform as stated in the RFA response may result in the cancellation of any contract or agreement awarded.

3.3.12 AACOG reserves the right to withdraw or reduce the amount of an award or to cancel any contract or agreement resulting from this RFA if adequate funding is not received by AACOG from funding sources or due to legislative changes.

3.3.13 Respondents shall not, under penalty of law, offer or provide any gratuities, favors or anything of monetary value to any officer, board member, employee, Application evaluator, or agent of AACOG or elected official for purposes of having an influencing effect on this procurement.

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3.3.14 Respondents shall not attempt in any manner to advocate for lobby or otherwise attempt to influence any officer, board member, employee, Application evaluator, or agent of AACOG or elected official for purposes of having an influencing effect on this procurement.

3.3.15 No officer, board member, employee, Application evaluator, or agent of AACOG shall participate in the selection, award, or administration of a contract if a conflict of interest, or potential conflict, is involved.

3.3.16 Respondents shall not engage in any activity that will restrict or eliminate competition. Violation of this provision will cause a respondent’s Application to be disqualified and rejected. This does not preclude joint ventures or subcontracts.

3.3.17 The contents of a successful Application will become a contractual obligation if selected for contract award. Failure of a respondent to accept this obligation may result in cancellation of an award. No plea of error or mistake shall be available to the successful proposer as a basis for release from proposed services at the stated price/cost. Any damages assessed by AACOG because of a successful proposer’s failure to contract with AACOG may be recovered from the proposer.

3.3.18 A contract with a selected proposer may be withheld, at the sole discretion of AACOG, if issues of contract or questions of non-compliance, questioned/disallowed costs, audit/monitoring findings or legal issues exist, until such issues are satisfactorily resolved.

3.3.19 AACOG is exempt by law from paying State Sales Tax and Federal Excise Tax.

3.3.20 The contractor shall retain all records for a minimum period of five (5) years after AACOG makes final payment and all other pending matters are closed. This requirement is to ensure fair settlement of disputes or complaints that may arise, as well as to fulfill federal audit requirements. This requirement survives the termination of this RFA for any reason.

3.3.21 NON-DISCRIMINATION AND EQUAL EMPLOYMENT OPPORTUNITY:

Contractor provides its assurance that it will comply with all requirements of applicable Federal and State laws that no person providing or receiving services under this contract will be excluded from participation, or be otherwise subjected to discrimination because of race, religion, gender, sexual orientation, national origin, age, disability or political affiliation or belief.

3.4 ADMINISTRATIVE REQUIREMENTS AND LIMITATIONS

3.4.1 The selected contractor(s) will be required to procure and maintain all insurance coverage as specified in this RFA. Prior to the commencement of any work under a contract awarded through this solicitation, the contractor must provide proof of insurance listing the Alamo Area Council of Governments (AACOG) as an additional insured on each applicable policy. Required insurance coverage includes but is not limited to: General Liability Insurance Fidelity Bonding, Automobile/Vehicle Coverage, Directors and Officers Liability Insurance, Errors and Omissions (Professional Liability) Insurance. Insurance requirements apply when applicable or when funding becomes available. Liability coverage limits and deductible amounts must be acceptable to AACOG. Proof of coverage must be submitted to AACOG prior to contract execution and updated upon renewal or modification of policies. Failure to comply with these insurance requirements may result in termination of the awarded contract.

3.4.2 INSURANCE REQUIREMENTS - The Contractor shall maintain the following insurance coverages throughout the term of the agreement:

3.4.2.1 General Liability: Coverage for bodily injury and property damage to third parties with minimum limits of $1,000,000 per occurrence and $2,000,000 aggregate.

3.4.2.2 Professional Liability (Errors and Omissions) Insurance – Coverage with a minimum limit of $250,000.

3.4.2.3 Workers' Compensation and Employer’s Liability Insurance – Coverage at statutory limits, including $500,000 per accident for bodily injury, $500,000 per employee for bodily injury by disease, and a $500,000 policy limit for bodily injury by disease

3.4.2.4 Automobile Liability Insurance – Coverage at statutory limits with a minimum of $500,000 per occurrence and a combined single limit of $1,000,000 for bodily injury and property damage.

Coverage must include hired and non-owned autos.

3.4.2.5 Directors and Officers (D&O) Insurance – Coverage with a minimum limit of $1,000,000 per claim, protecting against claims arising from negligent acts, errors, or omissions by directors and officers acting in their official capacities.

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3.4.2.6 Cyber Liability Insurance – Coverage with $1,000,000 per occurrence and $2,000,000 aggregate limits. Coverage shall include, but not be limited to, data breaches, intellectual property infringement, invasion of privacy, information theft, destruction or damage of electronic data, cyber extortion, and network security failures.

3.4.3 Respondents must be able to demonstrate the necessary administrative and fiscal capability necessary to successfully provide the required services and to meet the financial accountability requirements of federal grants when applicable (or if funding becomes available).

3.4.4 Contractors must provide reports upon demand as may be requested or required by AACOG.

3.4.5 Private for-profit corporations applying must include a statement signed by an authorized representative of the corporation authorizing submission of an application.

3.4.6 AACOG shall require the Contractor to remove any employee or staff member from the contract who is alleged (accused, arrested, or charged) to have committed a disqualifying offense after the background check performed. The contractor is required to immediately notify AACOG when it becomes aware of the alleged offense to determine if it disqualifies the employee or staff member from continuing to work under the contract.

3.4.7 Respondents must possess knowledge, experience and expertise, professional judgment and capacity within their organization to perform the services and activities.

PART 4.0 – PROPOSAL REVIEW AND SELECTION PROCESS

4.1 EVALUATION PROCESS: The evaluation process will consist of:

4.1.1 An initial review of responsiveness and eligibility with the criteria specified in the RFA by AACOG personnel.

4.1.2 All compliant applications will be evaluated and scored by an independent team of reviewers. The proposer’s qualifications will be evaluated on specific criteria outlined in Section 4.2 by reviewers using a standardized scoring matrix.

4.2 EVALUATION CRITERIA:

4.2.1 Organizational Capacity

4.2.2 Staff training and Development

4.2.3 Demonstrated Performance

4.2.4 Financial Stability

4.2.5 Price Reasonableness

4.3 EVALUATION OUTCOMES

4.3.1 Applications will be determined:

4.3.1.1 Acceptable

4.3.1.1.1 Recommendation to AACOG Board of Directors for award

4.3.1.2 Questionable

4.3.1.2.1 Request clarifying information from Applicant to determine acceptability

4.3.1.3 Deficient

4.3.1.3.1 Applications determined to be deficient will be notified of deficiencies and allowed to reapply, upon remediation of deficiencies.

4.4 PROCUREMENT DISPUTE RESOLUTION

Appeal and Debriefing Process

4.4.1 Appeal Process

Proposers not selected for funding may appeal only with respect to any fault or violation of law or regulation regarding the procurement process. Appeals must be filed within ten calendar days of receipt of AACOG notification of final action. Appeals shall be directed to:

Contract and Procurement Director Alamo Area Council of Governments Procurement Department

2700 NE Interstate 410 Loop, Suite 101 San Antonio, TX 78217

Page 11 RFA-25-60-AAA-CONTRACTED SUPPORTIVE SERVICES

4.4.1.2 The appeal must indicate the AACOG action appealed and the violation, which forms the basis for the appeal, and shall be signed by the Proposers organization’s authorized representative. Fax and e-mail transmittals will not be accepted. The filing of the appeal must be submitted within the time frame identified. There is no relief accorded appellate for not filing within the published deadlines. Hearings are at the discretion of AACOG and shall be conducted in accordance with existing AACOG procedures.

4.4.1.3 Proposers must provide a detailed statement of legal and factual grounds including copies of relevant documents and the form of relief requested.

4.4.1.4 Proposers may NOT appeal the scoring and ranking of Proposals, unless substantiated by material or relevant facts.

4.4.1.5 Proposers may NOT appeal solely on the belief that their Proposal is superior to the one selected for award.

4.4.1.6 Proposers understand that review and action shall be considered final, with no further formalities considered.

4.4.2 Debriefing Process

Proposers not selected by this procurement process, and have elected not to file an appeal, may submit within 10 days of the receipt of AACOG notification of the procurement decision, a Request for Debriefing to obtain information on the procurement process and how their Proposal or offer was received and ranked. AACOG shall acknowledge receipt of the Request for Debriefing in writing within 10 days of receipt, along with the date and time of the scheduled debriefing. The debriefing shall be scheduled as soon as possible and no later than 10 days from the receipt of the Request for Debriefing. A debriefing is offered as a courtesy to any bidder who is not selected for funding. The purpose of the debriefing is to promote the exchange of information, explain the Proposal evaluation system, and help unsuccessful bidders understand why they were not selected.

PART 5.0 – APPLICATION RESPONSE REQUIREMENTS

5.1 APPLICATION FORMAT AND NUMBER OF APPLICATIONS

5.1.1 Email Submission

Respondents must submit one complete application, including all executed certifications and authorized signatures. Applications and any attachments must be submitted as PDF files only. An electronic copy must be sent via email to procurement@aacog.gov and ijones@aacog.gov, with the email subject line: RFA Submission: RFA-25-60-AAA – Contracted Supportive Services.

No paper copies are be submitted under this RFA. Any submission lacking the required content may be ruled non-responsive and may not be considered for award under this procurement.

5.1.2 APPLICATION FORMAT

5.1.2.1 Applications must be submitted in Portable document format (PDF).

5.1.2.2 Each page of the Application, except for the coversheet, must be sequentially numbered, including attachments.

5.1.2.3 Applications must contain all required elements in the order prescribed.

5.1.2.4 Applications that do not conform to this requirement may be considered non- responsive and excluded from consideration for award under this procurement.

5.2 APPLICATION VALIDITY PERIOD

Each Application will remain valid for AACOG’s acceptance for a minimum of sixty (60) days after the submittal deadline, to allow for evaluation, selection and Board action.

5.3 PAGE LIMITATION

Respondents are asked to keep responses brief, concise and to the point.

5.4 ORDER OF APPLICATION CONTENTS

The application must follow the Alamo and Bexar Area Agencies on Aging CHECKLIST FOR

CONTRACTOR APPLICATION (ATTACHMENT B)

mailto:procurement@aacog.gov mailto:ijones@aacog.gov

Page 12 RFA-25-60-AAA-CONTRACTED SUPPORTIVE SERVICES

PART 6.0 – APPLICATION RESPONSE FORMS

6.1 APPLICATION TITLE PAGE (Attachment A)

Each Application must be accompanied by a complete Application title page. Respondents must designate a contact person responsible for all communications concerning the Application and notification of award. Respondents must also designate a person with documented signatory authority and for contract negotiations.

6.2 CERTIFICATION SHEET (Attachment B)

Each Application must have a Table of Contents that lists each item of the Application, including attachments, with corresponding page numbers. Clearly identify the material by section and page number. Perform the work in a timely manner.

6.3 ACKNOWLEDGEMENT FORM (Attachment C) (complete and sign form)

6.4 CONFLICT OF INTEREST QUESTIONNAIRE (Attachment D) (complete and sign form) If a conflict exists. You may review the Agency’s current Board of Directors at Board Members & Committees | AACOG

6.5 CERTIFICATION REGARDING DEBARMENT (Attachment E) (complete and sign form)

6.6 NON-DISCRIMINATION CERTIFICATION (Attachment F) (complete and sign form)

6.7 CERTIFICATION REGARDING LOBBYING (Attachment G)

6.8 REQUEST TO BE ADDED TO BIDDER’S/CONTRACTOR’S LIST

6.9 APPENDIX B – AGING CONTRACTOR APPLICATION NARRATIVE – Page 2

ATTACHMENTS:

APPENDIX A – GENERAL SCOPE OF WORK

APPENDIX B – AGING CONTRACTOR SERVICE DEFINITIONS

APPENDIX C – SUBCONTRACTOR AGREEMENT FORM

RFA links:

https://aacog.gov/procurement https://www.txsmartbuy.gov/esbd/RFA-25-60-AAA https://aacog.gov/board-members-committees https://aacog.gov/board-members-committees

RESPONSE FORMS Page 1

ATTACHMENT A

APPLICATION TITLE PAGE

Alamo and Bexar AAA Contracted Supportive Services for FY26 – FY30

Legal Name of Proposing Entity

Name of Owner/Director of Entity

Title

Mailing Address

Physical Address (If different than mailing)

Telephone Number

Fax Number

E-mail Address

Contract Signatory Authority & Title

Federal Tax ID Number

Historically Under-Utilized Business? If “yes”, attach copy of current certification.

☐ Yes ☐ No

Legal/Tax Status of Organization

☐ Corporation ☐ Sole Proprietor

☐ Partnership

☐ Other (Specify) _________________________

RESPONSE FORMS Page 2

ATTACHMENT B

CERTIFICATION SHEET

All specifications and terms and conditions of the RFA have been read.

Our Company accepts the specifications and conditions unless otherwise accepted in writing to the Executive Director, Alamo Area Council of Governments (AACOG).

Company Name:

Mailing Address:

City: State Zip Code Phone: Fax:

Web Site:

Email

Name of Representative authorized to sign for bidder:

(Print name) (Signature)

(a) Does your "residence state" require bidders whose principal place of business is in Texas to underbid bidders whose residence state is the same as yours by a prescribed amount or percentage to receive a comparable contract?

"Residence State" is defined as the state in which the principal place of business is located. YES NO

(b) What is that amount or percentage?

I certify that the above information is correct:

Name

Position Signature Date

RESPONSE FORMS Page 3

ATTACHMENT C

ACKNOWLEDGEMENT FORM

Having carefully examined the terms and conditions and specifications within this RFA document, the undersigned Proposer's Agent hereby proposes and agrees to furnish the proposed product(s)/service(s) in strict compliance with the specifications as quoted.

The Proposer affirms that, to the best of his knowledge, the response has been arrived at independently and is submitted without collusion with anyone to obtain information or gain any favoritism that would in any way limit competition or give them an unfair advantage over other bidders in the award of this RFA.

The Proposer affirms that he/she has not participated in any act of favoritism, gratuity, or inside dealings with any member of the staff of AACOG or its Board of Directors.

Company Name:

President/Designee:

Position:

Signature:

Date:

RESPONSE FORMS Page 4

ATTACHMENT D

CONFLICT OF INTEREST QUESTIONNAIRE

This questionnaire reflects changes made to the law by H.B. 1491, 80th Leg., Regular Session.

This questionnaire is being filed in accordance with chapter 176, Local Government Code, by a person who has a business relationship as defined by Section 176.001 (1-a) with a local governmental entity and the person meets requirements under Section 176.006(a).

By law this questionnaire must be filed with the records administrator of the local government entity not later than the 7th business day after the date the person becomes aware of facts that require the statement to be filed. See Section 176.006, Local Government Code.

OFFICE

USE

Date Received

1.

Name of person who has a business relationship with local governmental entity.

2.

Check this box if you are filing an update to a previously filed questionnaire.

(The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7th business day after the date the originally filed questionnaire becomes incomplete or

3.

Name of local government office with whom filer has employment or business relationship.

This section (item 3 including subparts A, B, C & D) must be completed for each officer with whom the filer has an employment or other business relationship as defined by Section 176.001 (1-a), Local Government Code.

Attach additional pages to this Form CIQ as necessary.

A. Is the local government officer named in this section receiving or likely to receive taxable income, other than investment income, from the filer of the questionnaire?

Yes No

B. Is the filer of the questionnaire receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer named in this section AND the taxable income is not from the local government entity?

Yes No

C. Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local government officer serves as an officer or director, or holds an ownership of 10 percent or more?

Yes No

D. Describe each employment or business relationship with the local government office named in this section.

4.

Signature of person doing business with governmental entity Date

RESPONSE FORMS Page 5

ATTACHMENT E

CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY

AND VOLUNTARY EXCLUSION FOR COVERED CONTRACTS AND GRANTS

Federal Executive Order 12549 requires the Texas Department of Aging and Disability Services (DADS) to screen each covered potential contractor/grantee to determine whether each has a right to obtain a contract/grant in accordance with federal regulations on debarment, suspension, ineligibility, and voluntary exclusion. Each covered contractor/grantee must also screen each of its covered subcontractors/providers.

In this certification "contractor/grantee" refers to both contractor/grantee and subcontractor/sub grantee; "contract/grant" refers to both contract/grant and subcontract/sub grant.

By signing and submitting this certification the potential contractor/grantee accepts the following terms:

1. The certification below is a material representation of fact upon which reliance was placed when this contract/grant was entered into. If it is later determined that the potential contractor/grantee knowingly rendered an erroneous certification, in addition to other remedies available to the federal government, the Department of Health and Human Services, United States Department of Agriculture or other federal department or agency, or the Texas Department of Aging and Disability Services may pursue available remedies, including suspension and/or debarment.

2. The potential contractor/grantee shall provide immediate written notice to the person to which this certification is submitted if at any time the potential contractor/grantee learns that the certification was erroneous when submitted or has become erroneous by reason of changed circumstances.

3. The words "covered contract," "debarred," "suspended," "ineligible," "participant," "person," "principal," "proposal," and "voluntarily excluded," as used in this certification have meanings based upon materials in the Definitions and Coverage sections of federal rules implementing Executive Order 12549. Usage is as defined in the attachment.

4. The potential contractor/grantee agrees by submitting this certification that, should the proposed covered contract/grant be entered into, it shall not knowingly enter into any subcontract with a person who is debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the Department of Health and Human Services, United States Department of Agriculture or other federal department or agency, and/or the Texas Department of Aging and Disability Services, as applicable.

Do you have or do you anticipate having subcontractors/sub grantees under this proposed contract? ☐ YES ☐NO

5. The potential contractor/grantee further agrees by submitting this certification that it will include this certification titled "Certification Regarding Debarment, Suspension, Ineligibility, and Voluntary Exclusion for Covered Contracts and Grants" without modification, in all covered subcontracts and in solicitations for all covered subcontracts.

6. A contractor/grantee may rely upon a certification of a potential subcontractor/sub grantee that it is not debarred, suspended, ineligible, or voluntarily excluded from the covered contract/grant, unless it knows that the certification is erroneous. A contractor/grantee must, at a minimum, obtain certifications from its covered subcontractors/sub grantees upon each subcontract's/sub grant’s initiation and upon each renewal.

7. Nothing contained in all the foregoing shall be construed to require the establishment of a system of records in order to render in good faith the certification required by this certification document. The knowledge and information of a contractor/grantee is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.

8. Except for contracts/grants authorized under paragraph 4 of these terms, if a contractor/grantee in a covered contract/grant knowingly enters into a covered subcontract/sub grant with a person who is suspended, debarred, ineligible, or voluntarily excluded from participation in the transaction, in addition to other remedies available to the federal government, Department of Health and Human Services, United State Department of Agriculture, or other federal department or agency, as applicable, and/or the Texas Department of Aging and Disability Services may pursue available remedies, including suspension and/or debarment.

CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION FOR COVERED

CONTRACTS AND GRANTS

Indicate which statement applies to the covered potential contractor/grantee:

☐1. The potential contractor/grantee certifies, by submission of this certification, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this contract/grant by any federal department or agency or by the State of Texas.

☐2. The potential contractor/grantee is unable to certify to one or more of the terms in this certification.