ESBD_511007_1777470231424_RFP-27-18-CONTSERV-SUBRECIPIENT.pdf

REQUEST FOR PROPOSALS (RFP)

RFP-27-18-CONTSERV-SUBRECIPIENT

Bexar Area Agency on Aging (AAA) Contracted

Services Funding Period: FY 2027 – FY 2030

Alamo Area Council of Governments (AACOG)

Procurement Department

Solicitation Deadlines

RFP Release Date

Questions Deadline

Q&A Posting

Response Deadline

Notice of Award

Contract Award

April 29, 2026 @ 4:00 p.m.

May 4, 2026 @ 4:00 p.m.

May 11, 2026 @ 4:00 p.m.

June 30, 2026 @ 5:00 p.m.

July 7, 2026

Oct 1, 2026

AACOG – RFP-27-18-CONTSERV-SUBRECIPIENT Page 1 of 60

RFP Posting Locations https://aacog.gov/member-government-services/procurement/ https://www.txsmartbuy.com/esbd

Notice to Prospective Respondents Prospective Respondents who obtain this RFP from any source other than the Alamo Area Council of Governments (AACOG) shall promptly contact AACOG and provide their name, company name, and email address. This will ensure receipt of any addenda or official communications related to this RFP.

Failure to provide this information shall place the prospective Respondent at full risk of submitting an incomplete or non-compliant Proposal.

AACOG – RFP-27-18-CONTSERV-SUBRECIPIENT Page 2 of 60 https://www.txsmartbuy.com/esbd

Definitions and Acronyms

Acronym Definition

AACOG Alamo Area Council of Governments

AAA Area Agency on Aging

BAAA Bexar Area Agency on Aging

CFR Code of Federal Regulations

COI Certificate of Insurance

D&O Directors and Officers Liability Insurance

E&O Errors and Omissions Insurance

HHSC Texas Health and Human Services Commission

HHS U.S. Department of Health and Human Services

HUB Historically Underutilized Business

NSIP Nutrition Services Incentive Program

OAA Older Americans Act

RFP Request for Proposals

SGR State General Revenue

TAC Texas Administrative Code

UGMS Uniform Grant Management Standards

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Term Definition

AACOG (Alamo Area Council of Governments)

A regional planning commission and political subdivision of the State of Texas serving as the Area Agency on Aging (AAA) for the region.

Addendum (Addenda) A written clarification, revision, or modification to this RFP issued by AACOG and made available to all Respondents.

Area Agency on Aging (AAA) A public or nonprofit agency designated to administer programs and services for older adults under the Older Americans Act.

BAAA (Bexar Area Agency on Aging)

The designated Area Agency on Aging within AACOG responsible for administering aging services in Bexar County.

Contractor / Subrecipient The organization selected through this RFP to enter into a contract with AACOG to provide services funded under this program.

Evaluation Committee A group designated by AACOG to review, evaluate, and score Proposals based on established criteria.

Non-Responsive Proposal A Proposal that fails to meet mandatory submission requirements or materially deviates from the requirements of this RFP.

OAA (Older Americans Act) Federal legislation that provides funding and guidance for services supporting older adults.

Proposal / Response A complete submission from a Respondent in reply to this RFP, including all required documents, forms, and attachments.

Respondent / Proposer / Vendor

An organization or entity submitting a Proposal in response to this RFP.

Scope of Work (SOW) The detailed description of services, tasks, and deliverables required under this RFP.

Service Area The geographic area in which services must be delivered, as defined in this RFP (Bexar County).

Subcontractor An entity engaged by the Contractor to perform a portion of the services under the resulting contract.

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PART 1 – SCOPE OF REQUEST & PROGRAM OVERVIEW

This Part outlines the purpose, scope, and structure of this Request for Proposals (RFP), including program requirements and the anticipated delivery of services funded through the Older Americans Act (OAA), the Nutrition Services Incentive Program (NSIP), and State General Revenue (SGR). These services are intended to support older adults within the Bexar Area Agency on Aging (BAAA) Planning and Service Area.

Vendor-Friendly Summary (Non-Scored)

AACOG is seeking qualified providers to deliver nutrition services to older adults within the Bexar Area Agency on Aging (BAAA) service area. This Request for Proposals (RFP) is designed to be clear, accessible, and open to both experienced and new providers.

AACOG encourages applications from organizations of all sizes, including nonprofit organizations, local governments, and community-based providers.

Key Highlights:

• Total Estimated Funding: $3,860,000

• Services: Congregate Meals (Title III C1) and Home Delivered Meals (Title III C2)

• Service Area: Bexar County

• Anticipated Contract Start Date: October 1, 2026

• Match Requirement: 10% cash match

• AACOG processes reimbursements within approximately 30 days of receipt of complete and accurate invoices.

AACOG values strong partnerships and is committed to supporting providers in delivering high-quality, accessible services to older adults in the region.

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1.2 Background Information

1.2.1 Alamo Area Council of Governments (AACOG)

The Alamo Area Council of Governments (AACOG) is a political subdivision of the State of Texas, established in 1967 under Chapter 391 of the Texas Local Government Code as a voluntary association of municipal and county governments and special districts. AACOG serves the Alamo Area / State Planning Region 18, which spans thirteen (13) counties and approximately 12,582 square miles, including Atascosa, Bandera, Bexar, Comal, Frio, Gillespie, Guadalupe, Karnes, Kendall, Kerr, Medina, McMullen, and Wilson counties.

1.2.2 Purpose

Through this Request for Proposals (RFP), AACOG—via the

Bexar Area Agency on Aging (BAAA)—is seeking qualified organizations to provide services for older adults in the region.

AACOG encourages applications from nonprofit organizations, local governments, and qualified community-based providers with experience serving older adults.

The goal is to partner with providers who can deliver high-quality, accessible services using effective and reliable service delivery models. Services are funded through the Older Americans Act (OAA), as well as state funding, and support the goals outlined in the BAAA Strategic Plan.

AACOG values collaborative partnerships and will work closely with selected providers to ensure successful service delivery.

AACOG may adjust funding priorities based on community needs and available funding.

AACOG encourages applications from new providers and organizations that have not previously contracted with AACOG.

All qualified Respondents will be evaluated based on their ability to meet program requirements and deliver high-quality services.

1.2.3 Contract Goals and Objectives

AACOG’s goal is to partner with experienced and capable organizations to deliver essential services to older adults. Key objectives include:

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1. Selecting qualified providers to deliver services outlined in this RFP and detailed in Appendix A.

2. Ensuring services are accessible, high-quality, and responsive to community needs.

3. Supporting programs that promote health, independence, and well-being for older adults.

The following represents estimated funding available under this RFP:

• Congregate Meals (Title III C1): $2,200,000

• Home Delivered Meals (Title III C2): $1,500,000

• State General Revenue (SGR/HDMRI): $160,000

Total Estimated Funding: $3,860,000 Funding amounts are estimates and may change based on federal and state allocations.

1.2.4 Implementation of Objectives

Selected providers will work with AACOG to develop a final Work Plan based on the Scope of Services.

Providers should be prepared to:

• Deliver services consistently and on schedule

• Maintain accurate documentation and submit required reports

• Meet all program, nutrition, and service standards

• Communicate regularly and coordinate with AACOG

AACOG will provide clarification through written addenda only.

AACOG will not provide individualized technical assistance or proposal development support to any Respondent

1.3 Statement of Work

1.3.1 Service Plan

1. The Alamo Area Council of Governments (AACOG) is designated as the Area Agency on Aging (AAA) under contract with the Texas Health and Human Services Commission (HHSC). The authority for this program is derived from the Older Americans Act of 1965 (OAA), as amended, and its implementing regulations.

2. Funding for services originates from federal appropriations under the OAA and is distributed to states. Within Texas, HHSC allocates these funds to Area Agencies on Aging (AAAs) for local administration.

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Funding allocations are based on factors such as the population aged 60 and older, including those living in rural areas and those with lower income levels. The Planning and Service Area (PSA) for the Bexar Area Agency on Aging (BAAA) is Bexar County.

3. The Bexar AAA allocates funding to priority services identified in its approved Area Plan. A significant portion of this funding is awarded to qualified subrecipients who deliver services on behalf of AACOG.

For Fiscal Years 2027–2030, priority services include:

• Congregate Meals

• Home Delivered Meals

Detailed service definitions are provided in Appendix A, and a procedural manual will be provided upon contract award.

1.3.2 Target Population and Outreach Requirements

In accordance with the Older Americans Act (OAA), AACOG and its subrecipients are required to implement effective outreach strategies to identify and serve eligible individuals. Special emphasis must be placed on reaching older individuals who are:

• Low income

• Members of minority groups

• Experiencing the greatest economic need

• Experiencing the greatest social need

• Living with severe disabilities

• Limited English proficient

• Living with Alzheimer’s disease or related disorders

• Experiencing neurological or organic brain dysfunction

• Residing in rural areas

• At risk of institutional placement

Providers should demonstrate the ability to reach underserved populations and ensure equitable access to services.

1.3.3 Service Expectations

Selected providers will be responsible for delivering services in a consistent, safe, and high-quality manner. At a minimum, AACOG – RFP-27-18-CONTSERV-SUBRECIPIENT Page 8 of 60 providers should be prepared to:

• Deliver meals and/or services according to established schedules and service levels

• Ensure all meals meet applicable nutritional guidelines under the Older Americans Act (OAA)

• Maintain proper food safety, sanitation, and handling standards

• Accurately track units of service and maintain required documentation

• Submit timely and accurate reports and invoices as required by AACOG

• Maintain regular communication and coordination with AACOG staff

• Ensure staff and volunteers are properly trained and, where applicable, background checked

• Provide services in a manner that is respectful, culturally appropriate, and responsive to client needs

AACOG will provide program guidance and oversight after contract award. During the procurement process, AACOG will only provide clarification through written addenda.

1.4 Planning Service Area

1. The Planning and Service Area (PSA) for this Request for Proposals (RFP) is Bexar County (Region 18).

2. All services funded under this RFP must be delivered within this geographic area unless otherwise approved by AACOG.

1.5 Project Budget

AACOG has identified estimated funding available for priority services under this RFP. The proposer’s budget must reflect all anticipated costs necessary to deliver the proposed services, including the amount of federal and/or state funding requested.

Proposers are required to provide a minimum 10% cash match to support the total project cost. In-kind contributions will not be accepted unless otherwise approved by AACOG.

Example: If requesting $100,000 in funding, the proposer must provide at least $10,000 in matching funds.

AACOG reserves the right to determine price reasonableness and may reject or adjust pricing that is not fair, reasonable, or reflective of market conditions.

1.5.1 Available Funding

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The following represents estimated funding available under this RFP:

• Title III C1 – Congregate Meals: $2,200,000

• Title III C2 – Home Delivered Meals: $1,500,000

• State General Revenue (SGR/HDMRI): $160,000

Total Estimated Funding: $3,860,000 Funding amounts are estimates and are subject to change based on federal and state allocations.

1.5.2 Financial Capacity Requirements

Proposers must demonstrate sufficient financial capacity to operate on a reimbursement basis, meaning providers will incur costs first and submit for payment after services are delivered and properly documented.

• It is recommended that proposers maintain at least three (3) months of operating cash flow to support service delivery prior to reimbursement.

• AACOG processes reimbursements within approximately 30 days of receipt of complete and accurate invoices.

• AACOG may request financial documentation to verify fiscal stability.

1.5.3 Additional Requirements

1. The Bexar Area Agency on Aging (BAAA) must obtain approval from the Texas Health and Human Services Commission (HHSC) prior to contracting with a for-profit entity.

2. AACOG reserves the right to make full or partial awards and may fund one or multiple providers per service category.

3. AACOG may require selected applicants to participate in rate negotiations and submit revised pricing, technical, or program information as needed during the negotiation process.

4. All proposed costs must be allowable, reasonable, and necessary in accordance with applicable federal and state guidelines.

1.5.4 Budget Guidance

To support a strong and competitive proposal, budgets should:

• Clearly align with proposed service levels and activities

• Include only costs directly related to service delivery

• Reflect reasonable and necessary administrative expenses

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• Demonstrate cost-effectiveness and efficient use of funds

• Include staffing levels appropriate to the volume of services proposed

• Reflect realistic meal and operational costs based on current market conditions

1.6 Authority

This Request for Proposals (RFP) and any resulting contracts are governed by applicable federal and state laws, regulations, and program requirements, including but not limited to the following:

1. 2 CFR Part 200 – Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards

2. 45 CFR Part 75 – Uniform Administrative Requirements for HHS Awards

3. 45 CFR Part 1321 – Grants to State and Community Programs on Aging

4. Texas Uniform Grant Management Standards (UGMS)

5. Texas Administrative Code (TAC), Title 26, Part 1, Chapter 213

6. Texas Local Government Code, Chapter 252

7. Texas Government Code, Chapter 2161

8. HHSC Area Agency on Aging (AAA) Policies and

Procedures Manual, Chapter F-1000 through F-

AACOG will provide guidance and clarification as needed to support compliance with applicable requirements. Respondents are responsible for reviewing and understanding all applicable laws and regulations associated with this funding.

PART 2 – SUBMISSION INFORMATION

This Part outlines the submission requirements, communication rules, schedule information, and public information obligations applicable to this Request for Proposals (RFP).

2.1 Submission Requirements

2.1.1 Submission Deadline

Responses must be received by the Alamo Area Council of Governments (AACOG) no later than June 30, 2026, at 5:00 p.m.

Central Time.

2.1.2 Solicitation

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Deadlines (Anticipated)

AACOG anticipates the following schedule for this procurement.

AACOG reserves the right to modify this schedule at its sole discretion by written addendum.

RFP Release Date April 29, 2026 @ 4:00 p.m.

Questions Deadline May 4, 2026 @ 4:00 p.m.

Q&A Posting May 11, 2026 @ 4:00 p.m.

Response Deadline June 30, 2026 @ 5:00 p.m.

Notice of Award July 7, 2026

Contract Award Oct 1, 2026

2.1.3 Submission

Format

Proposals and all required attachments must be submitted electronically as PDF files only. AACOG prefers that the Proposal be submitted as one combined PDF file whenever possible. If file size limitations require multiple files, Respondents shall clearly label each file. If a Respondent is unable to submit in PDF format due to technical limitations, AACOG may accept an alternate electronic format at its sole discretion. Respondents requesting an alternate format must contact AACOG prior to the submission deadline for approval.

2.1.4 Submission

Method

(1) Complete electronic copy of the Proposal shall be submitted via email to ijones@aacog.gov and procurement@aacog.gov with a copy (cc) to dugarte@aacog.gov using the following subject line:

RFP Submission: RFP-27-18-CONSERV-SUBRECIPIENT

File Type Required File Name Format

AACOG – RFP-27-18-CONTSERV-SUBRECIPIENT Page 12 of 60 mailto:ijones@aacog.gov mailto:procurement@aacog.gov mailto:dugarte@aacog.gov

Main Proposal (Preferred single PDF) XXXXX –RFP-27-18-CONSERV- SUBRECIPIENT.pdf

AACOG Vendor Packet (Separate PDF Required) XXXXX – AACOG Vendor Packet.pdf

Multiple Proposal Files (If needed due to file size)

XXXXX –RFP-27-18-CONSERV-

SUBRECIPIENT (Part X of Y).pdf

2.2 Authorized Points of Contact

2.2.1 Primary Point of Contact

All communications regarding this RFP shall be directed to the primary point of contact identified below.

Isaac Jones III Senior Procurement Analyst Email: ijones@aacog.gov

2.2.2 Secondary Point of Contact

Debbie Ugarte Contracts and Procurement Director Email: dugarte@aacog.gov

2.3 Communications Restriction

2.3.1 General Restriction

During the period beginning on the date this RFP is issued and ending upon execution of the resulting contract(s), all Respondents and their representatives shall restrict communications related to this RFP. All questions, requests for clarification, or communications regarding this RFP—including questions concerning terms, conditions, or requirements—must be directed only to the AACOG representatives identified in this RFP and in the manner specified herein.

2.3.2 Prohibited Communications

Respondents shall not contact members of the AACOG Board of Directors, AACOG employees, administrators, agents, or evaluation committee members regarding this RFP, except as expressly permitted below. Prohibited communications include, but are not limited to, communications between: Any potential Respondent, service provider, bidder, lobbyist, consultant, or representative and any member of the AACOG Board of Directors;

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Any AACOG Board member and any selection or evaluation committee member. Any AACOG Board member and any AACOG administrator or employee regarding this RFP; Any direct or indirect discussion, advocacy, or promotion of a Respondent’s Proposal outside the authorized procurement process. Any prohibited contact may result in disqualification at AACOG’s sole discretion, depending on the nature and severity of the violation.

2.3.3 Permitted Communications

The communications restriction does not apply to communications with AACOG’s designated procurement representatives identified in this RFP, communications expressly requested or authorized in writing by AACOG, communications conducted during officially sanctioned inquiries, briefings, interviews, or presentations, or communications with AACOG’s General Counsel when authorized by AACOG. The communications restriction shall terminate upon execution of the contract by AACOG and the selected Respondent(s).

2.3.4 Public Communications and Misrepresentation of AACOG

Funding Respondents and their representatives (including subcontractors and agents) shall not publicly post, publish, or otherwise disclose— including but not limited to social media, websites, marketing materials, or press releases—any information related to AACOG funding, this RFP, or any anticipated or awarded contract without prior written approval from AACOG.

Respondents shall not misrepresent funding amounts, award status, or imply AACOG endorsement or funding prior to official notification. False, misleading, or incomplete statements that may confuse other vendors or the public are strictly prohibited.

If inaccurate or unauthorized information is shared, the Respondent must notify AACOG and remove or correct the information within one (1) business day.

Violation may result in disqualification, contract termination, or other remedies at AACOG’s discretion.

2.4 Questions and Addenda

2.4.1 Submission of Questions

AACOG will accept questions submitted via electronic mail in

AACOG – RFP-27-18-CONTSERV-SUBRECIPIENT Page 14 of 60 accordance with the instructions and deadlines stated in this

RFP.

2.4.2 Addenda

A written addendum addressing all questions received during the open question period will be issued by AACOG, distributed to all interested parties, and archived on the AACOG website at https://aacog.gov/member-government-services/procurement/ under the applicable RFP. Only written addenda issued by AACOG shall be considered official and binding. Respondents are responsible for reviewing all issued addenda and for incorporating any applicable changes or clarifications into their Proposals.

2.5 Schedule and Changes

2.5.1 Procurement Schedule

All dates and times listed in the Procurement Schedule are stated in Central Standard Time (CST).

RFP Release Date April 29, 2026 @ 4:00 p.m.

Questions Deadline May 4, 2026 @ 4:00 p.m.

Q&A Posting May 11, 2026 @ 4:00 p.m.

Response Deadline June 30, 2026 @ 5:00 p.m.

Notice of Award July 7, 2026

Contract Award Oct 1, 2026

2.5.2 Schedule Modifications

Dates provided are subject to change at AACOG’s discretion. All material changes to the procurement schedule will be posted on AACOG’s procurement webpage at https://aacog.gov/procurement.gov. It is the sole responsibility of Respondents to monitor the website for updates.

2.6 Availability of RFP

AACOG – RFP-27-18-CONTSERV-SUBRECIPIENT Page 15 of 60 https://aacog.gov/member-government-services/procurement/ https://aacog.gov/member-government-services/procurement/ https://aacog.gov/procurement.gov

2.6.1 Public Availability

Nothing contained herein shall prohibit any person or entity from publicly addressing the AACOG Board of Directors during a duly noticed public meeting, in accordance with applicable Board policies, on a matter other than this RFP or in connection with a presentation specifically requested by AACOG.

2.6.2 Access to RFP Documents

This RFP is available for review during normal business hours, Monday through Friday, 8:00 a.m. to 5:00 p.m. Central Time, excluding holidays. Any party that receives this RFP from a source other than AACOG is responsible for notifying AACOG to ensure receipt of all addenda and official communications.

2.7 Proprietary Information and Public Information Act

2.7.1 Public Information Act

All Proposals and related materials submitted in response to this RFP are subject to disclosure under the Texas Public Information Act following contract execution.

2.7.2 Confidential Information

If a Respondent believes that any portion of its Proposal is exempt from disclosure, the Respondent must clearly identify the information claimed to be exempt on a page-by-page and line-by-line basis, cite the applicable statutory exception, and provide a detailed written justification. Information not properly identified and justified will be treated as public information.

2.7.3 Attorney General Review

Determinations regarding confidentiality are made by the Texas Office of the Attorney General (OAG). AACOG must comply with all OAG rulings and assumes no responsibility for asserting confidentiality arguments on behalf of Respondents.

Procurement records will be made available for public inspection in accordance with applicable law following contract award.

2.8 Technical Assistance and Support

AACOG will respond to written questions submitted during the open question period to clarify RFP requirements. All responses will be provided through formal written addenda and made

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AACOG will not provide individualized guidance, proposal development assistance, or preferential information to any Respondent.

PART 3 –ADMINISTRATIVE REQUIREMENTS/INSURANCE/BONDS

This Part outlines general eligibility requirements, contractual terms, administrative obligations, insurance and bonding requirements, and other conditions applicable to Respondents under this RFP.

3.1 Eligible Providers

3.1.1 General Eligibility

AACOG seeks proposals from qualified and experienced organizations with demonstrated expertise in delivering services outlined in this RFP.

Organizations selected for award will serve as subrecipients and will be responsible for eligibility determination, service delivery, and compliance with all applicable program requirements as outlined in the Statement of Work.

AACOG encourages applications from both new and experienced providers.

3.1.2 Historically Underutilized Businesses (HUBs)

AACOG encourages participation by small and Historically Underutilized Businesses (HUBs), as defined in Texas Government Code, Chapter 2161. AACOG’s goal is to include HUB participation in at least ten percent (10%) of the total value of contracts awarded annually.

3.1.3 Minimum Requirements for Consideration

To be eligible for consideration, proposers must meet the following requirements:

1. Ensure that employees involved in delivering services under this RFP are subject to criminal background checks, as applicable.

2. Verify that all employees are authorized to work in the United States through completion of Form I-9 requirements.

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3. Provide proof of the following insurance coverage prior to contract execution:

• General Liability Insurance:

$1,000,000 per occurrence / $2,000,000 aggregate

• Professional Liability (Errors and Omissions):

Minimum $250,000 coverage

• Workers’ Compensation and Employer’s Liability: Statutory limits with a Minimum of $500,000 per accident

• Automobile Liability:

Minimum $500,000 per occurrence

• Additional insurance requirements, including D&O and Cyber Liability, may apply as outlined in Section 3.4.1.

3.1.4 Debarment and Suspension

AACOG is prohibited from contracting with any entity that is debarred, suspended, or otherwise ineligible to participate in federally funded programs.

Proposers must certify compliance with applicable federal regulations, including Executive Order 12549 (Debarment and Suspension).

By submitting a proposal, the proposer certifies that, to the best of its knowledge and belief, neither the organization nor its principals are currently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any federal department or agency.

3.1.5 Regulatory Knowledge and Compliance

Proposers must demonstrate knowledge of applicable federal and state requirements, including:

• U.S. Department of Health and Human Services (HHS) regulations

• Texas Health and Human Services Commission (HHSC) rules, policies, and procedures

• Program requirements outlined in this RFP

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Proposers are expected to accurately apply these requirements in both their proposal and service delivery.

3.1.6 Organizational Capacity

Proposers must demonstrate the organizational capacity, experience, and professional expertise necessary to successfully perform the services described in this RFP.

This includes the ability to:

• Deliver services effectively and efficiently

• Maintain compliance with all program and funding requirements

• Exercise sound fiscal management and fiduciary responsibility

• Provide high-quality services that meet the needs of the target population

AACOG may request additional documentation (e.g., financial statements, references, or prior performance information) to assess a proposer’s capacity.

3.1.7 Additional Funding

AACOG reserves the right to expand the scope of the contract to include additional tasks or services deemed beneficial to the region, subject to the parties' mutual agreement and the availability of funding.

3.1.8 Reassignment

If a Contractor fails to perform in accordance with the terms of the contract, AACOG reserves the right to terminate the contract, in whole or in part, and reassign the work to a comparably ranked Respondent obtained through this procurement, subject to successful contract negotiations.

3.1.9 Termination for Convenience

Either party may terminate the contract, in whole or in part, for convenience by providing thirty (30) days’ written notice to the other party. Upon termination, the Contractor shall satisfactorily complete all work in progress through the effective date of termination, as directed by AACOG.

3.1.10 Termination for Cause

If either party materially breaches the contract and fails to cure such breach within five (5) working days after receipt of written notice specifying the breach, the non-breaching party may terminate the contract by providing ten (10) days’ written notice of intent to terminate.

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3.3 Contract Information

3.3.1 Type of Contract

This Request for Proposals (RFP) may result in one or more contracts, depending on funding availability and selection outcomes.

AACOG anticipates awarding contracts that may include one or a combination of the following structures:

• Unit rate (per unit of service)

• Performance-based agreements

• Cost-reimbursement agreements

The final contract structure will be determined based on the nature of the services and negotiations with selected providers.

3.3.2 Contract Period

AACOG intends to execute contracts for an initial term beginning on or about October 1, 2026, and ending September 30, 2027.

Contracts may be renewed annually for additional terms, subject to:

• Availability of funding

• Contractor performance

• Compliance with contract requirements

• Successful negotiation of budgets, units of service, and performance measures Continuation of funding beyond the initial term is not guaranteed.

AACOG reserves the right to extend, modify, or terminate a contract at its sole discretion based on performance, compliance, or program needs.

3.3.3 Additional Funding

AACOG reserves the right to increase funding levels and expand contracted services during the contract term.

This may include awarding additional service units or funding for services identified in the proposer’s response that AACOG determines to be beneficial to the service area.

3.3.4 Reassignment

If a selected provider fails to perform in accordance with contract requirements, AACOG reserves the right to:

• Terminate the contract, in whole or in part

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• Reassign services to another qualified provider Reassignment may be made to a comparably ranked proposer from this procurement, subject to successful contract negotiations.

3.3.5 Contract Adjustments and Monitoring

AACOG will monitor contractor performance throughout the contract term to ensure compliance with program requirements and service expectations.

AACOG reserves the right to:

• Adjust service levels, funding, or performance expectations as needed

• Require corrective action plans if performance issues are identified

• Conduct site visits, desk reviews, and audits as necessary

AACOG will work collaboratively with providers to support continuous improvement and successful service delivery.

3.4 Administrative Requirements and Insurance

3.4.1 Insurance Requirements

The selected provider shall maintain insurance coverage sufficient to protect against claims arising from the performance of services under this contract.

Coverage must comply with applicable federal and state requirements and

AACOG risk management policies.

Coverage Type Minimum Requirements

General Liability • $1,000,000 per occurrence • $2,000,000 aggregate

Professional Liability (Errors and Omissions) • $250,000 per claim

Workers’ Compensation and Employer’s Liability

• Statutory limits

• $500,000 per accident (bodily injury)

• $500,000 per employee (bodily injury by disease)

• $500,000 policy limit (bodily injury by disease)

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Automobile Liability

• $500,000 per occurrence

• $1,000,000 combined single limit (bodily injury & property damage)

• Must include owned, hired, and non-owned vehicles

Directors and Officers (D&O) Liability (If Applicable)

• May be required based on scope, organizational structure, and risk level

• If required: $1,000,000 per claim

Cyber Liability (If Applicable)

• May be required based on scope, data handling, and risk level

• If required: $1,000,000 per occurrence

• $2,000,000 aggregate

Additional Insurance Requirements

Policies must be issued by insurers authorized to do business in Texas Coverage must be maintained for the duration of the contract

Proof of insurance (Certificate of Insurance) must be provided prior to contract execution AACOG reserves the right to require additional coverage or higher limits based on scope of services

Failure to maintain required insurance may result in suspension or termination of the contract

3.5 GOVERNING PROVISIONS AND LIMITATIONS

Violation of any of the following provisions may result in disqualification of a Proposal and rejection from further consideration.

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1. The Proposal, if accepted, shall become part of the contractual scope of work and binding obligations of the Contractor.

2. Respondents must submit a complete and comprehensive Proposal addressing all services solicited. Incomplete Proposals may be deemed non-responsive.

3. This RFP is issued solely for the purpose of soliciting Proposals and does not constitute a contract, agreement, or commitment of any kind. AACOG is not liable for any costs incurred by Respondents prior to the execution of a fully executed contract unless expressly authorized in writing.

4. AACOG reserves the right to accept or reject any or all Proposals, to cancel this RFP in whole or in part, and to reissue the solicitation as deemed necessary.

5. AACOG reserves the right to award contracts in whole or in part, and to multiple Respondents, as determined to be in the best interest of AACOG.

6. AACOG reserves the right to increase, decrease, extend, or otherwise modify any contract resulting from this

RFP.

7. AACOG reserves the right to request clarification, additional information, or supporting documentation from any Respondent.

8. AACOG reserves the right to waive minor administrative irregularities, correct errors, and issue addenda or modifications to this RFP. All official changes will be communicated in writing.

9. AACOG reserves the right to negotiate allowable terms, conditions, and pricing with selected Respondents prior to contract execution, as permitted under applicable procurement regulations. Any negotiations will not result in material changes to the scope of services or provide an unfair competitive advantage.

10. AACOG reserves the right to verify all information provided, including contacting references, prior clients, and other entities with knowledge of the Respondent’s performance.

11. AACOG reserves the right to conduct pre- and post-award reviews, including on-site visits, financial reviews, and

AACOG – RFP-27-18-CONTSERV-SUBRECIPIENT Page 23 of 60 background checks. Misrepresentation may result in disqualification or contract termination.

12. AACOG reserves the right to reduce, withdraw, or terminate funding due to lack of available funds, legislative changes, or directives from HHSC or other funding authorities.

13. Respondents shall not offer or provide gratuities, favors, or anything of monetary value to any AACOG official, employee, or representative for the purpose of influencing this procurement.

14. Respondents shall not engage in lobbying or attempt to influence AACOG officials, Board members, or evaluators outside of the authorized procurement process.

15. AACOG personnel shall not participate in the selection process where a real or perceived conflict of interest exists.

16. Respondents shall not engage in anti-competitive practices. Any such actions will result in disqualification.

17. The contents of a successful Proposal shall become contractual obligations. Failure to accept these obligations may result in cancellation of the award and recovery of damages by AACOG.

18. AACOG reserves the right to withhold contract award if there are outstanding compliance issues, audit findings, or legal concerns.

19. AACOG is exempt from State Sales Tax and Federal Excise Tax.

20. All Proposals and materials submitted in response to this

RFP shall become the property of AACOG and will not be returned.

21. AACOG, HHSC, and authorized federal or state entities reserve the right to audit all financial and programmatic records related to this RFP and any resulting contract.

22. The Contractor shall retain all records related to this contract for a minimum of five (5) years after contract expiration or until all audit findings are resolved.

23. By submitting a Proposal, Respondents certify that their pricing has been independently determined and has not been coordinated with any other vendor. Any evidence of collusion, price-fixing, or anti-competitive behavior may result in disqualification of the Proposal and may be referred

AACOG – RFP-27-18-CONTSERV-SUBRECIPIENT Page 24 of 60 to appropriate authorities.

3.6 ADMINISTRATIVE REQUIREMENTS AND LIMITATIONS

3.6.1 Administrative and Fiscal Capacity

Respondents must demonstrate sufficient administrative and fiscal capability to perform the required services and comply with all applicable federal and state grant requirements.

3.6.2 Compliance with Policies and Procedures

Contractors must comply with all applicable Texas Health and Human Services Commission (HHSC) and Alamo Area Council of Governments (AACOG) policies, procedures, and directives, including any contract modifications.

3.6.3 Program Income Management

Contractors must properly account for and manage program income in accordance with the Uniform Grant Management Standards (UGMS), federal regulations, and HHSC requirements.

3.6.4 Access to Records

AACOG and authorized oversight entities shall have full and timely access to all records, documents, and systems for monitoring, audit, and compliance purposes.

3.6.5 Reporting Requirements

Contractors must submit all required reports in the format, frequency, and timelines specified by AACOG.

3.6.6 Authorization for For-Profit Entities

For-profit entities must provide appropriate authorization documentation demonstrating legal authority to submit a proposal and enter into a contract, if applicable.

3.6.7 Personnel Requirements

AACOG reserves the right to require the removal and

AACOG – RFP-27-18-CONTSERV-SUBRECIPIENT Page 25 of 60 replacement of any contractor employee who fails to meet background check requirements, performance standards, or conduct expectations.

3.6.8 Organizational Capacity

Respondents must demonstrate adequate experience, staffing, infrastructure, and organizational capacity to successfully deliver the proposed services.

3.6.9 Conflict of Interest

Respondents must disclose any actual, potential, or perceived conflicts of interest in accordance with applicable federal and state requirements.

3.6.10 Assignment Restrictions

The Contractor shall not assign, transfer, or subcontract any portion of the contract without prior written approval from AACOG.

3.6.11 Force Majeure

Neither party shall be liable for failure or delay in performance due to events beyond reasonable control, including but not limited to natural disasters, acts of government, labor disputes, or other force majeure events.

3.6.12 Pricing and Cost Reasonableness

AACOG reserves the right to determine price reasonableness regardless of the number of proposals received. Submission of a single proposal does not guarantee acceptance of proposed rates.

AACOG may reject, adjust, or negotiate pricing that is determined to be excessive, unbalanced, or not reflective of fair market value. AACOG may request additional cost justification, conduct cost analysis, or decline to award if adequate competition is not achieved.

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Proposers are expected to submit pricing that is fair, reasonable, and competitive based on current market conditions and program requirements.

AACOG reserves the right to re-solicit, delay award, or take other procurement action if pricing is determined to be unreasonable due to lack of competition.

3.7 Contract Administration and Performance Requirements

3.7.1 General Administrative Requirements

The Contractor shall procure and maintain all required insurance and list AACOG and HHSC as additional insured prior to contract commencement.

3.7.2 Invoicing and Reimbursement

Contractors will be reimbursed on a cost-reimbursement basis for allowable, reasonable, and necessary expenses incurred in the performance of services.

AACOG processes reimbursements within approximately 30 days of receipt of complete and accurate invoices.

Invoices must include, at a minimum:

• Units of service delivered

• Dates of service

• Supporting documentation

• Required match documentation (if applicable)

Incomplete or non-compliant invoices may result in delayed or denied payment.

3.7.3 Corrective Action Performance Requirements

Contractors must meet all service delivery, reporting, and compliance requirements established by AACOG.

3.7.4 Corrective Action

If performance deficiencies are identified, AACOG may require the Contractor to submit and implement a corrective action plan.

Failure to improve performance or comply with corrective actions may result in:

• Reduction of funding

• Suspension of services

• Termination of the contract

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PART 4 – PROPOSAL REVIEW & SELECTION PROCESS

This Part describes the evaluation methodology, scoring criteria, selection process, and dispute resolution procedures used by AACOG to review and award Proposals under this RFP.

4.1 Evaluation Process

4.1.1 Initial Review for Responsiveness and Eligibility

AACOG personnel will conduct an initial review of all Proposals to determine responsiveness and eligibility in accordance with the requirements set forth in this RFP. Proposals that fail to meet mandatory submission requirements or eligibility criteria may be deemed non-responsive or ineligible and excluded from further consideration.

4.1.2 Evaluation and Scoring

All Proposals determined to be responsive and eligible will be evaluated and scored by an independent evaluation committee.

Evaluations will be conducted using a standardized scoring matrix based on the evaluation criteria identified in Section

4.2 of this RFP.

4.1.3 Proposal Classification

Based on the review and evaluation process, Proposals will be classified into one of the following categories: Responsive, Responsible, Non-Responsive, and Ineligible.

4.1.4 Clarifications

AACOG may, at its sole discretion, request written clarifications from one or more Respondents to assist in the evaluation process. Any such clarifications shall not materially alter the content, scope, or substance of the original Proposal.

4.1.5 Proposer’s Acceptance of Evaluation Methodology

By submitting a proposal, the proposer acknowledges and agrees to the following:

1. Acceptance of the evaluation process as outlined in this RFP

2. Understanding of the evaluation criteria and scoring methodology

3. Recognition that evaluations may involve professional judgment and may include subjective assessments

4.1.6 Methodology Non-Responsive Proposals

A Proposal may be deemed non-responsive and excluded from further consideration if it fails to meet the requirements of this RFP. This includes, but is not limited to:

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• Missing required forms, certifications, or signatures

• Failure to meet the submission deadline

• Failure to meet minimum eligibility requirements

• Incomplete Narrative or Budget information

• Failure to provide required insurance documentation AACOG reserves the right to determine responsiveness at its sole discretion.

4.1.7 Proposal Organization Requirement

Respondents must organize their Proposal to align directly with the Evaluation Criteria outlined in Section 4.7. Each section of the Proposal shall clearly correspond to the applicable evaluation category and address all required elements.

4.2 Evaluation Criteria

4.2.1 Organizational Capability – 35 Points

1. Business Organization: State full name and address of your organization and identify parent company if you are a subsidiary. Specify the branch office or other subordinate element which will perform, or assist in performing, work herein. Indicate whether you operate as a partnership, corporation, or individual. Include the State in which incorporated or licensed to operate.

2. System Concept and Solution: Define in detail your understanding of the requirements presented in the Scope of Work of this request for proposal and your system solution. Provide all details as required in the Scope of Work and any additional information you deem necessary to evaluate your knowledge of HHS regulations, target populations and administering aging programs.

3. Project Management Structure: Provide a general explanation and chart which specifies project

AACOG – RFP-27-18-CONTSERV-SUBRECIPIENT Page 29 of 60 leadership and reporting responsibilities; and who will interface with the AACOG project management and team personnel. Provide a detailed description of fiscal controls, reporting capabilities and performance accountability protocol. If use of subcontractors is proposed, identify their placement in the primary management structure, and provide internal management description for each subcontractor.

4. Personnel: Include names and qualifications of all professional personnel who will be assigned to this project. State the primary work task assigned to each person and the percentage of time each person will devote to this work. Identify key persons by name and title. Provide all resumes.

4.2.3 Demonstrated Performance – 20 Points

Prior Experience: Describe only relevant corporate experience and individual experience for personnel who will be actively engaged in the project. Do not include corporate experience unless personnel assigned to this project actively participated.

Do not include experience prior to 2011. Supply the project title, year, and reference name, title, present address, and phone number of principal person for whom prior projects were accomplished

4.2.4 Service Delivery Plan – 25 Points

a. Specify services to be provided and fully describe the specific geographic areas that are proposed to be served, identifying any service delivery limitations. Attach maps highlighting the facilities utilized and the areas to be served by each facility.

b. Fully describe how services are to be provided. Identify services days, hours of operation, locations of service sites, administrative offices, staffing, and service delivery methods. If other services besides those proposed operate at those sites, describe those services and how they impact on the services for which the proposal is submitted. If services are to be offered at locations where more than one organization operates, specify the other organizations, their public/private status, and the nature of the relationship between the organizations (e.g., a contract or MOU) and how that relationship affects the operations of

AACOG – RFP-27-18-CONTSERV-SUBRECIPIENT Page 30 of 60 the proposer and the activities for which funding is sought from AACOG/BAAA.

c. As a sub-recipient, describe your project’s activities resulting in efficiencies or cost savings to the service (e.g.

volunteers, bulk purchasing, central kitchens). Describe any other existing efforts being coordinated to enhance service capabilities and/or quality.

d. As a sub-recipient, provide a written policy statement and staff procedures utilized to inform participants of the opportunity for voluntary contributions, describing the income ranges of eligible older persons to be served by each facility or program, and the method of voluntary contribution collection, counting, and safeguards.

e. Performance measurement is used to objectively evaluate the accomplishments of a program or service. The goal is to measure the quality of services and the service satisfaction of participants in programs designed for designated beneficiaries in compliance with the OAA. Describe how your project will measure the quality of services and the service satisfaction of participants. Attaching the evaluation forms and reports to be used.

f. As a sub-recipient, specify how your project will ensure compliance with applicable provisions of federal, state, and local fire, health, sanitation and safety laws and regulations related to the provision of proposed services. Attach policies and procedures that will guide these policies. Include ADA Compliance Reviews, Disability Accommodations and all compliant process procedures.

g. As a sub-recipient, specify your project’s processes to determine client eligibility and initiate service. State if your project maintains a wait list and how your project prioritizes clients if wait lists are implemented. Provide detail regarding the project’s reassessment process and timelines for contacting, accessing and reassessing beneficiaries.

h. As a sub-recipient, describe training provided to the projects staff and/or volunteers.

i. As a sub-recipient, specify how your project will assure the AAA that services(s) is/are available and accessible to persons outlined in the Americans with

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Disabilities Act. Describe in detail how participants would access services who are a) mobility impaired;

b) visually impaired; c) hearing impaired.

j. As a sub-recipient, describe how services will be…