ESBD_File_350858_MID RIO 2024 Respite RFQ.docx

SOUTH TEXAS DEVELOPMENT COUNCIL

MIDDLE RIO AGING & DISABILITY RESOURCE CENTER

REQUEST FOR QUALIFICATIONS (RFQ)

FOR RESPITE SERVICES

FEBRUARY 9,2024

SOUTH TEXAS DEVELOPMENT COUNCIL

MIDDLE RIO AGING & DISABILITY RESOURCE CENTER

Request for Qualifications for Respite Services

I. Background Information

In partnership with the Texas Health and Human Services Commission (HHSC) the South Texas Development Council's (STDC) Middle Rio Aging and Disability Resource Center (MRARDC) is releasing this request for qualifications (RFQ) to utilize funding to provide respite services to individuals with disabilities of any age and/ or individuals under the age of 60. The purpose of these services is to assist families within the nine (9) county service area of the MRADRC who have individuals with disabilities. The intention of the funding is to provide respite services which provide short-term, temporary relief to the informal, unpaid caregiver of eligible individuals. The STDC seeks to select one (1) potential service provider who is qualified to provide respite services.

Figure 1. South Texas ADRC Service Area

II. General Information

RFQ/Project Schedule

All responses must be received by 5:00 PM on or before February 28,2024. Responses received after 5:00 PM on February 28,2024 will not be considered. For the respondent’s packet to be considered One (1) original and two (2) copies (total of 3) must be submitted in order to be considered as the potential service provider.

Proposals must be delivered either:

By Mail to:

South Texas Development Council South Texas Aging and Disability Resource Center C/o Michelle Salinas, ADRC Supervisor P.O. Box 2187 Laredo, TX 78044

Or Hand Delivered or Courier Service to:

South Texas Development Council South Texas Aging and Disability Resource Center C/o Michelle Salinas, ADRC Supervisor 1002 Dicky Ln Laredo, TX 78043

III. Considerations

This RFQ does not constitute an offer. Acceptance of proposals for review does not commit STDC to award or enter into agreement, nor is STDC liable for any costs incurred in the preparation of proposals. STDC reserves the right to award a service agreement to a single bidder, multiple bidders, or to reject any and all proposals or parts of proposals received. STDC reserves the right to negotiate services and costs on any and all proposals or to cancel this RFQ in part or its entirety. Final service agreement(s) will be subject to applicable rules and regulations under the funding requirements.

Proposals submitted in response to this RFQ must comply with the specifications stated herein. Failure to adhere to the formatting requirements may result in the proposals being determined non-responsive and may result in the elimination of the proposal for consideration. At the option of STDC, any or all aspects of the successful proposal(s) will become service agreement obligations if acquisition action ensues. Failure of the successful bidder to accept these obligations in the service agreement may result in cancellation of the award.

Final approval of a service agreement(s) for these services depends on the availability of funds and the continued authorization of funds.

An appeal of the selection process will be heard only if it is alleged that the STDC has violated a statutory or regulatory provision in awarding the service agreement. An appeal will not be heard based upon a challenge to the evaluation of a response. Applicants may appeal by submitting a written request to:

Juan E. Rodriguez, Executive Director South Texas Development Council P.O. Box 2187 Laredo, TX 78044

No later than five (5) calendar days following receipt of the notification or by the deadline posted in this announcement.

IV. Description of Service and Participant Eligibility Caring for children with disabilities and elders under the age of 60 presenting additional challenges that go beyond the everyday stress of being a parent or caregiver. As a result, parents and other primary caregivers may need longer rest periods or access to downtime. It may also be more difficult to find a qualified person to care for children. Respite seeks to help offset these challenges.

A respite break allows caregivers an opportunity to strengthen or foster relationships with their other children, spouses, partners, other family members and/or friends. Respite can also allow caregivers an opportunity to practice self-care, carry out household duties, complete errands, and even catch-up on their own sleep. As a result, respite services as can achieve several goas: 1) avoid “burnout”; 2) reduce stress; 3) prevent family disruption; and 4) enhance relationships.

Respite is not a substitute for childcare, school, or participation in other age-appropriate activities. Respite is also not a substitute for services provided by a home health aide for self-care needs (bathing, dressing, feeding and toileting).

Project activities must be aimed at caregivers who are spouses and family members caring for individuals with a chronic serious health condition or disability who require assistance with one or more activities of daily living, as well as biological/adoptive/foster parents and grandparents caring for children with a chronic serious health condition or disability who require assistance with one or more activities of daily living. Individuals related under the first and second degrees of affinity may also be eligible for respite services under the Texas Lifespan Respite Care Program (TLRCP).

Individuals Eligible to Receive TLRCP Respite Services:

· Adult Child (caring for parent)

· Spouse

· Biological, Adoptive, or Foster Parents

· Grandparents (caring for children)

· Adult Grandchild

· Sibling (sister or brother)

· Mother-in-Law

· Father-in-Law

· Daughter-in-Law

· Son-in-Law

· Stepmother

· Stepfather

· Stepdaughter

· Stepson

· Stepsister

· Stepbrother

· Sister-in-Law

· Brother-in-Law

· Spouse’s Grandparent

· Spouse’s Grandchild

· Grandchild’s Spouse

· Spouse of Grandparent

Other Eligibility Criteria:

· The caregiver must be caring for individuals (including children) with a chronic serious health condition or disability who require assistance with one or more activities of daily living.

· TLRCP is for caregivers who are unable to access respite care through other programs, are on a waitlist for respite services, or who have exhausted other sources of respite.

· Caregivers cannot be actively receiving respite assistance through Local Intellectual and Developmental Disability Authorities, Area Agencies on Aging, Medicaid waiver programs, or other resources.

V. Required Qualifications

· Applicants must be in good standing with all State and Federal agencies with which they may have an existing award or contractual relationship.

· If applicant is under a corrective action plan with STDC or any State of Texas or Federal agency/authority, the applicant may not submit a proposal for this RFQ. Responses shall not be reviewed and considered by STDC until all deficiencies listed in the corrective action plan have been eliminated to the satisfaction of the reviewing agency.

· Applicants may not be suspended, terminated, or barred for deficiencies in performance of any award, and if applicable, all past issues must be resolved as demonstrated by written documentation.

· Applicants that are presently under contract with STDC must be in compliance with the terms and conditions of their contract(s).

· Where required, all applicants must hold current State licenses, and provide evidence of licensure no later than the contract award date.

· All applicants must have a Data Universal Numbering System (DUNS) number. To acquire a DUNS number, contacted the dedicated toll-free DUNS number request line at 1-866-705-5711 or inquire online at www.dnb.com

· Applicants must be registered with the System for Award Management (SAM) and be publicly available for search. SAM registration must remain current throughout the duration of the performance period and must be free of any active exclusions. To register, or for more information please visit www.sam.gov.

VI. Responsibilities

Provider shall:

· Provide all services within the terms of the agreement

· Provide uniform standards of care and conduct regardless of any participant’s: age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex.

· Follow all rules and regulations governing the implementation of selected services

· Provide invoices and reports according to the guidelines established by the STDC

· Permit site visits by STDC and/or Texas Health and Human Services Commission staff in order to monitor files, financial records, and program implementation as it relates to the provision of services set forth under the service agreement

· Ensure compliance with federal, state, and local guidelines

· Collect data and provide programmatic and fiscal reports as required by STDC

· Maintain fiscal records in accordance with standard accounting practices and provide STDC with specified financial reports designed to verify and analyze expenditures

· Cooperate with STDC with any reports due to the State of Texas

· Ensure that any certification or licensure requirements and personnel standards are met

· Ensure that all staff and/or volunteers providing respite services to individuals funded by this grant are adequately trained (or licensed as necessary) to carry out their assigned functions

· Retain all invoices, records and other documents pertinent to this project until five (5) years following the expiration or termination of this contract, until any audits in progress at the end of the five (5) year period are completed, or until any litigation relating to this project are resolved, whichever date is later.

STDC shall:

· Monitor and review program performance in relationship to the stated program goals

· Enroll participants and provide a roster of eligible participants to the provider, indicating who have been approved for services

· Pay provider within 45 days of receipt of invoice for services rendered to eligible participants

VII. Payment Process

Payment will be made for the authorized units of service provided, and not by cost reimbursement nor line item reimbursement. All service agreement(s) will be based on negotiated units of service and the costs associated with the provision of service.

The provider must certify that claims made to STDC for payment of purchased services are for actual services rendered to eligible individuals as identified by STDC.

Invoices may be submitted only for services provided during the effective dates of the service agreement and must reflect the approved fixed unit cost for each unit of service.

Payment for services provided will be made upon submission of an invoice to STDC within 30 days following the conclusion of services. All claims for payment must be made in a timely manner. Any invoice received by STDC more than 30 days after the last date of the service agreement period is subject to nonpayment.

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VIII. Respondent Agency Information

AGENCY/CORPORATE CONTACT INFORMATION

Agency Name:

Physical Address:

Mailing Address (If different):

Required ID Numbers

Federal EIN #:

DUNS#:

Agency Contacts

Board President/Chief Principal

Name:

Title:

Phone:

Fax:

Email:

CEO/Executive Director:

Name:

Title:

Phone:

Fax:

Email:

For Notices Regarding this RFQ (i.e. Program Manager):

Name:

Title:

Phone:

Fax:

Email:

For Fiscal/Billing Questions:

Name:

Title:

Phone:

Fax:

Email:

PROGRAM/PROJECT INFORMATION

Program/Project Name:

Site Address (if different):

Ages to be Served:

Operational Information

Project Start Date:

Project End Date:

Operation Days and Hours:

IX. Project Narrative

Please refer to the Section IV Description of Service and Participant Eligibility as a guide for preparing the proposal narrative, which must contain the following components:

Program Design-2 Page Maximum

1. Describe the service that is being proposed and how:

a. The service will be structured to allow for timely access and response to families in need of the service

b. The provider of this service will work with others providing services to the family to ensure continuity of care

c. The services that are provided will be documented

d. The services will be adapted to meet the needs of families having diverse backgrounds and needs

2. Provide a description of the types of activities and/or curriculums that will be used as part of the service delivery.

3. Describe staff qualifications, training, and licensure requirements held to be able to provide the service being proposed.

4. Provide a list of agency accreditations and accrediting entity.

System of Evaluation-1 Page Maximum Detail the process of supervising staff carrying out the proposed service. Explain how your agency will ensure quality services are provided to families and how supervision and training will be utilized for continuous quality improvement. If your organization is proposing to utilize volunteers, describe what training will be provided to volunteers and how their work will be supervised by your agency’s staff.

History and Experience of Provider-1 Page Maximum Describe how this program fits within your agency mission and describe your agency in terms of programs, services and experience with the target population.

Include an Organization Chart for this project (does not count towards the page limit).

Cost-1 Page Maximum Provide the cost per unit of the service being provided in the RFQ response. If you have an established rate at your organization for similar services please provide that published rate(s) for public or private consumers. If the rate being proposed in the RFQ response is greater than the cost listed in your current published rates, please provide justification of the rate. Explain the organization’s capabilities and cost requirements in meeting the needs of Priority Individuals as defined in the following table.

Proposed Staffing Ratio (# of Individuals to Staff Members):

Priority Individual Hourly Rate (Defined as individuals who may need specialty care or additional assistance due to chronic illness/disability;

e.g. feeding tube, limited mobility, etc.):

Non-Priority Individual Hourly Rate:

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