IRFP 1627-004 - Alaska State Plan for Senior Services.pdf

STATE OF ALASKA

INFORMAL REQUEST

FOR PROPOSALS

OFFERORS ARE NOT REQUIRED TO RETURN THIS FORM.

IMPORTANT NOTICE: IF YOU RECEIVED THIS SOLICITATION FROM THE STATE OF ALASKA’S “ONLINE PUBLIC NOTICE”

WEB SITE, YOU MUST REGISTER WITH THE PROCUREMENT OFFICER LISTED IN THIS DOCUMENT TO RECEIVE

NOTIFICATION OF SUBSEQUENT AMENDMENTS. FAILURE TO CONTACT THE PROCUREMENT OFFICER MAY RESULT

IN THE REJECTION OF YOUR OFFER.

ISSUED BY:

DEPARTMENT OF HEALTH

DIVISION OF SENIOR DISABILITIES SERVICES

PRIMARY CONTACT:

ASHLEY PALEMBAS

PROCUREMENT OFFICER

ASHLEY.PALEMBAS@ALASKA.GOV

(907) 759-3304

ALASKA STATE PLAN FOR SENIOR SERVICES

IRFP 1627-004

ISSUED 7/20/2026 (UPDATED 7/24/2026)

THE DEPARTMENT OF HEALTH, DIVISION OF SENIOR DISABILITIES SERVICES, ALASKA COMMISSION ON AGING, IS SOLICITING PROPOSALS FOR CONSULTATION AND TECHNICAL ASSISTANCE REQUIRED FOR UPDATING THE

FOUR-YEAR COMPREHENSIVE STATEWIDE PLAN FOR SENIOR SERVICES.

TABLE OF CONTENTS

SECTION 1. INTRODUCTION & INSTRUCTIONS

SEC. 1.01 PURPOSE OF THE IRFP

SEC. 1.02 BUDGET

SEC. 1.03 DEADLINE FOR RECEIPT OF PROPOSALS

SEC. 1.04 MANDATORY REQUIREMENTS

SEC. 1.05 REQUIRED REVIEW

SEC. 1.06 QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF PROPOSALS

SEC. 1.07 RETURN INSTRUCTIONS

SEC. 1.08 ASSISTANCE TO OFFERORS WITH A DISABILITY

SEC. 1.09 AMENDMENTS TO PROPOSALS

SEC. 1.10 AMENDMENTS TO THE IRFP

SEC. 1.11 IRFP SCHEDULE

SEC. 1.12 ALTERNATE PROPOSALS

SECTION 2. BACKGROUND INFORMATION

SEC. 2.01 BACKGROUND INFORMATION

SECTION 3. SCOPE OF WORK & CONTRACT INFORMATION

SEC. 3.01 SCOPE OF WORK

SEC. 3.02 DELIVERABLES

SEC. 3.03 CONTRACT TERM AND WORK SCHEDULE

SEC. 3.04 CONTRACT TYPE

SEC. 3.05 PAYMENT PROCEDURES

SEC. 3.06 CONTRACT PAYMENT

SEC. 3.07 LOCATION OF WORK

SEC. 3.08 SUBCONTRACTORS

SEC. 3.09 JOINT VENTURES

SEC. 3.10 RIGHT TO INSPECT PLACE OF BUSINESS

SEC. 3.11 CONTRACT PERSONNEL

SEC. 3.12 CONTRACT CHANGES - UNANTICIPATED AMENDMENTS

SEC. 3.13 NONDISCLOSURE AND CONFIDENTIALITY

SEC. 3.14 INDEMNIFICATION

SEC. 3.15 INSURANCE REQUIREMENTS

SEC. 3.16 TERMINATION FOR DEFAULT

SECTION 4. PROPOSAL FORMAT AND CONTENT

SEC. 4.01 IRFP SUBMITTAL FORMS

SEC. 4.02 SPECIAL FORMATTING REQUIREMENTS

SEC. 4.03 OFFEROR INFORMATION AND CERTIFICATIONS (SUBMITTAL FORM A)

SEC. 4.04 EXPERIENCE AND QUALIFICATIONS (SUBMITTAL FORM B)

SEC. 4.05 UNDERSTANDING OF THE PROJECT (SUBMITTAL FORM C)

SEC. 4.06 METHODOLOGY AND MANAGEMENT PLAN FOR THE PROJECT (SUBMITTAL FORM D)

SEC. 4.07 MANDATORY REQUIREMENTS (SUBMITTAL FORM E)

SEC. 4.08 SUBCONTRACTORS (SUBMITTAL FORM F)

SEC. 4.09 COST PROPOSAL (SUBMITTAL FORM G)

SECTION 5. EVALUATION CRITERIA AND CONTRACTOR SELECTION

SEC. 5.01 SUMMARY OF EVALUATION PROCESS

SEC. 5.02 EVALUATION CRITERIA

SEC. 5.03 SCORING METHOD AND CALCULATION

SEC. 5.04 EXPERIENCE AND QUALIFICATIONS

SEC. 5.05 UNDERSTANDING OF THE PROJECT

SEC. 5.06 METHODOLOGY AND MANAGEMENT PLAN FOR THE PROJECT

SEC. 5.07 CONTRACT COST (COST PROPOSAL)

SEC. 5.08 APPLICATION OF PREFERENCES

SEC. 5.09 ALASKA BIDDER PREFERENCE

SEC. 5.10 ALASKA VETERAN PREFERENCE

SEC. 5.11 ALASKA OFFEROR PREFERENCE

SECTION 6. GENERAL PROCESS AND LEGAL INFORMATION

SEC. 6.01 ALASKA BUSINESS LICENSE AND OTHER REQUIRED LICENSES

SEC. 6.02 STANDARD CONTRACT PROVISIONS

SEC. 6.03 QUALIFIED OFFERORS

SEC. 6.04 PROPOSAL AS PART OF THE CONTRACT

SEC. 6.05 ADDITIONAL TERMS AND CONDITIONS

SEC. 6.06 HUMAN TRAFFICKING

SEC. 6.07 RIGHT OF REJECTION

SEC. 6.08 STATE NOT RESPONSIBLE FOR PREPARATION COSTS

SEC. 6.09 DISCLOSURE OF PROPOSAL CONTENTS

SEC. 6.10 ASSIGNMENT

SEC. 6.11 DISPUTES

SEC. 6.12 SEVERABILITY

SEC. 6.13 SUPPLEMENTAL TERMS AND CONDITIONS

SEC. 6.14 SOLICITATION ADVERTISING

SEC. 6.15 SITE INSPECTION

SEC. 6.16 CLARIFICATION OF OFFERS

SEC. 6.17 DISCUSSIONS WITH OFFERORS

SEC. 6.18 CONTRACT NEGOTIATION

SEC. 6.19 FEDERALLY IMPOSED TARIFFS

SEC. 6.20 PROTEST

SECTION 7. ATTACHMENTS

SEC. 7.01 ATTACHMENTS

SECTION 1. INTRODUCTION & INSTRUCTIONS

SEC. 1.01 PURPOSE OF THE IRFP

For the upcoming FFY 2028–2031 planning cycle, the Alaska Commission on Aging (ACoA) and the Division of Senior and Disabilities Services seek a consultant to lead the development, drafting, and timely production of the State Plan. The consultant will ensure the plan incorporates updated federal requirements, aligns with Alaska’s statewide priorities, and reflects current demographic, social, and health trends affecting older Alaskans. The final product must be of high quality, fully compliant with guidance provided by the U.S.

Administration on Community Living, and suitable for federal review and approval.

SEC. 1.02 BUDGET

Department of Health, Division of Senior and Disabilities Services, estimates a maximum budget of $45,000 for completion of this project. Proposals priced at more than $45,000 will be considered non-responsive.

Approval or continuation of a contract resulting from this IRFP is contingent upon legislative appropriation.

SEC. 1.03 DEADLINE FOR RECEIPT OF PROPOSALS

Proposals must be received no later than 12:00PM prevailing Alaska Time on August 7, 2026. Late proposals or amendments will be disqualified and not opened or accepted for evaluation.

SEC. 1.04 MANDATORY REQUIREMENTS

To be considered responsive for this IRFP, an offeror must meet the mandatory minimum experience requirements that are provided in Submittal Form E – Mandatory Requirements. Failure to meet all these requirements will result in immediate disqualification.

SEC. 1.05 REQUIRED REVIEW

Offerors should carefully review this solicitation for defects and questionable or objectionable material.

Comments concerning defects and questionable or objectionable material should be made in writing and received by the procurement officer prior to the deadline for receipt of proposals. This will allow time for the issuance of any necessary amendments. It will also help prevent the opening of a defective proposal and exposure of offeror's proposals upon which award could not be made.

SEC. 1.06 QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF PROPOSALS

All questions must be in writing and directed to the procurement officer. The interested party must confirm telephone conversations in writing.

Two types of questions generally arise. One may be answered by directing the questioner to a specific section of the IRFP. These questions may be answered over the telephone. Other questions may be more complex and may require a written amendment to the IRFP. The procurement officer will make that decision.

SEC. 1.07 RETURN INSTRUCTIONS

Offerors must submit their proposals via email. The technical proposal and cost proposal must be saved as separate documents and emailed to doh.procurement.proposals@alaska.gov as separate, clearly labeled attachments separate, such as “Vendor A – Technical Proposal.pdf” and “Vendor A – Cost Proposal.pdf”. The email must contain the IRFP number in the subject line.

mailto:doh.procurement.proposals@alaska.gov

The maximum size of a single email (including all text and attachments) that can be received by the state is 25mb (megabytes). If the email containing the proposal exceeds this size, the proposal must be sent in multiple emails that are each less than 25 megabytes.

Please note that email transmission is not instantaneous. Similar to sending a hard copy proposal, if you are emailing your proposal, the state recommends sending it enough ahead of time to ensure the email is delivered by the deadline for receipt of proposals.

It is the offeror’s responsibility to contact the above email address to confirm that the proposal has been received.

The state is not responsible for unreadable, corrupt, or missing attachments.

SEC. 1.08 ASSISTANCE TO OFFERORS WITH A DISABILITY

Offerors with a disability may receive accommodation regarding the means of communicating this IRFP or participating in the procurement process. For more information, contact the procurement officer no later than ten days prior to the deadline for receipt of proposals.

SEC. 1.09 AMENDMENTS TO PROPOSALS

Amendments to or withdrawals of proposals will only be allowed if acceptable requests are received prior to the deadline that is set for receipt of proposals. No amendments or withdrawals will be accepted after the deadline unless they are in response to the state's request in accordance with 2 AAC 12.290.

SEC. 1.10 AMENDMENTS TO THE IRFP

If an amendment is issued, it will be provided to all who were notified of the IRFP and to those who have registered with the procurement officer after receiving the IRFP from the State of Alaska Online Public Notice website.

SEC. 1.11 IRFP SCHEDULE

The IRFP schedule set out herein represents the State of Alaska’s best estimate of the schedule that will be followed. If a component of this schedule, such as the deadline for receipt of proposals, is delayed, the rest of the schedule may be shifted accordingly. All times are Alaska Time.

ACTIVITY TIME DATE

Issue Date / IRFP Released 7/20/2026 Deadline to Submit Questions 7/29/2026 Deadline for Receipt of Proposals / Proposal Due Date 12:00PM 8/7/2026 Proposal Evaluations Complete 8/21/2026 Contract Issued 9/1/2026

This IRFP does not, by itself, obligate the state. The state's obligation will commence when the contract is approved by the Commissioner of the Department of Health, or the Commissioner's designee. Upon written notice to the contractor, the state may set a different starting date for the contract. The state will not be responsible for any work done by the contractor, even work done in good faith, if it occurs prior to the contract start date set by the state.

SEC. 1.12 ALTERNATE PROPOSALS

Offerors may only submit one proposal for evaluation. In accordance with 2 AAC 12.830 alternate proposals (proposals that offer something different than what is asked for) will be rejected.

SECTION 2. BACKGROUND INFORMATION

SEC. 2.01 BACKGROUND INFORMATION

The Alaska Commission on Aging (ACoA) operates with limited staffing—two full-time positions (the Executive Director and Program Coordinator)—and relies on an eleven-member board of primarily senior volunteers appointed by the Governor. This small administrative capacity creates challenges in managing the extensive workload required to produce a federally compliant four-year State Plan.

The Older Americans Act requires each state to prepare a comprehensive State Plan for Senior Services in accordance with detailed program instructions issued by the U.S. Administration on Community Living (ACL). Meeting these federal expectations is resource-intensive and requires substantial coordination across agencies, programs, data systems, and stakeholder groups. ACoA is responsible under Alaska Statute for developing the Plan on behalf of the State, but its limited staff capacity makes it difficult to meet these requirements without external support.

The State Plan itself is complex, incorporating demographic and socio-economic data, descriptions of statewide senior services, long-term care and support systems, and an intrastate funding formula that must prioritize older adults with the greatest social and economic need across nine regions and 27 census areas. Maintaining accuracy, consistency, and compliance across these elements is a recurring challenge.

Plan development also requires sustained collaboration with the Division of Senior and Disabilities Services and other partner agencies through the State Plan Advisory Committee. Coordinating input, drafting content, and ensuring alignment across multiple organizations with differing priorities can be time-consuming and complex, especially during a tightly constrained planning timeline. The resulting plan must ultimately serve both as the State’s strategic guide for senior services and as the required federal submission for ongoing Older Americans Act funding.

SECTION 3. SCOPE OF WORK & CONTRACT INFORMATION

SEC. 3.01 SCOPE OF WORK

The Alaska Commission on Aging is soliciting proposals for consultation and technical assistance required for updating the four-year comprehensive statewide plan for senior services, including its data elements, program descriptions, intrastate funding formula, and goal/strategies/performance measures section. The consultant will work with the ACoA Executive Director in the development of the Alaska State Plan for Senior Services, FY2028-FY2031 following the program instructions issued by the Administration on Community Living and assist with facilitating meetings of the State Plan Advisory Committee to draft the Plan’s core components.

The consultant will enable the ACoA to meet the state requirements of Alaska Statute 44.29.780 to “formulate and submit to the department a comprehensive statewide plan that identifies the concerns and needs of older Alaskans.” The Plan will be used to satisfy federal funding requirements of the Older Americans Act set forth by the U.S. Administration on Community Living for all states that receive these funds for their senior service programs.

The contractor will be required to:

1. Be available Monday through Friday via telephone, Zoom, and email to provide technical assistance, expertise, and consultation regarding the Alaska State Plan. Availability on weekends will be upon special request and arranged in advanced.

2. Provide weekly updates to the Executive Director.

3. Communicate any contact information changes to the ACoA Executive Director within 15 days of change.

4. Store all of the Alaska State Plan project information in a secure storage location for the period of this contract. The computer used will also be password protected.

5. Transfer of data and other information related to the State Plan on Aging project to ACoA staff and other approved parties will be conducted using a secure department approved transfer method as required.

6. All project information related to the State Plan on Senior Services will be backed up onto an external hard drive which shall be kept in a secured storage for the duration of the project. Consultant permission to re-use or share any of the materials related to the Alaska State Plan on Senior Serivces outside of the contract work is required and must be requested in writing to the ACoA.

7. Attend the Statewide Summit on Aging listening session in-person on October 17, 2026 (1 – 2 staff) in Anchorage, Alaska, if requested by the State.

SEC. 3.02 DELIVERABLES

The contractor will be required to provide the following deliverables:

1. Consultation & Technical Assistance

a) Ongoing consultation and technical support to the Alaska Commission on Aging (ACoA) and, as appropriate, the State Plan Advisory Committee throughout all phases of plan development.

b) Guidance and subject-matter expertise to ensure that all components of the Plan comply with federal requirements and reflect current best practices in planning for senior services.

c) In coordination with the Executive Director, assist with leading and facilitation support of approximately five (5) virtual meetings with the State Plan Advisory Committee. Facilitation support includes developing meeting design, agendas, presentation / meeting materials, and taking meeting notes.

2. Survey Instrument and Engagement Materials Evaluation

a) Evaluate and revise the ACoA Senior Survey instruments for seniors and service providers, ensuring they employ clear, plain language and support accurate data collection.

b) Review and update listening session guidance documents to strengthen clarity, accessibility, and alignment with best practices for stakeholder engagement.

3. Data Compilation & Analysis

a) Compilation of all required background information, including socio-demographic and health indicators, senior program utilization data, long-term services and supports information, senior housing data, and other content necessary to update the Plan.

b) Analysis and interpretation of data collected through needs assessment activities and other sources, including identification of trends and preparation of accurate narrative summaries.

4. Visual Data Presentation

a) Development of graphs, tables, and other visual materials illustrating key data elements using Excel, PowerPoint, or other appropriate software. These visuals must clearly convey information for use in the State Plan.

5. Funding Formula Updates

a) Collaboration with ACoA and the State Plan Advisory Committee to update the State’s intrastate funding formula in accordance with the Older Americans Act.

b) Ensuring the formula prioritizes:

i) older adults with the greatest social need,

ii) older adults with the greatest economic need, and

iii) older adults at risk of institutional placement.

c) Application of the State’s nine-region planning system and 27 census areas.

6. Performance Measures Revision

a) Updating the Plan’s performance measures in coordination with ACoA and the State Plan Advisory Committee.

b) Aligning measures with:

i) the Alaska Department of Health performance accountability framework, and

ii) the requirements established by the Administration on Community Living’s Program Instructions.

7. Drafting Required Federal Components

a) Preparation of all supplemental sections required by the Administration on Community Living, including but not limited to:

i) State Plan Assurances and Required Activities

ii) Informational Requirements for developing and implementing the State Plan

b) All components must reflect guidance from ACoA leadership, the Department of Health, and ACL.

8. Drafting & Delivery of the Complete State Plan

a) Drafting and delivering all core sections of the Alaska State Plan for Senior Services in accordance with the project timeline.

b) Ensuring the final draft is comprehensive, well-organized, ADA compliant, and ready for review by:

i) ACoA

ii) the State Plan Advisory Committee

iii) the public

iv) the Department of Health leadership

v) the Governor

vi) the Administration on Community Living

c) Submission of the complete final draft by April 1, 2027, to allow adequate time for required public, state and federal reviews and comments as required by 45 CFR § 1321.29(c). The final document must be submitted by June 30, 2027. The final plan, signed by the Commissioner of Health and the Governor of Alaska must be submitted by the State to the Administration on Community Living on August 1, 2027.

SEC. 3.03 CONTRACT TERM AND WORK SCHEDULE

The length of the contract will be from the date of award, until completion, JUNE 30, 2027.

Any extension of the contract beyond the exercised renewal options will be upon mutual agreement between the State and the contractor and effected with a contract amendment processed by the procurement officer and signed by both parties. All other terms and conditions of the contract, including those previously amended, shall remain in full force and effect. Unless otherwise agreed to by both parties, the procurement officer will provide written notice to the contractor of the intent to cancel an extension at least 30 days before the desired date of cancellation.

SEC. 3.04 CONTRACT TYPE

This contract is a Firm Fixed Price contract.

SEC. 3.05 PAYMENT PROCEDURES

The state will make payments based on a negotiated payment schedule. Each billing must consist of an invoice and progress report. No payment will be made until the progress report and invoice have been approved by the project director.

SEC. 3.06 CONTRACT PAYMENT

No payment will be made until the contract is approved by the Commissioner of the Department of Health or the Commissioner's designee. Under no conditions will the state be liable for the payment of any interest charges associated with the cost of the contract. The state is not responsible for and will not pay local, state, or federal taxes. All costs associated with the contract must be stated in U.S. currency.

SEC. 3.07 LOCATION OF WORK

The location(s) the work is to be performed, completed and managed is at its place of business.

The state will not provide workspace for the contractor. The contractor must provide its own workspace.

By signature on their proposal, the offeror certifies that all services provided under this contract by the contractor and all subcontractors shall be performed in the United States.

If the offeror cannot certify that all work will be performed in the United States, the offeror must submit a request, set out in a separate document in their proposal, that provides a detailed description of the portion of work that will be performed outside the United States, where, by whom, and the reason that is necessary.

Failure to comply with these requirements may cause the state to reject the proposal as non-responsive, or cancel the contract.

SEC. 3.08 SUBCONTRACTORS

Subcontractors may be used to perform work under this contract. If an offeror intends to use subcontractors, the offeror must complete the Submittal Form identified in Section 4.02 of this IRFP.

An offeror's failure to provide this information with their proposal may cause the state to consider their proposal non-responsive and reject it.

Subcontractor experience shall not be considered in determining whether the offeror meets the requirements set forth in Submittal Form E – Mandatory Requirements. Offerors must be specific in Submittal Form E as to which subcontractor(s) defined in Submittal Form F – Subcontractors they are citing to meet the specific requirement listed in Submittal Form E.

If a proposal with subcontractors is selected, the state may require a signed written statement from each subcontractor that clearly verifies the subcontractor is committed to provide the good or services required by the contract.

The substitution of one subcontractor for another may be made only at the discretion and prior written approval of the project director or procurement officer.

Note that if the subcontractor will not be performing work within Alaska, they will not be required to hold an Alaska business license.

SEC. 3.09 JOINT VENTURES

Joint ventures will not be allowed.

SEC. 3.10 RIGHT TO INSPECT PLACE OF BUSINESS

At reasonable times, the state may inspect those areas of the contractor's place of business that are related to the performance of a contract. If the state makes such an inspection, the contractor must provide reasonable assistance.

SEC. 3.11 CONTRACT PERSONNEL

Any change of the project team members or subcontractors named in the proposal must be approved, in advance and in writing, by the project director or procurement officer. Changes that are not approved by the state may be grounds for the state to terminate the contract.

SEC. 3.12 CONTRACT CHANGES - UNANTICIPATED AMENDMENTS

During the course of this contract, the contractor may be required to perform additional work. That work will be within the general scope of the initial contract. When additional work is required, the project director will provide the contractor a written description of the additional work and request the contractor to submit a firm time schedule for accomplishing the additional work and a firm price for the additional work. Cost and pricing data must be provided to justify the cost of such amendments per AS 36.30.400.

The contractor will not commence additional work until the procurement officer has secured any required state approvals necessary for the amendment and issued a written contract amendment, approved by the Commissioner of the Department of Health or the Commissioner's designee.

SEC. 3.13 NONDISCLOSURE AND CONFIDENTIALITY

Contractor agrees that all confidential information shall be used only for purposes of providing the deliverables and performing the services specified herein and shall not disseminate or allow dissemination of confidential information except as provided for in this section. The contractor shall hold as confidential and will use reasonable care (including both facility physical security and electronic security) to prevent unauthorized access by, storage, disclosure, publication, dissemination to and/or use by third parties of, the confidential information. “Reasonable care” means compliance by the contractor with all applicable federal and state law, including the Social Security Act and HIPAA. The contractor must promptly notify the state in writing if it becomes aware of any storage, disclosure, loss, unauthorized access to or use of the confidential information.

Confidential information, as used herein, means any data, files, software, information or materials (whether prepared by the state or its agents or advisors) in oral, electronic, tangible or intangible form and however stored, compiled or memorialized that is classified confidential as defined by State of Alaska classification and categorization guidelines provided by the state to the contractor or a contractor agent or otherwise made available to the contractor or a contractor agent in connection with this contract, or acquired, obtained or learned by the contractor or a contractor agent in the performance of this contract. Examples of confidential information include, but are not limited to: technology infrastructure, architecture, financial data, trade secrets, equipment specifications, user lists, passwords, research data, and technology data (infrastructure, architecture, operating systems, security tools, IP addresses, etc).

If confidential information is requested to be disclosed by the contractor pursuant to a request received by a third party and such disclosure of the confidential information is required under applicable state or federal law, regulation, governmental or regulatory authority, the contractor may disclose the confidential information after providing the state with written notice of the requested disclosure ( to the extent such notice to the state is permitted by applicable law) and giving the state opportunity to review the request. If the contractor receives no objection from the state, it may release the confidential information within 30 days. Notice of the requested disclosure of confidential information by the contractor must be provided to the state within a reasonable time after the contractor’s receipt of notice of the requested disclosure and, upon request of the state, shall seek to obtain legal protection from the release of the confidential information.

The following information shall not be considered confidential information: information previously known to be public information when received from the other party; information freely available to the general public;

information which now is or hereafter becomes publicly known by other than a breach of confidentiality hereof;

or information which is disclosed by a party pursuant to subpoena or other legal process and which as a result becomes lawfully obtainable by the general public.

SEC. 3.14 INDEMNIFICATION

The contractor shall indemnify, hold harmless, and defend the state from and against any third-party claim of, or liability for error, omission or negligent act of the contractor under this agreement. The contractor shall not be required to indemnify the contracting agency for a claim of, or liability for, the independent negligence of the state. If there is a claim of, or liability for, the joint negligent error or omission of the contractor and the independent negligence of the state, the indemnification and hold harmless obligation shall be apportioned on a comparative fault basis. “Contractor” and “state”, as used within this and the following article, include the employees, agents and other contractors who are directly responsible, respectively, to each. The term “independent negligence” is negligence other than in the contracting agency’s selection, administration, monitoring, or controlling of the contractor and in approving or accepting the contractor’s work.

SEC. 3.15 INSURANCE REQUIREMENTS

Without limiting contractor's indemnification, it is agreed that contractor shall purchase at its own expense and maintain in force at all times during the performance of services under this agreement the following policies of insurance. Where specific limits are shown, it is understood that they shall be the minimum acceptable limits. If the contractor's policy contains higher limits, the state shall be entitled to coverage to the extent of such higher limits.

Certificates of Insurance must be furnished to the contracting officer prior to beginning work and must provide for a notice of cancellation, non-renewal, or material change of conditions in accordance with policy provisions.

Failure to furnish satisfactory evidence of insurance or lapse of the policy is a material breach of this contract and shall be grounds for termination of the contractor's services. All insurance policies shall comply with and be issued by insurers licensed to transact the business of insurance under AS 21.

Workers' Compensation Insurance: The contractor shall provide and maintain, for all employees engaged in work under this contract, coverage as required by AS 23.30.045, and; where applicable, any other statutory obligations including but not limited to Federal U.S.L. & H. and Jones Act requirements. The policy must waive subrogation against the State.

Commercial General Liability Insurance: covering all business premises and operations used by the Contractor in the performance of services under this agreement with minimum coverage limits of $300,000 combined single limit per claim.

Commercial Automobile Liability Insurance: covering all vehicles used by the contractor in the performance of services under this agreement with minimum coverage limits of $300,000 combined single limit per claim.

SEC. 3.16 TERMINATION FOR DEFAULT

If the project director or procurement officer determines that the contractor has refused to perform the work or has failed to perform the work with such diligence as to ensure its timely and accurate completion, the state may, by providing written notice to the contractor, terminate the contractor's right to proceed with part or all of the remaining work.

This clause does not restrict the state's termination rights under the contract provisions of Appendix A, attached in SECTION 7. ATTACHMENTS.

SECTION 4. PROPOSAL FORMAT AND CONTENT

SEC. 4.01 IRFP SUBMITTAL FORMS

This IRFP contains Submittal Forms, which must be completed by the offeror and submitted as their proposal. An electronic copy of the forms is posted along with this IRFP. Offerors shall not re-create these forms, create their own forms, or edit the format structure of the forms unless permitted to do so.

Unless otherwise specified in this IRFP, the Submittal Forms shall be the offeror’s entire proposal. Do not include any marketing information in the proposal.

Any proposal that does not follow these requirements may be deemed non-responsive and rejected.

SEC. 4.02 SPECIAL FORMATTING REQUIREMENTS

The offeror must ensure that their proposal meets all special formatting requirements identified in this section.

Documents and Text: All attachment documents must be written in the English language, be single sided, and be single spaced with a minimum font size of 10. Pictures or graphics may be used if the offeror feels it is necessary to communicate their information, however, be aware of the below requirements for page limits.

Page Limits: Some Submittal Forms listed below have maximum page limit requirements. Offerors must not exceed the maximum page limits. Note, the page limit applies to the front side of a page only (for example, ‘1 Page’ implies that the offeror can only provide a response on one side of a piece of paper).

Submittal Form Maximum

Page Limits

Submittal Form A – Offeror Information and Certifications N/A Submittal Form B – Experience and Qualifications 5 Submittal Form C – Understanding of the Project 3 Submittal Form D – Methodology and Management Plan for the Project 3 Submittal Form E – Mandatory Requirements N/A Submittal Form F – Subcontractors N/A Submittal Form G – Cost Proposal N/A

Any Submittal Form that is being evaluated and does not follow these instructions may receive a ‘1’ score for the evaluated Submittal Form, or the entire response may be deemed non-responsive and rejected. Failure to submit any of the Submittal Forms will result in the proposal being deemed non-responsive and rejected.

SEC. 4.03 OFFEROR INFORMATION AND CERTIFICATIONS (SUBMITTAL FORM A)

The offeror must complete and submit this Submittal Form. The form must be signed by an individual authorized to bind the offeror to the provisions of the IRFP.

By signature on the form, the offeror certifies they comply with the items listed in the Certifications section of the Submittal Form. If the offeror fails to comply with these items, the state reserves the right to disregard the proposal, consider the contractor in default, or terminate the contract.

The Submittal Form also requests the following information:

a) The complete name and address of offeror’s firm along with the offeror’s Tax ID.

b) Information on the person the state should contact regarding the proposal.

c) Names of critical team members/personnel.

d) Addenda acknowledgement.

e) Conflict of interest statement.

f) Federal requirements.

g) Alaska preference qualifications.

An offeror's failure to provide this information may cause the proposal to be determined to non-responsive and rejected.

SEC. 4.04 EXPERIENCE AND QUALIFICATIONS (SUBMITTAL FORM B)

Offerors must provide detail on their specific experience in the following:

• Developing State Plans for Senior Services or similar health and social services plans and working with an assigned committee.

• Developing planning documents for health and social service organizations, especially for any senior services and/or state entities, that require federal approval for funding purposes.

• Systems of senior services including but not limited to, senior programs funded by the Older Americans Act, Medicaid, Medicaid waiver services for older adults, elder abuse prevention programs, and related services.

• Working with computer software needed to perform the activities required by this project including at minimum Word, Excel, Power Point, Outlook, and other programs as appropriate.

• Continuum of senior services, data and statistical analysis, and providing consulting services remotely.

Offerors must also provide detail on the primary project manager’s specific experience in projects of a similar nature along with the directly related experience of the overall project team identified in Submittal Form A.

Offeror must also demonstrate their experience and knowledge of the continuum of senior services, and data and statistical analysis.

Finally, offerors must provide a description of the organization of the project team and the individual(s) responsible and accountable for the completion each component and deliverable of the IRFP.

SPECIAL NOTE: The offeror shall not disclose their costs in this Submittal Form. This Submittal Form cannot exceed the page limit (as described in Section 4.02).

SEC. 4.05 UNDERSTANDING OF THE PROJECT (SUBMITTAL FORM C)

Offerors must provide detail that demonstrates their understanding of the requirements of the project and how to meet the state’s needs. This includes demonstrating their understanding of planning principles and how they will execute these principles to prepare the State Plan for Senior Services document in collaboration with the Alaska Commission on Aging (ACoA) Executive Director and the State Plan Advisory Committee.

SPECIAL NOTE: The offeror shall not disclose their costs in this Submittal Form. This Submittal Form cannot exceed the page limit (as described in Section 4.02).

SEC. 4.06 METHODOLOGY AND MANAGEMENT PLAN FOR THE PROJECT (SUBMITTAL

FORM D)

Offerors must provide detail that demonstrates the methodology and management plan they intend to follow and how it will serve to accomplish the work and meet the state's needs.

Offerors must also identify any potential issues, risks, or problems they foresee with this project and how they will address them.

SPECIAL NOTE: The offeror shall not disclose their costs in this Submittal Form. This Submittal Form cannot exceed the page limit (as described in Section 4.02).

SEC. 4.07 MANDATORY REQUIREMENTS (SUBMITTAL FORM E)

Offerors must complete and submit this Submittal Form.

SEC. 4.08 SUBCONTRACTORS (SUBMITTAL FORM F)

If using subcontractors, the offeror must complete and submit this Submittal Form.

SEC. 4.09 COST PROPOSAL (SUBMITTAL FORM G)

Offerors must complete and submit this Submittal Form.

SECTION 5. EVALUATION CRITERIA AND CONTRACTOR SELECTION

SEC. 5.01 SUMMARY OF EVALUATION PROCESS

The state will use the following steps to evaluate and prioritize proposals:

1) Proposals will be assessed for overall responsiveness. Proposals deemed non-responsive will be eliminated from further consideration.

2) A proposal evaluation committee (PEC), made up of at least three state employees or public officials, will evaluate specific parts of the responsive proposals.

3) The Submittal Forms, from each responsive proposal, will be sent to the PEC. No cost information will be shared or provided to the PEC.

4) The PEC will independently evaluate and score the documents based on the degree to which they meet the stated evaluation criteria.

5) After independent scoring, the PEC will have a meeting, chaired by the procurement officer, where the PEC may have a group discussion prior to finalizing their scores.

6) The evaluators will submit their final individual scores to the procurement officer, who will then compile the scores and calculate awarded points as set out in Section 5.03.

7) The procurement officer will calculate scores for cost proposals as set out in Section 5.08 and add those scores to the awarded points along with factoring in any Alaska preferences.

8) The procurement officer may ask for best and final offers from offerors susceptible for award and revise the cost scores accordingly.

9) The state will then conduct any necessary negotiations with the highest scoring offeror and award a contract if the negotiations are successful.

SEC. 5.02 EVALUATION CRITERIA

Proposals will be evaluated based on their overall value to state, considering both cost and non-cost factors as described below. Note: An evaluation may not be based on discrimination due to the race, religion, color, national origin, sex, age, marital status, pregnancy, parenthood, disability, or political affiliation of the offeror.

Overall Criteria Weight Responsiveness Pass/Fail Mandatory Requirements Compliance (Submittal Form E)

Qualifications Criteria Weight Experience and Qualifications (Submittal Form B) 200 Understanding of the Project (Submittal Form C) 150 Methodology and Management Plan for the Project (Submittal Form D) 150

Total 500

Cost Criteria Weight Cost Proposal (Submittal Form G) 400 Total 400

Preference Criteria Weight Alaska Offeror Preference (if applicable) 100 Total 100

TOTAL EVALUATION POINTS AVAILABLE: 1000

SEC. 5.03 SCORING METHOD AND CALCULATION

The PEC will evaluate responses against the questions set out in Sections 5.04 through 5.06 and assign a single score for each section. Offerors’ responses for each section may be rated comparatively against one another with each PEC member assigning a score of 1, 5, or 10 (with 10 representing the highest score, 5 representing the average score, and 1 representing the lowest score). Responses that are similar or lack dominant information to differentiate the offerors from each other will receive the same score. Therefore, it is the offeror’s responsibility to provide dominant information and differentiate themselves from their competitors.

After the PEC has scored each section, the scores for each section will be totaled and the following formula will be used to calculate the amount of points awarded for that section:

1) Maximum Points Available / Maximum Combined PEC Score Possible

2) Combined PEC Score x Result of 1)

Example (Maximum Points Available for the Section = 100):

PEC

Member 1

Score

PEC

Member 2

Score

PEC

Member 3

Score

PEC

Member 4

Score Combined Total Score

Points

Awarded Offeror 1 10 5 5 10 30 75 Offeror 2 5 5 5 5 20 50 Offeror 3 10 10 10 10 40 100

Offeror 1 was awarded 75 points:

Maximum Points Available (100) = 2.5 Maximum Combined PEC Score Possible (40)

Combined PEC Score (30) x 2.5 = Points Awarded (75)

Offeror 2 was awarded 50 points:

Maximum Points Available (100) = 2.5 Maximum Combined PEC Score Possible (40)

Combined PEC Score (20) x 2.5 = Points Awarded (50)

Offeror 3 was awarded 100 points:

Maximum Points Available (100) = 2.5 Maximum Combined PEC Score Possible (40)

Combined PEC Score (40) x 2.5 = Points Awarded (100)

SEC. 5.04 EXPERIENCE AND QUALIFICATIONS

This portion of the offeror’s proposal will be evaluated based on how well the offeror demonstrated the information required in Section 4.04, and the level of experience it demonstrates.

SEC. 5.05 UNDERSTANDING OF THE PROJECT

This portion of the offeror’s proposal will be evaluated on how well the offeror demonstrated their understanding of the project requirements and how to meet the state’s needs.

SEC. 5.06 METHODOLOGY AND MANAGEMENT PLAN FOR THE PROJECT

This portion of the offeror’s proposal will be evaluated against the following questions:

1) How well did the offeror demonstrate the methodology they will employ and how the methodology will serve to accomplish the work and meet the state’s needs?

2) How well did the offeror demonstrate their management plan and how that plan will serve to accomplish the work and meet the state’s needs?

3) To what extent did the offeror identify potential issues, risks, or problems they foresee with this project and how they will address them?

SEC. 5.07 CONTRACT COST (COST PROPOSAL)

Overall, a minimum of 40% of the total evaluation points will be assigned to cost. After the procurement officer applies any applicable preferences, the offeror with the lowest total cost will receive the maximum number of points allocated to cost per 2 AAC 12.260(c). The point allocations for cost on the other proposals will be determined using the following formula:

[(Price of Lowest Cost Proposal) x (Maximum Points for Cost)] ÷ (Cost of Each Higher Priced Proposal)

Example (Max Points for Contract Cost = 400):

Step 1 List all proposal prices, adjusted where appropriate by the application of applicable preferences claimed by the offeror.

Offeror #1 $40,000 Offeror #2 $42,750 Offeror #3 $47,500

Step 2

In this example, the IRFP allotted 40% of the available 1,000 points to cost. This means that the lowest cost will receive the maximum number of points.

Offeror #1 receives 400 points.

The reason they receive that amount is because the lowest cost proposal, in this case $40,000, receives the maximum number of points allocated to cost, 400 points.

Offeror #2 receives 374.3 points.

$40,000 lowest cost x 400 maximum points for cost = 16,000,000 ÷ $42,750 cost of Offeror #2’s proposal = 374.3

Offeror #3 receives 336.8 points.

$40,000 lowest cost x 400 maximum points for cost = 16,000,000 ÷ $47,500 cost of Offeror #3’s proposal = 336.8

SEC. 5.08 APPLICATION OF PREFERENCES

Certain preferences apply to all state contracts, regardless of their dollar value. The Alaska Bidder, Alaska Veteran, and Alaska Offeror preferences are the most common preferences involved in the IRFP process. Additional preferences that may apply to this procurement are listed below. Guides that contain excerpts from the relevant statutes and codes, explain when the preferences apply and provide examples of how to calculate the preferences are available at the following website:

http://doa.alaska.gov/dgs/pdf/pref1.pdf

• Alaska Products Preference - AS 36.30.332

• Recycled Products Preference - AS 36.30.337

• Local Agriculture and Fisheries Products Preference - AS 36.15.050

• Employment Program Preference - AS 36.30.321(b)

• Alaskans with Disabilities Preference - AS 36.30.321(d)

• Alaska Veteran’s Preference - AS 36.30.321(f)

The Division of Vocational Rehabilitation in the Department of Labor and Workforce Development keeps a list of qualified employment programs and individuals who qualify as persons with a disability. As evidence of a business’ or an individual's right to the Employment Program or Alaskans with Disabilities preferences, the Division of Vocational Rehabilitation will issue a certification letter. To take advantage of these preferences, a business or individual must be on the appropriate Division of Vocational Rehabilitation list prior to the time designated for receipt of proposals. Offerors must attach a copy of their certification letter to the proposal. An offeror's failure to provide this certification letter with their proposal will cause the state to disallow the preference.

SEC. 5.09 ALASKA BIDDER PREFERENCE

An Alaska Bidder Preference of 5% will be applied to the price in the proposal. The preference will be given to an offeror who:

1) holds a current Alaska business license prior to the deadline for receipt of proposals;

2) submits a proposal for goods or services under the name appearing on the offeror’s current Alaska business license;

http://doa.alaska.gov/dgs/pdf/pref1.pdf

3) has maintained a place of business within the state staffed by the offeror, or an employee of the offeror, for a period of six months immediately preceding the date of the proposal;

4) is incorporated or qualified to do business under the laws of the state, is a sole proprietorship and the proprietor is a resident of the state, is a limited liability company (LLC) organized under AS 10.50 and all members are residents of the state, or is a partnership under AS 32.06 or AS 32.11 and all partners are residents of the state; and

5) if a joint venture, is composed entirely of ventures that qualify under (1)-(4) of this subsection.

Alaska Bidder Preference Certification Form In order to receive the Alaska Bidder Preference, the proposal must include the Alaska Bidder Preference Certification Form attached to this IRFP. An offeror does not need to complete the Alaska Veteran Preference questions on the form if not claiming the Alaska Veteran Preference. An offeror's failure to provide this completed form with their proposal will cause the state to disallow the preference.

SEC. 5.10 ALASKA VETERAN PREFERENCE

An Alaska Veteran Preference of 5%, not to exceed $5,000, will be applied to the price in the proposal. The preference will be given to an offeror who qualifies under AS 36.30.990(2) as an Alaska bidder and is a:

A. sole proprietorship owned by an Alaska veteran;

B. partnership under AS 32.06 or AS 32.11 if a majority of the partners are Alaska veterans;

C. limited liability company organized under AS 10.50 if a majority of the members are Alaska veterans; or

D. corporation that is wholly owned by individuals, and a majority of the individuals are Alaska veterans.

In accordance with AS 36.30.321(i), the bidder must also add value by actually performing, controlling, managing, and supervising the services provided, or for supplies, the bidder must have sold supplies of the general nature solicited to other state agencies, other government, or the general public.

Alaska Veteran Preference Certification In order to receive the Alaska Veteran Preference, the proposal must include the Alaska Bidder Preference Certification Form attached to this IRFP. An offeror's failure to provide this completed form with their proposal will cause the state to disallow the preference.

SEC. 5.11 ALASKA OFFEROR PREFERENCE

Per 2 AAC 12.260, if an offeror qualifies for the Alaska Bidder Preference, the offeror will receive an Alaska Offeror Preference. The preference will be 10% of the total available points, which will be added to the offeror’s overall evaluation score.

Example:

Step 1

Determine the number of points available to qualifying offerors under this preference:

1000 Total Points Available in IRFP x 10% Alaska Offeror preference = 100 Points for the preference

Step 2

Determine which offerors qualify as Alaska bidders and thus, are eligible for the Alaska Offeror preference. For the purpose of this example, presume that all proposals have been completely evaluated based on the evaluation criteria in the IRFP. The scores at this point are:

Offeror #1 830 points No Preference 0 points Offeror #2 740 points Alaska Offeror Preference 100 points Offeror #3 800 points Alaska Offeror Preference 100 points

Step 3

Add the applicable Alaska Offeror preference amounts to the offerors’ scores:

Offeror #1 830 points Offeror #2 840 points (740 points + 100 points) Offeror #3 900 points (800 points + 100 points)

Offeror #3 is the top scoring offeror.

SECTION 6. GENERAL PROCESS AND LEGAL INFORMATION

SEC. 6.01 ALASKA BUSINESS LICENSE AND OTHER REQUIRED LICENSES

Prior to the award of a contract, an offeror must hold a valid Alaska business license. However, in order to receive the Alaska Bidder Preference and other related preferences, such as the Alaska Veteran Preference and Alaska Offeror Preference, an offeror must hold a valid Alaska business license prior to the deadline for receipt of proposals. Offerors should contact the Department of Commerce, Community and Economic Development, Division of Corporations, Business, and Professional Licensing for information on these licenses. Acceptable evidence that the offeror possesses a valid Alaska business license may consist of any one of the following:

• copy of an Alaska business license;

• certification on the proposal that the offeror has a valid Alaska business license and has included the license number in the proposal;

• a canceled check for the Alaska business license fee;

• a copy of the Alaska business license application with a receipt stamp from the state's occupational licensing office; or

• a sworn and notarized statement that the offeror has applied and paid for the Alaska business license.

You are not required to hold a valid Alaska business license at the time proposals are opened if you possess one of the following licenses and are offering services or supplies under that specific line of business:

• fisheries business licenses issued by Alaska Department of Revenue or Alaska Department of Fish and Game,

• liquor licenses issued by Alaska Department of Revenue for alcohol sales only,

• insurance licenses issued by Alaska Department of Commerce, Community and Economic Development, Division of Insurance, or

• Mining licenses issued by Alaska Department of Revenue.

Prior the deadline for receipt of proposals, all offerors must hold any other necessary…