OCWCOG SDS - In-home Services on OregonBuys.pdf

OREGON CASCADES WEST COUNCIL OF GOVERNMENTS

Request for Proposals

In-home Services

April 13, 2022

TABLE OF CONTENTS

PURPOSE

ABOUT THE ORGANIZATION

SCOPE OF WORK

TERM OF CONTRACT

SUBMITTAL REQUIREMENTS

A. Letter of Intent

B. Threshold Requirements

C. Main Proposal In order to make review as efficient and as objective as possible, all proposals must be submitted as follows:

The format to be used for responding to this Request for Proposal is included as Exhibit I:

Proposal Documents. It consists of five parts: Application Summary; Statement of Assurances;

Management Proposal; Technical Proposal; and Price Proposal. The attachments should be labeled in that order. The Management Proposal must describe the qualifications of the applicant, its organizational structure and details on the administration of the program. The Technical Proposal defines and describes the methodology to be followed in the delivery of the services described in the RFP. The Price Proposal sets forth the proposer's costs associated with delivery of the services

SELECTION PROCESS

QUESTIONS

EVALUATION CRITERIA AND SCORING

SUBMITTAL DUE DATE

Reservation of Rights

NON-DISCRIMINATION

ATTACHMENTS

RFP SUBMITTAL REQUIREMENTS CHECKLIST

CERTIFIED DISADVANTAGED BUSINESS OUTREACH PLAN

PROPOSER INFORMATION AND CERTIFICATION SHEET

CONTRACT SAMPLE

PROPOSAL DOCUMENTS Attachments

PURPOSE

This Request for Proposal (RFP) is being issued by Oregon Cascades West Council of Governments (OCWCOG). The purpose of this notice is to invite vendors to submit their proposals to provide in-home care services.

The service area for this contract includes all of Linn, Benton and Lincoln counties.

OCWCOG administers Oregon Project Independence (OPI) and Older Americans Act (OAA) in-home services programs in each of these counties with branch offices located in Albany, Corvallis and Toledo.

OCWCOG is looking for the most responsible proposer(s) to provide in-home services to OPI and OAA consumers residing in Linn, Benton and Lincoln counties. Quality assurance and consumer satisfaction are the primary criteria that will be evaluated in determining the most responsible proposer(s).

The period of performance of the initial contract resulting from this RFP is scheduled to be July 1, 2022 to June 30, 2023. OCWCOG reserves the right to extend the contract for up to an additional forty-eight (48) months without utilization of a formal proposal solicitation process and to incorporate service to additional areas. OCWCOG reserves the right to change any specifications at the time of renewal. Contract extensions are contingent upon acceptable CONTRACTOR performance, the continuing availability of funding for the services being provided, and mutual agreement on contract terms between OCWCOG and the CONTRACTOR. Contract extension periods would be July 1, 2023 to June 30, 2024; July 1, 2024 to June 30, 2025; July 1, 2025 to June 30, 2026;

and July 1, 2026 to June 30, 2027.

ABOUT THE ORGANIZATION

The Oregon Cascades West Council of Governments (OCWCOG) is organized under Oregon Revised Statutes Chapter 190 as a voluntary-created intergovernmental council formed by Benton, Linn and Lincoln counties. The council was chartered as a Type B Area Agency on Aging in 1982. The purpose of the Council is to be aware of and facilitate communication relating to the region’s physical and social condition, provide staff resources to local governments to assist in programs or activities that are locally beneficial. Operations include services to elderly and/or disabled persons in economic or social need, veterans, loan packaging, and assistance to member cities and counties in economic planning and development. Funding for programs and administration is received under the Federal Older Americans Act, Oregon Project Independence, Social Security Act – Title XIX, federal grants and loans, State of Oregon programs, other local governments, fund raising, community groups and individual donations. Most of its funding is provided by way of contracts to administer specific services. More information is available at OCWCOG’s website, www.ocwcog.org.

http://www.ocwcog.org/

SCOPE OF WORK

CONTRACTOR must comply with Department of Human Services Public Health, In-Home Care Agency Rules (OAR) 333-536-0000 through 0095, and any other applicable rules. CONTRACTOR must be licensed in accordance with these rules. Applicable Oregon Administrative Rules have been reviewed and the following service definitions and provisions will apply to this RFP and the resulting contract for services. These definitions are specific to consumers who receive Oregon Project Independence services or Older Americans' Act in-home services through Oregon Cascades West Council of Governments.

Attachment A is an itemization of Service Requirements as they pertain to this Request for Proposals.

TERM OF CONTRACT

Any contract awarded pursuant to this RFP solicitation shall be for a contract period up to five (5) years, with the possibility of an extension.

SUBMITTAL REQUIREMENTS

RFP responses must be submitted by e-mail copy sent to rmoore@ocwcog.org. Each respondent shall submit a copy of the following documents in a clear, legible, 12 point font, and 8.5 by 11 inch format. Responses not submitted via e-mail will not be considered. Respondents are advised to adhere to the Submittal Requirements.

Failure to comply with the instructions of this RFP will be cause for rejection of submittals. All materials submitted by the proposer as part of the proposal will be considered the property of OCWCOG and will not be required to be returned to the proposer.

OCWCOG reserves the right to seek additional information to clarify responses to this RFP. Each response must include the following:

A. Letter of Intent

Please submit a Cover Letter of Intent signed by the Respondent, not to exceed two pages in length. The Letter of Interest must also include the following information:

1. The principal place of business and the contact person, title, telephone/fax numbers and email address.

2. A brief summary of the qualifications of the Respondent and team.

B. Threshold Requirements

These documents must be submitted and acceptable before OCWCOG will review the Experience and Capacity proposal:

1. Evidence of Insurance:

2. Commercial General Liability with limits $1,000,000 Per Occurrence /

$2,000,000 General Aggregate / $2,000,000 Products and Completed Operations Aggregate. Aggregates shall apply per Project.

3. PROFESSIONAL LIABILITY insurance with limits not less than $1,000,000 per claim and $1,000,000 annual aggregate with 24 months tail coverage.0;

and

4. Workers Compensation; and, Employers Liability 500,000 each accident / $500,000 policy limit / $500,000 each employee

5. Three (3) references of related projects, including date of project, contact person and phone number, and a brief description of the project.

C. Main Proposal In order to make review as efficient and as objective as possible, all proposals must be submitted as follows:

The format to be used for responding to this Request for Proposal is included as Exhibit I: Proposal Documents. It consists of five parts: Application Summary;

Statement of Assurances; Management Proposal; Technical Proposal; and Price Proposal. The attachments should be labeled in that order. The Management Proposal must describe the qualifications of the applicant, its organizational structure and details on the administration of the program. The Technical Proposal defines and describes the methodology to be followed in the delivery of the services described in the RFP. The Price Proposal sets forth the proposer's costs associated with delivery of the services.

SELECTION PROCESS

The Selection Committee comprised of OCWCOG staff will review qualifications in accordance with the evaluation criteria set forth herein. Proposals that are submitted timely and comply with the mandatory requirements of the RFP will be evaluated in accordance with the terms of the RFP. Any contract resulting from this RFP will not necessarily be awarded to the vendor with the lowest price. Instead, contract shall be awarded to vendor whose proposal received the most points in accordance with criteria set forth in RFP.

A. RFP SCHEDULE – Dates are approximations and may be subject to change.

Item in RFP Process Date Location

Post Announcement for RFP April 13, 2022 OregonBuys.gov

Proposers Conference at 9:00 am

Due date for written questions.

May 1, 2022 Conference call or Zoom/Teams meeting

Respond to questions May 9, 2022 Posted as an addendum in OregonBuys by 5 pm

Public Opening of RFP Proposals at 2:00 pm

1400 Queen Ave., SW, Albany, OR

May 16, 2022 In person or Zoom/Teams

Notify proposers of interview appointment times by 5:00 pm

May 17, 2002

Oral Interviews with Proposers May 20, 2022

OCWCOG committee completes review of proposals

May 25, 2022

OCWCOG announces selection of CONTRACTOR (s)

May 27, 2022

Transition period: Award of contract June 1, 2022

Contracted service begins July 1, 2022

QUESTIONS

Questions regarding this RFP should be submitted in writing via email to Randi Moore, Director of Senior and Disability Services, rmoore@ocwcog.org on or before May 1, 2022.

Please refer to Attachment B – General Provisions of Contract for Successful Proposer - GP mailto:rmoore@ocwcog.org

EVALUATION CRITERIA AND SCORING

In evaluating responses to this Request for Proposal, OCWCOG will take into consideration the experience, capacity, and costs that are being proposed by the Respondent. The following Evaluation Criteria will be considered in reviewing submittals:

Experience and Capacity:

The point system is to evaluate the experience and capacity of the Respondent.

1. Management Proposal - 20 % (40 points maximum)

2. Technical Proposal - 45% (90 points maximum)

3. Pricing Proposals - 20% (40 points maximum), including cost, accuracy and reasonableness.

4. Oral Presentation - 5% (10 points maximum)

5. Reference Checks - 5% (10 points maximum)

Staff will contact references from the contracts identified by proposers in the Management Proposals. Scores assigned by staff for references are based on user satisfaction, overall management satisfaction, quality and consistency of service, price experience over length of the contract, and similarity in scope of operation. Staff may contact or use other sources of information outside of the proposal to gather information on these metrics.

6. Staff Recommendation - 5% (10 points maximum)

Scores for this section will include the proposers overall response to the RFP, management, technical and price proposals, and responses by proposers at the oral interview. Staff scoring and recommendations are independent of direction given by any elected official connected with OCWCOG.

SUBMITTAL DUE DATE

Responses to this RFP are due by 2:00 p.m. on May 16, 2022. Responses to this RFP must be e-mailed to: Randi Moore, Director of Senior and Disability Services, rmoore@ocwcog.org.

Hard copies will not be accepted.

RESERVATION OF RIGHTS

OCWCOG reserves the right to: seek clarifications of each proposal; negotiate a final contract that is in the best interest of OCWCOG, its members, and the public; reject any or all proposals; cancel this RFP at any time, if doing so would be in the public interest, as determined by OCWCOG in its sole discretion; award the contract to any proposer based on the evaluation criteria set forth in this RFP; waive minor informalities contained in any proposal, when, in OCWCOG’s sole judgment, it is in OCWCOG’s best interest to do so; and request any additional information OCWCOG deems reasonably necessary to allow OCWCOG to evaluate, rank and select the most qualified Proposer to perform the services described in this RFP.

NON-DISCRIMINATION

Submittal of a proposal in response to this RFP evidences proposer’s agreement that, in performing the work called for by this RFP and in securing and supplying materials, proposer has not and will not discriminate against: 1) any person on the basis of race, color, religious creed, political ideas, sex, sexual orientation, source of income, age, marital status, physical or mental handicap, national origin or ancestry unless the reasonable demands of employment are such that they cannot be met by a person with a particular physical or mental handicap; and 2) a subcontractor in the awarding of a subcontract because the subcontractor is a minority, woman, or emerging small business enterprise certified under ORS 200.055, or a business enterprise that is owned or controlled by, or that employs a disabled veteran as defined in ORS 408.225.

ATTACHMENTS

Attachment A – Service Requirements – SP – Scope of Work

Attachment B – General Provisions of Contract for Successful Proposer - GP

Attachment A - Service Requirements (SR) – Scope of Work

SR-1 Service Requirements

CONTRACTOR must comply with Department of Human Services Public Health, In- Home Care Agency Rules (OAR) 333-536-0000 through 0095, and any other applicable rules. CONTRACTOR must be licensed in accordance with these rules. Applicable Oregon Administrative Rules have been reviewed and the following service definitions and provisions will apply to this RFP and the resulting contract for services. These definitions are specific to consumers who receive Oregon Project Independence services or Older Americans' Act in-home services through NorthWest Senior & Disability Services.

The purpose of home care and personal care is to support the social and emotional needs and promote independence of the consumer while performing specific tasks in the consumer's home.

1. Home Care

Home care is a service provided through a CONTRACTOR, that consists of Instrumental Activities of Daily Living (IADL) or self-management tasks as defined under

OAR 411-015-0007.

Home Care Tasks include but are not limited to:

A. Housekeeping tasks necessary to maintain the consumer in a healthy and safe environment.

B. Shopping for groceries and/or medications.

C. Meal and/or snack preparation.

D. Assisting with self-administered medications; opening and properly resealing medication containers if necessary.

E. Maintaining clean consumer-administered oxygen equipment; assisting with ordering of oxygen supplies.

F. Dressing and undressing consumers who do not require full assistance.

G. Assisting consumers with activities related to personal hygiene care, but not actually performing the task for them. Tasks include but are not limited to help with bathing, oral hygiene, shampooing, hair grooming, shaving, healthy skin care, cleaning and filing fingernails, foot care (not including nail clipping), and assistance on and off toilet, commode or bed pan. Home Care staff will not provide any task requiring the skills of a CNA.

H. Making transportation arrangements.

I. Care for consumers requiring assistance only in cognition/behavior.

2. Personal Care

Personal care tasks are designed to serve consumers who require minimal, substantial, or full assistance with Activities of Daily Living (ADL) as defined under OAR 411-015- 0006. These services are provided by a CNA under a plan of care approved by a Registered Nurse. Personal Care Aides (PCA) may also be used after the following guidelines have been met:

A. A Registered Nurse will evaluate each individual PCA’s skills based on either specific, documented previous experience, or the RN’s personal first-hand assessment of the prospective PCA’s successful completion of said task.

B. A Registered Nurse will initial items on the mutually agreed upon Skills Assessment tool when the Registered Nurse determines that the prospective PCA is proficient in each task. Additionally, training may be required in order for the PCA to attain full competency. The Assessment tool will be located in the employee’s personnel records.

The Registered Nurse must assess and document that each prospective PCA is competent to perform Personal Care Tasks as defined below, prior to the PCA providing any personal care services to an OPI or OAA consumer.

Personal Care Tasks include but are not limited to:

A. Bowel and bladder care

1. Foley Catheter Care

2. Colostomy and Ileostomy

3. Suppositories.

B. Personal care for consumers requiring full assist in cognition/behavior.

C. Providing full assist for eating, which may include direct one-on-one feeding, nutritional IV or feeding tube set-up as defined in OAR 411-015- 0006(7)(b).

D. Dressing/undressing a consumer requiring full assist.

E. Bathing and personal hygiene need of a consumer requiring full assist.

F. Ambulation/transfer of consumer requiring full assist.

G. Passive range of motion.

H. Reposition consumers who need full assist.

I. Routine and complex nail care (including diabetic and fungal).

J. Medication set-up.

3. Activities Common to Both Services

Both Home Care and Personal Care services include the following activities:

A. A pre-service supervisory visit by the CONTRACTOR to establish tasks to be performed by the in-home worker(s) and to determine consumer preferences.

B. Appropriate charting and documenting of services delivered.

C. Reporting changes in consumer's condition/environment to supervisor.

D. Appropriate assistance in the event of an emergency, including first aid.

4. Transportation

This Contract does not include transportation of OPI/OAA consumers located in Linn, Benton and Lincoln counties.

5. Chore

Chore service is the assistance to persons having difficulty with one or more of the following activities: heavy housework, yard work or sidewalk maintenance. Services are limited to those that can be provided without the use of a ladder or power gardening tools. Use of a stepstool and non-motorized gardening tools is acceptable.

Chore Services include but are not limited to:

A. Washing floors, windows and walls, tacking down loose rugs and tiles for safe access and egress.

B. Mowing and trimming law using either a hand mower or power mower;

cleaning grounds using rake, broom and/or hose; trimming shrubs and trees.

C. Keeping sidewalks clear of vegetation by removing, trimming, cutting, or otherwise rectifying trees, bushes, and shrubs which overhand sidewalk, right-of-way or meter pit, creating hazard, obstruction or sight problem.

These services are provided when no one in the household is capable of either performing or paying for, the services and when no other relative, caregiver, landlord, community/volunteer agency, or third-party payer is capable of or responsible for their provision. Chore service is provided on an intermittent basis.

6. Medication Management

Medication Management includes screening and education by a Registered Nurse to ensure compliance with medication regimens and that medications are used appropriately to avoid adverse drug reactions. This may include individualized medication reviews and caregiver training and education regarding medication treatment plans. This service targets individuals who have multiple chronic conditions, are taking multiple medications, and are likely to incur high drug costs. The key goal is to assist consumers with obtaining and managing prescribed medications, as well as maintaining their health and functional status.

SR-2 Availability of Services

The CONTRACTOR must make provision for services to be available seven days per week, including holiday, weekend, and evening services, the extent of which shall be determined by consumer service needs.

The CONTRACTOR must maintain a sufficient pool of qualified workers to provide such coverage and to cover for worker illness and vacations. The CONTRACTOR must also maintain a sufficient pool of in-home workers to assure service is provided in a timely fashion as new consumers are added or additional hours of service are authorized.

To appropriately monitor services, the CONTRACTOR must maintain and demonstrate an adequate ratio of supervisory staff to in-home workers.

SR-3 Starting Services

1. Service Assessment and Authorization

Each local AAA office will be responsible for screening and assessing consumers to determine service needs and eligibility. The local AAA will then communicate to the CONTRACTOR via fax or e-mail on a standard form(s)* the type of service required (home care or personal care), the number of hours per month authorized, any schedule preferences, and a general indication of the consumer’s needs. (*See Forms Attachment A – APD CA546N (Service Authorization Form) as an example.)

Hours are authorized based on a five-week month. The CONTRACTOR will provide service according to the indicated schedule (such as one hour housekeeping twice per week) up to the maximum amount authorized.

2. CONTRACTOR Supervisory Visit

It is the responsibility of the CONTRACTOR to then schedule a visit by the appropriate supervisor to determine the specific activities to be provided in the home and to instruct the worker(s) on these tasks. The supervisor shall write up a plan of care detailing these tasks, keep the plan on file, and update the plan as necessary (at a minimum at each supervisory in-home visit.)

3. Time Frames for Starting Caregiver Service

Time frames for initiation of service fall into one of the following categories:

A. Regular - The CONTRACTOR is to have conducted supervisory visit and begun direct service to the consumer no later than five (5) business days from receipt of the authorization form.

B. Expedited - Upon the case manager's determination of consumer’s special needs, the CONTRACTOR shall begin service within three (3) business days.

C. Emergent - When the case manager determines it to be an emergent case, service will begin within 24 hours. In such instances, the CONTRACTOR may begin service based upon telephone authorization, with a faxed or e-mailed authorization to be sent the same day.

For expedited and emergent services involving home care only, the CONTRACTOR's in-home supervisory visit may occur after services have started and within the usual five business days of receipt of authorization. For personal care services, the in-home supervisory visit should occur prior to direct consumer care.

Failure to meet these time frames may result in initiation of the breach of contract provisions found in GP-21.

SR-4 Maintaining Services/Continuity of Care

1. Guiding Principle

It is the expectation of the three participating AAAs that the CONTRACTOR establish a stable work force and maintain continuity of consumer care in terms of both care schedules and care providers.

2. Caregiver Substitutions

Once the CONTRACTOR has established a mutually convenient schedule of service to the consumer, it is the CONTRACTOR's responsibility to see that the schedule is maintained.

In the event that an in-home worker calls in ill or is otherwise unable to make the scheduled appointment, the CONTRACTOR shall arrange for a replacement worker. If necessary, the CONTRACTOR may use its designated subcontractor(s) to fill the schedule. The CONTRACTOR shall call the consumer informing them of the change in worker.

All temporary arrangements will be considered short-term and the CONTRACTOR will make every effort to alleviate the problem as soon as possible.

In the event of extended worker absence, such as medical leave, the CONTRACTOR shall establish a consistent replacement, rather than rotating numerous different workers to fill the schedule.

In the rare event that a substitute worker is not available, the CONTRACTOR shall call the consumer and the AAA case manager informing them of the situation and rescheduling the service for the soonest available time.

3. Notification of Service Changes

A. Consumer Notification - In all cases of either temporary or permanent changes in service (day, time of day, or worker), the CONTRACTOR shall notify the consumer of the change and the reason for the change, with as much advance notice as possible.

B. AAA Case Manager Notification - The CONTRACTOR shall notify the case manager of scheduling or worker changes in the following instances:

1) If the CONTRACTOR is unable to reschedule service within the same week.

2) If the in-home worker will be on an extended absence.

3) If there is a permanent change in workers.

4) If the case manager has requested to be notified of changes via the SDS 546N or equivalent authorization form, due to consumer circumstances.

C. CONTRACTOR Notification – When the AAA case manager determines that a change must be made in the Service Plan which reduces or increases the hours of service, changes the level of service to be delivered or ends services to a client, the change is authorized on a SDS 546N or equivalent. The form will be faxed or emailed to the CONTRACTOR.

SR-5 Changing Authorized Services

If, as a result of a home visit, the contract supervisor feels there is a discrepancy as to the type, quantity, or frequency of service needed as compared to that authorized, the CONTRACTOR shall immediately contact the AAA case manager. The case manager will review the information supplied by the CONTRACTOR and make a determination as to any changes in service to be authorized. If the CONTRACTOR and case manager are still in disagreement on the provision of service after mutual attempts to reach agreement, the CONTRACTOR may request a review by the AAA case manager's supervisor.

SR-6 Refusing Service

1. Guiding Principle

The CONTRACTOR shall provide services for all consumers referred by the local AAA office. The CONTRACTOR shall make a special effort to meet the needs of consumers with unique living and personal situations and is expected to initiate and continue services under less than ideal conditions while an acceptable plan is being developed in cooperation with the case manager.

2. Grounds for CONTRACTOR Refusal

The CONTRACTOR may not refuse service to any consumer referred by the local AAA office unless the in-home worker would be in danger of immediate physical injury, including active use of illegal drugs. In such cases, the CONTRACTOR shall immediately contact the AAA case manager with the pertinent details, to be followed by a written confirmation from the CONTRACTOR of the situation to AAA Program Manager within two working days.

The CONTRACTOR may discontinue services to any consumer who sexually harasses in-home workers or professional staff after having provided a warning to the consumer to desist in such behavior. The CONTRACTOR will notify the AAA case manager and local AAA Program Manager with a written copy of the warning communicated to the consumer.

In the event the CONTRACTOR is unable to retain a worker for a consumer due to other consumer-related causes:

A. The CONTRACTOR's Supervisor will investigate the problem and report findings to the AAA case manager for mutual resolution. CONTRACTOR will then place a second caregiver with the consumer after appropriate instructions are given.

B. If the second caregiver is unable to fulfill the required service, the CONTRACTOR will advise the AAA case manager and consumer of the problem both via phone and in writing. The case manager will discuss the situation with the consumer and notify CONTRACTOR when a third caregiver may be assigned to the consumer.

C. If the third caregiver is unable to provide the services authorized, the CONTRACTOR may be released by the AAA from serving this consumer.

3. AAA Request for Removal of In-home Workers

The local AAA office reserves the right to require the CONTRACTOR to reassign or otherwise remove any worker that poses a threat to the health, safety, or welfare of a consumer.

4. Consumer Refusal of Services

In the event a consumer refuses to accept services (including substitute workers) two or more times, or regularly calls and cancels service (because of doctor appointments, etc.), the following procedures shall be completed prior to the provision of further service:

A. The in-home worker will notify the CONTRACTOR supervisor who will notify the consumer's case manager;

B. The case manager will contact the consumer and authorized representative and determine the appropriateness of further service and confirm future service plans;

C. The case manager will reaffirm or revise future scheduled services with the CONTRACTOR.

In the event the consumer is not at home at the time scheduled for service, and no phone call has been received by the CONTRACTOR regarding a planned absence, the CONTRACTOR will immediately initiate its standard follow-up procedures, including contacting the consumer's emergency contacts. If the situation remains unresolved, the CONTRACTOR will call the AAA case manager as soon as possible.

SR-7 Participant Rights

1. Confidentiality HIPAA

All information regarding a consumer obtained in the course of providing services shall be treated as privileged communications, shall be held confidential, and shall not be divulged without the written consent of the consumer, his/her attorney or guardian, or unless a legal order is issued under ORS 192.377-192.505. This requirement is not intended to prohibit the disbursement of aggregate data which does not identify individual consumers nor to limit the communication between OCWCOG and the CONTRACTOR in the provision of service to the consumer or in the administrative, monitoring, or evaluation activities of OCWCOG or other delegated parties.

All CONTRACTOR personnel having access to consumer information shall complete and sign a nondisclosure agreement prior to them having access to consumer information defined in the Health Insurance Portability and Accountability Act (HIPAA) security rules found at 45 CFR § 164.

2. Access to Information

Consumers have a right to request and receive information regarding their records from the CONTRACTOR.

3. Grievances

The CONTRACTOR shall have a written consumer grievance procedure which assures that recipients of service under the contract shall have the opportunity to express and have considered their views, grievances, and complaints about the services.

Consumers must be informed of the grievance procedure in writing.

The CONTRACTOR shall attempt to resolve all complaints in a prompt and courteous fashion and shall inform the complainant of their rights under the established grievance procedure, including the right to contact the local AAA office if they are dissatisfied with the service or the resolution of the problem.

Grievances and grievance resolution shall be reported to the AAA case manager.

4. Non-discrimination

Applicants are required to agree that, if awarded the contract, they will comply with the non-discrimination policy of all three agencies for both consumers and employees. The non-discrimination policies of each agency are included as Attachment B in the Appendix.

SR-8 Staff Qualifications

The CONTRACTOR shall meet the requirements of ORS 181A.190 through ORS 181A.210, ORS 409.027, ORS 443.004, and OAR 333-536-0093, 407-007-0020 through OAR 407-007-0640 and DHS Policy 060-010. The CONTRACTOR shall fulfill the responsibilities of a qualified entity as defined in OAR 407-007-0230.

The CONTRACTOR will ensure that criminal history checks are conducted on individuals that meet the regulatory definition of a subject individual and are:

1. Employees of the CONTRACTOR;

2. Volunteers of the CONTRACTOR;

3. Sub-contractor for the CONTRACTOR, including employees and volunteers of the sub-contractor; or

4. Direct care providers of consumers for which the CONTRACTOR provides service authorization.

It is further the expectation of OCWCOG that the CONTRACTOR conduct criminal history rechecks on all employees that meet the criteria listed previously in this Service Requirement at least every 24 months. More frequent rechecks (prior to 24 months) are required if OCWCOG, the State of Oregon or the CONTRACTOR has reason, such as any indication of possible criminal behavior, to believe that a check is justified.

All employees meeting the above definition of a subject individual must have a current “approved” background check final fitness determination on file or other written notification of the worker’s “approved” fitness determination. This document must be on file prior to providing services to consumers. If an employee does not meet this requirement, they will be considered a threat to the health, safety or welfare of a consumer and must be removed from providing services to consumers until this requirement is satisfied as stated under SR-6(3).

SR-9 Supervisory Requirements

The CONTRACTOR assumes full supervisory responsibility for the provision of services by in-home workers. The following are minimum supervisory requirements:

1. Home Care

The home care supervisor must have training and/or experience leading to demonstrable knowledge and skills in performing home care tasks. The supervisor is responsible for assuring the quality of care provided by in-home workers through telephone conferences, face-to-face conferences, review of time sheets, and other appropriate methods. The supervisor will conduct a telephone assessment at 90 days and make additional visits based on need. Additionally, the supervisor must monitor the home care worker's performance and competency, in the home, at least every 180 days.

2. Personal Care

The personal care supervisor must be a Registered Nurse licensed in Oregon, preferably with a minimum of one (1) year experience in public health nursing or in a related area of home nursing. An RN supervisor must be available at all times for consultation during hours when the CONTRACTOR has staff in consumers' homes. An RN supervisor must be available to AAA case managers for consultation Monday through Friday, 8:00 a.m. to 5:00 p.m.

The supervisor is responsible for developing and implementing the health care plan for each consumer.

The supervisor is responsible for assuring the quality of care provided by in-home workers through telephone conferences, face-to-face conferences, review of time sheets and other appropriate methods. The supervisor must monitor the personal care worker's performance and competency, in the home, at least every 90 days and make additional visits based on need. All PCA’s will receive a skills-based assessment conducted in the consumer’s home with an RN within 90 days of employment.

Instructions to the Personal Care Worker (CNA/PCA) regarding the tasks outlined in the Care Plan must:

A. Provide Personal Care Worker (CNA/PCA) a list of essential observations related to the consumer's health, including instructions regarding emergency situations;

B. Assure the Worker’s understanding of the tasks they are to provide;

C. Require all possible complications or emergent situations should be reported directly to the physician or the physician's alternate by the Worker, the consumer or a member of the consumer's support system (family, friends, Case Managers, etc.) or the RN supervisor.

D. Post a prioritized emergency contact list (e.g., physician, ambulance, fire department, etc.) by the telephone and give to the Worker.

E. Assure that Worker receives a copy of the agency's emergency procedures and understands the importance of following it.

3. Supervision for Consumers Receiving Both Services

When a consumer is receiving both Home Care and Personal Care, an RN may perform the Home Care assessment, if that assessment overlaps with the Personal Care Assessment visit. The RN is expected to conduct a thorough evaluation of both the Home Care plan and Personal Care plan respectively.

SR-10 Training

The CONTRACTOR assumes full responsibility for providing in-home workers with adequate training. Fulfillment of training requirements must be documented in writing indicating the date, length of training session, topics covered, name of trainer(s), and signature(s) of the employee(s). The following are minimum training requirements:

1. Home Care

A home care worker must receive an initial pre-service orientation. The orientation shall include, but not be limited to, the following subject areas:

A. Caregivers’ duties and responsibilities;

B. Consumers’ rights (including grievance procedure);

C. Ethics, including confidentiality of consumer information

D. Infection control policies;

E. A description of services provided;

F. Assignment and supervision of services;

G. Documentation of consumer needs and services provided;

H. Policies related to medical and non-medical emergency response;

I. The roles of, and coordination with, other community service providers;

J. Information about what constitutes medication reminding and its specific limitations;

K. Mandatory abuse reporting

In addition to the orientation, a home care worker must satisfactorily complete a minimum of six (6) hours of training related to home care duties within the first year.

This requirement may be met by observed ability by the supervisor or formal instruction.

A maximum of three (3) of the six (6) hours may be met by ability documented by past employment record and/or life experiences. The content of the training, the date(s) and length, and name(s) and signature(s) of the instructor(s) shall be clearly documented for each caregiver and maintained in personnel records as outlined under OAR 333-536- 0070(4)(b). Observed ability as well as past employment and/or life experiences must also be clearly documented in the training section of the personnel file if being used to meet the training requirement.

Home care workers must be provided with a minimum of six (6) hours of in-service training related to home care duties annually, based on the training calendar submitted in the Technical Proposal, which shall include training on behavioral management, such as "dealing with difficult people," and adult abuse identification and notification requirements. If the worker does not meet this requirement, the CONTRACTOR may need to reassign or otherwise remove the worker. (SR-6(3)

2. Personal Care

A personal care worker (CNA/PCA) must receive an initial pre-service orientation. The orientation shall include, but not be limited to, the following subject areas:

A. Caregivers’ duties and responsibilities;

B. Consumers’ rights (including grievance procedure);

C. Ethics, including confidentiality of consumer information

D. Infection control policies;

E. A description of services provided;

F. Assignment and supervision of services;

G. Documentation of consumer needs and services provided;

H. Policies related to medical and non-medical emergency response;

I. The roles of, and coordination with, other community service providers;

J. Information about what constitutes medication reminding and its specific limitations;

K. Mandatory abuse reporting

Personal care workers must be provided with a minimum of six (6) hours of in-service training related to personal care duties annually, based on the training calendar submitted in the Technical Proposal, which shall include training on behavioral management, such as "dealing with difficult people," and adult abuse identification and notification requirements. If a caregiver provides medication administration to a consumer, one additional hour of education shall be required annually related to providing medication administration.

The six (6) hours of in-service training will include the following core areas: assistance with ambulation (lifting technique, transferring), personal hygiene including the identification of skill breakdown, communication with consumers experiencing cognitive difficulties, and restorative care including beneficial fitness exercises and activity. PCAs must also complete a mandatory In-Service conducted by an RN within the first 30 days of employment. The In-Service will address hands-on skills testing/training of tasks outlined on the Skills Assessment Tool.

In addition to the initial pre-service orientation and six (6) hours of annual in-service training, personal care workers must have completed the Oregon State Board of Nursing Approved Nursing Assistant Certification and possess a current license; or been successfully evaluated by an RN and found to be proficient in the tasks assigned prior to being placed in a consumer’s home to provide service. If the worker does not meet this requirement, the worker could pose a threat to the health, safety or welfare of a consumer and require the CONTRACTOR to reassign or otherwise remove the worker (SR-6(3)).

SR-11 Personnel Records

CONTRACTOR shall maintain personnel records on each employee which contain at a minimum the following information:

1. Date of hire;

2. Documentation of qualifications for position (e.g., CNA/RN license);

3. References from employers or acquaintances (with names documented);

3. Current Background Check Request (form 301 AD);

4. Signed confidentiality/HIPPA form;

5. Dates, hours, and nature of initial and ongoing training;

6. Medical screening test results (if applicable);

7. Required vaccinations (if applicable);

8. Wage rate and benefits accrual; and

9. Orientation check list, including date of completion of pre-service orientation.

SR-12 Case Staffings

To facilitate communication, and to assure the most appropriate level of care is being given consumers, the CONTRACTOR's supervisory staff (and, as may be appropriate, individual in-home workers) will meet with the case managers for case conferences, on an as-needed basis, at the discretion of the local AAA office of OCWCOG, OCWCOG, or LCOG S&DS.

SR-13 Communication

1. Case Management

Case management as a service is designed to develop individualized care plans and to integrate financial, social, and health care options for a person being served.

OCWCOG, OCWCOG, and LCOG S&DS case managers are responsible for the case management of OPI and OAA. The purchasing of home and personal care services represents a component of a comprehensive plan of care. The CONTRACTOR must assist the case managers by keeping them informed in a timely manner of changes in a consumer's condition that may lead to alterations in the care plan.

2. Interagency Coordination

The CONTRACTOR will support the efforts of the case manager to utilize the service of volunteers, the consumer's family, friends, neighbors, and associates to the fullest extent possible. CONTRACTOR will participate in appropriate coordination efforts among agencies which provide service to older adults and adults with disabilities within the service area.

3. Forms and Brochures

All forms, information brochures, and other documents which are to be given to the consumer, or which consumers are required to complete or sign, including such items as grievance procedures and orientation packets, must be pre-approved by OCWCOG.

The expectation is that such documents will meet ADA requirements, including availability in large print type.

4. Adult Abuse Notification

The CONTRACTOR is a mandatory reporter of suspected adult abuse under ORS

124.060 and ORS 124.065 and abuse of persons who have mental illness or a developmental disability under ORS 430-743 and ORS 430.765. Additionally, it is the expectation of OCWCOG that the CONTRACTOR report suspected abuse of all persons with disabilities that are served through this contract. The types of abuse that must be reported are defined in ORS 124.050 and ORS 430.735 and include the following:

A. Any physical injury caused by other than accidental means, or which appears to be at variance with the explanation given of the injury.

B. Neglect which leads to physical harm through withholding of services necessary to maintain health and well-being.

C. Abandonment, including desertion or willful forsaking of an older adult/adult with disabilities or withdrawal of neglect of duties and obligations owed an older adult/adult with disabilities by a caretaker or other person.

D. Willful infliction of physical pain or injury.

E. An act that constitutes a crime under ORS 163.375, 163.405, 163.411, 163.415, 163.425, 163.427, 163.465,163.467 or 163.525.

F. Financial exploitation including wrongfully taking or appropriating money or property, or knowingly subjecting an older adult or adult with disabilities to alarm by conveying threat to wrongfully take or appropriate money or property, which threat reasonably would be expected to cause the older adult or adult with disabilities to believe the threat would be carried out.

G. Sexual abuse, harassment or exploitation, including but not limited to any sexual contact between an employee of a facility or community program and an adult.

I. Verbal abuse.

J. Involuntary seclusion of an older adult or adult with disabilities for the convenience of a caregiver or to discipline the person.

K. Wrongful use of a physical or chemical restraint of an older adult or adult with disabilities, excluding an act of restraint prescribed by a physician licensed under ORS chapter 677 and any treatment activities that are consistent with an approved treatment plan or in connection with a court order.

When a report is required, the CONTRACTOR will report cases of suspected abuse immediately to the appropriate AAA Adult Protective Services unit (OCWCOG, OCWCOG or LCOG S&DS). Reports can be made verbally by telephone, or in writing.

If the situation presents imminent danger to a consumer or others in the vicinity, the CONTRACTOR should contact local law enforcement agencies after notifying the consumer of the intent to do so.

Physical injury of an unknown cause shall be reported to the appropriate AAA Adult Protective Services unit as suspected abuse, unless an immediate CONTRACTOR investigation reasonably concludes the physical injury is not the result of abuse. The CONTRACTOR will make available to the local AAA office, on request, copies of investigated incident reports involving abuse or suspected abuse.

SR-14 Documentation Requirements

1. Consumer Case Files

Accurate and timely documentation must be maintained in consumer case files, to include: current care plans and reviews; service authorization form (SPD 546 or equivalent); home visit or other consumer contact notes, including notations of consumer changes; supervisory conference notes; case manager staffing notes; and other consumer-related documents, including consumer acknowledgment of CONTRACTOR's grievance procedure.

2. Other Documentation Requirements

The CONTRACTOR is expected to maintain appropriate documentation related to service delivery and program and fiscal operations, including: consumer-signed employee time sheets; personnel records (refer to SR-11), and criminal record checks.

SR-15 Disaster Plan

The CONTRACTOR shall establish a Disaster Plan which will be designed to assist in protecting the life and safety of consumers in the event of a disaster. A disaster is defined as any sudden event, from either natural or human causes, that threatens the lives and/or safety of numbers of people. The Disaster Plan should take into account the fact that in many emergencies the power may go out, leaving many areas dark, even in the daytime. In addition, phones may be inoperable, and roads may be impassable.

The CONTRACTOR will coordinate with the local AAA office to develop and maintain a list of consumers most at risk during a disaster. These consumers should be identified with a disaster classification code which defines the consumers’ level of care needs.

For example, a consumer profile with a high disaster classification might be a ventilator-dependent individual with no family support or an insulin-dependent diabetic who requires daily visits. A consumer profile for a moderate disaster classification might be a consumer requiring a moderate level of care that should be provided the day scheduled, but who would not be at risk or in discomfort should the care not be performed or because a family member is available to provide assistance. A low disaster classification consumer would be one who can safely miss a scheduled visit.

Service priority, in the event of a disaster should be given to consumers with the highest level of disaster classification.

In addition, the disaster plan shall take into account how staffing will be achieved, given that many in-home workers may not be available due to the disaster, and how the CONTRACTOR will coordinate with disaster relief officials and local AAA staff.

SR-16 Electronic Benefit Transfer

In-home services consumers may receive benefits, including nutrition assistance benefits, through Oregon’s Electronic Benefit Transfer (EBT) system, also known as the “Oregon Trail Card”. Occasionally it will be necessary for the CONTRACTOR’s employee to become an “EBT Alternate Payee.” This means the consumer has given alternative payee status to the caregiver because the consumer is home bound or cannot use their Oregon Trail Card on their own. An “Alternate Payee” may have access to the consumer’s nutrition benefits only, or cash benefits only, or both. The consumer will designate an “Alternate Payee” and sign the MSC 0231 form, Designation of Authorized Representative or Alternate Payee. The CONTRACTOR will be notified through an agency-authorized form of the name of the caregiver employee, the agency consumer and the date the EBT card was issued. It will be the expectation that any Oregon Trail Card be kept at the home of the consumer and be returned after each use.

The CONTRACTOR will advise the case manager if a caregiver discontinues doing shopping or discontinues working for the consumer.

SR-17 Facility/Office Requirements

The CONTRACTOR shall be licensed in accordance with and maintain compliance with OAR 333-536-0000 through 0125. The CONTRACTOR’s Branch Office(s) and Subunit(s) locations, if applicable, shall be in accordance with OAR 333-536-0005(4) and (28) and 333-536-0050(3). If the CONTRACTOR’s site of the branch offices or subunit is not sufficiently located in order to cover the distance of the service area, a waiver in accordance with ORS 333-536-0095 must be obtained from Oregon Health Authority prior to July 1, 2018. The CONTRACTOR shall operate, at a minimum, one business office within the service area, specifically in either Albany, Corvallis, Toledo, which operates at least Monday through Friday from 8 a.m. to 5 p.m.

In addition, it is expected that the CONTRACTOR will:

• maintain a local contact for staff of each AAA;

• provide adequate means for face-to-face meetings when needed;

• provide an appropriate presence within each AAA for recruiting, orienting, training, payroll processing, and supervising staff in local…