RFI-_AAA-DesRoadmap_NetwrkEnhncmnt_Proj.pdf

California Department of Aging Request for Information Project: AAA Designation Roadmap and Network Enhancement Project

RFI-2526-02

REQUEST FOR INFORMATION (RFI)

RFI Number: RFI-2526-02

Project: AAA Designation Roadmap and Network Enhancement Project Issue Date: December 15, 2025 Response Deadline: January 12, 2026 by 4:00 PM, Pacific time Contact Email Address: bmspurchasing@aging.ca.gov Issuing Department: California Department of Aging (CDA) Estimated Contract Value: $250,000

1. PURPOSE AND BACKGROUND

A. PURPOSE

The California Department of Aging (CDA) is issuing this Request for Information (RFI) to gather information from qualified contractors regarding their capabilities, approaches, and expertise to support the Department in three critical areas:

1) Development of a comprehensive roadmap for designating new Area Agencies on Aging (AAAs) in California

2) Creation of a risk assessment matrix for monitoring and auditing AAA operations

3) Development of standardized contracting templates for AAA Older Americans Act subcontracts

This RFI is issued for informational and planning purposes only. Responses to this RFI will be used to inform the development of a potential future solicitation with an estimated contract value of $250,000. Respondents may assume reasonable access to relevant CDA documentation and monitoring tools in the event of a future solicitation. This RFI does not constitute a Request for Proposal (RFP), Request for Qualifications (RFQ), or an Invitation for Bid

(IFB).

Project: AAA Designation Roadmap and Network Enhancement Project

RFI-2526-02

B. BACKGROUND

The California Department of Aging administers programs and services for older adults and adults with disabilities through a network of 33 Area Agencies on Aging across the state. CDA seeks to modernize and strengthen the aging network through strategic designation of new AAAs, enhanced monitoring and risk assessment capabilities, and standardized contracting practices that ensure compliance with federal and state requirements.

2. SCOPE OF SERVICES

The Department is seeking information regarding contractor capabilities to perform the following services:

A. TASK A: AAA DESIGNATION ROADMAP DEVELOPMENT

The contractor will draft a comprehensive roadmap specific to the actions and steps the Department must take to designate new Area Agencies on Aging (AAAs) in California. The roadmap will include:

1) Compliance with all applicable governing laws and regulations, including the provisions of Senate Bill 1249

2) A comprehensive process for CDA to conduct to elicit new designations

3) Criteria and process by which the Department can review and approve or deny new AAA designation requests

4) Milestones regarding State and federal approvals required for new designations

5) Protest period requirements and procedures

6) Transition planning phase leading to an operational plan with timelines

7) Leveraging of research and designation work previously completed as a component of CA 2030

8) Independent research including analysis of internal operations

9) Measurable milestones to facilitate designation of a new aging network by July 2029

10) Clearly defined action items with identified responsible parties

Project: AAA Designation Roadmap and Network Enhancement Project

B. TASK B: RISK ASSESSMENT MATRIX DEVELOPMENT

The contractor will develop a comprehensive risk assessment matrix utilizing the Department's fiscal monitoring, program monitoring, and auditing tools and resources. This work will include:

1) Familiarization with governing Older Americans Act and other applicable laws and regulations

2) Development of a matrix that screens, compiles, and weighs all findings and deficiencies to determine AAA risk levels

3) Implementation of a numeric scoring system that categorizes AAAs as high, medium, or low risk

4) Weighted scoring that more heavily penalizes egregious findings over moderate to low-risk findings

5) Process mapping highlighting areas of overlap amongst monitoring and auditing processes

6) Identification of areas requiring enhancement in coordination with work performed in Task A

7) Recommendations for streamlining and creating efficiencies

8) Development of uniform tools for collaborative use amongst teams to ensure continuity in reporting and review

C. TASK C: AAA SUBCONTRACT TEMPLATE DEVELOPMENT

The contractor will draft standardized contracting templates for use by AAAs for their Older Americans Act subcontracts. This work will include:

1) Ensuring compliance with all applicable governing laws and regulations within subcontract templates

2) Close collaboration with AAAs to understand and elicit feedback on model contracts

3) Addressing local contracting considerations and variations

4) Development of user-friendly templates that facilitate consistent contracting practices across the aging network

Project: AAA Designation Roadmap and Network Enhancement Project

RFI-2526-02

3. INFORMATION REQUESTED

Respondents are requested to provide the following information:

A. ORGANIZATIONAL QUALIFICATIONS

1) Company name, address, and contact information

2) Brief organizational history and structure

3) Number of employees and relevant staff qualifications

4) DVBE, Small Business, or other certification status

B. RELEVANT EXPERIENCE

1) Description of similar projects completed for state agencies, particularly those involving:

a) Aging services networks or Area Agencies on Aging

b) Organizational designation or restructuring initiatives

c) Risk assessment and monitoring framework development

d) Contract template development and standardization

2) Specific experience with California state government contracting requirements

3) Experience with Older Americans Act compliance and administration

4) Knowledge of Senate Bill 1249 and related California aging services legislation

C. TECHNICAL APPROACH

1) Proposed methodology for developing the AAA designation roadmap

2) Approach to stakeholder engagement and collaboration with existing AAAs

3) Strategy for conducting independent research and leveraging existing CA 2030 work

4) Methodology for developing risk assessment matrices and scoring systems

5) Approach to process mapping and efficiency analysis

Project: AAA Designation Roadmap and Network Enhancement Project

6) Strategy for developing standardized yet flexible contracting templates

7) Proposed timeline for completing deliverables within the estimated $250,000 budget

D. STAFFING AND RESOURCES

1) Proposed project team structure and key personnel qualifications

2) Relevant subject matter expertise (e.g., public administration, aging services policy, contract law, risk assessment, process improvement)

3) Availability of staff to perform work within required timeframes

4) What is the industry standard for payment?

a) Deliverable Based

b) Hourly rate

c) Hybrid of the two

E. COST CONSIDERATIONS

1) Estimated cost range for performing the scope of services described

2) Breakdown of anticipated costs by task area (A, B, and C)

3) Identification of any cost drivers or variables that could impact final pricing

F. CHALLENGES AND CONSIDERATIONS

1) Anticipated challenges in performing the described work

2) Any regulatory, operational, or technical considerations the Department should address in a future solicitation

3) Recommendations for scope refinement or clarification

4. RFI RESPONSE INSTRUCTIONS

A. SUBMISSION REQUIREMENTS

1) Responses should not exceed 20 pages (excluding cover letter and appendices)

2) Submit responses electronically to: bmspurchasing@aging.ca.gov

Project: AAA Designation Roadmap and Network Enhancement Project

3) Include "RFI Response - AAA Network Modernization" in the subject line

4) Responses must be received by January 12, 2026 by 4:00 PM Pacific Time

B. FORMAT REQUIREMENTS

1) Use 12-point font, single-spaced

2) Include page numbers

3) Clearly label sections corresponding to the Information Requested (Section 3) section above

4) Include a cover letter on company letterhead

C. SUBMISSION DEADLINE

All responses must be received no later than January 12, 2026 by 4:00 PM Pacific time.

Late submissions will not be considered.

5. GENERAL INFORMATION AND DISCLAIMERS

A. NATURE OF RFI

This RFI is issued solely for information gathering and planning purposes.

Responses will be used to inform the development of a potential future competitive solicitation. This RFI does not constitute a solicitation for proposals, quotations, or bids, and no contract will be awarded based on responses to this

RFI.

B. NO COMMITMENT

The State of California and the California Department of Aging make no commitment to issue any solicitation or award any contract as a result of this RFI.

The Department reserves the right to cancel this RFI at any time without obligation or liability.

Final deliverables will be defined in any subsequent solicitation and are not required as part of this RFI response.

Project: AAA Designation Roadmap and Network Enhancement Project

C. NO REIMBURSEMENT

Respondents will not be reimbursed for any costs incurred in preparing or submitting responses to this RFI.

D. PUBLIC RECORDS

Responses to this RFI may become subject to public disclosure under the California Public Records Act. Respondents should clearly identify any proprietary or confidential information; however, the Department cannot guarantee that such information will be exempt from disclosure.

E. NO EVALUATION OR SCORING

Responses to this RFI will not be evaluated or scored. All responsive submissions will be reviewed and considered in the development of a potential future solicitation.

F. PROHIBITED COMMUNICATIONS

During the RFI period, respondents shall not contact any Department staff regarding this RFI except through the designated contact person identified below.

Unauthorized contact may result in disqualification from future solicitation opportunities.

G. COMPLIANCE WITH STATE REQUIREMENTS

Any future contract resulting from a subsequent solicitation will be subject to:

1) Department of General Services (DGS) procurement requirements

2) State Administrative Manual (SAM) provisions

3) State Contracting Manual (SCM) requirements

4) Procurement Compliance and Certification (PCC) standards

5) All applicable state and federal laws and regulations

Project: AAA Designation Roadmap and Network Enhancement Project

RFI-2526-02

6. CONTACT INFORMATION

All questions and responses regarding this RFI should be directed to:

RFI Coordinator:

Jacques Sapp Senior Acquisitions Analyst California Department of Aging 2880 Gateway Oaks Drive, Suite 200 Sacramento, CA 95833 Email: bmspurchasing@aging.ca.gov Phone: (916) 931-0131

Questions Deadline: December 22, 2025

All questions must be submitted in writing via email. Responses to questions will be posted at https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx by December 29, 2025 by 5:00 PM, Pacific Time.

All communications must be submitted via the contact email address listed above.

Individual staff members may not be contacted directly.

7. RFI TIMELINE

Event Date Time

RFI Issued December 15, 2025 5:00 PM Pacific Time

Deadline for Questions December 22, 2025 5:00 PM Pacific Time

Responses to Questions Posted December 29, 2025 5:00 PM Pacific Time

RFI Response Deadline January 12, 2026 4:00 PM Pacific Time