RFP 2026-111 Consumer Directed Services.pdf

GENESEE COUNTY

REQUEST FOR PROPOSALS

RFP# 2026-111

Issue Date:

August 10, 2026

Due Date:

September 18, 2026

Prior to 2:00 p.m.

Respond to:

Genesee County

County Building

#1 Room 317A

15 Main Street

Batavia, New York 14020

Attention:

Donna Longhini

Director, Purchasing

Consumer Directed In-Home Services

GENESEE COUNTY PURCHASING DEPARTMENT

RESPONSE CHECKLIST

RFP# 2026-111

The Proposers attention is especially called to the terms listed below, which must be submitted in full as part of this proposal.

Failure to submit any of the documents listed below as a part of your proposal, or failure to acknowledge any addendum in writing with your proposal, or submitting a proposal on any condition, limitation or provision not officially invited in this RFP (Request for Proposals) may be cause for rejection of the proposal.

Please check each item indicating your compliance.

THIS CHECKLIST MUST BE SUBMITTED AS PART OF YOUR PROPOSAL.

***NOTE: ALL DOCUMENTS SHOULD BE SUBMITTED IN THE ORDER OF THE

CHECK LSIT. ALL ADDITIONAL ATTACHMENTS SHOULD FOLLOW THE

REQUIRED DOCUMENTS.

RESPONSE CHECKLIST

PRICING SUBMISSION SHEET (Proposers Own Form)

PROPOSAL FORM

NON-COLLUSION FORM

VENDOR RESPONSIBILITY FORM

IRAN CERTIFICATION FORM

BIDDERS STATEMENT ON SEXUAL HARASSMENT

ADDENDUM(S) ACKNOWLEDGED (IF APPLICABLE)

FEDERAL FUNDING AGENCY MANDATORY TERMS AND CONDITIONS

ADDITIONAL LITERATURE/BROCHURES - IF APPLIES

ONE (1) ORIGINAL AND FOUR (4) COPIES OF PROPOSAL DOCUMENTS

REQUIRED FORMS AS LISTED IN RFP

-Please do not submit comb or spiral bound copies-

COMPANY TELEPHONE NUMBER

ADDRESS EMAIL ADDRESS

AUTHORIZED REPRESENTATIVE (PRINT) TITLE

AUTHORIZED SIGNATURE DATE

Please read all the information contained in this package.

REQUEST FOR PROPOSALS

RFP# 2026-111

Genesee County Purchasing Director is requesting proposals for:

Consumer Directed In-Home Services

Specifications may be downloaded https://vendors.planetbids.com/portal/71274/portal-home Vendors will need to register before downloading. Questions regarding this proposal may be directed to the Purchasing Office, 1 5 Main Street, Batavia, NY

1 4020, or donna.longhini@geneseeny.gov, Monday through Friday, between 8:30am and 4:30pm no later than 12:00pm on: Tuesday, September, 08, 2026.

Sealed proposals must be in possession of Genesee County Purchasing Director, County Building No., 15

Main Street, room 317A, Batavia, New York 14020, no later than Friday, September 18, 2026, prior to

2:00 p.m. prevailing time. All proposals shall be accompanied by a non-collusion statement in order to be considered. Late Proposals will be returned, unopened to contractor.

Genesee County reserves the right to forego any formalities and reject any or all bids.

Woman and Minority owned businesses are encouraged to submit.

Genesee County is an equal opportunity employer.

Proposal Timeline

Distribute RFP 08/10/2026

Last Date to Accept Questions from Vendors 09/08/2026 Noon

Responses Due to Purchasing (Prior to 2:00 pm) 09/18/2026

RFP Review & Questions to Vendors 09/2026

Vendor Selection 09/28/2026

Legislature Approval (Approximate) 10/14/2026

Contract Start Date 10/15/2026 https://vendors.planetbids.com/portal/71274/portal-home

RFP# 2026-111

SPECIFICATIONS

SECTION I - BACKGROUND:

The Purchasing Director along with the Genesee County Office for the Aging department is soliciting proposals for the provision of Consumer Directed In-Home Services.

SECTION II - SCOPE OF SERVICES:

See Attachment A

SECTION III - PROPOSAL FORMAT

The following is what is expected in each of the major sections of your proposal:

Section A - Introduction:

This section should contain an Executive Summary which demonstrates your understanding of the project goals and objectives to provide the services being requested in this RFP.

Section B - Company Profile and History:

Name, phone number and e-mail address of person the Purchasing Director should contact with any questions on the proposal. The name and title of person submitting the proposal, documentation of vendor history, including capabilities in the areas of services to be provided, number of years in business, number of years doing business in New York State, size and scope of operation. Type of organization (corporation, partnership or sole proprietorship). Indicated individual designated as the account manager for the project and submit a resume for this individual identifying past experience on similar projects. The

Awards Committee reserves the right to interview the individual. A statement indicating the respondent is in good financial standing, not in any form of bankruptcy, current in taxes.

Section C - Vendor Requirements:

Vendor to include compliance to requirements listed within this Request for Proposals.

The vendor shall provide the following information with the proposal:

1. Current client list

2. A work plan, including an explanation of the methodology to be followed. In developing the work plan a reference should be made to sources of information.

3. A financial statement attested to by a certified public accountant and bank references.

Section D - Required Forms:

Required forms listed in the RFP to be returned with Proposal. Specifically include a signed Proposal, Non-Collusion, Vendor Responsibility, Iran Certification Form and all Addenda vendor signature forms. Also include the insurance and workman's comp/disability certification.

Section E. - Pricing Section:

See Attachment B

Section F - References:

This section shall contain names of at least three (3) contracts in connection with the scope of services listed in RFP you presently have (or previously had) with other municipalities or local government agencies within the past five years. Please include company name, address, telephone number and contact person.

Section G - Additional Information:

This section should include additional information the proposer finds would be helpful regarding the proposed service. Identification and explanation of any deviations from the requirements found in the RFP, and any assumptions or conditions relied upon by the vendor in submitting his proposal. (Deviations, conditions or assumptions may be unilaterally rejected by the County, unless in its sole judgment, the vendor has provided reasonably sufficient information to justify such deviations, conditions or assumptions.)

SECTION IV - GENERAL INFORMATION

Submission Deadline:

All proposers must submit one (1) original and FOUR (4) copies of the proposal prior to 2:00 pm, Friday, September 18, 2026.

Proposals may be mailed or hand delivered to the Genesee County Purchasing Department, County Building I, 15 Main Street, room 317A, Batavia, New York 14020. Late proposals will not be opened and will be returned to the contractor. Emailed or fax copies are not acceptable.

Award Decisions:

An Awards Committee including the following individuals:

Director, Genesee County Office for the Aging

Services Administrator, Genesee County Office for the Aging

Specialist, Aging Services or

Case Manager, Genesee County Office for the Aging

Member of the Genesee Count Office for the Aging Advisory Council

Approval by designated committee will be followed by Legislature approval, with contract awarded by Genesee County Resolution.

Award shall be made to the vendor whose proposal is determined to be in the best interest of Genesee County based upon the evaluation of references, the award criteria and interviews, if conducted.

Applicants may be called in by the Purchasing Director for an interview. Genesee County reserves the right to conduct or waive interviews.

Price will not necessarily be the determining factor in the award of the contract. All proposals will be evaluated to determine if they meet the required format and be in compliance with all requirements of the Request for Proposals.

Incomplete or non-responsive proposals may be rejected at the discretion of Genesee County.

The following criteria will be utilized in the evaluation of qualifications for developing the list of candidates to be considered for interviews and/or potential negotiations. The following criteria are NOT listed in order of importance.

Principal Award Criteria: (Based Upon 100 Points)

• 15 Points-Experience in consumer directed and/or directly provided in-home service industry

• 15 Points -Proven ability for similar types of in-home service programs or satisfactory, thorough plan to provide administration of consumer directed in-home services

• 15 Points -Compliance with all RFP requirements

• 15 Points -The rate per hour for administrative costs

• 15 Points -The rate per hour paid to Consumer Directed In-home Service Worker

• 10 Points -Responsiveness, thoroughness, clarity, and overall quality of the proposal

• 10 Points -Relevant qualifications and experience of personnel to be assigned to the project

• 5 Points - Customer satisfaction based on business references provided

The Genesee County Purchasing Director may arrange for an interview with vendors submitting proposals, if required, for the purpose of obtaining additional information or clarification. Proposers must be prepared to make one or more interviews and may be required to make presentations prior to award of contract. Proposers must comply with this request or be disqualified.

Proposers are advised that, if in the event of receipt of an adequate number of proposals which, in the opinion of the Genesee County Purchasing Director, require no clarifications and/or supplementary information, such proposals may be evaluated without further discussion. Hence, proposals should be submitted complete and represent the Vendor’s

“best offer.”

Genesee County reserves the right to reject any and all proposals and to waive minor irregularities. Genesee County further reserves the right to seek new proposals when such a procedure is reasonably in the best interest of the County to do so.

Contract Term

This contract will take effect on October 15, 2026, with the successful provider being expected to begin service at full levels as of that date. The contract will continue through September 30, 2027.

The contract may then be renewed for THREE (3) additional one (1) year periods upon mutual, written consent of both parties and in the best interest of Genesee County.

Vendor Acknowledgements:

By submitting a proposal to provide and perform services sought by Genesee County, each proposer:

1. Represents and acknowledges the proposer has examined and is familiar with this RFP and all its specifications and requirements.

2. Represents and acknowledges the proposer can furnish the materials, equipment and/or services required satisfactorily and in complete compliance with the specifications.

3. Acknowledges that neither the County nor any agent or representative of the County have made any representation or promise on which the proposer has relied regarding the services covered by this request for proposal, or any matter or thing whatsoever relating thereto or otherwise, except as set forth.

Inquiries:

Questions relating to this RFP may be directed to:

Donna Longhini, Director, Purchasing

15 Main Street

Batavia, NY 14020

Donna.longhini@geneseeny.gov

Last Date for Questions:

Final date for written questions is Noon, Tuesday, September 8, 2026. All questions about the meaning or intent of the specifications must be submitted in writing via email. Vendors shall provide their email address for response. Any questions the County feels are pertinent to all proposers will be distributed as an addendum to the RFP and posted on PlanetBids. Only questions answered by formal written Addenda will be binding. Please place the title of the

RFP in the subject line when sending an email.

Proposal Format:

· Proposals must be submitted using the forms included in these specifications and any addenda that may be issued.

· Proposals must be accompanied by a signed Proposal Form and signed

Non- Collusion Statement.

· Forms can be found in these specifications.

· One (1) original and FOUR (4) COPIES of the proposal package must be provided.

· Read all documents contained in the proposal package.

· Proposers are responsible for submitting their proposals to the Genesee

County Purchasing Department, 15 Main Street, Room 317A, Batavia, NY

14020 at or prior to the time indicated in the bid package. No proposals will be accepted after the designated time indicated in the proposals package.

Proposals are due prior to 2:00 pm on Friday, September 18, 2026.

· Facsimile or emailed copies are NOT acceptable. Bids/RFP responses must be delivered to Purchasing Office before stated deadline to be considered.

mailto:Donna.longhini@geneseeny.gov

· Proposers are responsible for reporting, in writing, any errors found in the bid specifications to the Genesee County Purchasing Director, 15 Main Street, Batavia, NY 14020.

· Bidders shall indicate on the outside of their sealed bid the following information:

a. Title of RFP and RFP Number

b. Date and Time of RFP Opening

c. Company Name

Failure to do so may result in the rejection of the proposal as being unresponsive.

Non-Collusion Statement:

A signed Non-Collusion Statement shall be returned with your proposal.

Late Proposals:

Proposals received in the Purchasing Office after the date and time prescribed shall not be considered for contract award and shall be returned to the Vendor as non-responsive. The Vendor is responsible for the delivery of the proposal. If the proposal is delivered to the wrong county office, by any delivery method, the Vendor bears the responsibility.

Delivery of the proposal to the specified location at the prescribed time and date is the sole responsibility of the Vendor.

The County employee whose duty it is to receive proposal documents will decide when the specified time has arrived and no proposal received thereafter will be accepted.

Invoicing/Payment:

Payment will be made forty five (45) days or less after receipt of invoice.

Completeness and Accuracy of Bid Documents:

The County of Genesee shall not be held responsible for the completeness or accuracy of any bid documents received by a vendor that were not directly issued to that vendor by the

Genesee County Purchasing Department.

Any vendor submitting a proposal based on incomplete or inaccurate information resulting from documentation received from any third party, shall not have cause for relief from award or completion of a contract in accordance with the official documents on file with the

Genesee County Purchasing Department.

It is HIGHLY suggested that all vendors interested in participating in this solicitation, contact the Genesee County Purchasing Department directly at the above address or telephone number to assure they have received the most accurate and up to date material concerning this contract.

Release of Information:

The County does not offer or supply anyone the list of people that have obtained a copy of

NOTE: Any delay due to traffic, weather, construction, mail or express delivery, mechanical failure or failure to locate the Purchasing Office, is not an exception to the deadline for receipt of proposals. Please plan accordingly.

the RFP scope of services or cost estimates for the project prior to the opening of the RFP.

NO EXCEPTIONS ARE MADE TO THIS POLICY.

Pricing:

Each price listed in the proposal will include any and all expenses involved in the furnishing and installation of goods and services covered under these specifications. Each proposal price will exclude any and all taxes. Governmental entities are tax-exempt under

State law.

Price adjustments, if necessary, will be acceptable upon proper documentation, at the time of contract renewal only.

References:

Provide a minimum of three (3) references that relate to the services we require. Please include as many of the following as you can, including name, contact person and telephone numbers for all references:

(a) Any current customer - Individual or organization;

(b) Any former customer;

(c) A customer with 3 -5 years’ experience with your organization;

(d) Any customers representing similar services as requested.

Clarification of Proposal Information:

Genesee County reserves the right to request verification, validation or clarification of any information contained in any of the proposals. This clarification may include checking of references and securing other data from outside sources, as well as from the Vendor.

Reference to Other Materials:

The Proposer cannot compel Genesee County to consider any information except that which is contained in its proposal, or which is offered in response to a request from the

County. The Proposer should rely solely on its proposal. The County, however, reserves the right, in its sole discretion, to take into consideration its prior experience with proposers and information gained from other sources.

Altering Proposal:

Proposals cannot be altered or amended after submission deadline. Any interlineations, alteration or erasure made before opening time and date shall be initialed by the signer of the proposal, guaranteeing authenticity. Proposals must be submitted in ink or typewritten.

Penciling will not be accepted.

Amendment of Proposal:

A Proposal may not be amended. However, a Proposal may be withdrawn and resubmitted pursuant to (Withdrawal of Proposal) section above.

Withdrawal of Proposal:

A proposal may be withdrawn at any time prior to the submittal deadline. A Proposal may be withdrawn and resubmitted at any time prior to the submittal deadline. No proposal may be withdrawn after the submittal deadline without the consent of Purchasing which may be withheld by Purchasing in its absolute discretion.

Opening of Proposals:

Under the Request for Proposals process, sealed offers will be received and opened in the

Office of the Purchasing Director. Each proposal will be checked to determine if it is complete and meets the requirements of this Request for Proposals. At and after opening, proposals will NOT be part of the public record and subject to disclosure, but will be kept confidential until after award. When such award is completed, proposals will be available for public inspection.

Cost for Proposal Preparation:

Any and all costs incurred by a firm in preparing or submitting proposals are the proposer's sole responsibility. Genesee County will not reimburse any proposers for the costs incurred preparing proposal, preparing or submitting additional information requested by the County, or for the participation in a selection interview

Elaborate Proposals:

Elaborate proposals in the form of brochures or other presentations beyond that necessary to present a complete and effective proposal are neither required nor desired.

Right to Submitted Materials:

All responses, inquiries, or correspondence relating to or in reference to this RFP, and all other reports, charts, display, schedules, exhibits and other documentation submitted by the

Proposal Subject to Disclosure:

During the evaluation process, the content of each proposal will be held in confidence and details of any proposal will not be revealed (except as may be required under the Freedom of Information Law or other State law). The Freedom of Information Law provides for an exemption from disclosure for trade secrets or information the disclosure of which could cause injury to the competitive position of commercial enterprises. This exception would be effective both during and after the evaluation process.

Should you feel your firm's proposal contains any such trade secrets or other confidential or proprietary information, you must submit a request to except such information from disclosure. Such request shall be in writing, shall state the reasons why the information should be excepted from disclosure, shall be provided at the time of submission of the subject information and in the same envelop as the proposal. The proprietary or confidential data must be readily separable from the proposal in order to facilitate eventual public inspection of the non-confidential portion of the proposal.

Requests for exemption of the entire contents of a proposal from disclosure have generally not been found to be meritorious and are discouraged. Kindly limit any requests for exemption of information from disclosure to bona fide trade secrets or specific information, the disclosure of which would cause a substantial injury to the competitive position of your firm.

Genesee County cannot guarantee the confidentiality of any information submitted.

proposers, will become the property of the County when received.

Minimum Conditions for Consideration:

To be considered, the proposer must, at a minimum, respond to the full scope of services specified in this RFP. The vendor may provide suggested additions, enhancements or improvements to the scope of services, which, at the discretion of the County, may or may not be considered.

Genesee County reserves the right to:

1. Reject any and all proposals received in response to this RFP;

2. Reject the proposal of a vendor who has previously failed to perform properly;

3. Select proposals for contract award or for negotiations, other than those with the lowest price;

4. Negotiate as to any aspect of the proposal with any vendor.

5. Waive any technical or formal defect in the proposals that is considered by Genesee

County to be merely irregular, immaterial, or unsubstantial.

Award of Contract:

Award of contract will be made following review of responses by the Award Committee;

approval by designated committee followed by the Legislature approval, with contract awarded by Genesee County Resolution.

Contract Development:

If the County accepts a proposal, the County of Genesee intends to enter into a contractual agreement with the vendor providing the proposal which best meets the needs and requirements of the County. The content of the Request for Proposals and the successful proposal submitted will become an integral part of the contract, but may be modified by provisions of the contract upon mutual agreement.

Exception:

Any exception taken by the Vendor to the requirements and conditions of the specifications must be stated and described in detail as a part of the proposal. If no exceptions or deviations are identified in this manner, the item must be furnished exactly as described herein.

Advertising:

In submitting its proposal, the Proposer agrees not to use the results there from as a part of any news release or commercial advertising without written approval of the County.

Addenda:

Genesee County may, at any time by written notifications to all vendors, change any portion of the Proposal described and detailed herein. These changes will be communicated to the vendors in the form of Addenda. Copies of addenda will be posted on the PlanetBids portal: https://vendors.planetbids.com/portal/71274/portal-home No

Addenda will be issued later than forty-eight hours prior to the date and time for the receipt of offers, except an addenda withdrawing the Proposal or addenda for postponement of the

Proposal due date/time.

https://vendors.planetbids.com/portal/71274/portal-home

Venders shall ascertain prior to submitting their bid they have received all Addenda's issued and the acknowledge receipt of Addenda by the return of the signed Addenda form(s) with the Proposal response. It is the responsibility of the Vendor to check the

PlanetBid page for Addenda which may be issued on this Proposal.

Registration, Downloading, Addenda From Purchasing Web Site:

You must register with PlanetBids before you download either a RFP or Addendum.

Vendors are exclusively responsible for the downloading Addendums from the web site. It is imperative to check PlanetBid Purchasing System web page frequently right up to the

RFP closing date. By submitting a proposal a vendor waives any claims related to the failure to keep so apprised.

Alternate Proposals:

An alternate proposal is viewed by Genesee County as a proposal describing an approach to accomplishing the requirements of the RFP which differs from the approach set forth in the solicitation.

An Alternate proposal may also be a second proposal submitted by the same proposer which differs in some degree from its basic or prime approach.

Alternate proposals may address the technical approach or other provision or requirements set forth in the solicitation.

Genesee County will, during the initial evaluation process, consider all alternate proposals submitted. Genesee County reserves the right to reject any and all alternate proposals should it be in the best interest of the County.

Governing Law:

All contractual agreements shall be subject to, governed by, and construed according to the laws of the State of New York.

Independent Contractor

It is understood the contractor is an independent contractor and shall not be considered an agent of the County, nor shall any of the contractor's agents or employees be considered subagents for the County.

Disqualifications:

Reminder: It is the vendor's sole responsibility to verify the Proposal submittal includes any or all addenda.

Certifications of Insurance/Workers' Compensation/Disability:

The vendor shall provide current Certificates of Insurance, Workman's

Compensation/Disability as described in the attached Insurance Certification Form.

Proof of Worker' Compensation coverage is NOT acceptable when listed on the Insurance

Acord. Please see further instructions on Workers' Compensation included with this bid.

Genesee County reserves the right to disqualify any company upon convincing evidence of collusion with intent to defraud and to commit any other illegal practices on the part of the firm. Failure to comply with requests for insurance or bonding may also be grounds for disqualification. Genesee County reserves the right to reject any and all proposals, to waive all technicalities and irregularities, and to make the award considered to be in the best interest of the County.

Iranian Energy Sector Divestment:

By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief each bidder is not on the list created pursuant to paragraph (b) of subdivision 3 of section 65-a of the State finance law.

Corporate Compliance:

Contractors are subject to the County’s Compliance Program to the extent that the contractors are affected by the County’s Compliance risk areas within the scope of their contracted authority and affected compliance risk areas.

Vendor failure to adhere to Genesee County’s Compliance Program could result in termination of the contract as per County’s Terms and Conditions.

Attachment A

SPECIFICATIONS

I. IN-HOME SERVICES PROGRAM GENERAL INFORMATION AND PURPOSE

The Genesee County Purchasing Department is requesting proposals to secure the services of a qualified entity capable of providing consumer directed in-home services for Genesee County

Office for the Aging (GCOFA) under the New York State Office for the Aging Expanded In-

Home Services for the Elderly Program (EISEP), New York State Department of Health

Alzheimer’s Disease Caregiver Support Initiative (ADCSI), and/or future funding source programs. All services provided under this specification must meet requirements as described in the General Specifications.

A. BACKGROUND

In 2011, New York State Office for the Aging (NYSOFA) revised the EISEP regulations to allow for a consumer directed option for the provision of in-home services. Under CDIS

(Consumer Directed In-home Services), control is shifted to the consumer (or eligible consumer representative) for budgeting, care planning, decision making, arranging for series and staffing. The goal of Genesee County Office for the Aging (GCOFA) is to begin offering CDIS under the EISEP and other programs in order to expand its capacity for personal care services to older adults and/or to provide respite to eligible caregivers;

providing greater flexibility and increased options in obtaining home care services, and decreasing administrative costs.

B. TARGETING:

1. EISEP - The Genesee County EISEP program provides service to frail, homebound elderly who have significant limitations in their Activities of Daily Living (ADL) or

Instrumental Activities of Daily Living (IADL). The Older Americans Act (OAA) further requires programs to target or prioritize service to older individuals with the greatest economic and social need. The OAA defines such need as (1) living below the poverty threshold; (2) having physical or mental disabilities that pose risk for institutional placement; or (3) cultural, social, or geographic isolation, including isolation caused by language, race, or ethnic status.

2. Alzheimer’s Disease Caregiver Support Initiative (ADCSI) – The Genesee County

ADCSI program (through a NY State Department of Health regional partnership grant) provides respite to caregivers who provide care and support to individuals with

Alzheimer's disease and other dementias by delivering a temporary reprieve from the stresses associated with caregiving. Respite is intended to strengthen the care network while protecting the health and well-being of both the caregiver and care recipient.

Respite services provided under this grant will only be episodic in nature; no ongoing custodial care will be paid through this funding source.

C. SERVICE NEED: The County seeks proposals from entities that can assist Genesee

County Office for the Aging (GCOFA) in meeting the home care needs of a growing, and increasingly diverse and hard to reach population by offering effective consumer directed services. Specifically, GCOFA seeks proposals from entities that are well positioned to serve as an “employer of record” and handle payroll functions and all the necessary paperwork related to consumer directed in-home service workers.

In order to effectively provide service to eligible older adults or caregivers, as applicable, within Genesee County, the County seeks to contract with service providers that will allow us to deliver services throughout Genesee County in a comprehensive and cost- effective manner including consumer directed home care services.

It is GCOFA's intent to select the Contractor(s) that provide(s) the best solution for the

County's needs.

II. SCOPE OF PROFESSIONAL SERVICES REQUIRED

A. PROGRAM DESCRIPTION

Consumer Directed In-home Services (CDIS) are services “that provide assistance with tasks that are the same or similar to those included in the definitions of Personal Care Level

I and Personal Care Level II, and which are managed by the consumer, or an eligible consumer representative selected by the consumer. This includes activities such as recruitment, selection, training, supervision, and dismissal of the consumer directed in-home service worker.”

Personal Care Level 1 (Homemaker) A service that provides some or total assistance (e.g., personal assistance, supervision, cueing) with tasks involving IADLs. Tasks are performed in the older adult’s or other community setting (e.g., laundromat, grocery store) and may include:

• Light housework

• Preparing meals

• Shopping for personal items

• Managing money

• Using the telephone

Personal Care Level 2 A service that provides some or total assistance (e.g., personal assistance, stand-by assistance, supervision, cueing) with tasks involving both instrumental activities of daily living (IADLs) and activities of daily living (ADLs). Tasks are performed in the older adult’s home or other community setting (e.g., doctor’s office, congregate meal site) and may include:

• Bathing

• Dressing

• Toileting

• Transferring

• Continence care

• Feeding

In CDIS, Genesee County Office for the Aging’s case management staff is responsible for establishing the need for in-home services through a full assessment and care plan;

determining a consumer’s readiness to participate in consumer directed care; and determining the consumer’s ability to self-direct and/or their approved eligible consumer representative.

The successful Contractor(s) will be the “employer of record” and handle payroll functions and all the necessary paperwork related to consumer directed in-home service workers, as outlined in “PROGRAM REQUIREMENTS” and “APPENDIX A” herein.

The consumer (and/or eligible consumer representative) will be the “managing employer” and recruit, interview, select, train, schedule, supervise and, if he/she decides to, end the employment of consumer directed in-home services worker/s.

B. PROGRAM REQUIREMENTS

The role of the successful Contractor will be to perform many functions (including these program requirements and those specified in Appendix A) to support the consumer (and/or eligible consumer representative) which include:

1. Managing the consumer directed in-home services (CDIS) workers as follows:

a) CDIS Worker (approved and referred by GCOFA as CDIS Worker to provide in-home services under Expanded In-home Services for the Elderly (EISEP) or

ADCSI, or other funding as appropriate, who shall have initial and annual health screenings provided through Contractor;

b) NOTE: As per New York State Office for the Aging 12-TAM-02 Issuance, “the health screening requirements for Consumer Directed In-Home Services program workers are the same as for home care workers provided under the traditional model”;

c) NOTE: As per New York State Office for the Aging 08-TAM-02 Issuance, “Background checks are encouraged, but not required. This is a decision made solely by the consumer or their representative.” Therefore, for the purposes of this Genesee County Office for the Aging program and contract, background checks will not be required

2. Providing payment mechanism and access to the initial and annual health assessments for CDIS Worker at no out of pocket cost to the CDIS worker, the Consumer, and/or the eligible Consumer Representative;

3. Maintaining the original personnel record for each CDIS worker which shall include, at a minimum, the original enrollment forms, the information needed for payroll processing and benefit administration, and the annual CDIS worker health assessments;

4. Monitoring all required employment documents and the completion of the required initial and annual CDIS worker health assessment;

5. Training the consumer (and/or eligible consumer representative) on any administrative responsibilities the consumer may have as the managing employer and in relation to the practices of the Contractor. This would cover things like the pre-employment forms that the consumer must complete and which they must ensure are completed by their in-home services worker, reviewing and approving the worker’s timesheet.

The Contractor is also responsible for training/instructing the CDIS worker regarding their responsibilities as an employee of that agency and what the responsibilities and practices are of the fiscal intermediary;

6. Acting as the employer of record maintaining liability insurance, making payments for

Workers’ Compensation and taxes related to employment of consumer directed in-home service workers, managing fringe benefits (e.g., FICA and other benefit programs) as available and applicable for each consumer directed in-home service worker chosen by the consumer (and/or eligible consumer representative);

7. Maintaining a file on each consumer that includes certification of all required documents;

8. Having monitoring protocols in place to ensure that consumer directed in-home services workers are performing service as reported and to minimize, to all extent possible, potential abuse of clients.

C. PROPOSALS MUST INCLUDE:

1. Certification of authorization as a Fiscal Intermediary

2. A plan for the hiring process of a CDIS (Consumer Directed In-home Services) worker;

3. Clarification of the relationship between the consumer (and/or eligible consumer representative) and the Contractor, with the consumer (and/or eligible consumer representative) as the managing employer and the Contractor as the employer of record;

4. A description of the support and assistance a consumer may expect from the Contractor;

5. How much and when the CDIS worker will be paid;

6. What, if any, benefits the CDIS worker is eligible for;

7. What training and orientation will be provided by the Contractor to the consumer

(and/or eligible consumer representative) and/or the CDIS workers and what training is the responsibility of the consumer (and/or eligible consumer representative);

8. What paperwork a consumer (and/or eligible consumer representative) must submit

(i.e. time sheets) to the Contractor so that a CDIS worker may be paid;

9. Procedures for resolving consumer (and/or eligible consumer representative) concerns;

10. Removal of a CDIS worker whom a consumer (and/or eligible consumer representative) no longer wishes to employ;

11. A description of service monitoring protocols that ensure clients are receiving services in the amount reported; and that those services are timely and complete.

12. References: Provide a minimum of three (3) current and three (3) past customers for whom the vendor is or has performed similar services. Public sector references are preferred. The names of the organization, addresses, contact persons and telephone numbers shall be included as well as a description of the services performed. Other pertinent references may be given at the vendor’s discretion.

D. ORGANIZATIONAL CAPACITY AND EXPERIENCE

All proposals must include sufficient information to establish that the Contractor(s) has the organizational capacity to provide consistent and reliable services to the participants of the

CDIS program and understand the requirements of operating an employee of record, in-home services agency (i.e. the “Contractor”).

Proposals must include a description of the applicant organization and any partner organizations, including staff size, operating budget including major funding sources, structure and a general description of services/programs offered and the population served, particularly in relation to the proposed project. Descriptions should include the following:

1. The mission of the organization.

2. The geographic areas the organization currently serves. Be as specific as possible using zip codes, counties, or other appropriate parameters.

3. A description of the organization’s experience providing in consumer directed in- home services, including program attributes listed above.

4. A description of any current consumer directed services or services as an employer of record.

5. A description of the organization’s experience serving hard to reach populations, specifically those living in rural communities.

6. Credentials and professional experience of key personnel, including human resources and training staff as well as potential program supervisors.

7. Credentials indicating that the Contractor is in sound financial standing to conduct the activities herein.

E. MONITORING, ACCOUNTABILITY, AND EVALUATION

It is the expectation that all successful Contractor(s) will have the ability, commitment and contractual obligation to rigorously evaluate their performance to ensure that all program criteria are met.

1. Reporting Requirements:

a) The successful Contractor(s) must provide GCOFA (Genesee County Office for the

Aging) with monthly invoices reflecting the dates and hours of services provided to each consumer served. Invoices are due to GCOFA no later than the 10th of each month.

b) The successful Contractor(s) must provide GCOFA with other reports that the

GCOFA determines to be necessary and appropriate.

2. Contract Monitoring:

a) Genesee County Office for the Aging will monitor and evaluate the program during each year that the contract is in place. In addition, client satisfaction surveys will be sent by the Office for the Aging to clients who receive CDIS service under the

Contractor to assess client satisfaction.

b) The Contractor agrees to retain all books, records, and other documents relevant to this Agreement for six years after final payment. Federal and/or State auditors and any persons duly authorized by the Office for the Aging shall have full access and the right to examine any of said materials during said reporting period.

c) The Contractor will agree to annual face to face contract monitoring evaluation as per NYSOFA regulations.

F. OTHER REQUIREMENTS

1. The successful Contractor(s) will be responsible for developing written policies and procedures concerning all aspects of the program.

2. Contractor(s) must agree to employ older workers, where practical.

Appendix A

The Consumer or the Consumer’s Eligible Representative shall undertake the following:

1. Recruit, interview, hire, train, supervise, schedule, and terminate the Consumer Directed

In-home Services (CDIS) worker.

2. Provide for training/instructing the CDIS worker regarding the tasks and functions the in-home services worker will perform on behalf of or to assist the consumer. This covers tasks from how they want their hair washed to how they want their floors washed. If the consumer needs assistance in training their in-home services worker, this assistance may be available through the fiscal intermediary or the case manager. What assistance and how much will be part of the design of the local program.

3. Provide equal employment opportunities as specified in the Consumer’s agreement with the Contractor, which is signed by both the Consumer and the CDIS worker

4. Inform the Contractor, Genesee County Office for the Aging (GCOFA) and CDIS worker of any changes in status including, but not limited to, address, telephone number, CDIS worker’s names, addresses, hours worked and hospitalization.

5. Process the required paperwork for the Contractor including accurate, complete time sheets, annual CDIS worker health assessments, and required employment documents.

6. Arrange and schedule back up CDIS worker coverage for vacations, holidays, illness, and other unavoidable absences.

7. Ensure that each CDIS worker works the hours indicated on the time sheet.

8. Enter into a written agreement with the Contractor which acknowledges these responsibilities.

The successful Contractor(s) shall undertake the following:

1. Process the payroll for each CDIS worker (Basic and Enhanced), including withholdings for Federal, State and local income tax and Social Security (FICA) Act as the employer of record for Social Security (FICA).

2. Monitor the completion of the required annual CDIS worker health assessment and all required employment documents.

3. Act as the employer of record for insurance, unemployment and worker compensation benefits.

4. Coordinate annual leave and health insurance (as available), and other benefit programs for each CDIS worker.

5. Maintain the original personnel record for each CDIS worker which shall include, at a minimum, the original enrollment forms, the annual CDIS worker health assessments, and the information needed for payroll processing and benefit administration.

6. Assist the Consumer with recruitment and service coverage referrals and provide information support for training, supervision, and personnel management.

7. Monitor the Consumer’s ability to meet contractual obligations.

TABLE 1: DIVISION OF RESPONSIBILITIES UNDER CDIS

8. Provide local support to the Consumer by coordinating payroll distribution, the distribution of forms and the collection of information.

9. Maintain the original Consumer record, which shall include the original Genesee County

Office for the Aging (GCOFA) approval/referral, the GCOFA service authorizations, the agreement signed by the Consumer outlining the responsibilities the Consumer has assumed, and other documentation of the Contractor’s efforts to monitor the Consumer’s ability to meet its obligations.

10. Provide referral to a Genesee County-based health center, (at no additional cost to the

Consumer, eligible Consumer Representative, or Genesee County Office for the Aging) which will meet the required annual CDIS worker health assessment and other health-related program requirements.

11. Monitor CDIS workers to ensure that they are performing service as reported, and to minimize to all extent possible, potential abuse of clients.

12. Distribute paychecks to each CDIS worker.

13. Provide Consumers and/or eligible Consumer representative (as appropriate) with the appropriate information about grievance procedures.

14. Provide GCOFA with monthly statistical reports in the manner and form determined by the

Department to be necessary and appropriate. Reports are due to GCOFA no later than the

10th of each month.

Genesee County Office for the Aging (GCOFA) shall undertake the following:

1. Determine that the Consumer is eligible for in-home services.

2. Determine, pursuant to an assessment of the person’s appropriateness for the program that the Consumer is in need of home care services.

3. Determine that the Consumer is able and willing (or has an eligible consumer representative able and willing) to make informed choices as to the type and quality of services, including but not limited to personal care, transportation, and respite services.

4. Determine Consumer’s eligibility for the program through its approved annual plan procedure including the initial assessment and periodic reassessment. GCOFA will authorize the level and amount of services required and will authorize the reimbursement for CDIS services to the successful Contractor(s) as prescribed by the various funding source guidelines.

5. Provide options to Consumer and/or eligible Consumer Representative (upon mutual written agreement between Consumer and/or eligible Consumer Representative and the

Genesee County Office for the Aging) for CDIS Worker (i.e. Contractor’s provision of emergency back-up staff and referrals for CDIS workers):

a. Obtain written agreement from Consumer and/or eligible Consumer Representative for CDIS Worker;

b. Provide copy of written CDIS Worker agreement to Contractor.

6. Transfer the Consumer to other programs with more traditional agency control should the

Consumer be deemed inappropriate to continue participation in the CDIS Program.

7. Provide Consumers and/or eligible Consumer Representative with the appropriate information about grievance procedures.

Appendix B Definitions and

Acronyms

1. ADCSI – Alzheimer’s Disease Caregiver Support Imitative

2. ADL-Activities of Daily Living (ex. bathing, toileting, dressing, etc.)

3. CDIS-Consumer Directed In-home Services

4. EISEP-Expanded In-home Services for the Elderly Program

5. GCOFA-Genesee County Office for the Aging

6. IADL-Instrumental Activities of Daily Living (ex. cooking, shopping, laundry, etc.)

7. NYSDOH-New York State Department of Health

8. NYSOFA-New York State Office for the Aging

9. OAA-Older Americans Act

A. NON-DISCRIMINATION

During the performance of the scope of service, Contractor agrees as follows:

1. The Contractor will not, on the grounds of race, creed, color, national origin, sex, sexual/gender orientation, age, disability, marital status, arrest or conviction record, or retaliation or inability to contribute:

Deny any individual any services or other benefits provided under the program;

Provide any service(s) or other benefits to an individual which are different, or are provided in a different manner, from those provided to others under the program;

Subject an individual to segregation or separate treatment in any matter related to his receipt of any service(s) or other benefits provided under the program;

Restrict an individual in any way in the enjoyment of any advantage or privilege enjoyed by others receiving any service(s) or other benefits provided under the program;

Treat an individual differently from others in determining whether he satisfies any eligibility or other requirements or conditions which individuals must meet in order to receive any aid, care, service(s), or other benefits provided under the program;

Deny any individual an opportunity to participate in the program through the provision of services or otherwise or will afford him an opportunity to do so which is different from that afforded others in the program.

2. The Contractor will not discriminate against any employee or applicant for employment because of age, race, creed, sex, sexual gender/orientation, color, disability, national origin, marital status, arrest, or conviction record or retaliation and will take affirmative action to insure that they are afforded equal employment opportunities without discrimination because of race, creed, sex, sexual/gender orientation, color, disability, national origin or marital status. Such action shall be taken with reference, but not be limited to: recruitment, employment, job assignment, promotion, upgrading, demotion, transfer, layoff, or termination, rates of pay or other forms of compensation, and selection

Appendix C

New York State Office for the Aging’s (NYSOFA’s) revised

Equal Access to Services and Targeting Policy

And Non-Discrimination Policy pertaining to

Aging Programs and Services Contracts

Standard Terms and Conditions for

Area Agencies on Aging and their subcontractors for training or retraining, including apprenticeship and on-the-job training.

B. EQUAL ACCESS TO SERVICES/TARGETING POLICY

Entities receiving federal funds, which include Area Agencies on Aging (AAA) and their subcontractors, are required to meet additional legal requirements regarding nondiscrimination and equal access to services. The preference to serve those in greatest social or economic need was inherent in the federal

OAA (Older Americans Act), as enacted in 1965, and has been explicitly re-emphasized and expanded in subsequent amendments.

The NYS Elder Law § 203, Title 9, Subtitle Y, §6652.4 (e) and §6654.3 of the New York Code of Rules and Regulations, also require the targeting of services to older adults who are low-income, minority, frail, or vulnerable.

Both the OAA Regulations (Title III Regulations, Title 45, Code of Federal Regulations (CFR) § 1321.5) and NYSOFA Regulations (Title 9, Subtitle Y, § 6651.2(c)(iv)), also require compliance with federal and state nondiscrimination laws in all programs and services.

This includes implementing targeting activities for older adults and caregivers in greatest social and economic need as described in this policy and the following laws: the Older

Americans Act (OAA),…