RFP Adult Day Care Service.pdf

REQUEST FOR PROPOSAL

Middle Georgia Regional Commission

SFY 2025-2028

MIDDLE GEORGIA REGIONAL COMMISSION

Request for Proposals (RFP) For

Adult Day Care

FY 2025-FY2028

(July 1, 2024-June 30, 2028)

Date Due: December 21, 2023 Time Due: 4:00 P.M. Eastern Standard Time

Please submit one original and four copies of the completed bid proposal. Bids must be packaged, submitted, and received by the Middle Georgia Regional Commission by the due date and due time noted above. Late submissions will not be accepted.

Submit bids to: Michael Huckaby Director of Aging Services Middle Georgia Regional Commission 175 Emery Highway, Suite C Macon, GA 31217

Table of Contents

1.0 Introduction

1.1 Purpose Of Procurement Process

1.2 Vision, Mission, and Values of the Middle Georgia Area Agency on Aging

1.3 Overview of the RFP Process

1.4 Letter of Intent Requirements

1.5 Schedule of Events

1.6 Restrictions on Communication with Staff

1.7 Definitions

1.8 Contract Terms

2.0 Mandatory Requirements

2.1 Offeror’s Qualification Requirements

2.2 Business Requirements

2.3 Mandatory Submission Requirements

2.4 Budget Requirements

3.0 Technical Proposal

3.1 Company Structure

3.2 Experience

3.3 Financial Stability and Cash Flow

3.4 Business Litigation

3.5 Scope of Services for Adult Day Care Services

4.0 Budget Proposal

4.1 Budget Instructions

5.0 Proposal Submission

5.1 Packaging of Proposals

5.2 Number of Proposal Copies

5.3 Submission of Proposals

6.0 Assurances

6.1 Letter of Transmittal

7.0 Terms and Conditions

7.1 Exception to Contract

7.2 RFP Amendments

7.3 Proposal Withdrawal

7.4 Cost of Preparing a Proposal

7.5 Sample Contract

7.6 Conflict of Interest

7.7 Minority Business Policy

8.0 Evaluation Criteria

8.1 Administrative Review

8.2 Technical Proposal Evaluation

8.3 Identification of Apparent Successful Offeror

8.4 Rejection of Proposals/Cancellation of RFP

8.5 Appeal of Award Decision

9.0 Appendices

9.1 Proposal Face Sheet

9.2 Scope of Services - Adult Day Care Services

9.3 Revenue Plan, Units/Persons, and Cost Chart

9.4 Uniform Cost Methodology

9.5 Proposal Checklist

9.6 Administrative Review Checklist

9.7 Assurances

1.0 Introduction

1.1 Purpose Of Procurement Process

Through this Request for Proposal (RFP), the Middle Georgia Regional Commission (MGRC) is soliciting proposals from potential Offerors interested in offering Adult Day Care in one or more of the following counties: Baldwin, Crawford, Houston, Jones, Macon-Bibb, Monroe, Peach, Pulaski, Putnam, Twiggs, and Wilkinson from July 1, 2023 – June 30, 2028.

The Middle Georgia Regional Commission will accept competitive bids to provide one or more of the following services:

Adult Day Care Services

The Middle Georgia Regional Commission may award contracts to service providers in each of the counties, any combination of counties, or for the region as a whole. The scope of services provided in the appendices indicates which services must be bid on as a region. The Middle Georgia Regional Commission has the right to reject any and all Offerors

1.2 Vision, Mission, and Values of the Middle Georgia Area Agency on Aging

Vision: The Middle Georgia Area Agency on Aging is the local Aging services leader of a customer-driven Aging Services Network known for its exemplary teamwork, quality, innovation, and accountability.

Mission: The mission of the Middle Georgia Area Agency on Aging is to provide assistance in the development of new or improved programs to help older persons and their caregivers through grants for community planning, services, and training, and the development of a comprehensive service delivery system with a continuum of care to assist older Middle Georgians and their caregivers in achieving healthy, independent, and self-sufficient lives.

Values: A strong customer focus, accountability and results, teamwork, dignity, and empowerment.

1.3 Overview of the RFP Process

The objective of this RFP is to select qualified Offerors to provide the services as outlined in the RFP on behalf of the Middle Georgia Regional Commission. This RFP process will be conducted to gather and evaluate responses from Offerors for potential awards. All qualified Offerors are invited to participate by submitting responses, as further defined herein. After evaluation, all responses received prior to the closing date of this RFP and following negotiations (if any) and resolution of any contract exceptions, the preliminary results of the RFP process will be publicly announced, including the names of all participating Offerors and evaluation results.

Offerors must complete the Request for Proposal and Letter of Transmittal to be considered. The Middle Georgia Regional Commission has the right to reject any and all proposals or to waive any technicalities. If there is more than one qualified Offeror for a specific service, a final award will be based on the Middle Georgia Regional Commission’s review and evaluation of the bids received. Selected Offerors will become a part of the service delivery system detailed in the Middle Georgia Regional Commission’s FY 2025-2028 Area Plan on Aging Services to be submitted to the Georgia Division of Aging Services no later than March 1, 2024. Inclusion in the Area Plan does not guarantee or imply any grant award for subsequent years.

1.4 Letter of Intent Requirements

Entities planning to respond to this RFP must submit a Letter of Intent (LOI) to mhuckaby@mg-rc.org by November 27, 2023 with the RFP in the subject line of the email. The LOI may be submitted as an attachement or included in the body of an email and must include the organization’s name, point person name, and contact information. In addition, the LOI must indicate the county and service the Offeror intends to submit for. If the LOI is not received, proposals will be automatically disqualified. If no one submits a LOI for a service, MGRC reserves the right to extend the procurement process for that service by issuing an addendum.

1.5 Schedule of Events

The schedule of events outlined herein represents the Middle Georgia Regional Commission/Area Agency on Aging’s best estimate of the schedule that will be followed.

However, delays to the procurement process could occur that may necessitate adjustments to the proposed schedule. If a component of this schedule, such as the close date, is delayed, the remainder of the schedule may be shifted as appropriate. Any changes to the dates up to the closing date of the RFP will be publicly posted at http://www.middlegeorgiarc.org/ before the closing date of this RFP. After the close of the RFP, the Middle Georgia Regional Commission reserves the right to adjust the remainder of the proposed dates, including the dates of evaluation, negotiations, award, and the contract term on an as-needed basis with or without notice.

Description Specific Date or Date Ranges

Time

Release of RFP November 16, 2023 5:00 PM

Letter Of Intent November 27, 2023 5:00 PM

UCM Training (Optional) November 28, 2023 10:00 AM

Deadline for written questions sent via e-mail to mhuckaby@mg-rc.org

December 4, 2023 5:00 PM

Responses to written questions sent to all proposed Offerors

December 11, 2023 5:00 PM

Proposals Due December 21, 2023 4:00 PM

Aministrative Review December 21, 2023 5:00 PM

Proposal Evaluation Completed February 6, 2024 5:00 PM

Middle Georgia Regional Council Meeting February 8, 2024 5:00 PM

Notice of Award February 15, 2024 5:00 PM

Service Begin Date July 1, 2024

1.6 Restrictions on Communication with Staff

Until a Contractor is selected, and the selection is announced, Offerors are not allowed to communicate for any reason with any Middle Georgia Regional Commission staff from the issue date of this RFP. Communications are only allowed through the Issuing Officer named herein, during the Offeror’s conference, or as provided by existing work agreement(s). The Middle Georgia Regional Commission reserves the right to reject the proposal of any Offeror violating this provision. All questions concerning this RFP must be submitted in writing (fax or email can be used) to the Issuing Officer. No questions will be accepted except in written format. Only written responses will be binding upon the Middle Georgia Regional Commission.

1.7 Definitions

Administration on Aging (AoA): The federal agency within the U.S. Department of Health and Human Services responsible for the implementation of all services, programs, and provisions as outlined in the Older Americans Act and its amendments.

Area Agency on Aging (AAA): The regional entity designated by the Georgia Department of Human Services Division of Aging Services to carry out services and programs under their contracts and agreements with the U.S. Administration on Aging. The Middle Georgia Region is comprised of the following 11 counties: Baldwin, Crawford, Houston, Jones, Macon-Bibb, Monroe, Peach, Pulaski, Putnam, Twiggs, and Wilkinson.

Notice of Award: Official written communication from the Middle Georgia Regional Commission the successful Offeror(s) for the provision of one or more services. Notification will be made on or about January 15, 2024.

Service Area: All the land area within the incorporated boundaries of any given county in the Middle Georgia region.

Uniform Cost Methodology: A detailed analysis of all costs associated with delivering services and/or goods which ensures that per-unit costs are evaluated consistently.

1.8 Contract Terms

The contract will be on a State of Georgia fiscal year (SFY) basis (July 1 - June 30), beginning on July 1, 2024, and ending on June 30, 2028. The annual renewal of the Offeror’s contract shall be based on the availability of funds and the Offeror’s successful contract performance in the preceding year. If either the sources of reimbursement for services under this contract (appropriations from the General Assembly of the State of Georgia, or the Congress of the United State of America) are reduced during the term of this contract, the Department of Human Services, Division of Aging Services, and the Middle Georgia Regional Commission has the absolute right to make financial and other adjustments to this contract and to notify the Contractor accordingly. Such adjustments may require a contract amendment including, but not limited to, termination of the contract. The certification of the adjustment by the Commissioner of the Department of Human Services of the occurrence of either of the reductions stated above shall be conclusive.

The contract award will be by the issuance of a Notice of Award. Renewals will be accomplished through the issuance of Notice of Award Amendments.

2.0 Mandatory Requirements

This section identifies all mandatory requirements which must be present in the submitted proposal before further consideration will be given.

2.1 Offeror’s Qualification Requirements

The Offeror must have a minimum of three (3) years of experience providing the service(s) being proposed or similar service(s).

2.2 Business Requirements

The Offeror must provide documentation verifying any current business and operating licenses, proof of bonding, and insurance coverage required by law to carry out the service(s) being proposed.

2.3 Mandatory Submission Requirements

The Offeror must complete all sections of the Request for Proposal, including the Technical, Budget Proposals, and Budget Narrative. All documents must be labeled as instructed and submitted by the date and time specified. Late submissions will not be accepted or considered for bid.

2.4 Budget Requirements

The Offeror must submit a narrative that addresses costs and/or revenue and persons/units served. The Offeror must complete and submit the Uniform Cost Methodology (UCM) spreadsheet (either short form or long form). An optional training session on the UCM will be held Tuesday November 28, 2023 at 10:00 a.m. at the Middle Georgia Regional Commission 175 Emery Highway Suite C, Macon, GA 31217. Budget forms can be found in the appendices of this document or may be downloaded from the Middle Georgia Regional Commission website (http://www.middlegeorgiarc.org/opportunities/).

3.0 Technical Proposal

This section identifies the information that must be submitted in the Technical Proposal. The Offeror must demonstrate their ability to satisfy all Qualifications and Technical Requirements to perform the required service(s). The Technical Proposal must be structured in the following order and labeled with the corresponding titles stated below using the same outline numbers.

3.1 Company Structure

The Offeror will include the following information:

a. The legal form of their business organization, the state of incorporation (if a corporation), the business office location, hours of operation, and the contact name during the term of any resulting contract.

b. A list of Board of Directors and/or Advisory Board members, including their occupations and addresses.

c. An organizational chart detailing staff structure and lines of authority. Please include a job description and resume for the staff responsible for supervising or directing the proposed programs/services.

3.2 Experience

The Offeror must have at least four full consecutive years of experience as a provider of the service(s) being proposed, or similar service(s). The Middle Georgia Regional Commission reserves the right to verify all information submitted regarding the Offeror’s experience, education, and other qualifications. The Offeror must

a. Provide a list of all organizations for whom similar services, as detailed in this RFP, have been provided during the past four years. This list must include:

Name of the contact person

Title of the contact person

Phone number of the contact person

Description of the work performed

Time period of the project or contract

Staff months required

Contract Amount

Customer reference (including contact person, email address, and current telephone number)

b. Disclose any services terminated by the organizations and the reason(s) for termination and Dates of Service.

c. State and discuss the vision, mission, and purpose of your organization and explain how it supports the vision and mission of the Georgia Division of Aging Services and the Middle Georgia Area Agency on Aging.

d. Provide details of your experience, a minimum of three years, as required above.

Information submitted should demonstrate community leadership, an effective service delivery system and capacity to deliver services, and relevant experience in delivering the specific services for which the Offeror is applying.

e. Submit detailed documentation of its experience as required above, including two letters of recommendation from the state or local agency where the experience was obtained;

letters of recommendation shall meet the following requirements:

Must be submitted on the letterhead of the party submitting the recommendation and must contain current telephone numbers, mailing addresses, and e-mail addresses for points of contact.

Contact individuals submitting recommendations must be current employees of the organization and authorized to make recommendations on behalf of the organization.

Contact individuals should be able to attest to the Offeror’s qualifications relevant to experience in providing services similar to those contained in this RFP.

Letters of Recommendation shall be dated no more than six months prior to the proposal submission date.

3.3 Financial Stability and Cash Flow

The Offeror will provide financial information that would allow proposal evaluators to ascertain the financial stability of the agency. The Offeror will provide:

a. A copy of the Offeror’s most recent audit report and response to any audit findings or corrective action plans implemented to resolve audit findings.

All organizations must demonstrate financial stability, fiscal control, and compliance with Generally Accepted Accounting Principles.

b. A copy of their most recent internal financial statement, if a private company, and a letter from their financial institution, on the financial institution’s letterhead, stating the Offeror’s financial stability.

c. A financial plan to maintain adequate cash flow without interruption to services pending reimbursement from this contract.

d. A description of any cash flow problems in the recent past that could not be resolved within 90 days.

e. A list of any other federal/state grants your agency has administered during the past five years.

f. A description of the agency’s efforts to seek and secure additional funds to support existing programs and expand capacity.

g. Details and documentation of all other resources available to support Aging programs that will assure the capacity of your organization to enhance Aging services. Include the use of volunteers, other cash support, and other non-cash support such as donated rent, etc.

3.4 Business Litigation

The Offeror will disclose any involvement by the organization or any officer or principal in any material business litigation within the last five years. The disclosure will include an explanation, as well as the current status and/or disposition. Failure to fully disclose or accurately state litigation may result in the proposal not being further reviewed.

3.5 Scope of Services for Adult Day Care Services

Please see the Appendices for the Scope of Services for these programs.

4.0 Budget Proposal

This section of the proposal transmits to the Area Agency on Aging budgets for each service the Offeror is proposing to provide. This is a budget for one year only, beginning July 1, 2024. All forms necessary for the completion of the budget section of the RFP are available for electronic access at http://www.middlegeorgiarc.org/opportunities/.

4.1 Budget Instructions

The Offeror must provide a budget narrative to explain the projected cost and local revenue leveraged on behalf of the program.

The Offeror must complete the Revenue Plan and Unit/Persons served and details the revenue available to support the in-home services programs. If this is a unit cost reimbursed service, then it must match the unit cost as detailed on the Uniform Cost Methodology Spreadsheet. The Offeror will develop the annual budget using the Uniform Cost Methodology Spreadsheet as prescribed by the Division of Aging Services.

The Offeror must complete and include in the submission of the RFP the Uniform Cost Methodology Spreadsheet as provided in the RFP appendices.

5.0 Proposal Submission

Proposals are due on or before Thursday, December 21, 2023, at 4:00 p.m. E-mail and fax proposals are not acceptable. If mailing a proposal, it must be received on or before the deadline.

Proposals will not be accepted electronically. Late submissions will not be accepted or considered.

5.1 Packaging of Proposals

The Offeror’s proposal in response to this RFP must be divided into two appropriately labeled and sealed packages (i.e., Technical Proposal, Budget Proposal, etc.). Both documents are to be sealed in a single envelope with a face sheet. The mailing envelope must clearly identify the Offeror’s name, name of the agency, mailing address, RFP number, and phone number. Do not include cost information in the technical proposal;

must have separate files for the Technical Proposal and the Budget Proposal.

5.2 Number of Proposal Copies

Submit one original document with signatures marked “Original” and four hard copies of the original.

The electronic copy may be a USB drive or access to a Cloud Storage platform (such as Dropbox, OneDrive, Google Docs) containing the Technical and Budget Proposal in Microsoft Word format (.docx extension), labeled “Technical,” and one labeled “Budget,” with the Offeror’s name and proposal type Access to a Cloud Storage platform must be sent via email to mhuckaby@mg-rc.org no later than the submission deadline.

Note: Both the paper and electronic copy must be received by the submission deadline to be considered on time.

5.3 Submission of Proposals

a. Issuing Office - The Middle Georgia Regional Commission issues this Request for Proposal

(RFP) and is the sole point of contact for this RFP and subsequent revisions.

b. Rejection of Proposal: The Middle Georgia Regional Commission reserves the right to reject any or all proposals, or to award in whole or in part if deemed to be in the best interest of the Regional Commission to do so. The Executive Director shall have the authority to recommend orders, contracts, or agreements to the Offeror that offer the best proposal to the Regional Commission, cost, and other factors considered.

c. Questions and Inquiries: It is the policy of the Middle Georgia Regional Commission to accept questions in writing or by e-mail from any and all Offerors interested in implementing the services identified in the RFP. Questions should be submitted to Michael Huckaby, Director of Aging Services, mhuckaby@mg-rc.org, or 175 Emery Highway, Suite C, Macon, GA 31217.

The Regional Commission will transmit to all responders all questions and the Middle Georgia Regional Commission responses according to the schedule of dates.

d. Response Date: To be considered for selection, proposals must arrive at the issuing office on or before the date and time specified. Offerors choosing to mail proposals should allow for normal mail delivery to ensure timely receipt of their proposal by the Middle Georgia Regional Commission. Proposals received after the identified due date and time or submitted by any other means than those expressly permitted by the RFP will not be considered.

Proposals must be completed in all respects, as required in each section of this RFP. Note:

Both the hard copy and the electronic copy must be received by the submission deadline to be considered on time.

e. Revisions to Request for Proposals: The Middle Georgia Regional Commission reserves the right to revise the Request for Proposal at any time prior to award. In the event it becomes necessary to revise any part of this RFP, information regarding revisions will be provided to all Offerors.

f. Submitted Proposals: To be considered for selection, Offerors must submit a complete response to this RFP including, at a minimum, all the mandatory requirements, technical proposal, budget proposal, and letter of transmittal concerning assurances. One original and four copies of each proposal must be submitted to the issuing office if mailed or hand-delivered. The submitting agency shall make no other distribution of the proposals.

g. Acceptance of Proposal Content – The contents of the proposal of the successful Offeror will become a part of any contract awarded as a result of these specifications.

6.0 Assurances

6.1 Letter of Transmittal

All Offerors are required to submit a mandatory transmittal letter, which must be in the form of a standard business letter on the Offeror’s letterhead and shall be signed by an individual authorized to legally bind the Offeror. The terms and conditions of the procurement are included. The Letter of Transmittal must include the following:

A. If a corporation, a statement indicating that the Offeror is registered and in good standing with the Georgia Secretary of State to do business in the State of Georgia as stated in §3.0. All proposed subcontractors must be identified, and a statement included indicating the exact nature and amount of work to be done by the prime Contractor, and by each subcontractor, as measured by price.

B. A Statement that the Offeror does not discriminate in its employment practices with regard to race, religion, age (except as provided by law), marital status, political affiliation, national origin, or disability. (Title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, as amended; the Americans with Disabilities Act of 1990).

C. A statement that the proposal meets the requirements set forth in the RFP plus any amendments. Amendments, if any, must be specified.

D. A statement that the person signing the proposal is the person in the Offeror organization responsible for, or authorized to make a decision as to the prices quoted.

E. Certifications that prices proposed have been arrived at independently without collusion, communication, or agreement relating to such prices with any other offeror or competitor.

F. If the proposal deviates from the detailed requirements of this RFP, the transmittal letter must identify and explain all such deviations that appear in the body of the proposal. The

Middle Georgia Regional Commission reserves the right to reject any proposal containing deviations, or requiring modifications before acceptance.

G. If the use of a subcontractor(s) is proposed, a statement from each subcontractor must be appended to the transmittal letter, signed by an individual authorized to legally bind the subcontractor, and stating the following:

i. The general scope of work to be performed by the subcontractor;

ii. The subcontractor’s willingness to perform the work indicated; and

iii. That the subcontractor does not discriminate in its employment practices with regard to race, religion, age (except as provided by law), sex, marital status, political affiliation, national origin, or disability.

H. A statement indicating that the organization and its subcontractors, if any, will be compliant with the Health Insurance Portability and Accountability Act (Public Law No 104-191, 110 Stat. 1936), including its Privacy, Security, and Electronic Data. Interchange standards and regulations and all signed business associates or other agreements for the Middle Georgia Regional Commission and the Department of Human Resources. Failure to sign the business associate agreement or to be compliant with HIPAA laws and regulations or Division or MGRC policy will be a basis for rejection. Additionally, since federal funds may be included, an RFP Signature page, Certification Regarding Lobbying, and Certification Regarding Debarment are included for signature. Failure to sign these certification forms will be a basis for rejection.

I. A statement indicating that Contractual and Administrative Assurances required by the

RFP are given.

J. A statement indicating the organization’s solvency to meet performance requirements with the most recent certified financial audit attached.

K. The name, address, and telephone number of the individual(s) who can be contacted from

8:00 a.m. to 5:00 p.m. during business days for questions regarding the proposal.

L. A statement that the Offeror accepts the Middle Georgia Regional Commission’s sole right to cancel the RFP at any time or amend the RFP before the due date for proposals.

M. A statement that the Offeror accepts the Middle Georgia Regional Commission’s sole right to alter the timetables for procurements as set forth in the RFP.

N. A statement that all responses become the property of the Middle Georgia Regional

Commission and will not be returned to the Offeror. The Middle Georgia Regional Commission will have the right to use all ideas or adaptations of ideas contained in any response received. The selection or rejection of the response will not affect this right.

O. A statement that the Offeror accepts the terms, conditions, criteria, and requirements set forth in the RFP.

P. The name and address of the Offeror to be used for all notices sent by the Area Agency on Aging.

Q. A statement that no contact, direct or otherwise, has occurred with any employee of the

Middle Georgia Regional Commission or DHS Division of Aging Services staff with direct involvement with the RFP process or program information, except as permitted by the RFP. Further, a statement that any subcontractor listed by the Offeror also complied with the restriction on communications.

R. A statement that no relationship exists nor will exist during the contract period, should the Offeror enter into a contract with the Middle Georgia Regional Commission that interferes with a fair competition or is a conflict of interest.

S. A statement that no relationship exists between the Offeror and another person or organization that constitutes a conflict of interest with respect to an existing contract with the Middle Georgia Regional Commission.

T. A statement that no claim will be made for payment to cover costs incurred in preparation for the submission of the proposal or any other associated costs.

U. Prior to the award, the apparent successful Offeror will be required to enter into discussions with the Middle Georgia Regional Commission to resolve any contractual differences. These discussions are to be finalized and all exceptions resolved within one week of notification. If not, this could lead to rejection of the Offeror’s proposal and discussions initiated with the second-highest scoring Offeror.

V. An award will be made to the Offeror whose response is determined to be the lowest responsible bid and most advantageous to the Middle Georgia Regional Commission, taking into account price and other evaluation criteria. Staff or other agencies and consultants may be involved in the evaluation of the responses. The Middle Georgia Regional Commission reserves the right to reject any and all responses submitted.

7.0 Terms and Conditions

The contract that the Middle Georgia Regional Commission expects to award as a result of this RFP will be based upon the RFP, the successful Offeror’s final response as accepted by Middle Georgia Regional Commission, and the contract terms and conditions which are attached to this RFP. The successful Offeror’s final response as accepted by the Middle Georgia Regional Commission shall mean the final cost and technical proposals submitted by the Awarded Offeror and any subsequent revisions to the Awarded Offeror’s cost and technical proposals and the contract terms and conditions due to negotiations, written clarifications or changes made in accordance with the provisions of the RFP, and any other terms deemed necessary by the Middle Georgia Regional Commission except that no objection or amendment by any Offeror to the RFP requirements or the contract terms and conditions shall be incorporated by reference into the contract unless the Middle Georgia Regional Commission, has explicitly accepted the Offerors objection or amendment in writing.

Please review the Middle Georgia Regional Commission contract terms and conditions before submitting a response to this RFP. Offerors should plan on the contract terms and conditions contained in this RFP being included in any award as a result of this RFP. Therefore, all costs associated with complying with these requirements should be included in any pricing quoted by the Offerors. The contract terms and conditions may be supplemented or revised before contract execution and are provided to enable the Offerors to better evaluate the costs associated with the RFP and the potential resulting contract.

7.1 Exception to Contract

By submitting a proposal, each Offeror acknowledges its acceptance of the RFP specifications and the contract terms and conditions without change except as otherwise expressly stated in the submitted proposal. If an Offeror takes an exception to a contract provision, the Offeror must state the reason for the exception and state the specific contract language it proposes to include in place of the provision. Any exceptions to the contract must be submitted with the Offeror’s response. Exceptions must be in an original document using the track changes function and may not be submitted in the form of highlighted changes to the original contract. Proposed exceptions must not conflict with or attempt to preempt any mandatory requirements specified in the RFP.

In the event the Offeror is selected for a potential award, the Offeror will be required to enter into discussions with the Middle Georgia Regional Commission to resolve any contractual differences before an award is made. These discussions are to be finalized and all exceptions resolved within the time identified in the schedule or events. Failure to resolve any contractual issues will lead to the rejection of the Offeror. The Middle Georgia Regional Commission reserves the right to proceed to discussions with the Offeror ranked next best Offeror.

The Middle Georgia Regional Commission reserves the right to modify the contract to be consistent with the apparent successful offer and to negotiate other modifications with the apparent successful Offeror. Exceptions that materially change the terms or the requirements of the RFP may be deemed non-responsive by the Middle Georgia Regional Commission, in its sole discretion, and rejected. Contract exceptions that grant the Offeror an impermissible competitive advantage, as determined by the Middle Georgia Regional Commission, at its sole discretion, will be rejected. If there are any questions about whether a particular contract exception would be permissible, the Offeror is strongly encouraged to inquire via written question submitted to the Issuing Officer before the deadline for submitting written questions as defined by the Schedule of Events.

7.2 RFP Amendments

The Middle Georgia Regional Commission reserves the right to amend the RFP before the proposal's due date and provide notification of any amendments through written correspondence.

7.3 Proposal Withdrawal

A submitted proposal may be withdrawn before the due date by written request to the Issuing Officer. A request to withdraw a proposal must be signed by an authorized individual.

7.4 Cost of Preparing a Proposal

The cost of developing the proposal is the sole responsibility of the Offeror. The Middle Georgia Regional Commission will not provide reimbursement for such costs.

7.5 Sample Contract

A Sample Contract, which the Middle Georgia Regional Commission intends to use with the successful Offeror, may be requested by the Offeror via email to mhuckaby@mg-rc.org and is also available at (http://www.middlegeorgiarc.org/opportunities/). The Middle Georgia Regional Commission reserves the right to modify the Contract to be consistent with the successful offer and to negotiate with the successful Offeror other modifications, provided that no such modifications affect the evaluation criteria set forth herein or give the successful Offeror a competitive advantage.

7.6 Conflict of Interest

If an Offeror has any existing client relationship that involves the Middle Georgia Regional Commission, the Offeror must disclose each relationship.

7.7 Minority Business Policy

It is the policy of the Middle Georgia Regional Commission that minority business enterprises shall have a fair and equal opportunity to participate in the procurement process. Therefore, the Middle Georgia Regional Commission encourages all minority business enterprises to compete for, win and receive contracts for services.

8.0 Evaluation Criteria

8.1 Administrative Review

Submitted proposals will be reviewed by the designated staff of the Middle Georgia Regional Commission for the following administrative requirements: (1) Technical Proposal and Budget Proposal submissions. (2) All required documentation has been submitted. (3) All documents requiring an original signature have been signed and are included. The Checklist is included in the Appendix.

8.2 Technical Proposal Evaluation

After completion of the administrative review, proposals will be reviewed by a Technical Evaluation Team which may include staff members of the Middle Georgia Regional Commission, members from the Aging Advisory Council, staff members of Area Agencies on Aging located in other regions of Georgia, representatives from local governments within the Middle Georgia region, and/or nonprofits not under contract with the Middle Georgia Regional Commission and which have not submitted a proposal or proposals through the Request for Proposal process for SFY 2025. Under no circumstances will the following individuals serve on a Technical Evaluation Team: Executive Director and Director of Aging Services of the Middle Georgia Regional Commission.

Scoring of Technical Proposal – The Mandatory Requirements and Scope of Service will be reviewed by the technical evaluation team based on the following:

The Offeror has a clear vision, mission, and purpose, which are consistent with the Middle Georgia Area Aging on Aging and the Georgia Division of Aging Services. (10 points maximum)

The Offeror has demonstrated experience with specific services for which it is applying. (20 points maximum)

The Offeror has qualified staff for the services(s) for which it is applying. (15 points maximum)

The Offeror has demonstrated its ability to provide quality services. (25 points maximum)

The Offeror has been able to secure or document community resources for the benefit of Aging services such as other funds, and volunteer, or non-cash support. (10 points maximum)

The Offeror has demonstrated the capacity and capability to complete data entry and all reporting requirements. (5 points maximum)

The Offeror has documented financial capacity and capability and has no unresolved audit exceptions. (15 points maximum)

Scoring of Budget Proposal – The following criteria will be used in evaluating the budget proposal:

The Offeror provided a budget narrative that was clear and concise in describing the proposed budget. (15 points maximum)

The Offeror demonstrated additional funding sources for proposed services (ratio of additional funding support to the total cost of service). (20 points maximum)

The Offeror accurately completed the required program budgets including the Uniform Cost Methodology Spreadsheet and/or the line-item budget (if appropriate). (35 points maximum)

The Offeror has sufficient staff to meet the program requirements for service provisions. (20 points maximum)

The Offeror has documented donated personnel and non-cash match to support the proposed services. (10 points maximum)

8.3 Identification of Apparent Successful Offeror

The evaluation scores from the technical and budget proposals will be combined. The Offeror with the highest combined score will be identified as the successful Offeror.

8.4 Rejection of Proposals/Cancellation of RFP

The Middle Georgia Regional Commission reserves the right to reject any and all proposals, to waive any irregularity or informality in a proposal, and to accept or reject any item or combination of items, when to do so would be to the advantage of the Middle Georgia Regional Commission. It is also within the right of the Middle Georgia Regional Commission to reject proposals that do not contain all elements and information requested in this document. The Middle Georgia Regional Commission reserves the right to cancel this RFP at any time. The Middle Georgia Regional Commission will not be liable for any cost/losses incurred by the Offerors throughout this process.

8.5 Appeal of Award Decision

Within two business days of the Middle Georgia Regional Commission Council meeting, where an award decision is made, all Offerors will be notified of the award decision. Offerors not selected may appeal the award decision by submitting a written appeal to the Middle Georgia Regional Commission Council within 10 calendar days of being notified that they were not selected. The written appeal must be sent via certified mail with the return receipt requested to:

175 Emery Highway, Suite C

Macon, GA 31217

ATTENTION: Appeal of Aging Services Contract Award

All appeals will be handled in accordance with the Middle Georgia Regional Commissions Procurement Policy.

9.0 Appendices

9.1 Proposal Face Sheet – To be completed and included as the first page of each proposal being submitted.

9.2 Scope of Services

9.3 Revenue Plan, Units/Persons, and Cost Chart– To be submitted with the written proposal packet and electronically on a USB Drive.

9.4 Uniform Cost Methodology – Contains the training manual and the appropriate spreadsheet for the Offeror to complete. This is a requirement for the Budget Proposal.

9.5 Proposal Checklist – To be completed and included in the proposal packet immediately following the Offeror’s Letter of Transmittal.

9.6 Administrative Review Checklist

9.7 Assurances

9.1 Proposal Face Sheet

SFY 2024-2028

City: State: Zip:

City: State: Zip:

Title:

Fax Number:

Date of Authoriza�on:

Name of Organiza�on (Offeror):

Physical Address:

Address:

Mailing Address:

Address:

Primary Contact Person

Name:

Telephone Number:

Email Address:

Federal Tax ID#:

E-Verify#:

Type of Organiza�on (check one):

Public For Profit

Private Non-Profit Minority Owned

Services Proposed:

Person legally authorized to act for the agency (atach proof/resolu�on of authority to sign for the Agency):

Name: Title:

Signature of person legally authorized to act for the agency:

Date:

7.1 Proposal Face Sheet

9.2 Scope of Services - Adult Day Care Services

The Middle Georgia Regional Commission’s Area Agency on Aging will accept competitive bids to provide an Adult Daycare Services program in one or more of the 11 counties in the Middle Georgia Commission’s region from July 1, 2024, through June 30, 2028.

General Eligibility Requirements

Provide Adult Day Care services to persons 60 years of age or older, who are functionally impaired in their ability to perform regular activities of daily living in Baldwin, Crawford, Houston, Jones, Macon-Bibb, Monroe, Peach, Pulaski, Putnam, Twiggs, and Wilkinson counties.

A. Eligible individuals must meet the following criteria:

i. Are age 60 or older, with the exception of adults of any age who receive services through the state-funded Alzheimer’s fund source, who have Alzheimer’s disease or a related disorder.

ii. Independently or mental disability or disorder, which restricts his/her ability to perform basic activities of daily living and/or instrumental activities of daily living, or which threatens his/her capacity to live independently; and

iii. Do not have sufficient access to persons who are willing and/or able to assist with or perform needed basic and instrumental activities of daily living, or provide adequate support to enable the individual to continue to live independently.

B. Delivery of services will be planned and carried out in accordance with specific client needs, degree of functional impairment, and remaining capacity for self-care and self-sufficiency as determined by program staff during the in-home assessment, based on the use of the DON-R instrument. The assessment is conducted by the service provider agency.

Funding and Payment

Payment for services will be made on a cost reimbursable basis. Providers will invoice monthly, utilizing monthly report forms provided by the AAA. Additional documentation to support the invoice may be required.

Program Legislation, Regulation, Program Standards and/or Guidelines

Administration for Community Livings (ACL)/Administration on Aging (AOA) Older Americans Act

DHS/DAS HCBS Manual 5300:

o Section 202, Program Guidelines and Requirements o Section 308, Personal Care Services

DHS/DAS Manual 5600:

o Section 2025, Fee for Service

Adult Day Care Service must comply with the Older Americans Act: Title III Regulations (Code of Federal Regulations, Volume 4, Parts 1200 to End). All Adult Day Care services must be in compliance with pertinent portions of the DHS/DAS HCBS manual listed above. Section 202 outlines general requirements, and Section 308 outlines specific requirements for Personal Care Services.

Program Description

Offeror to describe fully the method of provision for Home and Community Based Services:

Detail how the specific service or services will be provided.

Describe how priority for services to clients will be determined.

Indicate if all counties in AAA will be covered.

Indicate the target population that will receive services.

Capacity

Outline offeror’s background and capacity to provide this service effectively.

Address sustainability and the qualifications of Offeror’s organization and staff to provide services as proposed.

Describe how the Offeror will interface with the Area Agency on Aging and/or Division of Aging Services to resolve issues effectively related to service delivery and clients.

Discuss the qualifications and capability to provide effective services that will meet all program standards.

Organizational chart that demonstrates effective lines of communication and program responsibility, and detail percent of staff time assigned to each service or program.

State when (days and hours of operation) and where services will be provided, and if alternate delivery sites are used, identify each site and days and hours of operation.

Information and Referral

Describe how Offeror will interface with the Area Agency on Aging (AAA) Gateway/ADRC Information and Assistance and their management of the waiting list.

Describe how Offeror will handle clients that contact the agency directly.

Describe how Offeror will follow up on referrals made to other agencies.

Describe how Offeror will know that the client received the information requested.

Service Plan for Individual Services

Describe individual client service admission and discharge policies, procedures and criteria. Describe how individualized service plans are designed for each person receiving HCBS services.

Describe how the Offeror will resolve client issues effectively and timely

Special Initiatives or Collaborations:

Describe any special initiatives, innovations that will enhance Offeror’s program in the community.

Describe any new or on-going plans to obtain additional financial support or resources for this program.

Describe any partnerships or collaborations with other community organizations or private businesses that will strengthen the services provided by Offeror.

Outreach or Marketing Plan

Describe the program awareness activities or marketing plan for agency.

Describe the methods Offeror will use to provide outreach to persons in the community as well as minorities, homebound or otherwise isolated individuals.

Describe any special materials or techniques Offeror has developed to reach special populations.

Describe any specific populations Offeror will target, if any.

Describe methods to be used to provide services to Limited English

Proficiency/Sensory Impaired (LEP/SI) clients.

Professional and/or Volunteer Development

Describe how Offeror will provide new staff orientation and training and provide an outline of the orientation schedule and topics.

Describe Offeror’s plan for conducting on-going staff training including topics and number of training sessions to be held.

Describe method Offeror will use to determine the training needs of staff and/or volunteers.

Describe the agency’s staff recruiting practices and retention strategies. Indicate the annual staff turnover rate from the most recent fiscal year.

Client Confidentiality and Contributions

Describe the annual Health Insurance Portability and Accountability Act (HIPAA) training for all staff and volunteers.

Describe policy or procedures concerning client confidentiality Describe process for soliciting and handling client contributions toward the cost of the services and/or fees. Describe how Offeror will account for cash contributions.

Describe the billing procedures for fees. Attach copies of any materials used to solicit fees.

Describe the agency’s plan to expand its fee-for-service program throughout the area plan period, including goals and how the agency will monitor progress toward that goal.

Technology and Ability to Meet Reporting Requirements

Describe agency’s capacity for and use of technology, both in agency administration and delivering services.

Describe agency’s strategic plan for maintaining adequate stock including hardware, software and voice/data services.

Indicate capacity or plan to interface with the Division of Aging Services Aging Information Management System (AIMS) for reporting.

Detail person(s) responsible for data validation, data entry and reporting.

Funding

Allocations are contingent upon available funding from State and Federal sources and may be increased or decreased accordingly.

Quality Assurance Program or Plan:

Describe how Offeror will ensure the quality of the program or services to clients.

Describe how Offeror will measure the effectiveness of your program.

Describe how Offeror will determine if the program had an impact on the clients.

Describe how Offeror will determine the client’s satisfaction with services.

Performance Goals, Objectives, and Performance Measures

Please provide goals and objectives with identified action steps, desired outcomes, and performance measures for the service(s) being proposed. The goals and objectives identified should enable your organization to meet the requirements set forth in the program's scope of services. Goals and objectives should be provided for the year covered in this RFP.

Goals should be broad and express general intentions

Objectives should be precise, tangible, and measurable.

Action steps should be specific and have staff-assigned dates to be completed by.

Desired outcomes are what the organization expects to achieve.

9.3 Revenue Plan, Units/Persons, and Cost Chart

Please access this form on the Middle Georgia Regional Commission website.

http://www.middlegeorgiarc.org/opportunities/

9.4 Uniform Cost Methodology

Please access this form on the Middle Georgia Regional Commission website.

http://www.middlegeorgiarc.org/opportunities/

9.5 Proposal Checklist

Proposals are due on or before Thursday, December 21, 2023, 4:00 p.m. E-mail and fax are not acceptable. If mailing a proposal, it must be received on or before the deadline. The mailing and delivery address is:

Michael Huckaby Director of Aging Services Middle Georgia Regional Commission 175 Emery Highway, Suite C Macon, GA 31217

Please submit an original and four (4) paper copies of the completed narrative and budget. As outlined in Section 5, the narrative (including the letter of transmittal, assurances, and certifications) and budget are to be submitted in separate envelopes and marked accordingly.

Both documents are to be sealed in a single envelope. Offerors must also provide an electronic copy of the submission by providing a USB with two folders clearly marked as Technical and Budget with the Offerors Name. A Cloud based storage link may also be emailed to mhuckaby@mg-rc.org to satisfy the electronic submission requirements.

Please be certain to include:

Letter of transmittal with signature of authorized individual;

Technical Proposal…