RFP-DAAS-HS 2026-27 OCNP~2.pdf

Request for Proposal Older Americans Act

Title III C – Older Californians Nutrition Program

Gilbert Ramos Assistant Executive Officer San Bernardino County

Sharon Nevins Department of Aging and Adult Services- Public Guardian

Administrative Support Division – Contracts Unit 150 South Lena Road San Bernardino, CA 92415-0515

(909) 388-0360

RFP # HS 25-07

ePro Bid # DAAS126-OAAGI-6009

San Bernardino County Human Services

Request for Proposal Older Americans Act Title III C –

Older Californians Nutrition Program

No. RFP HS 25-07/

Page i of ii

TABLE OF CONTENTS

I. INTRODUCTION

A. Purpose B. RFP Contact C. Budget D. Contract Term E. Reserved F. Assistance to Proposers with a Disability G. Question and Answer Period H. Request for Word Version of the RFP I. Letter of Intent Deadline J. Proposal Submission Deadline

II. PROPOSAL TIMELINE

III. DEFINITIONS AND REFERENCE DOCUMENTS

IV. PROPOSAL CONDITIONS

A. Authorized Signatures B. Term of Offer C. Required Review D. Incurred Costs E. Amendments/Addenda to RFP F. Best Value Evaluation G. Right of Rejection H. Reserved I. Clarification of Offers J. Public Records Act K. Employment of Former County Officials L. Iran Contracting Act of 2010 M. Disclosure of Criminal and Civil Proceedings N. Debarment and Suspension; California Secretary of State Business Entity Registration O. Unsatisfactory Performance P. Final Authority Q. Reserved R. Contingencies S. Proposal Submission T. Inaccuracies and Misrepresentations U. Negotiations V. Level of Service W. Pre-Award Visits X. Executive Order N-6-22 Russia Sanctions Y. Reserved

V. SCOPE OF WORK

A. Background Information B. Project Description C. Additional Requirements D. Program Considerations

VI. PROPOSAL SUBMISSION

A. General B. Proposal Format

VII. EVALUATION

A. Qualifications and Experience

Request for Proposal Older Americans Act Title III C –

Older Californians Nutrition Program

No. RFP HS 25-07/

Page ii of ii

B. Financial Review C. Technical Review D. Cost/Revenue E. References

VIII. NEGOTIATIONS AND NOTICE OF INTENT TO AWARD

A. Contract Negotiation B. Failure to Negotiate C. Notice of Intent to Award (NOIA) – Proposer Notification of Selection D. Review of Financial Performance E. Award

IX. APPEAL AND AWARD

X. TERMS AND CONDITIONS

A. General

B. Indemnification and Insurance Requirements

C. Right to Monitor and Audit

D. Correction of Performance Deficiencies

E. Information Integrity and Security

F. Equal Employment/Employment Discrimination/Civil Rights

ATTACHMENTS:

A. Cover Page

B. Statement of Certification

C. Licenses, Permits, and/or Certifications

D. Certification Regarding Debarment or Suspension; California Secretary of State Business Entity Registration

E. Cost

F. References

G. Employment of Former County Officials

H. Exceptions to RFP

I. Public Records Act Exemptions

J. Indemnification and Insurance Requirements Affidavit

K. Letter of Intent

EXHIBITS

A. Complaint and Grievance Procedure

B. Senior Programs Voluntary Contributions Flyer

C. Senior Programs Voluntary Contributions Flyer (SP)

Request for Proposal Older Americans Act Title III C –

Older Californians Nutrition Program

RFP HS 25-07/

I. INTRODUCTION

A. Purpose The San Bernardino County (County), through Human Services (HS) for the Department of Aging and Adult Services – Public Guardian (DAAS-PG) is seeking Proposals from interested and qualified individuals, organizations, and firms, hereinafter referred to as “Proposers” or “Contractors” to provide Older Adult Nutrition Services under a cost-reimbursement Contract(s). The number of awards will be determined by the quality of the proposals received.

Current Contractors must submit Proposals in response to this Request for Proposal (RFP), and be selected, in order to continue providing contracted services after June 30, 2026.

B. RFP Contact All correspondence, including Proposals and questions, must be submitted to the address and person (RFP Contact) listed below:

San Bernardino County Human Services Attn: HS Contracts Unit (RFP HS #25-07/ePro Bid #DAAS126-OAAGI-6009) 150 South Lena Road San Bernardino CA 92415-0515

Contact: Jammie Maalouf, Contract Analyst Phone: (909) 386-8395 Fax: (909) 397-2900 Email HSASDContractsUnit@hss.sbcounty.gov

Fax number and email address may only be used to submit questions. Proposals will not be accepted by email or facsimile. Proposals must be submitted electronically through the County Electronic Procurement Network (ePro), and via hard copy with original signature submitted to the address indicated above. All Proposers must register with the ePro system prior to the date and time to submit the proposal or they will be disqualified.

C. Budget The County estimates a budget in an amount not to exceed $10,200,000 for completion of this work.

D. Contract Term

Services to be provided under this Request for Proposals (RFP) are outlined under Section V, Scope of Work. The Contract period will be for one (1) year beginning on July 1, 2026 through June 30, 2027 but may be terminated earlier in accordance with provisions of this Contract. The Contract term may be renegotiated and extended for three (3) additional one-year periods by mutual agreement of the parties.

The County may but is not obligated to extend awarded Contract(s) and is contingent on the availability of funds and Contractor performance.

Renegotiation shall consider:

a. Actual expenditures and service units

b. Current cost policy standards and changes in program requirements

c. Are not the result of underbidding

Both ongoing and new contract awards shall be in full contract compliance within 120 days of the beginning date of the contract. DAAS will evaluate the contractor's capacity to fulfill contract goals if full compliance by this time period has not occurred.

file://///hssserver083/ContractWP/Procurement/Aging%20and%20Adult%20Services/Senior%20Supportive%20Services%20III%20B/FY%202024%20-%202025/HSASDContractsUnit@hss.sbcounty.gov

Request for Proposal Older Americans Act Title III C –

Older Californians Nutrition Program

RFP HS 25-07/

E. Location of Services Location(s) where Services are to be provided, completed and managed are within San Bernardino County:

Regional Service Areas

(RSA)

Communities

East Valley Bloomington, Colton, Fontana, Highland, Loma Linda, Lytle Creek, Redlands, Rialto, San Bernardino City, Yucaipa, and surrounding areas.

Morongo Basin Joshua Tree, Landers, Morongo Valley, Twenty-Nine Palms, Wonder Valley, Yucca Valley, and surrounding areas.

San Bernardino Mountains

Big Bear, Crestline, Lake Arrowhead, Running Springs, Twin Peaks, and surrounding areas.

Northwestern Desert

Baker, Barstow, Newberry Springs, Trona, and surrounding areas

Victor Valley Adelanto, Apple Valley, Hesperia, Lucerne Valley, Victorville, and surrounding areas.

West Valley Chino, Chino Hills, Montclair, Ontario, Rancho Cucamonga, Upland, and surrounding areas.

East Desert Big River, Essex, Havasu, Kelso, Needles, Nipton, and surrounding areas

F. Assistance to Proposers with a Disability

Proposers with a disability may request accommodation regarding the means of communicating this RFP or participating in the procurement process. For more information, contact the RFP Contact no later than ten (10) days prior to the Deadline for Proposals.

G. Question and Answer Period All questions relating to this RFP must be submitted in writing via email, fax, or mail to the contact listed in Paragraph B of this Section. Questions should be clear and concise and include references to sections of the RFP when applicable. The deadline to submit questions is 4:00 p.m. (local time), Tuesday, January 14, 2026.

All written questions will be answered and both the question and answer will be compiled into one (1) or more documents and posted as an Addendum on the San Bernardino County Electronic Procurement Network (ePro) https://epro.sbcounty.gov/bso/ within two (2) weeks following the deadline to submit questions.

H. Request for Word Version of the RFP A Word version of the RFP can be requested at any time during the procurement timeline by submitting an email with the subject line of “Request for RFP HS 24-20/ ePro Bid #DAAS126-OAAGI-6009 at HSASDContractsUnit@hss.sbcounty.gov.

I. Letter of Intent Deadline A Letter of Intent (Attachment K) must be submitted via email, fax, mail, or in person to HS Administration and through ePro https://epro.sbcounty.gov/bso/, and must be received by the time and date designated in Section II. Failure to submit a Letter of Intent (Attachment K) by the deadline will disqualify the Proposer from further participation in the procurement process.

A Proposal that is submitted by a Proposer that did not submit a Letter of Intent (Attachment K) will be rejected and no contract will be awarded.

J. Proposal Submission Deadline https://epro.sbcounty.gov/bso/ file://///hssserver083/ContractWP/Procurement/Aging%20and%20Adult%20Services/Senior%20Supportive%20Services%20III%20B/FY%202024%20-%202025/HSASDContractsUnit@hss.sbcounty.gov

Request for Proposal Older Americans Act Title III C –

Older Californians Nutrition Program

RFP HS 25-07/

Proposals/bids must be submitted electronically through ePro https://epro.sbcounty.gov/bso/ and via hard copy, with original signature, to the address listed in Paragraph B and must be received by the time and date designated in this Section. Postmarks will not be accepted in lieu of actual receipt. Facsimile or email proposals will not be accepted.

NOTE: Should offices be closed to the public through the Proposal submission deadline, Proposer must contact the person identified in Paragraph B of this Section for instructions PRIOR to the deadline.

Proposals/bids submitted through ePro must be submitted under ePro Bid #DAAS126-OAAGI-6009.

System-related or procurement questions involving ePro shall be directed to the Purchasing Department at

(909) 387-2060. Proposals submitted through ePro may be withdrawn in ePro prior to the scheduled deadline for submission of proposals. Proposers acknowledge that its electronic signature in the ePro submission is legally binding. In the case of a discrepancy between the proposal submitted through ePro and the numerical bid entered into ePro, the numerical bid shall prevail. For procurement questions, please contact the Contract Analyst identified in Paragraph B.

In the event of ePro system downtime due to the loss of internet connectivity to the County’s network server, as verified by the County, the electronic submission requirement may be waived as long as hard copies of the proposal are received by the deadline at the address listed in Paragraph B of this Section.

Proposals/bids must be received no later than 4:00 p.m. (local time), Monday, February 2, 2026. Late or incomplete proposals/bids will not be accepted.

Additionally, all proposers must register with the ePro system prior to the submission deadline, or they will be disqualified.

II. PROPOSAL TIMELINE

Release of RFP December 22, 2025 at 8:00 AM (local time)

Non-Mandatory Conference Wednesday, January 7, 2026 at 3:30 PM (local time)

Deadline for Submission of Questions Tuesday, January 14, 2026 at 4:00 PM (local time)

Deadline for Submission of Letter of Intent Tuesday, January 14, 2026 at 4:00 PM (local time)

Deadline for Proposals Monday, February 2, 2026 at 4:00 PM (local time)

Tentative Date for Mailing Award/Denial Letters March 4, 2026

Tentative Date for Protests March 14, 2026

Date for Tentative Contract Award March 21, 2026

Tentative Start Date for Contract(s) July 1, 2026

Mandatory Post-Award Conference To be announced following Contract award

Non-Mandatory Proposal Conference:

Proposers are encouraged to attend a Non-Mandatory Proposal Conference to be held via Microsoft Teams on Wednesday, January 7, 2026 at 3:30 p.m. (local time).

To join the Microsoft Teams meeting :

1. Go to https://www.microsoft.com/en-us/microsoft-teams/join-a-meeting?rtc=1

2. Enter the following:

a. Meeting ID: 253 890 008 224 9

b. Meeting Passcode: z86YG2ny

3. Click “Join a meeting”

To Join by phone:

https://www.microsoft.com/en-us/microsoft-teams/join-a-meeting?rtc=1

Request for Proposal Older Americans Act Title III C –

Older Californians Nutrition Program

RFP HS 25-07/

1. Dial 1-661-568-6806

2. Enter Phone Conference ID: 501 257 070#

III. DEFINITIONS AND REFERENCE DOCUMENTS

A. Definitions

Capitalized terms used in this RFP shall have the meanings given to them in the RFP and as defined below:

Area Agency on Aging (AAA) – In 1976, the State of California designated San Bernardino County Department of Aging and Adult Services (DAAS) as the Area Agency on Aging for the county. As a result of this designation, DAAS receives funding from the California Department of Aging to administer the programs authorized by the Older Americans Act.

Applicant/Vendor/Proposer – Used interchangeably throughout the RFP to denote any company that is interested in providing Elderly Nutrition Services.

California Code of Regulations (CCR) – Is the codification of the general and permanent rules and regulations announced in the California Regulatory Notice Register by California state agencies.

California Department of Aging (CDA) – Administers programs that serve older adults, adults with disabilities, family caregivers and residents in long-term care facilities throughout the state.

California Department of Social Services Manual of Policies and Procedures (CDSS MPP) – The rules and regulations governing the Department and Program.

Code of Federal Regulation (CFR) – The codification of the general and permanent rules and regulations published in the Federal Register by the executive departments and agencies of the federal government of the United States.

Congregate Nutrition Services (C-1) – Provides nutritious meals, nutrition education, and nutrition risk screening to individuals age 60 and older in a social setting. The program offers individuals an opportunity to socialize with others to reduce social isolation while promoting health and well-being through nutrition.

Contract – Agreement between County and Contractor, including the terms and conditions, scope of work, attachments, addenda, and amendments, if applicable.

Contractor/Vendor – Refers to an Applicant whose application results in a contract to provide Elderly Nutrition Services.

California Retail Food Code (CRFC) [Section 113700 et seq., California Health and Safety Code] – Replaces California Uniform Retail Food Facilities Law (CURFFL).

Cost Reimbursement – Payment method by which allowable and reasonable costs incurred by a Contractor in the performance of the contract – which may include overhead, personnel, utilities, etc. are reimbursed in accordance with the terms of the Contract.

Department of Aging and Adult Services (DAAS) – San Bernardino department that empowers older adults and individuals with disabilities by providing services and working with individuals, service providers, and communities to improve or maintain choice, independence, and quality of living.

Dietary Reference Intake (DRI) – Nutrient recommendations prepared by the U.S. Academy of Sciences Institute of Medicine.

Elderly Nutrition Program (ENP) – A program which provides nutrition services, as authorized by the Older Americans Act of 1965, as amended, and which shall be provided in accordance with California Code of Regulations, 22 CA ADC § 7630 et. seq.

Eligible Service Population – Older Individuals (60 years of age or older), giving preference to those in greatest economic or social need with particular attention to low-income minority individuals, older individuals

Request for Proposal Older Americans Act Title III C –

Older Californians Nutrition Program

RFP HS 25-07/

with Limited English Proficiency, and older individuals residing in rural areas.(OAA Section 305 (a)(2)(E), CCR 7125, 7125, 7127,7130, and 7135.

Equipment – Tangible personal property with a useful life of more than one (1) year and an acquisition cost of $500 or more per unit.

Home Delivered Nutrition Services (C-2) – Provides nutritious home-delivered meals, nutrition education, and nutrition risk screening to individuals age 60 and older who are homebound because of illness, incapacity, disability, or are otherwise isolated.

Human Services (HS) – San Bernardino County Human Services, a system of integrated services, where the programs and resources of nine (9) County departments come together to provide a rich, more complete array of services to the citizens of San Bernardino County under one coordinated effort.

Indirect Costs – Costs incurred for a common or joint purpose benefitting more than one cost objective and not readily assignable to the cost objective specifically benefitted, without effort disproportionate to the results achieved.

Matching Contributions – The value of third-party in-kind contributions and that portion of program and administrative costs funded (cash or in-kind) by the Contractor, subcontractor, or other local resources.

a. Cash - Cash other than program income contributed to the project from local or State funds. With the exception of Community Development Block Grants (CDBG), Federal funds cannot be used as match. Costs borne by the Contractor and cash contributions from any and all third parties, i.e., company/private donations, and vendor general fund, are considered cash matching funds.

b. In-Kind - Contributions from third parties are considered in-kind matching funds. Examples of in-kind match include volunteered time and use of facilities to hold meetings or conduct project activities.

Non-matching Contributions – Local funding that does not qualify as matching contributions and/or is not being budgeted as matching contributions (e.g., Federal funds).

Nutrition Education – Informing recipients of congregate and home-delivered meals about current facts and information that will promote improved food selection, eating habits, nutrition, health promotion, and disease prevention practices.

Nutrition Screening – Completion of a nutrition screening checklist by eligible individuals to determine if they are at nutrition risk. A nutrition screening checklist is a federal public information collection requirement in the National Aging Program Information System (NAPIS), found in the Federal Register, Volume 59, No.

188, September 29, 1994.

Nutrition Services Incentive Program (NSIP) – Refers to the United States Department of Agriculture’s (USDA) cash allotment or commodity program. The purpose of NSIP is to provide incentives and reward effective performance in the efficient delivery of nutritious meals to older individuals. Funding is based on the number of meals served in the prior year and available appropriation.

Older Americans Act (OAA) – The overall purpose of this act is to provide comprehensive, coordinated, community-based systems of service to persons age 60 and older in order to enable them to maintain health, personal dignity, and independence (42 USCA §3001 et seq.).

Office of Management and Budget (OMB) – The business division of the Executive Office of the President of the United States that administers the United States federal budget and oversees the performance of federal agencies.

Request for Proposal (RFP) – The document used to solicit a solution or solutions from potential Contractors to a specific problem or need. Although price is important, originality and effectiveness of the application, and the background and experience of the Proposer, are evaluated in addition to the proposed price.

Service Area – Defines a geographic area to be served under this program.

SOC 341 – Form used to report a suspected incident of abuse of an elder or dependent adult required under Welfare and Institutions Codes Sections 15630 and 15686(a)(1).

Request for Proposal Older Americans Act Title III C –

Older Californians Nutrition Program

RFP HS 25-07/

State – State of California.

Subcontract – To contract with a third party to perform all or part of the work included in this RFP and the resulting contract.

Title III of the Older Americans Act – Authorizes grants to states and local entities for supportive and nutrition services.

Title III C-1 (Congregate Nutrition Program) – Nutrition services for older individuals in a congregate setting.

Services include meals, nutrition and health promotion education, health promotion programs, nutrition risk screening, and opportunities for socialization. (22 CCR 7368.7 (c)).

United States Code (USC) – The official compilation and codification of the general and permanent federal statues of the United States.

United States Department of Agriculture (USDA) – Department of the United States government that manages various programs related to food, agriculture, natural resources, rural development and nutrition.

Activities of Daily Living (ADL): Those activities that include but are not limited to bathing, eating, and toileting, transferring in and out of a bed or chair, walking and dressing.

B. Reference Documents

Americans with Disabilities Act (42 U.S.C. section 12101 et seq.)

http://www.ada.gov/pubs/adastatute08.pdf

California Department of Social Services Manual of Policies and Procedures Divisions 21 and 23, sections 600, 602, and 604 Div. 21 - https://www.cdss.ca.gov/Portals/9/Regs/3cfcman.pdf Div. 23 - https://www.cdss.ca.gov/ord/entres/getinfo/pdf/opsman4.pdf

California Vehicle Code http://leginfo.legislature.ca.gov/faces/codes_displayexpandedbranch.xhtml?tocCode=VEH&division=6.&titl e=&part=&chapter=&article

Clean Air Act (42 U.S.C. section 7401 et seq.)

http://epa.gov/clean-air-act-overview/clean-air-act-text

Clean Water Act (33 U.S.C. section 1251 et seq.)

https://www.epa.gov/laws-regulations/summary-clean-water-act

Pro-Children Act of 1994 (20 U.S.C. section 6081 et seq.)

https://www.law.cornell.edu/cfr/text/48/352.237-70

Executive Order 11246 [30 Fed. Reg. 12319 (Sept. 24, 1965)], as amended by Executive Orders 11375, 13279, 13665, and 13672 http://www.dol.gov/ofccp/regs/compliance/ca_11246.htm

Executive Order 11738 [38 Fed. Reg. 25161 (Sept. 10, 1973] and Environmental Protection Agency regulations (40 C.F.R.)

http://www.archives.gov/federal-register/codification/executive-order/11738.html

Executive Order 12549 [51 Fed. Reg. 6370 (Feb. 18, 1986] and Executive Order 12689 https://www.archives.gov/federal-register/codification/executive-order/12549.html and Debarment, Suspension, And Other Responsibility Matters (48 C.F.R. Subpart 9.4)

California Public Records Act Government Code section 7920.000 et seq.

http://www.ada.gov/pubs/adastatute08.pdf https://www.cdss.ca.gov/Portals/9/Regs/3cfcman.pdf https://www.cdss.ca.gov/ord/entres/getinfo/pdf/opsman4.pdf http://leginfo.legislature.ca.gov/faces/codes_displayexpandedbranch.xhtml?tocCode=VEH&division=6.&title=&part=&chapter=&article http://leginfo.legislature.ca.gov/faces/codes_displayexpandedbranch.xhtml?tocCode=VEH&division=6.&title=&part=&chapter=&article http://epa.gov/clean-air-act-overview/clean-air-act-text https://www.epa.gov/laws-regulations/summary-clean-water-act https://www.law.cornell.edu/cfr/text/48/352.237-70 http://www.dol.gov/ofccp/regs/compliance/ca_11246.htm http://www.archives.gov/federal-register/codification/executive-order/11738.html https://www.archives.gov/federal-register/codification/executive-order/12549.html

Request for Proposal Older Americans Act Title III C –

Older Californians Nutrition Program

RFP HS 25-07/

https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=7920.000.&lawCode=GO V California Government Code section 87100 et seq.

http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=87100.&lawCode=GOV.

Office of Management and Budget (OMB) Circulars https://www.whitehouse.gov/omb/information-for-agencies/circulars/

California Penal Code section 11105.3 http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=11105.3.&lawCode=PEN

San Bernardino County Policy (11-08) – Recycled products

Title VII of the Civil Rights Act of 1964 http://www.eeoc.gov/laws/statutes/titlevii.cfm

California Welfare and Institutions Code section 10000 et seq.

http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=WIC&sectionNum=10000

California Fair Employment and Housing Act (California Government Code section 12900, et seq.)

https://www.dfeh.ca.gov/legal-records-and-reports/laws-and-regulations/

San Bernardino County Four-Year Area Plan – (includes census Data ad Needs Assessment Information) http://hssnet.sbcounty.gov/DAAS-PG/resources/Area_Plan.aspx

Unruh Civil Rights Act (Cal. Civ. Code § 51) Unruh Civil Rights Act - CA Department of Rehabilitation

IV. PROPOSAL CONDITIONS

A. Authorized Signatures

All proposals must be signed by an individual authorized to bind the Proposer to the provisions of the

RFP.

B. Term of Offer

Proposals shall remain open, valid, and subject to acceptance anytime within nine (9) months after the Proposal submission.

C. Required Review Proposers should carefully review this RFP for defects and questionable or objectionable material.

Comments from Proposers concerning defects and objectionable material in this RFP must be made in writing and received by the RFP contact prior to the deadline for submission of questions identified in Section II or at least ten (10) calendar days before the Deadline for Proposals (whichever occurs last).

This will allow issuance of any necessary amendments or addendums to the RFP. It will also help prevent the opening of a defective RFP and exposure of Proposals upon which an award could not be made.

Protests based on any omission or error, or on the content of this RFP, may be disallowed if not submitted in writing to the attention of the RFP Contact, prior to the deadline for submission of questions identified in Section II or at least ten (10) calendar days before the Deadline for Proposals (whichever occurs last).

D. Incurred Costs

The County is not obligated to pay any costs incurred by Proposer in the preparation of a Proposal in response to this RFP. Proposers agree that all costs incurred in developing a Proposal are the Proposer’s responsibility.

https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=7920.000.&lawCode=GOV https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=7920.000.&lawCode=GOV http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=87100.&lawCode=GOV https://www.whitehouse.gov/omb/information-for-agencies/circulars/ http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=11105.3.&lawCode=PEN http://www.eeoc.gov/laws/statutes/titlevii.cfm http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=WIC&sectionNum=10000 https://www.dfeh.ca.gov/legal-records-and-reports/laws-and-regulations/ http://hssnet.sbcounty.gov/daas/resources/Area_Plan.aspx https://www.dor.ca.gov/Home/UnruhCivilRightsAct#:~:text=The%20Unruh%20Civil%20Rights%20Act,religion%2C%20sex%20and%20sexual%20orientation.

Request for Proposal Older Americans Act Title III C –

Older Californians Nutrition Program

RFP HS 25-07/

E. Amendments/Addenda to RFP

The County reserves the right to issue amendments or addendums to this RFP if the County considers that changes are necessary or additional information is needed. Additionally, the County may terminate this procurement process at any time.

Changes to a Proposal or withdrawal of a Proposal will only be allowed if a request is received prior to the Deadline for Proposals. No amendments or withdrawals will be accepted after the Deadline for Proposals.

F. Best Value Evaluation As established in this RFP, the County realizes that criteria other than price are important and will award Contract(s) based on the Proposal that best meets the needs of the County. The County seeks the optimal combination of quality, price, and various qualitative elements of the required Services that will provide the County the greatest or best value for its money.

G. Right of Rejection Offers must comply with all the terms of the RFP, and all applicable local, state, and federal laws, codes, and regulations. The County may reject as non-responsive any Proposal that does not comply with all of the material and substantial terms, conditions, and performance requirements of the RFP. Further, the County may reject a proposal from any entity that is a parent, affiliate, or subsidiary, or that is under common ownership, control, or management with any other entity submitting a Proposal in response to this RFP.

A Proposer may not qualify the Proposal nor restrict the rights of the County. If Proposer does so, the Proposal may be determined to be a non-responsive counteroffer and the Proposal may be rejected.

No Proposal shall be rejected, however, if it contains a minor irregularity, defect, or variation. If the irregularity, defect, or variation is considered by the County to be immaterial or inconsequential, the County may choose to accept the Proposal.

Minor irregularities may be waived by the Purchasing Agent when they are any of the following:

1. Do not affect responsiveness;

2. Are merely a matter of form or format;

3. Do not change the relative standing or otherwise prejudice other offers;

4. Do not change the meaning or scope of the RFP;

5. Are trivial, negligible, or immaterial in nature;

6. Do not reflect a material change in the work; or

7. Do not constitute a substantial reservation against a requirement or provision.

In such cases the Proposer will be notified of the deficiency in the Proposal and given an opportunity to correct the irregularity, defect or variation or the County may elect to waive the deficiency and accept the Proposal. The decision to provide a waiver shall in no way modify or compromise the overall purpose of the submittal, nor excuse the Proposer from compliance with all requirements if awarded a Contract.

This RFP does not commit the County to award a contract. The County reserves the right to reject any or all Proposals if it is in the best interest of the County to do so. The County also reserves the right to terminate this RFP process at any time.

H. Reserved

I. Clarification of Offers

In order to determine if a Proposal is reasonably susceptible for award, communications by the Facilitator for the evaluation panel are permitted with a Proposer to clarify uncertainties or eliminate confusion

Request for Proposal Older Americans Act Title III C –

Older Californians Nutrition Program

RFP HS 25-07/

concerning the contents of a Proposal. Clarifications may not result in a material or substantive change to the Proposal. The evaluation by the panel may be adjusted as a result of a clarification under this section.

J. Public Records Act All Proposals and other material submitted become the property of the County and are subject to release according to the California Public Records Act (Government Code § 7920.000). All Proposal information, including cost information, will be held in confidence during the evaluation and negotiation process.

Thereafter, Proposals are subject to becoming a non-exempt public record.

If a Proposer believes that any portion of its Proposal is exempt from public disclosure, it must indicate the specific portions believed to be confidential and not subject to disclosure on Attachment I – Public Records Act Exemptions. The Proposer also must include a brief description that sets out the reasons for exemption from disclosure. Each stated exemption must include a citation to supporting legal authority, including statutory authority or case law, to support exemption from the Public Records Act. Requested exemptions that do not meet the requirements of this section will not be considered.

The County will use reasonable means to ensure that such information is safeguarded but will not be held liable for inadvertent disclosure of the information. Proposals marked “Confidential” in their entirety will not be honored, and the County might not deny public disclosure of any portion of Proposals so marked.

By submitting a Proposal with portions identified in Attachment I as “Confidential,” Proposer represents that it has a good faith belief that such portions are exempt from disclosure under the California Public Records Act. Proposer may be requested to obtain legal protection from disclosure should a Public Records Act request be received. In the event the County does not disclose the information marked “Confidential,” Proposer agrees to reimburse the County for, and to indemnify, defend (with counsel approved by County) and hold harmless the County, its officers, employees, agents, and volunteers from and against any and all claims, damages, losses, liabilities, suits, judgments, fines, penalties, costs and expenses, including without limitation, attorneys’ fees, expenses and court costs of any nature arising from or relating to the County’s non-disclosure of any such designated portions of a Proposal.

K. Employment of Former County Officials Information must be provided in Attachment G regarding former County Administrative Officials (as defined below) who are employed by or represent Proposer. The information provided must include a list of former County Administrative Officials who terminated County employment within the last five years and who are now officers, principals, partners, associates, or members of Proposer and should also include the employment and/or representative capacity and the dates these individuals began employment with or representation of Proposer. For purposes of this section, “County Administrative Official” is defined as a member of the Board of Supervisors or such member’s staff, Chief Executive Officer or member of such officer’s staff, County department or group head, assistant department or group head, or any employee in the Exempt Group, Management Unit or Safety Management Unit.

Failure to provide this information may result in the Proposal being deemed non-responsive.

L. Iran Contracting Act of 2010 In accordance with Public Contract Code section 2204(a), the Proposer certifies upon submission that the Proposer signing the Proposal is not identified on a list created pursuant to subdivision (b) of Public Contract Code section 2203 (http://www.dgs.ca.gov/pd/Resources/PDLegislation.aspx) as a person (as defined in Public Contract Code section 2202I) engaging in investment activities in Iran described in subdivision (a) of Public Contract Code section 2202.5, or as a person described in subdivision (b) of Public Contract Code section 2202.5, as applicable.

Proposers are cautioned that making a false certification may subject the Proposer to civil penalties, termination of an existing contract, and ineligibility to bid on a contract for a period of three (3) years in http://www.dgs.ca.gov/pd/Resources/PDLegislation.aspx

Request for Proposal Older Americans Act Title III C –

Older Californians Nutrition Program

RFP HS 25-07/

accordance with Public Contract Code section 2205. Proposer agrees that signing the Proposal shall constitute signature of this Certification.

M. Disclosure of Criminal and Civil Proceedings The County reserves the right to request the information described herein from the Proposer selected for Contract award. Failure to provide the information may result in a disqualification from the selection process and no award of Contract to the Proposer. The County also reserves the right to obtain the requested information by way of a background check performed by an investigative firm. The selected Proposer may also be asked to provide information to clarify initial responses. Negative information provided or discovered may result in disqualification from the selection process and no award of Contract.

The selected Proposer may be asked whether the firm, or any of its partners, principals, members, associates or key employees (as that term is defined herein), within the last ten years, has been indicted on or had charges brought against it or them (if still pending) or convicted of any crime or offense arising directly or indirectly from the conduct of the firm’s business, or whether the firm, or any of it partners, principals, members, associates or key employees, has within the last ten years, been indicted on or had charges brought against it or them (if still pending) or convicted of any crime or offense involving financial misconduct or fraud. If the response is affirmative, the Proposer will be asked to describe any such indictments or charges (and the status thereof), convictions and the surrounding circumstances in detail.

In addition, the selected Proposer may also be asked to disclose whether the firm, or any of its partners, principals, members, associates, or key employees, within the last ten years, has been the subject of legal proceedings as defined herein arising directly from the provision of services by the firm or those individuals. “Legal proceedings” means any civil actions filed in a court of competent jurisdiction, or any matters filed by an administrative or regulatory body with jurisdiction over the firm or the individuals. If the response is affirmative, the Proposer will be asked to describe any such legal proceedings (and the status and disposition thereof) and the surrounding circumstances in detail.

For purposes of this provision “key employees” includes any individuals providing direct service to the County. “Key employees” do not include clerical personnel providing service at the firm’s offices or locations.

N. Debarment and Suspension; California Secretary of State Business Entity Registration.

Proposer certifies in Attachment D that neither it nor its principals or subcontractors are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. (See Attachment D and the following United States General Services Administration’s System for Award Management website https://www.sam.gov). Proposer also certifies in Attachment D that if it or any of the subcontractors listed in the Proposal are business entities that must be registered with the California Secretary of State, they are registered and in good standing with the Secretary of State.

O. Unsatisfactory Performance Proposer affirms that it has no record of unsatisfactory performance with the County in the twenty-four

(24) month period immediately preceding the date of issuance of this RFP.

P. Final Authority The final authority to award a Contract(s) as a result of this RFP rests solely with the County Board of Supervisors, or as delegated by the Board of Supervisors.

Q. Reserved

R. Contingencies https://www.sam.gov/

Request for Proposal Older Americans Act Title III C –

Older Californians Nutrition Program

RFP HS 25-07/

Funding for this program is contingent on Title III B funds from the Older Americans Act (OAA). This RFP does not commit the County to award a contract. Cost, while not necessarily the primary factor used in the selection process, is a major consideration. The County will award a contract based on the proposal that best meets the needs of the County and the requirements of this RFP.

The County reserves the right to accept or reject any or all proposals if the County determines it is in the best interest of the County to do so. The County will notify all Proposers, in writing, if the County rejects all proposals.

S. Proposal Submission To be considered, all proposals must be submitted in the manner set forth in this RFP. It is the Proposer’s responsibility to ensure that its proposal arrives on or before the specified time. All proposals and materials submitted become the property of the County.

T. Inaccuracies or Misrepresentations If, in the course of the RFP process or in the administration of a resulting contract, the County determines that the Proposer has made a material misstatement or misrepresentation or that materially inaccurate information has been provided to the County, the Proposer may be terminated from the RFP process or in the event a contract has been awarded, the Contract may be immediately terminated.

In the event of a termination under this provision, the County is entitled to pursue any available legal remedies.

U. Negotiations The County may require the potential Contractor(s) selected to participate in negotiations, and to submit revisions to pricing, technical information, and/or other items from their proposal(s) as may result from these negotiations.

V. Level of Service For any contract awarded as a result of the RFP, no minimum or maximum number of service units can be guaranteed by the County.

W. Pre-Award Site Visits Site visits may be conducted to verify information submitted in the RFP and to determine if the proposed facilities are appropriate for the proposed services to be provided.

X. Executive Order N-6-22 – Russia Sanctions On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine (https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-country-information/ukraine-russia-related-sanctions), as well as any sanctions imposed under state law (https://www.dgs.ca.gov/OLS/Ukraine-Russia). By submitting a bid or proposal, Proposer represents that it is not a target of Economic Sanctions. Should it be determined Proposer is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for rejection of the Proposer’s bid/proposal any time prior to contract execution, or, if determined after contract execution, shall be grounds for termination by the County.

Y. Reserved

V. SCOPE OF WORK

A. BACKGROUND INFORMATION

https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-country-information/ukraine-russia-related-sanctions https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-country-information/ukraine-russia-related-sanctions https://www.dgs.ca.gov/OLS/Ukraine-Russia

Request for Proposal Older Americans Act Title III C –

Older Californians Nutrition Program

RFP HS 25-07/

San Bernardino County, California is the largest geographical county in the continental United States, encompassing over 20,000 square miles. It borders Los Angeles, Riverside, Orange, Inyo, and Kern Counties and the States of Arizona and Nevada. Because of the enormous size, diversity of population, and geography, the County presents some special challenges when planning for services. More than two million citizens reside in urban, suburban, and rural communities within the County’s valley, mountain, and desert regions.

DAAS-PG, under the umbrella of HS, offers a wide variety of programs designed to help seniors, adults living with disabilities, and at-risk adults. DAAS-PG works to ensure seniors and adults with disabilities have the right to age in the least restrictive environment. Services and programs include Age Wise, In- Home Supportive Services, Senior Information and Assistance, Multi-purpose Senior Services Program, Senior Community Service Employment Program, Senior Nutrition Program, Family Caregiver Support Program, Health Insurance Counseling and Advocacy Program, Legal Services, Prevention and Early Intervention, Long Term Care Ombudsman Program, Adult Protective Services, and the Office of the Public Guardian.

San Bernardino County's Older Californians Nutrition Program (OCNP), under the Department of Aging and Adult Services - Public Guardian (DAAS-PG), offers a wide variety of services designed to support older adults. The OCNP ensures older adults have access to nutritious meals and social opportunities to enhance their quality of life. Services and programs include Congregate Meals Programs, Home- Delivered Meals Programs, Nutrition Screening and Education. OCNP aims to reduce hunger, food insecurity, and malnutrition, promote socialization, and enhance health and well-being to delay adverse health conditions.

B. PROGRAM DESCRIPTION

1. Purpose – The purpose of the OCNP is to promote the general health and well-being of older individuals by reducing hunger, food insecurity, and malnutrition. It is also designed to encourage socialization to improve overall health outcomes. OCNP providers procure, prepare, transport, and serve meals to eligible individuals. Providers also conduct nutrition screenings and provide nutrition education at congregate sites and/or individuals’ place of residence.

2. Goal –The goal of the OCNP is to maintain or improve the physical, psychological, and social well-being of older individuals by providing or securing appropriate nutrition services and offering opportunities for socialization.

3. Objectives

a. Give preference to older individuals in greatest economic or social need with particular attention to low-income minority individuals.

b. Serve meals that provide one-third (1/3) of the Dietary Reference Intakes (DRIs) and are safe and of good quality.

c. Promote and maintain high food safety and sanitation standards.

d. Promote good health behaviors through nutrition education and nutrition screening of participants.

e. Promote or maintain coordination with other nutrition-related supportive services for older individuals.

4. Target Population

The OCNP’s target population are individuals who are sixty (60) years of age or older, with an emphasis on those in greatest economic and social need with particular attention to low-income minority older individuals, older individuals with limited English proficiency, and older individuals residing in rural areas.

The OCNP shall:

a. Provide at least one (1) meal per day.

Request for Proposal Older Americans Act Title III C –

Older Californians Nutrition Program

RFP HS 25-07/

b. Serve meals at least five (5) days per week throughout the service area.

1) Contractor operating at a lesser frequency in a service area where such a frequency is not feasible must obtain approval by the Director of DAAS. Requests must be submitted in writing.

C. ELIGIBILITY FOR NUTRITION SERVICES

1. Eligible service population are those who are age sixty (60) or older with an emphasis on those in greatest economic and social need with particular attention to low-income minority older individuals.

a. Congregate Meals and To-Go Meals (C-1) – Individuals eligible to receive a meal at a congregate nutrition site are:

1) Any older individual sixty (60) or older.

2) The spouse of any older individual.

3) A person with a disability, under age sixty (60), who resides in housing facilities occupied primarily by older individuals at which congregate nutrition services are provided.

4) A disabled individual who resides at home with and accompanies an older individual who participates in the program.

b. Volunteer Meals:

1) A volunteer under age sixty (60) may be offered a meal if doing so will not deprive an older individual of a meal.

2) A written policy for providing and accounting for volunteer meals shall be developed by the Contractor and implemented upon approval by DAAS.

c. Home-Delivered Meals and To-Go Meals (C-2) – Individuals eligible to receive a home-delivered meal are:

1) Individuals who are age sixty (60) and frail, as defined below, homebound by reason of illness, disability, or otherwise isolated.

a) “Frail” is defined as an older individual is determined to be functionally impaired because the individual is either:

i. unable to perform at least two (2) activities of daily living, including bathing, toileting, dressing, feeding, breathing, transferring and mobility, and associated tasks, without substantial human assistance, including verbal reminding, physical cueing, or supervision.

ii. or requires substantial supervision due to a cognitive or other mental impairment which poses a serious health or safety hazard to themselves or others.

b) “Otherwise isolated” may be interpreted as isolation related to an individual not being comfortable with dining in a group setting.

2) A spouse of a person in sub-section (C)(1) above, regardless of age or condition, if an assessment concludes that it is in the best interest of the homebound older individual.

3) An individual with a disability who resides at home with older individuals if an assessment concludes that it is in the best interest of the homebound older individual who participates in the program.

4) Priority shall be given to older individuals in sub-section (C)(1) above.

D. REQUIREMENTS FOR NUTRITION SERVICES

Request for Proposal Older Americans Act Title III C –

Older Californians Nutrition Program

RFP HS 25-07/

1. Congregate Meals and To-Go Meals (C-1)

a. Each Congregate Meal Contractor shall:

1) Include procedures for obtaining the views of participants about the services received.

2) Hire a Registered Dietitian to provide Nutrient breakdowns and build menus that meet OCNP requirements.

3) Not preclude the service of a meal to a participant who has failed to make a reservation when food is available.

4) Ensure each Congregate Meal and To-Go Meal (C-1) participant completes the Client Intake Sheet (provided by DAAS) on the first day of service and annually thereafter.

5) Maintain appropriate documentation such as intake sheet and annual/quarterly assessments on each client. Documentation shall be kept on file to be monitored by DAAS.

b. Each Congregate Meal site shall meet all of the following:

1) Be open to the public.

2) Sites including entrances shall be maintained to allow unrestricted and safe access to the meal site.

3) Have a paid staff or volunteer designated to be responsible for the day-to-day activities at each site and physically be on-site during the time that OCNP activities are taking place.

4) Have restrooms, lighting, and ventilation, which meet the requirements of the California Retail Food Code (CRFC).

5) Have equipment, including tables and chairs, which are sturdy and appropriate for older individuals. Tables shall be arranged to assure ease of access and encourage socialization.

2. Home-Delivered Meals and To-Go Meals (C-2)

a. Each Home-Delivered Meals Contractor shall:

1) Develop and…