Rev. 7/2021- Services

Request for Proposal for

Older Americans Act Title III B - Senior Supportive Services

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 25-15

ePro Bid # DAAS126-OAAGI-6099

San Bernardino County Human Services

Request for Proposal Older Americans Act Title III B –

Senior Supportive Services

RFP HS 25-15

Page i of ii

TABLE OF CONTENTS

I. INTRODUCTION

A. Purpose B. RFP Contact C. Budget D. Contract Term E. Location of Services 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 – Russian Sanctions Y. Political Contributions

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 B –

Senior Supportive Services

RFP HS 25-15

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

L. Federal Contracting Provisions

EXHIBITS

1. Complaint and Grievance Procedure

2. Senior Programs Voluntary Contributions Flyer

3. Senior Programs Voluntary Contributions Flyer (SP)

Request for Proposal Older Americans Act Title III B –

Senior Supportive Services

No. 25-15

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 Senior Supportive Services pursuant to the Older Americans Act – Title III-B. The Older Americans Act (OAA) seeks to enable older individuals to maintain their wellbeing through locally developed community-based system of services. The OAA Title III B Supportive Services Program provides a variety of services to address functional limitations, maintain health and independence, and promote access to services. Title III B funding provides for the delivery of a coordinated service system to persons aged sixty (60) or older.

Fee-for-Service contracts will be awarded for a one (1) year period effective July 1, 2026 through June 30, 2027, with an option to renew for three (3) additional one (1) year periods. An amount not to exceed $600,000 has been allocated for these services for the period indicated. 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 25-15, ePro Bid # DAAS126-OAAGI-6099) 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 addresses 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 a hard copy with original signature submitted to the address indicated above. The completed and signed proposal must be received by the Deadline for Proposals specified in Section II – Proposal Timeline. 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 $600,000 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.

The County may but is not obligated to extend awarded Contract(s) for up to three (3) additional one (1) year periods, contingent on the availability of funds and Contractor performance.

E. Reserved

F. Assistance to Proposers with a Disability

Request for Proposal Older Americans Act Title III B –

Senior Supportive Services

No. 25-15

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., Thursday, January 29, 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 to the RFP in ePro.

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 25-15” to Jammie Maalouf at jammie.maalouf@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 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-6099 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 PM, Thursday, February 27, 2026. Late or incomplete proposals/bids will not be accepted.

https://epro.sbcounty.gov/bso/

Request for Proposal Older Americans Act Title III B –

Senior Supportive Services

No. 25-15

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 8:00 AM (local time) January 5, 2026

Non-Mandatory Proposal Conference 10:00 AM (local time) January 13, 2026

Deadline for Submission of Questions 4:00 PM (local time) January 29, 2026

Deadline for Submission of Letter of Intent 4:00 PM (local time) January 29, 2026

Deadline for Proposals 4:00 PM (local time) February 27,2026

Tentative Date for Mailing Award/Denial Letters March 24, 2026

Tentative Date for Protests April 03, 2026

Date for Tentative Contract Award June 9, 2026

Tentative Start Date for Contract(s) July 01, 2026

Mandatory Post-Award Conference To Be Announced Following Contract Award

Non-Mandatory Proposal Conference:

Proposers are encouraged to attend non-mandatory Proposal Conference to be held via Microsoft Teams on Tuesday, January 13, 2026 at 10:00 AM.

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: 212 910 627 461 3

b. Meeting Passcode: m25ft6AD

3. Click “Join a meeting”

To Join by phone:

1. Dial 1-661-568-6806

2. Enter Phone Conference ID: 247 191 022#

The conference will clarify program expectations, explain processes, and answer attendees’ questions.

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:

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.

Area Agency on Aging (AAA): In 1976, the State of California designated San Bernardino County as an Area Agency on Aging. As a result of this designation, DAAS-PG receives funding from the California Department of Aging to administer the programs authorized by the Older Americans Act.

California Code of Regulations (CCR): The official compilation and publication of the regulations adopted, amended, or repealed by state agencies.

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

Request for Proposal Older Americans Act Title III B –

Senior Supportive Services

No. 25-15

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.

Catalog of Federal Domestic Assistance (CFDA): An inventory of all the federal grants, loans, scholarships, counseling, and other assistance programs available to the American public.

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.

Contract: The legal agreement between the County and the Proposer resulting from the award issued pursuant to this RFP to the successful Proposer.

Contractor: Any individual, company, firm, corporation, partnership, or other organization to whom a contract award is made by the County.

County: County as used throughout this document, including its possessive form (County’s), refers to San Bernardino County

Department of Aging and Adult Services – Public Guardian (DAAS-PG): A County department that provides service to seniors and at risk adults to improve or maintain choice, independence, and quality of life. DAAS- PG works to ensure seniors and adults with disabilities have the right to age in the least restrictive environment.

Direct Costs: Costs readily identified with a particular final cost objective.

Eligible Service Population: Individuals sixty (60) years of age or older, with emphasis on those in greatest economic and social need with particular attention to low-income minority older individuals, older individuals with Limited English Proficiency (LEP), and older individuals residing in rural areas. [OAA § 305 (a)(2)(E); 22 CCR 7119, 7125, 7127, 7130, 7135 and 7638.7]

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

Facilitator: A County Purchasing Department buyer or designated individual tasked with managing the processes of the evaluation panel.

Human Services (HS): San Bernardino County Human Services (HS), 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 Cost: After direct costs have been determined and assigned directly to awards or other work as appropriate, indirect costs are those remaining to be allocated to benefiting cost objectives. A cost may not be allocated to an award as an indirect cost if any other cost incurred for the same purpose, in like circumstances, has been assigned to an award as a direct cost. Examples of indirect costs may include depreciation or use allowances on buildings and equipment, the costs of operating and maintaining facilities, and general administration and general expenses, such as the salaries and expenses of executive officers, personnel administration, and accounting.

Instrumental Activities of Daily Living: Those activities that include but are not limited to meal preparation, shopping, medication management, money management, telephone usage, heavy housework, light housework, and transportation.

Request for Proposal Older Americans Act Title III B –

Senior Supportive Services

No. 25-15

Management Information System (MIS): A system used to capture and maintain statistical and financial data to document and ensure the accuracy of data presented in required program and financial reports. MIS data will be used to provide measurement of services for data reports required by DAAS-PG.

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 cash match. Costs borne by the Contractor and cash contribution from any and all third parties, e.g., company/private donations, 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, overmatch, etc.).

Older Americans Act (OAA): Provides comprehensive, coordinated, community-based systems of service to persons sixty (60) years of age and older in order to enable them to maintain health, personal dignity, and independence.

Older Californians Act (OCA): In 1980, AB 2975 established the Older Californians Act.

Older Individual: Anyone who is age 60 or older.

Program Guide: CDA guide defines the responsibilities for providing OAA and OCA assistance and/or related support services to eligible older adults, adults with disabilities, family caregivers, and residents in long-term care facilities.

Program Income: Revenue generated by the Contractor from Program Guide and Program supported activities, and may include:

a. Voluntary contributions received from a participant or responsible party as a result of the service.

b. Income from usage or rental fees of real or personal property acquired with grant funds or funds provided under the MOU.

c. Royalties received on patents and copyrights from contract-supported activities.

d. Proceeds from the sale of goods created under CDA grant funds.

Proposal: The offer to provide specific goods or services at specified prices and/or other conditions specified in the RFP.

Purchasing Agent: The Director of the County Purchasing Department.

Request for Proposal (RFP): The request for an offer from proposers interested in providing the identified services sought to be procured by the County. The RFP specifies the evaluation factors to be used and contains or incorporates by reference contractual terms and conditions applicable to the procurement.

Subcontractor: An individual, company, firm, corporation, partnership, or other organization, not in the employment of or owned by Contractor who is performing services on behalf of Contractor under the contract or under a separate contract with or on behalf of Contractor.

Title III B (Supportive Services): A variety of services including, but not limited to: personal care, homemaker, chore, adult day health care, assisted transportation, services that promote or support social connectedness and reduce negative health effects associated with social isolation, and long term care ombudsman

Request for Proposal Older Americans Act Title III B –

Senior Supportive Services

No. 25-15 advocacy, as defined in the Older Americans Act Performance System (OAAPS) categories and the National Ombudsman Reporting System (NORS). [OAA § 321(a)]

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.

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 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 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

Request for Proposal Older Americans Act Title III B –

Senior Supportive Services

No. 25-15

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.

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 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 B –

Senior Supportive Services

No. 25-15 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 of the terms of the RFP, and all applicable local, state, and federal laws, codes, and regulations. The County may reject as nonresponsive 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 nonresponsive 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 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

Request for Proposal Older Americans Act Title III B –

Senior Supportive Services

No. 25-15

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 2202(e)) 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 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.

http://www.dgs.ca.gov/pd/Resources/PDLegislation.aspx

Request for Proposal Older Americans Act Title III B –

Senior Supportive Services

No. 25-15

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 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 https://www.sam.gov/

Request for Proposal Older Americans Act Title III B –

Senior Supportive Services

No. 25-15

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 services 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.

V. SCOPE OF WORK

A. BACKGROUND INFORMATION

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 place in the least restrictive environment. Services and programs include Age Wise, In-Home Supportive Services, Senior Information and Assistance, Multi-purpose Senior Services 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 B –

Senior Supportive Services

No. 25-15

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.

In response to the growing number of older adults and their diverse needs, the Older Americans Act (OAA) of 1965, as amended, calls for a range of programs offering services and opportunities for older Americans. As the designated Area Agency on Aging (AAA), DAAS-PG has received funding for over 35 years from the OAA Title III B to provide these programs and opportunities that are referred to as “Senior Supportive Services.” A portion of the Title III B funding is passed on to local care providers through a competitive bid process

B. PROJECT DESCRIPTION

1. Program Objective – The Older Americans Act (OAA) Title IIIB Supportive Services Program provides a variety of services to address functional limitations, maintain health and independence, and promote access. The Title IIIB Supportive Services Program enables older adults to access services that address functional limitations, promote socialization, continued health, and independence, and protect elder rights. Together, these services promote older adults' ability to maintain the highest possible levels of function, participation, and dignity in the community.

2. Service Definitions – The following types of Senior Supportive Services are being solicited under this proposal to be provided to eligible individuals by the Contractor:

Service Category

Unit Measure

Definitions Registered1 or Non-Registered2

Adult Day Care / Adult Day Health

1 Hour

Services or activities provided to adults who require care and supervision in a protective setting for a portion of a 24-hour day. Includes out-of-home supervision, health care, recreation, and/or independent living skills training offered in centers known as Adult Day, Adult Day Health, Senior Centers, and Disability Day Programs.

Registered

Assisted Transportation

1 One-Way Trip

Services or activities that provide or arrange for the travel, including travel costs, of individuals from one location to another. This service includes escort or other appropriate assistance for a person who has difficulties (physical or cognitive) using regular vehicular transportation. This service does not include any other activity.

Registered

Chore 1 Hour

Performance of heavy household tasks provided in a person’s home and other community settings. Tasks may include yard work or sidewalk maintenance in addition to heavy housework.

Registered

Homemaker 1 Hour

Performance of light housekeeping tasks provided in a person’s home and other community settings. Task may include preparing meals, shopping for personal items, managing money, or using the telephone in addition to light housework.

Registered

Personal Care 1 Hour

Assistance (personal assistance, standby assistance, supervision or cues) with Activities of Daily Living (ADLs) and/or health - related tasks provided in a person’s home and other community settings. Personal care may include assistance with Instrumental Activities of Daily Living (IADLs).

Registered

Request for Proposal Older Americans Act Title III B –

Senior Supportive Services

No. 25-15

Residential Repairs /

Modifications

Modification

Residential modifications of homes that are necessary to facilitate the ability of older individuals to remain at home.

Includes minor repairs/renovations and purchases of equipment to meet safety, health issues, and code standards.

Non-Registered

Senior Center Activities

1 Hour

Services designed to enable older individuals to attain and/or maintain physical and mental well-being such as recreation, music, creative arts, physical activity, education, leadership development and other supportive services not covered under other service categories;

Development and provision of new volunteer opportunities and services, and creation of additional services and programs to remedy gaps and deficiencies in existing services. Entertainment costs such as tickets to shows or sporting events, meals, lodging, rentals, transportation and gratuities, are not allowable.

Non-Registered

1 Registered Service - Reporting requirements include unduplicated client counts by individual characteristics, ADLs/IADLs and service units.

2 Non-Registered - Reporting requirements include estimated unduplicated client counts and service units.

The above information and definitions are located on the California Department of Aging website: CDA Service Categories and Data Dictionary Older Americans Act Title III and Title VII (Chapter 3) – Effective July 2024

3. Clientele and Eligibility Requirements

a. The clients served under this program are individuals aged sixty (60) and older. Proof of age or citizenship shall not be required as a condition of receiving services. Means tests shall not be used by any Contractor for any Title III-B services.

b. Services shall not be denied to any Title III-B client that does not contribute toward the cost of the services received.

c. Priority for services will be given to clients with the highest social and/or economic need with particular attention to low-income minority individuals, older individuals with limited English proficiency, older individuals who are victims of Alzheimer’s disease and related disorders, and older individuals residing in rural areas who are not eligible for services from any other source.

a. Cost sharing shall not be implemented for any Title III-B service until so notified by DAAS-PG.

b. Individuals referred by DAAS-PG staff shall be given first priority for services under this agreement.

4. Program Requirements Contractor shall:

a. Ensure all program requirements for III B – Supportive Services Program are met per California Department of Aging’s (CDA’s) Program Guide and carried out as stated. Program Guide shall be accessed through CDA’s website to ensure latest version is followed.

b. Ensure staff and/or volunteers providing services must be trained and qualified in the safe provision of services provided under this contract.

c. Ensure staff providing services with access to personal identifiable information must go through a thorough background check, with evaluation of the results to assure there is no indication that the person may present a risk to the security or integrity of confidential data or a risk for theft or misuse of confidential data. The Contractor shall retain each person’s background check documentation for a period of three (3) years following contract termination.

d. Conduct outreach in the communities served to community groups and organizations. All outreach activities will be documented and kept on file to be reviewed during program monitoring to be scheduled and conducted by DAAS-PG staff.

https://chrome-extension/efaidnbmnnnibpcajpcglclefindmkaj/https:/aging.ca.gov/download.ashx?lE0rcNUV0zb%2FeBOVwxlurw%3D%3D https://chrome-extension/efaidnbmnnnibpcajpcglclefindmkaj/https:/aging.ca.gov/download.ashx?lE0rcNUV0zb%2FeBOVwxlurw%3D%3D

Request for Proposal Older Americans Act Title III B –

Senior Supportive Services

No. 25-15

e. Develop a cost allocation plan which explains the methods used to allocate costs between programs with funds received from DAAS-PG. Contractor shall keep on hand for review by

DAAS-PG.

f. Conduct a client or participant satisfaction survey at least once a year. The survey form must be approved by designated DAAS-PG staff prior to its use. Tabulated results from the surveys must be submitted to DAAS – PG, along with findings (conclusion, insights from the results).

Findings from the survey must be used to improve services. The returned surveys, tabulated results and findings must be kept on file for review by DAAS-PG staff.

g. Ensure all posters, signs, and brochures (materials) are prepared in English and Spanish.

DAAS-PG may request material to be prepared in other languages as necessary. These materials should be posted and distributed in locations that serve minority communities such as churches, community service centers, and small stores within minority communities.

h. The following table defines the service areas included in this proposal:

Regional Areas Representative 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.

North - Western 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…