RFP FY27 RVRC AAA _ Evidence Based Programs.docx

RIVER VALLEY REGIONAL COMMISSION

AREA AGENCY ON AGING

REQUEST FOR PROPOSAL

for

AGING SERVICES

RFP #116

For all questions about this RFP, contact:

Megan M. Costanza mcostanza@rivervalleyrcaaa.org

Released On:

November 2, 2026

Due On:

December 17, 2026 by 4:30 pm

River Valley Regional Commission’s Area Agency on Aging 710 Front Avenue, Suite A ● Columbus, Georgia 31901

Table of Contents

1. Wellness/Health Promotion

I. INTRODUCTION

A. Purpose of Procurement Process

The River Valley Regional Commission’s (RVRC’s) Area Agency on Aging (AAA) is requesting proposals from qualified offerors capable of providing the following services in the River Valley area.

· Wellness/Health Promotion Disease Prevention

B. Vision, Mission, and Values

Vision:

· Being Informed * Being Prepared * Living Well

Mission:

· Create and sustain a livable community that promotes health and well-being for older adults and disabled. This will be achieved through information, education and accessibility to services and resources promoted through the AAA Gateway connection and community collaborations.

Values:

· Be consumer oriented in answering the needs and questions to our community and respect the self-worth of all people.

· Have the forethought to be proactive in the evolving future of change.

· Keep the database updated and accurate in providing the best screening and assessments possible.

· Respond to the changing needs of our community and advocate on their behalf.

· Actively pursue new partnerships and continue to establish trust and commitment from those in existence.

· Promote the use of prevention benefits in securing a healthy future and in ensuring everyone has the opportunity to “Age in Place”.

· Strive for excellence.

The River Valley AAA continually stays abreast of the core values of the Division of Aging Services and the Administration on Aging. These values are incorporated into our beliefs and provide the roadmap as we strive to live and age well.

C. Schedule of Events

The following is a schedule of events.

November 2, 2026 Release of RFP

November 20, 2026 Deadline for written questions

January 25, 2027 Contract award date (on or about)

July 1, 2027 Contractor begins work (on or about)

Note that attendance at the Offeror’s Conference is optional. If you wish to take advantage of this event, contact Megan M. Costanza (mcostanza@rivervalleyrcaaa.org) for a reservation.

D. Restrictions on Communication with Staff

From the issue date of this RFP until a contractor is selected and the selection is announced, bidders are not allowed to communicate for any reason with any AAA staff, except through the Issuing Officer, Megan M. Costanza, or during the Offeror’s Conference, or as provided by existing work agreement(s). The AAA reserves the right to reject the proposal of any bidder violating this provision.

Questions concerning this RFP are encouraged. All questions must be submitted in writing to Megan M. Costanza. Questions may be submitted by email (mcostanza@rivervalleyrcaaa.org). No questions will be accepted except in written format. Only written responses will be binding upon the AAA. The AAA will transmit all questions and the AAA’s responses according to the schedule of events. Questions may be submitted through November 20, 2026. No questions will be accepted beyond this date. Questions may be answered periodically, with answers to any final questions posted by December 4, 2026.

E. Definition of Terms

The words and terms listed below, when used in this Request for Proposal (RFP), shall have the following meanings unless the context clearly indicates otherwise.

Activities of Daily Living (ADLs) are the basic tasks of everyday life that are required for self-care and independent living, which include: eating, bathing, grooming, dressing transferring, and continence.

Aging and Disability Resource Connection (ADRC) is the term/acronym used to describe the Area Agency on Aging’s regional system to access services.

Area Agency on Aging (AAA) refers to the River Valley Area Agency on Aging. The River Valley Regional Commission has been designated as the AAA for the 16 counties in Georgia Service Delivery Region VIII. The 16 counties are Clay, Chattahoochee, Crisp, Dooly, Harris, Macon, Marion, Muscogee, Quitman, Randolph, Schley, Stewart, Sumter, Talbot, Taylor, and Webster.

Caregiver is a family member or other person who normally provides the daily care or supervision for individuals who are frail, disabled, and/or elderly. The caregiver may or may not reside in the same place as the care receiver.

Continuous Care or Supervision refers to assistance to and/or oversight of a person on a regular basis.

Dementing Illness is a condition characterized by the loss or impairment of intellectual abilities of sufficient severity to interfere with social or occupational functioning.

Evidence-based Programs have the following characteristics:

· Have been proven through a random control trial study

· Have generated outcome data supporting statistically significant improvements in specific domains. Statistical significance refers to comparing the participants’ ratings of themselves before and after the course, and then determining the likelihood that changes in their ratings could have occurred simply by chance.

· Have rendered a peer journal article published in a professional journal.

Frail (as defined by the Older American’s Act) is the term used to describe an individual who is unable to perform at least three activities of daily living without substantial human assistance, including verbal reminding, physical cueing, or supervision; or due to a cognitive or other mental impairment, requires substantial supervision because the individual behaves in a manner that poses a serious health or safety hazard to the individual or to another individual.

Georgia Division of Aging Services Data System (DDS) refers to the Georgia Division of Aging Services (DAS) statewide data management system. The system is utilized by AAAs and their providers to record programmatic and fiscal data.

Homemaker Services refers to assistance such as preparing meals, shopping for personal items, managing money, using the telephone, or doing light housework.

Instrumental Activities of Daily Living (IADLs) are the more complex series of life functions necessary for maintaining a person’s immediate environment which include: managing money, telephoning, preparing meals, laundry, housework, outside home, routine health, special health, and being alone.

Older Adult refers to an individual who is 60 years of age or older.

Personal Care Services refers to the provision of personal assistance, stand-by assistance, supervision or cues for persons having difficulties with one or more activities of daily living (eating, dressing, bathing, grooming, toileting, and transferring).

Respite Care Services refers to the provision of intermittent and temporary substitute care or supervision of frail, functionally impaired and/or cognitively impaired persons on behalf of and in the absence of the primary caregiver, for the purpose of providing relief from stress or responsibilities associated with providing continuous care or supervision, to enable the caregiver to continue the provision of care in the home. In-home respite care is provided by appropriately trained and supervised paid workers who attend to the needs of the care receiver in the same manner as the primary caregiver, in their places of residence.

Material Aid Services refers to the purchase of materials and/or supplies that support a person's ability to continue living in the community as independently as possible. Materials may include: housing/shelter, transportation, utilities, food/meals, groceries, clothing, child safety items, incontinence supplies, cleaning supplies, school supplies, etc.

Telephone Reassurance Services refers to interaction with individuals by telephone to reduce social isolation, provides support and ensures health and safety.

Support Options Services refers to Consumer direction, or self-directed care, means an approach to providing services (including programs, benefits, supports, and technology) to assist an individual with activities of daily living, in which each individual plans, budgets, purchases, and controls services that they receive (including the amount, duration, scope, provider, and location of such services)

Uniform Cost Methodology (UCM) Spreadsheet is the Excel spreadsheet that all offerors responding to this RFP must use for budgeting purposes. The UCM must be submitted with a proposal that results from this Request for Proposal.

F. Contract Terms

The contract will be on a State of Georgia fiscal year (SFY) basis and will begin July 1, 2027 and end June 30, 2028. The contract will have options to renew for two (2) additional years through June 30, 2030. The annual renewal of the offeror’s contract shall be based on the availability of funds, the offeror’s successful contract performance the preceding year, and successful contract negotiations.

II. MANDATORY REQUIREMENTS

A. Offeror’s Qualification Requirements

An offeror must have a minimum of two years of experience providing the proposed service or four years of experience providing services (of any kind) for older adults, caregivers, or another at-risk population.

B. Business Requirements

An offeror must be licensed in the State of Georgia to operate a business and meet any other license requirement(s) associated with the service being proposed.

C. Mandatory Submission Requirements

The following mandatory submission requirements must be met for the proposal to be reviewed and rated.

1. The proposal (and required copies) must be hand delivered or mailed to the address provided in the Schedule of Events outlined in Section I, Introduction.

2. The proposal must be received on time. Late proposals will not be evaluated.

3. One original with signatures, marked “Original,” and five additional hard copies must be submitted.

4. The proposal must be complete and in the format described in Section IV, Proposal Format.

5. Offeror must complete the Uniform Cost Methodology spreadsheet and Budget Narrative form provided as part of this RFP package (Appendix G).

III. PROPOSAL SUBMISSION

A. Packaging of Proposals

In order to be considered for funding, an offeror must submit a complete response in the format described in this RFP. Appendix I, Proposal Checklist, is provided to assist you in organizing your proposal and ensuring the inclusion of required documents.

The offeror’s proposal (and required copies) in response to this RFP must be mailed or hand delivered to the Columbus office of the River Valley Regional Commission. The proposal and required copies should be boxed or packaged together. The box or package should have a return address that includes name of company, contact name, address, RFP#, and phone number. Faxed or emailed proposals will not be evaluated.

The submitting agency shall make no other distribution of the proposal.

B. Number of Proposal Copies

Submit one proposal (hard copy) with original signatures. It should be clearly marked, “Original.” Also, submit five additional hard copies. These five should also have signatures, but do not require original signatures.

C. Submission Date

In order to be considered for selection, proposals must arrive at the River Valley Regional Commission’s Columbus office at or before 4:30 pm on December 17, 2026. Offerors choosing to mail proposals should allow for normal mail delivery to ensure timely receipt of their proposal.

IV. PROPOSAL FORMAT

This section identifies the information that must be submitted in the proposal to demonstrate the offeror’s ability to satisfy all qualifications and requirements to perform the required services. The proposal must be in the described format and labeled with the titles stated below. Use page numbers. (Refer to the checklist provided as Appendix I for additional help in organizing your final document.)

A. Proposal Cover Sheet

Submission of a transmittal letter is optional. However, the submission of the Proposal Cover Sheet (Appendix A) is required. Utilizing the Proposal Cover Sheet, provide the company name and the business address, phone number, fax number, and email address of a designated contact person. List other office location(s), if applicable. The individual listed as the contact person should be the individual who can answer questions about the proposal. The AAA will send all notices regarding the proposal to the contact person. The proposal cover sheet must be signed by an individual authorized to legally bind the offeror.

B. Company Structure

The offeror will include the following information:

1. The type of organization (e.g., non-profit, for profit, educational, governmental, etc.), the state of incorporation (if a corporation).

2. An organizational chart displaying overall business structure.

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

C. Experience

The offeror must provide information about its experience in providing services. The AAA reserves the right to verify all information submitted regarding offeror’s experience, education, and other qualifications.

1. The offeror must provide a detailed history of its experience providing services. Include details about experience providing the proposed service, as well as information about experience providing services (of any kind) for older adults, caregivers, or another at-risk population. (See Section II, Mandatory Requirements for minimum experience requirements.)

2. The offeror will provide three references. For each reference include agency/company name, address, phone number, a contact person, and the type of relationship you have with the agency/company. At least one reference must be an organization with which you have recently contracted to provide services. Please include:

a. Dates of Service

b. Name and title of contact person (currently employed with the organization)

c. The contact person’s phone number and email address

d. Description of the work performed

e. Time period of the project or contract

f. Contract amount

3. The offeror will disclose any services terminated during the last five years, by an organization(s) and the reason(s) for termination.

4. Attach a copy of your Georgia business license and, if applicable, a copy of the appropriate license associated with the service being proposed.

D. Business Litigation

The offeror will disclose any involvement by the organization or any officer or principal in any material business litigation within the last five (5) years. The disclosure will include an explanation, as well as the current status and/or disposition. Failure to fully disclose or accurately state litigation may result in the proposal not being further reviewed.

E. Contractual and Standard Program Assurances

Sign and attach the assurances. See Appendix B. Failure to sign this form will be a basis for rejection.

F. Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion

Sign and attach the certification. See Appendix C. Failure to sign this form will be a basis for rejection.

G. Certification Regarding Lobbying

Sign and attach the certification. See Appendix D. Failure to sign this form will be a basis for rejection.

H. Health Insurance Portability and Accountability Business Associate Agreement

Sign and attach the agreement. See Appendix E. Failure to sign this form will be a basis for rejection.

I. Scope of Services

Detailed information/guidance for preparation of the “Scope of Services” for each available program is provided on the following pages. Locate and utilize the Scope of Services information/guidance for the program your organization is proposing to provide and disregard the others. (Note: If an offeror is proposing to provide more than one program described below as a “Scope of Services,” totally separate proposals must be submitted for each. Do not combine two or more proposed “Scopes of Services” in a single proposal.)

· Scope of Services for Wellness/Health Promotion

The Area Agency on Aging (AAA) is requesting proposals from qualified offerors capable of providing Health/Wellness Promotion Services. The successful offeror must serve the entire River Valley area (sixteen counties).

General Eligibility Requirements

Health/Wellness Promotion services shall be provided for persons 60 years of age or older, or to adult caregivers of frail, older persons, with priority given to meeting the needs of persons with the greatest economic or social needs; and/or medically underserved, or caretakers of the frail elderly.

Funding and Payment

A total of approximately $37,916 in federal and state funding is available for the provision of wellness/health promotion services. A local match of $0 is required.

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

Purpose of the Program

The Wellness/Health Promotion Services solicited through this RFP shall be operated to assist older adults in achieving healthy, independent, and self-sufficient lives to the extent possible and to provide information and assistance to their family caregivers.

Program Overview

Wellness/Health Promotion Services may be designed to assist healthy older persons in maintaining positive health states; to assist older persons with chronic diseases to better manage their conditions; and to promote healthy lifestyles and behaviors among all older persons at the community level. Wellness and health promotion activities will occur in group settings.

While potential activities and services appropriate for the Wellness/Health Promotion Services program are myriad, the AAA/DAS mandates that the majority of services offered be evidence-based. (See definition of evidence-based programs under the topic of Definition of Terms in Section I, Introduction of this RFP.) Such programs include, but are not limited to, the Chronic Disease Self-Management Program (CDSMP), Matter of Balance (MOB), Tai Chi, and the Diabetes Self-Management Program (DSMP). Such programs may require the use of volunteers to serve as Master Trainers, Lay Leaders, Coaches, and/or Leaders. A list of current volunteers who fulfill these roles is available upon request.

Data Collection and Reporting Activities

The successful offeror must ensure that all Wellness/Health Promotion Services data is collected and services are reported using the appropriate format established by DHS/DAS and/or the AAA. AAA staff will provide reporting and data entry training when necessary. Data collection and reporting activities may include data entry in the DDS, pre/post surveys, and quarterly and annual reports.

Program Legislation, Regulation, Program Standards and/or Guidelines

· Older Americans Act: https://acl.gov/about-acl/authorizing-statutes/older-americans-act

· Wellness/Health Promotion standards are included in the Georgia DHS/DAS Manual available at https://pamms.dhs.ga.gov/das/hcbs-5300-manual/214/

· Disease Prevention and Health Promotion Services (OAA Title IIID) at https://acl.gov/programs/health-wellness/disease-prevention

· Other rules, regulations, standards, and transmittals promulgated by the State of Georgia and any AAA program directives

Scope of Services Format

Program Description- Wellness/Health Promotion Services Narrative Offeror must fully describe the planned method of providing Wellness/Health Promotion Services.

· Indicate intent to serve all sixteen counties. The area’s senior centers will be the venues for most of the wellness/health promotion activities and services. A listing of the senior centers and their addresses are provided for planning purposes on the River Valley AAA website at: https://rivervalleyaging.org/centers/

· Explain plans to provide evidence-based wellness programs.

· Explain plans to participate in wellness events (e.g., health fairs), remembering that these events are often conducted on weekends.

· Describe alternate plans to be utilized in the event of expected or unexpected staff absences.

· Explain plans to ensure that clients who need additional services are appropriately referred, including plans to ensure compliance with mandated reporting for abuse, neglect, and exploitation.

· Describe how the offeror will resolve client issues effectively and timely.

· Describe any special materials or techniques offeror has developed to serve special populations.

· Describe methods to be used to provide services to clients with Limited English Proficiency/Sensory Impairment (LEP/SI).

· Describe in detail any proposed subcontract agreements. Identify proposed contractors and indicate the exact nature of the work, amount of work, and cost of work to be done by each proposed subcontractor. Include a statement from each proposed subcontractor, signed by an individual authorized to legally bind the subcontractor, and stating:

(1) The general scope of work to be performed by the subcontractor;

(2) The subcontractor’s willingness to perform the work indicated; and

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

Capacity Outline offeror’s background and capacity to provide this specific service effectively. Address sustainability and the qualifications of offeror’s organization and staff to provide services as proposed.

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

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

· Discuss relevant experience and list any credentials key staff members hold in regard to leading exercise classes and providing health/nutrition education programs.

· Describe relevant experience and list any credentials key staff members hold in relation to providing health presentations, pre/post written testing, cooking demonstrations, and/or conducting health screening (blood pressure checks, range of motion testing, endurance testing, etc.).

· Identify the number of full time equivalents (FTEs) by job titles (wellness coordinator, clerical, etc.) that will be devoted to this project.

· Discuss organization’s policy regarding criminal background checks and drug screening of new and current employees.

· Provide administrative office hours and location(s). State when (days and hours of operation) client services will be provided.

· Provide any other pertinent information regarding administrative and service delivery site(s).

Special Initiatives, Innovations, or Collaborations

· Describe any special initiatives or innovations that will enhance offeror’s program in the community.

· Describe any new or ongoing plans to obtain additional financial support or resources for this program.

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

Professional and/or Volunteer Development

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

· Describe offeror’s plan for conducting ongoing staff training including topics and number of training sessions to be held.

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

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

· Describe any plans to utilize volunteers in the Wellness/Health Promotion program. Discuss any current or planned volunteer recruitment and management efforts.

Client Confidentiality and Contributions

· Describe policy or procedures concerning client confidentiality.

· Describe any processes for soliciting and handling client contributions toward the cost of the services and/or fees.

· Describe how offeror will account for any cash contributions.

· Describe the billing procedures for fees. Attach copies of any materials used to solicit fees. (Georgia Division of Aging Services is encouraging the development of fee-for-service opportunities, with the overall goal of sustainability.)

Technology and Ability to Meet Reporting Requirements

· Describe agency’s capacity for and use of technology, both in agency administration and service delivery.

· Describe agency’s plan for maintaining adequate hardware, software, etc.

Quality Assurance Program or Plan

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

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

SMART Objectives Complete the SMART Objectives Chart for at least one goal. See Appendix F for instructions and a sample chart.

J. Financial Stability and Cash Flow

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

1. Attach a copy of your most recent audit report. Only one copy of the audit is required. Attach it to the proposal with original signatures. If your company is not required to have an audit, provide an explanation.

2. If the offeror is a private company, provide a copy of the most recent year-end financial statements, along with a compilation report on those statements issued by a Certified Public Accountant (CPA).

3. Provide information about your financial resources (including line of credit) and describe your organization’s financial plan to maintain adequate cash flow without interruption to services pending reimbursement for services rendered under this contract.

4. Explain any cash flow problems in the recent past that could not be resolved within 90 days.

5. Provide qualifications and technical skills of your financial staff. Briefly describe your organization’s financial management system, internal controls, and provisions for audit and record retention. (All records relative to a contract must be maintained for seven years following the submission of the final expenditure report.) Include where financial records will be maintained and who (by title) will prepare financial invoices for submission to the AAA.

6. Attach a copy of your fidelity bond.

7. Provide any other information that will clearly describe fiscal accountability and capacity.

K. Local Match Narrative

Provide a detailed explanation of how local match requirements will be met (if applicable), e.g. cash, volunteer time, in-kind expenses.

L. Budget

Prepare a proposed budget. Utilize the UCM spreadsheet provided in Appendix G. Also, a UCM training manual is included in Appendix G to assist you in completion of the budget.

M. Budget Narrative

Utilize the Budget Narrative Form provided in Appendix G to provide a budget narrative to explain projected costs. The narrative must include the methodology for determining the amount and math calculations for the proposed cost for each line item.

V. TERMS AND CONDITIONS

A. Issuing Office

The River Valley Regional Commission’s AAA issues this Request for Proposal (RFP) and is the sole point of contact for this RFP and subsequent revisions.

B. Revisions to Request for Proposal

The River Valley Regional Commission’s AAA reserves the right to revise the Request for Proposal at any time prior to the proposal due date. In the event it becomes necessary to revise any part of the RFP, information regarding revisions will be provided on the River Valley Regional Commission’s website.

C. Proposal Withdrawal

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

D. Cost of Preparing a Proposal

The cost of developing the proposal is the sole responsibility of the offeror. The River Valley Regional Commission’s AAA will not provide reimbursement for such costs.

E. Cancellation of RFP

The RC’s AAA reserves the right to cancel this RFP at any time. The AAA will not be liable for any costs/losses incurred by the offerors throughout this process.

F. Acceptance of Proposal Content

The contents of the proposal of the successful offeror may become part of any contract awarded as a result of this RFP. The AAA may request that the successful offeror submit a copy of the proposal electronically.

G. Sample Contract

The Sample Contract, which the AAA intends to use with the successful offeror, is provided as Appendix J. Exceptions to the contract should be identified and submitted with the offeror’s proposal. Proposed exceptions must not conflict with or attempt to preempt mandatory requirements of the RFP. The apparent winning offeror may be required to enter into discussions with the AAA to resolve any contractual differences before an award is made. These discussions are to be finalized and all exceptions resolved within one (1) week of notification. Failure to resolve contractual differences will lead to rejection of the offeror’s proposal. The AAA reserves the right to modify the contract to be consistent with the successful offer and to negotiate with the successful offeror other modifications, provided that no such modifications affect the evaluation criteria set forth herein, or give the successful offeror a competitive advantage.

H. Conflict of Interest

If an offeror has any existing client relationship that involves the River Valley Regional Commission or its AAA, the offeror must disclose each relationship.

I. Minority Business Policy

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

J. Reciprocal Preference Law OCGA 50-5-60(b)

For the purpose of evaluation only, offerors resident in the State of Georgia will be granted the same preference over offerors resident in another State in the same manner, on the same basis, and to the same extent that preference is granted in awarding bids for the same goods or services by such other State to offerors resident therein over offerors resident in the State of Georgia.

NOTE: For purposes of this Law, the definition of a resident offeror is one who maintains a place of business with at least one employee inside the State of Georgia. A post office box address will not satisfy this requirement.

VI. EVALUATION PROCESS

A. Administrative Review

The proposals will be reviewed by the designated staff for the following requirements.

1. The proposal was hand delivered or mailed.

2. The proposal was received on time.

3. An original proposal with signatures, marked “Original,” and five additional hard copies were received.

4. The proposal is complete, in the format described in Request for Proposal Section IV, Proposal Format, and includes a budget and budget narrative.

5. The offeror has at least two years of experience providing the proposed service or four years of experience providing other services for older adults, caregivers, or another at-risk population.

6. The offeror has the appropriate business license and meets any other license requirement(s) associated with the service being proposed.

If the answer to any of the above is no, the proposal will be deemed unresponsive and will not receive any further review.

B. Proposal Evaluation

The proposal will be evaluated and scored using the evaluation criteria provided in Appendix H. The maximum total points are 100.

C. Identification of Apparent Successful Offeror

The offeror with the highest score will be identified as the apparent successful offeror. The RC’s AAA has the authority to award contracts or agreements to the offeror(s) that offer the best proposal(s) to the AAA, cost and other factors considered.

D. Rejection of Proposals

The River Valley Regional Commission’s AAA reserves the right to reject any or all proposals, or to award in whole or in part if deemed to be in the best interest of the AAA to do so. The AAA may choose to waive any irregularity in a proposal, and to accept or reject any item or combination of items, when to do so would be to the advantage of the AAA. It is also within the right of the Area Agency on Aging to reject proposals that do not contain all elements and information requested in this document.

VII. APPENDICES

A. Proposal Cover Sheet B. Contractual and Standard Program Assurances C. Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion Form D. Certification Regarding Lobbying Form E. Health Insurance Portability and Accountability Business Associate Agreement F. SMART Objectives: Instructions and Sample Chart G. Budget Forms (UCM Spreadsheet, Manual, and Narrative Form) H. Evaluation Criteria I. Proposal Checklist J. Sample Contract

APPENDIX A

PROPOSAL COVER SHEET

for (enter proposed service) Proposed in Response to RFP #116 Issued by River Valley Regional Commission’s Area Agency on Aging Initial Contract Period: July 1, 2027 through June 30, 2028

Name of Company:

Business Address:

Contact Person: Title:

Address (if different from above):

Telephone: Fax: E-mail:

Other Office Locations, if applicable:

Check all that apply: 1 Minority-owned 1 Female-owned 1 Less than 500 employees

ACCEPTANCE OF THE CONDITIONS

OF THE REQUEST FOR PROPOSAL PACKAGE

(Agency Name) does hereby accept all the terms of the Request for Proposal Package, and I certify that to the best of my knowledge and belief, the cost data in this proposal are accurate, complete and current.

Typed or Printed Name of Authorized Person:

Signature of Authorized Person: Date:

APPENDIX B

CONTRACTUAL AND STANDARD PROGRAM ASSURANCES

All offerors must sign and submit the following assurances with their proposal package. An individual authorized to legally bind the offer must sign these assurances. The terms and conditions of the procurement are included. The offeror assures that:

A. The organization, if a corporation, is registered and in good standing with the Georgia Secretary of State to do business in the State of Georgia.

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

C. The proposal meets the requirements set forth in the RFP including any amendments.

D. The person signing the proposal is the person in the offeror’s organization responsible for, or authorized to make, decisions as to the prices quoted/budget information provided.

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

F. If the proposal deviates from the detailed requirements of this RFP, the offeror will identify and explain all such deviations that appear in the body of the proposal. The Area Agency on Aging reserves the right to reject any proposal containing deviations, or to require modifications before acceptance.

G. The organization and its subcontractors, if any, will be compliant with the Health Insurance Portability and Accountability Act (Public Law No 104-191, 110 Stat. 1936), including its Privacy, Security and Electronic Data Interchange standards and regulations and any and all signed business associate agreement or other agreements for the Area Agency on Aging and the Department of Human Services, Division of Aging Services. Failure to sign the business associate agreement or to be compliant with HIPAA laws and regulations or Division of Aging Services or AAA policy will be a basis for rejection.

H. The organization accepts the Area Agency on Aging’s sole right to cancel the RFP at any time or amend the RFP before the due date for proposals.

I. The organization accepts the Area Agency on Aging’s sole right to alter the timetable for procurement as set forth in the RFP.

J. All responses become the property of the Area Agency on Aging and will not be returned to the offeror. The Area Agency on Aging will have the right to use all ideas or adaptations of ideas contained in any response received. Selection or rejection of the response will not affect this right.

K. The organization accepts the terms, conditions, criteria and requirements set forth in the RFP.

L. No contact, direct or otherwise, has occurred with any employee of the Area Agency on Aging or DHS Division of Aging Services staff with direct involvement with the RFP process or program information, except as permitted by the RFP.

M. No relationship exists, nor will exist during the contract period, should offeror enter into a contract with the Area Agency on Aging, that interferes with fair competition or is a conflict of interest.

N. No relationship exists between the offeror and another person or organization that constitutes a conflict of interest with respect to an existing contract with the AAA.

O. No claim will be made for payment to cover costs incurred in preparation and/or submission of the proposal or any other associated activities.

P. The Area Agency on Aging has the right to reject any and all responses submitted.

Name of Organization: Date:

Signature:

Appendix C

CERTIFICATION REGARDING

DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION

LOWER TIER COVERED TRANSACTION

(1) The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency.

(2) Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal.

Name and Title of Authorized Representative Signature Date

INSTRUCTIONS FOR CERTIFICATION

1. By signing and submitting this proposal, the prospective lower tier participant is providing the certification set out below.

2. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment.

3. The prospective lower tier participant shall provide immediate written notice to the person to whom this proposal is submitted if at any time the prospective lower tier participant learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.

4. The terms "covered transaction," "debarred," "suspended," "ineligible," "lower tier covered transaction," "participant," "person," "primary covered transaction," "principal," "proposal," and "voluntarily excluded," as used in this clause, have the meanings set out in the Definitions and Coverage sections of rules implementing Executive Order 12549. You may contact the person to whom this proposal is submitted for assistance in obtaining a copy of those regulations.

5. The prospective lower tier participant agrees by submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency with which this transaction originated.

6. The prospective lower tier participant further agrees by submitting this proposal that it will include this clause titled "Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion -- Lower Tier Covered Transactions," without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions.

7. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its principals. Each participant may, but is not required to, check the Nonprocurement List (Telephone 202/245-0729).

8. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.

9. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment.

Appendix D

CERTIFICATION REGARDING LOBBYING

Certification for Contracts, Grants, Loans, and Cooperative Agreements

The undersigned certifies, to the best of his or her knowledge and belief, that:

1. No federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with the awarding of any federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan, or cooperative agreement.

2. If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with this federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions.

3. The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.

This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

By Date_________________________________ (Signature of Official Authorized to Sign)

APPENDIX E

BUSINESS ASSOCIATE AGREEMENT

This Business Associate Agreement (hereinafter referred to as “Agreement”), effective this first day of July 2027 (hereinafter the “Effective Date”) is made and entered into by and between the Georgia Department of Human Services (hereinafter referred to as “DHS”) and the Business Associate (hereinafter referred to as “Contractor”).

WHEREAS, DHS is required by the Health Insurance Portability and Accountability Act of 1996, Public Law 104-191 (“HIPAA”), to enter into a Business Associate Agreement with certain entities that provide functions, activities, or services involving the use of Protected Health Information, as defined by HIPAA;

WHEREAS, Contractor, under the Contract provides functions, activities, or services involving the use of Protected Health Information, as defined by HIPAA, and individually identifiable information (“PHI”) protected by other state and federal law;

NOW, THEREFORE, for and in consideration of the mutual promises, covenants and agreements contained herein, and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, DHS and Contractor (each individually a “Party” and collectively the “Parties”) hereby agree as follows:

1. Terms used but not otherwise defined in this Agreement shall have the same meaning as those terms have in HIPAA and in Title XIII of the American Recovery and Reinvestment Act of 2009 (the Health Information Technology for Economic and Clinical Health Act, or “HITECH”), and in the implementing regulations of HIPAA and HITECH. Implementing regulations are published as the Standards for Privacy and Security of Individually Identifiable Health Information in 45 C.F.R. Parts 160 and 164. Together, HIPAA, HITECH, and their implementing regulations are referred to in this Agreement as the “Privacy Rule and Security Rule.” If the meaning of any defined term is changed by law or regulation, then this Agreement will be automatically modified to conform to such change. The term “NIST Baseline Controls” means the baseline controls set forth in National Institute of Standards and Technology (NIST) SP 800-53 established for “moderate impact” information.

2. Except as limited in this Agreement, Contractor may use or disclose PHI only to the extent necessary to meet its responsibilities as set forth in the Contract provided that such use or disclosure would not violate the Privacy Rule or the Security Rule, if done by DHS. Furthermore, except as otherwise limited in this Agreement, Contractor may:

A. Use PHI for internal quality control and auditing purposes.

B. Use or disclose PHI as Required by Law.

C. After providing written notification to DHS’s Office of Inspector General, use PHI to make a report to a health oversight agency authorized by law to investigate DHS (or otherwise oversee the conduct or conditions of the DHS) about any DHS conduct that Contractor in good faith believes to be unlawful as permitted by 45 C.F.R. 164.502(j)(1). Notwithstanding the foregoing, Contractor shall not be required to provide prior written notice to DHS’s Privacy Officer if Contractor is provided written instruction otherwise by the health oversight agency authorized by law to investigate DHS.

D. Use and disclose PHI to consult with an attorney for purposes of determining Contractor’s legal options with regard to reporting conduct by DHS that Contractor in good faith believes to be unlawful, as permitted by 45 C.F.R. 164.502(j)(1).

3. Contractor warrants that only individuals designated by title or name on Attachments [BAA Exhibit Listing]-1 and [BAA Exhibit Listing]-2 will request PHI from DHS or access DHS PHI in order to perform the services of the Contract, and these individuals will only request the minimum necessary amount of information necessary in order to perform the services.

4. Contractor warrants that the individuals listed by title on Attachment L-1 require access to PHI in order to perform services under the Contract.