RFP_MS-2425-77_MSSP_Svcs_in_San_Francisco_County.pdf

California Department of Aging RFP# MS-2425-77 MSSP Services in San Francisco County

Department of Aging 2880 Gateway Oaks, Suite 200

Sacramento, CA 95833

Multipurpose Senior Services Program (MSSP) In San Francisco County

Request for Proposals (RFP)

#MS-2425-77

February 29, 2024

You are invited to review and respond to this Request for Proposals (RFP), MS-2425-77 entitled Multipurpose Senior Services Program in San Francisco County.”

In the opinion of the California Department of Aging, this Request for Proposal is complete and without need of explanation. However, if you have questions, or should you need any clarifying information, put all inquiries in writing and email them to the California Department of Aging, according to the instructions in the RFP section entitled Proposer Questions.

When preparing and submitting a proposal, compliance with the instructions found in this solicitation is imperative. CDA strongly recommends potential proposers read this entire solicitation thoroughly and carefully.

Please note that no verbal information given will be binding upon the State unless such information is also issued in writing as an official addendum. In submitting a proposal, Proposers agree that they have read, understood, and will comply with the instructions found in this solicitation. Failure to comply with any of the requirements may result in rejection of a proposer’s proposal. Budget issues may also result in rejection. By submitting a response, Proposers understand that they will agree to the terms and conditions stated in this solicitation and any resulting agreement.

All agreements entered into with the State of California will include by reference the state’s General Terms and Conditions and Contractor Certification Clauses that may be viewed and downloaded at:

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List- Folder/Standard-Contract-Language.

This solicitation is published at the Cal e-Procure website at: https://caleprocure.ca.gov/pages/index.aspx. To ensure receipt of any addenda that may be issued and answers to questions received, you must register online at https://caleprocure.ca.gov/pages/bidder-vendor.aspx https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://caleprocure.ca.gov/pages/index.aspx https://caleprocure.ca.gov/pages/bidder-vendor.aspx

Table of Contents Section Page No.

1. MSSP Purpose and Program Information

2. Contract Term

3. Anticipated Budget

4. Program Description

5. Legal Authority

6. Program Background

7. Who May Submit a Proposal

8. Key Dates

9. Proposer Questions

10. Reasonable Accommodation

11. General Proposal Information

12. Proposal Format

13. Proposal Content

14. Evaluation and Selection Process

15. Award and Protest

16. Proposal Confidentiality

17. Agreement Execution and Performance

18. Preference and Incentive Programs

19. Darfur Contracting Act

20. Iran Contracting Act

21. CA Civil Rights Law Certification

22. Attachments

1. Document Checklist

2. Proposal Certification Sheet

3. Sample Budget & Instructions

4. Information Integrity and Security Statement (CDA 1024)

5. Payee Data Record (Std. 204)

6. Contractor Certification Clauses (CCC 4/2017)

7. TACPA form (STD 830)

8. Darfur Contracting Act Certification

9. Iran Certification

10. Bidder Declaration

11. CA Civil Rights Law Certification (CDA 9026)

23. Administrative Review of Proposal Content (CDA Use Only)

24. Financial Qualifications Assessment (CDA Use Only)

25. Proposal Narrative and Budget Evaluation (CDA Use Only)

26. Chapter 2 - MSSP Site Manual (Reference Only)

27. Sample Contract

Std 213 Signature Page Exhibit A - Scope of Work Exhibit B - Budget Details and Payment Provisions Exhibit C - General Terms and Conditions Exhibit D - Special Terms and Conditions Exhibit E - Additional Provisions Exhibit F - HIPAA Business Associate Addendum Exhibit G - Catchment Area Zip Codes

A. MSSP Purpose and Program Information

1. The California Department of Aging (CDA) is soliciting proposals from local governments and private nonprofit organizations to provide social and health care management services to persons aged sixty-five (65) and over, who are eligible for Medi-Cal and certifiable for nursing facility care. Services are provided so that individuals can remain safely at home. Specifically, this Request for Proposal (RFP) is to solicit for a contractor to be designated as a Multipurpose Senior Services Program (MSSP) site for San Francisco County.

The new MSSP site will replace the previous contractor, Institute on Aging, serving San Francisco County, and will be responsible for acquiring and maintaining a caseload currently budgeted at 557 participant slots.

2. The State of California is committed to establishing and maintaining a Home and Community-Based Service (HCBS) System to better support seniors and persons with disabilities in retaining their independence and avoiding more costly institutional placement options. The MSSP is an important element in this system. Please refer to the sample contract, Exhibit A, Scope of Work, for a more complete description of the program and services.

B. Contract Term

1. The initial term of the Agreement is expected to be June 6, 2024, through June 30, 2025. At the sole discretion of CDA, the Agreement may be renewed on an annual basis, contingent upon acceptable performance. Agreements for this program are awarded on an annual basis, from July 1 through June 30 of the State fiscal year.

2. If an Agreement is awarded, the contract start date is expected to be June 6, 2024, or until approved by the CDA, whichever is later. The Contractor is hereby advised not to commence performance until all approvals have been obtained. If performance commences before all approvals are obtained, services may be considered to have been volunteered until the time that all approvals are obtained.

C. Anticipated Budget

This RFP seeks a new permanent contractor for the 557 participant slots and annual budget of $2,983,292. For the initial one-year Agreement, the Agreement amount will be $2,983,292.

D. Program Description

1. The MSSP provides care management of social and health care services as a cost-effective alternative to institutionalization of frail older adults. The goal of the program is to arrange for and monitor the use of community services to prevent or delay premature institutional placement of these frail participants.

MSSP services must be provided at a cost lower than that for nursing facility care. The cost effectiveness is achieved by coordinating the delivery of services to participants from various sources. These sources include Medi-Cal (traditional, non-waived services), Medicare, Older Americans Act, Supplemental Security Income/State Supplemental Payments, In-Home Supportive Services, housing assistance agencies, and other programs.

2. The MSSP allocates funds within its budget to purchase certain non-traditional Medi-Cal, or “Waiver,” services through vendor agreements with local providers.

These services may include adult day care, chore and personal care assistance, respite care, transportation, meal services, protective services, communication services, and care management.

3. MSSP care management includes participant assessment, care planning, service arrangements and participant monitoring. A team of health and social services professionals provides each participant with a complete health and psychosocial assessment to determine the services needed. The team then works with the participant and family to develop an individual care plan. To arrange for services, care management staff shall first explore support that might be available through family, friends, and the volunteer community. Staff then review existing publicly funded services and make direct referrals whenever possible. If needed services are not available through friends, family, and other programs, the care management team can authorize the purchase of services using MSSP funds.

4. Participants eligible for the program must be: sixty-five (65) years of age or older, currently eligible for Medi-Cal, live within the site’s service area, appropriate for care management services, able to be served within the program’s cost limitations, and certified or certifiable for placement in a nursing facility. The MSSP site nurse care manager makes this certification determination based upon Medi-Cal criteria for nursing facility placement.

5. MSSP contractors are required to comply with all standards and requirements as published in the MSSP Site Manual, and with related policies issued by CDA.

CDA MSSP staff will provide technical assistance, consultation, and training as resources permit, to assist the new Contractor both during start-up and on an on-going basis.

E. Legal Authority

California Welfare and Institutions (W&I) Code, Sections 9560-9568, establish the State’s MSSP to be operated and carried out in a manner consistent with Section 1396(c) of Title 42 of the United States Code. W&I Code, Section 9563 specifically provides:

“The department (CDA) shall formulate criteria for approval and designation of local Multipurpose Senior Services Program sites. The criteria shall include, but need not be limited to, all of the following:

(a) Specifications for a social and health review team to evaluate older individuals and to ensure that continuity of social, economic, and health services is provided to maintain older individuals at the appropriate level of care.

(b) Development of social and health services necessary to maintain the older individual at the appropriate level of care.

(c) Specifications for the quality of the social and health services to be provided.

(d) Coordination and integration of the social and health services described in Section 9561.

(e) The number of local sites, which shall be consistent with the funds made available for purposes of this chapter.

(f) Coordination with local governmental and nonprofit agencies concerned with multipurpose senior services.

(g) Maximize utilization of local resources, including service provided by established community-based senior citizen organizations and information and referral networks.

(h) Specifications for the evaluation of the proposals submitted for the new local sites and the evaluation of the local sites...”

(i) Conditions for determining the need for procurement of existing sites.

Notwithstanding any other provisions of law, the department is not required to procure existing sites by the competitive bidding process, unless it deems it in the best interests of the state to do so.

F. Program Background

1. W&I Code, Sections 9560 through 9568, establish and effectuate the MSSP. On October 1, 1979, the federal Health Care Financing Administration (HCFA), now the Centers for Medicare & Medicaid Services (CMS), approved the initial Title XIX Section 1115 Waiver grant for MSSP. California subsequently received federal approval and funding authority for MSSP under a Medicaid Home and Community-Based Long-Term Care Services Waiver, pursuant to the provisions of Section 1915(c) of the Social Security Act.

2. The California Department of Health Care Services (DHCS), the Single State Medicaid (Medi-Cal) Agency, has the overall responsibility for MSSP and provides assurances to CMS that the MSSP Waiver meets the requirements of federal statutes and regulations. Through an Interagency Agreement, DHCS delegates day-to-day administration of the MSSP to CDA. In turn, CDA contracts with local government entities and private nonprofit organizations for local administration of MSSP in various areas of the State. Currently, there are 37 MSSP sites located throughout the State. Collectively, these sites manage approximately 11,370 participant slots and serve over 13,000 participants annually. Funding for the program is comprised of State General Fund and federal Medi-Cal monies, at a ratio of approximately 50:50. Payments for reimbursement of local MSSP site expenditures are made through the claims payment system operated by the DHCS fiscal intermediary.

3. CDA has been designated by the DHCS to serve as the State agency responsible for MSSP administrative funds under Title XIX of the Social Security Act. As such, CDA has a responsibility to conduct business in a manner that will:

a) protect the fiscal integrity of MSSP funds, and b) comply with all applicable State and federal requirements. To satisfy this responsibility, the Contractor selected by this RFP process must agree that: a) the Contractor will comply with all applicable federal and State laws and regulations; and b) the Contractor will engage in no conduct which is, or reasonably could be, harmful to CDA.

4. Within CDA, the MSSP Bureau is responsible for administering, reviewing, and monitoring the MSSP sites. The MSSP Bureau oversees programmatic, fiscal, and service elements of local site operations through policy directives, technical assistance, and on-site utilization reviews.

5. CDA contracts with local government and private nonprofit agencies to directly administer the program at the local level. These local sites represent a wide variety of service delivery agencies and geographic areas with diversified participant populations.

G. Who May Submit a Proposal

1. Organizational Status

Proposers must be a California public entity or private nonprofit agency to be eligible for award of this contract. For Proposers claiming private nonprofit status, either certification from the State of California, Office of Secretary of State or a letter from the Department of the Treasury, Internal Revenue Service classifying the administrative agency as a private nonprofit agency must be included with the submission of the proposal. As required by California law, business entities must be in good standing and qualified to do business in California (see Proposal Certification Sheet – Attachment 2).

2. Location Within Defined Service Area

The area to be served is San Francisco County. The specific area is further defined in Exhibit G – Catchment Area Site Zip Codes of the sample contract.

H. Key Action Dates

Below are key dates and times for this RFP. The dates and times are estimates that may vary due to unforeseen events. All times are Pacific Standard Time (PST).

Event Date Time RFP Release Date Thursday, February 29th, 2024 -- Last Day to Submit Questions Wednesday, March 13th, 2024 5:00 PM

Anticipated date of Addendum (Questions answered in writing)

Wednesday, March 27th, 2024 5:00 PM

Final Date for Proposal Submission Monday, April 8th, 2024 4:00 PM Proposal Opening & Administrative Evaluation

Tuesday, April 9th, 2024 11:00 AM

Anticipated Dates of Evaluation Week of April 15th, 2024 -- Anticipated Notice of Intent to Award will be Posted

Friday, April 26th, 2024 1:00 PM

Last Day to Protest this Award Friday, May 3rd, 2024 5:00 PM Award of Contract Friday, May 10th, 2024 - Proposed Start Date of Agreement June 6th, 2024 -

I. Proposer Questions

1. Immediately notify CDA if clarification is needed regarding the services sought or questions arise about the RFP and/or its accompanying materials, instructions, or requirements. All questions must be submitted in writing by email to the contact person listed below and must be received no later than 5:00 p.m. on March 13, 2024.

Andrew Reel, Contract Analyst Email: andrew.reel@aging.ca.gov

2. All written questions and answers will be posted as an Addendum on the (CA

State Contracts Register – Cal eProcure) site at the same location as the RFP.

3. Proposers submitting inquiries by email are responsible for confirming the receipt of all materials by the question deadline. Email the Contract Analyst at andrew.reel@aging.ca.gov to confirm receipt of your email transmission.

4. What to include in an inquiry:

a. Inquirer’s name, name of firm or organization submitting the inquiry, mailing address, email address, area code and telephone number.

b. A description of the subject or issue in question or discrepancy found.

c. RFP section, page number or other information useful in identifying the specific problem or issue in question.

d. Remedy sought, if any.

J. Reasonable Accommodation

For individuals with disabilities, CDA will provide assistive services such as reading or writing assistance, and conversion of the RFP, questions/answers, RFP attachments, or other administrative notices into braille, large print, audiocassette or computer disk. The range of assistive services available may be limited if requestors do not allow ten (10) or more State working days prior to date the alternate format/material is needed. To request copies of written materials in an alternative format, please call the following number to arrange for reasonable accommodations:

Andrew Reel, Contract Analyst Business Management Bureau

916-272-0469 (TTY) – California Relay Telephone number: 711 or 1-800-735-2922 mailto:andrew.reel@aging.ca.gov https://www.caleprocure.ca.gov/pages/index.aspx https://www.caleprocure.ca.gov/pages/index.aspx

K. General Proposal Information

1. All proposals must be enclosed completely within a sealed envelope, package or box, and must be received by the California Department of Aging before 4:00 p.m. PST on April 8, 2024. Proposals not completely sealed shall be rejected.

One (1) original and three (3) copies of the proposal shall be submitted.

Proposals received after this date and time will not be considered. The sealed envelope, package or box must be plainly marked with the RFP number and title and show your firm name and address, and must be marked with “DO NOT OPEN,” as shown in the following example:

RFP MS-2425-XX

[your Company/Organization Name here]

DO NOT OPEN

2. It is the responsibility of the Proposer to ensure that the proposal is received by CDA by the specified time. CDA will not be responsible for any late or incomplete proposals due to mistakes or delays of the Proposer or the carrier used by the Proposer. A postmark is not sufficient. Proposals received after 4:00 p.m. on April 8, 2024, will not be evaluated and will be returned to the Proposer.

All proposals must be mailed or delivered to:

California Department of Aging Business Management Bureau

RFP-MS-2425-XX

Sacramento, CA 95833

3. Costs for developing proposals are entirely the responsibility of the Proposer and shall not be chargeable to the State of California.

4. All proposals shall include the documents identified in the Document Checklist

(Attachment 1). Forms supplied with this RFP may not be altered. Proposals not including all the required attachments may be deemed non-responsive.

5. The Proposer shall sign the proposal. An unsigned proposal will be rejected. A proposal may be signed by an agent of the Proposer only if he/she is an officer of a corporate proposer authorized to sign contracts on its behalf, a member of a proposer partnership, or if he/she is properly authorized by power of attorney or equivalent document submitted to the State prior to the submission of proposals or with the proposal. If the proposal is made under a fictitious name or business title, the actual legal name of the Proposer must be provided. An individual who is authorized to bind the proposing firm contractually shall sign, the Proposal

Certification Sheet (Attachment 2). The signature should indicate the title or position that the individual holds in the firm.

6. A proposer may withdraw its proposal by submitting a written request for its withdrawal to the State. The request for withdrawal must be signed by the Proposer or an agent authorized in accordance with the paragraph above and submitted prior to the proposal submission deadline. A revised proposal may then be submitted prior to the proposal submission deadline. Revised proposals received after the deadline will be rejected. Modification of the proposal offered in any manner, oral or written, will not be considered.

7. Proposals must be submitted for the performance of all the services described in Exhibit A, Scope of Work. Any material deviation from the work specifications will not be considered and will cause a proposal to be rejected.

8. A proposal may be rejected if it is conditional, incomplete, or if it contains any alterations of form or other irregularities of any kind.

9. The awarding agency may modify the RFP prior to the deadline for submission of proposals by the issuance of an addendum. The addendum shall be posted on the webpage with the proposal. Proposers are responsible for making sure that they have received all modifications.

10. Proposers are cautioned not to rely on the State during the evaluation to discover and report to the Proposer any defects and errors in the submitted documents.

Before submitting their documents, Proposers should review, correct all errors, and confirm compliance with the RFP requirements.

11. CDA reserves the right to reject any or all proposals and to modify, amend, cancel, or terminate this RFP at any time by issuance of an addendum or notice to all parties. CDA is not required to award a contract in response to this RFP.

12. CDA may waive any immaterial deviation in any proposal. The CDA waiver of any immaterial defect(s) shall not excuse a proposal from full compliance with the contract terms if a contract is awarded. If deemed necessary, CDA may collect additional documentation (e.g., missing data from RFP attachments, missing signatures) from a Proposer to confirm the claims made on the Document Checklist - (Attachment 1) and to ensure that the proposal is initially responsive to the RFP requirements.

13. CDA reserves the right to withdraw the award if an acceptable contract and any other CDA requirement is not received by CDA prior to the start date of the contract.

14. The State does not accept alternate contract language from a prospective contractor. A proposal with such language will be considered a counter proposal and will be rejected.

15. No oral understanding or agreement shall be binding on either party.

16. Each firm or organization may submit only one proposal. For the purposes of this paragraph, “firm” includes a parent corporation of a firm and any other subsidiary of that parent corporation. If a firm or organization submits more than one proposal, CDA will reject all proposals submitted by that firm or organization.

17. If selected, the Proposer’s response to this RFP will be used by CDA to guide Contract implementation.

L. Proposal Format

All proposals should comply with the following format instructions:

1. Proposals must be submitted on plain white paper, 8.5” by 11”, printed on a single side, in Arial font no smaller than size 11, with margins no smaller than one (1) inch on all four (4) sides.

2. Bind each proposal set in a way that enables easy page removal. Loose leaf or three ring binders are acceptable.

3. All RFP attachments that require a signature must be signed in ink.

4. All documents contained in the original proposal package must have original signatures and must be signed by a person who is authorized to contractually bind the proposing firm and their title must be indicated. The additional proposal sets may contain photocopies of the original package.

5. All proposers must be prepared to send an electronic copy (PDF) of their entire proposals to the CDA, after the Notice of Award is posted. Proposers shall not encrypt or otherwise password-protect the documents submitted and must be prepared to send one “.pdf” copy of their entire proposal via email, AFTER (and only after) the due date (and only upon request by the contract analyst).

6. A proposal should provide straightforward and concise descriptions of the Proposer’s ability to satisfy the requirements of this RFP. It must be complete, accurate, and represent the actual commitments of the organization should the organization be selected.

7. All administrative, financial, and technical requirements stated in this RFP must be addressed and all requested information must be supplied.

M. Proposal Content

The proposal shall contain the following:

1.

Attachment # Proposal Content Attachment 1 Document Checklist Attachment 2 Proposal Certification Sheet Attachment 3 Sample Budget (see Budget Instructions) Attachment 4 Information Integrity and Security Statement (CDA 1024) Attachment 5 Payee Data Record (Std. 204) Attachment 6 Contractor Certification Clauses (CCC 4/2017) Attachment 7 Darfur Contracting Act Certification (DGS PD 1) Attachment 8 Iran Contract Act Certification Attachment 9 Bidder Declarations Form (GSPD-05-105)

Attachment 10 CA Civil Rights Law Certification (CDA 9026) None Original and three (3) copies of proposal None Two reference letters, on letterhead, from firms or organizations the

Proposer has had a working relationship with for at least two (2) years, clearly stating the relationship and areas of responsibility.

None Submit complete sets of Independent CPA audit reports on financial statements for the three (3) most recent fiscal years (or for each year of operation if proposer has been in operation for less than three (3) years). If necessary, submit a description of any mitigating information with documentation to show that issues in the audit reports do not create a lack of financial stability (see Financial Qualifications Assessment Tool).

None Proposal Narrative

2. Budgets

Instructions for completing the Sample Budget are found in Budget Instructions.

A total of sixty (60) points will be awarded for the budget section. All budgets submitted must conform to the criteria as specified in the Budget Instructions.

Budgets which are not conforming to the published criteria may be deemed non-responsive and are subject to disqualification.

3. Proposal Narrative

The Proposer’s narrative must respond to Sections 1 through 4. The proposal narrative is designed to prove the Proposer’s ability to implement MSSP services in the catchment area. The narrative consists of four (4) parts. The successful bid will be the highest score.

a. Organization Administrative Capability;

b. Community Knowledge and Experience;

c. Care Management Experience; and

d. Care Management, Program Transition and Acquisition of New

Participants

Note: Refer to information contained in the attached Sample Contract, Exhibit A, Scope of Work, Exhibit C General Terms and Conditions, and Exhibit D, Special Terms and Conditions, Exhibit E – Additional Provisions, Exhibit F – HIPAA Business Associate Addendum and Exhibit G – Catchment Area Zip Codes for assistance in completing Section 1.

Section 1: Organization Administrative Capability Points Possible

1. Describe the Proposer’s organizational structure. Include an organization chart identifying the MSSP staff positions with job titles. Staffing must be consistent with Excerpt of the MSSP Site Manual incorporated by reference (see Chapter 2 - MSSP Site Manual). If the MSSP will be part of another organization, describe the Proposer’s role in that organization and reflect that in the organization chart. Describe the qualifications of the staff responsible for implementing and managing the program.

2. Identify the key staff involved in implementing the MSSP and briefly describe their qualifications, responsibilities and percentage of time they will be assigned to the program.

3. Describe the office facility where the MSSP will be located.

Include the address and square footage of the office and address how the office location and size will allow the site to perform functions outlined in the Sample Contract, Exhibit A, Scope of Work. Describe the proximity of location between nursing care management staff and social worker care management staff.

4. Describe current support services and office equipment capabilities available or accessible for use in carrying out the Scope of Work. Include such things as:

• A description of the range and type of support services available

• Computer hardware and system capabilities including data transfer capabilities, data storage capacity, etc.

• Software applications in use

5. Describe the human resources policies and procedures the Proposer will use to recruit well-qualified and experienced staff including but not limited to outreach activities. Describe the Proposer’s plan for ensuring that recruitment and training of initial staff will be completed.

6. Describe the management information system (MIS) that will be used to collect and track participant and service data, provide required reports, and enable the Contractor to bill MSSP expenditures through the State Medi-Cal claims payment system.

7. Describe the process the Proposer will use to document care management activities. If the Proposer will utilize an electronic Management Information System (MIS) to support the MSSP care management process, include in your description:

• The type of care management software that will be used and a description of the back-up system.

• A description of the facility that will house the MIS.

• The type of equipment that will be used to operate the MIS.

• The technical support staff that will ensure the uninterrupted operation and security of the MIS.

8. Describe the participant record management practices and procedures the Proposer will use to ensure proper storage and retrieval of participant records.

9. Describe the privacy and security measures the Proposer will take to protect and preserve confidential records and protected health care information. Include a description of the Proposer’s plan to ensure:

• Facility security

• Electronic information security

• Training on the proper use and handling of confidential records and protected health care information

• Any third-party certifications of electronic security

10. Describe the Proposer’s procurement policies for the purchase of participant goods and services. Include a description of the vendor selection process and criteria, contracting process, vendor monitoring and vendor quality assurance measures.

11. Describe the fiscal accounting process and budgetary controls that will be employed to ensure the responsible use and management of contract funds and accurate invoicing.

Section 1 Total Points 44

Section 2: Community Knowledge and Experience Points

1. Describe the Proposer’s experience in establishing and maintaining effective working relationships with government entities, local community-based organizations, private nonprofit organizations, managed care health plans and local service providers.

2. Describe how the Proposer will utilize its knowledge and experience to maximize and coordinate all community resources to meet the care and service needs of the participants.

33. Describe the Proposer’s ability to provide culturally and linguistically appropriate services to the MSSP population.

Include a discussion of the Proposer’s ability to hire bilingual staff, use translation services, and make information available in alternative formats and languages. Discuss any past experience providing culturally and linguistically appropriate services for other contracts or projects.

4. Describe the special needs of frail older adults in the service area related to independent living options, religion, ethnic, cultural and language considerations.

5. Describe the geographic and demographic factors that would impact the delivery of services to the frail older adult population in the service area. Describe the Proposer’s plan to overcome the indicated barriers.

Section 2 Total Points 20

Section 3: Care Management Experience Points

1. Describe the Proposer’s experience with developing and implementing policies, procedures and programs specifically related to participant outreach.

2. Describe the Proposer’s experience with developing and implementing policies, procedures and programs specifically related to participant enrollment and disenrollment.

3. Describe the Proposer’s experience with developing and implementing policies, procedures and programs specifically related to participant assessment and reassessment.

4. Describe the Proposer’s experience developing and implementing policies, procedures and programs specifically related to care planning and case conferences.

5. Describe the Proposer’s experience developing and implementing policies, procedures and programs specifically related to managing service delivery, including participant monitoring and follow-up activities.

6. Describe the Proposer’s experience developing and implementing policies, procedures and programs specifically related to outcome measurement and quality assurance practices, including participant choice and participation.

7. Describe the Proposer’s experience with the use of interdisciplinary teams. 4

88. Describe the Proposer’s experience related to serving a population that includes either a significant number of frail older adult participants or a similar population.

9. Describe the Proposer’s experience in administering a comprehensive care management program for frail older adults.

Describe the challenges associated with coordinating care for frail older adult participants.

Section 3 Total Points 36

Section 4: Care Management, Program Transition, and Acquisition of New Participants

Points Possible

1. Describe the Proposer’s plan to maintain the current participant caseload of 557 participant slots on an ongoing monthly basis.

Identify:

• Staffing pattern

• Specific tasks to be undertaken and the level of staff person responsible for implementing each task

• Timelines and outreach activities including the acquisition of new participants

• Milestones by which progress can be measured

(Section

4.1 Total

of 16)

2. Describe the Proposer’s ongoing plan to provide participant:

• Enrollment and disenrollment 4

• Assessment and reassessment 4

• Care planning and case conferences 4

• Service delivery, including participant monitoring and follow-up activities 4

3. Describe the Proposer’s plan for measuring outcomes and implementing quality assurance practices, including participant choice and participation.

Section 4 Total Points 36

Proposal Narrative Total Points 136

Proposal narratives must receive a minimum score of ninety-four (94) points to be considered acceptable for contract award. Proposal narratives receiving a score of less than 94 points will be deemed non-responsive, and therefore ineligible for contract award.

N. Evaluation and Selection Process

Part I – General Information

1. Each proposal, received at CDA by 4:00 p.m. on April 8, 2024, will be reviewed for compliance with the Administrative Review of Proposal Content. Proposals will be date and time stamped upon receipt at CDA. Proposals that do not comply with these requirements may be considered non-responsive and may be excluded from further review. Omission of any required document or form, failure to use required formats for response, or failure to respond to any requirement may lead to rejection of the proposal prior to review of the Narrative Proposal.

LATE, INCOMPLETE, OR NON-COMPLIANT PROPOSALS WILL BE

REJECTED. Proposers that do not pass the Administrative Review of Proposal Content will not receive any special notification prior to notice of award.

2. The State will evaluate each proposal to determine its responsiveness to the published requirements. Proposal(s) received by the final submission date will be reviewed and evaluated, by an evaluation team in accordance with the Key Dates published above.

3. Proposals that contain false or misleading statements, which do not support an attribute or condition claimed by the Proposer, shall be rejected.

4. Only one (1) proposal may be submitted by a firm or organization. Receipt of more than 1 proposal from an entity will result in all proposals from that entity being rejected and returned to the Proposer.

5. The award, if made, will be to the responsive and responsible Proposer achieving the highest numerical score, after adjustments for any applicable bidder preferences and/or incentives.

6. Settlement of Ties

a. In the event of a precise total high score tie between a responsive proposal submitted by a firm that was granted non-small business subcontractor preference and a responsive proposal submitted by a certified small business or microbusiness, the contract will be awarded to the certified small business or microbusiness.

b. In the absence of a California law or regulation governing a specific tie, CDA will settle all other precise total high score ties by making an award to the Proposer who earns the highest narrative score. If narrative scores are also tied, CDA will settle the tie in a manner that CDA determines to be fair and equitable (e.g., coin toss, lot drawing, etc.). In no event will CDA settle a tie by dividing the work among the tied Proposers.

7. If CDA is unable to execute a contract with the Proposer of the highest scoring proposal, CDA reserves the right to award a contract to the Proposer that has earned the next highest score.

Part II – Evaluation Stages

CDA may reject any proposal that is found to be non-responsive at any stage of the evaluation. This RFP review process consists of the following three stages:

1. Administrative Review of Proposal Content

The Administrative Review of Proposal Content will be used to evaluate the administrative requirements. Most documents in this section will not be numerically scored. Document inclusion will be scored only as Pass or Fail.

Proposal narratives will be scored and rated pass/fail according to the score received in that section (see Proposal Narrative and Proposal Narrative and Budget Evaluation).

2. Financial Qualifications Evaluation

The audited financial statements submitted for the most recent three (3) years (or for each year of operation if proposer has been in operation for less than three (3) years) will be reviewed by CDA Audits and Risk Management Branch to assess the financial stability of the Proposer’s organization. This section will not be numerically scored. It will be scored only as Pass or Fail using the Financial Qualifications Assessment Tool.

3. Proposal Narrative and Budget Evaluation

The following scoring guidelines will be used by the raters to score the Proposal Narrative and Budget Evaluation:

Points Scoring Guideline

Inadequate Response (i.e., content and/or explanation offered) fails to articulate acceptable response or does not meet CDA’s needs, requirements or expectations. The omission(s), flaw(s), or defect(s) are significant and unacceptable.

Barely Adequate Response (i.e., content and/or explanation offered) barely articulates acceptable response or barely meets CDA’s needs, requirements or expectations. The omission(s), flaw(s), or defect(s) may be consequential but are acceptable.

Average Response (i.e., content and/or explanation offered) generally or partially articulates acceptable response or meets CDA’s needs, requirements or expectations. The omission(s) flaw(s), or defect(s), if any, are inconsequential and acceptable.

Above Average Response (i.e., content and/or explanation offered) sufficiently and with specificity articulates acceptable response or fully meets CDA’s needs, requirements or expectations.

Excellent or Outstanding Response (i.e., content and /or explanation offered) sufficiently and with greater specificity articulates acceptable response or exceeds CDA’s needs, requirements or expectations. Proposer offers one or more enhancing features, methods or approaches that will enable performance to exceed CDA’s basic expectations.

All evaluators’ scores will be averaged to arrive at the final score for the Proposal Narrative and Budget Section. Preference program incentive points will then be added to qualified proposers based on the percentage of program incentive earned. Preference points will be calculated based on the scored points received by the highest scoring proposer. As an example, if the highest scored proposal receives 130 points and a proposer earns an additional eight percent (8%) of score through application of preference program incentives, that proposer will earn an additional (.08 x 130 =) 10.4 points to be added to its evaluated average score.

O. Award and Protest

1. The selected bid/proposal shall become part of the Agreement.

2. The Notice of Intent to Award shall be posted in the CDA lobby and emailed to all proposers.

3. Persons wishing to view or inspect any proposal or award-related materials must identify the items they wish to inspect and must make an inspection appointment by contacting the Business Management Bureau, Contract Analyst, at andrew.reel@aging.ca.gov.

4. Persons wishing to obtain copies of proposal materials may visit CDA or mail a written request to the CDA office identified below. The Requestor must identify the specific items they wish to have copied. Materials will not be released from State premises for the purpose of making copies. Unless waived by CDA, a check covering copying and/or mailing cost must accompany the request.

Copying costs, when applicable, are charged at a rate of ten cents (10¢) per page. CDA will fulfill all copy requests as promptly as possible. Copy requests should be mailed to the following address:

Requests for Copies – RFP #MS-2425-77

California Department of Aging Business Management Bureau

Sacramento, California 95833

5. Any Proposer may within five working days after the Notice of Intent to Award is posted, file a written protest with the CDA, by email, or by letter to: California Department of Aging, 2880 Gateway Oaks, Suite 200, Sacramento, CA 95833, on the grounds that the (protesting) Proposer is the highest responsive and responsible Proposer, the Agreement shall not be awarded until either the protest has been withdrawn or the Department has decided the matter.

6. Within five (5) days after filing the initial protest, the protesting Proposer shall file with the CDA a detailed written statement specifying the grounds for the protest.

The statement shall be emailed, to the California Department of Aging, 2880 Gateway Oaks, Suite 200, Sacramento, CA 95833, in care of the Contract Analyst, andrew.reel@aging.ca.gov. It is suggested that any protest be additionally submitted by certified or registered mail.

7. Protests must be received by CDA, as promptly as possible, but not later than

5:00 p.m. on May 3, 2024.

8. The only grounds for a protest are that the protesting Proposer would have been awarded the contract if CDA had correctly applied the evaluation standards in the RFP, or if CDA had followed the procedures specified in the Public Contract Code, Section 10345. Please note that the burden is on the Protester to demonstrate that the awarding agency has committed a material error in the conduct of the proposal award process.

9. Protests shall be handled in accordance with the Department’s RFP protest policy and procedure.

P. Proposal Confidentiality

1. CDA shall comply with all federal and State laws regarding the disclosure of public records. The State cannot prevent the disclosure of public documents.

However, the contents of all proposals, draft proposals, correspondence, agenda, memoranda, working papers, or any other medium that discloses any aspect of the Proposer’s proposal, shall be held in the strictest confidence until the “Notice of Intent to Award” is posted. After the Notice of Intent to Award is posted, all documents submitted in response to this RFP will become the property of the State of California and will be regarded as public records under the California Public Records Act and subject to review by the public (Government Code Section 6250 et seq.).

2. Proposal packages may be returned only at the Proposer’s expense unless such expense is waived by CDA.

Q. Agreement Execution and Performance

1. Performance shall start no later than the express date set by the awarding agency and the Contractor, after all approvals have been obtained and the Agreement is fully executed. Should the Contractor fail to commence work at the agreed upon time, CDA reserves the right to terminate the Agreement with five

(5) days written notice. In addition, the Contractor shall be liable to the State for the difference between the Contractor’s proposal price and the actual cost of performing work by the second highest proposer or by another contractor. In addition, the Contractor shall be liable to the State for costs incurred by delaying start of the Agreement resulting in CDA having to either extend the existing contract or process an award to the second highest scoring proposer.

2. All performance under the Agreement shall be completed on or before the termination date of the Agreement.

R. Preference and Incentive Programs

To confirm the identity of the highest scored responsive proposer, CDA will adjust the total point score for applicable claimed preference(s). Bidding preferences shall not be applied to proposals that fail to pass the Administrative Review of Proposal Contents.

CDA will apply preference adjustments to eligible Proposers according to State regulations following on-line or personal verification of eligibility with the appropriate office of the Department of General Services.

1. Small Business/Microbusiness Preference

a. A responsive California small business or microbusiness proposer claiming preference and verified as a certified small business or microbusiness in a relevant business category or type will be granted a preference of five percent (5%) of the total point score earned by the responsive/responsible proposer with the highest combined score, if the highest scored proposal is submitted by a non-small business. Non-small business means a responsive/responsible proposer that is not certified by the California Department of General Services as a California small business or microbusiness in a relevant business category or type. The “service” category or business type will most likely apply to this procurement. Nonprofit Veteran Service Agencies (NVSA) are to view the instructions in provision 3 of this section (Preference and Incentive Programs).

b. To be certified as a California small business or microbusiness and eligible for a bidding preference, the business concerned must meet the State’s eligibility requirements and must have submitted an application for small business status no later than 5:00 p.m. on the proposal submission deadline.

c. Firms or organizations desiring small business or microbusiness certification must obtain the appropriate Small Business Certification Application (Std. 813 or other form) from the appropriate office of the Department of General Services, fully complete the application, and submit it to the Department of General Services as instructed in the application. Prospective proposing firms desiring small business certification assistance, may contact the Department of General Services by the following means:

i. (916) 322-5060 (24 hour recording and mail requests); or

ii. (916) 375-4940 (Small business assistance); or

iii. (800) 559-5529 (live operator Central receptionist); or

iv. Internet address: https://www.dgs.ca.gov/PD/Services/Page-

Content/Procurement-Division-Services-List-Folder/File-a- Certification-Appeal or

v. Fax: (916) 375-4950; or

vi. Email: OSDSHelp@dgs.ca.gov

2. Non-Small Business Subcontractor Preference

a. Non-small business means a responsive/responsible proposer that is not certified by the California Department of General Services as a small business or microbusiness.

b. If the responsive proposer earning the highest total score is not a certified small business/microbusiness, a bid preference, up to five percent (5%), is available to the responsive non-small business proposer if they commit to subcontracting at least twenty-five percent (25%) of its net bid price to one or more small businesses. When applicable, the preference points will be calculated pursuant to the regulations in Title 2, California Code of Regulations (CCR) § 1896.8 and will be added to the total score of an eligible non-small business. This preference is authorized pursuant to Title 2, CCR § 1896.2 and Government Code § 14835.

c. If a proposer claims the non-small business subcontractor preference, the proposal response must identify each proposed small business subcontractor that will be used, the participation percentage and dollar amount committed to each identified small business subcontractor, and substantial proof to enable verification of each subcontractor’s small business status. The total small business subcontractor use must equal no less than twenty-five percent (25%) of the total cost offered.

https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/File-a-Certification-Appeal https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/File-a-Certification-Appeal https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/File-a-Certification-Appeal mailto:OSDSHelp@dgs.ca.gov

d. To be granted preference, each proposed small business subcontractor must possess an active small business certification issued by the Department of General Services, must perform a “commercially useful function” under the contract, and the basic functions to be performed must be identified at the time of proposal submission.

e. Complete Bidder Declaration (Attachment 10) - to request the non-small business subcontractor preference.

3. Nonprofit Veteran Service Agency (NVSA) Small Business Preference

a. Pursuant to Military and Veteran Code § 999.50 et. seq., responsive/responsible nonprofit veteran service agencies (NVSAs) claiming small business/microbusiness preference and verified as such in the relevant category or business type prior to the proposal submission due date will be granted a preference up to five percent (5%) of the highest score, if the highest scored responsive proposal is submitted by a proposer not certified as a small business/microbusiness. The “service” category is the business type that will most likely apply to this procurement.

b. To be eligible for the NVSA small business preference, the business concern must:

i. Request small business preference at the time of…