California Department of Aging RFP# VEN-2627-18 NEW Area Agency on Aging (AAA) for Ventura County

Department of Aging 2880 Gateway Oaks, Suite 200

Sacramento, CA 95833

Request for Proposals

RFP # VEN-2627-18

February 10, 2026

You are invited to review and respond to this Request for Proposals VEN-2627-18 entitled “New Area Agency on Aging (AAA) for Ventura County.”

This solicitation is being issued because the currently designated Area Agency on Aging (AAA) for this region will be vacant. In accordance with Title III of the federal Older Americans Act, specifically (42 U.S.C. § 3025), the California Department of Aging (CDA) is required to designate an eligible agency to serve as the AAA to ensure the continuous delivery of essential services to older individuals and caregivers within this planning and service area (PSA).

In the opinion of the CDA, this RFP 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 CDA 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 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.

https://www.law.cornell.edu/uscode/text/42/3025 https://www.law.cornell.edu/uscode/text/42/3025 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

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://caleprocure.ca.gov/pages/index.aspx https://caleprocure.ca.gov/pages/bidder-vendor.aspx

TABLE OF CONTENTS

Section Page No.

A. Purpose B. Agreement Term C. Anticipated Budget

D. Definitions E. Program Description F. Legal Authority G. Program Background H. Who May Submit a Proposal I. Key Action Dates J. Proposer Questions K. Reasonable Accommodation L. General Proposal Information M. Proposal Format N. Proposal Content O. Evaluation and Selection Process P. Award and Protest Q. Proposal Confidentiality R. Agreement Execution and Performance S. Preference and Incentive Programs T. Darfur Contracting Act U. Iran Contracting Act V. California Civil Rights Law Certification W. 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 Contracting Act Certification

10. Bidder Declaration

11. CA Civil Rights Law Certification (CDA 9026)

X. Administrative Review of Proposal Content (CDA Use Only) Y. Financial Qualifications Assessment Tool (CDA Use Only) Z. Proposal Narrative and Budget Evaluation (CDA Use Only) AA. Sample Agreement

Std 213 Signature Page Exhibit A - Scope of Work

Exhibit B - Budget Detail, Payment Provisions and Closeout Exhibit C - General Terms and Conditions Exhibit D - Special Terms and Conditions Exhibit E – Ventura County Map and Zip Codes

A. PURPOSE

1. The California Department of Aging (CDA) is soliciting proposals from public agencies and private nonprofit organizations to provide programmatic, fiscal, administrative oversight of aging and caregiver services. Specifically, this Request for Proposal (RFP) is to solicit for one (1) new permanent contractor to be designated as the Area Agency on Aging (AAA), Planning and Service Area (PSA)18, which encompasses the County of Ventura. The new AAA shall serve as the designated AAA for PSA 18, assuming full responsibility for the programmatic, fiscal, and administrative oversight of the programs delineated in the Area Plan and community-based services through direct delivery or competitive procurement in strict accordance with Title III of the Older Americans Act and the Mello-Granlund Older Californians Act.

2. This solicitation is being issued because the currently designated AAA for this region will be vacant. In accordance with Title III of the federal Older Americans Act (42 U.S.C. § 3025), CDA is required to designate an eligible agency to serve as the AAA to ensure the continuous delivery of essential services to older individuals and caregivers within PSA 18.

B. AGREEMENT TERM

1. The term of the Agreement is expected to be July 1, 2026, through June 30, 2029. The term of the Agreement will remain ongoing, contingent upon compliance with legal and contractual requirements, subject to 45 CFR 1321.21;

22 CCR 7210, 7212, 7425-7429, and 7700-7716.

2. If an agreement is awarded, the start date is expected to be July 1, 2026, 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

Sample Budget Display – Ventura County (Area Plan) Attachment 3.

D. DEFINITIONS

CCR: Code of California Regulations

CFR: Code of Federal Regulations

OAA: Older Americans Act (also known as 42 USC § 3001 et seq.)

OCA: Mello-Granlund Older Californians Act (also known as California Welfare and Institutions Code 9000 et seq)

USC: United States Code

WIC: California Welfare and Institutions Code

“Agreement” or “Contract”: The Standard Agreement (Std. 213), exhibits, approved budget, and if applicable, a work plan, amendments, and any other documents incorporated by reference.

Area Agency on Aging (AAA): A private nonprofit or public agency designated by the Department, which works for the interests of older Californians within a PSA. The agency engages in community planning, coordination and program development, and, through direct services and/or contractual arrangements, provides a broad array of social and nutritional services, in accordance with 45 CFR § 1321.3; 22

CCR § 7105.

Budget Display: The official fiscal document identifying the specific fund allocations provided by the CDA to support the activities of one or multiple participating programs.

“Contractor" or “AAA”: The governmental or nonprofit entity contracted with CDA responsible for executing the provisions for services provided under this Agreement.

Memorandum of Understanding (MOU): The primary agreement establishing the legal and operational relationship between the AAA and CDA. The newly designated AAA for PSA 18 awarded under this RFP will be required to sign the MOU shortly thereafter.

Program Guide: The authoritative manual providing detailed guides, information, and regulatory requirements per program for AAA adherence to the MOU (next phase after designation of the new AAA).

Planning and Service Area (PSA): A geographical area, the boundaries of which are determined by the Department pursuant to 45 CFR § 1321.3: WIC § 9020; 22

CCR § 7140.

“State” and “Department”: The State of California and the California Department of Aging (CDA) interchangeably.

E. PROGRAM DESCRIPTION

1. Area Plan (AP) Definition and Mandate: The Area Plan is a four-year strategic document, maintained with annual updates, that serves as the formal blueprint for the administration of programs authorized by the Older Americans Act (42 U.S.C. § 3026) and the Older Californians Act (OCA). It identifies specific goals, objectives, and service unit plans designed to provide vital services for older adults and their caregivers. The CDA will only make funds available for activities specified in an approved and current Area Plan that complies with all state and federal laws and regulations.

2. Core Leadership and Planning: The designated AAA shall serve as the principal leadership and planning agency for PSA 18 for the County of Ventura. In accordance with Title III of the Older Americans Act (42 U.S.C. § 3026) and 22 CCR §§ 7300-7320, the Contractor is mandated to administer the Area Plan without exception, ensuring the delivery of a comprehensive and coordinated system of services for older individuals and caregivers.

3. Program Clusters: The Area Plan incorporates a "cluster" of closely-related programs, including:

• Title III B (Supportive Services): Personal care, case management, legal assistance, and transportation.

• Title III C (Nutrition): C-1 (Congregate) and C-2 (Home-Delivered) meals.

• Title III D (Health Promotion): Evidence-based disease prevention.

• Title III E (Family Caregiver Support): Five core services— Information, Access Assistance, Support Services, Respite Care, and Supplemental Services.

• Title VII (Elder Rights): Ombudsman and elder abuse prevention.

4. Supplemental Programs: While the administration of Title III core services is mandatory, the Contractor is further encouraged to integrate and provide a seamless continuum of care through the following supplemental programs:

• HICAP (Health Insurance Counseling and Advocacy Program)

• MIPPA (Medicare Improvements for Patients and Providers Act)

5. Operational Framework and Program Guide Reference: The newly designated AAA shall execute a separate Memorandum of Understanding (MOU) to participate in the mandated Area Plan program. In addition to the MOU, the newly designated AAA will receive a Program Guide, which contains detailed technical specifications, reporting requirements, and specific Scope of Work (SOW) for each program.

Proposer Action: Proposers are directed to review the Program Guide for detailed information regarding the Area Plan and its associated program clusters.

This information is found specifically on pages 49 through 90. Reference materials, including the current MOU, Program Guide, and supplemental exhibits, can be accessed on CDA’s public website here.

6. Administrative and Fiscal Capacity: The Contractor must demonstrate the administrative and fiscal capacity to manage distinct funding streams while adhering to specific reporting and performance standards.

• Non-Supplantation: Funds provided shall supplement, and not supplant, any federal, state, or local funds currently expended for these services.

https://www.aging.ca.gov/Providers_and_Partners/Area_Agencies_on_Aging/Memorandums_of_Understanding/

• Matching Requirements: The Contractor must meet minimum federal matching requirements - typically 15% for most Title III programs and 25% for Title III E and administration costs.

F. LEGAL AUTHORITY

In accordance with Title III of the federal Older Americans Act (42 U.S.C. § 3025), CDA is required to designate an eligible agency to serve as the AAA to ensure the continuous delivery of essential services to older individuals and caregivers within PSA 18.

G. PROGRAM BACKGROUND

Title III of the Older Americans Act provides the federal framework and funding for the local delivery of nutrition, supportive services, and caregiver support through designated AAAs.

H. 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 agreement. 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 Ventura County. The specific area is further defined by Exhibit E – Ventura County Map and Zip Codes of the Sample Agreement.

I. 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 Tuesday, February 10, 2026 5:00 PM

Last Day to Submit Questions Tuesday, February 17, 2026 5:00 PM

Anticipated Date of Addendum Friday, February 20, 2026 5:00 PM

Final Date for Proposal Submission Friday, March 27, 2026 5:00 PM

Proposal Opening & Admin Evaluation Monday, March 30, 2026 11:00 AM

Anticipated Dates of Technical Evaluation Tuesday–Wednesday, Mar 31–Apr 1, 2026 —

Anticipated Notice of Intent to Award Thursday, April 2, 2026 5:00 PM

Last Day to Protest the Award Thursday, April 16, 2026 5:00 PM

Anticipated Award of Agreement Friday, April 17, 2026 5:00 PM

Proposed Start Date of Agreement Wednesday, July 1, 2026 —

J. 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 February 17, 2026.

Sheila Gardner, Contract Analyst Email: RFPSubvention@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 RFPsubvention@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.

K. 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 contact the following to arrange for reasonable accommodation:

Business Management Section RFPsubvention@aging.ca.gov (TTY) – California Relay Telephone number: 711 or 1-800-735-2922

L. GENERAL PROPOSAL INFORMATION

1. One (1) original set of the proposal must be submitted either as a paper set OR as an electronic set; proposers shall not be required to submit both. If submitting electronically, one (1) electronic set must be sent to RFPsubvention@aging.ca.gov.

Proposers are cautioned that large attachments may experience significant transmission delays or file size rejections by the state network; therefore, proposers should allow sufficient time prior to the deadline to ensure the successful delivery mailto:RFPSubvention@aging.ca.gov https://www.caleprocure.ca.gov/pages/index.aspx https://www.caleprocure.ca.gov/pages/index.aspx mailto:RFPsubvention@aging.ca.gov mailto:RFPsubvention@aging.ca.gov and download of the proposal. The Department is not responsible for transmission failures or technical delays.

If submitting a paper copy, one (1) original paper set must be enclosed completely within a sealed envelope, package, or box. Proposals not completely sealed shall be rejected. The sealed envelope, package, or box must be plainly marked with the RFP number and title, show your firm name and address, and must be marked with “DO NOT OPEN,” as shown in the example in item 2 below:

2. It is the responsibility of the Proposer to ensure that the proposal is received by CDA by the specified time. Proposals received after the date and time listed in the Key Action Dates of this RFP will not be considered. 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 5:00 p.m. on March 27, 2026, will not be evaluated and will be returned to the Proposer.

All hard copy proposals must be mailed or delivered to:

California Department of Aging (RFP# VEN-2627-18) BMS Subvention Unit – DO NOT OPEN

2880 Gateway Oaks, Suite 200 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 of the Sample Agreement. 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 Agreement.

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.

M. PROPOSAL FORMAT

All proposals should comply with the following format instructions:

Paper Proposals

1. If submitted in paper, such 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 hand signatures and must be signed by a person who is authorized to contractually bind the proposing firm, and their title must be indicated.

5. 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.

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

Electronic Proposals

1. Proposers who send electronic proposals shall not encrypt or otherwise password-protect the documents submitted and must send one “.pdf” copy of their entire proposal via email.

2. Electronic proposals should be in 8.5” by 11” format, in Arial font no smaller than size 11, with margins no smaller than one (1) inch on all four (4) sides.

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

4. All documents contained in the original proposal package must have electronic signatures and must be signed by a person who is authorized to contractually bind the proposing firm, and their title must be indicated.

7. 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.

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

N. PROPOSAL CONTENT

1. The proposal shall contain the following:

Attachment # Proposal Content

Attachment 1 Document Checklist

Attachment 2 Proposal Certification Sheet

Attachment 3 Sample Budget Display

Attachment 4 Information Integrity and Security Statement (CDA 1024)

Attachment 5 Payee Data Record (Std. 204)

Attachment 6 Contractor Certification Clauses (CCC 04/2017)

Attachment 7 Target Area Contract Preference Act

Attachment 8 Darfur Contracting Act Certification (DGS PD 1)

Attachment 9 Iran Contracting Act Certification

Attachment 10 Bidder Declaration Form (GSPD-05-105)

Attachment 11 CA Civil Rights Law Certification (CDA 9026)

None One (1) Original Proposal – either Paper OR Electronic

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. Budget

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

A total of fifteen (15) points will be awarded for the budget section. All budgets submitted must conform to the criteria as specified in the Budget Instructions.

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

3. Proposal Narrative

The Proposal Narrative is designed to demonstrate the Proposer’s ability to serve as the AAA, and to ensure continuous delivery of essential services to older individuals and caregivers within PSA 18, Ventura County.

The narrative consists of six (6) sections and the Budget. All proposals will be reviewed by an evaluation committee designated by CDA. The Proposal Narrative must respond to all sections, for a maximum of 100 points. Only proposals meeting minimum requirements will be evaluated, and the successful proposer will receive the highest score.

Section 1. Physical Location, is considered a Pass/Fail situation. If it is not considered sufficient, the Proposal Narrative will not be evaluated further.

1. Accessibility and Centrality of Physical Location (Pass/Fail)

2. Organizational Capacity and Experience

3. Program Design and Service Delivery

4. Staffing and Qualifications

5. Service Coordination and Partnerships; and

6. Data Collection, Reporting, and Quality Assurance

7. Budget and Cost Effectiveness

Note: Refer to information contained in the attached Sample Agreement, Exhibit A, Scope of Work, Exhibit B, Budget Detail, Payment Provisions, and Closeout, Exhibit C, General Terms and Conditions, Exhibit D, Special Terms and Conditions, and Exhibit E – Ventura County Map and Zip Codes for assistance in completing your proposal.

1. Accessibility and Centrality of Physical Location (Pass/Fail) Provide a physical description of proposer’s facility demonstrating all of the following:

• Accessibility to older individuals with disabilities.

• Space sufficient to accommodate the numbers of older individuals who will be utilizing the facility's programs.

• Convenience and central location to the population that will be served.

2. Organizational Capacity and Experience (Maximum 20 points)

Describe the proposer’s organizational structure, mission, services portfolio, populations served, work experience in the identified geographic service areas including experience with management of regulatory compliance.

Considerations:

• Demonstrated experience providing services to older adults, caregivers, and/or individuals with disabilities

• Experience with implementing federal or state regulatory requirements and how the organization manages regulatory compliance

• History of managing public funds (State and Federal) and complying with reporting requirements

• Organizational stability and administrative capacity, including an organizational chart with short description of duties. Agency governance includes description of board of directors, duties and how they work with the Agency staff.

• Describe administrative capacity including human resources approach to talent recruitment, organization’s management information systems for daily operations including security of records and ongoing management of daily operations.

• The proposer’s readiness roadmap for the period between the anticipated April, 2026 and the July 1, 2026 start date, illustrating their approach to a successful 120-day startup.

Point Allocation:

o Excellent: 17–20 points o Adequate: 11–16 points o Limited: 1–10 points o Not Addressed: 0 points

3. Program Design and Service Delivery (Maximum 30 points)

Describe the Proposer’s initial approach to establishing the Older Americans Act programs and HICAP services in the identified geographic boundaries.

• Demonstrate knowledge and understanding of the Older Americans Act including Title III, HICAP and Ombudsman service requirements

• Clear description of service components to be provided by the proposer and approach to service delivery including best practices that will be utilized addressing service requirements as defined in the program service definitions and eligibility criteria.

• Proposer’s approach to outreach and service delivery to all priority populations in the identified geographic area. Response should include awareness of the CDA Intake Form and Program Guide for all programs.

(Accessibility (geographic, cultural, linguistic, and functional accessibility)

• Experience conducting community needs assessment and engagement with the community to plan service delivery (Approach to volunteer engagement to support program delivery)

Point Allocation:

o Excellent: 25–30 points o Adequate: 16–24 points o Limited: 1–15 points

4. Staffing and Qualifications (Maximum 15 points)

Describe how the proposer will ensure that staff involved in daily administrative and program delivery as required in the Older Americans Act, Program Guide and regulations have the experience and knowledge to succeed.

• Draft Organizational chart for new programs and services including titles and areas of work.

• Appropriate credentials, training, and experience of staff (e.g., case managers, counselors, support group facilitators, etc.). Please note if internal or contracted staff.

• Plan to ensure adequate staffing levels to meet service demand

• Approach to ensuring staffing and tools available will enable the proposer to provide culturally and linguistically appropriate services to those residing in the planning and service area

• Training plan and supervision structure for new and existing staff

• Use of culturally competent and trauma-informed practices

Point Allocation:

o Excellent: 13–15 points o Adequate: 8–12 points o Limited: 1–7 points

5. Service Coordination and Partnerships (Maximum 10 points)

Describe the proposer’s experience and approach in establishing and maintaining formal and informal working relationships across stakeholder groups and the PSA community to encourage collaboration, avoid duplication of services and engage in referral and service coordination for older adults, those living with disabilities and their caregivers. Include experience with local taskforces, advisory councils, and any leadership role the proposing agency has assumed.

• Partnerships with local, state and federal government entities

• Partnerships with community-based organizations, such as healthcare providers, long-term services and support programs, existing Older Americans Act partners in the PSA, other AAAs, other state agencies, or social service agencies

• Engagement with the community at large Point Allocation:

o Excellent: 9–10 points o Adequate: 5–8 points o Limited: 1–4 points

6. Data Collection, Reporting, and Quality Assurance (Maximum 10 points)

Describe the proposer’s capacity to track services and outcomes for all programs and services delivered to Older Adults, Caregivers, and Individuals with disabilities. Please describe methodology, systems used and how quality assurance is monitored internally and with subcontracts to validate compliance and accuracy.

• Ability to collect and report required program data

• Data validation and assurance for accuracy

• Use of data for quality improvement

• Compliance with confidentiality and privacy requirements

• Experience with monitoring, audits, or site visits

• Participant satisfaction and effectiveness of services practices

Point Allocation:

o Excellent: 9–10 points o Adequate: 5–8 points o Limited: 1–4 points

7. Budget and Cost Effectiveness (Maximum 15 points) Describe how the proposer’s organization will implement the sample budget, including meeting the required match while ensuing delivery of all required services and on time reporting?

• Organizational approach to budget planning and internal controls

• Cost-effectiveness and efficient use of funds

• Ensuring allowability of expenses per state and federal guidelines

• How program and fiscal coordinate to ensure payments for program services match services delivered Point Allocation:

o Excellent: 13–15 points o Adequate: 8-12 points o Limited: 1-7 points

CDA may also want to consider:

• Geographic coverage and service gaps

• History/ past performance if they are a known organization within the aging network

• Availability of matching or leveraged resources

• In addition to the Evaluation Rubric, the RFP should also include the following:

o Program Overviews o Target Populations for each Program o Scope of Services for each Program (including data dictionary definitions as well as regulatory citations) o Reporting and Performance requirements for each Program

• Programmatic Assurances:

o Ensure the Program Guide/AP dictates service delivery (i.e. the budget should match the data reporting which should match the service delivery) o Ensure services are provided throughout the entire county and in every county contracted.

o Ensure adequate staffing.

o Require timely communication with CDA program teams (i.e., attend all scheduled quarterly calls and scheduled 1:1’s and TA sessions, respond to email inquiries/phone calls from program staff).

1. On an ongoing basis, monitor the Subcontractor’s use of federal and State funds through reporting, site visits, regular contact, or other means to assure the Subcontractor administers federal and State awards in compliance with laws, regulations, the provisions of the Program Guide, and that performance goals are achieved.

2. Follow up and ensure that the Subcontractor takes timely and appropriate action on all deficiencies pertaining to the Federal programs detected through monitoring and on-site review. [CFR 75.352].

3. Provide support and technical assistance to subcontractors and respond in writing to all written requests for direction, guidance, and interpretation of instructions to include client and performance data.

4. Ensure that Subcontractors take timely and appropriate action on all deficiencies pertaining to the Federal programs detected through monitoring and on-site review.

[CFR 75.352].

a. See the Program Guide for all Program requirements for monitoring

b. For Title IIIC: Onsite program monitoring must be conducted every year for

Title III C-1 and Title III C-2. Fiscal monitoring must be conducted every two

(2) years for all programs including Title III C-1 and Title III C-2.

i. Monitor nutrition programs. Food facilities (i.e., sites that store, prepare, package or portion food) must be monitored on-site annually by the AAA Registered Dietitian (RD) [22 CCR 7634.3(d)]. Non-food facilities that only distribute packaged meals (i.e., do not store, prepare, package or portion food – therefore don’t meet the California Retail Food Code’s definition of a “food facility”) must be monitored at least every other year on-site. Sites must be monitored using a standardized procedure developed by the AAA that ensures all sites are monitored systematically. AAA policies and procedures must guarantee the following:

a) AAA RD monitoring of each food facility annually on-site.

b) AAA RD monitoring of non-food facility nutrition sites (i.e., sites that do not store, prepare, package, or portion food) at least every other year on-site.

c) AAA RD monitoring of non-food facility nutrition sites more often if they are at increased risk for food safety violations or have a history of corrective actions.

c. For IIID: Onsite monitoring for Title III D programs must be conducted every other year at minimum. Onsite Fiscal monitoring must be conducted every two (2) years for Title III D programs.

5. For Title IIIC:

a. Maintain or increase the number of Title III C-1 and C-2 meals served if federal and/or State funds for meal programs increase. The AAA shall promote and maintain high standards of food safety and sanitation as required by the California Retail Food Code (CalCode).

b. Ensure that meal counts associated with Title III C-1, C-2 and NSIP are in accordance 22 CCR 7638.7(a)(1)-(4).

c. Offer a meal to a volunteer under the age of sixty (60) if doing so will not deprive an older individual of a meal. [22 CCR 7638.7(b)(1)] The AAA or the Subcontractor shall develop and implement a written policy for providing and accounting for volunteer meals. [22 CCR 7638.7(b)(2)]

d. Provide a home-delivered meal to an eligible individual. [22 CCR 7638.7(c)]

e. Report a meal only once either as a Title III meal or a Title VI meal.

f. Ensure Title IIIC meals meet the nutrition requirements of meals:

i. Comply with the most current Dietary Guidelines for Americans

ii. Provide one-third of the Dietary References Intakes (DRI) if providing one meal per day, two-thirds of the DRI if providing two meals per day, and 100% of the DRIs if providing three meals per day.

iii. Comply with the Older Californians Nutrition Program Menu Guidance.

iv. Annually assess each Title III C-1 and C-2 client’s nutrition risk using the

DETERMINE Your Nutritional Health checklist published by the Nutrition Screening Initiative. [OAA § 339(2)(J); OAA § 207(a)(3)]

6. Develop local level policies and procedures to ensure compliance with all Title III Program requirements.

7. Ensure Intake forms include programmatic requirements

a. For Title IIIC: DETERMINE Your Nutritional Risk Health checklist questions and scoring as indicated in the Title IIIC – Intake and Assessment Forms Guide.

8. Ensure voluntary contribution is an option for all Title III Program services.

a. For all Programs: Comply with provisions for voluntary contributions in Section

4.4. [OAA §325(b)]

b. For Title IIIC: That an eligible individual who receives a meal is given the opportunity to voluntarily contribute to the cost of the meal.

i. The nutrition services provider must develop a suggested amount. When developing this contribution amount, the income ranges of the older individuals in the community and the provider's other sources of income shall be considered. [CCR 7638.9.(b)]

ii. Title III C-1: Post signage indicating the suggested contribution for eligible individuals, and the guest fee for non-eligible individuals, near the contribution container at each congregate meal site. The guest fee shall cover all meal costs. [CCR 7638.9.(c)}

iii. Title III C-2: Notify C-2 clients of the suggested contribution amount and methods for making voluntary contributions.

9. Meet requirements for Title III To-Go Meals:

a. Title III C-1 To-Go Meals:

i. For C-1 To-Go meals that are consumed onsite:

a) At least a portion of the meal is consumed in a congregate setting.

Congregate settings include indoors (restaurants, grocery stores, etc.)

or outdoors (parks, picnics, food trucks, festivals, events, tailgate parties, etc.)

ii. For C-1 To-Go meals that are consumed offsite:

a) Meal is picked up by the client (or representative) or delivered to the client.

b) In-person or virtual interaction is included with the meal.

Examples include:

1) In-person group dining at a congregate site such as a restaurant, park, food truck, etc.

2) Virtual group interaction scheduled by the nutrition provider such as nutrition education, virtual museum or travel tours, or group chat on virtual platforms such as GoogleMeet, Zoom, FaceTime, or similar applications that offer live interaction with participants.

https://www.aging.ca.gov/download.ashx?lE0rcNUV0zZ%2fmnswDwFAig%3d%3d https://www.aging.ca.gov/download.ashx?lE0rcNUV0zZ%2fmnswDwFAig%3d%3d https://www.aging.ca.gov/download.ashx?lE0rcNUV0zaN%2FY3P1Uwdgg%3D%3D

3) Virtual one-on-one interaction during the meal arranged by the nutrition provider via telephone or virtual platform (Zoom, FaceTime, etc.).

c) All to-go meals served on the day a virtual activity is provided are considered C-1 meals. The nutrition provider is not required to track client confirmation of intent to attend the virtual activity.

d) All to-go meals served on the day a virtual activity is not provided are considered C-2 meals.

b. Title III C-2 To-Go Meals

i. Meet the following criteria for Title III C-2 To-Go Meals:

a) Meal is picked up by client (or client’s agent) or delivered by the provider to the client.

b) Meal is consumed off-site (i.e., not in a congregate setting).

c) In-person or virtual interaction with the meal is not available.

ii. Complete initial assessment for all new C-2 clients within 2 weeks of the start of service.

a) The CCR 7638.3(a)(2) requirement for initial assessments to be conducted “in the home” does not apply if meals are picked up rather than home-delivered; assessments may be completed in person at time of meal pick-up or via telephone. If meals are home-delivered by the provider, the initial assessment must be conducted in the home.

b) Complete quarterly eligibility reassessments for all C-2 clients.

1) The CCR 7638.3(a)(4) requirement for quarterly eligibility reassessments to be conducted “in the home” every other quarter does not apply if meals are picked up rather than home-delivered by the provider and may be done in-person at the time of meal pick up or by phone. If meals are home-delivered, the quarterly eligibility reassessments must be conducted in the home every other quarter.

2) Establish a wait list and a prioritization policy as per CCR 7638.3(c) if unable to serve all eligible individuals.

10. Title III D Health Promotion – Evidence-Based

a. Provide one or more Title IIID evidence-based health promotion programs.

b. Provide Title IIID programs that meet ACLs evidence-based requirements through one of the two options:

i. Meets the requirements for ACL’s evidence-based definition; or

ii. Is considered an “evidence-based program” by any operating division of the

U.S. Department of Health and Human Services (HHS) and is shown to be effective and appropriate for older adults.

c. Ensure the fidelity of programs is maintained by adhering to the curriculum.

i. Offer Title III D services to eligible individuals 60 and older, and the spouse of eligible older individuals.

O. EVALUATION AND SELECTION PROCESS

Part I – General Information

1. Each proposal, received at CDA by 5:00 p.m. on March 16, 2026, 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 Proposal Narrative. 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 Action Dates published above.

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

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

5. Award, if made, will be to the responsive and responsible Proposer awarded 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. Required documents inclusion will be scored only as Pass or Fail.

Proposal narratives will be numerically scored according to the rating scale 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) fiscal years (or for each year of operation if proposer has been in operation for less than three (3) years) will be reviewed by CDA’s Division of Administrative Services 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 narrative consists of six (6) sections and the Budget. All proposals will be reviewed by an evaluation committee designated by CDA. The Proposal Narrative must respond to all sections, for a maximum of 100 points. Only proposals meeting minimum requirements will be evaluated, and the successful proposer will receive the highest score.

Category 1 – Physical Location, is considered a Pass/Fail situation. If it is not considered sufficient, the Proposal Narrative will not be evaluated further.

SCORING SUMMARY TABLE

Evaluation Category Possible Points

1. Accessibility and Centrality of Physical Location Pass/Fail

2. Organizational Capacity and Experience 20

3. Program Design and Service Delivery 30

4. Staffing and Qualifications 15

5. Service Coordination and Partnerships 10

6. Data Collection, Reporting and Quality Assurance 10

7. Budget and Cost Effectiveness 15

Total Possible Points 100

Preference Program Incentive Points (if applicable) XX

Final Score XX

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 100 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 100 =) 8 points to be added to its evaluated average score.

P. AWARD AND PROTEST

1. Procedural Grounds for Protest:

CDA’s subvention contracts are exempt from Department of General Services (DGS) review per AG OP 80-111. CDA maintains sole jurisdiction to award, and to make a determination regarding a protest of a proposed award.

a. The selected proposal shall become part of the Agreement file.

b. The Notice of Intent to Award shall be posted at www.aging.ca.gov under

“Highlights” for five (5) State working days and emailed to all participating proposers.

c. Participating proposers wishing to view or inspect any proposal or award-related materials must identify the items they wish to inspect and must request them from Sheila Gardner, Contract Analyst at RFPSubvention@aging.ca.gov.

d. Any proposer who submitted a proposal in response to this RFP may, within five (5) State working days after the Notice of Intent to Award is posted, file a written protest with the CDA by email to RFPSubvention@aging.ca.gov. The protesting Proposer’s failure to follow the timeline stated in the Key Action Dates of the RFP constitutes a waiver of protest rights with the CDA.

https://oag.ca.gov/system/files/opinions/pdfs/80-111.pdf http://www.aging.ca.gov/ mailto:RFPSubvention@aging.ca.gov mailto:RFPSubvention@aging.ca.gov

e. The Contract Analyst will confirm receipt of the Proposer’s intent to protest and will provide requested documents to the protesting Proposer within one (1) State working day (unless reasons stating otherwise are included).

f. Within five (5) State working days after filing the protest, the protesting

Proposer shall file a…