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

The California Department of Aging (CDA) is issuing RFP # VEN-2627-18 to designate a new permanent Area Agency on Aging (AAA) for Planning and Service Area (PSA) 18 in Ventura County, required under Title III of the federal Older Americans Act (42 U.S.C. 3025). The procuring agency seeks a single contractor—either a public agency or private nonprofit organization—to assume comprehensive programmatic, fiscal, and administrative oversight of aging and caregiver services throughout Ventura County. The AAA will manage and deliver Title III programs including Supportive Services (Title III B), Congregate and Home-Delivered Nutrition Services (Title III C-1 and C-2), Health Promotion (Title III D), Family Caregiver Support (Title III E), and Title VII Elder Rights programs, along with supplemental programs such as HICAP and MIPPA. Proposers must submit comprehensive proposals demonstrating organizational capacity, program design, qualified staffing, service coordination capabilities, data collection systems, and budget efficiency, supported by two reference letters from organizations with at least two years of working relationships and independent CPA audit reports for the three most recent fiscal years. The proposal submission deadline is Friday, March 27, 2026, at 5:00 p.m. PST, with administrative evaluation beginning Monday, March 30, 2026; the Notice of Intent to Award is anticipated for Thursday, April 2, 2026, followed by a five-day protest period concluding April 16, 2026. The contract term will run from July 1, 2026, through June 30, 2029, with ongoing renewal contingent upon regulatory compliance, and contractors must meet federal matching requirements of 15% for Title III programs and 25% for Title III E and administration costs.

Eligible applicants must be California public entities or private nonprofits in good standing with the Secretary of State, with all proposed subcontractors also requiring sound financial status and compliance with federal and state regulatory requirements. The RFP includes multiple set-aside and preference designations: Small Business/Microbusiness preference (up to 5%), Non-Small Business Subcontractor preference (up to 5% with 25% subcontracting commitment), Nonprofit Veteran Service Agency preference (up to 5%), and Target Area Contract Preference Act (TACPA) preference. All contracts exceeding $100,000 require compliance with environmental protection laws, state contract acts, and civil rights legislation, and contractors must demonstrate financial stability while ensuring funds supplement rather than supplant existing federal, state, or local funding. The RFP references a detailed Area Plan budget in Attachment 3, though specific dollar amounts are specified in the budget template rather than within the RFP narrative itself. No incumbent vendor information or existing technology integration requirements are specified in the available documentation.