FY2013-FY2014 Competitive Bid Process Older Americans Act Title III Area Agency on Aging District 7, Inc. Mandatory Bidder s Conference July 27, 2012 AAA7 Scioto County Satellite Office Portsmouth, Ohio
TODAY S HANDOUTS RFP Timeline Tentative FY2013 Funding Levels Copy of Executive Order for Exhibit B-8
IMPORTANT!!! No technical assistance can or will be given to applicants after the Mandatory Bidder s Conference concludes please ask all questions during the conference If a question cannot be answered during the conference, all attendees will be provided the answer when it is obtained All Mandatory Bidder s Conference attendees must be present during the entire meeting or their bid packet will not be accepted
General Information One original, three-hole punched, and one copy, three-hole punched bid packet must be submitted. Do not put them in binders! Electronic submissions CANNOT be accepted (including faxes) Appendix A is for information only, do not return it with your submission
Changes to Bid Packet Narrative Exhibits contain the questions, instead of having them in the instructions. Please leave the questions on the page and use as much space as needed to answer Bid Packet has pages noting where Excel documents, and other requested non-word items need to be placed
General Information Consideration for Funding (Scoring) Items listed in Section 1 of the Proposal Evaluation Criteria by Service scoring document must be included/completed for the proposal to have further consideration NO EXCEPTIONS Bid Packets will be scored based on percentage of earned points to total points available
General Information - Budgets Budget Exhibits submitted with bid packet should be for FY2013 only; awardees will complete exhibits again in late 2013 for FY2014 Budget Exhibits must include ALL funding sources and units for the service Unit rates are for a one-year time frame; an opportunity may be given to change the rates when completing the exhibits for FY2014
General Information - Budgets Agencies applying for CCP (Care Coordination Program) are not guaranteed funding; however, the Budget Exhibits should include CCP data for the service if the agency is applying for both Title III and the CCP funds Budget Exhibits should include unit rates for CCP services (section 8D of Exhibit E-1A) if agency chooses to participate as a CCP Consumer- Selected Provider; that unit rate must be the same as on the CCP Application
Required of Nutrition Awardees Nutrition Providers must provide proof of adequate food preparation facilities (new applicants must arrange a walk-through with AAA7-designated staff during the proposal process timeframe) Nutrition Providers must provide copy of county Food Service License Nutrition Providers must provide documentation of ServSafe Certification and Training Documentation
FY2013-FY2014 OLDER AMERICANS ACT SERVICES SOCIAL SERVICES (TITLE III-B) Personal Care Homemaker Adult Day Service Legal Assistance Transportation NUTRITION SERVICES (TITLE III-C) Congregate Meals Home-Delivered Meals
OAA Title III vs. CCP vs. PASSPORT OAA TITLE III Federally-funded Competitive bid process & subrecipient status 15% match required One provider/per service/per county Mandatory Bidder s Conference (7/27/12) Services: Personal Care, Homemaker, Adult Day Service, Transportation, Legal Counsel, Congregate Meals and Home- Delivered Meals CCP State-funded Consumer-selected provider with vendor status No match required Unlimited providers per service/per county Mandatory Application Meeting (7/27/12) Services: Personal Care and HDM only PASSPORT Federally-funded and State-funded Provider certification through ODJFS No match required Unlimited providers per service/per county Application process can happen anytime Services: Medicaidapproved services
OAA Title III: Tentative Funding-FY2013 (Requires 15% Match) County Social Services Title III-B Title III-B Match Required Congregate Meals Title III-C1 Title III-C1 Match Required Home-Del Meals Title III-C2 Title III-C2 Match Required Adams $30,028 $5,299 $30,986 $5,468 $37,954 $6,698 Brown $33,033 $5,829 $32,219 $5,686 $40,022 $7,063 Gallia $31,942 $5,637 $32,568 $5,747 $39,817 $7,027 Highland $36,612 $6,461 $34,621 $6,110 $44,724 $7,892 Jackson $33,163 $5,852 $33,661 $5,940 $41,423 $7,310 Lawrence $48,545 $8,567 $43,203 $7,624 $57,010 $10,061 Pike $29,821 $5,263 $30,846 $5,443 $36,891 $6,510 Ross $49,039 $8,654 $44,961 $7,934 $58,679 $10,355 Scioto $59,382 $10,479 $49,742 $8,778 $68,124 $12,022 Vinton $20,618 $3,638 $24,216 $4,273 $26,906 $4,748
OAA Title III: Tentative Funding- FY2013 LEGAL SERVICES (Requires 15% Match) County Title III-B Legal Service Match Required Adams $2,401 $424 Brown $2,881 $508 Gallia $2,706 $478 Highland $3,453 $609 Jackson $2,902 $512 Lawrence $5,359 $946 Pike $2,368 $418 Ross $5,438 $960 Scioto $7,090 $1,251 Vinton $897 $158
NSIP (Nutrition Services Incentive Program) Eligible meals will earn an NSIP allocation from the United States Department of Agriculture For budget purposes (Section 7F of Exhibit E- 1A), use an allocation of $0.65 per meal
Bid Packet Contents General Information Sheet Checklist Exhibit Instructions Exhibit A-1 (Application for Funding) Exhibits B-1 through B-8 (Assurances) Exhibits C-1 and C-2 (Organizational Narrative and Chart) Exhibits D-1 through D-3 (Governing Board, Articles of Incorporation, Certification)
Bid Packet Contents (cont d) Exhibit E-1 (Planned Demographics) Exhibit E-1A and E-2 (Budget and Match Documentation) Exhibit F-1 through F-3 (Service Narratives) Exhibit G (Request for Variance) Exhibit H (Minority Agency Certification) Exhibit I-1 (Documentation of Insurance) Exhibit I-2 (Insurance Claim Instructions) Exhibit J (ServSafe/Training Documentation) Exhibit K (Food Service Licenses)
Appendix A Information Proposal Evaluation Criteria by Service exact copy of scoring sheet Standard Deviation Table Service Category Definitions & Codes (these are the codes to use in Section 3 of the Planned Budget (Exhibit E-1A) Census Descriptions (use for D-1 & E-1) Client Characteristics (use for E-1) Governing Board Definitions (use for D-1) County Demographics
FY2013-FY2014 BID PROCESS TIMELINE Public Notice Release 7/16/12 Packet Available thru 9/13/12 Bidder s Conference 7/27/12 Bid Submissions by 9/14/12 Proposal Review Committee 10/12 AAC and Board of Trustees 10/12 Contracts Nov/Dec 2012
Rules and Policies Service Rules can be found on the Ohio Department of Aging website at http://www.aging.ohio.gov/information/rules/current.aspx Adult Day Service: Rule 173-3-06.1 Homemaker: Rule 173-3-06.4 Personal Care: Rule 173-3-06.5 Transportation: Rule 173-3-06.6 Nutrition: Rule 173-4-01 Rule 173-4-02 Rule 173-4-03 Rule 173-4-04 Rule 173-4-04.1 Rule 173-4-05 Rule 173-4-07 AAA7 Policies and Procedures can be found on the AAA7 website at http://www.aaa7.org in the Provider Resources area
Questions? Nina R. Keller, MSW, LSW Assistant Director/ Director of Planning & Program Development 1-800-582-7277 nkeller@aaa7.org Rita M. Pauley Planning & Program Development Manager 1-800-582-7277 rpauley@aaa7.org