Pierce County Community Connections

Request for Proposals (RFP) for Senior Center Services RFP Information and Guidelines RFP No. 13-006-ADR Issue Date: July 26, 2013 Closing Date: Contact Brian Guthrie 1305 Tacoma Ave S. STE 104 Tacoma, WA 98402 Phone: (253) 798-4378 Email: bguthri@co.pierce.wa.us Applicant Information Must Be Completed and Submitted by All Applicants Organization Name: Contact Name: Address: City: State: Zip: Phone: Fax: E-Mail: Return by 12:00 noon, (Friday) to: Attn: Brian Guthrie 1305 Tacoma Ave S. STE 104 Tacoma, WA 98402 Phone: (253) 798-4378

TABLE OF CONTENTS REQUESTS FOR REASONABLE ACCOMMODATION... 3 ACCESS TO REFERENCED DOCUMENTS... 3 NOTICE OF SOLICITATION... 3 AVAILABILITY OF FUNDS... 3 DESCRIPTION OF SOLICITED SERVICES... 4 ANTICIPATED TIMELINES... 4 ELIGIBLE APPLICANTS... 5 APPLICATION EVALUATION PROCEDURE AND CRITERIA... 5 UNACCEPTABLE APPLICATIONS... 6 CONTACT... 6 QUESTIONS FROM APPLICANTS AND RESPONSE BY PCCC... 6 SUBMITTAL DUE DATE AND INSTRUCTIONS FOR SUBMITTAL... 7 OWNERSHIP OF MATERIAL... 7 APPLICATION COSTS AND CONTINGENT FEES... 7 ACCEPTANCE OF TERMS AND CONDITIONS... 7 RIGHT TO REJECT OR NEGOTIATE... 8 CONTRACT AWARD AND NOTIFICATION TO SELECTED APPLICANTS... 8 RIGHT TO APPEAL... 8 REQUIRED ASSURANCES... 8 APPLICATION... 10 ACKNOWLEDGEMENT OF REQUIRED ASSURANCES... 15 ATTACHMENT A- PROPOSED BUDGET AND REVENUE SUMMARY/SALARY AND WAGE DETAIL... 16 ATTACHMENT B- MULTIPURPOSE SENIOR CENTER PROGRAM GUIDELINES... 19 ATTACHMENT C- EVALUATION SURVEY... 24 Request for Proposal No. 13-006-ADR 2

REQUESTS FOR REASONABLE ACCOMMODATION (PCCC) will provide reasonable accommodation to allow for equal participation in the Request for Proposal (RFP) application process. To request a reasonable accommodation, please contact Brian Guthrie at (253) 798-4378, or 711 (Telecommunications Relay Service - TRS) or via e-mail at Bguthri@co.pierce.wa.us. ACCESS TO REFERENCED DOCUMENTS This document contains active hyperlinks. Prospective applicants who are unable to access the Internet may request copies of the documents referenced in this RFP by contacting Brian Guthrie at (253) 798-4378 or 711 (TRS) or via e-mail at Bguthri@co.pierce.wa.us. All documents will be available on PCCC website: http://www.piercecountywa.org/cc or in compact disc format, upon request. NOTICE OF SOLICITATION PCCC shall contract with at least seven (7) providers to administer all funds allocated for the delivery of Senior Center services as described below. Failure of PCCC to notify any interested party or parties directly regarding the availability of this RFP shall not void or otherwise invalidate the RFP process. In addition to providing required notification via the County s publication of record, The Puyallup Herald, PCCC will provide notification to all known interested parties, and to other organizations and individuals currently on the Department s e-mail distribution list. Any individual or organization wishing to be added to the Department s e-mail distribution list in order to receive future notices of funding opportunities can make such a request by contacting Sue George at sgeorge@co.pierce.wa.us. A copy of this Request for Proposal (RFP) will be posted to the Community Connections website at www.piercecountywa.org/cc AVAILABILITY OF FUNDS Pierce County has made available $175,000 of County General Funds annually for senior center services. Eligible Costs Funds awarded under this RFP will be used to support the basic operations of a senior center. Priority will be given to funding Basic Needs which are defined as: Director s salary, (County General Funds not to exceed fifty percent (50%) of annual award); Payroll taxes for Director s position; Professional services (accounting and janitorial); Communications (telephone, facsimile, postage, modem line); Rent; Insurance (Commercial General Liability, excludes automobile/vehicle insurance); and Public Utilities (electricity, gas, heat, garbage/waste disposal, water). Ineligible Costs Funds awarded as part of this contract shall not be used to support or pay for capital improvements such as building construction, building remodeling, or paving/re-surfacing. Request for Proposal No. 13-006-ADR 3

The initial contract period shall be from January 1, 2014 to December 31, 2014. Contracts will be renewed (without advertisement or solicitation) for an additional one (1) year period contingent upon available funding and contractor performance. DESCRIPTION OF SOLICITED SERVICES is seeking proposals from eligible, qualified, and interested organizations to provide senior center services. Senior centers serve as critical community focal points, offering a variety of activities that respond to the diverse needs and interests of their community and include, but are not limited to, nutrition programs, health and wellness services, fitness activities, information and assistance to community resources, and a variety of educational and cultural opportunities. Target Population Persons aged fifty-five (55) and older Frail, vulnerable older adults who have diminished abilities or means, who would benefit from services provided by a senior center to enhance and support their ability to function independently In addition, the County gives priority to centers that can demonstrate they have made special efforts to better serve rural elderly individuals with disabilities, and low-income minority older individuals. Low-income is defined as persons with incomes at or below the official poverty guidelines determined by the Office of Management and Budget. 2013 Health and Human Services poverty guidelines are: $11,490 per year for an individual living alone, and $15,510 per year for a two-person household. Successful applicants shall maintain records regarding services provided to targeted individuals during each year of the 2014-15 contract periods. Senior Center Services Outcomes Successful applicants will conduct an annual Senior Center Services Evaluation Survey (Attachment C) that will measure the following outcomes: Greater socialization and interaction with others Improved physical health Improved outlook on life Improved access to information or linkages to other services and resources on aging issues Ability to maintain independence Overall customer satisfaction General Compliance Applicants agree to provide services in accordance with the Washington State Department of Social & Health Services - Aging and Disability Services Administration Multipurpose Senior Center Guidelines (Attachment B). ANTICIPATED TIMELINES The following anticipated timeline is subject to change, at the discretion of the County: July 24, 2013: Notification of RFP is published in the County's newspaper of record July 26, 2013: RFP issued to known interested applicants, and posted on the PCCC website Request for Proposal No. 13-006-ADR 4

August 9, 2013: August 16, 2013: : Questions from prospective applicants are due no later than 4:00 pm; please see page 6 for additional information The County s written response to each question submitted will be sent to all known prospective applicants from whom the County has a valid email and/or postal address. The responses will also be posted on the PCCC website Application submission deadline; applications are due to the County no later than 12:00 noon September 20, 2013: Final decisions on funding for Senior Center Services; awards announced and applicants notified January 1, 2014: Effective date of contract ELIGIBLE APPLICANTS Interested applicants must be legally constituted entities that meet all of the following criteria in order to be eligible to submit a full application for the services listed in this RFP: 1. Senior center has been in operation for two (2) or more years at the time of application. 2. Organization is currently registered as an incorporated, private, not-for-profit agency, 501(c)(3) in the State of Washington, or part of a municipal government. 3. Senior center is open to the public a minimum of three (3) days each week and five (5) hours per day. 4. Senior center has either a Board of Directors or Advisory Council that meets regularly for the purpose of providing community and senior participant input into center operations, including program planning and design, service delivery and evaluation, and outreach and marketing. 5. Senior center provides at least three (3) of the five (5) service/program categories each week: Educational and cultural programs such as guest lecturers, leadership development programs, financial planning workshops, computer classes, and special courses and seminars; Recreation/social activities such as dances, games, and senior trips; Health and wellness programs such as blood pressure clinics, diabetes clinics, exercise classes, and foot care services; Nutrition programs such as congregate meals, nutrition education, cooking classes, and food banks; Outreach such as flyers, newsletters, presentations, and one-to-one informational visits. 6. Senior center provides general information and referrals to seniors to enable them to access community support services. APPLICATION EVALUATION PROCEDURE AND CRITERIA Applications will be evaluated and scored according to, but not limited to, the demonstration of need; programs and activities provided; experience in providing senior center services to the targeted population; involvement of the community and participants in programming, needs Request for Proposal No. 13-006-ADR 5

assessment, and evaluation; and, demonstrated ability of the applicant to implement and administer the program. When evaluating applications, the County also reserves the right to consider the applicant s performance related to previous contracts that the applicant may have held with the County. PCCC staff will conduct an initial review to ensure that applications meet eligibility and submittal requirements outlined in the RFP. Those that are determined to be acceptable will then be evaluated by an Evaluation Committee (EC) made up of individuals who are knowledgeable of the services and/or target population. The EC will meet to score the applications and may choose to interview applicants to request additional clarification and/or information from applicants. The EC will make recommendations to the Director or designee of Pierce County Community Connections. In the event that the applicant organization is awarded funding as a result of this RFP, PCCC staff will meet with the successful applicant(s) to review the terms and conditions that are associated with the receipt of funds. UNACCEPTABLE APPLICATIONS staff and the Department Director will determine which applications are not responsive to the requirements of this solicitation. Unacceptable applications are those which meet at least one of the following shortcomings: 1. Does not address the essential requirements of the RFP. 2. Clearly demonstrates that the applicant does not understand the requirements of the RFP. 3. Does not meet eligibility requirements. 4. Does not meet the deadline for submittal. 5. Does not contain the original and prescribed number of copies. 6. Does not include the required signed assurance document. 7. Does not include all the information and documents required as part of the application. CONTACT Brian Guthrie, Program Specialist 1305 Tacoma Ave S. STE 104 Tacoma, Washington 98402 (253) 798-4378 (253) 798-3812 FAX bguthri@co.pierce.wa.us QUESTIONS FROM APPLICANTS AND RESPONSE BY PCCC Inquiries regarding the content of this RFP must be submitted to PCCC in writing, no later than 4:00 PM on August 9, 2013. Questions received after this date and time will not be answered. Questions may be submitted electronically, or via U.S. mail to the contact person identified above. The County will time- and date-stamp all questions received via U.S. mail. PCCC claims no responsibility for questions transmitted using electronic media, such as facsimile or e-mail, and not received by the County by the specified due date. The method of delivery shall be at the discretion and at the sole risk of the applicant. No later than August 16, 2013, PCCC will provide a written response to each question received, and, as applicable, will issue any resulting amendments to this RFP. A response will be provided directly to the applicant, and, simultaneously, to any other interested party who has obtained a copy of the RFP, provided that PCCC has a valid e-mail or postal address on record. Responses will also be posted on the PCCC website. Request for Proposal No. 13-006-ADR 6

SUBMITTAL DUE DATE AND INSTRUCTIONS FOR SUBMITTAL To be eligible for consideration, applications must be received by Pierce County Community Connections, 1305 Tacoma Ave South STE 104, Tacoma, Washington 98402 no later than 12:00 noon on (Friday). Applicants are strongly encouraged to carefully review the anticipated timelines associated with this solicitation, as identified on page 4. Applicants must submit their proposal in hard copy, and provide one (1) original and five (5) copies of their complete proposal, inclusive of the Acknowledgement of Required Assurances. Applications which do not contain an original and the prescribed number of copies will be deemed unresponsive and receive no further consideration. Covers are not necessary and three-ring binders must not be used. When mailed, applicants are strongly encouraged to send information to PCCC using certified mail, return receipt requested. All applications must be received by the deadline. Applications postmarked prior to the deadline but not received by PCCC will be considered unresponsive and are ineligible for consideration. Applications must be typewritten using 8-1/2 inch by 11-inch paper (double-sided printing in keeping with Pierce County s sustainability program), without artwork or photographs. Each page of the application must be numbered. Document footers must also contain the name of the applicant organization, and the Request for Proposal number. All applicants must complete and submit the required Applicant Information, as identified on the Request for Proposal Cover Sheet. OWNERSHIP OF MATERIAL Applications and other materials submitted in response to this RFP become the property of the County, are documents of public record, and will not be returned. By submitting an application, applicants acknowledge and agree that they and/or their organization claim no proprietary rights to the ideas or approaches contained in their applications. APPLICATION COSTS AND CONTINGENT FEES The County is not liable for any costs incurred by an applicant prior to the issuance of a contract. All costs incurred in response to this solicitation, including travel costs to attend preapplication conference, meetings of the evaluation committee, and/or contract negotiation sessions, are the responsibility of the applicant. In the event that the applicant s application was developed with the assistance of other individuals (i.e., non-employees) and/or organizations, the applicant understands and agrees that no contingent fees will be paid under any resulting contract. ACCEPTANCE OF TERMS AND CONDITIONS By submitting an application, the applicant acknowledges and accepts all terms and conditions of this request and all County and State regulations and requirements related to the delivery of the solicited services. If the applicant is awarded a contract, the applicant's application will become part of the contract agreement. The applicant is bound by the terms of the application, unless the County agrees that specific parts of the application are not part of the agreement. Request for Proposal No. 13-006-ADR 7

The County reserves the right to introduce different or additional terms and/or conditions during final contract negotiations. Applicants are strongly encouraged to review the County s current Basic Agreement prior to submitting an application. A copy of the County s current Basic Agreement is available upon request. RIGHT TO REJECT OR NEGOTIATE The County reserves the right to reject any or all applications, if such a rejection is in the County's best interest. This RFP is a solicitation for offers and shall not be construed as an offer, a guarantee or a promise that the solicited services will be purchased by the County. The County may withdraw this RFP at any time and for any reason without liability to applicants for damages, including, but not limited to, bid preparation costs. Additionally, the County reserves the right to negotiate with selected applicants and may request additional information or modification from an applicant. When deemed advisable, and before a contract is issued, the County reserves the right to arrange an on-site visit/review to determine the applicant's ability to meet the terms and conditions of the RFP. The County reserves the right, with or without cause, to cancel any contract resulting from this RFP. CONTRACT AWARD AND NOTIFICATION TO SELECTED APPLICANTS Decisions regarding contract awards for services solicited by this request will be no later than September 20, 2013. Applicants will be notified via email. Contracts become effective on the date signed by the county executive or representative. RIGHT TO APPEAL Applicants whose applications are not selected have the right to appeal the decision of PCCC, limited to procedural errors in the selection process. In the event that no such procedural errors are found to have occurred, the decision of the County shall be final. An aggrieved applicant may, within two (2) business days after the selection of the prospective contractors, appeal in writing to the Director of or the Director s designee. The appeal must state all facts and arguments upon which the appeal is based. The Director or designee will review the content of the County s solicitation document, the application, and the facts which form the basis for the appeal. The Department Director or designee will render a written decision within thirty (30) business days of the receipt of the appeal. REQUIRED ASSURANCES Applicants who are awarded a contract agree to provide services in accordance with the requirements of the contract, and with the statutes, regulations, requirements, and policies identified below, including but not limited to: Terms of Pierce County s standard contract, and any specific requirements resulting from the contract associated with this RFP; Compliance with the policies of Pierce County; Compliance with federal and state laws requiring the safeguarding and disclosure of confidential information; Request for Proposal No. 13-006-ADR 8

Purchase of comprehensive liability insurance and bonding, as required by the County; Provide a copy of most recent financial audit, and/or providing the County with audited financial statements; Completion and subsequent renewal of background checks for all employees, volunteers, or interns who will or may have unsupervised contact with children or vulnerable adults; Verification of a new employee s eligibility to work legally in the United States. The County requires that all businesses which contract with the County in excess of $25,000 and of duration longer than one hundred twenty (120) days, and are not specifically exempted by PCC 2.106.022, be enrolled in the Federal E-verify Program. The requirement extends to every subcontractor meeting the same criteria; Certification that the firm, association or corporation or any person in a controlling capacity or any position involving the administration of federal, state or local funds is not currently under suspension, debarment, voluntary exclusion, or a determination of ineligibility by any agency; has not been suspended, debarred, voluntarily excluded or determined ineligible by any agency within the past three (3) years; does have a proposed debarment pending; has not been indicted, convicted or has not had a civil judgment rendered against said person, firm, association or corporation by a court of competent jurisdiction in any matter involving fraud or misconduct within the past three (3) years; Maintaining program and financial records for audit review, and providing access to documentation upon request by the County; and Submission of program and financial reports, as required PCCC. Request for Proposal No. 13-006-ADR 9

APPLICATION Applicants must answer the following questions and/or provide the requested information in their applications: A. ORGANIZATIONAL INFORMATION 1. Organization Legal Name: 2. Street Address: 3. Mailing Address: 4. Website Address (if applicable): 5. Other Office Locations (state and nationwide): 6. Business Office Hours: 7. Executive Officer: Title: 8. Primary Contact Person: Title: 9. Type Of Organization: Phone: E-Mail: Phone: E-Mail: Partnership Other (specify) 10. Experience: -Profit a) Date of Incorporation: b) Number of years providing Senior Center services: 11. Taxpayer Identification Number: 12. Washington State Unified Business Identifier (UBI) Number: 13. Litigation: Provide the caption, cause number, Court, Counsel, and general summary of any litigation pending or judgment rendered within the past three (3) years against the applicant, as applicable. Request for Proposal No. 13-006-ADR 10

14. Suspension & Debarment: Indicate the extent, if any, to which the firm, association or corporation or any person in a controlling capacity or any position involving the administration of federal, state or local funds is currently under suspension, debarment, voluntary exclusion, or determination of eligibility by any agency; has been suspended, debarred, voluntarily excluded or determined ineligible by any agency within the past three (3) years; does have a proposed debarment pending; has been indicted, convicted or has a civil judgment rendered against said person, firm, association or corporation by a court of competent jurisdiction in any matter involving fraud or misconduct with the past three (3) years. 15. Provide a copy of the following documents, as applicable: a. Internal Revenue Service (IRS) tax-exempt determination letter b. A copy of the Management letter for the organization s most recent financial audit or audited financial statements. In the event of findings, include entire audit report. c. A copy of the organization s most recent monthly balance sheet and income statement d. List of Board of Directors that provide oversight to the organization e. Provide any recent (within the last twenty four [24] months) site visit or program review reports received from monitoring entities (i.e. United Way, local or state government) 16. Emergency Services Capability: (designated emergency shelter, heating/cooling center) 17. Language Capacity: Indicate languages spoken by staff. 18. Program Staffing: List number of staff by position title 19. Professional References: List three (3) professional references Request for Proposal No. 13-006-ADR 11

B. SENIOR CENTER FACILITY 1. What percentage of the facility is allotted to senior programs and services? % 2. What percentage of time is the above space used for senior programs and services? % 3. Does facility capacity impact or restrict the programs ability to meet identified community needs? (Briefly explain) 4. Does the facility meet code? Yes No Adequate Parking General Safety Adequate Restrooms Compliance with Americans with Disabilities Act 5. Describe any plans to address deficiencies noted above Request for Proposal No. 13-006-ADR 12

C. PROGRAM DESCRIPTION AND DESIGN (limit response to five (5) pages) Please provide the following information about applicant s capacity, vision, and plans with respect to providing senior center services: 1. Provide an overview of the organization that includes: brief history of the organization, philosophy, mission, and goals; administrative capacity for operating and managing the senior center; senior center geographic service delivery area; number of unduplicated senior participants fifty five (55) years or older served in 2013 and projected for 2014; and demographics of seniors served at the senior center, including low-income, minority, limited English speaking, and rural resident. 2. Include activity calendar for one (1) month of programming and provide a description of the programs and services currently provided at the senior center that includes: method used to determine/develop proposed program and services (i.e., surveys, community assessments, or other identified method); accessibility of programs and services for individuals with varying physical and cognitive needs; and promotion plan and outreach efforts to targeted populations. 3. Describe how the senior center coordinates with other agencies and community partners to bring other community resources and services to the senior center. Please include a list of agencies, community organizations, and/or resources with which the program will have formal; partnerships/memoranda of Understanding with, and how they will be initiated. 4. Describe how the organization will use the Senior Center Services Assessment Survey (Attachment C) to measure participant satisfaction and to improve/enhance senior center services. 5. Describe how the center incorporates volunteers and senior participants in the senior center operation and programming. Include a plan for the effective recruitment, mobilization, utilization, and retention of volunteers. Include total number of current volunteers and total hours served per month. 6. Attach a job description and resume for the Senior Center Director. D. FISCAL MANAGEMENT (limit narrative to two (2) pages) 1. Complete a proposed one (1) year budget using the Proposed Budget and Revenue Summary Form (Attachment A). This is a linked object in this document. To enter the data on the spreadsheet, double click any cell in the worksheet to open the worksheet in Excel. 2. Complete the Salary and Wage Detail Form (Attachment A) for all personnel/volunteers who will provide direct or indirect support of the applicant s proposed senior center services. Request for Proposal No. 13-006-ADR 13

3. Describe your organization s current financial condition and outlook for sustainability. Provide sufficient detail to illustrate your organization s financial viability to carry out the services proposed in this RFP. If the organization is facing financial challenges, describe what steps are being taken to strengthen the organization s financial condition. 4. Please describe how the applicant will assure the proper use and safeguarding of public funds. Please include policies and procedures regarding financial operations of the organization and recent reviews or audits of the organization by a certified public accountant or other financial professional noting any weaknesses in the organization s financial internal controls and provide written report identifying the weaknesses and describe how the organization has responded to the report. 5. If the program award were increased or decreased by ten percent (10%), what specific program services would be correspondingly increased or reduced and what would the impact be on the senior center services? 6. Have any bankruptcy proceedings ever been initiated by or against the organization (whether or not closed) or is any bankruptcy proceeding pending by or against the organization regardless of the date of filing? Request for Proposal No. 13-006-ADR 14

ACKNOWLEDGEMENT OF REQUIRED ASSURANCES This page must be signed and submitted with the applicant s proposal. Proposals which do not contain a signed Acknowledgement of Required Assurances are ineligible for consideration. By submitting the accompanying proposal, and by my signature on this document, I understand and agree that any contract resulting from this solicitation will require compliance with the requirements of the contract, and with the statutes, regulations, requirements, and policies identified below, including but not limited to: Washington State Aging and Disability Services Administration Multipurpose Senior Center Guidelines. Compliance with the policies of. Compliance with federal and state laws requiring the safeguarding and disclosure of confidential information. Purchase of comprehensive liability insurance and bonding, as required by the County. Completion of an annual financial audit, and/or as applicable, providing the County with a copy of the organization s audited financial statement. Completion and subsequent renewal of background checks for all employees, volunteers, or interns who will or may have unsupervised contact with children or vulnerable adults. Verification of a new employee s eligibility to work legally in the United States. Pierce County requires that all businesses which contract with the County for contracts in excess of $25,000 and of duration longer than 120 days, and are not specifically exempted by PCC 2.106.022, be enrolled in the Federal E-verify Program. The requirement extends to every subcontractor meeting the same criteria. Maintaining program and financial records for audit review, and providing access to documentation upon request by the County. Submission of program and financial reports, as required by the County. Submission of Senior Center Services Evaluation Survey, as required by the County. Certification that the firm, association or corporation or any person in a controlling capacity or any position involving the administration of federal, state or local funds is not currently under suspension, debarment, voluntary exclusion, or a determination of ineligibility by any agency; has not been suspended, debarred, voluntarily excluded or determined ineligible by any agency within the past three (3) years; does have a proposed debarment pending; has not been indicted, convicted or has not had a civil judgment rendered against said person, firm, association or corporation by a court of competent jurisdiction in any matter involving fraud or misconduct with the past three (3) years. Organization Printed Name and Title Signature Date Request for Proposal No. 13-006-ADR 15

ATTACHMENT A- PROPOSED BUDGET AND REVENUE SUMMARY/SALARY AND WAGE DETAIL Request for Proposal No. 13-006-ADR 16

Organization: PIERCE COUNTY COMMUNITY CONNECTIONS PROPOSED BUDGET AND REVENUE SUMMARY January 1, 2014 to December 31, 2014 DESCRIPTION CITY/ PUBLIC FUNDS COUNTY GENERAL OTHER (IDENTIFY) PROGRAM FUND RAISING/ IN-KIND (Goods/Services/ Volunteers) TOTAL TOWN FUNDS INCOME DONATIONS SALARIES & WAGES * $ - Personnel Benefits $ - Office & Operating Supplies $ - Small Tools & Minor Equipment $ - PROFESSIONAL SERVICES $ - COMMUNICATIONS $ - Travel/Training $ - Advertising $ - RENT $ - INSURANCE $ - PUBLIC UTILITIES $ - Repairs & Maintenance $ - Miscellaneous $ - Machinery & Equipment $ - Other $ - GRAND TOTAL $ - $ - $ - $ - $ - $ - Note: Basic Need line items bolded *Please provide details on Salary and Wage Detail form Request for Proposal No. 13-006-ADR 17

Organization: PIERCE COUNTY COMMUNITY CONNECTIONS SALARY AND WAGE* DETAIL FORM Senior Center Services January 1, 2014 December 31, 2014 POSITION TITLE # OF POSITIONS RATE PER HOUR HOURS PER WEEK COUNTY GENERAL FUNDS OTHER FUNDS TOTAL SALARY *Include Volunteer Positions estimate wage as if the volunteer was in a paid position. Request for Proposal No. 13-006-ADR 18

ATTACHMENT B- MULTIPURPOSE SENIOR CENTER PROGRAM GUIDELINES Request for Proposal No. 13-006-ADR 19

WASHINGTON STATE DEPARTMENT OF SOCIAL AND HEALTH SERVICES AGING AND DISABILITY SERVICES ADMINISTRATION MULTIPURPOSE SENIOR CENTER PROGRAM GUIDELINES PROGRAM DEFINITION A multipurpose senior center is a community facility where older persons can meet together, receive services and participate in activities that will enhance their dignity, support their independence and encourage their involvement in the life and affairs of the community. Such a center also acts to promote community awareness of the need of older people and support the development of community resources, which serve older people. TARGET POPULATION The target population served by multipurpose senior centers is persons age sixty (60) and over who need the services provided by a multipurpose senior center to increase their interaction with others and/or their involvement with the community. For the purposes of this RFP, targeted population is defined as persons aged fifty five (55) years and older. ORGANIZATIONAL STRUCTURE A multipurpose senior center must be a legally constituted public or private nonprofit agency. If feasible, a multipurpose senior center should establish an advisory body to make recommendations on policy formulation and general program operation. The advisory body should be broadly representative of the community where the center is located and include a significant number of participants as members. PHYSICAL FACILITY AND EQUIPMENT To the degree possible, multipurpose senior centers should be located in areas central to the target population and be easily accessible by public or other means of transportation, including specialized transportation for older people with mobility problems. The physical facility, premises and equipment should be maintained in a clean and sanitary condition, free of hazards and in good repair. Periodic fire/safety inspections should be made and reports kept on file at the center. Furniture and equipment used by participants should be comfortable and safe and compensate for visual and mobility limitations. Heating, ventilation and lighting should be adequate to protect the health of participants and staff. There should be adequate space to allow participants to engage in group activities without overcrowding, ensure the availability of private areas for counseling and other individual services, provide sufficient office space where staff can work without undue interruption and provide adequate storage space for program and operating supplies. There should be sufficient toilet facilities, which are accessible to and equipped for use by the mobility impaired. Basic first aid supplies should be available and located in a safe place. Request for Proposal No. 13-006-ADR 20

PROGRAM PLANNING The basic goal of a multipurpose senior center is to provide the means to develop the potential inherent in older people. To achieve this goal, the center should develop a planned program dedicated to meeting the interrelated needs of the total individual and helping older people to help themselves. The following suggestions are made to help centers plan an effective program: 1. Program goals and objectives should be clearly stated and understood by the governing and /or advisory body, funding sources, staff, participants and the community at large. Objectives should be specific, verifiable and achievable and actual program activities and services should be consistent with stated goals and objectives. 2. The governing and/or advisory body, representatives of funding sources, staff, participants, professionals in the community and community leaders should be included in the process of establishing goals and objectives and in program planning. 3. The program developed should meet the needs, interests and abilities of all participants. Options and choices should include active and passive participation and group and individual activities. 4. In addition to providing a recreational/social outlet for participants, program activities should meet their service needs and promote personal growth. Participants should also be provided with opportunities to maintain or increase their independence and contribute to their communities. COMMUNITY RELATIONS An important characteristic of a multipurpose senior center is its involvement with the community it serves. A multipurpose senior center should make a strong effort to link with other community planning and service agencies and thereby contribute to the overall planning of services for older people. It should become an integral part of the community s service delivery system by providing services, providing a site for the delivery of other agency s services, informing participants about the services of other agencies and facilitating participant s access to other services. A multipurpose senior center should also serve as a community resource for information and training for older people. It can bring older people s skills, talents and experiences to the broader community through such techniques as encouraging participants to serve on community planning bodies and take an active role in educating the community about issues and problems which affect older people. PROGRAM SERVICES A multipurpose senior center may provide services within its own facility or may arrange for participants to have access to services provided elsewhere in the community. Services provided at the center may be provided by center staff, center volunteers, and staff from other community agencies or individuals in the community who have expertise in a given area. Each center must prepare a written description of services that will be provided at the center and services the center has access to and can arrange for a participant to receive. A current monthly calendar of services and activities available to participants should be conspicuously posted by the beginning of the month. A minimum of five (5) services or programs from the Social, Health and Nutrition, and /or Training/Education/Personal Growth categories below should be available to center participants. The number and types of services or programs will vary according to center size and the community where the center is located. The center should provide or arrange for participants to have access to as many of the following services as feasible: Request for Proposal No. 13-006-ADR 21

HEALTH AND NUTRITION SOCIAL TRAINING/EDUCATION PERSONAL GROWTH Nutritionally Balanced Meal Information & Assistance or Special Courses and Classes Case Management -Referral to community resources -Helping participants obtain needed services -Provision of service coordination Nutrition/Health Education & Transportation Problem Solving Groups Counseling Shopping Assistance Home Repair Application Guest Lecturers Well Adult Clinics or Health Screening Services Preventive Community Health Services (Blood Pressure and Immunizations, Foot care, etc.) Exercise Program Housing Assistance Employment Counseling and Referral Legal Aid -Helping participants determine their legal status -Preparing legal documents -Providing information about legal issues Planned Social and Recreational Activities Information about Public Benefit Programs -Food stamps -Medicare -SSI -Emergency Assistance Financial Counseling -Budgeting -Estate Planning -Tax Counseling Individual and Group Counseling Telephone Reassurance Program for -Shut-ins -Persons Living Alone Friendly Visiting Program for -Shut ins -Persons Living Alone -Nursing Home Residents Volunteer Programs -Retired Senior Volunteer -Senior Companion -Foster Grandparent -Other Supervised volunteer Activities Leadership Development Programs Planned Activities designed to involve participants in solving special problems or promote the well-being of older people. Multipurpose senior centers should be open a sufficient number of days a week and a sufficient number of hours a day to provide the services required by older persons who utilize center services. The number of days per week and number hours per day may vary according to the size and the goals and objectives of the center. STAFF/VOLUNTEER GUIDELINES A multipurpose senior center should be managed by a qualified individual, either paid or volunteer. The manager or his/her designee should be on the premises during all operation hours. The manager should be responsible for planning and coordinating all center activities and maintaining liaison with the Area Agency and other community agencies and organizations. Request for Proposal No. 13-006-ADR 22

A volunteer program should be formally established as an integral part of the center structure. Volunteer assignments should reflect a proper assessment of the volunteer s unique personal experiences, abilities and interests while remaining compatible with the needs of the center. Responsibility for the recruitment, selection, orientation, training, coordination and supervision of volunteers should be assigned to a designated person. There should be a sufficient number of qualified staff and/or volunteers to effectively conduct the center s programs and services. There should be written job descriptions for staff and key volunteers which define the skill, experience and training necessary for each position and list the duties and responsibilities of each position. Staff and volunteers should have the opportunity to participate in ongoing training that will improve their skills and foster the development of positive attitudes towards older people. To the degree possible, training should be tailored to the individual needs of staff and volunteers and should include training related to the needs of center participants whose functioning is impaired. Staff and volunteers should be encouraged to participate in conferences, seminars, and training sessions available in the community. Regularly scheduled meetings should be held for staff and key volunteers. The performance of each staff member should be periodically evaluated and the results of this evaluation must be documented and kept on file. ADMINISTRATIVE GUIDELINES Basic operational policies and procedures should be in writing and available to the governing/advisory body, funding sources, staff, volunteers and participants. A record which contains the following information should be maintained for each participant: 1. Name, birth date, home address and phone number of participant 2. Name, address and phone number of participant s physician 3. Name, address and phone number of person(s) to contact in case of emergency 4. Known medical conditions or disabilities which would limit participation in certain activities or be important in case of illness or emergency Attendance should be kept of the number of older persons who regularly participate in center activities. A record which contains the following information should be maintained for each staff member and regular volunteer: 1. Name, home address and phone number of staff member or volunteer 2. Name, address and phone number of staff member s or volunteer s physician 3. Name, address and phone number of person(s) to contact in case of emergency 4. Record of attendance (number of hours worked on behalf of the center) 5. Date staff member was employed or volunteer began serving 6. Date staff member or volunteer terminated services 7. Date and content of performance evaluation (staff only) The center should carry appropriate and sufficient insurance to provide adequate protection to staff, volunteers, and participants. The center should conduct an annual evaluation to determine whether the program is complying with the guidelines for a multipurpose senior center, achieving its goals and objectives, and meeting the needs of participants. The results of this evaluation should be documented and kept on file. Request for Proposal No. 13-006-ADR 23

ATTACHMENT C- EVALUATION SURVEY Request for Proposal No. 13-006-ADR 24

Senior Center Services Evaluation Survey Outcomes and Indicators Each indicator relates to a question on the Outcomes Module 1 Survey Outcome Greater socialization and interaction with others Improved physical health Improved outlook on life Improved access to information or linkages to other services and resources on aging issues Indicator (Outcome Measure) Number and percent of senior center participants who report I do more volunteer work see friends more often/make new friends take better care of my health eat meals that are better for me have more energy am more physically active feel happier or more satisfied with my life have something to look forward to each day learn new things know where to ask if I need a service such as a ride to the doctor or an aide have learned about services and benefits Survey Question Question 1 Question 2 Question 3 Question 4 Question 5 Question 13 Question 6 Question 7 Question 11 Question 8 Question 12 Ability to maintain independence feel more able to stay independent Question 9 Overall customer satisfaction feel that the senior center has had a positive effect on my life would recommend the senior center to a friend or family member Question 10 Question 14 Request for Proposal No. 13-006-ADR 25

Senior Center Services Evaluation Survey Module 1: Outcomes (Do not complete if you have taken this survey in another activity.) Date Name (optional) Think about your life since you started attending the senior center. Below are some ways that senior centers might make a difference. Please put a CHECK IN THE BOX that best matches your response for each statement. Because I go to the Senior Center I 1. Do more volunteer work 2. See friends more often/make new friends 3. Take better care of my health 4. Eat meals that are better for me 5. Have more energy 6. Feel happier or more satisfied with my life 7. Have something to look forward to each day 8. Know where to ask if I need a service such as a ride to the doctor or an aide 9. Feel more able to stay independent 10. Feel that the senior center has had a positive effect on my life 11. Learn new things 12. Have learned about services and benefits 13. Am more physically active Most of the Time Sometimes Almost Never Not Applicable 14. Would recommend the senior center to a friend or family member Please tell us how participating in the senior center has changed your life. I participate in the following activities at the senior center Request for Proposal No. 13-006-ADR 26

Senior Center Services Evaluation Survey Module 2: Attendance, Participation and Demographics Date: Name (optional): Please CHECK the best answer for each of the following questions: 1. How long have you been coming to the senior center? 2. In general, how often do you come to the senior center? 3. Where do you most often get information about senior center activities? CHECK ALL THAT APPLY < 1 Year 1-2 Years 3-5 Years 6-10 Years 10+ Years Daily 1 day per week 2-4 times per week Local newspaper Flyers posted in center Television 1 time per month 1-3 times per month Website Sr center newsletter Friends Other (Specify) Your answers to the following will help us learn about the people who attend the center. Please check the appropriate box: 4. What is your gender? 5. What is your age? Male 55 to 60 60 to 64 Female 65 to 74 75 to 84 85 or older 6. What is your race? White or Caucasian Black or African American Asian Native Hawaiian or Other Pacific Islander American Indian or Alaska Native Other (Specify): 7. Are you of Hispanic, Latino or Spanish origin? Yes No Request for Proposal No. 13-006-ADR 27

Date Senior Center Services Evaluation Survey Module 3: Customer Satisfaction, Programs and Management Name (optional) Please tell us how satisfied you are with the senior center you attend by answering each question with a response ranging from Strongly Agree to Strongly Disagree. Please put a CHECK IN THE BOX that best matches your response for each statement. 1. Overall the senior center is clean and attractive. Strongly Agree Agree About the Same Disagree Strongly Disagree N/A 2. Staff is professional. 3. Staff is responsive to my needs. 4. Staff is friendly & courteous. 5. Staff is knowledgeable of activities and services. 6. I feel appreciated as a volunteer. 7. I am happy with the exercise & fitness classes offered. 8. I am happy with the health & wellness education presentations and screenings. 9. I am happy with the educational classes offered. 10. I am happy with the recreational & social activities offered. We are always working to improve your senior center environment and facility. Please tell us if there are there other programs, activities or services you would like to see offered at the senior center. Please share any other concerns or comments that will help us serve you better. Request for Proposal No. 13-006-ADR 28

Senior Center Services Evaluation Survey Module 4: Specific Class or Activity Class or Activity: Instructor/Group Leader: Date Name (optional) Please tell us how satisfied you are with the senior center you attend by answering each question with a response ranging from Strongly Agree to Strongly Disagree. Please put a check in the box that best matches your response for each statement. 1. Overall, I am satisfied with the class or activity. Strongly Agree Agree About the Same Disagree Strongly Disagree N/A 2. The instructor/group leader is knowledgeable. 3. The instructor/group leader is enthusiastic. 4. The instructor/group leader is responsive to my interests & questions. 5. Our meeting room is comfortable. 6. Our meeting room is clean. 7. Our meeting room is set up to meet our requests. We are always working to improve our classes and activities. Please tell us what you enjoyed most about this class? Is there anything you would change about the class to make it better? If so, please tell us what. Request for Proposal No. 13-006-ADR 29