Area Agency on Aging

Toll-Free: 1-877-521-3500



Request for Proposal - Posted Feb. 6 2017

LEGAL NOTICE

REQUEST FOR PROPOSALS 

The Area Agency on Aging/NACOG FY2018 RFP has been published as of 11:00AM Monday, February 6th.

Please review carefully all that is included before submitting any documents

Click Here to go to the "Arizona Department of Economic Security - Nutrition, Food Service and Wellness Manual" webpage or download it from below.

 

RFP Funds Allocation Data

FY 2017              
CNG & HDM Providers: CNG: HDM:   FY14 Funding Availability Levels  
          CNG: HDM: Cumulative:
CASA SENIOR CENTER               $48,073 $32,812   Apache County $32,650 $35,405  
CHINO VALLEY (TOWN OF)          $32,049 $18,606   Coconino County $108,945 $106,214  
COCONINO COUNTY COMM. SERV. DE   $59,168 $79,266   Navajo County $108,945 $129,817  
GOLDEN AGE  PRESCOTT MOW)        $46,200 $83,548   Yavapai County $294,151 $318,641  
HOLBROOK SENIOR CITIZEN CENTER   $17,894 $19,670   Total: $544,725 $590,076 $1,134,801
MAYER ELDER CLUB                $21,600 $51,912          
MOMS MEALS $0 $56,237          
NAVAJO COUNTY / RIM COUNTRY      $17,135 $10,182          
PAGE SENIOR CENTER              $14,120 $14,460   FY18 Funding Availability Levels  
SEDONA ADULT COMMUNITY CENTER    $29,923 $18,420     CNG: HDM: Cumulative:
SNOWFLAKE (SILVER CREEK SR CEN   $14,917 $21,246   Apache County $29,950 $36,059  
ST. JOHNS SENIOR CENTER         $16,243 $18,296   Coconino County $66,550 $84,139  
TOWN OF FREDONIA                $10,887 $7,128   Navajo County $82,025 $102,168  
TOWN OF PINETOP - LAKESIDE       $24,027 $0   Yavapai County $303,978 $378,625  
TOWN OF SPRINGERVILLE            $16,905 $19,044   Total: $482,503 $600,991 $1,083,494
VERDE VALLEY SENIOR CENTER      $54,483 $72,187          
WINSLOW COUNCIL ON AGING, INC.  $41,916 $19,780          
YARNELL SENIOR CENTER           $16,024 $22,968          
               
Total: $481,565 $565,762          
               
Updated: 2/10/17 10:45 AM            

 

Bidder’s Conference Question Compendium

February 15, 2017

Name: Chris Wall             

Organization: Silver Creek Senior Center

Question: How often should we check for updates? Weekly, daily?

Answer: Once a week. Questions will be posted on the website after they are asked. They will add up and be compiled over time as we receive and answer questions through the formal communication procedure.


Name: Elaine Bremner

Organization: Verde Valley Senior Center

Question: How do these numbers compare with last year? *in reference to overall funding, RFP page 4*

Answer: They are slightly lower. We will provide the numbers from last year.


Name: Kim Lytle

Organization: Yarnell Community Center

Question: If the funding is $7 but the total amount of the contract is about the same amount as the previous contract, are you funding fewer meals?

Answer: Yes. We do not have sufficient funds to increase the cost for meals as well as the number of meals.



Section II:

Name: Debra Klein

Organization: Rim Country Senior Center

Question: What’s the earliest time we can turn the proposals in?

Answer: Any time from now to the deadline. Be careful about submitting too early, as that leaves less time to ensure it is correct.


Name: Virgina Tallent     

Organization: Mayer Area MOW

Question: Original copy of the RFP: bound or unbound?

Answer: We would like one original bound copy, with 4 unbound copies for the committee to review.


Name: Sharon Pinckard

Organization: Round Valley/Springerville

Question: Do we need to email the electronic copy or can we send in a thumb drive?

Answer: Either or both.


Name: Francis Lechner

Organization: Yarnell Community Center

Question: If we email documents will we get a “received” response back?

Answer: Yes, you will.


Name: Chris Wall

Organization: Silver Creek Senior Center

Question: The wellness manual I received was from 2009. The proposal we are making will be under the regulations of the new 2016 manual, not the 2009 one?

Answer: Yes. We will answer any questions you have on that and post a link on our website.


Name: Elaine Bremner

Organization: Verde Valley Senior Center

Question: Will we need to do anything new for our insurance requirements?

Answer: No, there’s nothing new, we will have to tighten up on them according to what the state requires of us all.


Name: Bert Ijams

Organization: Prescott MOW

Question: What is your perspective on reviewing the RFP? Why don’t you just use one blanket contract?  How much of the region is covered? How does the historical perspective factor into decisions on this topic?

Answer: We look at what % our reimbursements are of your funding. We look at your community involvement and ability to provide a good system (CNG) for clients. We want to ensure you are serving the community well and also reaching into the unreached, minority population and Native-American population. We are looking for a comprehensive coordinated system on your end.


Name: Chris Wall

Organization: Silver Creek Senior Center

Question: You mentioned demographics and understanding our community. Silver Creek is in Snowflake and Taylor communities, we have very independent individuals. How do we work with people who don’t even want to fill out the forms?

Answer: You need to develop a plan and have mechanisms in place to explain to those people that they cannot receive a subsidized meal without a completed registration form. We need to understand how you, as a CNG site, will address those issues within the community that you serve. We encourage you to network with other directors to understand how they have addressed similar issues.


Name: Elaine Bremner

Organization: Verde Valley Senior Center

Question: Have coverage amounts changed regarding insurance?

Answer: No, check in the Terms and Conditions polices to find the specifics. Those policies are also available on the DES/DAAS website.


Name: Francis Lechner

Organization: Yarnell Community Center

Question: What is direct service of a client? Delivering meals? Kitchen workers who deal with clients? Those who work in the thrift store? Who needs the background check?

Answer: Anyone who will have face-to-face contact with a vulnerable adult that will run into them alone, or unsupervised.


Name: Chris Wall

Organization: Silver Creek Senior Center

Question: I heard fiducial responsibility was required in the background check process for volunteers. Is that true or untrue? I cannot pay for the fingerprint clearance cards for everyone.

Answer: No, you have to work with your own council to decide on things like that. We require background checks for MOW drivers. We need someone on site with a Level One clearance on site to supervise those without clearance. Have polices in place that address those issues and ensure volunteers and employees are aware of requirements. The job descriptions you post should define positions well to be clear on whether fingerprint clearance cards will be necessary for the position.  



Section III:

Name: David Marston

Organization: Prescott MOW

Question: Scopes of work are very specific about everything. Mary talked about expectations. If a particular site does not have the capability or cannot do the full scope, is it allowable to select the portion of the scope they CAN do and not others; will that be an automatic rejection or would that be allowable for a proposal?

Answer: We MUST do anything that says SHALL, so those items have to be included. When we go through negotiations we shall discuss those items with you, it will not lead to an automatic rejection. We are willing to talk and answer questions. However, you are REQUIRED to do anything that says SHALL in the Scopes of Work.


Name: Jason Brubaker

Organization: Silver Creek Silver Creek

Question: The hard copy needs to be bound. We need how many bound/unbound?

Answer: We require one original, BOUND hard copy, and 4 UNBOUND hard copies.


Name: Sharon Pinckard

Organization: Round Valley/Springerville

Question: We had a client with such a driveway that we couldn’t get in w/o a 4 wheel drive vehicle. Can we specify that we can/cannot service clients who require things such as that?

Answer: Yes, that is specific enough and allows us to know what you can do. If there are specific instances that you cannot reasonably accommodate we want to see that in your proposal.


Name: Cyndi Thomas

Organization: Chino Valley

Question: For the outlying rural areas we can’t get to daily, are frozen meals a valid service option for them?

Answer: You need to put that in the proposal and it will have to be approved by our director. It is a valid item to include. Be sure to include a geographic map in your proposal with those rural locations indicated.


Name: Chris Wall

Organization: Silver Creek Senior Center

Question: We have a situation where a child is receiving a home delivered meal, but her dad receives it in another town and delivers it to her. How do we clarify or explain that?

Answer: That would be a situation you’d need to include and explain thoroughly so we could later review it.


Name: Virginia Tallent

Organization: Mayer Area MOW

Question: Where is attachment F on the checklist?

Answer: That is not something you need to submit so it is not on the checklist, but it applies to what you are submitting on the actual checklist.


Name: Virginia Tallent

Organization: Mayer Area MOW

Question: For the cost of meals worksheet, do you have a specific way of doing that?

Answer: That is NOT REQUIRED as part of your RFP submission. We will issue a correction to the document and provide an updated version of the document.


Name: Virginia Tallent

Organization: Mayer Area MOW

Question: You’ll redo the checklist. Attachment J will be included on it?

Answer: Yes, we shall include Attachment J on the checklist.


Name: Chris Wall

Organization: Silver Creek Senior Center

Question: If something is submitted in the RFP Proposal and something changes with the RFP document after one’s proposal is submitted, what happens?

Answer: We will work through those things during the negotiations process with you and communicate with you all about any changes.

Q: So we’d have to change a component but not the whole document?

A: Ideally yes.


Name: Bert Ijams

Organization: Prescott MOW

Question: Are there any indications that appropriations and allocations of fed funds due to the new administration will impact FY18?

Answer: It could change but we have no control over that. We will move forward with what we have here and make adjustments later if necessary.


Name: Bert Ijams

Organization: Prescott MOWs

Question: Allocation has gone up nationally but OUR allocation this year will be shrinking; why?

Answer: The way the state distributes things depends on how they is decided by the state itself. They assess where needs exist and allocate accordingly.  

Q: Has the state received more money?

A: Not that we know of. It could change by the end of February. Whatever happens, we will notify everyone by the end of the month.


Name: Chris Wall

Organization: Silver Creek Senior Center

Question: Is there a character limit (narrative worksheet).

Answer: No, it will expand to allow unlimited characters.


Name: Debra Klein

Organization: Rim Country Senior Center

Question: If the answer is No, or N/A, what do we do?

Answer: That is alright, just answer as necessary. Some answers are as simple as Yes/No.


Name: Francis Lechner

Organization: Yarnell Community Center

Question: We are told not to just put the number as an answer. You want us to write out our answers to these questions? Or just put a number?

Answer: You can just put a Yes/No or X years in the box as a sufficient answer to some questions. Some questions we do want you to be more descriptive, you’ll know where you need to explain.


Name: Bert Ijams

Organization: Prescott MOW

Question: Organizational capacity; It doesn’t specify CNG or HDM what do we do?

Answer: Specify either or both depending on what you are applying for.


Name: Marjorie Harris

Organization: Pinetop Lakeside Senior Center

Question: If #6 was an issue for us last time, do I need to do it again?

Answer: Yes, the old RFP won’t be considered.


Name: Chris Wall

Organization: Silver Creek Senior Center

Question: Can we drop items in from here or must we type straight into it?

Answer: You must type answers in.


Name: Carrie Lundy

Organization: GA Foods

Question: Describe the vehicles. Does the agency allow for courier deliver of HDM?

Answer: Yes. We allow that, Mom’s Meals does that by Fed Ex. Just explain exactly how you will do that in your proposal. Explain how you’ll handle the service. Be specific.

Q: That is covered under this same contract?

A: Yes. If you’re applying for HDM and CNG you must explain the different ways you’d deal with things depending on what you are applying for. If you’re not applying for HDM then don’t answer questions regarding them, because that is pointless.


Name: Sharon Pinckard

Organization: Round Valley/Springerville

Question: When will the transportation RFP be available?

Answer: Likely next year, we will not be doing that this year.


Name: Francis Lechner

Organization: Yarnell Community Center

Question: We simply save this document and type straight into it, but we can’t drop info into it?

Answer: Yes. You can save this to your desktop and access it whenever you need to.


Name: Rosie Wear

Organization: Coconino County Community Services

Question: If you’re applying for two different things CNG and HDM then will you be scored regarding each separately?

Answer: Yes, each section will be scored against sections of the same type.


Name: Jason Brubaker

Organization: Silver Creek Senior Center

Question: Can we include pictures? Do you want them?

Answer: You may include them in addition to the narrative. They do not replace the written answer, but can be a supplement.


Name: Chris Wall

Organization: Silver Creek Senior Center

Question: I understand we aren’t do refer to things by number (17.3.2.1). How do we answer things? In narrative form, with brevity, how exactly?

Answer: You may put “17.3.2.4: ANSWER…” and list everything in that format. That is acceptable.


Name: Cyndi Thomas

Organization: Chino Valley Senior Center

Question: Service requirement 17.3: do you want us to answer all 10 items following that section and so on?

Answer: Yes. Answer everything. If there’s a number by it, answer it, tell us how you’ll do it.


Name: Rosie Wear

Organization: Coconino County Community Services

Question: Can you share service areas and funding levels?

Answer: Yes. We will get those out to everyone through our website.


Name: Debra Klein

Organization: Rim Country Senior Center

Question: You said you’d score both CNG and HDM together; does that give someone an advantage?

Answer: No. HDM will be measured against other HDM.


Name: Francis Lechner

Organization: Yarnell Community Center

Question: If there are new things added, how will we know? What does that look like?

Answer: You’re all on a distribution list. If something is updated you will receive an email notification and we will replace the documents on our website as they are updated. We will notify you of the sections that are updated so you know where to look.


Name: Kym Lytle

Organization: Yarnell Community Center

Question: How often are things changed?

Answer: Not often. We hope to not change it at all after today. If big policy changes occur we will inform everyone and work through it during the negotiation process.


Name: Brenda Leza

Organization: Sedona Community Center

Question: We can anticipate having a revised version of this by tomorrow at the latest?

Answer: Yes, that is what we will aim for.


Name: Chris Wall

Organization: Silver Creek Senior Center

Question: Section 24 page 22 is our best friend and checklist, correct?

Answer: Yes.

Q: I have an RFP PowerPoint with a list that is different from this one. Does it matter?

A: No. These documents are what you should be following.


Name: Virginia Tallent

Organization: Mayer Area MOW

Question: We will have a new attachment A, a new checklist, and a new DAAS manual?

Answer: Yes, we will update those and send you the documents and links to them by TOMORROW.


Name: Jason Brubaker

Organization: Silver Creek Senior Center

Question: Is NACOG’s admin staff paid through the $1 million we are putting up for service?

Answer: No, that is not how we are paid.


Name: Rosie Wear

Organization: Coconino County Community Services

Question: Will we who showed up today be added to the distribution list if we weren’t on there previously?

Answer: Yes

Q: How much do we show you regarding financials and resources?

A: All of it, the whole county if that is how far your organization spans.


Name: Brenda Redel

Organization: Sedona SCC

Question: Regarding the RFP Attachment A, Section D, Operational Capacity, #3—Could you give further explanation about the phrase ‘activities that will be/are offered’, please? Are you referencing the way in which the Congregate Meal is prepared, served, etc., or are you referencing other types of activities beyond the Congregate Meal service? ‘Activities’ is such a broad phrase—I am not sure precisely what you are desiring in that area.

Answer: Please review the scope of work, the activities are referencing the scope of work requirements in section 17.3.5. Specify what activities your center will offer to Congregate Meal Participants in regards to this section.

 

File View/Download
Arizona Nutrition, Food Service and Wellness Manual View/Download
Bidder's Conference Question Compendium 022717 View/Download