SSN-RC-2019-026A - Amended Sole Source Award for Operation of Adult Day Centers

The County of Rockland Office of the Aging is considering the issuance of a Sole Source award to Meals on Wheels Programs and Services of Rockland, Inc. for the provision of Adult Day Care, Senior Centers, Congregate Meals, Transportation and Home-Delivered Meals. Funding amount is available in the County of Rockland 2019 Annual Budget. As such, the final funding amount may differ from the estimated amount provided in this notice.
 
This award may be made on a sole source basis in accordance with the Rockland County Procurement Policy.
 
This sole source fills a need for:
 

• Home-Delivered Meals for eligible Rockland County residents. 

• Adult Day Care for eligible Rockland County residents.

• Senior Centers and Transportation for eligible Rockland County residents.
  Amended Term and Amount: 1/1/2019 – 12/31/2019 ($1,390,988.00)

• Prior history and experience in providing services under Official Compilation of Codes, Rules and Regulations of the State of New York, Title 9, Executive Department, Subtitle Y, New York State Office for the Aging, Chapter II. Older Americans, Community Services, and Expanded In-Home Services for the Elderly Programs, Part 6654. Services, and specifically Sections 6654.11 Nutrition provider responsibilities.

• The provider shall demonstrate acceptable experience in following appropriate procedures to preserve nutritional value and food safety, including compliance with all State and Local health laws and ordinances, and the State and Local standards and regulations concerning the purchase, preparation, handling, serving and service delivery of food.

• The provider shall demonstrate experience in complying with the Dietary Guidelines for Americans, Fourth Edition, (1995) published by the Secretary of Health and Human Services and the Secretary of Agriculture.

• Menus shall be reviewed and approved by the Office for the Aging nutritionist on a quarterly basis. Efforts shall be made to accommodate special diets.

• The provider shall have written policies and procedures concerning all aspects of the program including:

• • Personnel, organizational structure, and staff functions, orientation and training;
  • Program monitoring, assessment and reporting;
  • Meal service, delivery and other operational/management components, and food and equipment security and site agreements;
  • Client eligibility and targeting, contributions policies, and participant input on service design and provision.

• The provider must retain records related to:
  • A registry of participants and information concerning any special needs;
  • The number and cost of home-delivered and congregate meals served;
  • Any other records that may be required by the Office of the Aging;
  • All records shall be retained for a period of six years;
  • Records will be available for inspection by Federal, State, and County officials at all reasonable hours at a location agreed upon the provider and the County.

• The provider shall obtain and keep in effect such insurance coverage as required by the County.

• All programs require the collection of salient information in keeping with the requirements of the New York State Office for the Aging. For home-delivered meals, the assessment and reassessment tool used for eligibility is the COMPASS form and the Financial Form (if applicable) that is to be completed by the RCOFA. For senior center/congregate meals, the NAPIS form is the tool used for eligibility and entered into PeerPlace by provider.

• The provider must obtain consent forms for senior center/congregate meals and enter into PeerPlace.

• The provider will collect and enter units of service into state database, PeerPlace and report to RCOFA monthly.

• Prior history and experience in providing services under Official Compilation of Codes, Rules and Regulations of the State of New York, Title 9, Executive Department, Subtitle Y, New York State Office for the Aging, Chapter II. Older Americans, Community Services, and Expanded In-Home Services for the Elderly Programs, Part 6654. Services, and specifically Section 6654.20 Social Adult Day Care Programs.

• Personnel – Director. Each social adult day care program shall have a paid director. The director shall be a qualified individual with appropriate educational qualifications and work experience to ensure that activities and services are provided appropriately and in accordance with participants’ needs.

• The provider shall establish, follow and have on file for review by the County, written policies and procedures consistent with 6654.20 regarding the operation of the program, including but not limited to:

• • Participant eligibility;
  • Admission and Discharge;
  • Service Plan;
  • Staffing Plan, including paid and volunteer staff;
  • Participants’ rights;
  • Services delivery;
  • Program Self Evaluation;
  • Records;
  • Emergency Preparedness

• The program shall have an adequate number of qualified staff, which may include volunteers, to perform all the functions prescribed in 6654.20 to ensure the health, safety, and welfare of participants.

• The program shall have at least two staff, one of whom shall be a paid staff person, with the participants during the program day.

• All programs require the collection of salient information in keeping with the requirements of the New York State Office for the Aging. The assessment and reassessment tool used for eligibility for Adult Day is the COMPASS form and the Financial Form (if applicable) that is to be completed by the RCOFA.
   
• The provider will collect and enter appropriate data into state database (PeerPlace and report to RCOFA monthly.

1. 1. The current designated areas are North Rockland, Thorpe, Nyack, Clarkstown/Pearl River and Ramapo. The centers will be operational Monday through Friday 20 to 30 hours per week. (The Centers will be closed for legal holidays. The Office for the Aging will be notified if the Center needs to be closed for reasons of weather or other emergencies.

1. 2. The Center shall be open to anyone 60 and older that is appropriate to the environment. A non-senior may attend if they are a younger spouse or present to assist the participant.

1. 3. A single page minimum data sheet shall be completed within two weeks of attendance at the Center and entered into PeerPlace by the provider.

1. 4. A hot lunch consisting of 1/3 of the daily nutritional requirements shall be available each day. Menus shall be reviewed and approved by the Office for the Aging nutritionist on a quarterly basis. Efforts shall be made to accommodate special diets.

1. 5. The Center shall schedule organized educational and recreational activities which involve older individuals in courses, workshops and other learning activities, provide games, crafts and other satisfying use of free time. A monthly calendar of activities shall be available to participants and to the Office for the Aging.

1. 6. Envelopes for confidential donations shall be provided and a locked box in which to deposit the donations shall be available near the entrance to each Center. The amount of donations shall be reported to OFA on a monthly basis.

• Be a 501 (c)3
• Have successful experienced history of providing/working with and supporting Senior Centers, Adult Day Care, Congregate Meals, Transportation, and Home-Delivered Meals

• Be governed by a Board of Directors
• Be up-to-date with all IRS filings
• Be up-to-date with all NYS filings
• Have a current budget with Board approval
• Be fiscally sound
• Have a Non-discrimination Policy
• Have a Conflict of Interest Policy
• Maintain program records for the purpose of an audit and provide to the County all program-related information including proprietary materials, upon request
• Submit monthly and year end reports, including attendance lists for each group activity, and log sheets for clients served
• Be available for on-site visits, announced and unannounced