SSN-RC-2021-020 - Circle of Friends of Rockland for Adult Daycare, Cong. Meals and Transportation

The County of Rockland is considering the issuance of a Sole Source award to Circle of Friends of Rockland for the provision of Adult Day Care Services, Congregate Meals and Transportation. Funding amount is in the County of Rockland 2021 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.

Advisory: Funding amount may be reduced due to NYSOFA withholding portions of grant funds and/or pass-through funds payments payable to the County of Rockland and used to fund this service.

The contract fills a need for:
 

• Social Adult Day Care including transportation and congregate meals for eligible Rockland County residents. The current program is operated at 19 Robert Pitt Drive, Monsey, NY.

• Prior history and experience, or proven ability 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 (NYSOFA), Chapter II. Older Americans, Community Services, and Expanded In-Home Services for the Elderly Programs; Part 6654. Services; Sect 6654.20 Social Adult Day Care Programs.

• Personnel – Director. Each social adult day care program will have a paid director. The director must 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 must 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 must 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 must have at least two staff, one of whom shall be a paid staff person, with the participants during the program day.

1. Operation of a Social Adult Daycare Program in the area designated by the RCOFA as an area of greatest need.

1. 1. The program will provide a daily session, 5 hours a day 5 times per week. (The Center will be closed for legal holidays. The RCOFA will be notified if the Center needs to be closed for reasons of weather or other emergencies).

1. 2. The program will be open to anyone 60 and older that is appropriate to the environment and must include socialization (planned activities based on the needs and capabilities of the participant). A monthly calendar of organized educational and recreational activities shall be available to participants and to the RCOFA.

1. 3. Services may also include total assistance in personal care (including continence assistance).

1. 4. A hot lunch consisting of 1/3 of the daily nutritional requirements must be available at each session, each day. Menus must be reviewed and approved by the RCOFA nutritionist on a quarterly basis. Efforts must be made to accommodate special diets.

2. The contractor must provide Transportation to and from the Center. Transportation from the Center must be provided for shopping and for recreational trips.

• Prior history and experience or the ability 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 must 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 must demonstrate experience in complying with the Dietary Guidelines for Americans, Eighth Edition, (2015-2020) published by the Secretary of Health and Human Services and the Secretary of Agriculture.

• The provider must 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 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;
  • Any other records that may be required by the RCOFA;
  • 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.
  • Required staff training
  • Required staff health assessments

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