SSN-RC-2021-019 - Meals on Wheels for the Operation of Five Senior Centers, Meals & Transportation

The County of Rockland is considering the issuance of a Sole Source award to Meals on Wheels Programs and Services of Rockland, Inc. for the provision of five Senior Centers, Congregate Meals, and Transportation. Funding amount is available 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.

This sole source fills a need for:

Senior Centers, Congregate Meals and Transportation for eligible Rockland County residents.
Term: 1/1/2021-6/30/2021 - $ 412,590.00

Senior Center and Congregate Meals
Senior center activities including by not limited to: Recreation/Education, Arts and Culture activities. Five centers will be open 6 hours/5 days a week.

Transportation
Transportation funding may be used for transportation to and from centers, recreational trips, banking or shopping. Medical transportation is excluded. If clients are participating in recreational trips, banking or shopping and are not participating at the center, Rockland County Office for the Aging (RCOFA) should not be billed for transportation to and from the center.



Required Qualifications for Congregate Meals:
 

• 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 (NYSOFA), 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, Eighth Edition, (2015-2020) published by the Secretary of Health and Human Services and the Secretary of Agriculture.

• Menus shall be reviewed and approved by a Registered Dietitian 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 congregate meals served;
  • 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.

• 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 NYSOFA. 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.

1. Operation of five Senior Centers in areas designated by the Rockland County Office for the Aging (RCOFA) as areas of greatest need.

• • • 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. RCOFA will be notified if the center needs to be closed for reasons of weather or other emergencies)
    • The centers 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 a person present to assist the participant.
    • A single page minimum data sheet (NAPIS) shall be completed within the two weeks of attendance at the center and information entered into PeerPlace.
    • A hot lunch meal consisting of 1/3 of the daily nutritional requirements shall be available each day.  Menus shall be reviewed and approved by a Registered Dietitian on a quarterly basis.  Efforts shall be made to accommodate special diets.
    • The centers 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 RCOFA.
    • Daily attendance/sign-in records indicating client name, senior recreation and education participation, meal consumed, and the number of trips provided shall be provided to the RCOFA at the end of each month. Provider will enter all units for senior recreation and education, congregate meals and transportation into PeerPlace monthly. The names of the recipients shall be submitted to RCOFA as unduplicated count on a monthly basis.
    • Envelopes for confidential contributions will be provided and a locked box in which to deposit the contributions shall be available near the entrance to each center.

2. The contractor shall provide transportation to and from the senior centers.  Transportation from the centers shall also be provided for shopping and for recreational trips. There is no charge for this service and any payment by the participant for transportation services shall be on a voluntary, confidential contribution-only basis. Envelopes for confidential contributions will be provided and a locked box in which to deposit the contributions shall be available either located on the bus or in the center.