SSN-RC-2022-002 - SS to RODA for Senior Centers, Congregate Meals, & Transportation

The County of Rockland Office for the Aging is considering the issuance of a Sole Source award to Rockland Opportunity Development Association, Inc. for the provision of a Senior Center, Congregate Meals and Transportation. Funding amount is in the County of Rockland 2022 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.

The contract fills a need for:

Senior Center Recreation and Education
1/1/2022-12/31/2023- $ 69,545.00
 

• Senior Center Recreation and Education, including transportation and congregate meals for eligible Rockland County residents. The current program is operated at 2000 Fountainview Dr, Monsey, NY 10952, RODA office is located at 15 Elyon Road, Monsey, NY.
• A Senior Center program geared to improving the health, social welfare, and safety of the seniors of Rockland County.
• A program that offers a senior center recreation/education and transportation.
• Provision of outreach services and support services which provide essential information on pertinent senior issues, and referrals to other agencies.
• A Senior Center program that offers the senior citizen population intellectual and social stimulation so that they may continue to be a vital element of the community.

• 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, Chapter II. Older Americans, Community Services, and Expanded In-Home Services for the Elderly Programs, Part 6654.11 Nutrition Provider Responsibilities.

• Personnel – Manager. The senior center program shall have a manager. The manager 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 regarding the operation of the program, including but not limited to:

• • Membership guidelines;
  • Staffing Plan, including paid and volunteer staff;
  • Participants’ rights;
  • Records;
  • Emergency Preparedness

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

• All programs funded by the County of Rockland shall be open to all adults age 60 and older without bias or regard to ethnic, racial, cultural, educational or sexual differences.
• Recipients of services shall be afforded the opportunity to make a voluntary contribution to the program.  This information shall be confidential and in no way affect the future delivery of services for recipients of the program.  The amount of contributions, however, will be submitted to the Rockland County Office for the Aging (RCOFA) on a monthly basis and used to expand program services.

• All programs require the collection of salient information in keeping with the requirements of the National Aging Program Information System (NAPIS) for the designated service delivery.

• The number of units of service (number of program attendees, congregate meals served, transportation provided and outreach efforts) shall be provided to the RCOFA at the end of each month and the names of the recipients shall be submitted to RCOFA as unduplicated count on a monthly basis.

1. Operation of a Senior Center Program in areas designated by the RCOFA as areas of greatest need.

1. 1. The center will be operational one day 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 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 relayed to OFA for data entry.

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 RCOFA nutritionist on a quarterly basis. Efforts shall be made to accommodate special diets.

1. 5. All meals shall meet the criteria for proper food temperatures and handling as mandated by the Health Department and the State Office for the Aging (NYSOFA).

1. 6.  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 RCOFA.
   7. Envelopes for confidential contributions for programming and transportation shall be provided and a locked box in which to deposit the contributions shall be available near the entrance to the Center. The amount of contributions shall be reported to RCOFA on a monthly basis.
2. The contractor shall provide Transportation to and from the Center. Transportation from the Center shall be provided for shopping and for recreational trips.
3. The contractor shall provide services only to eligible recipients.

• 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 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, Ninth Edition, (2020-2025) published by the Secretary of Health and Human Services and the Secretary of Agriculture.

• 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, 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.

• Experienced in providing Senior Center Recreation and Education, Congregate Meals, and Transportation.

• 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 2022 budget with Board approval
• Be fiscally sound
• Have a Non-discrimination Policy
• Have a Conflict of Interest Policy
• Maintain program records for an audit and provide to the County all program-related information including proprietary materials, upon request
• Submit quarterly 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