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Basic Information

Reference Number

0000284746

Issuing Organization

County of Rockland

Owner Organization

Office for the Aging

Solicitation Type

SSN - Sole Source Notice (Formal)

Solicitation Number

SSN-RC-2022-042

Title

Sole Source Award to VCS Inc. for Older Adult Counseling Program

Source ID

PU.AG.USA.1029.C3864001

Details

Location

United States, New York, Rockland County

Delivery Point

Rockland County

Purchase Type

Duration: 1 year
Option: N/A

Piggyback Contract

Description

The Rockland County Office for the Aging is considering the issuance of a Sole Source award to VCS Inc. for the provision of Older Adult Counseling Program. Funding amount is contingent on the adoption of 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.

TERM: APRIL 1, 2022- MARCH 31, 2023

PROGRAM REQUIREMENTS

This program is for Rockland residents 60 years and older, and clients referred by the Rockland County Office for the Aging (RCOFA). These services are offered at no cost to the eligible clients. VCS, Inc. will initiate activities for identifying potential clients or their caregivers and encourage their use of existing services and benefits.

VCS, Inc. will provide:

In-Home Contact and Support - Services and activities designed to provide support to older people who are isolated because of physical and/or cognitive limitations.

One-to-one counseling and assessment performed in-home or in-office. Upon assessment, if other needs are identified needed, counselor will refer client to RCOFA NY Connects.
Assessment of living situation including safety, elder abuse, needed level of care, gaps in services and recommendations for the future;
Referral to services.
VCS, Inc. will respond to RCOFA referrals within 3 business days.

Information and Assistance- Assistance to consumers in obtaining access to the Aging services and resources available within Rockland County. An individual is provided with information on a one-to-one basis about available services and opportunities in the community, assisted in defining problems/needs and capacities, receives direction or guidance relative to those identified issues and is linked to services and opportunities to meet the problems/needs.

Due to the ongoing declared federal state of emergency resulting from COVID-19, the Rockland County Office for the Aging (RCOFA) must modify the service provisions of some existing contracts with agencies and contractors. Those services are intended during the time period in which the original services contracted for must be modified due to measures implemented by federal, state, and local government during the COVID-19 pandemic. Under the federal major disaster declaration, the New York State Office for the Aging (NYSOFA) suspended some regulatory requirements.

In Home Contact and Support-Services may be provided over the phone and teleservices (Facetime, etc.).

Telephone Reassurance- A regularly scheduled telephone contact with an older person with follow-up as necessary and appropriate, designed to provide support to Rockland County residents, 60 years and older who are isolated because of physical and/or cognitive limitations.

The provider, to the maximum extent feasible, will provide services to low-income minority individuals, older individuals with limited English proficiency in accordance with the need for services.

VCS must collect and maintain records for each client served. Client consent forms must be in place prior to obtaining information related to services. A single page minimum data sheet (NAPIS) shall be completed within the first two weeks of service. A new NAPIS must be completed annually for each participant. Data to be submitted to the Rockland County Office for the Aging (RCOFA) monthly for all units of service provided as well as unduplicated clients served, according to the NYSOFA Standard Definitions.

Provider will develop a method for surveying client satisfaction and assure that the views of older persons are solicited and considered as to the operation of the program. Such method shall respect the client’s right to confidentiality, results of client satisfaction survey must be submitted to RCOFA quarterly.

Provider will solicit voluntary contributions to those individuals served by the RCOFA funding and report to RCOFA monthly. Consumers of services must be informed of and provided with the opportunity to voluntarily contribute at least annually to the cost of the services funded by any program administered by or through New York State Office for the Aging (NYSOFA) or RCOFA. Consumers of services must be informed of the purpose for and use of contributions. No service recipient may be denied a service because of inability or unwillingness to contribute. Contribution letters and frequency of contribution requests must be approved by RCOFA in advance.

Due recognition must be given to all applicable funding sources as well as the NYSOFA contribution policy, on all marketing materials distributed to the public and any social media posting.
Funding/Contribution policy should read as follows:

“Contributions are voluntary and confidential and are used to expand the services for which they are received. No one will be denied services because of an inability or unwillingness to contribute.
Services are funded in part by the Administration for Community Living, New York State Office for the Aging and the Rockland County Office for the Aging”

A copy of the most recent financial statement to be submitted to the RCOFA annually. Program audits will be performed by the RCOFA on an annual basis to assess compliance with regulatory standards.

In-Home Contact and Support-$36.00 for each unit of service provided. One unit is one In-Home Contact and Support session.

Information & Assistance-$21.75 per unit of service. One unit is one contact.

Telephone Reassurance- $18.00 per unit of service provided to eligible clients per day. One telephone contact is equal to one unit.

A Rockland County Electronic Voucher and a spreadsheet detailing services provided must be submitted for payment monthly. The spreadsheet must include the following:
In-Home Contact and Support must include:

Date of counseling session;
Name and address of client;
Indicate in-office or in-home session;
Brief description of session;
Unduplicated client count

Information and Assistance-dates and the name of contacts;
Telephone Reassurance-by date, client name, number of calls, and description of phone conversation.

This notice is issued for informational purposes only and is NOT a request for competitive quotes.

Any non-profit agency that believes they are qualified to provide the services detailed above and is ready, willing and able to provide the services, shall respond to this notice no later than 3:00 pm on April 14, 2022 (14 days after advertisement) of this announcement. The response should provide specific details regarding the agency’s interest in providing such services as well as their prior experience in providing the same or similar services. In addition, the response should detail the agency’s connections to the Rockland County community.

Responses to this notice must be sent via facsimile to 845-364-3809 or email to purchasing@co.rockland.ny.us. NO PHONE CALLS WILL BE ACCEPTED.

Organizations submitting a proposal must meet the following requirements:

Be a 501 (c)3
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 number of persons served, service units and results of performance outcomes, as required.
Be available for on-site visits, announced and unannounced

A determination by the County not to compete the proposed contract is solely within the discretion of the County.

Dates

Publication

03/31/2022 07:00 AM EDT

Bid Intent

Not Available

Question Acceptance Deadline

04/07/2022 05:00 PM EDT

Questions are submitted online

Closing Date

04/14/2022 03:00 PM EDT

Contact Information

Sabrina Samuels, CPPB

845-364-3807

purchasing@co.rockland.ny.us

Buyer Preferences, Guidelines & Requirements

General Requirements

- Insurance Required

- Local Service Required

Award Requirements

- All or None Award

Bid Submission Process

Bid Submission Type

Physical Bid Submission