SSN-RC-2022-041 - Sole Source award to VCS Inc for Caregiver and Aging Support Groups

The County of Rockland Office for the Aging is considering the issuance of a Sole Source award to VCS Inc. for the provision of Caregiver and Aging Support Groups.  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:

Caregiver Support Group- A service that is led by a trained individual, moderator, or professional to facilitate caregivers to discuss their common experiences and concerns and develop a mutual support system. Support groups are typically held on a regularly scheduled basis and may be conducted in person, over the telephone or online. These are services designed to support caregivers and help sustain their efforts to provide care. Caregivers will not be charged a fee from VCS, Inc. to participate in the support groups.

Aging Support Group- Service designed to alleviate stress or anxiety and to help the clients make appropriate choices and plans. Support group will assist older persons in coping with the problems and stresses which interfere with normal health and social functioning. Session to be offered by a trained individual, moderator or professional.

Event Panelist -Participate as an expert panelist at RCOFA Caregiver Symposium’s and other events as appropriate.

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 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.

Virtual Support Group- Conducted by a trained leader, the provider will offer Caregiver and Aging Support Groups for eligible Rockland County residents. The sessions will be offered by remote access using video conferencing (Zoom, WebEx, etc.) or by telephone conference. Schedule of the session with the link/phone number with access code to join session must be provided to RCOFA in advance.
Telephone Reassurance- A regularly scheduled telephone contact with an older person with follow ups 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.  A schedule defining meeting location, dates and times is required at least one month in advance. 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.

Caregiver Support Group- $40.00 per caregiver participant. One unit of service is one hour. The session is to an individual or group.  (Partial hours may be reported to two decimals, e.g., 0.25 hours).

Aging Support Group- $40.00 for each unit of service. One unit of service is one participant of a group session.

Event Panelist- $100.00 per event

Information & Assistance-$21.75 for each unit. One unit is one contact.

Virtual Support Group - $40.00 per eligible client, a Rockland County resident 60 years and older.

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

A Rockland County Electronic Voucher and a spreadsheet detailing the following information to be submitted monthly for payment:
 

1. Caregiver Support Group counseling sessions spreadsheet must include session dates, number of clients, copies of the actual sign-in attendance sheets, length of session (Partial hours may be reported to two decimals, e.g., 0.25 hours and unduplicated count per support group session;
2. Aging Support Group counseling sessions spreadsheet must include session dates, number of clients, copies of the actual sign-in attendance sheets and unduplicated count per support group session;
3. Event Panelist spreadsheet must include the dates of RCOFA event;
4. Information and Assistance spreadsheet must include the dates and the name of contacts;
5. Virtual Group Session-date and topic of session, report from virtual platform indicating date, time and length of program, and list of participants.
6. Telephone Reassurance- by date, client name, number of calls, and description of phone conversation.

• 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