Summary of Specifications:
PROPOSED SOLE SOURCE AWARD TO MEALS ON WHEELS PROGRAMS & SERVICES INC. FOR OPERATION OF ADULT DAY CARE CENTERS, CONGREGATE MEALS, TRANSPORTATION, AND PROVISION OF HOME DELIVERED MEALS - $1,460,863 The County of Rockland is considering the issuance of a Sole Source award to Meals on Wheels Programs and Services for the provision of Adult Day Care Centers, Congregate Meals, Transportation, and the provision of Home Delivered Meals. This award may be made on a sole source basis in accordance with the Rockland County Procurement Policy. The contract fills a need for: • Adult Day Care, including transportation and congregate meals for eligible Rockland County residents • Home Delivered Meals for eligible Rockland County residents Required Qualifications Congregate and Home Delivered 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, 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, Fourth Edition, (1995) 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: o Personnel, organizational structure, and staff functions, orientation and training; o Program monitoring, assessment and reporting; o Meal service, delivery and other operational/management components, and food and equipment security and site agreements; o Client eligibility and targeting, contributions policies, and participant input on service design and provision. • The provider must retain records related to: o A registry of participants and information concerning any special needs; o The number and cost of home-delivered and congregate meals served; o Any other records that may be required by the Office of the Aging; o All records shall be retained for a period of six years; o 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. Required Qualifications Adult Day Care Programs: • 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, Chapter II. Older Americans, Community Services, and Expanded In-Home Services for the Elderly Programs, Part 6654. Services, and specifically Section 6654.20 Social Adult Day Care Programs. • Personnel – Director. Each social adult day care program shall have a paid director. The director 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 consistent with 6654.20 regarding the operation of the program, including but not limited to: o Participant eligibility; o Admission and Discharge; o Service Plan; o Staffing Plan, including paid and volunteer staff; o Participants’ rights; o Services delivery; o Program Self Evaluation; o Records; o Emergency Preparedness • The program shall have an adequate number of qualified staff, which may include volunteers, to perform all of the functions prescribed in 6654.20 to ensure the health, safety, and welfare of participants. • The program shall have at least two staff, one of whom shall be a paid staff person, with the participants during the program day. 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 PM on March 10, 2016 (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: • Experienced in providing Adult Day Care, Congregate Meals, Transportation, and Home Delivered Meals. • 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 2015 budget with Board approval • Be fiscally sound • Have a Non-discrimination Policy • Have a Conflict of Interest Policy • Maintain program records for the purpose of 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 A determination by the County not to compete the proposed contract is solely within the discretion of the County. SIGNED: PAUL J. BRENNAN, CPPO DIRECTOR OF PURCHASING February 25, 2016
