HCDA RFP In-Home Aide Services 5-7-2015 (2)HARNETT COUNTY
FINANCE/PURCHASING
REQUEST FOR PROPOSALS
IN-HOME AIDE SERVICES
FOR
HARNETT COUNTY DIVISION ON AGING
FIRM PROPOSALS FOR SERVICES
FOR THE PERIOD OF JULY 1, 2015 THROUGH
JUNE 30, 2016
DUE DATE: NO LATER THAN 4:00 PM May 7, 2015
DUE DATE: May 7, 2015
TIME: 4:00 PM
QUESTIONS: MARY JANE SAULS – DIVISION ON AGING
MJSAULS@HARNETT.ORG(910) 814-6192
FAXES OR E-MAILS ARE NOT ACCEPTED FOR THIS QUOTE
THE COUNTY OF HARNETT RESERVES THE RIGHT TO REJECT ANY OR ALL PROPOSALS RECEIVED, OR TO SELECT THE PROPOSAL WHICH, IN OUR OPINION,
IS THE BEST OVERALL INTEREST OF THE COUNTY.
MAIL OR DELIVER PROPOSALS IN A SEALED ENVELOPE IDENTIFIED “QUOTE ENCLOSED HCDA 05072015”, YOUR FIRM NAME AND THE DUE DATE ON THE OUTSIDE
OF THE ENVELOPE
TO: Renea Warren-Ford
Purchasing Specialist
102 E. Front Street
P.O. Box 760
Lillington, N.C. 27546
Harnett County
Division on Aging
Request for Proposals
In-Home Aide Services
Harnett County (the “County”) is soliciting firm PROPOSALS to provide in-home aide services to clients
in accordance with the Division Aging & Adult Services (DAAS) Standards. There is one level of care. Vendors are required to propose on only one level of care. The In-Home Aide provider
will provide care or assistance to person(s) by performing home management tasks that are essential to activities of daily living. These tasks are performed to enable individuals to
remain in their own homes when they are unable to carry out these activities for themselves and when no responsible person is available to assist with these tasks. The in-home aide provider
is responsible for performing intake, screening assessments, reassessments, service plans, and authorization of services to be provided. This service will be provided for the period
from July 1, 2015 through June 30, 2016.
GENERAL SPECIFICATIONS & INSTRUCTIONS TO PROPOSERS
Scope
It is the intent of this request for proposals to obtain proposals for providing
Level Two In-Home Aide services for the Harnett County Division on Aging.
Compliance with Specifications
Vendor’s proposal must be in strict compliance with the specifications and
offer the same or equal services. Harnett County Division on Aging (HCDA) reserves the right to allow or disallow minor deviations from the specifications in order to purchase what
best meets the needs of the County from a standpoint of quality, price and service to be rendered.
Proposal Price Corrections
No corrections will be permitted after proposal opening.
Rejection of Proposals
The County reserves the right to reject any and all proposals.
Award of Contract
All proposals will be reviewed by the Division on Aging Staff. The award
of any contract resulting from this RFP will be made based on evaluation of total proposal. In evaluating the
proposals, the County reserves the right to require the proposer to present an oral presentation including questions and answers to the Review Committee. Low unit cost will not necessarily
guarantee award. When applicable, the vendor’s history of effectiveness and efficiency in utilizing funds will be considered. These criteria should be considered by the vendor during
proposal development.
Rate
Vendor shall guarantee the rates quoted against any increase for whatever delivery date is specified and contract period required. Vendors must incorporate
a cost for the Division on Aging's Automated Management Information System (MIS) /Aging Resource Management System (ARMS) in the unit cost rate. The current cost per client for reporting
in the automated format is $.15 per client per month.
Payment
Payment will be made to Provider within thirty (30) days of reimbursement from the North Carolina Division of Aging & Adult
Services to the Harnett County Division on Aging.
Terms and Conditions
Terms and Conditions included herein are an integral part of the proposal document and shall prevail unless changes
or attachments are agreed to and initialed by Harnett County prior to the proposal opening. Terms and Conditions attached to the proposal by the proposer and made a condition of purchase
may render the bid non-responsive and may be rejected by Harnett County.
Contract Term/Conditions: This is a contract for one year beginning July 1, 2015 and ending June 30, 2016.
Although the contract is for one year, said contract may be terminated at any time if funds are not appropriated and made available by the Harnett County Board of Commissioners. Proposer
warrants that proposal prices, terms, and conditions quoted in his/her proposal will be firm for acceptance for a period of sixty days.
Contract Extension: Harnett County reserves
the right to renew this contract after the initial contract term expires subject to the same terms and conditions upon agreement of both parties, provided that funds have been appropriated
by the governing board and performance under this contract has been satisfactory. Price increase shall be considered at contract renewal time and may be cause for non-renewal.
Default
Failure to satisfactorily perform the services required by the contract for the project will be grounds for County to declare the successful proposer in default. Unless otherwise
provided herein, the contract may be canceled or annulled with a 30-day notice by County in whole or in part by written notice of default to the proposer upon nonperformance or violation
of contract terms. An award may be made to another proposer for services specified, or they may be purchased on the open market and the defaulting vendor shall be liable to County for
costs to the County in excess of the defaulted contract prices. The proposer shall continue the performance of this contract to the extent that any part is not terminated under the
provisions of this clause.
Contractor’s Representative for Business Purposes
The name, mailing address, electronic mail address, facsimile number, and telephone number of the vendor's
authorized agent with authority to bind the firm and answer official questions concerning the vendor’s proposal must be clearly stated.
Tie Bids
In the event of identical bids, the
County will base its award recommendation on prior service records.
Indemnity and Insurance
Compliance with Laws. Vendor shall obtain and maintain all licenses, permits, liability
insurance, worker’s compensation insurance and comply with any and all other standards or regulations required by Federal, State, or County statute, ordinances and rules during the performance
of any contract between Vendor and Agency.
Indemnity & Insurance. Vendor will indemnify and hold harmless the Agency, its officers, agents, and employees from and against all loss,
cost, damage, expense and liability caused by accident or other occurrence resulting in bodily injury, including death and disease to any person, or damage or destruction to property,
real or personal, arising directly or indirectly from operations, products, or services rendered or purchased under this Contract. The Vendor, at its sole expense, will purchase and
maintain the insurance listed below as A, B, & C.
Automobile – Automobile bodily injury and property damage liability insurance in an aggregate amount of not less than $1,000,000.00.
Commercial General Liability-Bodily injury and property damage liability as will protect Vendor from claims of bodily injury or property damages which arise from operations of this
Contract. The amounts of such insurance coverage shall not be less than $2,000,000.00 per occurrence and $3,000,000.00 aggregate coverage. This insurance shall include coverage for
completed operations/products liability, personal injury liability and contractual liability.
Professional Errors and Omissions Insurance -- with minimum limits of one million dollars
($1,000,000.00) per occurrence and three million dollars ($3,000,000.00) aggregate.
Workers’ Compensation and employers’ liability—minimum amounts meeting the statutory requirements of the State of North Carolina.
Vendor shall provide Agency with a certificate of
such insurance that shall name County of Harnett as an additional insured and contain the provision that the County of Harnett will be given thirty (30) days written notice of any intent
to amend or terminate said policy by either the insured or the insuring company. However, a ten (10) day notice is sufficient for cancellation by the insuring company due to non-payment
of premium.
This schedule establishes the priorities for 85% of the units leaving a 15% margin for the vendor’s discretion, based on their business capacity, in placement in the different
levels of service. For proposal purposes, vendors shall base proposal on providing service to 55-65 clients. The following matrix is the level of service for the past three years:
2012/2013
201
3/2014
2014/2015
Level II
13714 units
11930 units
11737 units
Transition
If the contract is awarded to an agency other than the current provider, the Harnett County Division
on Aging will act as the mediator between the current Provider and the new Provider. The prime concern to all parties should be to provide a smooth transition for the clients. The
Provider for the new contract will be given the following information after the award of the proposal and after the signing of the contract by the provider.
1. Most current client assessments
2. Most current client care plans
3. Most recent client enrollment forms
4. Any other information pertinent to the clients care
It is the responsibility of the new contractor to assess
and develop care plans for all current clients within thirty (30) days of contract beginning date.
Audit Requirements for Receipt of Federal Funds
Providers expending $500,000 or more
in federal financial assistance through the HCCBG, or in combination with other federal funding shall receive an annual independent audit which meet the requirements of the Division
on Aging Program Audit Guide for Aging Services, applicable North Carolina General Statutes and Local Government Commission requirements, and OMB Circular A-133. For-profit community
service providers shall have an annual compliance audit which meets the requirements of A-133. The audit shall be performed within nine (9) months of the close of the provider’s fiscal
year. Upon completion of the audit, non-profit and for-profit providers shall provide a copy of the audit report and any opinion letter simultaneously to the
County and the Area Agency. Federal funds will not reimburse the cost of a single audit if the total of all federal funds expended by the provider is less than $500,000.
Provider
Requirements
Provider shall be currently licensed by the North Carolina Department of Health Service Regulation Licensure Standards (NCDHSR) as a home care agency and shall have operated
as a licensed home care agency in the State of North Carolina for at least two (2) years.
Duties and Responsibilities. The duties and responsibilities of all personnel supplied by
vendor are those defined by the governing agencies and North Carolina licensing boards, and all policies and regulations of the Agency. Additionally, Vendor and Vendor supplied personnel
agree as follows:
Vendor will maintain accurate records and documents for the computation of all charges for services provided to the agency.
Vendor supplied personnel will maintain
records and reports in accordance with the policies of the Agency.
All Vendor supplied personnel will attend an orientation program provided by the Agency to familiarization of the Agency
policies, objectives and procedures. The personnel are expected to abide by the policies of the Agency when providing services in and for the Agency.
All personnel providing services
pursuant to this Agreement shall, for all purposes under this agreement, be considered employees of Vendor. Vendor shall assume sole and exclusive responsibility for the payment of
wages to personnel for services performed by them for Agency. Vendor shall, with respect to said personnel, be responsible for withholding federal and state income taxes, paying Federal
Social Security Taxes, unemployment insurance and maintaining Worker’s Compensation insurance coverage in an amount and under such terms as required by the State of North Carolina.
Vendor
shall maintain an employee file on each of its employees, containing the following:
A completed application that includes skills, specialties and preferences;
Documentation of special
education and/or training;
Two professional references which reflect satisfactory performance within the job category;
Verification that evidence of professional licensure identification,
as applicable, have been seen and examined;
Dates of employment;
Job description;
Performance evaluation completed annually;
Verification of identity and work authority;
Criminal history
check for the Vendor’s employees, performed at or near the employee’s date of hire. If the employee has been a resident of North Carolina for less than five (5) years, a state and national
criminal history check shall have been completed. If the employee has been a resident of
North Carolina for more than five (5) years, a state criminal history record check shall have been completed.
Competency skills evaluation on all Aides.
Vendor shall complete those responsibilities
by the governing agencies and North Carolina licensing boards, and all policies and regulations of the Agency for Level One In-Home Aide services.
Equal Opportunity Employer
Harnett
County is an equal employment opportunity employer. The County is a federal contractor, and therefore the provisions and affirmative action obligations of 41 CFR § 60-1.4(a), 41 CFR
60-741.5(a), and 41 CFR 60-250.4 are incorporated herein by reference, where applicable.
Questions
Please direct all questions concerning the specifications of the RFP for In-Home
Aide services to Mary Jane Sauls, Division on Aging, 309 W Cornelius Harnett Blvd., Lillington, NC 27546, (910) 814-6192 or mjsauls@harnett.org.
COUNTY OF Harnett, NORTH CAROLINA
PROPOSAL FORM
IN-HOME AIDE SERVICES
PROSPOSAL #HCDA 05072015
I certify that this proposal is made without prior understanding, agreement or connection
with any corporation firm, or person submitting a proposal for the same services and is in all respects fair and without collusion or fraud. I understand collusive bidding is a violation
of state and federal law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of this proposal and certify that I am authorized to
sign this proposal for the proposer of services.
Proposal
Level of Service
Number of Clients
Number of Units of Service
X
Service Unit Cost**
=
Extended Price
*Level
II
X
$
=
$
Total
*
$
Attachments to Proposal
1. Forms Packet
2. Evidence of Proposer’s insurability - certificate of insurance from the bidder’s insurance provider or a letter from bidder’s insurance agent
summarizing the County’s insurance requirements and stating that the bidder will be approved for the coverage if awarded the contract must be included with the bidder’s proposal.
3. Copy
of state license
Notice to Proceed
The undersigned, if awarded the contract for services, hereby agrees to execute a contract with Harnett County in the form specified within ten (10)
days after the award and to begin the implementation process to provide the in-home aide services listed in this proposal effective as of the date stated in the contract.
Addendum
Receipt
of the following Addendum is acknowledged:
Addendum No. _____________________ Date___________________, 2015
Addendum No. _____________________ Date___________________, 2015
Addendum
No. _____________________ Date___________________, 2015
Addendum No. _____________________ Date___________________, 2015
Bidder Information
Please check as appropriate and complete the items below.
The Bidder is:
____ An Individual
____ A Partnership between:________________________________
_______________________
_______________________________
____ A Joint Venture consisting of:________________________
______________________________________________________
____ A Corporation organized under the laws of the State
of___________________________________________________.
(List name of state appearing on the corporate seal and affix seal below
where indicated.)
(Signature) (Printed Name)
TITLE:
COMPANY:_________________________
ADDRESS:__________________________
TELEPHONE: FAX:
EMAIL:
Management Questionnaire
Agency/Organizations submitting proposal:
Name:_______________________________Phone: ________________Fax ______________
Address: ______________________________________
______________________________
City: _____________________________ State: _________ Zip: ____________
Email: Website:
The Management Questionnaire seeks specifics
on how the proposer will oversee the actual service delivery to assure:
__ Quality and delivery requirements are met;
__ Fiscal systems accurately track and report revenue and expenditures;
and
__ All contract terms are met.
1. Type of Agency: (Check all that apply)
____ State ____ County
____ Private, non profit ____ City
____ Profit ____ School
____
Minority/women business enterprises (Agencies must be certified through the NC Dept. of Administration)
____ Other (specify) __________________________________________________
2. The
Governing Body: (Attach a copy of roster of members/board.)
____ Board of Directors ____ Elected officials (State, City, County)
____ Other (specify) ___________________________________________
________
3. Agency Information: The following have been approved and adopted by the agency’s governing body:
Date Adopted or Last
Date Reviewed
Written Personnel Policies ____ Yes ____ No __________________
Staff Job Descriptions ____ Yes ____ No __________________
(relevant to this service
only)
Affirmative Action Plan ____ Yes ____ No __________________
EEO Policy ____ Yes ____ No __________________
Staff Background Checks ____ Yes ____ No __________________
Staff
Drug Screening ____ Yes ____ No __________________
4. Service(s) being Bid upon:
SERVICE COUNTY
________________________________ ___________________________________
______________________
__________ ___________________________________
________________________________ ___________________________________
________________________________ ___________________________________
___________
_____________________ ___________________________________
5. Agency/organization has been in operation ______________ years.
6. Agency/organization has been providing service(s) listed
below:
Service # of years
1. _______________________________ ____________________________________
2. _______________________________ ____________________________________
3.
_______________________________ ____________________________________
7. Agency/organization is/was an Area Agency on Aging contracted service provider?
yes__ no __.
8. List organizations
that you have had contractual experience with during the past three (3) years providing the services detailed in item 6 above.
Year(s)
___________________________________________________ ________________
___________________________________________________ ________________
___________________________________________________
________________
___________________________________________________ ________________
___________________________________________________ ________________
____________________________________________
_______ ________________
9. Financial Responsibility: Indicate name, address and phone number of bank handling company/agency checking account.
Bank: _________________________________ Phone
# ______________________
Address: ______________________________ City: _________________________
10. In the chart below, indicate the title(s) of the persons who have primary and secondary
responsibility for the administrative functions indicated.
Functions Title(s)
Selects staff and implements personnel _____________________________
policies and practices
Prepares
and monitors annual budget _____________________________
Provides the governing body with information _____________________________
necessary for them to understand and
evaluate
the program.
Establishes communication and coordination _____________________________
with community services.
Assures adequate program supervision and _____________________________
service
delivery.
Submits fiscal and program reports _____________________________
Evaluates and refines the service to _____________________________
effectively meet its goal.
Develops
policies on client’s service. _____________________________
Provides supervision/performance evaluations _____________________________
11. List below the specific publicity or public activities which will build community awareness of the service(s) your agency provides.
Activities: Tentative Schedule of Implementation
1
2. The following internal monitoring and evaluation activities are considered to be necessary to assure efficient and effective operations. Please indicate when and who (the titles)
of persons who will perform these activities.
Activity Frequency Who
Reviews client’s records ____________________ _________________
for completeness and accuracy
Reviews
working agreements with ____________________ _________________
community
Reviews program policies/procedures_____________________ _________________
Conducts client assessments/ _________________
____ _________________
Reassessments
13. Explain your company’s current Training and Recruitment Policy. Proposer shall outline how company will manage the initial recruitment and
training of personnel to fulfill this contract as well as any modifications that will be made if proposer is successful in receiving award of this contract. Attach additional sheets
if necessary.
14. Explain your company’s current Staffing Plan. Proposer shall outline any modifications that will be made if proposer is successful in receiving award of this contract.
Attach additional sheets if necessary. Proposer must show the number of RN’s (FTE or equivalent) who will be assigned to this program. If you have RNs who work in multiple counties,
please specify the amount of time designated for this project in Harnett County for each RN assigned.
15. References - Proposer shall list references for work completed during the last
two years. Attach additional sheets if necessary. References should be agencies that have contracted with proposer to provide service to their clients. Each reference provided should
include the following information:
1. Name of company
2. Address
3. Telephone number
4. Contact person including email address
5. Brief description of the type and length of service provided.
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EXECUTION OF PROPOSAL PAGE
In-Home Aide Services
Date:
By submitting this proposal, Vendor certifies the following:
An authorized representative of the firm has
signed this proposal.
It can obtain insurance certificates as required within 10 calendar days after notice of award.
The Vendor has determined the cost and availability of all equipment,
materials and supplies associated with performing the services outlined herein.
All labor costs, direct and indirect, have been determined and included in the proposed cost.
The Vendor
is aware of the prevailing conditions associated with performing this contract.
The Vendor agrees to complete the scope of work for this project with no exceptions.
Therefore, in compliance
with the foregoing Request for Proposal, and subject to all terms and conditions thereof, the undersigned offers and agrees, if this proposal is accepted within (60) days from the date
of the opening, to furnish the services for the prices quoted.
Vendor:
Mailing Address:
City, State, Zip Code:
Telephone Number:
Principal Place of Business if
different from above:
By
Title:
(Type or Print Name)
(Signature)
ATTACHED PLEASE FIND
EXHIBIT A
NORTH CAROLINA DIVISION OF AGING
IN-HOME AIDE SERVICES-POLICIES AND PROCEDURES
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