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Home My WebLink AboutHCDA 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. (This page left intentionally blank) 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 (This page left intentionally blank)