REQUEST FOR PROPOSALS (RFP) RFP: ELDERLY SERVICES PROGRAM HOME CARE ASSISTANCE

Transcription

1 REQUEST FOR PROPOSALS (RFP) RFP: ELDERLY SERVICES PROGRAM HOME CARE ASSISTANCE Council on Aging of Southwestern Ohio 175 Tri County Parkway Cincinnati, Ohio Proposal Due Date: January 24, 2014

2 Contents Section One: General Information... 3 Section Two: Service Specifications Section Three: Proposal Requirements Section Four: Proposal Evaluation Appendix A: Required Forms Appendix B: Required Documentation Appendix C: Emergency Preparedness Plan Appendix D: Computer Hardware and System Requirements Appendix E: General Terms & Conditions Appendix F: ESP Service Provider Conditions of Participation Appendix G: Sample Contract Appendix H: Appeals Process Page 2

3 Section One - General Information Council on Aging of Southwestern Ohio (COA) 175 Tri County Parkway Cincinnati, Ohio is accepting proposals from qualified Bidders for the following Request For Proposal (RFP) Request For Proposal Number Proposal Name Elderly Services Program Home Care Assistance Last Day to Submit Questions Important Dates Last Day for COA to Answer Questions Submitted Proposal Due Date 12pm EST 4pm EST 12pm EST Estimated Award Date 4/16/2014 Transition Period 5/16/2014 7/2/2014 Length of Contract 3 Years Proposal Delivery Each submission must have one (1) signed original, five (5) copies, and one (1) CD or flash drive containing an electronic version (*.doc or *.pdf). All bids must be received no later than NOON Eastern Standard Time on 1/24/2014. Bids may be submitted by hand, via delivery service, or via United States mail. The bidder is responsible for ensuring the bid arrives at COA s office prior to the submission deadline. Bids must be sent to: Council on Aging of Southwestern Ohio Attn: Amy Hoh 175 Tri County Parkway Cincinnati, Ohio No late Bids will be accepted. COA is not responsible for and will not open or consider Bids arriving after the deadline because of missed delivery, improper address, insufficient postage, accident or any other cause. COA s building is open from 8:00 A.M. to 4:30 P.M., Monday through Friday. All questions regarding the RFP must be put in writing and submitted to: provider_services@help4seniors.org Only questions submitted in writing to this address will receive a response. All questions must be submitted by noon Eastern Standard Time on 1/10/2014. Responses will be posted on COA s website at Page 3

4 Background Information Council on Aging of Southwestern Ohio (COA) was established in Cincinnati in 1970 and was incorporated as a nonprofit agency in December In 1974, COA was designated by the Ohio Commission of Aging, now the Ohio Department of Aging (ODA), as the Area Agency on Aging for Butler, Clermont, Clinton, Hamilton and Warren counties. These five counties comprise Planning and Service Area Number 1 (referred to as PSA-1) in the State of Ohio. As a part of COA's services, they provide Home Care Assistance (HCA) through the Elderly Services Program (ESP). HCA is a service designed to enable the elderly in our community to remain safely independent in their own homes by assisting them with their Activities of Daily Living (ADL) and Instrumental Activities of Daily Living (IADL). Activities covered under HCA are broadly covered under Homemaking, Personal Care, Companion, and Respite Care Services. Historically, COA has purchased this service in the following manner: Established organizations interested in providing Home Care Assistance for ESP would submit a proposal to COA through an RFP process. If the organization met the RFP requirements, the organization was then required to evidence compliance with the ESP Conditions of Participation and Service Specifications. An organization meeting all requirements would then be awarded an Agreement/Contract to provide the service. As a contracted Provider, the organization would be eligible to bid on referrals and receive awards to furnish HCA services to eligible ESP clients as referred by the client s Care Manager. COA has a history of procuring services in this manner for the Elderly Services Program since the inception of the program in Hamilton County in COA is the administrator of the Elderly Service Program in Butler, Clinton, Hamilton, and Warren Counties. The goal of this RFP is to attract the highest quality Providers for the lowest cost who can meet the demand for services. This RFP will use the zones and buildings as identified in the demographics section below. There will be four zones in Butler County, six zones in Hamilton County, and two zones in Warren County. A variety of bidding options will be possible such as by geographic area (one zone, multiple zones, all zones) as well as by buildings. To further drive efficient use of public funds COA is looking to reduce administrative cost and as a result intend to reduce the number of HCA Providers. There is no commitment from COA on volumes due to the unknown nature of RFP responses. COA does expect savings as a result of increased volume. Bidders receiving awards through this RFP process must agree to provide services in accordance with the Service Specifications and Conditions of Participation. Please note: COA shall award contracts based on the review and evaluation of proposals. This is a competitive bid process and not all Bidders will be awarded contracts. A contract in the past does not guarantee a contract in response to this RFP. Integrity of the Procurement Process COA is serious about the preservation of the integrity of the procurement process. Providers are Page 4

5 permitted to have communication regarding this RFP with only the Provider Services Team for the duration of the procurement process ending when the RFP is awarded and contracted. Providers are strictly prohibited from having contact with Elected Officials, Boards or others who may have decision making authority regarding the funding for this program. A Provider that demonstrates the behaviors listed below at any time during the procurement process will be disqualified from submitting a proposal for the resulting service. The list includes, but is not limited to, the following examples: Hiring a representative to lobby on your company s or another company s behalf Third party communications Direct communication Telephone calls s Facsimiles Personal visits Mail Demographics The following chart represents Home Care Assistance (HCA) clients served and units delivered for a full year ending 6/30/13. HCA combines Homemaking, Personal Care, Companion, and Respite services. Butler County Butler County ESP Zones: Home Care Assistance Service Delivery by Zone, 7/1/2012-6/30/2013 Zone ZIP Clients Served Units Delivered Average Unit Cost BC West , Zone Total 66 5,202 $22.88 BC Central , , Zone Total ,805 $22.92 BC Northeast ,071 Page 5

6 , , ,890 Zone Total ,147 $23.12 BC Southeast , , , , Zone Total ,308 $22.41 BCESP Grand Total 2, ,461 $22.86 Butler County ESP Buildings: Clients Units Zone Building Name Served Delivered BC Northeast Mayfield Village 19 1,247 Trinity Manor 38 3,150 BC Southeast Bell Tower 27 2,535 BCESP Building-Based Total 84 6,932 Hamilton County Hamilton County by Zone Zone ZIP Clients Served Units Delivered HC Zone 1- West , , , , , , ,061 Average Unit Cost Page 6

7 HC Zone 2- Downtown HC Zone 3- Central ,065 Zone Total ,011 $ , , , , , , ,553 Zone Total ,714 $ , , , , , , , , , , , , ,337 Zone Total 1, ,821 $20.49 HC Zone 4- North , , , , , , ,313 Zone Total ,501 $20.34 HC Zone 5- Northeast , , , , ,914 Zone Total ,725 $20.56 Page 7

8 HC Zone 6- Southeast , , , , , , ,718 Zone Total ,586 $20.62 HCESP Grand Total 4, ,357 $20.55 Hamilton County ESP Buildings: Zone Building Clients Served Units Delivered HC Zone 1 - West Delhi Estates 28 2,107 Zone Total 28 2,107 HC Zone 2- Downtown Senior Cheateau 19 2,029 Stanley Rowe 20 2,060 Walnut Hills Apts 31 4,234 Zone Total 70 8,323 HC Zone 3- Central Booth Residence 30 4,018 Clifton Place Apts 45 4,109 Courtyard Apts 24 2,295 Evanston Apts 17 1,405 Hillcrest Elderly 29 2,696 Shiloh Adventist Gardens 27 2,548 The Carthaginian 18 1,531 Zone Total ,602 HC Zone 4- North Affinity Place 17 1,445 The Meadows & Baldwin Grove 99 10,015 Mercy at Winton Woods 21 1,764 Mt. View Terrace 20 2,197 Ridgewood II Apts 51 4,598 Zone Total ,020 HC Zone 6- Cambridge Arms 55 5,824 Southeast SEM Manor 17 1,017 St. Paul Lutheran Village 41 3,560 Zone Total ,401 HCESP Building-Based Total ,452 Page 8

9 Warren County Warren County ESP by zones Zone WCESP Zone 1 - North WCESP Zone 2 - South ZIP Clients Served Units Delivered Average Unit Cost , , , , , Zone Total ,412 $ , , , , , Zone Total ,296 $21.90 WCESP Grand Total 1, ,708 $22.25 Page 9

10 Warren County ESP Buildings Zone WC Zone 1- North WC Zone 2- South Building Clients Served Units Delivered Carriage Hill 21 1,337 Harding House 16 1,517 Meadow Crossing 18 1,377 Otterbein & Otterbein (Phillipi Hall) 76 4,960 Sherman Glen 28 2,460 Springboro Commons 23 1,711 Station Hill 20 2,057 Zone Total ,418 Berrywood Apt 22 1,355 Deerfield Commons 36 4,754 Earl J. Maag Retirement Comm 34 2,254 Mason Christian Village 25 1,670 Union Village 20 2,218 Zone Total ,251 WCESP Building-Based Total ,669 How This RFP is Different from Previous RFPs Bidders should understand two important details that are changes from previous RFPs for Home Care services through COA. The first change is that at some point during the life of this contract NEW clients will select an eligible provider which will result in a direct award to the provider. The exact timeframe of the change has yet to be determined. At the time of this change the need for the Referral for Service (RFS) function in the QMCO database will be eliminated. Under this new process, clients will select their provider from a list of providers contracted to serve their zone. This list, supplied by COA, will contain basic information from COA s client satisfaction (SASI Service Adequacy and Satisfaction Instrument) survey results and other metrics from the Provider Quality Report (PQR) to help the client make this decision. COA staff will not influence the client s selection. This change from a referrals-based system to a direct awards system is aligned with COA s commitment to client choice, and it has important implications for providers, including: Care Managers will no longer send a Referral for Service (RFS) for Home Care Assistance services via QMCO. All new Home Care services will be assigned to a provider via Direct Award, based on the client s directive to their Care Manager. It is expected that providers will accept majority, if not all, referrals in the zones/ buildings they are awarded. Page 10

11 There will be great importance put on the accuracy of provider capacity: Please pay close attention to the capacity number required by this RFP. Service capacity stated in your proposal is used in initial contract award decision-making and determining availability for new client direct awards. COA will implement a new procedure to place providers on temporary holds when they reach or exceed 100% capacity. This will help ensure that the Direct Award process does not result in excessive demands on available provider resources. However, if a provider wishes to expand capacity during the contract period, they will be able to submit a capacity increase request. This in no way guarantees additional clients/units. It simply will remove the hold placed on a provider when reaching their initially stated capacity. The direct award process will be utilized across other COA services, some of which will be implemented prior to HCA. A detailed plan will be given to all providers before implementation. The second change introduced with this RFP is that COA requires Bidders to extend to us Most Favored Nation pricing. This means you must extend to COA the lowest pricing you offer any company, governmental unit, or other customer in the same areas served. For example: You may bid to provide a service to a COA-administered Elderly Services Program (ESP) for $11/hour. Later, you have an opportunity to bid for another customer, and you bid the same service to them at $10/hour. As of the effective date of the contract award for the other customer, you must lower COA s rate to $10/hour. Page 11

12 Section Two: Service Specifications HOME CARE ASSISTANCE (HCA) SERVICES SERVICE SPECIFICATIONS 1.0 Objective The HCA service enables a client to achieve optimal independence by assisting them with their Activities of Daily Living (ADL) and Instrumental Activities of Daily Living (IADL). 2.0 Unit of Service 2.1 A full unit of service is equal to one hour of in-home service to the client. The smallest unit of service is equal to one-quarter hour of service to the client. 2.2 The unit rate must include administration, supervision, travel, and documentation costs. 2.3 The number of units is determined by the Care Manager. All additional units of service will require prior authorization from the Care Manager except in the circumstance where immediate action must take place by the Provider s staff to ensure client protection in high risk or acute episodes. The Provider must notify the Care Manager within one business day after completing the service to request authorization for additional units. After review of each request for units, the Care Manager will determine if additional units of service will be authorized. 3.0 Client Eligibility 3.1 Clients who are eligible for this service must be enrolled in Elderly Services Program and meet the following criteria as determined by the Care Manager: a) Functional, cognitive and/or mental health impairments restricting his/her ability to perform specific tasks related to daily living activities. b) The services that are needed are not provided under another service such as Independent Living Assistance. 4.0 Provider Requirements 4.1 General a) The Provider must comply with all of the Conditions of Participation of the Elderly Services Program. b) The Provider must be capable of delivering services seven days a week. Telephone coverage must be provided for staff and clients twenty four hours a day, seven days per week including all holidays. c) The Provider must have the capacity to respond to inquiries or requests pertaining to client care within 24 hours. Page 12

13 4.2 Employees a) The Provider must maintain in employee files, documented evidence verifying that each of the individuals providing HCA services meet all applicable training and certification requirements prior to client contact. b) The Provider must document training and testing for staff, including training site information, the date of training, the number of hours of training, a list of instruction materials, a description of the subject areas covered, the qualifications of the trainer and tester, the signatures of the trainer and tester to verify the accuracy of the documentation, and all testing results applicable to section 5.8 e of this specification. c) HCA Supervisor 1. The Provider must ensure that all HCA Supervisor and/or trainer shall be a RN or a LPN. An LPN serving in this capacity must be under the supervision of an RN. RN and LPN shall have a current and valid license to practice nursing in the State of Ohio. 2. The Provider must have a system in place to ensure that the Nurse Supervisor is accessible to respond to emergencies during times when the HCA Aides are scheduled to work. d) HCA Aide 1. The Provider must assure HCA Aide is qualified to complete the tasks outlined in the Care Manager s authorized plan, which may include any of the following tasks with client approval: a) Personal hygiene and care b) Mobility c) Elimination d) Nutrition/Meal Assistance e) Homemaking/Laundry f) Companion g) Respite 2. The Provider must maintain documented evidence of completion of eight hours of in-service education for each HCA Aide annually, excluding Provider and program-specific orientation, initiated after the first anniversary of employment with the Provider. Documentation maintained in the employee s file of in-service education must include: a) Date b) Length of training c) Signature of trainer d) Signatures of those in attendance Page 13

14 4.3 Service Delivery a) The Provider must maintain individual client records for each episode of service delivery containing all required documentation including: 1. Date of service delivery 2. A description of the service tasks performed captured in either written or electronic form 3. The printed name of the HCA Aide providing the service(s) 4. The HCA Aide s arrival and departure time. 5. The HCA Aide s written or electronic signature to verify the accuracy of the record 6. The client s or client s caregiver s signature for each episode of service delivery 7. Providers that utilize an electronic verification system (e.g. TELEPHONY) must capture all required elements identified in section 4.3 a 1-5. If using TELEPHONY Providers are not required to collect signatures. 8. If a Provider utilizes an electronic verification system, in the event the system is unavailable, the provider must maintain written verification of service delivery including all required documentation as identified in section 4.3 a The Provider must deliver service only when the client is at home. With the exception, that the HCA Aide may assist in preparing the client s home prior to their return from the hospital or nursing facility. The client s representative must be present for this service and prior authorization from the Care Manager must be obtained. 4.4 Monitoring System a) The Provider shall have a monitoring system to verify services are provided according to the care plan. 1. In this system, the Provider shall include a written plan for monitoring: a) Whether the HCA Aide is present at the location where the services are to be provided and at the time the services are to be provided b) At the end of each working day, whether the provider's employees have provided the services at the proper location and time 2. A protocol to be followed in scheduling a substitute employee when the monitoring system identifies that an employee has failed to provide home care services at the proper location and time this shall include standards for determining the maximum length of time that may elapse before the substitute arrives at the client s home without jeopardizing the health and safety of the client; 3. Procedures and written documentation for maintaining records of the information obtained through the monitoring system; Page 14

15 4. Procedures and written documentation for compiling annual reports of the information obtained through the monitoring system, including statistics on the rate at which home care services were provided at the proper location and time; and, 5. Procedures and written documentation for conducting random checks of the accuracy of the monitoring system. A random check is considered to be a check of not more than five percent of the home care visits each HCA Aide makes to different clients. 5.0 Requirements of HCA Aide 5.1 The Home Care Assistance Aide will enable a client to achieve optimal function with Activities of Daily Living (ADL) and Instrumental Activities of Daily Living (IADL). 5.2 Must be at least 18 years old and meet one of the training criteria requirements listed under Section 5.8 of this specification. 5.3 Is able to understand the written task sheet, execute instructions, and document services delivered. 5.4 Is able to communicate with clients/families and emergency service systems personnel. 5.5 The HCA Aide must be able to assist the client with personal care/hygiene as authorized. 5.6 The HCA Aide can assist a client to maintain a clean and safe environment. The HCA Aide will assist a client to reduce isolation and maintain socialization. The HCA Aide is intended for the client and specifically excludes direct services for all other household members who are not clients. 5.7 The HCA Aide can provide indirect care in the form of relief for the caregiver who is responsible for twenty-four hour care of the client who requires constant supervision and may never be alone. The purpose is to decrease stress and/or isolation for the caregiver and ensure time to care for personal responsibilities. 5.8 Each HCA Aide must, at a minimum, meet at least one of the following training or certification requirements prior to client contact: a) Be listed on the Ohio Department of Health's Nurse Aide Registry; b) Successfully complete the Medicare competency evaluation program for home health aides set forth in 42C.F.R. Part 484, as a direct care health care worker without a twenty-four month lapse in employment as a home health aide or nurse aide; Page 15

16 c) Have at least one year employment experience as a supervised home health aide or nurse aide, and have successfully completed written testing and skills testing by return demonstration prior to initiation of service provision; d) Successfully complete a certified vocational program in a health care field, and successfully complete written testing and skills testing by return demonstration prior to initiation of service provision; or, e) Successfully complete sixty hours of training, including, but not limited to instruction on: 1. Communication skills, including the ability to read, write and make brief and accurate oral or written reports 2. Observation, reporting and documentation of consumer status and services provided 3. Reading and recording temperature, pulse and respiration 4. Universal precautions for infection control procedures 5. Basic elements of body functioning and changes in body function that should be reported to a supervisor 6. The maintenance of a clean, safe and healthy environment, including but not limited to house cleaning and laundry, dusting furniture, sweeping vacuuming, and washing floors; kitchen care (including dishes, appliances, and counters), bathroom care, emptying and cleaning bedside commodes and urinary catheter bags, changing bed linens, washing inside windows within reach of the floor, removing trash, and folding, ironing, and putting away laundry 7. Recognition of emergencies, knowledge of emergency procedures, and basic home safety 8. The signs and symptoms of elder abuse/exploitation and the requirements for reporting to Adult Protective Services 9. Recognition of health and safety issues 10. Provider protocol for bed bugs 11. The physical, emotional and developmental needs of clients, including the need for privacy and respect for clients and their property 12. Appropriate and safe techniques in personal hygiene and grooming that include: bed, tub, shower, and partial bath techniques; shampoo in sink, tub, or bed; nail and skin care; oral hygiene; toileting and elimination; safe transfer and ambulation; normal range of motion and positioning; and adequate nutrition and fluid intake 13. Meal preparation and nutrition planning, including special diet preparation, grocery purchase, planning, and shopping, and errands for the sole purpose of picking up prescriptions Page 16

17 5.9 HCA Aides must complete skill-testing with return demonstration for the following duties and responsibilities indicated by an *: a) *Personal Hygiene and Care 1. Bathing: bed, tub, shower and complete, partial and/or supervision of client bathing activities 2. Oral hygiene, including denture care 3. Hair care 4. Shaving 5. Periodontal care 6. Skin care 7. Hand and foot care (including filing/cutting finger nails and filing toe nails of non-diabetic clients) 8. Dressing and grooming b) *Mobility 1. Turning and positioning using proper body mechanics 2. Assisted transfers and ambulation, with and without assistive devices 3. Active and Passive Range of Motion c) *Elimination 1. Assist in use and cleaning of bedpan, bedside commode, and toileting activity 2. Incontinence care 3. Catheter care limited to cleansing/positioning of external parts of drainage system and emptying drainage system d) *Nutrition/ Meal Assistance 1. General meal preparation 2. Cleaning of food preparation and eating areas 3. Encourage and facilitate adequate nutritional and fluid intake. 4. Meal planning 5. Post cleanup 6. Prepare grocery list/clip coupons for shopping e) *Homemaking 1. Bed making: occupied and unoccupied, with linen change 2. Laundry (only client s personal laundry) 3. Trash removal 4. Dusting and straightening furniture. Light furniture may be moved to complete jobs i.e. dining chairs, small objects, etc 5. Cleaning floors and rugs by wet/dry mop, vacuum, and/or sweeping 6. Cleaning the kitchen, including washing dishes, pots, and pans 7. Cleaning outsides of appliances/counters/cabinets 8. Cleaning ovens, defrosting/cleaning refrigerators, and disposal of spoiled/outdated food items 9. Cleaning the bathroom, including tub, sink, shower, toilet bowl, and emptying and cleaning of the commode chair/urinal Page 17

18 10. Washing insides of windows and sills within reach from the floor. 11. Packing/unpacking boxes to assist clients in moving f) Prevention of dangerous chemical mixtures and proper use of equipment g) *Laundry 1. Washing and drying client's clothes and linens in the home, or at a designated place 2. Folding clothes, linens and ironing if necessary 3. Putting away finished laundry h) Accompany clients to appointments and ensure safe return home; i.e., beauty shop, business and medical appointments. Accompany client to visit significant others; i.e., hospital, nursing home or cemetery. This may include hands-on assistance i.e. pushing client in his/or wheelchair or assistance with transfers. i) Help clients reduce isolation and maintain social contacts by (includes but not limited to): 1. Writing letters/mailing letters 2. Reading to client 3. Assisting with telephone calls 4. Reminding client of appointments 5. Reminiscing with the client 6. Taking walks with clients j) Shopping Assistance 1. Selection assistance with household and personal items 2. Grocery shopping NOTE: HCA Aides may not drive clients in their cars or clients car. However, Aides may accompany clients, if necessary, to appointments using transportation that has been contracted and authorized by COA to meet the transportation needs of the client. k) Safety 1. Identify and report safety hazards to immediate supervisor 2. Eliminate safety hazards with client s and supervisor s approval 3. Knowledge of emergency protocol, recognizing and accessing assistance Page 18

19 l) Other 1. Knowledge of basic elements of body functioning and what changes must be reported to supervisor 2. Reality orientation and sensory stimulation 3. Communication skills 4. Ability to accompany (not transport) client to appointments 5. Documentation of services provided 6. Role and Expectations of the Aide 7. Special needs of the elderly 8. Assistance with self administration of medications m) *Standard precautions/infection control to prevent cross contamination 1. Hand washing techniques 2. Precautions and bodily fluids 5.10 Specialized Skills Training Prior to performing specialized skills not included in initial training, HCA Aides must be trained by a supervisor and perform a successful return demonstration. Examples include, but are not limited to: Hoyer lift, TED hose, and assisting with prosthetics The Provider must assure that these specific tasks are never assigned as HCA Aide client care responsibilities: a) Administration of over-the-counter medications or eye drops b) Administration of prescription medications or application of topical prescription medications or eye drops c) Perform tasks that require sterile techniques d) Administration of irrigation fluids to intravenous lines, Foley catheters or ostomies e) Administration of food and fluids via feeding tubes f) Administration of enemas or suppositories g) Filing/cutting finger nails and filing toe nails of diabetic clients Page 19

20 6.0 Requirements of RN/LPN 6.1 All HCA Supervisor and/or trainer shall be a RN or a LPN. An LPN serving in this capacity must be under the supervision of an RN. An RN or LPN, as delegated by an RN, supervises the HCA Aide in client care tasks. The Provider must maintain evidence of compliance with the following supervisory requirements: 6.2 Prior to the start of services being provided to the client, the HCA Supervisor must complete and document an initial home visit. The documentation of the initial visit must define the expected activities of the HCA Aide and a written activity plan should be developed prior to service delivery where possible. 6.3 The HCA Supervisor must conduct and document a visit to the client as follows: a) A supervisory visit must be completed every 93 days for each client receiving only homemaking or companion tasks. b) A supervisory visit must be completed every 62 days for each client receiving only personal care or respite tasks. c) A supervisory visit must be completed every 62 days for each client receiving personal care or respite tasks along with homemaking or companion tasks. d) The visit must document and address compliance with the activity plan, client satisfaction, and Aide performance. The HCA Supervisor must discuss recommended modifications with the Care Manager and Aide. The Aide need not be present during the visit. The visit must be documented and the documentation must include the date of the visit, the printed name and signature of the HCA Supervisor, printed name and signature of the client. Electronic signatures are acceptable. e) If the HCA Supervisor identifies any significant change in the client s health, the Provider will notify the Care Manager and recommend service modifications to meet the client s health needs. f) A Supervisor must notify Adult Protective Services and the Care Manager when signs of elder abuse/exploitation are reported by the HCA Aide, client, family member or primary caregiver. Page 20

21 Section Three: Proposal Requirements The Bidder must be a formally organized business or service agency, registered with the Ohio Secretary of State, that has been operating, providing, and being paid for the same services for which certification is being applied for at least five (5) adults in the community in the counties which Council on Aging of Southwestern Ohio (COA) serves for a minimum of twenty-four (24) consecutive months at the point of bid submission. Those agencies registered to do business in Ohio and in good standing with the laws of the State of Ohio, that are certified to provide PASSPORT services in at least one county within COA s five county area, may apply for the same or equivalent services in ESP after twelve (12) consecutive months of providing PASSPORT service. All proposals must contain the following Sections, in this order: Required Proposal Forms and Documentations About Organization HCA Capabilities Pricing & Discount Sheet Additional Information (optional) Submission Section One: Required Proposals Forms and Documentation Please provide the following forms and documentation. Forms 1-4 can be found in Appendix A, and information regarding 5-7 can be found in Appendix B. 1. Certification of Personal Property Tax 2. Bidder s Identifying Information 3. Non-Collusion Affidavit 4. Debarment, Suspension, Ineligibility and Exclusion Certificate 5. Financial Statements & Current Year s Budget 6. Certificate of Insurance 7. Bid Bond 8. Proof that Bidder is currently registered with the Ohio Secretary of the State and in good standing 9. Current Bureau of Workers Compensation Certificate 10. Dated statement from a contracted CPA or an internal officer confirming that all federal, state, and local income and employment tax payments are current Submission Section Two: About Organization In narrative form, please describe your organization. Topics to cover include, but are not limited to: Organization Size and Structure o Evidence of contracts of similar size and scope (list up to four) o Organization chart 1 o Total number of people, age 60+, currently receiving services from your organization Page 21

22 Service Levels o Certifications and/or accreditations attained pertinent to this RFP o Client Satisfaction Survey Results (preference given to surveys administered by a 3 rd party) o Internal quality management infrastructure (evidence of creating and successfully implementing Quality Action Plans, Corrective Actions, etc.) Commitment to Aging 2 Local Presence 3 Citations or disciplinary actions (if you do not have any, past or present, explicitly state that you do not have any citations or disciplinary actions against your organization) 4 Final judgments (if you do not have any, past or present, explicitly state that you do not have any final judgments against your organization) 5 1 Table representing the structure of the organization highlighting the individuals who will be tasked with managing and executing the services requested in this RFP. It must include, at a minimum: Senior Leadership, Project Management, Accounts Payable, Accounts Receivable, and Service Manager. 2 An overview of the Bidder s experience providing services to the elderly and the Bidder s commitment to aging. Experience refers to years, depth and breadth of services for the frail elderly as a business. Commitment to aging is defined as having an organizational mission that supports long term care services and supports, philanthropic efforts on behalf of the elderly, contributions to the professional field of aging, and/or advocacy efforts supporting long term services and supports for the frail elderly 3 Evidence of local presence in one or more of the counties listed in this RFP. Local presence is defined as having a physical office location in the counties, hiring employees who reside in the counties and/or payment of payroll tax to the counties (e.g., percentage of total payroll tax paid to the counties), use local suppliers who are based in the counties as demonstrated by the total dollars and/or percentage of dollars spent in the counties. 4 Citations or disciplinary actions are defined as any actions requiring corrective action, correction, or modification to any of your programs by any funding source (including COA) in the last 12 months under any tax identification number. 5 Final judgments are defined as any ruling made against your organization by any court or governmental unit, including the Internal Revenue Service, for the last 5 years. The listing must include the date, type, and amount of judgment. Page 22

23 Submission Section Three: HCA Capabilities In narrative form, please describe your organization s HCA capabilities. Topics to cover include, but are not limited to: History of HCA service o Length of continuous time providing services o Total number of clients currently receiving HCA services and number of hours of services being served o Total number of aides providing HCA services o Direct staff turnover rate that relates to continuity of care (% annually) o Aide no-show rates Overall Proposed Capacity total number of units of service your organization can serve throughout all counties/zones/buildings under this contract in This number may be increased in future years as new clients are admitted. This acts as a total number of clients not to exceed for your organization s award for all parts of this contract. Transition Plan for expanded operations to accommodate this contract s additional capacity (difference from clients served now and proposed clients served) including length of time required to reach capacity and potential hiring plan Training - current process for educating staff Staff scheduling/routing/monitoring systems Client/clinical emergency response protocols Submission Section Four: Pricing Sheet Please complete the pricing sheet below with your organization s pricing for each zone and/or building you would like to serve. Page 23

24 Bid Summary Questions Please respond Yes or No to these three questions -- -> Do not leave any cells blank: If not submitting any bid for a particular county, answer all three questions with "No" Butler County ESP Hamilton County ESP Bidding on Whole County? Bidding on Just Certain Zones within the County? Bidding on Any Building(s) within County? Warren County ESP Capacity is defined as followed: The maximum HCA client caseload (in units) the bidder can serve in a given year for each county/zone/building below. Enter Whole-County Bids Here If you are not submitting any whole-county bids, please leave this section blank. Please enter Whole- County Unit Rate Bids and Capacity Information in the cells at right ---> Capacity (in units) Standard (Non- Building) Unit Rate Butler County ESP Hamilton County ESP Warren County ESP Enter Zone-Specific Bids Here If you are not submitting any Zone-specific bids (i.e., you are submitting only whole-county bids), please leave this section blank. Butler County ESP BC Zone 1 - West BC Zone 2 - Central BC Zone 3 - Northeast BC Zone 4 - Southeast Capacity (in Units) Standard (Non- Building) Unit Rate Page 24

25 Hamilton County ESP HC Zone 1- West HC Zone 2- Downtown HC Zone 3- Central HC Zone 4- North HC Zone 5- Northeast HC Zone 6- Southeast Warren County ESP WC Zone 1 - North WC Zone 2 - South Enter Building-Specific Bids Here If you are not bidding on any Buildings, please leave this section blank. The table below is sorted by Program, then Zone, then ZIP, and then Building name. Butler County ESP Zone ZIP Building BC Northeast Trinity Manor BC Northeast Mayfield Village Unit Rate Proposed BC Southeast Bell Tower Hamilton County ESP Zone ZIP Building HC Zone 1- West Delhi Estates HC Zone 2- Downtown Senior Cheateau HC Zone 2- Downtown Walnut Hills Apts HC Zone 2- Downtown Stanley Rowe HC Zone 3- Central Evanston Apts HC Zone 3- Central The Carthaginian HC Zone 3- Central Clifton Place Apts HC Zone 3- Central Booth Residence HC Zone 3- Central Courtyard Apts HC Zone 3- Central Hillcrest Elderly HC Zone 3- Central Shiloh Adventist Gardens Unit Rate Proposed Page 25

26 HC Zone 4- North Mt. View Terrace HC Zone 4- North Affinity Place HC Zone 4- North Mercy at Winton Woods HC Zone 4- North Ridgewood II Apts HC Zone 4- North The Meadows & Baldwin Grove HC Zone 6- Southeast Cambridge Arms HC Zone 6- Southeast St. Paul Lutheran Village HC Zone 6- Southeast SEM Manor Warren County ESP Zone ZIP Building WC Zone 1- North Harding House WC Zone 1- North Meadow Crossing WC Zone 1- North Sherman Glen WC Zone 1- North Otterbein & Otterbein Phillipi Hall WC Zone 1- North Station Hill WC Zone 1- North Springboro Commons WC Zone 1- North Carriage Hill WC Zone 2- South Deerfield Commons WC Zone 2- South Mason Christian Village WC Zone 2- South Union Village WC Zone 2- South Berrywood Apt WC Zone 2- South Earl J. Maag Retirement Unit Rate Proposed Enter Total Capacity Here A provider may bid on multiple counties/zones/buildings without knowing how much of each they will be awarded. The total capacity is the yearly total amount of units your organization is able to provide for this contract starting at contract award. Your organization will have the ability to submit a capacity increase request at any time during the contract period to accommodate growth. The number submitted here is so that your organization does not get over extended in the short term. Page 26

27 Submission Section Five: Additional Information (optional) This optional section reserves a place for any pertinent information that was not specifically requested in the RFP but adds value for proposal evaluators. This section s submission is limited to a five (5) page maximum. Page 27

28 Section Four: Proposal Evaluation COA shall award a Contract to the Bidders who submit the best Bid proposals based on evaluation of all Bids as determined by COA, in its sole discretion unless COA rejects all Bids. COA reserves the right to reject any or all Bids, any part or parts of any Bid, and also the right to waive any informality in any Bid. Any Bid which is incomplete, conditional, obscure, or which contains additions not requested, or irregularities of any kind may be rejected. COA reserves the right to make changes in program requirements, procedures, and terms after the Bid have been submitted, opened and reviewed in order to maximize delivery of services consistent with the objectives of the Home Care Assistance Program. Bid proposals will be evaluated based on Bidder s financial stability, bid rates, and experience and quality management criteria. There are four levels of review identified in the tables below. The first level evaluation determines if the proposal meets the requirements of the RFP and the organization is financially stable. Bidders not meeting the first level evaluation criteria will not be considered further. The second level evaluation is for quality. If an organization is found to be unsatisfactory based on the quality evaluation, the Bidder will not be considered further. The third level evaluation scores Providers on price, quality, commitment to aging and COA ESP service area presence. Collectively this will differentiate Providers meeting the first two level evaluations. The fourth level evaluation determines where specific contract awards are made with respect to multiple variables, including (but not limited to): The Bidder's overall evaluation score (3rd level evaluation), Bidder's stated capacity, distribution of market share, average weighted unit rate, and minimizing transition impact on clients. The table below provides criteria, descriptions, and scoring guidelines. Home Care Assistance (HCA): Contract Award Decision Matrix 1st Level Evaluation: GO/NO GO CRITERIA These are YES/NO criteria. Any submission with 1 or more "NO" answers in this section is removed from consideration and does not undergo further evaluation. 1 Financial Health Financial stability/solvency 2 Bid Requirements All RFP bid submission requirements are met, and the proposal is complete. Page 28

29 2nd Level Evaluation: QUALITY Quality is evaluated in three major categories, as shown below. To continue on to 3rd level overall evaluation, a proposal must earn a quality score of at least 70% of the maximum quality points. Proposals will also be eliminated from further evaluation if their quality score is significantly lower than the other proposals under consideration, even if the minimum score requirement has been met. # Category Information Evaluated (includes but not necessarily limited to) Weight 1 Client Service (Direct Care) Client satisfaction Aide no-show rate Citations, disciplinary actions, final judgments (if any) Education/training for staff (professional development, ongoing T&E) Client/clinical emergency response protocols and incident command Ability to respond to a client inquiry timely Ability to initiate services quickly: days from request (service authorization) to first date of service Direct service staff turnover 60% 2 Sustainability (administrative capacity) Business infrastructure, accounting systems, staff scheduling/routing/ monitoring systems, staffing Experience in delivering home care services to a frail elderly population, customer base Capability to support COA mission, outcomes, and strategies Internal quality management infrastructure and processes; ability to develop and implement a quality assurance/quality improvement plan 20% 3 Service Capacity Staffing plan is aligned with their capacity proposal (caseloads are reasonable/sustainable) Contribute to a streamlined/appropriately sized provider network, while guaranteeing timely and consistent service delivery across their entire proposed service area 10% 4 Initial Client Transition Capability to successfully implement transition Transition planning Contingency planning 10% Page 29

30 3rd Level Evaluation: OVERALL Weight Element Brief Description # Category Information Evaluated (includes but not necessarily limited to) Weight 1 Price An overall contract cost estimate will be calculated based on COA service volumes. 60% 2 Quality See Quality evaluation matrix, above. 30% 3 Commitment to Aging 4 COA ESP Service Area Presence Having an organizational mission that supports long term care services and supports, philanthropic efforts on behalf of older adults, contributions to the professional field of aging, and/or advocacy efforts supporting long term services and supports for the frail elderly. Experience refers to years, depth, and breadth of service to the frail elderly as a business. Having a physical office location in one or more of the COA-administered ESP levy counties ("service area"), having employees who reside in the area, payment of payroll tax to one of more of the service area counties, and/or using local suppliers based in the service area as demonstrated by dollars paid to those suppliers. 5% 5% 4th Level Evaluation: SPECIFIC AWARDS (Which Zones/Buildings) Specific contract awards are made with respect to multiple variables, including (but not limited to): The bidder's overall evaluation score (3rd level evaluation), bidder's stated capacity, distribution of market share, average weighted unit rate, and minimizing transition impact on clients. Page 30

31 Appendix A: Required Forms BIDDER S CERTIFICATION OF PAYMENT OF PERSONAL PROPERTY TAX STATE OF COUNTY Before me, a Notary Public, in and for said County and State, personally appeared who, being duly sworn that he/she is the owner or an officer vested with the authority to commit said company to contractual obligations and having been awarded a public contract let by competitive bid, and that by this statement, states that at this time neither he/she nor the corporation is charged with any delinquent personal property taxes on the general tax list of personal property of any county, or that attached hereto is a list of all delinquent personal property taxes charged against him/her of the corporation. Name of Company By Signature Sworn before me and signed in my presence the day of,20. Notary Public Signature This certification is in compliance with Section of the Ohio Revised Code which requires a certification of delinquent personal property tax by any successful bidder prior to the execution of the contract of a political subdivision; and in the event there are any due and unpaid delinquent taxes, a copy of this statement shall be transmitted to the County Treasurer within 30 days. Page 31

32 Bidder s Identifying Information Form For RFP: I. IDENTIFYING INFORMATION 1. Legal Name of Bidder: 2. Federal Tax ID #: 3. Doing Business As (d.b.a.) if applicable: 4. Sites doing business in this service area: Site #1 Site #2 Site #3 Site #4 Admin./Director: Street: City, State, & Zip: Phone #: FAX #: address: 5. Ownership Private Charitable/Religious Private/Non-profit Public/ Government Publicly Traded Other 6. Legal Structure Partnership Sole Proprietorship Non-Profit Corporation S Corporation II. STATEMENT OF UNDERSTANDING Corporation Voluntary Corporation The bidder affirms that the information contained in their proposal is true to the best of their knowledge and belief. The bidder assures that it currently provides the services for which it is bidding. The bidder also affirms that the Request for Proposal has been read and understood and Provider will be in compliance with all requirements prior to contract execution. Signature: Title: Printed Name: Date: Page 32

33 NON-COLLUSION AFFIDAVIT STATE OF ) COUNTY OF ) SS. being first duly sworn, deposes and says that he/she is of (sole owner, partner, president, etc.) the party making the foregoing proposal or bid; that such bid is genuine and not collusive or sham; that said bidder has not colluded, conspired, connived, or agreed, directly or indirectly, with any bidder or person to put in a sham bid, or that such other person shall refrain from bidding and has not in any manner, directly or indirectly, sought by agreement or collusion, or communication or conference, with any person, to fix the bid price affiant or any other bidder, or to fix any overhead, profit or cost element of said bid price, or of that of any other bidder, or to secure any advantage against Council on Aging of Southwestern Ohio or any person or persons interested in the proposed contract; and that all statements contained in said proposal or bid are true; and further that such bidder has not, directly or indirectly submitted this bid, or contents thereof, or divulged information relative thereto any association or to any member or agent thereof. AFFIANT Sworn to and subscribed before me this day of 20. NOTARY PUBLIC My commission expires: Page 33