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Contra Costa County Area Agency on Aging REQUEST FOR PROPOSALS (RFP) 1167 FAMILY CAREGIVER SUPPORT PROGRAM SERVICES

of 52 RFP 1167 RFP 1167 Famliy Caregiver Support Svcs WEBPOSTING

The Contra Costa County Area Agency on Aging is pleased to announce the availability of funds for Family Caregiver Support Program Services, as set forth under Title III E, Older Americans Act, as amended in 2016 and Mello-Granlund Older Californians Act of 1996. This RFP is the process by which the County will solicit proposals for the purpose of entering into a contract with selected respondents. Please read this entire packet carefully.

Interested parties are invited to participate in the

RFP 1167 Bidders Conference

Date: Tuesday, April 23, 2019 Time: 10:00am - Noon

Location: Employment and Human Services Dept.

40 Douglas Drive, Room 101-102 Martinez, CA 94553

Participation in the Bidders Conference is encouraged but not mandatory. Attendance may be in-person or via the RFP 1167

Webinar. The Bidders Conference will afford the opportunity to ask questions about the RFP and to receive technical assistance.

Agencies interested in attending the Bidders Conference should RSVP by Wednesday, Monday, April 22, 2019 to

[email protected].

A Mandatory Letter of Intent is due at 40 Douglas Drive, Martinez, CA 94553 by 5:00pm, Thursday, April 25, 2019

Final proposals are due at 40 Douglas Drive, Martinez, CA 94553 by

5:00pm, Wednesday, May 1, 2019

For questions about the RFP process, call the EHSD Contracts Unit at (925) 608-4969.

Thank you in advance for your effort in preparing your response.

mailto:[email protected]



REQUEST FOR PROPOSAL 1167

TABLE OF CONTENTS

LEGAL CLASSIFIED NOTICE...................................................................................................................................... 3

TIMELINE ............................................................................................................................................................... 4

To attend Bidders Conference in person in Martinez, CA ........................................................... 4

To attend Bidders Conference via RFP 1167 Webinar: ............................................................... 4

AGING and ADULT SERVICES MISSION. VISION, and VALUES ................................................................................. 6

OLDER AMERICANS ACT PROGRAMS IN RFP 1167 ................................................................................................. 7

TABLE 1 Service Categories, Service Units & Definitions .......................................................... 14

SECTION 1: BIDDERS' INSTRUCTIONS .................................................................................................................. 23

SECTION 2: REQUEST FOR PROPOSAL (RFP) REQUIREMENTS .............................................................................. 25

SECTION 3: BIDDERS STATEMENT OF QUALIFICATIONS ...................................................................................... 28

SECTION 4: PROPOSAL SPECIFICATIONS .............................................................................................................. 29

SECTION 5: EVALUATION PROCESS ..................................................................................................................... 34

SECTION 6: CONTRACT SPECIFICATIONS and INSURANCE REQUIREMENTS ......................................................... 36

ATTACHMENTS .................................................................................................................................................... 38

Attachment A: FACE SHEET ...................................................................................................... 39

Attachment B TABLE OF CONTENTS: ....................................................................................... 41

Attachment C: BUDGET TEMPLATE and BUDGET TEMPLATE INSTRUCTIONS: ......................... 42

EXHIBITS .............................................................................................................................................................. 44

EXHIBIT A: GENERAL CONDITIONS ........................................................................................... 44

EXHIBIT B: FEDERAL SUBRECIPIENT MONITORING .................................................................. 52




LEGAL CLASSIFIED NOTICE

EMPLOYMENT AND HUMAN SERVICES DEPARTMENT

AREA AGENCY ON AGING


Family Caregiver Support Program Services (Support Services, Respite Care, Supplemental Services, Access Assistance, and

Information Services) Contra Costa County’s Area Agency on Aging (AAA) announces the issuance of Request for Proposal (RFP) 1167 to eligible organizations to provide Family Caregiver Support Program services, as set forth under Title III E, Older Americans Act, as amended in 2016 and Mello-Granlund Older Californians Act of 1996 to serve eligible adults 60 and over within Contra Costa County. Bidders Conference, Tuesday, April 23, 2019, 10:00AM – Noon. Attend in person at 40 Douglas Drive, Room 101/102, Martinez, CA 94553 or online via the EHSD RFP 1167 Webinar. Mandatory Letter of Intent Due by 5:00pm, Thursday, April 25, 2019 Proposals due by 5:00 pm, Wednesday, May 1, 2019. For complete RFP details and submission requirements, access a copy of the RFP from the EHSD website: www.ehsd.org/rfps or by calling (925) 608-4969.

http://www.ehsd.org/rfps




TIMELINE

Event/Location Date

Board of Supervisors Authorize Issuance of RFP 1167 March 19, 2019

RFP 1167 Legal Notice Released, Website Posting April 4 – 6, 2019

Bidders Conference 40 Douglas Drive, Room 101/102 Martinez, CA 94553 RFP 1164 Webinar (registration instructions below)

Tuesday, April 23, 2019 10:00am-Noon

Mandatory Letter of Intent to Submit Proposal Thursday, April 25, 2019

5:00pm

Response to RFP Due 40 Douglas Drive, Att: Contracts Unit Martinez, CA 94553

Wednesday, May 1, 2019

5:00pm

EHSD Evaluation Process (Compliance, Fiscal, Bureau) May 2 - 15, 2019

Award Letter Sent Thursday, May 16, 2019

Appeal Period (10 business days) May 17 – 30, 2019

Contract Negotiation May 17 – May 31, 2019

Contract Processing June 2019

Submitted for Board of Supervisors Contract Approval July 2019

Projected Contract(s) Start July 1, 2019

All dates are subject to change as deemed in the best interest of EHSD. Contact (RFP Process only): EHSD Contracts Unit

Phone: (925) 608-4969 Fax: (925) 646-0117 Email: [email protected]

Bidders Conference: Tuesday, April 23, 2019 10:00 am – 12:00 pm To attend Bidders Conference in person in Martinez, CA EHSD Offices, 40 Douglas Drive, Room 101/102, Martinez, CA 94553 To attend Bidders Conference via RFP 1167 Webinar:

Please register for EHSD RFP #1167 Bidders Conference at the following website address: https://attendee.gotowebinar.com/register/2505092505927551491

https://attendee.gotowebinar.com/register/2505092505927551491



After registering, you will receive a confirmation email containing information about joining the webinar.

Please have a hard copy of RFP with you when joining the Webinar. All attendees will be in listen mode only. You can register at any time. On the registration approval, you can test your system in advance. You will need a sound enabled PC to hear the discussion. All questions will be entered via the keyboard. If you have problems logging in, please contact the support page at www.gotowebinar.com. If you have not used a GoToMeeting or GoToWebinar before, access a 4-1/2 minute YouTube video that can help guide you. https://www.youtube.com/watch?v=IQ3Xwwgbd8Y&t=5s

Remember to use your computer audio for access during the webinar.

http://www.gotowebinar.com/

https://www.youtube.com/watch?v=IQ3Xwwgbd8Y&t=5s




AGING and ADULT SERVICES MISSION. VISION, and VALUES

OUR MISSION To provide leadership in addressing issues that relate to Older Californians, to develop community based systems of care that provide services which support independence within California’s interdependent society, and which protect the quality of life of older adults and persons with functional impairments, and to promote citizen involvement in the planning and delivery of services. OUR VISION Contra Costa County partners with the community to deliver quality services to ensure access to resources that support, protect, and empower individuals and families. OUR CORE VALUES: Exceptional Customer Experience: We are customer-driven, responsive and respectful. We will appreciate all staff for their efforts. Open Communication: We will be transparent and honest in all communications with customers and ourselves. We will be collaborative as a way of ensuring understanding. Embrace Change: We look to innovation and technology. We will be strategic thinkers. Practice Ethical Behavior: We value integrity and honesty. We will be trustworthy and respectful and always accountable. Embrace Diversity: We honor individual differences and equal treatment for all.




OLDER AMERICANS ACT PROGRAMS IN RFP 1167 The Contra Costa County Area Agency on Aging (AAA) is providing notice regarding a Request for Proposal (RFP) for programs as described within and as found in the Older Americans Act (OAA) Title III E. Primary funding for these services is available to the AAA through contracts with the California Department of Aging (CDA) and federal funding from the OAA. ELIGIBLE SERVICE POPULATION for Title III E 1. Adult family member, or another individual, who is an informal provider of in-home

and community care to an older individual or to an individual with Alzheimer’s disease or a related disorder with neurological and organic bran dysfunction. [OAA 302(3)]

2. Older relative caregiver is defined as age 55 or older; and lives with, and is the

primary caregiver for a child or an individual with a disability. In the case of a caregiver for a child, it is the grandparent or other relative (other than parent) by blood, marriage, or adoption, of the child. They are the primary caregiver of the child because the biological or adoptive parents are unable or unwilling to serve as the primary caregivers of the child; and have a legal relationship to the child.

In the case of a caregiver for an individual with a disability, it is the parent, grandparent, or other relative by blood, marriage, or adoption, of the individual with a disability. [OAA 372(a)(3)]

3. Priority service population, while all persons age 60 and older are eligible to receive

OAA services, under federal mandates of the Older American’s Act, attention is prioritized for Title III E services provided to:

(A) Caregivers who are older individuals with greatest social need, and older

individuals with greatest economic need (with particular attention to low-income older individuals).

(B) Older relative caregivers of children with severe disabilities, or individuals with disabilities who have severe disabilities. [OAA§373§2)(A-B)]

(C) Family caregivers who provide care for individuals with Alzheimer’s disease and related disorders with neurological and organic brain dysfunction. [OAA§372(b)]



4. Additional priority service areas for Title III E contracts for Contra Costa County include LGBTQ, East and Far East County, and isolated seniors and their caregivers.

PROGRAM SPECIFICATION, FUNDING, AND CONTRACT DURATION Funding amounts are contingent upon the availability of state and federal funds and may be subject to change in accordance with the California Department of Aging grant allocations for Fiscal Year 2019-2020.

Approximate Program Totals

OAA Title III E Family Caregiver Support Program $ 418,807 TOTAL: $ 418,807

Awarded bidders will be required to enter into a Standard County Contract for said services. Separate contracts are expected to be awarded in each of the program service areas described in the Scope section. EHSD will award a sub award standard contract(s) to selected organization(s). Total sub award amount will not exceed $_418,807.00 which will be billable monthly, in arrears. The county intends to initially award 1-year contracts (July 1, 2019-June 30, 2020), with the option to review and renew for up to three additional years, based upon funding available and satisfactory performance. Federal Funds are passed through the California Department of Aging, and are identified as follows:

Federal Award Identification Number (FAIN) is: TBD Subaward Period of Performance: 2019-2020 Catalog of Federal Domestic Assistance Number (CFDA) is: 93.052 Program Title: National Family Caregiver Support, Title III, Part E Agency: Department of Health and Human Services Office: Administration for Community Living Match Requirement: 25% by Sub recipient

Legal Authorities – Program Requirements, Standards and Guidance: All services and activities are to be provided in accordance with all applicable federal, state, and local laws and regulations, and as those laws and regulations may be amended from time to time, including but not limited to the following:

1. In accordance with the provisions of 2 CFR 200, Subpart F - Audit Requirements,

non-Federal entities that expend financial assistance of $750,000 or more in Federal awards will have a single or a program-specific audit conducted for that year. Non-Federal entities that expend less than $750,000 a year in Federal awards are exempt from Federal audit requirements for that year, except as noted in 2 CFR 200.503. In accordance with the provisions of Subpart F-Audit



Requirements, under 45 CFR Part 75.500, nonfederal entities that expend financial assistance of $750,000 or more in Federal awards will have a single or a program-specific audit conducted for that year. Nonfederal entities that expend less than $750,000 a year in Federal awards are exempt from Federal audit requirements for that year. Except as noted in 45 CFR Part 75.500.

2. For regulations, guidelines, and literature, refer to 45 CFR 75 and 45 CFR 1321. 3. The Contractor shall expend all funds received hereunder in accordance with the

Agreement. 4. Any reimbursement for authorized travel and per diem shall be at rates not to

exceed those amounts paid by the State in accordance with the California Human Resources (CalHR) rules and regulations.

5. The sub recipient shall maintain accounting records for funds received under the terms and conditions of the Agreement. These records shall be separate from those for any other funds administered by the sub recipient, and shall be maintained in accordance with Generally Accepted Accounting Principles and Procedures and the Office of Management and Budget’s (OMB) Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards [2 CFR 200] [45 CFR 75].

6. The Contractor shall meet the following standards for its fiscal management systems, as stipulated in 2 CFR 200.302 and 45 CFR 75.302.

QUALIFIED BIDDERS All Bidders applying can be Public or Non-Profit Incorporated entities without additional approval from CDA; private for profit entities require pre-approval from California Department of Aging prior to contract with Contra Costa County, with a preference for a 501(c)(3) organization. SCOPE FCSP services are designed to reduce caregiver burden, enable caregivers to remain in the workforce, and prevent or delay the need for a higher level of care for the care receiver.

Eligibility for FCSP services requires that an older adult’s family caregiver must be 18 years of age or older.

Older care receivers must be age 60 years or older, or individuals of any age with Alzheimer’s disease or a related disorder with neurological and organic brain dysfunction.

Grandparent or other older relative caregivers must be age 55 or older.

Child care receivers must be 18 years of age or younger, or individuals of any age with a disability. FCSP has no income requirement.



The Area Agency on Aging will award Title III E contracts to providers serving Contra Costa County. The Family Caregiver Support Program (FCSP) is divided into two programs, FCSP Caring for the Elderly and FCSP Caring for Child. Each of these two programs is subdivided into five service categories: Support Services, Respite Care, Supplemental Services, Access Assistance, and Information Services. The following are the program categories contained within the FCSP program; please refer to Table 1 for a comprehensive listing of service categories, service units and definitions. Note: The descriptions for most of the services are the same for both programs. However, one service category, Caregiver Assessment, has unique descriptions for the Elderly and Child.

1. Support Services is the provision of caregiver assessment, caregiver counseling, caregiver peer counseling, caregiver support groups, caregiver training and (if necessary) caregiver case management. Allowable services under this category include:

a. Caregiver Assessment for the Elderly – conducted by persons trained and experienced in the skills required to deliver the service that should result in a plan that includes emergency back-up provisions and is periodically updated, and will explore options and courses of action for caregivers by identifying: (A) willingness to provide care, (B) duration and frequency preferences; (C) caregiving abilities; (D) physical health, psychological, social support, and training needs; (E) financial resources relative for caregiving; and (F) strengths and weaknesses within the immediate caregiving environment and (caregiver’s) extended informal support system. Caregiver Assessment for the Child- An FCSP Support Service provided to a caregiver by a person appropriately trained and experienced in the skills required to deliver the level of counseling service, which may range from guidance with caregiving responsibilities to therapy for stress, depression, and loss; and (A) may involve his or her informal support system; (B) may be individual direct sessions and/or telephone consultations, and (C) may address caregiving-related financial and long-term care placement responsibilities.

b. Caregiver Counseling- An FCSP Support Service provided to a caregiver

by a person appropriately trained and experienced in the skills required to deliver the level of support needed for stress, depression, and loss as a



result of caregiving responsibilities. This service (A) may involve his or her informal support system; (B) may be individual direct sessions and/or telephone consultations, and (C) may address caregiving-related financial and long-term care placement responsibilities.

c. Caregiver Peer Counseling- An FCSP Support Service provided by experienced volunteers on the condition that appropriate training and qualified supervision protocols are in place.

d. Caregiver Support Group-An FCSP Support Service provided to a group of 3 - 12 caregivers that is led by a competent facilitator; conducted at least monthly within a supportive setting or via a controlled access, moderated online or teleconference approach; for the purpose of sharing experiences and ideas to ease the stress of caregiving, and to improve decision-making and problem-solving skills related to their caregiving responsibilities.

e. Caregiver Training- An FCSP Support Service consisting of workshops or one-on-one individually tailored sessions, conducted either in person or electronically by a skilled and knowledgeable individual, to assist caregivers in developing the skills and gaining the knowledge necessary to fulfill their caregiving responsibilities; and address the areas of health, nutrition, and financial literacy.

f. Case Management- An FCSP Support Service provided by a person who is trained and experienced in the skills that are required to coordinate and monitor the provision of formal caregiver-related services in circumstances where caregivers are experiencing diminished capacities due to mental impairment or temporary severe stress and/or depression.

2. Respite Care is the provision of a brief period of relief or rest from caregiving

responsibilities, and is provided to caregivers on an intermittent, occasional, or emergency basis in a manner that responds to the individual needs and preferences of the caregivers and their care receivers, rather than a pre-established set amount offered on a “first come, first served” waiting list basis. Respite Care shall be provided only to a caregiver of a care receiver having two or more activities of daily living limitations or a cognitive impairment, or to a caregiver who is the grandparent or older adult relative caring for a child.

a. Respite In-Home Supervision- An FCSP Respite Care service that

includes the provision of care receiver day and/or overnight supervision and friendly visiting by an appropriately skilled provider or volunteer in order to prevent wandering and health or safety incidents



b. Respite Homemaker Assistance- An FCSP Respite Care service that includes

the provision of care receiver assistance with meal preparation, medication management, using the phone, and or light housework (along with care receiver supervision) by an appropriately skilled provider or volunteer.

c. Respite In-Home Personal Care- An FCSP Respite Care service that includes the provision of care receiver assistance with eating, bathing, toileting, transferring, and or dressing (along with care receiver supervision and related homemaker assistance) by an appropriately skilled provider.

d. Respite Home Chore-An FCSP Respite Care service that includes an appropriately skilled provider or volunteer assisting a caregiver with heavy housework, yard work, and or sidewalk and other routine home maintenance (but not structural repairs) associated with caregiving responsibilities.

e. Respite Out of Home Day- An FCSP Respite Care service where the care receiver attends a supervised/protective, congregate setting during some portion of a day, and includes assess to social and recreational activities.

f. Respite Out of Home Overnight- An FCSP Respite Care service where the care receiver is temporarily placed in a supervised/protective, residential setting for one or more nights, and may include access to nursing and personal care.

3. Supplemental Services is the provision of caregiver-centered assistance

offered on a limited basis to support and strengthen the caregiving efforts. Supplemental Services shall be provided only to a caregiver of a care receiver having two or more activities of daily living limitations or a cognitive impairment, or to a caregiver who is the grandparent or older adult relative caring for a child. Supplemental services should be provided in coordination with an assessment by a trained professional, and eligible individuals will be encouraged to participate in supplemental services. Allowable services under this category include the following:

a. Assistive Devices for Caregiving- An FCSP Supplemental Service that

involves the purchase, rental and/or service fee of any equipment or product system (ranging from a lift chair or bathtub transfer bench to an electronic pill dispenser or emergency alert fall prevention device) in order to facilitate and fulfill caregiving responsibilities.



b. Home Adaptations for Caregiving- An FCSP Supplemental Service that makes any minor or major physical change to the home (ranging from installation of grab bars or replacement of door handles to construction of an entrance ramp or roll-in shower) in order to facilitate and fulfill caregiving responsibilities.

4. Access Assistance (for the Elderly and the Child) is the provision of caregiver outreach, caregiver information and assistance, and caregiver interpretation/translation services in order to link caregivers to the opportunities and services that are available. Allowable services under this category include:

a. Caregiver Outreach (1:1 interventions)

b. Caregiver Information and Assistance (links caregivers to services and

opportunities within their community)

c. Caregiver Interpretation/Translation (provides bilingual communication assistance to the caregiver)

5. Information Services is the provision of public information on caregiving and/or

community education on caregiving, including information about available services. Allowable services under this category are:

a. Public Information on Caregiving (disseminating publications, conducting

media campaigns, maintaining electronic information systems)

b. Community Education on Caregiving (educate groups of current or potential caregivers about available FCSP and other caregiver support resources and services.)



TABLE 1 Service Categories, Service Units & Definitions

FCSP – Caregiver Caring for Elderly Service Categories, Service Units & Definitions

Support Services

Service Category Unit Measure

Definitions

Caregiver Assessment (Caring for Elderly)

1 hour An FCSP Support Service conducted by persons trained and experienced in the skills required to deliver the service that should result in a plan that includes emergency back-up provisions and is periodically updated; and will explore options and courses of action for caregivers by identifying their: (A) willingness to provide care; (B) duration and care frequency preferences; (C) caregiving abilities; (D) physical health, psychological, social support, and training needs; (E) financial resources relative for caregiving; and (F) strengths and weaknesses within the immediate caregiving environment and (caregiver's) extended informal support system.

Caregiver Counseling (Caring for Elderly)

1 hour An FCSP Support Service provided to a caregiver by a person appropriately trained and experienced in the skills required to deliver the level of support needed for stress, depression, and loss as a result of caregiving responsibilities. This service (A) may involve his or her informal support system; (B) may be individual direct sessions and/or telephone consultations, and (C) may address caregiving-related financial and long-term care placement responsibilities.

Caregiver Peer Counseling (Caring for Elderly)

1 hour An FCSP Support Service provided by experienced volunteers on the condition that appropriate training and qualified supervision protocols are in place.

Caregiver Support Group (Caring for Elderly)

1 hour An FCSP Support Service provided to a group of 3 - 12 caregivers that is led by a competent facilitator; conducted at least monthly within a supportive setting or via a controlled access, moderated online or teleconference approach; for the purpose of sharing experiences and ideas to ease the stress of caregiving, and to improve decision-



making and problem-solving skills related to their caregiving responsibilities.

Caregiver Training (Caring for Elderly)

1 hour An FCSP Support Service consisting of workshops or one-on-one individually tailored sessions, conducted either in person or electronically by a skilled and knowledgeable individual, to assist caregivers in developing the skills and gaining the knowledge necessary to fulfill their caregiving responsibilities; and address the areas of health, nutrition, and financial literacy.

Caregiver Case Management (Caring for Elderly)

1 hour An FCSP Support Service provided by a person who is trained and experienced in the skills that are required to coordinate and monitor the provision of formal caregiver-related services in circumstances where caregivers are experiencing diminished capacities due to mental impairment or temporary severe stress and/or depression.

Respite Care


Definitions

Caregiver Respite In-Home Supervision (Caring for Elderly)

1 hour An FCSP Respite Care service that includes the provision of care receiver day and/or overnight supervision and friendly visiting by an appropriately skilled provider or volunteer in order to prevent wandering and health or safety incidents.

Caregiver Respite Homemaker Assistance (Caring for Elderly)

1 hour An FCSP Respite Care service that includes the provision of care receiver assistance with meal preparation, medication management, using the phone, and or light housework (along with care receiver supervision) by an appropriately skilled provider or volunteer.

Caregiver Respite In-Home Personal Care (Caring for Elderly)

1 hour An FCSP Respite Care service that includes the provision of care receiver assistance with eating, bathing, toileting, transferring, and or dressing (along with care receiver supervision and related homemaker assistance) by an appropriately skilled provider.

Caregiver Respite Home Chore

1 hour An FCSP Respite Care service that includes an appropriately skilled provider or volunteer assisting a



(Caring for Elderly)

caregiver with heavy housework, yard work, and or sidewalk and other routine home maintenance (but not structural repairs) associated with caregiving responsibilities.

Caregiver Respite Out-of-Home Day Care (Caring for Elderly)

1 hour An FCSP Respite Care service where the care receiver attends a supervised/protective, congregate setting during some portion of a day, and includes assess to social and recreational activities.

Caregiver Respite Out-of-Home Overnight Care (Caring for Elderly)

1 hour An FCSP Respite Care service where the care receiver is temporarily placed in a supervised/protective, residential setting for one or more nights, and may include access to nursing and personal care.

Supplemental Services

Service Category Unit Measure Definitions

Assistive Devices for Caregiving (Caring for Elderly)

1 Device is 1 Occurrence

An FCSP Supplemental Service that involves the purchase, rental and/or service fee of any equipment or product system (ranging from a lift chair or bathtub transfer bench to an electronic pill dispenser or emergency alert fall prevention device) in order to facilitate and fulfill caregiving responsibilities.

Home Adaptations for Caregiving (Caring for Elderly)

1 Modification is 1 Occurrence

An FCSP Supplemental Service that makes any minor or major physical change to the home (ranging from installation of grab bars or replacement of door handles to construction of an entrance ramp or roll-in shower) in order to fulfill caregiving responsibilities.

Caregiving Services Registry (Caring for Elderly)

1 Hour is 1 Occurrence

An FCSP Supplemental Service that recruits, screens, and maintains a listing of dependable, qualified self-employed homemaker or respite care workers who may be matched with caregivers willing to use personal resources to pay for assistance with their caregiving responsibilities. Both the caregiver and the self-employed worker will be: (A) advised about appropriate compensation and workplace performance expectations; and (B) provided with



follow-up to ensure the match is functioning effectively.

Caregiving Emergency Cash /Material Aid (Caring for Elderly)

1 Assistance is 1 Occurrence

An FCSP Supplemental Service that arranges for and provides assistance to caregivers in the form of commodities, surplus food, emergency cash, transit passes, meals, and vouchers that will help meet identified needs associated with an individual caregiver's responsibilities.

Access Assistance


Definitions

Caregiver Outreach (Caring for Elderly)

1 Contact An FCSP Access Assistance service involving interventions (one-on-one contacts with individuals) initiated by an agency or provider for the purpose of identifying caregivers and encouraging their use of existing caregiver support services (e.g., Caregiver InfoVan staff contacts outside of local market).

Caregiving Information and Assistance (Caring for Elderly)

1 Contact An FCSP Access Assistances service that: (A) provides caregivers with information on services available within the communities, including caregiving information related to assistive technology and caring for older individuals at risk for institutional placement; (B) links caregivers to the services and opportunities that are available within the communities; (C) to the maximum extent practicable, establishes adequate follow-up procedures (caregiver may remain anonymous and refuse follow-up contact).

Caregiver Interpretation /Translation (Caring for Elderly)

1 Contact An FCSP Access Assistance Service for the provision of bilingual communication assistance to a caregiver in order to access assistance and receive support for his or her caregiving responsibilities (e.g., staff interpreting dialogue between caregiver and care consultant staff translating an elder's prescription drug label for his caregiver).

Caregiver Legal Resources (Caring for Elderly)

1 Contact An FCSP Access Assistance Service involving one-to-one guidance provided by an attorney (or person under the supervision of an attorney) in the use of legal



resources and services when assisting a caregiver with caregiving-related legal issues.

Information Services


Definitions

Public Information on Caregiving (Caring for Elderly)

1 Activity An FCSP Information Service designed to provide information about available FCSP and other caregiver support resources and services by disseminating publications, conducting media campaigns, and maintaining electronic information systems (e.g., quarterly newsletter).

Community Education on Caregiving (Caring for Elderly)

1 Activity An FCSP Information Service designed to educate groups of current or potential caregivers and those who may provide them with assistance about available FCSP and other caregiver support resources and services (e.g., booth at a health fair).

FCSP – Grandparent Caring for Child

Service Categories, Service Units & Definitions

Support Services


Definitions

Caregiver Assessment (Caring for Child)

1 hour An FCSP Support Service provided to a caregiver by a person appropriately trained and experienced in the skills required to deliver the level of counseling service, which may range from guidance with caregiving responsibilities to therapy for stress, depression, and loss; and (A) may involve his or her informal support system; (B) may be individual direct sessions and/or telephone consultations, and (C) may address caregiving-related financial and long-term care placement responsibilities.

Caregiver Counseling (Caring for Child)

1 hour An FCSP Support Service provided to a caregiver by a person appropriately trained and experienced in the skills required to deliver the level of support needed for stress, depression, and loss as a result of caregiving responsibilities. This service (A) may involve his or her informal support system; (B) may be individual direct sessions and/or telephone consultations, and (C) may



address caregiving-related financial and long-term care placement responsibilities.

Caregiver Peer Counseling (Caring for Child)

1 hour An FCSP Support Service provided by experienced volunteers on the condition that appropriate training and qualified supervision protocols are in place.

Caregiver Support Group (Caring for Child)

1 hour An FCSP Support Service provided to a group of 3 - 12 caregivers that is led by a competent facilitator; conducted at least monthly within a supportive setting or via a controlled access, moderated online or teleconference approach; for the purpose of sharing experiences and ideas to ease the stress of caregiving, and to improve decision-making and problem-solving skills related to their caregiving responsibilities.

Caregiver Training (Caring for Child)

1 hour An FCSP Support Service consisting of workshops or one-on-one individually tailored sessions, conducted either in person or electronically by a skilled and knowledgeable individual, to assist caregivers in developing the skills and gaining the knowledge necessary to fulfill their caregiving responsibilities; and shall address the areas of health, nutrition, and financial literacy.

Caregiver Case Management (Caring for Child)

1 hour An FCSP Support Service provided by a person who is trained and experienced in the skills that are required to coordinate and monitor the provision of formal caregiver-related services in circumstances where caregivers are experiencing diminished capacities due to mental impairment or temporary severe stress and/or depression.

Respite Care


Definitions

Caregiver Respite In-Home Supervision (Caring for Child)

1 hour An FCSP Respite Care service that includes the provision of care receiver day and/or overnight supervision and friendly visiting by an appropriately skilled provider or volunteer in order to prevent wandering and health or safety incidents.

Caregiver Respite Homemaker Assistance (Caring for Child)

1 hour An FCSP Respite Care service that includes the provision of care receiver assistance with meal preparation, medication management, using the phone, and or light housework (along with care receiver supervision) by an appropriately skilled provider or volunteer.



Caregiver Respite In-Home Personal Care (Caring for Child)

1 hour An FCSP Respite Care service that includes the provision of care receiver assistance with eating, bathing, toileting, transferring, and or dressing (along with care receiver supervision and related homemaker assistance) by an appropriately skilled provider.

Caregiver Respite Home Chore (Caring for Child)

1 hour An FCSP Respite Care service that includes an appropriately skilled provider or volunteer assisting a caregiver with heavy housework, yard work, and or sidewalk and other routine home maintenance (but not structural repairs) associated with caregiving responsibilities.

Caregiver Respite Out-of-Home Day Care (Caring for Child)

1 hour An FCSP Respite Care service where the care receiver attends a supervised/protective, congregate setting during some portion of a day, and includes assess to social and recreational activities.

Caregiver Respite Out-of-Home Overnight Care (Caring for Child)

1 hour An FCSP Respite Care service where the care receiver is temporarily placed in a supervised/protective, residential setting for one or more nights, and may include access to nursing and personal care.

Supplemental Services

Service Category Unit Measure Definitions

Assistive Devices for Caregiving (Caring for Child)

1 Device is 1 Occurrence

An FCSP Supplemental Service that involves the purchase, rental and/or service fee of any equipment or product system (ranging from a lift chair or bathtub transfer bench to an electronic pill dispenser or emergency alert fall prevention device) in order to facilitate and fulfill the caregiving responsibilities.

Home Adaptations for Caregiving (Caring for Child)

1 Modification is 1 Occurrence

An FCSP Supplemental Service that makes any minor or major physical change to the home (ranging from installation of grab bars or replacement of door handles to construction of an entrance ramp or roll-in shower) in order to facilitate and fulfill caregiving responsibilities.

Caregiving Services Registry

1 Hour is 1 Occurrence

An FCSP Supplemental Service that recruits, screens, and maintains a listing of dependable,



(Caring for Child)

qualified self-employed homemaker or respite care workers who may be matched with caregivers willing to use personal resources to pay for assistance with their caregiving responsibilities. Both the caregiver and the self-employed worker will be: (A) advised about appropriate compensation and workplace performance expectations; and (B) provided with follow-up to ensure the match is functioning effectively.

Caregiving Emergency Cash /Material Aid (Caring for Child)

1 Assistance is 1 Occurrence

An FCSP Supplemental Service that arranges for and provides assistance to caregivers in the form of commodities, surplus food, emergency cash, transit passes, meals, and vouchers that will help meet identified needs associated with an individual caregiver's responsibilities.

Access Assistance


Definitions

Caregiver Outreach (Caring for Child)

1 Contact An FCSP Access Assistance service involving interventions (one-on-one contacts with individuals) initiated by an agency or provider for the purpose of identifying caregivers and encouraging their use of existing caregiver support services (e.g., Caregiver InfoVan staff contacts outside of local market).

Caregiving Information and Assistance (Caring for Child)

1 Contact An FCSP Access Assistances service that: (A) provides caregivers with information on services available within the communities, including caregiving information related to assistive technology and caring for older individuals at risk for institutional placement; (B) links caregivers to the services and opportunities that are available within the communities; (C) to the maximum extent practicable, establishes adequate follow-up procedures (caregiver may remain anonymous and refuse follow-up contact).

Caregiver Interpretation /Translation (Caring for Child)

1 Contact An FCSP Access Assistance Service for the provision of bilingual communication assistance to a caregiver in order to access assistance and receive support for his or her caregiving responsibilities (e.g., staff interpreting dialogue



between caregiver and care consultant staff translating an elder's prescription drug label for his caregiver).

Caregiver Legal Resources (Caring for Child)

1 Contact An FCSP Access Assistance Service involving one-to-one guidance provided by an attorney (or person under the supervision of an attorney) in the use of legal resources and services when assisting a caregiver with caregiving-related legal issues.

Information Services


Definitions

Public Information on Caregiving (Caring for Child)

1 Activity An FCSP Information Service designed to provide information about available FCSP and other caregiver support resources and services by disseminating publications, conducting media campaigns, and maintaining electronic information systems (e.g., quarterly newsletter).

Community Education on Caregiving (Caring for Child)

1 Activity An FCSP Information Service designed to educate groups of current or potential caregivers and those who may provide them with assistance about available FCSP and other caregiver support resources and services (e.g., booth at a health fair).




SECTION 1: BIDDERS' INSTRUCTIONS

Bidder will submit a proposal for provision of services under the Older Americans Act in accordance with all Federal, State and County regulations. Failure to respond to any of the components in the RFP may result in disqualification. Proposals should be completed as follows: 1 Read THE entire RFP.

A. Any questions must be submitted at or before the Bidders Conference.

B. Proposals will only be accepted from the agencies that have submitted a

Letter of Intent.

C. No additional questions on the requested program services are allowed after the close of the Bidders Conference. A list of all questions and answers will be sent via email to all agencies providing a Letter of Intent.

2 Complete, sign in blue ink, and attach the Face Sheet to your proposal

(Attachment A). The 3 Submit a statement addressing each of the components included in the Bidders'

Statement of Qualifications (Section 3). 4 Proposal Specifications:

A. Formatting specifications: 1) Page Size: 8½“x 11” 2) Font size: 12 point 3) Margins: One inch 4) Line spacing: Double-spaced 5) Pages: Single-sided numbered sequentially 6) Language: English

B. Be sure your answers are clear and complete and address the question

raised. Clarity and conciseness will be appreciated by those reviewing the proposals.

C. Proposal should be without expensive artwork, unusual printing, or other

materials not requested or essential to the utility and clarity of the proposal.



Proposals should be only stapled or binder clipped. DO NOT submit proposals in binders, folders, or any type of binding.

D. Proposal should include labeled separate sections as listed in Section 4.

SERVICE DELIVERY

ORGANIZATIONAL CAPACITY TO PROVIDE SERVICE

ADDITIONAL RESOURCES

OUTREACH/TARGETING

COORDINATION WITH SENIOR INFORMATION & ASSISTANCE

STAFF EXPERIENCE

PROGRAM INNOVATION

PROGRAM COLLABORATION

BUDGET

E. A single original copy is required of each Fiscal Attachment.

5 The selected proposal will be made a part of the awarded contract but is subject to negotiated modifications or revisions by the County to assure that necessary program requirements are covered before the contract is signed.




SECTION 2: REQUEST FOR PROPOSAL (RFP) REQUIREMENTS

The Bidder requirements in this section are mandatory and failure to comply will deem the proposal unresponsive. The County reserves the right to waive any nonmaterial variation.

1. A Bidders Conference for prospective contractors will be held on Tuesday, April

23, 2019 from 10:00am – Noon at 40 Douglas Drive, Room 101-102, Martinez, CA 94553. Prospective Bidders may also attend via an RFP 1167 Webinar (see Page 5 of this RFP for information on webinar registration). Agencies wishing to respond to this RFP must email a Letter of Intent to submit a proposal within 48 hours of the Bidders Conference to [email protected]. Please use the following Subject: Letter of Intent to Submit Proposal for RFP 1167.

2. All Bidders shall submit one original and ten (10) copies of their complete

proposal, sealed, by mail or hand-delivered, to the following address:

Employment and Human Services Department Contracts and Grants Unit Attn: RFP 1167 40 Douglas Drive Martinez, CA 94553

All proposals must be received no later than 5:00PM Wednesday, May 1, 2019. The submission packet must include Bidder identification and return address. Proposals received later than 5:00PM on this date will be not considered.

3. Bidders must provide one (1) copy of the organization’s most recent audited

financial statements as part of the Fiscal Attachments. A review or compilation of the financial statements prepared by a CPA may be submitted in lieu of audited financial statements if the latter are not available. A copy of the latest filed tax return must be submitted if a review or compilation is not available. Bidders who currently do not have audited financial statements must provide a certified letter stating that a financial statements audit will be performed during the period of performance of the contract.

a. Submitted financial statements will be evaluated by the EHSD, Fiscal

Division, and scored according to solvency, internal controls, program budget, and overall rating.

mailto:[email protected]



4. A proposal may also be withdrawn in person by a Bidders authorized representative prior to Wednesday, May 1, 2019, 12:00 NOON. Should a proposal be withdrawn, the Bidders authorized representative must present a valid driver’s license or identification card and sign a receipt attesting to receipt of the withdrawn proposal.

5. Proposals and required attachments shall be submitted as specified herein and

signed by an official authorized to bind the bidder to its provisions. All costs incurred in the preparation of a proposal responding to the RFP will be the responsibility of the bidder.

6. Regulations which govern the operation of the Older Americans Act Programs,

California Department of Aging Program Manual Requirements and the AAA’s Policy manuals, memorandums and assessment/evaluation criteria and are available for review between 8:30 A.M. and 4:30 P.M. Monday through Friday. Appointments may be made by calling the Senior Staff Assistant at: (925) 602-4175 at the Area Agency on Aging. A time will be scheduled to review documents at the following location:

Employment and Human Services Department Aging and Adult Services Division 300 Ellinwood Way Pleasant Hill, CA 94523

7. EHSD will enforce the prohibition on ex-parte communication during this RFP

process. The ex-parte communication restricts RFP bidders from contacting members of the Adult and Aging Services Bureau to provide information regarding this RFP to any Bidder.

8. EHSD may issue an RFP amendment to make changes, corrections, or provide

additional data. Any amendments, corrections, or additional data will be sent only to those bidders who submitted a Letter of Intent. EHSD may extend the RFP submission date if necessary to allow bidders adequate time to consider such information and submit required data.

9. EHSD may cancel the RFP at any time without prior written notice. 10. Only bidders submitting a proposal in accordance with RFP 1167 may appeal the

RFP process. Appeals must be submitted in writing. The appeal request must clearly state three (3) items: 1) area(s) of contention; 2) how the organization was damaged; and 3) a recommended solution. Appeals must be addressed to the Employment and Human Services Director, 40 Douglas Drive, Martinez, CA 94553 and must be received no later than 5 PM, Thursday, May 30, 2019.



Notification of a final decision on the appeal shall be made in writing to the bidder.

11. Any appellant who is entitled to appeal a decision made by the County may make

a written appeal to the California Department of Aging (CDA), 1300 National Drive, Suite 200, Sacramento, CA 95834 and submit a copy of the appeal to the Employment and Human Services Department, Contracts and Grants Unit, 40 Douglas Drive, Martinez, CA 94553

12. Award of a contract to the successful bidder(s) will constitute acceptance of a

proposal subject to any appeals and contract negotiations. All Bidders will be notified of the County’s award decision via email and in writing.

13. Any contract awarded under this RFP is awarded subject to pending or perfected protests. Final contracts are subject to cancellation or to modification by EHSD in accordance with the resolution of any such protest.




SECTION 3: BIDDERS STATEMENT OF QUALIFICATIONS

Bidder will submit a statement of experience up to one page (excluding attachments), which shall include, but not be limited to the following: 1. Agency purpose, goals, and programs. 2. Number of years the Bidder has been in business under the present business

name, as well as related prior business names and number of years, number of years of experience Bidder has in providing the required, equivalent or related services.

3. Details of any failure or refusals to complete a contract. Attach an agreement to

allow the County to contact contractors for whom Bidder is currently subcontracting for information relative to prospective contractor's performance. Specify any current contracts for the same or similar service.

4. Litigation and investigations, involving Bidder or any principal officers thereof, in

connection with contracts for similar services. 5. Attach a list of business or professional licenses or certificates required by the

nature of the contract work to be performed and held by the Bidder. 6. Attach an agreement to provide the County with any other information the County

determines is necessary for an accurate determination of the prospective contractor's qualifications to perform services.

7. Attach the following (as applicable):

• List of Board of Directors. • Articles of incorporation/bylaws.

8. Attach one (1) copy of an appropriate document authorizing the agency to

contract with the County, e.g. board of directors' resolution. Document must be submitted with the original signature copy of the face sheet to your proposal.




SECTION 4: PROPOSAL SPECIFICATIONS

FAMILY CAREGIVER SUPPORT PROGRAM - TITLE III E

A. SERVICE DELIVERY:

1. Please describe how your agency intends to provide the services specified in Table 1, Service Categories, Service Units &Definitions (see Page 14-22). Please include the following:

a. Number of Units of Service for each specified category

b. Geographical Area of Service

c. Program Monitoring

d. Program Evaluation

e. Number of clients to be served:

I. Provide an estimate of the number of unduplicated clients, county wide, to be served during the contract period July 1, 2019 through June 30, 2020. Specify how many clients will be served in each of the three regions of the county and how many clients in greatest economic need (GEN), greatest social need (GSN), minorities (MIN), and minorities in greatest economic need (MIN/GEN) will be served in each region of the county.

B. ORGANIZATIONAL CAPACITY TO PROVIDE SERVICE (up to one-page per

program, excluding attachments). Describe your agency's capacity to serve as a provider of the proposed services to older persons in Contra Costa County.

1. Organization Charts

a. Attach chart(s) of the organization and staff of (1) your agency and (2) FCSP

project within your agency. On the charts, indicate the positions, which will have primary responsibly for the proposed project.

2. Staff Positions

I. For each staff position required in accordance with licensing procedures

for FCSP, indicate the following: (general requirements, not resumes)



(a) Position

(b) Percentage of time allocated to the proposed program.

(c) Specific responsibilities in the FCSP

(d) Minimum qualifications including education, training, and work experience.

3. ADEQUACY of BIDDERS FACILITIES and RESOURCES

a. Briefly describe the location of offices to be used for the proposed service and

discuss how staff will be accessible to clients in all regions of the county or a targeted area within the county.

C. PROGRAM ADMINISTRATION AND SUPERVISION (up to one-page per program,

excluding attachments). Explain how you will provide for and implement each of the following:

1. A system for filing, record keeping updating case activities, recording and

tracking services.

2. A system of ongoing review and evaluation of work of the FCSP staff to ensure that cases are handled in a timely and appropriate manner.

3. Optimum workloads for FCSP staff that are commensurate with their experience and training.

4. Availability of back-up staff to handle clients' needs promptly when regularly assigned staff is not available.

5. Provision of training appropriate to each staff member's responsibilities, skills and experience.

6. Preservation of confidentiality of client records.

7. A system for evaluating the FCSP program for quality assurance. D. ADDITIONAL REVENUE RESOURCES (up to one-page, excluding attachments).

Describe your plan for bringing in additional revenues to support the program through voluntary client contributions, fundraising, other contracts and/or community support.



E. OUTREACH/TARGETING (up to a one-page per program, excluding attachments) In the Older Americans Act, Congress identified several groups of older persons 60 years old or older, who are to receive special consideration, or as the Older Americans Act states, "preference". These groups include low-income individuals, minorities, limited English-speaking individuals and persons identified as being in greatest economic or social need. Special emphasis on outreach is needed to serve as many of these persons as feasible. Additional priority service areas include LGBTQ, East and Far East County, and isolated seniors and their caregivers. Focusing on this population is not intended to prohibit participation by other individuals eligible to receive services under the Family Caregiver Support Program criteria.

1. Bidders must include a plan for community outreach incorporating the above emphasis as part of their proposal to assure that services reach those older persons identified as being in greatest economic or social need, with particular attention to low-income minority individuals.

F. STAFF EXPERIENCE (up to one-page per program, excluding attachments)

1. Bidders must provide information regarding the experience and qualifications of

each staff person who would provide the proposed FCSP services, including supervisory staff. Please include resumes, if available. Bidders should document the education, training, and work experience of staff in the following area:

a. Medical/social assessment and care planning for frail elderly persons

b. Providing case plans and case plan monitoring for frail elderly persons

c. Knowledge of the community based system of care available to frail older

persons in Contra Costa County.

G. PROGRAM INNOVATION (up to one-page per program)

1. Demonstrate the development of effective and creative approaches to supporting the caregivers. What new approaches will be taken to serve underserved consumers? How will your program model improve the access to these services? Describe any plans for the creative utilization of volunteers.

H. PROGRAM COLLABORATION (up to one-page per program)

1. Provide the details of any collaborative efforts that are incorporated into your

service delivery system, which will increase the quality of your service(s) such as Memorandums of Understanding or other informal contracts. Describe any



previous activities that have incorporated the expertise of other agencies that may have included planning, outreach, and service delivery. Discuss how you will coordinate with the County Area Agency on Aging’s Senior Information and Assistance Program.

I. BUDGET

The fiscal information will be used to determine whether adequate resources and financial resources are available for support of the service.

1. Please use the required Budget template (Attachment C, page 44). Pursuant to California Department of Aging policy, FCSP contract budgeting is to be by Each Service Category. Bidders are to submit a budget based on the cost of each service delivery category. Your proposal must also specify the number of service units your agency will provide in each category. Service Delivery Categories and service units are found in Table 1 (pages 14 - 22). Budget should reflect amount budgeted by each service category and service unit. If salaried personnel are used as an in-kind match, please attach a certification saying that they will be released during work hours to perform the job function described in the proposal. An authorized agency representative must sign this certification. If space costs are used as an in-kind match, on a separate piece of paper that you will attach to the budget and prorate the cost to the program showing your calculations with the components labeled with “lease/rental cost, use allowance or depreciation, square feet, time periods etc.”

J. FINANCIAL

A single copy of each of the following items are to be included under Fiscal Attachments 1. Current Operating Budget: Provide one (1) copy of current Agency Operating

Budget with revenues and expenses indicated 2. Accounting Systems and Internal Controls: Provide a brief description of the

system and include a sample or evidence of existence for:

a) Overall System (accrual, double entry, automated or manual, cost allocation plan and the plan's methodology.)

b) Payroll System



c) Time keeping System

d) Inventory System

e) Ledger System for:

1) Receivables 2) Payables 3) Expenses 4) Disbursements 5) Petty Cash

3. Administration of Financial System: Provide a copy and/or description of the following:

a) Agency fiscal job descriptions. b) Fiscal staff responsibilities. c) Fiscal lines of authority.

4. Fiscal Experience and Solvency. Provide the following:

a) Most recent annual report to the Board of Directors. b) A list of commitments and potential commitments, which may impact

assets, lines of credit or otherwise affect the Bidders ability to perform the Contract.

c) A list of contracts (for like or similar service) completed in the last five

years showing dates, service, amount, location, contracting agency. d) Controlling interest in any other firms providing equivalent or similar

service.




SECTION 5: EVALUATION PROCESS

All proposals complete three (3) stages of evaluation: Compliance Review, Fiscal Review, and Bureau Committee Review. Proposals will be stored in a designated secure location to insure confidentiality. No proposals will be opened until after the submission deadline identified in the RFP.

1. Submitted proposals will be reviewed by the Contracts and Grants Unit for basic

compliance with RFP submission requirements.

2. Submitted financial statements will be evaluated by the Employment and Human Services Department, Fiscal Division, and scored according to solvency, internal controls, program budget, and overall rating. Each proposal must receive a score of 70% to be forwarded to the Bureau Evaluation Team for review.

3. Proposals will be evaluated by a Bureau Evaluation Panel, which may draw its members from Employment and Human Services Dept., Aging and Adult Services staff, technical experts outside the County, other County departments, consumers, and the Contra Costa County Advisory Council on Aging. Members of the Evaluation Team will be required to sign a statement attesting to not having a conflict of interest in any of the proposals.

4. Members of the Bureau Evaluation Panel will rate and rank the proposals. Panel will make recommendations to the Aging and Adult Services Bureau Director.

5. The Aging and Adult Services Bureau Director will review recommendations and make the final award decisions. All bidders submitting proposals by the published due date will be sent a copy of the Award Notification letter.

6. The following criteria will be used by the Bureau Evaluation Panel in evaluating all proposals. Points will be awarded only on the basis of information provided in the proposal. Each category is described in Section 5, Proposal Specifications.




BUREAU EVALUATION SCORESHEET

CRITERIA (see Program Services Specifications, Section 5, for greater detail) ........................ POINTS Organizational Capacity to Provide Service ................................................................. 30

Points shall be awarded on the basis of the Bidders organizational and staff capacity and experience providing contracted services as evidenced by responses to the specifications.

Points shall be awarded on the basis of the relevance and clarity of the responses to the service delivery proposal specifications.

Outreach/Targeting ...................................................................................................... 25

Points shall be awarded on the basis of the Bidders outreach/targeting plan for locating and providing service to priority populations as described in the Eligible Service Population section.

Budget/Financial Control ............................................................................................... 20

Points shall be awarded on the basis of an agency's demonstration of: a) compliance with budget specifications b) adequate accounting systems and internal controls

Budget should reflect amount budgeted by each service category and service unit. Please describe how the 25% match will be achieved.

Organizational Management and Stability .................................................................... 15

Points shall be awarded on the basis of the Bidders organizational management and stability as evidenced by responses to the specifications, organization, staff positions, specific responsibilities of the FCSP, minimum qualifications, adequacy of bidders facilities and resources.

Program Innovation ....................................................................................................... 10

Points shall be awarded on the basis of the Bidders innovative approaches to provide services as outlined in the Proposal Specifications.

TOTAL: ....................................................................................................................... 100




SECTION 6: CONTRACT SPECIFICATIONS and INSURANCE REQUIREMENTS

Upon acceptance of a proposal, the successful bidder will enter into a standard County contract that specifies:

1. Parties to the Contract

2. Effective Funding Dates

3. Legal Capacity (Agency Type)

4. Signatories to the Contract

5. Service Specifications and Provisions for Monitoring and Evaluation

6. Contract Compliance. Contractor must be fully operational and in full contract compliance within 90 days of the beginning date of the contract, at which time Contractor's capacity to fulfill contract goal will be evaluated by the Area Agency on Aging.

7. Provisions Related To:

a. Insurance and indemnification

b. Books, records, and reporting

8. Fiscal Provisions:

a. Program budget (see attachment C, Page 44) segregated into direct and indirect costs to determine reasonableness and allowance of line items.

i. Provisions for audit

ii. Method of payment to Contractor

iii. Note: if, during the contract period, service levels are not being met,

then the budget may be reduced to reflect the current levels.



9. Special Conditions: Include both Federal sub recipient award and grant special conditions.

10. General Conditions. A copy of County standard contract General Conditions is attached to this RFP packet and incorporated herein by reference. County General Conditions outline county boilerplate contract requirements.

11. Insurance. During the entire term of this Contract and any extension or modification thereof, the Contractor shall keep in effect insurance policies meeting the County General Conditions unless otherwise expressed in the Special Conditions:

THE COUNTY WILL NOT ISSUE A CHECK FOR REIMBURSEMENT TO A SUBCONTRACTOR unless current acceptable insurance certificate(s) are on file with the County. If an applicant is awarded a contract from the County, a Certificate of Insurance must be provided. This certificate, issued by the insuring agent, must list coverage required by the County, the amounts of coverage, and expiration date. The certificate must also name "Contra Costa County, its officers and employees as additional insured".

Contractors are responsible for renewing coverage and updating written certificates during the contract period. Failure to keep current certification(s) on file will delay payments and could result in contract cancellation.




ATTACHMENTS



Attachment A: FACE SHEET

FACE SHEET PROPOSAL FOR SERVICE PROGRAM FUNDS

Employment and Human Services Department Attn: Contracts Unit 40 Douglas Drive Martinez, CA 94553-4359

_______________________________________________________________________ 1. TITLE OF PROPOSED PROJECT _______________________________________________________________________ 2. LEGAL NAME OF CORPORATION 3. PRIMARY CONTACT PERSON (name, street, city, zip, phone) (name, title, address, phone, email) _______________________________________________________________________ 4. TAX PAYER ID# Check one: _____Public Agency _____Private, Non-profit Agency _____Other - Specify____________ _______________________________________________________________________ 5. ADDRESS(ES) WHERE PROPOSED 6. NAME OF OFFICIAL AUTHORIZED PROGRAM WILL BE CONDUCTED TO SIGN FOR BIDDERS _______________________________________________________________________ 7. NAME AND TITLE OF PERSON TO 8. PROPOSED PROJECT PERIOD WHOM CONTRACT PAYMENTS SHOULD BE SENT Start Date______ End Date______



FACE SHEET PAGE 2

9. PROPOSED BUDGET FOR _____________________________________PROGRAM

$_________________ Funds Requested

$___________________ 25% Match (Cash or In-kind)

$__________________ Total Budget Requested

_______________________________________________________________________ 10. TERMS AND CONDITIONS: It is understood and agreed by the undersigned that: 1) funds awarded as a result of this proposal are to be expended for the purposes set forth herein and in accordance with all applicable laws, regulations, policies, and procedures of the County and the California Department of Aging and Administration on Aging, U.S. Department of Health and Human Services; 2) any proposed changes in the proposal as approved will be submitted in writing by the Bidder and upon written notification of approval by the County shall be deemed incorporated into and become part of this agreement; 3) funds awarded by the Board of Supervisors may be terminated at any time if any terms, conditions, and/or requirements of this agreement are not fulfilled; 4) this proposal is made without collusion with any other party; 5) only the Bidder named above is a party to this proposal; 6) if this proposal is accepted by the Board of Supervisors of Contra Costa County, Bidder will enter into a standard contract with Contra Costa County to provide all work specified herein at the costs which are proposed; 7) the attached documentation is submitted in support of the Bidders proposal; 8) Bidder agrees to provide the County with any other information the County determines is necessary for an accurate determination of the Bidders qualifications; 9) Bidder agrees to allow the County, State, and Federal governments to audit Bidders financial and other records. _______________________________________________________________________ 11. SIGNATURE OF OFFICIAL (NAMED ABOVE IN ITEM 6.) DATE: ______________________________________________________________________ (THIS FORM MUST ACCOMPANY THE PROPOSAL PACKAGE WHEN SUBMITTED.)



Attachment B TABLE OF CONTENTS:

TABLE OF CONTENTS

Description Page limits

(delete this column in final proposal)

Page #

Face Sheet (Attachment A) 2 pages

RFP Table of Contents (Attachment B) 1 page

Bidders Statement of Qualifications 1 page

Program Specifications -

A. Service Delivery 1 page/program

B. Organizational Capacity to Provide Service/Adequacy of Bidders facilities and resources.

1 page/program

C. Program Administration and Supervision 1 page/program

D. Additional Revenue Resources 1 page

E. Outreach/Targeting 1 page/program

F. Staff Experience 1 page/program

G. Program Innovation 1 page/program

H. Program Collaboration 1 page/program

I. Program Budget (Attachment C)

Other Required Attachments

Agreement to allow County to contact Bidders’ other contractors

Business or professional licenses or certificates

Agreement to provide additional information at County request

List of Board of Directors

Articles of Incorporation

Agency Authorization to contract with County

Organization Charts (Organization and Staff)

Fiscal Attachments (Only one (1) original of each)

Audited Financial Statement

Current Agency Operating Budget

Accounting Systems and Internal Controls

Administration of Financial System

Fiscal Experience and Solvency



Attachment C: BUDGET TEMPLATE and BUDGET TEMPLATE INSTRUCTIONS:

BUDGET

Fee for Service with Match Budget Template

Fiscal Year: 20xx-20xx

Contractor: Agency / Last, First Request for Proposal Number: 1167 Period From: Period To: Total Budget:

Required Match: Total Budget

with Match -

Services Provided Rate/Fee Units/Basis (describe) Number of Units Total Budget Required Match

Example: Building Security 20.23 Hour 168 3,398.64

Match: Building Security 20.23 Hour 50 1,011.50

Example: Building Security 22.23 hour: holiday 56 1,244.88

1 Public Information on Caregiving Event

2 Community Education on Caregiving Event

3 Caregiver Outreach Contact

4 Caregiver Information & Assistance Contact

5 Caregiver Legal Resource Contact

6 Caregiver Assessment Hour

7 Caregiver Training Hour

8 Caregiver Case Management Hour

9 In-Home Personal Care Hour

10 Caregiver Counselling Hour

11 Indirect Costs Overall

12 Match - Public Information on Caregiving Event

13 Match - Community Education on Caregiving Event

14 Match - Caregiver Outreach Contact

15 Match - Caregiver Information & Assistance Contact

16 Match - Caregiver Legal Resource Contact

17 Match - Caregiver Assessment Hour

18 Match - Caregiver Training Hour

19 Match - Caregiver Case Management Hour

20 Match - In-home Personal Care Hour

21 Match - Caregiver Counselling Hour

22 Match: Indirect Costs Overall

Total Budget

Total budget (from cell C7 and C8)

must be zero

Total Budget

with Match

from cell E8

must be zero



Fee For Service with Match Budget Template

BUDGET TEMPLATE PREPARATION INSTRUCTIONS Yellow and blue shaded cells are for data entry. Do not enter on the non-shaded cells. Enter Total Budget Amount in Cell C7 Enter Total Required Match Amount in Cell C8 Required Match Amounts should be entered on separate line items beginning in row 14. Information shown in the header and footer will be completed by a staff member at EHSD Contracts Unit. Please, ensure that total budgeted amount does not exceed the amount listed in the Request for Proposal or Request for Information.




EXHIBITS EXHIBIT A: GENERAL CONDITIONS 1. Compliance with Law. Contractor is subject to and must comply with all applicable federal, state, and

local laws and regulations with respect to its performance under this Contract, including but not limited

to, licensing, employment, and purchasing practices; and wages, hours, and conditions of employment,

including nondiscrimination.

2. Inspection. Contractor's performance, place of business, and records pertaining to this Contract are

subject to monitoring, inspection, review and audit by authorized representatives of the County, the

State of California, and the United States Government.

3. Records. Contractor must keep and make available for inspection and copying by authorized

representatives of the County, the State of California, and the United States Government, the

Contractor's regular business records and such additional records pertaining to this Contract as may be

required by the County.

a. Retention of Records. Contractor must retain all documents pertaining to this Contract for five

years from the date of submission of Contractor's final payment demand or final Cost Report; for

any further period that is required by law; and until all federal/state audits are complete and

exceptions resolved for this Contract's funding period. Upon request, Contractor must make these

records available to authorized representatives of the County, the State of California, and the United

States Government.

b. Access to Books and Records of Contractor, Subcontractor. Pursuant to Section 1861(v)(1) of

the Social Security Act, and any regulations promulgated thereunder, Contractor must, upon written

request and until the expiration of five years after the furnishing of services pursuant to this

Contract, make available to the County, the Secretary of Health and Human Services, or the

Comptroller General, or any of their duly authorized representatives, this Contract and books,

documents, and records of Contractor necessary to certify the nature and extent of all costs and

charges hereunder.

Further, if Contractor carries out any of the duties of this Contract through a subcontract with a

value or cost of $10,000 or more over a twelve-month period, such subcontract must contain a

clause to the effect that upon written request and until the expiration of five years after the

furnishing of services pursuant to such subcontract, the subcontractor must make available to the

County, the Secretary, the Comptroller General, or any of their duly authorized representatives, the



subcontract and books, documents, and records of the subcontractor necessary to verify the nature

and extent of all costs and charges thereunder.

This provision is in addition to any and all other terms regarding the maintenance or retention of

records under this Contract and is binding on the heirs, successors, assigns and representatives of

Contractor.

4. Reporting Requirements. Pursuant to Government Code Section 7550, Contractor must include in all

documents and written reports completed and submitted to County in accordance with this Contract, a

separate section listing the numbers and dollar amounts of all contracts and subcontracts relating to the

preparation of each such document or written report. This section applies only if the Payment Limit of

this Contract exceeds $5,000.

5. Termination and Cancellation.

a. Written Notice. This Contract may be terminated by either party, in its sole discretion, upon thirty-

day advance written notice thereof to the other, and may be cancelled immediately by written

mutual consent.

b. Failure to Perform. County, upon written notice to Contractor, may immediately terminate this

Contract should Contractor fail to perform properly any of its obligations hereunder. In the event

of such termination, County may proceed with the work in any reasonable manner it chooses. The

cost to County of completing Contractor's performance will be deducted from any sum due

Contractor under this Contract, without prejudice to County's rights to recover damages.

c. Cessation of Funding. Notwithstanding any contrary language in Paragraphs 5 and 11, in the

event that federal, state, or other non-County funding for this Contract ceases, this Contract is

terminated without notice.

6. Entire Agreement. This Contract contains all the terms and conditions agreed upon by the parties.

Except as expressly provided herein, no other understanding, oral or otherwise, regarding the subject

matter of this Contract will be deemed to exist or to bind any of the parties hereto.

7. Further Specifications for Operating Procedures. Detailed specifications of operating procedures

and budgets required by this Contract, including but not limited to, monitoring, evaluating, auditing,

billing, or regulatory changes, may be clarified in a written letter signed by Contractor and the

department head, or designee, of the county department on whose behalf this Contract is made. No

written clarification prepared pursuant to this Section will operate as an amendment to, or be considered

to be a part of, this Contract.



8. Modifications and Amendments.

a. General Amendments. In the event that the total Payment Limit of this Contract is less than

$100,000 and this Contract was executed by the County’s Purchasing Agent, this Contract may be

modified or amended by a written document executed by Contractor and the County’s Purchasing

Agent or the Contra Costa County Board of Supervisors, subject to any required state or federal

approval. In the event that the total Payment Limit of this Contract exceeds $100,000 or this

Contract was initially approved by the Board of Supervisors, this Contract may be modified or

amended only by a written document executed by Contractor and the Contra Costa County Board

of Supervisors or, after Board approval, by its designee, subject to any required state or federal

approval.

b. Minor Amendments. The Payment Provisions and the Service Plan may be amended by a written

administrative amendment executed by Contractor and the County Administrator (or designee),

subject to any required state or federal approval, provided that such administrative amendment may

not increase the Payment Limit of this Contract or reduce the services Contractor is obligated to

provide pursuant to this Contract.

9. Disputes. Disagreements between County and Contractor concerning the meaning, requirements, or

performance of this Contract shall be subject to final written determination by the head of the county

department for which this Contract is made, or his designee, or in accordance with the applicable

procedures (if any) required by the state or federal government.

10. Choice of Law and Personal Jurisdiction.

a. This Contract is made in Contra Costa County and is governed by, and must be construed in

accordance with, the laws of the State of California.

b. Any action relating to this Contract must be instituted and prosecuted in the courts of Contra Costa

County, State of California.

11. Conformance with Federal and State Regulations and Laws. Should federal or state regulations or

laws touching upon the subject of this Contract be adopted or revised during the term hereof, this

Contract will be deemed amended to assure conformance with such federal or state requirements.

12. No Waiver by County. Subject to Paragraph 9. (Disputes) of these General Conditions, inspections

or approvals, or statements by any officer, agent or employee of County indicating Contractor's

performance or any part thereof complies with the requirements of this Contract, or acceptance of the

whole or any part of said performance, or payments therefor, or any combination of these acts, do not

relieve Contractor's obligation to fulfill this Contract as prescribed; nor is the County thereby prevented



from bringing any action for damages or enforcement arising from any failure to comply with any of

the terms and conditions of this Contract.

13. Subcontract and Assignment. This Contract binds the heirs, successors, assigns and representatives

of Contractor. Prior written consent of the County Administrator or his designee, subject to any

required state or federal approval, is required before the Contractor may enter into subcontracts for any

work contemplated under this Contract, or before the Contractor may assign this Contract or monies

due or to become due, by operation of law or otherwise.

14. Independent Contractor Status. The parties intend that Contractor, in performing the services

specified herein, is acting as an independent contractor and that Contractor will control the work and

the manner in which it is performed. This Contract is not to be construed to create the relationship

between the parties, or between County and any Contractor employee, of agent, servant, employee,

partnership, joint venture, or association. Neither Contractor, nor any of its employees, is a County

employee. This Contract does not give Contractor, or any of its employees, any right to participate in

any pension plan, workers’ compensation plan, insurance, bonus, or similar benefits County provides

to its employees. In the event that County exercises its right to terminate this Contract, Contractor

expressly agrees that it will have no recourse or right of appeal under any rules, regulations, ordinances,

or laws applicable to employees.

15. Conflicts of Interest. Contractor covenants that it presently has no interest and that it will not acquire

any interest, direct or indirect, that represents a financial conflict of interest under state law or that

would otherwise conflict in any manner or degree with the performance of its services hereunder.

Contractor further covenants that in the performance of this Contract, no person having any such

interests will be employed by Contractor. If requested to do so by County, Contractor will complete a

“Statement of Economic Interest” form and file it with County and will require any other person doing

work under this Contract to complete a “Statement of Economic Interest” form and file it with County.

Contractor covenants that Contractor, its employees and officials, are not now employed by County

and have not been so employed by County within twelve months immediately preceding this Contract;

or, if so employed, did not then and do not now occupy a position that would create a conflict of interest

under Government Code section 1090. In addition to any indemnity provided by Contractor in this

Contract, Contractor will indemnify, defend, and hold the County harmless from any and all claims,

investigations, liabilities, or damages resulting from or related to any and all alleged conflicts of

interest. Contractor warrants that it has not provided, attempted to provide, or offered to provide any

money, gift, gratuity, thing of value, or compensation of any kind to obtain this Contract.

16. Confidentiality. To the extent allowed under the California Public Records Act, Contractor agrees to

comply and to require its officers, partners, associates, agents and employees to comply with all

applicable state or federal statutes or regulations respecting confidentiality, including but not limited

to, the identity of persons served under this Contract, their records, or services provided them, and

assures that no person will publish or disclose or permit or cause to be published or disclosed, any list



of persons receiving services, except as may be required in the administration of such service.

Contractor agrees to inform all employees, agents and partners of the above provisions, and that any

person knowingly and intentionally disclosing such information other than as authorized by law may

be guilty of a misdemeanor.

17. Nondiscriminatory Services. Contractor agrees that all goods and services under this Contract will

be available to all qualified persons regardless of age, gender, race, religion, color, national origin,

ethnic background, disability, or sexual orientation, and that none will be used, in whole or in part, for

religious worship.

18. Indemnification. Contractor will defend, indemnify, save, and hold harmless County and its officers

and employees from any and all claims, demands, losses, costs, expenses, and liabilities for any

damages, fines, sickness, death, or injury to person(s) or property, including any and all administrative

fines, penalties or costs imposed as a result of an administrative or quasi-judicial proceeding, arising

directly or indirectly from or connected with the services provided hereunder that are caused, or claimed

or alleged to be caused, in whole or in part, by the negligence or willful misconduct of Contractor, its

officers, employees, agents, contractors, subcontractors, or any persons under its direction or control.

If requested by County, Contractor will defend any such suits at its sole cost and expense. If County

elects to provide its own defense, Contractor will reimburse County for any expenditures, including

reasonable attorney’s fees and costs. Contractor’s obligations under this section exist regardless of

concurrent negligence or willful misconduct on the part of the County or any other person; provided,

however, that Contractor is not required to indemnify County for the proportion of liability a court

determines is attributable to the sole negligence or willful misconduct of the County, its officers and

employees. This provision will survive the expiration or termination of this Contract.

19. Insurance. During the entire term of this Contract and any extension or modification thereof,

Contractor shall keep in effect insurance policies meeting the following insurance requirements unless

otherwise expressed in the Special Conditions:

a. Commercial General Liability Insurance. For all contracts where the total payment limit of the

contract is $500,000 or less, Contractor will provide commercial general liability insurance,

including coverage for business losses and for owned and non-owned automobiles, with a minimum

combined single limit coverage of $500,000 for all damages, including consequential damages, due

to bodily injury, sickness or disease, or death to any person or damage to or destruction of property,

including the loss of use thereof, arising from each occurrence. Such insurance must be endorsed

to include County and its officers and employees as additional insureds as to all services performed

by Contractor under this Contract. Said policies must constitute primary insurance as to County,

the state and federal governments, and their officers, agents, and employees, so that other insurance

policies held by them or their self-insurance program(s) will not be required to contribute to any

loss covered under Contractor’s insurance policy or policies. Contractor must provide County with

a copy of the endorsement making the County an additional insured on all commercial general



liability policies as required herein no later than the effective date of this Contract. For all contracts

where the total payment limit is greater than $500,000, the aforementioned insurance coverage to

be provided by Contractor must have a minimum combined single limit coverage of $1,000,000.

b. Workers' Compensation. Contractor must provide workers' compensation insurance coverage

for its employees.

c. Certificate of Insurance. The Contractor must provide County with (a) certificate(s) of insurance

evidencing liability and worker's compensation insurance as required herein no later than the

effective date of this Contract. If Contractor should renew the insurance policy(ies) or acquire

either a new insurance policy(ies) or amend the coverage afforded through an endorsement to the

policy at any time during the term of this Contract, then Contractor must provide (a) current

certificate(s) of insurance.

d. Additional Insurance Provisions. No later than five days after Contractor’s receipt of: (i) a notice

of cancellation, a notice of an intention to cancel, or a notice of a lapse in any of Contractor’s

insurance coverage required by this Contract; or (ii) a notice of a material change to Contractor’s

insurance coverage required by this Contract, Contractor will provide Department a copy of such

notice of cancellation, notice of intention to cancel, notice of lapse of coverage, or notice of material

change. Contractor’s failure to provide Department the notice as required by the preceding

sentence is a default under this Contract

20. Notices. All notices provided for by this Contract must be in writing and may be delivered by deposit

in the United States mail, postage prepaid. Notices to County must be addressed to the head of the

county department for which this Contract is made. Notices to Contractor must be addressed to the

Contractor's address designated herein. The effective date of notice is the date of deposit in the mails

or of other delivery, except that the effective date of notice to County is the date of receipt by the head

of the county department for which this Contract is made.

21. Primacy of General Conditions. In the event of a conflict between the General Conditions and the

Special Conditions, the General Conditions govern unless the Special Conditions or Service Plan

expressly provide otherwise.

22. Nonrenewal. Contractor understands and agrees that there is no representation, implication, or

understanding that the services provided by Contractor under this Contract will be purchased by County

under a new contract following expiration or termination of this Contract, and Contractor waives all

rights or claims to notice or hearing respecting any failure to continue purchasing all or any such

services from Contractor.

23. Possessory Interest. If this Contract results in Contractor having possession of, claim or right to the

possession of land or improvements, but does not vest ownership of the land or improvements in the



same person, or if this Contract results in the placement of taxable improvements on tax exempt land

(Revenue & Taxation Code Section 107), such interest or improvements may represent a possessory

interest subject to property tax, and Contractor may be subject to the payment of property taxes levied

on such interest. Contractor agrees that this provision complies with the notice requirements of

Revenue & Taxation Code Section 107.6, and waives all rights to further notice or to damages under

that or any comparable statute.

24. No Third-Party Beneficiaries. Nothing in this Contract may be construed to create, and the parties

do not intend to create, any rights in third parties.

25. Copyrights, Rights in Data, and Works Made for Hire. Contractor will not publish or transfer any

materials produced or resulting from activities supported by this Contract without the express written

consent of the County Administrator. All reports, original drawings, graphics, plans, studies and other

data and documents, in whatever form or format, assembled or prepared by Contactor or Contractor’s

subcontractors, consultants, and other agents in connection with this Contract are “works made for hire”

(as defined in the Copyright Act, 17 U.S.C. Section 101 et seq., as amended) for County, and Contractor

unconditionally and irrevocably transfers and assigns to Agency all right, title, and interest, including

all copyrights and other intellectual property rights, in or to the works made for hire. Unless required

by law, Contractor shall not publish, transfer, discuss, or disclose any of the above-described works

made for hire or any information gathered, discovered, or generated in any way through this Agreement,

without County’s prior express written consent. If any of the works made for hire is subject to copyright

protection, County reserves the right to copyright such works and Contractor agrees not to copyright

such works. If any works made for hire are copyrighted, County reserves a royalty-free, irrevocable

license to reproduce, publish, and use the works made for hire, in whole or in part, without restriction

or limitation, and to authorize others to do so.

26. Endorsements. In its capacity as a contractor with Contra Costa County, Contractor will not publicly

endorse or oppose the use of any particular brand name or commercial product without the prior written

approval of the Board of Supervisors. In its County-contractor capacity, Contractor will not publicly

attribute qualities or lack of qualities to a particular brand name or commercial product in the absence

of a well-established and widely accepted scientific basis for such claims or without the prior written

approval of the Board of Supervisors. In its County-contractor capacity, Contractor will not participate

or appear in any commercially produced advertisements designed to promote a particular brand name

or commercial product, even if Contractor is not publicly endorsing a product, as long as the

Contractor's presence in the advertisement can reasonably be interpreted as an endorsement of the

product by or on behalf of Contra Costa County. Notwithstanding the foregoing, Contractor may

express its views on products to other contractors, the Board of Supervisors, County officers, or others

who may be authorized by the Board of Supervisors or by law to receive such views.



27. Required Audit.

a. If Contractor expends $750,000 or more in federal grant funds in any fiscal year from any source,

Contractor must provide to County, at Contractor's expense, an audit conforming to the

requirements set forth in the most current version of Code of Federal Regulations, Title 2, Part 200,

Subpart F.

b. If Contractor expends less than $750,000 in federal grant funds in any fiscal year from any source,

but the grant imposes specific audit requirements, Contractor must provide County with an audit

conforming to those requirements.

c. If Contractor expends less than $750,000 in federal grant funds in any fiscal year from any source,

Contractor is exempt from federal audit requirements for that year except as required by Code of

Federal Regulations, Title 2, Part 200, Subpart F. Contractor shall make its records available for,

and an audit may be required by, appropriate officials of the federal awarding agency, the General

Accounting Office , the pass-through entity and/or the County. If an audit is required, Contractor

must provide County with the audit.

d. With respect to the audits specified in sections (a), (b) and (c) above, Contractor is solely

responsible for arranging for the conduct of the audit, and for its cost. County may withhold the

estimated cost of the audit or 10 percent of the contract amount, whichever is greater, or the final

payment, from Contractor until County receives the audit from Contractor.

28. Authorization. Contractor, or the representative(s) signing this Contract on behalf of Contractor,

represents and warrants that it has full power and authority to enter into this Contract and to perform

the obligations set forth herein.

29. No Implied Waiver. The waiver by County of any breach of any term or provision of this Contract

will not be deemed to be a waiver of such term or provision or of any subsequent breach of the same

or any other term or provision contained herein.



EXHIBIT B: FEDERAL SUBRECIPIENT MONITORING SUBRECIPIENT MONITORING If (Contractor/Agency/Department) further passes through federal funds of this subaward, (Contractor/Agency/Department) shall make case-by-case determinations whether each agreement it makes for the disbursement casts the party receiving the funds in the role of a subrecipient or a contractor.

1. (Contractor/Agency/Department) must include information required by the Code of Federal Regulations (CFR), specifically, Title 2 CFR §200.331 (Requirements for pass through entities) in each subrecipient’s contract.

2. (Contractor/Agency/Department) must monitor its subrecipients consistent with

the requirements outlined in the Federal rules and applicable sections of the CFR, including 2 CFR §200 (Uniform Guidance).

3. (Contractor/Agency/Department) must evaluate each subrecipient’s risk of

noncompliance to determine the appropriate fiscal monitoring level, monitor the fiscal activities of subrecipient organizations to ensure that the subaward is in compliance with applicable Federal statutes and regulations and terms of the subaward, and verify that subrecipients are audited as required by Subpart F of 2 CFR §200.

4. (Contractor/Agency/Department) must retain documentation to prove that

determinations and monitoring were conducted during the contract term. EHSD, as a pass-through entity, may request those documents during fiscal monitoring.

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