NORTH CENTRAL TEXAS COUNCIL OF GOVERNMENTS’ AREA AGENCY ON AGING

FISCAL YEARS 2010-2011 REQUEST FOR PROPOSALS (RFP)

TITLE III-B DEMAND RESPONSE TRANSPORTATION AND TITLE III-C NUTRITION SERVICES

OVERVIEW

The North Central Texas Area Agency on Aging (NCTAAA) is a program of the North Central Texas Council of Governments (NCTCOG). It is a regional organization that plans, coordinates and delivers services for persons age 60 and over and their family caregivers. The NCTAAA serves residents of the 14 counties surrounding the Dallas/Fort Worth area. Part of a national network created by the 1973 amendments to the Older Americans Act, it is one of 28 area agencies on aging in the State of Texas. Its primary funding source is the Texas Department of Aging and Disability Services, which monitors the Agency for compliance with the Older Americans Act, the Texas Administrative Code, and other governing documents.

NCTCOG is seeking proposals from qualified entities to provide demand-response transportation, congregate meal, and home-delivered meal services. Agencies may bid on one, two or three services covered under this RfP.

QUESTIONS

All questions concerning this request for proposals must be in writing, and be received by NCTCOG via fax or email. Submit questions to:

Doni Van Ryswyk Manager of Aging Programs Fax: (817) 695-9274 Email: [email protected]

NCTCOG will issue written replies to all known prospective bidders, without identifying those who submit questions.

EVENT SCHEDULE DATE

Demand-Response Transportation and Nutrition Services RfP Released July 13, 2009 Bidders Conference Held July 22, 2009 RFP Submissions Due August 24, 2009 Proposals Evaluated August 24-September 17, 2009 Funding Decisions Made September 24, 2009 Contracts Begin October 1, 2009

FY10 Demand-Response Transportation and Nutrition Services RFP 1 RFP SUBMISSION INSTRUCTIONS

Proposal responses must be received in the North Central Texas Council of Governments’ offices no later than Monday, August 24, at 10:00 a.m. Responses must be received at the address below, marked as “Confidential,” and identified as “NCTAAA 2010 Title III-B Demand Response Transportation and/or Title III-C Nutrition Services RFP” in the bottom left-hand corner of each envelope. Submit to:

Physical Address Mailing Address Doni Van Ryswyk Doni Van Ryswyk Manager of Aging Programs Manager of Aging Programs NCTAAA NCTAAA 616 Six Flags Drive PO Box 5888 Arlington, TX 76011 Arlington, TX 76005-5888

The NCTAAA reserves the right to reject electronic mail and late responses.

Proposal information is restricted and not publicly available until after award of a contract. All documents associated with the RFP, unless proposer indicates a portion of the proposal is proprietary, will be subject to public inspection in accordance with the Open Records Act. All information obtained during the course of this RFP will become the property of the NCTCOG.

All proposals must be signed by a person who is authorized to sign contracts on behalf of the entity submitting the proposal.

MODIFICATION OR WITHDRAWAL OF PROPOSALS

A proposal that is in the possession of NCTCOG may be modified by letter or fax transmission bearing the signature of the person authorized for bidding, provided it is received prior to the submission deadline.

A proposal that is in the possession of NCTCOG may be withdrawn by the person authorized for bidding, either in person or by written request, up to the time of the submission deadline.

SCOPE OF WORK/SERVICE DEFINITIONS

The successful entity shall agree to contract with NCTCOG to provide one or more of the following services:

DEMAND-RESPONSE TRANSPORTATION: Non-emergency transportation designed to carry clients from specific origin to specific destination upon request. Clients request the transportation service in advance of their need, usually twenty-four to forty-eight hours prior to the trip. Eligible persons include persons age 60 and over, and escorts as needed.

For specific program standards, please refer to Texas Administrative Code 84.3 (attached) http://info.sos.state.tx.us/pls/pub/readtac$ext.TacPage? sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=40&pt=1&ch=84&rl=3. By submitting a proposal for Demand-Response Transportation, the proposing entity certifies that it is capable of meeting the service standards contained therein.

UNIT OF SERVICE: One one-way trip.

FY10 Demand-Response Transportation and Nutrition Services RFP 2 CONGREGATE MEALS: A hot or other appropriate meal served to an eligible person that meets one third (1/3) of the recommended daily allowances (RDA), as established by the Food and Nutrition Board of the Institute of Medicine of the National Academy of Sciences and complies with the Dietary Guidelines for Americans, published by the Secretary of Health and Human Services and the Secretary of Agriculture, and which is served in a congregate setting. There are two types of congregate meals:  Standard meal: a regular meal from the standard menu that is served to the majority or all of the participants.  Therapeutic meal or liquid supplement: a special meal or liquid supplement that has been prescribed by a physician and is planned specifically for the participant by a dietician (e.g., diabetic diet, renal diet, pureed diet, tube feeding).

Eligible persons include those age 60 and over, their spouses, individuals providing volunteer services during the meal hours, individuals with disabilities who are not older individuals but who reside in housing facilities occupied primarily by older individuals at which congregate nutrition services are provided, and individuals with disabilities who reside at home with and accompany older individuals eligible under Section 339(H) of the Older Americans Act.

For specific program standards, please refer to Texas Administrative Code 84.5 (attached) http://info.sos.state.tx.us/pls/pub/readtac$ext.TacPage? sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=40&pt=1&ch=84&rl=5. By submitting a proposal for Congregate Meals, the proposing entity certifies that it is capable of meeting the service standards contained therein.

UNIT OF SERVICE: One meal.

HOME-DELIVERED MEALS: Hot, cold, frozen, dried, canned or supplemental food (with a satisfactory storage life) which provides a minimum of one-third (1/3) of the daily recommended dietary allowances (RDA), as established by the Food and Nutrition Board of the Institute of Medicine of the National Academy of Sciences and complies with the Dietary Guidelines for Americans, published by the Secretary of Health and Human Services and the Secretary of Agriculture, and is delivered to an eligible person in the place of residence. The objective is to help the recipient sustain independent living in a safe and healthful environment. There are two types of home-delivered meals:  Standard meal: a regular meal from the standard menu that is served to the majority or all of the participants.  Therapeutic meal or liquid supplement: a special meal or liquid supplement that has been prescribed by a physician and is planned specifically for the participant by a dietician (e.g., diabetic diet, renal diet, pureed diet, tube feeding).

The Texas Department of Aging and Disability Services, as primary funding source, has established a standard of five hot meals per client per week, unless the provider submits a waiver request that is subsequently approved.

Eligible persons include homebound persons age 60 and over and a spouse of an older client, if receipt of the meal is in the best interest of the homebound older client.

For specific program standards, please refer to Texas Administrative Code 84.5 (attached) http://info.sos.state.tx.us/pls/pub/readtac$ext.TacPage? sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=40&pt=1&ch=84&rl=5. By submitting a proposal for Home-Delivered Meals, the proposing entity certifies that it is capable of meeting the service standards contained therein.

FY10 Demand-Response Transportation and Nutrition Services RFP 3 UNIT OF SERVICE: One meal.

CLIENTELE: Services must be available to all eligible persons age 60 and over who live in the county be served. Priority should be given to older persons with greatest economic need, greatest social need, severe disabilities, limited English proficiency, Alzheimer’s and related disorders with neurological and organic brain dysfunction, and/or risk of institutional placement.

PERIOD OF PERFORMANCE

Contracts awarded for all program included in this RFP begin on October 1, 2009, and terminate on September 30, 2010, subject to a one-year extension. NCTCOG has a two-year planning and contracting cycle for Title III-B Demand Response Transportation and Tile III-C Nutrition Services, with funds allocated annually. All proposals must reflect operating plans and budgets for the period of October 1, 2009 through September 30, 2010. It is the intent of NCTCOG to extend the one-year contract for one subsequent year to those agencies that are operating within the terms of said Contract. Prior to October 1, 2010, it will request a Fiscal Year 2011 budget for services under this Contract, and negotiate Fiscal Year 2011 unit rates at that time.

REMUNERATION

NCTCOG shall establish maximum funding levels for contractors. Contractors for demand-response transportation and nutrition services shall be reimbursed on a unit-rate basis, after program costs are incurred and reported to the NCTCOG through monthly program reports. The contractor will operate services under this Contract on an “at-risk” basis, through which it delivers service units at the unit rate negotiated by NCTCOG. The contractor must be able to operate the program with non-Federal funding until Title III funds become available. At the beginning of the contract period, there may be a delay of several months until Title III funds become available.

All Title III-B Demand Response Transportation and Title III-C Nutrition Services funds require a 10% match. As such, no more than 90% of the contractor’s total program budget may be reimbursed by NCTCOG. The required match may be cash and/or in-kind. In-kind match may be derived from discounted or donated goods or services that are essential to the program, and valuated and documented appropriately.

REPORTING REQUIREMENTS

Contractors must submit various reports to NCTCOG, using one or all of the following formats: email, fax and mail. Contractors may be required to install and fully implement the AIM (Advanced Information Management) computer software to track and report service and participant statistics. Monthly reports must be received on the 8th day of each month, and shall include all data for the previous month. In the event that the 8 th falls on a weekend or holiday, monthly reports shall be due by close of business on the prior workday. Late, incomplete, and/or incorrect reports may result in delayed payments, sanctions and/or penalties. Reports to be submitted include, but are not limited to:

1. Monthly request for reimbursement. Such requisition for payment shall reflect total actual costs incurred by contractor under this contract for the billing period (previous calendar month), the amount of such costs to be covered by contractor's match, and the amount of such costs for which the contractor seeks payment from NCTCOG. a. Monthly report of programmatic activity, to include SC32, SC36, and SC63. 2. Other periodic reports as may be required.

SELECTION CRITERIA FY10 Demand-Response Transportation and Nutrition Services RFP 4 Proposals will be evaluated on the following criteria:

a. Responsiveness to RFP

The maximum number of points that can be received for responsiveness to the RFP is 10. The proposal will be rated in terms of the degree to which all required narrative and forms are included in the proposal and are technically correct. In evaluating proposals, the RAAC Proposal Review Subcommittee will consider such things as: the specificity of response to narrative questions; the internal consistency of data presented; the availability of required forms and documents; and the degree to which RFP instructions are followed.

b. Program Effectiveness

The maximum number of points that can be received for potential program effectiveness is 30. In evaluating proposals, the RAAC Proposal Review Subcommittee will consider such things as the extent to which the program targets priority populations and meets such persons’ service needs; informs eligible persons of service availability; and leverages other support.

c. Service Volumes and Cost Effectiveness

The maximum number of points that can be received for cost effectiveness is 50. The proposal will be rated on the basis of the number of clients served during the prior and current fiscal years, number of clients projected to be served, number of units provided during the prior and current fiscal years, number of units projected to be provided, projected cost per unit of service, and projected cost per unduplicated client.

d. Staff Capability

The maximum number of points that can be received for staff capability is 10. The proposal will be rated on the basis of depth and breadth of staffing, clarity of job descriptions, and job qualifications reflected in the proposal for the professional and technical staff persons who would work on the project.

e. Performance Record and Quality Control

The maximum number of points that can be received for administrative capability is 30. The proposal will be rated in terms of the applicant's demonstrated capability for administering Title III-B Demand Response Transportation and/or Title III-C Nutrition Service programs, providing necessary programmatic and fiscal controls, and ensuring client satisfaction. Organizations that have not contracted with the NCTCOG may submit their most recent audits as evidence of their ability to provide fiscal controls.

The maximum number of points that may be awarded is 130.

REVIEW PROCESS

Should the NCTCOG receive competing proposals, it will conduct a competitive review process. Members of the Regional Aging Advisory Committee (RAAC) Proposal Review Subcommittee will score proposals and make funding recommendations to NCTCOG’s Executive Board. NCTCOG shall have the ability to conduct negotiations, as directed by the RAAC Proposal

FY10 Demand-Response Transportation and Nutrition Services RFP 5 Review Subcommittee, regarding certain elements of the program, including scope of services, type of services, and funding levels.

APPEAL PROCESS

Any proposing agency may request reconsideration of the proposal score determined by the RAAC Proposal Review Subcommittee. The request should be directed to the Manager of Aging Programs, who will present it to the full Regional Aging Advisory Committee.

If reconsideration by the Regional Aging Advisory Committee does not result in a resolution of the concern, a representative of NCTCOG's Executive Board may review the matter. The Board representative will determine whether the matter will be carried to the full Executive Board for further consideration.

Any request for reconsideration must be in writing and should specify in detail the nature of the appeal.

PROPOSAL RESPONSE FORMAT

Submit one original and three (3) copies of the proposal by the date and time indicated in the submission instructions. The proposal should include:  Proposal Cover Sheet  Applicant’s Notice of Certification  Narrative for each proposed program, as described in the Proposal Outline  Budget for each service  Budget attachments for nutrition services, which include: o In-kind Match Certification (if 10% match requirement will not be satisfied with cash) o Per Meal Calculation Budget o Certification Page  Standard Assurances  Certification Regarding Debarment Please do not bind the original.

BIDDERS’ CONFERENCE

NCTCOG will conduct a Title III-B Demand Response Transportation and/or Title III-C Nutrition Services Bidders Conference Wednesday, July 22, at 1:00 p.m in the 9-1-1 Training Room, 3rd Floor, 616 Six Flags Drive, Arlington. Potential respondents are encouraged, but not required, to attend the bidders conference.

GENERAL TERMS AND CONDITIONS

A. NCTCOG reserves the right to accept or reject any and/or all proposals or to cancel this notice at any time. NCTCOG reserves the right to award more than one contract per service area and/or award a contract for a portion of a proposed service area.

B. A response to this Request for Proposal (RFP) does not commit NCTCOG to a purchase agreement or contract, or to pay any costs incurred in the preparation of such response. NCTCOG reserves the right to negotiate the final terms of any and all contracts with bidders selected and such agreements negotiated as a result of this RFP may be re- negotiated and/or amended in order to successfully meet the agency needs.

FY10 Demand-Response Transportation and Nutrition Services RFP 6 C. NCTCOG reserves the right to waive any defect in this procurement process or to make changes to this solicitation as it deems necessary. NCTCOG will provide notification of such changes to all bidders recorded in the official record as having received or requested an RFP.

D. NCTCOG reserves the right to contact any individual, agencies or employers listed in a proposal, to contact others who may have experience and/or knowledge of the bidder's relevant performance and/or qualifications. NCTCOG reserves the right to request additional information from any and all proposers.

E. NCTCOG reserves the right to conduct a review of records, systems, procedures, etc., of any entity selected for funding. This may occur prior or subsequent to the award of a purchase agreement. Misrepresentation of the proposer's ability to perform as stated in the proposal may result in cancellation of the purchase agreement award.

F. NCTCOG reserves the right to withdraw or reduce the amount of an award, or to cancel any contract resulting from this procurement if adequate funding is not available.

G. Proposers shall not, under penalty of law, offer or provide any gratuities, favors or anything of monetary value to any officer, member, employee or agent of NCTCOG for the purpose of or having the effect of influencing favorable disposition toward their own proposal or any other proposal submitted hereunder.

H. No employee, officer or agent of NCTCOG shall participate in the selection, award or administration of a contract if a conflict of interest, real or apparent, exists.

I. Proposers shall not engage in any activity that will restrict or eliminate competition. Violation of this provision may cause a proposer's bid to be rejected. This does not preclude joint ventures or subcontracts.

J. All proposals submitted must be an original work product of the proposers. The copying, paraphrasing or other use of substantial portions of the work product of others and submitted hereunder, as original work of the proposer is not permitted. Failure to adhere to this instruction may cause the proposal(s) to be rejected.

K. The only purpose of this RFP is to ensure uniform information in the selection of proposals and procurement of services. This RFP is not to be construed as a purchase agreement or contract, or as a commitment of any kind, nor does it commit NCTCOG to pay for costs incurred prior to the execution of a formal contract.

L. The contents of a successful proposal may become a contractual obligation, if selected for award of a contract. Failure of the proposer to accept this obligation may result in cancellation of the award. No plea of error or mistake shall be available to successful proposer(s) as a basis for release of proposed services at stated price/cost. Any damages accruing to NCTCOG as a result of the proposer's failure to contract may be recovered from the proposer.

M. A contract with the selected provider may be withheld at sole discretion if issues of contract compliance or questioned/disallowed costs exist, until such issues are satisfactorily resolved. Award of contract may be withdrawn by NCTCOG if resolution is not satisfactory to NCTCOG.

FY10 Demand-Response Transportation and Nutrition Services RFP 7 N. NCTCOG is the responsible authority for handling complaints or protests regarding the proposal selection process. This includes, but is not limited to, disputes, claims, protests of award, source evaluation or other matters of a contractual nature. Matters concerning violation of law shall be referred to such authority, as may have proper jurisdiction.

O. At all times during the term of a contract with NCTCOG, the contractor shall procure, pay for and maintain, with approved insurance carriers, the minimum insurance requirements as required by law and shall require all subcontractors and sub-subcontractors performing work for which the same liabilities may apply under this contract to do likewise. The contractor may cause the insurance to be affected in whole or in part by the subcontractors or sub-subcontractors under their contracts. NCTCOG reserves the right to waive or modify insurance requirements at its sole discretion.

P. Contractor covenants and agrees to indemnify and hold harmless and defend and does hereby indemnify, hold harmless, and defend NCTCOG, its officers and employees, from and against any and all suits or claims for damages or injuries, including death, to persons or property, whether real or asserted, arising out of any negligent act or omission on the part of the contractor, its officers, agents, servants, employees, or subcontractors. The contractor does hereby assume all liability for injuries, claims or suits for damages to persons, property, or whatever kind of character, whether real or asserted, occurring during or arising out of the performance of a contract as a result of any negligent act or omission on the part of the contractor, its officers, agents, servants, employees, or subcontractors to the extent permitted by law.

Q. Confidential or proprietary information of the proposer will not be disclosed to the proposer’s competitors. The proposer shall clearly identify in its response elements of the proposal that are considered proprietary. The proprietary information shall be separated from the rest of the proposal. Neither the proposal, in its entirety, nor the proposal price can be considered confidential or proprietary. All proposals are subject to terms of open records regulations. However, they are not available to the public until after award of the contract.

FY10 Demand-Response Transportation and Nutrition Services RFP 8 TITLE III-B DEMAND RESPONSE TRANSPORTATION AND/OR TITLE III-C NUTRITION SERVICES

PROPOSAL COVER SHEET Fiscal Years 2010-2011

COUNTY(IES) TO BE SERVED:______

SERVICES PROPOSED: ____ Demand Response Transportation ____ Congregate Meals ____ Home-Delivered Meals

AGENCY NAME:

DIRECTOR’S NAME:

MAILING ADDRESS:

PHONE: FAX:

APPLICATION CONTACT PERSON:

Authorized Official Signature

Authorized Official Name (Typed or Printed)

Official's Title

Date

North Central Texas Council of Governments’ Area Agency on Aging P.O. Box 5888 Arlington, TX 76005-5888 (817) 695-9193

FY10 Demand-Response Transportation and Nutrition Services RFP 9 APPLICANT'S NOTICE OF CERTIFICATION

It is hereby certified that the submission of this proposal is duly authorized by the governing body of the agency shown and that the information in this proposal is correct to the best of my knowledge. All designated “authorized signature” areas of the RFP and its attachments must be signed by the chairperson or comparable position of the applicant’s Board of Directors.

______Legal Name of Proposing Agency

______Address

______City State Zip Code

______(Area Code) Telephone Number

(Please Check)

Unit of Government Profit Corporation Non-Profit Corporation

Authorized Official Signature

Authorized Official Name (Typed or Printed)

Official's Title

Date

FY10 Demand-Response Transportation and Nutrition Services RFP 10 TITLE III-B DEMAND RESPONSE TRANSPORTATION AND/OR TITLE III-C NUTRITION SERVICES

PROPOSAL OUTLINE

The proposal includes Proposal Cover Sheet, Applicant’s Notice of Certification, program specific narratives and budgets, Standard Assurances, and Certification Regarding Debarment.

Please attach a narrative that addresses the following in the order listed. Please retype the numbers and the headings.

A. Agency Narrative

1. What is your agency’s mission? 2. In what year did your agency start providing services? 3. What major programs are provided by your agency? 4. What are your agency’s major funding sources?

B. Transportation Program Narrative (complete only if bidding on Title III-B Demand Response Transportation)

1. In what county(ies) do you propose providing transportation services?

2. To which of the following destinations do you propose transporting eligible clients? a. medical appointments b. senior centers c. local businesses d. other (please specify)

3. If demand for senior transportation should exceed your agency’s capacity, describe the policy your agency will use to prioritize trips.

4. Describe how your agency’s transportation services will target for outreach older persons with greatest economic need, greatest social need, severe disabilities, limited English proficiency, Alzheimer’s and related disorders with neurological and organic brain dysfunction, and/or risk of institutional placement. Describe how your agency’s transportation services will accommodate older persons with greatest economic need, greatest social need, severe disabilities, limited English proficiency, Alzheimer’s and related disorders with neurological and organic brain dysfunction, and/or risk of institutional placement.

5. Describe your proposed strategy for notifying older adults of your agency’s transportation services.

6. Will you use non-Title III funds to support the transportation program? If so, describe the source and amount of non-Title III funds. Will you use any in-kind contributions to support the transportation program? If so, describe the source and amount of in-kind contributions.

7. For each county you propose to serve, please answer the following questions. If you FY10 Demand-Response Transportation and Nutrition Services RFP 11 propose serving more than one county, please respond separately for each county. a. From October 1, 2007 through September 30, 2008, how many persons age 60 and over did you transport? How many trips did these persons receive? b. From October 1, 2008 through the present, how many persons age 60 and over has your agency transported? How many trips have these persons received? c. During Fiscal Year 2010 (October 1, 2009 through September 30, 2010), how many riders age 60 and over do you expect to serve? How many trips do you expect these persons to receive?

8. List the professional and volunteer staff positions responsible for delivering/managing the transportation program, and describe qualifications of key staff members. Attach job descriptions for each of these positions.

9. Does your agency propose subcontracting any aspect of the transportation program? If so, to which agency, and how will you ensure the subcontractor’s compliance with program standards?

10. Describe the agency’s performance record, in terms of years of experience and success in administering Title III-B Demand Response Transportation services. Organizations that have not contracted with NCTCOG may submit their most recent audit.

11. Describe your agency’s procedures for ensuring client satisfaction with transportation services. If you conduct annual client satisfaction surveys of transportation participants, please summarize the findings.

C. Nutrition Services Narrative (complete only if bidding on Title III-C Congregate Meal and/or Home-Delivered Meal services)

1. In what county(ies), if any, does your agency propose serving congregate meals?

2. In what county(ies), if any, does your agency propose serving home-delivered meals?

3. Does your agency propose subcontracting any aspect of the preparation or delivery of the nutrition program(s)? If so, to which agency, and how will you ensure the subcontractor’s compliance with program standards?

4. If demand for nutrition services should exceed your agency’s capacity, describe the policy your agency will use to prioritize services.

5. Describe how your agency’s nutrition services will target older persons who have greatest economic need, greatest social need, and/or risk of premature institutionalization.

6. Describe your proposed strategies for notifying older adults of nutrition services.

7. Will you use non-Title III funds to support the nutrition program? If so, describe the source and amount of non-Title III funds. Will you use any in-kind contributions to support the nutrition program? If so, describe the source and amount of in-kind contributions.

FY10 Demand-Response Transportation and Nutrition Services RFP 12 8. Congregate Meal Proposed Service Levels. If you propose serving more than one county, please respond separately for each county. a. From October 1, 2007 through September 30, 2008, how many eligible congregate meal clients did you serve? How many meals did these persons receive? b. From October 1, 2008 through the present, how many eligible congregate meal clients have your served? How many congregate meals have these persons received? c. During Fiscal Year 2010 (October 1, 2009 through September 30, 2010), how many eligible congregate meal clients do you expect to serve? How many congregate meals do you expect these persons to receive?

9. Home-Delivered Meal Proposed Service Levels. If you propose serving more than one county, please respond separately for each county. a. From October 1, 2007 through September 30, 2008, how many eligible home- delivered meal clients did you serve? How many home-delivered meals did these persons receive? b. From October 1, 2008 through the present, how many eligible home-delivered meal clients have your served? How many home-delivered meals have these persons received? c. During Fiscal Year 2010 (October 1, 2009 through September 30, 2010), how many eligible home-delivered meal clients do you expect to serve? How many home- delivered meals do you expect these persons to receive?

10. List the professional and volunteer staff positions responsible for delivering/managing the nutrition services program(s), and describe qualifications of key staff members. Attach job descriptions for each of these positions.

11. Describe the agency’s performance record, in terms of years of experience and success in administering Title III-C Nutrition Services. Organizations that have not contracted with NCTCOG may submit their most recent audit.

12. Describe your agency’s procedures for ensuring client satisfaction with nutrition services. If you conducted a client satisfaction survey of nutrition service participants within the past year, please summarize the findings.

13. Nutrition programs must operate at least five or more days a week, except in rural areas where such frequency is not feasible and a lesser frequency is approved by NCTCOG and the Texas Department of Aging and Disability Services. If the nutrition program is not able to operate at least five or more days a week, please identify the affected area, number of days that meals would be served, and conditions that make less frequent service necessary. Please note, current providers who have already completed a waiver request can attach a copy of that waiver request to the application, and no further response is required.

FY10 Demand-Response Transportation and Nutrition Services RFP 13 D. Service Budget(s)

Please go to: http://www.dads.state.tx.us/providers/HDM/BudgetNegotiation.html to access rate-setting instructions and forms. Scroll down to: “Provider Rate Setting.”  Complete the In-Kind Form if you will not be providing a cash match of at least 10% for each service.  Complete the Per Meal Calculation Budget Form for each nutrition service.  Complete the Certification page for each service.

Please refer to the attached “FY10 Planning Figures” to obtain estimates of Title III revenues. Keep in mind that actual funding levels may be lesser or greater.

FY10 Demand-Response Transportation and Nutrition Services RFP 14