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From: Lemuel P. Randolph, Director
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Subject: RESOLUTION OF THE CITY OF SAN
BERNARDINO AUTHORIZING THE MAYOR
OF THE CITY OF SAN BERNARDINO OR HER
DESIGNEE TO APPLY FOR AND
ADMINISTER A GRANT FROM SAN
BERNARDINO COUNTY DEPARTMENT OF
AGING AND ADULT SERVICES FOR SENIOR
SUPPORTIVE SERVICES FROM THE PERIOD
OF JULY 1, 2004 THROUGH JUNE 30, 2005.
Dept: Parks, Recreation & Community
Services Dept.
Date: February 24, 2004 0 RIG I N A L
MICC Meeting Date: March 15, 2004
Synopsis of Previous Council Action:
March 9, 2004 ~ Heard by Grant Ad Hoc Committee and recommended for approval.
Recommended Motion:
Adopt Resolution
~/A~
/' Signature
Contact person: Walt Bratton
Phone: 384-5031
Supporting data attached Staff Report, Reso., & Application Ward:
City-wide
FUNDING REQUIREMENTS:
Amount: None; Grant Revenue $125, 000 to $189,000
Source: (Acct. No.)
{Ar('t n~~("rirtinn}
Finance:
Council Notes:
\<..t:;;"""'SO ~7 I04; - &. ~
Agenda Item No. ~
3} 15/D'l
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
5T AFF REPORT
Subiect:
Resolution of the City of San Bernardino authorizing the Mayor of the City of San Bernardino or
her designee to apply for and administer a grant from San Bernardino County Department of
Aging and Adult Services for Senior Supportive Services from the period of July 1, 2004 through
June 30, 2005.
Backl!round:
The City of San Bernardino, Parks, Recreation & Community Services Department has provided
nutrition services to seniors (60+) for 26 years through a grant funded by the County of San
Bernardino, Department of Aging and Adult Services (DAAS). Parks, Recreation and
Community Services Department staff has been notified of a similar grant for senior center
programs and services.
The Senior Supportive Services grant is funded by the County of San Bernardino, Department of
Aging and Adult Services. This grant will enable staff to increase our senior programs and
services, while reducing our general fund commitment to the senior centers. The Parks,
Recreation and Community Services Department is requesting to apply for and administer a grant
in an amount not to exceed $189,000.
This grant opportunity was provided to our department on February 23, 2004. Therefore, staff is
working on the application and it will be completed prior to the March 23, 2004 deadline. At
this time staff is evaluating the two senior centers to enhance current programs with this funding.
The categories and services that our department will be applying for are No. 14 and No. 15F (see
page 8, No.3 of contract).
A proposed budget is attached indicating that the majority of the funding would be used to cover
full time salaries for the senior centers. Part of the funding will be to add an additional full time
Community Center Manager to increase the level of service at the two senior centers. Currently,
both the Perris Hill and Fifth Street senior centers are supervised by one full time employee. The
addition of one full time Community Center Manager with these grant funds will provide equity
in supervision and increase the level of service at both sites.
If approved as requested the grant will fund two (2) current positions that will result in projected
general fund savings of $105,000 during the course of the grant. The position (i.e. Community
Center Manager) will be established with the understanding that when the grant is no longer
available the position will be eliminated. The department will be notified of the awarding of the
grant on June 8, 2004 and only at that time will we know the level of funding, if any, we will
receive for this grant. Application will include a certificate of self insurance.
Financial Impact:
No impact to the General Fund with this action, but if the grant is approved it may result in
savings to the General Fund. The County of San Bernardino Department of Aging and Adult
Services request In-Kind dollars as a grant match. Current office space and salaries will meet this
In-Kind match. (See Page 5; No. (A) 9 of attached contract for In-Kind Match requirements.)
Recommendation:
Adopt Resolution.
SALARIES
Positions SteD Monthly Annual Benefits 37.5% Grand totals
Recreation SUDervisor' 3 $4,371.00 $52,452.00 $19,669.50 $72,121.50
Community Center Manager" 1 $3,231 .00 $38,772.00 $14,539.50 $53,311.50
Recreation Coordinator' 1 $2,032.00 $24,384.00 $9,144.00 $33,528.00
Total of Salaries $158,961.00
Material & SUDDiies $30,000.00
Grant Total $188,961.00
$189,000.00'" I
, Current General Fund positions
"New position if grant funded
'''rounded to the nearest thousandth
Proposed Budget for Senior Supportive Services Grant
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RESOLU~~
RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
MAYOR OF THE CITY OF SAN BERc~ARDINO OR HER DESIGNEE TO APPLY
FOR AND ADMINISTER A GRANT FROM SAN BERNARDINO COUNTY
DEPARTMENT OF AGING AND ADULT SERVICES FOR SENIOR SUPPORTIVE
SERVICES FROM THE PERIOD OF JULY 1,2004 THROUGH JUNE 30, 2005.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. The Mayor of the City of San Bernardino or her designee is hereby
authorized to submit an application for and administer a grant not to exceed S 189,000 from San
Bernardino County Department of Aging and Adult Services for Senior Support Services for
the period ofJuly 1,2004 through June 30, 2005.
SECTION 2. The authorization granted hereunder shall expire and be void and of no
further effect if the application is not submitted within 120 days following the effective date of
this resolution.
III
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RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
MAYOR OF THE CITY OF SAN BER."IARDINO OR HER DESIGNEE TO APPLY
FOR AND ADMINISTER A GRANT FROM SAN BERNARDINO COUNTY
DEPARTMENT OF AGING AND ADULT SERVICES FOR SENIOR SUPPORTIVE
SERVICES FROM THE PERIOD OF JULY 1, 2004 THROUGH JUNE 30, 2005.
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
6 and Common Council of the City of San Bernardino at a
meeting thereof, held on the
_ day of
,2004, by the following vote, to wit:
Council Members:
AYES
NAYS
ABSTAIN
ABSENT
ESTRADA
LIEN LONGVILLE
McGINN1S
DERRY
KELLEY
JOHNSON
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this
day of
,2004.
Judith Valles, Mayor
City of San Bernardino
Approved as to
Form and legal content:
JAMES F. PENMAN,
City Attorney
Request For Applications
for
Senior Supportive Services
(Older American Act Title III B Funds)
Carol L. Anselmi
Assistant County Administrator
Human Services System
County of San Bernardino
Mary R. Sawicki
Director
Department of Aging and Adult Services
Administrative Support Division - Contracts Unit
150 South Lena Road
San Bernardino, CA 92415-0515
(909) 388-0241
RFA HSS 03-07
Request for Applications
Senior Supportive Services
County of San Bernardino Human Services System
RFA HSS 03-07
TABLE OF CONTENTS
I. INTRODUCTION ..................................... .......... .......... .......... ...................................1
A. Purpose
B. Minimum Applicant Requirements
C. Application Conferences
D. Correspondence
E. Application Submission Deadline
II. APPLICATION TIMELlNE ... .................................... ........ .............. ............................3
/II. APPLICATION CONDITIONS ........... .... ......................... ...... .......... .... ............... .........3
A. Contingencies
B. Modifications
C. Application Submission
D. Inaccuracies or Misrepresentations
E. Incurred Costs
F. Negotiations
G. Level of Service
IV. PROGRAM REQUiREMENTS................................................................................... 4
A. Definitions
B. Reference Documents
C. Background
D. Program Description
V. CONTRACT REQUIREMENTS ...............................................................................10
A. General
B. Indemnification and Insurance Requirements
C. Right to Monitor and Audit
VI. EQUAL EMPLOYMENT OPPORTUNITY/CIVIL RIGHTS............................................ 18
VII. FORMER COUNTY OFFICIALS ..............................................................................19
V/l1. IMPROPER CONSIDERATION .............................,.................................................19
IX. DISCLOSURE OF CRIMINAL AND CIVIL PROCEEDINGS .......................................19
X. CALIFORNIA PUBLIC RECORDS ACT ...................................................................20
XI. APPLICATION SUBMiSSiON........... ......... ......... ....................... ............... ........ ....... 21
A. General
B. Application Presentation
C. Guidelines for Completing Application
XII. APPLICATION EVALUATION AND SELECTION...................................................... 24
A. Evaluation Process
B. Evaluation Criteria
C. Contract Award
D. Protests
E. Final Authority
Request for Applications
Senior Supportive Services
County of San Bernardino Human Services System
RFA HSS 03-07
ATTACHMENT A - Senior Supportive Services Service Definitions
ATTACHMENT B - Complaint and Grievance Procedure
A TT ACHMENT C - Application for Project Award for Senior Supportive Services
ii
Request for Applications
Senior Supportive Services
San Bernardino County Human Services System
RFA HSS 03-07
I. INTRODUCTION
A. Purpose
The County of San Bernardino Department of Aging and Adult Services (OMS),
hereinafter referred to as the "County", is seeking Applications from interested and
qualified organizations and firms to provide senior supportive services pursuant to the
Older Americans Act Title III B. Cost reimbursement contracts will be awarded for the
one year period beginning July 1, 2004 through June 30, 2005. The County may, but is
not obligated to extend awarded contract(s) for up to two additional one-year periods
contingent on the availability of funds and Contractor performance. The number of
awards will be determined by the quality of the Applications received.
B. Minimum Applicant Requirements
Applicants must:
1. Have no record of unsatisfactory performance. The County's records of a
Contractor previously awarded a Contract will be considered in the evaluation
and selection process. Records may include, but are not limited to, monitoring
reports, CountyNendor correspondence, and history of timely compliance with
contract terms. Proposers may include information they deem relevant relating
to their prior performance under previous County Contract(s) in 1heir proposal.
Contractors who are or have been seriously deficient in current or recent
contract performance, in the absence of circumstances properly beyond the
control of the Contractor, shall be presumed to be unable to meet this
requirement.
2. Have the ability to maintain adequate files and records and meet statistical
reporting requirements.
3. Have the administrative and fiscal capability to provide and manage the
proposed services and to ensure an adequate audit trail.
4. Demonstrate the ability to secure additional funding sources to supplement the
grant funding allocated by the County for implementation of the Senior
Supportive Services Program.
5. Meet other presentation and participation requirements listed in this RFA.
Page 1 of 25
Request for Applications
Senior Supportive Services
San Bernardino County Human Services System
RFA HSS 03-07
C. Application Conferences
Proposers are encouraged to attend one of the three non-mandatory Application
Conferences. The conferences will be held at the following locations and times:
10:00 a.m.. Monday. Februarv 23.2004
Department of Public Works
Hearing Room 124
825 E. Third Street
San Bernardino. CA 92415
10:00 a.m.. Wednesday. Februarv 25.2004
Department of Aging & Adult Services
17270 Bear Valley Road. Suite 108
Victorville, CA 92392
10:00 a.m.. Thursday. Februarv 26.2004
Joshua Tree Community Center
6171 Sunburst Ave.
Joshua Tree. CA 92252
D. Correspondence
All correspondence. including Applications. must be submitted to:
County of San Bernardino
Human Services System
ATTN: HSS Contracts Unit (RFA HSS 03-07)
150 South Lena Road
San Bernardino. CA 92415-0515
Contact: Regina Dalton
Phone: (909) 388-0241
Fax: (909) 387-2900
E-mail: rdalton@hss.sbcounty.gov
During the Application and evaluation process. the individual identified above is the
sole contact point for any inquiries or information relating to this RFA. Only if
authorized by the County's contact. may other County Staff provide inforrnation. Any
violation of this procedure may be grounds for disqualification of the Applicant. It is
the responsibility of the Applicant to ensure that the RFA responses arrive in a timely
manner.
E. Application Submission Deadline
All Applications must be received at the address listed above no later than 4:00
p.m. on Tuesday, March 23, 2004. Facsimile or electronically transmitted Applications
will not be accepted since they do not contain original signatures. Postmarks will not be
accepted in lieu of actual receipt. Late Applications will not be considered.
Page 2 of 25
Request for Applications
Senior Supportive Services
San Bernardino County Human Services System
RFA HSS 03-07
II. APPLICATION TIMELlNE
Application Conferences 10:00 a.m.
Monday, February 23, 2004
10:00 a.m.
Wednesday, February 25, 2004
10:00 a.m.
Thursday, February 26, 2004
Deadline for submission of questions . 4:00 p.m.
(All questions must be submitted in writing.) Tuesday, March 2, 2004
Deadline for submission of Applications 4:00 p.m.
Tuesday, March 23, 2004
Tentative date for Mailing Award/Denial Letters Monday, April 26, 2004
Tentative Deadline for Protests Thursday, May 6, 2004
Tentative date for awarding of Contract(s) Tuesday, June 8, 2004
Tentative Start Date for Contract(s) Thursday, July 1, 2004
III. APPLICATION CONDITIONS
A. Contingencies
Funding for this program is contingent on Title III Funds from the Older Americans Act.
This Request For Application (RFA) does not commit the County to award a Contract.
The County realizes that cost, while not the primary factor, is an important factor in the
evaluation and selection process, and will award a contract based on the Application
that best meets the needs of the County.
The County reserves the right to accept or reject any or all Applications if the County
determines it is in the best interest of the County to do so. The County will notify all
Applicants, in writing, if the County rejects all Applications.
B. Modifications
The County has the right to issue addenda or amendments to ths RFA. The County
also reserves the right to terminate this procurement process at any time.
C. Application Submission
To be considered, all Applications must be submitted in the manner set forth in this
Application. It is the Applicant's responsibility to ensure that its Application
Page 3 of 25
Request for Applications
Senior Supportive Services
San Bernardino County Human Services System
RFA HSS 03-07
arrives on or before the specified time. All Applications and materials submitted
become the property of the County.
D. Inaccuracies or Misrepresentations
If in the course of the RFA process or in the administration of a resulting contract, the
County determines that the Applicant has made a material misstatement or
misrepresentation or that materially inaccurate information has been provided to the
County, the Applicant may be terminated from the RFA process or in the event a
contract has been awarded, the contract may be immediately terminated.
In the event of a termination under this provision, the County is entitled to pursue any
available legal remedies.
E. Incurred Costs
This RFA does not commit the County to pay any costs incurred in the preparation of an
Application in response to this request and Applicant agrees that all costs incurred in
developing this Application are the Applicant's responsibility.
F. Negotiations
The County may require the Applicant to participate in negotiations, and to submit
revisions to pricing, technical information, and/or other items from their Application(s) as
may result from these negotiations.
G. Level of Service
For any Contract awarded as a result of the RFA, no minimum or maximum number of
transactions can be guaranteed by the County.
IV. PROGRAM REQUIREMENTS
A. Definitions
1. ADL - Activities of daily living
2. Agency/ApplicantlOrganization/Firm/ProposerNendor Used
interchangeably throughout the RFA to denote any company that is interested in
providing Senior Supportive Services.
3. Cash Match - Cash, other than project income, contributed to the project from
local or state funds. Federal funds cannot be used as cash match.
4. CCR - Califomia Code of Regulations
5. CFR - Code of Federal Regulations
6. Contractor - Refers to a company whose Application results in a contract to
provide Senior Supportive Services.
7. DAAS - Refers to the San Bernardino County Department of Aging and Adult
Services, which is a County Department that provides service to seniors and at
risk adults to improve or maintain choice, independence, and quality of life. The
Page 4 of 25
Request for Applications
Senior Supportive Services
San Bernardino County Human Services System
RFA HSS 03-07
Department works to ensure seniors and adults with disabilities have the right to
age in place in the least restrictive environment.
8. HSS - Refers to San Bernardino County Human Services System, which is a
system of integrated services, where the programs and resources of ten County
departments come together to' provide a rich, more complete array of services to
the citizens of San Bernardino County under one coordinated effort.
9. In-Kind Match - Refers to donated building space, volunteer time, donated
equipment, etc. Note the source of the in-kind match and indicate the value.
Cash contributions are not included as in-kind.
10. Older Americans Act - The overall purpose of tns act is to provide
comprehensive, coordinated, community-based systems of service to persons
age 60 and older in order to enable them to maintain health, personal dignity,
and independence (42 U.S.C.A. 93001 et seq.).
11. Older Individuals - An individua I who is 60 years of age or older.
12.0MB - Office of Management and Budget (federal)
13. Project Income - Refers to the donations made by the participants in the
program.
14. Request for Application (RFA) - The document used to solicit a solution or
solutions from potential contractors to a specific problem or need. Although
price is important, originality and effectiveness of the Application, and the
background and experience of the Applicant, are evaluated in addition to the
proposed price.
15. Title III B (Supportive Services) - A variety of services, including, but not
limited to, personal care, homemaker, chore, adult day care/adult day health,
case management, assisted transportation, transportation, legal assistance,
information and assistance, outreach, long-term care, ombudsman.
16. U.S.C. - United States Code
17. W & I Code - California Welfare and Institutions Code
B. Reference Documents
The Human Services System has copies of the following materials available for review:
1. Title III Programs (Older Americans Act of 1965 (42 U.S.C. 993001-3058); Code
of Federal Regulations (45 C.F.R. XIII, 1321); Title 22, California Code of
Regulations (Sections 7000 et seq.)
2. Americans with Disabilities Act (42 U.S.C. 912101 et seq.)
3. California Welfare and Institutions Code (Mello-Granlund Older Californians
Act: W & I Code 99 9000 et seq.; Confidential Information Provisions: W & I
Code 910850; Mandatory & Non-mandatory Reports Elder Abuse: W & I
Code 915630)
4. California Department of Aging Title III Manual
5. San Bernardino County Policy 11-10 (Recycled Product Procurement Policy)
Page 5 of 25
Request for Applications
Senior Supportive Services
San Bernardino County Human Services System
RFA HSS 03-07
6. DAAS Contractors Manual
7. County of San Bernardino Four-Year Area Plan (includes Census data and
Needs Assessment information)
8. Administrative Guidelines am! Cost Principles from the Office of Management
and Budget (federal) (OMB Circulars A-87, A-102, A-110, A-122, and A-133)
9. Clean Air Act, as amended (42 U.S.C. 7401)
10. Clean Water Act, as amended (33 U.S.C. 1368)
11. Federal Water Pollution Control Act, as amended (33 U.S.C. 331251 et seq.)
12. Environmental Protection Agency regulations (40 CFR, Part 15 and Executive
Order 11738)
13. State Energy Conservation Plan (Title 20, California Code of Regulations)
Copies of these materials are available for review by appointment only, Monday through
Thursday from 8:00 a.m. to 4:00 p.m. at the Human Services System Contracts Unit
office.
C. Background
The County of San Bernardino (County), California, is the largest geographical
county in the continental United States, encompassing over 20,000 square miles. It
borders Los Angeles, Riverside, Orange, Inyo, and Kern Counties and the States of
Arizona and Nevada. Because of its enormous size, diversity of population and
geography, San Bernardino County presents some special problems when planning
for services. More than 1.7 million citizens reside in urban, suburban and rural
communities within the County's valley, mountain, and desert regions.
DAAS, under the umbrella of HSS, offers a wide variety of programs designed to help
seniors, disabled and at-risk adults in the County. DAAS works to ensure seniors
and adults with disabilities have the right to age in the least restrictive environment.
Services and programs include In-Home Supportive Services, Senior Information and
Assistance, Multi-Purpose Senior Services Program, Linkages, Senior Employment,
Nutrition Program, Family Caregiver Support Program, Long-Term Care Ombudsman
Program, and Adult Protective Services.
In response to the growing number of older people and their diverse needs, the Older
Americans Act (OAA) of 1965, as amended, calls for a range of programs offering
services and opportunities for older Americans. As the designated Area Agency on
Aging, DAAS has received funding for the last 28 years from the OAA Title III B to
provide these programs and opportunities, which are referred to as "Supportive
Services." A portion of the Title III B funding is passed on to local care providers
through a competitive bid process.
D. Program Description
1. Program Objective
Title III B funding of the Older Americans Act provides for the delivery of
"supportive services" which make possible a comprehensive and coordinated
service system to persons age 60 or older to enable them to maintain maximum
Page 6 of 25
Request for Applications
Senior Supportive Services
San Bernardino County Human Services System
RFA HSS 03-07
personal dignity within the community, maintain home environments, and avoid
institutional care.
2. Program Requirements
Those interested in receiving ,Title III B funding must be able to demonstrate in
their application the ability to meet the following criteria:
a. Requirements of the Older Americans Act, including, but not limited to,
the following:
1) Have ability and be willing to provide supportive services to seniors
age 60 and above to assist them in securing and maintaining
maximum independence and dignity in a home environment;
2) Assist in the removal of i1dividual and social barriers to economic
and personal independence for older individuals;
3) Provide a continuum of care for vulnerable older individuals; and
4) Secure the opportunity for older individuals to receive managed in-
home and community based long-term care services.
b. Perform outreach efforts to identify individuals eligible for assistance
under federal law. Services should be targeted to older individuals with
the following characteristics:
1) Reside in rural areas;
2) Have greatest social and economic need, with particular attention
to low-income minority individuals;
3) Have physical or mental disabilities;
4) Have limited English-speaking ability
c. Determine the number. location and needs of older individuals with the
above listed characteristics.
d. Develop methods specific to the local community to serve the targeted
group.
e. Explain the proposed program and service delivery method.
f. Provide adequate facilities and resources to deliver proposed services.
g. Have the ability to complete and submit all program and expenditure
reporting documents in a timely manner and at intervals determined by
OMS.
h. Provide services pursuant to Title 22 CCR, Sections 7352 through 7364.
i. Cooperate with OMS in the monitoring, assessment and evaluation
processes, which include making any administrative program and fiscal
staff available.
j. Maintain adequate staff to provide services applied for in this application.
This staff shall be available to the State for training and meetings, which
the State may find necessary from time to time.
Page 7 of 25
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Request for Applications
Senior Supportive Services
San Bernardino County Human Services System
RFA HSS 03-07
k. Maintain all records and books pertaining to the delivery of services
applied for. Fiscal records shall be kept in accordance with Generally
Accepted Accounting Principles and must comply with the appropriate
Office of ManagemE!nt and Budget (OM B) Circulars.
3. Service Specifications
The following are the types of "Supportive Services" that are being solicited for
under this Request for Application (RFA).
CATEGORY SERVICE
01 Personal Care
02 Homemaker
03 Ch9ffi
05 Adult Day Care/Health
09 Assisted Transportation
10 Transportation
14 Outreach
1501 Medical Alert
1502 Health Screening
15F Community Services - Sr. Center Management
151 Friendly Visits
15K1 Home Modification
15K2 Home Repair
Each service has a specific definition and, in some instances, subcategories,
which are measured in hours, products or activities (Attachment A, Senior
Supportive Services Service Definitions).
4. Client Eligibility
Services must be made available to all persons age 60 and over with priority
given to those with the greatest social and economic need. Title III B is not a
means tested program, and there are no income criteria for a participant to be
eligible for services.
5. Donations
a. OM funded programs are to be provided at no charge to seniors.
However, providers shall encourage seniors to donate by notifying them
verbally that donations are accepted and are important to maintaining the
services(s) provided. Signs should be posted where appropriate stating
that donations are accepted. The provider shall not in any way employ
tactics which could be viewed as coercion, embarrassing, and/or
obligatory to the service being provided.
b, All contributions shall be used b increase the amount of service being
provided in the program(s) funded by OMS,
Page 8 of 25
Request for Applications
Senior Supportive Services
San Bernardino County Human Services System
RFA HSS 03-07
6. Service Locations
a. The following table designates the service areas included in this RFA.
Colorado River Needles, Havasu, Big River and surrounding areas
-
North Desert Barstow, Newberry Springs, Trona, Baker and
surrounding areas
Morongo Basin Joshua Tree, Landers, Morongo Valley, Wonder
Valley, Yucca Valley, Twenty-Nine Palms and
surrounding areas
Victor Valley Adelanto, Apple Valley, Hesperia, Lucerne Valley,
Victorville and surrounding areas
Mountains Crestline, Running Springs, Arrowhead, Big Bear,
Twin Peaks and surrounding areas
East Valley Rialto, Bloomington, Fontana, Colton, Redlands,
Yucaipa, San Bernardino City, Loma Linda, Lytle
Creek, Mountain Communities, Highland and
surrounding areas
West Valley Chino, Chino Hills, Montclair, Ontario, Rancho
Cucamonga, Upland and surrounding areas
b. Applicants may apply to service a portion of one region and the entirety of
another, i.e., an application applying b serve the West Valley and only a
portion of the East Valley could target Rialto and Fontana, servicing all of
the incorporated areas of Rialto and Fontana.
7. Scope of Work
a. Based upon vendor's application submitted, DMS will develop a "Scope
of Work," which will define the type of service to be provided, the area(s)
to be served, the number of clients to be served (including number of low
income and minorities to be targeted), and the number of service units to
be performed during the contract period.
b. Contractors will be monitored for meeting the performance levels that
have been established in the Scope of Work. Should performance levels
become deficient to the established standards within the Scope of Work,
DMS will work with the Contractor in determining ways to bring
performance to accepted levels.
c. Continued non-satisfactory performance could result in suspension of
revenues awarded under the Contract.
8. Other Requirements
Contractors are required to administer the Contract, and require any
subcontractors to administer their subcontracts, in accordance with the Contract,
and with all applicable local, State, and federal laws and regulations including,
but not limited to, discrimination, wages and hours of employment, occupational
Page 9 of 25
Request for Applications
Senior Supportive Services
San Bernardino County Human Services Systern
RFA HSS 03-07
safety, and to fire, safety, health, and sanitation regulations, directives,
guidelines, and/or manuals, and resolve all issues using good administrative
practices and sound judgment. Contractors and its subcontractors, if any, shall
keep in effect all licenses, permits, notices, and certificates that are required by
law.
V. CONTRACT REQUIREMENTS
A. General
The organization(s) selected will be required to agree to the terms contained below.
If the Proposer has any objections, these objections must be addressed in its
proposal to the County or the objections will be deemed to have been waived.
1. Representation of the County
In the performance of the Contract, Contractor, its agents and employees, shall
act in an independent capacity and not as officers, employees, or agents of
County of San Bernardino.
2. Contractor Primary Contact
The Contractor will designate an individual to serve as the primary point of
contact for the Contract. Contractor shall notify HSS when the primary contact
will be unavailable/out of the office for one (1) or more workdays. Contractor or
designee must respond to County inquiries within two (2) County business days.
3. Change of Address
Contractor shall notify the County in writing of any change in mailing address
within ten (10) business days of the address change.
4. Contract Assignability
Without the prior written consent of the County, the Contract is not assignable by
Contractor either in whole or in part.
5. Subcontracting
Contractor agrees not to enter into any subcontracting agreements for work
contemplated under the Contract without first obtaining written approval from
HSS. Contractors who subcontract for services are required to comply with
procurement and other requirements set forth by the County. Contractor shall
require all subcontractors to be subject to all applicable terms and conditions of
the Contract. Contractor shall be fully responsible for the performance and
payment of any subcontractor. Contractor must provide subcontractor
information in advance, as requested in Section XI, Paragraph C, Item 3.
Contractor shall monitor the insurance requirements of its subcontractors in
accordance with Section V, Paragraph B.
6. Contract Amendments
Contractor agrees any alterations, variations, modifications, or waivers of
provisions of the Contract shall be valid only when they have been reduced to
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writing, duly signed and attached to the original of the Contract and approved by
the required persons and organizations.
7. Copyright
County shall have a rOY111t)(-free, non-exclusive and irrevocable license to
publish, disclose, copy, translate, and otherwise use, copyright or patent, now
and hereafter, all reports, studies, information, data, statistics, forms, designs,
plans, procedures, systems, and any other materials or properties developed
under this Contract including those covered by copyright, and reserves the right
to authorize others to use or reproduce such material. All such materials
developed under the terms of this Contract shall acknowledge San Bernardino
County Human Services System as the funding agency and Contractor as the
creator of the publication. No such materials or properties produced in whole or
in part under this Contract shall be subject to private use, copyright or patent
right by Contractor in the United States or in any other country without the
express written consent of County. Copies of all educational and training
materials, curricula, audio/visual aids, printed material, and periodicals,
assembled pursuant to this Contract must be filed with County prior to
publication. Contractor shall receive written permission from County prior to
publication of said training materials.
8. Attorney Fees
If any legal action is instituted to enforce any party's rights hereunder, Contractor
agrees to bear its own attorneys' fees and costs regardless of who prevails in the
event of a contractual dispute and not charge such fees as an expense under
this Contract. This paragraph shall not apply to those costs and attorneys' fees
directly arising from a third-party legal action against a party hereto and payable
under Section V, Paragraph B, Item 1.
9. Conflict of Interest
Contractor shall make all reasonable efforts to ensure that no conflict of interest
exists between its officers, employees, or subcontractors and the County.
Contractor shall make a reasonable effort to prevent employees, consultants, or
members of governing bodies from using their positions for purposes that are, or
give the appearance of being, motivated by a desire for private gain for
themselves or others such as those with whom they have family, business, or
other ties.
Officers, employees, and agents of cities, counties, districts, and other local
agencies are subject to applicable conflict of interest codes and State law,
including Section 23-602 (Code of Conduct) of Chapter 23-600 of the CDSS
Manual of Policies and Procedures. In the event that County determines that a
conflict of interest situation exists, any increase in costs associated with the
conflict of interest situation may be disallowed by County and such conflict may
constitute grounds for termination of the Agreement.
This provision shall not be construed to prohibit employment of persons with
whom Contractor's officers, employees, or agents have family, business, or other
ties so long as the employment of such persons does not result in increased'
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costs over those associated with the employment of any other equally qualified
applicant.
10. Grievance Procedure
Contractor will ensure that staff are knowledgeable on the San Bernardino
County Human Services System Grievance Procedure (Attachment B,
Complaint and Grievance Procedures) and ensure that any complaints by
recipients are referred to the County in accordance with the procedure.
11. Confidentiality
Contractor shall require its officers, agents, employees, volunteers and any
subcontractor to comply with the provisions of Section 10850 of the Welfare and
Institutions (W & I) Code and Division 19-000 of the Department of Social
Services Manual of Policies and Procedures to assure that:
a. All applications and records concerning any individual made or kept by
any public officer or agency or contractor in connection with the
administration of any provision of the W & I Code relating to any forms of
public social services for which funds are received by the Contractor
under this Contract, will be confidential and will not be open to
examination for any purpose not directly connected with the
administration, performance, compliance, monitoring or auditing of such
services.
b. No person will publish or disclose, or use or permit, or cause to be
published or disclosed or used, any confidential information pertaining to
any applicant or recipient of services under this Contract.
c. Contractor agrees to inform all subcontractors, consultants, employees,
agents, and partners of the above provisions and that any person
knowingly and/or intentionally violating the statutory provisions is guilty of
a misdemeanor.
12. Records
Contractor shall maintain all records and management books pertaining to local
service delivery and demonstrate accountability for contract performance and
maintain all fiscal, statistical, and management books and records pertaining to
the program. Said records shall be kept and maintained within the County of
San Bernardino.
Records, should include, but are not limited to monthly summary sheets, sign-in
sheets, and other primary source documents. Fiscal records shall be kept in
accordance with Generally Accepted Accounting Principles and must account for
all funds, tangible assets, revenue and expenditures. Fiscal records must also
comply with the appropriate Office of Management and Budget (OM B) Circulars
which state the administrative requirements, cost principles and other standards
for accountancy.
All records shall be complete and current and comply with all Contract
requirements. Failure to maintain acceptable records per the preceding
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requirements shall be considered grounds for withholding of payments for
billings submitted and for termination of the Contract.
13. Expenditure ReporVRequest for Reimbursement
Contractor will submit a completed Program Expenditure ReporVRequest for
Reimbursement once a month to DMS by the Sh working day of each month
following the month of service.
14. Licenses and Permits
Contractor will ensure that its officers, employees, agents, volunteers, and
subcontractors have all necessary licenses and permits required by the laws of
the United States, State of California, County and all other appropriate
governmental agencies, and a!jrees to maintain these licenses and permits in
effect for the duration of this Contract. Contractor will notify County immediately
of loss or suspension of any such licenses and permits.
15. Health and Safety
Contractor shall comply with all applicable local health and safety clearances,
including fire clearances, for each site where program services are provided
under the terms of the Contract.
16. Environmental Regulations
If the amount available to Contractor under the Contract exceeds $100,000,
Contractor shall comply with all applicable orders or requirements issued under
the following laws:
a. Clean Air Act, as amended (42 U.S.C. 7401)
b. Clean Water Act, as amended (33 U.S.C. 1368)
c. Federal Water Pollution Control Act, as amended (33 U.S.C. 1251, et
seq.)
d. Environmental Protection Agency regulations (40 C.F.R., Part 15 and
Executive Order 11738).
17. State Energy Conservation Clause
Contractor shall observe the mandatory standards and policies relating to energy
efficiency in the State Energy Conservation Plan (Title 20, Division 2, Chapter 4,
California Code of Regulations).
18. Recycled Paper Products
The County has adopted a recycled product purchasing standards policy (11-
10), which requires contractors to use recycled paper for proposals and for
any printed or photocopied material created as a result of a contract with the
County. The policy also requires Contractors to use both sides of the paper
sheets for reports submitted to the County whenever practicable.
19. Americans with Disabilities Act
Contractor shall comply with the Americans with Disabilities Act (ADA1 of 1990,
which prohibits discrimination on the basis of disability, as well as all applicable
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regulations and guidelines issued pursuant to the ADA. (42 U.S.C. Sections
12101 et seq.)
20. Notification Regarding Performance
In the event of a problem or. potential problem that will impact the quality or
quantity of work or the level of performance under this Contract, notification will
be made within one working day, in writing and by telephone to the County.
21. Adult Abuse Reporting Law
Contractor must comply with all applicable provisions of Welfare and Institutions
Code, Section 15630.
22. Debarment, Suspension, and ~ther Responsibility Matters
The Contractor shall certify to the best of its knowledge and belief, that it and its
subcontractors (if any):
a. Are not presently debarred, suspended, proposed for disbarment,
declared ineligible, or voluntarily excluded from covered transactions by
any federal department or agency;
b. Have not within a three-year period preceding this RFA been convicted of
or had a civil judgment rendered against them for commission of fraud or
a criminal offense in connection with obtaining, attempting to obtain, or
performing a public (local, State or federal) transaction or contract under a
public transaction; violation of federal or State antitrust states or
commission of embezzlement, theft, forgery, bribery, falsification or
destruction of records, making false statements, or receiving stolen
property;
c. Are not p"esently indicted for or otherwise criminally or civilly charged by
a governmental entity (local, State or federal) with commission of any of
the offenses enumerated in Section V, Paragraph A, Item 22b; and
d. Have not within a three-year period preceding this RFA had one or more
public transactions (local, State or federal) terminated for cause or
default.
Contractor shall report immediately to the County in writing any incidents of
alleged fraud and/or abuse by either Contractor or its subcontractor. Contractor
shall maintain any records, documents, or other evidence of fraud and abuse
until otherwise notified by the County.
23. If the amount available to Contractor under the Contract exceeds $100,000,
Contractor shall certify to the best of his or her knowledge and belief, that:
a. No federal appropriated funds have been paid or will be paid, by or on
behalf of the Contractor, to any person for influencing or attempting to
influence an officer or employee of any agency, a Member of Congress,
an officer or employee of Congress, or an employee of a Member of
Congress in connection with the awarding of any federal contract, the
making of any federal grant, the making of any federal loan, the entering
into of any cooperative agreement, and the extension, continuation,
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b.
renewal, amendment or modification of any federal contract, grant, loan,
or cooperative agreement.
If any funds other than federal appropriated funds have been paid or will
be paid to any person for influencing or attempting to influence an officer
or employee of any federal agency, a Member of Congress, an officer or
employee of Congress, or an employee of a Member of Congress in
connection with the Contract, the Contractor shall complete and submit
Standard Form - LLL, "Disclosure Form to Report Lobbying," in
accordance with its instructions.
This certification is a material representation of fact upon which reliance is
placed when the Contract is made or entered into. This certification is a
prerequisite for making' or entering into the Contract imposed by 31
U.S.C. ~1352. Any person who fails to file the required certification shall
be subject to a civil penalty of not less than $10,000 and not more than
$100,000 for each such failure.
c.
B. Indemnification and Insurance Requirements
1. Indemnification
The Contractor agrees to indemnify, defend and hold harmless the County and
its authorized officers, employees, agents and volunteers from any and all
claims, actions, losses, damages, and/or liability arising from Contractor's
acts, errors or omissions of any person and for any costs or expenses incurred
by the County on account of any claim therefore, except where such
indemnification is prohibited by law.
2. Insurance
Without in any way affecting the indemnity herein provided and in addition
thereto, the Contractor shall secure and maintain throughout the Contract the
following types of insurance with limits as shown:
a. Workers' Compensation - A program of Workers' Compensation
insurance or a State-approved Self-Insurance Program in an amount
and form to meet all applicable requirements of the Labor Code of the
State of California, including Employer's Liability with $250,000 limits,
covering all persons providing services on behalf of the Contractor and
all risks to such persons under this Agreement.
If Contractor has no employees, it may certify or warrant to County that it
does not currently have any employees or individuals who are defined as
"employees" under the Labor Code and the requirement for Workers'
Compensation coverage will be waived by the County's Risk Manager.
With respect to Contractors that are non-profit corporations organized
under California or Federal law, volunteers for such entities are required
to be covered by Workers' Compensation insurance. If the County's Risk
Manager determines that there is no reasonably priced coverage for
volunteers, evidence of participation in a volunteer insurance program
may be substituted.
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Comprehensive General and Automobile Liability Insurance - This
coverage to include contractual coverage and automobile liability
coverage for owned, hired and norr-owned vehicles. The policy shall
have combined single limits for bodily injury and property damage of not
less than one million dollars ($1,000,000).
If a Contractor provides transportation to one or more designated riders at
any time, the automobile liability insurance policy shall have combined
single limits for bodily injury and property damage of not less than
($2,000,000). If seating capacity is over 15, the automobile liability
insurance policy shall have combined single limits for bodily injury and
property damage of not less than $5,000,000 as required by the Public
Utilities Commission General Order No. 115-F which requires higher
levels of insurance for charter-party carriers of passengers based on
seating capacity.
Errors and Omission Liability Insurance - Combined single limits of
$1,000,000 and $3,000,000 in the aggregate or
Professional Liability - Professional liability insurance with limits of at
least $1,000,000 per claim or occurrence.
3. Additional Named Insured
b.
c.
All policies, except for the Workers' Compensation, Errors and Omissions and
Professional Liability policies, shall contain additional endorsements naming
the County and its officers, employees, agents and volunteers as additional
named insured with respect to liabilities arising out of the performance of
services hereunder.
4. Waiver of Subrogation Rights
Except for the Errors and Omissions Liability and Professional Liability,
Contractor shall required the carriers of the above required coverages to waive
all rights of subrogation against the County, its officers, employees, agents,
volunteers, contractors and subcontractors.
5. Policies Primary and Norr-Contributory
All policies required above are to be primary and norr-contributory with any
insurance or self-insurance programs carried or administered by the County.
6. Proof of Coverage
Contractor shall immediately furnish certificates of insurance to the County
Department administering the Contract evidencing the insurance coverage,
including endorsements, above required prior to the commencement of
performance of services hereunder, which certificates shall provide that such
insurance shall not be terminated or expire without thirty (30) days written
notice to the Department, and Contractor shall maintain such insurance from
the time Contractor commences performance of services hereunder until the
completion of such services. Within sixty (60) days of the commencement of
this Agreement, the Contractor shall furnish certified copies of the policies and
all endorsements.
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7. Insurance Review
The above insurance requirements are subject to periodic review by the
County. The County's Risk Manager is authorized, but not required, to reduce
or waive any of the above insurance requirements whenever the Risk
Manager determines that any of the above insurance is not available, is
unreasonably priced, or is not needed to protect the interests of the County. In
addition, if the Risk Manager determines that heretofore unreasonably priced
or unavailable types of insurance coverage or coverage limits become
reasonably priced or available, the Risk Manager is authorized, but not
required, to change the above insurance requirements, to require additional
types of insurance coverage or hgher coverage limits, provided that any such
change is reasonable in light of past claims against the County, inflation, or
any other item reasonably related to the County's risk.
Any such reduction or waiver for the entire term of the Agreement and any
change requiring additional types of insurance coverage or higher coverage
limits must be made by amendment to this Agreement. Contractor agrees to
execute any such amendment within thirty (30) days of receipt.
C. Right to Monitor and Audit
1. Right to Monitor
County or any subdivision or appointee thereof, and the State of California or
any subdivision or appointee thereof, including the Auditor General, shall have
absolute right to review and audit all records, books, papers, documents.
corporate minutes, and other pertinent items as requested, and shall have
absolute right to monitor the performance of Contractor in the delivery of
services provided under this Agreement. Full cooperation shall be given by
Contractor in any auditing or monitoring conducted.
Contractor shall cooperate with County in the implementation, monitoring and
evaluation of this agreement and comply with any and all reporting requirements
established by County.
2. Availability of Records
All records pertaining to service delivery and all fiscal, statistical and
management books and records shall be available for examination and audit by
County, Federal and State representatives for a period of three years after final
payment under the Contract or until all pending County, State and Federal audits
are completed, whichever is later. Program data shall be retained locally (in the
County) and made available upon request or turned over to County. If said
records are not made available at the scheduled monitoring visit, Contractor
may, at County's option, be required to reimburse County for expenses incurred
due to required rescheduling of monitoring visit(s). Such reimbursement will not
exceed $50 per hour (including travel time) and be deducted from the following
month's claim for reimbursement.
Records of the Contractor which do not pertain to the program shall not be
subject to audit unless provided for in another agreement.
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3. Assistance by Contractor
Contractor shall provide all reasonable facilities and assistance for the safety
and convenience of County's representatives in the performance of their duties.
All inspections and evaluations shall be performed in such a manner as will not
unduly delay the work of the Contractor.
4. Audit
Contractors who expend more than $300,000 of aggregate Federal Awards will
arrange for an audit to be performed as required by the Single Audit Act
Amendments of 1996, Public Law 98-502.
.
VI. EQUAL EMPLOYMENT OPPORTUNITY/CIVIL RIGHTS
A. Equal Employment Opportunity Program
Contractor agrees to comply with all local, State and federal laws and regulations
relating to equal employment or social services to welfare recipients. These include
but are not limited to (1) Federal Civil Rights Act of 1964, Titles VII, as amended, and
Executive Order Nos. 11141 and 11246, as amended; (2) California Fair Employment
and Housing Act. which prohibits discrimination because of age, ancestry. color,
disability, gender, marital status, national origin, race or religion: (3) California Civil
Rights Initiative - Proposition 209. enacted in 1996. prohibits discrimination and
preferential treatment to any individual or group on the basis of color, ethnicity,
national origin, race or sex in the operation of public employment, public education or
public contraction; (4) Vietnam Veterans Readjustment Act of 1974, as amended; (5)
Title IX of the Education Amendments of 1972, as amended (20 USC ~~1681-1683,
and 1685-1686), which prohibits discrimination on the basis of sex; (6) Section 504 of
the Rehabilitation Act of 1973. as amended (29 USC ~794). which prohibits
discrimination on the basis of handicaps; (7) the Age Discrimination Act of 1975, as
amended (42 USC ~~6101-6107), which prohibits discrimination on the basis of age;
and (8) the Drug Abuse Office and Treatment Act of 1972 (P.L. 92-255). as
amended, relating to nondiscrimination on the basis of drug abuse.
Information on the above rules and regulations may be obtained from HSS.
B. Civil Rights Compliance
The contractor shall develop and maintain internal policies and procedures to assure
compliance with each factor outlined by state regulation. These policies must be
developed into a Civil Rights Plan. which is to be on file with HSS Contracts Unit
within 30 days of awarding of the contract. The Plan must address prohibition of
discriminatory practices, accessibility, language services, staff development and
training, dissemination of information. complaints of discrimination, compliance
review, and duties of the Civil Rights Liaison. Upon request, HSS will supply a
sample of the Plan format. The contractor will be monitored by HSS for compliance
with provisions of its Civil Rights Plan.
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VII. FORMER COUNTY OFFICIALS
Provide information on former County of San Bernardino administrative officials (as defined
below) who are employed by or represent your business. The information provided must
include a list of former County administrative officials who terminated County employment
within the last five years and who are now officers, principals, partners, associates or
members of the business. Should also include the employment and/or representative
capacity and the dates these individuals began employment with or representation of your
business. For purposes of this section, "County administrative official" is defined as a
member of the Board of Supervisors or such officer's staff, County Administrative Officer or
member of such officer's staff, County department or group head, assistant department or
group head, or any employee in the Exempt Group, Management Unit or Safety
Management Unit.
Failure to provide this information may result in the response to the request for proposal
being deemed norr-responsive.
VIII. IMPROPER CONSIDERATION
Applicant shall not offer (either directly or through an intermediary) any improper consideration
such as, but not limited to, cash, discounts, service, the provision of travel or entertainment, or
any items of value to any officer, employee or agent of the County in an attempt to secure
favorable treatment regarding this RFA.
The County, by written notice, may immediately reject any proposal or terminate any Contract
if it determines that any improper consideration as described in the preceding paragraph was
offered to any officer, employee or agent of the County with respect to the proposal and award
process or any solicitation for consideration was not reported. This prohibition shall apply to
any amendment, extension or evaluation process once a Contract has been awarded.
Proposer shall immediately report any attempt by a County officer, employee or agent to solicit
(either directly or through an intermediary) improper consideration from Proposer. The report
shall be made to the supervisor or manager charged with supervision of the employee or to the
County Administrative Office. In the event of a termination under this provision, the County is
entitled to pursue any available legal remedies.
. IX. DISCLOSURE OF CRIMINAL AND CIVIL PROCEEDINGS
The County reserves the right to request the information described herein from the Proposer
selected for contract award. Failure to provide the information may result in a
disqualification from the selection process and no award of contract to the Proposer. The
County also reserves the right to obtain the requested information by way of a background
check performed by an investigative firm. The selected Proposer also may be requested to
provide information to clarify initial responses. Negative information provided or discovered
may result in disqualification from the selection process and no award of contract.
The selected Proposer may be asked to disclose whether the firm or any of its partners,
principals, members, associates or key employees (as that term is defined herein), within
the last ten years, has been indicted on or had charges brought against it or them (if still
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pending) or convicted of any crime or offense arising directly or indirectly from the conduct
of the firms business, or whether the firm, or any of its partners, principals, members,
associates or key employees, has within the last ten years, been indicted on or had charges
brought against it or them (if still pending) or convicted of any crime or offense involving
financial misconduct or fraud. If the response is affirmative, the Proposer will be asked to
describe any such indictments or charges (and the status thereof), convictions and the
surrounding circumstances in detail.
In addition, the selected Proposer may be asked to disclose whether the firm, or any of its
partners, principals, members, associates or key employees, within the last ten years, has
been the subject of legal proceedings as defined herein arising directly from the provision of
services by the firm or those individuals. "Legal proceedings" means any civil actions filed
in a court of competent jurisdiction, or any [llatters filed by an administrative or regulatory
body with jurisdiction over the firm or the individuals. If the response is affirmative, the
Proposer will be asked to describe any such legal proceedings (and the status and
disposition thereof) and the surrounding circumstances in detail.
For the purposes of this provision "key employees" includes any individuals providing direct
service to the County. "Key employees" do not include clerical personnel providing service
at the firm's offices of locations.
X. CALIFORNIA PUBLIC RECORDS ACT
All information submitted in the proposal or in response to request for additional information
is subject to disclosure under the provisions of the California Public Records Act,
Government Code Section 6250 and following. Proposals may contain financial or other
data which constitutes a trade secret. To protect such data from disclosure, Vendor should
specifically identify the pages that contain confidential information by properly marking the
applicable pages and inserting the following notice on the front of its response:
NOTICE
The data on pages of this Proposal, identified by an asterisk (*) or
marked along the margin with a vertical line, contains information which are
trade secrets. We request that such data be used only for the evaluation of
our response, but understand that disclosure will be limited to the extent that
the County of San Bernardino determines is proper under federal, state, and
local law.
The proprietary or confidential data shall be readily separable from the Proposal in order to
facilitate eventual public inspection of the nOrl-confidential portion of the Proposal.
The County assumes no responsibility for disclosure or use of unmarked data for any
purpose. In the event disclosure of properly marked data is requested, the Vendor will be
advised of the request and may expeditiously submit to the County a detailed statement
indicating the reasons it has for believing that the information is exempt from disclosure
under federal, state and local law. This statement will be used by the County in making its
determination as to whether or not disclosure is proper under federal, state and local law.
The County will exercise care in applying this confidentiality standard but will not be held
liable for any damage or injury which may result from any disclosure that may occur.
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XI. APPLICATION SUBMISSION
A. General
1. All interested and qualified Applicants are invited to submit an Application for
consideration. Submission of an Application indicates that the Applicant has
read and understands this entire RFA, to include all appendices, attachments,
exhibits, schedules, and addendum (as applicable), and agrees that all
requirements of this RFA have been satisfied. A checklist is provided to
ensure all appropriate documentation is submitted along with the application.
This RFA contains several types of supportive services (listed in Section
IV, Paragraph D, Item 3,. Service Specifications, and defined in
Attachment A, Senior Supportive Services Service Definitions).
Applicants may apply for one or more types of services. If an Applicant
is submitting for more than one service, separate applications must be
submitted for each.
2. Applications must be submitted in the format described in this Section.
Applications are to be prepared in such a way as to provide a straightforward,
concise description of capabilities to satisfy thl! requirements of this RF A.
Expensive bindings, colored displays, promotional materials, etc., are not
necessary or desired. Emphasis should be concentrated on conformance to the
RFA instructions, responsiveness to the RFA requirements, and on
completeness and clarity of content.
3. Applications must be complete in all respects as required in this section. An
Application may not be considered if it is conditional or incomplete.
4. Applications must be received no later than the date and time at the
designated location as specified in Section I, Paragraph E - Application
Submission Deadline.
5. All Applications and materials submitted become the property of the County.
B. Application Presentation
1. An original, which may be bound, and eight unbound copies of the written
Application are required. The original copy must be clearly marked "Master
Copy". If one copy of the Application is not clearly marked "Master Copy", the
Application may be rejected. However, the County may, at its sole option, select
immediately after Application opening, one copy to be used as the Master Copy.
If discrepancies are found between two or more copies of the Application, the
Application may be rejected. However, if not rejected, the Master Copy will
provide the basis for resolving such discrepancies.
2 The package containing the original and copies must be sealed and marked with
the Applicant's name and "Confidential - RFA HSS 03-07 Senior Supportive
Services."
3. All Applications must be submitted on 8 1/2" by 11" recycled paper with double
sided printing, unless specifically shown to be impracticable, with no less than
1/2" top, bottom, left and right margins. Applications must be typed or prepared
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with word processing equipment and double-spaced. Type face must be no
more than 12 characters per inch. Each page, including attachments and
exhibits, must be clearly and consecutively numbered at the bottom center of the
page.
C. Guidelines for Completing Application
Responses to this RFA must be in the form of an application package using
Attachment C, Application for Project Award for Senior Supportive Services, with
the contents submitted in the sequence and format described below:
1. Application for Older American Act Title III B Funds
a. Complete the applicatiQJ1 by following the instructions included in the
application package. Each item must be addressed in a clear and
concise manner. If rot applicable, so state.
b. The application must be typed, double-spaced, and the original and eight
copies submitted. Retain at least one copy for your own records.
c. The appropriate signature must be affixed to the application. Applications
lacking signatures may be deemed non-responsive and will not be
considered.
2. Budget Summary
a. Prepare and Submit a Budget Summary OMS Form 312
b. Budget Summary Narrative: Provide justification, rates, comments,
descriptions, etc., for line items on the Budget Summary Form-OMS 312.
c. Budget Ill-Kind Narrative: Provide justification, rates, comments,
descriptions, etc., for ill-kind line items on the Budget Summary Form-
OMS 312.
3. Assurances
Review the Assurances in the application package. Complete the form provided
in the application package to respond to any assurance that cannot be complied
with.
4. Additional Information
a. Subcontractor Information - If an Applicant plans to subcontract any
portion of the service delivery described in the RFA, include a written
justification for subcontracting. Attach a statement from each
subcontractor, signed by a duly authorized officer, employee, or agent of
the organization/firm, that includes the name and address of the
organization/firm, type of work to be performed, percentage of the total
work of the application. Statement must also include that the
subcontractor will perform all work as indicated and will comply with all
items as described herein. This information will be used to determine the
potential responsibility of the Applicant.
Page 22 of 25
Request for Applications
Senior Supportive Services
San Bernardino County Human Services System
RFA HSS 03-07
Any subcontract entered into by the Contractor shall be subject to the
applicable requirements of CDSS MPP Division 23, Section 604, and the
Contractor shall be responsible for performance of the subcontractor.
Former County Officials
,
Provide information on former County of San Bernardino administrative
officials as defined in Section VII who are employed by or represent the
organization.
c. Audited Financial Statements
Such statements shall be the most recent and complete audited financial
statement available and shall be for a fiscal period not more than
eighteen (18) months old at time of submission. The financial statements
shall be prepared by an independent, certified public accountant. If the
audit is of a parent firm, the parent firm shall be party to the Contract.
Individuals who are personally performing the contracted services and
governmental agencies are exempt from this requirement.
Submit the most recent and complete three annual audited financial
statements; the most recent must be completed within the past 18
months. If the business has been in existence for less than three years,
provide the most recent statements. These statements shall be by an
independent, certified public accountant.
Submit an unaudited financial statement to cover the period from the last
audited statement to present, ending no more than 120 days prior to the
date of submission of this application.
Although it is in the best interest of the Applicant to submit audited
financial statements, a compilation of financial statements will be
accepted. Compilations must follow same provisions as audited financial
statements stated in this RFA.
Submit an agreement to the right of the County, State and federal
governments to audit the prospeCtive Contractor's financial and other
records.
b.
d. Insurance
Submit evidence of the ability to obtain insurance in the amounts and
coverages stated in Section V, Paragraph B - Indemnification and
Insurance Requirements.
e. Applicant Eligibility
The applicant may be a public or private, non-profit or a profit making
agency.
1) If the applicant is a public agency, a resolution by the governing
body authorizing the submittal of an application for funds must be
included with the application.
2) If the Applicant is a private for-profit agency, in order to safeguard
the interests of the State of Califomia, San Bernardino County,
Page 23 of 25
Request for Applications
Senior Supportive Services
San Bernardino County Human Services System
RFA HSS 03-07
OMS, the agency itself, the individuals delivering services, and
the program participants, the following documents must be
included in the application package:
a) Proof of Incorporation
"
b) Certificate of Good Standing from the Secretary of State
c) Identity of Principals and/or Owners
If the applicant is a private, nonprofit agency, a copy of the
following documents must be included in the application package:
a) Tax exempt certification from the California Franchise Tax
Board
b) Letter of Tax Exemption from the Internal Revenue Service
c) Resolution of the governing body authorizing the submittal
of an application
f. A Statement indicating acceptance of the Complaint and Grievance
Procedures (Attachment B), or a copy of the agency's Complaint and
Grievance Procedure.
3)
XII. APPLICATION EVALUATION AND SELECTION
A. Evaluation Process
All Applications will be subject to a standard review process developed by the County.
A primary consideration shall be the agency's effective, cost efficient, and innovative
delivery of comparable or related services based on demonstrated performance.
B. Evaluation Criteria
1. Initial Review
All Applications will be initially evaluated to determine if they meet the following
minimum requirements:
a. The Application must be complete, in the required format, and be in
compliance with all the requirements of this RFA.
b. Prospective contractors must meet the requirements as stated in the
Minimum Applicant Requirements as outlined in Section I, Paragraph B.
Failure to meet all of these requirements may result in a rejected Application. No
Application shall be rejected if it contains a minor irregularity, defect or variation,
and the irregularity, defect or variation is considered by the County to be
immaterial or inconsequential. In such cases the Applicant will be notified of the
deficiency in the Application and given an opportunity to correct the irregularity,
defect or variation or the County may elect to waive the deficiency and accept
the Application.
Page 24 of 25
Request for Applications
Senior Supportive Services
San Bernardino County Human Services System
RFA HSS 03-07
2. Evaluation
Applications meeting the above requirements will be evaluated on the basis of
the following criteria:
a. Cost
b. Program Description
c. Relevant Experience
d. Administrative Capability
e. Availability
3. Selection
While cost is a major consideration in the evaluation process, selection will be
based on determination of which Application will best meet the needs of the
County and the requirements of this RFA.
C. Contract Award
Contract(s) will be awarded based on a competitive selection of Applications received.
The contents of the Application of the successful Applicant will become contractual
obligations and failure to accept these obligations in a contractual agreement may result
in cancellation of the award. .
D. Protests
Applicants may protest the recommended award, provided the protest is in writing,
contains the RFA number, is delivered to the address listed in Section I, Paragraph D
of this RFA, and submitted within ten (10) calendar days of the date on the
notification of intent to award.
Grounds for a protest is that the County failed to follow the selection procedures and
adhere to requirements specified in the RFA .or any addenda or amendments; there
has been a violation of conflict of interest as provided by California Government Code
Section 87100 et seq.; or violation of State or Federal law. Protests will not be
accepted on any other grounds. In event of a protest, all protests will be handled by
a panel designated by the Assistant County Administrator - Human Services System,
Carol L. Anselmi, or her successor.
The County will consider only those specific issues addressed in the written protest.
A written response will be directed to the protesting Applicant within fourteen (14)
calendar days of receipt of the protest, advising of the decision with regard to the
protest and the basis for the decision.
E. Final Authority
The final authority to award a contract(s) rests solely with the San Bernardiro County
Board of Supervisors.
Page 25 of 25
ATTACHMENT A
Senior Supportive Services
Service Definitions
Service Description Unit of
No. Type Service
01 Personal Care Personal assistance, standby assistance, supervision or cues for 1 hour
persons having difficulties with one or more of the following
ADL's: eating, dressing, bathing, toileting, and transferring in/out
of bed.
02 Homemaker Provide assistance to persons having difficult with one or more of 1 hour
the following instrumental ADL's: preparing meals, shopping for
personal items, managing money, using the telephone, or doing
light housework.
03 Chore Provide assistance to persons having difficulty with one or more 1 hour
of the following instrumental ADL's: heavy housework, yard work,
or sidewalk maintenance.
05 Adult Day Provide personal care for dependent adults in a supervised, 1 hour
Care/Health protective congregate setting during some portion of a twenty-four
hour day. Services offe red typically include social and
recreational activities, training, counseling, meals for adult day
care services such as rehabilitation, medications assistance, and
home health aide services for adult day health.
Og Assisted Provide assistance, including escort, to a person who has 1 one-
Transportation difficulties (physical or cognitive) using regular vehicular way-trip
transportation.
10 Transportation Provide a means of transportation for a person who requires help 1 one-
in going from one location to another, using a vehicle. Does not way-trip
include any other activity.
14 Outreach Interventions initiated by an agency or organization for the 1
purpose of identifying potential clients and their use of existing contact
services and benefits.
150 1) Medical Alert Services consist of installation of a medical alert device in the 1 client
home of a frail elderly person. It may also include the distribution
of a bracelet, pendent, etc. to a frail elderly person for use in
identifying special medical conditions or medication allergies.
2) Health Services entail a brief examination to determine the need for a 1 client
Screening more in-depth medical evaluation and referral when appropriate.
15F Community Svs Scheduled activities at senior centers or other locations where 1 hour
- Sr. Center seniors may gather; activities may include arts and crafts classes,
Mgmt. cooking classes, special lectures, etc.
Page 1 of 2
1151 Friendly Visits Services consist of visits to individuals' homes, or a congregate 1 client
group home for the purpose of providing reassurance and visit
comfort.
15K 1) Home Services consist of repairs that improve or maintain a client's 1 hour
Modification home, a facility, or center in order to meet safety, health, and
code standards.
,
2) Home Repair Services consist of minor repairs of homes that are necessary to 1 hour
facilitate the ability of older individuals to remain at home and are
not available under any other programs. No more than $150 per
client may be expended for such modifications.
ATTACHMENT A
Page 2 of 2
ATTACHMENT B
COMPLAINT AND GRIEVANCE PROCEDURES
(INSTRUCTIONS: THE PARTICIPANT IS TO READ AND RECEIVE THE TOP PORTION OF THIS FORM. THE BOTTOM
PORTION OF THE FORM IS TO BE SIGNED BY SERVICE RECIPIENT AND PLACED IN THE CONTRACTOR'S RECORDS.)
If you believe you have been discriminated against, or that there has been a violation of any laws or
regulations, or if you have a problem regarding services received, you have the right to file a grievance.
The following procedures are to be followed when filing a grievance:
1. Identify the complainVgrievance in writing and discuss it with the contractor/service provider.
Time frame: Within 1 week of discrimination/violation/problem.
If resolved at this level, no further action is required. If no resolution is apparent within 10
calendar days, proceed with Step 2.
2. Forward the written complainVgrievance to your Caseworker (whichever is applicable).
Time frame: Within 1 week of Step 1.
If resolved at this level, no further action is required. If no resolution is apparent within 20 calendar
days, proceed with Step 3.
3. Forward the written complainVgrievance to Program Manager at the following address:
Department of Aging and Adult Services
686 E. Mill Street
San Bernardino, CA 92415-0640
Time frame: Within 1 week of Step 2.
If resolved at this level, no further action is required.
4. If no solution is apparent after Steps 1-3 have been exhausted forward copy of written grievance to:
Human Services System, Contracts Manager
150 S. Lena Road
San Bernardino, CA 92415-0515
. You will be contacted within 10 calendar days of any actions being taken. Please note: Each of these
steps must be completed in the sequence shown.
............... ........ ..... ..... ..... '0' .0.. .... .......0...0 .......... ...........
GRIEVANCE PROCEDURE CERTIFICATION
This is to certify that I have read, understood, and received a copy of the San Bernardino County
Human Services System Grievance Procedure.
Signature of Service Recipient
Date
1
ATTACHMENT C
Application for Project Award
for
Senior Supportive Services
(Older American Act Title III B Funds)
Due: 4:00 p.m., March 23, 2004
Carol L. Anselmi
Assistant County Administrator
Human Services System
County of San Bernardino
Mary R. Sawicki
Director
Department of Aging & Adult Services
Administrative Support Division - Contracts Unit
150 South Lena Road
San Bernardino, CA 92415-0515
(909) 388-0241
RFP HSS 03-07
ATTACHMENT C
Table of Contents
Paae
I. APPLICATION
Application Checklist....... ...... ........ ......... ........ ......... ........ ....... ..... .......... ......... ........... 1
Instructions for Completing Application....................................................................... 1
Application for Older Americans Act Title III B Funds................................................... 4
II. BUDGET SUMMARY
Instructions for Completing Budget Summary ............................................................. 11
Budget Summary ..... ............ ..... ........ ....... ........... ...... ........ ....... ....... ........... ....... ........ 12
III. BUDGET NARRATIVE.............................................................................................. 13
IV. BUDGET IN-KIND NARRATIVE ...........,.................................................................... 14
V. ASSURANCES
Assurances.............................................................................................................. 15
List of Assurance ............................................. ......................................................... 18
ATTACHMENT C
Instructions for Completing the
Application for Older American Act Title 11/ B Funds
. Fill out each section completely. Failure to complete a section may result in the application
not being considered.
. The application must be typed (double spaced in narrative sections).
. A separate application must be submitted for each service cateaory for which fundina
is reauested.
Application deadline for the Older American Act Title III B Funding is 4:00 p.m., March 23, 2004.
Submit all applications to:
County of S~n Bernardino
Human Services System
Attn: Contract Administration RFA HSS 03-07
150 South Lena Road
San Bernardino, CA 92415-0515
Application Checklist: Each application must indude the following:
1. 0 Application
2. 0 Budget Summary
3. 0 Assurances
4. 0 Subcontractor Information
5. 0 Former County Officials
6. 0 Financial Statements
7. 0 Insurance
B. 0 Applicant Eligibility
9. 0 Complaint and Grievance Procedures
Instructions for Completing Application:
Item 1:
Item 2:
Item 3:
Item 4:
Item 5:
llem6:
llem7:
llemB:
Indicate the type of service for which funding is requested, and the area(s) to be
served.
Specify the cities to be served if not serving an entire region, and/or specify geographic
boundaries.
The official/legal name of the applying organization.
The mailing address, not street address, of the applying organization.
Name of the individual authorized to make decisions regarding this Request for
Application.
A daytime telephone number where the contact person can be reached.
Check the type of organization. If the organization is a govemment agency, identify the
title of the govemment unit.
Federallntemal Revenue Service (IRS) Taxpayer 10 Number which is indicated on the
status classification letter from the IRS.
Page 1 of 18
Item 9:
Item 10:
lIem 11:
Item 12:
Item 13:
Item 14:
Item 15:
lIem 16:
Item 17:
lIem 18:
lIem 19:
ATTACHMENT C
Total funds requested. Amount funded is contingent upon availability of funding
program need.
Number of clients to be served: specify the number of clients that will be served with
the funding received.
Cost per unit of service. Refer to Attachment A - Service Definitions for each
service delivery type. For instance, if service type is Transportation, enter cost per
trip. If service type is Homemaker, enter cost per hour.
Total amount of program income as indicated on the Budget Summary (OMS 312).
List additional funding sources for program operation, such as fundraisers, grants,
donations.
List the hours of operation for which services will be provided.
Agency Background and Personnel - (double spaced, two page maximum)
. State the legal status and purpose of agency (i.e. nonprofit, government
entity, for-profit corporation)
. Describe the agency's history (background, experience and qualifications) as
it relates to the program for which OAA Title I/IB funds are sought.
. Describe organizational structure and staffing to include the use of
volunteer positions.
Provide a Summary of the Need for the Program (double spaced, two page
maximum)
. Describe knowledge of the need of the service that applicant intends to
provide
. Identify any unmet needs observed by the applicant
. Give examples of how applicant can fulfill unrnet needs
. Discuss ability to identify and serve the targeted population as described in
this RFA.
Proposed Program (double spaced, two page maximum)
Describe the proposed method of service delivery to include:
How services will be provided
. Evidence of adequate facilities and resources for the execution of the
proposed program
. Who will provide the services and necessary qualifications (indude
information on use of subcontractors, if applicable)
. Where the services will be delivered
. How the program will reach out to the targeted population
. Use of volunteers
. How program performance will be monitored intemally
. How customer satisfaction will be measured
. Use of community resources and interagency ties
Budgetary Information - (double spaced, two page maximum)
Describe budgetary planning, fiscal systems, and accounting policies and
procedures.
Complete attached budgetary forms:
. Budget Summary
. Budget Narrative
. Budget h..Kind Narrative
Assurances - Submit appropriate documentation. Failure to submit documents
may result in the application not being considered.
Page 2 of 18
.
.
Item 20:
Item 21:
Item 22:
Item 23:
Item 24:
ATTACHMENT C
Additional Information -Include Subcontractor Information, Former County Officials,
Audited Financial Statements, Insurance Information, Applicant Eligibility, and
Complaint and Grievance Procedures. Failure to submit these documents may result
in the application not being considered.
Signature of Applicant
Typed name of Applicant
Applicant Title
Application Date
"
Page 3 ci 18
ATTACHMENT C
Application for Older American Act Title III B Funds
(Submit one aDDllcalion for each service tvlMl the aDDlvinll oraanization wishes to Drovide.)
Complete the following:
1. Indicate the type of service for which funding is requested, and the area(s) to be served:
Category Service Region
Colorado North Morongo Victor Mountains East West
River Desert Basin Valley Valley Valley
01 Personal Care
02 Homemaker
03 Chore
05 Adult Day
CareJHealth
09 Assisted
Transportation
10 Transportation
14 Outreach
15D 1) Medical
Alert
2) Health
Screening
15F Community
Svs - Sr. CIr.
Management
151 Friendly Visits
15K 1) Home
Modification
2) Home
Repair
2. For the regions checked above, specify if only specific cities will be served within the
region, and also specify any geographic boundaries, e.g., West Valley, from Rancho
Cucamonga to Rialto, excluding Fontana.
Region: __
3.
Organization Name:_
Page 4 of 18
ATTACHMENT C
4. Mailing Address:
State
Zip
City
5. Contact Person:
6. Phone:
7. Type of Organization:
o Private Non-Profit
o Private for Profit
o Govemment/Public Agency
Name of Govemment Unit
8. Federal (IRS) Taxpayer 10:
9. Total Funds Requested: $
10. Number of clients to be served:
a. If applicant was in business anytime during the last two (2) years, enter the
number of clients served:
2002 # clients:
2003 # clients:
11. Cost per Unit of Service if awarded funding: $
12. Total Program Income: $
13. Additional Funding Sources: (Provide a 2 year history, if applicable)
2002:
2003:
14. Days and Hours of Operation:
Page 5 of 18
.
ATTACHMENT C
15.
Agency Background and Personnel (attach additional sheet if needed, two page
maximum)
Page 6 of 18
. , ATTACHMENT C
16. Summary of Need of Program (attached additional page if needed. two page maximum)
o.
Page 7 of 18
>. ATTACHMENTC
17. Proposed Program (attach additional sheet if needed, two page maximum)
Page 8 el18
" ATTACHMENT C
18. Budgetary Information (attached additional sheet if necessary, two page maximum)
'.
Page 9 of 18
ATTACHMENT C
19. Assurances: - Read "Assurances. (induded in Attachment C) and submit reasons for any
Assurances that cannot be complied with. Failure to submit documentation may result in
the application not being considered.
20. Additional Information - Include Subcontractor Information, Former County Officials,
Audited Financial Statements, Insurance Information, Applicant 8igibility. and Complaint
and Grievance Procedures. Failure to submit these documents may result in the
application not being considered.
21. Submitted by:
22. Title:
(Signature)
23. Name:
24. Date:
(Typed)
Page 10 of 18
ATTACHMENT C
Instructions for Completing Budget Summary
Please check the appropriate box at the top of Budget Summary.
Line Item
1. Personnel
2. Staff Travel
3. Staff Training
4. Equipment
5. Consultants
6. Food Costs
7. Other Costs
Accounting/Audits
Advertising
Consumable Supplies
Equipment Rental
Insurance
Legal Services
Linens
Memberships and Subscription
Other Supplies
Printing
Purchasing
Repairs & Maintenance Space
Repairs & Maintenance Other
RenUBuildingSpace
Taxes & Licenses
Telephone
Utilities
Vehicle Operations
Volunteer Expenses
Description of Allowable Costs
Should be computed for all staff paid out of requested funds. Use
Budget Narrative (OMS 320) to itemize by position, cost and
provide a brief (one to two lines) position description. Also included
in this category are payroll taxes which should be computed for
FICA (Federal Insurance Contributions Act) for employers match,
FUTA (Federal Unemployment Tax Act) and Fringe Benefits
compute for health, worker compensation, SOl, etc.
Should be computed at you agreed upon travel rate and is for
normal day-to-day travel.
Should inclupe travel per diem for special training sessions or
nation conferences, etc.
Includes expendable equipment purchased for under $300 and
equipment purchased for over $300. Use OMS 320 to itemize.
Purchased services such as a Nutritionist, Purchasing Agent, etc.
Cl and C2 Nutrition providers only.
Includes all of the following:
Accounting and outside audit services.
Includes costs for placing advertisements in newspapers.
Cl & C2 Nutrition providers only.
Equipment rented on a monthly basis or leased by the year.
Includes insurance such a vehicle and bonding, etc.
Attorney fees, court fees, etc.
Cl & C2 Nutrition providers only.
Should directly relate to the program.
Includes office supplies and postage.
Includes the print costs of pamphlets, brochures, etc.
Cl & C2 Nutrition providers only.
Applies to maintenance on a facility.
Applies to maintenance on equipment.
Rental/lease fees.
Includes licenses for food handlers, business, vehicles, etc.
Monthly telephone charge.
Light, gas, water and trash
Leasing and maintenance costs for gas, oil, repairs, tires, etc.
Agreed upon per diem and travel reirrbursement rates for
volunteers.
On the lines at the bottom of the form, be sure to include name and phone number of the preparer. Direct any
questions regarding allowable costs to RFA contact person.
Page 11 of 18
ATTACHMENT C
D D
Cl ~ c2D Ill-B D Ill-FD VII OMB D VII ELD ABUSE D
Other
EXPENDITURE CATEGORY Funding Match
Less Match Cash In-Kind TOTAL
1. PERSONNEL
(Attach Schedule of Personnell
2. STAFF TRAVEL
3. STAFF TRAINING .
4. EQUIPMENT
5. CONSULTANTS
6. FOOD COSTS
7. OTHER COST
Total Expenditure
LESS MATCH:
Match Cash
Match In-Kind
LESS FUNDING:
Non Match USDA
Non Match Cash
Non Match In-Kind
Program Income
Deferred Income
TOTAL FUNDING REQUEST
-
Date of Phone No:
Submission:
Prepared By:
I Page 12 of 18
SAN BERNARDINO COUNTY - OMS 312111B - Revised 3101
ATTACHMENT C
INITIAL BUDGET 0
REVISED BUDGET 0
'Budget Narrative
Provide justification, rates, comments, descriptions, etc. for line items on the Budget
Summary Form-OMS 312.
Line-Item
CosURate
Description/Justification
'.
Date
Submitted:
Provider Name
San Bemardino County-OMS 320
Revised 0310612001
I
Page 13 of 18
. ATTACHMENT C
Budget In-Kind Narrative
Provide justification, rates, comments, descriptions, etc. for line items on the Budget
Summary Form-OMS 312.
Line-Item Cost/Rate Description! Justification
.
Dale . Provider Name
Submitted:
San Bernardino County-OMS 322
Revised 0310612001
I Page 14 of 18
ATTACHMENT C
NOTE: All references given are for the Older Americans Act of 1965, as amended.
The Applicant Assures that they shall:
1. Set specific goals for providing services to older individuals with the greatest economic or
social needs, including specific objectives for providing services to low income minority
individuals. (306 {a }(5}{A}{I})
2. Include in each agreement made with a subcontractor a requirement that such service will-
(I) specify how the provider intends to satisfy the service needs of low income minority
individuals in the area served by the provider; (II) to the maximum extent feasible, provide
services to low-income minority individuals in a=rdance with their need for such services;
and (III) meet specific objectives established by the area agency on aging, for providing
services to low-income minority individuals within the planning and services areas. \306
{a}{5}{A}{i/))
3. Use outreach efforts that will - (i) identify individuals eligible for assistance under this Act,
with special emphasis on (I) individuals residing in rural areas; (II) older individuals with
greatest economic need (with particular attention to low-income minority individuals); (III)
older individuals with greatest social need (with particular attention k:> low-income minority
individuals); (IV) older individuals with severe disabilities; (V) older individuals with limited
English-speaking ability; and (VI) older individuals with Alzheimer's disease or related
disorders with neurological and organic brain dysfunction (and caretakers of such
individuals); and (ii) inform the older individuals referred to in subclauses (I) through (IV) of
clause (i), and the caretakers of such individuals, of the availability of such assistance. (306'
{a}{5}{B})
4. Assure that it will - (A) maintain the integrity and public purpose of services provided, and
service providers, under this title in all contractual and commercial relationships; (B)
disclose to the Commissioner and the State agency - (i) the identity of each non
govemmental entity with which such agency has contract or commercial relationship relating
to providing any service to older individuals; and (ii) the nature of such contract or such
relationship; (C) demonstrate that a loss or diminution in the quantity or quality of the
services provided, under this title by such agency has not resulted and will not result from
such contract or such relationship; (0) demonstrate that the quantity or quality of the
services to be provided under this title by such agency will be enhanced as a result of such
contract or such relationship; and (E) on the request of the Commissioner or the State for
the purpose of monitoring compliance with this Act (including conduct an audit), disclose all
sources and expenditures of funds such agency receives or expends to provide services to
older individuals. (306 {a}{14} {A} through {E})
5. Assure that funds received under this title will not be used to pay any part of a cost
(including an administrative cost) incurred by the applicant to carry out a contract or
commercial relationship that is not carried out to implement this title. (306 {a}{15})
Page 15 of 18
ATTACHMENT C
6. Assure that preference in receiving services under this title will not be given by the applicant
to particular older individuals as a result of a contract or commercial relationship that is not
carried out to implement this title. (306 {aH16})
7. Assure that (A) the applicant will pursue activities to increase access by older individuals
who are Native Americans to all it's programs under this title.
8. Assure that persons age 60 or over who are frail, homebound by reason of illness or
incapacitating disability, or otherwise isolated shall be given priority in the delivery of
services under this part. (91321.69 {a}).
9. Such fiscal control and fund accounting procedures will be adopted as may be necessary to
assure proper disbursement of, and accounting for, Federal funds paid under this title to the
applicant. (307 {a){7}{A})
10. (i) No individual (appointed or otherwise) (rivolved in the designation of the head of any
subdivision of an area agency on aging, is subject to a conflict of interest prohibited under
this Act; (ii) no officer, employee, or other representative of an area agency on aging is
subject to a conflict of interestl70hibits under this Act; and (iii) mechanisms are in place to
identify and remove conflicts of interest prohibited under this Act. (307 {a){7}{B})
11. (i) (It will) maintain the integrity and public purpose of services provided in all contractual
and commercial relationships; (ii) Demonstrate that a loss or diminution in the quantity or
quality of the services provided, or to be provided, under this Act by such applicant has not
resulted and will not result from such contract or such relationship; (iii) Demonstrate that the
quantity or quality of the services to be provided will be enhanced as a result of such
contract or such relationship. (307 {a){7){C})
12. Furnish assurances to the area agency that the applicant will maintain efforts to solicit
voluntary support and that the funds made available under this title to the applicant will not
be used to supplant funds from non-federal sources. (307 {aH13){H})
13. It shall establish procedures that will allow the option to offer a meal, on the same basis as
meals are provided to elderly participants, to individuals providing volunteer services during
the meal hours, and to individuals with disabilities who reside at home with and/or
accompany to meal sites older individuals who are eligible for meals. (307 {a){13HI})
14. In the case of purchase or construction, that there are no existing facilities in the community
suitable for leasing as a multipurpose senior center, [and that the] plans and specifications
for the facility are in accordance with regulations relating to minimum standards of
construction promulgated with particular emphasis on securing compliance with the
requirements of the Act of August 12, 1968, commonly known as the Architectural Barriers
Act of 1968. (307 {a){14HBHc})
15. Any laborer or mechanic employed by any applicant in the performance of work on the
[multipurpose senior center] facility will be paid wages at rates not less than those prevailing
for similar work in the locality as determined by the Secretary of Labor in accordance with
the Act of March 3, 1931 (40 use 276a-276a-5, commonly know as the Davis-Bacon Act),
and the Secretary of Labor shall have, with respect to the labor standards specified in this
clause, the authority and functions set forth in reorganization plan number 14 of 1950 (15
Page 16 of 18
ATTACHMENT C
FR 3176; 64 Stat. 1267), and Section 2 of the Act of June 13. 1934 (40 U.S.C. 276c). (307
{a}{14}{D})
16.
If a substantial number of older individuals in the applicants service area are of limited
English-speaking ability, the applieant shall (A) utilize in the delivery of outreach services
under Sec. 306 (a) (2) (A) and 306 (a) (6) (P), the services of workers who are fluent in the
language spoken by a predominate number of elderly individuals who are of limited English-
speaking ability. (307 {a}{20})
17.
All services provided under Title III meet all existing state and loeallicensing, health, and
safety requirements for the provision of those services.
18.
All staff hired by the program will be required to attend appropriate raining sessions and
workshops sponsored by the Department of Aging & Adult Services and the Califomia
Department of Aging.
"
19.
All materials, videotapes, and publicity will acknowledge the San Bemardino County
Department of Aging & Adult Services and indicate that the programs are made possible by
Older Americans Act funds.
Page 17 of 18
ATTACHMENT C
Assurance #
List of Assurances
Reason for Non-Compliance
"
Any exceptions to the assurances'must be noted and fully explained and attached as an Appendix
to the RFA.
Page 18 of 18