Congregate Meals Home Delivered Meals Request for Proposals 2.pdf · Home Delivered Meals Request for Proposals December 2010 Jonathan Lavin, President and CEO ... speak a language

Fiscal Years 2012 - 2014

Nutrition Services Congregate Meals

Home Delivered Meals

Request for Proposals December 2010

Jonathan Lavin, President and CEO

AgeOptions

1048 Lake Street, Suite 300

Oak Park, IL 60301

RFP Materials available on www.ageoptions.org

STATEMENT OF NON-DISCRIMINATION

AgeOptions does not discriminate in admission to programs or treatment of employment in programs or activities in

compliance with the Illinois Human Rights Act; the U.S. Civil Rights Act; Section 504 of the Rehabilitation Act; The

Age Discrimination Act; the Age Discrimination in Employment Act; and the U.S. and Illinois Constitution. If you

feel you have been discriminated against, you have the right to file a complaint with the Illinois Department on Aging.

For information, call (800)252-8966 (Voice and TTY) or contact AgeOptions at (708)383-0258 (Voice) or (708)524-

1653 (TTY).

FY 2012-14 Nutrition Services Request for Proposals Page 2 of 18

December 2010

TABLE OF CONTENTS

I. INTRODUCTION

A. AgeOptions 3

B. Purpose and Background 3

II. OLDER AMERICANS ACT NUTRITION SERVICES 4

A. Congregate Meals 4

B. Home Delivered Meals 6

C. Demonstrations 7

1. Demonstration for new Targeted to Culturally and Linguistically

Isolated Older Persons (TCLIP) 7

2. Demonstration for new Intergenerational Site 7

3. Home Delivered Meal Choice Program

III. FUNDS AVAILABLE AND AWARD TERMS 9

A. Funds Available 9

B. Eligible Agencies 9

C. Catering/Food Preparation Costs 10

D. Period of Award 11

E. Renewal Considerations 11

F. Funding for Extension Years 12

G. Termination of Grant 12

IV. APPLICATION PROCESS 13

A. Due Date for Applications 13

B. Application Materials 13

C. Technical Assistance 14

V. EVALUATION OF APPLICATIONS 15

A. Funding Considerations 16

B. Competitive Applications 17

C. Notification and Appeal Process 18

The materials below will be provided at the Technical Assistance Sessions or on

www.ageoptions.org.

REQUIREMENTS FOR RECIPIENTS OF OLDER AMERICANS

ACT TITLE III FUNDS Blue Packet

SERVICE DEFINITIONS AND STANDARDS Purple Packet

SUPPLEMENTAL APPENDICES Yellow Packet

APPLICATION PACKET White Packet


December 2010

I. INTRODUCTION

A. AgeOptions

In accordance with the Older American’s Act of 1965 and associated Regulations,

AgeOptions is designated by the Illinois Department on Aging as the Area Agency

on Aging for suburban Cook County, Illinois. AgeOptions is responsible for

administering federal and state-funded programs and services for individuals age

60 and older in suburban Cook County.

AgeOptions was established in 1974 as a 501(C) (3) not-for-profit corporation to

serve the older adults of suburban Cook County. Governed by a volunteer Board

of Directors and counseled by an Advisory Council comprised of older adults and

community representatives, AgeOptions identifies the concerns of older adults

and those who care for them, develops and implements programs to meet their

needs, and advocates for necessary resources.

AgeOptions develops a three year comprehensive plan (Area Plan on Aging),

which is reviewed annually. The Area Plan provides detailed information about

the growing population aged 60 years and over in suburban Cook County, and

establishes service needs and funding priorities. AgeOptions is guided by the

Area Plan to fund a network of more than 70 local community–based service

providers, working to bring resources and service options to older adults and their

caregivers throughout the Cook County suburbs. The current Area Plan is for FY

2008 through FY 2011. AgeOptions will submit a new plan to the Illinois

Department on Aging on July 1, 2011 for FY 2012-2014. All funding under this

request for Proposal is contingent upon the acceptance of AgeOptions Area Plan

on Aging and annual amendments to that plan by the Illinois Department on

Aging.

B. Purpose and Background

Nutrition plays a very important role in our lives. What we eat significantly affects

our health, quality of life and longevity. Good nutrition is essential in maintaining

cognitive and physical functioning. For older adults, proper and balanced nutrition

is particularly critical for the maintenance of health, wellness and independence.

Unfortunately, studies show many older adults are not meeting their nutritional

needs on a regular basis. Inadequate diets can contribute to chronic health

conditions, quicken the advance of age-related degenerative disease, and delay

recovery from illness. For minority older adults who tend to have a higher

incidence of chronic disease, inadequate diets can be even more detrimental.

Nutrition Programs under Title III-C of the Older Americans Act are proven to be

effective in improving the lives of older adults. For many of the participants, the

meal provided by the Nutrition Program may be their primary source of food for

the day. Participants of nutrition services have higher daily intakes of key

nutrients than similar non-participants and have more social contacts, as reported


December 2010

in a congressional evaluation of the Nutrition Program, released in Fiscal Year

1996. This information was corroborated in 2004 and again in 2006 with the

federal Administration on Aging’s findings of its First and Second National

Survey of recipients of Older Americans Act Title III Services (available at

www.GPRA.net).

As outlined in the Older Americans Act, the purposes of Title III-C funds are:

1. To reduce hunger and food insecurity;

2. To promote socialization of older individuals; and

3. To promote the health and well-being of older individuals to gain access

to nutrition to delay the onset of adverse health conditions resulting from

poor nutritional health.

The federal Older Americans Act Sec. 306 (a)(4)(A), requires Title III nutrition

services to be targeted to older individuals with greatest economic need, older

individuals with greatest social need, and older individuals at risk for institutional

placement. Greater priority is given to low-income individuals who are members

of diverse populations, and/or have limited English proficiency.

www.aoa.gov/AoARoot/AoA_Programs/OAA/index.aspx),

II. Older Americans Act Nutrition Services

AgeOptions seeks applications from public, private not-for-profit, and proprietary

organizations for the following services:

A. Congregate Meals: Funded by the Older Americans Act Title III-C11

and Nutrition Services Incentive Program (NSIP).

Congregate Meals programs traditionally operate to serve older adults,

aged 60 and over, a spouse, or child with disabilities under the age of

60, a high quality nutritious lunch time meal in a group setting, five

days per week. Participants receive much more than a meal. Besides

providing numerous volunteer opportunities, the Congregate Meals

program offers social support, companionship and relief from

loneliness, isolation and depression. It also helps educate participants

about nutrition, health and provides linkages to a wide range of

services and benefits programs. While successful for those who

partake in the program, AgeOptions has seen a decline in program

utilization in the last five years.

AgeOptions is committed to reversing the trend of decreasing

participation at Congregate Meal sites. On November 3, 2010,

AgeOptions hosted a Kick Off session for this RFP. A panel presented

their best practices for both Congregate and Home Delivered Meals

programs. Successful programs must provide “more than just a meal”.

http://www.gpra.net/

http://www.aoa.gov/AoARoot/AoA_Programs/OAA/index.aspx


December 2010

Included in the Appendix are reference materials from the November

3rd

session, the NYC Department for the Aging’s Study, Critical

Factors in the Successful Utilization of Senior Center Meals, as well as

other studies.

Program Design Options

Applicants may operate a program at multiple locations (rotating

sites) to increase access to the service. If using multiple locations, the

total program may not operate more than seven (7) days per week. All

program criteria for Congregate Meal Programs must be met and

participants must be made aware of meals options at all locations.

Applicants may propose congregate meals in a restaurant setting.

However, in order to promote socialization, restaurant programs

should designate set gathering times, assign staff or volunteers present

to welcome guests, provide programs and ideally have a separate

dining area.

AgeOptions will consider restaurant voucher programs (programs

that do not require set times of service and staffing at participating

restaurants) on a limited basis if a compelling rationale and a high

level of local match are provided.

Productivity

Applicants should aim to serve at least twenty-five (25) meals to older

adults daily at each site. For sites that propose or have a history of

serving less than 25 meals per day, AgeOptions may choose not to

fund the site or may work with the applicant to develop a cost

effective option.

Geographic Distribution of Congregate Sites:

AgeOptions will give priority to programs which serve large numbers

of older adults. Special consideration will be provided to sites which

are situated in areas where there are high numbers or concentrations

of older adults whose incomes are at or below 200% of the poverty

level, are members of minority groups, and or are limited English

proficient.


December 2010

B. Home Delivered Meals and Special Demonstration for a Home

Delivered Meal Choice Program – Funded by the Older Americans

Act Title III-C2 and Illinois General Revenue Funds1

and Nutrition

Services Incentive Program (NSIP).

The Home Delivered Meals program provides older adults, who are

homebound and isolated and, for a variety of reasons, unable to shop

for or prepare meals for themselves, with a healthy daily meal

delivered to them at home that meets their nutritional needs. Delivery

staff and volunteers provide a regular presence in their lives, helping

to ease their loneliness. The Program also assists clients with

accessing additional services and benefits for which they may be

eligible and require, helping them to regain or maintain their

independence. Care Coordination Units must determine eligibility and

refer the client to the appropriate meal provider.

AgeOptions will fund home delivered meals in the following priority

order:

1st priority Monday – Friday meal – we will seek to

have all of suburban Cook County covered.

2nd

priority Monday – Friday meal special diet

3rd

priority: Weekend meal or extra meal delivered on

Friday for weekend consumption – (based

on need established in nutrition

assessment)

4th

priority Second meal delivered Monday - Friday

(based on need established in nutrition

assessment)

AgeOptions allows the use of frozen meals when the Care

Coordination Unit assessment affirms that the recipient is able to

prepare the meal. Providers must always ensure that if frozen meals

are used, the client is capable of utilizing the meal. If a client cannot

manage frozen meals, the provider must find an alternate option. If

frozen meals are provided, the provider must offer a mechanism for a

personal contact with the client to assure their well being daily,

Monday through Friday.

Applicants will commit to serving the current home delivered meal

recipients as transferred to the successful applicant at the beginning of

the funding year. AgeOptions recognizes that not all client needs are

currently met through this program and that due to funding and

logistical issues, waiting lists for meals may occur.


December 2010

C. Demonstration Programs

i. New sites to serve Targeted Cultural and Linguistically Isolated

Older Persons (TCLIP)

Background: Suburban Cook County is an ethnically diverse

area. At the time of the 2000 Census, suburban Cook County was

home to 435,800 foreign-born residents of all ages (over 17% of

the total population in our area). The 2000 Census also indicates

that almost 15% of the suburban 65+ population in our area

(49,666 persons) speak a language other than English in their

homes. Of these older adults, more than 15,000 have limited

English-proficiency, meaning that they either do not speak English

or they do not speak it well.

The following sites were established in prior fiscal years using

TCLIP demonstration funding: Hoffman Estates (Chinese),

Arlington Heights (Chinese), Niles (Guajarati, Hindi and Urdu),

Mount Prospect (Korean) and Melrose Park (Spanish).

Demonstration set aside: AgeOptions has set aside up to

$100,000 to fund new Congregate Meals sites to serve additional

limited English speaking older adults.

AgeOptions will give priority for new sites based on the 2000

Census data on “other languages spoken at home” in the following

order: Spanish, Polish, Tagalog, Greek, Korean, Russian, Chinese,

Arabic, Gujarati, Serbo-Croatian, Urdu, Hindi, and Japanese.

All applicants who apply for the TCLIP funding must have the

ability to offer culturally appropriate programming, food, social

activities, outreach and nutrition education. Applicants must select

a dining site in close proximity to the population they propose

serving and describe the proposed location of the site relative to the

population. (See Appendix).

ii. Demonstration for a Congregate Meals site targeted to Hispanic

or African American Grandparents Raising Grandchildren

Older Americans living with a grandchild are fifty percent more

likely to be at risk of hunger compared to those who are not living

with a grandchild. In addition, African Americans were 4.2% more

likely to be food insecure than their white counterparts. Hispanics

were 20% more likely to be at risk of hunger than their white

counterparts.


December 2010

To address this concern, AgeOptions is setting aside up to $50,000

for a congregate demonstration site targeting Hispanic or African

Americans that will serve both older adults and children under the

age of eighteen. However, the AgeOptions funding may only

support the older adult portion of the program and the applicant

must identify funding for the children’s meals.

Based on the 2000 Census data (see Appendix), the following

townships will be given priority for the Intergenerational

demonstration:

Thornton

Proviso

Bremen

Bloom

Cicero

Rich

Worth

iii. Home Delivered Meal Choice Demonstration

AgeOptions seeks one applicant to develop a Home Delivered

Meal Choice demonstration program which is based on the Care

Coordination Unit assessment and provides clients with a choice of

regular meals, special diets, or a mobile food pantry. Agencies

should submit an application and budget for the Monday – Friday

home delivered meals plus a narrative and potential budget for the

additional “choice” aspect of the program. There will be a

structured evaluation component to this demonstration to

determine if this demonstration may be replicated in other areas.

D. Connection with Health Promotion

AgeOptions recognizes the connection between Nutrition services and

Health Promotion (Title III-D). AgeOptions will not release a RFP for

Health Promotion this year due to potential changes in the reauthorization

of the Older Americans Act which increase the emphasis on evidence

based programming. However, AgeOptions will continue to require a

connection between Nutrition and Health promotion by requiring

congregate nutrition sites to host health promotion sessions provided by

the Title III-D providers.


December 2010

III. FUNDS AVAILABLE AND AWARD TERMS

A. Funds Available

AgeOptions awards will be based on revenue projections for FY 2012 as provided by the

Illinois Department on Aging. These estimates include funding from the Federal

Government and the State of Illinois to suburban Cook County. Annual Federal and State

appropriations and any changes in the Illinois Department on Aging funding formula for

the distribution of funds may decrease or increase available revenues for Fiscal Year

2012. AgeOptions reserves the right to revise any or all projections and awards based

upon the actual award and receipt of sufficient funds to meet legislative, administrative,

or judicial rule/order or regulation requiring and/or necessitating a revision or

reconsideration of funding decisions. AgeOptions will not support an applicant with

funds under this request when another funding source is supporting the total costs of the

same service in the proposed service area.

As of the date of this document, estimates for Fiscal Year 2012 funds are:

Program

AgeOptions Funds

(combined Federal/State/

Estimated NSIP Dollars) Congregate Meals for new and

existing sites

$1,580,729

Home Delivered Meals (funds

for the choice Demonstration are

included)

$3,500,000

Demonstration: New

Congregate TCLIP sites

$100,000

Demonstration: New Congregate

Intergenerational Program

$50,000

AgeOptions will use a grant system to reimburse successful applicants. Each service and

site will have a separate grant. A grant will promote partnership and collaboration, place

emphasis on the program being “more than just a meal” and will be easier to administer

than the previous grant/contract system. Grantee costs will be budgeted by the categories

of Personnel/Fringe, Equipment and Supplies, Travel, Other, Delivery and Food. During

the grant period, agencies may request a revision to re-allocate costs between line items

with the exception of Food and Delivery line items can not be moved to a different

expense.

Any reference to “grantee” responsibilities will be binding on the applicant organization

upon the award of the grant.


December 2010

Grantees must have a minimum match of 15% either in local cash or in-kind services.

Grantees will also be required to solicit voluntary contributions from participants with a

suggested donation per meal.

The Earned Federal Share is “earned” only when the organization obtains and reports both

local cash and in-kind match. The federal share, awarded by AgeOptions, is based on net

expenses (expenses minus project income) and the extent the grantee has met the budgeted

local match.

The provisions include in this RFP will be incorporated into the Notification of Grant

Award (NGA) for nutrition services that result from this competitive procurement

process. The grant will contain service delivery, administrative, and financial terms and

conditions, and provisions which, when taken together, define the services that the

Grantee will provide. The accepted proposal will become a binding part of the grant and

the Grantee will be monitored to ensure compliance with the proposal.

B. Eligible Agencies

This Request for Proposals is directed exclusively to registered organizations with

AgeOptions. The opportunity to register with AgeOptions was widely advertised in

November 2010.1 Organizations interested in applying for the funding identified in this

request must register with AgeOptions. Please contact Dan Christensen at AgeOptions

(708)383-0258, for registration information.

All requirements included in this document are authorized in actual legislative language

included in the 1992, 2000 and 2006 amendments of the Older Americans Act and the

August 31, 1988 Federal Register Rules and Regulations pertaining to Grants for State

and Community Programs on Aging for the implementation of this law. Any further

amendments to the law, actions required by other Federal or State laws, court order,

and/or administrative/executive directives, will be binding on all applicants. AgeOptions

has adopted as policy all requirements stated in this document and will enforce the same

during the grant period, except as directed by the Federal and State governments, or Court

of Law.

C. Catering/Food Preparation Costs

Rising costs related to food and food preparation affect the number of older adults who

can receive a nutritious meal. In order to have the most cost effective high quality food,

AgeOptions will work with successful Nutrition Services applicants to issue a unified

request for bids to caterers. This Request for Bid process was developed in 2010 by

AgeOptions and the funded nutrition providers.

Applicants who propose “on site” cooking or catering from their organization’s central

kitchen are exempt from this requirement. TCLIP agencies proposing ethnic meals may

1 The registration process was first announced in 1982.


December 2010

provide a justification for not bidding the service. Congregate programs based in a

restaurant setting also may provide a justification for not bidding the catering service. It

is in AgeOptions sole discretion to determine the agencies exempt from this requirement.

Applicants will submit their “local preferences,” specifications for potential caterers to

consider, as a part of their application to AgeOptions. AgeOptions will include the

preferences of the successful Nutrition Services applicants in the Unified Request for Bid

which will be released around May 20, 2011. The Caterers will submit their bids by July

22, 2011. AgeOptions and the successful applicants will jointly select the Caterer around

August 17, 2011. Successful applicants will work with the selected Caterer to begin

service October 1, 2011.

Included in the Appendix are the FY 2010 Unified Caterer Bid materials. AgeOptions

will use a similar updated format for FY 2012.

D. Period of Award

The time period of this agreement is for Fiscal Year 2012 beginning October 1, 2011

through September 30, 2012.

E. Renewal Considerations

Renewals may be granted for each service, each Congregate Site or Home Delivered Meals

Service area in the grant, providing the following conditions are met:

1. The grantee provides 90% of the units projected to be served per service by the end

of the second quarter, March 31, 2012 for the Fiscal Year 2013 extension, and March

31, 2013 for the Fiscal Year 2014 extension.

2. The grantee's performance is deemed satisfactory by AgeOptions in all other areas.

3. There are no changes in program mandates and/or requirements by AgeOptions

funding bodies that would result in a revision of the plan for funding allocations.

4. In the event that a grantee has not met the 90% unit for a particular service,

AgeOptions reserves the option of extending in the grant award for a one-year period

if AgeOptions determines there are overriding reasons to extend the grant.

AgeOptions may offer additional extensions of grants past the three year period if it is in

the best interest of the program.

F. Funding for Extension Years

AgeOptions will try to maintain funding at the original levels for extension years and will

determine allowable increases or decreases in Federal unit cost based on the inflation

index.


December 2010

Increase in Funding - If there is an increase in available funding between extension

years for Congregate and Home Delivered Meals, AgeOptions will determine the amount

of funds to be made available either by area, by service and/or for targeted populations,

using one of the following options/combination of options in awarding those funds:

For Congregate Meals and Home Delivered Meals:

1. Award funds to applicants whose applications were approved through

this process but not funded due to insufficient funds.

2. Allow Grantees to submit formal requests and rationale to expand current

services and/or for unit rate increases within the amounts determined

available by AgeOptions. Decisions regarding increases shall be made

after considering the rationale, overall performance and support provided

to the community by the Grantee.

3. Develop a request for proposal for distribution of increased funds.

For Home Delivered Meals only:

1. Eliminate or prevent waiting lists

2. Award funds to applicants whose applications were approved through

this process but not funded due to insufficient funds.

Reductions in Funding: If funding to the suburban Cook County region is reduced, and it

is necessary to reduce Grantee award levels, AgeOptions will take a two pronged approach:

1. Reduce meals in the following order - second meals, weekend meals

and/or special diets.

2. Review each grant based on service levels and/or other performance

factors to assure that there will be cost effective service provision which

best meets the needs of older adults.

G. Termination of Grant

AgeOptions reserves the right to terminate a grant with an applicant. This may be due to

insufficient funds, changes in federal or state mandates, noncompliance with the

standards set forth in this Request for Proposals and/or due to significant problems in the

performance by the provider. The grant may also be terminated for circumstances beyond

the control of the Grantee such as natural disasters and fires which prevent complying

with the terms of the grant. Also, the grant may be terminated by either party upon sixty

(60) days written notice and without cause. Upon termination, the Grantee shall be paid

for work satisfactorily completed prior to the date of termination if funds are available.

IV. APPLICATION PROCESS


December 2010

AgeOptions will widely advertise this Request for Proposals. Interested organizations

must register with AgeOptions. Application packets must include:

€ Four copies of the completed application with original signatures including

narrative, budget, letter of support, and demographics pages. Note: A minimum

of 15% local match is required. Applications without the minimum required local

match will not be considered.

€ Four copies of the Budget justification: The budget justification must be logical.

All expenses must be explained including staff positions and their roles relative to

the program. Allocation formulas must be provided as appropriate, i.e., rent or

volunteer hours.

€ One copy of attachments

€ One electronic copy of the application (in Word format) and budget (in Excel

format) to [email protected]. NOTE: For scoring the application,

AgeOptions will use the hard copy submitted by the applicant. The electronic

versions are for AgeOptions reference only. If there is a discrepancy in hard copy

and electronic data, AgeOptions will rely on the hard copy information.

A. Due Date for Applications

The proposal, whether mailed or hand-delivered, must arrive at AgeOptions office no

later than February 25, 2011. Proposals must be mailed to or hand delivered to the

address below, and physically received by 4:45 p.m. AgeOptions does not accept a

“postmarked” by date but rather requires that the submission be received by the deadline

date. Applications must be submitted to:

Jonathan Lavin, Chief Executive Officer

AgeOptions

1048 Lake Street, Third Floor

Oak Park, Illinois 60301

Late responses shall not be accepted and shall automatically be disqualified from

consideration and will be promptly returned. The method of delivery shall be at the

discretion of the bidder, at the bidder’s sole risk.

B. Application Materials

All instructions and materials needed to apply for FY 2012 Title III-C Nutrition Program

funding are available to download from the AgeOptions website – www.ageoptions.org.

Required forms are in Microsoft Word and Excel. Applicants must use these forms and

formats to apply for services; other forms and formats will not be accepted for review. All

responses must be typed in a legible font style and size.

mailto:[email protected]

http://www.ageoptions.org/


December 2010

The instructions and application documents are intended to assist applicants in applying

for funding under this Request for Proposals (RFP) announcement.

Before submitting a proposal the applicant shall carefully examine this document (RFP)

and specifications. If the proposal is accepted, the applicant will be responsible for all

errors and costs associated with the proposal resulting from failure or neglect to comply

with instructions and specifications. AgeOptions will in no case be responsible for any

errors resulting from such failure or neglect.

Applications may be withdrawn following written notice to AgeOptions. Written notice must

be received at AgeOptions no later than Monday, April 4, 2011. AgeOptions is not

responsible for the costs of preparing an application and will not reimburse applicants for

those costs.

AgeOptions reserves the right to accept or reject any application, in whole or in part,

submitted in response to this Request for Proposals. Also, AgeOptions reserves the right

to reject proposals that are determined by AgeOptions to be proposing insufficient costs

to cover all or any necessary service components. AgeOptions shall review the entire

proposal and determine the totality of costs proposed by the applicant.

The competitive application process is governed by laws and regulations enforced by

Federal, State, and local law enforcement agencies. If there is an indication of any formal

or informal effort by competing applicants to influence proposed costs of services and/or

service areas, AgeOptions shall ask appropriate agencies to investigate.

C. Technical Assistance

Applicants can receive technical assistance on the RFP and application process through:

1. Technical Assistance Sessions Identical Technical Assistance sessions

on completing applications will be held as follows:

Tuesday, January 4, 2011 10:00 – 12:00

AgeOptions

1048 Lake Street, Third Floor

Oak Park, IL 60301

Wednesday, January 5, 2011 1:30 – 3:30

Niles Senior Center

999 Civic Center Drive

Niles, IL 60714

Thursday, January 6, 2011 1:30 – 3:30

Palos Hills Community Resource Center

8455 W. 103rd

Street

Palos Hills, IL 60465


December 2010

Applicants are strongly encouraged to attend a technical assistance session.

2. New Applicant Technical Assistance Session – In addition to attending

the morning session on January 4, 2011, new applicants are encouraged to

attend a “New Applicant” session the same day from 1:30 – 3:30 in the

AgeOptions Large Conference Room. This is an opportunity for new

applicants who attended the morning session to ask more detailed

questions.

3. A final Technical Assistance Session will be held on Tuesday, February

15, 2011 from 1:30-3:30 P.M. at AgeOptions as a final opportunity for

questions.

4. Technical Assistance Applications will not be reviewed prior to

submission, but reasonable questions on applications, service criteria,

standards and service areas will be addressed by an Area Agency staff

member upon request and as time permits.

All questions regarding this Request for Proposal should be directed to Dan

Christensen, Grants Specialist, at AgeOptions preferably in writing, at

[email protected], (708)524-0870 (FAX), or (708)383-0258 (phone). Written

questions should include the inquirer’s name, organization, phone number, and

email address.

AgeOptions will publish, at www.ageoptions.org, a summary of the questions and

responses each week to all potential applicants. These summaries will be

published up to one week before the submission deadline. After that point,

AgeOptions will respond to questions to the inquiring agency as needed and as

time permits.

Note: Application forms and instructions, standards, assurances, and the scoring

criteria are a part of this Request for Proposals. All requirements of this request

are binding with successful applicants. AgeOptions reserves the right to issue

clarifications and/or changes to any part of this Request for Proposals. These will

be published on AgeOptions website along with a notification sent to applicants

who attended one of the three identical Technical Assistance sessions.

Clarifications and changes will be binding on successful applicants.

V. EVALUATION OF APPLICATIONS

Proposals will be evaluated by AgeOptions. Awards will be made to the highest scoring

applicants proposing services that meet the criteria outlined in this Request for Proposal.

http://www.ageoptions.org/


December 2010

Eligible applicants must propose to serve people aged sixty (60) and over in a community(s)

of suburban Cook County beginning October 1, 2011. A non-federal match of local resources

is required. All meals to be provided under one of these programs must meet at a minimum

one-third (1/3) of the Dietary Reference Intakes (DRI) established by the Food and Nutrition

Board of the Institute of Medicine of the National Academy of Sciences. AgeOptions will

assist organizations through our Registered Dietitian. Detailed information on eligibility

requirements and program standards are provided in the accompanying blue and purple

packets.

A. Funding Considerations

AgeOptions will consider applications requesting funding for services based upon proof

of need, community support, availability of funds, and assurance of equitable access by

older adults residing in the service area. Actual funding levels and unit rates will be

based on several factors, including but not limited to, the available funding, the strength

of the applicant’s rationale for the proposed service, cost effectiveness, reasonableness of

proposed costs, level of match proposed, proposed unit rate and when applicable the

applicant’s prior AgeOptions unit rates. AgeOptions will only fund services identified in

this Request for Proposals. Please refer to the Service Standards for a complete

description of the allowable services.

The following circumstances may influence AgeOptions decisions regarding the award of

funds:

1. AgeOptions may respond to community needs or established service provider

relationships to justify funding a service at variance to some standards.

2. AgeOptions may identify methods for providing services to meet the needs of

communities, especially for the low-income, minority, and limited English

speaking populations.

3. AgeOptions may set aside funds until an appropriate application is received.

4. AgeOptions may negotiate with an applicant to increase or narrow the scope,

geographic area, or purpose of a proposed program as needed.

5. AgeOptions may transfer funds between Federal Older Americans Act funding

sources as permitted under the law.

AgeOptions reserves the right to decrease or increase the meal levels and associated grant

support based upon available funding and/or utilization of resources as identified by

AgeOptions prior to and during the grant period. Such actions may require review of unit

rates and/or allowable administrative and operating costs with the provider and revision

of the grant. The effective date for such actions shall be the date of notification by


December 2010

AgeOptions. The Grantee shall be required to act on such notification immediately.

AgeOptions reserves the right to award the grant for a particular site to a new provider if

the current Grantee does not accept a contract revision to increase/decrease meals.

Our priority is to assure that program efforts and funding are appropriately targeted to

those with greatest social and economic need. AgeOptions requires that proposals target

older adults who face barriers to receiving services due to racial, cultural, economic or

other reasons documented by the applicant.

An organization may apply for multiple sites and/or to provide both congregate and home

delivered meal services from the same location. Each site and each service application

will be evaluated separately.

B. Competitive Applications

AgeOptions will avoid duplicate provision of Title III-C services in the award of funds.

AgeOptions reserves the right to award funds so there are sites throughout suburban Cook

County.

1. Congregate Meals – When requests for funds are made in the same area to

serve the same population by two or more applicants, the applicants will be

considered to be in competition. The grant will be awarded to the applicant

receiving the highest score. In the event of a tie, the final decision will be made

by AgeOptions. Special presentations by applicants or site visits may be

required prior to the final decision. Award of funds will be contingent upon

availability.

2. Targeted Outreach Program: Congregate Meals – Applicants proposing to

provide congregate nutrition services to limited English proficient older adults

will be considered to be in competition if proposing to provide service to the

same population within the same geographic area as outlined in the “Targeted

Outreach Program: Congregate Meals to Limited English Proficient Older

Adults” section on page 5.

The grant will be awarded to the applicant receiving the highest score. In the

event of a tie, the final decision will be made by AgeOptions. Special

presentations by applicants or site visits may be required prior to the final

decision. Award of funds will be contingent upon availability.

3. Intergenerational Site Demonstration – Applicants proposing an

Intergenerational Congregate Nutrition site will be in competition. The grant

will be awarded to the applicant receiving the highest score. These applicants

must identify a source of funding for the children’s meals.

4. Home Delivered Meals – If two or more applications are received for the

provision of home delivered meals for the same distribution area, the grant will


December 2010

be awarded to the applicant receiving the highest score. In the event of a tie,

the final decision will be made by AgeOptions. Special presentations by

applicants or site visits may be required prior to the final decision. Award of

funds will be contingent upon availability.

5. Home Delivered Meal Choice Demonstration – One applicant will be

selected to conduct the Home Delivered Meal Choice demonstration. If more

than one application is received, the applications will be in competition. The

grant will be awarded to the applicant receiving the highest score.

C. Notification and Appeal Process

Notification of preliminary awards will be made in writing on or about May 13,

2011. Service shall begin on October 1, 2011.

An applicant not satisfied with the application process may file a written appeal as

outlined in the “AgeOptions Appeal Procedures.” An appeal hearing may be

arranged with the applicant if questions arise that call for further information to

assist the Board in considering the appeal.

Revised budgets that reflect actual awards will be due to AgeOptions by August

24, 2011. Please note that successful applicants may be asked to submit a work

plan, further clarifying certain components of their program(s). Final approval

will take the official form of a notification of grant award with AgeOptions. A

Notification of Grant Award for signature by the project and Area Agency will be

issued prior to October 1, 2011, subject to AgeOptions receipt of an award from

the Illinois Department on Aging. Service shall begin on October 1, 2011.

Documents

Congregate Meals Home Delivered Meals Request for Proposals 2.pdf · Home Delivered Meals Request for Proposals December 2010 Jonathan Lavin, President and CEO ... speak a language