D – R – A – F - TMULTIPURPOSE SENIOR SERVICES PROGRAM (MSSP)
COUNTY OF MERCED DEPARTMENT OF ADMINISTRATIVE SERVICES –
PURCHASING
For HUMAN SERVICES AGENCY
Notice is hereby given that applications will be received at the
Merced County Department Human Services Agency for performing all
work necessary in accordance with the “SCOPE OF SERVICES” and other
related documents provided herein. Please carefully read and follow
the instructions. All submissions shall be marked on the outside
identifying the submission as MSSP and mailed or delivered
to:
County of Merced Human Services Agency
PO Box 112 2115 West Wardrobe Ave Merced, California 95341
Attn: Lorrie Petrick Merced County Human Services Agency Contract
Compliance
Any Vendor who wishes their application to be considered is
responsible for making certain that their application is received
in the Merced County Human Services Agency. Applications must bear
original signatures.
APPLICATION SUBMITTALS CAN BE RECEIVED AT ANY TIME.
Mark A. Cowart Chief Information Officer 2222 “M” Street Merced, CA
95340 (209) 385-7331 (209) 725-3535 Fax www.co.merced.ca.us Equal
Opportunity Employer
STRIVING FOR EXCELLENCE
TABLE OF CONTENTS SECTION
..........................................................................................................................
PAGE SECTION 1 INTENT OF THE REQUEST FOR APPLICATION
....................................................... 3 SECTION 2
SCOPE OF SERVICES
...............................................................................................
4 SECTION 3 INFORMATION TO VENDORS
...................................................................................
6 SECTION 4 GENERAL PROVISIONS
............................................................................................
8 SECTION 5 SPECIAL PROVISIONS
..............................................................................................
14 SECTION 6 INSTRUCTIONS FOR SUBMITTING APPLICATIONS &
APPLICATION CONTENT .. 16 REQUIREMENTS SECTION 7 BASIS OF AWARD,
SELECTION PROCESS
.............................................................. 19
EXHIBITS A SERVICE TYPES
.......................................................................................................
20 A-1 SERVICE DEFINITIONS, UNITS, SPECIAL SPECIFICATIONS AND
INSURANCE REQUIREMENTS
..........................................................................
21 ATTACHMENTS A VENDOR APPLICATION
.............................................................................................
30 B SUBCONTRACTOR LIST
............................................................................................
36
3
1.1 INTRODUCTION
It is the intent of this Request to secure the services of multiple
vendors in an ongoing process, to provide needed services to the
Multipurpose Senior Services Program (MSSP).
1.2 BACKGROUND INFORMATION
The MSSP Programs now have approximately ten to twelve vendors
providing services to the seniors in Merced County. Services
include but are not limited to:
Adult Day Care and Support Minor home repairs Non-medical home
equipment Chore – Personal Care – Respite in and out of the home
Personal Care Professional care assistance Health Care In-Home
Respite Out of Home Respite Regular Transportation Medical
Transportation Escort Transportation Communication / Translation
Communication Devices (emergency)
1.3 CONTRACT TERM
The Contract term shall be determined at time of negotiation. The
start date will commence on date of approval from the Board of
Supervisors or Administrative Services-Purchasing. This ongoing
effort will allow vendor service agreements to be added to the list
of qualified vendors’ dependent upon individual service type needs
and contingent on appropriate and sufficient funding.
4
SCOPE OF SERVICES 2.1 PROGRAM OVERVIEW
The Merced County Human Services Agency, MSSP staff will first use
the informal (family, friends, neighbors, church) support system to
arrange for required services of MSSP clients. Then, the existing
formal support systems will be tasked to provide identified
services. If identified needs cannot be met by these existing
systems, then necessary services will be purchased from vendors
with which MSSP has formal contract agreements.
2.2 CRITERIA
Several contracts may be written with various agencies or
businesses for a particular service. County staff will arrange for
service by a provider according to the following criteria. All
criteria will be an evaluating factor when selecting a
provider:
2.2.1 Quality of the services provided by the vendor to previous
MSSP clients 2.2.2 Vendor services available in the city where
clients resides 2.2.3 Ability of vendor to perform the service at
the time and for the duration requested
by MSSP staff 2.2.4 Lowest, reasonable unit rate for the specific
services needed 2.2.5 Continuation of services to the same client
by the same vendor, if the quality of
care is satisfactory
2.3 RATE
MSSP must serve as a cost-effective alternative to long-term
nursing home placement. Therefore, the contracts for the fiscal
year will be awarded with particular attention to unit cost per
service. The provider offering lowest, reasonable cost per unit and
meets all requirements will be utilized first. Rates stated in
contract must be firm for the contract period. Negotiation will
take place when a vendor is above the average rate of the
group.
5
AREA(S) Atwater Merced
Ballico Newman Cressey Planada Delhi Santa Nella Dos Palos Snelling
Gustine South Dos Palos Hilmar Stevinson Le Grand Westside
Livingston Winton Los Banos
If your program does not service the entire County, please indicate
in the application which area(s) you do not service.
2.5 SUBMITTAL DOCUMENTS
Contractor shall submit completed MSSP Service Vendor Applications
(ATTACHMENT A) for each applicable service type as identified in
Service Types (Exhibit A), including with application all required
insurance, licensing and W9 documents (or documentation).
6
INFORMATION TO VENDORS 3.1 FALSE OR MISLEADING STATEMENTS
Applications which contain false or misleading statements, or which
provide references which do not support an attribute or condition
claimed by the Vendor, may be rejected. If, in the opinion of the
County, such information was intended to mislead the County in its
evaluation of the application, and the attribute, condition or
capability is a requirement of this application, it will be the
basis for rejection of the application.
3.2 SUBCONTRACTING
Any Vendor using a Subcontractor(s) must clearly explain the use of
the Subcontractor(s) and list the name(s) of the Subcontractor(s)
providing work under this application (Attachment B, “Subcontractor
List”). The selected Vendor will be fully responsible for all work
performed under this application and will be considered as the
Prime Contractor. Any Subcontracting, or other legal arrangements
made by the Vendor are the sole responsibility of the Vendor. Any
contract that is entered into between the selected Vendor and the
Subcontractor(s) shall contain provisions for federal and state
access to the subcontractor’s books, documents, and records, and
inspection of work.
3.3 JOINT VENTURES
In the event an application is submitted jointly by more than one
organization, one legal entity must be designated as the Prime
Contractor. All other participants shall be designated as
Subcontractors.
3.4 CONFIDENTIALITY
The contents of all applications, correspondence, agenda,
memoranda, or any other medium which discloses any aspect of a
Vendor’s application shall be held in the strictest confidence
until the Contract is awarded and approved by the County Board of
Supervisors or Administrative Services Purchasing and signed by
both parties. The County cannot and does not give any assurances or
guarantees that such information could not be ordered released
under the California Public Records Act by a court of law, or be
otherwise releasable, if requested by any third party.
3.5 CONTRACT AGREEMENT - TERMS AND CONDITIONS, STATUTES AND
RULES
The application itself is only a reference point to the MSSP
Contract and is not the legal document itself. The successful
Vendor will be required to enter into a negotiated and final
Contract with the County, specifically identifying the “Scope of
Services”. Nothing in this application shall be construed to
prohibit either party from proposing additional terms and
conditions during negotiation of the resulting Contract.
7
3.6 CONTRACT TERMS OF PAYMENT
Payment shall be only for full and complete satisfactory
performance of the services required to be provided herein and as
set forth under Section "SCOPE OF SERVICES." Payment shall be made
in the following manner:
Vendor shall submit monthly itemized invoices, or alternate
documentation as deemed appropriate in advance by County, for
services it has provided and for the amount owed under this
Contract. In addition to the invoices submitted by the Vendor for
payment, Vendor must complete and submit to the County, Form W-9,
“A Request for Taxpayer Identification Number and Certification”.
Both invoices and the W-9 form shall be forwarded to the
County.
Each invoice or approved alternate documentation must: Detail by
task the service performed by Vendor. Detail the labor cost (number
of hours) attributed to each task. • Provide any additional
information and data requested by County as deemed
necessary to properly evaluate or process Vendor’s claim. Upon
approval by County, the fee due hereunder shall be paid to Vendor
within thirty (30) days following receipt of a proper
invoice.
3.7 NO PAYMENT FOR SERVICE PROVIDED FOLLOWING EXPIRATION OR
TERMINATION OF CONTRACT
Vendor shall have no claim against County for payment of any kind
whatsoever for any services provided by Vendor which were provided
after the expiration or termination of this Contract.
Any Contract that may be developed as a result of this application
will not become legally binding until it has been approved and
signed by the Board of Supervisors or Administrative Services
Purchasing.
8
GENERAL PROVISIONS 4.1 GENERAL INFORMATION
4.1.1 The County reserves the right, at its sole discretion, to
reject any or all applications or any part thereof, to waive any
informalities in the application and minor irregularities,
technical defects or clerical errors, to make an award on the basis
of suitability, quality of service(s) to be supplied, their
conformity with the specifications and for the purposes for which
they are required, and not confined to price alone. The County
shall not be liable for any costs incurred by the bidder in
connection with the preparation and submission of this or any other
application.
4.1.2 Each application must include the firm's name, address, dated
and related data,
and signed by a corporate officer, partner of the company, or agent
authorized by the organization.
4.1.3 Each application must be submitted on such forms provided
herein.
4.1.4 All applications shall remain firm for at least one hundred
twenty (120) days
following the application receipt. The County reserves the right to
withhold an award of the application for up to one hundred twenty
(120) days from date received.
4.1.5 All application and accompanying documentation submitted by
the Vendors will
become the property of the County and will not be returned.
Applications shall be based on the material contained in the
application. Vendors are instructed to disregard any prospective
oral representations it may have received prior to the solicitation
of the application.
4.1.6 Cost for developing and preparing the application is solely
the responsibility of
the Vendor whether or not any award results from this solicitation.
Further, the cost of developing and preparing responses to the
application will not be allowed as direct or indirect charges under
any resulting Contract.
4.1.7 No alteration in any of the terms, conditions, delivery,
price, quality, quantities, or
specifications will be effective without prior written consent of
the County.
9
4.2.1 Responsible Vendor
A responsible Vendor is a Vendor who has demonstrated the attribute
of trustworthiness, as well as quality, fitness, capacity and
experience to satisfactorily perform the Contract. It is the
County’s policy to conduct business only with responsible
Vendors.
4.2.2 Non-responsible Vendor
The County may declare a Vendor to be non-responsible for purposes
of this application if the Vendor had done any of the following:
4.2.2.1 Committed any act or omission which negatively reflects on
the
Vendor’s quality, fitness or capacity to perform any Contract that
may be derived from this application with the County or a Contract
with any other public entity, or engaged in a pattern or practice
which negatively reflects on same;
4.2.2.2 Committed an act or omission which indicates a lack of
business
integrity or business honesty; or 4.2.2.3 Made or submitted a false
claim against the County or any other public
entity. 4.2.2.4 Submitted false, incomplete or unresponsive
statements or omitted
requested documentation in connection with this application.
4.3 QUALIFICATIONS OF VENDOR
The County may make such investigation as it deems necessary to
determine the ability of the Vendor to provide the services
requested herein, and the Vendor shall furnish to the County all
information and data for this purpose as the County may request.
The County reserves the right to reject any application should the
evidence submitted by, or investigation of, the Vendor fails to
satisfy the County that such Vendor is properly qualified to carry
out the obligations of the application and to complete the
requirements contemplated therein.
4.4 DISQUALIFICATION OF VENDOR
A Vendor may be disqualified and the application rejected, in
addition to any other cause for rejection as set forth elsewhere in
this application, or for any, but not limited to, one of the
following reasons:
4.4.1 Proof of collusion among Vendors, in which case all
applications involved in the
collusive action will be rejected and any participant to such
collusion will be barred from future bidding until reinstated as a
qualified Vendor.
4.4.2 Lack of responsibility and cooperation as shown by past work
or services.
10
4.4.3 Being in arrears on existing Contracts with the County or
having defaulted on
previous contracts
4.4.4 Incomplete information or missing documents as required in
the application.
4.5 INTEGRITY OF EXPENDITURE
The Vendor assures that every reasonable course of action will be
taken to maintain the integrity of expenditure of public funds and
to avoid any favoritism, or questionable or improper conduct, if
awarded any Contract that may result from this application.
4.6 GRATUITIES Neither the Vendor nor any person, firm, or
corporation employed by the Vendor shall give, directly, or
indirectly, to any employee or agent of the County, any gift,
money, or anything of value, or any promise, obligation, or
Contract for future reward or compensation, neither during the
application process nor during the performance of any Contract
period resulting from this application.
4.7 CONFLICT OF INTEREST
The Vendor covenants that it presently has no interest and shall
not acquire any interest, direct or indirect, which would conflict
in any manner or degree with the performance of this application.
Vendor shall make all reasonable efforts to ensure that no conflict
of interest exists between its officers, employees, or
subcontractors, and the County. Vendor shall make all reasonable
efforts to ensure that no County officer or employee, whose
position in the County enables them to influence any award of this
application or any competing offer, shall have any direct or
indirect financial interest resulting from any contract that may be
derived from this application or shall have any relationship to the
Vendor or officer or employee of the Vendor, nor that any such
person will be employed by Vendor in the performance of any
contract that may be derived from this application without
immediate divulgence or such fact to the County.
4.8 INDEMNIFICATION
Vendor shall indemnify, defend and hold harmless County, its
officers, employees, agents and assigns from and against any and
all claims, demands liability, judgments, awards, interest,
attorney’s fees, costs and expenses of whatsoever kind or nature,
at any time arising out of or in any way connected with the
performance of this application or any Contract that may be derived
from this application. Vendor’s liability for indemnity under this
application or any Contract that may be derived from this
application shall apply, regardless of fault, to any acts or
omissions, willful misconduct or negligent conduct, whether active
or passive, on the part of the Vendor, unless the claim, demand
liability, judgment, award, interest, attorney fee, cost or expense
is caused solely by the negligent of willful misconduct of the
County, its officers, employees, agents or assigns. Vendor will on
request and at its expense defend any action suit or proceeding
arising hereunder and shall reimburse and pay the County for any
loss, cost, damage or expense (including the cost of its attorneys)
suffered by it hereunder.
11
4.9 INDEPENDENT CONTRACTOR
It is expressly understood that in the performance of any services
resulting from this application, Vendor is an independent
Contractor and is not an agent or employee of the County and
warrant that all persons assigned to the program/project are
employees of the Vendor. In the event the awarded Vendor shall
employ others to complete or perform the services provided, Vendor
shall be solely responsible and hold the County harmless from all
matters relating to the payment of such person(s).
It is mutually understood and agreed that no employee-employer
relationship will be created and that the awarded Vendor shall hold
County harmless and be solely responsible for withholding,
reporting and payment of any federal, state or local taxes,
contributions or premium imposed or required by workers'
compensation, unemployment insurance, social security, income tax
or other statutes or codes applying to Vendor, or its
Subcontractors and employees, if any.
It is mutually agreed and understood that the Vendor, its
Subcontractors and employees, if any, shall have no claim under any
Contract that may result from this application or otherwise against
County for vacation pay, sick leave, retirement or social security
benefits, occupational or non-occupational injury, disability or
illness, or loss of life or income, by whatever cause.
4.10 EXTENSION OF CONTRACT
In the event the successful Vendor offers to supply their service
to the County for the same price as awarded from the result of this
application for any succeeding period, or in the event the
successful Vendor is willing to negotiate any justifiable price
increase at the time of the succeeding Contract renewal period, and
it would be economical and in the best interest of the County, and
provided the services have been to the satisfaction of the County,
the County reserves the right to extend any Contract resulting from
this application on a term-by-term basis to the successful Vendor
awarded the Contract.
4.11 CANCELLATION DUE TO LACK OF FUNDING SOURCE
The County reserves the right to cancel any Contract that may be
derived from this application upon thirty (30) calendar day’s
written notice in the event funds are not appropriated by the
supporting governing body to continue such services.
4.12 FEDERAL AND STATE RULES RELATED TO EMPLOYMENT PRACTICES
AND
NON-DISCRIMINATION
During the performance of the Contract, the Vendor and its
Subcontractors shall not discriminate unlawfully against any
employee or applicant for employment because of race, religion,
color, national origin, ancestry, physical handicap, mental
disability, sexual preference, medical condition, marital status,
age or sex. Vendor shall insure that the evaluation and treatment
of employees and applicants for employment are free of such
discrimination.
12
The Vendor and its Subcontractors shall further comply with the
Civil Rights Act of 1964 (and any amendments thereto and the rules
and regulations there under) and Section 504 of Title V of the
Vocational Rehabilitation Act of 1973 as amended.
Vendor shall also comply with the provisions of the Fair Employment
and Housing Act (Government Code, Section 1200 et seq.), the
regulations promulgated, there under (California Administrative
Code, Title 2, Section 7285.0 et seq.), the provisions of Article
9.5, Chapter 1, Part 1, Division 3, Title 2 of the Government Code
(Government Code, Sections 11135 - 11139.5) and the regulations or
standards adopted by the State of California to carry out such
articles.
The Vendor shall include the non-discrimination and compliance
provisions of this clause in all Sub-Contracts to perform work or
services performed under the Contract.
4.13 FEDERAL, STATE, AND LOCAL TAXES
The awarded Vendor shall pay all taxes lawfully imposed upon it
with respect to this application or any product delivered with
respect to the Contract. The County makes no representation
whatsoever as to the exemption from liability to any tax imposed by
any government entity on the awarded Vendor.
4.14 DISPUTES AND APPEALS
Vendor agrees to attempt to resolve disputes that may result from
this application by administrative process and negotiations in lieu
of litigation. In connection with any appeal, Vendor shall be
afforded an opportunity to be heard, and to offer evidence in
support of its appeal.
4.15 OSHA REQUIREMENTS
All material, equipment, or labor submitted under this application
by Vendor shall meet the required standards of OSHA 1970 and
CA-OSHA 1973 as last revised. Vendor warrants that the described
material, equipment or labor meets all appropriate OSHA safety and
health requirements. Further, it warrants that the said material or
equipment will not produce or discharge in any manner or form,
directly or indirectly, chemicals or toxic substance that could
pose a hazard to the health or safety of anyone who may use the
material or equipment or come into contact with the material or
equipment.
4.16 ENVIRONMENTAL PROTECTION
The Vendor awarded the Contract resulting from this application
shall be in compliance with all applicable standards, orders or
requirements issued under Section 306 of the Clear Air Act (41 USC
1857(h)), Section 508 of the Clean Water Act (33 USC, 1368),
Executive Order 11738, and Environmental Protection Agency
regulations (40 CFR, Part 15) which prohibits the use under
nonexempt federal Contracts, grants, and loans of facilities
included on the EPA List of Violating Facilities. The Contractor
shall report violations to the applicable federal agency and the US
EPA Assistant Administrator for enforcement.
13
4.17 DRUG-FREE WORK PLACE
The awarded Vendor must certify that it will provide a drug-free
workplace as set forth by the Federal Drug-Free Workplace Act of
1988 or as last revised.
4.18 LEGAL CONSIDERATIONS
Any Vendor, by submission of a response to this application, and
any subsequent contract that may be derived from this application,
shall be deemed and have agreed to be bound by the laws of the
State of California in all respects as to interpretation,
construction, operation, effect and performance.
Notwithstanding any other provisions of this application, any
dispute concerning any question of fact or law arising under this
application, or arbitration arising out of any contract that may be
awarded as a result of this application, shall be tried in Merced
County, unless the parties agree otherwise or are otherwise
required by law.
4.19 BUSINESS LICENSE
Prior to the issuance of any purchase order and/or the performance
of any contract derived from this bid, the successful vendor and
its subcontractors shall be required to maintain a Merced County
Business License in accordance with the County of Merced Ordinance
No. 1705, “An Ordinance Establishing a requirement for a Business
License and Temporary Business License and/or persons operating in
the unincorporated areas of Merced County (www.abc.merced.ca.us).
It is the intent of the Board of Supervisors of the County of
Merced to authorize that no person shall maintain, conduct, or
carry-on a business, whether or not for profit, located in whole or
in part at a fixed place of business within the County and outside
the limits of any incorporated city, without first obtaining a
license to operate as provided under the County of Merced Ordinance
No. 1705.
SECTION 5 SPECIAL PROVISIONS
5.1 INSURANCE AND TAXES
Prior to commencement of any work associated with this application,
the successful Vendor shall purchase and maintain the following
types of insurance for the minimum limits indicated during the term
of the Contract and provide a Certificate of Endorsement from the
successful Vendor’s Insurance Carrier guaranteeing such coverage to
the County. The successful Vendor shall include all Subcontractors
as insured under its policies or shall furnish separate
certificates or endorsements for each Subcontractor. All
Subcontractors shall be subject to all of the requirements stated
herein.
5.1.1 Commercial General Liability: $1,000,000 per occurrence and
$2,000,000 annual
aggregate covering bodily injury, personal injury and property
damage The County and its officers, employees and agents shall be
endorsed to above policies as additional insured for using ISO form
CG2026, as to any liability arising from the performance of any
contract resulting from this application.
5.1.2 Automotive Liability: $1,000,000 per accident for bodily
injury and property
damage, or split limits of $500,000 per person/$1,000,000 per
accident for bodily injury and $250,000 per accident for property
damage.
The County and its officers, employees and agents shall be endorsed
to above policies as Additional Insured for such liability as may
be incurred in the performance of any Contract resulting from this
application.
5.1.3 Workers' Compensation Statutory coverage, if and as required
according to the
California Labor Code, including Employers' Liability limits of
$1,000,000.00 per accident. The policy shall be endorsed to waive
the insurer's subrogation rights against the County.
5.1.4 Professional Liability: $1,000,000 limit per occurrence and
$5,000,000 annual
aggregate limit covering Vendor’s wrongful acts, errors, and
omissions. 5.2 INSURANCE CONDITIONS
5.2.1 Insurance is to be placed with admitted insurers rated by
A.M. Best Co. as A: VII or higher. Lower rated, or approved but not
admitted insurers, may be accepted if prior approval is given by
the County’s Risk Manager.
5.2.2 Each of the required policies, noted above, shall be endorsed
to provide the
County with thirty (30) days prior written notice of cancellation.
The County is not liable for the payment of premiums or assessments
on the policy. No cancellation provisions in the insurance policy
shall be construed in derogation of the continuing duty of
successful Vendor to furnish insurance during the term of any
contract resulting from this application.
15
5.2.3 These requirements assume that standard insurance policy
forms, terms, and conditions will apply to cover the expected risk
exposures for the intended “Scope of Services”. Additional
qualifying policy conditions or special endorsements may be
specified in the negotiated Contract depending on the final “Scope
of Services” agreed on by County and successful Vendor. Insurance
questions may be directed to the Department of Administrative
Services-Support Services Division for response from the County’s
Risk Manager.
16
6.1 GENERAL INFORMATION
This section describes the required application format and content.
The application should contain the requested information organized
by the prescribed section and subsection numbers and titles. Any
information provided beyond that required in the application should
be contained in a section entitled "Optional Exhibits and
Attachments”.
Each Vendor shall submit a complete application, along with
requested copies, providing all information requested and a
complete description of the functional operation of the
program/project proposed. Failure to follow the prescribed format
may result in rejection of your application.
Applications must be complete in all aspects. An application may be
rejected if it is conditional or incomplete, or if it contains any
alteration of form or other irregularities of any kind. An
application may be rejected if any such defect or irregularity
constitutes a material deviation from the application requirements.
The application must contain all costs required by the
application.
It is the sole responsibility of the submitting Vendor to ensure
that its application is received. If discrepancies are found
between two or more copies of the application, the application may
be rejected. However, if not so rejected, the master copy will
provide the basis for resolving such discrepancies.
Every part of the application must be legible and of sufficient
print clarity to allow copying of the document. Mistakes/Errors may
be crossed out and corrections typed or printed adjacent to the
mistake/error and initialed in ink by the person signing the
application.
Special bindings, colored displays, etc., are not necessary.
Attachments that are not included should be clearly labeled
according to the sections and titles provided therein. The
application should be clear, complete and consistent with the
application content requirements.
6.2 NARRATIVE DESCRIPTION OF THE VENDOR’S APPLICATION
Your application should provide a clear and concise description of
the services to be provided by your company in response to the
County’s requested “Application”. Describe your overall philosophy
and goals in functional and operating terms - stated as what you
will do, not what might be done in carrying out the County’s
requested objectives. Address each of the activities to be
undertaken as a means of reaching the County’s objective under the
application.
17
6.3 APPLICATION FORMAT
The application must be developed on the forms provided in this
package, or must follow the application content requirements in the
order in which they appear in the application. Applications must be
signed in ink by the officer or officers legally authorized to bind
the company, partnership or corporation.
6.4 EXCEPTIONS
This portion of the application will note any exceptions to the
requirements and conditions taken by the Vendor. Exceptions should
clearly explain why the Vendor is taking exception to the
requirements. If exceptions are not noted, the County will assume
that the Vendor's application meets those requirements as specified
herein.
Exceptions shall be noted as follows: Exceptions to the Scope of
Services Exceptions to Instructions for Submitting Application and
Application
Content Requirements Exceptions to any other part of this
Request
6.5 VENDOR’S QUALIFICATIONS
Vendor shall provide a concise statement demonstrating that the
Vendor’s company’s has the qualifications and experience capability
to perform the requirements of this application. The following
sections must be included:
6.5.1 History
Provide a brief history of your company, including the number of
years in business. State whether your organization is an individual
proprietorship, partnership, corporation, or private nonprofit
organization, and the date your company was formed or incorporated.
Provide a statement as to any judgment, litigations, licensing
violations, or other violations, outstanding or resolved, against
your company in the past five (5) years.
6.5.2 Background and Experience
A summary of relevant background information describing your
company’s experience of major accomplishments and/or activities
similar to the requirements set forth under this application, which
demonstrates your company's ability to provide the service
described in your application.
6.5.3 References
Provide a list of at least five (5) customer references (Attachment
A-2, Reference List), include the firm’s name; the name, title, and
telephone number of a contact person; the dollar amount of the
Contract; and the dates that these services were completed. Vendor
may provide sample material of your company's work to substantiate
your previous experience.
18
6.5.4 Staff Assignment
A brief description of the experience and qualifications of the
proposed key staff members assigned to this program/project and
what percentage of their time will be devoted to the
program/project. Show their function, level of education, degree
and license, if appropriate, and a detailed resume for each person.
Additionally, the Vendor must specify where the staff will be
located and identify the program/project manager.
6.6 COST SUBMITTAL FORMAT
It is essential that all responding Vendors include and clearly
detail all costs, payment schedules, categorization of line items,
and/or other related costs associated with your application. All
submittals must have a narrative providing a thorough and clear
explanation of your costs. Costs are to be based on known rates,
values, and any other expenses, if any as stated in MSSP/ Service
Vendor Applications (ATTACHMENT A).
19
SECTION 7
BASIS OF AWARD, SELECTION PROCESS 7.1 NOTICE OF INTENT TO
AWARD
Upon receipt of completed application, if all the requirements have
been met, a contract will be returned to the Vendor.
7.2 VARIOUS CONTRACTS WRITTEN ON SAME SERVICE Several contracts may
be written with various agencies or businesses for a particular
service. County staff will arrange for service by a provider. It is
to be understood by any qualified Contractor that the County is
under no obligation to order any of Contractor’s services during
the lifetime of the agreement or contract.
20
SERVICE CODES SERVICE CATEGORY
1.0 ADULT DAY SUPPORT CENTER 1.1 ADULT DAY CARE 2.2 MINOR HOME
REPAIRS AND MAINTENANCE 2.3 NON-MEDICAL HOME EQUIPMENT 3.1 CHORE
(IN-HOME SUPPORTIVE SERVICES (IHSS)) 3.2 PERSONAL CARE (IHSS) 3.3
HEALTH CARE 3.9 PROFESSIONAL CARE ASSISTANCE 5.1 RESPITE IN-HOME
5.2 RESPITE OUT OF HOME 6.1 TRANSPORTATION- REGULAR 6.2
TRANSPORTATION- MEDICAL 6.3 TRANSPORTATION- ESCORT 9.1
COMMUNICATION/TRANSLATION 9.2 COMMUNICATION DEVICES
21
SERVICE DEFINITIONS/UNITS/SPECIFICATION AND INSURANCE
REQUIREMENTS
1.0 ADULT DAY SUPPORT CENTER This is a community based program that
provides non-medical care to meet the needs of functionally
impaired adults. Services are provided according to an individual
plan of care in a structured comprehensive program that will
provide a variety of social, psycho social and related support
services in a protective setting on less than a 24-hour basis. The
State Department of Social Services licenses these centers as
community care facilities. Adult day support center care is not
meant to be merely a diversion or recreational in nature. License
Requirements: California Department of Social Services Insurance
Requirements: General Liability 1.1 ADULT DAY CARE Adult day care
centers are community based programs that provide non-medical care
to persons 18 years of age or older in need of personal care
services, supervision or assistance essential for sustaining the
activities of daily living or for the protection of the individual
on less than a 24-hour basis. The State Department of Social
Services (DSS) licenses these centers as community care facilities:
License Requirements: California Department of Social Services
Insurance Requirements: General Liability 2.2 MINOR HOME REPAIRS
AND MAINTENANCE Minor Home Repairs do not involve major structural
changes or repairs to the dwelling. Maintenance is defined as those
services necessary for accessibility (e.g., ramps, grab bars,
handrails), safety (e.g., electrical wiring), or security (locks).
Eligible clients are those whose health, and/or safety or
independence are jeopardized because of deficiencies in their place
of residence. This service is limited to clients who are
owners/occupiers of their own home, or those in rental housing
where the owner refuses to make needed repairs or otherwise alter
the residence to adapt to special client needs. Written permission
from the landlord is required before undertaking repairs or
maintenance on leased premises. License Requirements: California
Department of Consumer Affairs
Business License Insurance Requirements: General Liability
Automobile Liability
22
Other Standard: The need for building inspection is governed by
local ordinance. If an inspection is required, a copy of the
inspection clearance shall be attached to the invoice for services.
2.3 NON-MEDICAL HOME EQUIPMENT Includes those assistive devices,
appliances and supplies which are necessary, to assure the client’s
health, safety and independence. This service includes the purchase
or repair of non- medical home equipment and appliances such as
refrigerators, stoves, washing machines, furniture, mattresses and
bedding. Eligible clients are those who require such items to
preserve their health, improve functional ability, and assure
maximum independence thereby preventing their elevation to a higher
level of care. The MSSP/ utilizes all available formal and informal
services prior to authorizing purchases under the Waiver. However,
in the absence of other resources and given the level of frailty of
our clients, the purchase of non-medical home equipment, assistive
devices, appliances and supplies is justified to preserve the
client’s ability to live in the community and avoid more costly
institutionalization.
License Requirements: Local Business License Insurance
Requirements: General Liability
Automobile Liability 3.1 CHORE (IN-HOME SUPPORTIVE SERVICES IHSS)
Is for purposes of household support and applies to the performance
of household tasks rather than to the care of the client. Chore
activities are limited to: household cleaning, laundry (including
the services of a commercial laundry or dry cleaner), shopping,
food preparation, and household maintenance, as long as the client
does not live in a Residential Care Facility for the Elderly
(RCFE). Client instruction in performing household tasks and meal
preparation may also be provided. License Requirement: Health
Agency:
California Department of Health Services Medicare Certification
Business License
Other Agency: Business License
23
Additional Requirement: All individuals performing the services
must:
a. be a U.S. citizen or legal alien; b. be at least 18 years of
age; c. have a Social Security card; d. be able to read, write,
carry out directions, and maintain simple records; e. have
transportation available; f. be able to communicate changes in the
client’s status and/or family; and g. be physically capable of
performing the work required
3.2 PERSONAL CARE (IHSS) Provide assistance to maintain bodily
hygiene, personal safety, and activities of daily living. These
tasks are limited to non-medical personal services such as feeding,
bathing, oral hygiene, grooming, dressing, care of and assistance
with prosthetic devices, rubbing skin to promote circulation,
turning in bed and other types of repositioning, assisting the
individual with walking, and moving the individual from place to
place (e.g., transferring). Purchase of toiletries and other
personal care supplies may be covered where there are no other
resources and the purchase would create a financial hardship.
Client instruction in self care may also be provided; may also
include assistance with preparation of meals, but does not include
the cost of the meals themselves. When specified in the plan of
care, this service may also include such housekeeping chores as bed
making, dusting and vacuuming, which are essential to the health
and welfare of the recipient. The household chores which are
performed by the worker are essentially ancillary to the provision
of the client-centered care. Thus, if food is spilled, it may be
cleaned up, and when bed linen is soiled it may be changed, washed
and put away. However, at no time would household chores become the
central activity furnished by a personal care worker. License
Requirements: Home Health Agency: California Department of Health
Services
Medicare Certification Business License
Other Agency: Business License
Insurance Requirements: General Liability Automotive Liability
Additional Requirements: All individuals performing the services
must:
a. be a U.S. citizen or legal alien; b. be at least 18 years of
age; c. have a Social Security card; d. be able to read, write,
carry out directions, and maintain simple records;
24
e. have transportation available; f. be able to communicate changes
in the client’s status and/or family; and g. be physically capable
of performing the work required
3.3 HEALTH CARE Health care addresses the care of health problems
by appropriately licensed or certified persons when such care is
not otherwise available. These services will be provided by
authorized individuals when such care is prescribed or approved by
a physician. Persons providing such health care may include:
Registered nurses, licensed vocational nurses, nutritionists, and
occupational, physical, and speech therapists. MSSP/ health care is
limited to: skilled nursing services, nutrition evaluation and
counseling, physical therapy, occupational therapy, and speech
therapy. In addition to the provision of care, these professionals
and paraprofessionals may train, demonstrate, and supervise clients
in techniques which will enable them (or their caregivers) to carry
out their own care whenever possible. License Requirements:
California Department of Health Services
Medicare Certification Business
Independent Professional: Professional license issued by the
California Department of Consumer Affairs (see below) Audiologist:
must be licensed as such by the California Board of Medical Quality
Assurance.
Dietitian: must be registered or eligible for registration as such
by the American Dietetic Association. Licensed Vocational Nurse:
must be licensed as such by the California Board of Vocational
Nurse and Psychiatric Technician Examiners.
Physical Therapist: must be licensed as such by the Physical
Therapy Examining Committee of the California Board of Medical
Quality Assurance. Physical Therapist Assistant: must be approved
as such by the Physical Therapy Examining Committee of the
California Board of Medical Quality Assurance. Public Health Nurse:
must be licensed as a registered nurse who possesses a public
health nursing certificate issued by the Department. Registered
Nurse: must be licensed in the State of California by the Board of
Registered Nursing. Social Worker: must have a Master of Social
Work degree from a school of social work accredited or approved by
the Council on Social Work Education and having one year of social
work experience in a health care setting.
25
Speech Pathologist: must be licensed as such by the California
Board of Medical Quality Assurance.
Authority cited for above professionals: Section 208(a), Sections
1727 and 1734 of the Health and Safety Code. Insurance
Requirements: General Liability and/or
Professional Liability Automobile Liability
Additional Requirements:
Independent professional health contractors must submit a monthly
progress report to the MSSP/ health practitioner. 3.9 PROFESSIONAL
CARE ASSISTANCE Professional care assistance is provided to those
clients who are also receiving or eligible for services under the
Personal Care Services Program (PCSP). PCA is a comprehensive
skilled service delivered by a certified nursing assistant (CNA) or
a home health aide (HHA). The CNA/HHA works under either the
supervision of a Registered Nurse (RN) employed by a home health
agency, or under the direction of an RN from MSSP. Provide
assistance to maintain bodily hygiene, personal safety, and
activities of daily living. These tasks are limited to non-medical
personal services such as feeding, bathing, oral hygiene, grooming,
dressing, care of and assistance with prosthetic devices, rubbing
skin to promote circulation, turning in bed and other types of
repositioning, assisting the individual with walking, and moving
the individual from place to place (e.g. transferring). Purchase of
toiletries and other personal care supplies may be covered where
there are no other resources and the purchase would create a
financial hardship. Client instruction in self care may also be
provided; may also include assistance with preparation of meals,
but does not include the cost of the meals themselves. When baking,
dusting and vacuuming, which are essential to the health and
welfare of the recipient, the household chores which are performed
by the worker are essentially ancillary to the provision of the
client-centered care. Thus, if food is spilled, it may be cleaned
up, and when bed linen is soiled it may be changed, washed, and put
away. However, at no time would household chores become the central
activity furnished by a personal care worker. The special needs and
circumstances of Community Care clients require a provider who can
make skills observations and exercise judgment regarding the
execution of specific tasks and the overall provision of care. The
training and expertise of a CNA/HHA is greater and more specialized
than that of a provider working under the State plan. This higher
level of skill is required to meet the needs of the frail elderly
clients served under the Waiver. License Requirements: Home Health
Agency:
California Department of Health Services Medicare Certification
Business License
Other Agency: Business License
Insurance Requirements: General Liability and/or Professional
Liability Automobile Liability
5.1 IN-HOME RESPITE The purpose of respite care is to relieve the
client’s caretaker and thereby prevent breakdown in the informal
support system. Respite service will include the supervision and
care of a client while the family or other individuals who normally
provide full-time care of a client take short-term relief or
respite which allows them to continue as caretakers. Respite may
also be needed in order to cover emergencies and extended absences
of the caretaker. Services will be provided in the client’s home.
Individuals providing services in the client’s residence shall be
trained and experienced in homemaker services, personal care, or
home health services, depending on the requirements in the client’s
plan of care. License Requirements: Home Health Agency:
California Department of Health Services Medicare Certification
Business License
Other Agency: Business License
Professional Liability Automobile Liability
5.2 OUT OF HOME RESPITE The purpose of respite care is to relieve
the client’s caretaker and thereby prevent breakdown in the
informal support system. Respite service will include the
supervision and care of a client while the family or other
individuals who normally provide full-time care take short-term
relief or respite which allows them to continue as caretakers.
Respite may also be needed in order to cover emergencies and
extended absences of the caretaker. Services will be provided out
of the client’s home through appropriate available resources such
as board and care facilities, skilled nursing facilities, etc.
Federal Financial Participation will not be claimed for the cost of
room and board except when provided as part of respite care in a
facility approved by the State that is not a private residence.
License Requirements: California Department of Social
Services
Residential Care Facilities Intermediate Care Facilities
Skilled Nursing Facilities
27
6.1 REGULAR TRANSPORTATION Service providers may be Para-transit
subsystems of public mass transit, specialized transport for the
elderly and handicapped, private taxicabs when no form of public
mass transit or Para-transit is available or accessible, or private
taxicabs when they are subsidized by public programs or local
government to serve the elderly and handicapped. Transit to the
social services and programs designated in a client’s plan of care,
shopping for food, household necessities, and other purposes
necessary for independent living. License Requirements: California
Department of Motor Vehicles Insurance Requirements: General
Liability
Automobile Liability Other Standard:
Providers of regular transportation services to Community Care
clients must be either a properly registered private non-profit or
licensed proprietary agency. Drivers must possess a valid class II
or III driver’s license issued by the California State Department
of Motor Vehicles. The driver’s employer (agency) must provide
documentation that adequate vehicle insurance coverage is to be in
effect during the life of the service contract. 6.2 MEDICAL
TRANSPORTATION Transit to medical resources and appointments (e.g.,
non-emergency physician visits) only when the client’s medical and
physical condition is such that transport by other means of public
or private conveyance is medically contraindicated and
transportation is required to obtain necessary medical care. This
service provides non-emergency medical transportation to assist
clients in keeping critical appointments: it is usually provided
through public and private organizations engaged in transporting
ambulatory and non-ambulatory persons. License Requirements:
California Department of Motor Vehicles
Certification from California Highway Patrol Insurance
Requirements: General Liability
Automobile Liability Other Standard
Ambulance Vendors must provide evidence of a California Highway
Patrol (CHP) vehicle inspection certificate and drivers must have
successfully completed ambulance attendance training.
Wheelchair Vans/Para-transit Vendors must provide evidence of
successfully completing a driver training course and have a
favorable CHP inspection.
6.3 ESCORT TRANSPORTATION Assistance for clients who require
personal care or support while being transported. This service will
be provided by trained professional or professionals, depending on
the client’s condition and care plan requirements.
28
Insurance Requirements: General Liability
Automobile Liability Other Standard:
Providers of escort services must be experienced in serving the
needs and condition of the frail elderly and disabled. 9.1
COMMUNICATION / TRANSLATION Clients who receive these services are
those with special communication problems such as vision, hearing,
or speech impairments and persons with physical impairments likely
to result in a medical emergency. Services shall be provided by
organizations such as speech and hearing clinics, organizations
serving blind individuals, hospitals, senior citizens center,
providers specializing in language translation, individual
translators, telephone companies or other providers specializing in
communications equipment for the disabled or at-risk person.
Services shall be available on a routine or emergency basis as
designated in the client’s plan of care. The provision of
translation and interpretive services for purposes of instruction,
linkage with social or medical services, and conduct of business is
essential to maintaining independence and carrying out the
activities of Daily Living (ADL) and Instrumental Activities of
Daily Living (IADL) functions. For non-English speaking clients,
this service is the link to the entire in-home and community based
service delivery system. MSSP resources shall be used to support
this service only where family and community resources are unable
to meet the need as described in the care plan. License
Requirements: None Insurance Requirements: General Liability
Automobile Liability
9.2 COMMUNICATION DEVICE Clients who receive these services are
those with special communication problems such as vision, hearing,
or speech impairments and person with physical impairments likely
to result in a medical emergency. Services shall be provided by
organizations such as speech and hearing clinics, organizations
serving blind individuals, hospitals, and senior citizens centers,
providers specializing in language translation, individual
translators, telephone companies or other providers specializing in
communication equipment for the disabled or at-risk person.
Services shall be available on a routine or emergency basis as
designated in the client’s plan of care.
29
The rental/purchase of mechanical/electronic devices, or
installation of a telephone, to assist in communication (excluding
hearing aids, eye appliances, and monthly telephone charges) for
clients who are at risk of institutionalization due to physical
conditions likely to result in a medical emergency. Purchase of
emergency response system is limited to those clients who live
alone, or who are alone for significant parts of the day, and have
no regular caretaker for extended periods of time, and who would
otherwise require extensive routine supervision, Items such as
identification bracelets or cards used to communicate vital client
information in case of emergency may also be purchased. Telephone
installation will only be authorized to enable the use of
telephone-based electronic response systems where the client has no
telephone, or for the isolated client who has no telephone and who
resides where the telephone is the only means of communicating
health needs. This service will only be authorized when the client
has a medical/health condition that makes him/her vulnerable to
medical emergency (e.g., congestive heart failure or emphysema).
License Requirements: Business License Insurance Requirements:
General Liability and/or
Professional Liability Automobile Liability
Electronic communication/response devices must be in general use,
thus insuring reliability over time. Product warranties and
servicing must also be available.
30
Address: Street City State Zip
Type of Provider (check one)
Incorporated, non-profit, tax exempt Unincorporated Group
Government Agency Individual Project Agency Other
How long has your company been in business? ______ Years _____
Months Date your company was formed or incorporated. ____ Mo ____
Day ______Year
Vendor Name Email Address Website address
Telephone #: Fax #:
USE ADDITIONAL PAPER AS NEEDED FOR YOUR RESPONSES
1. What type of service(s) or product(s) does your company
provide?
(a) Describe your company’s overall philosophy and goals towards
meeting the County’s
objective of providing services to seniors that enable them to
remain independent and in their homes longer.
(b) Provide a clear and concise description of the services or
products to be provided by your company.
32
2. List the rate(s) per unit at which your organization offers to
provide services to MSSP
clients. For each rate provide a breakdown of the costs factors
that comprise that rate. Also, if the proposed rate is higher than
that charged to other agencies, please provide a thorough
explanation of the reason(s) for the difference. It is essential
that vendor include and clearly detail all costs and provide a
narrative with a thorough explanation. (Use additional paper if
necessary)
3. List the days and hours of your organization’s service
availability.
33
4. Are there any restrictions on the availability of your services
such as eligibility, criteria,
service area, minimum number of units or maximum number of
units?
34
NO Yes if yes, provide explanation.
5. If applicable, what type of business or professional license(s)
is held by your organization?
Please attach a copy of the current certificate/License Type
License Number
35
6. Staff Service Providers: List the position titles of all staff
(paid or volunteer) to be
involved in providing services to MSSP clients. List the number of
staff in that position and whether staff are paid or volunteers.
List the professional certificates, licenses, degrees, etc., where
appropriate (i.e.: RN, Nurse Practitioner, Medical Doctor, MSW,
etc.).
Position Title # of
Staff Paid / Volunteer
List Professional Certificate/License/ Degree (if applicable)
7. Fiscal/Administrative: List the position titles and number of
all staff (paid and volunteer)
to be involved in the administrative and fiscal tasks related to
the provision of services to MSSP clients. List professional
degrees and certificates, etc., where appropriate (i.e.: MBA, CPA,
MPH).
Position Title # of
Staff Paid / Volunteer
36
8. Describe the organization’s general fiscal methods and
procedures. (i.e.: “double entry
bookkeeping by CPA two hours per day,” or “computerized accounting
system with four full time fiscal staff.
9. Insurance: List the carrier name, carrier number, policy number
and coverage limits for
each type of insurance your organization maintains. Please attach a
copy of the current certificate of proof of coverage.
TYPE
10. Background & Experience: Summarize your organization’s
experience in the provision of services to our client
population.
11. References: List two or more organizations/individuals which
have used your service and
can comment on your organization’s experience and quality of
service provision.
Name of Individual/Organization
Address Phone Number
38
12. I certify that the above is true to the best of my knowledge.
Signature (Authorized person who can legally bind vendor into a
contract. Please print out form and sign.)
Print Name (Name of authorized person to be used on contract)
Print Title
ATTACHMENT B
SUBCONTRACTOR LIST SUBCONTRACTOR # 1 - COMPANY NAME: ADDRESS:
CONTACT PERSON: TITLE: E-MAIL: TELEPHONE NUMBER: AMT. OF CONTRACT:
DATE AND TYPE OF SERVICE: SUBCONTRACTOR # 2 - COMPANY NAME:
ADDRESS: CONTACT PERSON: TITLE: E-MAIL: TELEPHONE NUMBER: AMT. OF
CONTRACT: DATE AND TYPE OF SERVICE: SUBCONTRACTOR # 3 - COMPANY
NAME: ADDRESS: CONTACT PERSON: TITLE: E-MAIL: TELEPHONE NUMBER:
AMT. OF CONTRACT: DATE AND TYPE OF SERVICE: If you need more space
please use additional paper.
DEPARTMENT OF
SUBCONTRACTOR LIST
