2017 Request for Proposals: Yolo County

2017 Request for Proposals: Yolo County

2017-2021 Request for Proposals for Title III-B Supportive Services: Transportation, and Title III-E Caregiver Respite in Yolo County.

  • June 14, 2017: Notice of Intent posted
  • July 17, 2017: RFP issued
  • July 24, 2017: MANDATORY Letter(s) of Intent/Interest due to AAA4
  • July 26, 2017: MANDATORY Bidders’ Conference, 10 A.M., AAA4 Conference Room
  • August 2, 2017: Last day to submit RFP questions
  • August 16, 2017: ALL PROPOSALS DUE BY 12 NOON TO AAA4
  • August 25, 2017: Grants Review Committee determines funding recommendations
  • September 8, 2017: Governing Board determines funding awards
  • September 15, 2017: Last day to file Applicant appeal(s)
  • September 22, 2017: If applicable, Governing Board meets to hear appeals
  • October 1, 2017: Services begin

All communication regarding this RFP will be conducted through email at:  rfp@agencyonaging4.org.

Download documents prior to entering any data:

  1. RFP Cover page
  2. Section 1 Instructions, Timeline, Anticipated Funding. Bidders Conference
  3. Section 2: Requirements and Expectations
  4. Section 3: Introduction to Program Specifications and Standards
  5. Section 4: Review Process and Contractual Agreements
  6. Section 5: Narrative
  7. Narrative Appendix: Transportation
  8. Narrative Appendix: Caregiver Respite
  9. Program Specifications and Standards: Transportation
  10. Program Specifications and Standards: Caregiver Respite

Bidder’s Conference Q&A

To facilitate collaboration opportunities, the following public information of who attended the Bidder’s Conference is provided:


Q1: Section 5 Narrative indicates a financial audit is required of all agencies.  We are a small agency, and due to cost, have not had a full audit.

A1: An Auditor’s Opinion Letter is usually one or two pages of the Audit Report. From that Audit Report AAA4 requests your balance sheet and statement cash flows.  If you don’t normally do an audit you can submit financial statements without the audit and indicate that in your proposal, which will be taken into consideration when Proposals are reviewed.  If you do have an audit you can either submit the entire audit package or just those pages requested.

Only a licensed CPA can issue a letter expressing an opinion on the financial statements of an entity.


Q2: Section 4 Proposal Review Process and Contractual Agreements refers to funding for-profit organizations; how does this affect a proposal?

A2: Section 4 Proposal Review Process and Contractual Agreements reviews how the recommendations for funding area made to the AAA4 Governing Board.  In the case of for-profit organizations, the AAA4 Governing Board will recommend funding to the California Department of Aging but does not have the authority to approve funding.  The Governing Board recommendation to CDA would contain the reasoning for the recommendation, and CDA will review those recommendations on a case-by-case basis.


Q3: Section 2, Item VI Overall Service Cost and Value calculates the annual costs and estimated value of proposed services. What is the best way to calculate the estimated value of the proposed service unit?

A3: Section II, Item VI-B.1 asks Applicants for an estimate of the value of the service unit by calculating the market value in the private sector if the client were to purchase the service unit. How the estimate is calculated should also be included.


Q4: Regarding recent changes in regulations for the provision of personal/respite care services in California; is it fair to say this Caregiver Respite service requires licensing by the State?

A4: Section II, Item H Legal References states “Funded Partners shall be accountable for AAA4 policies and State and federal regulations and requirements as applicable.” The last bulletin point on that list is the Home Care Services Consumer Protection Act 2016 which does apply to Title III-E Caregiver Respite services.

Section II Overview provides definitions of Applicants vs. Funded Partners; throughout Section II, there are separate requirements and expectations of Applicants and of Funded Partners. In this case, a Funded Partner would need to implement and have in place those relevant requirements by October 1, 2017.


A5: Section 5 Narrative fields are capitated; is this the only space allowed for responses?

A5: Yes. Fields are capitated and may not be exceeded or altered in any way. Any alternations will result in an ineligible Proposal submission.  AAA4 does recognize there have been issues with the interactive Narrative, which is an Adobe PDF.  AAA4 encourages you to download and save the Narrative before working in it, and to be aware that cutting and pasting from another program may result in reducing the available space or other issues. If issues arise, please use the rfp@agencyonaging4.org email and AAA4 will do its best to resolve the issue.


Q6: Is it necessary to re-title the Proposal with our agency/organization name?

A6: Applicants are not required to re-title the Proposal but may do so if you wish.


Q7: As a current Title III-E funded partner in counties other than Yolo, there are changes in this Yolo County RFP that are not currently part of our process.  Are these changes to be applied to the current contracs, regardless of county?

A7: This is a unique circumstance. Normally, AAA4 would not be releasing an RFP for Title III-E Caregiver Services this year; however, leadership in Yolo County chose to decrease funding in other service categories to create a new service category in order to fund Caregiver Respite in Yolo County.

Earlier in 2017, AAA4 released an RFP for all Title IIIB and Title III-C services. Some of the changes made during that process are reflected in Caregiver Respite; additional changes will be reflected in the 2019 Title III-D and Title III-E RFP.  Changes reflect the direction AAA4 is taking.

As a current funded partner, requirements are not changing as you are already under contract.


Q8: You recommend that Applicants attend the Grants Review Committee meeting in August and the Governing Board meeting in September. Can you describe what input is expected from Applicants?

A8: The formal Grants Review Committee meeting on August 25 is an opportunity for Grants Review members to ask questions or clarify a response from the Proposal. Each Applicant may respond to questions and to speak briefly. Frequently, an Applicant’s response has had influence on what funding recommendation the Grants Review Committee forwards to the Governing Board. Similarly, the Governing Board may have questions or request clarification that may determine their funding award at the September 8 meeting.  Additionally, Staff may have questions or request clarification of an Applicant.  If no representative is present to respond to questions, those open questions go forward to the Governing Board and may put an Applicant at a disadvantage from others who have been present to address questions or clarifications.

The RFP Questions are now closed