ADPI RFP Respite 2026 - 2027

SOUTHERN MISSISSIPPI PLANNING AND
DEVELOPMENT DISTRICT
REQUEST FOR PROPOSAL
FOR
Respite
July 1, 2026 - June 30, 2027

INDEX
Programmatic Requirements Page 3
Special Requirements Page 3
Match Requirements Page 3
General Information Page 4
Proposal Deadlines Page 5
Financial, Program and Administrative Reports Page 6
Submission of the Proposal Page 6
Terms and Conditions Page 7
Renewal Provisions Page 7
Proposal Package Requirements Page 7
Proposal Evaluation Criteria and Rating Sheet Page 9
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This project is supported by the Administration for Community Living (ACL), U.S. Department of
Health and Human Services (HHS) as part of a financial assistance award totaling $1,333,334.00
with 75% funded by ACL/HHS and $333,334.00 (25%) funded by non-government sources. The
contents are those of the author(s) and do not necessarily represent the official views of, nor an
endorsement, by ACL/HHS, or the U.S. Government.
Programmatic Requirements:
Respite services are to be provided to Mississippians on whom a mini cognition assessment will be
performed, indicated as Attachment I. A consumer information form, indicated as Attachment H,
will be completed as well. Providers will screen clients and maintain the waiting list.
The geographic areas wherein these respite services may be provided are all the counties within the
Southern Mississippi Area Agency on Aging service area. This includes the following counties:
Covington, Forrest, George, Greene, Hancock, Harrison, Jackson, Jefferson Davis, Jones, Lamar,
Marion, Pearl River, Perry, Stone and Wayne.
Respite services must be provided in the home of the client.
Respite service is the providing of temporary relief time for the regular or primary caregiver (spouse,
child, relative) of persons living with Alzheimer's disease and related dementias (ADRD) that
requires constant in-home care. The client is the caregiver.
The primary objectives of the respite service are as follows:
- To prevent, delay, or avoid premature or unnecessary institutionalization.
- To prevent abuse.
- To prevent or reduce physical and emotional stress on the family.
- To give the primary caregiver some much needed personal time from the caregiver's role.
- To prevent caregiver's burnout.
- To give the caregiver an interval of rest from the burden of constant care giving.
Special Requirements:
Respite services must be provided in compliance with the Quality Assurance Standards, which is
indicated as Attachment B to this proposal package.
Match Requirements:
The percent of non-federal match required on the federal funds that will be used to pay for services
is 25%. This match is to be provided by the proposer. The match may be in the form of cash
from local resources (non-federal) such as funds from cities and counties or from funds earned by
the proposer. In-kind match may also be used to meet the match requirement. In-kind match is
derived from donated expenditures that if the items were not available at any cost, expenses would
have to be paid in order to provide the service. For example, if volunteers are available for the
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homemaker service, the fair labor market value of volunteer time or if building space is donated to
house the homemaker staff, the fair rental value of the donated building space can be used as match
on the homemaker service funds. A match is not required on client contributions/program income,
which is addressed below.
Services must be targeted to any ADRD clients to include those with IDD/ADRD. As clients are
referred for services and eligibility is determined, a waiting list must be maintained to ensure that the
highest priority client is placed at the top of the waiting list.
Clients cannot be charged for services. However, each client must be afforded an opportunity to
contribute to the cost of the service and the amount contributed must be kept confidential. Proposers
must include a minimum of 1% of the total budget as program income. Client contributions must be
safeguarded in compliance with the Program Income Policy, which is indicated as Attachment C to
this proposal package. Also, client contributions must be used to expand the service for which the
contribution was made and must be expended first, prior to expenditure of Federal and/or State or
Local funds.
Amount of funds allocated to this service for a twelve-month period:
Federal $106,200 Match $35,400
Funding for services will depend upon availability of approved Federal funds.
General Information:
The name, address and telephone number for the person to contact regarding this proposal package
is as follows:
Thania Coyne
Southern Mississippi Planning and Development District
10441 Corporate Drive, Suite 1
Gulfport, MS 39503
Telephone Number (228) 314-1479
Email tcoyne@smpdd.com
All expenditures required to provide these services in compliance with the Quality Assurance
Standard will be allowed. All expenditures must be reasonable and necessary to provide the service
wherein the expense is budgeted and must be incurred in compliance with applicable Federal and/or
State regulations governing the expenditure of these funds. All expenditures required to provide
these services must be indicated in the budget, which is addressed below. The applicable Executive
Orders, Federal Regulations, and Office of Management and Budget (OMB Circulars) must be
adhered to.
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Contracts for respite services will be based upon performance with a cost per unit of service.
The method of payment for respite services will be a fixed-price per unit of service basis pending
availability of funds. Payments will be made monthly upon receipt of the monthly reporting
worksheet as outlined in the core contract model which is indicated as Attachment D to this proposal
package.
Contracts for respite services will be awarded based upon performance and unit cost.
Proposal Deadlines:
Notice of intent to submit a proposal must be received by SMPDD no later than June 15, 2026.
SMPDD will offer private RFP training sessions to allow new and current contractors to have the
opportunity to ask questions and be informed on what is required in the different sections of the
RFP to ensure that SMPDD is receiving qualified proposals. Both new and current contractors
are highly encouraged to contact and schedule a session with Jackie Dedeaux, ADP Program
Manger. Ms. Dedeaux can be reached at 228-868-2311 or via email at jdedeaux@smpdd.com
The proposal must be received no later than June 26, 2026 by 5:00 p.m. to be considered for
funding. If mailing proposals, time for delivery must be allowed and proposals must be mailed with
return receipt requested. If delivering proposals, retain the receipt issued by the AAA staff member.
Proposals will be opened on June 29, 2026 at the following location:
Southern Mississippi Planning and Development District
10441 Corporate Drive, Suite 1
Gulfport, Mississippi 39503
Evaluation of proposals will be completed by end of day on June 29, 2026.
Notice of a contract will be forwarded to the selected provider(s) by June 30, 2026.
Contracts will be fully executed no later than June 30, 2026.
PROPOSALS RECEIVED AFTER THE DEADLINE ABOVE WILL BE RETURNED,
UNOPENED TO THE SUBMITTING PROPOSER.
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Financial, Program and Administrative Reports:
Financial reports will be due each month by the 5th calendar day for the previous month.
Client service logs will be due each month by the 5th calendar day for the previous month.
THE AAA RESERVES THE RIGHT TO REJECT ANY AND ALL
PROPOSALS IN THE BEST INTEREST OF SMPDD.
All inquiries must be made in writing and copies of responses to inquiries which require that
clarification and/or addenda are made to the request for proposal (RFP) will be sent by mail, to those
persons or firms who sent a written Notice of Intent to Submit a Proposal by the date and time
indicated in the RFP, and to other interested persons who, in writing, request copies of information
concerning the RFP.
Three copies of the proposal must be forwarded to SMPDD. At least one copy of the proposal must
contain the original signature of an official of the potential provider agency who is authorized to
bind the provider to the proposal.
Written notices of contracts will be sent by mail to all proposers who submitted in writing a Notice
of Intent to Submit a Proposal and any other interested person who, in writing, requested copies of
information concerning the RFP.
SMPDD is not liable for any costs incurred by the applicant in responding to this Request for
Proposal.
Submission of the Proposal:
Each proposal package must be delivered by hand or by certified mail to the AAA to the following
address:
Physical Address
Southern Mississippi Planning and Development District
10441 Corporate Drive, Suite 1
Gulfport, Mississippi 39503
Mailing Address
Southern Mississippi Planning and Development District
Attn: Thania Coyne
10441 Corporate Drive, Suite 1
Gulfport, Mississippi 39503
The proposal must be delivered or mailed in a sealed envelope and marked "proposal." Each
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proposal must be delivered or mailed in a separate envelope by the deadline indicated above and
allow time for mail delivery.
Terms and Conditions:
To be considered for a contract, the proposer must agree to the specific provisions of the core
contract, which is indicated as Attachment D to this proposal package and to the General Terms and
Conditions as indicated in Attachment A.
Renewal Provisions:
The respite service contract will run for a period of twelve months beginning July 1, 2026 and
ending June 30, 2027. SMPDD contemplates subsequent contracts for the services discussed in the
RFP for the next two years. The decision to renew the contract will be based upon the provider's
current year compliance with specifications, quality of service, and proposed price increase.
SMPDD reserves the right to negotiate the price based on market conditions. The provider will be
notified a minimum of sixty days in advance of SMPDD's intent to renew this contract or let it
expire on the normal date. Proposed price changes by the provider shall be submitted to the AAA
for review by May 15th of each ensuing year if the contract is renewed. The letter of request shall
include a justification for the price change. The requested increase shall not exceed the change in
the Consumer Price Index for the previous twelve-month period.
Proposal Package Requirements:
The following topics must be included in the proposal and must be in the order below. The response
to these topics will be the basis for proposal evaluations. Each item should be addressed in as much
detail as is necessary, but should not include extraneous information. The required proposal format
is as follows:
1. Title Page - Each proposal should include a title page with the following information:
- Title of Proposal
- Respondents' name
- Organization to whom the proposal is submitted
- Name, title, phone number and address of the person who can answer questions
about the proposal
- Name of Project Director
- Unique Identity Identifier (UEI)
2. Response to Introduction - Each proposal should include:
- A brief Statement of Need for the project as it relates to ADRD
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- A brief Statement of Purpose for the project as it relates to ADRD
3. Description of Organizational Capability - At a minimum, the following should be addressed:
- a Table of Organization indicating how the project staff will fit into the Proposer's
total agency, and how each member of the project staff relates to one another;
- an explanation of your agency's qualifications indicating your ability to manage
and complete the proposed project and documentation of past experience in ADRD and/or
IDD/ADRD projects;
- an explanation outlining personnel who will help provide the service, and
their qualifications.
4. Statement of Work/Operational Plan - At a minimum, the following should be addressed:
- the project's objective, as viewed by your agency, including every objective
contained in the Programmatic Requirements section of the RFP;
- a clear explanation of how the services will be provided;
- an operational plan which lists for each objective the activities that will be conducted
to accomplish the objective and a start and a completion date for each activity.
5. Contract Budget or Rate
Each potential service provider needs to submit a line-item budget with justification for the
amount of the projected cost in each line item. This budget should be submitted using a Cost
Summary Support Sheet for each activity. If the contract is to be based on unit cost, the proposed
unit cost needs to be included for each activity. The proposed unit cost must be calculated by
dividing the total cost of the activity, as shown on the Cost Summary Support Sheet, by the projected
units of service to be provided in the activity. The above referenced forms and instructions are
included in Attachment E.
6. Required Proposer's Certifications
- Terms and Conditions: The Proposal must include a signed statement indicating that the
potential service provider will comply with all of the terms and conditions stated in the RFP and in
the core model contract. Attachment F
- Statement of Non-Involvement: The proposal must include a signed statement indicating
that the potential service provider has not had any prior involvement in performing a feasibility
study of the implementation of the subject contract, participating in the drafting of the RFP, or in
developing the subject program. Attachment G
7. Other Required Information - this includes the following:
- audit report most recently completed (if the proposer is a municipality with annual
revenues or expenditures less than $1,000,000, a compilation prepared by a CPA should be
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submitted.)
- most recent peer review of the auditor who conducted the most recent audit report
- proof of workers' compensation insurance
- proof of bonding
- proof of comprehensive and liability insurance
- evidence indicating that the potential service provider has the physical facilities
necessary to provide the services; i.e., liens, proof of ownership
Proposal Evaluation Criteria and Rating Sheet:
The SMPDD Proposal Review Team will analyze and evaluate each proposal. The proposal
evaluation criteria are organized into a rating sheet. The rating sheet has the following
characteristics:
1. It separates evaluation items that require the same response from all Proposers from
evaluation items that can be addressed differently by other Proposers.
2. It includes evaluation criteria for every element that the Proposer must address in their
response to the RFP.
3. It assigns values to each evaluation criteria, which reflect the relative importance of these
criteria.
4. It establishes a minimum score below which a proposal will not be considered.
Proposal Rating Sheet
Title of Proposal: _____________ Date: __________________________
Proposer: ______________________ Rater: _________________________
Five points will be awarded for each Yes answer: ________ Total score for #1-6
1. The proposal includes a statement by the Proposer agreeing to the
terms and conditions in the core model contract. Yes/No
2. The proposal for the project includes a line item budget with
justification. Yes/No
3. The proposal includes a non-involvement statement. Yes/No
4. The proposal includes the Proposer's most recent audit. Yes/No
5. The proposal includes the most recent peer review of the auditor who conducted the
most recent audit report. Yes/No
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6. The proposal includes proof of current workers' compensation insurance coverage or
statement of exemption from coverage. Yes/No
Weighted Value of Major Categories
Category #1 Response to Introduction (WV = 1)
Criterion #1: the Statement of Need reflects a clear understanding of why the project is
necessary (0 - 10) _______________
Criterion #2: the Statement of Purpose indicates a clear understanding of what the project
is intended to accomplish (0 - 10) _______________
Total possible score for this category 20 Total _______________
Category #2 Statement of Work (WV = 5)
Criterion #1: the proposal contains clear objectives, which are consistent with the intent of
the project (0 - 10) _______________
Criterion #2: the proposal contains an operational plan, which lists all objectives and gives
a complete date for each (0 - 10) _______________
Criterion #3: the completion dates in the operational plan are reasonable (0-10)
_______________
Criterion #4: the way (method) the Proposer intends to conduct the project (provide the
services) is clearly explained (0 - 10) _______________
Total possible score for this category 200 Total _______________
Category #3 Organizational Capability (WV = 3)
Criterion #1: the proposal contains sufficient numbers of staff to provide the services (0-
10) ______________
Criterion #2: the proposal contains the type of staff necessary to provide the services (0 -
10) ______________
Criterion #3: the evidence provided by the Proposer related to their previous experience
clearly indicates the Proposer's ability to provide the services (0 - 10)
______________
Criterion #4: the table of organization included in the proposal indicates an adequate span
of control (0 - 10) ______________
Total possible score for this category 120 Total ______________
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