ADULT DAY CARE SERVICES

GENERAL INSTRUCTIONS TO PROPOSERS

General: Separate and sealed Proposals for the Adult Day Care Services for the Westmoreland
County Department of Human Services - Area Agency on Aging will be received at the Office of
the County Controller, 2 North Main Street, Suite 111, Greensburg, Pennsylvania 15601 until
2:00 P.M. on Tuesday, May 19, 2026.

LATE PROPOSALS WILL NOT BE ACCEPTED OR CONSIDERED
Proposals will be opened and read aloud on Tuesday, May 19, 2026 at approximately 2:15 P.M.

A PRE-PROPOSAL VIRTUAL MEETING WILL BE HELD TUESDAY, MAY 5, 2026 AT
1:30 P.M.

The Pre-Proposal Virtual Meeting is conducted by the Westmoreland County Department of
Human Services - Area Agency on Aging. Contact Christine Fiedler at 724-830-4456 or
cfiedler@westmorelandcountypa.gov to receive a virtual invitation to the Pre-Proposal Virtual
Meeting.

Submission of Proposals: An original and two (2) copies of the Official Proposal Form must be
submitted in a sealed envelope, and addressed to the Westmoreland County Controller and clearly
marked on the outside of the envelope with the Proposer's name and address and the designation:

"PROPOSAL: ADULT DAY CARE SERVICES"

No responsibility will be attached to any County representative for premature opening of a Proposal
not properly addressed and identified.

Proposal Security: Each Proposal must be accompanied by a certified, good faith check drawn
upon a bank authorized to do business in the Commonwealth of Pennsylvania, cashier's check, or
by a bid bond with corporate surety, in the amount of $1,000.00. Bid bonds must be signed by an
authorized representative of both the Proposer and the surety company, and accompanied by a
power of attorney authorizing execution of the bond on behalf of the surety company, or the
Proposal will be rejected,

Tax Exemptions: The County is exempt from all Federal excise and transportation taxes, the
provisions of the Fair Trade law, and the Pennsylvania sales and use tax for purchase of tangible
personal property. The registration number with Internal Revenue Service is 25-6001046, No
Exemption certificates are required and none will be issued. Nothing in this paragraph is meant
to exempt a construction contractor from the payment of sales tax or use tax required to be paid
with respect to its purchase or use of tangible personal property used or transferred in connection
with the performance of a construction contract. If the County is required by law to pay any
excise tax and then seek a refund or credit, the contractor may add the amount of the tax to the
Proposal price as a separate item.

IRS_W-9 Form: The successful Proposer will be required to complete an Internal Revenue
Service Form (W-9) attached hereto as Attachment IX providing the Proposer's taxpayer
identification number and, if applicable, certification regarding backup withholding and submit
the completed (W-9) Form along with the executed contract.

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12.

Right to Accept or Reject Proposals: The Westmoreland County Commissioners reserve the right
to waive informalities for the best interest of the County, approve sufficiency of surety and reject
any or all Proposals. Failure of the Proposer to sign the Proposal or have the signature of an
authorized agent or representative on the official Proposal form will be cause for rejection of the
Proposal. Signature must be written in ink; typing or printing is not acceptable. Proposers must
include all information required on the Official Proposal Form. Failure to comply may be cause
for rejection of the Proposal. Award of the contract will be made at the County's option to the
lowest responsible Proposer.

Approved Equal (Where Applicable): Whenever a product is defined in this invitation by trade
name and catalogue number of a manufacturer or vendor, the term "or approved equal," if not
inserted therewith shall be implied. Any reference to a particular manufacturer's product either
by trade name or by limited description is solely for the purpose of more clearly indicating the
minimum standard of quality desired, except where a no substitution is requested. When a "no
substitute" is requested, the County will consider Proposals for the referenced item only. The
term "or approved equal" is defined as meaning any other make which, in the sole opinion of the
County, is of such character, quality and performance equivalence as to meet the standard of
quality of items specified for which it is to be used equally as well as that specified. The
Proposer quoting on a commodity other than as specified shall furnish complete identification on
the Proposal of the product he is offering by trade name brand and/or model number. The
Proposer shall also furnish descriptive literature and date with respect to the alternative
commodity he proposed to furnish. Proposers offering an alternate shall also indicate any known
specification deviations from the referenced item.

Unit Prices: In the event Unit Prices are required, the County reserves the right, should there be
any discrepancy, inconsistency or difference between the Unit Price(s) and Total Price(s), to
choose the lowest of the prices listed and the vendor shall be bound to provide the goods and/or
services in question at the lower cost.

Withdrawal of Proposals: Proposals may be withdrawn at any time prior to the designated time
of the opening of Proposals. All Proposals must be firm for thirty (30) days following the
Proposal opening, and no Proposals will be permitted to be withdrawn during such period.
Proposals will be awarded or rejected within thirty (30) days from opening. In the event award of
Proposal cannot be made within thirty (30) days from date of Proposal Opening, Proposers will
be afforded the opportunity to extend their Proposal for an additional thirty (30) days by
completing and submitting to the County a Consent to Extension of Date for Proposal Award
Form a copy of which is attached hereto as Attachment XII.

Provisions Required by Law Deemed Inserted: Each and every Provision of law and clause
required by law to be inserted in the Contract for this project will be deemed to be inserted therein
and the Contract will be read and enforced as though it were included herein, and if through
mistake or otherwise and such provision is not inserted, or is not correctly inserted, then upon the
application of either party, the Contract shall forthwith be physically amended to make such
insertion.

More Than One Proposal: If more than one Proposal is offered by any one Proposer, in his own
name or in the name of his agent, partner, or other person, all Proposals submitted by such
Proposer shall be rejected.

Insurance: The Provider agrees to ensure that personnel subject to the terms of this Agreement

are properly bonded and insured as required by Westmoreland County and the Agency in order to
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13.

14.

16.

complete work assignments. The following insurances need to be in place:

* General Liability Coverage to include Personal Injury and Property Damage -
$500,000.00 each person/$2,000,000.00 each occurrence.

Automobile - $500,000.00

Workmen's Compensation - In amounts required by law.

Professional Liability

Employer's Liability

Bonding insurance (crime/theft)

Failure to provide proof of the above will result in non-payment of invoices.
All insurances are to remain current throughout the Agreement term.
Proof of such insurance shall be provided to the Agency prior to the execution of the Agreement.

Such insurances must name Westmoreland County, its officers and employees as additional
insured and loss payee.

Non-Discrimination/Sexual Harassment Clause: The successful Proposer will be required to
comply with the terms of the attached Non-Discrimination/Sexual Harassment Clause herein
marked Attachment I.

Contractor Integrity Provisions: The successful Proposer will be required to comply with the
terms of the attached Contractor Integrity Provisions herein marked Attachment II.

Subcontractor: The County shall have the right to approve subcontractors prior to the
commencement of their work. Any approved subcontractor does not relieve the Proposer of full
compliance with the specifications. The Proposer will be responsible for all work performed
under these specifications whether the Proposer performs the work himself or through a
subcontractor.

Addenda to Specifications: During the proposing period, the County may issue written Addenda
to each person, firm or corporation that has secured a copy of these specifications, making
changes or corrections to the specifications as issued. Such changes or corrections shall be
included in the work and/or materials covered by the Proposal, and such Addenda shall become
part to the specifications and contract. Proposers who secure Proposal Specifications via the
Internet are cautioned to verify if Addenda have been issued by the County prior to submission of
Proposal. The County assumes no responsibility to notify any prospective Proposer of Addenda
to Proposal Specifications that are secured via the Internet.

Additional Work: No additional work shall be done unless agreed to in writing by the County.

Term of Agreement: Term of this Agreement shall begin on July 1, 2026 and continue through
June 30, 2029, subject to renewal on an annual basis for two (2) additional years at the sole
discretion of the Westmoreland County Board of Commissioners. The Agreement may be
terminated by either party without cause by giving thirty (30) days written notice by terminating
party to the other party.

Payment: The County will make payment to the successful Proposer on a monthly basis per

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20.

21.

22.

23.

24.

25.

detailed invoices. Ail invoices are to be submitted to:

Westmoreland County Department of Human Services - Area Agency on Aging
200 South Main Street
Greensburg, PA 15601

Contact Person: Any questions regarding this Proposal should be directed to:

* Christine Fiedler - 724-830-4456
cfiedler@westmorelandcountypa.gov

Diane Pluck - 724-830-3360
dpluck@westmorelandcountypa.gov

The answers to any questions are to be considered strictly advisory unless reduced to writing and
included in an Addendum to the Proposal Specifications.

Service Hours: Work shall be done on this job, Monday through Friday, 8:00 a.m. to 6:00 p.m.,
and in compliance with Pennsylvania Department of Aging Regulations - Older Adult Daily
Living Centers .

In accordance with Pennsylvania's "Right to Know" Laws, (Act 3 of 2008; 65 PS 67.101 et seq),
the County may make available for viewing or provide copies of all Proposals received and all
associated contract documents following awarding of same.

The submission of a Proposal shall constitute and establish the Proposer's intent to enter into a
binding contract with Westmoreland County for the goods or services solicited. Additionally, should
any Proposal submitted contain defect(s) that in the County's opinion is of a non-material nature, the
Proposer agrees that by the submission of a Proposal, Proposer will correct any defect(s) upon
request of the County.

Unit Prices: In the event Unit Prices are required, the County reserves the right, should there be any
discrepancy, inconsistency or difference between the Unit Price(s) and Total Price(s), to choose the
lowest of the prices fisted and the vendor shall be bound to provide the goods and/or services in
question at the lower cost. The County reserves the right to award contracts for individual items,
groups or combined award as may be in the County's best interest.

For all Public Works Projects in excess of $25,000.00, the successful Proposer shall be required to
strictly follow and comply with all provisions of the Public Works Employment Verification Act 43
PS 167.1 and PA Code Regulations at 66.1 - 66.9.

"CONTINUED ON NEXT PAGE"

ADULT DAY CARE S26

OFFICIAL PROPOSAL FORM.

The undersigned Proposer agrees, if awarded a contract by the County of Westmoreland, to
provide Adult Day Care Services for the Westmoreland County Department of Human Services -
Area Agency on Aging in accordance with the foregoing Proposal Specifications for the price
specified below.

Per diem rate of $

Total Projected Annual Cost (per diem x estimate of 1,170 consumer service days) = $.

NAME OF PROPOSER (Type or Print)

ADDRESS

AUTHORIZED SIGNATURE

AFFIX CORPORATE SEAL HERE
(if Proposer is a corporation)

PRINT NAME AND TITLE OF SIGNER

AREA CODE & TELEPHONE NUMBER

Proposer is a (check one): FAX NUMBER
Corporation incorporated in the State of.
General Partnership

_____ Limited Partnership

____ Limited Liability Company

_______ Sole Proprietorship

Other (specify)

ADULT DAY CARE S26

PROPOSAL CHECK LIST
Proposal is signed as an original, in blue ink, with two (2) copies.
Proposal is stamped with corporate seal if one is used by your Company.
Addition is correct.

Checked time deadline for submission of Proposal. (Outside mail is not received in the Courthouse until
11:30 a.m.)

All required forms supplied ~ Formal Proposal Sheet, Proposer's Questionnaire, Action Plan, Budget
Analysis, Resumes, Agency Audit and Agreement Letter.

Proposal is submitted in triplicate, an original and two (2) copies.

Proposal is accompanied by bid bond in the amount of $1,000.00.
Envelope is properly marked with name and address of Proposer (upper left-hand corner).

Enyelope is properly marked as follows:

PROPOSAL: ADULT DAY CARE SERVICES

FOR: WESTMORELAND COUNTY DEPARTMENT OF HUMAN SERVICES -
AREA AGENCY ON AGING

Envelope is sealed and opaque.
Envelope is addressed and delivered to: County Controller

2 North Main Street, Suite 111
Greensburg, PA 15601

TO AVOID ERRORS AND OMISSIONS WHEN SUBMITTING YOUR PROPOSAL, PLEASE REVIEW
THE ABOVE CHECK LIST.

ADULT DAY CARE S26

I.
Iv.

PROPOSAL
ADULT DAY CARE SERVICES
CONTENTS

Specifications - Adult Day Care Services

A. Purpose & Scope

B. Standards

c, Service Provision
D. General Information
E, Further Conditions

Criteria for Selection
Information Required from Adult Day Care Services Provider

Formats and Instructions:

L Proposer's Questionnaire

2. Formal Proposal Sheet

3. Action Plan (Narrative Section) - Instructions
4. Cost and Price Analysis - Instructions

5. Resumes - Instructions

6. Letter of Agreement - Instructions
Attachments:

I. Non-Discrimination/Sexual Harassment Clause
IL. Contractor Integrity Provisions

8 Cost Center Definitions

Iv. Holidays

Vv. Contractor Responsibility Provisions

VI. Act No. 1997-13 Mandatory Reporting of Abuse

Vil. Older Adult Protective Services Act (35 P.S. Sections 10211), Chapter 5, Criminal History for
Employers

VIII. - Lobbying Certification

Ix. IRS Form W-9

X. Notice of Privacy Practices

Xi. Assurance of Compliance

XIL Consent to Extension

XII. Pennsylvania Department of Aging Regulations - Older Adult Daily Living Centers

ADULT DAY CARE S26

1, SPECIFICATIONS
a, Adult Day Care Services
SUBJECT: Provision of Adult Day Care Services for persons referred by the Westmoreland County
Department of Human Services - Area Agency on Aging (Agency). Implementation of the contract will commence on
July 1, 2026 and/or following the signed approval by the Westmoreland County Board of Commissioners and terminate
'on June 30, 2029, subject to renewal on an annual basis for two (2) additional years at the sole discretion of the
Westmoreland County Board of Commissioners.
A. Purpose and Scope
'The purposes of Adult Day Care Services are to provide a safe and supervised place for older adults
and those with conditions like dementia, Parkinson's Disease or other organic brain syndromes to assure
continued community residence for as long as possible. They offer personal care, nursing, social services,
activities, meals and emergency care directed by trained staff in a facility meeting all the Pennsylvania

Department of Aging Regulations - Older Adult Daily Living Centers (Attachment XII), Department of

Labor and Industry and Agency requirements.

L Day Care Services provide a program of structured activities within a supportive non-residential
setting serving enrolled adults who are not capable of full-time independent living.

2. The Adult Day Care Center will be in buildings/facilities which have one room large enough to
enable all individuals to participate in activities as a single group. The site location will be approved |
for occupancy by the Pennsylvania Department of Labor and Industry.

3. These services shall be provided to persons aged 60+, residing in Westmoreland County, having
been assessed by the Agency as being in need of Adult Day Care Services and properly referred for
service by the Agency.

Such services will be available at a maximum, between 8:00 a.m. and 6:00 p.m., five (5) days/week

(Monday through Friday). |

B. Minimum Standards |
The Westmoreland County Department of Human Services - Area Agency on Aging (Agency) will,

subject to the availability of funds, reimburse the Adult Day Care Service Provider who is awarded this

contract and who meets all of the following minimum standards,

ADULT DAY CARE S26

The Service Provider guarantees that service will be provided in a timely manner as properly referred
by the Agency, The Adult Day Care Center will operate at a minimum between the hours of 8:00
a.m. and 4:00 p.m.

All workers are properly bonded and insured (ie. Workmen's Compensation, liability, etc.) as is

required by law, by Westmoreland County and by the Agency in order to complete their work
assignments.

The Provider will assure that all program insurances are in place, including but not limited to general
liability, fire and property coverage.

The Provider will have the Pennsylvania Department of Labor and Industry Certificate of Occupancy
available upon request.

The Provider will have the Pennsylvania Department of Aging's annual inspection available upon
request.

All workers will be properly and appropriately trained so as to complete their assignments in an
efficient and safe manner. Training should include sensitivity to and knowledge of working with the
older consumer. All workers must also be certified in cardiopulmonary resuscitation and receive
First Aid training. Proof of such training must be made available to the Agency within three (3)
months of the initiation of service provision.

All workers are certified as being (a) physically capable of completing the work required; (b) free
from communicable disease; (c) properly and safely attired to complete the work assignment.

All workers must be properly supervised and directed by the Service Provider. A full-time Project
Director and the appropriate number of Adult Day Care Aides, who will be considered employees of
the Provider, are required for direction of Adult Day Care Services. Staff will include Therapeutic

Activity Aides who will be hired to maintain the staff consumer ratio of 1 to 7.

'The Service Provider will provide service in a manner respectful of the service recipient.

The Service Provider is expected to cooperate fully with Agency staff and other
Agency-subcontracted agencies and staff.

The Service Provider must demonstrate the capacity to provide Adult Day Care Services in an

ongoing and effective manner.

ADULT DAY CARE S26

13,

The Service Provider must meet all Agency, county, state and federal terms and conditions related to
the provision of Day Care (ie. Department of Labor & Industry occupancy requirements, Department
of Environmental Resources requirements, handicapped accessibility and local zoning.)

The Service Provider can show evidence that it could provide the required services at the date of
contract implementation (i.e. July 1, 2026).

'The Service Provider can show evidence of experience in the provision of restorative services and
more importantly, the provision of restorative services to older persons and to those with conditions
like dementia, Parkinson's Disease or other organic brain syndromes and memory impairment.

The Service Provider can show evidence of reasonable accessibility of service provision both in
relation to the Agency and to service recipients so as to maximize timeliness and cost efficiency.

The Service Provider can show evidence of a solid understanding of the problem of providing Adult
Day Care Services to the aging population in Westmoreland County and of a sound plan or approach
to that problem.

The Service Provider can show evidence of a reasonable availability or means for availability of the

equipment and supplies necessary for Adult Day Care Service provision,

Service Provision

1.

The projected number of consumer service days to be provided on an approximate monthly average

may range between 20 & 100. The exact average number of consumer days will be mutually agreed

upon at a later date.

Adult Day Care Services will include but not be limited to:

(a) Providing a planned full day program of restorative activities (social, recreational and
developmental) geared toward meeting the needs of the individual consumer within the

Adult Day Care facility and toward aiding independent functioning at home.

(b) Assisting in performing basic tasks of everyday living including personal hygiene and use
of leisure time,
(c) Referring to and/or advocating for specialized health, therapeutic, rehabilitative and social
services.
(d) Providing and/or coordinating means of transportation for participants in Day Care.
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