REQUEST FOR PROPOSALS (RFP) RFP-27-18-CONTSERV-SUBRECIPIENT Bexar Area Agency on Aging (AAA) Contracted Services Funding Period: FY 2027 – FY 2030

REQUEST FOR PROPOSALS (RFP)
RFP-27-18-CONTSERV-SUBRECIPIENT
Bexar Area Agency on Aging (AAA) Contracted
Services Funding Period: FY 2027 - FY 2030
Alamo Area Council of
Governments (AACOG)
Procurement Department
Solicitation Deadlines
RFP Release Date
April 29, 2026 @ 4:00 p.m.
Questions Deadline
May 4, 2026 @ 4:00 p.m.
Q&A Posting
May 11, 2026 @ 4:00 p.m.
Response Deadline
June 30, 2026 @ 5:00 p.m.
Notice of Award
July 7, 2026
Contract Award
Oct 1, 2026
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RFP Posting Locations
https://www.txsmartbuy.com/esbd
https://aacog.gov/member-government-services/procurement/
Notice to Prospective Respondents
Prospective Respondents who obtain this RFP from any source
other than the Alamo Area Council of Governments (AACOG)
shall promptly contact AACOG and provide their name,
company name, and email address. This will ensure receipt of
any addenda or official communications related to this RFP.
Failure to provide this information shall place the prospective
Respondent at full risk of submitting an incomplete or non-
compliant Proposal.
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Definitions and Acronyms
Acronym Definition
AACOG Alamo Area Council of Governments
AAA Area Agency on Aging
BAAA Bexar Area Agency on Aging
CFR Code of Federal Regulations
COI Certificate of Insurance
D&O Directors and Officers Liability Insurance
E&O Errors and Omissions Insurance
HHSC Texas Health and Human Services Commission
HHS U.S. Department of Health and Human Services
HUB Historically Underutilized Business
NSIP Nutrition Services Incentive Program
OAA Older Americans Act
RFP Request for Proposals
SGR State General Revenue
TAC Texas Administrative Code
UGMS Uniform Grant Management Standards
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Term Definition
A regional planning commission and political subdivision of
AACOG (Alamo Area Council
the State of Texas serving as the Area Agency on Aging
of Governments)
(AAA) for the region.
A written clarification, revision, or modification to this RFP
Addendum (Addenda) issued by AACOG and made available to all
Respondents.
A public or nonprofit agency designated to administer
Area Agency on Aging (AAA) programs and services for older adults under the Older
Americans Act.
The designated Area Agency on Aging within AACOG
BAAA (Bexar Area Agency on
responsible for administering aging services in Bexar
Aging)
County.
The organization selected through this RFP to enter into a
Contractor / Subrecipient contract with AACOG to provide services funded under
this program.
A group designated by AACOG to review, evaluate, and score
Evaluation Committee
Proposals based on established criteria.
A Proposal that fails to meet mandatory submission
Non-Responsive Proposal requirements or materially deviates from the
requirements of this RFP.
Federal legislation that provides funding and guidance for
OAA (Older Americans Act)
services supporting older adults.
A complete submission from a Respondent in reply to this RFP,
Proposal / Response including all required documents, forms, and
attachments.
Respondent / Proposer / An organization or entity submitting a Proposal in response to
Vendor this RFP.
The detailed description of services, tasks, and deliverables
Scope of Work (SOW)
required under this RFP.
The geographic area in which services must be delivered, as
Service Area
defined in this RFP (Bexar County).
An entity engaged by the Contractor to perform a portion of
Subcontractor
the services under the resulting contract.
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PART 1 - SCOPE OF REQUEST & PROGRAM OVERVIEW
This Part outlines the purpose, scope, and structure of this
Request for Proposals (RFP), including program requirements
and the anticipated delivery of services funded through the
Older Americans Act (OAA), the Nutrition Services Incentive
Program (NSIP), and State General Revenue (SGR). These
services are intended to support older adults within the Bexar
Area Agency on Aging (BAAA) Planning and Service Area.
Vendor-Friendly Summary (Non-Scored)
AACOG is seeking qualified providers to deliver nutrition services to older
adults within the Bexar Area Agency on Aging (BAAA) service area. This
Request for Proposals (RFP) is designed to be clear, accessible, and open to
both experienced and new providers.
AACOG encourages applications from organizations of all sizes,
including nonprofit organizations, local governments, and
community-based providers.
Key Highlights:
*Total Estimated Funding: $3,860,000
*Services: Congregate Meals (Title III C1) and Home Delivered Meals (Title III C2)
*Service Area: Bexar County
*Anticipated Contract Start Date: October 1, 2026
*Match Requirement: 10% cash match
*AACOG processes reimbursements within approximately 30 days of receipt
of complete and accurate invoices.
AACOG values strong partnerships and is committed to supporting providers in delivering high-
quality, accessible services to older adults in the region.
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1.2 Background Information
1.2.1 Alamo Area Council of Governments (AACOG)
The Alamo Area Council of Governments (AACOG) is a political
subdivision of the State of Texas, established in 1967 under
Chapter 391 of the Texas Local Government Code as a voluntary
association of municipal and county governments and special
districts. AACOG serves the Alamo Area / State Planning Region
18, which spans thirteen (13) counties and approximately
12,582 square miles, including Atascosa, Bandera, Bexar, Comal,
Frio, Gillespie, Guadalupe, Karnes, Kendall, Kerr, Medina,
1.2.2 PMurcpMouslele n, and Wilson counties.
Through this Request for Proposals (RFP), AACOG-via the
Bexar Area Agency on Aging (BAAA)-is seeking qualified
organizations to provide services for older adults in the region.
AACOG encourages applications from nonprofit organizations,
local governments, and qualified community-based providers
with experience serving older adults.
The goal is to partner with providers who can deliver high-
quality, accessible services using effective and reliable service
delivery models. Services are funded through the Older
Americans Act (OAA), as well as state funding, and support the
goals outlined in the BAAA Strategic Plan.
AACOG values collaborative partnerships and will work closely
with selected providers to ensure successful service delivery.
AACOG may adjust funding priorities based on community
needs and available funding.
AACOG encourages applications from new providers and
organizations that have not previously contracted with AACOG.
All qualified Respondents will be evaluated based on their
ability to meet program requirements and deliver high-quality
services.
1.2.3 Contract Goals and Objectives
AACOG's goal is to partner with experienced and capable
organizations to deliver essential services to older adults. Key
objectives include:
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1. Selecting qualified providers to deliver services
outlined in this RFP and detailed in Appendix A.
2. Ensuring services are accessible, high-quality, and
responsive to community needs.
3. Supporting programs that promote health,
independence, and well-being for older adults.
* $2,200,000
The following represents estimated funding available under this RFP:
* $1,500,000
Congregate Meals (Title III C1):
* $160,000
Home Delivered Meals (Title III C2):
State General Revenue (SGR/HDMRI):
Total Estimated Funding: $3,860,000
Funding amounts are estimates and may change based on federal
and state allocations.
1.2.4 Implementation of Objectives
Selected providers will work with AACOG to develop a final
Work Plan based on the Scope of Services.
Providers should be prepared to:
*
*
Deliver services consistently and on schedule
*
Maintain accurate documentation and submit required reports
*
Meet all program, nutrition, and service standards
Communicate regularly and coordinate with AACOG
AACOG will provide clarification through written addenda only.
AACOG will not provide individualized technical assistance or
1.3 Statement of Work
proposal development support to any Respondent
1.3.1 Service Plan
1. The Alamo Area Council of Governments (AACOG) is
designated as the Area Agency on Aging (AAA) under
contract with the Texas Health and Human Services
Commission (HHSC). The authority for this program is
derived from the Older Americans Act of 1965 (OAA), as
amended, and its implementing regulations.
2. Funding for services originates from federal
appropriations under the OAA and is distributed to
states. Within Texas, HHSC allocates these funds to Area
Agencies on Aging (AAAs) for local administration.
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Funding allocations are based on factors such as the
population aged 60 and older, including those living in
rural areas and those with lower income levels. The
Planning and Service Area (PSA) for the Bexar Area
Agency on Aging (BAAA) is Bexar County.
3. The Bexar AAA allocates funding to priority services
identified in its approved Area Plan. A significant portion
of this funding is awarded to qualified subrecipients who
deliver services on behalf of AACOG.
*
For Fiscal Years 2027-2030, priority services include:
*
Congregate Meals
Appendix A
Home Delivered Meals
Detailed service definitions are provided in , and a
procedural manual will be provided upon contract award.
1.3.2 Target Population and Outreach Requirements
In accordance with the Older Americans Act (OAA), AACOG and
its subrecipients are required to implement effective outreach
strategies to identify and serve eligible individuals. Special
emphasis must be placed on reaching older individuals who are:
*
*
Low income
*
Members of minority groups
*
Experiencing the greatest economic need
*
Experiencing the greatest social need
*
Living with severe disabilities
*
Limited English proficient
*
Living with Alzheimer's disease or related disorders
*
Experiencing neurological or organic brain dysfunction
*
Residing in rural areas
At risk of institutional placement
Providers should demonstrate the ability to reach underserved
populations and ensure equitable access to services.
1.3.3 Service Expectations
Selected providers will be responsible for delivering services in
a consistent, safe, and high-quality manner. At a minimum,
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providers should be prepared to:
*
Deliver meals and/or services according to
*
established schedules and service levels
Ensure all meals meet applicable nutritional
*
guidelines under the Older Americans Act (OAA)
*
Maintain proper food safety, sanitation, and handling standards
*
Accurately track units of service and maintain required documentation
*
Submit timely and accurate reports and invoices as required by AACOG
*
Maintain regular communication and coordination with AACOG staff
Ensure staff and volunteers are properly trained
*
and, where applicable, background checked
Provide services in a manner that is respectful,
culturally appropriate, and responsive to client needs
AACOG will provide program guidance and oversight after
contract award. During the procurement process, AACOG will
1.4 Planning Service Area
only provide clarification through written addenda.
Bexar County (Region 18)
1. The Planning and Service Area (PSA) for this Request for Proposals (RFP) is
.
2. All services funded under this RFP must be delivered within
this geographic area unless otherwise approved by AACOG.
1.5 Project Budget
AACOG has identified estimated funding available for priority
services under this RFP. The proposer's budget must reflect all
anticipated costs necessary to deliver the proposed services,
including the amount of federal and/or state funding requested.
minimum 10% cash
match
Proposers are required to provide a
to support the total project cost. In-kind contributions
will not be accepted unless otherwise approved by AACOG.
Example:
If requesting $100,000 in funding, the proposer must provide at least
$10,000 in matching funds.
AACOG reserves the right to determine price
reasonableness and may reject or adjust pricing that is not
fair, reasonable, or reflective of market conditions.
1.5.1 Available Funding
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The following represents estimated funding available under this RFP:
* Title III C1 - Congregate Meals:
* Title III C2 - Home Delivered Meals:
$2,200,000
* State General Revenue (SGR/HDMRI):
$1,500,000
Total Estimated Funding: $3,860,000
$160,000
Funding amounts are estimates and are subject to change
based on federal and state allocations.
1.5.2 Financial Capacity Requirements
Proposers must demonstrate sufficient financial capacity to
operate on a reimbursement basis, meaning providers will incur
costs first and submit for payment after services are delivered
and properly documented.
*
three (3) months of operating cash flow
It is recommended that proposers maintain at least
to support
*
service delivery prior to reimbursement.
AACOG processes reimbursements within
approximately 30 days of receipt of complete and
*
accurate invoices.
1.5.3 Additional Requirements
AACOG may request financial documentation to verify fiscal stability.
1. The Bexar Area Agency on Aging (BAAA)
must obtain approval from the Texas Health
and Human Services Commission (HHSC)
full or
prior to contracting with a for-profit entity.
partial awards
2. AACOG reserves the right to make
and may fund one or multiple
providers per service category.
rate negotiations
3. AACOG may require selected applicants to
participate in and submit
revised pricing, technical, or program
information as needed during the
allowable, reasonable, and necessary
negotiation process.
4. All proposed costs must be
in accordance with applicable federal and state guidelines.
1.5.4 Budget Guidance
*
To support a strong and competitive proposal, budgets should:
*
Clearly align with proposed service levels and activities
*
Include only costs directly related to service delivery
Reflect reasonable and necessary administrative expenses
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