RFP 2026-08: Childcare Services to Provide Respite to Older Adult Caregivers

Childcare Serv ices to Provide
Respite to O lder Adult
Careg ivers
National Family Careg iver Support Program
_____________________________________________________________________
Request for Proposals
RFP-2026-08
Greater Nashville Regional Council
44 Vantage Way, Suite 450 | Nashville, Tennessee 37228 | Phone: (615) 862-8828 | Fax: (615) 862-8840
GNRC.org

RFP Summary
About GNRC
The Greater Nashville Regional Council (GNRC) is a public agency established by the Tennessee General
Assembly to convene local and state leaders for the purposes of planning and programming state and federal
investments into public infrastructure and a range of social services.
GNRC is designated by the State Unit on Aging (SUA) as the Area Agency on Aging and Disability (AAAD) for
thirteen counties in Middle Tennessee. In this role, GNRC provides programs, services, advocacy, inter-agency
coordination, and information-sharing opportunities to improve the quality of life for older or disabled
Tennesseans. GNRC delivers a range of federal and state programs in partnership with local agencies and
private-sector organizations. Find out more at www.GNRC.org.
About this Solicitation
GNRC is seeking proposals from agencies capable of providing childcare services for children being cared for by
non-parent relative older adults. GNRC intends to contract with a minimum of one service provider capable of
providing the services described in this RFP.
Important Dates and Deadlines
RFP Issued: 02/23/2026
Written questions accepted through 03/11/2026
Submission Deadline: Proposals must be submitted by 03/25/2026
Contract Period: July 1, 2026 - June 30, 2030
Inquiries and Contact Information
All inquiries should be directed in writing to rfp@gnrc.org with a subject line that includes the RFP number.
Amendments to this Solicitation
Any doubt as to the requirements of this solicitation or any apparent omission or discrepancy should be
presented in writing to rfp@gnrc.org. Oral statements or instructions will not constitute an amendment to this
solicitation. Any amendments to this solicitation will be posted online at www.GNRC.org/Procurement.
Non-Discrimination
GNRC does not discriminate on the basis of race, color, national origin, including limited English proficiency
(LEP), gender, gender identity, sexual orientation, age, religion, creed, or disability in admission to, access to, or
operations of its programs, services, or activities. Discrimination against any person in recruitment, examination,
appointment, training, promotion, retention, discipline, or any other employment practices because of non-
merit factors is prohibited. Any person who believes that discrimination has occurred by GNRC or its contractors, sub-
recipients, and/or consultants on the basis of race, color, or national origin, including limited English proficiency (LEP), in
violation of Title VI may file a written complaint. Complaints may also be filed with the state or federal agency involved,
and with the Tennessee Human Rights Commission. Complaints must be filed within 180 days of the alleged
discriminatory act. GNRC's full non-discrimination policy and additional information about ADA or English
language accommodations are available online at www.GNRC.org/legal.
GREATER NASHVILLE REGIONAL COUNCIL | RFP 2026-08 | PAGE i

Table of Contents
Section 1. Background ........................................................................................................................... 1
1.1 About the GNRC ................................................................................................................................................ 1
1.2 About the Project .............................................................................................................................................. 1
Section 2. Scope of Project.................................................................................................................... 3
2.1 Provider Requirements ..................................................................................................................................... 3
2.2 Requested Services ........................................................................................................................................... 5
Section 3. Instructions to Offerors ........................................................................................................ 6
3.1 Pre-Proposal Inquiries ....................................................................................................................................... 6
3.2 Submission Requirements ................................................................................................................................. 6
3.3 Proposal Contents ............................................................................................................................................. 6
3.4 Terms and Conditions ....................................................................................................................................... 8
Section 4. Selection Process ............................................................................................................... 10
4.1 Proposal Opening ............................................................................................................................................ 10
4.2 Final Evaluations .............................................................................................................................................. 10
4.3 Solicitation Outcomes ..................................................................................................................................... 10
4.4 Protests ........................................................................................................................................................... 11
Attachment A. Assurances and Certifications .................................................................................... A
Attachment B. Business Information ................................................................................................... B
Attachment C. Service Details .............................................................................................................. C
Attachment D. Sample Contract Terms ............................................................................................... D
GREATER NASHVILLE REGIONAL COUNCIL | RFP 2026-08 | PAGE ii

Section 1. Background
1.1 About the GNRC
The Greater Nashville Regional Council (GNRC or Regional Council) is a public body corporate and politic initially
created by the Tennessee Development District Act of 1965 and further empowered by Title 64, Chapter 7, Part
1, Tennessee Code Annotated (TCA), as amended (the Act). GNRC is owned by and operated on behalf of its
local government membership comprised of county governments in the counties of Cheatham, Davidson,
Dickson, Houston, Humphreys, Montgomery, Robertson, Rutherford, Stewart, Sumner, Trousdale, Williamson,
and Wilson, Tennessee, and all incorporated municipalities and metropolitan governments located within these
counties.
GNRC is governed by a regional body composed of city mayors, county mayors/executives, state legislators,
appointments representing business/industry, and appointments representing minority populations. The
Regional Council's Executive Board convenes monthly to enact the adopted Annual Work Program and Budget
on behalf of the membership and oversee the GNRC's programs and services carried out by its staff.
1.2 About the Project
GNRC is seeking proposals from agencies capable of providing childcare services to serve as respite for older
adults who are the primary caregiver for children.
GNRC is designated by the State Unit on Aging (SUA) as the Area Agency on Aging and Disability (AAAD) for
thirteen counties in Middle Tennessee. In this role, GNRC provides programs, services, advocacy, inter-agency
coordination, and information-sharing opportunities to improve the quality of life for older or disabled
Tennesseans. GNRC delivers a range of federal and state programs in partnership with local agencies and
private-sector organizations. Find out more at www.GNRC.org .
Service Area
GNRC seeks to contract with at least one provider of respite childcare services. The following table indicates the
demographics for each county in GNRC's service area:
Population Language Poverty Rural
% of 65+ who speak
60+ % of 65+ % of 65+ who % of 65+ who % of 65+ who
a language other
County populatio who are are below are low-income reside in a rural
than English at
n minority poverty minority area
home
Cheatham 10,032 2.60% 1.30% 7.20% 0.20% 83.00%
Davidson 128,786 26.20% 8.20% 11.10% 2.90% 3.50%
Dickson 13,462 5.80% 1.30% 11.40% 0.70% 67.80%
Houston 2,216 3.60% 0.50% 15.60% 0.60% 100.00%
Humphreys 5,333 3.00% 0.70% 7.60% 0.20% 82.50%
Montgomery 34,372 19.10% 8.60% 7.80% 1.50% 19.70%
Robertson 16,307 6.50% 3.50% 8.90% 0.60% 53.20%
Rutherford 58,541 13.00% 6.40% 7.60% 1.00% 17.00%
Stewart 3,977 3.40% 4.00% 11.50% 0.40% 100.00%
Sumner 47,141 6.70% 2.60% 8.50% 0.60% 27.90%
Trousdale 2,089 10.70% 0.70% 25.20% 2.70% 100.00%
GREATER NASHVILLE REGIONAL COUNCIL | RFP 2026-08 | PAGE 1

Population Language Poverty Rural
% of 65+ who speak
60+ % of 65+ % of 65+ who % of 65+ who % of 65+ who
a language other
County populatio who are are below are low-income reside in a rural
than English at
n minority poverty minority area
home
Williamson 54,154 5.40% 4.80% 5.10% 0.30% 19.40%
Wilson 35,587 6.00% 2.70% 7.20% 0.40% 38.50%
Target Population
Services must be targeted primarily to Relative Caregivers in the greatest social or economic need, with
particular attention to low-income, minority older adults and those residing in rural areas. At a minimum, GNRC
strives to provide services to Relative Caregivers in the greatest social or economic need in proportion to the
population of the counties served.
Reimbursement-Based Contract
This contract is a reimbursement-based contract. This means that contractors must incur the costs related to
the contract and provide appropriate documentation of your expenditures. Once GNRC receives an acceptable
invoice and supporting documentation, GNRC will then submit the cost for reimbursement to its funders. When
GNRC receives the funds, it then disburses them to your business. There is no guaranteed payment time for
invoices, and the average time of payment is approximately 45 days after the time complete documentation is
submitted. This means that, for example, services provided on August 15th would be invoiced on September 8th
and likely not be paid for until October 23rd or later.
Funding Source & Program
The funding source for this program is the federal Older Americans Act Title III E Family Caregiver funds.
Following is a brief description of the programs:
The National Family Caregiver Support Program (NFCSP) Title III E provides an infrastructure of program
resources and assistance for family caregivers, grandparents, and older individuals who are informal
caregivers through the designated AAAD, its service providers, and other appropriate consumer
organizations. In accordance with program directives, information, assistance, and counseling can be
provided to any caregiver, but respite and supplemental services are limited to caregiver support for
older individuals who are unable to perform at least two activities of daily living, or, due to a cognitive
or other mental impairment, require substantial supervision. Priority is to be given to older individuals
and families with the greatest social and economic need, with particular attention to low-income older
individuals and older individuals caring for children with severe disabilities.
Title III E programs include supportive respite services, such as childcare services, for older adults
providing care for relative children. Although the services themselves, which include summer camps,
daycare, and tutoring, are provided to the relative child, the program considers the Relative Caregiver to
be the recipient of respite services and thus the client. Specific Eligibility is described below.
Eligibility for Title III E
An eligible relative caregiver is a relative (other than the parent of the person receiving care) who is aged 55 or
older and is the primary caregiver to a child under the age of 18. Eligible relative caregivers are referred to as
"Relative Caregivers" or "GNRC Clients" within this RFP. The relative child under 18 being cared for by the
Relative Caregiver is referred to as the "Relative Child."
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Section 2. Scope of Project
2.1 Provider Requirements
The Greater Nashville Regional Council (GNRC) is seeking agencies with experience in providing childcare
services. Selection of an Offeror to receive a contract means that the provider is a GNRC Service Provider.
Having a contract with GNRC does not guarantee that services provided will automatically be eligible for
reimbursement.
Minimum Qualifications
To be eligible for selection, Offerors must meet the following criteria:
1. Have submitted a proposal to GNRC in response to this RFP as instructed in Section 3 that
demonstrates:
a. Adequate staffing and training protocols
b. Adequate financial capacity to sustain a reimbursement-based contract
2. Have all currently required licenses for the services being offered.
3. Are registered and in good standing with the Tennessee Secretary of State, if applicable.
Standards of Conduct
GNRC Service Providers must adhere to the following Standards of Conduct:
1. Federal and state funds provided through a contract with GNRC will be expended only for services
authorized by a contract with GNRC.
2. Services under this contract will be provided only to Relative Caregivers who have been determined to
meet eligibility criteria. Services provided and the associated costs must be pre-approved by GNRC prior
to requesting reimbursement.
3. Treat GNRC Clients and Relative Children in a respectful and dignified manner, involve the GNRC Client
in the delivery of services, and provide services in a timely and safe manner.
4. GNRC Clients and Relative Children will not be denied or limited services because of their income or
financial resources. Distance from GNRC Service Provider will not be used to deny services as this
practice violates the mandate for special emphasis to rural residents, residents with disabilities, and
isolated individuals.
5. Quality Assurance will be an ongoing process in which all entities including the SUA, AAAD, GNRC
Service Providers, and GNRC Clients will play a role.
6. No GNRC Service Provider will collect the Social Security number of any GNRC Client or Relative Child.
7. No GNRC Service Provider staff or volunteer will pay bills, cash checks, or in any way handle GNRC
Clients' or Relative Children's money without prior approval of the GNRC Service Provider supervisor. All
transactions involving GNRC Clients' or their Relative Children's money must be documented using a
standardized form, which includes, at minimum, the name of the worker(s), purpose of errand, dollar
amount given to worker, and the signatures of the worker and the GNRC Client. The GNRC Client must
receive a copy of the form. A receipt including specific notation of the amount of change returned to
the GNRC Client or Relative Child must also be provided to the client, with a copy kept by the GNRC
Service Provider.
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8. No GNRC Service Provider staff or volunteer will solicit or accept gratuities, favors, or anything of
monetary value from a GNRC Client, Relative, service provider by whom they are not
employed/contracted, or potential contractor.
9. Non-coercive solicitation of voluntary contributions is allowed. No GNRC Client or Relative Child will be
denied services in the event they or their family cannot or do not wish to provide a voluntary
contribution.
10. Outside of the approved donations for the program, no GNRC Service Provider staff or volunteer will
offer any type of merchandise or service for sale; nor may they seek to encourage the acceptance of any
particular belief or philosophy by any GNRC Client or Relative Child.
Program Requirements
Below are program requirements that GNRC Service Providers must agree to:
1. Provide services to GNRC Clients and Relative Children as dictated by program requirements.
2. Have in place adequate staffing plans to meet the needs of GNRC Clients and Relative Children in all
counties contracted to serve.
3. Determine and document eligibility for all Relative Caregivers on an annual basis.
4. Have procedures in place for the collecting and reporting of GNRC Client data and statements and
provide it to GNRC by the eighth day of the month following month being reported.
5. Keep documentation of all contact with or on behalf of GNRC Clients and Relative Children in the form
designated by GNRC.
6. Communicate with GNRC to ensure that GNRC Clients and Relative Children have access to benefits
under other programs and that services are coordinated in a manner that does not lead to unnecessary
duplication of services.
General Contract Requirements
Below are the general requirements and expectations that GNRC Service Providers must agree to. By submitting
a response to the RFP, Offerors are asserting that they agree to these general requirements and will enter a
contract containing these requirements.
1. Follow Standards of Conduct as outlined in this RFP and as otherwise communicated to the GNRC
Service Providers.
2. Meet appropriate federal or state requirements for licenses and liability insurance for the entirety of
the contract.
3. Comply with all applicable federal, state, and local laws, rules, and regulations, including, without
limitation, civil rights laws.
4. Update the proposal's information to GNRC as changes occur during the contract period.
5. Comply with all requirements specified in the service descriptions when providing GNRC-authorized
services. See Section 2.2 for Service Descriptions.
6. Make arrangements for the availability of services in weather-related and other emergencies, when
feasible.
7. Report any abuse, neglect, or exploitation directly to the appropriate officials, as required by law, as
well as submit reports about incidents and actions taken to GNRC.
8. Treat all GNRC Client and Relative Child information as confidential. Ensure that it is filed securely and
accessed or shared according to the minimum necessary rule.
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9. Have procedures in place to ensure that no information about a GNRC Client or Relative Child is
obtained or disclosed by a GNRC Service Provider in a form that identifies the person without the
informed written consent of that person or of his or her legal representative. Disclosure may be allowed
by court order or for program quality assurance by authorized federal, state, or GNRC staff so long as
access is in conformity with the Privacy Act of 1974 or other governing law. All GNRC Client and Relative
Child information must be maintained in controlled access files. (Exception: A written release of
information when making a referral for Adult Protective Services is not required.)
10. Follow the Health Insurance Portability and Accountability Act of 1996 (HIPAA) laws to further protect
the privacy of GNRC Clients and Relative Children if the GNRC Service Provider is a Covered Entity or
otherwise subject to HIPAA requirements.
11. Maintain sufficient insurance to indemnify GNRC and its funding partners against loss. Insurance
requirements are outlined in the attached sample contract (Attachment D).
12. Obtain sufficient bond coverage for protection of GNRC and the SUA from theft, forgery, embezzlement,
and fraud losses by the GNRC Service Provider, any of its agents or employees, full or part-time.
13. Inform all GNRC Clients and Relative Children of their right to file a grievance and provide them with a
copy of GNRC's required grievance procedures and follow the GNRC-required grievance procedures
when a GNRC Client is dissatisfied with service(s) being provided.
14. Complete background checks for employees and volunteers in accordance with Tennessee Code
Annotated 52-2-1002.
15. Require GNRC Service Provider staff and volunteers to participate in training relevant to their major job
responsibilities and in GNRC-and SUA-designated training when appropriate.
16. Have a policy in place to ensure that personnel who have contracted any infectious illness or disease do
not provide services to GNRC Clients or Relative Children until they are without symptoms.
17. Allow GNRC to monitor operations at least annually, including providing on-site access.
18. Respond to requests for information from the SUA and GNRC.
This RFP will be incorporated into any contract awarded. If there is a material change in any information Offeror
provides as a response to this RFP, Offeror must immediately notify GNRC.
2.2 Requested Services
GNRC Service Providers will provide respite to eligible Relative Caregivers by providing the following services to
the Relative Child. The contracting period is July 1, 2026, to June 30, 2030. Offerors may propose to provide any
combination of the services identified in this section.
Summer Programs
Summer programs for children and youth whose primary caregivers meet the eligibility requirements of Relative
Caregivers.
Daycare
Daycare services for children whose primary caregivers meet the eligibility requirements of Relative Caregivers.
Before-Care and After-Care
Before-school care and after-school care services for children whose primary caregivers meet the eligibility
requirements of Relative Caregivers.
Tutoring
Tutoring services for children whose primary caregivers meet the eligibility requirements of Relative Caregivers.
GREATER NASHVILLE REGIONAL COUNCIL | RFP 2026-08 | PAGE 5

Section 3. Instructions to Offerors
3.1 Pre-Proposal Inquiries
All inquiries should be directed in writing to rfp@gnrc.org by the end of the day on March 11, 2026. The email
must include a subject line that contains the RFP number. Answers will be provided in writing and made
available to all potential Offerors. All questions and answers compiled through March 11, 2026 will be posted
online at GNRC.org/Procurement as an addendum to the solicitation. Any correspondence related to the RFP
should refer to the appropriate RFP number, page, and paragraph number.
3.2 Submission Requirements
Offerors may submit a proposal in one of two ways:
1. Submit one electronic copy (PDF format) to rfp@gnrc.org. The subject heading of the email should be
clearly marked "Attention: RFP 2026-08"; or
2. Submit one hard copy of the proposal to GNRC, 44 Vantage Way, Suite 450, Nashville, TN, 37228.The
outside of the package should be clearly marked "Attention: RFP 2026-08"
A copy should be maintained by the Offeror for their records.
Proposals should include all typed, completed forms included with this solicitation. There are no page limits or
specific formatting requirements, but Offerors are encouraged to be mindful of the level of effort involved in
reviewing proposals.
If proposing to serve counties in the service areas of multiple AAADs, Offerors must submit a proposal to each
AAAD designated for the proposed counties in accordance with the appropriate AAAD's procurement
requirements.
3.3 Proposal Contents
The following items must be submitted with each proposal. Failure to include ANY of these items may result in a
proposal being rejected.
Item 1. Cover Letter
The Offeror must provide a cover letter signed by an authorized individual submitting the proposal on behalf of
their agency. This letter must include the following:
a. A statement that the accompanying proposal is in response to this RFP
b. A statement that Offeror is willing, if selected, to execute a contract with GNRC containing the contract
terms provided in Attachment D
c. A statement identifying the individual(s) authorized to finalize a contract on behalf of the Offeror
The Offeror's mission statement, values, and guiding principles, if applicable
Item 2. Assurances and Certifications
Include a complete Assurances and Certifications form, provided as Attachment A to this RFP. The form must
include the appropriate signatures.
Item 3. Business Information
Include a completed Business Information form, provided as Attachment B to this RFP.
GREATER NASHVILLE REGIONAL COUNCIL | RFP 2026-08 | PAGE 6

Item 4. Service Details
Include a completed Service Details form, provided as Attachment C to this RFP.
Item 5. Licenses, Certifications, Permits, and Accreditations
Provide copies of all required licenses, certifications, permits, and accreditations required by the state or federal
government, including the following:
a. A copy of any licensures related to the proposed services
b. A copy of the Offeror's business license, if required
Item 6. Cost Proposal
The Offeror must include all of the following information in a cost proposal:
a. Anticipated reimbursement rates for all types of services being proposed
b. Any additional expected costs (program onboarding, etc.)
c. A statement confirming the Offeror's understanding that services provided and associated costs must
be pre-approved by GNRC before requesting reimbursement.
There are no specific formatting requirements for the cost proposal so long as the requested information is
included.
Item 7. History and Experience
Provide the following information about the Offeror's history and experience:
a. A brief history of the Offeror, including number of years in business and its service delivery system for
childcare services. Emphasis should be placed on how the Offeror has historically satisfied the service
needs of children in the greatest social and economic need, including low-income, minority, and those
living in rural areas
b. A description of the Offeror's experience providing services under similar contracts
c. A description of the Offeror's organizational experience in working both with children and older adults
who serve as a child's primary caregiver, including the number of children and the number of older
adult caregivers the Offeror has served in the last year
Item 8. Service Implementation Plan
Provide the following information about the Offeror's approach and plans for service implementation:
a. A general description of the proposed services, including:
i. A description of daily operations, including activities offered through services,
ii. A description of the proposed screening procedures to ensure participants meet program
eligibility,
iii. A proposed calendar of services for the first year of the contract.
b. A description of the plans and efforts to increase community awareness of the services and programs
provided. Include the plan to reach Relative Caregivers in the greatest social and economic need,
including low-income, minority, and those living in rural areas.
c. A description of quality assurance measures taken by the Offeror, including any processes for
conducting and evaluating customer satisfaction surveys.
d. The Offeror's plan for providing services during emergencies.
e. The Offeror's policy and process for conducting and maintaining documentation on criminal
background checks for staff and volunteers involved in service delivery related to this RFP.
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