RFP 2026-11: District Long-Term Care Ombudsman Designation

Memorandum
To: Providers of Ombudsman Services
From: Sara Fowler, Aging and Disability Services Director
Cc: Teresa Teeple, State Long-Term Care Ombudsman, DDA
Date: February 24, 2026
Subject: RFP 2026-11: Designation of District Long-Term Care Ombudsman
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 TN Department of Disability and Aging (DDA) as the Area Agency on
Aging and Disability (AAAD) for thirteen counties in Middle Tennessee: Cheatham, Davidson,
Dickson, Houston, Humphreys, Montgomery, Robertson, Rutherford, Stewart, Sumner, Trousdale,
Williamson, and Wilson. 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.
ABOUT THIS SOLICITATION
GNRC administers the District Long-Term Care Ombudsman program for its thirteen-county region
on behalf of the TN Department of Disability and Aging. DDA will be the entity responsible for
providing guidance and oversight of this program.
Public or nonprofit organizations who are seeking designation as the District Long-Term Care
Ombudsman should review and respond to the attached document.
Additional information about the Long-Term Care Ombudsman program can be found on DDA's
website: https://www.tn.gov/disability-and-aging/disability-aging-programs/long-term-care-
ombudsman.html

NOTICE OF DISTRICT OMBUDSMAN PROGRAM
DESIGNATION APPLICATION
WITH
TENNESSEE DEPARTMENT OF DISABILITY AND AGING
I. STATEMENT OF INTENT:
The Tennessee Department of Disability and Aging (DDA) and State Long-Term Care Ombudsmen
(SLTCO) partner with nine Area Agencies on Aging and Disability (AAADs) to administer the District
Long-Term Care Ombudsman Program across the state for the upcoming Designation Period July 1,
2026 - June 30, 2030. Each AAAD may either be eligible to directly provide services or contract with
approved providers to deliver them. The State Long-Term Care Ombudsman (SLTCO) has sole authority
to designate, refuse, suspend, or remove designation of Local Ombudsman Entities (LOE) in
accordance with 45 CFR 1324.13, and uses the District Ombudsman Program Designation Application
(DOPDA) process to meet this requirement. DDA aims to select providers that can serve their entire
service delivery area (Attachment 2). Funding comes from the federal Older Americans Act-Title IIIB
and Title VII.
The Tennessee District Long-Term Care Ombudsman Program supports residents living in nursing
homes, assisted living facilities, homes for the aged, and adult care homes. Ombudsmen assist
residents and their families by addressing concerns, helping resolve issues, and advocating for
residents' rights. When concerns cannot be resolved directly with facility staff or appropriate government
agencies, residents are encouraged to contact their District Ombudsman for additional support.
Ombudsmen work collaboratively with state and federal agencies and can aid with matters related to
quality of care, resident rights, abuse, neglect, or exploitation, admissions, transfers, and discharges,
questions regarding Medicaid and Medicare, and long-term care options.
II. GENERAL INSTRUCTIONS:
A. Submission of Application:
Applications may be submitted 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 2026-11"; or
2. Submit one hard copy to GNRC, 44 Vantage Way, Suite 450, Nashville, TN, 37228.The
outside of the package should be clearly marked "Attention: RFP 2026-11"
A copy should be maintained for the Applicant's records.
B. Schedule for Application Evaluation and Decision Designation Period
The solicitation will be open to eligible public or nonprofit organizations that may apply to serve as the
Local Ombudsman Entity (LOE) for the district.
Timeline
1. Notice of Request for Applications February 23, 2026
2. Applications are submitted to the AAAD March 16, 2026
3. Evaluation conducted by AAAD and recommendation provided March 20, 2026
to DDA.
4. Decision and Designation Period April 1, 2026
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C. All communications in reference to this Notice shall be directed to:
Teresa Teeple
State Long-Term Care Ombudsman
Teresa.teeple@tn.gov
D. Duration:
The Department intends to enter into contracts for a variety of lengths, no greater than 3 years,
dependent on need addressed through the application processes.
*Subject to change dependent on applications received.
E. Funds Available:
The Application is subject to the appropriation and availability of State and/or Federal funds.
III. SCOPE OF SERVICES REQUESTED:
A. Services to be Provided or Procured:
A.1 Application Submission & Updates:
(1) Applicants that neglect to accurately fill out and return the completed District Ombudsman
Program Designation Application by the designated deadline, including required signatures,
certifications, and proof of licenses shall be disqualified from this process.
(2) The Applicant must submit a signed and dated electronic copy via email of the entire
application to the SLTCO and, where the applicant is not the AAAD, each AAAD for the
county or counties for which services are being proposed, to be received no later than the
date specified.
(3) Providers must update the application information to the SLTCO, and, where the applicant
is not the AAAD, each AAAD as changes occur during the contract period.
(4) The contract between the Grantee and the qualified entity will contain, at a minimum, the
District Long-Term Care Ombudsman Program Scope of Services, in its entirety, as
provided by the State.
A.2 Organizational Eligibility:
(1) It must be a public or nonprofit private organization. 45 CFR 1324.11(b)(2); DDA Aging
and Disability Program & Policy Manual, 8-2.06.
(2) Cannot license or certify long-term care services, be affiliated with provider associations, or
have financial interests in long-term care facilities. 45 CFR 1324.21(a)(1)-(3); DDA Aging
and Disability Program & Policy Manual, 8-2.06.
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(3) Must be free of conflicts of interest and demonstrate capacity to fulfill responsibilities. 42
U.S.C. 3058g(f) and 45 CFR 1324.21; DDA Aging and Disability Program & Policy
Manual, 8-2.06.
(4) Must comply with all federal and state laws, regulations, and LTCOP policies. 42 U.S.C.
3058g(a) and 45 CFR 1324.13 DDA Aging and Disability Program & Policy Manual,
8-2.07.
(5) Not close for more than 3 consecutive business days without an Office of the SLTCO
approved coverage plan. DDA Aging and Disability Program & Policy Manual, 8-2.06.
(6) Incorporation: Service providers, either private for-profit or not-for-profit organizations, must
be incorporated under the laws of the state in which their principal place of business is
located. DDA Aging and Disability Program & Policy Manual, 4-2-.04(1)(f), 2-5-.01(3-4)
A.3 Staffing & Oversight:
(1) Employ at least one full-time District Long-Term Care Ombudsman (DLTCO) dedicated
exclusively to Ombudsman Program duties. DDA Aging and Disability Program & Policy
Manual, 8-2.06
(2) The Local Ombudsman Entity (LOE) shall provide day-to-day supervisory support and
manage personnel functions for the DLTCO but shall not exercise programmatic oversight
of the DLTCOP. 45 CFR 1324.17; DDA Aging and Disability Program & Policy Manual,
8-2.06.
(3) The direct supervisor of DLTCO must complete COI disclosure at hire and annually; confirm
no financial interest or affiliations; maintain signed forms for SLTCO review.
(4) The provider must complete annual COI disclosure for all Governing Board members; if a
conflict exists, members must abstain from voting on LTCOP-related matters; retain
documentation for monitoring. 45 CFR 1324.21; DDA Aging and Disability Program &
Policy Manual, 8-2.06.
A.4 Confidentiality & Access:
(1) Maintain strict confidentiality of program records; access is limited to certified
representatives of the Office. 45 CFR 1324.11(e); DDA Aging and Disability Program &
Policy Manual, 8-10.
(2) Confidentiality (consumer information): Each service provider must have procedures to
protect the confidentiality of information collected about consumers. The procedures must
ensure that no information about a consumer is obtained or disclosed in a form that
identifies the person without the informed consent of that person or of his or her legal
representative. Disclosure may be allowed by court order, or when securing client-related
services, benefits, or rights. All consumer information must be maintained in controlled
access files. DDA Aging and Disability Program & Policy Manual, 2-6-.10)
(3) The DLTCO shall maintain strict confidentiality of all program records and information by
ensuring that access to case records, files containing identifying information, and the
OSLTCO-approved electronic database is limited exclusively to certified representatives of
the Office of the State Long-Term Care Ombudsman, in accordance with 45 CFR
1324.11(e) and DDA Aging and Disability Program & Policy Manual, 8-3-.02.
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A.5 Reporting & Communication:
(1) Submit monthly and quarterly reports to SLTCO by the 20th of the month. Maintain
verification of the submission of monthly and quarterly reports from the DLTCO to the
SLTCO in a format specified by the SLTCO on or before the 20th of the month for the
preceding month/quarter. Such reports may require information detailing program data from
the period, examples of complaints addressed, an overview of regular presence visits
completed to long-term care facilities in the district during the period, a synopsis of
volunteer engagement, and other programmatic highlights.
(2) Maintain documentation of all contacts and activities in the OSLTCO-approved database.
DDA Aging and Disability Program & Policy Manual, 8-9-.03.
(3) Notify SLTCO of planned absences in advance, report emergency absences upon return.
(4) Inform SLTCO of any media inquiries; no legislative activity without SLTCO direction.
45 CFR 1324.19; DDA Aging and Disability Program & Policy Manual, 8-7-.09
(5) Grievance procedures: Comply with grievance procedures as outlined in the DDA Aging
and Disability Program & Policy Manual, 8-12.
(6) Data collection & invoices: Service providers shall have methods and procedures in place
for the collection and reporting of individual-specific data and invoices and provide them to
the AAAD by the tenth (10th) day of the month following the month being reported. DDA
Aging and Disability Program & Policy Manual, 2.
A.6 Program Operations:
(1) Maintain accurate facility data in the OSLTCO-approved electronic database at least
quarterly. Required data elements include facility name, type, address, phone number,
county, district, ownership, bed count, licensure status and date, and any changes such as
openings or closures. (DDA Aging and Disability Program & Policy Manual, 8-3-.03)
(2) Develop and implement a plan to promote awareness of Ombudsman Program services
within the service area and maintain information and materials provided by the SLTCO for
public dissemination. DDA Aging and Disability Program & Policy Manual, 8-7-.
(3) Provide adequate office space, telephone, and supplies to DLTCO. DDA Aging and
Disability Program & Policy Manual, 8-4.
(4) Provide adequate travel funds for quarterly visits to all facilities in the DLTCO's area and for
the DLTCO to attend all SLTCO-sponsored training events. DDA Aging and Disability
Program & Policy Manual, 8-4.
(5) Ensure regular presence visits to facilities. DDA Aging and Disability Program & Policy
Manual, 8-3-.03, 8-7.
A.7 Volunteer Management:
(1) Recruit, train, and supervise Volunteer Ombudsman Representatives (VORs); ensure 18
hours of annual continuing education. DDA Aging and Disability Program & Policy Manual,
8-3-. DDA Aging and Disability Program & Policy Manual, 8-5.
(2) Maintain verification of activities designed to increase recruitment of new VORs.
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(3) Maintain verification of the initial training of all new VORs using the VOR manual provided
by the SLTCO. DDA Aging and Disability Program & Policy Manual, 8-5.
(4) Maintain verification that VORs receive continuing training and are supervised and ensure
the DLTCO maintains an active group of VORs. 45 CFR 1324.13; DDA Aging and
Disability Program & Policy Manual, 8-5.
A.8 Financial & Administrative Compliance:
(1) Use Title VII Chapter 2 funds exclusively for Ombudsman services; submit detailed budgets
and reports as required. DDA Aging and Disability Program & Policy Manual, 8-2-.
(2) All OAA Title VII Chapter 2 Ombudsman funding received by an entity for a specific year
must be expended, during the specified year, on direct costs of the Long-Term Care
Ombudsman Program. 42 U.S.C. 3027(a)(9); 42 U.S.C. 3058g
(3) Provide the AAAD with an itemized, detailed, line-item budget at the start of the Contract,
with a line-item budget-to-actual report provided when requested but no less frequently than
at the effective date of the contract, six months after the effective date of the contract, and
at the end of the contract period.
(4) Authorization: Service providers may expend federal and state funds only for those services
for which they have received authorization through a contract with the AAAD.DDA Aging
and Disability Program & Policy Manual, 14-2-.09(2)(g).
(5) Service Description Adherence: Service providers receiving state appropriations or OAA
funds must comply with DDA contracting guidelines, program standards and service
descriptions. DDA Aging and Disability Program & Policy Manual, 4-2-.04(1)(b)(ii)
(6) Insurance: Provide a statement of self-insured status or procure and maintain insurance to
adequately protect Title III/state-funded property from loss/damage and cover claims arising
from personal injuries/products/services under the area plan. DDA Aging and Disability
Program & Policy Manual, 2-6-.07.
(7) Bond: Obtain sufficient bond coverage to protect AAAD and DDA from theft, forgery,
embezzlement, and fraud losses. DDA Aging and Disability Program & Policy Manual,
2-6-.07.
(8) Workers' Compensation: Maintain verification of Workers Compensation Insurance.
(9) Background Checks: Comply with Tennessee Code Annotated 52-2-1002 on completing
background checks for employees and volunteers. DDA Aging and Disability Program &
Policy Manual, 2-6-.07, 14-2-.09(2)(g); TCA 52-2-1002.
A.9 Quality Assurance & Monitoring:
(1) Quality Assurance (QA) will be an ongoing process in which all entities including DDA,
AAAD, service providers and consumers will play a role. DDA Aging and Disability Program
& Policy Manual, 14-2-.09(1)(c).
(2) AAAD Monitoring: Providers will be monitored by the AAAD at least annually using
monitoring tools approved by DDA based on the DDA Aging Program and Policy Manual.
(DDA Aging and Disability Program & Policy Manual, 18-1-.01; DDA Aging and Disability
Program & Policy Manual, 8-2.
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(3) SLTCO Monitoring: Each DLTCO Program will be monitored annually by the OSLTCO. The
SLTCO will submit a written report on the status of each DLTCO Program to the AAAD
Director and qualified agency, as appropriate. DDA Aging and Disability Program & Policy
Manual, 8-4.
A.10 Additional Requirements:
(1) Gratuities/Favors: No service provider agent shall solicit or accept gratuities, favors, or
anything of monetary value from a consumer, service provider, contractor, or potential
contractor. DDA Aging and Disability Program & Policy Manual, 4-2-.04(1)(h)(i)
(2) Coordination: Assure services are coordinated with other appropriate services in the
community and do not constitute unnecessary duplication. DDA Aging and Disability
Program & Policy Manual, 14-2-.09(2)(e).
(3) Benefits: Assist participants in taking advantage of benefits under other programs. DDA
Aging and Disability Program & Policy Manual, 14-2-.09(2)(d).
(4) Emergencies: Decide, where feasible and appropriate, for the availability of services to
older individuals and family caregivers in weather-related and other emergencies. DDA
Aging and Disability Program & Policy Manual, 14-2-.09(2)(c)); DDA Aging and Disability
Program & Policy Manual, 8-13-.
(5) Compliance: All provider agencies will comply with all federal and state laws and
regulations. DDA Aging and Disability Program & Policy Manual, 2-4-.01(2)(e).
A.11 Abuse, Neglect & Exploitation:
(1) Service providers shall comply with all applicable state and federal laws regarding
mandated reporting of abuse, neglect, and exploitation and must immediately report to the
appropriate authorities when there is reasonable cause to believe an individual is in danger.
Representatives of the Long-Term Care Ombudsman Program (LTCOP) are not mandated
reporters under state law and shall not disclose information without the resident's informed
consent, except as permitted under 45 CFR 1324.11(e) and Section 8-10 of this manual.
All actions, including consent and disclosures, must be documented in the
OSLTCO-approved electronic database 42 U.S.C. 3058g; 45 CFR 1324.11(e); DDA
Aging and Disability Program & Policy Manual, 8-10.
B. Primary Focus of the District Long-Term Care Ombudsman Program:
The primary focus of the program is:
To advocate for and protect the rights, health, safety, and well-being of residents in long-term
care facilities.
IV. APPLICATION FORMAT:
1. The grant application must address all portions of this Notice as set forth herein; however, proposers
may retype and/or duplicate the forms for grant application submission, provided the revised format
remains in order prescribed and addresses all the Department's required information which appears
in the Department's prepared forms.
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2. The Department reserves the right to request clarification or corrections to the applications, to reject
all applications or to cancel this Notice in its entirety at the Department's sole discretion. Any
application received which does not meet these General Instructions may be considered "Non-
Responsive" and the application may be rejected. Any rejection or acceptance of applications is at
the sole discretion of the Department.
3. The Department reserves the right to further clarify and/or negotiate with the best evaluated
applications at the discretion of the Department.
V. MODIFICATIONS FOR APPLICATION:
Any and all changes made to an approved application must be submitted to DDA for approval prior to
implementing changes.
VI. SUBJECT TO FUNDS AVAILABILITY:
The Application is subject to the appropriation and availability of State and/or Federal funds.
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DEPARTMENT OF DISABILITY AND AGING DISTRICT OMBUDSMAN PROGRAM
DESIGNATION APPLICATION
CONTRACT PERIOD: JULY 1, 2026- JUNE 30, 2030
APPLICANT ORGANIZATION NAME: _____________________________________________
MAILING ADDRESS: __________________________________________________________
OFFICE ADDRESS: ___________________________________________________________
CONTACT (NAME & TITLE): _____________________________________________________
E-MAIL ADDRESS: ____________________________________________________________
TELEPHONE: ________________________________________________________________
EMERGENCY CONTACT (NAME & PH#): __________________________________________
FISCAL CONTACT (NAME & PH#): _______________________________________________
DATE OF APPLICATION: _______________________________________________________
EMPLOYER ID#: __________________________ Place of Establishment: ______________
VII. SUBMISSION INSTRUCTIONS & CHECKLIST:
The following requirements apply to all applicants and providers delivering services under the Older
Americans Act (OAA) and Tennessee Long-Term Care Ombudsman Program (LTCOP).
A. COVER LETTER
A.1 Cover Letter - At a minimum must include the following:
(1) A statement that the accompanying application is in response to this District Ombudsman
Program Designation Application.
(2) A statement that the applicant is willing, if selected, to execute a contract with the DDA or
AAAD.
(3) A statement identifying the individual(s) authorized to finalize a contract with the DDA or
AAAD on behalf of the Applicant.
B. ORGANIZATIONAL STRUCTURE AND INFORMATION
(1) Provide a W-9
(2) Provide a completed Organizational Conflict of Interest Form
(3) Date Established: __________________________________
(4) State licensed/incorporated: __________________________
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(5) History/Organizational Capacity:
a) History: Provide a brief history of the organization and its service delivery system
for proposed Long-Term Care Ombudsman services.
b) Governing Body: Briefly describe structure and responsibilities. Provide a list of the
present membership of the Board of Directors or other governing body of the
applicant. The list must include each member's name and address. Also include the
method used for selecting and replacing board members.
c) Organizational Chart: For overall agency and single organization unit responsible
for delivering proposed service.
d) Experience: Describe within one page the organizational experience working with
older adults and people with disabilities. Include the number of years in business.
(6) Mission & Values: Briefly describe the approach and plans for service implementation,
including:
a) Mission Statement
b) Values and/or guiding principles
(7) Personnel:
a) Identify the key personnel who will be involved with the program.
b) Identify the supervisory structure related to proposed service delivery.
(8) Financial Capacity: Describe the organization's financial management capacity. Include at
a minimum the following information.
a) Most recently completed audited financial statements of submitting organization. If
an organization does not have this information, IRS tax reporting forms / tax return
is acceptable for the submitting organization.
b) A copy of the organization's business status (i.e., 501(c), Business License, etc.)
c) A copy of a valid certificate of insurance indicating liability insurance in an amount
sufficient to cover any potential liability arising because of a contract pursuant to
this District Ombudsman Program Designation Application.
d) A copy of the verification of Workers Compensation Insurance.
C. ASSURANCES & CERTIFICATIONS
C.1 By signing this application, the Applicant agrees:
(1) To certify that, under penalty of perjury, your provider organization has completed this
DOPDA independent of any outside influence which may result in your receiving privileged
information about this DOPDA.
(2) To certify that this DOPDA factually represents your administrative capabilities and proposed
services, and that if your organization is approved, you agree to abide by the terms and
conditions of the Provider Contract.
(3) To certify that if your organization is approved, you agree to contract with the DDA or AAAD
for services at your usual and customary charges.
(4) To certify that your organization is in compliance with the State's General Service
Requirements applicable to the service.
(5) To certify that your organization has written policies regarding the following:
a) Personnel Policies
b) Non-discrimination in Hiring Policy
c) Non-discrimination in Service Delivery Policy
d) ADA Compliance Policy
e) Drug Free Workplace Policy
f) Affirmative Action Policy
g) Confidentiality Policy
h) Civil Rights Compliance Policy (Title VI and VII)
i) Certification Regarding Lobbying
D. SERVICE DELIVERY
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