RFP for Services Related to the Administration of the Caregiver Support Program

LACKAWANNA COUNTY BOARD OF COMMISSIONERS
DEPARTMENT OF HUMAN SERVICES
LACKAWANNA COUNTY AREA AGENCY ON AGING
REQUEST FOR PROPOSALS FOR SERVICES RELATED TO THE
ADMINISTRATION OF THE CAREGIVER SUPPORT PROGRAM
FISCAL YEAR JULY 1, 2026 THROUGH JUNE 30, 2029
ISSUED: March 13, 2026 RFQ ID# 72-26-1100-02
NOTICE IS HEREBY GIVEN that pursuant to a fair and open process, sealed submissions will be
received and reviewed by the County of Lackawanna (the "County") Board of Commissioners
("Board") for the performance of the Lackawanna County Department of Human Services-Area
Agency on Aging for the following service programs:
* The Caregiver Support Program
* AAA Housing Partner
Respondents must submit their written proposal by 4:00 PM prevailing time on
Monday, April 13, 2026.
Submissions received will be reviewed and evaluated by the agency proposal committee, based
upon such criteria as the agency, in its sole discretion, deems appropriate. The agency reserves
the right to request clarification or additional information from any respondent. The agency, in
its sole discretion, may accept the proposal of a respondent, may choose a respondent with which
the agency will enter into negotiations, or may reject all proposals.
The agency reserves the opportunity to modify this Request for Proposals at its own discretion
and without prior notice, and to waive any immaterial defect or informality in any proposal
as may be permitted by law.
PURPOSE:
The purpose of this Request for Proposals is to solicit submissions from qualified agencies and/or
individuals to provide professional services on behalf of the County in connection with the
Caregiver Support Program & AAA Housing Partner.
Eligible use for funds includes the strategies and uses listed in "Form E, LIST OF CAREGIVER
SUPPORT PROGRAM FUNDING USES & AAA HOUSING PARTNER FUNDING USES.
Specific strategies that the agency wishes to implement should be detailed by the agency under
"Form B; Service Description." No more than three (3) strategies should be proposed.
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PROCEDURES FOR RESPONDING TO REQUEST FOR PROPOSALS
1. One (1) original copy of the Submittal must be provided.
2. Submittals must be emailed directly to Lackawanna County Department of Health and
Human Services, Attn: Gayle Sensi at humanservices@lackawannacounty.org.
Submittals must be sent with the submitting agency or individual and the RFP number
clearly marked in the Subject Box. Submittals by fax, telephone, or UPS are not
permitted. Failure to follow the proper submission format may cause the submission to
be rejected.
3. The final selection will be made in the sole discretion of the AGENCY.
4. All questions regarding this Request for Proposals should be made via email to
Gayle Sensi, at humanservices@lackawannacounty.org.
CRITERIA FOR EVALUATION OF PROPOSAL:
The Board will independently evaluate each submission, and selection will be made upon the
following criteria:
1. Experience and reputation in the field of Caregiver Support or Housing.
2. Experience and reputation with respect to governmental entities.
3. Knowledge of the subject matter of the services to be provided to the County.
4. Ability to meet timelines and schedules for completion on an expedited basis as set
forth by the Agency.
5. Availability to accommodate any required meetings of the Agency.
6. Maintenance of an office in Lackawanna County.
7. Other factors determined to be in the best interest of the County, in the Agency's
sole discretion.
PROPOSAL:
Each proposal must be in sufficient detail to permit evaluation, at a minimum, with respect to
the following issues. Proposals must include the information that is specifically requested herein
as well as such additional information as a respondent deems relevant to the process. Each
respondent agrees that the proposal submitted constitutes a firm offer to the County that cannot
be withdrawn for ninety (90) days from the proposal due date.
1. Scope of Services/Prior Experience - All submittals must detail the services proposed to
be provided and the firm's experience in providing such services.
2. Personnel - All proposals submitted to the County must include the following:
a. Name, address, and a brief description of your firm.
b. The names, experience, and qualifications of the individual(s) who would be
primarily responsible for performing services on behalf of the County; including
applicable licenses held by the individual primarily responsible for providing the
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required services.
c. A statement of assurance that your agency is not currently in violation of
any regulatory rules and regulations that may have any impact on your
agency's operations.
d. A statement that your agency is not involved in any current litigation with
the County.
3. Conflict of Interest - All submittals must state that there are no conflicts of interest to
which the agency would be subject if it were to provide the requested services on behalf
of the County.
4. Communication with elected or appointed officials - All communications during the
process should be directed to the appropriate contact listed in this Request for
Proposals. Any firm that makes any effort to communicate with any other official of
Lackawanna County, either directly or indirectly, during this process, will be EXCLUDED
from consideration.
CONFIDENTIALITY:
This Request for Proposals, and all proposals received in response, will remain confidential (with the
exception of information that was previously public information), and will not be used for any purpose
other than evaluation of the proposals received by the Agency. Each respondent, by responding to this
request, acknowledges the terms expressed above and agrees to safeguard the details of this process and
the contents of this document. If your organization does not agree to these conditions concerning
confidentiality, or if you elect not to respond to this Request for Proposals.
FORMS ATTACHED:
Form A - Agency Information, Description and Services
Form B - Scope of Services/Statement of Qualifications/Proposals
Form C - County Contracts
Form D - Statement of Assurances
Form E - Funding Uses
Qualification Base Selection Process
The statement of proposals will be evaluated in accordance with the County's Qualifications/Proposals
Base Selection Process. Anyone submitting a statement of qualifications/proposals is advised to review
that process, which is set forth on the County's website.
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DHHS-AAA-Caregiver Support Program
AGENCY SUMMARY
FORM A
This form should be completed and submitted with the Request for Proposals by the
submission date noted in the Annual Request for Proposals for Service Providers.
I. AGENCY INFORMATION
Agency Name:
Corporate Address:
City: State: Zip Code:
Phone: Email:
Services
Provided:
EIN Number:
*Corporate Officer's Name: Title:
Corporate Officer's Signature:
* Person authorized to execute agreements
II. AGENCY DESCRIPTION
In the space below, please provide a brief description of your agency's history,
ownership and organizational structure. Include as attachments an organizational
chart, copy of your most recent audit, applicable licenses and other supporting
documents.
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DHHS-AAA-Caregiver Support Program
Instructions: In the space below, please list all services and the address of service delivery
provided by your agency. This form should be completed and submitted with the Request
for Proposals by the submission date noted in the Annual Request for Proposals for Service
Providers.
Service Name Address
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DHHS-AAA-Caregiver Support Program
SCOPE OF SERVICES/STATEMENT OF PROPOSALS
FORM B
I. SERVICE DESCRIPTION
In the space below, please provide a brief description of Exhibit E, list of AAA-Caregiver
Support Program Uses, Schedule A (Core Strategies) and Schedule B (Approved Uses)
you plan to implement with the funds. No more than three (3) strategies should be
proposed. Additionally, provide the percentage of the population your agency serves
who meet criteria for DHHS-AAA Programs.
% of population served your agency serves who meet criteria for AAA Programs: _______
Strategy Proposed Exhibit E Alignment Funding
Request
II. EMPLOYEE DETAILS
In the space below, please provide the names, experience, qualifications, and
applicable licenses held by the individual primarily responsible for servicing the
Program and any other person(s), whether as employees or subcontractors, with
specialized skills that would be assigned to service the Program.
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DHHS-AAA-Caregiver Support Program
COUNTY CONTRACTS
FORM C
Instructions: In the space below, please provide a listing of all like or similar service
contracts with other county programs or Mutually Agreed Upon Written Arrangement
(MAWA) to provide services listed on Form A. If no other service contracts exist, please
mark N/A in the first space. This form should be completed and submitted with the Request
for Proposals by the submission date noted in the Annual Request for Proposals for Service
Providers.
OTHER SERVICE CONTRACTS
Contract Contract
Agency Contact Person Service
Date Amount
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DHHS-AAA-Caregiver Support Program
STATEMENT OF ASSURANCES
FORM D
I ATTEST that [TYPE NAME OF AGENCY] is not currently in violation of any regulatory
rules and regulations set forth by the Pennsylvania Department of Human Services
(DHS) that may have any impact on our agency's operations.
I ATTEST that there are no conflicts of interest to which [TYPE NAME OF AGENCY]
would be subject if it were to provide the requested service on behalf of Lackawanna
County.
If unable to attest to the above statement, please explain below:
I ATTEST that [TYPE NAME OF AGENCY] is not involved in any current or pending
litigation with Lackawanna County or any of its Departments or Authorities.
I ATTEST that [TYPE NAME OF AGENCY] currently carries the following types of
insurance coverage:
Workers' Compensation Insurance
Commercial General Liability Insurance
Professional Liability Insurance
Automobile Insurance
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LIST OF CAREGIVER SUPPORT PROGRAM
FUNDING USES
FORM E
The CSP provides five categories of supportive services to Caregivers of older
adults with functional deficits, individuals with Alzheimer's Disease or other related
disorders, as well as grandparents and other relatives aged 55 and older who are
raising grandchildren or caring for adults with disabilities. Written broadly to
provide flexibility and responsiveness to the needs of Caregivers, these supportive
services include:
* Caregiver Training & Education: Support Groups available that offer support in educating and
empowering Caregivers in making decisions and solving problems relating to their caregiving
roles.
* Caregiver Reimbursement: Financial Reimbursement made available for expenses approved
by the Lackawanna County Area Agency on Aging paid by the Caregiver for ongoing services
and/or consumable supplies directly related and necessary to the care being provided to the Care
Receiver, and as authorized in their care plan. Financial reimbursement must be issued no later
than the 10th day following the month in which services were rendered.
***Preferred method of reimbursement is through direct deposit
***All reimbursement methods will be considered
The AAA Housing Partner will partner with the Lackawanna County AAA to provide
programs that are designed to provide affordable housing options and support for
older adults, ensuring they can remain in their homes with dignity and maximum
independence.
* Aging in Place CHORE Services and/or Safety Modifications
Chore Service provides home-maintenance help to an individual so they can stay
in their homes. Chore tasks include handrail installation, emergency debris
removal, and painting to prevent structural deterioration.
Safety Modifications-Through recommendations provided by Certified Aging in
Place Specialists (CAPS), Coordination and facilitation of home modifications for
older adults to prevent them from having to move into a facility-type living
environment.
* Lackawanna County Elderly Tax Programs including:
Property Tax/Rent Rebate application assistance
Elderly Tax Extension or Deferral Program:
In accordance with 504 of the Real Estate Tax Sale Law, (72 P.S. 5860.504),
the Lackawanna County Board of Commissioners adopted Ordinance 16-0255,
authorizing the Lackawanna County Tax Claim Bureau to extend or defer the
payment of real estate tax claims related to residential real estate which is owned
and occupied solely by a person sixty-five (65) years of age or older or is owned
and occupied jointly by persons all of whom are sixty-five (65) years of age or older
and whose household income is equal to or less than the maximum household
income necessary to qualify for a property tax or rent rebate under the Senior
Citizens Rebate and Assistance Act.
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