RFQ for Human Services/Area Agency on Aging Service Providers

LACKAWANNA COUNTY BOARD of COMMISSIONERS
LACKAWANNA COUNTY
DEPARTMENT OF HUMAN SERVICES / AREA AGENCY on AGING
REQUEST FOR QUALIFICATIONS for SERVICE PROVIDERS
Fiscal Years 2026/2027 thru 2028/2029
Issued: April 22, 2026 RFQ ID #: 112/26/1100/03
1. INTRODUCTION:
NOTICE IS HEREBY GIVEN that pursuant to a fair and open process, sealed
submittals will be received and reviewed by the County of Lackawanna ("COUNTY")
Board of Commissioners ("Board of Commissioners") for the provision of services to
eligible individuals served by the Lackawanna County Area Agency on Aging / Aging
Block Grant. This RFQ will be used in applying for funds to provide services for Fiscal
Years 2026/2027 thru 2028/2029.
Submission Deadline:
Respondents must submit their written
Submittals by 4:00 p.m. prevailing time: May 21, 2026
Contact Person: Gayle Sensi Email: humanservices@lackawannacounty.org
Submissions received will be reviewed and evaluated by the Lackawanna County Area
Agency on Aging (herein after referred to as the Department), based upon such criteria
as the Department, in its sole discretion, deems appropriate. The Department reserves
the right to request clarification or additional information from any respondent. The
Department, in its sole discretion, may accept or reject any or all submittals.
The Department reserves the opportunity to modify this Request for Qualifications
(herein after referred to as RFQ) 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.
1

2. PURPOSE:
The purpose of this Request for Qualifications is to solicit submissions from qualified
agencies and /or individuals to provide professional services on behalf of the County in
relation to the administration of the Aging Block Grant. Service areas/definitions
include:
* Personal Care Services...consumer choice service that includes assistance
with Activities of Daily Living (ADL's), such as feeding, skin and mouth care,
ambulation, bathing, hair care, grooming, shaving, dressing, transfer activities,
toileting, and assistance with self-administration of medications (i.e. opening
medication containers, providing verbal reminders). Consumers receiving
Personal Care services shall need some degree or amount of hands-on Personal
Care to assist with the completion of activities of daily living (ADLs) during each
authorized visit.
Home Support activities may be included in personal care service if they are
necessary and secondary to the provision of personal care.
Unit of service = one hour.
* Adult Day Services...is a consumer choice service where Older Adult Daily
Living Centers operate for part of a 24-hour day and offer an interactive, safe,
supervised environment for older adults with a functional impairment, and adults
with a dementia-related disease, Parkinson's disease, or other organic brain
syndrome. Older Adult Daily Living Centers offer a community-based alternative
to institutionalization and provide a reliable source of support and respite for
caregivers, while providing personal care, nursing services, social services,
therapeutic activities, nutrition and therapeutic diets and emergency care.
Unit of service = one full day or half-day attendance that includes a meal.
* In Home Meals/Emergency Meal...provides regularly scheduled meals to older
adults who may have nutritional needs such as the inability to obtain food or
prepare meals due to a physical or cognitive disability, lack of resources for
meals or absence of someone willing or able to prepare meals for them. Home
Delivered Meals must meet at least one-third of the recommended nutritional
needs of older people. Meals can be provided hot, cold, frozen or in
combination, to consumers in their individual residences, and not in a congregate
setting.
Emergency meals generally consist of healthy shelf-stable items that do not
require refrigeration or frozen meals that can be delivered prior to need. Meals
may be provided when weather, center emergencies or other temporary
2

organizational situations prohibit regular meal service being provided for a
defined period of time.
Unit of service = one meal.
* Congregate Meals...meals provided in a group setting to eligible persons and
served at Senior Community Centers/Satellite Centers. All meals must comply
with requirements for menu development, sanitation standards, transportation,
and reporting standards. Foods or combinations of foods served must meet 1/3
RDA requirements, only foods meeting this eligibility can be counted as USDA
reimbursable. With prior written approval from the Lackawanna County Area
Agency on Aging, meals may occasionally be served at approved alternate
locations such as picnics, etc. All dietary needs will be considered as a choice at
all Senior Centers. If kosher meals are to be provided, details regarding
packaging, transportation and delivery of food must be detailed to include how
meals will remain Kosher throughout the process from preparation to
consumption.
Unit of service = one meal.
* Dietitian...an individual with a bachelor's degree in dietetics who has
successfully completed the national examination of the Commission on Dietetic
Registration (CDR) and maintains continuing education requirements as
established by the CDR. The Dietitian/Nutritionist shall be licensed in
Pennsylvania pursuant to the State Board of Nursing regulations at 49 PA. Code,
Chapter 21, Professional and Vocational Standards for Licensing Dietitians/
Nutritionists. Responsibilities of provider are to complete nutrition monitoring,
nutrition education and evaluation.
Unit of service = one hour.
* Senior Community Center Administration...administrative oversight of all
Lackawanna County AAA affiliated Senior Community & Satellite Senior Centers
(up to 8 total.) SCSC's offer activities to meet the socialization, recreational,
educational and enrichment needs of older persons. A diverse range of
programs, activities and services to active older adults in communities are
planned and implemented. Activities usually take place in a senior community
facility in which people age 60 years of age and over, and their spouses
(regardless of age), can meet with one another to access a wide array of
services and fulfill many social, physical, emotional and intellectual needs.
Unit of service = one participant
* Health and Wellness Program Administration...administration and delivery of
Lackawanna County AAA's Pennsylvania Department of Aging approved IIID
3

Evidence-Based Programs to include name of program, website, program goals
& target audience, program description, how/whom program delivered by,
training requirements, and the Health & Wellness priority areas. Programs to be
delivered to Lackawanna County Area Agency on Aging Senior Centers, as well
as senior housing complexes, (public or private), senior clubs, senior
organizations, and groups. Health & Wellness programs must be evidence
based, approved by the Pennsylvania Department of Aging, responsible for
collection of data for entry into AAA/SAMS system and have ability to establish a
Wellness Committee for reporting to PDA. This also includes Non-Evidence
Based Health and Wellness Programing to enhance the activities provided to
older adults by the AAA and promote physical fitness, mindfulness and wellbeing.
Unit of service=one IIID program
* Guardian of Estate and/or Person... Activities include serving as guardian of
person and estate for individuals aged 60 and over when so appointed by the
courts in compliance with Chapter 55 of the Pennsylvania Probate, Estates and
Fiduciary (PEF) Code, commonly referred to as the "Guardianship Act."
Applicants must employ minimally one (1) nationally certified guardian to oversee
guardianship activities. Additionally, applicants must have the ability to provide
both guardian of person and guardian of estate services. Guardians are required
to continue to provide guardianship services when a ward transfers out of county.
Unit of service = one consumer served per month.
* Legal Services... Legal Services are to be provided in accordance with the
Older Americans Act focusing on the areas of law most affecting older adults with
the greatest economic or social need. A legal services provider seeking contract
with the LCAAA will provide legal assistance, counseling, education, and
representation to individuals aged 60 and older to understand, secure, protect or
expand their legal rights. This includes representation with or without the
consumer's presence before a public benefit agency. Legal services provided
under the scope of this contract are only for non-fee generating and civil legal
matters. Priority areas identified for the LCAAA Elder Law Program are:
Housing (Non-eviction Landlord/Tenant Matters, Eviction Prevention,
Home Ownership Matters including delinquent taxes, reverse mortgage, &
foreclosure issues)
Advanced Life Planning (healthcare & financial powers of attorney,
healthcare directives, Medicaid eligibility options, and simple & living wills
in combination with any other advanced life planning service)
Elder Abuse & Financial Exploitation (in collaboration with the
Lackawanna County Elder Justice Multidisciplinary Team referrals to
4

prevent or mitigate elder abuse, protection from/remediation of financial
exploitation, & education and advocacy related to Elder Abuse.
* Ombudsman...are federally mandated, legally-based, and state-certified via
standardized trainings to actively advocate and give voice to consumers of long-
term care services. Pennsylvania ombudsmen champion the rights of these
consumers to achieve the highest quality of life and care wherever they reside.
They are united through an impassioned commitment to listen, educate,
investigate, mediate, and empower through a visible presence. Long-term care
ombudsmen make themselves available to take a message of concern forward
and help to resolve it on behalf of care-dependent elderly.
Ombudsman program directs the PEER Program which is a self-advocacy and
empowerment partnership between residents, facility staff, and the local
ombudsman. Pennsylvania's Empowered Expert Resident (PEERs) are long-
term care consumers who are trained in self-advocacy and empowerment to
provide support for other long-term care consumers in skilled nursing facilities
and personal care homes where they reside. Ombudsmen are client driven and
client directed. As the consumer's advocate, they act on the wishes of the client.
Unit of service = a resolved complaint.
* PA Medi...provides information and education on available services and benefits
and links individuals with appropriate agencies and community resources to meet
their needs. I & R activities include services and telecenters which help
Medicare beneficiaries to understand their health insurance options and make
informed decisions about what is best for the consumer without providing any
bias about their choices.
Unit of service = one direct service received by a consumer and includes time
spent with or on behalf of a consumer (including assessment of the consumer's
needs).
* Transportation-Shared Ride Program.... The shared-ride program lets senior
citizens (65 years of age and older) to use shared-ride services. Shared Ride
allows you to schedule transportation and usually provides curb-to-curb service.
Providers are responsible for participant registration, scheduling of rides, and
providing monthly reporting/data to the AAA on individuals served through this
program.
Unit of service = one 1-way trip.
5

3. PROCEDURES FOR RESPONDING TO REQUEST FOR QUALIFICATIONS:
1. One (1) original copy of the Submittal must be provided.
2. Submittals must be emailed directly to Lackawanna County Department of
Human Services, AAA - Attn: Gayle Sensi at
humanservices@lackawannacounty.org. Submittals must be sent with the
submitting agency or individual and the RFQ number clearly marked in the
Subject Box. Submittals by fax, telephone, or UPS is 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 Board.
4. All questions regarding this Request for Qualifications should be made
in writing to Gayle Sensi, Contract Officer, at
humanservices@lackawannacounty.org.
4. PRE-SUBMITTAL MEETINGS:
There will be an opportunity for prospective Submitters to 'meet' with the Lackawanna
County Area Agency on Aging staff for a Question and Answer session:
Please email Gayle Sensi at: humanservices@lackawannacounty.org to request a
Microsoft Teams meeting or phone conference.
5. QUESTIONS:
Questions can be submitted via email to Humanservices@lackawannacounty.org
* Questions will be answered by the appropriate individual(s) and responded to within 3
business days via email, with a return reply acknowledging receipt of the email request.
* QUESTIONS AND ANSWERS WILL BE SHARED WITH ALL SUBMITTERS within 7
days through posting on the Lackawanna County website at
www.lackawannacounty.org
All questions pertaining to this RFQ must be electronically submitted on or
before: Wednesday, May 6, 2026
6

5. CRITERIA FOR EVALUATION OF QUALIFICATIONS:
The Department will independently evaluate each submittal, and selection will be made
upon the following criteria:
1. Experience and reputation in the field.
2. Experience and reputation in the field with respect to contracting with
governmental, private and public sector entities to provide services on behalf
of the County.
3. Knowledge of applicable Aging Program Directives and the organizational
structure of the Lackawanna County Area Agency on Aging.
4. The administrative and programmatic capacity to manage the volume of work.
5. Availability to accommodate any required meetings of the Department.
6. Ability to meet reporting requirements and timelines for completion as set
forth by the Department.
7. Other factors determined to be in the best interest of the County in the
Department's sole discretion.
7. SUBMISSION REQUIREMENTS:
Each Submission must be in sufficient detail to permit evaluation, at a minimum, with
respect to the following issues. Submissions must include the information that is
specifically requested herein as well as such additional information as a respondent
7

deems relevant to the process. Each submitter agrees that their Submittal constitutes a
firm offer to the County that cannot be withdrawn for ninety (90) days from the
Submission due date.
To achieve a maximum degree of comparability, the Submissions shall be organized in
the manner specified below and use corresponding lettering and/or numbering.
Title Page:
(1 page): Show name of your firm, address, name of contact, telephone
number(s) and email address along with the current date. Also include the title and
number of the RFQ.
Table of Contents:
All Submissions to the County must include the following:
SECTION 1 Agency Information (see Form A)
Name, address, phone number, EIN number and email address of
the agency;
The corporate officer's name, title and signature. This person must
be able to execute agreements on behalf of the agency;
The service(s) for which the submittal has been prepared.
SECTION 2 Agency Description (see Form A)
A brief description of your agency's history, ownership and
organizational structure;
Include as attachments an organizational chart and a copy of any
licenses that pertain to services provided.
SECTION 3 Agency Services (see Form A)
List all services provided by your agency and the address at which
service delivery is provided.
SECTION 4 Scope of Services/Statement of Qualifications (see Form B)
Provide a description of the proposed service and your agency's
qualifications and experience in providing this service; including
private-pay rates for each service.
8

Provide the names, experience, qualifications and applicable
licenses held by the individual primarily responsible for servicing
the Program and any other person(s) with specialized skills that
would be assigned to service the Program.
SECTION 5 County Contracts (see Form C)
Provide a listing of all like or similar service contracts with other
governmental/county agencies and private/public sectors, including
Memorandums of Understanding, to provide services. Include
agency name, contact person, service(s), contract dates, unit
rate(s) and contract amounts. If no other contracts, please state
N/A.
SECTION 6 Statement of Assurances (see Form D)
A statement of assurance that your agency is not currently in
violation of any regulatory rules and regulations set forth by the
Pennsylvania Department of Human Services (DHS), Pennsylvania
Department of Aging (PDA), or Pennsylvania Department of Health
(PDH) that may have any impact on your agency's operations;
A statement of assurance that your agency has no conflict of
interest in providing service on behalf of Lackawanna County;
A statement of assurance that your agency is not involved in any
current or pending litigation involving Lackawanna County or any of
its Departments or Authorities;
A statement of the industry-related insurances currently held by
your agency.
SECTION 7 Additional Information
Include any additional information not specifically required but
deemed important and relevant by the submitting agency.
SECTION 8 Subcontractors
RESPONDENTS SHOULD NOTE THAT ANY AND ALL WORK
INTENDED TO BE SUBCONTRACTED AS PART OF THIS
SUBMITTAL MUST BE ACCOMPANIED BY BACKGROUND
MATERIALS AND REFERENCES FOR PROPOSED
SUBCONTRACTOR(S) - NO EXCEPTIONS
9

8. RESPONSIBILITIES:
The successful Submitter shall have primary responsibility for the following:
Submission of appropriate licenses as required for service provision. Verification of
Workers' Compensation Insurance, Commercial General Liability Insurance,
Professional Liability Insurance and Automobile Insurance.
Personal Care Providers
* The AAA shall only enter into contracts with Personal Care providers establish a
C-Screen rating and who are in compliance with 28 PA Code Chapter 51
(General Regulatory Requirements) and 28 PA Code Chapter 611 (Home Care
Agencies and Home Care Registries).
* The provider shall have a system in place and supporting documentation to verify
dates, times and tasks performed by the Personal Care worker which is
consistent with the consumer's care plan.
* The provider is responsible for ensuring that all Personal Care/Home Care
workers receive basic training that includes competency requirements as listed in
28 PA Code Chapter 611 Home Care Agencies and Home Care Registries and
ensure that the worker receives specific training for tasks identified in the
consumer's care plan.
* An initial assessment, completed by a Registered Nurse or LPN, is required as a
prerequisite to Personal Care services. The assessment is not reimbursable and
considered to be included in the cost of Personal Care services.
* In-Home Service Providers are responsible for updating the LCAAA on new
service starts utilizing the Co-Pilot Narrative Report monthly, emergent
information should be reported immediately via email to
aaasupervisors@lackawannacounty.org. Consumers must be identified by
name, ACM name, date vendor order received, date services started, reason if
services started after required 7-day timeframe. All Personal Care Providers are
to establish a C-Screen Rating prior to contract authorization. Failure to
complete the C-Screen verification process will result in incomplete submission-
providers can start this process immediately for free by emailing ratings@c-
screen.com.
* In-Home Service Providers are responsible to email
aaasupervisors@lackawannacounty.org to update on areas of concern that
include but are not limited to: Consumer/caregiver hospitalization, placement,
death; Deterioration in consumer or caregiver's health status, including falls;
10