Title III D Disease and Health Promotion Services

Shelby County
Tennessee
Lee Harris, Mayor
Request for Proposal
Shelby County Government
Purchasing Department
160 N. Main Street, 5th Floor
Memphis, TN 38103
Issued: July 16, 2026
Due: August 17, 2026, no later than 4:00, P.M. (Central Standard Time)
RFP # 26-002-75A
Senior Center and/or Title III D Disease Prevention and Health
Promotion Services
(Aging Commission of the Mid South)
Shelby County Government is soliciting written proposals, on a competitive basis, from interested and
qualified companies to provide Senior Center and/or Title III D Disease Prevention and Health
Promotions Services. Information regarding this formal bid is located on the County's website at
www.shelbycountytn.gov. At the top of the home page, click on the dropdown box under "Business",
and click on "Purchasing" and "Bids" to locate the name of the above-described formal bid. Link:
https://bids.shelbycountytn.gov/

IMPORTANT NOTES:
MANDATORY INFORMATION and FORMS - To properly respond and prepare your
proposal response, please make sure you pay close attention to all mandatory
information/forms requested, including signing and attaching all forms as required. This bid
clearly documents and outlines the format and what information is required at the time of
proposal submission.
COMPLETED EXCEL FILE - Vendor to answer directly in the scorecard (Excel file) all
information requested (minimum requirements and department-specific requirements). The Excel file
has two (2) yellow tabs/sheets named "MIN REQs" and "DEPT REQs". Vendor to enter their
information only where yellow cells, are on those two (2) yellow tabs. Vendor to submit with your
proposal (both Printed and Digital formats). The Excel files must be submitted on two (2) separate
USB devices.
No LOSB goal will be applied.
Sincerely,
Signed Original on File
Monica Valentine, Buyer
Shelby County Government
Purchasing Department
2

TABLE OF CONTENTS
I. INTRODUCTION
II. MINIMUM PROPOSER REQUIREMENTS
III. CORRESPONDENCE & QUESTIONS
IV. PROPOSAL SUBMISSION DEADLINE
V. PROPOSAL TIMELINE
VI. PROPOSAL CONDITIONS
VII. GENERAL REQUIREMENTS AND INFORMATION
VIII. AWARD OF CONTRACT
IX. PURPOSE / SCOPE OF WORK
X. CONTRACT REQUIREMENTS
XI. PROPOSAL SUBMISSION
XII. PROPOSAL EVALUATION AND SELECTION
3

I. INTRODUCTION
Shelby County Government, (the "County"), is soliciting proposals from interested and
qualified Vendors to provide Senior Center and/or Title III D Disease Prevention and
Health Promotion Services (the "Goods and/or Services") in Tipton County, Tennessee.
This Request for Proposal ("RFP") is being released to invite interested and qualified Vendors
to prepare and submit proposals in accordance with instructions provided where the successful
proposer(s) will be selected and invited to enter into a contractual relationship with Shelby
County for the Goods and/or Services outlined in this RFP, and per proposal(s) received.
In this RFP, the terms Proposer, Vendor, Bidder, Consultant, Contractor, and Provider are
used interchangeably unless the context indicates otherwise.
All specifications are part of this bid and general terms and conditions (as outlined in the
Terms of this bid). They shall become a part of and be included in any contract/purchase
order/systems contract resulting from any award.
These specifications are not intentionally written to favor any one manufacturer or service
provider and are only for the purpose of indicating generally the type of work required of said
bid. Any responsible Bidder who considers these specifications to be of a non-competitive
nature should immediately contact the Administrator of Purchasing.
II. MINIMUM PROPOSER REQUIREMENTS
In order to be considered as "responsive", all Proposers must answer and provide
justifications for ALL below minimal requirements.
The information requested below is to be answered directly in the scorecard
Excel file by all Vendors and submitted as part of your proposal (both Printed
and Digital formats).
1. Provide all appropriate Licenses and Certifications required in the State of Tennessee
to provide the goods and/or perform the Services required. Provide a copy of your
current Shelby County Business License (if the business is located in Shelby County,
TN).
2. Must provide active Equal Opportunity Compliance BRN and Vendor number, or
your applications are "in" the EOC system and the Purchasing system for processing
(refer to details outlined below) - please list all your Shelby County active BRN's.
3. Adherence to all provisions of Title VI requirements - please attest and provide
proof/documentation if necessary.
4. Must acknowledge adherence to State of Tennessee Public Chapter No. 436, known as
the "Tennessee Lawful Employment Act" which requires use of E- Verify (effective
1/01/23). Otherwise, mention you ARE an Independent vendor (Sole Proprietors) with
fewer than 35 employees and provide employment eligibility documentation, i.e.,
- Valid unexpired Tennessee driver's license or photo ID.
4

* Valid (unexpired) Tennessee driver's license or photo ID.
* Valid (unexpired) driver's license from another state (subject to strictness,
though TN license is standard).
* U.S. Passport (valid, unexpired).
* Certificate of Birth issued by a U.S. state, jurisdiction, or territory.
* U.S. government-issued certified birth certificate.
* Certificate of Citizenship (N560 or N561).
* Certificate of Naturalization (N550, N570, or N578).
* Valid immigrant registration documentation (e.g., Permanent Resident Card or
I-766 Employment Authorization Card
5. FORM - Drug-Free Workplace Affidavit must be completed, signed, and notarized
with your bid/proposal - even if less than 5 employees.
6. Must attest to a minimum of (1) year of experience providing the goods and/or
performing the services described in this bid.
7. Provide verification of being a non-profit organization or a division of county or city
government.
Shelby County BRN and Vendor numbers
Please be advised, references and instructions regarding the Equal Opportunity
Compliance Office (EOC) are subject to change. In the event there is a change prior to the
conclusion of the solicitation, the instructions will be updated. The current registration
process will continue until further notice.
As a part of doing business with Shelby County Government (SCG), each individual, company,
or organization is required to have active BRNL and Vendor numbers before starting to provide
goods/services to SCG.
* To obtain an SCG Equal Opportunity Compliance (EOC) BRN (as well as an
BRNL, if applicable) and the SCG Vendor number, please submit an online
application, as described below. The EOC and Vendor applications are
combined.
Online Application Process
Go to: https://apps.shelbycountytn.gov/EOCPublic/
* Complete and submit the application online only.
Note: Prior to accessing the application, please read the application instructions
in its entirety to make sure that you completely understand all of the information
that will be required on the application.
5

Upon receiving the BRN, the application will be forwarded to the Purchasing Department for
processing. You will receive your Vendor number via email.
Applicants who have an unexpired BRN and only need a Vendor number will be directed
accordingly once they access the link.
Should any further assistance be needed, contact the EOC office directly. EOC office hours are
from 8:00 a.m. to 4:30 p.m. Monday through Friday.
Shelby County Government
160 N. Main
2nd Floor - Equal Opportunity Compliance (EOC)
Memphis, TN 38103
Reception: 901-222-1100
Fax: 901-222-1101
Prime bidders/proposers must have an ACTIVE or PENDING BRN at the time of bid, please
ensure EOC has the company application or renewal in their system at the time of bid.
PENDING applications or renewals must be "pending" and "in process" in the EOC system at
the bid time.
III. CORRESPONDENCE & QUESTIONS
All correspondence and questions concerning the RFP are to be submitted IN WRITING to:
Monica Valentine, Buyer
Monica.Valentine@shelbycountytn.gov
Shelby County Government
Purchasing Department
160 N. Main Street, 5th Floor
Memphis, TN 38103
Questions should reference the RFP number & title, section of the RFP to which the questions
pertain and all contact information for the person submitting the questions.
The deadline for submitting questions will be July 24 @ 12:00 p.m. (CST).
All written questions submitted by the deadline indicated above will be answered and
posted on the County's website at http://www.shelbycountytn.gov/3243/Bids-Listing
mostly within forty-eight (48) hours.
IN ORDER TO PREVENT AN UNFAIR ADVANTAGE TO ANY RESPONDENT,
VERBAL QUESTIONS WILL NOT BE ANSWERED.
6

These guidelines for communication have been established to ensure a fair and equitable
process for ALL interested vendors.
IV. PROPOSAL SUBMISSION & DEADLINE
All proposals must be received at the address listed above no later than 4:00 p.m. (CST) on
August 17, 2026. Proposals that are postmarked or hand-delivered (paper copies) will not be
accepted, as Supplier Portal is now the sole method of submission. Electronic submissions
will not be accepted after the specified deadline. Late or incomplete proposals may be deemed
non-responsive and may not be considered for evaluation. Under no circumstances-including,
but not limited to, weather conditions, power outages, or other unforeseen events-will the
submission deadline be extended.
V. PROPOSAL TIMELINE
Shelby County reserves the right to modify this timeline at any time. If the due date for
proposals is changed, all prospective proposers shall be notified. The dates provided after the
RFP closes are approximate and the County reserves the exclusive right to modify these dates
in consultation with the successful proposer.
Request for Proposals Released Thursday, July 16, 2026
Deadline for Questions Friday, July 24, 2026 @ 12:00pm CST
Proposal Due Date Monday, August 17, 2026 @ 4:00pm CST
Notification of Award TBD
Goods/Services to Commence Immediately upon execution of the contract
The County may reproduce any of the proposer's proposal and supporting documents for
internal use or for any other purpose required by law.
VI. PROPOSAL CONDITIONS
A. Contingencies
This RFP does not commit the County to award a contract, even partially. The
County reserves the right to accept or reject any or all proposals if the County
determines it is in the best interest of the County to do so. The County will notify
all Proposers, in writing, if the County rejects all proposals.
B. Modifications
The County reserves the right to issue addenda or amendments to this RFP.
C. Proposal Submission
7

To be considered, all proposals must be submitted in the manner set forth in this RFP.
It is the proposer's responsibility to ensure that its proposals arrive on or before the
specified time/location.
D. Incurred Costs
This RFP does not commit the County to pay any costs incurred in the preparation of a
proposal in response to this RFP and Proposers agree that all costs incurred in
developing this RFP are the proposer's responsibility.
E. Final Authority
The final authority to award a contract rest solely with the Shelby County Purchasing
Department.
F. Proposal Validity
Proposals submitted hereunder will be firm for at least ninety (90) calendar days from
the due date unless otherwise qualified.
G. Disclosure of Proposal Contents
Vendor understands and acknowledges that the County is a governmental entity
subject to the laws of the State of Tennessee and that any reports, data or other
information supplied to the County is subject to being disclosed as a public record
in accordance with the laws of the State of Tennessee. All proposal information,
including detailed price and cost information, will be held in confidence during
the evaluation process and before the time of "Notice of Intent to Award" is
issued. Thereafter, proposals will become public information. All proposals and
other materials submitted become the property of Shelby County Government.
8

DRUG-FREE WORKPLACE AFFIDAVIT
STATE OF __________________
COUNTY OF_________________
The undersigned, principal officer of _____________________________, an employer of five (5) or
more employees contracting with _______________County government to provide goods and/or
services states under oath as follows:
1. The undersigned is a principal officer of
____________________________________________ (hereinafter referred to as the
"Company") and is duly authorized to execute this Affidavit on behalf of the Company.
2. The Company submits this Affidavit pursuant to T.C.A. 50-9-113, which requires each
employer with no less than five (5) employees receiving pay who contracts with the state
or any local government to provide goods and/or services to submit an affidavit stating
that such employer has a drug-free workplace program that complies with Title 50,
Chapter 9, of the Tennessee Code Annotated.
3. The Company is in compliance with T.C.A. 50-9-113. Further affiant saith not.
Principal Officer (Name and Signature) _______________________________________
STATE OF_______________________
COUNTY OF____________________
Before me personally appeared_________________ with whom I am personally acquainted (or
proved to me on the basis of satisfactory evidence), and who acknowledged that such person
executed the foregoing affidavit for the purposes therein contained.
Witness my hand and seal at office this _____ day of , 20______
Notary Public: __________________________
My Commission Expires: _________________
NOTE: Even if less than five (5) employees, please complete and submit with your proposal.
9

VII. GENERAL REQUIREMENTS AND INFORMATION
a. Background
The Tennessee Department of Disability and Aging (TDDA) contracts with nine Area Agencies on
Aging and Disability (AAAD) including the Aging Commission of the Mid-South to administer home
and community based programs for older adults and other adults with disabilities (consumers)
throughout Tennessee. In turn, each AAAD enters into contracts to purchase the delivery of service
activities from approved service providers. Through the RFPA process, the goal of the AAAD is to
contract with one (1) service provider in Tipton County. Funding sources include State of Tennessee
funds and federal Older Americans Act Title III B. Organization eligible for state and federal funds for
the operation of a senior center and/or provide Title III D Disease Prevention and Health Promotion
Services must be chartered in the State of Tennessee as a non profit corporation or be a division of a
city or county government. Eligible organizations may host a virtual senior center. The following is a
brief description of each program:
Senior Center Service
The Senior Center must provide at least (1) one or more of the following registered services during
hours of operation (see Tennessee Department of Disability and Aging, Aging and Disability Program
& Policy Manual, 5-7):
Health Education - Individual and/or group sessions that assist participants to understand how their
lifestyle impacts their physical and mental health and to develop practices that enhance their total
well-being. Includes programs relating to prevention and reduction of chronic disabling conditions
(including osteoporosis and cardiovascular disease), alcohol and substance abuse reduction, smoking
cessation, weight control and stress management.
Health Screening-Services which utilize diagnostic tools to test large groups of people for the presence
of a particular disease or condition or for certain risk factors known to be associated with that disease
or condition (such as hypertension, glaucoma, high cholesterol, vision and hearing problems, or
diabetes).
Physical Fitness and Exercise - Programs providing activities designed to improve strength, flexibility,
endurance, muscle tone, reflexes, cardiovascular health and/or other aspects of physical functioning.
Includes group exercise, and music therapy, art therapy, and dance-movement therapy including
programs for multigenerational participation.
Recreation - Providing activities (structured or unstructured) which foster the health and/or social
well-being of individuals through social interaction and the satisfying use of leisure time.
Education - Activities designed to assist individuals to acquire knowledge, experience, or skills;
provided to a group of older persons regarding issues related to their health, welfare, or well-being.
Includes sessions to increase awareness in such areas as nutrition, financial
10