Request for a competitive contract proposal for
NOTICE OF SUBCONTRACTOR NEEDS
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&NOTICE OF SUBCONTRACTOR NEEDS The following agency declares its intention to apply as a Home Delivered Meal Provider under Title IIIC of the Older Americans Act.
MANDATORY PROVISIONS AGENCY MONITORING As outlined within the MANDATORY PROVISIONS FOR NUTRITION SERVICE PROVIDERS, it is the responsibility of the Atlantic County Area Agency on Aging to monitor Nutrition Service Providers. This includes but not limited to random monitoring of food at delivery of home, kitchen staff and food preparation. REPORTING REQUIREMENTS The successful Proposer must submit monthly invoices to the County reflecting the delivery of and count of meals. The successful Proposer for the Home Delivered Meal program must submit client rosters and/or data files that indicate the number of meals served to each registered client at an interval set by the County. The successful Proposer for the Home Delivered Meal program must work in conjunction with the County to track referrals, service openings and closings, short-term stops in service, and other information deemed necessary and appropriate by the County. Grantees must prepare an annual “Grant Closeout”, to be submitted to the Office on Aging by January 15th for the previous fiscal year. (Area Plan Accountant will provide assistance with this area) The Division of Intergenerational Services shall carry out the monitoring and evaluation activities required by the State Division. These include annually one programmatic and one fiscal monitoring visit. The Director of the project, or a designated representative, must attend the quarterly Coordinating meetings on the dates established by the Office on Aging. Attendance is mandatory; all absences must be excused by the Division of Intergenerational Services. Should circumstances arise that have a significant impact upon the program, the Agency is required to notify the Division of Intergenerational Services. The following types of conditions must be reported as soon as they become known: A change in key staff. Problems, delays or adverse conditions which will materially affect the ability of the Agency to attain program objectives, prevent meeting of time schedules or goals, or preclude the attainment of project work units by established time periods. This disclosure shall be accompanied by a statement of the action to be taken or contemplated, and any assistance needed to resolve the situation. Outcome Measures The Atlantic County Division of Aging Nutrition Program is committed to ensuring a high level of participant satisfaction with the quality and variety of the food that is served, and with other aspects of service that is provided. Participants are surveyed on a regular basis to assess satisfaction with the program. Successful proposers will partner with the County on these efforts by: Assisting in the distribution and collection of paper surveys. Partnering with the County to review and address issues related to participant satisfaction. Partnering with the County on quality improvement efforts to identify steps that can be implemented to address dissatisfaction and overall program performance. Successful proposer should expect site visits by the Atlantic County Division of Aging to review such efforts. Proposals should include a description of any quality improvement processes that the Proposer currently has in place for existing programs, including how client feedback is incorporated into quality improvement efforts. The Division of Intergenerational Services should be notified of reasons for slippage in cases where established goals were not met. Title III Grievance Procedures for Clients As per Older American Act guidelines, PM96-11, III-9, vendor MUST inform clients that if they are dissatisfied with the food delivery or improperly denied service that they be provided an opportunity to submit a written complaint at the service provider level, of which will be acknowledged within (3) business days of receipt, investigated and then notified of findings. Agency must also inform Intergenerational Services immediately upon receipt of complaint. CLIENT CONTRIBUTIONS Title III Contract Requirements Each Agency must: • Provide each older person with a free and voluntary opportunity to contribute to the cost of the services. • Protect the privacy of each older person with respect to his or her contribution. • Establish appropriate procedures to safeguard and account for all contributions. • Where services are provided at a specific site, or where services are provided in large groups, unencoded envelopes shall be given to all recipients. Drivers must be ready to accept donations from clients on a daily basis. The project office will supply the envelopes. All donations are to be deposited into an account designated by the County the following business day. Agencies staff in contracting with and expending Older Americans Act funds, shall neither solicit nor accept gratuities, favors or anything of monetary value from HDM recipients. TARGET POPULATIONS In order to assure preference to individuals with the greatest social and economic needs, the State Division has identified four general target population groups based on target populations outlined in the Older Americans Act. Below is a list of these four groups followed by a brief definition for each. Please note that these groups are not listed in priority order. Minority Persons aged 60+ of African American, Hispanic, Asian/Pacific Islander, American Indian or Alaskan Native, or two or more races Impoverished Persons aged 60+ with incomes at or below 100 percent of the poverty level as defined in the Federal Register by the Secretary of the Department of Health and Human Services (attached) Frail Persons aged 60+ having a physical or mental disability, including Alzheimer’s disease or a neurological or organic brain disorder of the Alzheimer’s type, that restricts the ability of an individual to perform normal daily tasks or which threatens the capacity of an individual to live independently Vulnerable Persons aged 60+ exposed to unfavorable environmental conditions, as well as persons aged 60+ with a lack of social resources which may include the following: Income levels between 100-200 percent of the poverty level Language Barriers Isolation No informal support system Not within service system
PROPOSAL FORM DATE: NAME AND ADDRESS OF SUBMITTING AGENCY Name: Address:
Type of Organization: Public Agency Private Non-Profit For Profit PROJECT DIRECTOR
SUBMITTING AGENCY PERSONNEL:
PROPOSAL INSTRUCTIONS QUESTIONS (Questions 1 – 19) In the space provided below please answer the listed questions. The space for your response will expand to the length of your response. Please click on and type in underlined areas. Please do not attach brochures, newspaper clippings or other materials. Points will be deducted for unanswered questions and indirect answers. Agency Description – and Experience Proposals must include a description of the applicant organization as follows: Include mission of your organization. Include geographic areas your organization currently serves. Include a description of your organization’s experience providing a home delivered meal program. Include credentials and professional experience of key personnel. Please attach job descriptions and resumes. Describe anticipated outcomes/objectives/goals of Home Delivered Meal program. Meal & Service Standards Please detail your experience in food service. Are you – food Provider or subcontracted Caterer presently operating any volume food operations? If YES, what is the volume of meals that you SERVE? Indicate all experience food provider or subcontracted caterer has had in preparing meals that meet OAA requirements. How do you propose to deliver Home Delivered MEALs? What transportation arrangements do you envision providing? Please include if this piece will be subcontracted. Please include the type, number, model, year and condition of the vehicles to be used in the nutrition program. Please include the equipment you will use in keeping the food hot and cold, at the required temperatures, while in transit in the trucks to the recipients homes. Describe your organization’s plan for meal production (agency’s self-operating kitchen or caterer) that meet the Title III C requirements? Please include location and brief description of facility and outline kitchen capacity, equipment available; age of equipment; plans for replacement. A staff Nutritionist or Home Economist or Dietitian or anyone who contains a B.A. Degree in an ADA accepted food related curriculum is required. Include role in standardizing recipes, menu development and certification, in-service staff food safety and sanitation trainings, quarterly monitoring of kitchen. How will you insure that each meal provided meets the recommended 1/3 DRI . Please include a sample menu. Food Purchasing System: Describe your food purchasing system, indicating procurement process used and include present food suppliers. Food Preparation: Briefly describe the proposed food preparation system (Hot Meals prepared daily vs Meals prepared a day ahead and chilled/frozen). Food Packaging System: Briefly describe the proposed food packaging system; specify brand names and materials/products used. Food Safety: Briefly describe the food handling system in place for procurement, food storage, food preparation and food delivery and how you plan to handle emergencies. Emergency Standards Detail what contingency plans your agency has in the event of a significant employee absenteeism. Briefly describe your contingency plans to provide meals in case of the following: Power Outage Vehicle Breakdown Weather Emergencies Other as listed within the Nutrition Standard Under Emergencies (Appendix I) BUDGET
Because your program CANNOT be fully funded through the Older Americans Act, as outlined, please indicate other funding sources. Failure to answer will jeopardize your bid UNIT COST IS PER MEAL. Determining Unit Cost Per Meal -- The following factors must be taken into account in determining the Unit Cost Per Meal. These factors MUST be outlined within your BUDGET, whether utilizing OAA funds or other sources. 1. Raw Food Cost – Including all menu items: entrée, vegetables, fruit, dessert, bread and alternate, fortified spread, milk, including condiments. 2. Packaging Cost: Disposables, miscellaneous (pre-packaged knife/fork/spoon set, napkins, 5 compartment Styrofoam tray, coffee cup, bowl as menu would dictate. 3. Labor Cost - Production, Preparation, Service, Packaging, Food Service Management, Transportation Labor (drivers). 4. Transportation - Gas, Oil, Van Maintenance, Depreciation, Insurance (van). 5. Administration - Administrative Salaries, Travel, Fees, Insurance, Office Supplies, Postage, Printing, Misc., Rent, Utilities, Telephone, Maintenance, Equipment Repairs, Small Equipment, Budget Request Form Instructions: The space for your response will expand to the length of your response. Please click on and type in underlined areas. Expenditure Items Column A – Requested OAA C2 broken out per section (MAXIMUM OAA C2 FUNDS – HOME DELIVERED MEALS – $197,000.00) (MAXIMUM OAA WEEKEND HDM FUNDS - $35,145.00) Column B – Other funds to support program, broken out per section. Other Funds Example: United Way funds, Applicant Agency fund, such as other funds agency chooses to use to support program outside of OAA federal/state funds. Weekend Home Delivered Meals requires 25% match, which must be included in Column B – other funds to support program. Column C – Total Budgeted Program broken out per section. Personnel – Include expenses for salaries, wages, fringe and related employee benefits provided for persons contributing to the program for administrative, management and program operation purposes and are employed by your agency. Contractual – Include services performed for the agency by another entity under a subcontract for: Food Caterer/Vendor – if food is prepared by a subcontractor Transportation – if food is being transported to site by a subcontractor
Food Costs: Include expenses for raw food, and related costs such as equipment, utility, labor, packaging etc. that are essential for food preparation and are not listed in other categories. Transportation: Include expenses for delivery of food to sites, include gas, oil, insurance, maintenance of vehicles and are not listed in other categories. Other: Include expenses for telephone, postage, supplies, printing, etc. that are not included in other categories. C2 Net Costs: Total sections 1,2,3 and this is the amount you are requesting from Atlantic County. Number of Meal Units: Total meals your will be preparing/packaging/transporting to Home Delivered Meal Recipients per year. Cost per Meal Unit: (This will be the reimbursement rate from the AAA) C2 Net Costs ÷ Meal Units = Cost per Meal Unit NAME OF APPLICANT: (Page 1) HOME DELIVERED MEAL BUDGET REQUEST FORM – MONDAY THROUGH FRIDAY Complete the Budget Request Form. Identify all costs that will be implementing the program and attaining the performance objective.
Cost Per Meal Unit to be included on the PROPOSAL PAGE. NAME OF APPLICANT: HOME DELIVERED MEAL BUDGET (Page 2) Please Justify each Position Title as outlined above. List all project staff. Identify the number of full-time equivalent (FTE) staff to be employed in each position. Also indicate which staff will be funded in whole or in part with the C2 OAA requested funds. Include the amount requested If already hired, list by name all key staff who will be essential to the program’s success.
OTHER COST CATEGORIES
If Applicable: Name and Address of SUBCONTRACTOR for CATERER and/or TRANSPORTATION NAME: ADDRESS: NAME OF APPLICANT: (Page 1) WEEKEND HOME DELIVERED MEAL BUDGET REQUEST FORM – SATURDAY AND SUNDAY (REQUIRES 25% MATCH) Complete the Budget Request Form. Identify all costs that will be for implementing the program and attaining the performance objective.
Cost Per meal Unit to be included on the PROPOSAL PAGE NAME OF APPLICANT: WEEKEND HOME DELIVERED MEAL BUDGET (Page 2) Please Justify each Position Title as outlined above. List all project staff. Identify the number of full-time equivalent (FTE) staff to be employed in each position. Also indicate which staff will be funded in whole or in part with the C2 OAA requested funds. Include the amount requested If already hired, list by name all key staff who will be essential to the program’s success.
OTHER COST CATEGORIES
If Applicable: Name and Address of SUBCONTRACTOR for CATERER and/or TRANSPORTATION NAME: ADDRESS: EVALUATION CRITERIA - PROPOSAL CHECK LIST: Selection of chosen Congregate Food Service Provider (FSP) is competitive. As such, all proposals received shall be subject to an evaluation by an Evaluation Committee consisting of Atlantic County Staff and others, as deemed appropriate for the purpose of selecting the service provider with whom a contract will be executed. The following factors, as listed below, will be considered in making the selection. Evaluation of documentation furnished by Food Service Provider (FSP) in response to bid specifications, ____Description of food preparation site indicates adequacy to comply with Area Agency requirements. ____FSP employs staff with experience, credentials and training to successfully produce and package home delivered meals for the Area Agency ____FSP employs a staff Nutritionist or Home Economist or Dietitian or anyone who contains a B.A. Degree in an ADA accepted food related curriculum who is responsible for menu development and nutritional requirements compliance. ____Sample menu submitted by FSP meets nutritional analyses which meets or exceeds requirements as listed in Appendix I. ____Copy of current operating permit from health department is provided, along with any other local and state regulations consistent with food preparation. ____Food transport equipment meets Area Agency requirements for holding food at safe temperatures ____Schedule for maintenance and cleaning for delivery vehicles is acceptable and reflects FSP’s understanding of the importance of clean and safe vehicles. ____Budget attached reflects financial stability and viability of FSP. ____Past experience and expertise in the operation of commercial/institutional food service demonstrates ability to implement and sustain services required by Area Agency. Atlantic County Area Plan Contract Proposal Evaluation Form Home Delivered and Weekend HDM Meals – Food Service Provider Agency: _____________________________ Total Points ____________ Program: _______________________________________________________________ Reviewer: _________________________________ Date: __________________
Appendix I New Jersey Standards for the Nutrition Program for Older Americans Effective: January 3, 2012 New Jersey Department of Health & Senior Services NJ Division of Aging and Community Services TABLE OF CONTENTS Page Mission and Purpose …………………………………………………………. 3 Nutrition Program Staffing ……………………………………………..……4-7 Social Assistance Management System (SAMS) ……………………………. 8 Record Keeping…………………………………………………………………9-11 Food Service ,Congregate and Home Delivered, Standards ……….. …….. 12-14 Emergencies ……………………………………………………………………. 14-15 Insurance ……………………………………………………………………….. 15 Inspections and Technical Assistance of Consumer and Environmental Health Services (CEHS)……………………….……………………………….. 15-17 Monitoring ………………………………………………………………………. 17 Target Groups …………………………………………………………………… 18 Coordinated Programs and Activities ……………………………………….…. 19 Appendices Dietary Reference Intakes for Older Americans………………….. 21-22 New Jersey’s Guide for Meal Planning…………………………….. 23-24 Nutritionist Certification Report …………………………………… 25-28 Facility Use Agreements ……………………………………………... 29-30 Sample Policy on Handling Special Circumstances …………………31 Nutrition Program: Notification of Facility Change………………. . 32-33 New Jersey Standards For the Nutrition Program for the Older Americans Mission Statement To provide nutritious meals and services, which are designed to promote independence, dignity, socialization, health and well being of the participants. Definition of Nutrition Program for the Elderly A program to distribute awarded federal grant funds to establish a network of community-based providers and sites to provide congregate and home delivered meals for persons 60 years of age or older, nutrition education, counseling, socialization opportunities and outreach services. Purpose of Document The New Jersey Department of Health and Senior Services, Division of Aging and Community Services Standards for the Nutrition Program for Older Americans are established to define statewide standards of administration, responsibility and practice in programs funded under the Older Americans Act of 1965 as amended (OAA) and under Area Plan Contract (APC) grants to the Area Agencies on Aging (AAAs) and community service providers. Policies/Procedures Written procedures are necessary for efficient program operation, maintaining continuity and avoiding misinterpretations. At a minimum, procedures covering the following topics must be developed and reviewed annually by the Nutrition Program in cooperation with the Area Agency on Aging. Personnel Policies including job descriptions (for staff and/or volunteers) Program Policy and Procedure Manuals Home Delivered Meal Program Standards Congregate Meal Program Standards Nutrition Education Standards Nutrition Counseling Procedures Food Service Standards Data Collection Standards including National Aging Program Information System (NAPIS) data and the use of the state designated electronic database Social Assistance Management System (SAMS). Interagency coordination Nutrition Program Staffing An adequate number of staff must be employed to provide administration and implementation of the program as required under the current amended Older Americans Act. An organizational chart showing paid and volunteer positions must be developed and/or included in grant agreements. A job description outlining responsibilities, minimum educational and experience requirements must be on file for each position. Staff development and training records must be maintained. Nutrition programs are equal opportunity providers and employers. Required Positions Project Director - Congregate/Home Delivered Nutrition Services The project director should be a full-time employee who must be empowered with the necessary authority to conduct day-to-day management and administrative functions of the program. The director must uphold quality food service standards including adherence to Title III of OAA and NJAC 8:24-1, “Chapter 24 Sanitation in Retail Food Establishments and Food and Beverage Vending Machines” requirements. This includes supervision of all staff and volunteers within the project. The project director's qualifications should include: Graduation from a four-year course at an accredited College or University. Three years of responsible professional experience in either a paid or volunteer capacity in social work, working with the elderly, public health, gerontology, psychology, community organization work, nursing home administration, nutrition, dietetics or food service management. Note: Possession of a master's degree in any of the above fields may be substituted for one year of work experience. Broad knowledge of issues pertaining to older people, of community and State agencies and resources available to older people and of the methods of utilizing community resources for older people; current principles and techniques of program planning, budgetary control and personnel management. Required Activities Administration, supervision, plan, conduct and evaluate staff/volunteer orientation and in-service training Maintaining statistical information, submitting required reports, preparing and monitoring Title III contracts Assures National Aging Program Information System (NAPIS) data is input into the state designated electronic database Social Assistance Management System (SAMS). Implementing, maintaining and monitoring of all purchased services and space; this may include negotiations with caterer/vendors and physical plant owners Fiscal management/fundraising and accountability Needs assessment/program development Public relations/marketing/outreach Participation in professional, interagency activities and associations on the community, county and state levels Assures Title III nutritional requirements are met and that nutrition education and counseling is done Nutrition Program Staffing (continued) Nutritionist Each Area Agency/Nutrition Provider must employ or retain the services of a qualified nutritionist for congregate and home delivered meal programs, whose academic preparation and experience will provide the expertise necessary to address the required activities listed below. The nutritionist qualifications should include: Three years of recent, relevant experience working with the elderly in a food and nutrition related capacity. Note: Possession of a master's degree in foods, nutrition or institutional management may be substituted for one year of work experience The nutritionist should also possess one of the following professional credentials: Registered Dietitian and a current member of the Academy of Nutrition and Dietetics (formally the American Dietetic Association) Graduate of an accredited college with a bachelor’s degree in food and nutrition. Person who has successfully completed a NJ civil service exam for the job title of Project Nutritionist, Health; Nutrition Consultant I or II (Public Health Nutritionist I or II). Required Activities Monitor the food preparation facility and the food service operation at the nutrition sites on a regular basis. Evaluation and monitoring of food safety in preparation, packaging, and delivery of congregate and home delivered meals. This shall include compliance with local, state and federal regulations, food safety, and evaluation of the nutritional adequacy of the meal served. Periodic home delivered route monitoring for acceptability of temperature, quality and food safety of home delivered meals as received in the participant’s home. Make recommendations in the development of budget proposals as appropriate. Plan/review and certify culturally diverse menus (using computerized nutrient analysis) to insure that each menu meets the minimum nutritional standards, i.e. 1/3 Dietary Reference Intake (DRI) using males 51-71+ as reference and the current US Dietary Guidelines. Refer to table 1 Develop/identify nutrition education materials and presentations relative to the needs of the elderly (homebound and congregate). Conduct, and/or coordinate nutrition education programs for participants at each site and distribute literature to homebound, at least quarterly. Plan, conduct/coordinate and evaluate in-service training for nutrition staff and volunteers at least annually. Assist in reviewing new facilities or planning the renovations of current facilities used for meal service or meal preparation to determine impact on food service. Provide individualized Medical Nutrition Therapy (homebound and congregate) a doctor's prescription is required. (Registered Dietitian only). Provide Nutritional Counseling (Individualized advice to those who require guidance regarding their diet). Required Activities (continued) Provide in-home nutritional counseling for frail elderly requiring counseling services on a priority basis to enhance nutritional well being. Evaluation and nutrition counseling by a registered dietitian will enable the participant or caregiver to plan for other meals not provided by the program. For example, nutrition counseling is frequently necessary for recipients who present health problems such as hypertension, osteoporosis, diabetes, congestive heart failure, dental problems, or have inadequate cooking facilities and special diets. The assessment process should help identify the frail elderly participant requiring this level of nutrition counseling. Coordinate annual Nutrition Screening survey of clients. Follow the data collection requirements of the federal and state governments related to participants (NAPIS and USDA). Provide technical assistance to Area Agencies on Aging and nutrition service providers on food service practices, equipment facilities, programming, training and policy/procedures for food service. Time Required The director of the employing agency will determine how best to utilize the time and expertise of the nutritionist. Each nutritionist employed as a part-time consultant must sign a written agreement, which clearly specifies the number of hours to be worked and defines his/her specific responsibilities. The contracted time must be adequate to allow for the completion of the required activities. This information should be specified in the contract between the Area Agency on Aging and nutrition service providers. Congregate Programs The time required for a nutritionist will depend on the number of sites, number of congregate and home delivered meals served in the program, type of meal service, number of participants, logistics of the project, and the nutrition services to be provided. Home Delivered Programs It is the responsibility of the Area Agency on Aging to ensure that home delivered nutrition programs have regular consultation by a qualified nutritionist to ensure standards are met. The nutritionist may be an employee of the Area Agency on Aging or the nutrition service provider. Programs serving only meals to the homebound must have available regular consultation by a qualified nutritionist. As with the congregate program, the time required for the nutritionist will be dependent upon a number of factors including: the number of home delivered meals served, the type of meal preparation, the number of routes, and the number of frail elderly requiring nutrition counseling. Site Manager – Congregate Programs Each site should have a paid, responsible manager to assure program stability. Good management is necessary for a smooth running site that meets the needs of the participants. The site manager's job duties, areas of responsibility, line of authority and communication must be clearly defined in a job description. The site manager must be provided/be made aware of the job description and specific knowledge and abilities required to perform essential functions. Volunteers may be assigned duties to assist the site manager in accomplishing the required duties. Nutrition Program Staffing (continued) Meal Production Staff If the nutrition service provider has a central or on-site kitchen, a lead staff person must be designated. The additional number of kitchen employees needed will be determined by the number of meals, type of menu, available equipment, etc. Staff Development & Training All staff, paid and volunteer, must receive orientation prior to beginning work for the program. In addition, training to enhance job performance must be provided on a regular basis. Required Staff Training Documentation The date and outline of the actual training The person conducting the training Summary attendance records for each employee. Social Assistance Management System (SAMS) AAAs are required to use SAMS for the following: For all Area Plan Contract (APC) data reporting, client tracking and all care management funded by and through Division of Aging and Community Services (DACS). For intake, screening individuals for community services, recording service delivery, client characteristics and managing the activities of the Aging and Disability Resource Connection (ADRC) business process. The system will be the single data system by which all AAAs report National Aging Program Information System (NAPIS) and ADRC data going forward. It is the responsibility of the Area Agency on Aging (AAA) to ensure their providers are using SAMS and entering data thoroughly and correctly. The AAA subcontract language may also contain this language as a requirement for receiving funding. Should the AAA choose not to require grantees to input their data directly into SAMS, it will be the responsibility of the AAA to enter the data. Record Keeping To establish and maintain a system for the collection of data that will accurately reflect the performance of the program and be used for administrative control. This data must be available for Area Agency and State review. The following records must be initiated and maintained for a period of three (3) years from the date of expiration of the grant year or contract, unless indicated otherwise. A. Congregate Nutrition Programs 1. Intake By the end of the third visit, basic information for each participant should be obtained. (It must be obtained by the end of the fifth visit.) This includes name, address, phone numbers, contact person, emergency instructions, services needed, proof of age, i.e. date of birth, demographics and income data etc. This information is confidential and access will be limited to those approved by the project director. The use of, a State Unit on Aging, approved common assessment tool is required.
Any form that will document the number of meals served to: participants, including staff over 60; guests, including staff under 60; volunteers; the homebound and handicapped if appropriate (See PM 83-7 III-6). Participants must sign a daily attendance sheet to verify registration. This information must be accurate and maintained at the project office. A reservation system is recommended. 3. Daily Food and Supply Records Detailed records must be maintained for each day of operation showing: Quantities – ordered, shipped, received, prepared, served or delivered on site Temperatures – shipped, received and served Quality of products, comment section Supplies – ordered, shipped and received Time – shipped, arrived, serviced Menus – served (Any deviation from approved menu must be recorded and reported to the project office) Signature (or initial) of receiving person Location – site identification Date Records (continued) 4. Equipment Temperature Logs (i.e.) Refrigerator, freezer and chill table logs Thermometer calibration accuracy logs Rethermalization oven reheat temperature log 5. Fire drill records 6. Personnel records shall be maintained for a minimum of three years. This includes time sheets, attendance records, training documentation, performance evaluations etc. for paid and volunteer staff. 7. Related Health Department inspection reports and placards (see section on Health Inspections and Technical Assistance of CEHS). 8. State Unit on Aging and Agency Program and Fiscal Reports 9. Contribution Records (as per PM 84 - 4, III-2) 10. Nutrition screening, education and counseling records shall be maintained for a minimum of three years. 9. Menus with corresponding nutritional analysis B. Home Delivered Nutrition Services -Records 1. Needs Assessments Client intake shall be completed by designated staff to determine participant eligibility and service needs prior to or within 10 days of initiating the service. Use of the common assessment tool adopted by the State Unit on Aging is recommended. Reassessments must be completed within six-month intervals. 2. Nutrition screening, education and counseling records 3. Contributions Records (PM 84-4, III- 2)
Menus with corresponding nutrition analyses Waiting lists shall be maintained to assist in determining the extent of program need in the service area and to identify service gaps. Waiting list procedures shall be clear and include specific guidelines for prioritizing clients who are most in need. These procedures should be periodically reviewed by the nutrition service provider and the Area Agency on Aging. Temperature Logs Delivery Truck Hot/ Cold vehicle temperature logs Last house delivery temperature logs Thermometer calibration accuracy logs Rethermalization oven reheat temperature logs Food Service – Congregate and Home Delivered Standards Goal To provide meals that comply with the current Dietary Guidelines for Americans published by the Secretary of Health and Human Services and the Secretary of Agriculture which provide to each participating older individual, a minimum of 1/3 the DRI as established by the Food and Nutrition Board of the National Research Council of the National Academy of Sciences. Two meals served to the same individual must equal 2/3's the DRI; three meals must equal 100% of the DRI. (Table 1- Appendix) Food handling must comply with NJAC 8:24-1, “Chapter 24 Sanitation in Retail Food Establishments and Food and Beverage Vending Machines”
The menu must be analyzed using a State Unit on Aging - approved computerized nutrition analysis program. All menus must be reviewed, approved and certified by a qualified nutritionist employed by the Area Agency on Aging or Nutrition Service Provider. The Nutritionist's Quarterly Activities and Menu Certification Report must be prepared by the nutritionist and supplied to the Area Agency on Aging. The Area Agency on Aging must forward this report to the State Unit on Aging within ten (10) working days following the end of each quarter. Cyclical menu planning is recommended. Menus with documentation as to nutrient content, based on the required use of standardized recipes, must be kept on file by the service provider for a minimum of three years. B. The Food Service System: Congregate and Home Delivered Nutrition Services The food service system can be one, or a combination of, contract vendor, central kitchen, or on-site kitchen. 1.General Requirements a. Food procurement from approved sources. Foods must be purchased from licensed vendors Donated food supplies must meet all applicable regulations as stated in NJAC 8:24-1, “Chapter 24 Sanitation in Retail Food Establishments and Food and Beverage Vending Machines” and where appropriate, the "Food Bank Good Samaritan Act." NJ S. A. 24:4A-1-4A-5 (L. 1982 c. 178). b. The amount of time between food preparation and serving must meet the guidelines established in JAC 8:24-1, “Chapter 24 Sanitation in Retail Food Establishments and Food and Beverage Vending Machines” c. Adequate dry, frozen, refrigerated storage areas. d. Approved washing/sanitizing practices in accordance with NJAC 8:24-1, “Chapter 24 Sanitation in Retail Food Establishments and Food and Beverage Vending Machines” e. Foods maintained at safe temperatures during preparation, holding and distribution:
Meal delivery routes should be planned and reviewed regularly with the delivery personnel to assure the expeditious use of manpower, vehicles and time. No delivery run should exceed two hours. The use of special heated/refrigerated vehicles and equipment may extend the delivery time as long as food quality and temperatures are maintained. Food Service-Congregate and Home Delivered Standards (continued) 2. Contract Vendor (Catered) There must be a written contract between the service provider/project and vendor, which establishes conditions, methods, responsibilities and food standards for the term of the agreement. This contract should include but not be limited to: Bidding procedures (if applicable) Penalties for inadequate service Records/facilities inspection rights Specifications for food, meal types ( puree, kosher, vegetarian, shelf stable and special events) and disposable items General provisions for meal preparation and distribution Adequate preparation and transport equipment Staff background (of staff who will be assigned to the County’s Nutrition Program for the Elderly Facility description Equipment list to be used in the contract References Quality assurance mechanisms Claims against contractor Maintenance Extermination Licensing Safe and sanitary handling of food in compliance with NJAC 8:24-1, “Chapter 24 Sanitation in Retail Food Establishments and Food and Beverage Vending Machines” Handling of emergencies (i.e. power failures, caterer equipment breakdown, etc.) 3. Central Kitchen and/or On Site Preparation a. Written Procedures - To assure adequate staffing, purchasing, meal preparation and distribution, the following should be included but not limited to: Staffing Purchasing Receiving Storage/Inventory Food Preparation Distribution, Packaging, Transporting and Delivery Maintenance Cost Control Safe and sanitary handling of food in compliance with NJAC 8:24-1, “Chapter 24 Sanitation in Retail Food Establishments and Food and Beverage Vending Machines” Quality assurance mechanisms b. Equipment – The type and scope of the meal program will dictate the appropriate equipment for the operation. Many resources are available on interrelating kinds and sizes of equipment. 4. Home Delivered Meals Home Delivered Meals routes must be monitored at least semi–annually for the palatability and temperature of the foods on arrival at the participant’s destination. Documentation must be kept on file for three years. (See record retention.) Written procedures for all aspects of the home delivered program must be developed and available for State review. These procedures will document resource acquisition and use as well as establishing how tasks are to be completed. Emergencies In order to protect the health and well being of participants, volunteers, and staff, the establishment of emergency preparedness and training for emergency situations is essential. Staff and volunteers must be trained in emergency procedures. Review and update emergency procedures with staff and/or volunteers at least annually and maintain appropriate documentation. Congregate Program Implementation The nutrition service provider is responsible for developing written procedures and designating a specific individual for initiating and implementing procedures for the following situations: Fire at site Medical emergency Emergency meal provisions for disaster or system failure. (Contact Emergency Management to coordinate planning). Weather related situations Transportation breakdown Food service emergencies (i.e. late food deliveries, inadequate quantities, food arriving out of temperature, poor food quality, personnel shortage) Food borne illness All site managers or designated individuals must be trained to follow established emergency procedures. Training should include staff, volunteers and participants as appropriate. Prominently post emergency procedures and phone numbers at site. Review and update emergency procedures with staff, volunteers and participants at least annually and maintain appropriate documentation. Training in CPR, first aid, the Heimlich Maneuver or other medical emergency techniques is recommended for staff and/or volunteers Home Delivered Program Implementation The home delivered nutrition service provider is responsible for developing written procedures and designating a specific individual for initiating and implementing procedures for the following situations: Fire at meal distribution site Medical emergency Emergency meal provisions for disaster (Contact Emergency Management to coordinate planning) Weather related situations Meal delivery vehicle breakdown Food service emergencies (i.e., late food deliveries, inadequate quantities, food arriving out of temperature, poor food quality, personnel shortage) Food borne illness Driver/volunteer in-home emergency Insurance All Area Agencies should assure that the congregate and home delivered nutrition service providers have liability, comprehensive, product and accident insurance coverage. Area Agencies should annually review the following insurance checklist with nutrition service providers: Product liability General liability Fidelity bonding Performance bonding Accidental auto insurance for project owned vehicles Fire, theft, comprehensive – buildings and project/county owned vehicles Inspections and Technical Assistance of Consumer and Environmental Health Services (CEHS) All food service establishments must comply with all applicable licensing laws and ordinances relating to food service operations. (NJAC 8:24-1, “Chapter 24 Sanitation in Retail Food Establishments and Food and Beverage Vending Machines”) Area Agencies on Aging receive additional inspection services for congregate and home delivered nutrition services through an intra-agency agreement between the NJ Division of Aging & Community Services and the Division of Epidemiology, Environmental and Occupational Health. A. Evaluation/Inspections State (CEHS) and/or local health department personnel will conduct routine unannounced operational inspections as often as deemed necessary and conduct follow-up inspections and/or initiate legal action when conditions warrant. a. An evaluation of the overall operation will be issued at the conclusion of the inspection. A copy of the inspection report must be signed by a project representative and left by the health department representative. A certificate will be signed and left with the operator.
This certificate must be posted in a conspicuous place near the public entrance. c. The original inspection report must be kept on file at the facility for a minimum of two years. A copy of the inspection report may be made and kept on file at the Area Agency if desired. Inspections and Technical Assistance of CEHS (continued) B. New or Renovated Facilities Inspection Plan Review and Approval NJAC 8:24-1, “Chapter 24 Sanitation in Retail Food Establishments and Food and Beverage Vending Machines” requires all retail food establishments or facilities which are to be extensively renovated to submit plans and specifications for the design, layout and equipping of the food service to the local health department as well as obtain all necessary permits from the appropriate construction officials. Pre-Operation Inspections for New/ Closed and/or Relocated Facilities a. Pre-operational inspections should be requested of state health officials when a project plans to move into an existing food establishment without making renovations. The State Nutrition Consultant, Division of Aging & Community Services is the contact person for requesting state inspections. CEHS will be notified to conduct the inspections. b. Evaluation of the facility will focus on availability of equipment, equipment for washing and sanitizing, equipment to maintain food temperatures, hand washing facilities, and other sanitation controls. (form in appendix) Training and Technical Assistance Sanitation Training a. Food handler’s training for staff is required every two years. The Nutrition Program Director should determine which staff should participate in the training. (Contact local health departments for availability of training programs). This is recommended for all Risk Type 2 Food Establishments b. It is recommended that volunteer staff be knowledgeable in food safety policies and procedures. c. The State requires that at least one person in charge of a Risk Type 3 Food Establishment be a certified food protection manager who has shown proficiency of required information through obtaining a food safety certificate and passing a food safety certification examination administered by an accredited certifying program recognized by the Conference for Food Protection( ServSafe).
All contract vendors (i.e. wholesale caterers, commissaries, restaurants and other food production facilities) providing meals to nutrition programs must possess a food/cosmetic (FC license) issued by the DHSS. Meals provided by licensed health care facilities such as hospitals or long-term care facilities are not under the FC licensure. These food production facilities will be inspected prior to awarding contracts upon written request from the nutrition service provider to the State Unit on Aging.. Any request for vendor’s history should be requested from the New Jersey Division of Aging and Community Services. Complaints regarding sanitary conditions or transportation methods including improper/inadequate food temperatures should be reported to the NJ Division of Aging and Community Services and will be investigated by the CEHS. Inspections and Technical Assistance of CEHS (continued) Food Borne Illness ( reported incident involving two or more people who experience the same illness after eating the same food on the same day.) 1. Reporting Nutrition projects, which suspect that a food borne illness may have resulted from food served at the facility or to home delivered meal clients, must report the incident to State and local Health Departments as well as the State Unit on Aging. See NJAC 8:24-1, “Chapter 24 Sanitation in Retail Food Establishments and Food and Beverage Vending Machines” 2. Necessary information to be reported: Menu served Suspected food Number of people involved Names and addresses of people Symptoms Time and meal service Medical treatment Other pertinent information (i.e. temperature records from the caterer and in-house temperature records) 3. Investigation a. The State and local Health Departments will coordinate the investigation and report their findings to the Division of Aging and Community Services, Area Agency on Aging, the service provider and the vendor (if appropriate). Monitoring It will be the responsibility of the Area Agency on Aging to monitor nutrition providers and nutrition programs that are directly provided. The purpose of the monitoring is to ensure compliance with the Nutrition Standards, evaluate provision of service, and arrange for/ provide technical assistance as needed. A copy of the monitoring report shall be furnished to the Nutrition Program. Records of monitoring visits conducted by the Area Agency on Aging will be made available to the State Division of Aging and Community Services representatives reviewing and monitoring nutrition services. Nutrition providers funded under the Area plan Contract are required to be monitored a minimum of twice per contract year-one visit to specifically address the Congregate Nutrition Program and the other to focus on the performance of the Home Delivered Nutrition Program. The State Division of Aging and Community Services will be responsible for monitoring nutrition services of all 21 Area Agencies on Aging focusing on the overall performance of the Nutrition Program . A report summarizing findings will be furnished to the Area Agency on Aging. Target Groups Every effort should be made to increase the participation of low income, isolated, frail and minority elders in congregate and home delivered nutrition programs. Limited resources necessitate giving primary consideration to those non-institutionalized individuals with the greatest need. Implementation The nutrition provider, in cooperation with the Area Agency on Aging, should analyze service utilization data to determine current participation of target groups. Nutrition providers should identify target groups and address the needs of the most vulnerable and frail elderly participants in the service area. Nutrition providers with the Area Agency on Aging will identify agencies to work with to help locate frail and under-served elderly. Nutrition providers should partner with agencies to serve the most vulnerable, frail participants and target groups. Nutrition providers shall define and develop appropriate programs tailored to the needs of target groups and vulnerable, frail participants. Efforts should include: Placing more services in neighborhoods with high concentrations of low income and/or minority older persons or persons in greater social or economic need. Programs shall be culturally relevant, provided in the language spoken by the majority of clients attending the program. When possible, ethnic menus should be designed to meet the needs of the various cultures of the program participants. Develop creative outreach activities to locate target population. APPENDIX Table1. Dietary Reference Intakes for Older Americans
This Page is Intentionally Blank New Jersey Guide for Meal Planning
Reference: U. S. Department of Health and Human Services. Facts about the DASH Eating Pattern. Facility Use Agreements The Area Agency on Aging must assure that all nutrition sites, meal preparation facilities, and dining areas have current written agreements with the organization providing facilities to establish: 1) maintenance responsibilities; 2) budgeting requirements; 3) scheduling priorities; 4) equipment, furnishings and areas available for program use. Current written agreements should include: Requirements and Responsibilities 1. Length and terms of the contract a. Rental fees should be negotiated where appropriate. b. Days of operation, operating hours, and advanced notification required by each party for exceptions to normal days of operation. c. Minimum space required (For dining allow approximately 15 – 20 sq. ft. per participant.) d. Average number of meals to be served daily. 2. Actual facilities to be used Specific rooms should be listed; (i.e. hall, restrooms, kitchen (with hot and cold running water, use of stove, and/or other cooking equipment, steam table, refrigerator/freezer and adequate counter or table space), cloakroom or hanging space for wraps, parking use, office space where applicable, additional room for meetings, secured storage space for foods, separate storage for cleaning supplies, minimum (68) and maximum (78) temperatures and where applicable, the use of air conditioning or other ventilating equipment. Space and equipment to maintain files and records. 3. Responsibility for recurring expenses including: Utilities, phone, snow removal, garbage removal, pest control, equipment repair etc 4. Care and maintenance of the physical facility Include sanitation of restrooms and common areas, cleaning range hoods, fans, furnace vents, daily light maintenance, expected heavy maintenance, i.e. window and wall washing, grease trap cleaning, painting, floor scrubbing, waxing and other cleaning. 5. Responsibility for installation and ownership of special equipment Include items such as phone, food warming/steam table, refrigerator, freezer, range, three compartment sink, signs or bulletin boards. 6. Insurance coverage for items owned by the project and personal liability insurance. 7. Specific job descriptions for facility staff not directly employed by the nutrition program. Facility Use Agreements (cont.) 8. Conditions of termination of the agreement. 9. Responsibilities for compliance with all Federal, State and local laws and codes, including NJAC 8:24-1, “Chapter 24 Sanitation in Retail Food Establishments and Food and Beverage Vending Machines” fire code, and building code (Certificate of Occupancy where appropriate). B. Furnishings and Food Service Equipment 1. All furnishing, including tables and chairs, must be sturdy and appropriate for older persons. (Comfortable lounge chairs, television sets, game tables, etc. may be included.) Specify ownership, exclusive use of, maintenance and cleaning responsibilities of all furnishings and equipment. 2. Outline responsibility for minimum compliance, (i.e. installation of a three compartment sink, range, exhaust systems, refrigerator, freezer, plumbing and other maintenance items) with State Health Department requirements. 3. Insure accessibility to dry storage for disposable paper products, utensils, pots and pans, coffee urns, etc. supplied by the program. 4. Additional equipment may be needed depending on the type and extent of the menu being provided, i.e. special diets, kosher service and home delivered meals, or on-site meal preparation. All such equipment and facilities must be in compliance with NJAC 8:24-1, “Chapter 24 Sanitation in Retail Food Establishments and Food and Beverage Vending Machines” Sample Policy Guidelines for Dealing with Special Circumstances In order for Nutrition Program participants to fully benefit from the available social and nutritional opportunities, it is essential to recognize behaviors that can be problematic and/or unsafe and to formalize appropriate and consistent guidelines through the use of written protocols. To assure orderly operations and provide the best possible nutrition site environment, the program expects participants to follow rules of conduct that will protect the interests and safety of all and the public. Disruptive behavior is defined as that activity which impinges on the rights, privacy or physical and/or emotional well being of others. The following will serve as some examples of unacceptable or disruptive behaviors: Harassment, discrimination of any nature, or disrespect Substance abuse Use of profanity, verbal, emotional or physical abuse or threats Inappropriate sexual behavior Unsafe behaviors (i.e. endangering personal safety or safety of others) Personal hygiene issues Each incident of disruption should be examined for appropriate action to be taken by program staff. Consideration needs to be taken of the severity of the disruption when determining the restrictions or corrective measures to be imposed. Individual programs should also have written grievance procedures and an appeal process which clients or their caregiver may use following the imposed action of the Nutrition Program. Coordinated Program and Activities Because of its importance in maintaining or improving the health status of the elderly, nutrition screening and education are priorities.(See required activities of the nutritionist) Other activities that stimulate the mind, body and spirit to help contribute to overall wellness are encouraged. Services include: Nutrition providers, in cooperation with Area Agencies on Aging, will participate in partnerships both public and private to enhance coordination of services for older adults and cover any costs The nutrition provider, in cooperation with the Area Agency on Aging and other entities, will develop and provide a variety of recreational, informational and/or health related programs and activities. A monthly calendar outlining the activities scheduled at each location shall be made available. Annual participant satisfaction surveys are recommended. Information and Assistance and Outreach are essential services that should be made available through nutrition programs in conjunction with the Area Agency on Aging. Nutrition Education 1. Programs for Congregate Nutrition Education a. An educational program shall be provided quarterly by a nutritionist. (can be an outside nutritionist) Written information should be provided with nutrition education programs. The nutritionist should be available to answer questions. b. Documentation of nutrition education by topic, dates, and attendance must be maintained. (See records.) c. Individual nutrition counseling should be available and is the responsibility of the nutritionist. 2. Programs for Home Delivered Nutrition Education a. Nutrition and consumer education materials should be sent out quarterly to all participants. b. The nutritionist must approve all materials provided. Transportation Services/Access The Area Agency on Aging should develop written agreements to provide transportation for the elderly participating in nutrition programs. Because nutrition is a life sustaining service, priority should be given to provide access to nutrition services with emphasis given to low income and minority elders. Atlantic County Area Plan Contract Proposal Evaluation Form Agency+_______ ____________ Total Points ____________ Program: _______________________________________________________________ Reviewer: _________________________________ Date: __________________
GRANT AGREEMENT GRANT AGREEMENT NUMBER ____________________________________________DATE__________ APPROPRIATION CODE__________________________________________________________________ PROJECT____________________________________________________________________________________ PROJECT CODE________________________________________________________________ SUB-GRANTEE_________________________________________________________________ ______________________________________________________________________________ TERM OF GRANT__________________________________TO____________________________________ Grant Agreement Pages 1 through________________ COUNTY OF ATLANTIC DIVISION OF INTERGENERATIONAL SERVICES INDEX TO PROVISION OF GRANT AGREEMENT General Provisions 1. Term of Agreement 2. Governing Statutory and Regulatory Provisions 3. Changes in Agreement 4. Termination of Agreement 5. Stipulations 6. Scope of Services 7. Compensation 8. Method of Payment 9. Travel Expenses 10. Personal Property 11. Unexpended Fund Balances 12. Assignability 13. Insurance 14. Publications and Reports 15. Compliance 16. Liability Statement 17. Monitoring, Auditing and Evaluation 18. Reporting Requirements 19. Other Funds 20. Availability of Funds 21. Bidding 22. Liquidation 23. Non-Discrimination 24. Project Income 25. Sale of Property 26. Certified Audits 27. Rules and Regulations 28. Carryover Funds 29. Barrier-Free Environment 30. Client Views 31. Licensure 32. Low-Income Minority Clients 33. Client Donations ATTACHMENTS “A” - Scope of Services “B” - Approved Budget “C” - Method of Payment and Reporting Requirements COUNTY OF ATLANTIC DIVISION OF INTERGENERATIONAL SERVICES Attachment to Grant Agreement _____________________ Dated_____________________ The following provisions shall be added to the captioned grant agreement: LIQUIDATION OF EQUIPMENT. Grantee agrees that in the event of termination of the grant agreement and non-renewal of the grant agreement, all equipment having a value of $300 or more, purchased in whole or part with Title III funds will revert to the County of Atlantic. NON-DISCRIMINATION. Grantee agrees that he will not discriminate in employment practices, in the provision of services, or in any other way, because of sex, race, creed, national origin, physical handicap, or for any other reason. County of Atlantic BY: ______________________________________ NAME: Dennis Levinson TITLE: County Executive DATE:____________________________________ Sub-Grantee BY:_______________________________________ NAME: TITLE:
LETTER OF AGREEMENT Between the Governing body of Atlantic County and New Jersey Division of Senior Affairs Re: As the County Executive of the County of Atlantic, I do hereby agree to carry out the program as detailed in the accompanying scope of services and budget for the By:________________________________________________ Name: Dennis Levinson Title: County Executive Date:______________________________________________ Attest:
By:_____________________________________________
by and between the Atlantic County Division of Intergenerational Services, referred to as the “County” and Name:______________________________________________________________________________________ Address:____________________________________________________________________________________ hereinafter referred to as the “Sub-Grantee”. Witnesseth That: 1. Term of Agreement. This agreement shall be effective as of the ____________________________ day of __________________, ______and shall terminate no later than the day of __________________, _______. ** With the County obligating the right to reserve the option to renew said services for an additional year. 2. Governing Statutory and Regulatory Provisions. This Agreement and all sub-contracts, renewals, modifications are subject to the provisions of Public Law cited as the “Older Americans Comprehensive Services amendments of 1978 and the applicable Atlantic County Area Plan adopted pursuant to said statutes and regulations wherein the Atlantic County Division of Intergenerational Services is designated as the sole Agency to administer Title III of the Older Americans Act as amended by the aforementioned Public Law. 3. Changes in Agreement. Any parties hereto may, from time to time, request changes in the scope of services to be performed hereunder. Such changes, including any increase or decrease in the amount of reimbursement to the Sub-Grantee, which are mutually agreed upon by the parties to this Agreement, must be incorporated in written amendments to this Agreement and signed by the parties. The Sub-Grantee shall review actual and projected expenditures pursuant to this Agreement on a quarterly basis and shall advise the County of any projected variation in expenditures from the maximum expenditure allowance. 4. Termination of Agreement. Termination of this Agreement may occur prior to the date agreed upon by the parties herein only upon the grounds and in the following manner: A. In the event the funds required by the parties from local, state and federal sources are not obtained and continued at an aggregate level sufficient to allow for the provision of the indicated quantity of services, the obligations of each party hereunder shall thereupon be reduced, or in the case of a complete failure of funds, terminated, provided that any termination of this Agreement shall be without prejudice to any obligations or liabilities of any party already accrued prior to such termination; B. Should the Sub-Grantee fail to perform or provide services, or otherwise fail to abide by the provision of this Agreement, thereby jeopardizing the continued receipt of Federal funds to this State, the County may terminate the whole or any part of this Agreement as long as it notifies the Sub-Grantee in writing within 15 working days of notice that Federal funding is jeopardized. Said written notice shall advise the Sub-Grantee that non-compliance may be corrected within a time period designated by the County and failure to correct non-compliance shall mean federal funds shall no longer be made available pursuant to this AGREEMENT; C. Utilization of any portion of the appropriation hereunder to employ or otherwise compensate any person employed by the County, who has directly participated in the negotiation or approval of this Agreement; D. Discovery of any pecuniary or personal interest by the Sub-Grantee, its employees, its officers, its Trustees or its Directors in the project, or in any contract emanating from the operation of this project; E. Failure, for any reason, of the Sub-Grantee to satisfy its obligations under this Agreement: F. Submission by the Sub-Grantee to the County of reports that are incorrect or incomplete in any material respect; G. Any improper or inefficient use of funds, provided under this Agreement; H. Failure of the Sub-Grantee and/or its staff which are detrimental to the objectives of this project; I. Any violation of the New Jersey Conflicts of Interest Law, N.J.S.A. 52:I3D-I2 et. seq. J. Failure of the Sub-Grantee to permit the County to make an inspection of the administrative or operational facilities of the project; K. By mutual agreement. Upon termination of this Agreement, the Sub-Grantee shall forthwith return all proceeds of the grant to the County. 5. Stipulations. A. Retention of Records. The Sub-Grantee agrees to retain all books, records and other documents relevant to this Agreement for three years after final payment unless an audit is in progress or exceptions have not been resolved and Federal auditors and any persons duly authorized by the County shall have full access to and the right to examine any of the said documents during the three year period. Any claimed waiver of these rights or privileges must be documented in writing. B. Safeguarding of Information. The Sub-Grantee agrees to safeguard information and records pertaining to clients served under this Agreement in accordance with the relevant standards on the use and disclosure of such information as defined in Federal Regulations governing same under Title III of the Older Americans Act as amended. C. Covenant of Non-Discrimination. During the performance of this Agreement, the Sub-Grantee shall comply with all the requirements of Title IV of the Civil Rights Act of 1964 and other applicable federal and state laws and regulations pertaining to the civil rights of individuals. 1. Title VI of the Civil Rights act of 1964 (42 U.S.C.A. S2000d et. seq.) and the regulations promulgated to implement this Act (45 C.F.R. Part 80), which require that no person shall on the ground of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity receiving Federal financial assistance. 2. Title VII of the Civil Rights Act of 1964 (42 U.S.C.A. S2000e et seq.), as amended and Presidential Executive Order No. 11246, and any subsequent orders, which establish affirmative action employment standards and practices applicable to the Contractor. 3. New Jersey Law Against Discrimination (N.J.S.A. 10:5-1 et seq., P.L. 1975, c. 127), as amended, which requires that the Contractor recruit and hire employees and thereafter treat them equally with respect to compensation and all other terms, conditions and privileges of employment, without regard to any employee’s race, religion, color, sex, age, national origin, ancestry or marital status. 4. N.J.A.C. 17:27-1.1 et seq. which establishes affirmative action employment standards and practices applicable to public agencies and their contractors and subcontractors and which are intended to ensure compliance with the affirmative action requirements established under N.J.S.A. 10:5-36 et seq. C.1979, c.266. 5. The Americans with Disabilities Act of 1990, Pub.L. 101-336, 104 Stat. 327, 42 U.S.C. 12101-12213 and 47 U.S.C. 225 and 611, and the regulations promulgated pursuant thereto. 6. Any other applicable federal and state laws and regulations pertaining to the civil rights of individuals. 7. The Sub-Grantee will not, on the grounds of race, age, color, sex or national origin: a. deny an individual any services or other benefits provided under this program; b. provide any services or other benefits to an individual which are different, or are provided in a different manner, from these provided to others, under the program; c. subject any individual to segregation or separate treatment in any manner related to that person’s receipt of any services or other benefits provided under that program; d. restrict an individual in any way in the enjoyment of any advantage or privilege enjoyed by others receiving any services or other benefits provided under this program; e. treat an individual differently from others in determining whether that person satisfies any eligibility or other requirements or condition which individuals must meet in order to receive any aid, care, services, or other benefits provided under the program; f. deny an individual an opportunity to participate in the program through the provision of services or otherwise or afford that person an opportunity to do so which is different from that afforded others under the program; g. in no event shall any individual who is provided with services funded under this agreement be asked or encouraged in any manner whatsoever to participate in any religious program, services or activity; h. any services to be provided under this agreement shall be exclusively secular and non-religious in nature and scope and in no event shall there be any religious services, counseling, proselytizing, instruction, or other religious influence undertaken in connection with the provision of such services. D. That the grant and services it proposes to fund in are not now being funded by other Older Americans Act funds, and that the proposed funds will not replace the non-federal resources of programs and services now in place; and E. That this program comply with the accessibility requirements and the employment requirements of Section 504, of the Rehabilitation Act of 1973 (CFR Title 45, Part 84) and that funds will not be awarded to any agency in non-compliance; and F. That a Affirmative Action Plan, meeting all federal requirements, is available for review; and G. That, subject to merit system requirements, preference will be given to persons 60 or older or Older Americans Act Title V Community Service Employment Program Enrollees in permanent positions (Section 1321.69 as revised by N.J. DOA); and H. That the Sub-Grantee utilizes such methods of administration as are necessary for the proper and efficient administration of this grant; and I. That all policies and procedures promulgated by the Atlantic County Division of Intergenerational Services will be adhered to; and J. That the Sub-Grantee will make every effort to: Participate in conferences on minority issues; use or develop materials specifically designed for minority elderly; be involved in training programs on minority issues; make hearings accessible to minority elderly by locating in minority neighborhoods or communities; assure adequate minority representation in community needs assessment; and K. That minority elderly are represented in proportion to their presence in the general population of the zone on the grantees Advisory Council; and L. That the Advisory Council has been established in accordance with policies set forth by the Atlantic County Division of Intergenerational Services; and
S. That the Older Americans Act funds applied for have been pooled with other community resources to the greatest extent. 6. Scope of Services. In consideration of the grant provided by this Agreement, the Sub-Grantee shall, in a satisfactory and proper manner as determined by the County perform all services specified in Attachment “A”. 7. Compensation. The County shall grant to the Sub-Grantee a sum not to exceed $_________________. The Sub-Grantee shall expend project funds in accordance with the Approved Budget as set forth on Attachment “B”. Except as shall be more specifically limited on Attachment “B”, the amounts expended for each of the program activity listed on Attachment “B” may not exceed the approved amount by more than 10% or $500.00, whichever is greater, provided however, that the total Approved Budget is not exceeded. The express prior written approval of the County is necessary to exceed these limitations. 8. Method of Payment. The County shall make payments under this Agreement upon the submission of a properly executed County invoice form, together with such documentation as may be required. The manner and form of such submissions shall be in accordance with the procedures described on Attachment “C”. 9. Travel Expenses. The Sub-Grantee, if a public agency, shall charge expenses for travel in accordance with the customary practice in the government of which the agency is a part. If the Sub-Grantee is a private agency, expenses charged for travel shall not exceed those allowable under the State of New Jersey Travel Regulations. In any event, travel expenses shall not be charged in access of the allowable budget amount. 10. Personal Property. If personality, including equipment, costing less than one hundred ($100.00) dollars per item is acquired and used for three (3) years from the date of acquisition for approved contract purposes, title to such property shall vest in the Sub-Grantee, Personality, including equipment, costing more than one hundred ($100.00) dollars or used for less than three (3) years shall be owned by the County. The County, at its option, may, however, permit the Sub-Grantee to retain such property subject to reimbursement to the County of its cost minus a fair rental value for the period of actual use. *All other allowable expenses are subject to those definitions set forth in “Guidelines for Implementation Title III”, issued by the Division of Senior Affairs. 11. Unexpected Fund Balances. The Sub-Grantee may incur costs only during the period set forth in paragraph No. 1 of this Agreement. Expenditures made before or after these dates shall be disallowed. Funds obligated, but not disbursed at the end of the contract period, shall be liquidated within 30 days after the close of the contract period and any unexpected fund balance remaining shall be returned to the County with the submission of the final report. The County, at its discretion, may authorize the Sub-Grantee to use the unexpended grant funds: (a) for approved grant purposes after the end of the contract period if the project is a continuing activity and the County intends to enter into another agreement for a period of time immediately following the contract period. Under such circumstances, the amount of the subsequent grant shall be reduced by the amount of the unexpended funds remaining at the end of the previous contract period. (b) for approved grant purposes if the County authorizes an extension of the contract period. In no event shall the Sub-Grantee use expended grant funds after the contract period without the express written approval of the County. 12. Assignability. The Sub-Grantee shall not subcontract any of the work or services covered by this Agreement, nor shall any interest in the Agreement be assigned or transferred, except as may be provided within the terms of this Agreement or with the express written approval of the County. Except that the Sub-Grantee may apportion not more than 2.0% of the Compensation detailed in Paragraph 7 for legal and auditing fees in the execution process. 13. Insurance. The Sub-Grantee shall submit evidence of insurance coverage in amounts specified by and in companies satisfactory to the County. 14. Publications and Reports. The following regulations concerning publications shall be adhered to by the Sub-Grantee: A. Any books, reports, pamphlets, papers or articles based on activities receiving support under Title III must contain an acknowledgment of that support. B. The Department of Health, Education and Welfare, Office on Human Development, Administration on Aging, (hereinafter called AoA) reserves the option to receive free of charge up to 12 copies of any publications published as a part of a Title III project, and two copies of any publication based on project activities. C. Where a project results in a book or other copyrightable material, the author is free to obtain a copyright, but AoA reserves a royalty free, non exclusive and irrevocable license to reproduce, publish, or otherwise use, or authorize others to use, all such material. All project material produced by project staff shall bear proper agency acknowledgment when reproduced. 15. Compliance. To be adhered to by the County and Sub-Grantee. A. The Sub-Grantee, in order to induce the County to make the within grant for the project, agrees that is shall comply with all provisions of the authorizing appropriation, the Act, and any regulations, requirements or guidelines which the Department may issue, whether explicitly referred to herein or not. It is further agreed that the Sub-Grantee shall seek and develop its own source of funding in anticipation of the expiration of this Grant. In no event shall this Grant be construed as a commitment by the County to expand beyond the termination date set forth in paragraph 1. B. The appointment of the Project Director shall be subject to the advice and consent of the Division of Intergenerational Services. C. There shall be no requirements to be met by the elderly client and/or participant a prerequisite to receiving the services of the project other than that they have reached their sixteenth year. D. All vehicles operated by the project shall be in accordance with New Jersey Motor Vehicle Laws and operated by persons who: a. possess a valid New Jersey Driver’s License; b. are free from any impairing illness or disability.
16. Liability Statement. The Sub-Grantee agrees to save, defend and hold the County harmless from and against any claim, suit or liability to any third parties resulting from the Sub-Grantee’s performance under this Agreement. 17. Monitoring, Auditing and Evaluation. A. The County shall provide to the Sub-Grantee, consultation and technical assistance for the duration of the contract. B. The County shall perform fiscal management activities to oversee the management of funds provided to the Sub-Grantee through this Agreement, the County shall monitor all reports of such fiscal management activities on a monthly basis and conduct a semi-annual program evaluation of the operations performed by the Sub-Grantee for the purpose of obtaining information necessary to assure the continued receipt of federal funds, to justify the past expenditure of funds, or to form the basis for a future claim for federal funds. C. The Sub-Grantee shall receive, retain and make available to the County, within 60 days of the termination of this Agreement, an external fiscal audit report of the Sub-Grantee. The cost for these external audits shall be paid from the funds provided the Sub-Grantee under this Agreement. D. The County, and the Sub-Grantee agree that the right is reserved for the County to make on-site visits to the premises where social services are being provided pursuant to this Agreement at time which are mutually agreeable to the County and the Sub-Grantee, in order to assure that the agreeable to the County and the Sub-Grantee, in order to assure that the purpose of this Agreement are being furthered and fulfilled. Any claimed waiver of these rights or privileges must be known and in writing. E. In fulfilling the above (17B) of this Agreement, the County will provide at least one in-depth evaluation of the Sub-Grantee during the term of this Agreement. F. Evaluations will be conducted by persons designated by the County, in conformance with regulations governing Title III of the Older Americans Act as amended. G. The Sub-Grantee will be given a minimum of ten working days notice of the dates of an evaluation, and each evaluation will not exceed three (3) days in duration, except in exceptional circumstances. H. Evaluations shall be conducted in the following manner and steps: 1. County selects the Sub-Grantee to be evaluated, notifies the Sub-Grantee, designates the members of the team and arranges the dates, which as far as possible should be mutually convenient to County and Sub-Grantee. 2. County coordinates the evaluation. 3. Evaluators meet and prepare informal recommendations, which are first transmitted to executive director of the Sub-Grantee only. If affirmative actions are recommended, an informal meeting between the evaluators and the executive director is held, to establish areas of agreement and disagreement, and to give the Sub-Grantee an opportunity to present its position. 4. If recommended actions are agreed to by the Sub-Grantee, the evaluator shall conduct a follow-up in whatever form is appropriate within 60 days of agreement. If agreed changes have been made, a favorable written report concluding the evaluation shall be prepared by the evaluators and submitted to the County and the Sub-Grantee. 5. If there is no agreement, or agreed actions are not carried out, the evaluators shall prepare a complete written report, which shall be forwarded to the County and the Sub-Grantee. 6. Only properly recommended affirmative action involving fundamental deficiencies, substantially jeopardizing the ability of the program to provide social services in compliance with this Agreement may be considered at the time of refunding. Any properly recommended affirmative action may be considered in determining allocation of new federal or state funds. I. Evaluation to be conducted by the Sub-Grantee: 1. All projects funded from the funds described herein (Title III) shall be formally monitored twice annually and evaluated annually in accordance to the established procedures of the State Division on Aging. 18. Reporting Requirements The following reports will be required: A. Financial: The Sub-Grantee shall submit financial reports as required by the Atlantic County Division of Intergenerational Services on a monthly basis, by the 5th calendar day of the following month. B. Programmatic: The Sub-Grantee shall submit monthly statistics (QPRS reports) by the 5th calendar day of the following month. Quarterly reports with emphasis on progress of new programs, justifications of increased or decreased services and a description of the problems (long and short term), shall be submitted. 19. Other Funds. The Sub-Grantee shall not use funds provided under this Agreement to replace existing or committed financial support for the same project, except as may be provided by this Agreement or with the express written approval of the County. 20. Availability of Funds. The parties hereto recognized that this Grant Agreement, made on behalf of the County, is dependent upon such funding appropriations as may be made by the State of New Jersey, the Federal Government or other funding sources; the County shall not be held liable for any breach of this Agreement because of the absence of available funding appropriations. 21. Bidding. This contract is subject to the New Jersey Public Bidding Laws and all of the laws of the State of New Jersey and ordinances and resolutions of the County of Atlantic. 22. Liquidation of Equipment. The Sub-Grantee agrees that in the event of termination of the grant agreement and non-renewal of the grant agreement, all equipment having a value of $100.00 or more, purchased in whole or part with Title III funds will revert to the County of Atlantic. 23. Non-Discrimination. The Sub-Grantee agrees that he will not discriminate in employment practices, in the provision of services, or in any other way, because of sex, race, creed, national origin, physical handicapped, or for any other reason. 24. Project Income. All funds, accrued interest derived there from, generated by Sub-Grantees shall be implemented to replace amount of federal funds as designated by contractual agreement. 25. Sale of Property. Property, including equipment, purchased with Federal funds costing in excess of $100.00 may not be sold without authorization of the Division of Intergenerational Services. Monies generated by sale of said property or equipment will be termed as project income. Contractual Agreement will be amended to reflect sale amount as part of the revenue resource. 26. Certified Audits. The Division of Intergenerational Services will initiate procedures to have the Project audited. Certified audit reports will be required for all projects funded under the Area Plan with Title III funds. Up to three percent of the total amount of current Title III funds allocated to the County will be used for said audits. The County agrees to inform the Sub-Grantee of the date and location of the closing audit conference and to have a representative of the Sub-Grantee at the closing audit conference, if requested. The audits will be performed by a Registered Municipal Accountant (RMA) or a Certified Public Accountant (CPA) whose firm also has RMA’s on staff. 27. Rules and Regulations. The Sub-Grantee must abide by Administration of Grants, Federal Regulations Title 45-Part 74 and Federal Register Volume 45-No. 63, Department of Health, Education and Welfare Grants for the State and Community Programs on Aging, dated Monday, March 31, 1980, and all other related state and federal laws, and state, federal and county rules, regulations and formal administrative requirements as well as subsequent federal guidelines affecting Title III grants 28. Carryover Funds. Carryover funds, if any, will be used before further Title III funds are made available. Carryover Title III funds will be expended as a part of the total commitment of Title III funds as specified elsewhere in this Grant Agreement.. 29. Barrier-Free Environment. The Sub-Grantee, in accepting this Grant, agrees to comply with the specific provisions implementing Section 504 of the Rehabilitation Act of 1973 (Public Law Regulations, Title 45-Part 84), and were issued in the Federal Register, Volume 42-No. 86, May 4, 1977. Section 504 stipulates that no otherwise qualified handicapped individual shall, solely by reason of his handicap, be excluded from participation in, be denied the benefits of, or be subjected to discrimination, under any program or activity receiving Federal Financial Assistance. 30. Client Views. Procedures for obtaining the views of participants about the services they received under this grant will be developed and implemented by the Sub-Grantee. 31. Licensure. Where applicable the Sub-Grantee will obtain appropriate licenses and meet all safety requirements. 32. Low Income Minority Clients. Low-income minority individuals will be sought out by the Sub-Grantee to provide services to them. 33. Client Donations. Donations made by, for, or on behalf of any client to the Sub-Grantee for services provided through this project will be used exclusively for this project. Directory: acbidportal.nsf acbidportal.nsf -> Notice to proposers addendum #1 cc 201511. 2 Request for a competitive contract proposal for senior center site manager services for atlantic county acbidportal.nsf -> Request for a competitive contract proposal for\ acbidportal.nsf -> Request for a competitive contract proposal for acbidportal.nsf -> Request for proposal for Download 0.96 Mb. Share with your friends:
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