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Library: Policy

340:105-10-101. Request for proposal procedures

Revised 9-15-22

(a) Policy.  All Older Americans Act pass through funds are awarded in an open, competitive, and fair manner via the request for proposal (RFP) process.  Awards are made to applicants whose proposals include all components of the service(s) outlined in the RFP and who best meet RFP specifications.

(1) The Area Agency on Aging (AAA) board of directors:

(A) is directly responsible for reviewing proposals and awarding funds.  This responsibility may not be delegated;

(B) may not award funds to the AAA or to another subdivision of the sponsoring agency under the auspices of the same board of directors; and

(C) may not award funds to board members or agencies or organizations they represent.

(2) Awarding funds through the RFP process during the plan year is required when:

(A) funds are allocated to the AAA at the beginning of the fiscal year;

(B) there is significant expansion of a service(s) already funded;

(C) funding a new service(s); or

(D) funding of an existing service is transferred from a defunct or terminated grantee.

(b) Authority.  The authority for this Section is Section 1321.11 of Title 45 of the Code of Federal Regulations and Section 212(b)(1) of the Older Americans Act of 1965, as amended.

(c) Procedures.  The requirements for implementing this Section are outlined in this subsection.

(1) To initiate RFP, the AAA:

(A) develops specifications for each service to be procured clearly defining the service and how units of service are measured.  The specifications include the minimum units of services to be provided, the minimum unduplicated number to be served, if required, and geographic service areas as appropriate;

(B) develops an RFP guide and grant application package;

(C) announces funding availability and documents the announcement in newspapers or approved electronic formats in the planning and service area (PSA), and concurrently sends a news release to the editor of at least three newspapers and to existing and potential service providers known to the AAA in the PSA.

(i) The announcement runs at least two times in daily papers or two weeks in weekly papers prior to closing the application period and in a sufficient number of papers to ensure complete coverage within the PSA.

(ii) The announcement begins at least 21-calendar days prior to closing the application period and is repeated at least once no less than five-calendar days prior to the date of the proposers' conference.

(iii) All announcements include:

(I) a listing of services funding is available for and the geographic areas that are covered for each service;

(II) the address where service specifications and the proposal guide may be obtained;

(III) the closing date and time for application submittal;

(IV) the name and phone number of a person to contact for additional information; and

(V) the date, time, and location of the proposers' conference, and notification that attendance at the conference is required to be considered for funding; and

(D) mails copies of the RFP guide upon request;

(E) conducts a conference for proposers prior to the deadline for submitting applications and requires applicants to attend the conference to be considered for funding.  At minimum, the information discussed during the conference includes:

(i) the RFP guide and all requirements pertaining to submitting an application; and

(ii) all responsibilities associated with accepting Title III funds, including applicable federal and state statute, policy, certifications, and assurances;

(F) provides other reasonable technical assistance to applicants who request assistance, in writing, no later than seven-calendar days prior to the application period closing;

(G) informs Oklahoma Human Services Aging Services (OKDHS) Community Living, Aging and Protective Services (CAP) following the proposers' conference closing when there are no applicants for a service; and

(H) at the close of the application period, evaluates and rates all proposals according to standard criteria based on requirements of the RFP guide.  The AAA disqualifies incomplete proposals from evaluation and funding.

(2) The AAA advisory council reviews the proposals and makes recommendations on funding to the AAA board of directors.  All decisions related to funding recommendations are conducted in accordance with applicable state and federal conflict of interest laws.  The advisory council review is conducted during a scheduled meeting with a quorum present.

(3) The AAA board of directors:

(A) or a subcommittee of the board, reviews all proposals and the recommendations of the AAA staff and advisory council;

(B) approves funding of proposals that best meet or exceed the service specifications and the requirements of the RFP guide.  All decisions related to granting awards are made in accordance with applicable state and federal conflict of interest laws, and documented through signed resolutions and meeting minutes.  All decisions are acted on as a board with at least a quorum present at a meeting.  The AAA board of directors may not delegate its responsibilities related to granting awards;

(C) issues notification of grant awards (NGAs) to applicants who are approved for funding; and

(D) provides an opportunity for applicants to appeal denied proposals for funding, per Oklahoma Administrative Code (OAC) 340:105-10-102.

(4) When no complete proposals are submitted for a service(s) or when the AAA board of directors determines that no proposals for a service(s) meet the specifications of the RFP, the AAA, with OKDHS CAP approval, has the option of:

(A) reprogramming the funds and issuing a new RFP for a different service(s); or

(B) requesting authority to provide a direct service as provided in OAC 340:105-10-41; or

(C) revising the initial specifications for the same service(s) and reissuing a new RFP; and

(D) initiating community development activities to create a potential service provider as specified in the RFP and, in the interim, requesting approval from OKDHS CAP to temporarily provide the service as a direct service.

(5) When an Older Americans Act Title III funded project elects to voluntarily terminate the contract before the end of a grant year, procedures are followed as outlined on the Voluntary Withdrawal of Title III Project.  The Voluntary Withdrawal of Title III Project is acknowledged, signed, and included as part of the original grant application.

(d) Cross references.  See OAC 340:105-10-40, 340:105‑10‑102, and 340:105‑10‑104(c)(7).

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