AAA7 2011-2012 OAA Bid Packet, Appendix A 1
Area Agency on Aging District 7, Inc.
OLDER AMERICANS ACT PROGRAMS
Policy and Procedures
Division: Planning & Program Development
Policy Name: Conditions of Participation Created: 5/20/2010
Policy #: Revised:
Service providers having contracts with AAA7 shall meet these Conditions of Participation (COP):
1. Be a formally organized business or service agency providing the services applied for, and shall:
a. Disclose all entities with a five percent or more ownership, and have a written statement
defining the purpose of the business or service agency;
b. Have a written statement of policies and directives, bylaws, or articles of incorporation;
c. Have a written table of organization that clearly identifies lines of administrative, advisory,
contractual, and supervisory authority unless the business is a sole proprietorship;
d. Operate the business in compliance with all applicable federal, state, and local laws, and
shall have a written statement supporting compliance with:
(i) Non-discrimination laws, federal wage and hour laws, and workers’ compensation laws
in the recruitment and employment of individuals;
(ii) Non-discrimination laws in the provision of services; and
(iii) Federal rules and statutes take precedence over these conditions in cases where
discrepancies between these exist.
e. Have a written affirmative action plan that must be appropriately updated, and will be
reviewed at least annually.
2. Have a physical facility from which to conduct business. The facility shall have a telephone and
a designated and utilized locked storage space for the maintenance of participant records.
3. Have written procedures supporting the operation of the business and provision of service, and
a. Have a system to document services delivered, billed, and reimbursed that complies with
b. Provide evidence supporting financial responsibility in the coverage of participant loss due
to theft, property damage, or personal injury, and have a written procedure which identifies
the steps a participant must take to file a liability claim;
c. Have a written procedure for reporting and documenting all participant incidents including
significant changes that affect service delivery or imminent health or safety risks.
d. Maintain a file for each participant. Each file shall include the following identifying data:
AAA7 2011-2012 OAA Bid Packet, Appendix A 2
(i) Participant’s name, address, and telephone number;
(ii) Participant’s date of birth and gender;
(iii) Name and telephone number of participant’s contact person or caregiver;
(iv) Service provider’s contact person and telephone number;
(v) Participant’s functional abilities or limitations relevant to authorized services; and
(vi) Additional demographic data requested by AAA7.
e. Maintain documentation of each participant contact and each service delivered;
f. Obtain written approval from the participant to release participant information;
g. Retain all participant records for at least three years or until an audit is completed and all
exceptions resolved, whichever is later;
h. Have a written procedure for follow-up and investigation of participant complaints and
grievances, and a method to inform participants at the inception of services of the contact
number for the Regional Long-Term Care Ombudsman Program (RLTCOP).
i. Provide opportunity for Title III, Senior Community Services, and Alzheimer’s Respite
participants to make voluntary contributions for services. Voluntary contributions are to be
added to the amounts made available by AAA7, and must be used to increase the amount
of services directly related to the service delivered when the contribution was made.
4. Have written personnel policies and documentation that support personnel practices for
provides which include:
a. Job descriptions or statements of job responsibilities including qualifications for each
position involved in the delivery of services, unless the business is a sole proprietorship;
b. Performance appraisals or a development plan for all employed or contract workers, and
volunteers involved in providing service to participants unless the business is a sole
c. Prior to service provision, a provider staff signature and a date that indicates completion of
orientation that includes:
(i) Employee position description and expectations;
(ii) Personnel Policies;
(iii) Reporting Procedures and Policies;
(iv) Table of Organization and Lines of Communication; and
(v) A code of ethics which declares that the provider staff shall not:
(a) Use the participant’s vehicle;
(b) Consume the participant’s food and drink without the participant’s consent or
the participant offering it;
(c) Use the participant’s telephone for personal calls;
(d) Discuss personal problems or religious or political beliefs with the participant;
(e) Accept gifts or tips from the participant;
(f) Bring friends or relatives of the employee to the participant’s home;
(g) Consume alcoholic beverages or use medicine or drugs for any purpose other
than medical while in the participant’s home or prior to the delivery of service;
(h) Smoke in the participant’s home, with or without the participant’s permission;
(i) Breach the participant’s privacy or the confidentiality of participant records;
AAA7 2011-2012 OAA Bid Packet, Appendix A 3
(j) Bring or eat personal food in the participant’s home without the participant’s
(k) A policy that assures that all participant information will remain confidential.
5. Deliver services in compliance with service rules for providers.
6. The provider shall:
a. Maintain documentation demonstrating that all requirements outlined in service rules have
been met when delivered;
b. Allow access to Ohio Department of Aging (ODA), AAA7, and other representatives with a
need to access the provider’s facility, policies, procedures, records and other documents
related to the provision of OAA Title III, Senior Community Services and Alzheimer’s Respite
c. Demonstrate compliance regarding background investigations of direct service workers;
d. Demonstrate that computers and software are year 2000 compliant.
7. Failure to meet any of the requirements of these conditions may lead to termination of the
AAA7 contract with the OAA Title III, Senior Community Services, or Alzheimer’s Respite service
AAA7 2011-2012 OAA Bid Packet, Appendix A 4
OLDER AMERICANS ACT
PROPOSAL EVALUATION CRITERIA BY SERVICE
County of Service:
Section I – Minimum Criteria
All seven (7) criteria in this section must be met in order for the application to receive further
consideration. Points will not be given for responses in this section.
The applicant has submitted a complete project proposal with all required exhibits AND
Responses are typed clearly.
One original (three-hole punched) and one copy (three-hole punched) has been submitted by
The applicant has used the Area Agency on Aging District 7, Inc. application forms, or exact
The application demonstrates the applicant will be able to comply with Area Agency on Aging
District 7, Inc. requirements for funding. The applicant explains all existing differences with Area
Agency on Aging District 7, Inc. requirements, and describes actions that will be taken to
address them if applicant is a recipient of an Area Agency on Aging District 7, Inc. award.
The applicant meets all requirements of the AAA7 Conditions of Participation and the Ohio
Administrative Code rules (section 173 and 174) pertaining to services provided with OAA Title
The applicant meets the submission deadline.
AAA7 2011-2012 OAA Bid Packet, Appendix A 5
Section II – Addressing Social and Economic Need (20 points maximum)
Number of Projected Clients who are:
MINORITY (see demographic descriptions in Appendix A)
10 points High (percentage of minority elderly to be served is at
or above the percentage of minority elders in the county)
5 points Low (percentage of minority elderly to be served is below
the percentage of minority elderly in the county)
0 points No minority elderly will be served
LOW INCOME (based on current HEAP income guidelines)
10 points High (percentage of low-income elderly to be served is at or
above the percentage of low-income elderly in the county
5 points Low (percentage of low-income elderly to be served is at or
below the percentage of low-income in the county
0 points No low-income elderly will be served
Section III – Rate for Services (10 points maximum)
10 points LESS than the AAA7 FY2010 average rate for service
5 points Plus one standard deviation, 0-10% higher than one
standard deviation, or 11-25% higher than one standard
deviation of the AAA7 FY2010 average rate for service
0 points More than 26% higher than one standard deviation of
the AAA7 FY2010 average rate for service
Section IV – Provider Ability to Cover Geographic Area (20 points maximum)
20 points Service extends to 100% of townships in the county
15 points Service extends to 50-99% of townships in the county
10 points Service extends to 25-49% of townships in the county
5 points Service extends to less than 5% of townships in the county
AAA7 2011-2012 OAA Bid Packet, Appendix A 6
Section V – Program Design (20 points maximum)
10 points The service descriptions adhere to service rules and clearly
explain how each service will be delivered by a sufficient
number of qualified staff.
10 points Applicant has internal system of Quality Assurance to monitor
compliance with the service rules.
Section VI – Matching Requirements (25 points maximum)
15 points Of the matching funds, 25% is in cash.
10 points Matching funds are over the required 15% match.
5 points Matching funds are at the 15% minimum.
Section VII – Current Provider Performance (25 points maximum)
15 points 91% or higher of FY2009 planned units delivered.
10 points 50%-90% of FY2009 planned units delivered.
0 points 49% or less of FY2009 planned units delivered.
10 points Most recent AAA7 OAA unit audit completed with no findings.
5 points Most recent AAA7 OAA unit audit completed requiring two
additional months reviewed.
0 points Most recent AAA7 OAA unit audit completed requiring review
of full year of service records.
AAA7 2011-2012 OAA Bid Packet, Appendix A 7
Section VIII – Performance Issues (maximum LOSS of 30 points)
(Applicant can lose 0-30 points in this section)
-5 points Agency earned less than 95% of program funds during
most recent contract period.
-10 points Agency maintained contract relationship with program/
fiscal finding requiring plan of correction and/or return
of funds to AAA7.
-15 points Applicant has had contracts with AAA7 terminated, or has
filed for bankruptcy in last five years.
Section IX – New Applicants (15 points maximum)
15 points Applicant is already certified by AAA7 as a current PASSPORT
provider, in good standing, of service for which they are
Applicant is a Medicare, Medicaid or JCAHO accredited home
health agency in good standing, OR
Applicant provides the service under a funding source other
than AAA7, Medicare, or Medicaid.
MAXIMUM POINTS AVAILABLE – CURRENT PROVIDER: 120
MAXIMUM POINTS AVAILABLE – NEW PROVIDER: 110
RANKING IS BASED ON PERCENTAGE (Points Received divided by Points Available)
AAA7 2011-2012 OAA Bid Packet, Appendix A 8
STANDARD DEVIATION TABLE
Area Agency on Aging District 7, Inc.
OAA Bid Proposals FY2011-2012
Transportation Personal Homemaker Adult Day Legal Congregate Home-
Care Service Counseling Meals Delivered
Average $1.48 $15.73 $9.23 $40.02 $41.43 $3.63 $4.41
Standard $0.52 $2.63 $5.56 $0.00 $28.19 $1.18 $1.07
Avg+Std $2.00 $18.36 $14.79 $40.02 $69.62 $4.81 $5.48
Avg+Std $2.20 $20.19 $16.27 $44.02 $76.58 $5.29 $6.03
Avg+Std $2.50 $22.94 $18.48 $50.03 $87.02 $6.01 $6.85
Avg+Std $3.00 $27.53 $22.18 $60.03 $104.42 $7.21 $8.22
AAA7 2011-2012 OAA Bid Packet, Appendix A 9
SERVICE CATEGORY DEFINITIONS AND CODES
CLUSTER 1 SERVICES
#1- Personal Care, Unit = 1 hour, Ohio Administration Code Rule 173-3-06.5
A service to assist a consumer to maintain and/or improve functional independence
with ADLs and IADLs through the provision of support and assistance with personal
hygiene, dressing, bathing, toileting, eating, and transferring in out and of bed. Personal
Care must be provided in the consumer’s home. Homemaker activities may be included.
Providers must adhere to ODA Rules in effect.
#2- Homemaker, Unit = 1 hour, Ohio Administration Code Rule 173-3-06.4
Homemaking services enable a consumer to achieve and/or maintain a clean, safe,
healthy environment. The activities may include dusting furniture, sweeping,
vacuuming, mopping floors, removing trash, washing the inside of windows that are
reachable from the floor, kitchen care (washing dishes, appliances, and counters),
bedroom and bathroom care (changing bed linens and emptying and cleaning bedside
commode), laundry care (folding, ironing, and putting the laundry away), performing an
errand outside of the presence of the consumer (i.e., picking up prescriptions), and
grocery shopping assistance. Homemaker services DO NOT include the provision of
chore or personal care services. Providers must adhere to ODA Rules in effect.
#4- Home-Delivered Meals, Unit = one NSIP-eligible meal, Ohio Administrative Code
This service provides one or more safe and nutritious meal in the home setting to an
eligible consumer, in order to sustain or improve the consumer’s health. Meals must
contain one-third of the Recommended Dietary Allowance (RDA); must be served to
persons age 60 or over and their spouses (regardless of age); and must be served by a
nutrition service provider which is under jurisdiction, control, management, and audit
authority of the State Unit on Aging (SUA) or the Area Agency on Aging (AAA). Providers
must adhere to ODA Rules in effect.
#5- Adult Day Service, Unit = 1 person/day, Ohio Administrative Code Rule 173-3-06.1
Adult Day Service (ADS) is a community-based program provided through an
individualized care plan to encourage optimal capacity for self-care, or maximizes
functional abilities by meeting the needs of a consumer who has functional or cognitive
impairments. Adult Day Service consists of a structured, comprehensive, continually
supervised component provided in a protective setting. Individuals who participate in
adult day service attend on a planned basis during specific hours. Services offered in
conjunction with adult day service typically include social and recreational activities,
training, counseling, meals, and services such as rehabilitation, medication assistance,
and home health aide services (for adult day health). A minimum of four (4) hours is
equivalent to one day; less than four (4) hours will be counted as one-half of a unit.
Providers must adhere to ODA Rules in effect.
AAA7 2011-2012 OAA Bid Packet, Appendix A 10
CLUSTER 2 SERVICES
#7- Congregate Meal, Unit = one NSIP-eligible meal, Ohio Administrative Code Rule 173.4
This service provides a nutritious, safe and appealing meal in a congregate (group)
setting which promotes socialization and participant choice. Each meal must contain
one-third of the Recommended Dietary Allowance (RDA); must be served to persons age
60 or over and their spouses (regardless of age); and must be served by a nutrition
service provider which is under the jurisdiction, control, management, and audit
authority of the State Unit of Aging (SUA) or the Area Agency on Aging (AAA). Providers
must adhere to ODA Rules in effect.
CLUSTER 3 SERVICES
#10- Transportation, Unit = one (1) one-way trip, Ohio Administrative Code Rule 173-3-06.6
This service transports a consumer from one place to another through the use of a
provider’s vehicle and driver. Examples of places to which the service may transport a
consumer are a medical office, congregate nutrition program site, grocery store, senior
center, or government office. This does not include any other activity. The miles
counted include all miles traveled to and from the provider’s home base and are
counted regardless of number of passengers on the vehicle. Providers must adhere to
ODA Rules in effect.
#11- Legal Assistance, Unit = 1 hour
This service is the provision of legal advice, counseling, and representation by an
attorney or other person acting under the supervision of an attorney. Providers must
adhere to ODA Rules in effect.
AAA7 2011-2012 OAA Bid Packet, Appendix A 11
(Explanation for Exhibits D-1 and E-1)
Caucasian/White – includes persons who indicate their race as ‘white’ or report themselves as
Canadian, German, Italian, Lebanese, Near Easterner, Arab or Polish.
African-American/Black – includes persons who indicate their race as ‘black’ or ‘negro’, or report
themselves as African-American, Afro-American, Black Puerto Rican, Jamaican, Nigerian, West Indian,
American Indian, Eskimo, or Aleut – includes persons who classifying themselves as such in one of the
specific race categories listed below:
American Indian – includes persons who indicate their race as ‘American Indian’, enter the
name of an Indian tribe, or identify themselves as Canadian Indian, French-American Indian, or
Eskimo – includes persons who indicate their race as ‘Eskimo’, or identifying themselves as
Arctic Slope, Inupiant, or Yurik.
Aleut – includes persons who indicate their race as ‘Aleut’, or identifying themselves as Alutiq,
Egegik, or Pribilovian.
Asian or Pacific Islander – includes persons who identify themselves as belonging to one of the Asian
or Pacific Islander groups. Also includes those who identify themselves as Thai, Nepali, or Tongan. A
more detailed listing of the groups comprising the Asian or Pacific Islander population is presented
Asian – includes ‘Chinese’, ‘Filipino’, ‘Japanese’, ‘Asian Indian’, ‘Korean’, ‘Vietnamese’, and
Chinese – includes persons who indicate their race as ‘Chinese’, or who identify
themselves as Cantonese, Tibetan, or Chinese American. In standard census reports,
persons who report as ‘Taiwanese’ or ‘Formosan’ are included with Chinese.
Filipino – includes persons who indicate their race as ‘Filipino’ or identify themselves as
Philipino, Philipine, or Filipino American.
Japanese – includes persons who indicate their race as ‘Japanese’ and persons who
identify themselves as Nipponese or Japanese American.
Asian Indian – includes persons who indicate their race as ‘Asian Indian’ and persons
who identify themselves as Bengalese, Bharat, Dravidian, East Indian, or Goanese.
AAA7 2011-2012 OAA Bid Packet, Appendix A 12
Korean – includes persons who indicate their race as ‘Korean’ and persons who identify
themselves as Korean American.
Vietnamese – includes persons who indicate their race as ‘Vietnamese’ and persons who
identify themselves as Vietnamese American.
Cambodian – includes persons who identify themselves as Cambodian.
Hmong – includes persons who identify themselves as Hmong, Laohmong, or Mong.
Laotian – includes persons who identify themselves as Laotian.
Thai – includes persons who identify themselves as Thai or Siamese.
Other Asian – includes persons who identify themselves as Bangladeshi, Burmese,
Indonesian, Pakistani, Sri Lankan, Amerasian, or Eurasian.
Pacific Islander – includes persons who identify their race as ‘Pacific Islander’ by classifying
themselves into one of the following race categories or identifying themselves as one of the
Pacific Islander cultural groups of Polynesian, Micronesian, or Melanesian.
Hawaiian – includes persons who indicate their race as ‘Hawaiian’ or who identify
themselves as American Samoan or Western Samoan.
Samoan – includes persons who indicate their race as ‘Guamanian’, or persons who
identify themselves as Chamarro or Guam.
Other Pacific Islander – includes persons who identify themselves as Tahitian, Northern
Mariana Islander, Palauan, Fijan, or a cultural group such as Polynesian, Micronesian, or
Other Race – includes all other persons not included in the ‘Caucasian/White’, ‘African-
American/Black’, ‘American Indian, Eskimo, or Aleut’, and the ‘Asian or Pacific Islander’ race categories
AAA7 2011-2012 OAA Bid Packet, Appendix A 13
(Explanation for Exhibit E-1)
Low Income: defined as those persons age 60 and over whose annual income is at or below 100% of
the poverty level as established by the Office of Management and Budget in Washington, DC.
Minority: individuals defined on the Census Description (pages 10-11 of this Exhibit) in all categories
Low-Income Minority: defined as any client who meets both of the above characteristics.
Rural: A rural area refers to any area which is not part of a Standard Metropolitan Statistical Area
(SMSA), and therefore, includes rural farm, rural non-farm, and towns and cities up to 50,000 in
population. NOTE: All areas of all ten counties of Area Agency on Aging District 7, Inc.’s region are
considered rural. (Documentation of the urbanized area and extended city criteria is available from the
Chief, Geography Division, US Bureau of the Census, Washington, DC 20233.)
Handicapped: defined as a person who has at least one of the following observable disabilities which
would restrict participation in a service without special aids or facilities made available by the service
4) Legally Blind
5) Alcoholism/Drug Dependence
7) Any other physical or mental disability that would present the participant from
fulfilling a major life task (i.e., eating, dressing, bathing, etc.)
AAA7 2011-2012 OAA Bid Packet, Appendix A 14
GOVERNING BOARD DEFINITIONS
(Explanation for Exhibit D-1)
NOTE: These Board demographics are NOT mutually exclusive. A member can be counted in more than
60+: The Board Member is age 60 or over
Participant: The Board Member participates in the activities and/or services provided by the agency
Community Leader: The Board Member is active in the business and/or professional and/or political
and/or service community
Minority: The Board Member is a member of a census group, as defined by the Census Description
(page 10-11 of this Exhibit) in all categories except Caucasian/White.
AAA7 2011-2012 OAA Bid Packet, Appendix A 15