46036 - RFP SSAU-2025-002 Aging Services
Funding Opportunity Details
Social Services Administration Unit
Pre Application Deadline: Apr 17, 2025 3:01 PM
Final Application Deadline: May 1, 2025 3:01 PM
Status Posted
Posted Date Apr 3, 2025 5:48 PM
Award Amount RangeNot Applicable
Project Dates 10/01/2025 - 09/30/2026
Award Announcement Date
Categorical Area
Recurring Opportunity No
Program Officer Helen Howell
Phone 5129725000 x
Description
RFP SSAU-2025-002 Aging Services
The City of Austin (City) seeks proposals in response to this Request for Proposals (RFP) from qualified nonprofit organizations or quasi-governmental entities (Offerors) with demonstrated experience in providing mental, physical, and social health services to older adults (ages 65 and older) residing in Austin/Travis County.
Competition Website: https://www.austintexas.gov/article/rfp-ssau-2025-002-aging-services
RFP Information
Date Issued: Thursday, April 3, 2025 Intent to Apply Due Date: Thursday, April 17, 2025 3 PM CST Proposal Due Date: Thursday, May 1, 2025 3 PM CST Anticipated start date of contracts: Wednesday, October 1, 2025 Questions regarding the RFP are due on or before: Thursday, April 24, 2025 3 PM CST Technical assistance requests regarding submission of the RFP in PartnerGrants are due on or before: Wednesday, April 30, 2025 3 PM CST Questions must be submitted in writing to the Authorized Contact Person or through PartnerGrants Authorized Contact Person:
Name: Helen Howell
Title: Social Services Funding Specialist Senior
Questions and Answers will be available: In PartnerGrants and here
Optional Pre-Bid Meeting Date(s) and Time(s): Pre-bid meeting: Tuesday, April 8, 2025 at 10 AM
Office Hours: Thursday, April 10, 2025 at 2 PM
APH only accepts proposals through the PartnerGrants database. No paper copies will be accepted.
Interested Offerors must do the following:
Offerors Initial Steps: Registration:
- Confirm that your organization is a registered vendor with the City of Austinl
- To find the City of Austin Vendor Number please visit Austin Finance Online. And search for the organization’s legal name.
- To register to become a potential City of Austin vendor, go to Austin Finance Online. to register or email VendorReg@austintexas.gov
- Be a registered user in the PartnerGrants database. The proposals will be submitted through this web-based system.
- To register, visit the PartnerGrants website and click on “Register Here.” Note that the organization’s City of Austin Vendor number is required to complete registration in PartnerGrants.
- Registration is typically approved within 2 business days. Please plan ahead when registering so that you're able to meet solicitation due dates.
Offerors Initial Steps: Pre-Application
- Complete an Annual Agency Threshold Application in the PartnerGrants database.
- This form must be submitted once per 12 months and remains valid for all competitions closing within that time period. The threshold application will be reviewed by APH staff and the offeror will be notified once approved. Offerors should note the submission date for future use
- Once logged into PartnerGrants, click on “Opportunity” and then opportunity title “Annual Agency Threshold Application-Applicants for Funding Start Here” to complete a new threshold application.
- Complete a separate Intent to Apply form for each proposal the offeror plans to submit by the due date identified in Form 1 – Offer Sheet.
Once logged into PartnerGrants, click on “Opportunity,” then opportunity title “RFP SSAU-2025-002 Aging Services” and click “Start New Application” to complete an Intent to Apply form. The Intent to Apply form includes a Threshold Certification verifying completion of Step 1 above – state the date the Threshold was submitted.
| Description | File Name | Type | Size | Upload Date |
|---|---|---|---|---|
| Exhibit A- RFP Application Threshold Checklist RFP SSAU-2025-002 Aging Services - 4/14 edit to tax info | A- RFP Application Threshold Checklist RFP SSAU-2025-002 Aging Services..pdf | 239 KB | 04/14/2025 08:38 AM | |
| Exhibit B - Standard Solicitation Provisions and Instructions RFP SSAU-2025-001 Repro Healthcare Logistics | B- Standard Solicitation Provisions and Instructions RFP SSAU-2025-001 Repro Healthcare Logistics.pdf | 840 KB | 03/31/2025 02:27 PM | |
| Exhibit C - RFP 2025-002 Aging Services Scope of Work. 4/8 edit to funding information (page 1) | C - RFP 2025-002 Aging Services Scope of Work - Final..pdf | 557 KB | 04/08/2025 04:05 PM | |
| Exhibit D - Client Eligibility Requirements SSAU-2025-002 Aging Services | D - Client Eligibility Requirements SSAU-2025-002 Aging Services.pdf | 209 KB | 03/31/2025 02:28 PM | |
| Exhibit E- Social Services Agreement Boiler and Exhibits | E- Social Services Agreement Boiler and Exhibits.pdf | 635 KB | 03/31/2025 02:29 PM | |
| Exhibit F - Applying for APH-Funded Opportunity PartnerGrants Instructions with Threshold_ | F - Applying for APH-Funded Opportunity PartnerGrants Instructions with Threshold_.pdf | 1 MB | 04/03/2025 01:24 PM | |
| Form 1 - Offer Sheet RFP SSAU 2025-002 Aging Services | 1 - Offer Sheet RFP SSAU 2025-002 Aging Services.pdf | 190 KB | 03/31/2025 02:25 PM | |
| Form 2 - Proposal RFP SSAU-2025-002 Aging Services | 2 - Proposal RFP SSAU-2025-002 Aging Services.docx | docx | 163 KB | 03/31/2025 02:26 PM |
| Form 3 - Budget and Narrative RFP SSAU-2025-002 Aging Services | 3 - Budget and Narrative RFP SSAU-2025-002 Aging Services.xlsm | xlsm | 34 KB | 03/31/2025 02:26 PM |
| Form 4 - COA RFP Certifications and Disclosures | 4- COA RFP Certifications and Disclosures.pdf | 355 KB | 03/31/2025 02:29 PM |
| Submitted Date | Question | Answer |
|---|---|---|
| Apr 14, 2025 12:57 PM | Is the award amount per year for 5 years or total over the 5 years? For example, if awarded $150,000 is the full amount for 5 years $750,000 or $30,000/year? | The award amount is for each year, for a period of 5 years. For example, if awarded $150,000, the full contract amount for 5 years would be $750,000. Offerors will submit Proposal and Budget information for 12 months for this RFP. Funding for the remaining years of the agreement is contingent upon available funding in future City budgets. |
| Apr 14, 2025 12:58 PM | Do the ineligible services “dedicated exclusively to people in permanent supportive housing” only apply to HUD defined Permanent Supportive Housing (PSH)? Or does that apply to other types of supportive housing? | Any program offering services exclusively to the unhoused or housing for the formerly unhoused is ineligible for this funding (Scope of Work page 3). Programs servicing clients in assisted living centers are eligible for this funding. |
| Apr 14, 2025 12:58 PM | Is there a limit to how many proposals an organization can submit? Is there a limit to how many awards an organization may receive? | There is no limit to the proposals for separate programs that agencies can submit. Offerors should submit one proposal for each separate program. Offerors may submit one proposal for multi-pronged programs. There is no limit to the number of awards an organization may receive. |
| Apr 14, 2025 12:58 PM | Would providing legal services to acquire public benefits be a good project? | Yes, such services could align with the Scope of Work for this RFP. |
| Apr 14, 2025 12:59 PM | Can we provide multiple services or should we focus on one of the eligible services? | Offerors can propose multiple services. Please be aware that those listed within the Scope of Work were identified as priorities within the Age Friendly Austin Action Plan, and the Office of the City Auditor 2022 audit report. |
| Apr 14, 2025 12:59 PM | Are we able to use this funding to serve clients ages 55+? | Clients ages 65 years or older are a priority population for this funding, which offerors should reflect in their performance measures in their Proposal. If offerors want to propose services to clients ages 55-64, they can describe this in other relevant Proposal answers. |
| Apr 14, 2025 1:01 PM | If your program serves people under 65, can you still apply and use these funds for the population that is 65 and over? | Funding awarded through this RFP must be used for clients ages 65 and older. If a program also serves younger clients, other funding sources must be used for those clients. |
| Apr 14, 2025 1:01 PM | Can you print out the applications before entering responses for submission? | Yes, all RFP documents are printable for your reference. However, APH only accepts application packages through PartnerGrants. |
| Apr 14, 2025 1:02 PM | Is there a limit on how much funding can be used for staffing? | Budget requests for staffing are relative to the types of programming proposed. APH does not set a limit for staffing budgets. |
| Apr 14, 2025 1:02 PM | Are Indirect Costs allowable, and if so at what rate? | APH social services funding cannot be used for indirect costs |
| Apr 14, 2025 1:02 PM | What are considered indirect costs? | Indirect costs are expenses that cannot be directly linked to the proposed program or service. Instead, they support the overall operations of an organization. |
| Apr 14, 2025 1:03 PM | Must all 3 of these criteria apply to all clients in the program: 65 years or older, reside in Travis County, and income at or below 250% of the FPL? | Yes, clients must meet each of these 3 criteria. For further details, see Exhibit D - APH Client Eligibility Requirements |
| Apr 14, 2025 1:03 PM | Could you please define “unduplicated” and “duplicated” as it pertains to this funding opportunity? | In the Scope of Work section VIII., the required output of “unduplicated individuals served in a 12-month period” indicates that each client will only be counted once for that output throughout the 12 months. For example, if a client receives both immunization access and food access from your program within 12 months, they’d still only be counted once in this output, rather than twice. However, if your program also reports on additional supplemental outputs, such as “number of clients receiving food access,” and “number of clients receiving immunizations,” a client who accesses both services could be counted once per 12 months for each of those supplemental outputs, while still only being counted once in the main required output. |
| Apr 14, 2025 1:04 PM | Could we request admin and de minimums at 20%? | Austin Public Health social services funding cannot be used for indirect costs/admin de minimis, please see RFP Exhibit E – Social Services Agreement Boiler and Exhibits, Exhibit B.3 Social Services Compensation Terms, Section 10.3 (page 28 of the PDF). |
| Apr 14, 2025 1:04 PM | Could you define what is meant by Immunization Access and what does that include? | The Scope of Work section VI states that Immunizations clinics, including mobile clinics, are services solicited for this funding. Programs that administer vaccines to adults ages 65+ are eligible. The Commission on Aging FY 25 Budget Recommendation, cited in the Scope of Work, specifically highlighted the need for shingles and flu vaccines. |
| Apr 14, 2025 1:04 PM | What budget line item would include food delivery costs? | Food delivery costs could go under General Operations as a program expense in your Budget and Narrative. If you have a very specific cost per client for food delivery, you could instead list it under Direct Client Assistance. |
| Apr 14, 2025 1:05 PM | Do the screenshots of the intent to apply included in the instructions capture all the required components? | The screenshots in Exhibit F - Applying for APH-Funded Opportunity in Partnergrants Instructions (pp 5-8) reflect the full content and each step of the Intent to Apply. The Pre-Bid slides (pp 37-39) also list a text preview of the Intent content and steps. |
| Apr 15, 2025 4:07 PM | Can you offer more details on the impact the monitoring report has on the application overall. I am curious to know if findings in a monitoring report play a role in your final decision for selecting awardees. | An agency’s Threshold Application will be accepted if the agency meets all criteria in Exhibit A: RFP Application Threshold Checklist, completes all components of the Threshold Application, and makes any corrections to the Threshold as directed by APH. APH reserves the right to decline an agency’s Threshold Applications in rare circumstances. Having monitoring reports without findings is not a current criterion for Threshold approval or denial, and monitoring reports uploaded to Thresholds do not affect the Proposal score. |