SFY 2020-2022 RFP Proposers Conference Alpine AAA
Overview Covered Today ● Services ○ Compliance ○ Assessments ○ Data System ○ Funding ○ Unit Rate ○ Quiet Period ○ RFP Questions ○ Contract Amounts ○
Where to find info: www.alpineaaa.org ● For Providers / RFP Guide ● RFP Timeline ○ RFP Scoring Matrix ○ RFP Questions & Answers - for Quiet Period ○ Complete & Submit Proposal: https://nwccog.oaa-sys.com/rfp/public/ ● P&P Manual: ● https://alpineaaa.org/wp-content/uploads/2019/10/POLICY-AND-PROCEDU RE-MANUAL-8-12-19.pdf
Quiet Period We will answer questions, but they must be submitted via email and we will respond to the questions via an updated pdf document on the Alpine AAA website. www.alpineaaa.org
Basics: Assessments We need an assessment for all registered services. Registered services include: Case Management ● Material Aid Food & Reassurance ● Congregate Meals ● Home Delivered Meals ● Caregiver Services (Support Group) ● Nutrition Counseling ● Transportation ●
Basics: Assessments Assessment forms are created and mandated by the State Unit on Aging Assessment forms are updated every year after the new Federal Poverty Guidelines are released Expect new assessment forms every February or March Assessments available in Spanish & English Assessments available on www.alpineaaa.org Please check to ensure you are using the most up-to-date assessment form
Basics: Re-assessments We need a 6 month re-assessment for the following services: Case Management ● Home Delivered Meals ● Nutrition Counseling ● Note: Six month reassessments occur July-Dec and Jan-June. If a client is not currently receiving services, a reassessment is not required until the client starts receiving the services again.
Basics: Database Providers are responsible for entering data, units, assessments, rosters, etc into PeerPlace
Basics: Background Checks CBI Background Check : All employees and volunteers with one-on-one contact must have a Colorado Bureau of Investigations (CBI) background check. CAPS Background Check : Providers will develop their own policy to identify which employees provide direct care to an at-risk adult. Providers must request the CAPS check prior to hiring a new employee ● Providers shall obtain written authorization from the prospective ● employee A CAPS background check does not take the place of the required CBI ● background check Volunteers shall not be required to have a CAPS check ●
Basics: Required Paperwork/ Documentation Complaint & Grievance Information Complaint Log (even if empty) Waiting List Log (even if empty) & Policy Donation Letter/Information Annual Satisfaction Survey
Basics: Required Insurance Commercial General Liability ● $1M each occurence ○ $1M general aggregate ○ $1M products & completed operations aggregate ○ $50,000 any one fire ○ Workers Comp ● Not required if you are a sole proprietor with no employees ○ Automobile Liability ● $1M, unless waived by the state ○ Privacy Liability/Cyber Risk Insurance ● $1M ○ Professional Liability Insurance (RD Only) ● $1M ○
Basics: Monthly Reports All consumer information and units are due in PeerPlace no later than COB on the 15th of each month for the previous month’s data Reimbursement request is due at the same time For example: July’s reimbursement request and data must be submitted by 5pm no later than August 15th.
Basics: Compliance Every month, a monthly compliance process includes: Menu Analysis - compare menu/menu analysis Assessments Consumers who received services that month are checked to make sure current 30 Days to update assessment and enter into PeerPlace before reimbursement request is held Clients checked for 60+ eligibility or other eligibility requirements (example: HDM) Reimbursement Request - Compare units from request with units in PeerPlace Providers are notified immediately of errors that need to be corrected and given a deadline to correct. Errors must be corrected before reimbursement request is processed.
Basics: Annual Evaluations Alpine AAA The Alpine AAA will conduct an on-site evaluation every year State Unit on Aging The SUA will conduct an evaluation every year. It may change from on-site to a desk evaluation every other year There may be additional evaluations/audits dictated by the federal or state government
Nutrition Education ● Nutrition: Annual presentation per year / per meal ○ site - doesn’t have to be in person Registered Dietitian Quarterly HDM Education (webinar? ○ Conference call?) Evidence Informed ○ Outcomes ○ Monthly education approval (current) ○ Must meet RD Standards 1 Unit = 1 Contact ○ Not registered ○ Nutrition Counseling ● 1 Unit = 1 Contact ○ Registered ○ Nutrition Consultation ● Menu Analysis & Substitutions ○ Not registered ○ No units ○
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