Request for Applications 2026 – Aging Services Alamo and Bexar AAA Contracted Supportive Services for FY26 – FY30

Location:	Texas
Posted:	Oct 15, 2025
Due:	Jan 15, 2026
Agency:	Alamo Area Council of Governments
Type of Government:	State & Local
Category:	G - Social Services
Solicitation No:	RFA-25-60-AAA-CONTRACTED SUPPORTIVE SERVICES
Publication URL:	To access bid details, please log in.

RFA-25-60-AAA-CONTRACTED SUPPORTIVE SERVICES

Request for Proposals

Proposals Due : January 15, 2026

Questions Due : January 15, 2026

Revised 7_17_25 FFY2026 Uniform Rate Negotiation Budget Workbook.xlsm

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RFA-25-60-AAA-CONTRACTED SUPPORTIVE SERVICES

Request for Applications 2026 – Aging Services

Alamo and Bexar AAA Contracted Supportive Services for FY26 – FY30

Procurement Department

2700 NE Loop 410, Suite 101

San Antonio, TX 78217

Voice (210) 362-5200

Fax (210) 225-5937

RFA Release Date:

Application Response Deadline:

Date of Potential Awards:

1st Round: Application Deadline:

Contract Award:

2nd Round: Application Deadline

Contract Award:

3rd Round: Application Deadline

Contract Award:

July 14, 2025 @ 10:00 AM

July 31, 2026 @ 4:00 PM

July 31, 2025

October 1, 2025

January 15, 2026

March 1, 2025

June 5, 2026

August 1, 2026

RFA links:

https://aacog.gov/procurement

https://www.txsmartbuy.gov/esbd/RFA-25-60-AAA

NOTICE: Prospective proposers who have received this document from a source other than AACOG should

immediately contact AACOG and provide their name, company, and email address in order that an addendum

to the RFA or other communication can be delivered. Any prospective proposer who fails to provide the

agency with this information assumes complete responsibility for complete submission requirements.

RFA-25-60-AAA-CONTRACTED SUPPORTIVE SERVICES

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TABLE OF CONTENTS

PART 1.0 – SCOPE OF REQUEST

1.1 - Purpose of Request for Applications (RFA) ................................................. 3

1.2 - Background Information.......................................................................................... 3

1.3 - Statement of Work ................................................................................................... 3

1.4 - Service Plan ............................................................................................................. 4

1.5 – Contractor Requirements ........................................................................................ 4

1.6 – Planning Service Area............................................................................................. 5

1.7 – Project Budget ........................................................................................................ 5

1.8 – Authority................................................................................................................. 6

1.9 – Procurement Standard............................................................................................. 6

PART 2.0 - SUBMISSION INFORMATION

2.1 - Response Deadline................................................................................................... 6

2.2 - Procurement Schedule ............................................................................................. 6

2.3 - Technical Assistance................................................................................................ 7

2.4 - Availability of Request for Applications ................................................................. 7

2.5 - Proprietary Information & Texas Public Information Act ....................................... 8

PART 3.0–GENERAL INFORMATION & ADMINISTRATIVE REQUIREMENTS

3.1 - Eligible Providers .................................................................................................... 8

3.2 - Contract Information ............................................................................................... 8

3.3 - Governing Provisions and Limitations .................................................................... 9

3.4 - Administrative Requirement and Limitations ........................................................ 10

PART 4.0 – APPLICATION REVIEW AND SELECTION PROCESS .....................................11

4.1 - Evaluation Process................................................................................................. 11

4.2 - Evaluation Criteria.................................................................................................. 11

4.3 - Evaluation Outcomes............................................................................................. 11

4.4 - Procurement Dispute Resolution ........................................................................... 11

PART 5.0 – APPLICATION RESPONSE REQUIREMENTS .....................................................12

5.1 - Application Format and Number of Applications .................................................. 12

5.2 - Application Validity Period .................................................................................... 12

5.3 - Page Limitation...................................................................................................... 12

5.4 - Order of Application Contents............................................................................... 12

PART 6.0 – APPLICATION RESPONSE FORMS .....................................................................................................13

6.1 – Application Title Page...........................................................................................13

6.2 – Certification Sheet.................................................................................................13

6.3 – Acknowledgement Form ....................................................................................... 13

6.4 – Conflict of Interest Questionnaire ......................................................................... 13

6.5 – Certification Related to Debarment, Suspension .................................................. 13

6.6 – Non-Discrimination Certification..........................................................................13

6.7 – Certification Regarding Lobbying.........................................................................13

6.8 – Request to be Added to Bidder/Vendor List ......................................................... 13

6.9 – APPENDIX B Aging Contractor Application Narrative ............................... Page 2

ATTACHMENTS:

Appendix A – General Scope of Work

Appendix B – AGING CONTRACTOR APPLICATION CHECKLIST & SERVICE DEFINITIONS

Appendix C – Subcontractor Agreement Form

RFA links:

https://aacog.gov/procurement

https://www.txsmartbuy.gov/esbd/RFA-25-60-AAA

RFA-25-60-AAA-CONTRACTED SUPPORTIVE SERVICES

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PART 1.0 – SCOPE OF REQUEST

1.1 PURPOSE OF REQUEST FOR APPLICATIONS (RFA)

The Alamo Area Council of Governments’ (AACOG) Alamo and Bexar Area Agency on Aging

(Alamo and Bexar AAA) provides services to people 60 years of age or older, their family

members, and their caregivers, which enables them to receive the information and assistance they

need in locating and accessing community services. The purpose of this RFA is to identify eligible

contractors through qualification to provide the various services authorized under Title III of the

Older Americans Act of 1965, as amended, and in accordance with the approved Alamo Area

Agency on Aging Area Plan.

1.2 BACKGROUND INFORMATION

A. The Alamo Area Council of Governments (AACOG)

AACOG is a voluntary association of municipal and county governments and special districts

located in Bexar County and the surrounding twelve counties. Defined as a political subdivision of

the State of Texas, the Alamo Area Council of Governments (AACOG) was established in 1967

under Chapter 391 of the Local Government Code as a voluntary association of local governments

and organizations that serves its members through planning, information, and coordination

activities. AACOG serves the Alamo Area/State Planning Region 18, which covers 13 counties and

12,582 square miles. Comprising the area planning region are Atascosa, Bandera, Bexar, Comal,

Frio, Gillespie, Guadalupe, Karnes, Kendall, Kerr, Medina, McMullen, and Wilson counties.

B. Funding Sources

AACOG is designated as the Area Agency on Aging (AAA) under contract with the Texas Health

and Human Commission and this RFA funding authority is from the Older Americans Act of 1965

(OAA) as amended, and its regulations; Health and Human Services (HHS) regulations on

Administration of Grants; 45 CFR 74; 45 CFR 92; 45 CFR 1321; 45 CFR 91; the Uniforms Grant

Management Standards (UGMS); all applicable HHSC and AAA rules as published in the Texas

Administrative Code (TAC), Title 26, Chapter 213, Subchapter A through D; and all state and local

laws as pertains to this contract and its attachments. AACOG expects to award multiple contracts

for services in the AACOG region.

C. Target Population

Contractor must, in accordance with Section 306((a)(4)(B)(i) and (a)(6)(G)) of the Older Americans

Act of 1965 (OAA) and its subsequent amendments, and as addressed in the approved Area Plan,

assure HHSC that it will use outreach efforts to identify persons who are eligible for assistance

under this Contract, with special emphasis on:

1. Older persons residing in rural areas

2. Older persons with greatest economic need

3. Older persons who have the greatest social need

4. Older persons with severe disabilities

5. Older persons with limited English-speaking ability.

6. Older persons with Alzheimer’s disease or related disorders and with neurological or

organic brain dysfunction.

7. Older persons at-risk of institutional placement.

1.3 STATEMENT OF WORK

General Scope of Work is detailed in Appendix A

RFA-25-60-AAA-CONTRACTED SUPPORTIVE SERVICES

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1.4 SERVICE PLAN

A. AACOG is designated as the AAA under contract with the Texas Health and Human Services

Commission (HHSC). The authority on which this contract is based derives from the OAA, as

amended, and its regulations.

B. Congress appropriates funds to implement the OAA and apportions those funds to the states. Within

Texas, HHSC then allocates the apportioned funds to the AAAs for administration at the local level.

HHSC awards these funds based on statistical factors such as population aged 60+ living in rural

areas, and income levels of population aged 60+ in each of the Planning Service Areas (PSAs). The

PSA for Alamo AAA includes twelve Alamo Counties (Atascosa, Bandera, Comal, Frio, Gillespie,

Guadalupe, Karnes, Kendall, Kerr, Medina, McMullen, and Wilson counties) and Bexar AAA

includes Bexar County.

C. Alamo and Bexar AAA then allocate funds to prioritized programs within the PSA based upon an

Area Plan approved by HHSC. The Area Plan identifies prioritized older adults’ services. Alamo

and Bexar AAA finally award a significant portion of funding for those priority services to qualified

sub-recipients who then furnish services on behalf of Alamo and Bexar AAA.

D. Alamo and Bexar AAA are seeking qualified Contractors to furnish and provide aging supportive

services for Older Adults.

E. The Alamo and Bexar AAA reserves the right to modify the scope of services, including the

addition of future delivery sites and the adjustment of service units, to address evolving program

needs and priorities.

F. The Contractor shall be responsible for supplying all labor, materials and equipment necessary for

the proper execution and completion of the work, and shall perform all services, as stated in the

scope of work or reasonably implied there from and in accordance with contract documents.

G. The Contractor shall provide full-time supervision and properly skilled staff to perform the work

required under this bid invitation. Unless specified to the contrary, all materials used shall be new

and of the best kind and grades specified and all workmanship shall be up to the best recognized

standards known to the various trades.

H. AACOG reserves the right to terminate or modify this contract at its sole discretion if federal

funding supporting the Alamo and Bexar AAA program is withdrawn from its funding source(s).

1.5 CONTRACTOR REQUIREMENTS

A. The contractor must recognize the special needs and concerns of low-income, elderly and

handicapped clients and must ensure that clients are always treated respectfully and professionally.

The contractors’ staff must always conduct themselves in a professional manner.

B. The work must be completed in a timely and expeditious manner. The contractor is expected to

provide ongoing progress reports to Alamo and Bexar AAA indicating work schedule and work

status. The contractor (work crew supervisor) is responsible for advising Alamo and Bexar AAA of

any recommended changes; however, no changes will be authorized or paid for by AACOG without

Alamo and Bexar AAA’s prior written approval.

C. In the event of termination or modification, AACOG shall have no obligation to compensate the

contractor for any services delivered after the effective date of termination or modification.

RFA-25-60-AAA-CONTRACTED SUPPORTIVE SERVICES

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D. The contractor and its subcontractors are considered independent contractors and shall indemnify

and hold harmless AACOG, AACOG staff, and AACOG clients from all claims arising out of work

performed.

E. The Federal Privacy Act of 1974 and related state law and regulation regulate the proper disclosure

of individually identifiable information and/or records. Contractors must take special precautions

to protect confidential information from loss, authorized use, access, disclosure, modification and

destruction.

F. Performance of this RFA and all work or obligations covered by and arising out of this RFA shall

be at the risk of Contractor exclusively. To the fullest extent permitted by law, Contractor shall,

with respect to all work or obligations covered by or arising out of the this RFA, or the performance

thereof, indemnify, hold harmless and defend AACOG and each of its officers, partners, joint

venture partners, representatives and/or employees from and against any and all allegations, losses,

claims, actions, demands, damages, liabilities, or expenses (including costs, expenses and

attorney’s fees), arising directly or indirectly from this RFA, or the performance thereof.

G. Contractor is responsible for any job-related illness or injury to workers in their employment and/or

clients and shall indemnify and hold harmless AACOG personnel and AACOG clients in the event

an on-the-job illness or injury occurs.

H. CFR 41 Part 60-3/4/20/50 – Obligations of Contractors and Subcontractors

These regulations prohibit discrimination against qualified individuals based on their status as

protected veterans or individuals with disabilities and prohibit discrimination against all individuals

based on their race, color, religion, sex, or national origin. Moreover, these regulations require that

covered prime contractors and subcontractors take affirmative action to employ and advance in

employment qualified protected veterans, qualified individuals with disabilities and all individuals

without regard to race, color, religion, sex, or national origin.

1.6 PLANNING SERVICE AREA

The Service Area, by funding for this RFA: Atascosa, Bandera, Bexar, Comal, Frio, Gillespie,

Guadalupe, Karnes, Kendall, Kerr, McMullen, and Wilson counties.

1.7 PROJECT BUDGET

A. The proposers planned budget must reflect all operating expenses to be incurred in the performance

of this Application and the level of Federal or State funding requested to support the planned

expenditures.

a. The estimated funds available for the priority projects in the services listed in Appendix A –

General Scope of Work are dependent of available funding awarded to the Alamo and Bexar

AAA from their funding source(s) during each grant year.

B. Proposers must have sufficient financial resources to operate on a reimbursement basis. A three (3)

month cash flow is recommended.

C. The Alamo and Bexar Area Agencies on Aging require all Nutrition and Transportation providers

to submit an application. For Nutrition applicants only, please also submit your most recently filed

IRS Form 990 with your application.

RFA-25-60-AAA-CONTRACTED SUPPORTIVE SERVICES

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Request for Applications 2026 – Aging Services Alamo and Bexar AAA Contracted Supportive Services for FY26 – FY30

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