Adult Daycare and Alzheimer's Day Care

REQUEST FOR PROPOSALS
FOR
SENIOR SERVICES PROGRAMS
RFP PSA26 -261743
Older Americans Act
Support Services - Title III-B
Rachael Dillman Parsons, Director Date of Release: April 8, 2026
Area Agency on Aging of Lake and Mendocino Counties - PSA 26

SECTION A - OVERVIEW: PSA26 AAA REQUEST FOR PROPOSALS (RFP)
FY2026-2027
The Older Americans Act (OAA) was enacted by Congress in 1965. This Act, and its
subsequent amendments, has the goal of maintaining or improving the physical, social and
psychological well-being of persons aged sixty and older. This goal is partially carried out by
the allocation of Title III-B funds for Supportive Services. These Federal funds are allocated to
states and, subsequently, to local Planning and Service Areas (PSA) who in turn may award
contracts for service delivery to community organizations. These Federal funds are allocated to
states and, subsequently, to local Planning and Service Areas (PSA) who in turn may award
contracts for service delivery to community organizations.
The Area Agency on Aging is the designated agency for planning and service area 26
(PSA26), Lake and Mendocino Counties. The mission of PSA26 AAA is to:
* Provide leadership and advocacy in addressing issues that relate to older residents
of Lake and Mendocino Counties;
* Develop community-based systems of care that provide services which support
independence and dignity;
* Protect the quality of life and prevent abuse of older persons and persons with
functional impairments; and
* Promote citizen involvement and participation.
PSA26 AAA is seeking proposals from interested and qualified organizations and firms to
administer Senior Services Programs throughout the Counties of Lake and Mendocino
beginning July 1, 2026. Proposals are being solicited for Title III-B (Supportive Services)
Alzheimer's or Adult Daycare Programs. PSA26 AAA may, but is not obligated to, extend
contract(s) for up to three additional one-year periods contingent on the availability of funds
and Contractor performance.
Anticipated funding for the Title III-B Supportive Services programs included in this Request for
Proposal for Fiscal Year 2026-2027 will be based on the PSA26 AAA allocation from the
California Department of Aging. The number of contracts and amounts awarded will be
determined by the quality of the applications received.
Below are the minimum service categories for which PSA26 AAA is seeking proposals.
Applicants are encouraged to include in proposals the provision of as many services as they
are qualified and capable to provide. For Title III-B, Supportive Services, the list includes
services that PSA26 AAA has determined to be priority services based on the assessed needs
of the PSA.
It is the goal of PSA26 AAA to maintain or exceed the current level of services. The table
below summarizes PSA26 AAA's service unit goals for fiscal year 2026-2027 as provided in
the Area Plan.
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AAA Service Categories Service Unit Service Unit Goals 26/27
Support Services (Title III-B)
Alzheimer's Day Care Services 1 Day 144
Adult Day Program 1 hour 300
The California Department of Aging (CDA) Service Categories and Data Dictionary contains a
complete list of all Service Categories, Unit Measures and definitions of eligible activities.
Proposers are encouraged to refer to this Dictionary when developing proposals.
CDA Service Categories and Data Dictionary
Applicants can also find additional information about Senior Services Programs:
https://www.aging.ca.gov/Programs_and_Services/
Eligible Applicants: The applicant organization must be a 501(c) (3) non-profit corporation or
government agency.
Other for-profit agencies or business can apply as well. All potential contracts with for-profit
businesses must be approved by the State of California Department of Aging.
Individual providers (sole proprietors) will only be considered for the Legal Assistance, Disease
Prevention & Health Promotion, and Dietician Services contracts.
Applicants are expected to possess a minimum of two years' experience in the services for
which they apply for under the RFP.
Letter of Intent: A letter of intent is required of all vendors who intend on submitting a bid in
response to this RFP. The letter of intent is due to PSA26 AAA by April 20, 2026. If a letter of
intent is not submitted by the required deadline the bid/proposal will not be accepted.
Vendor's Conference: On May 4, 2026 starting at 2:00 pm, a conference will be held to
discuss vendors' questions pertaining to this Request for Proposal. The conference will be held
virtually through Teams. All questions pertaining to the RFP will be addressed at this time. No
questions will be answered on a one-on-one basis before or after the conference.
Notify the PSA26 AAA by April 27, 2026 at (707) 995-4652 if you will be attending. Those
vendors who are unable to attend the conference in person may email any questions they
have to aaa@lakecountyca.gov and questions will be read into the minutes. Any and all
questions must be emailed by 3:00pm April 27, 2026 in order to be considered. No changes
and/or additions will be made to the Request for Proposal within forty (40) hours of its closing
date.
Please note that staff tried to put in as much information regarding what is required of our
providers in this document. The proposals we receive will be incorporated into the final
contracts, however, staff may request that proposals be modified or revised to ensure
coverage of program requirements.
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Any provider not currently under contract with PSA26 AAA, and any current contractor with
new management staff, should attend the Vendor's conference to get as much information as
possible.
Proposal Deadline: Completed proposal packages must be received at the PSA26 AAA office
at 16170 Main Street Unit F, Lower Lake, CA 95457 by the deadline of May 11, 2026 no later
than 3:00pm. If you mail the proposal packages please use our mailing address, PO Box 9000
Lower Lake, CA 95457. Please note that all costs incurred in the preparation of the proposal
for this RFP are the responsibility of the applicant and are not subject to reimbursement by the
PSA26 AAA.
Submission Requirements: One (1) paper copies and one electronic copy of the proposal
will be received by the Area Agency on Aging of Lake and Mendocino Counties (PSA26 AAA),
16170 Main Street Unit F, Lower Lake, Ca 95457, aaa@lakecountyca.gov.
Response to this RFP must be in the form of an application package. Section J
(Application Instructions and Forms) provides complete guidelines.
The package containing the original and copies must be sealed and marked with Applicant's
name and 'CONFIDENTIAL - SENIOR SERVICES PROGRAMS'. Include RFP # on each
RFP package and on the outside of the envelope, the RFP # is 261743.
Agency Contact: For questions or more information about the RFP and/or application
process, contact Jamie Holt , Program Coordinator at (707) 995-4298 or by email at
Jamie.Holt@lakecountyca.gov , or Virginia Peeke, Staff Services Analyst at (707) 995-4652, or
by email at virginia.peeke@lakecountyca.gov.
Funding Cycle: The initial contract period for Title IIIB Supportive Services programs will be
July 1, 2026 through June 30, 2027. It is the general intent of the PSA26 AAA to continue
contracts for an additional three years, for a total of four fiscal years. Annual renewals are
contingent upon emerging needs, the availability of funds, and satisfactory performance by the
contractor. Annual renewals are not guaranteed - they are at the discretion of the PSA26 AAA
and are subject to the availability of federal, state and local funding. Renewing contractors will
be required to submit a renewal application and budget and to execute a contract or contract
amendment for each fiscal year beyond FY 26-27.
Standard Contract Terms & Conditions: The current contract language, which identifies
requirements for contractors, is provided in Appendix A of this document. The contract
language is reviewed and updated every year as necessary.
Support Documentation: Applicants may access information on program regulations,
guidelines, and PSA26 AAA Policies and Procedures through review of the following
documents using the AAA contractor support website at: Contractor Support | Lake County,
CA (lakecountyca.gov) * California Code of Regulations, Title 22, Division 1.8 * Office of
Management and Budget Circulars A-110, 122 and 133 * Older Californians Act * Older
Americans Act * California Retail Food Code * Area Plan * AAA Policies and Procedures
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Required Applicant Match: Applicants must provide an in-kind and/or cash match for the
funding received from the PSA26 AAA. Eligible sources that qualify for a cash match include
contributions from local governments, foundation grants, fundraising proceeds, and
contributions from corporations, clubs or individuals. The cash match cannot include federal
dollars. In-kind matching sources include volunteer time and services, donated equipment or
facilities and other similar donated goods and services.
The required minimum match for each program is as follows:
* Title III B (Support Services): A minimum of ten (10) percent of the grant award.
Contributions: PSA26 AAA-funded program services are to be delivered to older adults (age
60 and over) at no charge. However, voluntary contributions are gladly accepted in order to
assist in providing senior services. Contractor shall ensure that contributions are optional by
posting signs where appropriate. The Contractor shall not in any way employ tactics that could
be viewed as coercive, embarrassing, and/or obligatory. The PSA26 AAA may provide
guidance to contractors on the appropriate language to use when requesting contributions.
Availability of Funds: The amount and availability of funds for these grants are contingent
upon receipt of federal funds and may be subject to revision. The amount of grant funds
awarded to a contractor may be renegotiated to reflect any funding additions or reductions that
the PSA26 AAA might receive for any fiscal year of the grant cycle.
Acknowledgment of PSA26 funding: Contractors will be required to identify the PSA26 AAA
as a funder in printed materials (i.e., brochures and reports) in a visible location (i.e., front or
back cover), on their websites, and other promotional and informational materials. Contractors
are also required to acknowledge the PSA26 AAA in any news release written about the
program receiving PSA26 AAA funding.
Current Contractors of the PSA26: A Contractor currently operating with one or more other
grants in FY 2026-2027 is eligible to apply for any services being solicited in this RFP provided
that at the time of application the contractor is (1) in good standing with the PSA26 AAA and is
(2) free of any sanctions. The contractor must be current with all reports and insurance
certifications. If the contractor has been a recipient of a Corrective Action Plan (CAP) during
the past twelve months, the contractor must have satisfied all requirements in the CAP.
Former Contractors of the PSA26: Review of proposals may consider the applicant's history
as a contractor with the PSA26 AAA including, but not limited to, performance, service
delivery, administrative capacity, and compliance with contract, fiscal and reporting
requirements.
New Contractors: The PSA26 AAA welcomes proposals from new contractors and will
provide assistance with meeting program-related administrative activities.
Targeting Priorities and Outreach: All PSA26 AAA contractors must target specific
segments of the population and may be required to prioritize the delivery of services. Please
refer to Section D on Targeting Priorities that are applicable to all contractors. Additional
program-specific targeting priorities will be identified in the applicable program description.
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Applicants must demonstrate the ability to reach out to the targeted populations to provide
information regarding their services funded by the PSA26 AAA.
Service Categories and Units: The Service Categories included in the RFP are those
services and activities that have been identified as eligible for funding under the applicable
PSA26 AAA funding program. The Service Category descriptions are drawn from the California
Department of Aging's (CDA) Services Categories and Data Dictionary. Applicants are
required to complete the application utilizing the descriptions of the service categories and
number of units to be provided (annually) as specified in the RFP.
Client Data Collection Requirements: Certain Service Categories have been designated as
a Registered Service, which requires contractors to collect and report specified demographic
and other data on their clients. The PSA26 AAA will provide the client registration and data
forms to contractors. The PSA26 AAA will require providers of non-registered services to
collect and report data to determine the number of unduplicated clients who are receiving the
PSA26 AAA funded service for each month. (For the unduplicated client count, each person
receiving services is only counted once, no matter how many times they receive a service.)
PSA26 AAA Providers and Coordination: All PSA26 AAA contractors are expected to serve
as partners with the PSA26 AAA in the delivery of services and programs to older residents in
Lake and Mendocino counties and to participate in at-minimum two Contractors meetings
annually. Additionally, all contractors are required to include information on the PSA26 AAA
and its services in its training and orientation for staff and volunteers. These requirements are
to help ensure that the PSA26 AAA and its contractors provide a coordinated support system.
Payments to the Contractor: Contractor shall prepare and submit to PSA26 AAA an AAA
151 (Expenditure Report/ Request for Funds) including detailed expenditures for the prior
month service and supporting documentation.
Unexpended Funds: Contractors are expected to expend all grant funds by the end of the
contract period. There is no provision for or carryover of unexpended grant funds at the end of
the contract period. Unexpended grant funds must be returned to the PSA26 AAA.
Disclaimer: The PSA26 AAA reserves the right to reject any and all proposals, or any part of
any proposal, to postpone the proposal deadline date, to make an award in its own best
interest, to award more than one grant, to waive any informalities or technicalities that do not
significantly affect or alter the substance of an otherwise responsible proposal and that would
not affect an agency's ability to perform the work adequately as specified, to amend the RFP
and to change the amount of the grant award. The PSA26 AAA Governing Board makes all
final decisions on the award of contracts.
Management Information System (MIS) and Other Reporting Requirements:
The PSA26 AAA requires that data on services and clients be collected and reported as part of
a Management Information System (MIS). The PSA26 AAA collects the required data from its
providers on a monthly basis (Legal Services providers submit information on a quarterly
basis). Providers must make a concerted effort to enter this data in the MIS database. All
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providers shall maintain statistical and financial data in such a way as to be able to document
and assure the accuracy of the data presented in the required program and financial reports.
Elder Abuse Reporting Requirements: All providers shall comply with Section 15630 of the
Welfare and Institutions Code as it relates to the mandatory and non-mandatory reports of
abuse of elders and dependent adults.
Service Coordination: PSA26 AAA's providers are expected to coordinate and collaborate
with the AAA and its other programs, as well as other local agencies and providers, with the
goal of forming an integrated and community-based system of care.
Audit Requirements: Agencies are required to maintain financial and program records
necessary for audit review and make periodic reports that may be requested by the PSA26
AAA.
SECTION B: RFP SCHEDULE
Public Notice of Availability of RFP Document April 8, 2026
Deadline for Letter of Intent April 20, 2026
Deadline for submission of questions April 27, 2026
Vendor Conference May 4, 2026
Application Submission Deadline May 11, 2026 3:00pm
Evaluation of Proposals May 12-15, 2026
Panel Review May 18, 2026
Governing Board Approval June 4, 2026
Announcement of Intent to Award June 9, 2026
Submission of Appeals/Protest Deadline June 16, 2026 3:00pm
Start Date for Contracts July 1, 2026
SECTION C: PROPOSAL EVALUATION AND AWARD PROCESS
1. PSA26 AAA staff will review proposals submitted by the May 11, 2026 3:00pm
deadline to ensure that they have met the application requirements as described in
Section K: Application Instructions.
2. Qualifying proposals will be reviewed and evaluated by the RFP Review Team that
will include, but not be limited to, members of the Advisory Council, Governing Board
and AAA Staff. Proposals will be evaluated according to the criteria in Section I:
Evaluation Criteria.
3. The RFP Review Team's recommendations on the contract award will be reviewed
with the PSA26 AAA Governing Board. Final discussion and recommendations will be
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made at the Board's June 4, 2026 meeting, which will be held at the Department of
Social Services (Big Sur Room) 737 S. State Street, Ukiah, CA 95482 at 1:30 pm.
Notice of award: Contract award will be announced on June 9, 2026. All Applicants will
be notified of the award decision by e-mail, with a hard copy to follow by post.
4. If there are no pending protests, the Governing Board decisions will be considered
final, and the PSA26 AAA staff will proceed with contract negotiations.
Please note that all meetings of the PSA26 AAA Advisory Council and
Governing Board are open to the public.
Protest Procedure: The Older Americans Act requires the RFP selection process to be open
and competitive and for all applicants to be treated equitably. Any Applicant that has submitted
a responsive proposal and believes that the PSA26 AAA has incorrectly selected another
applicant for award may submit a written notice of protest.
The notice of protest must include a written statement specifying in detail each and every
ground asserted for the protest. Applicants must cite the law, rule, local ordinance, procedure
or RFP provision on which the protest is based. In addition, the Applicant must specify facts
and evidence sufficient for the PSA26 AAA to determine the validity of the protest. The protest
must be signed by the proposed applicant or an authorized representative.
All protests must be submitted in writing and received by 3:00 p.m. on June 16, 2026, at the
following address: Area Agency on Aging, 15975 Anderson Ranch Parkway, Lower Lake, CA
95457. Attention: Rachael Dillman Parsons, Director. If a protest is mailed, the Applicant bears
the risk of non-delivery within the deadlines specified herein. Protests should be transmitted by
a means that will objectively establish the date the PSA26 AAA received the protest. Protests
or notice of appeals made orally (e.g., by telephone) or via e-mail will not be considered.
Rachael Dillman Parsons, Director, on behalf of the PSA26 AAA, will review the protest. The
Applicant will be notified of this decision in writing with a letter sent via e-mail with a hard copy
to follow in the mail.
The protesting party has the right to appeal the decision by the PSA26 AAA Director by writing
to the California Department of Aging in accordance with Chapter Five of Title 22, Division 1.8
of the California Code of Regulations.
SECTION D: TARGETING PRIORITIES
The Older Americans Act (OAA), the Older Californians Act (OCA) and the California Code of
Regulations, Article 3, Section 7310 (CCR.37310) require that specific segments of the
population be "targeted" as having priority for services funded or provided by the PSA26 AAA.
The Contractor will be required to target these populations when delivering grant-funded
services. The targeted populations are as follows:
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* Older individuals with the greatest economic need (i.e., an income level at or below the
federal poverty line), with particular attention to low-income minority individuals. Any
person 60 years of age or older whose income level is estimated to be at or below the
2026 Department of Health and Human Services (DHHS) guidelines for the federal
poverty level, which are shown below.
* Older individuals with the greatest social need with particular attention to low-income
minority individuals. A senior is in greatest social need if they have two (2) or more of
the following characteristics: is physically and/or mentally disabled, has language or
communication barrier, lives alone, or is aged 75 or older. Social need is caused by
non-economic factors, including:
o Physical and mental disabilities, especially severe disabilities.
o Language barriers, which include limited English-speaking ability among older
adults.
o Cultural, social or geographical isolation including isolation caused by (1) racial
or ethnic status that: (a) restricts the ability of an individual to perform normal
daily tasks, or (b) threatens the capacity of the individual to live independently;
and (2) isolated, abused, neglected and/or exploited older individuals.
* Older individuals who reside in rural areas.
* Older individuals at risk for institutional placement.
* Family or informal (unpaid) caregivers.
* Older individuals with Alzheimer's disease or cognitive impairments.
2026 DHHS Federal Poverty Guidelines
Persons in Family or Household 48 Contiguous States and D.C.
1 $15,960
2 $21,640
3 $27,320
4 $33,000
5 $38,680
6 $44,360
7 $50,040
8 $55,720
SOURCE: US Department of Health and Human Services guidelines for 2026 FPL
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PART 1: Alzheimer's Day Care
See map for specific designations of service areas. A minimum of one
Service Area applicant will be selected per County. An applicant may bid one or group of
Service Areas.
10.50% of PSA 26 FY2026-27 baseline Title IIIB Supportive Services
Estimated funding allocation
Funding Prior fiscal year contract amount: $20,572
Applicant may submit application for all or a portion of the available funds.
Title IIIB Alzheimer's Day Care Services offer day care in a licensed facility
for persons with Alzheimer's disease, dementia, or other cognitive and
mental impairments who might otherwise be placed in a skilled nursing
facility. Services are provided in a supervised, protective setting during the
Program day.
Description
Assistance to clients and their caregivers may include support groups,
counseling, consultation, caregiver respite, medical monitoring, therapeutic
activities, social and recreational activities and training essential for
sustaining the activities of daily living.
Eligible Service
Population Individuals 60 years of age or older
The required match is 10 percent cash or in-kind contribution. Minimum
matching requirements are calculated on net costs, which are total cost
less program income, non-matching contributions, and State funds. The
Required Match maximum allowable administrative costs to be funded shall not exceed 20
percent of the federal and state funds budgeted for personnel.
Non-registered. Estimated unduplicated client count and service units.
Day of attendance (four hours minimum) at a licensed Adult Day Care or
Adult Day Health Care Center that provides Alzheimer's or dementia
Service Units services.
Unit of Measure: 1 Day (four hours minimum)
Suggested Minimum Objectives (Service Units)
PSA-wide total (Lake County and Mendocino County) - 144 Days
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