>RFPA Questions/Answers

Questions and Answers will be posted here within two business days of receipt and will be listed by RFPA type in the order they were received. Similar questions will only be answered once, so please review previously asked questions.

Updated 2/20/18 at 2:23 pm

Q : What is the deadline for submitting questions about the bid? Do we need to rsvp for the bidders conference?

A:  Questions can be submitted until 48 hours before the final deadline.  The bidders conference will not require an RSVP.  Simply call in at the scheduled time.


1.Q:  Good morning, XXX have been doing this RFP since 2006 and has only seen 2 referral for all the work we have put into this.My CFO is saying to me she see no need to reply to this RFP is we are not going to receive any referral more than this. Can you please reach out to me and tell me and my company what kind of waiting list you have because we just don't want to do this any more if no real referral are coming out of this program. Please let me hear from someone ASAP. Thanks XXX my cell number is XXX!
1.A:  Approved SETAAAD clients are given a choice on what services they wish receive in their care plan as well as the provider they wish to use to perform services.   All SETAAAD contractors are given equal exposure to each client as their care plan is developed. Limited funding of the OAA Title III and State OPTIONS programs is also a factor in the amount of overall clients the SETAAAD can approve for services.

2.Q: Can I get the physical address for delivery of the RFPA other than a PO Box as we will be sending FEDEX? 
2.A:  Our physical address is 1000 Riverfront Parkway, Chattanooga, TN 37402.   We can accept UPS and FEDEX packages at this address.   We cannot receive USPS at this address.   Any USPS correspondence must be sent to PO Box 4757, Chattanooga, TN 37405.

3.Q: Is a "PSSA License" required for Personal Emergency Response providers
3.A:  A PSSA License is not required for PERS providers, however, proper licensure through the FCC and UL licensed equipment will need to be maintained. Proof of these items is requested through our standard contractor monitoring.

4.Q: When is the deadline to ask questions for the RFPA for Southeast Tennessee that is due on 2.28.18?

4.A:  Questions regarding the RFPA can be submitted up to 48 hours before the deadline 2/28/18.

5.Q: How must the submission be received by AAAD? Please clarify.
5.A: The SETAAAD requires one original copy to be submitted to PO Box 4757, Chattanooga, TN 37405 AND an electronic copy submitted to  SETAAAD@sedev.org .

6.Q: Do you have a current contracted list of in-home Service Providers?
6.A: Yes, the SETAAAD maintains a list of contracted in-home Service Providers.

7.Q: What is the total funding allocation for in-home services? PC, HM and respite
7.A: The total program funding allocation for in-home services in FY 2018 was $1.2 million dollars.  The allocations for the contracting period have not been released.

8.Q:  The RFP states that we must submit an original and one copy and an electronic copy. Can you please provide a contact name and address where we send the original and copy?
8.A:  Please submit the RFP to PO Box 4757 Chattanooga, TN 37405 and the electronic copy to 
SETAAAD@sedev.org .

9.Q:  Who manages Program Income?
9.A: Some clients receive a cost share statement, all clients can contribute.   There is no balanced billing.   The provider is held harmless once contract is in place.

10.Q:  Are the rates listed in RFPA the maximum allowable?
10.A:  Yes, however the AAAD must pay the lesser rate of the maximum or the provider’s usual and customary (private pay) rate. The applicant can bid different rates for PCS and HMK.   Keep in mind the application process is competitive and higher scores will be awarded to those applicants that can provided quality services at a lower rate than the maximum.

11.Q:  Is the contractor asked to match any amount?  
11.A: No match required for unit cost contracts with HCBS providers.

12.Q:  What is the In-Home Respite Service Description?
12.A:  The following is the Tennessee Commission on Aging and Disability Description for In-Home Respite: Programs that provide care and supervision for dependent adults in their own homes during some part of a twenty-four hour day.

13.Q:  Are there any counties with challenge for sourcing providers?
13.A: Rural counties are continually a challenge for sourcing providers who maintain staff and can take on a AAAD client within the state specified timeframes. (5 days from authorization).

14.Q: Can you name the counties with challenge for sourcing providers?
14.A:  Polk, Grundy,Bledsoe, and Sequatchie Counties.   Eastern Polk County is particularly difficult due to its rural location and the geography of the Appalachian Mountains.

15.Q:  What counties should be marked on the application as being served?
15.A: Only list counties where the applicant currently has staff and currently provides services.   Scoring is based on demonstrated ability to meet the terms of a contract not willingness.

16.Q: CARES Act - EVV implemented in other service areas to track service. Is there an incentive to use EVV?  
16.A: No. When the AAAD monitors a provider, they must demonstrate they know what services were rendered. The current state regulations require the AAAD monitor to view a log sheet outlining what services were provided per visit that is verified by a caregiver signature AND a client signature after each visit is completed.    EVV can certainly be used in conjunction with a log sheet however AAAD Authorizations, missed visit forms, log sheets, EVV records, and invoices must all be reconcilable to each other.

17.Q:  How many providers do you currently contract?  
17.A:  Currently there are 22 contracted providers by the SETAAAD. The number of providers will not increase,and the goal is to decrease contractors to monitor and manage quality on a higher level.   Time and effort in monitoring is the same for a provider with one client as it is for a provider with many clients.   Fewer contracts will allow for greater numbers for those we contract with.

18.Q:  When do the current SETAAAD contracts end?
18.A:  All current contracts end June 30, 2018

19.Q:  What is the state of funding in these federal and state programs?
19.A: Funding is stagnant,OPTIONS (state) has received a slight increase.   The only way to serve more is by contracting at the best provider rates as possible.

20.Q:  How many providers will be selected from this RFPA process?
20.A:  At this time we cannot guarantee the number of providers that will be selected.

21.Q:  What are client max rates?
21.A:  OPTIONS based on when entered the program.   $7,000 if grandfathered in.   $5,000 if entered after 7/1/14.   NFCSP $3,000-$5,000 based on individual circumstances and decided by the AAAD In-Home services coordinator.

22.Q: What is the current number of clients served?

22.A: In Fiscal Year 2017 the SETAAAD served 165 clients through the Title III Homemaker Program, 292 clients through OPTIONS for Community Living, and 123 clients through the National Family Caregiver Support Program. These numbers fluctuate based on total funding allocations and client attrition.  

23.Q: For the Personal Emergency Response Systems (PERS) under both funding sources, is the mobile/GPS PERS unit allowed? Currently we are only contracted for the standard cellular PERS, which is used in the home, but we also have the Mobile/GPS PERS unit available with allows your clients to take the PERS button with them when they leave the home. They can press their button for help anywhere.

23.A: Mobile/GPS PERS units are allowed providing the service does not exceed the contracted rate with the SETAAAD.


1.Q: With respect to congregate meal service please address the following: a. Nutrition sites i. Days of operation of each site ii.Serving days/year iii. Average daily meal count at each site iv. Number of shelf stable meals provided to clients annually v. Equipment available at each site (e.g. steam tables, refrigerators, etc.) vi. Equipment requested at each site vii. Supplies requested at each site.
1.A: See download.

2.Q: With respect to home delivered clients please address the following: a. What types of meals are currently delivered (i.e. hot, frozen, shelf stable)? i.Annual number of each type b. Serving days/year c. How are meals delivered to home delivered clients (by vendor, by AAA, nutrition staff or by volunteer) d.If vendor is to provide home delivery, please provide a listing of home delivered clients (without names) and their corresponding zip code. 3. What therapeutic, if any, meals are needed? a. If so, please specify estimated annual numbers.
2.A:  See download.

3.Q: With respect to the questions and answers posted on 1.19.18 under Nutrition, both downloads were the same. There was not a schedule of equipment posted.Thank you.

3.A:  The schedule of equipment necessary to administer the Nutrition Programs will largely be based on the type of proposal submitted by the applicant.   All  equipment required to carry out Nutrition Services must be provided by the applicant once contracted with the SETAAAD.   The SETAAAD does not maintain any equipment for the Nutrition Programs.


4.Q: Can you please provide me the address for the SVCK congregate site?

4.A:  Sequatchie Valley Community Kitchen, 300 Cornerstone Drive, Jasper, TN 37347

5.Q: For the Home Delivered meal Service, the definition states home delivered meals shall be provided a minimum of five days per week. Can a contractor/provider deliver 10 home delivered meals (1 meal a day for 5 days for 2 a week period) bi-weekly to meet the requirement of a minimum of five days per week?

5.A:  While certainly more efficient from solely a meal delivery standpoint, delivering meals on a daily basis is about much more than simply delivering a meal.   A daily visit allows our HDM clients to receive some human contact every day and also a check-in should a given client have any need of further assistance due to health or emergency.   It is the SETAAAD’s preference to see that meals are delivered on a daily basis if at all possible.

6.Q:  For Attachment C, Home Delivered Meal Eligibility Criteria, does SETAAAD determine if the client is eligible or is this a requirement of the provider?

6.A:  Currently the SETAAAD determines eligibility for a Home Delivered client under our current system.   A proposal may be submitted for a provider to manage the entire Nutrition Program including the eligibility portion.

7.Q:  How are meals delivered? Are most delivered by volunteers?
7.A:  Under current operations it is a mixture of staff and volunteers.   The provider would maintain/manage volunteers.   If provider just wants to provide meals to location (Congregate sites, Home Delivered Sites) the AAAD or another provider would manage volunteers.

8.Q:  How will proposal be graded?   When will bid be awarded?
8. A:   Deadline for submission is 2/28/18.   Allow for time to grade (using the last page of the RFPA - scoring sheet provided by the State).There is no set date at this time on when the contract will be awarded.   Notification will be sent to all interested parties on the awarded contracts.

9.Q:  How long can questions be submitted to the website?
9. A:  You can continue to ask questions through the website until 48 hours prior to the 2/28/18 deadline.

10.Q:  Will rates be used in determination of an awarded contract?
10. A:  The best rate will score higher but that is not the only scoring factor.   See the last page of the RFPA

11.Q:  When will new contracts take effect?  
11. A:  New contracts will go into effect on 7/1/18

12.Q:  What is the current Home Delivered Waiting list?  
12. A:  The current home delivered meals waiting list is approximately 500 individuals over 10 counties.

13.Q:  Can you provide current meal rate?  
13. A:  The current mealrate is currently less than the maximum rates outlined in the RFPA.   The maximum meal rate is determined for the total cost of the meal, materials, labor, operations, and management.   A central kitchen will likely not handle all aspects of the nutrition program.

14.Q:  Will the AAAD continue to determine eligibility for Home Delivered Meals? 14.A:  If the Nutrition provider will administer the entire program (food, staff, etc), the AAAD will continue to determine eligibility and congregate site locations.

15.Q:  What type of contract will be awarded for a central kitchen only?
15. A:  A Unit Cost contract will be awarded if the provider is only providing the food.

16.Q:  Who determines the menus?   
16. A:  Menus meetTennessee regulations and are currently determined by the kitchen under the state guidelines. Menus must meet chapter 7 guidelines. https://www.tn.gov/aging/administration/program-and-policy-manual.html   Currently menus cycle every 3 months, are determined through quarterly menu meetings, and the provider makes changes as requested.

17.Q:  Are any meal choices given to Cong/HD clients? 
17. A:   Currently no meal choice is given to clients as allowable by the state regulations under Chapter 7 which can be found here:   https://www.tn.gov/aging/administration/program-and-policy-manual.html   Note: Chapter 7 is subject to change at any time under State governance.

18.Q:  Are current HD meals prepacked at site or HD location?
18. A: HD meals are currently and preferably prepacked at the central kitchen.

19.Q:  Will pricing be used to score the RFPA?
19. A:  Yes, a lower price per meal will yield a higher score however, price is not the only factor in scoring. (See last page of RFPA).   Current pricing can be provided via attestation from other/current clients.

20.Q:  Will delivery to all services areas be required?
20. A:  Yes, a provider must deliver to all ten counties – hot meals are preferable.

21.Q:  Will a safely check of home delivered clients be required upon meal delivery?
21. A:  Yes, a safety check is an important part of the HDM program. It will be important for applicants to describe in the applications how a safety check is provided. 

22.Q:  How are frozen meals currently packed?  
22. A:  Currently frozen 5 pack and frozen 2 packs are used

23.Q:  Do any current congregate facilities have the capacity for meal preparation?
23.A:  No one is currently cooking on site.   Congregate meals are delivered to site.   Currently Kitchen/staff at sites are not set-up and or have the capacity to cook for congregate meals.

24.Q:  What is the state of the funding stream for the nutrition programs?
24. A:  Title III Nutrition funds are currently stagnant.   The AAAD is looking to run and efficient, high quality program at the lowest price possible to serve more clients.

25.Q:  Do any current sites have the capacity for cooking on a large scale?
25. A:  No, currently there is limited capacity/equipment at the sites.   Some sites do not have 3 compartment sinks.   No sites have adequate refrigeration and freezing on the scale needed for the congregate program.

26.Q:  What are the current Senior Center congregate site locations, other locations, and Home Delivered “sites”/route addresses?
26. A:  See download.

27.Q:  Will a sliding rate scale be considered?
27. A: The AAAD has worked under a sliding scale in the past however a flat rate is preferable.

28.Q:  How many vendors will be considered to provide meals?
28. A:   The AAAD prefers one vendor do all meals strictly for overall material and labor cost consideration. All proposals for the nutrition program will be reviewed.

29.Q:  Would it be possible to visit sites?
29. A:  The AAAD is not sure how helpful this would be. Volunteers sometimes convene in church parking lot to pick up meals to deliver to consumers.

30.Q:  What is the main function of a central kitchen?
30. A:  The Central Kitchen main function is to cook food for the congregate and HDM clients.

31.Q:  What aspects of the nutrition program will the AAAD maintain?
31. A:  Nutrition program:   The AAAD will maintain HDM eligibility,Congregate site location, Contribution Collections, and monitoring.

32.Q:  Is a dietician required to certify menus?
32. A:  Yes, currently the AAAD provider has a dietician to certify meals. This is an expectation of the provider.   The AAAD prefers not to have aseparate contract for a dietician.

33.Q:  In what format must the application be submitted?
33. A:  A hard copy and electronic copy must be submitted. Deadline 2/28/18.   See www.setaaad.org   for further details.

34.Q:  What is the deadline for question submission?
34. A:  Questions may be submitted on the website up to 48 hours prior to the deadline.

35.Q:  Are any current site staff qualified to run kitchen equipment?
35.A:  No, currently any equipment including steam tables would also need staff put in place for the operation of the equipment.   Some sites do not have the space for extra equipment.

36.Q:  What is the approximate Nutrition Allocation (including Admin)?

36.A: The current Nutrition Allocations are as follows:

               Overhead Costs:  $157,000.00

               Program Costs:   $1,060,000.00

               Total Allocation:  $1,217,000.00


37.Q:  If a company was to build a kitchen in the Chattanooga Area, Do you have a preference or a recommendationas to the Best location for your Service needs. Is there a preferred county in the 10 county area?

37. A:  The SETAAAD does not have a preference on the location of a central kitchen provided that all counties can be served under the temperature maintenance and other regulations of the State.   (Chapter 7)   https://www.tn.gov/aging/administration/program-and-policy-manual.html



38.A:   See download.

39.Q: Do we also mail a copy of the RFP to the office.? Can you clarify who we mail a hard copy to? How many copies.? any details about that action? And if so, To whom does it go? Can you confirm address and contact info

39. A: RFP Submission instructions can be foundhere:   http://www.setaaad.org/142

40.Q: What is the Current Meal rate for your program Is this not public information?

40.A:We have confirmed we are permitted to share the rate which is currently $4.52 per meal.


1.Q:  The application that was sent out is that for the senior center to fill out to keep services or request grant money?
A:  Every four years all SETAAAD contractors including Senior Centers must reapply to be considered as a recipient of Older American Act and/or State Senior Center funds.   This process allows all centers in the region to present their ideas and proposals for serving the 60+ population in their area.



Mailing Address: P O Box 4757, Chattanooga, TN 37405 | Physical Address: 1000 Riverfront Parkway, Chattanooga, TN 37402