District Long Term Care Ombudsman Services

2026-11-03

Shelby County Government , ( the “ County ”), is soliciting proposals from interested and qualified Vendors to provide District Long Term Care Ombudsman ( the “ Goods and / or Services ”). This Request for Proposal (“ RFP ”) is being released to invite interested and qualified Vendors to prepare and submit proposals in accordance with instructions provided where the successful proposer ( s ) will be selected and invited to enter into a contractual relationship with Shelby County for the Goods and / or Services outlined in this RFP , and per proposal ( s ) received . PURPOSE / SCOPE OF WORK The purpose of this RFP is to select the best - qualified proposer ( hereinafter referred to as “ Vendor ) and award a County - approved contract to perform the Services and to satisfactorily complete all activities associated with the Goods / Services . Department Specific Requirements The following are Aging Commission of the Mid - South specific requirements : 1 . Must submit the following required information : Organizational history , Governing Body , Organizational Chart , W - 9 , History / Organizational Capacity , Mission & Values , Personnel ( Supervisory structure , qualifications / job descriptions , proposed training and curriculum ). Audited Financial statement , copy of organization ' s business status , copy of valid certificate of insurance , copy of verification of Workers Compensation Insurance , current written bank reference , two current written positive credit references , organizational conduct , internal monitoring tool and procedures . 2 . Current ACMS vendors must submit record of accurate , timely billing and required data reports with ACMS . If not current ACMS vendor , submit record of accurate and timely billing and required data reports with a current contractor in this fiscal year . 3 . Attachment 1 must be completed in its entirety and submitted with proposal , inclusive of service delivery explanation , timeline for implementation , policy for conducting / maintaining background checks , schedule of holidays , 4 . Provide customer satisfaction survey and results of customer satisfaction rate measured and demonstrating 80 % or more of consumers are satisfied with services 5 . Describe your ability to provide service in of the counties of Fayette , Lauderdale , Shelby , and Tipton counties ( 1 point will be awarded per county , max 4 points for Fayette , Lauderdale , Shelby , Tipton ) 6 . In the event your proposal would fill an existing gap in services ( proposer to provide service in geographic where service is not currently provided , 1 point will be awarded per county for max 4 points for Fayette , Lauderdale , Shelby , Tipton ) The following general requirements apply to District Long Term Care Ombudsman services delivered under Older Americans Act : A . 1 Organizational Eligibility : ( 1 ) It must be a public or nonprofit private organization . 45 CFR § 1324 . 11 ( b )( 2 ); DDA Aging and Disability Program & Policy Manual , 8 - 2 . 06 . ( 2 ) Cannot license or certify long - term care services , be affiliated with provider associations , or have financial interests in long - term care facilities . 45 CFR § 1324 . 21 ( a )( 1 )-( 3 ); DDA Aging and Disability Program & Policy Manual , 8 - 2 . 06 . ( 3 ) Must be free of conflicts of interest and demonstrate capacity to fulfill responsibilities . 42 U . S . C . § 3058g ( f ) and 45 CFR § 1324 . 21 ; DDA Aging and Disability Program & Policy Manual , 8 - 2 . 06 . ( 4 ) Must comply with all federal and state laws , regulations , and LTCOP policies . 42 U . S . C . § 3058g ( a ) and 45 CFR § 1324 . 13 DDA Aging and Disability Program & Policy Manual , 8 - 2 . 07 . ( 5 ) Not close for more than 3 consecutive business days without an Office of the SLTCO approved coverage plan . DDA Aging and Disability Program & Policy Manual , 8 - 2 . 06 . ( 6 ) Incorporation : Service providers , either private for - profit or not - for - profit organizations , must be incorporated under the laws of the state in which their principal place of business is located . DDA Aging and Disability Program & Policy Manual , 4 - 2 -. 04 ( 1 )( f ), 2 - 5 -. 01 ( 3 - 4 ) A . 2 Staffing & Oversight : ( 1 ) Employ at least one full - time District Long - Term Care Ombudsman ( DLTCO ) dedicated exclusively to Ombudsman Program duties . DDA Aging and Disability Program & Policy Manual , 8 - 2 . 06 ( 2 ) The Local Ombudsman Entity ( LOE ) shall provide day - to - day supervisory support and manage personnel functions for the DLTCO but shall not exercise programmatic oversight of the DLTCOP . 45 CFR § 1324 . 17 ; DDA Aging and Disability Program & Policy Manual , 8 - 2 . 06 . ( 3 ) The direct supervisor of DLTCO must complete COI disclosure at hire and annually ; confirm no financial interest or affiliations ; maintain signed forms for SLTCO review . ( 4 ) The provider must complete annual COI disclosure for all Governing Board members ; if a conflict exists , members must abstain from voting on LTCOPrelated matters ; retain documentation for monitoring . 45 CFR § 1324 . 21 ; DDA Aging and Disability Program & Policy Manual , 8 - 2 . 06 . A . 3 Confidentiality & Access : ( 1 ) Maintain strict confidentiality of program records ; access is limited to certified representatives of the Office . 45 CFR § 1324 . 11 ( e ); DDA Aging and Disability Program & Policy Manual , 8 - 10 . ( 2 ) Confidentiality ( consumer information ): Each service provider must have procedures to protect the confidentiality of information collected about consumers . The procedures must ensure that no information about a consumer is obtained or disclosed in a form that identifies the person without the informed consent of that person or of his or her legal representative . Disclosure may be allowed by court order , or when securing client - related services , benefits , or rights . All consumer information must be maintained in controlled access files . DDA Aging and Disability Program & Policy Manual , 2 - 6 -. 10 ) ( 3 ) The DLTCO shall maintain strict confidentiality of all program records and information by ensuring that access to case records , files containing identifying information , and the OSLTCO - approved electronic database is limited exclusively to certified representatives of the Office of the State Long - Term Care Ombudsman , in accordance with 45 CFR § 1324 . 11 ( e ) and DDA Aging and Disability Program & Policy Manual , 8 - 3 -. 02 . A . 4 Reporting & Communication : ( 1 ) Submit monthly and quarterly reports to SLTCO by the 20th of the month . Maintain verification of the submission of monthly and quarterly reports from the DLTCO to the SLTCO in a format specified by the SLTCO on or before the 20th of the month for the preceding month / quarter . Such reports may require information detailing program data from the period , examples of complaints addressed , an overview of regular presence visits completed to long - term care facilities in the district during the period , a synopsis of volunteer engagement , and other programmatic highlights . ( 2 ) Maintain documentation of all contacts and activities in the OSLTCO - approved database . DDA Aging and Disability Program & Policy Manual , 8 - 9 -. 03 . ( 3 ) Notify SLTCO of planned absences in advance , report emergency absences upon return . ( 4 ) Inform SLTCO of any media inquiries ; no legislative activity without SLTCO direction . 45 CFR § 1324 . 19 ; DDA Aging and Disability Program & Policy Manual , 8 - 7 -. 09 ( 5 ) Grievance procedures : Comply with grievance procedures as outlined in the DDA Aging and Disability Program & Policy Manual , 8 - 12 .

Tennessee

2026-05-05