2023 OAA Request for Proposals

Older Americans Act (OAA) services are available to older adults aged 60 or over (or caregivers over 18). Services are available to all older adults and caregivers regardless of their income or ability to contribute to the service.

In 2023, Trellis awarded $10.7 million in funding to community organizations for home-delivered meals, transportation, caregiver support, respite and more.

Service Area

This funding opportunity provides funds to serve people in Anoka, Carver, Dakota, Hennepin, Ramsey, Scott and Washington counties. No minimum service area is required, and multi-county service areas are permitted. Applicants based outside of the seven-county metro may apply for funds to provide services in a manner that is reasonably convenient to the service recipient.

Target Population

Proposed services must be targeted to people aged 60 and older in greatest need, with particular attention to low-income, minority older adults. Services must be person-centered, sensitive to cultural differences and responsive to the changing needs of communities.

Applicant Eligibility

Nonprofit and for-profit organizations and governmental units with experience in providing the services outlined in this RFP are eligible to apply. Trellis is required to obtain a waiver from the Minnesota Board on Aging (MBA) prior to funding for-profit organizations.

Applicants are encouraged to apply to provide any services available through this request for funding proposals. A separate application is required for each of the four broad categories of funding (Title III B, C, D and E). See a detailed description of services. There is no maximum number of services for which applicants may apply.

Funding Period

The period of the funding agreement is January 1, 2024 – December 31, 2024. Renewal for calendar years 2025-2026 is contingent upon acceptable performance, availability of OAA funds and agreement of terms between Trellis and the awarded applicant.

Available Funding

Trellis has $11,782,98 available to award for OAA Title III services in 2024. The available funding in 2024 includes $2,515,242 from the American Rescue Plan Act (ARPA) which expires on September 30, 2024. Funding amounts listed below are estimates of available funding for each of the 3-year funding cycle:

Match Requirements

Awarded applicants that receive Title III-B, Title III-C, or Title III-E funding must contribute non-federal resources as match. Allowable match sources include cash and the value of in-kind contributions such as volunteer time. (CFR 200.306)

Cost Sharing and Client Contributions

Older Americans Act regulations require that every older adult be offered the opportunity to financially contribute to a service. Cost sharing is one way to contribute. Cost share contributions are based on a sliding fee scale using an older adult’s income and the cost of the service provided.

Another method is for older adults to voluntarily contribute to a service (e.g. donation box). Revenue generated from cost sharing or contributions are intended to supplement the cost of service delivery, and expand the service. Awarded applicants will be asked to agree to follow our Cost Share and Voluntary Contribution Policy.

Regardless of the contribution method, awarded applicants must deliver services regardless of an older adult’s ability to contribute to the service.

How Trellis Reimburses Title III funds for Delivery of Title III Services

Awarded applicants will be asked for reimbursement preferences of monthly or quarterly for services provided in the previous month or quarter. Payment is based on timely reports that include the following required information:

1. Eligible expenses (verified as eligible through the budget negotiation process)
2. Revenue generated from cost share or client contributions
3. Other cash from non-federal sources used in the program (e.g. foundation funding)
4. Persons Served data (some services require entry of person served data in the state mandated system, PeerPlace)
5. Units of service provided (see service definitions for unit definitions)
6. Number of people on a waitlist (if applicable)

Awarded applicants will have an opportunity to negotiate final budgets that reflect the Board approved award amount, with a goal for services to fall within the rate range (included in the service definition document). Except for Title III-C Senior Nutrition services, payment is not based on unit rates. The suggested rates are a guidepost for building Title III service budgets to create consistency of service rates across our seven-county region.

Except for Title III-C Senior Nutrition Services, awarded applicants may request an advance of up to 15% of the Title III award amount at the beginning of the calendar year.

Trellis invites funding applications for all Title III funding and service categories, for services to begin on January 1, 2024. See a detailed description of each service, unit definition, and service rate for more information.

There is no maximum number of services for which applicants must apply, though awarded applicants may not be funded for all proposed services (see “Selection Process” below).

Example: ABC Organization applies for Special Access, Chore, Homemaker, and Nutrition Education. The review committee awards ABC Organization funding for Special Access and Homemaker, but not for Chore or Nutrition Education.

Registered Services require that an older adult complete a National Aging Program Information System (NAPIS) form. Awarded applicants are required to enter client information (at minimum, name and date of birth) into the State’s NAPIS system, called PeerPlace, for reimbursement of Title III services.

Title III-B National Aging Program Information System (NAPIS) form.

Title III-C1 National Aging Program Information System (NAPIS) form.

Title III-C2 National Aging Program Information System (NAPIS) form.

Title III-E National Aging Program Information System (NAPIS) form.

Older adults that complete a NAPIS form must agree on the usage of NAPIS data. The information from the NAPIS form will be used by the U.S. Health and Human Services Administration for Community Living (ACL), the Minnesota Board on Aging (MBA), and Trellis, to create statistical reports. ACL and the MBA may use the information to conduct a study and/or survey of the services for which NAPIS forms are used.

For individuals that receive Unregistered Services, a NAPIS form is not required, though providers are still required to submit generic demographic information around the people served during the previous quarter. Awarded applicants are responsible for ensuring the eligibility of the service participant for reimbursement.

The table below lists our funding priorities with a description and score for how applications will be considered. Reviewers will provide scores for every service proposed in the Title III Funding Application.

Priority	Description	Score
Feasibility	Proposal clearly articulates how money will be used to deliver services. Applicant demonstrates ability to manage federal funds.	35%
Community Connection	Proposal clearly describes how the community served provided input on the services proposed, or how the community will be engaged in finalizing the service and delivery approach. Applicant should also show how they have engaged or plan to engage older adults in defining their needs to give an understanding of older adults in your community.	30%
Impact	Proposal clearly articulates how services will impact the lives of older adults and any strategies the applicant will employ to leverage Title III funds for added impact.	15%
Equity	Proposal clearly expresses how services or activities address inequities and disparities for Black, Indigenous, and Other Persons of Color (BIPOC).	15%
Leadership	Proposal describes how program staff and organizational leadership reflect communities served	5%

Trade Secrets

Pursuant to Minnesota Statute § 13.599, responses to Requests for Proposals (RFP) are public information “(a)fter a granting agency has completed the evaluation process” with the exception of “trade secret data” as defined and classified in Minn. Stat. § 13.37(b), which reads:

“(b) “Trade secret information” means government data, including a formula, pattern, compilation, program, device, method, technique or process (1) that was supplied by the affected individual or organization, (2) that is the subject of efforts by the individual or organization that are reasonable under the circumstances to maintain its secrecy, and (3) that derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use.”

Applicants submitting proposals under this RFP may mark submitted information as “trade secret information” under this statute. Such information will be kept secret pursuant to the law. Please indicate location and content of trade secret information in a cover page to the proposal narrative.

OAA Assurances and Certifications

Awarded applicants must accept the terms and conditions in the Older Americans Act Assurances and Certifications as a condition of the award.

Selection Process

Trellis will convene a review committee comprised of community members and members of Trellis’ Board of Directors. The board members that participate in the review will carry the funding and service recommendations of the review committee, to the full Board of Directors.

Trellis’ Board of Directors, at its sole discretion, will select the proposals and services within the proposal that best meet the needs of the population served, Trellis’ funding priorities, target population and service area. Trellis will notify all applicants of funding decision and services in writing. Unsuccessful applicants have the right to appeal in accordance with Trellis’ appeal process.

Trellis may not fund all proposed services within an application or award proposals at the requested amount. The review committee will review proposals and make recommendations for funding services that align with Trellis priorities.

Example: ABC Organization applies for Special Access, Chore and Homemaker. The review committee awards ABC Organization funding for Special Access and Homemaker, but not for Chore.

Once Trellis notifies awarded applicants, our team will reach out to awarded applicants to negotiate a final budget and service outcomes.

Contracting Process and Reporting Requirements

If your organization is awarded funding, Trellis will create a contract that includes a description of the services within the award, state and federal funding rules, and administrative and financial terms and conditions. The proposal will become a binding component of the agreement.

Awarded applicants must maintain financial systems and procedures in accordance with federal regulation 45 CFR Part 75.302 and must submit reports to Trellis on a quarterly basis using PeerPlace and other reporting mechanisms.

Awarded applicants will be required to cover the cost of PeerPlace (MBA IM#11-17). PeerPlace costs are an allowable expense under Title III and can be included in the budget. The costs are as follows:

• $750 per licensed user
• $1,500 for a new organization (plus one program; e.g. Chore); $800 for each added program
• $1,000 to add a new service for an existing organization in PeerPlace; $800 for each added program

For Awarded Applicants

Awarded applicants must agree to obtain the information and documents below as part of the final Title III award with Trellis:

1. Insurance Certification Limits for Awarded Applicants
2. Cost Share and Contribution Policy (Sample Policy and sliding fee scales available in Trellis’ Cost Share and Voluntary Contribution Policy)
3. Client Complaint Policy and Procedure
4. Targeting Policy
5. OAA Assurances and Certifications
6. Full Title III Budget
7. Board of Directors with Terms
8. PeerPlace Memorandum of Understanding (Title III Persons Served Database for registered services)