Project Information

Bid Title

In Home Aide and Caregiver Respite

Issuing Agency

State Government of North Carolina

Location

North Carolina

Published Date

May 17, 2026

Closing Date

Jun 5, 2026

Government Level

State & Local

Status

Closed

Ref. #

454-RFP-06052026

Original Source

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Bid Documents

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Project Description

Solicitation Number:	454-RFP-06052026
Project Title:	In Home Aide and Caregiver Respite
Description:	The Contractor is expected to assist older adults by performing personal care tasks essential to activities of daily living, with some home management tasks possibly included as incidental to the personal care. Such personal care and home management tasks are performed to enable individuals to remain in their own homes when they are unable to carry out these activities for themselves and when no responsible person is available for these tasks. Additionally, assistance will be provided with these tasks for individuals who have a family caregiver residing with or assisting in the home. The in-home aide service will allow the caregiver to take a much-needed break and tend to other tasks or responsibilities. The Contractor is obligated to provide these in-home aide services for the Agency in accordance with the requirements of the N.C. Division of Health Service Regulation and the service policies and procedures of the NC Division of Aging and Adult Services found at https://www.ncdhhs.gov/documents/files/homeaide-policies-and-procedures/open covering such areas as aide competency, training and oversight, assessment and service planning, service priorities, and documentation and quality assurance.
Opening Date:	6/5/2026 5:00 PM
Posted Date:	5/16/2026
Status:	Open
Department:	COUNTY OF CHATHAM

Solicitation Number * 454-RFP-06052026	Department COUNTY OF CHATHAM	Status Reason Open
Opening Date 2026-06-05T17:00:00.0000000	Posted Date * 2026-05-16T11:12:01.0000000Z	Primary Commodity Code Healthcare provider support persons
Mandatory Conference/Site Visit — —	Special Instructions https://www.chathamcountync.gov/Home/Components/RFP/RFP/1303/2208	Solicitation Type * Select RFP IFB RFI
Owner Michele Peluso
Description The Contractor is expected to assist older adults by performing personal care tasks essential to activities of daily living, with some home management tasks possibly included as incidental to the personal care. Such personal care and home management tasks are performed to enable individuals to remain in their own homes when they are unable to carry out these activities for themselves and when no responsible person is available for these tasks. Additionally, assistance will be provided with these tasks for individuals who have a family caregiver residing with or assisting in the home. The in-home aide service will allow the caregiver to take a much-needed break and tend to other tasks or responsibilities. The Contractor is obligated to provide these in-home aide services for the Agency in accordance with the requirements of the N.C. Division of Health Service Regulation and the service policies and procedures of the NC Division of Aging and Adult Services found at https://www.ncdhhs.gov/documents/files/homeaide-policies-and-procedures/open covering such areas as aide competency, training and oversight, assessment and service planning, service priorities, and documentation and quality assurance.

Attachment Preview

Chatham County Aging Services Department

Requests for Proposal (RFP)

In-Home Aide and Caregiver Respite

I. Proposal Instructions

A. Proposal Deadline: Proposals must be received by Chatham County no later than 6/5/26 by

5:00pm.

B. Submission of Proposals: Vendors must submit both an electronic PDF version of the

proposal and one hard copy with all attachments, including signatory pages, which should be

received by the deadline above. The hard copies must be sent to one of the following delivery

addresses:

• Postal Address: Michele Peluso, Chatham County Finance Office

P. O. Box 608, Pittsboro, NC 27312

• Street Address: Michele Peluso, County Finance Office, Courthouse Annex

12 East Street, Pittsboro, NC 27312

The electronic PDF version of the proposal must be submitted by the deadline above to:

purchasing@chathamcountync.gov.

C. Withdrawal of Proposals: Proposing vendors may withdraw their proposal any time before

the deadline for submission on 6/04/26 by 5:00 PM. The withdrawal must be submitted in

writing and signed by the proposing vendor.

D. Inquiries and Corrections: All inquiries relating to this request should be in writing and

addressed to:

Michele Peluso, Chatham County Finance Office

P.O. Box 608, Pittsboro, NC 27312

All inquiries are to be sent to: purchasing@chathamcountync.gov.

If a proposing vendor finds discrepancies in or omissions from the specifications or should

require additional clarification of any part, a written request for interpretation shall be

submitted to Michele Peluso. Any interpretation of or changes made to the RFP will be made by

written addendum to each proposing consultant and shall become part of the request for any

contract awarded. The County will not be responsible for the accuracy of any other oral

explanations, interpretations, or representations. All inquiries must be submitted by 5:00 pm

on 5/22/26. It shall be the responsibility of each proposing organization or individual to verify

that every addendum has been received prior to submitting proposals. Addenda will be posted

to the County’s Bids and RFP Opportunities at

www.chathamcountync.gov/bidsandopportunities.

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E. Vendor Certification: The submission of a proposal shall be deemed a representation and

certification that the proposing vendor:

• Has carefully read and fully understands the information provided by Chatham County in

this RFP;

• Is financially solvent and has the capability to successfully undertake and complete the

responsibilities and obligations of the proposal submitted;

• Represents that all of the information contained in the submitted proposal is true and

correct;

• Did not in any way collude or conspire with any other parties, directly or indirectly, in

regard to the amount, terms, or conditions of this proposal;

• Acknowledges that Chatham County has the right to make any inquiry it deems

appropriate to substantiate or supplement information provided by proposing vendors and

hereby grants Chatham County permission to make these inquiries; and

• Acknowledges that any proposal cannot be modified after its submission for any reason.

F. Format and Deadline of Proposals: Late proposals will not be accepted under any

circumstance and will not be opened or reviewed. We will not accept proposals by fax or any

method other than is outlined under item B of Proposal Instructions. The sender must allow

ample delivery time for the selected shipment or transmission methods.

G. Definition and Context: Unless otherwise specified in this document, all words shall have a

common meaning unless the context in which they are used clearly requires a different

meaning. Words in the singular number include the plural, and in the plural include the singular.

II. Conditions of Bid Submittal

A. All proposing firms shall comply with all conditions, requirements, and specifications

contained herein, with any departure constituting sufficient cause for rejection of the

bid. However, Chatham County reserves the right to change the conditions,

requirements, and specifications as it deems necessary.

B. The bid must be signed by a duly authorized official of the proposing company

submitting the bid.

C. No bid will be accepted from any person, company, or corporation that is in arrears

for any obligation to the county, or that otherwise may be deemed irresponsible or

unresponsive by county.

D. Only one bid will be accepted from any person, company, or corporation.

E. All prices quoted must be firm for a period of ninety (90) days following the opening

of the bid with the awarded price good for a period of one year.

F. Chatham County reserves the right to reject all bids or any part thereof and to award

the bid to the most responsive and responsible proposing company as deemed in the

best interest of the Aging Services Department.

G. All bids shall be prepared in a comprehensive manner as to content, but no necessity

exists for expensive binders or promotional material. Promotional material will not

be considered as part of the bid and will not affect the evaluation of the bid.

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H. All costs, including travel and expenses, incurred in the preparation of this bid shall

be borne solely by the proposing company.

I. Chatham County reserves the right to request additional references.

J. Chatham County will not return to proposing firm’s bids or other information

supplied to the Aging Services Department.

K. Chatham County reserves the right to extend the awarded service for a period of one

year on the same bid specification.

L. Chatham County seeks a minimum of three responsive bids for bidding evaluation.

Should there be less than three (3), the bid may be let a second time. The Aging

Services Department reserves the right to award less than three bids.

III. Evaluation of Bids

A selection will be made based on the bids received. The company(ies) selected for

a contract award will be chosen on the basis of the benefits to the department and not

necessarily based on lowest price. Chatham County is interested in agencies

committed to providing quality and responsive service and a fair, living wage for its

in-home aides.

Chatham County reserves the right to reject any or all proposals or any part thereof and to

select the most responsive proposal that is deemed in the best interest of the Chatham

County Aging Services Department and its service clients. No proposals will be accepted

from any person or organization that is in arrears for any obligation to Chatham County,

or that otherwise may be deemed irresponsible or unresponsive by Chatham County or

the Aging Services Department.

Chatham County reserves the right to enter into an agreement with another proposing

vendor if the originally selected vendor fails to execute a contract with the county or

defaults on their contract.

Chatham County reserves the right to negotiate with any, none or all of the proposing

vendors.

No agreements with any selected vendor shall be binding until a contract is signed and

executed by Chatham County and authorized representatives of the vendor.

IV. Evaluation Criteria

The recommendation will be based on the proposal which best meets the Aging Services

Department’s needs taking into consideration several criteria, including:

A. The degree to which the bid meets or exceeds the terms of the specifications as

advertised, including insurances, licenses, and assurances.

B. Results of reference checks and past performance for other clients.

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C. Past performance, including responsiveness to the needs of Aging Services both

in the time to deliver and services to be offered.

D. Perceived ability to provide quality and responsive service, including assuring the

availability of qualified aides to serve the Aging Services Department clients in a

timely manner.

E. Projected and demonstrated average time from receiving client referral to

providing aide service in the home.

F. Price. The County is committed to assuring that the provider is offering its

in-home aides a fair, living wage.

G. At least three years of business operations in the bidded service.

V. Bid Preparation and Information

A. Bids submitted shall contain all information as requested herein, and any

additional information necessary to summarize the overall benefit of the bid to the

Aging Services Department.

B. Bids shall include the following:

1. A cover letter shall be provided that states the name, address, and telephone

number of the proposing company. The letter must include the signature of

the person having the authority to bid for the company and bind the company

in a formal contract with Chatham County.

2. A response that defines the methods and means by which the proposed

company will deliver the equipment or service(s) outlined in this bid.

3. Completed and clear indication of how the company will satisfy the bid

specifications with an indication and explanation of any variances (in

narrative or tabular format).

4. A project timeline that outlines the estimated date of delivery or start-up of

service.

5. Total bid price.

6. An indication of the company’s commitment to providing its in-home aide

workers with a fair, living wage.

7. A list of three appropriate references with current contact information

(including contact persons, telephone numbers, and email if available) for

which similar work has been performed. These references should be from

other agencies who have used the bidder’s services for at least a year. Ideally

this would include at least one reference from an agency whose funding

source included the Home and Community Care Block Grant.

8. The vendor must state that the proposal was made without any connection

with any other person, company or parties making a similar proposal and that

it is in all respects fair and in good faith without collusion and fraud.

C. Submission of a bid shall be taken as an indication that the proposer has full

knowledge of the scope, nature, quality, and quantity of the work to be performed,

and the detailed requirements and conditions under which the service is to be

provided. This would include a working knowledge of the State standards and

policies and procedures for in-home aide services under the Home and

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Community Care Block Grant found at

https://www.ncdhhs.gov/documents/files/homeaide-policies-and-procedures/open

covering such areas as aide competency, training and oversight, assessment and

service planning, service priorities, and documentation and quality assurance.

D. If any part of the work is to be subcontracted, the sub-contractual arrangements

shall be the sole responsibility of the company. The company shall provide a

description of the subcontracting organization(s) and the contractual arrangements

made therewith. All subcontractors must be approved in writing in advance by

Chatham.

E. Monitoring of this service will be done in accordance with requirements and

guidelines set forth by the North Carolina Division of Aging and Adult Services.

VII. General Requirements of the Successful Proposing Company

Once the award by Chatham County and the Aging Services Department has been

made, the successful company shall enter into a written contract with Chatham

County after notice of the award for an effective date of service beginning date TBD.

Purpose of the RFB for In-Home Aide Service

The Contractor(s) will offer Levels II and III in-home aide services and caregiver respite to

approximately 80 older adults and family caregivers in Chatham County for the fiscal year

beginning July 1, 2023, through June 30, 2024. The aide services include personal care, light

housekeeping, and meal preparation. The contract may also cover in-home aide caregiver respite

services as approved and arranged by the Aging Services Department.

Scope of Work

The Contractor is expected to assist older adults by performing personal care tasks essential to

activities of daily living, with some home management tasks possibly included as incidental to

the personal care. Such personal care and home management tasks are performed to enable

individuals to remain in their own homes when they are unable to carry out these activities for

themselves and when no responsible person is available for these tasks. Additionally, assistance

will be provided with these tasks for individuals who have a family caregiver residing with or

assisting in the home. The in-home aide service will allow the caregiver to take a much-needed

break and tend to other tasks or responsibilities.

The Contractor is obligated to provide these in-home aide services for the Agency in accordance

with the requirements of the N.C. Division of Health Service Regulation and the service policies

and procedures of the NC Division of Aging and Adult Services found at

https://www.ncdhhs.gov/documents/files/homeaide-policies-and-procedures/open

covering such areas as aide competency, training and oversight, assessment and service planning,

service priorities, and documentation and quality assurance.

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Commodity Codes

• NAICS 621610Home Health Care Services

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