Project Information

Bid Title

RFP 2026-11: District Long-Term Care Ombudsman Designation

Issuing Agency

Greater Nashville Regional Council

Location

Tennessee

Published Date

Feb 25, 2026

Closing Date

Mar 16, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

RFP 2026-11: District Long-Term Care Ombudsman Designation

GNRC, in partnership with the TN Department of Disability and Aging , is seeking proposals from public or nonprofit organizations who are seeking designation as the District Long-Term Care Ombudsman for the Tennessee counties of Cheatham, Davidson, Dickson, Houston, Humphreys, Montgomery, Robertson, Rutherford, Stewart, Sumner, Trousdale, Williamson, and Wilson.

• Issue Date: February 25, 2026
• Proposal Deadline: 11:59 p.m. CDT on March 16, 2026
• Inquiries: Questions about the solicitation should be directed in writing to Teresa Teeple, State Long-Term Care Ombudsman, at Teresa.Teeple@tn.gov with CC to rfp@gnrc.org .
• Download Full RFP Document
• List of Questions and Answers (none received)

Attachment Preview

Memorandum

To:

From:

Cc:

Date:

Subject:

Providers of Ombudsman Services

Sara Fowler, Aging and Disability Services Director

Teresa Teeple, State Long-Term Care Ombudsman, DDA

February 24, 2026

RFP 2026-11: Designation of District Long-Term Care Ombudsman

ABOUT GNRC

The Greater Nashville Regional Council (GNRC) is a public agency established by the Tennessee

General Assembly to convene local and state leaders for the purposes of planning and

programming state and federal investments into public infrastructure and a range of social

services.

GNRC is designated by the TN Department of Disability and Aging (DDA) as the Area Agency on

Aging and Disability (AAAD) for thirteen counties in Middle Tennessee: Cheatham, Davidson,

Dickson, Houston, Humphreys, Montgomery, Robertson, Rutherford, Stewart, Sumner, Trousdale,

Williamson, and Wilson. In this role, GNRC provides programs, services, advocacy, inter-agency

coordination, and information-sharing opportunities to improve the quality of life for older or

disabled Tennesseans. GNRC delivers a range of federal and state programs in partnership with

local agencies and private-sector organizations.

ABOUT THIS SOLICITATION

GNRC administers the District Long-Term Care Ombudsman program for its thirteen-county region

on behalf of the TN Department of Disability and Aging. DDA will be the entity responsible for

providing guidance and oversight of this program.

Public or nonprofit organizations who are seeking designation as the District Long-Term Care

Ombudsman should review and respond to the attached document.

Additional information about the Long-Term Care Ombudsman program can be found on DDA’s

website: https://www.tn.gov/disability-and-aging/disability-aging-programs/long-term-care-

ombudsman.html

NOTICE OF DISTRICT OMBUDSMAN PROGRAM

DESIGNATION APPLICATION

WITH

TENNESSEE DEPARTMENT OF DISABILITY AND AGING

I. STATEMENT OF INTENT:

The Tennessee Department of Disability and Aging (DDA) and State Long-Term Care Ombudsmen

(SLTCO) partner with nine Area Agencies on Aging and Disability (AAADs) to administer the District

Long-Term Care Ombudsman Program across the state for the upcoming Designation Period July 1,

2026 – June 30, 2030. Each AAAD may either be eligible to directly provide services or contract with

approved providers to deliver them. The State Long-Term Care Ombudsman (SLTCO) has sole authority

to designate, refuse, suspend, or remove designation of Local Ombudsman Entities (LOE) in

accordance with 45 CFR §1324.13, and uses the District Ombudsman Program Designation Application

(DOPDA) process to meet this requirement. DDA aims to select providers that can serve their entire

service delivery area (Attachment 2). Funding comes from the federal Older Americans Act—Title IIIB

and Title VII.

The Tennessee District Long-Term Care Ombudsman Program supports residents living in nursing

homes, assisted living facilities, homes for the aged, and adult care homes. Ombudsmen assist

residents and their families by addressing concerns, helping resolve issues, and advocating for

residents’ rights. When concerns cannot be resolved directly with facility staff or appropriate government

agencies, residents are encouraged to contact their District Ombudsman for additional support.

Ombudsmen work collaboratively with state and federal agencies and can aid with matters related to

quality of care, resident rights, abuse, neglect, or exploitation, admissions, transfers, and discharges,

questions regarding Medicaid and Medicare, and long-term care options.

II. GENERAL INSTRUCTIONS:

A. Submission of Application:

Applications may be submitted in one of two ways:

1. Submit one electronic copy (PDF format) to rfp@gnrc.org. The subject heading of the email

should be clearly marked “Attention: RFP 2026-11”; or

2. Submit one hard copy to GNRC, 44 Vantage Way, Suite 450, Nashville, TN, 37228.The

outside of the package should be clearly marked “Attention: RFP 2026-11”

A copy should be maintained for the Applicant’s records.

B. Schedule for Application Evaluation and Decision Designation Period

The solicitation will be open to eligible public or nonprofit organizations that may apply to serve as the

Local Ombudsman Entity (LOE) for the district.

Timeline

1. Notice of Request for Applications

February 23, 2026

2. Applications are submitted to the AAAD

March 16, 2026

3. Evaluation conducted by AAAD and recommendation provided March 20, 2026

to DDA.

4. Decision and Designation Period

April 1, 2026

1

C. All communications in reference to this Notice shall be directed to:

Teresa Teeple

State Long-Term Care Ombudsman

Teresa.teeple@tn.gov

D. Duration:

The Department intends to enter into contracts for a variety of lengths, no greater than 3 years,

dependent on need addressed through the application processes.

*Subject to change dependent on applications received.

E. Funds Available:

The Application is subject to the appropriation and availability of State and/or Federal funds.

III. SCOPE OF SERVICES REQUESTED:

A. Services to be Provided or Procured:

A.1

Application Submission & Updates:

(1) Applicants that neglect to accurately fill out and return the completed District Ombudsman

Program Designation Application by the designated deadline, including required signatures,

certifications, and proof of licenses shall be disqualified from this process.

(2) The Applicant must submit a signed and dated electronic copy via email of the entire

application to the SLTCO and, where the applicant is not the AAAD, each AAAD for the

county or counties for which services are being proposed, to be received no later than the

date specified.

(3) Providers must update the application information to the SLTCO, and, where the applicant

is not the AAAD, each AAAD as changes occur during the contract period.

(4) The contract between the Grantee and the qualified entity will contain, at a minimum, the

District Long-Term Care Ombudsman Program Scope of Services, in its entirety, as

provided by the State.

A.2

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.

2

(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.3

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 LTCOP-related matters; retain

documentation for monitoring. 45 CFR §1324.21; DDA Aging and Disability Program &

Policy Manual, 8-2.06.

A.4

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.

3

A.5

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.

(6) Data collection & invoices: Service providers shall have methods and procedures in place

for the collection and reporting of individual-specific data and invoices and provide them to

the AAAD by the tenth (10th) day of the month following the month being reported. DDA

Aging and Disability Program & Policy Manual, 2.

A.6

Program Operations:

(1) Maintain accurate facility data in the OSLTCO-approved electronic database at least

quarterly. Required data elements include facility name, type, address, phone number,

county, district, ownership, bed count, licensure status and date, and any changes such as

openings or closures. (DDA Aging and Disability Program & Policy Manual, 8-3-.03)

(2) Develop and implement a plan to promote awareness of Ombudsman Program services

within the service area and maintain information and materials provided by the SLTCO for

public dissemination. DDA Aging and Disability Program & Policy Manual, 8-7-.

(3) Provide adequate office space, telephone, and supplies to DLTCO. DDA Aging and

Disability Program & Policy Manual, 8-4.

(4) Provide adequate travel funds for quarterly visits to all facilities in the DLTCO’s area and for

the DLTCO to attend all SLTCO-sponsored training events. DDA Aging and Disability

Program & Policy Manual, 8-4.

(5) Ensure regular presence visits to facilities. DDA Aging and Disability Program & Policy

Manual, 8-3-.03, 8-7.

A.7

Volunteer Management:

(1) Recruit, train, and supervise Volunteer Ombudsman Representatives (VORs); ensure 18

hours of annual continuing education. DDA Aging and Disability Program & Policy Manual,

8-3-. DDA Aging and Disability Program & Policy Manual, 8-5.

(2) Maintain verification of activities designed to increase recruitment of new VORs.

4

Commodity Codes

• NAICS 541618Other Management Consulting Services

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