REQUEST FOR PROPOSALS FOR TRANSPORTATION SERVICES FOR MIDDLE GEORGIA REGIONAL COMMISSION

Transcription

1 175 Emery Highway, Suite C Macon, Georgia (478) FAX (478) REQUEST FOR PROPOSALS FOR TRANSPORTATION SERVICES FOR MIDDLE GEORGIA REGIONAL COMMISSION DHS REGION 6 - INCLUDING THE COUNTIES OF: BALDWIN, BIBB, CRAWFORD, HOUSTON, JONES, MONROE, PEACH, PULASKI, PUTNAM, TWIGGS, AND WILKINSON PROJECT SUMMARY The Middle Georgia Regional Commission (MGRC) is requesting proposals for Transportation Services in the Georgia Department of Human Services (DHS) Region 6 (Baldwin, Bibb, Crawford, Houston, Jones, Monroe, Peach, Pulaski, Putnam, Twiggs, and Wilkinson Counties). The objective of this procurement is to obtain the services of qualified provider(s) with the demonstrated knowledge, experience, competence, resources and familiarity with DHS consumers for vital services designed to enhance health, independence and self-sufficiency. The MGRC seeks to obtain the most cost-effective, efficient and affordable transportation services from provider(s). Applicants may propose services to cover the entirety, a single subgroup, or any combination of subgroups of Region 6. Subgroup definitions for Region 6 are as follows: Subgroup 1 Baldwin, Jones, Putnam, and Wilkinson Counties; Subgroup 2 Bibb *, Crawford, Monroe, and Peach Counties; Subgroup 3 Houston, Pulaski, and Twiggs Counties. MGRC may use a combination of qualified applicants in order to service all of the region. The MGRC reserves the right to reject any and all proposals, to waive any technicalities or irregularities and to make the final award based on the best interest of the region. Proposals must be received no later than 5:00 P.M. Eastern Standard Time on June 5, Questions in reference to this solicitation can be directed to: Matt Garvin, mgarvin@mg-rc.org Interim Transportation Manager Middle Georgia Regional Commission 175 Emery Highway, Suite C Macon, GA Phone: (478) Fax: (478) * Includes the Bibb Project Connect program RFP Transportation Services DHS Region 6 Page 1 of 7

2 175 Emery Highway, Suite C Macon, Georgia (478) FAX (478) SCHEDULE This request for proposals will be governed by the following schedule: 05/14/2015 Release of RFP 05/22/2015 Pre-Proposal Conference 10:00 a.m. (MGRC Office) 05/27/2015 Deadline for Written Questions 05/29/2015 Answers to Written Question Posted to Website 06/05/2015 Proposals Due 06/12/2015 Contract Award (on/about) 07/01/2015 Program Start Date Attendance at the pre-proposal conference is not mandatory but interested parties are encouraged to attend. Additional information regarding the transportation services will be made available to potential applicants at that time. MANDATORY PROJECT SPECIFICATIONS a) Delivery of transportation services in a timely manner and by the standards discussed in this RFP; b) Reporting requirements; c) Driver requirements; d) Training requirements; e) Immigration compliance; f) Vehicle requirements, including insurance requirements; and g) Meeting all specifications as outlined in the manuals of the DHS Office of Facilities and Support Services (including but not limited to the Transportation Manual and the Risk Management Manual), and, where applicable, those as outlined by GDOT. ADDITIONAL REQUIREMENTS Submission of Proposals Applicants should send the completed proposal by 5 p.m. on June 5, 2015 for an applicant to be considered. Late submittals will not be accepted. Applicants should submit five (5) copies of their proposal in a sealed envelope to the following address: Middle Georgia Regional Commission Attn: Matt Garvin, Interim Transportation Manager 175 Emery Highway, Suite C Macon, GA RFP Transportation Services DHS Region 6 Page 2 of 7

3 175 Emery Highway, Suite C Macon, Georgia (478) FAX (478) Legal Disclosure Applicants will provide a list of any lawsuits or complaints naming or involving the applicant which allege discrimination on the basis of race, color, or national origin with respect to service or other transportation benefits. The list should include: a) The date the lawsuit or complaint was filed; b) A summary of the allegation; and c) The status of the lawsuit or complaint. Previous Service Disclosure Applicants previously contracted with the MGRC to provide DHS transportation services in Region 6 will provide a statement indicating the reason(s) for discontinuation of said services. DHS COORDINATED TRANSPORTATION PROGRAM SERVICE REQUIREMENTS RECEIVING, SCHEDULING, AND PROVIDING TRIPS Transportation services will be available 24 hours per day, 7 days per week, except during inclement weather. During these hours, ALL trip orders and cancellations must be input into the DHS TRIP$ program for scheduling. Consumer Registration/Trip Orders The Consumer Registration Form will be completed by the HSP for each individual who will be riding on the vehicle including children and escorts, and will include, at a minimum, general consumer information (name, SSN, date of birth, telephone number, county of residence, and emergency contact name), medical conditions, need for interpreter due to language barrier, payment source and HSP employee printed name, signature, and date signed. The Trip Order/Cancellation Form will include, at a minimum, the name of the client, the trip type, the date of the trip(s), pick-up address, destination address(es) and appointment time(s), return trip destination, special assistance or accommodations, funding source or program activity, and ordering organization information. A trip will be ordered for each individual (applicable children or escort) who will be riding on the vehicle. The transportation provider will then place the client on the manifest of the most appropriate vehicle. The driver of that vehicle will be advised of a new rider to allow him/her to become familiar with the client s pick-up/drop-off locations and any pertinent instructions from the HSP. The transportation RFP Transportation Services DHS Region 6 Page 3 of 7

4 175 Emery Highway, Suite C Macon, Georgia (478) FAX (478) provider will also advise the client directly regarding anticipated pick-up time (unless the service agency requests differently). In the event the driver anticipates a problem with the timeframe as specified by the dispatcher, the driver will discuss the concerns with the dispatcher. Any scheduling changes/deviations will be communicated to the HSP and the client as necessary. Should there be no other time suitable to the HSP and the trip has been requested within the 48-hour window, the transportation provider will perform the trip at the time requested. Demand Responsive Trips These are trips performed with less than 48 hours of notice. Extensive attempts will be made by the transportation provider to work these trips into the schedule with full responsiveness given to emergency, urgent situations, and importance of the request. The transportation provider must notify the HSP within three (3) business hours if the request for the trip cannot be accommodated. Trip Cancellations If it is necessary to cancel scheduled trip(s), the HSP will input the cancellation into the DHS TRIP$ program within three business (core) hours of the scheduled trip time in order for the DHS HSP to receive credit for the cancellation and not be billed as a no-show. The ordering HSP will be the only one that can cancel or reschedule trips. Daily Trip Sheets The driver of each vehicle will complete a daily trip sheet. These trip sheets will be used as documentation for billing to funding agencies. The daily trip sheet should include, at a minimum, documentation of each passenger that rode the vehicle (including children, attendants, etc), points of origin and destination, times of actual drop-off or pick-up, odometer readings at each stop, and signatures of each adult rider. If a passenger has multiple stops, that passenger should sign the daily trip sheet multiple times. Additionally, a parent should provide his/her own signature verifying any trips provided for his/her children. Any requests for exceptions to this signature rule should be discussed with the HSP and the DHS Region 6 Transportation Office (RTO). Should there be a dispute about whether or not a trip was performed; the signature of the rider may become necessary in order for payment to be received from DHS. It will be acceptable for a HSP supervisor to initial for individuals who are not capable of signing. RFP Transportation Services DHS Region 6 Page 4 of 7

5 175 Emery Highway, Suite C Macon, Georgia (478) FAX (478) No-Shows The driver must wait five (5) minutes after the appointed pick-up time (set by the transportation provider) before a passenger can be considered a no-show. A consumer identified as a no-show for the a.m. trip will automatically be cancelled for the p.m. trip. Trip service will resume as scheduled for the following day. A no show will be reported to the HSP through the DHS TRIP$ program. Three consecutive no shows by a single consumer will be reported to the HSP that ordered the trip. All standing/subscription trip orders for that consumer will continue to remain in the TRIP$ system until cancelled by the HSP. After cancellation, a new trip order form will have to be input by the HSP in order for that consumer to begin receiving transportation services again. Consumer Travel Times The DHS consumer traveling within the county of residence will not ride longer than 45 minutes more than the time it would take to drive directly from their point of origin to their destination. Drop-Off and Pick-up Windows The contractor is responsible for providing the passenger with an estimated time of pick up. A twentyminute pick up window is allowed (10 minutes before estimated pick up time and 10 minutes after estimated pick up time). Exception: Passengers are not to be picked up prior to the end of an appointment or activity. Child Restraint Seats Any adult who will be traveling with a child or children will be required to furnish a child restraint seat appropriate for the child s age as required by Georgia law. The car seat will be taken off the vehicle with the child. Inclement Weather Transportation services may be temporarily disrupted during periods of inclement weather when the provision of services would involve danger to DHS clients. Inclement weather conditions include, but are not limited to road flooding, bridge flooding and outages, tornadoes, severe thunderstorms, severe windstorms, hurricanes, ice storms, snowstorms, or any time roads and streets are not safe for passage. If weather-related condition occurs, the transportation provider will contact the HSP and discuss the situation and make a determination when transportation may be provided. All aspects of transportation will be considered, including the safety of the clients. RFP Transportation Services DHS Region 6 Page 5 of 7

6 175 Emery Highway, Suite C Macon, Georgia (478) FAX (478) PROCESSING OF COMPLAINTS All complaints should be addressed to the MGRC and to the Regional Transportation Office. A Complaint Form, a copy of which can be found in the Department of Human Services Office of Facilities and Support Services Coordinated Transportation manual, should be completed and faxed to the MGRC and RTO. Informal complaints can be handled by contacting the local transportation service provider and addressing the specific problems. If the complaint is not handled in a timely manner and with proper satisfaction, a formal complaint must be filed at the same time. Formal complaints should be handled by faxing the Complaint Form to the MGRC and to the RTO. The DHS Transportation Manual provides additional information regarding the procedures to be followed in the case of a formal complaint. INVOICING Provide a monthly programmatic/performance statistical report and an invoice in accordance with the fixed rate payment schedule no later than the seventh working day after the end of each month during the term of this contract to the MGRC. The invoice must be signed by the appropriate human service provider indicating that their portion of the invoice is accurate prior to submittal to the MGRC. REPORTING Prepare and submit to the MGRC, a budget for the upcoming fiscal year in the format and time requirements set forth by the DHS Regional Transportation Office. Prepare and submit to the MGRC a cost analysis of the previous and current fiscal years in the format and time requirements set forth by the DHS Regional Transportation Office. Provide the MGRC a monthly report on all non-accommodated trips that includes the following information: a) Date and time of the request; b) Name of the requesting HSP; c) Name of the individual making the trip request; and d) Reason why the trip was not accommodated. Participate in the DHS TRIP$ program and attend required DHS-sponsored training on TRIP$. RFP Transportation Services DHS Region 6 Page 6 of 7

7 175 Emery Highway, Suite C Macon, Georgia (478) FAX (478) Provide the MGRC weekly and monthly WIG reports, and any other supplemental documents required by the DHS Regional Transportation Office for these reports. Participate in all surveys and meetings required by the DHS Transportation Services Section and the Regional Transportation Office. RFP Transportation Services DHS Region 6 Page 7 of 7