RFP # 14-9548-1EF

February 26, 2014

REQUEST FOR PROPOSAL

SPECIALIZED TRANSPORTATION SERVICES

MENTAL HEALTH AND DEVELOPMENTAL SERVICES

COUNTY OF HENRICO, VIRGINIA

Your firm is invited to submit a proposal to provide Specialized Transportation Servicesfor the County of Henrico in accordance with the enclosed specifications and terms included herein. The submittal consisting of the original proposal and four (4) additional hard copies marked, “Specialized Transportation Services”, will be received no later than 2:00 p.m., March 28, 2014by:

IN PERSON OR SPECIAL COURIERU.S. POSTAL SERVICE

County of HenricoCounty of Henrico

Department of FinanceDepartment of Finance

Purchasing Division ORPurchasing Division

1590 E. Parham RoadP O Box 90775

Henrico, Virginia 23228Henrico, Virginia 23273-0775

This RFP and any addenda are available on the County of Henrico Purchasing website at To download the (IFB or RFP), click the link and save the document to your hard drive. To receive an email copy of this document, please send a request to:

Time is of the essence and any proposal received after 2:00 p.m.,March28, 2014 whether by mail or otherwise, will be returned unopened. The time of receipt shall be determined by the time clock stamp in the Purchasing Division Office, Department of Finance. Proposals shall be placed in a sealed, opaque envelope, marked in the lower left-hand corner with the RFP number, title, and date and hour proposals are scheduled to be received. Offerors are responsible for insuring that their proposal is stamped by Purchasing Office personnel by the deadline indicated.

A pre-proposal conferencewill be held on March 11, 2014 at 10:00 a.m. in the Purchasing Office, North Run Office Complex, 1590 East Parham Road, Henrico, VA 23228. Offerors are strongly encouraged to attend the pre-proposal conference in order to ask questions regarding the RFP requirements and to familiarize themselves with the purchasing procedures. Only two representatives from each firm will be allowed to attend the meeting. A teleconference number has been established for suppliers who are unable to travel to the County of Henrico. To join the meeting, call 804-501-7555; enter meeting ID 7002, and password 2117. It is limited to one caller from each supplier.

Nothing herein is intended to exclude any responsible firm or in any way restrain or restrict competition. On the contrary, all responsible firms are encouraged to submit proposals. The County of Henrico reserves the right to accept or reject any or all proposals submitted.

The awarding authority for this contract is the Purchasing Director.

Technical questions concerning this Request for Proposal should be submitted toEileen Falcone,,no later thanMarch 13, 2014.

Very truly yours,

Cecelia H. Stowe, CPPO, C.P.M.

Purchasing Director

Eileen Falcone

Senior Purchasing Officer

1590 E. PARHAM ROAD/P O BOX 90775/HENRICO VA 23273-0775

(804) 501-5660 FAX (804) 501-5693

REQUEST FOR PROPOSAL

SPECIALIZED TRANSPORTATION SERVICES

MENTAL HEALTH AND DEVELOPMENTAL SERVICES

COUNTY OF HENRICO, VIRGINIA

I.INTRODUCTION:

A.The intent of this Request for Proposal (“RFP”) and resulting annual contract is to obtain the services of a qualified firm for the purpose of providing Specialized Transportation Services for the Mental Health and Developmental Services Department, County of Henrico, as specified in this RFP.

II. BACKGROUND

  1. Mental Health and Developmental Services (hereafter MHDS), a department of Henrico County, provides a variety of human services to persons with mental health, intellectual disability and substance abuse issues.
  1. The County currently has an annual contract with Van Go, Inc., of Richmond for these services. The contract payments for the past 3 fiscal years is identified below:

2012 – 2013: $478,600.00

2011 – 2012: $ 519,063.00

2010 – 2011: $624,667.00

III.SCOPE OF SERVICES:

During the term of a contract awarded pursuant to this RFP, the Successful Offeror shall provide the following services:

  1. Daily transportation services for the programs specified in III.K below.
  1. Transportation is to be provided from client’s designated pick-up point in Henrico County (or just inside adjacent localities) to the program site and returned to designated drop-off point.
  1. Maintain separate trips for mental health and intellectual disability programs so as not to mix the disabilities any more than essential unless specific approval is granted (i.e. Hermitage Enterprises, and enclave trips can be mixed). If a significant cost savings may be achieved by combining disabilities, Offerors shall state this in their proposal including the expected savings.
  1. Provide transportation to all existing and new participants.
  1. Scheduling – The following scheduling standards shall be met under normal conditions by the Successful Offeror.
  1. Pick up time must be scheduled so vehicles normally arrive at Program sites within a 15 minute window,prior to Program hours.
  1. Shall not unload clients more than ten minutes prior to programbeginning unlessthe building is open. If the building is not open clients are to remain in the vehicle.
  1. Vehicles shall arrive for return trips no more than ten minutes prior to the end of the program and depart no later than ten minutes after the end of the program.
  1. The transportation schedule shall assure that clients are normally subjected to no more than one hour of one-way travel time.
  1. There should be no more than ten minutes variance on the pick-up or drop-off time for each client.
  1. Clients are not required to board the van prior to scheduled pick-up time.
  1. Will not leave drop-off point until a client is received unless prior arrangement is agreed upon.
  1. Provide notification of emergency delays with proposals stating provisions and methods of communicating delays.
  1. Develop his own routing system and shall provide the County a copy of routes and schedules.
  1. Communication – Communication between the Successful Offeror and agency, programs, parents and clients shall be handled in a professional manner. Questions or complaints should be addressed in a timely manner.
  1. Standards of expectation of performance specify assurance of a high degree of safety and provision of quality service. Formal written notification shall be provided to the Successful Offeror in the case of a substantial deficiency or default in service provision allowing ten (10) days for correction of the deficiency or written response indicative of sufficient action taken towards corrective measures to assure non-reoccurrence. Non-adherence to this provision could lead to termination of this contract.
  1. The Successful Offeror shall adhere to Americans with Disabilities Act (ADA) and client’s rights regulations.
  1. The Successful Offeror will be required to execute a HIPAA Business Associate Agreement (Attachment G) with Henrico County.
  1. In order to assure quality service and minimize complaints, the Successful Offeror must agree to participate in meetings with MHDS staff, riders (or parents) and other MHDS or County officials as requested. A MHDS staff member will be designated to coordinate concerns with the Successful Offeror.
  1. The Successful Offeror shall be expected to furnish vehicles of a suitable type to meet program requirements. Offerors shall provide written description of these vehicles to be used in their proposal. This description included in the proposal shall include such information as year, make, model, passenger capacity of ambulatory and non-ambulatory passengers, mileage, other equipment to include air conditioning, communication radio, etc., and any other item of information pertaining to passenger safety and comfort. The number of vehicles with wheelchair lifts shall be specified. (See I) Offeror should specify the number of vehicles proposed to use in daily runs and the number of available backup vehicles.
  1. Every vehicle used in the operation of transportation services within preview of this proposal shall undergo complete safety inspections by a duly qualified mechanic in accordance with the Virginia School Board Inspection requirements at the same intervals required of public school buses in Virginia. Necessary corrective measures must be taken by the Successful Offeror at all times to ensure passenger safety. Offerors should specify how vehicle maintenance will be provided, if it will be subcontracted, and who the subcontractor will be.
  1. The County of Henrico will also require the use of vehicles with wheelchair lifts to transport wheelchair passengers.Proposals shall state the cost of wheelchair transportation as a separate line item. MHDS currently has one (1) rider in wheelchairs being transported.
  1. Daily transportation services for the programs are as follows:
  1. Hermitage Enterprises –Intellectual DisabilityDay Support Program

8247 Hermitage Road (Staples Mill Business Center)

Monday through Friday, 8:00 a.m. – 3:15 p.m.

  1. Lakeside Center– Mental Health Psychosocial Rehabilitation Program

5623 Lakeside Avenue

Monday through Friday, 9:15 a.m. – 4:30 p.m.

  1. The Path – MH/SA Adolescent Program

10299 Woodman Road

Tuesday 6:00 p.m. – 8:00 p.m.

4825 South Laburnum Avenue

Thursday 5:00 pm – 7:00 p.m.

Monday and Wednesday 5:00 pm – 7:00 pm Young Mens Group

Other groups can be added at either location at any time.

  1. Program (1), and (2), serve adults and operate day programs. Program (3) serves adolescents in an afternoon program with varying summer hours. The PathProgram operates in block time periods and hours of service and ridership can change as the need arises.
  1. An estimated range of 80-100 eligible riders per day, the annual trip total is anticipated to be no more than 46,000.
  1. The Enclave sites can change or expand during the work period. Additional enclave sites may be added. Listed below are current locations and number of riders.

K2 TrophiesHours: 9:00 am-3:00 pm

4128 Jacque St. Monday – Friday (3 riders MTWF; 4 riders Th)

Randolph Macon College Hours: 9:00 am – 3:30pm

204 Henry StreetMonday – Friday (5 riders)

Williamson Drug Company Inc.Hours: 9:00 am – 2:30m

1572 East Parham Road Monday – Friday (4 riders)

OmnicareHours: 9:00 am – 2:30 pm

8575 Magellan Parkway Ste 100 Monday – Friday (6 riders)

L.The following information is the number of trips paid by Mental Health/Developmental Servicesfrom July 1, 2012 through June 30, 2013.

1.9,105for Intellectual Disability day support program– currently located at Hermitage Enterprises

2.7,023for Mental Health day support program – currently located at Lakeside Center

3.209 forThe Path

4.12,228for Enclave sites

M.The following additional information is being provided:

Total number of No-Shows and the total number of Cancellations2,785cancellations not included in the numbers. 606 no shows for 12 months

Trips outside of Henrico County are very rare but do occur. One example is a client temporarily moved to New Kent County, about one mile outside the Henrico line. Another example would be an enclave that was at VCU.Offerors should express their understanding of these rare occurrences and indicate any exception to having to make similar trips.

N. DMV (Department of Motor Vehicle) Compliance

Offerors shall indicate in their proposal proof they comply with all applicable laws, insurance and operating authority required by the D.M.V. for an irregular route common carrier authority.

O. Driver Qualifications

Drivers must have proven safety records and should be experienced in working with individuals with mental and/or physical handicaps. Evidence of proven driver safety should be available in the form of a transcript of record for each driver from the Virginia Division of Motor Vehicles and ask for the form “Request for National Driver Register File Check on current or perspective employee, Form DL55 revised 09/97”

Specific Driver Qualification to include:

  1. Properly licensed in the State of Virginia with evidence provided. History of DWI or ASAP within last five years shall not be allowed.
  1. Drivers are required to undergo physicals as required of School Bus drivers of the Department of Transportation.
  1. Drivers shall participate in Successful Offeror’s training and additional in-service training between Successful Offeror and program staff as referenced under training.
  1. Drivers shall be required to participate in DDC (Defensive Drivers Course) and CPR courses.
  1. Drivers should be subject to Criminal Record Checks.
  1. Drivers shall participate in random drug and alcohol testing.
  1. State if any or all drivers have EMT trainingor certifications.

The Successful Offeror shall be responsible for ongoing training and supervision of all drivers. In-service training may be scheduled between the Successful Offeror’s drivers, and MHDS program staff periodically, to assure a safe and efficient operation and compliance with ADA and human rights. The Offeror shall specify in writing provisions for on the road supervision program and additional training and supervision.

P. Supervision of Clients in Transit

  1. The driver shall be responsible for the supervision of all clients while in transit. Reoccurring problems in client behavior shall be brought to the attention of the MHDS Facility and Transportation Coordinator and his/her designee.
  1. The Successful Offeror shall present any request for termination or suspension of a client from transportation services to aforementioned Facility and Transportation Coordinator or designee for review, prior to initiation of this action. Terminations and suspensions of clients from transportation services shall follow operational procedures developed by the MHDS Services Board. Termination of clients is considered a drastic action. Operational policies and procedures will delineate appropriate disciplinary actions to be followed.

Q. Reporting Safety Incidents

  1. The Successful Offeror shall maintain records of all safety incidents, rider behavior incidents and complaints that will be available for review or submitted to MHDS in accordance with operational procedures.
  1. The Successful Offeror shall agree to participate in joint investigations with MHDS of all complaints involving misconduct by MHDS riders or driver. Investigations will occur according to an agreed upon procedure. All MHDS Incident Reports or Complaints shall be researched with a response to the agency within 48 hours.
  1. The Successful Offeror shall comply with the Virginia Department of Behavioral Health and Developmental ServicesBoard’s Rules and Regulations to Assure the Rights of clients in Community Programs ( 12 VAC 35-115 et seq.). Appropriate modification of written guidelines, policies and procedures shall be agreed upon in accordance with MHDS Human Rights Policy and Procedures.MHDS will provide training to the Successful Offeror’s employees. Written guidelines clarifying rider and operator expectations shall be distributed to all parties.
  1. Offerors shall state in their proposal if they are certified for Medicaid transportation for ambulatory and/or non-ambulatory trips and describe how this will affect costs.

R.BILLING

  1. Itemized bills for each program shall be submitted to MHDS for services rendered on a monthly basis, based on the number of client trips for each program during the previous month.
  1. Offerors should state the proposed correlation between billings and driver trip logs and method of reporting in order to identify client trips charged during the billing cycle. Payment to Successful Offeror will be initiated by MHDS as soon as verification of charges can be reconciled.
  1. FUEL ESCALATION

Offerors shall propose their fuel escalation procedure and proposed methodology for calculations in response to this RFP.

IV.ANTICIPATED SCHEDULE:

The following represents a tentative outline of the process currently anticipated by the County:

Request for Proposals distributedFebruary 28, 2014

Pre-proposal meetingMarch 11, 2014, 10:00 a.m.

Deadline for questionsMarch 13, 2014

Receive written proposalsMarch28, 2014, 2:00 p.m.

Conduct oral interviews April 16, 2014

Contract start dateMay 1, 2014

V.COUNTY RESPONSIBILITIES:

Henrico County will designate an individual to act as the Project Manager for all work performed under this contract. The Project Manager shall coordinate the work, and shall have the authority to make decisions in writing binding their respective employers on matters within the scope of the contract.

VI.GENERAL CONTRACT TERMS AND CONDITIONS:

A.Annual Appropriations

It is understood and agreed that the contract resulting from this procurement (“Contract”) shall be subject to annual appropriations by the County of Henrico, Board of Supervisors. Should the Board fail to appropriate funds for this Contract, the Contract shall be terminated when existing funds are exhausted. The successful offeror (“Successful Offeror” or “contractor”) shall not be entitled to seek redress from the County of Henrico, Virginia (the “County”) should the Board of Supervisors fail to make annual appropriations for theContract.

B.Award of the Contract

1.The County reserves the right to reject any or all proposals and to waive any informalities.

2.The Successful Offeror shall, within fifteen (15) calendar days after Contract documents are presented for signature, execute and deliver to the Purchasing office the Contract documents and any other forms or bonds required by the RFP.

  1. The Contract resulting from this RFPis not assignable.

4.Upon making an award, or giving notice of intent to award, the County will place appropriate notice on the public bulletin board located at the following locations:

Purchasing DivisionEastern Government Center

North Run Office Complex3820 Nine Mile Road

1590 East Parham RoadHenrico VA 23223

Henrico VA 23228

Henrico Government Center

4301 E. Parham Road

Henrico VA 23228

Notice of award or intent to award may also appear on the Purchasing Division website:

C.Collusion

By submitting a proposal in response to this Request for Proposal, the Offeror represents that in the preparation and submission of this proposal, said Offeror did not, either directly or indirectly, enter into any combination or arrangement with any person, Offeror or corporation or enter into any agreement, participate in any collusion, or otherwise take any action in the restraint of free, competitive bidding in violation of the Sherman Act (15 U.S.C. § 1 et seq.) or Section 59.1-9.1 through 59.1-9.17 or Sections 59.1-68.6 through 59.1-68.8 of the Code of Virginia.

D.Compensation

The Successful Offeror shall submit a complete itemized invoice on each delivery or service that is performed under the Contract. Payment shall be rendered to the Successful Offeror for satisfactory compliance with the Contract within forty-five (45) days after receipt of a proper invoice.

E.Controlling Law and Venue

TheContract will be made, entered into, and shall be performed in the County of Henrico, Virginia, and shall be governed by the applicable laws of the Commonwealth of Virginia without regard to its conflicts of law principles. Any dispute arising out of the Contract, its interpretations, or its performance shall be litigated only in the Henrico County General District Court or the Circuit Court of the County of Henrico, Virginia.

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