1 - IFB Non-Emergency Transport Services_6100026262.pdf

PART IV

WORK STATEMENT

A. CONTRACT OVERVIEW AND SCOPE: The Department of General Services (DGS) is issuing this Invitation for Bids (IFB) in order to establish a multiple award Contract for Labor and Industry to procure Non-Emergency Transport Services for the Office of Vocational Rehabilitation (OVR) in the Wilkes-Barre locations. DGS is seeking qualified suppliers with the experience, background, certifications, and services at competitive prices while ensuring that agency requirements are met in compliance with all local, state and federal regulations. The Awarded Supplier(s) shall provide all facilities, labor, materials, services, skills, supervision and necessary equipment to manage and conduct provision of services under this Contract. These services will be provided as an independent Contractor, not as an employee of the Commonwealth. The Awarded Supplier(s) shall render services in accordance with the policies, procedures, and standards of the Commonwealth.

B. METHOD OF AWARD (MULTIPLE AWARD): Award will be made on a multiple award basis to all responsible and responsive bidders per Lot (as outlined below) who comply with the “Eligibility Requirements” set forth in this IFB. There is no guarantee that the award of a Contract will result in the assignment of work.

Lot 1a. – Provide Non-Emergency Transportation for Office of Vocational Rehabilitation. Employees/passenger(s) may be blind, visually impaired, or have other disabilities which preclude their ability to drive themselves.

C. ELIGIBILITY REQUIREMENTS: Suppliers interested in submitting a bid to become an

Awarded Supplier must meet all of the eligibility requirements as set forth below. Eligibility Requirements are applicable to all lots, unless otherwise indicated. Bidders who fail to meet all the following eligibility requirements may result in bid rejection.

1. Provide a brief statement indicating experience providing Non-Emergency transport services (Lot1a.).

2. Provide three (3) years driving history issued by the PA Department of Transportation for all transport staff (Appendix B). The fee for obtaining driver’s history is the responsibility of the bidder. (*Please note that it is recommended that this request be made online through the PennDOT website, www.dmv.state.pa.us.)

3. Transport staff who have the following violations on their driving record will be deemed ineligible:

a. Transport drivers may not have a Driving under the Influence (DUI), Driving While Intoxicated (DWI), or “at fault” accidents in the past three (3) years and no revocation or suspension of their license.

b. Transport drivers may have no more than two (2) moving violations and no more than one (1) excessive speed violation.

4. Licensing/Documentation. Bidders must provide a copy of each type of documentation for all applicable personnel and transport vehicles.

a. Valid driver’s license for all transport staff. In addition, drivers providing services shall be a minimum of 18 years of age; and

b. Emergency Roadside Assistance coverage for all transport vehicles; and

c. Current and valid registration for all transport vehicles; and

d. Cellular phone contact information for all transport staff (Appendix C); and

e. Bidder’s current Automobile insurance certificate, which covers all transport drivers and transport vehicles used for non-emergency transport service.

Pennsylvania state minimum coverage is required and must include passenger insurance. Copy of the certificate should include the following information:

i. Carrier (name and address);

ii. Type of Insurance (i.e. full coverage or liability);

iii. Amount of Coverage;

1. The minimum amount of coverage to be carried is $100,000 per person and $300,000 aggregated and $50,000 property damage.

Such policies shall be occurrence rather than claims-made policies and shall not contain any endorsements or any other form designated to limit and restrict any action by the Commonwealth, as an additional insured, against the insurance coverage in regard to work performed for the Commonwealth.

iv. Period covered by insurance

NOTE: The Commonwealth will verify accuracy of all data. If the Commonwealth determines that any of the data has been falsified, the Commonwealth may, at its discretion, immediately cancel the supplier(s) contract.

D. DOMESTIC WORKFORCE UTILIZATION CERTIFICATION: To the extent that any services could be performed outside of the geographical boundaries of the United States, the bidder will be required to certify that those services will be performed exclusively within the geographical boundaries of the United States or specify the percentage of the direct labor that will be performed outside the United States. The certification form is included with the IFB (Appendix D) and must be completed and submitted with bid. The Agency may use the certification in making a best value selection.

E. BID SUBMISSION: Bids must be electronically received through the PA Supplier Portal.

To be considered for Contract award, bidder must complete and return the following documents in response to this Invitation For Bid.

1. Appendix D – Domestic Workforce Utilization Certification

2. Appendix E – Price Sheet

3. All required supporting documentation as outlined in the Eligibility Requirements.

F. OPTION TO ADD/REMOVE SUPPLIERS: The addition and/or deletion of any

Supplier(s) during the term of this Contract will be at the sole discretion of the Department of Labor and Industry and/or the Department of General Services. The Commonwealth reserves the right to issue a supplementary bid on a quarterly basis, or as required, to add suppliers during the term of the contract.

G. BEST VALUE DETERMINATION:

1. For all Lots a rate schedule has been established, however; the Commonwealth in its discretion may, for Lot 1a., issue a Request for Quote (RFQ) to select Contractor(s) based on best value. The best value determination must be documented in writing and be retained in the agency file for the particular request.

2. Best Value Criteria. Examples of Best Value criteria are set forth below:

a. Supplier’s past performance;

b. Transport driver experience;

c. Supplier’s experience with transporting passengers with disabilities, as applicable;

d. Capacity;

e. Availability;

f. Domestic Workforce Utilization; and

g. Low Price.

H. BACKGROUND CHECKS: Awarded Supplier(s), at their expense, must arrange for background checks for all transport staff. Background checks are only to be conducted via the Request for Criminal Record Check form and procedure found at https://epatch.state.pa.us/Home.jsp. Background checks must be conducted prior to initial transport of any passenger under the contract.

I. SERVICE REQUIREMENTS: The following service requirements are applicable.

1. Transport personnel shall abide by all local, state and federal traffic rules, statues and laws.

2. Evidence of a valid driver’s license must be provided for all transport staff hired after the contract is awarded.

3. Transport personnel shall ensure that the transport vehicle doors remain locked at all times when the vehicle is in motion.

4. Transport personnel shall ensure that all transport vehicles are equipped with seatbelts and make sure they are worn by the passengers at all times when the vehicle is in motion.

5. Suppliers shall provide clean, reliable transport vehicle(s).

6. Supplier shall ensure transport staff has the ability to read and follow mapping directions.

7. No smoking allowed in transport vehicles.

8. If a passenger experiences a medical emergency while transported and requires immediate medical attention, the transport driver must transport the passenger to nearest hospital, or medical facility, or contact 911, as applicable. The Awarded Supplier must notify Labor and Industry within thirty (30) minutes of such an incident.

9. Transport staff shall assist all passengers in entering/exiting the transport vehicle, as necessary.

10. The Awarded Supplier(s) shall notify the Commonwealth of any criminal prosecutions commenced against itself or its personnel within one (1) business day of charges being filed.

Additional Requirements for Lot 1a:.

1. Transport Staff should:

a. Be able to lift or carry up to twenty-five (25) lbs.; and

b. Have the ability to read, speak, comprehend and communicate in English fluently.

2. Transport Staff must allow service animals in the vehicle, as required.

J. PICK-UP AND TRANSPORTATION/COVERAGE AREA: Transport services shall cover the territories as outlined within the Price Sheet, Appendix E. The Commonwealth reserves the right to add or delete additional territories as needed. The Commonwealth’s requirements for pick-up and transportation may include intrastate and interstate travel.

K. HOURS OF OPERATION: Maintain a business location open between the hours of 7AM EST to 6PM EST, Monday through Friday. However, business needs may warrant extended hours beyond 6 pm. Overnight stays may be required for Lot 1.

L. TRANSPORT DUTIES:

For Lot 1a.:

1. The Awarded Supplier will arrive at the pick-up location at least fifteen (15) minutes before the scheduled time. Additional lead time might be required for pick-up(s) within major metropolitan locations (i.e. Philadelphia and Pittsburgh).

2. The Awarded Supplier will transport and wait for the employee/passenger in accordance with the terms of this IFB. The Awarded Supplier will only pick-up, drop off, and return the employee/passenger to the pre-designated location(s). Under no circumstances can the Awarded Supplier make any additional stops without OVR’s prior authorization.

3. Services are to be provided with no charges to the employee/passenger. The solicitation or acceptance of tips or any other type of gratuity is strictly prohibited.

4. In the event of an accident during an assignment, the Awarded Supplier must notify the referring OVR district office within one (1) hour from the time of the accident.

M. CANCELLATION, LATE ARRIVAL OR NO SHOW:

1. For Lot 1a. : In the event of an OVR appointment cancellation or a cancellation by the OVR employee, and if notice is provided to the transport staff less than one (1) prior to pick up time, the Awarded Supplier will be compensated for one (1) hour of pay.

2. For Lot 1a. : In the event of a cancellation by the employee/passenger, and if notice is provided to OVR three (3) hours or less prior to pick up time or a no-show, the Awarded Supplier will be compensated for one (1) hour of pay.

N. PERSONNEL: Awarded Supplier(s) are expected to utilize standards of professionalism in all aspects of the performance of the contract. All personnel must be fully qualified for the performance of the task to which assigned. In the event of recurring and/or un-resolved personnel performance issue(s), the Commonwealth has the right to request that such personnel be replaced.

Notice of personnel changes (additions, deletions and/or changes in local, state or federal licenses/certifications) must be communicated to Labor & Industry and the Department of General Services Contracting Officer within two (2) business days. In the case of deletions, the normal workload must be handled on a timely basis until replacements are hired and/or assigned to the project.

O. PRICING: The hourly charge per Lot for Non-Ambulatory transport services has been outlined within Appendix E – Price Sheet. Hourly charges begin at the location where the passenger/claimant is picked up, continue to the destination of the appointment, including time on location until the appointment has been completed, and ends when the employee is returned to the point of origin. Reasonable lead time is allowable prior to the start of transport services. Travel must be by the most direct and cost effective route for each assignment. The agency may audit miles submitted, or request route information for a particular transport if available, to ensure the bidder is meeting this requirement. Time spent traveling to/from the passenger/claimant's pick-up location is not eligible for hourly reimbursement.

P. REIMBURSEMENTS: Mileage, Subsistence and Lodging will be reimbursed at the current Commonwealth of Pennsylvania rate as per Management Directive 230.10. Parking and tolls will be reimbursed at actual cost(s) based on the submission of appropriate receipt(s).

http://www.portal.state.pa.us/portal/server.pt/gateway/PTARGS_0_2_785_711_0_43/http;/p ubcontent.state.pa.us/publishedcontent/publish/global/files/management_directives/managem ent___administrative_support/230_10.pdf

Q. BILLING AND REPORTING REQUIREMENTS:

For Lot 1a.: The Awarded Supplier(s) shall submit invoices via the Expense Log (Appendix F) bi-weekly the Office of Vocational Rehabilitation for services provided to passengers. The expense log shall list invoice date, PO number, supplier name and number, passenger’s name and the date(s) of service. The Expense Log must include a breakdown of charges, a detailed report of the services provided and include any necessary receipts, for which reimbursement is being requested. See section on Reimbursements for further details. Awarded Supplier(s) may be required to produce records that disclose the extent and nature of the services provided.

R. APPLICABLE LAW: The Awarded Supplier(s) must have working knowledge and be in compliance with federal, state, and local regulations. In any event where the Awarded Supplier(s) creates a scenario where the Commonwealth is found to be out of compliance with federal, state, and local standards, laws and regulations, the Awarded Supplier(s) will be liable and responsible for any damages (administrative, operational, monetary) suffered by using agency. All non-compliance issues and service deficiencies must be addressed, in writing, to each affected using Agency, to include a proposed solution, within forty-eight

(48) hours of supplier’s receipt of notification and the approved resolution must be in place within five (5) business days thereafter.

S. ENDORSEMENTS: Awarded Supplier(s) shall not advertise or publicize in any way a written or verbal endorsement that their equipment and/or services are being used by the Commonwealth of Pennsylvania without the written approval of the Commonwealth.

T. CONFIDENTIALITY: For Lot 1a., Awarded Supplier(s) should attend Commonwealth confidentiality training provided by OVR within the first thirty (30) days after contract award. Suppliers must adhere to the confidentiality requirements of the Federal Rehabilitation Act of 1973, as amended, its governing regulations, and the State Vocational Rehabilitation Act of 1988.