3-2025034 Volunteer Driver Program RFP Document.pdf

Preparation & Submission Requirements, Page 1 of 5

WAUKESHA COUNTY, WISCONSIN

REQUEST FOR PROPOSAL # 2025034

VOLUNTEER DRIVER PROGRAM

CONTACT INFORMATION

Buyer Lisa Mesheski E-mail lmesheski@waukeshacounty.gov Fax 262-548-7668 Mailing Address Waukesha County Purchasing Division

515 W. Moreland Blvd, Rm AC310 Waukesha, WI 53188

SCHEDULE OF EVENTS

The following dates are provided for your information and planning purposes. Although every effort will be made to follow this schedule, we reserve the right to modify the dates as necessary.

RFP released: 8/1/25 Questions Due: Thursday 8/14/25 by 12:00 pm CST/CDT Amendment Issued: Wednesday, 8/20/25 by 3:00 pm CST/CDT Proposals Due: Tuesday, 9/9/25 by 2:00 pm CST/CDT Notice of Interviews: Monday, 9/15/25 by 4:30 pm CST/CDT Interviews, if required: Monday, 9/22/25, Time(s) to be determined Contract executed: By 11/21/25

Preparation & Submission Requirements, Page 2 of 5

REQUEST FOR PROPOSAL

PREPARATION, SUBMISSION, PROCESS AND AWARD

1. COMMUNICATION

This RFP is issued on behalf of Waukesha County by the Purchasing Division. The Buyer assigned to this RFP, along with contact information, is noted on Page 1. The Buyer is the sole point of contact during this process and no information provided by any other personnel will be considered binding.

The County prohibits communication initiated by the respondent to any County official, employee or representative evaluating or considering the proposals, prior to the time an award has been made.

All respondents should use this written document, its attachments and any amendments as the sole basis for responding.

2. CLARIFICATIONS/AMENDMENTS

If you discover any significant ambiguity, error, omission, or other deficiency in the RFP, immediately notify the Buyer via the Vendor Discussion Messages in Waukesha County’s Bonfire portal. All other questions, clarifications or exceptions regarding the RFP document must be submitted to the Buyer via the Vendor Discussion Messages in Bonfire prior to the submission of the proposal. We encourage you to submit preliminary questions prior to the pre-proposal conference (if applicable). Please note the due dates and times noted on Page 1 for both preliminary and final questions.

If it becomes necessary to clarify or revise any part of this RFP, amendments will be posted to the Waukesha County Bonfire portal via Public Notices with applicable Public Files, in accordance with the schedule on Page 1.

It is the responsibility of prospective vendors to check the portal for any amendments prior to the opening date. All amendments must be acknowledged on the RFP Signature Page in the area provided. Failure to do so may result in your response being rejected.

3. CONTENTS OF PROPOSAL

All attachments, additional pages, addenda or explanations supplied by the vendor with their proposal will be considered as part of the proposal response. Waukesha County is subject to the Wisconsin Public Records Law found in Chapter 19, et. seq. of the Wisconsin Statutes. Materials contained in proposals are subject to the Wisconsin Public Records Law and, after contract award, may be viewed by any member of the public if requested under the law. If you believe materials contained in your proposal are exempt from disclosure, you must specify which statutory exception applies, however Waukesha County reserves the right to determine whether a record is subject to release under the Wisconsin Public Records Law. Marking a proposal or any portions thereof as confidential does not automatically make the record exempt from disclosure. If Waukesha County determines it is obligated to provide a record in response to a public records request, you may pursue a court order, at your own cost and expense, preventing disclosure of the requested record.

4. NONCONFORMING TERMS AND CONDITIONS

A response that includes contractual terms and conditions that do not conform to the contractual terms and conditions in the RFP document are subject to rejection as nonresponsive. Waukesha County reserves the right to permit the respondent to withdraw nonconforming terms and conditions from its response or negotiate changes to the contractual requirements prior to making a determination of responsiveness.

5. REVISIONS OR WITHDRAWAL OF PROPOSALS BY VENDOR

Vendors can work on their proposal responses in a “Work in Progress” status. While in such status, vendors can continue to revise their proposals as it is considered an incomplete submission. There is no need to withdraw an incomplete submission. However, if you already clicked to “Submit and Finalize” your submission, you need to return it to the “Work in Progress” status by following the instructions in Bonfire to un-submit. Once your revisions are complete, you will need to re-submit and finalize your submission for it to be considered; past submissions that have been un-submitted will not be considered. Vendors can revise or withdraw their submission as long as the opportunity is still open.

https://waukeshacounty.bonfirehub.com/

Preparation & Submission Requirements, Page 3 of 5

6. PROPOSAL FORMAT & SUBMISSION

A. Format Proposal Responses must be submitted electronically via Waukesha County’s Bonfire portal. For the County to adequately compare proposals and evaluate them uniformly and objectively, firms must complete the required proposal response and pricing documents provided by the County. Uploading an incorrect template will result in errors and will prevent you from completing your submission.

B. Response Submission - SIGNATURE PAGE:

You must submit the RFP Signature page with your response. Be sure to acknowledge any amendments issued, if applicable, in the box located above the signature area. The RFP Signature Page must be submitted as indicated in the Requested Information on Waukesha County’s Bonfire portal.

C. Response Receipt:

Proposals are accepted in the Bonfire portal as long as the opportunity is still open. After you “Submit & Finalize” your proposal, you will be directed to your “Submission Receipt”. This provides a comprehensive breakdown of all the information from your submission.

D. Bid/RFP Opening:

Waukesha County conducts Bid/RFP openings telephonically instead of in-person. If you desire to attend the telephonic opening for this RFP, please use the following dial-in access code to join in on the opening. We ask that participants mute their phones except for when they need to speak during the opening. Waukesha County complies with the Americans with Disabilities Act. Please contact us at (262) 548-7888 in advance of the proposal opening and efforts will be made to accommodate your needs.

Dial-In Numbers:

262-896-8001 Participant Access Code: 2176082

Proposal responses will be opened, and the name of the respondents read; however, details of each proposal, including proposed fees, will not be announced at the time of opening. Such information shall be made public after an award has been made and all negotiations are completed.

All proposals received in response to this request will become the property of the County and will not be returned to the respondents.

7. INTERVIEWS

Interviews may be required of selected finalists at their expense. Finalists will be notified of the date and time in accordance with the schedule on Page 1. Respondents selected must be available on the days noted – no exceptions. Respondents not selected will also be notified.

Upon completion of the interview process, Waukesha County reserves the right to request a BAFO (Best and Final Offer) from any or all of the selected finalists. However, an award may be made without the interview or BAFO process; therefore, respondents are cautioned that proposals should be submitted on the most favorable terms, from both a technical and cost standpoint.

Respondents who are not selected will be notified that their proposal will no longer be considered unless the evaluation committee finds, after the completion of interviews, that additional respondents should be interviewed.

8. EVALUATION & AWARD

Proposals will be evaluated in accordance with the criteria listed below. Award will be made to the responsive, responsible Contractor who complies with the requirements and scores the highest total on the evaluation criteria as it pertains to the overall needs of Waukesha County.

Experience/Qualifications of Firm/Personnel 40% Scope of Services Response 40% Cost 20% https://waukeshacounty.bonfirehub.com/

Preparation & Submission Requirements, Page 4 of 5

9. OTHER CONSIDERATIONS

Factors which include, but are not limited to, quantity involved, time of completion, purpose for which required, competency and financial capacity of vendor, ability to render satisfactory service and past performance will be considered in determining status as a responsible vendor. The County reserves the right to request additional information as may reasonably be required to make this determination and to further investigate the qualifications of the respondent as deemed appropriate.

10. RESERVATIONS

This RFP does not commit the County to pay any costs incurred in the preparation of a response to this request or to procure or contract for services or supplies. The Purchasing Division reserves the right to accept or reject any or all proposals received as a result of this request, request additional information, waive minor irregularities in the procedure, negotiate with any qualified source, or to cancel this RFP in part or in its entirety.

11. NON-INTEREST OF COUNTY EMPLOYEES AND OFFICIALS

No County official, employee or representative on the evaluation committee shall have any financial interest, either direct or indirect, in the proposal or contract or shall exercise any undue influence in the awarding of the contract.

12. CONTRACT DOCUMENTS

The successful vendor will be required to execute the following contract document (s) as applicable:

Description of Contract Waukesha County Service Contract Business Associate Agreement (BAA) - HHS

Click on the document name above to review the applicable contract documents.

These documents are not to be executed at this time nor returned with your response; they will only be required of the successful vendor.

13. RFP TABULATIONS

RFP tabulations are available to the public after contract execution, approximately 30 to 60 days from the date of award. RFP Tabulations can be found on Waukesha County’s Bonfire portal.

https://www.waukeshacounty.gov/media/taudd2ni/service-contract-52925.pdf https://www.waukeshacounty.gov/media/2gioq5u5/waukesha-county-business-associate-agreement-hhs-02122021.docx

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RFP Document, Page 1 of 5

WAUKESHA COUNTY

REQUEST FOR PROPOSAL # 2025034

VOLUNTEER DRIVER PROGRAM

8/1/2025

I. INTRODUCTION

Waukesha County Department of Health & Human Services (HHS) is requesting proposals from qualified firms to administer the Volunteer Driver Program throughout Waukesha County for individuals 60 years or older and adults with disabilities. The Aging & Disability Resource Center (ADRC) of Waukesha County is a division of HHS overseeing the coordination and delivery of this service.

II. BACKGROUND

A. Waukesha County The County is in southeastern Wisconsin directly west of Milwaukee County, and 100 miles northwest of Chicago. The County was incorporated in 1846 under the general laws of the State of Wisconsin. The County has the third highest equalized property tax base and is the third most populous County in the State. The County is second in the State for per capita and median household income. The County covers an area of 576 square miles and consists of 8 cities, 19 villages and 11 towns. The County’s bonds are rated AAA by Moody’s Investors Service and AAA by Fitch Ratings.

B. Health & Human Services (HHS) The mission of HHS is to enhance the quality of life while assuring critical needs are met. HHS provides programs to at-risk children and their families, at-risk adults, older adults, veterans, and individuals who are mentally ill, physically, or developmentally disabled, or chemically dependent.

HHS programs include prevention, intervention, protection counseling, treatment, and an array of residential and community programs for children, juveniles, adults, and at-risk citizens.

C. The Aging & Disability Resource Center (ADRC) The mission of the ADRC of Waukesha County is to provide older adults and people with physical or developmental/intellectual disabilities the resources needed to live with dignity and security and to achieve maximum independence and quality of life. The goal of the ADRC is to empower individuals to make informed choices and to streamline access to the right and appropriate services and supports.

D. Transportation Program Wisconsin Statutes 85.21 authorizes Wisconsin Department of Transportation (DOT) to administer a program to provide state financial assistance to counties for specialized transportation services for older adults and adults with disabilities. The allocation of funds from Wisconsin DOT to counties is based on the ratio of older adults and persons with disabilities residing in each county. Counties receiving these 85.21 grant awards agree to use the allocated funding to address the issue of the need for transportation services that are accessible to older adults and adults with disabilities.

Waukesha County has used grant funds to purchase transportation services from private and non-profit agencies to ensure the target population has accessible and affordable transportation to assist them in meeting their physical and social needs.

In 2024, the grant provided funding for approximately 50,000 one-way trips to various passengers. The primary purpose of the one-way trips was categorized as medical with 44% of trips relating to a doctor’s appointment or other health-related visit. Other purposes of one-way trips are related to employment, nutrition/dining site, social/recreational, personal business or other.

RFP Document, Page 2 of 5

E. The Volunteer Driver Program This program is a service for adults 60 years or older and adults with disabilities in Waukesha County. The volunteer driver program primarily provides transportation services within Waukesha County. However, certain trips may extend into neighboring counties as needed to accommodate specific travel routes or destinations. This program has provided an average of approximately 5,600 one-way rides to passengers annually for the past three (3) years. Passengers receiving services from the Volunteer Driver Program must be a Waukesha County resident.

III. ELIGIBILITY

To be considered for this award, the respondent must be able to comply with the following:

A. Organizations Transacting Business in Wisconsin: Chapters 178, 179, 180, 181, and 183 of the Wisconsin Statutes contain a general provision that the following shall not transact business in this state until it has obtained a certificate of authority or registration from the Department of Financial Institutions:

A foreign (out-of-state) corporation, Nonstock Corporation, limited partnership, limited liability Company, cooperative association, or limited liability partnership.

Therefore, in order to be eligible for award, Firms meeting the above criteria must be registered to do business in the State of Wisconsin with the Department of Financial Institutions (https://dfi.wi.gov/Pages/BusinessServices/BusinessEntities/ForeignEntities.aspx) within ten (10) business days after award but no later than prior to contract execution. Note: For assistance, please contact the State of Wisconsin Department of Financial Institutions directly.

Waukesha County cannot provide any advice, legal or otherwise, related to this matter.

B. Have at least two (2) years of experience providing direct support services to adults 60 years or older and adults with disabilities.

IV. SCOPE OF SERVICES

The goal of the Volunteer Driver Program is to match volunteer drivers with eligible service recipients and provide transportation to adults 60 years of age and older and to adults with disabilities who are residents of Waukesha County. Destination types include healthcare appointments, grocery stores, banks, pharmacies, and other sites. Volunteer Driver services will be available Monday through Friday from 8:00AM to 5:00PM, excluding holidays: New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, and Christmas Day. Proposers shall respond with any intent or feasibility to operate beyond these required hours, such as Sunday mornings for limited hours.

A. Key Activities

1. Provider will provide responsive, door-through-door as needed, transportation to ambulatory riders who have been designated as approved for the program by Provider and/or by referral from the ADRC.

2. Provider shall ensure that all volunteers hold valid drivers’ licenses, are insured, and pass criminal background checks.

3. Provider will ensure all drivers are sufficiently trained in privacy protection and abuse prevention.

4. Provider will implement policies and procedures to prevent drivers from operating vehicles under the influence of drugs and alcohol.

5. Provider warrants and represents that each of it drivers will wear photo identification.

6. Provider warrants and represents that each of its drivers will assist riders with packages or groceries as requested/as appropriate.

7. Provider warrants and represents that there shall be no smoking in vehicles by Provider or rider while transporting passengers, or in the presence of passengers.

8. Provider warrants and represents that all of its drivers maintain proper hygiene and dress appropriately while transporting passengers.

https://dfi.wi.gov/Pages/BusinessServices/BusinessEntities/ForeignEntities.aspx

RFP Document, Page 3 of 5

9. Provider’s drivers shall not engage in any verbal or physical abuse of a rider. If any verbal or physical abuse is reported to the County by service recipient or other source, the County will notify the Provider. If Provider fails to take corrective action to the satisfaction of the County, the County shall be entitled to immediately terminate the Contract by written notice to Provider.

B. Provider Responsibilities

1. Respondents must describe how they intend to plan, coordinate, and execute a Volunteer

Driver Program with a target population of older adults (60 years +) and adults with disabilities.

2. Respondents must provide a description of the following within their Volunteer Driver Program:

a. Day-to-day operations, including the coordination of reservations and scheduling practices.

b. Data management protocols, including volunteer driver database, client database, and trip tracking such as trip count, pick up and drop off location, trip purpose, and trip length in miles.

c. Volunteer screening and enrollment, including application process, license and insurance verification, volunteer background checks, and motor vehicle standards and inspections

d. Volunteer driver training plan, such as communication about liability and insurance coverage, level of assistance offered by driver, door-through-door, expected waiting times at destinations, and any additional assistance provided by volunteers (like helping with grocery shopping), safety policies and procedures, and incident and accident reporting.

e. Provision of any agency vehicles for volunteer use, maintenance, and insurance policies.

3. Provider is required to report traffic violations to ADRC program staff for any driver within seven (7) days of violation when the driver was conducting business for the Volunteer Driver Program.

4. Respondents must describe how they would recruit, screen, support, and recognize program volunteers. Respondents should provide an estimate of the minimum number of volunteers that would be needed to support this program.

5. Respondents must submit job descriptions for all positions receiving full or partial funding, including title of position, summary of duties, and number of hours worked per week.

6. Respondents must clearly describe how personnel will be trained in the special needs of older adults and adults with disabilities.

7. As part of ongoing training, all program personnel must participate in regular staff meetings to remain informed of overall program activities and developments.

C. Deliverables

1. Provider shall supply the County with an invoice for the quarter outlining total numbers of one-way trips provided.

2. Provider shall maintain accurate records for each program participant which include at a minimum a notification of participant rights and responsibilities including complaint process; a record of each ride including date, time, type of ride provided, any problems encountered, and the actions taken for problem resolution.

3. Provider shall employ a method to verify rides being charged/reported to ADRC are for Waukesha County residents only.

4. Each quarter, Provider shall supply to the designated personnel in the ADRC a detailed report via a completed Quarterly Report (reference Exhibit A) by the 15th of the month following the end of the quarter to include:

a. Total number of one-way rides provided for that quarter by trip purpose.

b. Total number of one-way rides provided for that quarter by passenger type.

c. Total expenses for that quarter to provide rides for the County’s clients.

d. Total number of miles incurred by all vehicles transporting the County’s clients during that quarter.

e. Total number of hours all vehicles were in use transporting County passengers during that quarter.

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V. INSURANCE

Contractor shall, during the term of the contract, maintain in force and effect the insurance policies outlined below. These policies must be issued by a company or companies authorized to do business in the State of Wisconsin and must be satisfactory to the County. Such insurance shall be primary. Prior to execution of the contract, the successful proposer shall furnish the County with a Certificate of Insurance and, upon request, certified copies of the required insurance policies. The Certificate must reference the contract and note any additional insured status, if required. The County, through its Risk Management Department, shall be given thirty (30) days’ advance notice of cancellation, non-renewal, or material reduction in coverage, scope, or limit during the term of the contract.

Commercial General Liability Insurance – Policy shall provide coverage for, but not be limited to, the following:

Limits of Liability (minimum):

Policy shall be written to provide coverage for, but not limited to, the following: $1,000,000 General Aggregate, $1,000,000 Products/Completed Operations Aggregate, $1,000,000 Personal and Advertising injury, $1,000,000 each occurrence.

Waukesha County, including its boards, commissions, agencies, officers, employees and representatives shall be named as additional insureds, as noted on the Certificate of Insurance.

Automobile Liability Insurance – Business automobile policy covering all owned, hired, and non-owned private passenger autos and commercial vehicles. Minimum liability limit: $1,000,000 combined single limit.

Worker’s Compensation and Employers’ Liability Insurance – Statutory worker’s compensation benefits and employers’ liability insurance with limits of liability not less than $100,000 per accident.

Contractor shall require subcontractors not protected under its insurance to take out and maintain such insurance.

Workers Compensation Waiver of Subrogation - County shall not be liable to contractor or its employees for any injuries to contractor’s employees or volunteers arising out of the performance of work under the contract. Contractor and its worker’s compensation insurance carrier agree to waive any and all rights of recovery from the County for worker’s compensation claims made by its employees or volunteers. The contractor agrees that the indemnification and hold harmless provisions within the contract extend to any claims brought by or on behalf of any employee or volunteer of the contractor.

Umbrella Liability Insurance – Coverage must be in excess of the employer’s liability, commercial general liability, and automobile liability insurance required above. Minimum limits of liability: $2,000,000 each occurrence and $2,000,000 aggregate.

Failure to submit an insurance certificate, as required, can make the contract void at the County’s discretion. Additionally, the Contractor shall not allow any subcontractor to commence work until the aforementioned documents, where applicable, have been obtained from the subcontractor and approved by Waukesha County.

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VI. TERM, PRICING, AND INVOICING

A. Term

The Contract will be for a period of one (1) year with a planned commencement date of January 1, 2026. The contract may be extended for four (4) additional one (1) year periods upon mutual agreement. Purchase orders will be issued on an annual basis on or around January 1 of each calendar year for services. Renewal beyond the initial contract term is contingent upon the performance of the Contractor during the contract period, program needs, and availability of funds.

The County reserves the right to contract on a month-by-month basis at the expiration of the contract term or any subsequent extension, to ensure continued service until new contract(s) are in place.

Continuation of the contract for the Volunteer Driver Program beyond 12/31 of any year is contingent upon appropriation of funds by Waukesha County and the State of Wisconsin Department of Transportation.

B. Pricing The maximum amount allotted for this service is $48,000. County will reimburse $7.50 per one-way ride until maximum compensation is reached. Additional funds may be available on a year-by-year basis. Funding allotment is subject to change with fluctuations in grant funding and County programming.

C. Invoicing

Contractor shall submit invoices quarterly by the 15th of the month after the end of the quarter.

For example, Q1 invoice shall be submitted by April 15. County will reimburse the Contractor within thirty (30) days of receipt of a properly documented invoice. Advance payments are not available under this Contract. The County will only pay for authorized services:

• rendered to passengers with eligibility certified by ADRC, OR

• rendered to passengers who have contacted Contractor directly for services AND meet eligibility criteria of an adult 60 years or older or an adult with disabilities AND are Waukesha County residents, AND

• documented, through required reports, to have been rendered.

Contractor shall submit invoices and all other reports in a format approved by the County, such as via email to the ADRC Transportation Supervisor.

The County reserves the right to monitor and correct any invoicing inconsistencies it discovers.

Logs and vouchers or other service delivery reports containing incomplete information will be denied payment until corrected and verified.

END OF DOCUMENT