Addendum No. 2 ARMC126-ARMC-6011 Taxi Services.pdf
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- Attached to
- Taxi Services
- Solicitation number
- ARMC126-ARMC-6011
- Issued by
- San Bernardino County, Concord City, California
About this file
This is Addendum No. 2 to a Request for Proposal issued by ARMC (likely Alta Regional Medical Center) in Colton, California, for taxi services. The RFP seeks a vendor to provide ambulatory and curb-to-curb taxi transportation for patients from two facilities: the Behavioral Unit (anticipated 1,022 trips annually, approximately 85 trips per month or 2-3 daily) and Main House (anticipated 504 trips annually, approximately 42 trips per month or 1-2 daily). The contract term is five years, running from January 24, 2027, through January 23, 2032. No pre-bid meetings or site visits are scheduled. Response deadlines and award dates are not specified in this addendum. Peak demand occurs on Mondays and Fridays during early to mid-afternoon hours, with additional afternoon activity around clinic closing times when discharge goals target completion before 11 a.m.
Pricing is structured on a per-mile basis, with vendors required to follow the rate table outlined in the RFP's Attachment E, using odometer readings for mileage verification. The total contract value is $1,000,000 ($200,000 annually), with county payment terms of net 60 days. Standard taxi vehicles (sedans and/or SUVs) are acceptable; wheelchair-accessible vehicles are not required. The incumbent vendor is Opco Transit. Vendors may propose subcontracted drivers if approved by the county, but the prime contractor remains fully responsible for all subcontractor acts and omissions. Key requirements include drivers meeting background check, CPR/First Aid, and certification standards; a 30-minute response time from when the patient is ready for pickup; basic trip tracking capability; and immediate verbal notification of safety concerns followed by written incident reports within 24 hours. If multiple vendors are awarded, trips will be allocated on a rotation basis absent performance issues. Digital signatures are permitted for ePro submissions, and while real-time GPS tracking and portal access are not required, they are noted as potentially helpful.
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400 N. Pepper Avenue, Colton, California 92324-1819 | Phone: 909.580.1000
Addendum #2 Request for Proposal ARMC125-ARMC-6011
Taxi Services
Are long-distance interfacility transfers part of the scope?
A No. We do not send patients via taxi to another facility.
Are subcontracted drivers permitted if they meet all of the same background-check, CPR/First Aid, and certification requirements outlined in the RFP?
A Yes upon approval of the County. The Contractor is fully responsible for the acts and omissions of any subcontracted driver and is required to indemnify, defend, and hold the County harmless for any acts or omissions of any subcontracted driver. This is the provision in the County contract that will be required as it relates to subcontractors:
Request for Proposal
ARMC125-ARMC-6011
Are there any performance issues or challenges with the current vendor that the County aims to improve upon?
A None.
Are there minimum vehicle-age requirements for cars used in the contract?
A California taxi contracts typically require vehicles to be 15 years old or newer, depending on the service, but the exact model and year can vary.
Are there specific peak hours or peak days with higher trip demand?
A Mondays and Fridays, early to midafternoon.
Can ARMC confirm whether subcontractor information must be fully disclosed in the proposal (name, address, certifications)?
A Company information should be provided.
Can ARMC confirm whether vendors must submit full insurance certificates with the proposal, or if submitting Attachment J (Insurance Affidavit) alone is sufficient at the proposal stage?
A Attachment J is sufficient.
Can this proposal be applied for as a Joint Venture?
A No.
Can you clarify when the 30-minute clock officially begins? at the moment the request is submitted, when it is authorized by ARMC staff, or once the vendor accepts the trip?
A Once vendor accepts the trip.
Can you confirm if we need to submit drivers and vehicle information with the proposal?
A Driver and vehicle information is not required at proposal stage. It will be required at the contracting stage as a selected vendor.
Does ARMC anticipate certain times of day (e.g., mornings, afternoons, clinic closing times) when a faster turnaround or additional vehicle availability is typically required?
A Goal is discharge before 11 am, however discharges are multifactorial. Afternoons tend to be busier.
Does ARMC have a preferred invoice template, or are vendors permitted to use their own format as long as all required fields are included?
A Vendor can use their own.
ARMC125-ARMC-6011
Does ARMC prefer real-time portal access, or would daily/weekly reporting be acceptable?
A We haven’t previously had portal access with Taxi services. If real-time portal access is available to track rides, that would be helpful.
Does ARMC require a specific incident-reporting timeline (e.g., immediate verbal notification, written report within 24 hours)? (documented incident-response protocols for mechanical issues, patient emergencies, and accidents.)
A Yes. Immediately report any safety concerns through initial verbal notification and then a written report via email within 24 hours. 909-580-1080 can be notified.
Due to transports requested by the Behavioral Health Unit, does ARMC require any specialized training such as behavioral-health awareness, patient-sensitivity, or de-escalation techniques? (background checks, CPR/First Aid certification, ADA training, and safety protocols) A Not required but may be helpful for the vendor.
For billing based on Attachment E, does ARMC prefer mileage calculated using odometer readings, GPS-verified mileage, or digital map routing (e.g., Google Maps)?
A ARMC prefers odometer readings, as they are the most reliable and accepted method for verifying actual distance traveled, even if they can be affected by factors like tire size.
For discharge and clinic transports, does ARMC require detailed driver-status notifications (assigned, en route, arrived, completed), or is basic trip tracking sufficient?
A Basic trip tracking.
For the 2-hour maximum response from call to transport, does ARMC expect the patient to be picked up within 2 hours, or that a driver must be en route within that timeframe?
A Patient must be picked up within that time frame.
How frequently does ARMC anticipate clinic trips that exceed the standard 25-mile limit and fall under the 75-mile rural mileage exception?
A Unknown at this time. TBD
If a vendor has exceptions to the insurance wording (but not limits), should those be listed on Attachment H?
A Yes.
ARMC125-ARMC-6011
Our vehicles are equipped to safely transport items such as oxygen units and personal medical devices. Does ARMC require any additional equipment, securement devices, or vehicle modifications beyond standard safety requirements?
A No.
Please clarify whether ARMC also requires standard sedans and SUVs for transporting regular ambulatory patients who do not require mobility devices?
A Either is ok.
Please clarify whether vendors must strictly follow the pricing structure outlined in Attachment E, or if our company may propose our own pricing model (e.g., base fee plus mileage)?
A Vendor should follow rate table as outlined in the RFP. All fees associated with the services must be included in the rate table.
Since multiple vendors may be awarded, how does ARMC plan to allocate trips among providers. Rotation, proximity, availability, or performance-based assignment?
A Rotation absent any performance based issues with awarded vendors.
The RFP specifies responding to calls within 30 minutes. Can ARMC clarify whether this means: 30 minutes to acknowledge/accept the request, 30 minutes to assign a driver or 30 minutes for the ride to begin?
A 30 minutes for pick up time once patient is ready to go and ARMC has called.
To appropriately plan staffing levels, can ARMC provide historical or estimated monthly trip volume or average daily usage?
A From December 2024 to November 2025: Behavioral Unit: 1,022 trips
Main House: 504 trips
To ensure full compliance, can you confirm whether fully wheelchair-accessible vehicles (WAVs) are required for this contract, or if sedans and SUVs capable of securing collapsible wheelchairs meet the requirement?
A We do not request wheelchair accessible vehicles on this RFP. Taxi can be sedan and/or SUV.
What are the current rates?
ARMC125-ARMC-6011
A We cannot disclose.
What is the anticipated contract start date?
A January 24, 2027 until January 23, 2032.
What is the average daily and monthly trip volume?
A Behavioral Unit: 1,022 trips- 85 trips/month 2-3/Day
Main House: 504 trips, 42/Month, 1-2/day
What is the breakdown of trips (ambulatory, curb-to-curb, door-to-door, gurney, long-distance, recurring patient trips, etc.)
A Ambulatory and curb-to-curb only.
What is the contract term and possible extensions?
A County standard contract term is five (5) years.
What is the expected/forecasted volume for the new contract A Behavioral Unit: 1,022 trips- 85 trips/month 2-3/Day
Main House: 504 trips, 42/Month, 1-2/day
What is the payment timeline and invoicing cycle A County policy is net 60.
What minimum tracking features does ARMC require in the notification system (e.g., GPS breadcrumbs, ETA updates, timestamps, etc.)?
A We don’t have a notification system. We would call the taxi company if there are concerns or questions.
What pay structure do they operate under (base rate, per-mile, wait time, after-hours, wheelchair/ambulatory differences, etc.)?
A Per-mile.
What's the contract value?
A $1,000,000 ($200,000/year).
Who is the current taxi/NEMT provider for ARMC?
A ARMC’s current vendor for this service is Opco Transit.
ARMC125-ARMC-6011
Will ARMC allow digital signatures on attachments submitted through ePro?
A Digital signatures are allowed for attachments submitted through ePro.
Will ARMC conduct pre-bid meetings or site visits for bidders A Pre-bid meetings or site visits are not planned/scheduled for this RFP.
Will ARMC operate with a primary/secondary vendor model, or will all awarded vendors receive regular trip volume?
A Vendors will be rotated if multiple awarded.
Will ARMC provide the RX and Medical Justification Requirement for Non-Emergency Transportation Form at the time each transport is authorized?
A This is not a NEMT RFP. Only a voucher would be required for taxi services.
Will ARMC require real-time GPS tracking, trip documentation, or use of specific dispatching software A Not required, but helpful to have.
Will trip requests be communicated directly to the vendor via phone or email, or will ARMC utilize a portal, platform, or centralized tool for dispatching transportation requests?
A Currently use phone communication with vendor. Open to a portal, platform, or centralized too for dispatching transportation requests.
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