BL101-22 Ad #2

September 7, 2022

ADDENDUM #2

BL101-22, Provision of Pre-Approved Non-Emergency Medical Transportation of Seniors and Disabled

Adults on an Annual Contract

CLARIFICATIONS:

C1. Clarification for Provision A of the Required Contract Provisions for Non-Federal Entity Contracts Under

Federal Awards (found on page 11 of the invitation to bid): The purpose of this provision is to ensure that contracts valued over $150,000.00 include language that identifies administrative, contractual, or legal remedies in instances where the contractor (and by extension – any subcontractor) violates or breaches contract terms. This language can be found in the General Instructions for Bidders, Terms and Conditions on pages 79-87 of the Invitation to Bid.

C2. The name of this bid is revised to: Provision of Pre-Approved Non-Emergency Medical Transportation of Seniors and Disabled Adults on an Annual Contract

QUESTIONS:

Q1. Are passengers with physical limitations listed in the manifest provided to the service provider(s)?

A1. Yes, the manifest will clearly state if the client is ambulatory or non-ambulatory.

Q2. Does the County provide the height and weight of passengers so that the service provider can determine the appropriate vehicle?

A2. No. The manifest will only give the provider(s) information on whether the client is ambulatory or non-ambulatory.

Q3. In what format is the manifest provided?

A3. The manifests will be provided to the service provider(s) in Microsoft Excel format.

Q4. Will most trips be scheduled via the manifest? Or will clients call the service provider directly?

A4. Clients will call the Gwinnett County Senior Center Transportation line and book trips through Gwinnett

County Transportation staff.

Q5. What percentage of calls are for same day service?

A5. None; there is a required three (3) business day notice for all trips.

Q6. Will subcontractors be allowed under this contract?

A6. Yes, subcontractors are permitted. Subcontractors must follow all policies and procedures set forth in the contract requirements (i.e., training, background checks, etc.). It is the responsibility of the contracted provider(s) to ensure that subcontractors follow contract requirements for all trips. Uber and Lyft are not acceptable subcontractors for this contract. If subcontractors will be used, a list of subcontractors must be provided to the Gwinnett County Senior Services Transportation office for approval prior to the subcontractor providing services under this contract.

Q7. How is the workload handled between the primary and secondary providers?

A7. The primary service provider is expected to have the capacity to service approximately 50-90 trips per day

Monday-Friday and 0-40 trips per day Saturday-Sunday. These are estimates and are subject to change based on demand. In the event the primary can’t provide services for a client, the secondary service provider will be contacted. Once assigned to the secondary, the client will remain with the secondary provider. This process will be repeated for each new client.

Q8. Does Gwinnett County have any stretcher clients?

A8. No, Gwinnett County does not currently have any stretcher clients, but is requesting pricing for this service in the event that stretcher clients are added in the future.

Q9. The requirements mention door-through-door service. Is the service provider expected to go into the client’s home?

A9. Drivers are expected to escort the client from the door of their home through the door of their scheduled appointment. If additional assistance is needed, the client will need to provide their own escort. Drivers are not to assist with transfers to and from the vehicle or to provide any type of medical lifting.

Additionally, drivers are expected to help clients with belonging (i.e., groceries) if they need the assistance.

Q10. Are there any exceptions to the requirement stating that the provider shall be responsible for payment of fees charged to the client by medical practitioners resulting from late arrival and from the provider’s cancellation of a confirmed trip (Section III, Article D, #10)?

A10. The provider shall be responsible for the fee if the client does not get to the appointment or is late through no fault of their own.

Q11. The bid documents state that monthly reports are due by the 2nd day of each month? Is that the 2nd calendar day, or the 2nd business day of each month?

A11. Monthly reports shall be due on the second (2nd) calendar day of each month.

Q12. Could you tell us what your organization’s budget is for these services for the years requested?

A12. Gwinnett County does have an approved budget for this contract; however, we ask that bidders submit their most competitive pricing for this bid.

Q13. Would Gwinnett County be open to a TNC (Transportation Network Company) model to ensure that the whole region is serviced?

A13. No, clients will call the Gwinnett County Senior Services Transportation line to book all trips. Service providers will be given three (3) business days advanced notice to ensure that all requested trips are scheduled for service.

Q14. If the primary service provider tells the County that they cannot handle additional clients, would those clients then be assigned to the secondary service provider for the remainder of the contract?

A14. Yes, once a client has been assigned to the secondary service provider, the secondary service provider shall be responsible for that client for the duration of the contract. However, the County reserves the right to reassign clients taking into consideration the total number of existing clients and other applicable information to best provide services to clients.

Please acknowledge receipt of this addendum on page 8R of the bid documents.

Thank you, Jake Scarpone Purchasing Associate II

Attachments:

A. Pre-Bid Conference Sign-In Sheet B. List of Subcontractors

GWINNETT COUNTY, GEORGIA

LIST OF SUBCONTRACTORS

I do , do not , propose to subcontract some of the work on this project. I propose to Subcontract work to the following subcontractors:

NAME AND ADDRESS

TYPE OF WORK

Company Name