RFP.RRRC.2023-11.Transportation.for.Rappahannock.pdf

RAPPAHANNOCK-RAPIDAN REGIONAL COMMISSION

REQUEST FOR PROPOSALS | RFP # RRRC-2023-11

I. Project

Transportation for Rappahannock – “Rapp Connect”

This announcement is available on the RRRC website www.rrregion.org.

II. Summary

The Rappahannock-Rapidan Regional Commission (RRRC), in its role as the manager and fiscal agent for the Regional Transportation Collaborative (RTC), is seeking services of a contractor to provide prescheduled transportation services for older adults and/or individuals with disabilities residents of Rappahannock County.

The service is funded by RRRC through grants from FTA Section 5310. The service will operate four days per week through September 30, 2024 with potential for extension dependent upon funding availability.

III. Date Issued

November 21, 2023

IV. Grant Period

The anticipated contract term will begin on or around January 1, 2024 and run through September 30, 2024.

V. Due Date

Proposals must be received by 5:00pm EST on December 19, 2023.

VI. Proposal Submission

Offeror shall submit all elements requested in this RFP by 5:00 p.m. on December 19, 2023 via one of the following options:

• Via email with subject “RFP RRRC 2023-11 Transportation for Rappahannock” to:

Patrick Mauney, RRRC Executive Director – plmauney@rrregion.org

AND

Kristin Lam Peraza, Mobility Manager – klamperaza@rrregion.org

• Via eVA, Virginia’s eProcurement Marketplace (https://www.eva.virginia.gov) in response to the VBO listing titled “RFP RRRC 2023-11 Transportation for Rappahannock”

• Via mail or delivered in person to: Rappahannock-Rapidan Regional Commission, Attn: Patrick Mauney, 420 Southridge Parkway, Suite 106, Culpeper, VA 22701. A copy of the proposal must be in a sealed container clearly marked on the outside with “RFP RRRC 2023-11 Transportation in Rappahannock”

Proposals received after the deadline will be rejected.

If the offeror wishes to protect proprietary information within their proposal, the offeror must submit a redacted copy of their proposal before the proposal submission deadline. Justification for the redactions must accompany the redacted proposal. Pricing information cannot be redacted, nor can the entire proposal.

The offeror must accept RRRC’s Terms and Conditions contained in the RFP and appendix documents. The offeror shall not use its own Terms and Conditions.

VII. Questions

Please direct any questions regarding this RFP to Patrick Mauney (plmauney@rrregion.org) by 5:00 p.m. on December 8, 2023. An addendum with questions and answers will be posted to the RRRC website by 5:00 p.m. on December 12, 2023.

VIII. Section 5310 Grant Program

The Section 5310 grant program makes funding available for operating expenses to support the provision of transportation services to meet the specific needs of seniors (aged 65 and over) and individuals with disabilities when public transportation is insufficient, unavailable, or inappropriate.

mailto:plmauney@rrregion.org mailto:klamperaza@rrregion.org https://www.eva.virginia.gov/ mailto:plmauney@rrregion.org

IX. Project Overview

RRRC seeks to contract an entity to work in partnership with its existing Regional Transportation Collaborative and Mobility Center to provide pre-scheduled transportation to older adults and/or individuals with disabilities in Rappahannock County under a pilot program called “Rapp Connect”.

Transportation service will run for a minimum of 9 months, providing 4-5 days a week of non-ADA service in a non-commercial passenger vehicle. Service will be coordinated through the existing Mobility Center.

Funding is available to reimburse the contractor for services, fuel, and the purchase of a passenger vehicle if needed; vehicles purchased under this agreement are eligible to receive funds for maintenance expenses.

X. Eligibility

Eligible applicants include both public and private nonprofit organizations, State or local governmental authorities, for-profit small businesses, and operators of public transportation services including private operators of public transportation services that provide services on a regular basis who meet the requirements listed below:

1. Currently operate a transportation or related human service program/business in the Rappahannock- Rapidan Region (Culpeper, Madison, Orange, Fauquier, and Rappahannock) or neighboring region.

a. Have operated for at least six (6) months.

2. Have or are willing to secure (with or without grant funding) at least one passenger vehicle, with seating not to exceed eight passengers, for service provision:

a. Vehicles should not be low-lying or high-entrance-threshold due to the mobility limitations of the anticipated audience served;

b. Vehicle should have proof of regular maintenance, inspection, and insurance;

c. Vehicle should be no older than a 2004 model.

3. Have at least two (2) drivers available for the entire service provision period to ensure continuity of provision.

a. Drivers must be willing to complete a background and DMV check;

b. Drivers must complete a Mobility Center training (6hrs);

c. Drivers must complete a dementia friendly and mental health first aid training as designated by the RRRC (4hrs).

4. Have or are willing to obtain any liability insurance in an amount not less than $500,000 per person and

$1,000,000 per occurrence for the service provision period.

5. Willing to utilize technology to include, cell phone, texts, email, and/or database entry.

XI. Funding Limitations

The total amount expended for this project will not exceed $90,000.00. Funding is provided via monthly reimbursement format as required by the Department of Rail and Public Transportation (DRPT). Maximum daily reimbursement rates will vary $366-$600 dependent on the purchase of a vehicle.

A maximum of $35,000.00 (including sales taxes/fees) in funding is available for the purchase of a qualifying vehicle if needed for the service provision.

• Reimbursement for the purchase of the vehicle will be divided into 8-9 equal monthly payments, resulting in the Contractor’s full reimbursement and ownership of the asset at the conclusion of the grant period, subject to any applicable requirements on the useful life of FTA-funded equipment.

• Full reimbursement for the vehicle price is contingent on the full completion of the service agreement (9 months/150 days of service).

• If a vehicle purchase is not needed, the Contractor may be able to incorporate available funding into the total service provision expense.

• A qualifying vehicle must be:

o purchased ‘new’ and be unused;

o mileage under 5k;

o year of vehicle will not be older than 2020 o vehicle will be non-commercial

Eligible expenses include:

• Reimbursed fuel at a rate of $0.655 per mile; fuel mileage is reimbursed based upon the ‘vehicle station’ point, per-determined and agreed upon by all parties for the entirety of the service provision period.

• For newly purchased vehicles: Regular maintenance and repairs not to exceed 15% of the vehicle value in a single service period. Documentation of the actual expense of maintenance and repairs is required.

• Vehicle Insurance

• Ride Provision Liability Insurance

• Service Provision

XII. Service Requirements

Services will be advertised through free and paid options coordinated and paid through the RTC. Services will be scheduled and coordinated through the existing Mobility Center (MC). MC staff will provide the contracted driver with a daily list of scheduled rides and associated details. The contracted driver will report mileage, hours, and other supporting documentation and important information to MC staff for data collection.

The Contractor will:

1. Provide transportation for the list of individuals for the time frames indicated by the MC staff.

2. Establish a four (4) day a week service provision schedule to include:

a. Three (3) week day travel options from 8am-6pm;

b. One (1) weekend day travel option from 9am-1pm;

c. RTC will accept an alternative schedule proposal for consideration for the entire service provision period.

3. Provide at least 150 days of service.

a. Contractor must preschedule service closures at least 30-days in advance.

b. Contractor will have a trained alternative driver available in-case of illness or emergency.

c. Contractor will agree on a service calendar for the entire service provision period.

4. Support riders with minor mobility issues, equipment loading/unloading, and other courtesy tasks as needed to ensure a safe and positive transportation experience ‘door to door’ for the individuals served.

5. Submit invoices to RRRC on a monthly basis with supporting documentation for approval.

XIII. Proposal Requirements

Proposals should be submitted electronically as a single PDF document with any evidences or necessary attachments submitted separately. Proposals should include the following information, labeled in the same order:

1. Cover Page:

a. Project name & RFP number;

b. Service provider’s name, address, telephone number, state corporation entity identification number (if applicable), and website (if applicable);

c. Name and email address for service provider’s designated contact person.

2. Experience:

a. Service location;

b. Service scope;

c. Service area;

d. Years in operation;

e. Capacity (size);

f. Statement addressing requirements in Section X.4;

g. Statement addressing requirements in Section X.5.

3. Personnel:

a. Organizational structure, names, and positions;

b. Drivers’ experience summary, years of experience, anticipated salary for this project.

c. Designated drivers and alternative drivers list; if vacant, describe recruitment effort/plan, anticipated salary, employment date.

4. Safety:

a. Background and DMV Check, if TBD, please indicate;

b. Organization’s safety requirements overview;

c. Training/Education history pertaining to safety;

d. Statement addressing requirements in Section X.3.(a)(b)(c).

5. Vehicle Requirements:

a. Organization’s vehicle assets, dates, mileage, description;

b. Statement addressing requirements in Section X.2.(a)(b)(c);

c. Statement addressing Section XI, ‘state whether or not you intend to use funding to purchase an eligible vehicle.

6. Proposed Schedule:

a. Schedule of service for January 1, 2024 – September 30, 2024;

b. Statement addressing requirements in Section XII.

7. Proposed Budget:

a. Detailed Budget Overview, including a line-item estimate of reimbursable expenses, as well as

Contractor’s proposed cost for the provision of services on a daily basis (must be subject to the maximum daily service reimbursement rate of $366-600);

b. Statement explaining Contractor’s proposed cost for the provision of services, the components thereof, and the reasonableness thereof.

8. Organizational Capacity:

a. Financial Statement, recent audits;

b. Hiring & Training Standards;

c. Vehicle Maintenance Standards;

d. Certification and/or Quote of Insurance Coverage;

i. Vehicle

ii. Liability

e. References;

i. Statements from and contact information for three (3) clients who have utilized your services;

ii. Statement from and contact information for (1) employee who has worked with your organization for at least six (6) months.

XIV. Evaluation Criteria

Each application can receive a total of 100 base points.

1. Cover Page: 5

2. Experience: 15

3. Personnel: 15

4. Safety: 15

5. Vehicle Requirements: 15

6. Proposed Schedule: 15

7. Proposed Budget: 10

8. Organizational Capacity: 10

XV. Selection and Time Line

RRRC will oversee the selection process, including review, selection, and contract award. RRRC reserves the right to conduct interviews with organizations submitting qualified proposals prior to contract award.

RRRC will select one (1) proposal for award. RRRC will notify all respondents and post results on the RRRC website.

Timeline -

Issuance of RFP: November 21, 2023 Proposals Due: 5:00 pm, December 19, 2023 Interviews (if necessary): January 3, 2023 - January 9, 2024 Selection: On or before January 18, 2024

Project Start: January 2024 Project Completion: September 2024

XVI. Contract Terms

This project is funded by the Virginia Department of Rail and Public Transportation (“DRPT”) under FTA Section 5310, Virginia State Paratransit funds, and RRRC discretionary funds. The project is governed by terms and conditions set forth in the Master Agreement for the Use of Commonwealth Transportation Funds and the Agreement for Federal Transit Administration Section 5310 Funds and any amendments thereof. The successful applicant must also agree to, and be compliant with, current and future terms and conditions required by FTA, DRPT, and the Commonwealth of Virginia, which include, among others, requirements for non-discrimination and drug-free workplace assurances, and audit and record retention.

The awarded contract will include similar provisions.

OTHER TERMS & CONDITIONS

A. All proposals must be submitted in accordance with this RFP. Contractor represents the accuracy and truthfulness of all information provided to RRRC. All information received shall become part of the proposal.

B. The Offeror certifies that it knows of nothing that could raise the issue of conflict of interest with regard to this RFP.

C. The award of a contract shall be at the sole discretion of RRRC. The award shall be based upon a “best value” basis based upon the evaluation criteria set forth in Section XIV. RRRC reserves the right to enter into any contract deemed to be in its best interest or no contract at all. RRRC shall not be obligated to furnish a statement of the reason why a proposal was not deemed to be the most advantageous.

D. The Offeror agrees that their proposal is a binding offer to provide services and may not be withdrawn for a period of ninety (90) days.

E. RRRC shall not be responsible for any expense incurred by any Offeror in preparing and submitting a proposal or participating in the interview and negotiation processes.

F. All proposals shall become the property of the RRRC. Proposals will be available for inspection only in accordance with Virginia Code Section 2.2-4342.

G. RRRC reserves the right to cancel this RFP, to accept or reject any or all proposals in whole or in part and to waive any informality in the RFP.

H. This RFP, any subsequent contract and the work performed there under shall be governed in all respects by the laws of the Commonwealth of Virginia. The Offeror shall comply with applicable federal, state, and local laws and regulations.

I. The Offeror shall not assign, transfer, convey, sublet, subcontract, or otherwise dispose of any award, or any or all of its rights, obligations, or interests under this contract, without the prior written consent of the RRRC.

J. The Offeror shall indemnify and save harmless the RRRC, its supervisors, officers, agents, and employees from and against any and all liability, claims, losses, suits, legal proceedings, and costs arising from the work required by this RFP.

K. By submitting its proposals, the offeror certifies that their proposals are made without collusion or fraud and that it has not offered or received any kickbacks or inducements from any other offeror, supplier, manufacturer, or subconsultant in connection with its proposal, and that it has not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, service, or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.

L. RRRC, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 US.C §§ 2000d to 2000d-4) and the Regulations, will affirmatively ensure that any contract entered into pursuant to the advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

M. The Offeror shall agree to comply with all federal immigration laws. Offeror shall not knowingly employ an unauthorized alien as defined in the Federal Immigration Reform and Control Act of 1986.

XVII. Attachments

The following are incorporated into this Request for Proposals by reference and will be incorporated into any subsequent agreement between RRRC and any offeror.

A. Master Agreement for Use of Commonwealth Transportation Funds B. Agreement for the Use of Federal Transit Administration Section 5310 Funds Fiscal Year 2024 C. VPPA Clauses D. Federal Clauses E. Debarment Clause F. Additional Provisions for Federally Funded Projects G. Additional Terms from DRPT