RP037_23 INV.pdf

September 27, 2023

RP037-23

REQUEST FOR PROPOSAL

The Gwinnett County Board of Commissioners is soliciting competitive sealed proposals from qualified contractors for the Provision of Pre-Approved Non-Emergency Transportation of Gwinnett County Residents on an Annual Contract with four (4) additional one-year options to renew for the Gwinnett County Department of Community Services.

Proposals must be returned in a sealed container marked on the outside with the Request for Proposal number and Company Name. Proposals will be received until 2:50 p.m. local time on October 13, 2023 at the Gwinnett County Financial Services - Purchasing Division – 2nd Floor, 75 Langley Drive, Lawrenceville, Georgia 30046.

Any proposal received after this date and time will not be accepted. Proposals will be publicly opened and only names of submitting firms will be read at 3:00 p.m. A list of firms submitting proposals will be available the following business day on our website www.gwinnettcounty.com.

A Webex pre-proposal meeting is scheduled for 10:00 A.M. local time on October 4, 2023. To access, dial 1-408-418-9388, enter Access Code 2344 031 7833. All interested parties are urged to attend. Questions regarding proposals should be directed to Jake Scarpone, Purchasing Associate II, at Jake.Scarpone@gwinnettcounty.com or by calling 770-822-8722 no later than October 4, 2023. Proposals are legal and binding upon the Consultant when submitted. One unbound single-sided original, four (4) exact copies, and one electronic pdf copy on flash drive should be submitted.

Successful Consultant will be required to meet insurance requirements. The Insurance Company should be authorized to do business in Georgia by the Georgia Insurance Department and must have an A.M. Best rating of A-5 or higher.

Gwinnett County does not discriminate on the basis of disability in the admission or access to its programs or activities. Any requests for reasonable accommodations required by individuals to fully participate in any open meeting, program or activity of Gwinnett County Government should be directed to the ADA Coordinator, Gwinnett County Justice and Administration Center, 770-822-8165.

The written proposal documents supersede any verbal or written prior communications between the parties.

Selection criteria are outlined in the request for proposal documents. Gwinnett County reserves the right to reject any or all proposals, to waive technicalities, and to make an award deemed in its best interest.

Award notification will be posted after award on the County website, www.gwinnettcounty.com and companies submitting a proposal will be notified via email. We look forward to your proposal and appreciate your interest in Gwinnett County.

Jake Scarpone Purchasing Associate II The following pages should be returned with your proposal:

Cost Proposal, Page 18-20 (To be submitted in a separate sealed envelope) Contractor Information, Page 21 References, Page 22 List of Subcontractors, Page 23 Contractor Affidavit, Page 24 Ethics Affidavit, Page 25 Required Contract Provisions For Non-Federal Entity

Contracts Under Federal Awards, Pages 26-33 http://www.gwinnettcounty.com/ mailto:Jake.Scarpone@gwinnettcounty.com http://www.gwinnettcounty.com/

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REQUEST FOR PROPOSAL

PROVISION OF PRE-APPROVED NON-EMERGENCY TRANSPORTATION OF GWINNETT COUNTY

RESIDENTS ON AN ANNUAL CONTRACT

I. BACKGROUND

Gwinnett County has an approximate land area of approximately 437 square miles, with an approximate population of 957,402,135 according to the 2020 US Census. According to the US Census, there are 106,165 people 65 years old and older living in Gwinnett. Transportation is a critical support for older adults to access family, friends, and services within their communities. Most people prefer to stay in their communities as they age, but they need access to transportation and other services that are affordable to be able to do so. The Department of Community Services, Health & Human Services Division is the designated County Based Agency (CBA) responsible for the provision of senior services for the county.

Additionally, the OneStop 4 Help guides those residents in need to agencies/organizations that offer help and provides special project assistance (i.e.: Warming Station, Encampment, and Veteran and Family Services designated transport) to provide requested transportation for social determinant of health issue resolution. In this entire division capacity, Health & Human Services provides congregate meals, home delivered meals, in-home services (personal care, respite, and homemaker) and transportation services involving designated assistance to support various resident populations in Gwinnett County.

The County seeks competitive proposals from qualified transportation vendors who can provide Non-Emergency Medical Transportation to seniors, individuals with disabilities, and One Stop 4 Help (OS4H) residents throughout the County as part of the Get in Gear Program, the Older Americans Act/Senior Services Program, Ride Gwinnett Program for client seniors, and American Rescue Plan Act funded emergency assistance. Transportation includes, but is not limited to, transportation for ambulatory persons, individuals in wheelchairs and stretchers.

Contractors may be a state entity, county, regional government entity, private non-profit or for-profit vendor.

This is an on-demand contract.

A. DEFINITIONS

1. Demand Response: Shared transportation service with different routes based on the demand. The provider coordinates all routes and schedules to the maximum extent possible on a single vehicle route.

2. Non-Fixed Route: Vehicles do not follow a fixed route, but travel throughout the community transporting people according to their specific requests. A minimum of three

(3) working day notice is provided in advance of these trips. An attempt must be made to provide all trips with the most responsiveness provided to medical trips.

3. Door-Through-Door: Walking the client from the door of their home to the vehicle and then walking them to the door of their destination and ensuring their return home. This service is designed to support older adults and people with disabilities.

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4. Shuttle Service (OS4H Veterans Only): A daily shuttle service scheduled by Veterans for the Veteran Affairs, Veteran office-related activity. The scope of work is outlined in Section II.

II. SCOPE OF WORK

In an effort to meet the needs of the Gwinnett County Health and Human Services division, this contract consists of two separate Sections. Section A is for Non—Emergency Medical Transportation of Seniors and Individuals with Disabilities and Section B is for Pre-Approved Non-Emergency Transportation of Gwinnett County Residents. Both sections will be evaluated separately using the same criteria listed in this proposal. If proposer is interested in proposing on both sections, they should submit two separate proposals clearly identified and labeled with the appropriate Section.

Section A is designated as Non-Emergency Medical Transportation to seniors and individuals with disabilities throughout the County, which includes the Get in Gear Program, OAA, and Ride Gwinnett Program while utilizing the service delivery standards, personnel requirements, fleet/vehicle requirements, operating standards and requirements as outlined in this scope of work. Transportation includes, but is not limited to, transportation for ambulatory persons, individuals in wheelchairs, and stretchers. Respondents may be a state entity, county, regional government entity, private non-profit or for-profit vendor.

Get in Gear is a “door through door” transportation voucher program that provides Gwinnett County Seniors 65 years and older and individuals with disabilities who are 18 years or older with access to transportation services that are beyond what is currently available. The OAA/Senior Services transportation program is also a “door through door” service. The Health & Human Services Ride Gwinnett Transportation Program is a non-emergency, ambulatory and wheelchair medical transportation service that provides Gwinnett seniors with transportation to their medical appointments. All transportation programs must have drivers who can render assistance to frailer clients that need help and require physical assistance getting into and out of Americans with Disabilities Act (ADA) compliant equipped vehicles that can accommodate walkers and/or wheelchairs.

This is an on-demand transportation contract. Annual quantities on the projected schedule are estimates only. Quantities will vary depending upon the needs of the County.

Respondents should demonstrate possession of vehicles for this contract as well as possession of enough drivers to manage daily trip requests as needed. Gwinnett County currently projects roughly 50-90 trips per day Monday-Friday and 0-40 trips per day Saturday-Sunday for seniors.

Section B includes the OneStop 4 Help program, which has similar schedule Monday -Friday on an as needed basis (anticipate up to 20 trips per day) and on Saturday-Sunday may see between 0-10, depending on circumstance and seasonal demand. However, it is important with the OneStop 4 Help designated rides that these are by request only through provider contact in advance, as explained by the Service Delivery Standards below. Based on past performance data, having a fleet of 6-10 vehicles is recommended to be able to successfully manage this

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contract for residents. A fleet of dispatched and off-peak availability categorizes the need for OneStop 4 Help (including Warming Station and Veteran programs) services, including a designated shuttle service. The shuttle service will include a transportation service that operates on a regular schedule, picking up and dropping off passengers at designated locations along a specific route. The County is seeking transport to travel to the Veteran Affairs Hospital in Atlanta from the Veteran and Family Services Center in Lawrenceville. Address Origin: VFS Center, 567 Swanson Drive, Lawrenceville, GA. Address Destination: Joseph Maxwell Cleland Atlanta VA Medical Center, 1670 Clairmont Road, Decatur, GA 30033-4004.

The County is seeking a more localized and convenient way for residents to access public transit and also have transport for veteran residents to veteran approved medical facilities, or other local destinations for processing veteran paperwork and requirements that assist them.

These are estimates and are subject to change based on demand and program popularity.

A. SERVICE DELIVERY STANDARDS

Section A - Senior Programs

1. The Selected Respondent shall provide door-through-door service, a service for persons with significant mobility limitations in which a driver escorts the passenger into the home or destination and may provide assistance with belongings (e.g. groceries).

2. The Selected Respondent shall provide demand-response service, a non-fixed route service, with passengers contacting the provider in advance to arrange a ride to a location within the provider’s service area.

3. Transport typically occurs from the client’s home to a medical appointment, dialysis treatment, place of employment, pharmacy, social service agency, senior center, place of worship, or grocery store and a return trip back home.

4. Standard service hours shall be Monday – Sunday 6:00 a.m. to 6:00 p.m. Trips outside the standard hours must be provided. The provider may charge an additional flat fee for trips outside of the standard service hours.

5. Trips shall be within the 437 square mile radius of Gwinnett County. A limit of 4 trips per year, per client, may be allowed outside the Gwinnett area to an adjoining county. The trips outside of the county must be pre-approved by Gwinnett County.

Section B - OneStop 4 Help Programs

1. The Selected Respondent shall provide door-through-door service.

2. The Contractor shall provide demand-response service, a non-fixed route service, with One Stop 4 Help employees contacting the provider in advance to arrange a ride to a location within the provider’s service area.

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3. Transport typically occurs from the client’s home, a OneStop County office or other another approved location to a housing appointment, food security appointment, public transportation a social service agency, grocery store or another One Stop 4 Help approved location and a return trip back to an approved location by One Stop 4 Help.

4. Services shall be provided Monday – Friday 6:00 a.m. to 6:00 p.m.

5. Trips outside the regular hours and/or on holidays shall be before 6:00 a.m. to 6:00 p.m.

These trip types should include, but are not limited to, individual trips after 6:00 p.m. to a pre-approved location and scheduled through a Gwinnett County staff member. In addition, there are trips which will occur to and from five (5) designated Warming Station/Gwinnett County facilities. Warming Stations operate seven (7) days per week.

These also are pre-approved and scheduled by Gwinnett County staff.

B. PERSONNEL REQUIREMENTS

1. The Selected Respondent shall ensure that all drivers under this contract comply with all Federal, State and Local policies as outlined in the Department of Human Services’ Transportation Manual. This manual is available online at https://odis.dhs.ga.gov/General/Home/DhsManuals?id=843.

2. All drivers transporting clients will be subjected to drug testing, State approved fingerprinting, and background checks as outlined in State Bill 406, and all results must be on file and approved prior to providing any services under this contract.

3. All drivers transporting clients must be 21 years of age and will be required to provide the following prior to providing services:

a. Current motor vehicle report (MVR)

b. Valid driver’s license

c. Recent Drug Screening

d. Finger Printing

e. Background check

4. All drivers must have successfully completed the following training prior to providing services:

a. General orientation

b. Consumer service, courtesy, and sensitivity awareness

c. Vehicle orientation and pre-trip inspections

d. A certified defensive driving course

e. Proper handling and securing of mobility aids

f. A certified basic first aid & CPR course (current certification must be maintained) https://odis.dhs.ga.gov/General/Home/DhsManuals?id=843

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C. FLEET/VEHICLE REQUIREMENTS

1. Vehicles used under this contract must be compliant with the Americans with Disabilities Act (ADA)

2. Vehicles used under this contract must be properly identified with the Selected Respondent’s company seal and/or logo. The utilization of personal vehicles is not an allowable option at any time for this transportation contract.

3. Vehicles used must adhere to a maintenance schedule that covers interior and exterior cleanliness.

4. Vehicles and all components must comply with or exceed the manufacturer’s Federal and State safety and mechanical operating and maintenance standards for the vehicles and models used for this contract.

5. Vehicle records for all vehicles to be used by the Selected Respondent must be made available to Gwinnett County for initial start of contract and there will be periodic audits, with documentation attesting to their road worthiness.

6. Any vehicle found to be non-compliant with Federal, State or Local laws must be removed from service immediately.

7. The successful Respondent shall keep records of each service provided which are sufficiently detailed to enable the County to verify services performed. Respondent and Respondent’s staff agree to sign any and all forms necessary for verifying actions taken.

8. The County will require the Selected Respondent to conduct criminal background checks on all potential staff. The County reserves the right to reject and require the substitution of any staff member with an unfavorable background.

D. SPECIAL PROVISIONS

1. Clients must reside in Gwinnett County or be pre-approved by Gwinnett County.

2. Some clients may require an escort to assist them on the journey. They shall be identified by Gwinnett County and the requirement will be noted on the trip request. The provider shall be notified when a client will be accompanied by an escort at the time the trip is booked. The provider may charge an additional flat fee for clients’ escorts who have been approved by Gwinnett County.

3. Costs shall be calculated on a per mile basis in accordance with the client’s needs.

Mileage shall be verified using Google Maps or a similar calculator to ensure accuracy from one address to another.

4. The Selected Respondent should maintain a fleet of vehicles and drivers able to manage up to 20 clients a day.

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E. GENERAL STANDARDS

1. Transportation providers shall comply with all Federal, State and Local policies regarding confidentiality.

2. Transportation providers shall ensure that vehicles meet registration requirements of the Georgia Public Service Commission to provide transportation services and must maintain throughout the term of the contract.

3. Transportation providers shall meet the insurance requirements stipulated by the Gwinnett County Board of Commissioners.

4. Transportation providers shall maintain a basic consumer profile on each person on the vehicle that must be accessible through dispatch in case of emergency.

5. Transportation providers shall immediately report to Gwinnett County staff, any incident regarding a transportation client, whether related to behavior, safety, or any other reason.

6. Transportation providers shall never collect any monies, tips or co-payments from a client.

7. Transportation providers shall not transport any relative of the vendor or provider (by blood or marriage) as part of the program.

8. Transportation providers shall maintain vehicles in good working condition, safe and clean for the purpose of transporting clients. Vehicle records must be made available to Gwinnett County for the initial start of contract and periodic audits, with documentation attesting to their road worthiness.

9. Gwinnett County reserves the right to inspect any vehicle at any time during this contract period.

10. Ridesharing such as Uber and Lyft services are not an allowable option for this transportation contract.

11. The utilization of personal vehicles is not an allowable option for this transportation contract.

12. The drivers shall always maintain professional communications with clients while transporting them.

F. OPERATING STANDARDS

1. Pick-up and delivery shall be on-time as scheduled except for extenuating circumstances, which must be communicated to Gwinnett County in writing via email and followed up with a telephone conversation (not a voicemail message) as soon as

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circumstances allow. Pick-up and drop- off can be up to one hour before and one hour after scheduled appointment time.

2. Driver/Provider shall contact the client 24 hours in advance of the scheduled service to confirm pick-up.

3. Driver shall contact the client 10 minutes prior to arriving at the client’s home or pick-up point.

4. Client shall be expected to respond and board the vehicle within 10 minutes of arrival.

5. Driver shall wait no more than 10 minutes for clients and must report non-response to Gwinnett County staff prior to departure.

6. Driver/Provider shall immediately notify the client and Gwinnett County staff in the event of unavoidable delays.

7. Drivers shall provide client with identification and business card at the time of pick-up.

8. Driver/Provider shall ensure that clients arrive at appointments on time. Delays must be reported immediately to Gwinnett County staff.

9. Late arrivals of more than twenty (20) minutes must be reported to the dispatcher, Gwinnett County staff, and the client.

10. Provider shall be responsible for payment of fees charged to the client by medical practitioners, resulting from late arrival and from provider’s cancellation of a confirmed trip.

11. Whenever a provider transports more than one program client on a trip, the provider must ensure that no client served under this contract is forced to remain in the vehicle for more than forty-five (45) minutes.

12. At no time should a client be left/dropped off at any place other than the scheduled pick-up or drop-off location.

13. Provider shall advise client of alternate pick-up arrangements when necessary.

Excessive lateness of the provider will be a measure of performance and may lead to termination of the contract.

14. Termination of transportation services for a given client shall be determined by Gwinnett County. A Provider shall not be able to discharge or refuse service to a client without approval from Gwinnett County staff. Provider should submit written concerns on any client to be followed up by Gwinnett County staff for further evaluation.

15. Manifest shall be sent to Provider by Gwinnett County staff by COB each day. Trips are booked three business days in advance. Provide shall always have a three days’ notice

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of trips to be provided. All route planning and trip coordination will be completed by the Provider.

G. REPORTING

1. Reports on incidents and/or accidents must be reported verbally to Gwinnett County staff within one hour of the occurrence and followed up in writing via email within 24 hours of the occurrence. If a police report is issued, it must be submitted within five business days.

2. Written responses to complaints are required within three (3) business days and a complaint log with resolution must be maintained for audit.

3. All trips not accommodated by the Selected Respondent, for any reason, must be reported to Gwinnett County immediately, but no less than within 15 minutes of pick-up.

This includes a direct communication with the County representative designated by Health and Human Services, Program Specialist of Transportation.

4. Selected Respondent shall cooperate with and provide any information for any other report(s) as required by Gwinnett County.

5. Detailed daily trip information to include, but not limited to: Client name, service site, service hours, mileage, trip information, pick-up & delivery times, and type of trip.

6. Monthly reports are due by the 2nd of each month and shall include a summary of monthly activity including:

a. Mileage

b. Type and number of trips

c. Unduplicated count of clients transported by category – ambulatory; wheelchair;

escorted; stretcher; out-of-county

7. Providers shall be required to respond to periodic surveys administered by Gwinnett County staff.

8. Invoices shall be on company letter head and include the vendor number, the date(s), and mileage of one-way trip(s) per client, the description of the service (i.e. ambulatory, wheelchair, stretcher), and are to be detailed by line item(s) in the contract.

9. Invoices shall be submitted in PDF format to Gwinnett County Transportation staff for verification. Upon reconciliation invoice must be sent to disbursements@gwinnettcounty.com, by the provider.

10. Invoices for the previous month must be submitted no later than the 2nd day of the following month.

mailto:disbursements@gwinnettcounty.com

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11. Payment terms for this contract will be net 30 from the date of approved invoice. The vendor will be responsible for any merchant charges that may arise through e-payable payment terms.

12. Services are to be provided on a contractual basis and Gwinnett County will provide no compensation beyond a monthly invoice. The contractor shall be responsible for payment of any and all compensation and/or benefits to his/her employees.

H. PROGRAM PERFORMANCE EVALUATION

Gwinnett County will provide continuous quality evaluation of the contract through telephone contact, records review, customer satisfaction surveys and other methodologies.

Vehicles must be available to Gwinnett County or its agents for inspection at any time. An annual audit will be performed.

I. AWARD

It is the intent of Gwinnett County to award Section A of the contract to a Primary Service provider and a Secondary Service Provider so that all client needs are met. However, the County reserves the right to award the contract in its best interest. The Primary Service Provider will be the first company to be advised of a client. The County reserves the right to alternate clients to both service providers considering the total number of existing clients and other applicable information to determine when to utilize the Secondary Service Provider. Both service providers shall be responsible for complying with all requirements listed in this proposal.

It is the intent of Gwinnett County to award Section B of the contract to a single service provider. However, the County reserves the right to award the contract in its best interest.

J. GWINNETT COUNTY 2024 HOLIDAY SCHEDULE

HOLIDAY DATE OBSERVED*

New Year’s Day Monday, January 1, 2024

Martin Luther King, Jr. Day Monday, January 15, 2024

President’s Day Monday, February 19, 2024

Memorial Day Monday, May 27, 2024

Juneteenth Monday, June 19, 2024

Independence Day Thursday, July 4, 2024

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Labor Day Monday, September 2, 2024

Veterans Day Monday, November 11, 2024

Thanksgiving Thursday, November 28, 2024

Day After Thanksgiving Friday, November 29, 2024

Christmas Eve Tuesday, December 24, 2024

Christmas Day Wednesday, December 25, 2024

III. REQUIRED CONTRACT PROVISIONS FOR NON-FEDERAL ENTITY CONTRACTS UNDER

FEDERAL AWARDS: The subsequent contract and agreement will be required to include and meet the provisions for Non-Federal Entity Contracts Under Federal Award as outlined on pages 26-33 of this solicitation.

To be considered for award, firms must have a Unique Entity Identifier (UEI) number and an active registration with SAM.gov. Firms must have an active registration with SAM.gov. Proof of active status or registration should be provided with the firm’s bid. Failure to provide proof of active registration with bid may result in bid being deemed non-responsive. For instructions on how to obtain a UEI number, please refer to Attachment A – Instructions for Requesting a UEI.

IV. REQUEST FOR PROPOSALS

1. Gwinnett County will not pay any Consultant for work done in preparation of this proposal.

2. One (1) unbound original (designated as original) and three (3) bound copies of the proposal should be submitted. All copies of the proposal must be identical. The full cost of proposal preparation is to be borne by the proposing consultant. The original proposal should be signed in ink by a company official who has authorization to commit company resources.

The Cost Proposal shall be submitted in a separate sealed envelope as it is evaluated at a separate time.

3. Proposal shall be submitted in a sealed envelope/package. Envelope/package shall be addressed to Gwinnett County Purchasing Division, Gwinnett Justice and Administration Center, Second Floor, 75 Langley Drive, Lawrenceville, GA 30046 and should be identified with the proposal number and company name on the outside.

4. Sole responsibility rests with the Consultant to ensure their proposal is received on time at the above stated location.

5. Proposals submitted by alternate means other than those specified in this solicitation will be rejected and disposed of accordingly. This includes proposals sent by facsimile, email, or any other electronic or telegraphic means. If the County receives a proposal through such

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alternate means, the County does not assume any burden or liability to notify the Consultant that the proposal has been rejected.

6. Proposers are to follow the instructions outlined in this solicitation and failure of the Proposer to do so may result in the County deeming the Proposer’s submittal as non-responsive. Consultants are expected to allow adequate time for delivery of their proposals either by hand delivery, postal service or other means. Late proposals will not be accepted and will be returned to the Proposer.

7. Between the date of the issuance of the solicitation and the date of the final contract award, individuals, firms and businesses seeking an award of a Gwinnett County contract may not initiate or continue any verbal or written communications regarding a solicitation with any County officer, elected official, employee or other County representative without permission of the Purchasing Associate named in the solicitation. Violations will be reviewed by the Purchasing Director. If determined that such communication has compromised the competitive process, the offer submitted by the individual, firm or business may be disqualified from consideration for award. This process is to ensure that all prospective respondents have the same level of knowledge relative to the RFP, as well as, ensuring any additional data is made available to all proposers.

8. Submitted proposals and all documentation regarding the proposals will not be made available to the public until such time that an official action has been taken to award or reject this solicitation. All proposals and supporting materials, as well as correspondence relating to this RFP, become property of Gwinnett County when received and will be subject to the Georgia Open Records Act.

9. All applicable State of Georgia and Federal laws, City and County ordinances, licenses and regulations of all agencies having jurisdiction shall apply to the Consultants and services throughout and incorporated herein by reference. The Agreement with the selected Consultant, and all questions concerning the execution, validity or invalidity, capacity of the parties, and the performance of the Agreement, shall be interpreted in all respects in accordance with the Charter and Code of Gwinnett County and the laws of the State of Georgia.

V. PROPOSAL EVALUATION AND SELECTION PROCEDURES

It is the intent of the County, through this request for proposal and the contract conditions contained herein, to establish to the greatest possible extent complete clarity regarding the requirements of both parties to the Agreement resulting from this request for proposal. Before submitting a proposal, Respondents shall be thoroughly familiarized with all contract conditions referred to in this document and any addenda issued before the proposal submission date. Such addenda shall form a part of the proposal and shall be made a part of the contract.

It shall be the Respondent’s responsibility to ascertain that the proposal includes all addenda issued prior to the proposal submission date. The terms of the proposal and the Selected Respondent’s proposal and any additional documentation (e.g., questions and answers) provided during the solicitation process will be integrated into the final contract for services entered between the County and the selected Provider. Each Respondent, by making a proposal, represents that this document has been read and is fully understood.

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The Technical Proposal should be signed in ink or through DocuSign or a similar program by an individual authorized to legally bind the person, partnership, company, or corporation submitting the proposal. All manual signatures should have the name typed directly under the line of the signature. Responses to this proposal document will be evaluated by a selection committee consisting of various process owners within the County. At any point in time during all rounds of the evaluation, a Respondent may be excluded from further consideration.

The County will utilize the following criteria to reach a finalist decision:

Phase I: Technical Scoring Criteria (1-4)

1. Provider Experience and Qualifications – 30 points

a. Level of transportation knowledge and number of years of experience providing transportation services.

b. Responsiveness to information requested in the Request for Proposals and demonstrated ability to perform the services requested.

2. Dedicated Staffing and Vehicles – 30 points

a. Evidence of an appropriate number of staff (drivers, dispatchers, etc.) available to perform the services requested

b. Resumes, licenses and certifications for the primary staff responsible for providing the transportation services.

3. Understanding and Approach – 15 points

a. Written plan that will be used to handle the delivery of transportation services for this contract (scheduling, routing, and managing drivers and clients).

b. Vendor’s understanding of the contract requirements

4. References – 15 points

a. Demonstrated history of providing similar services to comparable entities

b. Timely response and confirmation of services from specified references

5. Phase II: Cost Proposal – 10 points

a. Cost Proposal (to be submitted in a separate sealed envelope)

6. Phase III: Optional Interviews – 10 points

a. Contractors may be short-listed for further consideration. At the Department’s discretion, interviews may be required of the short-listed contractors. If interviews are required, the County will issue information regarding format and desired areas of emphasis to all short-listed contractors and 0-10 will be assigned on the basis of interview results.

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Part I Evaluation: The above categories of criteria will be used to evaluate the proposals based on their relative responsiveness and will be scored based on the point values as shown. Please note that references, and subsequent reference checks, are a required component of Part I scoring.

Part II Evaluation: Respondents may be short-listed for further consideration. The Cost Proposal of the short-listed Respondents from Part I will be opened, reviewed, and scored with the lowest cost receiving the most points and the other Respondents receiving proportional points based on the differences in proposal costs.

The Financial Offer of the short-listed vendor(s) will then be opened and scored. The highest scoring vendor may be selected at this point, or the committee may invite several of the highest scoring vendors to interview. The number of vendors shortlisted and interviewed, if any, will be at the discretion of the selection committee.

If an interview is requested, it will be worth an additional 10 points in the selection process.

The vendors will be responsible for any cost associated with the request for additional information and/or an interview. If unable to reach an agreement with the highest scoring vendor, the County may then negotiate with the second ranked vendor and so on until a satisfactory agreement has been reached or the County may terminate the process.

Proposals will be evaluated based on their relative responsiveness to the criteria described above and with the values as shown below:

Criteria Points Phase I: Technical: Initially, proposals will be evaluated based on their relative responsiveness to the criteria described below and will be scored based on the point values as shown:

1 Provider Experience and Qualifications 30

2 Dedicated Staffing and Vehicles 30

3 Understanding and Approach 15

4 References 15 Sub-Total 90

Phase II: Cost Proposal: The Proposals will be evaluated in order to select the contractor(s) which rate highest according to the criteria listed in Items 1-4 above. The selection committee may then short list the highest scoring contractors. The Cost Proposals of the shortlisted contractors will then be opened and scored.

Sub-Total 100 Phase III: Optional Interviews: Contractors may be short-listed for further consideration. At the Department’s discretion, interviews may be required of the short-listed contractors. If interviews are required, the County will issue information regarding format and desired areas of emphasis to all short-listed contractors and 0-10 will be assigned on the basis of interview results.

TOTAL 110

If a satisfactory Contract cannot be negotiated with the highest ranked proposer, negotiations may then be undertaken with the second ranked proposer and so on.

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VI. PROPOSAL RESPONSE REQUIREMENTS

To facilitate the analysis of responses to this request for proposal, Respondents should prepare their proposals using the instructions outlined in this section. Respondents should respond in full to all sections and follow the proposal format (section numbering, etc.) in the response. Do not submit website links in lieu of written responses. To ensure the County’s ability to evaluate and choose a successful Provider for this project, you are encouraged to be responsive to the specific range of information requested in this solicitation.

Submission of excessive boilerplate information, including sales brochures, is discouraged.

1. Part 1, Tab A - Provider Experience and Qualifications – 30 Points

The response to the request for proposal should include the following regarding the respondent’s profile:

Cover Letter and Executive Summary - the Cover Letter shall be on the respondent’s letterhead.

Within the cover letter, please identify the person who will be the main point of contact with the County, and who can negotiate in terms of both scope and cost. Provide the point of contact's name, title, email, mailing address, and telephone number. An individual authorized to legally bind the company must sign the cover letter.

The Executive Summary should be limited to a brief narrative not to exceed two (2) pages describing the proposed services to be offered and the respondent’s qualifications. The summary should contain as little technical jargon as possible and should be oriented toward non-technical personnel. The executive summary should not include any references to cost.

Respondent Overview - Include the scope of operations and general data regarding your company/organization as outlined below. Also note any special expertise, assessments and/or certifications that would enhance your qualifications.

a. Business Organization – the type of business you are registered as (i.e., LLC, Chapter S Corporation, etc.)

b. Length of time in business – include the date the business started and any name changes, mergers and acquisitions that have taken place since the business started.

c. Locations – list headquarters and location information including numbers of employees at each location.

d. Customer base – list the total number of customers/clients that you have to date and the number of other transportation projects that your company is currently handling.

e. Subcontractors - provide a description of the role and the level of involvement proposed for any subcontractors that you would use, as well as the subcontractor's prior experience and other qualifications to provide specified services.

f. Other key differentiators and justifications as to why your business is the most qualified to provide the services requested in this request for proposal.

Prior Experience: Provide a detailed narrative describing your qualifications and recent experience in providing demand response, non-fixed route, door-to-door and/or curb-to-curb transportation services. The experience shown should be work done by individuals who will be assigned to this project as well as that of your business/company.

RP037-23 PAGE 16

a. Company name and contact information, including phone, email, and address

b. Scope and Size of Project, including total number of staff that you used and the total number of vehicles you used to provide transportation services

c. Start and End Dates

d. Detail any issues encountered while working with the company and how these issues were resolved.

2. Part 1, Tab B - Dedicated Staffing & Vehicles – 30 Points

The response to the request for proposal should include the following:

Dedicated Staffing & Fleet/Vehicles

a. Include bios and/or resumes for any owners of the business/company, managers, and/or coordinators that will be responsible for managing the work of this contract.

b. Include an organizational chart that shows the number of staff people and their positions for the business/company.

c. List all personnel that will be working on the project should the Respondent be chosen

(state whether the person will be full-time or part-time).

d. Include a written narrative that explains how employees and/or subcontractors are hired and trained to provide transportation services with your business/company. State what quality assurance processes are in place to ensure the ongoing qualifications and professionalism of the team members.

e. State the number of vehicles that will be dedicated to this project (include the year, make, model for each vehicle). State whether the vehicle is ambulatory or wheelchair accessible.

State whether your company/business can provide transportation for clients using a stretcher.

f. Provide information about your fleet/vehicle maintenance schedules (include last known date of maintenance for each vehicle).

3. Part 1, Tab C - Understanding & Approach– 15 Points

The response to the request for proposal should include the following:

Work Plan

a. Provide a written narrative that explains what transportation services you will provide if awarded this contract and how you would provide this service.

b. Describe in a written narrative your plan for scheduling rides, determining routes, and providing transportation services to residents located throughout the entire county (437 square mile radius).

c. Describe your communication plan. How will you communicate with the County if awarded this project? How will you communicate with seniors and clients with disabilities? What plans do you have to address any afterhours communication needs that may occur?

d. What will you do to provide high quality customer service if awarded this contract?

e. As several populations are served, describe how you will pivot and provide a variety of services to the needs of each population?

RP037-23 PAGE 17

4. Part 1, Tab D – References – 15 Points

The Respondent must provide at least three (3) references (within the last 5 years) in which transportation services were provided. The inability to obtain reference information will be considered in the evaluation process and points will be deducted from the total reference score if references cannot be reached or are returned unfavorable.

5. Part 2, Cost Proposal – 10 Points

Provide a cost proposal as outlined in the Cost Proposal within this Request for Proposal.

Submit Fee Schedule in a separate sealed envelope clearly marked “COST PROPOSAL” with the Proposal number and Section written on the outside of the envelope.

6. Part 3, Optional Interviews – 10 Points

Contractors may be short-listed for further consideration. At the Department’s discretion, interviews may be required of the short-listed contractors. If interviews are required, the County will issue information regarding format and desired areas of emphasis to all short-listed contractors and 0-10 will be assigned on the basis of interview results.

RP037-23 PAGE 18

COMPANY NAME: _______________________________________________________________

SECTION A COST PROPOSAL

(to be submitted in a separate sealed envelope)

ITEM

# DESCRIPTION APPROX.

ANNUAL QTY UNIT PRICE TOTAL

1 Ambulatory Clients 91,000 miles $ $

2 Vehicle Lift and/or Wheelchair Accommodation Clients 34,000 miles $ $

3 Stretcher Service Clients* 50 miles $ $

Additional charge for trips outside regular hours (before 6:00 A.M. and after 6:00 P.M.)

1,300 trips $ $

5 Out-of-County – Flat Fee 1,800 EA $ $

6 Escort Charge – Flat Fee 200 EA $ $

7 Additional charge for trips on holidays 150 EA $ $

SECTION A TOTAL $

NOTES:

1. *Gwinnett County does not currently have any stretcher clients but is requesting pricing for this item in the event that stretcher clients are added. Please list any limitations/requirements you have for this service with your bid.

2. Unit pricing MUST include all charges, including trip charges. The awarded supplier shall coordinate delivery with the Department of Community Services.

Gwinnett County requires pricing to remain firm for the duration of the initial term of the contract.

Failure to hold firm pricing for the initial term of the contract will be sufficient cause for Gwinnett County to declare bid non-responsive. Contract to begin December 11, 2023 or upon award.

Unless otherwise noted, prices will remain firm for four (4) additional one (1) year periods.

• If a percentage increase OR decrease will be a part of this proposal, please note this in the space provided:

1st Renewal Option increase/decrease (circle one)

2nd Renewal Option increase/decrease (circle one)

3rd Renewal Option increase/decrease (circle one)

4th Renewal Option increase/decrease (circle one)

RP037-23 PAGE 19

COMPANY NAME: _______________________________________________________________

SECTION B COST PROPOSAL

ITEM

# DESCRIPTION APPROX.

ANNUAL QTY UNIT PRICE TOTAL

1 After-Hours Warming Station Transportation (6:00 PM to 6:00 AM) 2,000 miles $ $

2 One Stop 4 Help – Scheduled Trips (6:00 AM to 6:00 PM) 45,000 miles $ $

3 Holiday and Weekend Transportation (6:00 AM to 6:00 PM) 500 miles $ $

4 After-Hours Holiday Warming Station Transportation (6:00 PM to 6:00 AM) 300 trips $ $

5 Out-of-County – Flat Fee 250 trips $ $

6 Escort Charge – Flat Fee 200 trips $ $

7 Shuttle VFS (M-F, 6:00 AM – 6:00 PM) 780 trips $ $

SECTION B TOTAL $

NOTES:

1. Unit pricing MUST include all charges, including trip charges. The awarded supplier shall coordinate delivery with the Department of Community Services.

Gwinnett County requires pricing to remain firm for the duration of the initial term of the contract.

Failure to hold firm pricing for the initial term of the contract will be sufficient cause for Gwinnett County to declare bid non-responsive. Contract to begin December 11, 2023 or upon award.

Unless otherwise noted, prices will remain firm for four (4) additional one (1) year periods.

• If a percentage increase OR decrease will be a part of this proposal, please note this in the space provided:

1st Renewal Option increase/decrease (circle one)

2nd Renewal Option increase/decrease (circle one)

3rd Renewal Option increase/decrease (circle one)

4th Renewal Option increase/decrease (circle one)

RP037-23 PAGE 20

COST PROPOSAL CONTINUED

Termination for Cause: The County may terminate this agreement for cause upon ten days prior written notice to the contractor of the contractor’s default in the performance of any term of this agreement. Such termination shall be without prejudice to any of the County’s rights or remedies by law.

Termination for Convenience: The County may terminate this agreement for its convenience at any time upon 30 days written notice to the contractor. In the event of the County’s termination of this agreement for convenience, the contractor will be paid for those services actually performed. Partially completed performance of the agreement will be compensated based upon a signed statement of completion to be submitted by the contractor, which shall itemize each element of performance.

Certification of Non-Collusion in Bid Preparation

(Signature) (Date)

In compliance with the attached specifications, the undersigned offers and agrees, if this quote is accepted by the Board of Commissioners within one hundred and twenty (120) days of the date of quote opening, to furnish any or all of the items upon which prices are quoted, at the price set opposite each item, delivered to the designated point(s) within the time specified in the quote schedule. By submission of this quote, I understand that Gwinnett County uses Electronic Payments for remittance of goods and services. Vendors should select their preferred method of electronic payment upon notice of award. For more information on electronic payments, please refer to the Electronic Payment information in the instructions to bidders.

Legal Business Name

Address

Does your company currently have a location within Gwinnett County? Yes No

Representative Signature

Print Authorized Representative's Name

Telephone Number

Email Address

Contact Person __________________________________________________________________________________ (if someone other than the authorized representative listed above)

Telephone Number Email Address http://www.gwinnettcounty.com/portal/gwinnett/Departments/FinancialServices/Treasury/

RP037-23 PAGE 21

CONTRACTOR INFORMATION

Please include this page as part of the proposal document and NOT with the Cost Proposal.

Legal Business Name (If your company is an LLC, you must identify all principals to include addresses and phone numbers in your submittal)

Address

Does your company currently have a location within Gwinnett County? Yes No

Representative Signature

Printed Name

Telephone Number Fax Number

E-mail address

RP037-23 PAGE 22

FAILURE TO RETURN THIS PAGE AS PART OF YOUR BID DOCUMENT MAY RESULT IN REJECTION OF PROPOSAL

REFERENCES

Provide three (3) satisfactory references where work has been completed with a scope and size similar as the proposed project within the past five (5) years. Each reference should include the customer name, address with current contact information, dates/duration of the project and a brief description of the project.

Note: References should be customized for each project, rather than submitting the same set of references for every project bid. The references listed should be of similar size and scope of the project being bid on. Do not submit a project list in lieu of this form.

1. Customer Name/Address

Brief Description of Project

Completion Date

Contract Amount $ Start Dates

Contact Person Telephone

E-Mail Address

2. Customer Name/Address

Completion Date

Contract Amount $ Start Date

3. Customer Name/Address

Completion Date

Contract Amount $ Start Date

Company Name

RP037-23 PAGE 23

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

RP037-23 PAGE 24

RP037-23, Provision of Pre-Approved Non-Emergency Transportation of Gwinnett County Residents on an Annual Contract

CONTRACTOR AFFIDAVIT AND AGREEMENT

(THIS FORM SHOULD BE FULLY COMPLETED AND RETURNED WITH YOUR SUBMITTAL)

By executing this affidavit, the undersigned contractor verifies its compliance with The Illegal Immigration

Reform Enhancements for 2013, stating affirmatively that the individual, firm, or corporation which is contracting with the Gwinnett County Board of Commissioners has…