Middle Georgia Regional Commission

Transcription

1 Middle Georgia Regional Commission RFP for DHS Region 6 Transportation Services Answers to Written Questions 05/29/2015 Answers to the following questions are provided, in good faith and to the best ability, of the Middle Georgia Regional Commission, acting as Prime Contractor for Transportation Services for DHS Region 6. Please note, this document and the information contained therein is subject to change and updates will be provided, as appropriate and based upon input from the DHS Regional Transportation Office (RTO) for Region 6. 1) Will MGRC consider a proposal where the contractor would operate a transportation brokerage and subcontract with transportation providers? Yes, a proposal where the contractor would subcontract with transportation providers would be considered. 2) The RFP states that MGRC serves 11 counties. Is all transportation provided under this proposal to originate, end, or both within these counties? Most trips provided take place within the 11 counties in Area 6. While uncommon, the Regional Transportation Office (RTO) may request a trip outside of the service region. 3) How will providers be kept apprised of the authorization status for consumers? Will access to a database be provided? Will DHS electronically transmit this data on a daily, or some other, regular basis? Human Service Providers (HSPs) are responsible for ordering the trips for clients. They are also responsible for inputting the clients trip information into TRIP$. TRIP$ should be updated on a daily basis by the HSPs with authorized trips. 4) Will MGRC make use of TRIP$ for all trips? TRIP$ will be required to use for all trips provided. No trips are to be provided that are not in the TRIP$ system. 5) Is authorization data for consumers of the MGRC contained in the same database or electronic resource? All data is included in the TRIP$ system.

2 6) For the Estimated Trip Types list in the Statement of Need, how many of each trip type are expected to be ambulatory trips? How many are expected to be wheelchair trips requiring a vehicle lift? 7) For each Human Service Provider s estimated trip count for Core, Non-Core, and Long Distance Trips, can you provide an estimated breakout of type of trip expected ambulatory, wheelchair, fixed route, one-way passenger, one-way division trips, scheduled, and demand response? 8) Would you please provide a definition for division trips as it is used on page 1 of the Statement of Need? (one-way division trips)? The RTO prepared the Statement of Need and would be best suited to provide the answer to this question. At this time, that information is not This document will be updated once this information becomes 9) Who is the current transportation provider for the MGRC? Will they continue to serve as the transportation provider for FY16? Macon-Bibb EOC and Transitions Commute Solutions are the current providers. Both are eligible to bid on the FY 16 contract but are not guaranteed to be awarded the bid for any sub-region(s). 10) Are prior-authorization forms required for any level of service for MGRC authorized clients? All trips are entered into the TRIP$ system by the HSPs and should have the Consumer Registration Form which would indicate authorization for services to be provided. 11) Does authorization data clearly delineate what types of services are available to each authorized consumer? The Statement of Need provides delineation by the types of services by program. The TRIP$ system would also provide details regarding any specialized services that may be needed for a particular trip, i.e., wheelchair or other assistance needed. The TRIP$ system

3 also has a section for the HSPs to enter in comments that may provide more information regarding any specialized services needed. 12) Is the proposer expected to evaluate consumer levels of mobility and functional independence? It would be the responsibility of the HSP to evaluate the level of mobility and functional independence at make that information available in the TRIP$ system. 13) Will you please provide a listing of origination zip-codes expected for the estimated FY2016 trips? 14) Will you please provide a listing of origination zip-codes expected for the estimated FY2016 trips, by trip type? 15) Who will handle billing and payments for this contract MGRC or some other entity? All invoicing will be handled within the TRIP$ system. The Transportation Providers submit their invoice to the MGRC for review and approval and then the MGRC submits their invoice to DHS for processing and payment. Payment to the providers will be processed by the MGRC. 16) Will MGRC pay for no-shows? No-shows will be paid for as specified in the DHS Transportation Manual. 17) Can you provide a weblink to a site that details the DHS Regional Transportation Office budget format and time requirements? A copy of the DHS budget and cost report is available at the following URL: Time requirements are discussed in more detail in the DHS Transportation Manual.

4 18) Can you provide the following clarifications regarding billing? Must all invoices from the proposer first route through each Human Service Provider for physical signatures? Are digital signatures allowed? The transportation providers will turn in a TRIP$ produced invoice to MGRC at an agreed upon date usually 7 to 8 business days after month ends. The invoice will need to be signed by authorized personnel at the transportation provider. MGRC will accept an electronic signature or a scanned copy of the invoice. The HSP will have already approved the trips taken through the TRIP$ process so no communication between the transportation provider and HSP is required. 19) Can you provide more information about the fixed rate payment schedule? More detailed information regarding a fixed rate payment schedule is not It is up to each potential transportation provider to submit their pay rates by trip type by program area as part of their proposal. 20) What is a WIG report? Will you provide a sample? The WIG report is a performance metrics report detailing any accidents, if any, during the month as well as the number of vehicles in use and drivers on hand. A sample report is available at the following URL: 21) Is the proposer expected to provide interpreters to clients with language barriers? 22) In any instance, will individuals arrange their own transportation with the provider? In no case, are individuals to arrange their own transportation directly with the provider. All trips must be input into the TRIP$ system before services can be provided. 23) In any instance, will the provider collect fares from the rider? No fees are collected from the rider at any time. All trips are invoiced through the TRIP$ system and will be reimbursed each month.

5 24) Would you please clarify what is referred to by the term immigration compliance in the Mandatory Project Specifications section of the RFP on page 2? If an interested party is awarded a bid, that transportation provider will be expected to provide a Subcontractor Affidavit under O.C.G.A. Section (b)(3). This is essentially an affidavit that the provider is utilizing E-verify. 25) Does MGRC have any specific restrictions or specifications as to the type or size of vehicle that can be used for this service? The MGRC does not have any specific restrictions or specifications as to the type or size of vehicle that can be used for this service except for the general requirement that vehicles with wheelchair access and vehicle lifts may be needed to provide transportation for some clients. Refer to the DHS Transportation Manual for more detailed information regarding vehicles. 26) Can you provide the average number and length of trips by hour by mode: Time/Hour Ambulatory Number Ambulatory Length Wheelchair Number Wheelchair Length

6 ) Does the MGRC have a sample contract we can review in connection with this RFP? A sample contract is available at the following URL: 28) Regarding the contract and TERM OF AGREEMENT: What is the contract term? Would the MGRC consider making renewals of the Agreement by mutual agreement of both parties? The contract term would be from July 1, 2015 through June 30, Typically, renewal terms are included in the contract but that is subject to negotiation. 29) Regarding the contract and INDEMNIFICATION AND HOLD HARMLESS: Would the MGRC consider including an indemnification provision so that Contractor would be liable for only those damages they cause? Indemnification provisions will be included in the contract. 30) Regarding the contract and MUTUAL TERMINATION FOR CONVENIENCE: Would the MGRC consider language providing for mutual termination for convenience in the event contract conditions become unfavorable for either party? A provision will be included in the contract allowing termination for convenience by either party. The typical contract specifies that the Transportation Provider can cancel with a 60-day notice whereas the MGRC could cancel with a 30-day notice. 31) Regarding the contract and FORCE MAJEURE: Would the MGRC consider including a separate force majeure clause in the final contract excusing Contractor from performance for events outside its control such as labor shortages, strikes, inclement weather, and etcetera? A separate force majeure clause will be included in the contract.

7 32) HIPPA CONCERNS -- Consumer Registration/Trip Orders, page 3: Will the contractor have access to riders Protected Health Information that may be subject to the requirements of HIPPA? The TRIP$ system does contain Protected Health Information that may be subject to the requirements of HIPPA. Access to such information would be determined by the contractor. 33) MEDICARE/MEDICAID: Will part of the funding for transportation services come from federal health programs, such as Medicare or Medicaid? As prime contractor with DHS, the MGRC receives funds from the Georgia Department of Human Services. The source of the originating funds to the Georgia Department of Human Services would have to be addressed by DHS. 34) Are separate proposals required for each sub-region that you will bid on? No, only one (1) complete proposal is required. However, if you are bidding on more than one (1) sub-region then your cost proposal should have separate costs budgets for each sub-region that you are bidding on. 35) For those Counties with 5311 Transportation, will there be any coordination of services? No, for those counties with 5311 Transportation services, there currently is no coordination of services between the two programs. 36) Can an interested party bid on an individual County within a sub-region? No, interested bidders must bid on an entire sub-region(s). 37) Should the cost budget reports be prepared using the historical trip data provided for FY 13, FY 14 and FY 15 to date or the FY 2016 estimated trip levels as provided by DHS in the 2016 Statement of Need? That would be a decision that would have to be made by the potential bidder. The FY 13, FY 14 and FY 15 (to date) trip levels were provided to give interested parties historical data regarding the actual number of trips that were provided during those year. The 2016 Statement of Need provides the estimated trip levels as provided by DHS. There is no guarantee that those trip levels estimated in the Statement of Need will be met during FY ) Will providers be able to sub-contract out any of the services after the contract has been awarded?

8 Yes, any provider that is awarded the bid for any sub-region would be allowed to subcontract out any of the services at any point in time as long as full disclosure of the subcontractor agreement is provided to both the Regional Commission and DHS.