News

Transportation Provider – Competitive Procurement – Service Code 875

June 14, 2024

Transportation Service Provider

Competitive Procurement

REQUEST FOR PROPOSAL (RFP)

Published Date: April 29, 2024

Closing Date: To Be Determined (TBD)/Until Provider is Identified

Overview of RFP:

North Los Angeles County Regional Center (“NLACRC”) is seeking service providers to operate transportation services and transportation assistant services to serve people with developmental disabilities who reside in the San Fernando Valley region of Los Angeles County.  The applicant(s) selected to provide transportation services and transportation assistant services in the NLACRC service region will work closely with R&D Transportation Services Inc. (R&D), transportation broker, who provides scheduling, routing, quality assurance, and oversight of all contract transportation billing invoices.

Transportation services include transportation for individuals to and from their place of residence to day programs, generally between the hours from 6:00 am – 6:00 pm, Monday through Friday. Individuals may need supervision, assistance with wheelchairs, or assistance and monitoring while being transported.   Currently, NLACRC needs to expand its transportation routes to fulfill emergent service needs for individuals who require round-trip travel to/from their respective program activities. While the immediate service needs are indicated in the table below, it should be noted that the number of individuals who require transportation are expected to increase significantly as in-person program activities resume throughout the San Fernando Valley. Therefore, transportation companies will have the opportunity to expand service capacity to align with the developing service needs of our community.

As we prepare to describe the service needs and type of vehicles required to operate service, it is important to define that one vehicle will be assigned to operate one unique route number regularly. A route will likely be scheduled to operate multiple runs daily. For example, in the morning a route may be scheduled to operate one or two inbound runs to transport a group of people to program. Then, in the afternoon, the same route will be assigned to operate one or two outbound runs to transport a group of people for their return trip home.

San Fernando Valley Region: Transportation Service Needs Preliminary Route Implementation Plan
Implementation Timeline	Number of Vehicles	Vehicle Capacity	Number of Passengers
First Month of Service	5 Routes	ADA Non-Commercial Type Vehicles	Approx. 50
Second Month of Service	5 Routes	ADA Non-Commercial Type Vehicles	Approx. 50
Third Month of Service	5 Routes	ADA Commercial Type Transit Vehicles	50 – 100
Fourth Month of Service	5 Routes	ADA Commercial Type Transit Vehicles	50 – 100
Total	20 Routes	All Vehicles ADA Compliant	200 – 300

 

As program activities advance their efforts to support more individualized options, transportation providers will be expected to equip a combination of commercial and non-commercial transit vehicles that meet the seat capacities and vehicle configurations identified in the following table.

Vehicle Types
Vehicle Type	Passenger Seat Capacity and Configurations
Commercial Type   ADA Compliant   10 Vehicles Required	ADA wheelchair accessible commercial-type vehicles. Transit vehicle(s) equipped with wheelchair lift, to operate collapsible seat configurations that accommodate any of the following seat configurations with a minimum of 4 wheelchairs spaces that may also be converted to: 8A/4W, or 12A/2W, or 16A/1W, or 20 Ambulatory
Non-Commercial Type   ADA Compliant   10 Vehicles Required	ADA wheelchair accessible non-commercial-type vehicles. Transit vehicle(s) equipped with wheelchair lift, to operate collapsible seat configurations that accommodate any of the following seat configurations with a minimum of 2 wheelchairs spaces that may also be converted to: 5 Ambulatory seats + 2 Wheelchair spaces + Driver, or 9 Ambulatory + Driver

 

In addition to the qualifications outlined below, all applicants must demonstrate familiarity with California Code of Regulations (CCR), Title 17, Section 54310 through 54390, vendor application requirements, and Sections 58500 to 58570, Transportation Services, and be eligible for vendorization by NLACRC or have an existing vendorization for transportation services with another regional center. Vendorization is the process for identification, selection, and utilization of service providers based on the qualifications and other requirements necessary in order to provide services to consumers.   The vendorization process allows regional centers to verify, prior to the provision of services to consumers, that an applicant meets all of the requirements and standards specified in regulations.

 

Service Languages

 

Applicants are highly recommended to be able to demonstrate verbal and written proficiency in English and be able to provide/offer services in at least one, if not more of the following languages:

 

·         American Sign Language (ASL) ·         Arabic ·         Armenian ·         Chinese – Cantonese ·         Chinese – Hakka ·         Chinese – Mandarin ·         Chinese – Other ·         Hebrew ·         Hindi

·         Japanese ·         Khmer ·         Korean ·         Persian (Farsi) ·         Russian ·         Spanish (preferred) ·         Spanish Creole ·         Tagalog ·         Vietnamese

 

NLACRC invites all interested parties, that align with the qualifications described below, to review the information listed herein and submit a proposal to NLACRC for consideration.

 

All material and information provided herein is for the sole use of applicants bidding for this Transportation RFP

 

Calendar

Transportation Service Provider Competitive Procurement Request for Proposals (RFP)
April 25, 2024	RFP Release Date
Tuesday, June 4, 2024 1:00pm – 2:00pm	Applicants Conference via Zoom
To Be Determined (TBD)/ Until Provider is Identified	RFP Submission Deadline
To Be Determined (TBD)	Applicant Interviews
To Be Determined (TBD)	Proposal Selection- Applicants notified
To Be Determined (TBD)	Transportation Service Provider Contract Approved and Executed

Applicants’ Conference

An informational meeting to answer questions about this RFP will be held on

Tuesday, June 4, 2024 @ 1:00pm

This meeting is not required for those who wish to apply, but is strongly recommended

Zoom Meeting Details:

Join Zoom Meeting

https://us06web.zoom.us/j/84286720145?pwd=cw4bNtP7j9BA9L1D8hCdFVYZeOAuL5.1

Meeting ID: 842 8672 0145

Passcode: 669540

Background of NLACRC:

NLACRC is one of 21 private, nonprofit organizations under contract with the California Department of Developmental Services (“DDS”), to coordinate and provide services and supports to people with developmental disabilities and their families in the San Fernando, Santa Clarita, and Antelope Valleys.  Developmental disabilities include intellectual disabilities, epilepsy, autism, and cerebral palsy.   The Internal Revenue Services (“IRS”) has established NLACRC as a 501(c)(3) corporation.

NLACRC serves developmentally disabled consumers from infants to adults.  Currently, NLACRC serves over 28,000 consumers in its catchment area. The services and supports provided by NLACRC to our consumers include diagnostic, evaluation, case management, and early intervention services.  Additionally, NLACRC purchases services from over 1,000 entities or individuals in NLACRC’s catchment area.  The purchased services include, but are not limited to, out-of-home residential services, community-based day programs, transportation, independent living services, supported living services, Early Start services for children under the age of 3 years, family supports, such as day care or respite, and behavioral intervention services.

More information regarding NLACRC and the services provided by NLACRC can be found on NLACRC’s website at www.nlacrc.org.

 

Qualifications of a Transportation Service Provider

All interested parties meeting the qualifications as identified in the RFP are eligible to apply.  Employees of Regional Centers are not eligible to apply.  Applicants must disclose any potential conflicts of interest.  Applicants, including members of the applicants governing board, must be in good standing.

NLACRC is seeking a service provider to transport adult consumers to and from their community-based day programs or other vendored program services in the San Fernando Valley who has the following experience in transportation services:

1. Experience in providing transportation services
2. Experience working with individuals who have developmental disabilities.
3. Must have a business location within NLACRC’s catchment area
4. Ability to pass background check and require that all staff pass background check
5. Must be able to demonstrate insurance coverage that complies with NLACRC’s service provider insurance policy and contractual requirements. Current public liability insurance and property damage including automotive coverage) is Five Million Dollars ($5,000,000) combined single limit.   Please see Attachment G, Transportation Service Provider Agreement, Section 15, Insurance, for all insurance requirements.
6. Possess a current business license as a transportation company.
7. Must be in good standing with the California Highway Patrol and the Secretary of State.
8. Be eligible for vendorization. More Information about vendorization may be found on DDS’s website at dds.ca.gov under “Vendorization FAQs” or under California Code of Regulations, Title 17, and Sections 54310 through 54390, vendor application requirements; Sections 58500 to 58570, Transportation Services; and Sections 54342(a)(81) and (84).

Maximum Rate of Reimbursement

The rate of reimbursement for transportation services, under 875 Service Code, will be negotiated between the regional center and the applicant(s) up to one of the maximum allowable rates:

 

Unit Type	Modality	2024 Median Rates
Hourly	Individual	$33.95
Hourly	Group	$42.84
Daily	Individual	$29.08
Daily	One-Way Trip	$17.64
Monthly	Individual	$435.93
Mileage		$2.45
Mileage	Group – Per Mile	$3.75
Other	Fuel Provision based on average miles/gallon	Up to $3.75 per gallon

 

The rate of reimbursement for transportation attendant services, under 882 Service Code, will be negotiated between the regional center and the applicant(s) up to one of the maximum allowable rates:

Unit Type	Modality	2024 Median Rates
Hourly	Individual	$22.31
Hourly	Group	$23.90
Daily	Individual	$76.92

 

Pursuant to Welfare & Institutions Code (WIC), Section 4691.9, no regional center may negotiate a rate with a new service provider, for services where rates are determined through a negotiation between the regional center and the provider, that is higher than the regional center’s median rate for the same service code and unit of service, or the statewide median rate for the same service code and unit of service, whichever is lower.   The unit of service designation must conform with an existing regional center designation, or if none exists, a designation used to calculate the statewide median rate for the same service. The above rates reflect the median rates for both transportation services and transportation attendant services.

This service may be funded at a usual and customary rate. Meaning the rate which is regularly charged by a vendor for a service that is used by both recipients of regional center services and/or their families and where at least 30% of the recipients of the given service do not receive regional center services for themselves or their families. If more than one rate is charged for a given service, the rate determined to be the usual and customary rate for an individual who receives regional center services and/or family shall not exceed, whichever rate is regularly charged to members of the general public who are seeking the service for an individual with a developmental disability who is does not receive regional center services, and any difference between the two rates must be for extra services provided and not imposed as a surcharge to cover the cost of measures necessary for the vendor to achieve compliance with the Americans With Disabilities Act.

This project DOES NOT have startup funds associated. Applicants are responsible for 100% of proposal preparation, submission, initial start-up costs and continued maintenance of the business. Additionally, pursuant to Title 17, Section 54322(d)(10), Regional Centers cannot guarantee referrals.

Proposal Preparation Guide

The following information is provided to assist the applicant in preparing their proposal:

• Proposal Writing Requirements (Attachment C)
• Program Design Requirements (Attachment D)
• Sample Transportation Service Provider Contract (Attachment H)
• NLACRC Board of Trustees Service Provider Insurance Policy (Attachment I)
• Statutes and Regulations (Attachment K)

Information to Include in Proposal

1. Proposal Title Page (Attachment A)
2. Table of Contents (See Attachment C as guide)
3. Statement of Obligation (Attachment B)
4. Statement of Services (See Attachment C as guide)
5. Service Provider Experience & Qualifications (See Attachment C as guide)
6. Program Design Requirements (See Attachment D as guide)
7. Vendor Application (Form DS 1890) (Attachment E)
8. Applicant/Vendor Disclosure Statement/Form DS 1891 (Attachment F)
9. Home & Community Based Services Provider Agreement (Attachment G)
10. Cost Statement (Attachment J)
11. Provider/Agency Regulatory Documentation (See Attachment C as guide)
    1. Completed IRS, W-9 Form (Attachment K)
    2. A copy of an Independent Audit Report for the past two (2) years
    3. A copy of the Transportation Agency Business License
    4. A copy of adequate liability insurance in accordance with WIC, Section 4648.3 and NLACRC Board Policy (Attachment I)
    5. A copy of your company’s safety compliance rating issued by the California Highway Patrol.

 

Proposal Submission Guidelines

The applicant is required to submit an electronic copy in a PDF format. An applicant will be disqualified from consideration for failure to follow instructions, complete documents, submit required documents or meet the submission deadline. All proposals submitted must adhere to the following requirements:

• Use Standard size format so proposal will print out on a standard 8 ½ x 11 paper
• Proposal must be typed using a standard font (12 point).
• Every page must be numbered consecutively.
• The Proposal Title Page must be the first page of the proposal.
• The proposal must include a Table of Contents that corresponds to the proposal.
• All sections of the Content Requirements must be addressed in the proposal.

 

 

Submission of Proposals

 

Proposals must be sent to NLACRC at the following e-mail address: resourcedevelopment@nlacrc.org

 

Proposals must be sent with the Subject Line/Title: TRANSPORTATION RFP SUBMISSION

 

Evaluation Criteria

 

The RFP Evaluation Committee will use the criteria below to rate proposals submitted by transportation companies. Each proposal shall be organized into the following five (5) sections, which are described in Attachment C, Table of Contents and Proposal Requirements.  Each section will receive a maximum score as follows:

 

Proposal Section	Maximum Score
Transportation Experience; insurance, CHP rating	20
Organizational chart; qualifications and experience of staff; recruitment, staffing training	20
Independent Audited Financial Statements or Independent Review	10
Description of Fleet and vehicles to be used; fleet maintenance records; ability to add new vehicles and drivers to meet changes in service needs and to protect the Health & Safety of Consumers	30
Cost Statement	10
Program Design	10
Total Maximum Points	100

 

Selection Procedures

All proposals received by the deadline will be reviewed by the RFP Evaluation Committee established by the Community Services Department.  The RFP Evaluation Committee shall be comprised of at least five members, the majority of whom shall have experience in evaluating, procuring, or providing transportation service, pursuant to Title 17, Section 58531.  Proposals will be reviewed for completeness, experience, qualifications, quality of fleet, fiscal stability of applicant, reasonableness of costs, and the ability of applicant to provide the identified service required by NLACRC.

Award Process

Upon selection of a transportation service provider(s), NLACRC will issue an award letter to the applicant selected for the provision of transportation services. The award letter will provide instructions for completing the contracting process, to include the Vendor Application (Attachment D); Home & Community Based Services Provider Agreement (Attachment F); Transportation Service Provider Contract (Attachment G); and documentation of appropriate insurance.  The applicant(s) selected will be expected to complete and submit all required documentation to complete the contracting process by March 31, 2023, in order to allow for transportation services to start on April 3, 2023.

Reservation of Rights

NLACRC reserves the right to request or negotiated changes in a proposal, to accept all or part of a proposal, or to reject any or all proposals.  NLACRC may, at its sole and absolute discretion, select no applicant for these services, if, in its determination, no applicant sufficiently meets the required qualifications for vendorization.  NLACRC reserves the right to withdraw this Request for Vendorization (RFP) and/or any item within the RFP at any time without notice.   NLACRC reserves the right to disqualify any proposal which does not adhere to the RFP guidelines.  This RFP is being offered at the discretion of NLACRC.  It does not commit the Regional Center to award this service.

Costs for Proposal Submission

Applicants responding to the RFP shall bear all costs associated with the development and submission of a proposal.

Inquiries/Request for Assistance

All additional inquiries regarding the application or requesting technical assistance should be directed to Kimberly Johnson-McNeill, Resource Development Supervisor, at KJohnson-McNeill@nlacrc.org Applicants are encouraged to attend the Applicants Conference. Technical assistance is limited to information on the requirements for preparation of the application packet.  Applicants are expected to prepare the documentation themselves or retain someone to provide such assistance.  If an applicant chooses to retain assistance from another party, the applicant must be able to thoroughly address all sections of the proposal during the interview process.

Protest Procedure

Within thirty (30) days of selecting the applicant(s), NLACRC shall post on its website the intent to award notice to include the applicant selected and the contract award date.    All unsuccessful applicants shall be notified by NLACRC in writing ten (10) days prior to posting the intent to award notice on NLACRC’s website.   All unsuccessful applicants have the right to protest NLACRC’s notice of intent to award the contract. Unsuccessful applicants shall have ten (10) days upon receipt of intent to award notice to protest the intent to award the contract (“Protest”). If the unsuccessful applicant does not submit the written Protest within the ten (10) day period, NLACRC shall deny such Protest and the Intent to Award notice shall be deemed final.   Protests shall be in writing and shall state the grounds (s) for the protest.  All Protests must be mailed, emailed, or faxed to the following address:

Arshalous Garlanian, MA – NLACRC Community Services Director
9200 Oakdale Avenue, Suite 100
Chatsworth, CA, 91311
agarlanian@nlacrc.org
818-756-6130 (fax)

 

NLACRC shall take one of the following steps below, within thirty (30) days upon receipt of a written Protest:

• Not award the contract until the protest has been withdrawn or the regional centers has resolved the protest; OR
• Terminate the RFP process by notifying all bidders in writing within ten (10) days after the decision to terminate the contract award process; and correct the disputed items and rebid the contract; OR
• Allow all interested bidders to participate in the negotiated rate contract process.