Description

PRE-PROPOSAL CONFERENCE: There will be a virtual Pre-Proposal Conference for this sourcing event on Wednesday, August 26th, 2020 at 8:30 am PT, a direct link to the Google Meeting is provided here. (meet.google.com/fzk-kwat-xhy)Attendance is: OptionalSERVICE DESCRIPTION, FUNDING AND CONTRACTING INFORMATIONPURPOSE AND OVERVIEWThe State of Oregon Department of Human Services Adults and Persons with Disabilities (DHS-APD) has the option under the federal 1915 (k) waiver to provide non-medical Medicaid community transportation for Title XIX recipients of Long Term Services and Supports (LTSS), when these services are authorized by their case manager as part of the recipient’s on-going service plan. These services are provided to eligible individuals to help them gain access to community-based Medicaid State plan and waiver services, activities, and resources. Trips are related to recipient service plan needs, are not covered in the 1115 waivered medical benefits, are not for the benefit of others in the household, and are provided in the most cost effective manner that will meet needs specified on the plan. Medicaid community transportation services are not used to replace natural supports, volunteer transportation, and other transportation services available to the individual. They may not be used to compensate the service provider for travel to or from the service provider’s home.DHS-APD has contracted with Multnomah County Department of County Human Services (DCHS), Aging, Disabilities, and Veterans Services Division (ADVSD) to administer these services in Multnomah County, Oregon since December 2014. DCHS ADVSD invites proposals from qualified proposers to provide Medicaid community transportation services to Title XIX LTSS clients in Multnomah County. Historically, on average, approximately 4,000-4,500 rides per month are requested by this client population. Proposers must have the ability to serve a medically and culturally diverse community within the entire County. ADVSD expects to award a single contract for the period of March 1, 2021 through February 28, 2026. INTRODUCTION AND PROGRAM HISTORYADVSD has administered this program under a contract with the State of Oregon Department of Human Services since December 11, 2014. Matching revenue for this service is provided through a contract between ADVSD and TriMet, revenue from this agreement is not guaranteed but is expected to continue at approximately the same level annually.GOALS, VALUES AND OTHER IMPORTANT CONSIDERATIONSIn pursuing a multi-year contract for services provision, ADVSD seeks to develop and implement processes to deliver Medicaid community transportation services efficiently and in a manner that minimizes costs and maximizes value for Multnomah County, the State of Oregon, and the clients being served.Note, while the Contractor will be responsible to check eligibility for each ride delivered, the authorization to utilize the Medicaid Community Transportation service is at the discretion of the Multnomah County LTSS Case Manager who works with each client to develop a person-centered plan to meet their service needs. The rides authorized under this program must relate directly to the service needs of each client.LTSS clients are a particularly vulnerable group of riders with complex physical, emotional, behavioral, and cognitive needs. This transportation program represents a lifeline to continued social and community engagement, as well as a means to address life sustaining or enhancing needs such as: nutrition; finance; prescription medications; and health maintenance and promotion. Consequently, some of the service goals and outcome measures contained in this Request for Proposals (RFP) are aspirational and extend the scope of services beyond those provided to LTSS clients by current and past brokerages. Other program goals are aspirational in terms of system or administrative/process improvements. All proposers are expected to address these aspirational goals. However, the pace and process for achieving the aspirational goals will be negotiated with the successful proposer. Aspirational sections of this proposal are identified in the Scope of Work provided below.TARGET POPULATION SERVEDThe target population to be served is approximately 8,000 LTSS clients who reside in Multnomah County. LTSS clients are low-income seniors and adults with disabilities who have a need for assistance in two or more activities of daily living such as bathing, dressing, toileting, transferring, and eating due to physical limitations and/or cognitive impairment. Currently, fewer than 600 of these clients utilize the Medicaid Community Transportation service. The Medicaid Community Transportation service has been providing approximately 4,000 rides per month, 50% ambulatory, 30% non-ambulatory and 20% public transportation.GEOGRAPHIC BORDERS & SERVICE AREASThe service area includes Multnomah County and any destination in Washington County, Clackamas County, or the State of Washington that is within 15 miles of Client’s Multnomah County residence.FUNDINGADVSD anticipates ongoing funding for these services, including administrative overhead and matching funds from TriMet. The contract awarded as a result of this RFP is estimated to be valued at approximately $1.5 million per year. The County cannot assure that any particular level of work will be assigned and the contract will permit the County to add or remove work as necessary depending on availability of funding.MATCH REQUIREMENTSThe successful Proposer (Awardee) will not be expected to provide any match funds. ADVSD will be responsible for securing continuing matching funding from TriMet, applying it to the Medicaid community Transportation Program.SCOPE OF SERVICESThis Request for Proposals (RFP) requires that the successful Proposer (Awardee) will act as a brokerage that is capable of (1) utilizing data available through the County to check eligibility for Medicaid community services prior to accepting each ride request; and (2) providing Medicaid community transportation services to LTSS clients either directly or through subcontracts with “Transportation Providers” as defined below.The Brokerage must ensure that: Transportation Providers are available to supply authorized LTSS consumers with efficient and safe transport; Clients arrive at their destinations safely and in a timely manner; Clients are returned to their residences or other authorized destinations, safely and in a timely manner; The Brokerage and its subcontracted Transportation Providers are fiscally responsible and transparent; The Brokerage and its subcontracted Transportation Providers maintain a culturally aware, sensitive, and person-centered staff and service environment; and The Brokerage and its subcontracted Providers must attest and demonstrate that client information will be handled and stored safely, with complete confidentiality, and in compliance with applicable state and federal laws. The Brokerage will also be required to comply with certain reporting requirements regarding Medicaid community transportation services. Standard reports and frequency are detailed in this RFP and are consistent with the reporting requirements of DCHS ADVSD and the State of Oregon DHS APD. The Brokerage also will be required to coordinate with other Medicaid community-transportation and Medicaid non-emergent medical transportation brokerages in the Metro area to maximize the effectiveness of processes such as consumer outreach and education, provider credentialing, vehicle inspection, performance monitoring, trip chaining, ride sharing, travel/mobility assessments, and of provider management of overall demand. This may require the development of new information-sharing protocols that promote greater efficiency and less redundancy and still are compliant with state and federal laws regarding sharing client and other information.Services described in this RFP may be adjusted as required by guidance surrounding social interactions (social distancing, wearing a mask, etc.) due to the COVID-19 pandemic, or other events that may impact personal interactions.Brokerage shall provide Medicaid community transportation services for DHS Clients in accordance with the Transportation Services Requirements as set forth below:Client AccessBrokerage shall maintain its operation of Medicaid community transportation services in a manner that is conducive to maximizing responsiveness to inquiries and requests for Medicaid community transportation services made by Clients residing in County’s service area. Brokerage shall demonstrate that all call center staff have good familiarity with the local service area and that staff and supervisors are both available to respond personally to queries and problems that arise during normal brokerage hours of operation, Pacific Standard Time.Brokerage shall provide clients access to a centralized call center from at least 8:00 am to 5:00 pm, Monday through Friday, with the exception of New Year’s Day, Memorial Day, Independence Day, Labor Day, Veteran’s Day, Thanksgiving, and Christmas Day. ASPIRATIONAL: 9.5 hours per day from at least 7:30 am to 5:00 p.m. PST (or other hours approved by ADVSD based on current need but 9.5 hours per day minimum), Monday through Friday.Brokerage shall ensure that Medicaid community transportation services are available 7:00 a.m. to 9:00 pm. Monday through Saturday and on Sundays from 6:00 a.m. to 6:00 p.m.(or other longer schedule approved by ADVSD based on demonstrated need)Brokerage shall demonstrate a satisfactory process for immediately addressing and trouble-shooting client concerns and problems with any ride that occurs during regular business hours of 8:00 a.m. to 5:00 p.m. PST Monday through Friday.Brokerage shall demonstrate a satisfactory process for responding to transportation emergency situations involving client and/or client service providers after business hours, and on weekends and holidays. ASPIRATIONAL: Brokerage will respond within 30 minutes to any client calls regarding the service, after business hours, and on weekends and holidays.Brokerage shall seek ADVSD /DHS approval of intended days of closure for Brokerage’s central call center, with the exception of the days identified above, by notifying County at least forty (40) calendar days in advance of closure. If County approves the request, County will make the request to DHS at least thirty (30) days in advance of closure. If DHS does not deny the request within ten (10) calendar days of request notification, the request shall be considered approved.Brokerage shall produce a Rider Guide and distribute it to all riders. The Rider Guide shall be updated and distributed annually or whenever there are significant changes in operations of procedures for riders to follow. The Rider Guide shall be written in clear, easy to understand language and must be available in translated version as requested by ADVSD Contract Administrator.The Brokerage shall also provide both TTY and a telephonic interpreter service through its central call center and shall make information concerning these available to all riders.Determination of Eligibility for ServiceBrokerage shall receive all requests for Medicaid community transportation services from clients or others calling on behalf of clients and shall immediately verify eligibility of the clients to receive Medicaid community transportation services as directed by ADVSD.Determination of Service Authorization and Appropriate Provider of Transportation Brokerage shall provide Medicaid community transportation services only to clients for which Brokerage has current service authorization from the County. Brokerage shall not provide Medicaid community transportation services in excess of the number of such services authorized by the County. Transportation services shall include tickets or passes to use on fixed route public transportation; transport for ambulatory or non-wheelchair rides in cars, vans, or buses; wheelchair transport in lift- or ramp-equipped vehicles for wheelchair users; and mileage reimbursement to friends or family of the client and volunteers, who have been screened and approved as drivers by the Brokerage. Shared rides are acceptable if clients’ preferences, health and safety are addressed. Door-to-door transportation shall be offered to each client, except if the client is able to use curb to curb service. Brokerage shall either provide Medicaid community transportation services directly or by subcontract with authorized transportation providers to provide such services to clients. Authorized service providers may include any public agency, non-profit or for-profit company, or individual with whom the Brokerage may subcontract to provide rides to clients. Brokerage may provide mileage reimbursement to clients or their designated drivers for rides provided in the client’s or designated driver’s automobile. If Brokerage elects to subcontract with one or more Providers for the provision of rides to DHS Clients, Brokerage shall incorporate into all subcontracts with the transportation provider the Transportation Services Requirements set forth in this section. Brokerage shall assign subcontracted transportation providers to provide Medicaid community transportation services to clients based upon an evaluation of several factors, including, but not limited to, cost, appropriate transportation, appropriate equipment, any factors related to provider capabilities, provider availability, and provider past performance, and any other reasonable factors, such as special considerations communicated directly to Provider or Brokerage by ADVSD case managers, clients, or client representatives, including client preference. Brokerage shall assign Medicaid community transportation services to providers at its sole discretion. Escort and Safety Provisions: As pre-authorized by the ADVSD case manager for safety or to meet client needs, the client’s long-term care provider or another escort of the client’s choosing may escort the client on the ride and also to the specific office or room within the building location to which they are going. An escort of the client’s choosing, who is not pre-authorized by the ADVSD case manager, and accompanies the client for social reasons only, may be required to pay for the ride. If arranged in advance, the transportation provider may also escort the client to or from the vehicle to his/her destination. No client shall be left alone before the transportation -provider verifies that the client is expected, the business/address is open, and the client is able to independently negotiate entry into the building. If the client is returning home, transportation provider shall verify that the client is able to enter the home safely prior to leaving the scene. Brokerage and subcontracted providers shall investigate as a Serious Incident any complaint that the client was left in situation that posed a safety risk or where a needed escort was not provided. The details of the investigation, decisions, and actions taken shall be shared promptly with ADVSD. Services to be Provided Brokerage shall serve as the designated provider of Medicaid community transportation services for clients and provide Medicaid community transportation services to all clients within County’s service area, which includes Multnomah County and any destination in Washington County, Clackamas County or the State of Washington that is within 15 miles of client’s Multnomah County residence. If a client requests Medicaid community transportation services outside the Service Area or to a destination that is greater than 15 miles one way, and Brokerage or Provider is willing to provide such services to the client, Brokerage shall request and obtain written approval from ADVSD prior to providing Medicaid community transportation services outside of the designated service area. Brokerage shall not provide one way trips in excess of the number of ADVSD authorized rides per month per client, not to exceed 30 trips per month. If a client requests more than the number of authorized rides in one month, and Brokerage or Provider is willing to provide such services to client, Brokerage shall request and obtain written approval from ADVSD prior to exceeding the number of authorized rides per month for said client. If a client has a monthly bus pass and also uses other providers, he/she/they shall be limited to 10 additional rides per month, unless written approval is obtained from ADVSD to exceed that limit. Brokerage shall maintain a central call center for Medicaid community transportation services in County’s service area or shall demonstrate to ADVSD’s satisfaction that call center staff have good familiarity with service area and time zone in order to identify local destinations and project reasonable pick up and return windows. Brokerage and Brokerage’s subcontracted transportation services providers shall pick up and deliver clients only to locations confirmed with the ride requester and assigned by Brokerage’s central call center. The Brokerage shall demonstrate that it has a process in place to receive confirmation that the subcontractor’s destination is the same as the assigned location provided by the central call center. Any discrepancies that arise shall be resolved by the Brokerage and the subcontracted transportation provider prior to the scheduled ride and without disruption to the client. Scheduling of Medicaid Community Transportation Services Brokerage shall not require more than 48 hour notice for scheduled rides. Brokerage shall make every effort to provide services on same or next day notice from clients and within the time frame requested by clients. Same or next day ride requests may be prioritized according to criteria and priorities developed mutually with ADVSD. Brokerage shall have procedures in place to assure response to non-medical transportation service requests as soon as reasonably possible. Brokerage shall have procedures in place to document in real time: ride requests, confirmation provided to ride requester, and transportation provider’s agreement to provide the ride. Brokerage shall schedule and accept multiple Medicaid community transportation services requests at a time for a client. Brokerage shall assign a transportation request with an alternate Medicaid community transportation services provider if the provider originally authorized to provide the service is unable to provide the ride requested and agreed to. ASPIRATIONAL: Brokerage shall develop policy and practices to reward/penalize transportation providers so that they notify both the ride requester and the Brokerage at least three (3) hours in advance if they drop a ride they have agreed to provide. For scheduled pick up and return rides, Brokerage and Brokerage’s subcontracted providers shall pick up clients within thirty (30) minutes of the scheduled pick-up and return time. For unscheduled pick up or return rides, Brokerage or Brokerage’s subcontracted provider shall pick up clients within sixty (60) minutes of receipt of request. Brokerage and Brokerage’s subcontracted providers shall document and track late and early pick-ups, drop-offs, and return rides for both scheduled and unscheduled rides and provide this information to County on a monthly basis. ASPIRATIONAL: Brokerage shall develop policy and practices to reward transportation providers that improve and/or meet these ride pick-up, drop off, and return time standards, or to penalize those that repeatedly fail to meet standards. Brokerage shall document and track any denial of ride requests due to capacity issue, special need, or other specific circumstance and provide this information to County on a monthly basis. Denial of Service and Grievance Process Prior to denying, suspending or terminating access of Medicaid community transportation services to a client, Brokerage shall ensure that the decision is reviewed on a same-day basis by one of Brokerage’s supervisory level employees. If a client is denied Medicaid community transportation services, Brokerage shall, within seventy-two (72) hours of denial, send a letter to the subject Client, and a copy to ADVSD, explaining why the client’s access to services was denied, suspended or terminated. Neither Brokerage nor Brokerage’s subcontracted provider shall deny, suspend, or terminate access to any client for Medicaid community transportation services on the basis of race, color, sex, sexual orientation, religion, national origin, ethnicity or language, creed, marital status, age, health status or the presence of any sensory, mental or physical disability. Brokerage shall establish a client grievance and appeals process, as required by the Code of Federal Regulations (CFR); 42 CFR § 431, Subpart E, and approved by ADVSD, for any denial, suspension, or termination of access to Medicaid community transportation services to a client by either Brokerage or Brokerage’s subcontracted Medicaid community transportation services provider. Brokerage shall notify Clients in writing of the grievance and appeals process available to them in the same letter that notifies them of the denial, suspension, or termination of access to Medicaid community transportation services. TECHNICAL REQUIREMENTS General System Requirements A backup and recovery plan for related systems and data A disaster recovery plan Transferability of all data relating to this program to Multnomah County upon contract end System Audit and Logging Functionality Data Integration A secure REST API Interface hosted by the Brokerage The method of data transfer meets the County’s security and HIPAA requirements Custom modifications can be made as required by the County or the State Ability to allow sharing of data between Brokerage and the County via web service: Client eligibility data from the County to the Brokerage (*The County is the system of record for client/eligibility data) The Brokerage must be able to accept these data from the County by the System Acceptance Date. An initial file of these data will be provided prior to Day 1; afterwards, the data will be provided as a single transaction per client eligibility segment Update, Terminate and Add client eligibility records Data Elements include but are not limited to: Client Name Client Prime Number Client DOB Case Manager Case Manager Phone Number  Branch # of Authorized Rides Authorized Rides Begin Date Authorized Rides End Date Date Authorized (Entered) Action (Add/Update/Terminate) Client Trip data from the Brokerage to the County (*The Brokerage is the system of record for the client trip data; however, the County retains ownership of these data) The Brokerage must be able to provide these data to the County at the end of each business day, within 30 days following System Acceptance Get all trips by Last Updated Date and/or Prime Number Data Elements include but are not limited to: Client Name Client Prime Number Name of the person requesting the services on behalf of the Client Unique Trip ID Request Date and Time Service Date Scheduled Pick up Time Actual Pick up Time Early/Late Pick up Reason Pick up Address Appointment Time Drop off Address Actual Drop off Time Mode of transportation (including bus passes) Transportation Provider Trip Comments/Notes Call for Return Indicator Status of the trip (e.g., completed, cancelled, denied, etc.) Denial Reason Cancelled By (e.g., Client, Transportation Provider, Brokerage) Client Special Needs and Preferences data from the Brokerage to the County (*The Brokerage is the system of record for client preferences and special needs data; however, the County retains ownership of these data) The Brokerage must be able to provide these data to the County at the end of each business day, within 30 days following System Acceptance Get client special needs and preferences data by Last Updated Date and/or Prime Number Data Elements include but are not limited to: Mobility Type (e.g., Ambulatory Requires Lift/Ramp, Assist Animal, Bariatric Mobility Device, etc) Can Transfer Cane Car Seat Collect ACS Data Crutches Driver Assistance Electric Wheelchair Extended Leg Has Ramp Has Stairs and Assistance Isolate from other customers Lift Needed Needs Escort No Perfumes or Colognes  No Transfer None Oversize Wheelchair Oxygen Please Confirm Please Note (Text) Please Note 2 (Text) Scooter Scooter- Can Transfer Scooter- No Transfer Seat Belt Extender Service Animal Walker Walker X-Large Wheelchair- Can Transfer Wheelchair- No Transfer Billing Data from the Brokerage to the County (*The Brokerage is the system of record for the billing data; however, the County retains ownership of these data) The Brokerage must be able to provide these data to the County by the 20th day of each month, within 30 days following System Acceptance. Get billing data by Prime Number Data Elements include but are not limited to: Client Name Prime Number Case Manager Date Enrolled Service End Date Tickets? Bus Pass? Fare Type (e.g., Adult, Honored Citizen) # of Authorized Rides # of Ambulatory Rides # of Non-Ambulatory Rides # of Billed Rides Complaint data from the Brokerage to the County (*The Brokerage is the system of record for the billing data; however, the County retains ownership of these data) The Brokerage must be able to provide these data to the County by the 20th day of each month, within 30 days following System Acceptance Get complaint data by Prime Number Data Elements include but are not limited to: Complaint Identifier Date of Event Client Name Transportation Provider Name Transportation Provider Details (e.g., driver’s name and vehicle #) Event Type (drop-down menu, including safety-related, with a text field for ‘other’) Event Status (e.g., complaint substantiated, complaint unsubstantiated; unable to determine) Event Summary Event Resolution (drop-down menu, including provider no-use flag; provider warning; data entry error by provider; data entry error by  RC; and possibly more with a text field for ‘other’) Date of Client Follow-up Follow-up Description Security System and Data are HIPAA Compliant System and Data security are ensured at each level: Database Application Web Service Data Transportation (internal and external) Third Party Independent Review of Security Procedures Third Party Review is the responsibility of the Proposer Support and Maintenance Technical support staff are available to assist with trouble-shooting and development during posted days and hours of operations Agreed upon ‘up-time’ parameters for data integration An established escalation process for addressing interruptions in the operations of the data interface and/or the fulfillment of reporting requirements At least one non-production environment exists for development, testing and trouble-shooting issues A system is in place for managing defects and issues Reporting and Data Management See Section below, Fiscal Requirements and Reporting Ability to provide requested reports on a scheduled/automated basis Ability to fulfill ad hoc reporting requests FISCAL REQUIREMENTS AND REPORTING Brokerage shall maintain records of Medicaid community transportation services provided to clients. Brokerage shall prepare and submit an electronic monthly report and invoice of the Medicaid community transportation services provided to Clients in a format approved by ADVSD. At a minimum, Brokerage’s report will contain the information listed in this section and the Technical Requirements Section above. Brokerage shall submit the monthly report invoice and documentation to County by the 20th day of the month following the end of the subject reporting month. Brokerage shall also provide additional information as requested by ADVSD or DHS. Brokerage shall revise and resubmit reports to ADVSD’s satisfaction. Brokerage shall maintain monthly billing records for each subcontracted Medicaid community transportation services provider, which documents the number of Medicaid community transportation services and, for audit purposes, can be cross-referenced to actual Medicaid community transportation services and the specific Clients transported. Brokerage shall require subcontracted transportation services providers to submit timely billing records and invoices each month and shall reward compliance with this standard (or penalize for non-compliance.) Brokerage shall demonstrate that its billing process for subcontractors is efficient, and preferably allows electronic batch submission. Brokerage shall report to County, and shall require all subcontracted Medicaid community transportation services providers to report to Brokerage, any cases of suspected fraudulent use of Medicaid community transportation services by a Client. Brokerage shall report to County, as specified by 42 CFR 455.17, any suspected fraud or abuse of Medicaid community transportation services by a subcontracted Medicaid community transportation services provider. If County determines that such provider fraud has occurred, Brokerage shall immediately terminate its subcontract with such provider. PERFORMANCE MEASURES/PERFORMANCE CONTRACTING In consultation with the County, Brokerage shall establish multiple modalities for obtaining customer feedback from Clients about any aspect of the service provided and shall document and track all feedback received. Documentation shall include the date, time, and specific information regarding the Brokerage’s response and resolution of all complaints received via any modality. Brokerage shall allow County access to all raw information regarding its performance and/or customer feedback at County request. The Brokerage shall monthly reports to the County regarding each subcontractor’s, as well as its own, data regarding performance on the following measures : Percent of time that rides requested at least a day in advance were provided as requested; Percent of time that same day ride requests that meet criteria were provided as requested; Percent of time that scheduled rides were picked up/dropped off within thirty (30) minutes of scheduled time; ASPIRATIONAL: Percent of time unscheduled rides were picked up within sixty (60) minutes of receipt of request; Percent of rides denied due to capacity or inability to meet special needs; Percent of time rides were not delivered due to provider’s failure to provide the correct vehicle, arrive at the correct address, or due to a data-entry error by the Brokerage or provider; Percent of incoming calls answered within one (1) minute (goal = 80% or better) Average wait time on hold (goal = less than five (5 minutes) Percent of answered calls that are dropped (goal = less than 5%); If a client has an option of an answering machine, electronic voicemail, email or website request, the percentage of messages/requests are reviewed and returned within sixty (60) minutes during normal business hours. ADVSD shall analyze client complaints on at least a quarterly basis, to determine the percent of complaints due to denial of ride request, late cancellation, late or early pick-up/drop-off, failure to meet client special needs appropriately, call center hold time/dropped calls; and any other quality issues determined to be reasonable and appropriate by ADVSD. Performance Measures are provided on Buyer Attachment B - Expected Performance Measures. Specific target goals may be negotiated with the awarded suppliers. Failure to meet the negotiated target goals may result in the County withholding a portion of the invoiced amount, up to 5% until the Brokerage shows improvement in meeting the performance measure goals.  CONTRACT NEGOTIATION The County will initiate contract negotiations with the responsive and responsible Proposer with the highest scoring proposal. Multnomah County may, at its option, elect to negotiate general contract terms and conditions, services, pricing, implementation schedules, and such other terms as the County determines are in the County’s best interest. If negotiations fail to result in a contract, the County reserves the right to terminate the negotiations and initiate contract negotiations with the next highest scoring responsive and responsible Proposer. This process may continue until a contract agreement is reached.SITE VISITMultnomah County reserves the right to visit the site of operation with the apparent highest scoring proposer to verify call center and operational capacities. These capacities may be negotiated during contract negotiation.CONTRACT AWARDMultnomah County strongly encourages the participation of Minority-Owned, Women-Owned, and Emerging Small Businesses and Organizations in providing these services. Through this RFP process, the County is seeking to award one contract. Award, as determined by the County, will be made to the responsible Proposer whose Proposal the County determines is most advantageous to the County based on the evaluation process and evaluation factors described in this RFP. CONTRACT TERMFixed term. The contract term shall be five (5) years. COMPENSATION AND METHOD OF PAYMENTThe estimated funding under this Contract, including expenses, is $1,351,266.00 annually. County makes no guarantee as to the total dollar amount that will be purchased with this Contract. Any payment estimates provided herein are approximations only and will not be construed as any committed volume to be purchased by County.Brokerage shall be paid on a fee for service basis according to the following: Within a total pool of funds of $1,351,226.00, Brokerage will be paid on a fee for service basis for a number of rides ranging between 30,000 and 49,000 rides per year. The calculated cost per ride shall be inclusive of all administrative and direct costs from the date of call center start-up forward. To receive payment for the services provided, Brokerage must submit electronically both a monthly invoice showing total rides provided and a monthly report with the required information and the listed items in the Technical Requirements section of this RFP.COOPERATIVE PURCHASINGOther public agencies may establish contracts or price agreements directly with the awarded contractor under the terms, conditions and prices of the original contract Pursuant to ORS 279A.215 and agreement by the selected Contractor to extend the terms, conditions and prices of the original contract.Any such purchases shall be between the Contractor and the participating public agency and shall not impact the Contractor's obligation to Multnomah County. Any estimated purchase volumes listed herein do not include other public agencies and Multnomah County makes no guarantee as to their participation.Any proposer, by written notification included with their solicitation response, may decline to extend the prices and terms of this solicitation to other public agencies.INSURANCE REQUIREMENTSExhibit 2 of the Sample Contract reflects the minimum insurance required of a Contractor to provide this service. Additional insurance coverage may be required depending on the key features of service delivery chosen by the Contractor. Final insurance requirements will be subject to negotiation between, and mutual agreement of, the parties prior to contract execution.Minimum insurance requirements: Type of Insurance   Amount  Per Occurrence  Aggregate  Professional Liability               N/A Commercial Gen Liability  $1,000,000 $2,000,000 Commercial Auto Liability  $1,000,000 Sex Abuse/Molestation $1,000,000 $2,000,000 Workers Compensation           Required per ORS 656.017; not less than $500,000 JOINT PROPOSALSThe County will consider joint proposals from new and existing providers. Joint proposals may take the form of partnerships, main Brokerage/sub-Brokerage arrangements or entities formed by new and existing providers. If any such arrangement is proposed, a written memorandum of understanding (labeled as Supplier Attachment 1) between the parties must be submitted with the Proposal setting forth the business and service delivery agreements between the parties. MULTIPLE OR ALTERNATE PROPOSALSMultiple or alternate proposals shall not be accepted unless specifically provided for in this section. In the event alternate proposals are not accepted and a proposer submits alternate proposals, but clearly indicates a primary proposal, it shall be considered for award as though it were the only proposal submitted by the proposer.PROPOSAL INSTRUCTIONS AND CONTENTProposals must be provided electronically as a PDF, single spaced, space-and-a-half or double-spaced, sized to 8.5” x 11” paper. All pages should be numbered. Margins should be at least 1⁄2 inch on all sides. Font size can be no smaller than 10. Proposals using smaller font sizes or smaller margins may be rejected.In support of the County’s sustainability goals regarding environmental impact and the disposal of paper, it is the County’s requirement that all proposals are submitted electronically via the Sourcing Event. When proposal format instructions limit the number of pages to be submitted, the page count is based on the quantity of numbered pages. Example: The RFP proposal response to the program question is limited to a page count of not more than 20 pages. This equates to not more than 10 sheets of paper that are printed on each side, or 20 pages printed on only one side.MAXIMUM PAGE LIMITThe total number of pages, excluding requested attachments, must not exceed 20 pages. Attachments and supporting documents not specifically required by the RFP will not be evaluated. Supporting materials submitted with the proposal, if any, will not be returned. Pages in excess of the page limitation will not be evaluated. Unless otherwise specified, pages exceeding the standard page size of 8.5” x 11” will be counted as two or more pages, depending on the actual size of the page.PROPOSAL CONTENTProposers must respond to all the questions listed Proposal Questions & Evaluation Criteria section of the Sourcing Event. For each item, restate the question title and use the same numbering and letter sequence as found in the RFP and then provide your response. Responses must be on the forms provided for by Multnomah County where applicable.MULTI-STAGE SOURCING EVENT SUMMARYMultnomah County will follow a multi-stage RFP process that incorporates the following optional steps in the Multco Marketplace Portal:Stage 1: Written ProposalStage 2: IT Risk AssessmentThe purpose of a multi-stage process is to identify two highest scoring proposers in Stage 1, followed by an IT Risk Assessment in Stage 2.  The first stage for this Sourcing Event will be a Panel Questionnaire Written Proposal. The second stage for this Sourcing Event will be a IT Risk Assessment Questionnaire that will be evaluated based on recommendations from a Subject Matter Expert (SME). Stage 1 and Stage 2 will be combined to determine the awarded supplier. Multnomah County reserves its right, at its sole discretion, to modify, adjust, re-order, repeat, re-schedule or cancel individual steps by written notification to all affected parties.  Multnomah County may, at its sole discretion, make an award at such time as the most advantageous solution for the County has been identified through this competitive process.EVALUATION PROCESSEvaluation process for each stage will be provided in the Stage Description. Scores of each stage will be added together for a total score for all stages.MINIMUM REQUIREMENTSAt the time of proposal submission, Proposers must meet the following minimum requirements. Failure to provide any of the required documents or meet any of the below requirements shall result in rejection of the proposal. The Proposal response must be received by Multnomah County Purchasing no later than 4:00 P.M. local Portland time on the proposal submission deadline. Proposer Representations and Certifications  The Proposer must certify that they agree to the Proposers Representation and Certification terms in the Pre-requisite page of the Sourcing Event. At the time of Contracting, Proposers must meet the following minimum requirements. Failure to provide any of the required documents or meet any of the below requirements shall result in cancellation of the contract Proposers must be legal entities, currently registered to do business in the State of Oregon (per ORS 60.701). Proposers must submit verification that all insurance requirements are met.

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