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New Transportation Program Partner Development Project RFP: Q&A

Posted 11/30/17

Ride Connection New Transportation Program Partner Development Project RFP: Q&A Meeting November 28th, 2017

  1. Where will the vehicle be placed or live? The vehicle will be placed at a reasonably secure location either at the partner’s facility or someplace the partner can identify which will be convenient for their service. The partner will manage the vehicle, maintenance and fuel.
  2. Is the vehicle Diesel or Gas? Gas.
  3. Do you know if the contract can be extended past the three years? We currently have no options for an extension of the contract. Funding has been getting tighter over the years, and it will be important to think of ways to make the project sustainable. Your ideas about this will be evaluated in your RFP response.
  4. The program states three years, is the contract for three years? We do yearly contracts, the fiscal year ends on June 30th. This year’s contract would end on June 30, 2018 and the new contract would begin on July 1, 2018.
  5. Will the contract automatically renew at the end of the fiscal year or will the RPF process start again? New contracts go out at the beginning of the fiscal year without having to go through the RPF process again.  Generally the new contracts document changes or additional regulations that may have been added. As long as the terms of the contract are met, the contract will be renewed.
  6. Does the partner insure the vehicle?  Yes
  7. Is there an additional insurer that will need to be listed on the insurance certificate? Ride Connection and ODOT will need to be listed.
  8. What are the insurance requirements? A copy of a previous insurance requirement clause was provided at the meeting and is posted here on the website. Note: We are in the process of updating our outgoing contracts and it is likely that there will be a change to this clause.
  9. Since the vehicle belongs to Ride Connection, are we leasing it?  You will sign a vehicle contract with Ride Connection.
  10. Some future programs are still under discussion, should these future plans for the program be included in this RFP or do you need existing information only? Yes, future plans for the program can be added, the RFP asks for a work plan and future plans for sustainability.
  11. Does the service need to be provided in the Tri-County area? Yes
  12. Can transportation be provided for long trips and/or from one county to another? Yes
  13. How do partnerships work in terms of insurance when other agencies borrow the vehicle? The agency whom the vehicle is placed with is still responsible for the vehicle insurance. The agency borrowing the vehicle would need to adhere to the same requirements for operating the vehicle. Both agencies would work on an agreement (Vehicle Share Agreements) and sign off on it.
  14. Where are the Federal Guidelines listed? All information is posted here on the website under the exhibits.
  15. What is the amount of the contract? Our public procurement process does not allow us to disclose the amount of funds available.
  16. Is a Commercial Driver’s License needed to operate the minibus? No, this is a 14 passenger vehicle so a regular class C is acceptable.
  17. If a mobility device is in use, is the number of seats reduced? Yes, generally this is reduced by two or four seats depending on the size of the mobility device.
  18. When you refer to other vehicles, are you meaning any type of cars, like volunteer cars? If you are able to recruit volunteers to provide the service, we could provide funds for fuel reimbursement.
  19. In addition to the vehicle been provided, is there a possibility that mileage reimbursement can also be provided? Yes, you could potentially receive a vehicle and also be reimbursed for mileage, but keep in mind that the funding can only go so far.
  20. Is the mileage report just a form? Yes, reporting forms will be provided by Ride Connection for all required transportation data reporting.
  21. Are reports submitted to you and are they electronic?  Yes, reporting forms will be provided by Ride Connection for all required transportation data reporting. Ride Connection will provide a new partner orientation that will go over the reporting requirements and provide assistance as needed.
  22. What is the match amount for Preventative Maintenance? 10.27%
  23. What are the major duties for a Transportation Coordinator? Day to day operations such as driver onboarding, volunteer recruitment, scheduling, reporting, driving etc.
  24. Can you provide us with a salary range for the Transportation Coordinator? This would be based by your agency. This is still an open process so we are not able to provide you with costs amounts as you will need to submit this budget form.
  25. Can you provide us an average amount for repairs (Vehicle maintenance)? Partners are responsible for the match 10.27 percent.
  26. Is mileage reimbursement at the federal rate? This is set by the partner agencies, some agencies use the federal rate and some prefer a different amount based on their yearly budgets.
  27. Do all of the lines on the budget need to have an amount? No, only the expenses you are accounting for.   
  28. Do you anticipate the Transportation Coordinator needing to be a full time position? We only have funding for a .5 FTE. If you believe a full time position is needed, you could add this as part of your RFP. If you are planning to pay for this from your end, include it as well.
  29. Do you provide training for Transportation Managers? We provide all of our partners with our Operations Manual with all forms and attachments and additional support as needed.
  30. When is the program expected to be implemented? As soon as the partner is able to get started. The sooner the better. It is recommended that new partners get started on driver approval immediately, particularly the criminal background checks, which can take a long time (in some cases 6-8 weeks).
  31. How long does the training take to complete? This depends on the training schedule and whether the trainings are taken in person or online. We recommend taking the classroom trainings (especially for the Best Ride mobility awareness training), but online trainings are also available, which can expedite the training span. Here is a link to the calendar of upcoming classroom trainings: https://rideconnection.org/assets/pdf/Training_Calendar.pdf?c=1505148357.  It is required that drivers take the Defensive Driving, Bloodborne Pathogen trainings and a vehicle orientation and road test before they can transport riders. The Best Ride training must be completed within 90 days. Customer service and CPR training are optional. In practice we have found that it is best to get all the trainings done before starting service. You can refer to the training section of the Ride Connection Operation Manual (which is available with the RFP materials on the Ride Connection website) for more details about trainings.
  32. How long are the trainings? They vary in length. The longest trainings are Defensive Driving (4-6 hours) and Best Ride (4 hours).
  33. Can volunteers be added on a regular basis? Absolutely.
  34. Are Ride Connection logos and partner agency logos both added to the vehicle? You can use your own logos in addition to the Ride Connection logos on the vehicles.
  35. Is the vehicle maintenance required to be completed by Ride Connection’s preferred mechanic or can the agency choose their own? You can use your own mechanic, however, they would need to be ASC certified. To become ASC approved, they would just need to fill out a short vendor approval form and send it to Ride Connection. The vehicles do have to go through a Ride Connection vendor for a lift or ramp inspection every six months. The annual safety inspection can only be performed by Gary’s Automotive, but any issues that are found at this inspection can be repaired by an approved vendor of your choice.
  36. Is fuel reimbursable? 
          Yes.
  37. Do you provide support for volunteers/recruitment? Yes, we have a Volunteer Outreach Specialist who also holds meetings regularly with all partner Transportation Coordinators and everyone is invited to attend and share concerns, success and best practices.
  38. In your experience what are the themes that help partners make better use of the funding that separates them from other partners? We believe each partner is different and each partner knows their client based and how to help meet their needs. We believe in collaboration and we are here to help guide the transportation portion of your program to help you meet those needs.
  39. Are there additional funds for insurance? There are no additional funds.
  40. You mentioned a preventative maintenance match—are there other match requirements? 
          No.