PRE-PROPOSAL CONFERENCE MAY 7, 2014 RFP-SS (Contracted Transportation Support Services) MINUTES OF MEETING

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1 PRE-PROPOSAL CONFERENCE MAY 7, 2014 RFP-SS (Contracted Transportation Support Services) MINUTES OF MEETING A Conference was held on May 7, 2014, beginning at approximately 2:30 p.m. The pre-proposal conference was held to offer opportunity for questions and clarification for RFP-SS (Contracted Transportation Support Services). Those in attendance from PCPT: Michael H. Carroll Thelma Williams Joe DeGeorge Attendees: David Smith of Wheelchair/Stretcher Limo Tim McLendon of MedFleet Michele Marantino of Jarr, Inc./Signature Car Service Tiffany O Connor of Jarr, Inc./Signature Car Service Introduction by Mike Carroll Any responses to questions given here today will be verified and clarified in writing as part of the addendum to the RFP. Thelma Williams summarized changes from the previous solicitation document and the current document (RFP-SS ) as follows: Number of copies required Seven (7) hard copies and one (1) electronic flash drive or CD. E-Verify Compliance to ensure employees are authorized to work in the US. $500 check or bid bond is no longer required. $50,000 surety is no longer required. Count is no longer providing Medicaid Non-Emergency Transportation. Level II background check required for all drivers (current operators already complying). Minimum Comprehensive General and Automobile Liability increased from $100,000/$200,000 to $200,000/$300,000. Certificates of liability insurance must list Pasco County Board of County Commissioners and Florida Commission for the Transportation Disadvantaged as additional insured. Review invoicing procedures for the change in manifesting due by the 3 rd.

2 The due date and time for submission of proposals was reiterated. The proposals will be reviewed to be sure that all parts are included. Findings will be reported to the selection committee. Proposers may be asked to make a presentation to the selection committee. After the presentation and a review of the proposal submitted, the Selection Committee will make their recommendations for submittal to the Board of County Commissioners. Current Rate Sheet was handed out to all attendees. Attendees were advised that new trip rates may be negotiated with the successful vendor(s). The following questions were asked by attendees (with answers from County staff): 1. Clarification on E-Verify A. See General Provisions, Department of Homeland Security s E-Verify Compliance in RFP (P. 4). 2. Who is currently providing the service for this RFP? A. Wheelchair/Stretcher Limo, Inc.; MedFleet, Inc.; Gulfcoast Yellow Cab, LLC; Jarr, Inc. 3. What are the types and numbers of vehicles currently being used? (Stretcher, Wheelchair, ambulatory) A. Ambulatory and Wheelchair 4. What is the current rate being charged by each contractor for services rendered? A. Same as rate sheet provided. (See attached.) 5. What is the target time daily that PCPT anticipates sending scheduled trips to the provider for the next day service. A. 3:00 p.m. 6. What are the total wheelchair, stretcher, and ambulatory volume of trips for this last contract year to date that were contracted out as overflow? A. See Section II, 1.1-J of the RFP (P.10) 7. What is the average length of trip each type of service; Wheelchair, stretcher, and ambulatory? A. 9.3 miles average trip length for all modes.

3 8. Based on historical data, what is the anticipated call volume for afterhours / weekend / holiday service? A. See Section II of 1.1-J of RFP (P. 10) 9. Is the county intending to increase their fleet size to reduce the number of overflow trips? A. Not anticipated. 10. Can a company submit for the wheelchair / stretcher service and ambulatory service in the same RFP submission? If yes, and the provider is awarded both levels of service, will the provider be considered as 1 of the 4 companies selected or as 2 of the 4 companies? A. Submitted as one. 11. The current rate proposal sheet indicates a single anticipated rate (per service type) for the entire life of the contract and the potential extensions. Will the County consider a potential format for a nominal annual rate increase, or a rate increase for the extension(s)? A. Changes in approved rates may be requested in writing for Board consideration. 12. Will the County consider accepting a blended rate if all services are offered? A. No. 13. In reference to multi-load options, can PCPT clients be multi-loaded with non-pcpt clients? A. Not a problem as long as PCPT clients arrive to their appointment(s) on time. 14. Section II 1.1, Item M, states that a provider who is unavailable for assigned trips for more than 5% of the time will be subject to cancellation of a subsequent agreement. Does this mean that they will be removed from the current contract or prevented from bidding on the next contract or contract extension? A. Actions consistent with the RFP and contract language may be applied. Has this occurred in the past and if yes will these entities be permitted to bid on this contact? A. Has not occurred in the past. As this is a 24 hour service requirement, will this include after hour assignments? A. See Exhibit F - I.C. of the RFP (P. 52).

4 How will this be tracked? A: See Exhibit F - I.C. of the RFP (P. 52). 15. Section 1.0, item H on page 9 states that any ownership of greater than 5% must complete an FDLE background check with the results forwarded directly to PCPT. Are these background checks to be completed by the date of submission or start of the contract? A. To be provided on demand from PCPT prior to contract award. Who is the contact person the background checks are to be sent to? A. Send background check directly to PCPT at info@ridepcpt.com Will an electronic FDLE background check be accepted or is fingerprint FDLE check required? A. Fingerprint FDLE check required. 16. Section II 1.1, Item F on page 10 states that operators shall not prohibit or refuse nonemergency medical transportation for those who are carriers of contagious diseases. Can you please clarify? Does this include individuals with airborne diseases (i.e. respiratory MRSA[Methicillin Resistant Staphylococcus Aurous], tuberculosis) or active cases of contact spread diseases (i.e. Clostridium Difficile [C-Diff] ) requiring isolation, specialized equipment, and training? Or does this reference diseases such as Hepatitis B, Hepatitis C, and wound based MRSA? A. This is self-explanatory as referenced in Section II 1.1 F of RFP (P. 10). With HIPAA law, this information will not be available. 17. Section II 1.4 Item F on page 13 states that Contract Drivers are considered subcontractors and arrangements are subject to prior county approval. Can you please clarify what is meant by arrangements? A. Arrangement by any use of subcontractors must be approved/arranged prior. 18. Exhibit D number 4, Item d, requests financial statements to include the last year-end income statement and balance sheet, an independent audit statement of income and retained earnings, statement of cash flow and other documents to attest to the financial stability of the company. Can this information be submitted in a separate envelope as confidential information and withheld from public release as proprietary information? A. Yes.

5 19. It is understood that ambulatory trips will go to ambulatory providers and wheelchair/stretcher trips will go to wheelchair/stretcher providers. How will trips be divided amongst accepted providers for their type of service? A. See Exhibit F -I.D. in the RFP (P. 52). 20. What is the deadline for additional questions? A. Deadline for additional questions is May 14, 2014, and must be submitted in writing to the Purchasing Department as in accordance with the instructions in the RFP.