Invitation to Bid for Medical Assistance Transportation BID # Non Emergency Ambulance Transportation

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1 Invitation to Bid for Medical Assistance Transportation BID # Non Emergency Ambulance Transportation Issuing Agency: Purpose of RFP: Queen Anne s County Department of Health 206 North Commerce Street Centreville, MD Contact: Bonnie Pisapia This document provides information and bid proposal elements necessary for interested parties to respond to the request for proposals to provide non emergency ambulance transportation for eligible Medical Assistance recipients in Queen Anne s County for the period of July 1, 2012 to June 30, RFP Issue Date: March 14, 2012 Contract Term: Pre Proposal Conference: Deliver Proposals To: The initial term of the contract will be for one year, from July 1, 2012 to June 30, QACDOH in conjunction with the Queen Anne s County Commissioners retain the option to extend the terms of the contract for up to five additional, successive fiscal year terms. At request of bidder; Contact Bonnie Pisapia (410) , ext SEALED BIDS BID # Ambulance Queen Anne s County Department of Health 206 North Commerce Street, Centreville, MD Attn: Procurement Proposals Due: No later than 4:00 p.m., March 28, 2012 The Queen Anne s County Department of Health is an Equal Opportunity Employer 1

2 Queen Anne s County Department of Health Request for Proposal Information and Requirements BID # Medical Assistance Ambulance Transportation Program in Queen Anne s County for Fiscal Year 2013 I. INTRODUCTION This document provides information necessary for interested parties to respond to the request for proposals to provide non emergency ambulance transportation services for eligible Medicaid recipients in Queen Anne s County. Bid proposals will be accepted and considered for non emergency ambulance transportation services. Services provided in response to this invitation will begin tentatively on July 1, 2012 and continue through June 30, Contracts may be awarded to more than one provider to accommodate the medical needs of Medicaid recipients and to utilize funding in the most cost effective and efficient manner for this program. II. BACKGROUND A. Maryland Medical Assistance Program The Maryland Medical Assistance Program, within the Department of Health and Mental Hygiene (DHMH), administers Medicaid within the State. Medicaid is the program jointly funded by State and Federal governments that provide reimbursements for covered services provided to certain qualifying individuals. In order to receive federal reimbursement, Maryland must administer its program in conformity with federal statutes and regulations. B. Transportation Program The federal government requires at 42 CFR that a State plan must: 1. Specify that the Medicaid agency will assure necessary transportation for recipients to and from providers; and 2. Describe the methods that will be used to meet this requirement. Currently, this assurance requirement is met in Maryland through a service provided by General Transportation Program (COMAR ). The State of Maryland Medicaid Program pays for transportation for Medicaid recipients to and from medically necessary covered services. Medical Assistance Transportation Providers could include, but are not limited to: community groups, volunteers, local health departments, ambulance companies, wheelchair van companies, non profit organizations and for profit companies. 2

3 III. OBJECTIVES OF THE TRANSPORTATION GRANTS PROGRAM The contract funds awarded to the Queen Anne s County Department of Health, hereinafter known as QACDOH, and the portion of funds to be sub contracted to the transportation provider are to be used for the safety net funding of transportation to recipients who have no other available source of transportation. Since Medicaid is the payer of last resort, all other sources of transportation must be accessed prior to the expenditure of the grant funds for transportation services. This safety net funding of transportation should: 1. Continue recipient access to medical care; 2. Assure services to meet the non emergency transportation needs of Medical Assistance recipients who have no other means of transportation to and from medically necessary covered services; 3. Encourage new transportation resources in areas where they are limited; 4. Assure the appropriate provision of transportation service by screening recipients for other transportation resources and for disabilities which impair recipients ability to use public transportation or walk; and 5. Provide transportation in the most efficient and cost effective manner possible by; a. Using the least expensive appropriate resource, b. Enhancing the use of volunteers and charitable organizations; and c. Coordination of shared transportation sources. IV. ROLES OF THE QUEEN ANNE S COUNTY DEPARTMENT OF HEALTH AND THE TRANSPORTATION PROVIDER Obligations of Transportation provider; Under this initiative, it will be the responsibility of the transportation provider to provide non emergency ambulance transportation services to qualified Medical Assistance recipients, as determined by the Queen Anne s County Department of Health (QACDOH). Vendor will seek approval from QACDOH prior to trips and /or when QACDOH is not available, vendor will verify qualification of transport and provide EVS eligibility proof. Qualifications/Requirements of Transportation Provider: The transportation provider will pay special attention to the needs of disabled and chronically ill clients such as renal dialysis clients. All schedules should be adjusted to accommodate transportation for unusual events such as inclement weather and holiday closings. The transportation provider will make every attempt for clients to arrive on time for appointments. If clients are refused treatment because of a late arrive time, payment for the transportation may be denied. 3

4 The transportation provider will prohibit smoking in the vehicle while transporting Medicaid clients. The transportation provider will also comply with Title VI of the Civil Right Act of 1964 Sections 503 and 504 of the Rehabilitation Act of 1973, Health Insurance and Portability and Accountability Act of 1996 and will agree to the terms of the Sexual Harassment Policy DHMH #4144. Services provided under the contract will be governed by the DHMH Human Services Agreement Manual. Available for review online at: Conditions of Award Human Ser Agreements Final pdf The transportation provider will comply with all local, state and federal safety laws, including but not limited to the use of seat belts, child safety seats, and vehicular safety inspection certificates. Ensure that all drivers receive drug screening, a review of their drivers MVA records are completed and continuously monitored, background checks, Criminal Justice Information System (CJIS), and or For Hire Driver s license PSC licenses as applicable. It is recommended that all drivers should be trained and certified in Red Cross Basic First Aid and Cardiopulmonary Resuscitation (CPR). The transportation provider must ensure quality of service including (but not limited to) adequacy of vehicles for passenger safety and comfort, sufficiency of equipment accessibility and compliance with federal motor safety standards. Inspections of vehicles are completed routinely. Adequate communication devices must be present in all vehicles utilized under this program. The transportation provider will cooperate with QACDOH in the investigation of any transportation service complaints received related to transportation of Medicaid clients under this program. All incidents and/or accidents involving Medicaid clients must be reported immediately by telephone to QACDOH. Upon completion of an accident investigation, a written report must be provided. The transportation provider shall make available upon request, all records necessary for QACDOH to verify accuracy of reported activity for six years. 4

5 The transportation provider will send QACDOH an of daily transports; provide QACDOH with completed transportation forms and detailed invoice by the 10 th of the month for services provided for the prior month. sent to QACDOH within 5 days of transport to include: 1. Date of Service 2. MA # of client 3. Client Name 4. Location of Transport, To and From 5. Reason and type of service A transportation form for each transport and form must reflect the following information: 1. Client Name, Address and Birth Date 2. Date of Service 3. Type of Service Provided, i.e. ALS/BLS, etc. 4. Base Rate Charge per Type of Service Provided 5. Transport Locations To and From 6. Actual passenger mileage derived from beginning and ending odometer readings for each client transported. 7. Rate Per Mile per type of service by Actual Miles Traveled Total 8. Billing Provider Transportation provider Name and Address The monthly invoice must reflects the following information: 1. Date of Service 2. Invoice # 3. Charges 4. Monthly Total 5. Transportation provider Name, Federal Identification Number and remittance address. Obligations of Queen Anne s County Department of Health QACDOH will be responsible for informing the selected transportation provider of all applicable laws and regulations related to provision of transportation services under this request for proposal. QACDOH will receive telephone calls from Medicaid eligible individuals requesting nonemergency ambulance transportation. If QACDOH is closed, vendor will screen and check eligibility of transportation requests. QACDOH will maintain a database of transportation activity provided under the contract. QACDOH will be responsible for investigation of all complaints received from Medical Assistance clients receiving transportation from the contracted transportation provider. 5

6 V. SUBMISSION OF PROPOSALS REQUISITE PROPOSAL ELEMENTS AND PROPOSAL EVAULATION PROCESS Proposals to provide transportation services under this invitation will be evaluated on the criteria listed below. Each of the criteria must be addressed in detail. Type of proposed service must be clearly specified non emergency ambulance (ALS, BLS, Special or Critical Care Transports) Bid rate for ALS, bid rate for BLS, and bid rate for Special or Critical Care Transport passenger miles. Note: passenger miles are calculated as the actual odometer reading for the trip. Specify if there will be any other charges and an explanation of the charges. Experience in providing transportation services to the Medical Assistance population Knowledge of transportation needs/geographical issues in Queen Anne s County Financial stability of entity (submit financial statements for the last two audited fiscal years) Documentation of management, driver and support staff training and knowledge relative to transportation serve delivery including first aid, CPR and/or emergency medical training Description of transportation capacity (staffing, number of vehicles, types and ages of vehicles) to provide services under this program, including capability of providing transportation to special needs populations Vehicle maintenance plans and procedures Vehicle utilization plans Time availability of transportation services (available hours of operation and include any days not available to include: holiday closures, in service trainings, etc. where transportation will not be available) Description of inclement weather policies and procedures Name, title, address and telephone number of person to be responsible for administering the transportation; location of base office Description/documentation of insurance coverage for passengers and staff Description/documentation of a company substance abuse policy Must provide a minimum of three (3) references from unrelated organization (preferably health organizations) for which successful services of similar scope have been performed. All references must include the name, title, and telephone number of a contact that is familiar with the provider s performance. Description/documentation of any unfulfilled contracts with another Medicaid program. 6

7 The proposal evaluation process will include the following steps: 1. Proposals will be evaluated by QACDOH based on the following criteria: Agency qualifications and experience prior experience in transporting Medicaid clientele; favorable references; experience in working cooperatively with other organizations; assurance of compliance with safety requirements; available equipment and financial capabilities Program development and implementation demonstration of understanding of services to be provided; responsiveness to the specific requirements of the RFP; demonstration of an appropriate process outlining the provision of transportation services for Queen Anne s County Medicaid clients; technology used to facilitate the efficient routing, dispatching and scheduling of transportation services Staffing assurance that assigned staff has adequate training and experience to provide safe and reliable transportation; assurance that adequate supervision is designated to the program staff; assurance that a sound organizational structure will facilitate proper management of the program. Cost proposal reimbursement rate requested for provision of services as outlined in the RFP. 2. Proposals will be reviewed by M.A. Transportation representatives of the Queen Anne s County Department of Health. The committee will make recommendations to be reviewed by the Health Officer and the Queen Anne s County Commissioners and/or their designees. The QACDOH Health Officer and/or the Queen Anne s County Commissioners reserve the right to accept or reject any or all bids. 3. Parties will be notified once a decision has been made. 7