NOTICE TO BIDDERS Request for Proposals Legal Notice Advertisement: publish two(2) times:

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1 NOTICE TO BIDDERS Request for Proposals Madison County Department of Job and Family Services (MCDJFS) intends to enter into transportation contracts to provide transportation for our clients to medical and other miscellaneous appointments (outpatient, testing, etc.). Contracts will be open to any providers with appropriate qualifications, regular vehicles, wheel chair accessible vehicles, ambulatory services, etc. The proposal must contain sufficient information for the department to make an informed judgment of the quality of costs of the services proposed. The terms of these contracts shall be 12 months, effective July 1, 2011 through June 30, 2012, with options to renew for two (2) consecutive one year periods, without the release of another RFP. Bidders interested in competing for the awards of these contracts must submit three (3) copies of a sealed proposal labeled MCDJFS Transportation RFP to: Madison County Commissioners at their office at 1 N. Main St., London, Ohio 43140, on or before Tuesday, May 31, 2011 at 2:00pm. Proposals will be opened and notated at the Commissioner s Office and reviewed thereafter at the Madison County DJFS office. The proposal must outline in detail all aspects of the bidder s system and their ability to meet the requirements of this contract. The contract(s) will be awarded to the bidder(s) submitting the proposal(s) which, in the view of Madison County, is most advantageous, price and other factors considered. The Madison County Commissioners promote open and free competition, reserve the right to accept or reject any and all proposals, and to waive any informalities or irregularities in the best interest of the County. The RFP may be viewed or obtained on the Madison County website main page: under Bid Openings and Public Notices. If you are unable to obtain RFP from website, please contact: Steve Kaifas, Madison County Department of Job and Family Services, 200 Midway Street, London, Ohio 43140, Phone , for a Transportation Request for Proposal packet. Legal Notice Advertisement: publish two(2) times: Madison Press- April 29 & May 6, 2011 Columbus Dispatch- May 1 & May 8, 2011 Posted on County Courthouse bulletin board- April 29 May 13, 2011 Posted on county website- April 29 - May 13, 2011

2 REQUEST FOR PROPOSALS FOR Issued by THE MADISON COUNTY COMMISSIONERS on behalf of: THE MADISON COUNTY DEPARTMENT OF JOB AND FAMILY SERVICES 200 MIDWAY STREET LONDON, OHIO (April, 2011) Due Date for Proposal submission: May 31, 2011, 2:00pm To: Madison County Commissioners 1 N. Main St. London, OH 43140

3 Page 2 Introduction Madison County Department of Job and Family Services The purpose of the RFP is to solicit providers for transportation services for Madison County participants. Scope of Work The provider will transport Madison county participants to medical and other miscellaneous appointments ( outpatient, testing, etc.). Contracts will be open to any providers with regular vehicles, wheelchair accessible vehicles, ambulatory services, etc. Program Proposal Potential transportation providers should submit the Contractor Proposal form / Appendix I (enclosed in the packet) that addresses each of the following: * You may submit additional documentation if necessary. 1. Identifying Information: The name of the potential provider s organization, address, name of contact person, telephone number, and address should be clearly identified. 2. Previous Experience: The potential provider s previous experience in providing similar or related services should be demonstrated. 3. Services to be Provided: Describe your services offered. You may include a brief narrative demonstrating your availability and response time. Where applicable, if services are the same as last year, you may indicate that.

4 Page 3 4. References: The name of your references, address, name of contact person, and telephone number. 5. Rates: List the proposed hourly, mileage, or unit rate(s) that you charge. 6. Assurances and Certifications: Provide proof of insurances, licenses, or certificates. The proposer must provide assurances regarding the items contained in Appendix II. Procurement Timetable Date Week of April 29 May 31 June 1 Week of June 6 Week of June 13 July 1 Activity RFP released. DEADLINE FOR SUBMISSION OF PROPOSALS Proposal review committee begins meetings with selected providers.. Letter of intent to award contract issued by the MCDJFS. Request for authorization of a contract submitted for approval to the Board of Madison County Commissioners. All applicants notified. Final contracts negotiated with the MCDJFS. Contracts effective. The MCDJFS reserves the right to revise this schedule after providing reasonable notice. Contract Period A contract will be negotiated for the period beginning July 1, 2011 and ending June 30, Two (2) additional one (1) year extensions may be then negotiated without the release of another RFP. RFP Questions and Answers Any questions regarding the RFP may be directed to: Steve Kaifas Fiscal Officer Madison County Department of Job and Family Services 200 Midway St. London, OH (740)

5 Page 4 Questions and Answers to the RFP will be posted on the County website: under Bid Openings and Public Notices, for the MCDJFS Transportation RFP. Role of the Madison County Department of Job and Family Services MCDJFS will perform fiscal monitoring functions. Proposal Submission Requirements Three (3) copies of the proposal should be submitted in a sealed envelope which identifies the bidders name and address, and has MCDJFS Transportation RFP on the envelope. Submit proposals to: Madison County Commissioners 1 N. Main Street P.O. Box 618 London, OH Telephone: (740) Submit proposals before 2:00 p.m., Tuesday, May 31, Proposals will be opened and notated at the Commissioners Office and reviewed thereafter at the Madison County DJFS office. Faxed copies are not acceptable. Proposal Evaluation All proposals will be reviewed by staff from the MCDJFS. Proposals will be rated utilizing the rating sheet which appears as Appendix III. Face to face meetings with some proposers may be requested. Recommendation will be forwarded for final approval by the Madison County Board of Commissioners. Limitations This RFP does not commit the MCDJFS to award a contract or to pay any cost incurred in the preparation of a proposal. MCDJFS promotes open and free competition, reserves the right to accept or reject any or all proposals received, and to waive any informalities in the best interest of the county. MCDJFS reserves the right to negotiate services and costs with applicants, and to cancel in part or in its entirety this RFP.

6 Page 5 The MCDJFS will review each proposal with respect to price, applicant s administrative and programmatic capabilities, and conformance to the RFP criteria. The MCDJFS may reject all responses if proposed rates are unreasonable or if the applicants do not meet the RFP acceptance criteria. MCDJFS reserves the right to enter into as many contracts as possible for the best quality service and price to benefit the community s needs. All proposals submitted in response to the RFP will become the property of the MCDJFS. Protest Procedure Two types of protests can be submitted. A. Any potential or actual bidder objecting to the matters relating to the process of soliciting the proposals (RFP s), must submit a protest in the form of a written statement and contain the information from below. The protest must be submitted no later than 3:00 PM on the closing date for receipt of proposals. B. Any potential or actual bidder objecting to the award of a contract resulting from this RFP must submit their protest in the form of a written statement and contain the information from below. The protest must be submitted no later than 3:00 PM of the tenth (10) calendar day after the issuance of the Letter of Intent to award the contract. Information required in protest statement: 1. Name, address, and phone number of protestor. 2. Name of organization/ individual protesting. 3. A detailed statement(s) of factual grounds for protest. 4. Any other information the protestor believes to be essential to the determination of the questions at the issue in the written protest. A timely protest shall be considered by MCDJFS, if it is received within the submittal guidelines. Upon review of the facts provided in the written request for a review, the director may at his or her discretion schedule a formal review meeting. Should the review meeting be scheduled, it will be held within five (5) working days of receipt of the request for a review. The director will render a written decision within fifteen (15) working days from receipt of the request. All protests must be submitted at the following location: Chip Spinning Director Madison County Department of Job and Family Services 200 Midway St. London, OH 43140

7 Page 6 APPENDIX I Contractor Proposal to: Madison County Department of Job and Family Services Transportation Providers For contract year: July 1, June 30, 2012 PLEASE COMPLETE THIS FORM FOR YOUR ORGANIZATION S PROPOSAL * You may submit additional documentation if necessary. * Deadline for submission of proposals is May 31, 2:00 PM. TYPE OF SERVICE: 1. Prospective provider s organization- Name: Address: Phone number: Contact person: 2. Please explain your prior experience in delivering this service. (i.e. your background, years in service)

8 Page 7 3. Please describe your services to be provided. What is your availability or response time? If services are same as last year, you may indicate that. If necessary, you may attach a narrative explanation. 4. List references: Name: Address: Phone #: Name: Address: Phone #: Contact person: Contact person: 5. List your: current hourly rate(s): or mileage rate(s): or current unit rate(s): 6. Please provide copies of appropriate insurances, licenses, or certificates for your operational services. Attach documentation where necessary. Signature Date

9 Page 8 APPENDIX II Assurances As part of the proposal, the potential provider must provide assurances that: 1. Provider shall procure and maintain the insurance specified below: a. Worker s Compensation Insurance as required by Ohio law and any other state in which work will be performed. b. Auto Liability Insurance covering all owned, non-owned and hired vehicles used in connection with the work of MCDJFS. 2. The Provider agrees to indemnify and hold MCDJFS harmless from liability of any and all claims, demands, or suites, in contract, actual or threatened, and from damages or payments including, but not limited to, costs and expenses arising out of breach of contract or the acts or omissions of the Contractor. 3. If applicable, the Provider agrees that it will submit to the MCDJFS the latest completed financial audit of all funding sources used in the project as prepared by a Certified Public Accountant or auditor approved by the State as part of the Single Audit Act. 4. If applicable, the Provider agrees to submit to the MCDJFS a statement of federal funds expended for each of the last two fiscal years.

10 Page 9 APPENDIX III PROPOSAL REQUIREMENTS Proposal Evaluation Sheet Identifying Information: Name, address, contact person, phone #, and clearly defined. RATE 1-5 REVIEWER S COMMENTS Previous Experience: Contractor demonstrated prior experience in delivering services requested. Services to be provided: Contractor described their services offered. Demonstrated availability and response time. References: Contractor has named and listed references with all applicable information. Rates: Proposed rates are listed. Assurances and certifications: Contractor provided proof of current licenses, insurances, or certificates. TOTAL POINTS AWARDED / 30 REVIEWER S NAME: Total DATE:

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