dvha.vermont.govdvha.vermont.gov/administration/1nemt-rfp-state-respon… · Web viewPercentage of monthly trips that are subscriptions (reoccurring, pre-scheduled trips to same

Implementation and Administration of a Medical Non-Emergency Transportation System in the State of Vermont RFP # 03410-190-16

Question: Can you please provide statewide aggregated data for each of the last twelve months that include:

a. Average monthly Medicaid Membership 180,000b. Number of one-way trips per month by mode:

i. Taxi/Livery 21,930ii. Wheelchair 176,785iii. Non-Emergency Ambulance (if in scope) N/Aiv. Volunteers 185,454v. Mileage Reimbursement 20,294

c. Percentage of monthly trips that are subscriptions (reoccurring, pre-scheduled trips to same destination) Requested information is not available.

d. Number of Member and Provider No-Shows per month See charts located at end of document.

e. Number of calls received requesting transportation or having other questions about the transportation program See charts located at end of document.

f. Number of out-bound calls made to manage the transportation program Requested information is not available.

Answer: Answers posted above in red.

Question: Can you please provider trip data, including a breakout of the following, either on a monthly or annual basis?

a. Scheduled trips b. Completed trips c. Trip distribution by; Ambulatory FY15 – 167,550; FY16 – 185,454

Wheelchair FY15 – 166,650; FY16 – 176,785Public Transit FY15 – 29,759; FY16 – 31,913Mileage reimbursement FY15 – 14,262; FY16 – 20,294

d. Average trip mileage for ambulatory trips See charts located at end of document. i. Average trip distance for urban ambulatory trips ii. Average trip distance for rural ambulatory trips

e. Average trip mileage for wheelchair trips See charts located at end of document. i. Average trip distance for urban wheelchair trips ii. Average trip distance for rural wheelchair trips

Answer: The information regarding average trip mileage cannot be derived from our current data, based on the claims submitted under the existing program payment methodology.

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Question: General: Utilization: By service area (Addison County, Southern Windsor & Windham Counties, Bennington County, Franklin & Grand Isle County, Washington County, Rutland County, Caledonia, Essex & Orleans Counties, Lamoille County, Chittenden County, and Northern Windsor County) may we receive the last 12 months of utilization data; this includes but is not limited to: (1) number of trips (broken down my mode: Ambulatory, Wheelchair, Stretcher, Bariatric, Ambulance, Public Transit, and Mileage Reimbursement); (2) total miles or average mileage per trip (broken down my mode: Ambulatory, Wheelchair, Stretcher, Bariatric, Ambulance, Public Transit, and Mileage Reimbursement); (3) membership by population; (4) call center volume (total calls received); and (5) any performance metrics (% ontime, # milssed trips, # of calls answered, # of abandoned calls, ASA)

Answer: This information is not readily available based on the current program methodology and claims information submitted for reimbursement.

Question: Can DVHA provide data on membership? Total number, utilization percentage, trend of growth?

Answer: Please see http://dvha.vermont.gov/budget-legislative

Question: PG 35, Attachment A: Eligibility verification: Will the broker receive an eligibility file from the state? What format will this file be sent in and how frequently will it be sent?

Answer: The broker will have access to the online Medicaid portal, which will show current eligibility status for the member.

Question: Page 47, Section 2.3, Invoices: Could you please provide the last 52 weeks of unduplicated individuals served and has the Agency projected the calendar year 2017 and 2018 membership growth?

Answer: See attached unduplicated count summary for FY16.

Question: General: Members: Will you please confirm the number of DVHA beneficiaries (historical and current membership), as well as by populations served (Dr. Dynosaur, Medicaid) that we should base our price proposal on?


Question: Are there any projected changes in Membership during the contract period?

Answer: As of this moment, there are no current initiatives planned that would increase the population served.

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http://dvha.vermont.gov/budget-legislative



Question: Program Goals, Page 34: Who will provide the eligibility membership file and in what format will it be provided?

Answer: As of now, this file will not be provided. The broker will be able to access this information through the online Medicaid portal.

Question: Invoices, Page 40: “DVHA will pay the Contractor (s) on Per Member, Per Month (PMPM) payment basis.”

Please provide the most recent 12 months by month of:MembershipNumber of trips by level of service and mobility typeAverage miles per trip by level of service and mobility typeProvider cost by level of service and mobility type

Answer: See above.

Question: Please provide the same data for the same period for each of the seven current transportation brokers.

Answer: See charts located at end of this document.

Question: Page 41, Section 2.3: Can DVHA provide the number of unduplicated individuals who have received services over the last 12 months, and the number and cost of trips provided for those individuals?

Answer: See chart located at end of document for unduplicated summary for FY16.

Question: 26, Page 35, II Program Goals 2d bullet: Is it correct that the selected vendor will not be responsible for ambulance and/or stretcher transport?

Answer: The broker will not be responsible for ambulance and/or stretcher transport.

Question: Page 36, Role of DVHA 3d Bullet: How frequently does the DVHA plan to provide member eligibility information to the selected vendor?

Answer: As of now, this file will not be provided. The broker will be able to access this information through the online Medicaid portal. (see http://www.vtmedicaid.com/#/)

Question: General: Please provide data, if available, on distribution of trips by travel reason (e.g. Dialysis, Drug treatment, Adult Day Care, Primary Care, etc.).

Answer: This information is not currently tracked

Question: Section 1.1 Page 5: Please provide eligible members per month for the past four years of operation. Please provide future eligibility assumptions.

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http://www.vtmedicaid.com/#/



Question: Procedure Manual, No other transportation available Page 17: How do the current contractors determine whether the member has an available vehicle within their household?

How does DHVA want the contractor to determine whether the member has an available vehicle within their household under the new contract? How often must this be verified (i.e. monthly, annually, etc.)? Is connecting with the DMV to pull records of registered vehicles an option?

Answer: The current brokers contact DVHA for this information. DVHA staff have access to the DMV database; at this time, DMV is not willing to allow external parties such access.

Question: Procedure Manual, No other transportation available Page 17: Is DVHA open to allowing the broker to do an annual check with the DMV to determine available vehicles within a household?

Answer: Through our experience, annual checks are not frequent enough to sufficiently and effectively answer the question regarding available vehicles. At this time, DMV is not willing to allow external parties such access.

Question: Procedure Manual, No other transportation available Page 18: What qualifies as a “short timeframe” to offer a member to get their vehicle repaired for an easily addressed issue? Will the broker be required to provide trips for the member during this time?

Answer: The “short timeframe” may be determined through consult with DVHA staff. The broker will be required to provide trips during this pre-determined period.

Question: Procedure Manual, Available provider; Page 19: How is the contractor notified if a member loses access to the closest available provider due to inappropriate actions or behaviors? Medical providers may not verify this over the phone with a third-party vendor.

Answer: The contractor shall be required to do their due diligence with regard to solving this issue. The information can be verified through direct contact with the appropriate provider. DVHA staff may be consulted if problems arise.

Question: Procedure Manual, Page 28: Please quantify number of prior approvals for additional passenger required to accompany members for last 2 years. In our experience with other clients, additional passengers are allowed without prior approval from Medicaid agency or additional cost to a program. Would DVHA be open to change requirement approval as this will increase the cost of program administration?

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Answer: We would be very open to that. These decisions can easily be made at the broker level, without involving DVHA staff. As in such cases, adequate medical necessity must be proven for all exceptions.

Question: Responsibilities of Contractor, Page 36: Modes of transportation are defined on p. 9 of the NEMT manual. What levels of service are required? What levels of service is the contractor required to provide.

Answer: Please see page 12 of the NEMT Manual.

Question: Will DVHA provide the selected broker with an EDI 834 Eligibility file format to use for compliance purposes? If not, what file format will be used (RFP p. 34)? Will DVHA require the broker to submit an 837 encounter file? If not, what will the Department require the selected broker (s) to submit to report transportation encounters?

Answer: See http://www.vtmedicaid.com/#/

Question: Will DVHA provide Forms 270 and 271 to verify Member eligibility on the day of service? If not, what file formats will be used (RFP p. 35)?


Question: PG 51, Schedule A, Budget Form: May this form be modified to include additional expenses we anticipate?

Answer: We will accept additional information; the form itself may be added to, however, but not replaced.

Question: Page 46:

a) What “program Name” should be used on this form?

Answer: VT Medicaid NEMT

Question: Page 49: What should private, for profit entities include on this form?

Answer: The response should not be any different depending upon which type of entity you are – public or private.

Question: Page 52: Can DVHA provide the Excel version of this form?

Answer: No.

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Question: Responsibilities of Contractor, Page 35: Provide management information systems software and data management programs that work with the existing HPES provider services systems in all situations requiring the need for HIPAA compliant software.

Please provide the system requirements for HPES.


Question: Procedure Manual, No other transportation available Page 17: How often does DVHA require the member to complete the Medicaid Car Exception Request Form?

Answer: Any time that it is discovered that the member has access to a vehicle, yet states that they cannot drive such due to medical concerns. Typically, if approved, this exception will be valid for six months – situation-dependent.

Question: Rate Specifications, Page 40: For claims that exceed the payment threshold of $1,000, each Contractor will be required to submit a payment exception request to DVHA. These claims should not be submitted directly to HP, as they will either automatically deny or pay zero. Each request should include the CMS1500 form, the attached expense report, an approved copy of the physician referral form, and the associated receipts.

Please clarify the difference between DVHA and Medicaid claims? Please provide the annual volume for claims that exceed payment threshold.

Answer: These claims are one in the same. Rather than being submitted electronically or mailed to HPE, the packet of information (including the CMS1500 form, the completed expense report, and all supporting documentation) shall be submitted directly to DVHA staff for review and approval. This packet is then sent to HP for processing and payment. Currently, we are averaging roughly five of these claims per year.

Question: Reports, Page 39: Within 30 days following the end of the month, selected vendor shall submit to State Contract Administrator quarterly and a year-end spreadsheet in Excel format with the following information pertaining to the Medicaid program.

Is a document format that opens in Excel acceptable (i.e. CSV format)?

Answer: Yes.

Question: Responsibilities of Contractor, Page 35: Provide management information systems software and data management programs that work with the existing HPES provider services systems in all situations requiring the need for HIPAA compliant software.

Please provide the system requirements for HPES.

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Question: Procedure Manual, Hardship mileage; Page 27: Is DVHA open to allowing brokers to use Geographical Information Systems (GIS) to determine mileage other than Google Maps, as long as they satisfy the accuracy requirements of the contract?

Answer: The mileage calculator used shall be consistent statewide – including DVHA staff.

Question: Page 38, Section VII: In lieu of odometer readings, can the trip manifest include the miles between pickup and drop-off points as determined and paid by the Contractor?

Answer: Yes, this information should be sufficient. However; a consistent manner should be utilized at all times.

Question: Page 39, Section VIII:

a) Please clarify whether quarterly financial reports are due 30 or 90 days after each quarter end?

b) Is the Excel report to be submitted monthly or quarterly?

Answer: a): 30 days; b). monthly.

Question: Pages 55 and 56: Are these reports due quarterly on the 10th day following the end of the quarter?

Answer: This is to be completed and submitted with bidder’s response to this RFP.

Question: Page 55: Please clarify the purpose of this report since DVHA actually computes the weekly payments to the Contractor?

Answer: This is to be completed and submitted with bidder’s response to this RFP.

Question: Page 35, Section 1.1: Will the bidder still be required to report all complaints to the State within 24 hours of the complaint?

Answer: Yes. DVHA will still need to see this information within 24 hours of the complaint being submitted.

Question: Page 35, Section 1.1: Please describe the current complaint process that is used for the existing regional transportation Contractors.

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Please include the number of complaints by complaint type received over the last 12 months

Answer: DVHA will need to see the complaint information within 24 hours of the complaint being submitted.

Question: Page 35, II Program Goals 4th bullet: Can DVHA please provide the website address for the State’s Provider Manual?

Answer: http://dvha.vermont.gov/for-providers/fy16-nemt-manual.pdf

Question: Page 36, Attachment A 1.1 III, Responsibilities of Contractor Bullet 5/6: Can you provide Out of State travel data for 2015 and 1st quarter 2016 including travel, lodging and meals costs?

Answer: See attached.

Question: Page 36, Attachment A 1.1 III, Responsibilities of Contractor Bullet 5/6: Can you provide complaint data for previous year including service denials if any?

Answer: We are currently averaging 3-5 complaints per month. Referral denials for trips over 60 miles and out of state are averaging about 11% of incoming requests per month.

Question: Page 36, Attachment A 1.1 III, Responsibilities of Contractor 10th Bullet: Please provide the total number of trips by month by mode of service for 2015 and 1st quarter 2016. Please include data points of average trip distance and average trip cost by mode of transport. If possible please provide by county.

Answer: See answer above and attached charts at end of this document.

Question: Page 36, Attachment A 1.1 III, Responsibilities of Contractor 12th Bullet: Does the DVHA make public service provider quality indices to assist the selected vendor in referring callers to the most appropriate service provider?

Answer: No.

Question: Page 36, Attachment A 1.1 III, Responsibilities of Contractor 19th Bullet: Can DVHA please provide the website address for the State’s Medicaid NEMT Procedures Manual?


Question: Page 36, Attachment A 1.1 III, Responsibilities of Contractor 12th Bullet: Does the statement in bullet 12 that selected vendor will refer callers to “the appropriate service

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http://dvha.vermont.gov/for-providers/fy16-nemt-manual.pdf



provider” mean that the vendor will refer caller to appropriate medical service providers, e.g., a mental health provider, a dialysis clinic, etc.?

Answer: This refers to the appropriate transportation provider applicable to the member’s specific situation and mode requirements.

Question: Page 37, Section V, Program Evaluation Table: Please define the "On Time Pick Up Window" as used in the sixth standard.

Answer: Per the DVHA NEMT Manual: “Members must be ready to board their ride within five minutes of the ride’s arrival. To maximize opportunities for ride coordination, Brokers will be allowed to request that members be picked up as early as one hour before their scheduled appointment time. Brokers may also request that members wait up to one hour past the scheduled completion time of their appointment for pick up.”

Question: Page 37, Section V, Program Evaluation: How is on time defined in the manual and in what manual is that definition found?

Answer: See answer to previous question.

Question: Page 38, Attachment A 1.1 VII, Record Keeping: Will DVHA accept total miles per trip in place of odometer readings?

Answer: Odometer readings provide specific, more accurate proof of mileage.

Question: Page 38, Section VII, Record Keeping: This section states that all trip manifests must include the time the driver starts and stops billing.

Is this data element required if the transportation provider is paid a fixed fee based on trip mileage and payments are not tied to units of time?

Answer: For verification and record-keeping purposes, this information should still be recorded and filed.

Question: Page 39, Section VIII, Reports: This section states the vendor must provide weekly progress reports. Please define the content and data elements to be included in the weekly progress reports.

Answer: Information to include the number and mode and cost of the trips for the following categories:

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1. All Selected Trips (i.e. Scheduled-Taken)

2. All Member Rescheduled

3. All Selected Vendor(s) Rescheduled

4. All Members Canceled in Advance

5. All No-Show - Members

6. All No-Show - Drivers

7. All Selected Trips Scheduled within the last 48 hours (i.e. Last Minute Trip Request)

Question: Page 43, Attachment A, record Keeping: Please confirm whether the trip manifest should reflect either a) a members travelled miles from their point of pickup to their point of drop off, or b) the drivers travelled miles which would include deadhead miles?

Answer: The manifest should reflect loaded miles only.

Question: Page 43, Attachment A, record Keeping: Please provide the reason why the trip manifest should include the time the driver starts and stops billing? What does this provide?

What if the driver picks up a Medicaid member and then picks up a Non-Medicaid member and then drops off the first Medicaid rider, what should the driver be recording for start and stop billing time in that scenario?

Answer: This information is necessary for cost allocation purposes. Any reasonable and consistent process will be accepted.

Question: General: How many employees are currently assigned to the operation and administration of the program? Please provide broken down by function/job title.

Answer: DVHA - 1 full-time NEMT Quality Assurance Chief, 1 FTE administrative assistant

Question: Attachment E, Page 20: Do either the Transaction Services or Provider Electronic Solutions Software send the eligibility file directly to the broker? Does DVHA use 834 Electronic Data Interchange (EDI) files or a proprietary structure? How frequently can the eligibility files be sent to the broker?

Answer: No. Information is found at http://www.vtmedicaid.com/#/.

Question: Procedure Manual, Confirming Eligibility Page 16: Do either the Transaction Services or Provider Electronic Solutions Software send the eligibility file directly to the broker? Does

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DVHA use 834 Electronic Data Interchange (EDI) files or a proprietary structure? How frequently can the eligibility files be sent to the broker?

Answer: No. Information is found at http://www.vtmedicaid.com/#/.

Question: Procedure Manual, transportation to a medical appointment or service, Page 18: Will the broker need to find out the name of the prescribed medication prior to scheduling the trip, or only upon request from DVHA?

Answer: Only upon request from DVHA.

Question: Procedure Manual, Medical necessity; Page 20: Since DVHA’s Medical Director will need to approve the Medical Exemption form before approval for a scheduled trip, will the provider/facility send the form directly to the Medical Director, or will the broker be responsible for collecting the form and documentation and forward it to the Medical Director for review? Will all of these steps be able to be completed within two business days?

Answer: These forms should still be sent directly to DVHA for review.

Question: Procedure Manual, NEMT process; Page 23/24: The Process on page 25 of the manual has a step for verifying the appointment prior to scheduling the trip, however, page 23 states, “At the very minimum, 5% of all appointments shall be verified by the Broker.” Will DVHA please clarify whether the Broker is expected to verify all appointments as a part of the NEMT process, or whether a random verification process for at least 5% of trips is allowed?

Answer: At this juncture, a random verification process for at least 5% of the trips is permissible.

Question: Procedure Manual, No Show procedures; Page 29: How is the current contractor(s) counting no-shows for the entire immediate family in a household? Does DVHA have a preferred procedure for handling this?

Answer: Current contractors are keeping records of all no shows, including those for the entire immediate family. The procedure as it is set is expected to remain in place; DVHA will be open to discussions about updated or alternate procedure(s) if the successful bidder has other options which they feel may work better or more efficiently.

Question: Procedure Manual, Ladies first transports; Page 35: How often will the list of card serial numbers for the Ladies First program be mailed to the broker for verifying member participation?

Answer: The frequency of this mailing can be worked out directly with Ladies First.

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Question: Section 4, provision 10, Software, Page 28: We need clarification around the “software computer programs and code” statement. A2C developed software, regardless if developed for this contract, should be excluded from this statement.

Answer: If the software or programs were “prepared for or obtained specifically for this agreement - or are a result of the services required under this contract/grant - shall be considered "work for hire" and remain the property of the State of Vermont, regardless of the state of completion - unless otherwise specified in this agreement.” Please see below for the specific, complete language on this issue.

Intellectual Property/Work Product Ownership. All data, technical information, materials first gathered, originated, developed, prepared, or obtained as a condition of this agreement and used in the performance of this agreement - including, but not limited to all reports, surveys, plans, charts, literature, brochures, mailings, recordings (video or audio), pictures, drawings, analyses, graphic representations, software computer programs and accompanying documentation and printouts, notes and memoranda, written procedures and documents, which are prepared for or obtained specifically for this agreement - or are a result of the services required under this grant - shall be considered "work for hire" and remain the property of the State of Vermont, regardless of the state of completion - unless otherwise specified in this agreement. Such items shall be delivered to the State of Vermont upon 30 days notice by the State. With respect to software computer programs and / or source codes first developed for the State, all the work shall be considered "work for hire,” i.e., the State, not the Contractor or subcontractor, shall have full and complete ownership of all software computer programs, documentation and/or source codes developed.

The Contractor shall not sell or copyright a work product or item produced under this agreement without explicit permission from the State.

If the Contractor is operating a system or application on behalf of the State of Vermont, then the Contractor shall not make information entered into the system or application available for uses by any other party than the State of Vermont, without prior authorization by the State. Nothing herein shall entitle the State to pre-existing Contractor’s materials.

Question: For the purposes of the RFP please define “subcontractor” as referenced on p. 48 of the RFP.

Answer: Subcontractor means an individual or entity that has a contract with an MCO, PIHP, PAHP, or PCCM entity that relates directly or indirectly to the performance of the

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MCO's, PIHP's, PAHP's, or PCCM entity's obligations under its contract with the State. A network provider is not a subcontractor by virtue of the network provider agreement with the MCO, PIHP, or PAHP.

Question: PG 17, Section 15 Sub-agreements: Please confirm, all subcontractors (including transportation provider network) must have a tax certificate?

Answer: Yes.

Question: Attachment E Page 20: Does the definition of subcontractor include transportation providers? If so, are the bidders required to provide all information for transportation providers as required for ‘subcontractors’ throughout the RFP?

Answer: Yes.

Question: Responsibilities of Contractor, Page 35: Maintain working capital account and line of credit to those awaiting claim payments or in emergency situation (i.e., equipment failures or systemic failures) to assure uninterrupted service.

Are you referring to the broker or the subcontractors? What is the limitation to assuring uninterrupted services?

Answer: Payments are made to the broker(s).

Question: Page 61, Schedule A, Schedule of Related Party Disclosure: If the Agency allows Vendors to perform transportation, how will this cost be audited (versus third party payments to subcontractors that can be easily audited) and does this need to be disclosed in this section?

Please specify if there are any circumstances under which the vendor may provide transportation either itself or through an entity in which it has a financial interest.

Answer: The State’s desire is to have the contractor not be the provider of services. In certain circumstances, DVHA staff may be consulted to specific guidance.

LogisticCare Question: 59, Page 48, Appendix A, Subcontractor Letters: Please confirm that contracted transportation providers are not considered “subcontractors” and therefore would not be required to provide a binding letter to be included with bidder submissions.

Answer: Yes and yes.

Question: Page 7, Section 1.6.6.2: Would Network Transportation Providers be considered subcontractors for this section?

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Answer: Yes.

Question: Page 48: Are subcontractor letters required for transportation providers?

Answer: Yes.

Question: Page 35, Section III: What does re-register all subcontractors mean? For example, is that an internal process between the Contractor and subcontractors or something between the Contractor and regulatory agencies within Vermont?

Answer: Internal process between the Contractor and subcontractors.

Question: PG 47, Appendix A, Subcontractor letters: Is this for all subcontracting that is an exception of the transportation provider network? e.g. applicable for subcontracting call center, database management, etc.

Answer: Yes.

Question: Page 5, Section 1.1: Is it the intent of the DVHA that the selected vendor will negotiate and arrange contracts with a variety of transportation companies throughout VT sufficient to provide statewide NEMT services?

Answer: Yes, that is the intent.

Question: Page 5, Section 1.1: Is it the intent of the DVHA that the selected vendor shall negotiate and arrange contracts with all of the DVHA’s transportation providers?

Answer: The goal is that the vendor shall have an adequate transportation network in place, using both existing and new transportation entities if necessary.

Question: Page 17, Attachment C: Please confirm that contracts with individual transportation providers are not considered sub-agreements subject to prior written approval of the State?

Answer: Yes.

Question: Page 59, Schedule A, Summary of Costs: Please confirm that any subcontracted transportation providers should be recorded under Contracted – Services? If not, where should 3rd party subcontracted vendor payments be recorded?

Answer: Yes, but can be a separate line under Contracted – Services.

Question: Can details be provided for current call center volume, including a breakout of call type by weekday (day and hour) and weekend (day and hour)? Details including;

a. Number of Reservation calls b. Number of Cancellation calls

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c. Number ‘Where’s My Ride’ calls d. Average call length for Reservation calls e. Average call length for cancellation calls f. Average call length for ‘Where’s My Ride’ calls

Answer: This information cannot be obtained through the call intake system utilized by our current NEMT brokers.

Question: Please provide the current call abandonment rate.


Question: Please provide current call volume by hour for one sample week.


Question: Our intent is to hire as many of the existing call center employees as possible. In order for us to ensure that they make at least as much, or more than they do now, please provide a seniority list for the current employees for these call center services, and indicate position, full time or part time, length of service, and current rate of pay.

Answer: There is no one central call center requirement at this present time.

Question: Page 35, Section 1.1: Please confirm that there is no in-state call center requirement.

Answer: DVHA is currently prohibited from choosing out-of-country call centers; the preference is that such will be located within Vermont.

Question: Page 59, Schedule A, Summary of Costs: Lines 1 thru 6; Please confirm that these Direct Salary information pertains to the various positions needed to support the Call Center Operations, such as Customer Service Representatives, Routers, Dispatchers, Utilization review and Facility representatives?

Answer: Our current system does not allow us to supply this data.

Question: Page 35, Section 1.1: This section states that the selected contractor(s) will be required to “Assure that the field offices provide continuous telephone coverage Monday through Friday between the hours of 7:45 am to 4:30 pm, excluding legal holidays”.

Are bidders required to maintain field office locations? If so, how many offices are required and what functions must be conducted at those regional locations?

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Answer: See the current DVHA NEMT Provider Manual online; we have no current requirements for field office locations.

Question: Page 35, II Program Goals 6th and 9th bullets: Bullet 9 states that the selected vendor must have continuous telephone coverage weekdays from 7:45 a.m to 4:30 p.m. Bullet 9 states the vendor must make provision for NEMT service during non-business hours. Does the DVHA object to the vendor making telephone service available 24 by 7 by 365?

Answer: DVHA does not object to this.

Question: Page 36, Responsibilities of Contractor: This section states that the selected contractor(s) will be required to “Refer toll free line callers to the appropriate service provider and/or program for covered services whether public transit, carpooling, or social service transportation including Medicaid”.

What percentage of callers require referral services? Will the Department provide the contractor with the required referral numbers necessary for transfer?

Answer: If a member is calling about NEMT, then they should be scheduled/referred to a specific transportation provider if they are currently eligible for the service.

Question: 33, Page 36, Attachment A 1.1 III, Responsibilities of Contractor 10th Bullet: Please provide total call volume by month for 2015 through quarter 1 of 2016.

Answer: Our current NEMT system does not have the ability to compile this data.

Question: Page 37, Section V, Program Evaluation Table: The second standard included in the table states, “[p] Broker will provide professional and courteous customer service to all members.” and includes a 95% target.

What is the universe against which the 95% target is measured (e.g., 95% of reservation calls, 95% based on satisfaction survey results)? Please describe how this standard will be objectively measured.

Answer: When a complaint is received, DVHA will measure such against set criteria of sufficient customer service.

Question: Page 37, Section V, Program Evaluation Table: The forth standard states, {c}all abandonment rate shall be minimal. A call will be considered "abandoned" when a member hangs up before speaking with a live operator.”

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Please confirm that the standard industry practice of not counting short abandons (E.G. callers that hang up immediately within 30 second) will be followed.

Answer: Yes.

Question: General: Please provide total number of calls and average handle time for calls received by month for last 2 years.


Question: Program Goals, Page 35: Can the contact center reside outside of Vermont?

Answer: DVHA is currently prohibited from choosing out-of-country call centers; the preference is that such will be located within Vermont.

Question: Can average trip distances be provided and broken out by county?


Question: Can trip distance mileage averages be provided by trip type (ie. Ambulatory, wheelchair, reimbursement)?


Question: Please provide a one week sample daily trip log, in Excel format, including pick and drop points?


Question: What is the current mileage reimbursement rate for non-emergency medical transportation for DVHA?

Answer: The current rate, as set by the GSA, is $.54/mile.

Question: Are any long-term trip authorizations made – for example are a series to trips authorized for a number or weeks or months for such services as Dialysis?

Answer: Yes, longer-term exceptions can be made in certain circumstances.

Question: In instances of urgent transportation need, is the ability to utilize a taxi partner an option?

Answer: Those “taxi partners” may only be utilized if they have fulfilled all provider eligibility requirements (background checks, licensing, etc.) prior to the provision of service.

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Question: Please provide a listing of the positions, and corresponding number of FTE for each position, currently provided by the contractor(s) for this operation. Please indicate whether these positions are 100% dedicated to this contract.

Answer: DVHA does not currently have this information.

Question: Please provide information regarding the current benefits and co-pays for the current employees to include drivers and staff. Please include as many specifics as possible.

Answer: DVHA does not currently have this information.

Question: At various times, state, federal, and local governments change laws, rules and regulations which require a company to increase the wages or benefits for the employees that will be employed under this contract. If such an event occurs during the term of the agreement, how will the agency respond for a request for increased compensation? For example, the recent Affordable Care Act legislation significantly affected the level and cost of medical coverage for employees. Since these events cannot be anticipated and the costs are so significant, we need to understand the risk associated with such laws, rules or regulations.

Answer: This request can be put into writing and submitted to DVHA’s Reimbursement Unit for review.

Question: For each of the existing contracts with each current provider, how many trips were completed and provided during the term of the contract(s)?

Answer: Please see charts listed at end of this document.

Question: What is current enrollment data for DVHA Medicaid? What are current utilization rates, including NEMT utilization?

Answer: Roughly 210,000 Vermonters are Medicaid members. NEMT usage averages about 6% of that total.

Question: PG 36, Attachment A Physician referrals: Please clarify - are doctors referrals required for all trips under 60 miles?

Answer: Physician referrals are not required for trips under 60 miles.

Question: PG 54, Financial report: Is this to be completed as part of the proposal package, based on bid?

Answer: Please amend/clarify/expand on this question.

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Question: PG 55, Section V, contract Fund Expenditures: Is this to be completed as part of the proposal package, based on bid?

Answer: Please amend/clarify/expand on this question.

Question: Section 4, provisions 9-10, Single Audit, Page 16: Will unaudited financials for a bidder that is part of a larger entity are sufficient so long as audited financials are submitted for the larger entity and the financial relationship between the two entities is explained?

Answer: No. This is an RFP to contract not grant.

Question: Page 36, Program Evaluations: This section states that “The selected contractor(s) will abide by the following performance guidelines. Failure to meet any of the performance standards listed below may result in financial penalties as described in Attachment B of the Contractor’s contract with the State”.

The guidelines are clearly indicated. However, there is no description of the “financial penalties” that will be tied to these guidelines in Attachment B.

Please provide the liquidated damage amounts that will be associated with each performance guideline found on page 37 of this proposal.

Answer: Financial penalties will be forthcoming in the form of an addendum to this RFP.

Question: Page 14, Section; Criteria for Scoring: Can the Agency provide some historical Financial Reports to allow bidders to understand how this 13% admin can be achieved? It appears as if this is an administrative allowance percentage (MLR) related to a transportation contractor that also runs their own transports thereby classifying most of their non-driver employees (like CSR, etc.) as direct expenses as well. Please confirm.

Answer: The State does not have historical financial information to provide.

Question: Page 41, Section 2.3, Invoices: This section says, “[e]ach week HPES will generate a report of the total number of unduplicated individuals served by the Contractor over the prior 395 days. The count will ignore the past 30 day period.”

How would this process work for a new vendor with no prior history serving the members?

Answer: Initially, rates will have to be calculated using historical data.

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Question: Invoices, Page 40: In addition to the PMPM payment, the Contractor(s) will be allowed to bill Medicaid for any complete trip that costs more than $1,000 (round trip, including lodging and other expenses).

The RFP states to bill Medicaid, while the NEMT Manual states to bill DVHA. Are these one in the same?

Answer: In this instance, they are the same.

Question: Cost Schedule, Page 52: “Administrative (NOT TO EXCEED 13%)”

Please describe the denominator for the 13% cap on indirect administrative costs.Is there an electronic interface to your verification portal available to the Contractor?

Answer: See response above.

Question: 6 Page 41, Section 2.3: Please provide the PMPM dollar amount referenced in the following sentence: Our PMPM dollar amount was developed by analyzing utilization and performance data from previous years.

Answer: This is a general statement regarding the development history of the current payment model; the specific rates vary per current provider.

Question: Page 55: It appears Section III is meant to include details surrounding the payments made to the Contractor. Please clarify the following in Section III:

a) Does #1 contain the number of individuals who have received service since the beginning of the contract period?

b) Does #2 contain the PMPW rate?

Answer: This form is not required to be submitted as part of the Bid.

Question: Page 36, Role of DVHA 4th Bullet: What are “the set reimbursement program guidelines…” for paying the selected vendor?

Answer: This refers to the current DVHA payment methodology.

Question: Page 40, Section IX, Rate Specifications: This section references HP as the state’s third party administrator.

Please describe the current claims adjudication & reimbursement process including any and all functions performed by HP.

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Please also include the average reimbursement timeline and how this is impacted by the third party administrator’s role.

Answer: Claims are submitted to HP. These claims are paid at a zero dollar amount. Through the current PMPW payment methodology, the contractor is paid on a weekly basis, based on the unduplicated member count derived from those submitted claims.

Question: Page 40, Section IX, Rate Specifications: This section states “For claims that exceed the payment threshold of $1,000, each Contractor will be required to submit a payment exception request to DVHA. These claims should not be submitted directly to HP, as they will either automatically deny or pay zero”.

Please provide the number and breakdown of claims that exceeded $1,000 in the last 12 calendar months.

Answer: In the last 12 months, DVHA has processed four of these claims. All were for out of state services.

Question: Page 45, Attachment A, Rate Specification: Can you provide the number of claims submitted that were over $1,000 over the last recent twelve month period and can you provide a breakdown of the services offered by CPT code, example # of commercial air flights/and cost

# of lodging nights/and cost 31 nights of lodging, roughly $3900 total cost# of meals paid/ and cost 90 meals, roughly $700 total costAnd any other items processed through HP? Hardship mileage, roughly $700

Answer: See answers above in red.

Question: Page 45, Attachment A, Rate Specification: Please define what is meant by a Claim? Is this a one way trip, a round trip, or any combination of different legs of trips reported as one?

Answer: In these situations, the ‘claim’ is the total cost of the trip. All portions of the total transportation cost (mileage, lodging, food, etc.), reported as one.

Question: Page 46, Section 2.3, Invoices: If a subcontracted transportation provider submits 300 trip legs at $20 dollars per trip, would that be viewed as one claim for $6,000 that needs to be processed thru HP or should this be rolled up on the weekly encounter as 300 claims at $20 each?

Answer: If the ‘trip legs’ that are referred to in this question constitute one billable visit, then this claim would be submitted through DVHA first, per this process. If these are separate visits, then this situation represents 300 claims.

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Question: General: Please provide the number of unique volunteers used in last 2 years. Please provide average number of volunteer trips per year.

Answer: Please see chart located at end of this document for a partial answer.

Question: General: Please provide total number of paid legs, total miles and unique users by month and mode of transportation for the last 2 years.

Answer: Please see charts located at the end of this document.

Question: General: Please provide average miles driven per mode of transportation for last 2 years of operation.

Answer: Our current system would make it very difficult to derive this information.

Question: General: Please provide current rate per mile paid to volunteers and confirm rate for Hardship Mileage program participants is $0.18 per mile.

Answer: Current volunteer rate is $.54/mile; hardship rate remains $.18/mile.

Question: General: Will state be open to relaxing rules around Hardship mileage program reimbursement which will allow higher utilization of this less expensive mode of transportation? For example, striking the 215 miles per month rule, and allowing reimbursement to members traveling less than 215 miles.

Answer: Per rule, households with vehicles should currently be utilizing those vehicles for transport. They should not be receiving rides through other modes. “Relaxing rules” should not impact this program, as technically these members are not eligible for any mode other than the hardship program.

Question: General: Please provide number of instances and average cost per month for Air travel.

Answer: One instance of air travel in the last 12 months at a cost of $900.

Question: General: Please provide number of instances and average cost per month for lodging.

Answer: See chart located at the end of this document.

Question: General: Please provide number of instances and average cost per month for meals.

Answer: See chart located at the end of this document. Also see: http://humanresources.vermont.gov/compensation/expense-reimbursement

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http://humanresources.vermont.gov/compensation/expense-reimbursement


Question: General: Please provide number of instances and average cost per month for rental cars. Can the Department elaborate on the use of rental cars- is this requirement the result of lack of network adequacy?

Answer: DVHA has not authorized the use of rental cars any time in the past 12 months.

Question: Schedule A; Page 52: Please clarify and additionally elaborate what costs are included in the line item 19, Activities (community skills work).

Answer: Line item 19 is not applicable to this RFP.

Question: Program Summary, Page 34: DVHA is also responsible for approving various trips and exceptions, including authorizing trips outside of a 60-mile radius from a member’s home and out-of-state trips.

Does the 60 mile maximum trip length include all neighboring states that can be reached within the threshold?

Answer: So-called “border facilities” who participate in the Vermont Medicaid program are covered under the 60 mile rule. Facilities beyond 60 miles will require a referral.

Question: Program Goals, Page 35: Bear the expense of services provided that are later denied either because the beneficiary was found to be ineligible for Medicaid on the date of service or because the service provided failed to meet Medicaid transportation criteria. This provision shall not apply if State is responsible for errors, omissions or delays.

Please specify the look back period and provide data supporting historical retro denials.Answer: Please see the current payment methodology as outlined in the NEMT manual.

Question: Responsibilities of Contractor, Page 36: The NEMT Procedure Manual states, “transports more than 60 miles one way require prior approval from DVHA.” In addition, the RFP states, “Approve doctor referrals for trips under 60 miles.” Are both statements correct? Please verify. Is the intent to have the Contractor verify every trip over 60 miles? What type of approval is required, i.e. verbal, in writing, etc.? Does the State intend to provide a list of approved medical providers on a reoccurring basis?

Answer: Both statements are still correct; all trips under 60 miles will be the sole responsibility of the contractor, while trips over 60 miles will require prior approval from DVHA.

Question: Responsibilities of Contractor, Page 36: Establish a system for monitoring out-of-area and out-of-State travel for medically necessary services and treatments. No out-of-State

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travel will be reimbursed unless selected contractor staff has reviewed and determined the need for this service.

Does the State intend to operate an authorization process for these trip types?Answer: This system is already in place. Currently, the authorizations/denials for these requests are made by DVHA staff.

Question: Responsibilities of Contractor, Page 36: Trips over 60 miles and overnight stays may be required to be provided. Please provide the most recent 12 months of expenses for these 60+ mile trips, overnight stays and out-of-state trips by category (transportation, lodging, meals, other travel related cost, etc.)?

Answer: See answers above.

Access2Care Question: Role of DVHA, Page 36: “set reimbursement program guidelines” The reimbursement guidelines for out-of-state appointments are located on p. 22 in the NEMT manual. Are there reimbursement rates for local modes of transportation (taxi, van, etc.)?

Answer: See pages 37-38 of the RFP.

Question: Extension, Sec. 3.1, Contract Term, p. 13, Would the State consider adding the following language?

The contract between the successful bidder and DVHA may be extended by mutual written agreement for two (2) additional one (1) year periods, the negotiation process for each extension including the negotiation of new economic terms, to occur on or before _____________.

Answer: No.

Question: Termination, Attachment C, Sec. 4 Appropriations, p. 14, Atatchment E, Business Associate Agreement, Sec. 14 Termination, p. 24, Would the state consider the following language be included at the end Sec. 4 Appropriations : In the event State shall elect to terminate this Agreement due to state legislative funding deficiencies, the State shall give written notice to Contractor on or before March 1 prior to the end of any fiscal year for services to be rendered in the following fiscal year In the event state funding is restored following a termination of this Agreement under this Section, Contractor shall be entitled to a right of first refusal to provide continuing service to the State under this Agreement.

Answer: No.

Question: Indemnification, Attachment C, Sec. 6 Independence, Liability, p. 15, Would the state consider the following revisions to Section 6?

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Independence, Liability: The Party will act in an independent capacity and not as officers or employees of the State.

The Party shall defend the State and its officers and employees against all claims or suits arising in whole or in part from any grossly negligent or malicious act or omission of the Party or of any agent of the Party in the performance of the contract; except to the extent that such claim or demand arises from or is caused by the negligence or willful misconduct of the State, its agents or employees, or Contractor’s good faith adherence to States policies, procedures, directives. The State shall notify the Party in the event of any such claim or suit, and the Party shall immediately retain counsel and otherwise provide a complete defense against the entire claim or suit.

After a final judgment or settlement the Party may request recoupment of specific defense costs and may file suit in Washington Superior Court requesting recoupment. The Party shall be entitled to recoup costs only upon a showing that such costs were entirely unrelated to the defense of any claim arising from an act or omission of the Party.

The Party shall indemnify the State and its officers and employees in the event that the State, its officers or employees become legally obligated to pay any damages or losses arising from any grossly negligent or malicious act or omission of the Party in connection with the services provided under the contract.

Answer: No.

Question: Liquidated Damages/Penalties, Attachment A, Sec. V. Program Evaluation, pp. 36-37; Sec. IX, Rate Specifications, p. 40 Is there a specific list of all liquidated damages exist which the State contemplates including in the final contract? If so, can such a list be provided?

Answer: Please revise/clarify or expand this question.

Question: Force Majeure – Will the State consider including the following language in the final contract:

In the event Contractor is unable to provide the transportation services as specified in this Agreement because of any act of God, civil disturbance, fire, riot, war, terrorism, picketing, strike, labor dispute, labor shortages, governmental action or any other condition or cause beyond Contractor's control, the State shall excuse Contractor from performance under this Agreement.

Answer: No.

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Question: PG 13, Section 2.4 Optional Vendor Debriefing: The requested debriefing conference must occur on or before the date specified in Section 2, Schedule. Where may we find this schedule? What is the deadline date to submit a request?

Answer: Please see attachment D on page 18 for detailed protest instructions.

Question: PG 39, Attachment A, Payment structure: On page 39, the RFP explains that DVHA will pay the Selected Contractor(s) on a Per Member, Per Week (PMPW) basis. On page 40, the RFP states that DVHA will pay the Contractor(s) on a Per Member, Per Month (PMPM) basis. Will you please clarify that proposed pricing (our bid) should be provided as a PMPM rate?

Answer: Proposed pricing (bids) can be submitted as either a PMPW or a PMPM rate.

Question: Section 1.6.8.2 Page 7: The RFP states to send one copy using Microsoft Word and a second using Adobe PDF. Most attachments, such as financial statements, resumes, etc. are only available in Adobe PDF format. Is it acceptable to submit attachments in searchable PDF format only, as long as the main body of the technical proposal is submitted in both Word and PDF format?

Answer: Yes.

Question: Page 13, Section 2.5: This paragraph states that “[u]pon completion of the debriefing conference, a Vendor is allowed five (5) Business Days to file a formal protest of the solicitation…” However, Attachment D on page 18 states, [b]idders may submit protests at any time from the date of selection of the bid until close of business on the fifth (5th) business day after a winning bid has been selected.

Please clarify the conflicting language; is the protest due within 5 days of the announcement of a winning bid, or within 5 days of the completion of the vendor’s debriefing conference?

Answer: Duplicate Question. See answer above.

Question: Please define “Hardship Mileage” referenced on p. 38 under “Waiver of Liability.”

Answer: Hardship mileage is when a member/family member uses their own vehicle for transportation. This program is defined on page 26 of the DVHA NEMT manual.

Question: Is the “Waiver of Liability” a form DVHA will provide to selected broker?

Answer: Various program liability forms are currently located at the end of the DVHA NEMT manual.

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Question: On average, how many trips exceed the $1,000 threshold per month over the past 12 months?

Answer: On average, less than one per month.

Question: If DVHA intends to award multiple contracts under this RFP, what are the criteria for selection and how will you determine the scope of each contract and the geographic area to be served?

Answer: The current intention is to award a single contract under this RFP.

Question: Can the Department provide a complete list of current NEMT transportation providers in Vermont?

Answer: From the DVHA site: http://dvha.vermont.gov/for-providers/1brokers-trans-web-page-10-1-14.pdf

Question: Page 16: Will this Agreement be funded with a Grant that requires a Subrecipient Annual Report?

Answer: No. This is an RFP to contract not grant.

Question: Page 40, Section 2.2: What is the maximum dollar value for this contract?

Answer: The State does not disclose this information.

Question: Page 46

a) What “program Name” should be used on this form? VT Medicaid NEMT

b) Do we insert the proposed PMPM rate for year 1, year 2 or both years on this form? First year of contract period.

Answer: Noted above

Question: 15 Page 56:

a) Please clarify how Column C (Contract Expenditures) should reconcile to Line 2, Section III on page 55? Page 56 appears to be a summary of the Contractor’s budgeted and actual expenses while Page 55 includes PMPW payments received by the Contractor.

b) Please explain how Page 56 impacts the PMPW payments to be paid to the Contractor during the course of the Contract?

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http://dvha.vermont.gov/for-providers/1brokers-trans-web-page-10-1-14.pdf



Answer: Bidders are not required to submit form as part of their Bid.

Question: Page 5, Section 1.1: Can DVHA provide a list of current providers including contact information, areas of operation, size and reimbursement?


Question: Page 5, Section 1.1: Would you please provide the State of Vermont policy concerning the coordinated delivery of transportation services to the Elderly and Disabled program?

Answer: The Elderly and Disabled transportation program was created through the Americans With Disabilities Act and is managed in partnership with local public transit providers. For additional information about this program, please contact the Vermont Agency of Transportation or a local public transit provider. Please also refer to the Vermont Human Services Transportation Coordination Plan, which can be found here: http://publictransit.vermont.gov/policies_reports/hscp

Question: Page 5, Section 1.1: Does the DVHA intend to make the broker responsible for ensuring that VT’s public transportation system is viable and financially stable?

Answer: Please restate or expand on this question.

Question: Page 5, Section 1.1 Introduction: Included in this section is the statement, “[d]emonstrate through reporting that the State’s public transportation system remains viable and financially stable”

Is there an expectation that the Medicaid NEMT program will subsidize or otherwise support the viability and financial stability of the State’s transit system? In addition, please clarify how the selected vendor would have insight into, or the necessary data to report, that the State’s public transit system is viable and financially stable.

Answer: DVHA recognizes the importance of leveraging and coordinating with our public transit system and public transit providers. As a small, rural state, Vermont does not have the population or resources to support multiple layers of public transit infrastructure. An ideal bidder will see the inherent value in working with our public transit system, where appropriate.

Question: It is our understanding the department released a similar RFP 6 -8 years ago but chose to rescind the award. Have those issues been resolved so the new contract model can successfully move forward? If so, please describe what policy changes have been made?

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http://publictransit.vermont.gov/policies_reports/hscp




Answer: The State does not disclose contract negotiations.

Question: Page 5/35, Section 1.1: In Section 1.1 (Introduction) on page 5 it states the selected vendor for transportation coordination must “Not be a direct provider of transportation services, but have a network of contracted transportation providers sufficient to provide statewide NEMT services”.

In Section 1.1 (Technical Proposal) on page 35 it states that the selected contractor(s) will be required, under the administration of this contract, to “Arrange either directly or indirectly, only medically necessary transportation (excluding ambulance services) for eligible Vermont Medicaid beneficiaries who qualify for transportation services”.

These statements are in direct conflict of each other. Please confirm that the selected vendor WILL NOT be permitted to serve as a direct provider of transportation services under this contract. Further please confirm that the selected vendor may not have any financial interested, as that term is defined by 42 CFR 170(a)(4)(ii), IN A TRANSPORTATION PROVIDER.

Answer: Bidders are encouraged to familiarize themselves with Vermont’s statewide Medicaid Managed Care model which is described in our Global Commitment to Health 1115 waiver program. Vermont has authority through CMS to waive certain requirements in order to allow Vermont to develop and implement innovative and non-traditional methods for service delivery in exchange for guaranteed caps on the financial growth of our programs.

Question: Please describe the Department’s goals / motivation for this procurement (CMS Compliance / Service Improvements / Cost Savings / Access / Etc.)?

Answer: DVHA is issuing this RFP to place our NEMT program in better compliance with both State of Vermont and CMS contracting standards.

Question: Page 13, Section 3.2: This provision states the “DVHA has the option to continue to contract with the successful bidder pursuant to this RFP for up to two additional years.”

Will the contract price be negotiated or otherwise subject to adjustment during any option years?

Answer: Please see Section 2.3, pages 40 and 41 of the RFP.

Question: Page 5, Section 1.1: Would DVHA please provide an example of the wording of a provision concerning the day-to-day relationship between the vendor and the DVHA which the DVHA reserves the right to incorporate in its contract with the selected vendor?

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Answer: Please restate or expand on this question.

Question: Page 14, Section; Criteria for Scoring: Please provide some insight into how the 13% MLR has been established?

Assuming that the members are not calling the transportation providers directly, but calling a transportation manager that is also managing various other transportation functions, where would such cost as the trip reservationists, trip router/assigner, trip complaint handler be recorded? Would these costs be recorded as part of the direct cost on lines 1-6?

It is very important to understand this 13% since different models have cost classified differently as direct versus non-direct.

Answer: Duplicate question. Please see prior response.

Question: Page 33, Section 1.1I: DVHA currently contracts with a network of regional transportation Contractors who have “personal services contracts with DVHA.” Will the selected vendor assume responsibility from the DVHA for those personal services contracts and their terms and conditions?

Answer: Yes.

Question: 19, Page 34, Section 1.1: Are the regional transportation Contractors used to manage the program today considered local transits?

Answer: Yes.

Question: Page 34, Section 1.1: Please explain how the current NEMT program is administered including how many regional transportation Contractors are used, their geographic coverage area, and the current reimbursement policy / procedure for each.


Question: Page 35, Section 1.1: This section states that the selected contractor(s) will be required to “Maintain working capital account and line of credit to those awaiting claim payments or in emergency situation (i.e., equipment failures or systemic failures) to assure uninterrupted service”.

Please provide greater detail concerning this requirement including previous examples of when such credit has been extended, what circumstances qualify as “emergency

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situations”, and the amount of credit and frequency in which it was provided in calendar year 2015.

Answer: An emergency situation is considered a fact specific event. The State is not able to provide hypothetical scenarios. Contractor specific information is not available.

Question: Page 37, Section V, Program Evaluation Table: The first standard in the table under this section states, “[p]rovide transportation (in accordance with this manual) whenever a trip request is received with at least two business days' advance notice to the broker.”

Please provide a full copy of the referenced “manual.”


Question: Page 38, Section VII, Record Keeping: Please clarify and define the term “Hardship Mileage” as used in the bullet below “Waiver of Liability.”


Question: Page 39, Attachment A, Program Summary: Please provide the number of trips provided by each Regional Coordinator for 2015 and quarter 1 2016.

Answer: See chart located at end of this document.

Question: Page 59, Schedule A, Summary of Costs: In developing the Summary of Cost and based on the fact that there are currently various regional Contractors, what trip volume should bidders use in order to develop a grounds-up Cost Summary?

Does the bidder need to provide a Summary of Cost for each region since the trip volume dictates efficiencies that can be taken into consideration?

How will this procurement be able to compare Summary of Cost from one bidder to another (apples to apples) without the bidders knowing the volume and region for which they are submitting?

Or should the bidders submit a Summary of Cost based on the entire State Trip volume and would you be able to provide that?

Answer: The State will accept Cost Summaries by region provided the entire State Cost Summary is also included.

Question: Section 1.6.7 Page 7: Are bidders allowed to submit an Executive Summary in front of Quality of Bidder Experience?

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Answer: If a bidder chooses to submit an executive Summary before the Quality of Bidder Experience, the bidder should be aware that the executive summary will not be considered for scoring unless it is included within the quality of bidder section.

Question: Procedure Manual, Waiver of Liability; Page 28: Will the Waiver of Liability need to be completed prior to the trip or before reimbursement can be made?

Answer: All waivers need to be completed prior to any service taking place.

FY15 FY16 2 YEAR

A0140

0 0 0Non-emergency transportation and air travel (private or commercial) intra or inter state

A0180

53 25 78Non-emergency transportation: ancillary: lodging-recipient

A0190

56 38 94Non-emergency transportation: ancillary: meals-recipient

A0200

89 65 154Non-emergency transportation: ancillary: lodging escort

A0210

90 54 144Non-emergency transportation: ancillary: meals-escort

UNDUPLICATED MEMBER COUNTSFY15 FY16 FY16

AVERAGE AVERAGECLAIMS DATA

Rural Community 1793 1893 134,915

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Transportation, Inc. (RCTI)Marble Valley Regional Transit District (MVRTD) 867 849 23,372

Addison County Transit Resources (ACTR) 432 434 19,784Stagecoach (STSI) 131 214 6,222

Green Mountain Community Network (GMCN) 757 808 30,532

Green Mountain Transportation Agency (GMTA) 1552 1573 44,272Special Services Transportation Agency (SSTA) 1700 1537 58,573

Connecticut River Transit, Inc. (CRTI) 1356 1321 72,819

No Shows Last 12 Months

Average Trip Mileage, Volunteer

Average Trip Mileage, Van

Monthly Call Volume

ACTR 187 30.17 CRT 2,464 32.30 7.30 GMCN 134 40.57 4.79 3,164

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GMTA MVRTD 408 30.00 5.50 5,633RCT 2,672 24.24 16.12 17,008

SSTA675 (last 3 months)

STSI 101 50.00 50.00 3,910

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Documents

dvha.vermont.govdvha.vermont.gov/administration/1nemt-rfp-state-respon… · Web viewPercentage of monthly trips that are subscriptions (reoccurring, pre-scheduled trips to same