Questions & Answers regarding the Non-Emergency Medical Transportation RFP

Marion County Job & Family Services
Non-Emergency Medical Transportation RFP
Questions and Answers
1. Are there any required days/hours of operation?
At minimum, NEMT services must be provided from 6:00 a.m. to 6:00 p.m. Monday through
Friday and 6:00 a.m. to 12:00 p.m. on Saturdays, in order to meet current demand for
medical appointments, such as dialysis treatments. Those proposals that exceed these
minimums may receive more favorable consideration.
2. Can wait time be charged separately, in addition to mileage?
No. Wait time as well as any other charges must be included within the per mile rate.
3. Approximately how many trips and total miles were provided during the most recent 12-
month period?
During the period of July 01, 2025 through June 30, 2026:
* Approximately 4,291 one-way trips to destinations within Marion County covering
approximately 15,821 miles.
* Approximately 334 one-way trips to destinations outside of Marion County covering
approximately 28,841 miles.
* For an approximate total of 4,625 one-way trips and approximately 44,662 miles.
4. What is the approximate mix of ambulatory, wheelchair, and other special-needs trips?
During the period of July 01,2025 through June 30, 2026:
* Ambulatory rides were 2,844
* Non-Ambulatory rides were 1,729
5. How many vendors currently serve the program?
One.
6. Could one qualified provider potentially receive the majority or full anticipated volume, or is
the $300,000 estimated funding expected to be divided among multiple vendors?
Yes, it is possible that one qualified vendor could continue to provide the majority of the
transportation and receive the majority of the reimbursement; however, it is also possible
that it may be divided amongst multiple vendors.
7. Are current or historical rates available for reference?
Yes, most recently the rate is $4.03 per mile all inclusive, loaded.
8. May insurance, Ohio registration, and final driver/vehicle documentation be completed after
selection but before service begins?
No.
9. For the required Management Letter, would documentation from the company's
CPA/accountant be acceptable if the company has not undergone a formal financial audit?
No.
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Marion County Job & Family Services
Non-Emergency Medical Transportation RFP
Questions and Answers
10. What was the total cost for NEMT services that was billed to MCDJFS over the past year?
$174,084.00
11. What were the total miles billed to MCDJFS for NEMT services over the past year?
Total miles = 44,662
12. How many transportation providers were under contract to provide NEMT services during the
last contract period?
One.
13. What were the rate/fees charged by the provider?
$4.03 per mile all inclusive, loaded.
14. If it is anticipated that multiple providers will be used. Please describe how trips will be
allocated between providers and who determines which provider will be utilized for a
particular trip?
If multiple providers are selected, we will determine which provider is used based on the
needs of the clients and the capacity/ability of the providers.
15. Will MCDJFS consider using different loaded-mile rates for ambulatory vs. non-ambulatory
transportation?
No.
16. Will MCDJFS consider wait-time charges in those situations where the provider is required to
wait longer than a reasonable amount of time at a passenger's destination before making the
return trip?
See the answer for question 2.
17. Is the Sample Invoice to be included as a blank form? Or is the provider supposed to provide
specific information on the Sample Invoice?
No. The sample invoice is an example of what information would need to be provided on
the monthly invoices.
18. Would MCFJS accept a proposal from a transportation network/platform provider that
manages a network of qualified transportation providers and/or drivers, including trop
assignment, dispatch, trip monitoring, reporting and billing rather than operating solely
through a traditional dedicated vehicle fleet?
Yes, as long as the requirements of our clients and the NEMT program are met.
19. Driver/vehicle documentation - If such a network model is acceptable, how should the
bidder satisfy the proposal requirement to submit vehicle registrations, background checks,
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Marion County Job & Family Services
Non-Emergency Medical Transportation RFP
Questions and Answers
driver's licenses, certified driving histories and Direct-Service PTV Employee forms when the
provider maintains a dynamic network of credentialed drivers and vehicles?
All the information requested on the RFP would have to be submitted on the proposal.
20. May an awarded vendor fulfill trips using qualified subcontracted transportation providers
and/or independent transportation providers operating through its platform, provided all
applicable MCJFS and Ohio Medicaid requirements are satisfied?
Yes, provided we receive all information on the sub-contractor.
21. Please describe the current process from a member requesting transportation through
authorization, provider assignment, scheduling, trip completion and billing?
For someone that has received NEMT services within the month, we would verify the
Medicaid covered medical appointment and forward the requested trip information to the
NEMT vendor, who then schedules the transportation. MCJFS along with the individual
receives confirmation of the scheduled trip from the NEMT vendor. Once the
transportation has been provided, the NEMT vendor will include the trip details as part of
the monthly invoice which is submitted to MCJFS by the 15th day of the month following the
month in which services were provided.
22. Does MCJFS currently use software to authorize, schedule, dispatch or manage NEMT trips?
If so, please identify the system and describe how transportation providers receive trip
information.
MCJFS uses Microsoft Excel for internal tracking. The provider will use their software for
scheduling, dispatch and trips.
23. Would MCJFS consider API-based transmission of trip requests, trip status, GPS/location
information, completed-trip data and invoicing from an awarded provider?
Possibly. However, MCJFS will not be responsible for any costs related to additional
software or processes for the NEMT process.
24. What is the typical advance notice provided for trips, and what percentage of requests are
same-day, next-day and scheduled more than one day in advance?
We request that individuals submit NEMT requests 10 days before transportation is
needed. However, if they have received NEMT services from Marion County within the
month (and are already in the system), a few days' notice is acceptable.
* More than one day in advance = 90%
* Next-day = 10%
* Same-day = 0
25. Will an awarded provider receive any minimum or guaranteed trip volume? If not, how should
bidders estimate anticipated volume for purposes of pricing and demonstrating capacity?
No. Anticipated volume can be based on the historical data provided in the Q&A's.
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Marion County Job & Family Services
Non-Emergency Medical Transportation RFP
Questions and Answers
26. Due to the time constraints between the due date and anticipated answers to question, we
would respectfully request a two-week extension for the RFP due date.
No.
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