Transportation Services - Elderly and Disabled

REQUEST FOR PROPOSALS
TRANSPORTATION SERVICES: ELDERLY & DISABLED
RESPONSES WILL BE RECEIVED
UNTIL
12:00 PM May 22, 2026
ADVERTISEMENT FOR PROPOSALS
Proposals endorsed Transportation Services: Elderly & Disabled to be furnished to
Forsyth County will be received by the City/County Purchasing Department in Suite 324,
City Hall Building, 101 North Main Street, Winston-Salem, N.C. To obtain the complete
proposal document or receive instructions for submitting proposals contact Jessica Ferris-
Irick via email jessicafi@cityofws.org from 8:00 A.M. to 5:00 P.M. Monday through Friday.
The County reserves the right to reject any and/or all proposals, to waive informalities in
the responses, and to choose the response that is in the best interests of the County.
Jessica Ferris-Irick
City / County Purchasing

NOTICE TO PROPOSERS
It is the policy of the County of Forsyth that an employee, officer, or agent of the County
may not participate in any manner in the bidding, awarding, or administering of contracts
or agreements in which they, or a member of their immediate family, their business
partner, or any organization in which they serve as an officer, director, trustee, or
employee, have a financial interest.
The successful Proposer must comply with all provisions of the Americans with
Disabilities Act (ADA) and all rules and regulations promulgated thereunder. By
submitting a proposal, the successful Proposer agrees to indemnify the County from and
against all claims, suits, damages, costs, losses, and expenses in any manner arising out
of, or connected with, the failure of the Company, its subcontractors, agents, successors,
assigns, officers, or employees to comply with the provisions of the ADA or the rules and
regulations promulgated thereunder.
No special inducements will be considered that are not a part of the original proposal
document.
Public Records
Any material submitted in response to this RFP will become a "public record" once the
Proposer's document(s) is opened and the Proposer is determined to be a participant in
the solicitation process and shall be subject to public disclosure consistent with Chapter
132, North Carolina Statutes. Proposers must claim any applicable exemptions to
disclosure provided by law in their response to this RFP. The County reserves the right
to make all final determination(s) of the applicability of North Carolina General Statutes
132-1.2, Confidential Information.
Familiarity with Laws and Ordinances
The submission of a proposal on the equipment and services requested herein shall be
considered as a representation that the Proposer is familiar with all federal, state, and
local laws, ordinances, rules and regulations which affect those engaged or employed in
the provision of such services, or equipment used in the provision of such services, or
which in any way affects the conduct of the provision of such services; and no plea of
misunderstanding will be considered on account of ignorance thereof. If the Proposer
discovers any provisions in the RFP documents that are contrary to or inconsistent with
any law, ordinance, or regulation, it shall be reported to the County in writing without
delay.
E-Verify Compliance
Per N.C.G.S. 143-133.3"E-VERIFY. Supplier shall comply with the requirements of Article
2 of Chapter 64 of the North Carolina General Statutes. Further, if the Supplier utilizes a
subcontractor, the Supplier shall require the subcontractor to comply with the
requirements of Article 2 of Chapter 64 of the North Carolina General Statutes."
Iran Divestment Act
Supplier hereby certifies that it is not on the North Carolina State Treasurer's list of
persons engaging in business activities in Iran, prepared pursuant to NCGS 147-86.58,
nor will Supplier utilize on this agreement any subcontractor on such list.
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Divestment from Companies that Boycott Israel
Contractor hereby certifies that it is not on the North Carolina State Treasurer's list of
companies engaged in a boycott of Israel in violation of NCGS 147-86.80 et. seq. and
that it will not utilize on this agreement any subcontractor on said list."
County Rights and Options
The County, at its sole discretion, reserves the following rights:
* To supplement, amend, substitute or otherwise modify this RFP at any time
* To cancel this RFP with or without the substitution of another RFP
* To take any action affecting this RFP, this RFP process, or the Services subject to
this RFP that would be in the best interests of the County
* To issue additional requests for information or clarification from Offerors or to allow
corrections of errors or omissions
* To require one or more Service Providers to supplement, clarify or provide
additional information in order for the County to evaluate the Responses submitted
* To negotiate an agreement with a Service Provider based on the information
provided in response to this RFP
* To reject any and/or all bids, at any time
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Request for Proposals
Transportation Services: Elderly & Disabled
I. Introduction
Forsyth County is seeking proposals from qualified nonprofit agencies to provide
transportation services to the elderly and disabled citizens of Forsyth County. The term
of the agreement is one year and is subject to award by the Forsyth County Board of
Commissioners.
II. Background
Forsyth County, in partnership with the North Carolina Department of Transportation
(NCDOT) Rural Operating Assistance Program's (ROAP) Elderly and Disabled
Transportation Assistance Program (EDTAP) funding, seeks to provide transportation
services that supplement the community's existing transportation infrastructure. The
goal of this program is to effectively, efficiently, and economically transport eligible
residents (defined as at least 60 years of age or individuals with a disability as
recognized by the Americans with Disabilities Act), without other means of
transportation, throughout the County on eligible trips as defined by NCDOT as personal
care, non-emergency medical appointments, medication pickup, essential shopping, bill
paying, public hearings, committee meetings, employment related activities, and human
service agency appointments.
III. Timeline
* Request for Proposals Starts 5/1/2026
* Question Period Ends 5/8/2026 at 5 pm; send questions to
jessicafi@cityofws.org
* Proposals Due 5/22/2026 at 12pm; bids@cityofws.org
* Potential Contract Award 6/25/2026
* Contract Term 7/1/2026 - 6/30/2027
Please note that the contract award and Term are subject to approval by the Forsyth
County Board of Commissioners.
IV. Program Specifications
Each agency must be able to provide a transportation program that includes:
* A simple and accessible, yet thorough, rider intake process developed with
County staff that meets NCDOT and County reporting requirements
At a minimum, this intake process must produce reporting on each
rider's age, disability status, purpose of trip, length of trip, and
destination
* Management by the recipient of services for one or more of the areas listed
above available to eligible members of the public
* A standard and economical trip charge for each ride
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V. Reporting Requirement and Program Oversight
* The program will be overseen by the Forsyth County Community and Economic
Development Department (FCCED)
* The agency will manage their funding allocation and day-to-day operations
* Agencies should report required information to FCCED monthly. Reports are
due by the 15th of the following month to be eligible for payment.
* Required reporting information includes the rider's name, origin, destination, and
length of each trip in miles and qualification criteria for program funds as stated
above
* The agency and FCCED staff may create additional, mutually agreed upon
reporting requirements based on proposed details to inform FCCED goals and
assess program impact
VI. Qualification
To be considered qualified, each agency is required to submit documentation, not to
exceed twenty pages, that demonstrates how their agency meets the minimum
qualifications of this RFP. The minimum qualifications are:
* Agency must be a 501(c)(3) non-profit organization
* Agency must have at least three years of experience providing services to
individuals from a variety of backgrounds
* Ability to provide consistent and reliable transportation services for elderly and
disabled riders who may have non-traditional schedules
* Experience with reporting and compliance with NCDOT ROAP funds or other
similar grants
* Access to ADA accessible vehicles or agreements with other providers who are
able to provide this service
* An excellent record of safety (low amounts of traffic accidents and violations)
* Each agency should have a robust and responsive system in place for
addressing rider-related complaints
* Minimum of three contracts within the past three years of $20,000 or more
* Minimum three years of operation under the same name providing similar or
relevant services
VII. Basis of Award
All bids that are submitted in accordance with this RFP and which meet the requirements
of this RFP will be considered to be responsive bids. Notwithstanding anything to the
contrary herein, any and all bids may be rejected, and the County may negotiate with
any or all bidders. The County will ordinarily award the contract to the lowest responsive,
responsible bidder, but reserves the right to consider other factors.
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VIII. Attachments
* Attachment A: Excerpt from the NCDOT ROAP Manual
* Attachment B: Minimum Insurance Requirements
* Attachment C: County's Service Provider Agreement (blank)
* Attachment D: Pricing Worksheet
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Attachment A: Excerpt
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Attachment B: Minimum Insurance Requirements
Contractor agrees to save and hold harmless and to indemnify the County of Forsyth
against any and all liability, losses, claims or costs of whatever kind of nature for any
occurrence or accident in connection with or in the performance of any work or service
pursuant to awarded bid, whether to property or to persons. Bidding firm shall furnish
certificate of coverage from an insurance carrier. The Bidding firm shall maintain, at his/her
sole expense, the following minimum insurance coverage:
1) Commercial General Liability Insurance. The Bidding firm shall maintain
occurrence version commercial general liability insurance or equivalent form
with a limit not less than $1,000,000 each occurrence. If such insurance
contains a general aggregate limit, it shall apply separately to this agreement
or be no less than two times the occurrence limit. Such insurance coverage
shall:
i) Include the County, its officials, officers, and employees as additional
insured with respect to performance of the Services. The coverage shall
contain no special limitations on the scope of protection afforded to the
above listed insureds.
ii) Be Primary with respect to any insurance or self-insured retention
programs covering the County, its officials, officers, and employees.
2) Business Automobile Liability Insurance. The Bidding firm shall maintain
business automobile liability insurance or equivalent form with a limit of not
less than $1,000.000 each accident. Such insurance shall include coverage
for owned, hired and non-owned automobiles.
i) Workers' Compensation and Employers' Liability Insurance. The Bidding
Firm shall maintain workers' compensation insurance with North Carolina
statutory limits and employers' liability insurance with limits of not less
than $1,000,000 each accident.
ii) Other Insurance Requirements. The Bidding firm shall:
i. Prior to commencement of services, furnish the County with properly
executed Certificates of Insurance which shall clearly evidence all
insurance required in this section and provide that such insurance
shall not be cancelled, allowed to expire, or be materially reduced in
coverage except on 30 days' prior written notice to the County.
Certificates of insurance shall specifically include the following
statement: "Forsyth County, its officials, officers and employees are
shown as additional insured with respect to the performance of
services by "Bidding Firm".
ii. Provide certified copies of endorsements and policies, if requested by
the County, in lieu of or in addition to certificates of insurance.
iii. Replace certificates, policies, and endorsements for any such
insurance expiring prior to completion of the services.
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iv. Maintain such insurance from the time services commence until services
are completed.
v. Place such insurance with insurers authorized to do business in North
Carolina and having
A. M. Best Company ratings of not less than A:VII. Any alternatives to
this requirement shall require written approval of the County's Risk
Manager
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Attachment C: Example Blank Service Provider Agreement
STATE OF NORTH CAROLINA
AGREEMENT
FORSYTH COUNTY
THIS AGREEMENT, made and effective this ____ day of __________, 20___, by and
between Forsyth County, North Carolina (the "County"), and ________________________ (the
"Provider");
For the purpose and subject to the terms and conditions hereinafter set forth, the County
and the Provider hereby agree as follows:
1. Services. Provider shall ______________________________ [and
perform such services as set forth in Attachments A and B, attached hereto.
The following documents, attached hereto, are incorporated herein:
Attachment A labeled ____________ and
Attachment B labeled ___________.]
2. Term. The services of the Provider shall begin on ___________________, 20__, and,
unless sooner terminated by mutual consent or as hereinafter provided, shall be provided until
_______________________, 20__; provided that the County shall have the right to terminate
this Agreement, without cause, upon 30 days' notice in writing to the other party, or upon 7 days
written notice if the Provider breaches the Agreement.
3. Compensation. As full compensation for the Provider's services, the County agrees to pay
the Provider the sum of _________________________________, payable in installments. The
Provider shall bill the County monthly for services rendered during the preceding 30 days. The
County shall pay all such bills within the following 15 days provided all elements of the
Agreement are satisfactorily met. [Total payments under this contract are not to exceed
______________ during the fiscal year ending June 30, _______.]
4. Independent Contractor. The Provider shall operate as an independent contractor, and the
County shall not be responsible for any of the Provider's acts or omissions.
The Provider, its employees, and subcontractors shall not be treated as an employee with
respect to the services performed hereunder for federal or state tax, unemployment or workers'
compensation purposes. Neither federal, state, nor payroll tax of any kind shall be withheld or
paid by the County on behalf of the Provider or the employees of the Provider. The Provider is
fully responsible for the payment of any and all taxes arising from the payment of monies under
this Agreement. The Provider shall comply with the North Carolina Workers' Compensation Act
and shall ensure that its subcontractors also comply. The Provider shall not be treated as an
employee with respect to the services performed hereunder for purposes of eligibility for, or
participation in, any employee pension, health, or other fringe benefit plan of the County. The
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