Transportation Services - Secondary Provider

COUNTY OF MOORE
NORTH CAROLINA
REQUEST FOR PROPOSALS
ISSUE DATE: April 16, 2026 RFP#: 2026-10
TITLE: TRANSPORTATION SERVICES - (Secondary Provider)
ISSUING DEPARTMENT: County of Moore
Attn: Terra Vuncannon
103 W. Saunders Street
Carthage, NC 28327
Sealed Proposals will be received until 4:00:00 p.m. EST Monday, May 4, 2026 from
qualified vendors for Non-Emergency Medicaid Transportation Services for the County of
Moore Department of Social Services. For your convenience, a Bid Drop-Off Box is located
in the lobby at 103 W. Saunders Street, Carthage, NC 28327.
All inquiries for information concerning the Request for Proposals shall be directed to:
Terra Vuncannon, Purchasing Manager
103 W. Saunders Street
Carthage, NC 28327
(910) 947-7118
tvuncannon@moorecountync.gov
Sealed Proposals shall be mailed via FedEx/UPS or hand delivered to the Issuing
Department shown above, and the envelope shall bear the name and number of this
Request for Proposals. It is the sole responsibility of the Proposer to ensure that its
proposal reaches the Finance Department by the designated date and hour indicated above.
In compliance with the Request for Proposals and to all the terms and conditions imposed
herein, the undersigned offers and agrees to furnish the services and install the goods
described in accordance with the attached signed proposal.
Firm Name: ___________________________________ Date: __________________
Address: ______________________________________ Phone: _________________
_____________________________________ By: _____________________
(typed)
By: ____________________
(signed)
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TABLE OF CONTENTS
INSTRUCTIONS TO PROPOSERS Page 3
PROJECT SPECIFICATIONS AND SPECIAL PROVISIONS Page 6
INCREMENT WEATHER POLICY Page 8
PROPOSAL FORM Page 9
NON-COLLUSION AFFIDAVIT Page 10
E-VERIFY AFFIDAVIT Page 11
MINORITY PARTICIPATION AFFIDAVIT Page 12
CERTIFICATION REGARDING LOBBYING Page 13
W-9 FORM Page 14
SAMPLE CONTRACT Page 15
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INSTRUCTIONS TO PROPOSERS
1. Sealed Proposals shall be submitted to the Issuing Department and include the
enclosed Proposal Form. In order for a proposal to be considered, it shall be based on
the terms, conditions and specifications contained herein and shall be a complete
response to this RFP. The County reserves the right to make an award in whole, or in
part, and to reject any and all proposals, and to waive any informality in proposals unless
otherwise specified by the Proposer. The Proposer shall sign the proposal correctly and
proposals may be rejected if they show omissions, alterations of form, additions not
called for, conditional proposals or any irregularities of any kind.
2. All labor costs, direct and indirect, shall have been determined and included in the
proposal. The cost and availability of all equipment, materials, and supplies associated
with performing the services described herein shall have been determined and included in
the proposal. Please list sales tax separately. All price quotes shall include delivery to the
delivery point, installation and set-up charges, as necessary. Goods shall be set in place
ready for owner's use. All goods shall be new and of average quality. No
remanufactured, refurbished or used goods will be accepted. Appropriate product
information (e.g. brochures, catalog cuts, etc.) shall be included with the proposal.
3. After the RFP issue date, all communications between the Issuing Department and
prospective Proposers shall be in writing. No oral questions shall be accepted. Any
inquiries, requests for interpretation, technical questions, clarifications, or additional
information shall be directed to Terra Vuncannon at the address listed on page one if this
solicitation or by e-mail to tvuncannon@moorecountync.gov. All questions concerning
this RFP shall reference the RFP number, section and page number. Questions and
responses affecting the scope of the goods will be provided to all prospective Proposers
by issuance of an Addendum. All written questions shall be received by the Issuing
Department no later than 10:00 a.m. EST Wednesday, April 22, 2026. Please
include "RFP 2026-10" in subject header of e-mail. NO EXCEPTIONS. All
addendums pertaining to this RFP will be posted to the County website at
www.moorecountync.gov within 24 - 48 hours after the deadline for questions
and/or after the pre-bid conference. It is the proposer's responsibility to check the
website for the addendums.
4. The County will not be responsible for any oral instructions. Should a Proposer find
discrepancies in, or omissions from the documents, or should be in doubt as to their
meaning, he/she should at once notify the Issuing Department, and a written addendum
shall be issued. Acknowledgement of any Addendum received during the time of the
proposal shall be noted on the Proposal Form in the spaces provided. In closing of a
contract, any Addendum issued shall become a part thereof. It is the Proposer's
responsibility to assure that all addenda have been reviewed and, if need be, signed
and returned.
5. Proposals will be examined promptly after opening and award will be made at the earliest
possible date. The prices quoted must be held firm, and no proposals may be withdrawn
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until 90 days after proposal opening date. The County reserves the right to conduct any
test/inspection it may deem advisable to ensure services/materials/supplies/equipment, as
appropriate, conform to specifications.
6. Pursuant to North Carolina General Statutes Section 143-129, "award shall be made to
the lowest responsible, responsive bid or bidders, taking into consideration quality,
performance and the time specified in the proposals for the performance of the contract."
7. The materials/supplies/equipment furnished under any resulting contract shall be covered
by the manufacturer's most favorable commercial warranty. Each Proposer shall plainly
set forth the warranty for the goods in the proposal. Operations and maintenance manuals
for equipment shall also be provided, as appropriate.
8. All purchases for goods or services are subject to the availability of funds for this
particular purpose.
9. The General Statutes of the State of North Carolina, insofar as they apply to purchasing
and competitive bidding, are made a part hereof.
10. The County of Moore is committed to creating and maintaining an environment free from
harassment and other forms of misconduct that fundamentally compromise the working
environment of the County. All contractors performing work/services at a County facility
shall take all necessary steps to assure that none of its employees engage in harassment or
intimidation relating to personal beliefs or characteristics of anyone on the County's
premises, including but not limited to, race, religion, age, color, sex, national origin or
disability. Such harassment is unacceptable and will not be condoned in any form at the
County of Moore. If such conduct occurs, the contractor will take all necessary steps to
stop it and prevent its future occurrence. This policy shall be strictly enforced.
11. For all the work being performed under this Contract, the County of Moore has the right
to inspect, examine, and make copies of any and all books, accounts, records and other
writing relating to the performance of the work. Audits shall take place at times and
locations mutually agreed upon by both parties, although the vendor/contractor must
make the materials to be audited available within one (1) week of the request for them.
12. Proposers are cautioned that this is a request for proposals, not a request for contract, and
the County of Moore reserves the right to reject any and/or all proposals. It further
reserves the right to waive informalities insofar as it is authorized so to do where it deems
it advisable in protection of the best interests of the County.
13. Proposals will be tabulated, evaluated and a recommendation presented to the County
Manager and/or Moore Board of Commissioners for their approval.
14. Any and all exceptions to the Specifications must be stated in writing, giving complete
details of what is to be furnished in lieu of requested Specifications.
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15. The County of Moore reserves the right to cancel and terminate any resulting contract, in
whole or in part, without penalty, upon forty-five (45) days' notice to the Vendor(s). Any
contract cancellation shall not relieve the Vendor(s) of the obligation to deliver any
outstanding services issued prior to the effective date of the cancellation.
16. Proposals in one (1) original and one (1) copy will be received from each Proposer in
a sealed envelope or package. Each original shall be signed and dated by an official
authorized to bind the form. Unsigned proposals will not be considered.
17. Upon receipt by Moore County Financial Services, your Proposal is considered a public
record except for material which qualifies as "trade secret" information under N.C. Gen.
Stat. 66-152 et. seq. After the Proposal opening, your Proposal may be reviewed by the
County's evaluation committee, as well as other County staff and members of the general
public who submit public records requests. To properly designate material as trade secret
under these circumstances, each Proposer must take the following precautions: (a) any
trade secrets submitted by a Proposer must be submitted in a separate, sealed envelope
marked "Trade Secret - Confidential and Proprietary Information - Do Not Disclose
Except for the Purpose of Evaluating this Proposal," and (b) the same trade
secret/confidentiality designation must be stamped on each page of the trade secret
materials contained in the envelope.
In submitting a Proposal, each Proposer agrees that the County may reveal any trade
secret materials contained in such response to all County staff and County officials
involved in the selection process, and to any outside consultant or other third parties who
serve on the evaluation committee or who are hired by the County to assist in the
selection process. Furthermore, each Proposer agrees to indemnify and hold harmless the
County and each of its officers, employees, and agents from all costs, damages, and
expenses incurred in connection with refusing to disclose any material which the
Proposer has designated as a trade secret. Any Proposer that designates its entire Proposal
as a trade secret may be disqualified.
18. As this purchase of services will/may be funded with federal grant funds, all
applicable Federal laws, policies and standards must apply to all aspects of the
grant.
19. Vendor must be registered with the NC Secretary of State.
20. The contract for this RFP will be awarded to the lowest price responsible responsive
bidder. The County reserves the right to reject any and/or all proposals.
For your convenience, a Bid Drop-Off box is located in the lobby at 103 W. Saunders Street. If
not hand delivering response, please mail via FedEx or UPS to the below address:
County of Moore
Attn: Terra Vuncannon
103 W. Saunders Street
Carthage, NC 28327
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COUNTY OF MOORE
PROJECT SPECIFICATIONS AND SPECIAL PROVISIONS
The County of Moore intends to contract with one or more secondary providers for Non-
Emergency Medicaid Transportation Services. Contractor shall provide Moore County Medicaid
approved clients who are attending Medicaid covered appointments within and outside of Moore
County with transportation. The appointments shall be scheduled in the following manner:
1. All appointments must be approved by Moore County Department of Social Service
(MCDSS) prior to the provision of services
2. This approval will be verified by e-mail confirming the scheduling of the recipient.
3. If a client should not show for an appointment, contractor shall inform MCDSS within 4
hours of the missed appointment(s)
4. Contractor will call the Medicaid client alerting them of their approximate time of pick-up
5. The driver will alert the client of their arrival at the home of the client and/or the medical
provider by blowing of the horn.
6. The driver should wait at least 5 minutes but not more than 15 minutes for the client to
respond to their notice of arrival
7. It is up to the provider as to if they will wait for the client once they are delivered to their
appointment or arrange a pick up time as long as the wait is no longer than 2 hours
8. It is the responsibility of MCDSS to advise contractor of clients with special needs, i.e.
wheelchairs, attendants, car seat requirements, etc.
9. It is not the responsibility of contractor to assist clients who are too feeble or impaired to
get into or out of the car/van
10. Contractor should inform MCDSS if they feel that the client is in need of an attendant to
assist them with medical appointments
11. If a client becomes belligerent or threatening, contractor may discharge the client at any
point that they are endangering the driver or other riders
12. If contractor should have to discharge a rider, they must inform MCDSS of this within the
hour
13. MCDSS will issue the client a warning and/or a statement that they are no longer eligible
to use the services of contractor.
14. If the driver refuses to pick up a client for any reason other than the client is a danger to
the driver or other riders, contractor will not be reimbursed for the ride
15. Bills will be presented to Moore County Department of Social Services by the 5th day of
the following month. The billing information will include: client's name, Medicaid
number, date of services, address and name of service provider, addresses of pick-up and
drop off of clients and mileage. The bill should be arranged by client name with a total for
each client
16. Vendor must maintain and provide proof of insurance as follows:
a. $1,000,000 bodily injury liability
b. $100,000 in property damage
c. $1,000,000 in combined single limit bodily injury and property damage
17. Vendor must notify MCDSS of any insurance changes, i.e., expiration, renewal, and
provide MCDSS with a copy of the changed liability insurance including renewal dates.
18. Vendor must provide workers' compensation for its employees
19. Vendor must be ADA compliant (Section 504 of the Rehabilitation Act of 1973)
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20. Vendor must be compliant with Title VI and VII of the Civil Rights Act of 1964
21. Vendor must maintain records for at least three (3) years for audit purposes by Federal
and/or anyone the County of Moore designates to examine the records
22. Vendor must be able to provide transportation services five (5) days per week, Monday -
Friday normally during the hours of 5:00 am until 6:00 pm (Also Saturday availability
preferred). Times can vary pending transportation requirement to an out of town
medical facility. Although primarily for Moore County Medicaid eligible medical trips,
there may be out of county transportation requirements.
23. Vendor must agree to the State Vendor Agreement for Social Services
24. Vendor must agree to the Conflict of Interest Policy
25. Vendor must adhere to HIPPA's confidentiality requirements
26. Vendor must meet State Licensing Standards
27. Driver must have a valid driver's license with no major violations
28. Vendor must provide updated copies of drivers license with any change in status or
expiration.
29. Vendor must participate in a random alcohol and drug testing program which meets the
requirements of the Federal Transit Authority (FTA) and be responsible to pay for the
testing program.
30. Owe no overdue taxes to County
31. Vendor must adhere to the DHHS Division of Medical Assistance contract requirements
32. Vendor must allow MCDSS to inspect vehicles when requested
33. Vendor must take client home if dropped off during normal work hours (6:00 AM - 5:00
PM), unless vendor closed due to inclement weather or other emergency.
34. Vendor must have a wheelchair van available for same-day hospital discharges during
normal work hours (6:00 AM - 5:00 PM).
The following must be included in the Proposal Packet to be
considered a responsive bid:
i. Signed Proposal Form
ii. Notarized Non-Collusion Affidavit
iii. Notarized E-verify Affidavit
iv. Minority Participation Affidavit
v. Certification Against Lobbying
vi. List of three references
vii. W-9 Form
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Non-Emergency Transportation Policy for Inclement Weather (4/25)
The purpose of this policy is to provide information, and guidance for NEMT
vendors regarding inclement weather and to prioritize the safety of Medicaid
recipients and transit employees.
Inclement weather may be due to snow/ice, hurricanes, tornadoes, flooding or
high winds which can create hazardous conditions. These conditions may lead
County Administration to suspend regular operations. If Moore County
Administration has shut down normal operations for Moore County Governmental
Offices and activities, then Moore County DSS NEMT vendors will also be shut
down for normal operations. When this information is communicated Moore
County DSS will contact the vendors directly to inform of the cancellation of
NEMT services. The vendors will be responsible to inform the NEMT recipients
in a timely manner that services have been cancelled. Vendors are not to direct
recipients to contact Emergency Management Services for transportation
services. Recipients can make alternative transportation arrangements or
reschedule appointments. Moore County DSS will inform NEMT providers when
normal operations have been restored.
Regarding dialysis clients when NEMT is shut down:
Once the vendor has contacted all dialysis clients, they will provide Moore
County Department of Social Services with a list of clients that are still in need of
transport to dialysis. This list will include all needed information concerning the
client. This list will be provided to Sydney DeWolf and Elizabeth Wilkie. Moore
County Department of Social Services will be in contact with Emergency
Management Services directly concerning any clients that are still in need of
transport to dialysis.
Emergency Management Services needs the following information on the
dialysis client:
* A valid telephone number
* The client's physical address where they are being picked up at
* The address of the medical appointment
* The appointment time
* Any health needs the client may have such as any medical equipment
used such as a manual wheelchair, electric wheelchair, walker, etc.
During normal business hours Moore County Transportation at the DSS can be
reached at (910)-947-7350 or (910) 947-2436.
If you have any questions during inclement weather and Moore County DSS is
closed then the transportation Supervisor, Sydney DeWolf, is to be contacted with
any questions or inquiries at (910) 947-7350. If you cannot reach Sydney, you
can contact the Income Administrator, Elizabeth Wilkie at (910)947-7350.
Assisting people in overcoming life's challenges and strengthening our community through high quality
social services.
www.moorecountync.gov
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PROPOSAL FORM
RFP #2026-10
The County of Moore requests your proposal to provide Transportation Services for the
County of Moore Department of Social Services. The County intent is to award a contract
to one or more secondary providers. Opening will be public.
Use of this form is only for submitting proposals. In submitting your proposal, keep in mind that
any alterations, changes in proposal format, etc. will make it difficult to evaluate. All items
should be in the units, quantities, units of measurements, etc. specified. Do not submit alternates
unless requested. The County of Moore shall reserve the right to reject any and/or all proposals.
COST PER MILE: ______________________________
Include price sheet for any additional fees/charges applicable
Vendor meets and accepts all requirements within the Specifications and
Special Provisions: YES or NO
I certify that the contents of this proposal are known to no one outside the undersigned, and to
the best of my knowledge all requirements have been complied with.
Date____________________
Authorized Signatory ____________________________________________________
Authorized Signatory E-mail: _______________________________________________
Receipt of the following addendum (if applicable) is acknowledged:
Addendum No. _________________ Date: ______________________
Addendum No. _________________ Date: ______________________
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NON-COLLUSION AFFIDAVIT
State of North Carolina
County of Moore
I _________________________________, being first duly sworn, deposes and says that:
He/She is the _____________________of ____________________________, the
proposer that has submitted the attached proposal;
He/She is fully informed respecting the preparation and contents of the attached proposal
and of all pertinent circumstances respecting such proposal;
Such proposal is genuine and is not a collusive or sham proposal;
Neither the said Proposer nor any of its officers, partners, owners, agents, representatives,
Employees or parties of interest, including this affiant, has in any way colluded,
conspired, connived or agreed, directly or indirectly, with any other Proposer, firm or
person to submit a collusive or sham proposal in connections with the contract for which
the attached proposal has been submitted or to refrain from bidding in connection with
such contract, or has in any manner, directly or indirectly, sought by agreement or
collusion or communication or conference with any other Proposer, firm or person to fix
the price or prices in the attached proposal or of any other Proposer or to fix overhead,
profit or cost element of the proposal price of any other Proposer or to secure through
collusion, conspiracy, connivance or unlawful agreement any advantage against the
County of Moore or any person interested in the proposed contract; and
The price or prices quoted in the attached proposal are fair, proper and are not tainted by
any collusion, conspiracy, connivance or unlawful agreement on the part of the Proposer
or any of its agents, representatives, owners, employees, or parties in interest, including
this affiant.
____________________________________
Signature and Title
State of North Carolina
County of __________________
Subscribed and sworn before me,
This _____day of ________________, 2026
___________________________________
Notary Public
My commission expires _______________
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