Non-Emergency Medical Transportation Services for Collins Nursing Home

REQUEST FOR PROPOSALS
RFP Number: RFP-3200001530
To Provide: Non-Emergency
Medical Transportation for
Residents of MS Veterans Home
3261 HWY 49,
Collins, MS 39428
Issue Date: August 26, 2026
CLOSING LOCATION
Mississippi Veterans Affairs
120 North State Street
Jackson, Mississippi 39201
PROPOSAL COORDINATOR
Eddie Williams, Chief Procurement Officer
Telephone: (601) 576-4862
E-Mail: contractpurchasing1@msva.ms.gov
CLOSING DATE AND TIME
Proposals must be received by 3:00 p.m. October 5, 2026

SECTION 1
1.1 Proposal Acceptance Period
The original and 7 copies of the proposal, 8 copies total in three-ring loose-leaf binder
shall be signed and submitted in a sealed envelope or package to MSVA, Attention:
Edward Williams, Chief Procurement Officer, 120 North State Street, Jackson, MS
39201 no later than the time and date specified for receipt of proposals. Timely
submission is the responsibility of the respondent. Proposals received after the
specified time shall be rejected. The envelope or package shall be marked with the
proposal opening date and time, and the number of the request for proposals. The time
and date of receipt shall be indicated on the envelope or package by Purchasing
Department. The front page, reference page and signature pages may have the
Respondent's name. Modifications or additions to any portion of the procurement
document may be cause for rejection of the proposal. The MSVA reserves the right to
decide, on a case-by-case basis, whether to reject a proposal with modifications or
additions as non-responsive. As a precondition to proposal acceptance, the MSVA may
request the respondent to withdraw or modify those portions of the proposal deemed
non-responsive that do not affect quality, quantity, price, or delivery of the service.
1.1.1 Electronic Submission
Electronic Submission Proposals may be submitted electronically through the State DFA
portal. Please refer to the link at https://www.dfa.ms.gov/vendors to Register as a Vendor.
For online learning instructions on submitting your Proposal electronically, select
"Training/Documentation" from the link listed above. Select the Supplier Self-Service
Course link and then click "Launch Course". If assistance is required, contact MASH help
desk at 601-359-1343 at least 72 hours in advance of the due date for submission.
1.1.2 Timeline
August 26, 2026
Request for Proposals Issue Date:
August 26, 2026
First Publication:
September 2, 2026
Second Publication:
September 11,
Deadline for Submission of
2026, at 12:00
Questions:
p.m. CST
September 23, 2026
Anticipated Posting of Answers to
Questions:
October 5, 2026,
Proposal Packet Submission
Deadline: at 3:00 p.m. CST
Intent to Award: October 16, 2026
October 19, 2026
Anticipated Award Notification:

1.1.3 Rejection of Proposals
Proposals which do not conform to the requirements set forth in this Request for Proposals
may be rejected by MSVA. Proposals may be rejected for reasons which include, but are not
limited to, the following:
1) The proposal contains unauthorized amendments to the requirements of the
Request for Proposals.
2) The proposal is conditional.
3) The proposal is incomplete or contains irregularities which make the
proposal indefinite or ambiguous.
4) The proposal is received late. Late proposals will be maintained unopen in
the procurement file.
5) The proposal is not signed by an authorized representative of the party.
6) The proposal contains false or misleading statements or references.
7) The proposal does not offer to provide all services required by the Request
for Proposal.
1.2 Expenses Incurred in Preparing Offers
All parties participating in the procurement process with regard to this solicitation shall
bear their own costs of participation, pursuant to Section 1.4.4 of the Public Procurement
Review Board Office of Personal Service Contract Review Rules and Regulations.
1.3 Proprietary Information
The respondent should mark any and all pages of the proposal considered to be proprietary
information which may remain confidential in accordance with Mississippi Code
Annotated 25-61-9 and 79-23-1 (1972, as amended). Any pages not marked accordingly
will be subject to review by the general public after award of the contract. Requests to
review the proprietary information will be handled in accordance with applicable legal
procedures.
1.4 Registration with Mississippi Secretary of State
By submitting a proposal, the respondent certifies that it is registered to do business in the
State of Mississippi as prescribed by the Mississippi Secretary of State or, if not already
registered, that it will do so within seven (7) business days of being offered an award.
1.5 Debarment
By submitting a proposal, the respondent certifies that it is not currently debarred from
submitting proposals for contracts issued by any political subdivision or agency of the State
of Mississippi or Federal government and that it is not an agent of a person or entity that is
currently debarred from submitting proposals for contracts issued by any political
subdivision or agency of the State of Mississippi.
1.6 Competitive Proposals
Discussions may be conducted with respondents who submit proposals determined to
be reasonably susceptible of being selected for award, but proposals or qualifications
may also be accepted without those discussions. For these reasons, all parties are
advised to propose their most favorable terms initially.

1.7 Offeror's Representation Regarding Contingent Fees
By responding to the solicitation, the offeror represents that it has not retained any person or
agency on a percentage, commission, or other contingent arrangement to secure this contract.
If the offeror cannot make such a representation, a full and complete explanation shall be
submitted in writing with the offeror's response, to MSVA prior to contract execution.
1.8 Additional Information
Questions about the contract portions of the procurement document must be submitted
in writing to Edward Williams, Chief Procurement Officer, 120 North State Street,
Jackson, MS 39201, contractpurchasing1@msva.ms.gov. Respondents are cautioned
that any statements made by contact persons that cause a material change to any portion
of the procurement document shall not be relied upon unless subsequently ratified by a
formal written amendment to the procurement document. Close of questions is at 12:00
p.m. CST on September 11, 2026. Anticipated posting of answers will be September
23, 2026, on the Mississippi Contract/Procurement Opportunity Search Portal and the
MSVA website: www.msva.ms.gov/procurement-notices.
1.9 Type of Contract
Compensation for services will be in the form of a firm fixed price agreement.
1.10 Written Proposals
All proposals shall be in writing.
SECTION 2
2.1 Purpose
The Mississippi Veterans Affairs (MSVA) is seeking to establish a contract for
transportation services at State Veterans Home Collins, located at 3261 Hwy 49 S
Collins, MS 39428. These services are needed to provide 24 hour/7 days a week non-
emergency medical transportation for residents of the Collins VA nursing Home. This
Home is a 150-bed skilled care nursing facility. The requested contract support is to
augment VA nursing home transportation by state employees. It is understood that any
contract resulting from RFP-3200001530 requires approval by the Mississippi
Veterans Affairs Board and Public Procurement Review Board. If any contract
resulting from RFP is not approved by the Mississippi Veterans Affairs Board and
PPRB, it is void and no payment shall be made.
2.2 Scope of Services, Specifications and Requirements
The following services will be provided by the Offeror and its staff:
A.
The vendor will adhere to all regulations and standards that govern MSVA:
(1) U.S. Department of Veterans Affairs;

(2) Mississippi Department of Health, Division of Licensure and
Certification;
(3) Nursing Home Regulations;
(4) Rules, Regulations, and Minimum Standards for Institutions
for the Aged or Infirm;
(5) MSVA Policies and Procedures;
(6) Selected Contractor shall provide non-emergency medical transportation
services for both ambulatory and wheelchair bound residents to and from
medical appointments, hospitals, and the Home.
(7) Transportation services shall be available 24 hours per day, seven days a
week,
including weekdays, weekdays, and holidays.
Provide safe, reliable, timely, and professional transportation services for
(8) residents who do not require emergency medical transportation. Provide
adequate number of properly licensed and insured vehicles, including
wheelchair accessible vans and/or buses, and shall furnish all equipment
necessary to safely transport residents with varying mobility needs.
(9) Provide transportation personnel shall be appropriately trained and qualified
to assist residents during transport and shall comply with all applicable
federal, state, and local laws, regulations, and safety requirements governing
non-emergency medical transportation services.
B. Proposal Rates should be submitted in the format below: See Attachment D
1. Level of Service/Distance/Rate.
2. After Hours/Holiday Rates (Monday - Saturday 5:01 PM - 6:59 AM)
(Sunday, Holiday)
3. Other Services: Bariatric, COVID/Contact Precautions
4. Safe Car (Psych)
5. Escort
6. Unloaded mileage (Pick up outside of service area)
7. Holidays New Year's Day, Memorial Day, Independence Day, Labor Day,

Thanksgiving Day, Christmas Day
8. Fuel Surcharge, if any.
3. Personnel
B. The vendor will pay all employees employed by the vendor.
C. Personnel policies will be those of the vendor. Vendor will present these policies
to MSVA if requested.
D. Consultation with vendor's supervisory and technical staff may be requested
and utilized by MSVA administration for proper functioning of the
transporting.
E. The vendor must have access to qualified replacement personnel to ensure
continuity of services.
F. Should labor problems arise to the extent that legal advice and assistance are
necessary, such expense will be borne by the vendor.
G. Vendor agrees not to hire any MSVA employees without the express written
approval of MSVA Executive Director.
H. Vendor will be responsible for the cost of background checks, currently $50.00,
for each employee. Each employee must submit fingerprints for submission to
the Department of Health. A copy of this report must be submitted to MSVA.
I. Vendor will be responsible for the cost of Tuberculosis Skin Test (TB),
currently $10.00, for each employee. Results of Tuberculosis Skin Test should
be submitted to Home Administrator prior to the contractor working in any
facility.
4. Billing
A. Vendor will electronically submit monthly bill/invoice to MSVA-Collins within
three (3) days after the end of each month to collinsinvoices@msva.ms.gov .
B. Vendor will submit final bills for the MSVA fiscal year (July 1 through June
30) by July 15 each year. Failure to submit any unpaid invoices from
previous fiscal year before the deadline could result in the invoice not being
paid.
C. Each bill will show a breakdown of charges and an overall summary.

5. Financial Records/Monthly Report
a. Vendor will utilize generally accepted accounting principles and practices in
the maintenance of financial records.
b. Vendor will permit MSVA or other regulatory agencies to:
i. Audit its accounts relating to this contract.
ii. Verify all reports, records and data.
iii. Obtain other desired information by direct reference to
ledgers, correspondence, memoranda and any other records
pertinent to Transportation.
2.3 Term
The term of the contract shall be for a period of two (2) years, starting November 1,
2026, through October 31, 2028. Upon written agreement of both parties, the contract may
be renewed by the MSVA for a period of one (1) one-year period under the same prices,
terms, and conditions. The total number of renewal years permitted shall not exceed one
(1).
2.4 Requirements for Proposal
a. A unit price shall be given for each service, and that unit price shall be the same
throughout the contract.
b. A multi-term contract will be canceled if funds are not appropriated or otherwise
made available to support the continuation of performance in any fiscal period
succeeding the first; however, this does not affect either the State's right or the
vendor's rights under any termination clause in the contract.
SECTION 3
3.1 Insurance
The successful vendor shall maintain at least the minimum level of workers'
compensation insurance, comprehensive general liability or professional liability
insurance, with minimum limits of $1,000,000.00 per occurrence and fidelity bond
insurance with minimum limits of $100,000.00. All workers' compensation,
comprehensive general liability, professional liability, and fidelity bond insurance will
provide coverage to the MSVA as an additional insured. The MSVA reserves the right
to request from carriers, certificates of insurance regarding the required coverage.
Insurance carriers must be licensed or hold a Certificate of Authority from the
Mississippi Department of Insurance. The vendor shall be prepared to provide evidence
of required insurance upon request by the MSVA at any point during the contract
period and should consult with legal counsel regarding its obligations.

SECTION 4
4.1 Written Proposals Shall Contain the Following Minimum Information
1) The name of the respondent, the location of the respondent's principal place
of business and, if different, the place of performance of the proposed
contract;
2) The age of the respondent's business and average number of employees over
a previous period of time, as specified in the Request for Proposal;
3) A listing of other contracts under which services similar in scope, size,
or discipline to the required services were performed or undertaken
within a previous period of time, as specified in the Request for
Proposal; and,
4.2 Evaluation Procedure
4.2.1 Step One:
Proposals will be reviewed to ensure compliance with the minimum
specifications. Proposals that do not comply with the minimum specifications
will be rejected immediately, receiving no further consideration.
4.2.1.1 Responsive Respondent
Respondent must submit a proposal which conforms in all material
respects to this Request for Proposals, RFP-3200001530, as determined
by MSVA.
4.2.1.2 Responsible Respondent
Respondent must have capability in all respects to perform fully the contract
requirements and the integrity and reliability which will assure good faith
performance, as determined by MSVA.
4.2.2 Step Two:
Proposals that satisfactorily complete Step One will be reviewed and analyzed
to determine if the proposal adequately meets the needs of MSVA. Factors to
be considered are as follows:
Evaluation Factors:
1. Cost Factor - 50%
a. Contractor expects vendor to provide a budget in its Request for Proposal with
detailed cost components. Price will be scored objectively, and the evaluation will
be based on each proposal's total cost
2. Technical Factors - 20%
a. Expert's plan for performing the required services to include graphs and or
outlines as necessary. Meeting the standards of requirements under the proposed

RFP 3200001530 and addressing all items, ensuring the responses are clear and
meet minimum requirements requested.
3. Corporate Experience or Past Performances - 5%
a. The experience factor focuses on the degree to which an offeror has actually
performed similar work. The past performance factor focuses on the quality of the
work previously performed.
4. Long Term Care Experience - 20%
a. A diverse array of services provided over a sustained period of time to people of
all ages with chronic conditions and functional limitations with similar bed
capacity.
5. In House Training and Sustainability Factors - 5%
a. Training courses to equip employees with the skills and knowledge to identify
and implement efficiency measures across various aspects of their work and
ongoing training to maintain proficient in their skills.
4.2.3 Step Three:
MSVA will contact the respondent with the proposal which best meets MSVA
needs based on factors evaluated in Step Two) and attempt to negotiate an
agreement that is deemed acceptable to both parties.
4.3 The Following Response Format Shall Be Used for All Submitted Proposals:
1) Management Summary: Provide a cover letter indicating the
underlying philosophy of the firm in providing the service.
2) Proposal: Describe in detail how the service will be provided. Include a description
of major tasks and subtasks.
3) Corporate experience and capacity: Describe the experience of the firm in
providing the service, give number of years that the service has been delivered,
and provide a statement on the extent of any corporate expansion required to
handle the service.
4) Personnel: Attach resumes of all those who serve in leadership positions that
includes their experience in this area of service delivery. Indicate the level of
involvement by principals of the firm in the day-to-day operation of the contract.
5) References: Give at least three (3) references for contracts of similar size and
scope, including at least two (2) references for current contracts or those
awarded during the past three (3) years. Include the name of the organization,
the length of the contract, a brief summary of the work, and the name and
telephone number of a responsible contact person. References may be contacted
by the Evaluation team. References will be used in Management Factors.
6) Acceptance of conditions: Indicate any exceptions to the general terms and
conditions of the proposal document and to insurance, bonding, and any other
requirements listed.
7) Additional data: Provide any additional information that will aid in evaluation

of the response.
8) Cost data: Estimate the annual cost of the service. Cost data submitted at this
stage is binding. Include the number of personnel proposed to be assigned to
the contract and the total estimated cost of the labor portion of the contract
(include a sample staffing chart). Identify all non-labor costs and their estimated
totals.
9) The Proposal must be in a three-ring loose leaf binder.
4.4 Nonconforming Terms and Conditions
A proposal response that includes terms and conditions that do not conform to the terms
and conditions in the proposal document is subject to rejection as non-responsive. The
MSVA reserves the right to permit the respondent to withdraw nonconforming terms
and conditions from its proposal response prior to a determination by the MSVA of
non- responsiveness based on the submission of nonconforming terms and conditions.
4.5 Conditioning Proposal Upon Other Awards
Any proposal which is conditioned upon receiving award of both the particular contract
being solicited and another Mississippi contract shall be deemed non-responsive and
not acceptable.
4.6 Award
Award shall be made to the responsible respondent whose proposal is determined in
writing, to be the most advantageous to the State taking into consideration the evaluation
factors set forth in the Request for Proposals. No other factors or criteria shall be used
in the evaluation.
4.6.1 Notification
All participating vendors will be notified of the MSVA's intent to award a
contract.
4.7 Acknowledgment of Amendments
Bidders shall acknowledge receipt of any amendment to the solicitation by signing and
returning the amendment with the bid, by identifying the amendment number and date
in the space provided for this purpose on the bid form, or by letter. The acknowledgment
must be received by the MSVA by the time and at the place specified for receipt of
bids.