Medical Assistance Non-Emergency Transportation Program

Medical Assistance Non-Emergency Transportation Program
RFP Document
Solicitation #: WCHD-2026-02
STATE OF MARYLAND
WASHINGTON COUNTY HEALTH DEPARTMENT (WCHD)
REQUEST FOR PROPOSALS (RFP)
MEDICAL ASSISTANCE NON-EMERGENCY
TRANSPORTATION PROGRAM
RFP NUMBER WCHD 2026-02
ISSUE DATE: 04/13/2026
NOTICE
A Prospective Offeror that has received this document from a source other than eMarylandMarketplace
(eMMA) https://procurement.maryland.gov should register on eMMA. See Section 4.2.
MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO
RESPOND TO THIS SOLICITATION.
RFP for the Washington County Health Department Issue Date: April 13, 2026 Page 1 of 128

Medical Assistance Non-Emergency Transportation Program
RFP Document
Solicitation #: WCHD-2026-02
VENDOR FEEDBACK FORM
To help us improve the quality of State solicitations, and to make our procurement process more
responsive and business friendly, please provide comments and suggestions regarding this solicitation.
Please return your comments with your response. If you have chosen not to respond to this solicitation,
please email or fax this completed form to the attention of the Procurement Officer (see Key
Information Summary Sheet below for contact information).
Title: Medical Assistance Non-Emergency Transportation Program
Solicitation No: WCHD-2026-02
1. If you have chosen not to respond to this solicitation, please indicate the reason(s) below:
Other commitments preclude our participation at this time
The subject of the solicitation is not something we ordinarily provide
We are inexperienced in the work/commodities required
Specifications are unclear, too restrictive, etc. (Explain in REMARKS section)
The scope of work is beyond our present capacity
Doing business with the State is simply too complicated. (Explain in REMARKS section)
We cannot be competitive. (Explain in REMARKS section)
Time allotted for completion of the Proposal is insufficient
Start-up time is insufficient
Bonding/Insurance requirements are restrictive (Explain in REMARKS section)
Proposal requirements (other than specifications) are unreasonable or too risky (Explain in
REMARKS section)
MBE or VSBE requirements (Explain in REMARKS section)
Prior State of Maryland contract experience was unprofitable or otherwise unsatisfactory.
(Explain in REMARKS section)
Payment schedule too slow
Other: __________________________________________________________________
2. If you have submitted a response to this solicitation, but wish to offer suggestions or express
concerns, please use the REMARKS section below. (Attach additional pages as needed.)
REMARKS:
____________________________________________________________________________________
____________________________________________________________________________________
Vendor Name: ________________________________ Date: _______________________
Contact Person: _______________________________ Phone (____) _____ - _________________
Address: ______________________________________________________________________
E-mail Address: ________________________________________________________________
RFP for the Washington County Health Department Issue Date: April 13, 2026 Page 2 of 128

Medical Assistance Non-Emergency Transportation Program
RFP Document
Solicitation #: WCHD-2026-02
STATE OF MARYLAND
WASHINGTON COUNTY HEALTH DEPARTMENT (WCHD)
KEY INFORMATION SUMMARY SHEET
Request for Proposals Services - Medical Assistance Non-Emergency Transportation
Program
Solicitation Number: WCHD-2026-02
RFP Issue Date: 04/13/2026
RFP Issuing Office: Washington County Health Department (WCHD or the
"Department")
Procurement Officer: Michelle Hutchinson
1302 Pennsylvania Avenue
Hagerstown, MD 21742
e-mail: Michelle.Hutchinson@Maryland.gov
240-313-3216
Office Phone:
Proposals are to be sent to: wchd.procurement@maryland.gov or delivered in person by May 14,
2026, 4:00 PM Local Time (EST)
Pre-Proposal Conference: May 4, 2026, 10:00 AM Local Time (EST) Online via Google Meet
See Attachment A for instructions.
Questions Due Date and Time May 8, 2026, 10:00 AM Local Time (EST)
Proposal Due (Closing) Date May 14, 2026, 4:00 PM Local Time (EST)
and Time: Offerors are reminded that a completed Feedback Form is requested
if a no-bid decision is made (see page ii).
MBE Subcontracting Goal: 0%
VSBE Subcontracting Goal: 0%
Contract Type: Indefinite Quantity with Fixed Unit Prices
Contract Duration: July 1, 2026 - June 30, 2027, base period with two (2), one-year
option periods: Option (1) July 1, 2027 - June 30, 2028, and
Option (2) July 1, 2028 - June 30, 2029.
Primary Place of Washington County, Maryland
Performance:
SBR Designation: No
Federal Funding: Yes
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Medical Assistance Non-Emergency Transportation Program
RFP Document
Solicitation #: WCHD-2026-02
TABLE OF CONTENTS - RFP
1 Minimum Qualifications ...................................................................................................................... 7
1.1 Offeror Minimum Qualifications ................................................................................................. 7
2 Contractor Requirements: Scope of Work ........................................................................................ 8
2.1 Summary Statement ..................................................................................................................... 8
2.2 Background, Purpose and Goals .................................................................................................. 8
2.3 Responsibilities and Tasks......................................................................................................... 10
3 Contractor Requirements: General .................................................................................................. 20
3.1 Contract Initiation Requirements ............................................................................................... 20
3.2 End of Contract Transition ........................................................................................................ 20
3.3 Invoicing .................................................................................................................................... 22
3.4 Liquidated Damages .................................................................................................................. 23
3.5 Disaster Recovery and Data ...................................................................................................... 23
3.6 Insurance Requirements ............................................................................................................ 25
3.7 Security Requirements ............................................................................................................... 26
3.8 Problem Escalation Procedure ................................................................................................... 32
3.9 Experience and Personnel .......................................................................................................... 33
4 Procurement Instructions .................................................................................................................. 34
4.1 Pre-Proposal Conference ........................................................................................................... 34
4.2 eMaryland Marketplace Advantage (eMMA) ........................................................................... 34
4.3 Questions ................................................................................................................................... 34
4.4 Procurement Method ................................................................................................................. 35
4.5 Proposal Due (Closing) Date and Time ..................................................................................... 35
4.6 Multiple or Alternate Proposals ................................................................................................. 35
4.7 Economy of Preparation ............................................................................................................ 35
4.8 Public Information Act Notice .................................................................................................. 35
4.9 Award Basis ............................................................................................................................... 36
4.10 Oral Presentation ....................................................................................................................... 36
4.11 Duration of Proposal .................................................................................................................. 36
4.12 Revisions to the RFP ................................................................................................................. 36
4.13 Cancellations ............................................................................................................................. 36
4.14 Incurred Expenses ..................................................................................................................... 37
4.15 Protest/Disputes ......................................................................................................................... 37
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Medical Assistance Non-Emergency Transportation Program
RFP Document
Solicitation #: WCHD-2026-02
4.16 Offeror Responsibilities ............................................................................................................. 37
4.17 Acceptance of Terms and Conditions ........................................................................................ 38
4.18 Proposal Affidavit ..................................................................................................................... 38
4.19 Contract Affidavit ...................................................................................................................... 38
4.20 Compliance with Laws/Arrearages ........................................................................................... 38
4.21 Verification of Registration and Tax Payment .......................................................................... 38
4.22 False Statements ........................................................................................................................ 38
4.23 Prompt Payment Policy ............................................................................................................. 39
4.24 Electronic Procurements Authorized ......................................................................................... 39
4.25 MBE Participation Goal ............................................................................................................ 40
4.26 VSBE Goal ................................................................................................................................ 40
4.27 Living Wage Requirements ....................................................................................................... 40
4.28 Federal Funding Acknowledgement .......................................................................................... 42
4.29 Conflict of Interest Affidavit and Disclosure ............................................................................ 42
4.30 Non-Disclosure Agreement ....................................................................................................... 42
4.31 HIPAA - Business Associate Agreement .................................................................................. 42
4.32 Bonds ......................................................................................................................................... 43
4.33 Maryland Healthy Working Families Act Requirements .......................................................... 44
5 Proposal Format ................................................................................................................................. 46
5.1 Two Part Submission ................................................................................................................. 46
5.2 Proposal Delivery and Packaging .............................................................................................. 46
5.3 Volume I - Technical Proposal .................................................................................................. 47
5.4 Volume II - Financial Proposal ................................................................................................. 53
6 Evaluation and Selection Process ...................................................................................................... 54
6.1 Evaluation Committee ............................................................................................................... 54
6.2 Technical Proposal Evaluation Criteria ..................................................................................... 54
6.3 Financial Proposal Evaluation Criteria ...................................................................................... 54
6.4 Reciprocal Preference ................................................................................................................ 54
6.5 Selection Procedures.................................................................................................................. 55
6.6 Documents Required upon Notice of Recommendation for Contract Award ........................... 56
7 RFP ATTACHMENTS AND APPENDICES .................................................................................. 57
Attachment A. Pre-Proposal Conference Response Form ................................................................ 59
Attachment B. Financial Proposal Instructions & Form .................................................................. 60
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Medical Assistance Non-Emergency Transportation Program
RFP Document
Solicitation #: WCHD-2026-02
Attachment C. Bid/Proposal Affidavit ................................................................................................ 62
Attachment D. Maryland Living Wage Affidavit of Agreement for Service Contracts ................ 69
Attachment E. Federal Funds Attachments ...................................................................................... 73
Attachment F. Conflict of Interest Affidavit and Disclosure ........................................................... 80
Attachment G. HIPAA Business Associate Agreement ..................................................................... 81
Attachment H. Sample Contract ........................................................................................................ 89
Attachment I. Contract Affidavit .................................................................................................... 105
Attachment J. Maryland Excluded Parties Verification Attestation ............................................ 108
Attachment K. Provider Ownership and Disclosure Form ........................................................... 109
Attachment L. NEMT BID SHEET FOR FINANCIAL PROPOSAL .......................................... 113
Attachment M. NEMT ESTIMATED COST OF CONTRACT WORKSHEET ........................ 117
APPENDIX 1. ABBREVIATIONS AND DEFINITIONS .............................................................. 118
APPENDIX 2. BID/OFFER INFORMATION SHEET ................................................................. 122
APPENDIX 3. BID/PROPOSAL BOND .......................................................................................... 123
APPENDIX 4. PERFORMANCE BOND ........................................................................................ 125
Appendix 5. - Fiscal Year 2020 Complete Guide - Maryland Medical Assistance Guide to
Administration of the Transportation Program ............................................................................ 128
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Medical Assistance Non-Emergency Transportation Program
RFP Document
Solicitation #: WCHD-2026-02
1 Minimum Qualifications
1.1 Offeror Minimum Qualifications
As part of the determination to be considered reasonably susceptible of being selected for award,
the Offeror must document in its Proposal that the following Minimum Qualifications have been
met:
1.1.1 The Offeror shall have, within the last eight (8) years, at least six (6) years' experience
providing transportation services including ambulatory, wheelchair and ambulance
transportation services.
Required Documentation: As proof of meeting this requirement, the Offeror shall provide
with its Proposal a certification that they meet the experience criteria and a narrative
detailing their experience in this area.
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Medical Assistance Non-Emergency Transportation Program
RFP Document
Solicitation #: WCHD-2026-02
2 Contractor Requirements: Scope of Work
2.1 Summary Statement
2.1.1 The Washington County Health Department (WCHD or the "Department") is issuing this
Request for Proposals (RFP) in order to award a contract to a selected Offeror for the
purpose of providing transportation to and from medical appointments for eligible
medical assistance recipients in Washington County, Maryland.
2.1.2 It is the State's intention to obtain goods and services, as specified in this RFP, from a
Contract between the selected Offeror and the State.
2.1.3 The Department intends to make a single award as a result of this RFP. See RFP Section
4.9 Award Basis for more Contract award information.
2.1.4 An Offeror, either directly or through its subcontractor(s), must be able to provide all
goods and services and meet all of the requirements requested in this solicitation and the
successful Offeror (the Contractor) remain responsible for Contract performance
regardless of subcontractor participation in the work.
2.2 Background, Purpose and Goals
The Washington County Health Department (WCHD) administers the Medical Assistance (MA)
Transportation grant program for Washington County, which is funded by the State of Maryland's
Medicaid program and coordinates transportation services for MA recipients who reside in
Washington County, meet the eligibility requirements for the program, and need transportation to
access medically necessary services. Eligible recipients must have no other means of
transportation and medical appointments must be a covered service pursuant to Transportation
Grant, COMAR 10.09.19. The Washington County Medical Assistance Transportation Program
provides an average of 18,262 transport per year to approximately 1300 eligible Medicaid
participants.
The following chart reflects the number of unduplicated participants and transports performed per
mode in fiscal year 2023, 2024, and for an annualized 2025.
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Medical Assistance Non-Emergency Transportation Program
RFP Document
Solicitation #: WCHD-2026-02
Number of Unduplicated Number of Completed Mileage
Participants Using Service Trips
FY FY FY FY FY FY FY FY FY
2023 2024 2025 2023 2024 2025 2023 2024 2025
Ambulance-BLS 478 457 481 2,027 1,905 2,241 24,050.4 21,733.8 25,086.9
Ambulance-ALS 89 98 104 102 120 149 6,419.7 6,802.6 7,710.8
Ambulance -
n/a n/a n/a n/a n/a n/a n/a n/a n/a
Specialty Care
Total Ambulance 567 555 585 2,129 2,025 2,390 30,470.1 28,536.4 32,797.7
Wheelchair Van 220 155 214 4,827 3,806 3,820 32,132.3 25,133.5 23,981.1
Ambulatory
248 496 861 12,606 11,407 11,778 164,047.2 146,341 127,058.8
Service
TOTAL FOR ALL
1,035 1,206 1,660 19,562 17,238 17,988 226,649.6 200,010.9 183,837.6
MODES
* NOTE: Totals for unduplicated participants may not be a straight count as individuals may use
multiple forms of transportation.
The WCHD seeks a qualified transportation company (the "Contractor"), to provide non-emergency
ambulatory, wheelchair and ambulance transportation services to and/or from medically necessary
Medicaid covered services to eligible Medicaid recipients who reside in Washington County or who
are located at a hospital, nursing home or other medical facility within Washington County, as
described in this RFP. Subcontracting for specific portions of this RFP is permissible provided all
specifications herein provided are met and the Contractor agrees that they will be directly responsible
for ensuring any subcontractors meet these requirements.
2.2.1 Project Goals
A. Ensure that eligible medical assistance recipients residing in Maryland and meeting
the federal eligibility requirements for this program are able to receive transportation
to and from their eligible medical appointments.
2.2.2 State Staff and Roles
In addition to the Procurement Officer and Contract Monitor, the State will be the
primary contact for individuals requesting transportation services under this contract.
A. WCHD Transportation Program Staff
1.) The State will provide a program staff at the WCHD who will be responsible for
taking calls from medical assistance recipients requesting transportation services
under this program during normal business hours.
a) WCHD staff will screen applicants for eligibility based on eligibility
requirements set by the federal government.
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Medical Assistance Non-Emergency Transportation Program
RFP Document
Solicitation #: WCHD-2026-02
b) WCHD staff will submit requests to the selected Offeror for transportation
of eligible clients to and from their medical appointments.
2.2.3 Other State Responsibilities
A. The State is responsible for providing required information, data, and documentation
to the selected Offeror to schedule necessary transport and will provide such
additional assistance and services as is specifically set forth.
2.3 Responsibilities and Tasks
Overall Service and Quality Requirements:
2.3.1 All aspects of this service must conform to the Maryland Department of Health's (MDH)
regulation for Transportation Grants, COMAR 10.09.19. Contractors or sub-contractors
providing ambulance services for dually covered (Medicare/Medicaid) recipients must
meet regulations as described in COMAR 10.09.13, Ambulance Services and COMAR
10.09.36, General Medicaid Provider Participation Criteria. The COMAR regulations
listed above may be viewed at http://www.dsd.state.md.us/COMAR/ComarHome.html.
2.3.2 The Contractor must have the ability to provide the following transportation services to
eligible Medicaid participants:
A. Ambulatory
B. Wheelchair
C. Bariatric wheelchair
D. Basic life support ambulance
E. Advanced life support ambulance
F. Specialty care ambulance
G. Bariatric ambulance
2.3.3 The Contractor shall guarantee that medical non-emergency ambulatory, wheelchair, and
ambulance transportation services are provided to eligible recipients who have no other
means of available transportation, or for whom available transportation resources are
inadequate or inappropriate to meet the recipient's needs.
2.3.4 The Contractor shall provide curb-to-curb or door-to-door service as medically necessary
for ambulatory and wheelchair transports.
2.3.5 The Contractor shall provide door through door service for ambulance transports.
2.3.6 The Contractor shall not transport other individuals while transporting MA participants,
except for an attendant accompanying a minor or when an attendant is medically
necessary.
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