Medical Assistance Transportation Program (#HS-000022 AFS)

HS-000022 AFS
Request for Proposal
MEDICAL ASSISTANCE
TRANSPORTATION PROGRAM
Delaware County
Department of Human Services
and Community Support

INTRODUCTION
Delaware County Human Services currently operates the Medical Assistance Transportation Program as a
hybrid model in conjunction with a transportation provider.
OBJECTIVE
Delaware County Human Services issued this Request for Proposal to procure the transportation services
for the Medical Assistance Transportation Program within the County. The provider will be responsible
for coordination of the non-emergency medical transportation for eligible Medical Assistance consumers
and to be in compliance with:
* The Medical Assistance Transportation Program Instructions and policies and procedures
(http://matp.pa.gov/PDF/MATP_Handbook.pdf)
* Title 55, Pennsylvania Code, Part IV, Chapter 2070/0552070
(http://www.pacodeandbulletin.gov.secure/pacode/data/o55/chapter2070-0552070.pdf)
* The Agreement between the Medical Assistance Transportation Program Grantee and the
Department of Human Services.
* The American with Disabilities Act (42 U.S.C. Section 12101 et seq)
* All audit requirements as established by the Uniform Guidance, (2 C.F.R., Section 200),
Pennsylvania Department of Human Services, and the County of Delaware.
* All federal and state laws and regulations related to the use and disclosure of information,
including that which constitutes Protected Health Information.
.
PROPOSAL TIMELINES
Action Date
RFP Released March 12, 2026
Applicant Questions Due: March 26, 2026 by 9:00 AM
Through PennBid (see below)
Responses will be posted by close of business
03/27/2026
RFP Responses Due April 10, 2026 by 9:00 AM
Proposal Review Dates (anticipated) April 15, 2026 - April 29, 2026
Applicant Notification (anticipated) To occur after Council's approval
SUBMISSION INSTRUCTIONS
Delaware County will receive responses to this RFP via electronic submission using PennBid
https://pennbid.bonfirehub.com until 9:00 AM on April 10, 2026, following which the responses will be
opened with results displayed publicly on PennBid. Documents are available at no cost on PennBid.
Submissions are being accepted through PennBid only. See
https://delcopa.gov/purchasing/invitbid.html for more information on PennBid.
A. Applicants must respond to all components of this Request for Proposal.
B. Proposals must be uploaded onto PennBid before the submission deadline.
C. Proposal submissions must include two (2) uploads:

a. One (1) ORIGINAL professional on formal letterhead; and
b. One (1) COPY where ALL provider information must be redacted from, this copy must
not contain any provider identifiers, those that do will not be considered.
D. Both uploads of your submission must include the following separate documents:
a. Technical Proposal
b. Cost Proposal
c. Transmittal Letter signed by an official who has the legal authority to bind the
company to the terms of the proposal.
It is the responsibility of the applicant to ensure that its response is received by the date and time
specified. All costs (including travel) incurred in the preparation of the response will be the
responsibility of the applicant and will not be reimbursed by the County or any other entity.
The County reserves the right to disqualify any proposal received after the specified date/time and
not completed in the indicated format and inclusive of required information.
The County reserves the right to conduct Best and Final negotiation in its sole discretion.
ADDITIONAL INFORMATION FROM APPLICANTS
A. Inquiries
Any questions pertaining to this Request for Proposal must be submitted via the "Clarifications"
feature within PennBid by the time and date specified in the Proposal Timeline. Telephone
inquiries will not be entertained. Applicants shall refrain from contacting or soliciting any staff
member or official of the County regarding this Request for Proposal until the time of award by
County Council. Failure to comply may result in the disqualification of the firm.
B. Contract
The successful applicant will be expected to enter into an agreement with Delaware County,
subject to the availability of local, state, and federal funds and County Council's approval.
Standard Terms which are anticipated to be in such contract are attached hereto as Exhibit A.
Applicants should indicate in their responses any requested changes to such standard terms.
Additionally, the successful applicant must comply with the following Department of Human
Services standard appendices, attached to this addendum:
A. Appendix F - Insurance
B. Appendix U - Audit Requirements
C. Appendix AA - Invoice Submission Requirements
D. Appendix CC - HIPAA Business Associate Agreement
E. Appendix DD - Federal Awards
F. Appendix EE - Child Protective Services Law
G. Appendix FF - Medical Marijuana Prohibition
H. Appendix II - Political Contribution
The County may terminate any contract on five (5) business days' written notice if County Council
determines that entering into the contract resulted in a violation of Section 6-12.D. of the
County's Administrative Code and imposes termination of said contract as a penalty for such
violation. County Council may also require repayment to the County of any profit made by a
Contractor under such contract as a penalty for such violation. Contractor agrees to send County

a written affidavit in reasonable detail calculating such profit within fifteen (15) days of written
notice if the imposition of such penalty together with repayment of such profit.
C. Rejection of Proposals
Delaware County Council reserves the right to reject any and all bids or parts thereof and to
determine whether the quality and type of service to be furnished meets the requirements for
which it is intended. It further reserves the right to insist or waive any technicalities required for
the best interest of the County and to consider competency and responsibility of the bidder
before the award of the contract. Also, the County may negotiate separately with competing
applicants in an effort to get a Best and Final Offer. If all proposals are unacceptable, the County
reserves the right to reject the proposals and to issue a new Request for Proposal, if indicated, or
to determine to contract outside of a request for proposal process.
D. Amendments to Request for Proposal
The County may modify this RFP by the issuance of an addendum. Any addendum will be issued
through PennBid. No oral statements, explanations, or commitments will be of any effect unless
incorporated into a written addendum.
E. Other Provisions
All responses received to this RFP become the property of the County. Responses may identify
proprietary or confidential information for purposes of meeting an exception to the Pennsylvania
Right-To-Know Law; however, the County is not bound by the identification of such information
as proprietary or confidential and will provide copies of materials provided hereunder in response
to a right-to-know request as required by Pennsylvania law.
This RFP is not subject to the competitive bidding process, and any contract entered into as a
result of any response submitted will not be based on the concept of the 'lowest responsible
bidder".
INFORMATION REQUIRED FROM APPLICANTS
Failure to adhere to requirements for each section of the proposal may result in disqualification.
A. Technical Proposal
The Technical Proposal should address all questions and requirements as outlined in this Request
for Proposal.
B. Cost Proposal
The Cost Proposal should include all costs required to implement the submitted proposal and
must be submitted in the required format.
C. Transmittal Letter
The Transmittal Letter must be on the applicant's letterhead and signed by an individual with the
legal authority to bind the applicant. The letter must identify the primary program and fiscal
contact for the applicant and state the applicant accepts the terms, conditions, criteria, and
requirements set forth in the RFP.
D. Campaign Contribution Disclosure
Each applicant shall provide a Political Contribution Disclosure Form (attached hereto, along with
instructions, as Attachment B) together with its response, and, if selected, an updated form prior
to consideration of approval of its contract by County Council.

E. Contract Terms
Indicate any requested changes to the standard terms attached hereto as Appendix A.
TECHNICAL PROPOSAL
A. Regulatory Compliance
The applicant is to detail how they will comply with all relevant regulations and laws as
related to providing non-emergency medical transportation services for the Medical
Assistance population. This section should effectively address compliance with:
a. The Medical Assistance Transportation Program Instructions and Requirements,
policies and procedures
b. Title 55, Pennsylvania Code, Part IV, Chapter 2070
c. The Agreement between the MATP Grantee and the Department of Human
Services
d. The American with Disabilities Act (42 U.S.C. Section 12101 et seq)
e. All audit requirements as established by the Uniform Guidance, (2 C.F.R., Section
200),
Pennsylvania Department of Human Services, and the County of Delaware
f. All federal and state laws and regulations related to the use and disclosure of
information, including that which constitutes Protected Health Information.
g. Emergency Preparedness and Disaster Recovery
B. Statement of the Problem
The applicant is to state their understanding of the services to be provided to demonstrate
an understanding of the scope of services and how the applicant will effectively manage
the provision of said services.
C. Management Summary
The applicant is to include a summary of the services provided and highlight the contents
of the Technical Summary.
D. Prior Experience
The applicant is to indicate prior experience with transportation services or other similar
experience.
E. References
The applicant must provide three (3) references to serve as corporate references and
include the following: name of the customer, type of contract, type of services provided,
and time period service was provided.
F. Personnel
The applicant is to include the number and type of personnel who will be engaged in the
project as well as time devoted to the project. Key personnel (Program Manager,
Transportation Manager, Special Needs Coordinator, Operations Manager, and Customer
Support Manager) are to be identified and resume or similar documentation provided. Any
subcontractors the applicant plans to utilize are to be identified and responsibilities
detailed.
G. Training
The applicant is to describe any training to be provided to agency personnel.
H. Financial Capability
The applicant is to describe their financial stability and include financial statements for the

past three fiscal years.
I. Work Plan
The applicant is to report in detail, how the requirements of the program will be met, to
include the following:
a. Readiness Review
The applicant is to describe the plan to meet the requirements of the program and
timetable for implementation.
b. Inform and Educate MA Consumers
The applicant is to indicate how they will provide information on the availability of
services, eligibility for services, the service authorization process, and how to
properly access services.
c. Consumer Handbook
The applicant is to provide a sample of a brochure created for a similar project that
includes all required information.
d. Written Materials
e. Limited English Proficiency
The applicant is to describe how they will meet the Limited English Proficiency
requirements as required by 42 C.F.R. Section 438.10.
f. Alternate Formats and Auxiliary Aids
The applicant is to describe how they will meet the Alternate Formats and Auxiliary
Aids requirements as required by 42 C.F.R. Section 438.10.
g. Operate a Customer Services Center
h. Telecommunication Capabilities
i. Systems Requirements
The applicant is to describe the data infrastructure they will utilize to manage the
transportation and maintain all required client and trip information.
j. Recruit and Maintain an Adequate Transportation Network
The applicant will indicate how they will meet the needs of the County's eligible
residents.
k. Paratransit Network
l. Transportation Network Standards
The applicant is to summarize how they will meet satisfy transportation standards
including, driver clearances, vehicle standards, vehicle inspections, training,
monitoring, and timely payment.
m. Authorize Transportation Service
The applicant is to describe the process that will be utilized to verify eligibility,
determine transportation need, and determine mode of transport.
n. Authorize and Schedule Transportation
The applicant is to indicate the procedure for approving and scheduling
transportation.
o. Covered and Non-Covered Services
p. Coverage Area
q. Modes of Transportation
r. Pick-up and Drop-off Standards
The applicant is to detail the trip standards, including verification of trips.
s. Escorts and Attendant Services

t. Special Needs Coordination and Outreach
u. Consumer No-Shows
The applicant will describe their plan to reduce no-shows.
v. Satisfaction Surveys
The applicant will describe their strategy to have satisfaction surveys
completed and address issues that arise with the surveys.
w. Adverse Conditions Plan
The applicant will provide the plan for eligible consumers who need critical
medical care during adverse weather conditions.
x. MATP Advisory Committee
y. Complaint Process
The applicant will describe the process to receive and respond to consumer
complaints.
z. Appeals and Fair Hearings for MA Consumers
aa. Training
The applicant will describe their approach to the ongoing training of staff.
bb. Fraud and Abuse
The applicant will provide their policies and procedures to detect and prevent
fraud and abuse.
cc. Continuous Quality Improvement
The applicant will provide the quality assurance plan to include descriptions of
the process and how the key indicators of quality will be monitored on an
ongoing basis.
dd. Performance Monitoring
The applicant must indicate they will cooperate with performance monitoring
and supply all required documentation.
ee. Turnover
The applicant will describe how the turnover will occur and provide a copy of
the turnover plan.
J. Reports
The applicant will detail the process they will maintain in order to verify all required
reports, including status, ad hoc, monthly trip summary, customer service center,
complaint and appeal summary, incident, trip encounter data, audit, and all other reports
as required will be submitted per deadlines and in the proper format.
K. Performance Standards
The applicant will describe the process they will have in place in order to meet all
Performance Standards for the Medical Assistance Transportation Program.
COST PROPOSAL
The applicant is to complete the Cost Report per instructions. (Cost Report is a standard variation of
the Fiscal Budget Packet).

Exhibit A
Delaware County
Standard Contract Terms
COST OF SERVICE MODIFICATION
Changes in the rate or fee established under the terms of this Agreement may be permitted where a written request is
submitted and approved in writing by the County. Any such request shall be submitted to the County by Contractor
at least ninety (90) days prior to the date the requested increase shall take effect. Action on such requests and
notification shall be given by the County to Contractor and Consumers within sixty (60) days before any rate
increase will be granted. The County may reduce the ninety (90) days requirement at the County's sole discretion.
CONTRACTOR DEFICITS, OVERAGES, AND ENCUMBRANCES
If a Contractor reports a deficit at the end of the year, Contractor shall be responsible for providing the necessary
funds. The County is not responsible for an incurred deficit on the part of Contractor.
Funds paid to a Contractor under this Agreement may not be used to pay for a deficit incurred during a prior year.
Funds or payments paid or to be paid or applied pursuant to this Agreement may not be encumbered for purchases in
a succeeding fiscal year. This applies to purchases and services supported in part or in whole by funds paid or to be
paid pursuant to this Agreement.
If Contractor enters into an agreement which extends beyond the end of the Term as provided in Section 1, the time
portion of such agreement after the end of the Term shall be treated as a charge against the term of the next
agreement between the County and Contractor, if any, and shall not be charged to or paid from funds made available
under this Agreement.
Expenditures above the level of County participation and services funded without County approval shall be the
responsibility of Contractor. Contractor may fund programs, services, and facilities at a rate it elects. Expenditures
above the approved levels shall be the sole responsibility of Contractor.
RETAINED REVENUE
The County's participation in retained revenue will be limited to the amount set forth in Appendix "B".
RECORD KEEPING
Contractor shall maintain, using generally accepted accounting principles and practices, complete and accurate
records and accounts including documents, correspondence, and other evidence pertaining to costs and expenses of
this Agreement, to the extent and in such detail as will properly reflect all costs of personnel, fringe benefits,
materials, equipment, supplies, services, and other costs and expenses of whatever nature for which funds are
expended by Contractor.
Time, attendance, and payroll distribution records shall be maintained for each employee; and method of keeping
such records is acceptable as long as it is complete and accurate.
Contractor shall maintain case files and program records required by the
Pennsylvania Department of Human Services, Pennsylvania Department of Health, and by the County. Contractor
shall furnish to the above Departments and to the County such progress reports in such form and quantity as the
above Departments or County may from time to time require, including but not limited to status reports of the
program, program account statements, certificates, approvals, proposed budgets, invoices, copies of all agreements
executed and proposed, employment placements, follow-up reports, client records, and any and all other information
relative to the program as may be requested.

Contractor agrees to collect statistical data of a fiscal nature on a regular basis and to make fiscal statistical reports at
times prescribed by, and on forms furnished by the County. Records shall be kept for a minimum of six (6) years
following the expiration or termination of this Agreement or for such other period as the County shall prescribe.
The County shall have the right to disapprove any expenditure made by the Contractor, which is not in accordance
with the terms of this Agreement and the County, may adjust payments to Contractor accordingly.
REPORTING REQUIREMENTS
As applicable, contractor shall abide by Federal, State, and County reporting requirements as established in
Appendix "C" as such may be amended from time to time. In the event that the County determines Contractor has
not met reporting requirements in a timely and proper manner or if Contractor shall violate any of the covenants or
stipulations of this Agreement, the County may issue a written notice of non-compliance and may suspend payments
in the manner outlined in Appendix "E".
AVAILABILITY OF INFORMATION
During the Term, all information obtained by Contractor under this Agreement will be made available to the County
immediately upon demand.
ACCESS TO RECORDS/PROPERTY RIGHTS
The County shall have exclusive property rights in and to any and all material, reports, studies, instruments,
curricula, media, writings, recordings, films, pictorial reproductions, drawings, or other graphic representations,
computer programs, or work of similar nature (hereinafter referred to as "Data") which, if any, are to be delivered to
County under this Agreement.
The County may duplicate, use and disclose in any manner and for any purpose whatsoever, and have others so do,
all data delivered under this Agreement not covered by copyright except individual client records.
A. The County hereby retains a royalty-free, non-exclusive and irrevocable license to publish,
translate, reproduce, deliver, perform, dispose of, and authorize others to do so, all data generated
in the performance of this Agreement, whether such generation is funded in whole or in part under
this Agreement. Such use shall be without additional payment to or approval by Contractor.
B. Contractor shall advise the County, at the time of delivery of data furnished under this Agreement,
of all invasions of the right of privacy contained therein and of all portions of such data copied
from work not composed or produced in the performance of this Agreement and not licensed
under this clause.
C. Contractor shall report to the County promptly and in reasonable written detail, each notice or
claim of copyright infringement received by Contractor with respect to all data delivered under
this Agreement.
D. Contractor shall not affix any restrictive markings upon any data not covered by copyright and if
such markings are affixed, the County shall have the right at any time to modify, remove,
obliterate or ignore such markings.
E. All notices, informational pamphlets, press releases, research reports and similar public notices
prepared and released by Contractor shall include a statement indicating the source of funding for
such work (See Appendix "D").

TITLE TO AND PURCHASE OF EQUIPMENT
A. Contractor agrees to use its best efforts to obtain all supplies and equipment for use in the
performance of this Agreement at the lowest practical cost and to purchase by means of a system
of competitive bidding whenever required by law or whenever practical, and, where applicable, in
accordance with the Pennsylvania Department of Health's Fiscal Management Guidelines, or other
applicable statutes, regulations or guidelines.
B. Title of all personal property, furnished by the County shall remain with the County. Title to all
personal property acquired by Contractor (including purchase of lease-purchase agreement), for
the cost of which Contractor is to be reimbursed in total under this Agreement, shall vest in
Contractor during the Term.
Upon termination of this Agreement for any reason, disposition of such purchased personal
property, which has, remaining useful life shall be made in accordance with the following
provisions:
1. If payment is completed, title vests in the County.
2. If payment is not completed, the County has the option to keep the personal property or
get it appraised and sell it for the difference between what has been paid and the
appraisal, if any; or sell it for its depreciated value.
a) All personal property furnished by the County or acquired by Contractor,
including purchase by lease-purchase agreement, for which Contractor is to be
reimbursed in total under this Agreement, shall be deemed County personal
property for the purposes of this provision.
b) Contractor shall maintain and administer in accordance with sound business
practice a program for the maintenance, repair, protection, preservation and
insurance of County personal property so as to assure its full availability and
usefulness for the performance of this Agreement.
c) In the event that Contractor is indemnified, reimbursed, or otherwise
compensated for any loss or destruction of or damage to the County personal
property involved, Contractor shall credit such proceeds against the cost of the
work covered by the Agreement or shall otherwise reimburse the County.
d) Contractor shall not utilize County funds for building renovations without
obtaining prior written approval of the plan from the County.
e) Contractor shall not include fixed assets acquired or purchased under this
Agreement as part of Contractor's assets on its accounting balance sheet. A
separate accounting of these assets shall be maintained by Contractor.
C. Contractor, when required, shall maintain and annually update an inventory list of all fixed assets,
which have been procured with financial resources from this Agreement. Such inventory list shall
be an aggregate compilation of furniture, equipment, etc., and include all fixed assets purchased
with previous year allocations. The updated listing shall be submitted to the County in accordance
with the terms outlined in Appendix "C".
D. If required by the County, Contractor shall utilize County and/or State developed computer
software systems to capture and supply to County all clients and service data required by the
County, State and Federal government. Operation of these systems can involve Contractor site