RFP 2026-03: Transportation Services for Older or Disabled Adults

Transportation Services for
Older A dults
Older Americans Act
___________________________________ __________________________________
Request for Proposals
RFP-20 26-03
Greater Nashville Regional Council
44 Vantage Way, Suite 450 | Nashville, Tennessee 37228 | Phone: (615) 862-8828 | Fax: (615) 862-8840
GNRC.org

RFP Summary
About GNRC
The Greater Nashville Regional Council (GNRC) is a public agency established by the Tennessee General
Assembly to convene local and state leaders for the purposes of planning and programming state and federal
investments into public infrastructure and a range of social services.
GNRC is designated by the State Unit on Aging (SUA) as the Area Agency on Aging and Disability (AAAD) for
thirteen counties in Middle Tennessee. In this role, GNRC provides programs, services, advocacy, inter-agency
coordination, and information-sharing opportunities to improve the quality of life for older or disabled
Tennesseans. GNRC delivers a range of federal and state programs in partnership with local agencies and
private-sector organizations. Find out more at www.GNRC.org.
About this Solicitation
GNRC is seeking proposals from agencies capable of providing transportation services to older adults, adults
with disabilities, and their caregivers. GNRC intends to award a reimbursement-based contract to one or more
qualified service providers capable of providing the services described in this RFP.
Important Dates and Deadlines
RFP Issued: 02/18/2026
Written questions accepted through 03/08/2026
Submission Deadline: Proposals must be submitted by 03/22/2026
Contract Period: July 1, 2026 - June 30, 2030
Inquiries and Contact Information
All inquiries should be directed in writing to rfp@gnrc.org with a subject line that includes the RFP number.
Amendments to this Solicitation
Any doubt as to the requirements of this RFP or any apparent omission or discrepancy should be presented in
writing to rfp@gnrc.org. Oral statements or instructions will not constitute an amendment to this RFP. Any
amendments to this RFP will be posted online at www.GNRC.org/Procurement.
Non-Discrimination
GNRC does not discriminate on the basis of race, color, national origin, including limited English proficiency
(LEP), gender, gender identity, sexual orientation, age, religion, creed, or disability in admission to, access to, or
operations of its programs, services, or activities. Discrimination against any person in recruitment, examination,
appointment, training, promotion, retention, discipline, or any other employment practices because of non-
merit factors is prohibited. Any person who believes that discrimination has occurred by GNRC or its contractors, sub-
recipients, and/or consultants on the basis of race, color or national origin, including limited English proficiency (LEP), in
violation of Title VI may file a written complaint. Complaints may also be filed with the state or federal agency involved,
and with the Tennessee Human Rights Commission. Complaints must be filed within 180 days of the alleged
discriminatory act. GNRC's full non-discrimination policy and additional information about ADA or language
accommodations are available online at www.GNRC.org/legal.
GREATER NASHVILLE REGIONAL COUNCIL | RFP 2026-03 | PAGE i

Table of Contents
Section 1. Background ........................................................................................................................... 1
1.1 About the GNRC ................................................................................................................................................ 1
1.2 About the Project .............................................................................................................................................. 1
Section 2. Scope of Project.................................................................................................................... 3
2.1 Provider Requirements ..................................................................................................................................... 3
2.2 Requested Services ........................................................................................................................................... 5
Section 3. Instructions to Offerors ........................................................................................................ 7
3.1 Pre-Proposal Inquiries ....................................................................................................................................... 7
3.2 Submission Requirements ................................................................................................................................. 7
3.3 Proposal Contents ............................................................................................................................................. 7
3.4 Terms and Conditions ....................................................................................................................................... 9
Section 4. Selection Process ............................................................................................................... 11
4.1 Proposal Reviews ............................................................................................................................................ 11
4.2 Final Evaluations .............................................................................................................................................. 11
4.3 Solicitation Outcomes ..................................................................................................................................... 11
4.4 Protests ........................................................................................................................................................... 12
Attachment A. Assurances and Certifications .................................................................................... A
Attachment B. Business Details ........................................................................................................... B
Attachment C. Service Details .............................................................................................................. C
Attachment D. Service Rates ................................................................................................................ D
Attachment E. Sample Contract Terms ............................................................................................... E
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Section 1. Background
1.1 About the GNRC
The Greater Nashville Regional Council (GNRC or Regional Council) is a public agency established by the
Tennessee Development District Act of 1965 and further empowered by Title 64, Chapter 7, Part 1, Tennessee
Code Annotated (TCA), as amended (the Act) to convene local and state leaders for the purposes of planning
and programming state and federal investments into public infrastructure and a range of social services. GNRC is
owned by and operated on behalf of its local government membership comprised county governments in the
counties of Cheatham, Davidson, Dickson, Houston, Humphreys, Montgomery, Robertson, Rutherford, Stewart,
Sumner, Trousdale, Williamson, and Wilson, Tennessee, and all incorporated municipalities and metropolitan
governments located within these counties.
GNRC is governed by a regional body comprised of city mayors, county mayors/executives, state legislators,
appointments representing business/industry, and appointments representing minority populations. The
Regional Council's Executive Board convenes monthly to enact the adopted Annual Work Program and Budget
on behalf of the membership and oversee the GNRC's programs and services carried out by its staff.
1.2 About the Project
GNRC is seeking proposals from provider agencies and organizations capable of providing transportation
services to adults aged sixty and older (older adults).
GNRC is designated by the State Unit on Aging (SUA) as the Area Agency on Aging and Disability (AAAD) for
thirteen counties in Middle Tennessee. In this role, GNRC provides programs, services, advocacy, inter-agency
coordination, and information-sharing opportunities to improve the quality of life for older or disabled
Tennesseans. GNRC delivers a range of federal and state programs in partnership with local agencies and
private-sector organizations. Find out more at GNRC.org.
Service Area
GNRC seeks to contract with a minimum of one provider of transportation services per county listed below. The
following table indicates the demographics for each county in GNRC's service area:
Population Language Poverty Rural
% of 65+ % of 65+ who speak % of 65+ who % of 65+ who are % of 65+ who
60+
County who are language other than are below low-income reside in a rural
population
minority English at home poverty minority area
Cheatham 10,032 2.60% 1.30% 7.20% 0.20% 83.00%
Davidson 128,786 26.20% 8.20% 11.10% 2.90% 3.50%
Dickson 13,462 5.80% 1.30% 11.40% 0.70% 67.80%
Houston 2,216 3.60% 0.50% 15.60% 0.60% 100.00%
Humphreys 5,333 3.00% 0.70% 7.60% 0.20% 82.50%
Montgomery 34,372 19.10% 8.60% 7.80% 1.50% 19.70%
Robertson 16,307 6.50% 3.50% 8.90% 0.60% 53.20%
Rutherford 58,541 13.00% 6.40% 7.60% 1.00% 17.00%
Stewart 3,977 3.40% 4.00% 11.50% 0.40% 100.00%
Sumner 47,141 6.70% 2.60% 8.50% 0.60% 27.90%
Trousdale 2,089 10.70% 0.70% 25.20% 2.70% 100.00%
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Population Language Poverty Rural
% of 65+ % of 65+ who speak % of 65+ who % of 65+ who are % of 65+ who
60+
County who are language other than are below low-income reside in a rural
population
minority English at home poverty minority area
Williamson 54,154 5.40% 4.80% 5.10% 0.30% 19.40%
Wilson 35,587 6.00% 2.70% 7.20% 0.40% 38.50%
Target Population
Services must be targeted primarily to older adults in the greatest social or economic need, with particular
attention to low-income, minority older adults, and those residing in rural areas. At a minimum, GNRC strives to
provide services to older adults and their caregivers in the greatest social or economic need in proportion to the
population of the counties served.
Reimbursement-Based Contract
This contract is a reimbursement-based contract. This means that contractors must incur the costs related to
the contract and provide appropriate documentation of your expenditures. Once GNRC receives an acceptable
invoice and supporting documentation, GNRC will then submit the cost for reimbursement to its funders. When
GNRC receives the funds, it then disburses them to your business. There is no guaranteed payment time for
invoices, and the average time of payment is approximately 45 days after the time complete documentation is
submitted. This means that, for example, services provided on August 15 would be invoiced on September 8th
and likely not be paid for until October 23rd or later.
Funding Source & Program
The funding source for the requested services include federal Older American's Act (OAA) Title IIIB Section
321(a)(2) funds.
The following is a brief description the program:
The Older Americans Act (OAA) Title III B provides an array of supportive services for older adults.
Services are designed to allow older adults to reside in the community and in their own homes with the
maximum amount of dignity for as long as possible. Title IIIB services are targeted to older individuals
with the greatest economic need, with particular attention to low-income minority individuals, those
with the greatest social needs, and those residing in rural areas. OAA funding will be used for
transportation service providers to facilitate access to supportive or nutrition services, in addition to
services provided by the AAAD. These providers work in conjunction with local transportation service
providers, public transportation agencies, and other local government agencies. The GNRC administers
limited, accessible transportation services for adults aged 60 and over for transportation to medical
appointments, senior center activities, meal sites, grocery stores, and pharmacies.
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Section 2. Scope of Project
2.1 Provider Requirements
The Greater Nashville Regional Council (GNRC) is seeking service providers with experience in providing
transportation services to adults aged sixty and older (older adults) and adults with disabilities. A person or
entity who responds to this RFP is called an Offeror. Selection of an Offeror to receive a contract means that the
provider is a GNRC Service Provider. Having a contract with GNRC does not guarantee that any amount of
services will be authorized or that services provided will automatically be eligible for reimbursement.
Minimum Qualifications
To be eligible for selection, Offerors must meet the following criteria:
1. Have submitted a proposal to GNRC in response to this RFP as instructed in Section 3 that
demonstrates:
a. Adequate staffing and training protocols
b. Adequate financial capacity to sustain a reimbursement-based contract
2. Be eligible to conduct business in the State of Tennessee and in the relevant cities or counties.
3. Be registered and in good standing with the Tennessee Secretary of State, if applicable.
Standards of Conduct
GNRC Service Providers must adhere to the following Standards of Conduct:
1. Federal and state funds will be expended only for services authorized on a contract with GNRC.
2. Services under this contract will be provided only to individuals who meet eligibility criteria, referred to
as "GNRC Client."
3. Treat GNRC Clients in a respectful and dignified manner, involve the GNRC Client and their caregivers in
the delivery of services, and provide services in a timely and safe manner.
4. GNRC Clients will not be denied or limited services because of their income or financial resources.
Additionally, GNRC Clients within the GNRC Service Provider's contracted area of service will not be
denied services due to distance from GNRC Service Provider, as this practice violates the mandate for
special emphasis to rural residents, residents with disabilities, and isolated individuals.
5. Quality Assurance will be an ongoing process in which all entities including SUA, GNRC, GNRC Service
Providers, and GNRC Clients will play a role.
6. No GNRC Service Provider will collect the social security number of any GNRC Client.
7. No GNRC Service Provider staff or volunteer will pay bills, cash checks, or in any way handle GNRC
Clients' money without prior approval of the GNRC Service Provider supervisor. All transactions
involving GNRC Clients' money must be documented using a standardized form, which includes, at
minimum, the name of the worker(s), purpose of errand, dollar amount given to worker, and the
signatures of the worker and the GNRC Client. The GNRC Client must receive a copy of the form. A
receipt including a specific notation of the amount of change returned to the GNRC Client must also be
provided to the client, with a copy kept by the GNRC Service Provider.
8. Non-coercive solicitation of voluntary contributions is allowed. No GNRC Client will be denied services in
the event they or their family cannot or do not wish to provide a voluntary contribution.
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9. Outside of the approved donations for the program, no GNRC Service Provider staff or volunteer will
solicit or accept gratuities, favors, or anything of monetary value from a GNRC Client, service provider
by whom they are not employed, contractor, or potential contractor.
10. No GNRC Service Provider staff or volunteer will require payment for type of merchandise or service;
nor may they seek to encourage the acceptance of any particular belief or philosophy by any GNRC
Client.
Program Requirements
Below are program requirements that GNRC Service Providers must agree to:
1. Record GNRC Client information using the questions on the Participant Registration Form, maintain the
information on file, and record the information into the state-approved database. All required forms will
be provided by GNRC.
2. Have procedures in place for the collecting and reporting of GNRC Clients data and statements and for
providing this to GNRC by the eighth day of the month following month being reported.
3. Communicate with GNRC to ensure that GNRC Clients have access to benefits under other programs
and that services are coordinated in a manner that does not lead to an unnecessary duplication of
services.
General Contract Requirements
Below are the general requirements and expectations that GNRC Service Providers must agree to. By submitting
a response to the RFP, Offerors are asserting that they agree to these general requirements and will enter into a
contract containing these requirements.
1. Follow Standards of Conduct as outlined in this RFP and as otherwise communicated to GNRC Service
Providers.
2. Meet appropriate federal or state requirements for licenses and liability insurance for the entirety of
the contract.
3. Comply with all applicable federal, state, and local laws, rules, and regulations, including, without
limitation, civil rights laws.
4. Update the proposal information to GNRC as changes occur during the contract period.
5. Comply with all requirements specified in the service descriptions when providing GNRC-authorized
services. See Section 2.2 for Service Descriptions.
6. Make arrangements for the availability of services in weather-related and other emergencies, when
feasible.
7. Report any abuse, neglect, or exploitation directly to Adult Protective Services, as required by law, as
well as submit reports about incidents and action taken to GNRC.
8. Treat all Participant information as confidential. Ensure that it is filed securely and accessed or shared
according to the minimum necessary rule.
9. Have procedures in place to ensure that no information about a GNRC Client is obtained or disclosed by
a GNRC Service Provider in a form that identifies the person without the informed written consent of
that person or of his or her legal representative. Disclosure may be allowed by court order, or for
program quality assurance by authorized federal, state, or GNRC staff so long as access is in conformity
with the Privacy Act of 1974 or other governing law. All GNRC Client information must be maintained in
controlled access files. (Exception: A written release of information when making a referral for Adult
Protective Services is not required.)
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10. Follow the Health Insurance Portability and Accountability Act of 1996 (HIPAA) law to further protect
the privacy of GNRC Clients if the GNRC Service Provider is a Covered Entity or otherwise subject to
HIPAA requirements.
11. Maintain sufficient insurance to indemnify GNRC and its funding partners against loss. Insurance
requirements are outlined in the attached sample contract (Attachment E).
12. Obtain sufficient bond coverage for protection of GNRC and the SUA from theft, forgery, embezzlement,
and fraud losses by the GNRC Service Provider, any of its agents or employees, full or part-time.
13. Inform all individuals of their right to file a grievance and provide them with a copy of GNRC's required
grievance procedures and follow the GNRC-required grievance procedures when a GNRC Client is
dissatisfied with service(s) being provided.
14. Complete background checks for employees and volunteers in accordance with Tennessee Code
Annotated 52-2-1002.
15. Document and maintain personnel files for each GNRC Service Provider staff or volunteer who provides
direct care for, has direct contact with, or has direct responsibility for the safety and care of GNRC
Clients. At minimum, personnel files must contain the following:
a. A statement of any prior convictions
b. A confidentiality statement renewed and signed annually
c. Their current job description
d. Results of employment history and personal reference checks
e. Results of background checks as required by TCA 52-2-1002
f. Results of any other requested checks
g. Justification of the decision to employ an individual, with reference to any information received
from the background check. The justification must be signed by the GNRC Service Provider
h. Evidence of orientation and training
i. Annual documentation of flu vaccination or declination
16. Require GNRC Service Provider staff and volunteers to participate in training relevant to their major job
responsibilities and in GNRC- and SUA-designated training when appropriate.
17. Have a policy in place to ensure that personnel or volunteers who have contracted any infectious illness
or disease do not provide services to GNRC Clients until they are without symptoms.
18. Allow GNRC to monitor operations at least annually, including providing on-site access.
19. Respond to requests for information from SUA and GNRC.
This RFP will be incorporated into any contract awarded. If there is a material change in any information Offeror
provides as a response to this RFP, Offeror must immediately notify GNRC.
2.2 Requested Services
The providers selected through this RFP will provide transportation services to older adults, adults with
disabilities, and their caregivers as identified in this section.
Transportation - Unassisted
Services or activities that provide or arrange for the travel, including travel costs, of individuals from one
location to another.
Services are reimbursed per one-way trip. Does not include any other activity.
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Transportation - Assisted
Services or activities that provide or arrange for the travel, including travel costs, of individuals form one
location to another. This service includes escorts or other appropriate assistance for a person who has
difficulties (physical or cognitive) using regular vehicular transportation.
Services are reimbursed per one way trip. Does not include any other activity.
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Section 3. Instructions to Offerors
3.1 Pre-Proposal Inquiries
All inquiries should be directed in writing to rfp@gnrc.org by the end of the day on March 8, 2026. The email
must include a subject line that contains the RFP number. Answers will be provided in writing and made
available to all potential Offerors. All questions and answers compiled through March 8, 2026 will be posted
online at GNRC.org/Procurement as an addendum to the solicitation. Any correspondence related to the RFP
should refer to the appropriate RFP number, page, and paragraph number.
3.2 Submission Requirements
Offerors may submit a proposal in one of three ways:
1. Complete the online RFP response in its entirety, including signed copies of required forms by an
authorized signatory: www.gnrc.org/applications/RFP-2026-03
2. Submit one electronic copy (PDF format) to rfp@gnrc.org. The subject heading of the email should be
clearly marked "Attention: RFP 2026-03"; or
3. Submit one hard copy to GNRC, 44 Vantage Way, Suite 450, Nashville, TN, 37228.The outside of the
package should be clearly marked "Attention: RFP 2026-03."
A copy should be maintained for the Offeror's records.
Proposals should include all typed, completed forms included with this RFP. There are no page limits or specific
formatting requirements, but Offerors are encouraged to be mindful of the level of effort involved in reviewing
proposals.
If proposing to serve counties in the service areas of multiple AAADs, Offerors must submit a proposal to each
AAAD designated for the proposed counties in accordance with each AAAD's procurement requirements.
3.3 Proposal Contents
The following items must be submitted with each proposal. Failure to include ANY of these items may result in a
proposal being rejected.
Item 1. Cover Letter
Offeror must provide a cover letter signed by an authorized individual submitting the proposal on behalf of their
agency. This letter must include:
a. A statement that the accompanying proposal is in response to this RFP
b. A statement that Offeror is willing, if selected, to execute a contract with GNRC containing the contract
terms provided in Attachment E
c. A statement that the Offeror will provide a 10% match for all Title III B funds if selected
d. A statement identifying the individual(s) authorized to finalize a contract on behalf of the Offeror
e. The Offeror's mission statement, values, and guiding principles, if applicable
Item 2. Assurances and Certifications
Include a complete Assurances and Certifications form, provided as Attachment A to this RFP. The form must
include the appropriate signatures.
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