Request for Proposal - Inland Regional Center

INLAND REGIONAL CENTER
…valuing independence, inclusion and empowerment
P. O. Box 19037, San Bernardino, CA 92423
Telephone: (909) 890‐3000
Fax: (909) 890‐3001
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Request for Proposal
DATE OF POSTING: September 30, 2013
Inland Regional Center (IRC) is now accepting proposals for any interested applicant to provide Transportation
Broker Services as defined in California Code of Regulations (CCR), Title 17, Section 54342 (a)(83).
The ideal applicant will have at least 10 years of experience providing transportation broker services for a
Regional Center, foster positive working relationships with consumers, consumer representatives, vendors, and
IRC, and provide safe and efficient services in a cost effective manner.
SCOPE OF WORK:
IRC expectation is that the selected applicant will provide the following;
A. Routing and Scheduling for all IRC vendored transporters
B. Conduct monitoring and quality assurance activities for all IRC vendor transporters
C. Ensure vendor record retention requirements are being met
D. Perform safety reviews on vehicles
E. Assist IRC with the implementation of contracted transportation services
F. Conduct New Vendor Orientations and On‐going Training
G. Report and follow‐up on Special Incidents
H. Act as an IRC representative as defined in CCR, Title 17, Section 50602(d), as necessary
I. Assist vendors with ensuring all applicable laws and regulations will be followed (ie; Welfare and
Institutions Code, CCR Title 17, Commercial Codes and Vehicles Codes)
SUPPLEMENTAL REQUIREMENTS:
In addition to the scope of work listed above, once selected, the applicant must ensure the following:
A. Maintain a physical office location within San Bernardino and/or Riverside County
B. Maintain experienced and knowledgeable staff
C. Maintain staffing levels to accommodate workload
D. Utilize appropriate and adequate transportation routing software
E. Meet insurance requirements as prescribed by IRC Board of Trustees
F. Complete the Regional Center Vendorization process as outlined

INLAND REGIONAL CENTER
PROPOSAL GUIDELINE
Each applicant is responsible for submitting all required documents listed below:
1. Request for Proposal (RFP) Affirmation ‐See attachment A. This attachment reflects your
acknowledgement of submitting a proposal to Inland Regional Center, the items contained in your
proposal are not falsified and you understand the terms of this proposal.
2. Request for Proposal (RFP) Application‐ See Attachment B. The applicant may submit a retyped version
of this application with responses to the questions accordingly.
3. Current Financial Standing ‐See attachment C. This informs IRC that the applicant is financially sound.
There are three items required in this section. A document that represents each of the sections must be
submitted with your proposal.
4. Operational Costs and Bid – Applicant must submit a budget that clearly identifies anticipated
operational costs of the proposed program and must identify the rate of reimbursement that is required
to provide services on a PER CONSUMER BASIS.
5. Applicant Business Model‐ Describe your organizations structure, to include founders, owners and/or
investors. Please provide an organization chart, incorporation documents and an annual report that
describes your experience and commitment to the providing services for IRC.
6. A minimum of three (3) qualified letters of reference for the applicant. They are required to be on
letterhead, signed by the individual providing the reference. References from members of the
applicant’s family, staff, or governing board will not be accepted.
7. Resume(s) for known key staff and consultants.
8. Description of Service not to exceed fifteen (15) pages and to include but not limited to the following:
1. Mission and Values Statements
2. A description for each area listed on the Scope of Work (see RFP announcement)
3. An explanation of how the applicant will meet items A‐D on the Supplemental Requirements
(see RFP announcement)
4. Schedule of Development: The schedule is a step‐by‐step action plan which includes
measurable, time‐limited activities by which to develop the proposed service
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INLAND REGIONAL CENTER
Submission Information:
1. IRC will accept proposals NO LATER THAN Monday, October 28, 2013 by 4:00PM
2. Late submissions will not be considered
3. Submission must include four (4) copies of the proposal (NO BINDERS PLEASE)
4. Proposals must be sealed and delivered to the attention of Resource Development & Transportation
Unit (RDTU) Tesa Patterson
Delivery options:
a. HAND DELIVER to: 1365 South Waterman Ave., San Bernardino, CA 92408; OR
b. MAIL to: P.O. Box 19037, San Bernardino, CA 92423‐9037
Notice to Applicants:
1. In the event that no proposal is selected for the services being solicited, IRC may not elect to develop
the service or may issue a new RFP.
2. IRC reserves the right to withdraw this RFP and/or any item at any time without notice.
3. Applicants will be disqualified for any of the following:
a. Failure to disclose any history of deficiencies i.e. reports of consumer abuse, road violations etc.
b. Non adherence to RFP guidelines (i.e. incomplete applications, no verification of financial
statements; incomplete budget information, etc.)
c. Previous failure to perform or noncompliance with Title 17 or other appropriate codes and
regulations
RFP Timeline:
Monday, September 30, 2013 ‐ RFP Released
Tuesday, October 8, 2013‐ Proposal Questions must be submitted
Tuesday, October 15, 2013‐ Proposal Answers and Clarifications published online
Monday, October 28, 2013 ‐ Proposals Due to IRC Office by 4:00 pm
Tuesday, November 12, 2013 – Selection made and Award Letter mailed*
Monday, November 27, 2013 – Service Agreement Contract signed**
Wednesday, January 1, 2014‐ Service Agreement Contract effective
*subject to applicant interviews as required
**subject to availability
Questions:
Please feel free to contact any of the following:
Treva Webster, Director, Community Services OR Tesa Patterson, Program Manager, RDTU
a. 909.890.3493 a. 909.890.3473
b. twebster@inlandrc.org b. tpatterson@inalndrc.org
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INLAND REGIONAL CENTER
Attachment A:
PROPOSAL AFFIRMATION
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Attachment A: Completed RFP Affirmation
Attachment B: Completed RFP Application
Attachment C: Current Financial Standing
Operational Costs and Bid
Applicant Business Model
Three (3) Qualified Letters of Reference
Resumes
Description of Service (NOT TO EXCEED 15 PAGES)
I affirm that the information presented in this proposal is true and that this proposal was developed and
authored by the person(s) indicated. I understand that any falsification of information or failure to disclose
any history of deficiencies or abuse will be cause for immediate disqualification. I also understand that failure
to meet minimum qualifications as stated in the RFP, late proposal submissions, facsimile proposal
submissions, any missing information (e.g., sections), and any proposals in excess of the maximum page
allowance will also be cause for disqualification. I also understand that in the event that my proposal is
selected for development, further discussion for final agreement may be required. My signature below
authorizes IRC to verify references and bank statements.
Applicant Signature
Date
Applicant Signature
Date
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INLAND REGIONAL CENTER
Attachment B:
PROPOSAL APPLICATION
1. Date Submitted:
2. Type of Service (as stated in RFP):
3. Applicant Name (as it would appear on license/ contract):
Address:
City, State Zip Code:
Telephone # (s):
Facsimile (Fax) #
4. Contact Person (s):
Telephone # (s):
5. Is applicant an individual, a partnership, or a corporation?
6. If a corporation, is it non‐profit or profit?
7. Is applicant a current vendor with any regional center? If yes, list vendorized
name(s) and types of services (include levels of residential facilities, if applicable.
8. Have you provided services to persons with severe behavioral challenges? If yes,
what types of services and how many years? Which Regional Centers?
9. Have you or any member of your organization, received a Corrective Action Plan
(CAP), Sanction, an Immediate Danger, an “A” or “B” citation, or any citation from a
Regional Center or State Licensing Agency? If yes, please explain:
10. Have you, any member of your organization, or your staff ever received a citation
from any agency for child abuse or adult abuse? If yes, please explain:
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INLAND REGIONAL CENTER
Attachment C:
CURRENT FINANCIAL STANDING
Attach the following:
1) Verifiable bank statements
a. Copies of bank statements must be attached (most current 3 months).
b. Must submit a signed letter that gives IRC permission to contact your banker should your
statements require verification.
2) ONE OF THE FOLLOWING
a. Most current audited financial statement that expresses an unqualified opinion; OR
b. Compiled financial statements prepared by a Certified Public Accountant that adhere to
Generally Accepted Accounting Principles.
Please note that financial statements that are based upon representations from the applicant, and
do not adhere to Generally Accepted Accounting Principles, are not acceptable.
3) Assets, Liabilities, Income and Lines of Credit (can be in this format):
a. Current Assets (to include):
• Cash in Banks
• Accounts Receivable
• Notes Receivable
• Equipment/Vehicles
• Inventories
• Deposits/Prepaid Expenses
• Life Insurance (Cash Value)
• Investments Securities (Stocks and Bonds)
b. Fixed Assets (to include):
• Building and/or Structure
• Real Estate Holdings
• Long‐Term Investments
• Potential Judgments and Liens
c. Current Liabilities:
• Accounts Payable
• Notes Payable (Current Portion)
• Taxes Payable
d. Long‐Term Liabilities:
• Notes/Contracts Payable
• Real Estate Mortgages
e. Other Income: Wages or Revenue from other sources (Specify):
f. Line of Credit Amount Available:
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