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East BrunswickGreen Risk

ClosedProfessional Services

Notice to Bidders - 2023 Non-Emergency Medical Transportation

BID #: 60

ISSUED: 12/5/2022

DUE: 12/15/2022

VALUE: TBD

100

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Green Risk

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Executive Summary

The Township of East Brunswick is seeking quotations from licensed transportation/car services to provide non-emergency medical transportation for senior residents (60 years of age and older) within the township. This service is available 24 hours a day, 7 days a week, and is requested through the Township Department on Aging. Members pay a $5.00 co-pay to the Department for each one-way transport. The selected provider will be responsible for maintaining a sufficient number of vehicles, ensuring timely responses, and billing the Senior Center monthly with required documentation. The contract will be for a term of three years, with the possibility of two additional one-year extensions. Quotes must be received by Tamar Lawful, Municipal Clerk, via email, mail, or hand delivery by December 15, 2022, at 11:00 AM. The selection criteria will consider experience, reputation, knowledge of the Township, availability, and compensation proposal. Providers must meet specified insurance requirements and provide proof of New Jersey Business Registration.

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Bid Postings • Notice to Bidders - 2023 Non-Emergency Medica
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Bid Title:
Notice to Bidders - 2023 Non-Emergency Medical Transportation
Category:
Bid Postings
Status:
Closed
Publication Date/Time:
12/5/2022 12:00 AM
Closing Date/Time:
12/15/2022 11:00 AM
Related Documents:
Medical Transport RFQ- 2023 Updated
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Document Text

--- Document: Medical Transport RFQ- 2023 Updated ---
Page | 1 
 
 
 
 
 
Township of East Brunswick 
 
 
 
 
 
 
Phone: (732) 390-6850 
1 Civic Center Drive 
 
Fax: (732) 238-8848 
East Brunswick, New Jersey 08816-1081 
 
www.eastbrunswick.org 
 
 
 
 
 
TOWNSHIP OF EAST BRUNSWICK 
 REQUEST FOR QUOTATION 
 
NON-EMERGENCY MEDICAL TRANSPORTATION QUOTE OPENING 
DATE: December 15, 2022 11:00AM 
FAIR AND OPEN PROCESS IN ACCORDANCE WITH 
N.J.S.A. 19:44A-20.4 et seq. 
 
Legal Publication Date: East Brunswick Township 
Website: December 5, 2022 
 


Page | 2 
 
A. PROJECT BACKGROUND: 
 
The Township of East Brunswick (“Township”) wishes to continue providing Registered Members of the 
Township Senior Center (“Member”) a subsidy for private car service for non-emergency medical / doctor’s 
appointments within the Township, 24 hours, 7 days per week, requested through the Township Department 
on Aging (“Department”). The Members make appointments by contacting the Department between the 
hours of 10am and 4pm Monday through Friday, excluding Township Holidays. The Department 
determines the Member’s eligibility and the need for transportation services. The Department sends the 
Provider by e-mail, fax or phone the Member(s) to be transported, the date and time of the appointment, the 
place and time of pick-up, the name and address of the destination. Appointments are scheduled by the 
Department two (2) business days in advance but no sooner than thirty days before said appointment. 
Members are 60 years of age and older and residents of East Brunswick. Members currently pay a co-pay 
of $5.00 (Five Dollars) to the Department for each one way transport. Service is curb to curb. Drivers are 
not required to provide personal assistance for Members needing support services. The Provider provides a 
monthly invoice that includes the Member’s proof of visit. Provider invoices shall be paid monthly by the 
Township. In 2021 the total number of one way transports was approximately 800 for an average of 67 per 
month. Peak months were August, September and October.  
 
 
B. SCOPE OF WORK: 
 
The Township is issuing this request for quotation via a fair and open process in accordance with N.J.S.A 
19:44A-20.4 et seq. 
 
Furnish and Deliver Services based on the requirements listed below: 
 
1. Provider shall maintain a functioning fax and e-mail to receive reservations and 
cancellations. 
 
2. The Provider shall provide non-emergency transportation services 24 hours a day, 7 days 
a week. 
 
3. All transportation vehicles must have minimum New Jersey Motor Vehicle coverage and 
keep said insurance up-to-date as outlined in Section F, Insurance Requirements. 
 
4. All transportation vehicles must be safe, well maintained, clean, odor free and have doors 
that open wide to permit riders with limited mobility easy access and have space (trunk) to 
hold a wheelchair or other walker equipment said Member may need. 
 
5. All transportation vehicles must be equipped with either radio communication or cellular 
telephones. 
 
6. Provider shall maintain a sufficient number of vehicles to ensure timely compliance 
with transportation requests. 
 


Page | 3 
 
7. All requests for Non-Emergency Medical Transportation (Transportation”) service 
will be requested through the Township Department on Aging. Members who are 
living in assisted living and rehabilitation/ long term care facilities are excluded from 
Transportation. 
 
8. Transportation shall include pick-up from the Member’s residence within the 
Township allowing time for them to get to their medical appointment on time. 
 
9. Upon completion of the medical / doctor visit the Member will call the Provider and 
request a return ride home. The Provider shall respond in a timely manner (no more 
than 30 minutes). If there is to be a longer delay the Provide will inform the Member, 
by phone. 
 
10. The Provider shall require a doctor's note from the Member for proof of the visit which 
will be attached with the Provider’s monthly invoice. 
 
11. Service is curb to curb and drivers are not required provide personal assistance for 
Members needing support services. Seniors needing personal assistance provide their 
own supportive services such as a home health aide. 
 
12. The Provider shall bill the Senior Center of the Township once a month for each one way 
transport. Billing must include date of the trip, Member’s name, pick-up address and 
the address of the doctor / facility. 
 
C. QUALIFICATIONS: 
 
The Provider should possess the following qualifications: 
 
1. Provider must be a licensed transportation /car service with approved commercial vehicles. 
 
2. All drivers should be familiar with the streets of the Township or have use of a G.P.S. to 
locate homes. 
 
3. All dispatchers and drivers should have good communication skills, understanding the rider 
may have poor hearing. 
 
D. FAIR AND OPEN CRITERIA: 
 
STANDARDIZED SUBMISSION REQUIREMENTS & SELECTION CRITERIA 
 
1. The solicitation of qualifications for any contract to be determined in excess of $17,500 and for 
which a Quotation solicitation shall not be required under the Local Public Contracts Law shall be 
advertised by the Township on the Township website at least ten (10) days prior to the date set for 


Page | 4 
 
the receipt of said quote. The published notice shall set forth a description of the requested 
goods or services, the time, date and place that proposals must be submitted, the contact 
information for obtaining a proposal document, and a statement that the proposals are being 
solicited through the fair and open process, in accordance with N.J.S.A. 19:44A-20.4 et 
seq. 
 
2. The Township shall review the responses to the request for quotes and appoint or award a contract 
to a business entity for the goods or services advertised subsequent to such review. Contracts 
awarded under this process shall be publicly announced and awarded. The resolution awarding the 
contract shall state that the contract was awarded after a fair and open process and shall state the 
number of responses received. 
 
3. Contracts subject to the fair and open process delineated herein are subject to additional 
Requirements and any other applicable laws including, but not limited to, the Local Public 
Contracts Law. 
 
 
E. SELECTION CRITERIA: 
 
Quotations will be evaluated by the on the basis of the most advantageous, price and other factors 
considered. The evaluation will consider: 
a. Experience and reputation in the field; 
b. Knowledge of the Township of East Brunswick and the subject matter to be addressed under the 
contract; 
c. Availability to accommodate any required meetings of the Township; 
d. Compensation proposal; 
e. Other factors if demonstrated to be in the best interest of the Township of East Brunswick. 
 
 
F. 
INSURANCE REQUIREMENTS: 
 
Provider shall procure and maintain for the duration of the contract insurance against claims for injuries to 
persons or damages to property which may arise from or in connection with the performance of the work 
hereunder and the results of that work by the Provider, his agents, representatives, employees or 
subcontractors. 
Minimum Scope and limit of Insurance 
Coverage shall be at least as broad as: 
1. Commercial General Liability (CGL): Coverage shall be on an “occurrence” basis, including 
products and completed operations, property damage, bodily injury and personal & advertising 
injury with limits no less than $1,000,000 per occurrence. If a general aggregate limit applies, either 
the general aggregate limit shall apply separately to this project/location or the general aggregate 
limit shall be twice the required occurrence limit. 
2. Automobile Liability: Coverage for all owned, non-owned and hired vehicles with limit no less 
than $1,000,000 per accident for bodily injury and property damage. 
 


Page | 5 
 
3. Workers’ Compensation: as required by the State of New Jersey, with Statutory Limits, and 
Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury 
or disease. 
If the Provider maintains broader coverage and/or higher limits than the minimums shown above, the 
Township requires and shall be entitled to the broader coverage and/or the higher limits maintained by the 
Provider. Any available insurance proceeds in excess of the specified minimum limits of insurance and 
coverage shall be available to the Township. 
Other Insurance Provisions 
The insurance policies are to contain, or be endorsed to contain, the following provisions: 
Additional Insured Status 
The Township, its officers, officials, employees, and volunteers are to be covered as additional insureds on 
the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the 
Provider including materials, parts, or equipment furnished in connection with such work or operations. 
 
Primary Coverage 
For any claims related to this contract, the Provider’s insurance coverage shall be primary coverage as 
respects the Township, its officers, officials, employees, and volunteers. Any insurance or self-insurance 
maintained by the Township, its officers, officials, employees, or volunteers shall be excess of the 
Provider’s insurance and shall not contribute with it. 
 
Notice of Cancellation 
Each insurance policy required above shall provide that coverage shall not be canceled, except with notice 
to the Township. 
 
Waiver of Subrogation 
Provider hereby grants to Township a waiver of any right to subrogation which any insurer of said Provider 
may acquire against the Township by virtue of the payment of any loss under such insurance. Provider 
agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this 
provision applies regardless of whether or not the Township has received a waiver of subrogation 
endorsement from the insurer. 
Acceptability of Insurers 
Insurance is to be placed with insurers authorized to conduct business in the state with a current A.M. Best’s 
rating of no less than A:VII, unless otherwise acceptable to the Township. 
Verification of Coverage 
Provider shall furnish Township with a Certificate of Insurance including all required amendatory 
endorsements. All certificates and endorsements are to be received and approved by the Township prior to 
commencement of activities. 
 
Special Risks or Circumstances 
Township reserves the right to modify these requirements, including limits, based on the nature of the 
risk, prior experience, insurer, coverage, or other special circumstances. 
 
 
 
 


Page | 6 
 
G. OTHER REQUIREMENTS: 
 
1. Proof of N.J. Business Registration Certificate N.J.S.A. 52:32-44 
 
Pursuant to N.J.S.A. 52:32-44, the Township is prohibited from entering into a contract with an entity unless 
the Provider/respondent/contractor, and each subcontractor that is required by law to be named in a 
Quotation/proposal/contract has a valid Business Registration Certificate on file with the Division of 
Revenue and Enterprise Services within the Department of the Treasury. 
Prior to contract award or authorization, the contractor shall provide the Contracting Agency with its proof 
of business registration and that of any named subcontractor(s). 
Subcontractors named in a Quotation or proposal shall provide proof of business registration to the 
Provider, who in turn, shall provide it to the Contracting Agency prior to the time of contract, purchase 
order, or other contracting document is awarded or authorized. 
During the course of contract performance: 
(1) The contractor shall not enter into a contract with a subcontractor unless the subcontractor first 
provides the contractor with a valid proof of business registration. 
(2) The contractor shall maintain and submit to the Contracting Agency a list of subcontractors and 
their addresses that may be updated from time to time. 
(3) The contractor and any subcontractor providing goods or performing services under the 
contract, and each of their affiliates, shall collect and remit to the Director of the Division of 
Taxation in the 
Department of Treasury, the use tax due pursuant to the Sales and Use Tax Act, (N.J.S.A. 54:32B- 
1 et seq.) on all sales of tangible personal property delivered in the State. Any questions in this 
regard can be directed to the Division of Taxation at (609) 292-6400. Form NJ-REG can be filed 
online at www.state.nj.us/treasury/revenue/busregcert.shtml. 
Before final payment is made under the contract, the contractor shall submit to the Contracting Agency a 
complete and accurate list of all subcontractors used and their addresses. Pursuant to N.J.S.A. 54:49-4.1, a 
business organization that fails to provide a copy of a business registration as required, or that provides 
false business registration information, shall be liable for a penalty of $25.00 for each day of violation, not 
to exceed $50,000, for each proof of business registration not properly provided under a contract with a 
contracting agency. 
2. Form W-9 
Successful contractor shall complete W-9 Form and submit to the Municipal Clerk prior to contract award. 
The form is available at the following link: www.irs.gov/pub/irs-pdf/fw9.pdf 
3. Certification Of Political Contributions - Pay to Play – Notice of Disclosure Requirement 
Respondents must complete the C 271 Political Contribution Disclosure Form Attached. 
Township Ordinance No. 06-13 Establishing Restrictions on the Award of Contracts to Professional Entities 
and Certain Other Entities Who Make Certain Political Contributions, and pursuant to Section 3 (a) thereof, 
requires that Respondents confirm that they have not made any contributions in violation of Section 1 of 
Ordinance No. 06-13. 


Page | 7 
 
Business entities are advised of their responsibility to file an annual disclosure statement of political 
contributions with the New Jersey Election Law Enforcement Commission (ELEC) pursuant to 
N.J.S.A.19:44A-20.27 if they receive contracts in excess of $50,000 from public entities in a calendar year. 
Business entities are responsible for determining if filing is necessary. Additional information on this 
requirement is available from ELEC at 888-313-3532 or at www.elec.state.nj.us. 
 
H. PAYMENTS 
 
The Provider shall invoice the Senior Center of the Township once a month for each one way 
transport. Billing must include date of the trip, Member’s name, pick-up address and the 
address of the doctor / facility as noted in Section B, 12. 
 
 
I. QUESTIONS 
 
Any person who has questions or who needs additional information should contact Tamar Lawful, 
Municipal Clerk, at (732) 390-6850. 
 
 
J. QUOTATION SUBMISSION INFORMATION 
 
Quotes must be received by the Township’s Designated Contact Person, via email, mail or hand delivery, by 
11:00 a.m. prevailing time on December 15, 2022.   Quotes received after 11:00 a.m. on the Deadline Date 
will not be considered. 
 
Designated Contact Person: 
 
Email: tlawful@eastbrunswick.org     
 
Tamar Lawful, Municipal Clerk 
 
 
Township of East Brunswick 
 
1 Jean Walling Civic Center Drive 
 
East Brunswick, NJ 08816-1081 
 
It is the Contractor’s obligation to examine and familiarize themselves with all the requirements of this Request 
for Quotation prior to submitting a proposal.   
Utilize the Quotation Form Enclosed. 
 
K. 
TERM OF CONTRACT 
 
A three (3) year contract with two, one year optional extensions will be entered with the vendor submitting 
the best quote.  The Township also reserves the right to award a one year contract and upon successful 
completion of the first year as deemed by the Director of Aging based on the scope of services herein, 
the Township may award the remaining 2 year contract (to total 3 years).  


Page | 8 
 
NON-EMERGENCY MEDICAL TRANSPORTATION 
QUOTATION FORM 
Township of East Brunswick 
1 Jean Walling Civic Center 
Middlesex County, New Jersey 08816 
 
Attn: Municipal Clerk 
QUOTATION OF:   
 
 
ADDRESS:   
 
 
FOR: Non-Emergency Medical Transportation 
 
We, the Undersigned Service Provider, acting through our authorized officers and intending to be legally 
bound, agree that this Quotation proposal shall constitute an offer by the Undersigned to enter into a 
Contract and with the Township of East Brunswick to furnish the necessary goods, services, material and/or 
equipment called for in the Quotation. This Quotation shall be irrevocable for sixty (60) calendar days from 
the date of receipt hereof. 
We further declare that we have carefully examined the Instructions of the Quotation, Specifications, and 
Quotation Documents herein referred to and propose to furnish, deliver, install and/or provide all necessary 
services specified and in the manner and time prescribed. 
Unit Pricing. 
Total Unit Price Per Transport Each Way 
$  
 
 
Name of Provider:   
 
 
Address:   
 
Phone Number:  
E-Mail:  
 
 
 
**If a corporation, give the State of Incorporation, using the phrase: "A corporation organized under the 
laws of  
." 
If a partnership, give names of the partners, using also the phrase: "Co-partners trading and doing business 
under the firm name and style of  
.” 
If an individual using a trade name, give individual name, also using the phrase: 
"An individual doing business under the firm name and style of  
.” 
\ 
By:   
 
(Signature of Individual, Partner or Officer of Provider) 
 
 
Title 


Page | 9 
 
 
 


Page | 10 
 
 
 


Page | 11 
 
 
 
 
 
List of Agencies with Elected Officials Required for Political Contribution Disclosure 
N.J.S.A. 19:44A-20.26 
 
 
County Name:  Middlesex 
 
Township of East Brunswick Mayor: 
 
Dr. Brad Cohen 
 
Members of Governing Body: 
 
Dinesh Behal  
 
Kevin McEvoy 
 
Sharon Sullivan 
James Wendell 
Dana Zimbicki