Volunteer Coordination Services for Transportation and Home-Delivered Meals

Dane County Department of Human Services (DCDHS) is seeking proposals from qualified agencies to provide and coordinate volunteer-based supportive transportation and home-delivered meal transportation services for older adults and individuals with disabilities in Dane County.

Project Details

• Reference ID: 427018-DNB
• Department: Human Services
• Department Head: John Schlueter (Director)

Important Dates

• Questions Due: 2026-06-05T04:59:00.000Z
• Answers Posted By: 2026-06-12T04:59:00.000Z

Evaluation Criteria

• Abstract (15 pts) —
  1. Describe your agency, its mission, and how it aligns with the vision, mission, and values of the Dane County Department of Human Services.
  2. Provide a brief description of the services your agency proposes to deliver under this RFP. Describe how your agency will administer both the Volunteer Driver Transportation component and the Home-Delivered Meal Volunteer Coordination component under one contract.
  3. Describe how your proposed services will meet the needs described in this RFP for:
     • older adults and individuals with disabilities who need transportation to essential appointments; and
     • homebound older adults in rural Dane County who receive home-delivered meals.
  4. Identify your expectations of DCDHS, including staff support, coordination, communication, and any resources needed for successful implementation of both service components.
• Program Strategies and Activities (30 pts) —
  1. Provide the number of unduplicated volunteers who have transported passengers for your agency in the last six months.
  2. Provide the number of unduplicated volunteers who have performed meal deliveries for your agency in the last six months, if applicable.
  3. How many new volunteer drivers have you added in each of the last six months? If applicable, distinguish between volunteers recruited for passenger transportation and volunteers recruited for meal delivery.
  4. Describe your current and future tactics for recruiting volunteer drivers. Include your plans to recruit volunteers from various backgrounds, cultures, and geographic areas of Dane County, including rural areas.
  5. Describe your process for onboarding a new volunteer driver, including screening, background checks, driving record review, training, supervision, and readiness for assignment.
  6. Describe how your agency will maintain sufficient volunteer capacity and backup coverage to ensure reliable service for both transportation trips and meal delivery routes throughout the contract year.
  7. Describe the process a passenger uses to request a ride. Include:
     1. when staff are available to take requests,
     2. whether requests may be made by phone or other methods,
     3. the hours during which volunteers may provide rides, and
     4. how far in advance a passenger must request a ride.
  8. Describe how an individual registers with your organization to receive rides and how eligibility for transportation services is determined.
  9. Describe how your agency will coordinate with Dane County contracted dining sites for the meal delivery component, including:
     1. communication regarding route coverage and timing,
     2. assignment of volunteers to delivery routes,
     3. response to service disruptions, and
     4. implementation of backup coverage when a volunteer is unavailable.
  10. Describe how your agency will ensure that volunteer meal drivers follow dining site instructions, site-established schedules, delivery routes, food safety expectations, and applicable AAA requirements.
  11. Describe your process for receiving, safeguarding, accounting for, and remitting voluntary passenger donations.
  12. Describe how your agency establishes and administers volunteer mileage reimbursement, including how the reimbursement rate is set and how reimbursement is managed across both service components.
• Experience and Qualifications (20 pts) —
  1. Describe your agency's experience and breadth of experience in the following areas:
     1. Coordinating volunteers.
     2. Providing or coordinating supportive transportation services.
     3. Providing or coordinating home-delivered meal transportation or similar delivery services.
     4. Serving older adults and persons with disabilities.
     5. Serving rural communities.
     6. Serving the geographic area of Dane County.
  2. Describe your agency’s experience coordinating services that involve multiple operational partners, such as dining sites, community-based organizations, medical providers, senior centers, or other service sites.
  3. Describe the experience and qualifications of your agency to provide programs that are welcoming to persons of all backgrounds and cultures, including any explicit steps your agency is taking to improve in this area.
  4. If your agency will contribute any additional resources beyond County funding to help accomplish the goals of this project, describe those resources and their anticipated impact.
  5. If you are planning to partner with other organizations to deliver the services outlined in this RFP, provide the names of the organizations and describe their roles. Please upload letters of support from any such organizations indicating their willingness to assist with service delivery.
• Quality Improvement (15 pts) —
  1. Describe any programmatic or administrative improvements that have improved your agency’s ability to deliver reliable, volunteer-based services.
  2. Describe your organizational data collection and reporting capabilities for the transportation component, including your ability to track:
     1. trip records, including passenger name, pickup and destination addresses, beginning time and mileage, end time and mileage;
     2. volunteer hours;
     3. unduplicated riders;
     4. unduplicated volunteers; and
     5. new volunteer drivers recruited and trained.
  3. Describe your organizational data collection and reporting capabilities for the meal delivery component, including your ability to track:
     1. number of meals delivered;
     2. miles driven to deliver meals;
     3. number of volunteers performing meal deliveries;
     4. dining sites served; and
     5. number of new volunteers recruited and trained.
  4. Describe how driver reports, trip logs, delivery records, and mileage reimbursement records are reviewed and validated for accuracy.
  5. Describe your process for safeguarding confidential participant information, including transportation and meal-delivery data.
  6. Describe your process for identifying, documenting, responding to, and resolving customer complaints, service disruptions, and incidents.
  7. Describe any quality assurance practices your agency uses to monitor service reliability, including schedule adherence, missed trips, missed meal deliveries, volunteer coverage, and corrective action when problems occur.
• Cost (20 pts) —

  Providers may enter their rate in the Pricing Proposal section of this RFP to include:

  • proposed unit rate for Volunteer Driver Transportation and
  • proposed unit rate for Home-Delivered Meal Volunteer Coordination.

  Points for cost will be awarded using a relative formula. The proposal with the lowest cost will receive the maximum number of points available for this section. All other proposals will receive a proportion of the cost points according to the following calculation:

  (Lowest Proposed Cost ÷ Respondent’s Proposed Cost) × Maximum Cost Points Available = Score

  In plain language: the lowest-cost proposal earns all available points. Other proposals earn fewer points based on how their cost compares to the lowest. For example, if your proposal costs twice as much as the lowest proposal, you would receive about half of the cost points.

• Local Vendor Preference (5 pts) —

  Per Dane County ordinance, a local Dane County vendor automatically receives five (5) points toward the evaluation score.

  Vendors located within the counties adjacent to Dane County (Columbia, Dodge, Green, Iowa, Jefferson, Rock, or Sauk) automatically receive two (2) points toward the evaluation score.

  Locally Operated Vendor means a supplier or provider of equipment, materials, supplies, or services which has an established place of business within Dane County and whose business is registered and authorized to do business in the State of Wisconsin. An established place of business means a physical office, plant, or other facility. A post office box address does not qualify a vendor as a Locally Operated Vendor. Dane County Ordinance 25.04(5)

Submission Requirements

• RFP DOCUMENT UPLOADS
• Upload your Proposal (required) —

  Please DO NOT include Cost information in this section.

• Supplemental document uploads —

  Please upload any supplemental documents here, if applicable (e.g. letters of support).

• Budget Backup (required) —

  Please download the below Excel workbook, complete, and upload.

• W9 Upload (required) —

  Upload your company's W9 form.

  NOTE: The W9 is required to be signed within the past 12 months

• VENDOR INFORMATION
• Agency UEI number:
• Registration with Wisconsin DFI (required) —

  At the time of contracting with the Department of Human Services, agencies must be registered entities in good standing with the Wisconsin Department of Financial Institutions.

  Please check this box to indicate that your agency is registered or will be registered in good standing with the Wisconsin Department of Financial Institutions. 

• Please explain. (required) —

  You've indicated that your agency is not and will not be registered with Wisconsin DFI. At the time of contracting with the Department of Human Services, agencies must be registered entities in good standing with the Wisconsin Department of Financial Institutions.

• Local Vendor Preference (required) —

  Select a Local Vendor Preference:

  Vendors located within Dane County automatically receive five points toward the evaluation score.

  Vendors located within the counties adjacent to Dane County (Columbia, Dodge, Green, Iowa, Jefferson, Rock, Sauk) automatically receive two points toward the evaluation score.

  Vendors located outside of Dane County of the 7 counties adjacent to Dane County would choose "No Preference".

  NOTE: A post office box address does not qualify as an established place of business.

• Fair Labor Practice Certification (required) —

  Has your company been found by the National Labor Relations Board ("NLRB") or the Wisconsin Employment Relations Commission ("WERC") to have violated any statute or regulation regarding labor standards or relations in the seven years prior to the date this bid submission is signed?
  
  If yesis answered, a copy of any relevant information regarding such violation is required to be uploaded with your bid submission.
  

  Additional information about the NLRB and WERC can be found using the following links:
  www.nlrb.gov and http://werc.wi.gov.

• Cooperative Purchasing (required) —

  Reference Guidelines - Section F.

  Does your company agree to furnish the commodities or services of this bid to municipalities and state agencies?

• Designation of Confidential and Proprietary Information (required) —

  Please specify what information you wish to designate as confidential and proprietary. Please identify section/ pages/ topic /documents, etc.

  NOTE: Pricing sections cannot be designated as confidential and proprietary.

  If nothing will be designated, simply type "None" in the section below.

• RFP ADDENDA
• I understand that if any addendum is issued I will have to acknowledge the posted addendum. (required)
• If an addendum is posted after I have submitted my proposal response and the resulting addendum requires action to be taken either in the Specification Section or Pricing Section, I understand that: (required) —

  1. I will have to unsubmit my proposal response.

  2. I will have to acknowledge the posted addendum.

  3. I will have to take action in responding to the changes on either the Specification Section or Pricing Section.

  4. I will then have to resubmit my proposal response.

  Further instructions on addendum(a) postings can be found here.

• SIGNATURE DECLARATION
• Solicitation Response Declaration (required) —

  In submitting and confirming this solicitation response, we certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a solicitation response; that this solicitation response has been independently arrived at without collusion with any other vendor competitor or potential competitor; that this solicitation response has not been knowingly disclosed prior to the opening of bids to any other vendor or competitor; that the above statement is accurate under penalty of perjury.

  Further, by submitting this solicitation response, firm agrees with all the terms, conditions, and specifications required by the County in this solicitation and declares that the corresponding solicitation response and pricing are in conformity therewith.

  I have read and understood the entire document.

  I declare under penalty of false swearing under the law of Wisconsin that the foregoing is true and correct.

• Signed on: (required) —

  Write in month, day, year and city/state in which the submission occurred.

  Example: June 27, 2025 in Madison, WI

• Electronically signed by: (required) —

  Provide First Name, Last Name and Title

• Project Description (required) —

  Please provide a brief description of the intended purchase.

• Pricing table required? (required) —

  Always select "Yes" unless this is a Highway WisDot Design Project

• External Pricing Document? (required) —

  Is an external pricing document being used?