DEPARTMENT: Social Services-Housing & Community Resources
FILE TYPE: Consent Action
TITLE
title
Authorization To Execute Contract For Volunteer Driver Transportation Services
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PURPOSE/ACTION REQUESTED
Authorize execution of contract for Volunteer Driver Transportation Services.
SUMMARY
Dakota County Social Services provides contracted services across the transportation services continuum. Volunteer driver services have been contracted since 2011 and are available for residents of Dakota County, which include, but are not limited to, trips for medical and dental appointments, Dakota County programs like Women, Infants and Children (WIC), trips for health assessments and trips for grocery shopping and to food shelves. Rides are provided by trained and vetted volunteers in their personal vehicles. The previous volunteer driver contract with Hastings Family Service (January 1, 2024 through December 31, 2025) had a not to exceed (NTE) amount of $114,978. The decrease for this contract request is due to lower actual usage of mileage for rides.
Since 2018, Dakota County has received Federal Transit Administration Section 5310 grant funds from the Minnesota Department of Transportation to utilize mobility management strategies to increase coordination efforts and improve mobility access for older adults and persons with disabilities in Dakota County. Dakota County is currently administering this work through GoDakota.
A Request for Proposal was issued on January 22, 2025 for volunteer driver services. A committee comprised of GoDakota stakeholders reviewed the proposals and recommended contracting with Hastings Family Service for delivery of volunteer driver services (Attachment: Solicitation Summary).
OUTCOMES
The volunteer driver program provides a transportation option to County clients and residents to ensure they have a transportation option to necessary appointments and/or resources. Hastings Family Service will report the following information to Dakota County on a monthly basis:
How much: Number of rides provided, Number of unduplicated riders, Number of drivers, Number of regular and special miles driven
How well: Number of ride denials, Number of rider complaints, Number of accidents
Is anybody better off: Feedback from riders, drivers and caregivers
See Attachment: Outcomes, for data from the current volunteer driver contract.
RECOMMENDATION
recommendation
Staff recommends executing a contract with Hastings Family Service for volunteer driver services not to exceed contract amount of $90,000 for the period of January 1, 2026 through December 31, 2027. The contract funds are provided on a per mile basis and include the mileage for the volunteer driver and an administrative reimbursement rate/mile for the agency.
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EXPLANATION OF FISCAL/FTE IMPACTS
Funding for this contract uses Transportation Sales and Use Tax funds and is included in the 2026 County Manager’s Recommended Budget. A 2.5 percent cost-of-living adjustment (COLA) has been applied to the 2025 administrative reimbursement rate/mile, and a COLA will be applied to the 2026 and 2027 administrative reimbursement rate/mile as applicable, pending the COLA pending approval by the Dakota County Board of Commissioners that typically takes effect on January 1st of each calendar year. The contracts shall contain a provision that allows the County to immediately terminate the contracts in the event sufficient funds from county, state, or federal sources are not appropriated at a level sufficient to allow payment of the amount due.
☐ None ☐ Current budget ☒ Other
☐ Amendment Requested ☐ New FTE(s) requested
RESOLUTION
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WHEREAS, Dakota County Social Services provides contracted services across the transportation services continuum; and
WHEREAS, volunteer driver services have been contracted since 2011 and are available for residents of Dakota County, which include, but are not limited to, trips for medical and dental appointments, Dakota County programs like Women, Infants and Children (WIC), trips for health assessments and trips for grocery shopping and to food shelves; and
WHEREAS, rides are provided by trained and vetted volunteers in their personal vehicles; and
WHEREAS, since 2018, Dakota County has received Federal Transit Administration Section 5310 grant funds from the Minnesota Department of Transportation to utilize mobility management strategies to increase coordination efforts and improve mobility access for older adults and persons with disabilities in Dakota County. Dakota County is currently administering this work through GoDakota; and
WHEREAS, a Request for Proposal was issued on January 22, 2025, for volunteer driver services, and a committee comprised of GoDakota stakeholders reviewed the proposals and recommended contracting with Hastings Family Service for delivery of volunteer driver services.
NOW, THEREFORE, BE IT RESOLVED, That the Dakota County Board of Commissioners hereby authorizes the Community Services Director to execute a contract with Hastings Family Service for Volunteer Driver Transportation Services in a not to exceed contract amount of $90,000 for the period of January 1, 2026 through December 31, 2027, subject to approval by the County Attorney’s Office as to form; and
BE IT FURTHER RESOLVED, That the Community Services Director is hereby authorized to amend said contract, consistent with the amount budgeted, to alter the contract amount and the contract term up to one year after initial expiration date, consistent with County contracting policies, subject to approval by the County Attorney’s Office as to form; and
BE IT FURTHER RESOLVED, That the contract shall contain a provision that allows the County to immediately terminate the contract in the event sufficient funds from county, state, or federal sources are not appropriated at a level sufficient to allow payment of the amount due.
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PREVIOUS BOARD ACTION
None.
ATTACHMENTS
Attachment: Solicitation Summary
Attachment: Outcomes
BOARD GOALS
☒ A Great Place to Live ☐ A Healthy Environment
☐ A Successful Place for Business and Jobs ☐ Excellence in Public Service
PUBLIC ENGAGEMENT LEVEL
☐ Inform and Listen ☐ Discuss ☐ Involve ☒ N/A
CONTACTS
Department Head: Emily Schug
Author: Robyn Bernardy