Monroe County
Request for Proposal
Strategic Plan of
Future Needs & Enhancements of
Rolling Hills
Table of Contents
Section 1: RFP Overview Page 3
Section 2: Proposal Submittal Instructions Page 3
Section 3: Terms & Conditions Page 4
Section 4: Background Information Page 5
Section 5: Qualifications Page 5
Section 6: Scope of Services Page 6
Section 7: Pricing and Invoicing Page 7
Section 8: How to respond to this RFP Page 7
Section 9: Evaluation of Proposals Page 7
Section 10: Fee Schedule Page 8
Appendix A
Introduction and background information regarding Rolling Hill’s Care Center
Section 1 – Request for Proposal (RFP) Overview
1.1 Introduction
»The objective of this procurement process is to select a vendor to develop a strategic plan for Rolling Hills. Said plan shall include the vendor’s recommendation regarding optimum configuration, examination of licensing option, and recommendations for operational efficiencies and enhancements that will help to ensure the future of Rolling Hills and its services.
Incurred costs
The County is not responsible for any costs incurred by the Vendor in the preparation of the proposal, participation in the Vendors’ meeting, or for any other cost to the Vendor associated with responding to the RFP
Section 2 - Proposal Submittal Instructions
2.1 RFP Schedule
The following is a list of the important dates for activities related to the RFP process. The County reserves the right to change these dates and will post the changes on its web site.
Activity /Time
/ DateRFP released / 12/02/2016
Submission of proposals / 12:00 pm / 12/20/2016
Rolling Hills Committee / 4:00 pm / 12/22/2016
Vendor Site Visit
A vendor site visit can be scheduled directly with the Rolling Hills Administrator. Questions can be addressed and answered at that time.
Rolling Hills
Linda Anderson, Administrator
14345 County Highway B
Sparta, WI 54656
608-269-8801
2.2 RFP location
This RFP is posted on the Monroe County web site. The County reserves the right to amend this RFP at any time. In the event it becomes necessary to amend, alter or delete any part of the RFP, changes to the RFP will be posted on the web site. It is the vendor’s responsibility to be aware of amendments that are posted on the web site. The address is:
http://www.co.monroe.wi.us
2.3 Submission of Questions
Scope of Work Questions:
Linda Anderson, Rolling Hills, 608-269-8801
Procurement Process Questions:
Lisa Hanson, Purchasing Coordinator, 608-269-8006
2.4 Submission of Proposals
All proposals shall be submitted in complete original form. Faxed or emailed proposals will be accepted. Proposals shall be marked “Strategic Plan for Rolling Hills”. Vendors shall submit 1 copy of their proposal in a paper form.
Proposals must be delivered no later than 12:00 pm, December 20, 2016 to:
Linda Anderson
Rolling Hills
14345 County Highway B
Sparta, WI 54656
Proposals received after the above date and time will be returned unopened.
2.5 Receiving of Proposals
Proposals will be addressed as received for questions. Proposals will be submitted for review to the Rolling Hills Committee December 22, 2016
Rolling Hills Committee Meeting
Rolling Hills
14345 County Highway B
Sparta, WI 54656
At that time, the names of vendors who properly submitted proposals will be announced. Announcement of the names of the vendors who submitted proposals is not a guarantee that the proposals otherwise comply with the specifications of this RFP.
2.6 Ownership of Proposals
All proposals submitted on time become the property of the County upon submission, and the proposals will not be returned to the Vendors. By submitting a proposal, the Responder agrees that the County may copy the proposal for purposes of facilitating the evaluation.
2.7 Other information
Vendors may submit any other information that is not described in this proposal that would be beneficial to the County. If, in the vendor’s opinion, the County has overlooked anything material or relevant, such item(s) may be brought to the County’s attention and be included in the proposal.
2.8 Amendments to the RFP
In the event it becomes necessary to amend, alter or delete any part of the RFP, changes to the RFP will be posted on the website. The address is:
http://www.co.monroe.wi.us/RFP
2.9 Public Records Law
All proposals are subject to the Wisconsin Public Records Law.
Section 3 - Terms and Conditions
3.1 The County reserves the right to accept or reject any or all proposals or portions thereof without stated cause.
3.2. The County reserves the right to re-issue any requests for proposals.
3.3. Upon the selection of a finalist vendor, the County by its proper officials, employees, or agents shall attempt to negotiate and reach a final agreement with this vendor. If the County, for any reason, is unable to reach a final agreement with this vendor; the County reserves the right to reject such vendor and negotiate a final agreement with the vendor who has the next most viable proposal. The County may also elect to reject all proposals and re-issue a request for proposal.
3.4 Clarification of proposals: The County reserves the right to obtain clarification of any point in a vendor’s proposal or obtain additional information.
3.5 The County is not bound to accept the proposal with the lowest cost, but may accept the proposal that demonstrates the best ability to meet the needs of the County.
3.6 The County reserves the right to waive any formalities, defects, or irregularities in any proposal, response, and/or submittal where the acceptance, rejection, or waiving of such is in the best interests of the County.
3.7 The County reserves the right to disqualify any proposal, before or after opening, upon evidence of collusion, intent to defraud, or any other illegal practice on the part of the vendor.
3.8 The Vendor agrees to the fullest extent permitted by law, to indemnify, defend and hold harmless, the Purchaser, and its agents, officers and employees, from and against all loss or expense including costs and attorney fees by reason of liability for damages including suits at law or in equity, caused by any wrongful, intentional, or negligent act or omission of the Vendor, or its (their) agents and / or sub-contractors which may arise out of or connected with activities covered by this contract.
3.9 The selected vendor shall not subcontract or assign any interest in the contract and shall not transfer any interest in the same without prior written consent of the County.
3.10 No reports, information, or data given to or prepared by the firm under contract shall
be made available to any individual or organization by the firm without the prior written approval of the County.
3.11 Should the selected vendor merge or be purchased by another individual or firm contract continuation would be at the County's option.
Section 4 Background Information
Rolling Hills Rehabilitation Center is owned and operated by Monroe County. It has been in its current location since the late 1800’s when it operated as a “poor farm” and asylum. The services have evolved over the years and we currently operate an 85 bed skilled nursing facility (SNF) and an 8 bed community based residential facility (CBRF). The facility includes a short term rehab unit and secure dementia unit in addition to general nursing home services. Rolling Hills is Medicare and Medicaid certified. The challenges with our current campus include aging structures with portions built in 1948, 1965 and 1974. The 1948 building houses other Monroe County offices and outpatient therapy services in addition to storage, offices and laundry for Rolling Hills Rehab Center. Monroe County is in the midst of strategic planning for the remainder of the County buildings which may include demolition and repurposing of current buildings. Rolling Hills’ campus is included as part of this strategic planning process. A significant renovation or new construction is needed to address the aging infrastructure and more effectively meet the needs of our residents.
Section 5 Qualifications
5.1 Consultant Information
A. Letter of introduction that includes name of contact person and contact information (email address, phone number, etc.)
B. Office location(s)
C. Ownership and affiliation
D. Size of company
E. Company’s objectives in relation to this project
F. Provide client agency name, contact name, title, address, and phone number of references from at least three clients that have been, or preferably, are currently being provided similar service within the last five (5) years.
5.2 Relevant Experience
A. Experience with long term health care services
B. Experience working with municipal and / or county owned facilities
C. Experience and / or resources capable of analyzing, planning, and recommending financial and operational improvements to nursing homes and community based services, i.e. CBRF, AFH, RCAC etc.
D. Experience determining short and long range market trends
E. Experience providing financial feasibility assessments regarding health care services
5.3 Organization and Key Personnel
A. Organizational Structure / Hierarchy
B. Responsibilities and relevant qualifications of key personnel providing services under this proposed agreement.
Section 6 Scope of Services
Consultants shall describe their approach to the following services:
6.1 The Consultant is to prepare a work plan and schedule to meet the established deadline for
completing the Strategic Plan.
A. The Strategic Plan shall be completed and provided to Rolling Hills in a written
format no later than 5 pm, Thursday, February 23, 2017
B. The Strategic Plan shall be presented to the Rolling Hills Committee on Tuesday February
27, 2017.
C. The consultant shall provide a timeline of milestone events that show progress toward
the completion of the Strategic Plan.
6.2 The Consultant is to communicate fully with the Rolling Hills Administrator, Linda Anderson or designee on a regular and reoccurring basis to coordinate work activities and monitor project progress.
6.3 Financial Feasibility Assessment and operational assessments with pro-forma
budgets going out five (5) years or more that show the effects of various options for
various facility locations.
6.4 Analyze Rolling Hills facilities operations to improve current financial performance. Areas of
improvement to analyze include, but not limited to:
Medicare reimbursement
Medicaid reimbursement
6.5 Recommendation on configuration of neighborhood facilities
A. Identification of licensure types needed to serve populations based on market trend findings
B. Right-Sizing for number of beds in all license types, with an emphasis on nursing home
beds, based on projected trends and need
C. Community Needs Assessment based on projected trends and need
D. Staffing Configurations and / or physical layout to ensure most efficient operation
6.6 Work with Monroe County to assess the aforementioned issues. Provide expert written
briefings, reports and / or recommendations to the Rolling Hill’s Administrator or designee
and / or County Committees on key issues, implementation of recommended changes,
timelines, and strategies. Attend County Committee meetings as needed to present
findings and recommendations. The selected consultant may need to attend up to two (2)
County Board Meetings and three (3) County Committee meetings.
Section 7 Pricing and Invoicing
Consultants are to complete the Fee Schedule on page 10 and return with their proposal.
7.1 Consultants are to provide a not to exceed fee for providing service regarding the
Scope of Work in Section 6
7.2 Consultants shall propose an invoicing schedule based on achieving milestone
events and a percentage (Total = 100%) of the total payment related to each
milestone event. Please note that final 20% payment will be paid 30 days after the
presentation to the final product. The invoicing schedule shall be mutually agreed upon by
Rolling Hills and the selected consultant.
Section 8 How to respond to this RFP
8.2 Provide the requested information in Section 5 organized and clearly marked.
8.3 Provide a response to the statements in Section 6. The easiest format for the
evaluators to review is to provide a response below each corresponding sub-section.
8.4 Provide an invoicing schedule per section 7.2
8.5 Complete Section 11 Fee Schedule
Section 9 Evaluation of Proposals
9.1 Evaluation Process
Proposals will be reviewed by the Rolling Hills Committee Board at the monthly meeting December 22, 2016. The awarded vendor will be notified by the Rolling Hills Administrator after the meeting is conducted.
Section 10 Fee Schedule
Fixed Fee for Scope of Work, Section 6:
______
Consultant Company Name:
______
Consultant Representative (printed):
______
Consultant Representative (signature):
______
End of RFP Document
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