Request for Proposal (RFP)

#26-064 Therapy Service Provider for Birth-to-Three Program For: Walworth County Health and Human Services

Schedule of Events

This schedule is in local time and is provided for your information and planning purposes. Although every effort will be made to follow this schedule, we reserve the right to modify the dates as necessary.

Contact Information Purchasing Agent: Melissa Rompesky, Senior Buyer Address: Walworth County Purchasing

100 W. Walworth Street Elkhorn, WI 53121

Proposal Issued: May 7, 2026

Pre-Proposal Meeting May 19, 2026 At 1:00 p.m.

Questions Due: May 22, 2026 at 3:00 p.m.

Final Addendum Issued: May 26, 2026

Proposals Due (Closing Time): June 4, 2026 at 10:00 a.m.

Presentation/Interviews: June 19, 2026

Contract Award: July 23, 2026

Anticipated Contract Start: October 21, 2026

Table of Contents

I. POSTING OF SOLICITATION

II. INVITATION

III. BACKGROUND

IV. TERM OF CONTRACT

V. PROPOSER QUALIFICATIONS

VI. SCOPE OF WORK / SPECIFICATIONS

VII. VALUE ADDED SERVICES (VAS)

VIII. STANDARD TERMS AND CONDITIONS – WALWORTH COUNTY

IX. EXAMINATION OF SITE AND PROPOSAL DOCUMENTS

X. PRE-PROPOSAL MEETING

XI. PROPOSER QUESTIONS / REQUESTS FOR EXCEPTIONS OR CHANGES

XII. PROPOSAL CONTENT AND SUBMISSION

XIII. ELECTRONIC MODIFICATION OF PROPOSAL

XIV. WITHDRAWAL OF PROPOSAL

XV. PROPOSER SUPPLIED DOCUMENTATION / MATERIALS

XVI. EVALUATION CRITERIA

XVII. INTERVIEWS AND/OR PRESENTATIONS

XVIII. AWARD

XIX. CONTRACT

XX. EMERGENCY SERVICES

XXI. ADDITIONAL SERVICES

XXII. SUBCONTRACTING

XXIII. EMPLOYEES

XXIV. WORK HOURS

XXV. PRICING

XXVI. INDEFINITE QUANTITY

XXVII. PRICE ADJUSTMENTS

XXVIII. EQUITABLE ADJUSTMENT

XXIX. INVOICING

XXX. PAYMENT

XXXI. REJECTION

XXXII. DEFICIENCIES

XXXIII. ACCEPTANCE

XXXIV. CONFLICT OF INTEREST

XXXV. “PIGGYBACK” CLAUSE

XXXVI. CONTRACT REVIEW

XXXVII. WORK/SITE RULES

XXXVIII. BACKGROUND CHECKS

XXXIX. COMPLIANCE WITH LAWS

XL. INSURANCE REQUIREMENTS

XLI. CANCELLATION

I. POSTING OF SOLICITATION

All Walworth County solicitations are posted on the County’s Bonfire Portal at:

walworthcountywi.bonfirehub.com. To ensure notification of future opportunities with Walworth County, Proposers must be registered. Proposers may register for an account with Bonfire at no charge.

NOTE: Walworth County will make no attempt to contact Proposers with updated information. It is the responsibility of each Proposer to periodically check the portal for all notifications, releases, and addenda associated with this solicitation.

II. INVITATION

Walworth County is accepting sealed, electronic Proposals submitted through the Bonfire Portal from qualified firms for a Therapy Service Provider for the Birth-to-Three Program for Walworth County Health and Human Services, hereinafter referred to as the “County,” in accordance with the specifications stated and/or attached herein/hereto. The successful proposer will hereinafter be referred to as the “Proposer,” “Provider Agency,” or “Contractor.”

Sealed, electronic Proposals will be received until 10:00 a.m. local time on June 4, 2026.

Late responses will not be accepted. All responses will be recorded by purchasing staff shortly after the deadline.

Proposers should have considerable experience in providing early intervention services for children aged birth to three years old, in alignment with Part C of the Individuals with Disabilities Education Act (IDEA) are invited to participate.

III. BACKGROUND

Walworth County Health and Human Services (WCHHS) is responsible for promoting the health, safety, and well-being of residents through equitable access to supportive services.

Within this framework, the Birth to 3 Program provides early intervention services for infants and toddlers with developmental delays or diagnosed conditions. The program focuses on evidence-based practices, family engagement, and support within natural environments to promote healthy development and strengthen family capacity.

Based on Walworth County data, the Birth‑to‑Three Program received approximately 285 referrals in 2024. Of those, 190 children were determined eligible and received services. In 2025 the average caseload for therapists consisted of approximately 60 clients for speech therapy (shared by two speech therapists), 22 clients for occupational therapy, and 30 clients for physical therapy.

The County currently employs two (2) 1.0 FTE Speech Therapists, one (1) .80 FTE Occupational Therapist, and one (1) 1.0 FTE Physical Therapist.

https://walworthcountywi.bonfirehub.com/projects

To sustain high-quality early intervention services and ensure efficient program operations, Walworth County is pursuing a contracted vendor model for the provision of B3 therapy services. This approach is intended to:

1. Promote fiscal responsibility A vendor model provides more predictable and manageable costs compared to maintaining internal therapy staff. It reduces expenses associated with recruitment, benefits, training, and long-term personnel commitments, allowing resources to be redirected toward core program functions and quality improvement.

2. Enhance operational efficiency Contracting reduces administrative and staffing burdens on the County, enabling WCHHS to focus on program oversight, service coordination, and quality assurance.

3. Support flexible service capacity Fluctuations in referrals and service needs require adaptable staffing. A contracted provider can scale services more efficiently to maintain compliance with state timelines and ensure timely access to early intervention supports.

Overall, moving to a vendor-based service model strengthens the County’s ability to deliver responsive, family-centered early intervention services aligned with both local priorities and statewide Birth to 3 Program expectations.

IV. TERM OF CONTRACT

A contract will be awarded to the successful Proposer. The initial term of the contract shall be for a period of three (3) years, with services beginning on January 1, 2027. The contract may be extended for two (2) additional one (1) year periods, under the same terms and conditions, and by mutual written consent of both parties.

V. PROPOSER QUALIFICATIONS

Proposer’s responding to this Proposal must meet the following qualifications:

1. Have a record of performance with reasonable financial support, personnel and organization to ensure that they can satisfactorily execute the service required and specified herein if awarded. Proposers who have failed to perform in the past may not be considered for award.

2. Possess a minimum of two (2) years of verifiable experience in providing early intervention/Pediatric Therapy services (SP/OT/PT) similar in size and scope to the Walworth County Birth to Three program.

3. Provide all required certifications, Licenses and Medicaid credentialed as required by Wisconsin DHS 90, for Pediatric Speech and Language therapy (SP), Occupational therapy (OT) and Physical therapy (PT) services to clients aged birth to three.

4. Possess an ability to meet the requirements as outlined in Section VI. Scope of Work, Item C. General Requirements.

5. Written acknowledgement demonstrating either: (a) experience in delivering natural-environment-based coaching models (such as routine-based or family-guided routines coaching), or (b) a clear readiness and commitment to adopt and implement this model.

6. Poses minimum of two (2) years experience submitting claims for early intervention therapy services (SP/OT/PT) to Medicaid/Forward Health and private insurers.

Demonstrated knowledge of Wisconsin Medicaid benefit coverage guidelines, service authorization requirements, and claim submission standards relevant to early intervention services.

7. Be properly licensed to do business in the State of Wisconsin, which includes being registered with the Wisconsin Department of Financial Institutions (DFI) if respondent is required to be registered. If respondent is not required to be registered with DFI, provide supporting reasoning in comments.

8. May not be debarred from conducting business with the State of Wisconsin or Federal Government with the effective dates of this project.

VI. SCOPE OF WORK / SPECIFICATIONS

We are seeking a qualified contracted agency to provide early intervention (Birth-to-Three) services for children aged birth to three years old, in alignment with Part C of the Individuals with Disabilities Education Act (IDEA). Services will be delivered in natural environments such as the child’s home or community settings. The contracted agency must be capable of safely and effectively serving approximately 190+ children and their families annually.

The agency provider shall establish a sufficient number of core therapists to implement the Individualized Family Service Plan (IFSP), specifically speech and language therapy, occupational therapy, and physical therapy. This includes fiscal management and billing for early intervention services as well as therapist oversight. All staff assigned to the program must meet all training and competency standards required under Wisconsin DHS 90.

A. Deliverables: The contracted agency will be expected to provide the following:

1. Developmental Evaluations and Assessments:

i. Conduct standardized and functional assessments to determine eligibility and service needs.

ii. Collaborate with multidisciplinary teams to develop Individualized Family Service

Plans (IFSPs).

2. Direct Therapy Services:

i. Deliver evidence-based therapeutic interventions in the areas of:

a. Speech and language development

b. Physical and motor development

c. Cognitive and social-emotional development

d. Adaptive/self-help skills

ii. Services may include speech-language therapy, occupational therapy, or physical therapy, depending on the provider’s licensure.

3. Family Coaching and Support:

i. Provide parent coaching and training to support skill development in daily routines.

ii. Empower families to implement strategies that promote their child’s development.

4. Documentation and Compliance:

i. Maintain accurate and timely documentation in accordance with state and federal regulations.

ii. Submit progress reports, session notes, and billing documentation as required.

5. Collaboration and Communication:

i. Participate in IFSP meetings and weekly team consultations

ii. Communicate regularly with service coordinators, families, and other providers.

B. Expected Outcomes:

Federal Indicators are key components of early intervention services (Birth to 3) that help ensure the delivery of high-quality programs. Each state is required to track and report annual performance on these Indicators to the Office of Special Education Programs (OSEP). In collaboration with the awarded agency, it is expected that the following indicators will be met.

1. Indicator 1: Timely Services

i. Timely Services is a compliance indicator with a target of 100%. Wisconsin Birth to

3 defines timely service as a service beginning "within 30 days" of a parent’s consent and added to the IFSP. This indicator refers to the percentage of children whose services are timely, not the percentage of services.

2. Indicator 2: Natural Environments

i. Indicator 2 documents Wisconsin’s performance regarding the extent to which Birth to 3 services for eligible children are being provided in "natural environments."

3. Indicator 3: Child Outcomes

i. Child Outcomes is a statewide process documenting the percentage of infants and toddlers with IFSPs who demonstrate improved development during their time in the Wisconsin Birth to 3 Program. Child outcomes are collected at two points in time: 1) when children first enter the Wisconsin Birth to 3 Program and 2) when children exit the Wisconsin Birth to 3 Program. The outcomes focus on skills and abilities children use to be successful in everyday activities and routines including social relationships, use of knowledge and skills and taking action to meet needs.

The 3 Child Outcome results are then summarized into the following two Summary Statements.

ii. Summary Statement 1: Of those children who entered the program below age-expectations in each outcome, the percent who substantially increased their rate of growth by the time they turned three years of age or exited the program.

iii. Summary Statement 2: The percent of children who were functioning within age expectations in each outcome by the time they turned three years of age or exited the program.

4. Indicator 4: Family Outcomes

i. Indicator 4 measures the percent of families participating in Birth to 3 who report that early intervention services have helped the family:

a. Know their rights;

b. Effectively communicate their children’s needs; and

c. Help their children develop and learn.

5. Indicators 5 and 6: Child Find

i. Child Find is defined as the methods and procedures each county uses to identify infants and toddlers potentially eligible for the Birth to 3 Program. Activities may include public awareness activities, outreach programs, screening programs, and other collaborative efforts throughout the community.

a. Indicator 5: Tracks children eligible for Birth to 3 between the ages of 0 to 12 months of age.

b. Indicator 6: Tracks ALL children eligible for Birth to 3.

6. Indicator 7: Timely IFSPs

i. Indicator 7 is a compliance indicator with a target of 100%. Indicator 7 measures the percentage of Birth to 3 eligible infants and toddlers for whom an evaluation and assessment and an initial IFSP meeting were conducted within a 45- calendar day timeline. The 45 days begin the day in which the referral was received.

7. Indicator 8: Transition

i. Indicator 8 is a compliance indicator with a performance target of 100%. This indicator tracks the percentage of all children exiting Birth to 3 who received timely transition planning to support the child’s transition to preschool and other appropriate community services by their third birthday including:

a. IFSPs with transition steps and services;

b. Notification to LEA (Local School District), if potentially eligible for Part B; and

c. Transition Planning Conference, if potentially eligible for Part B.

8. Indicator 9: Timely Completion of Findings of Non-Compliance

i. Indicator 9 has a required target of 100%. It is used to determine whether the state’s "general supervision system (including monitoring, complaints, hearings, etc.) identifies and corrects noncompliance as soon as possible but in no case later than one year from identification." This indicator is measured as the "Percent of noncompliance corrected within one year of identification."

9. Indicator 14: Timely and Accurate Data

i. Indicator 14 measures the timeliness and accuracy of state-reported data. The data source for this indicator is state selected and includes data from Wisconsin’s Program Participation system (PPS) data systems.

C. General Requirements:

1. Services provided shall be performed consistent with the requirements as outlined in Part C of the Individuals with Disabilities Education Act (IDEA).

2. Within 90 days of contract award, the agency provider shall ensure that it has the capacity to implement this scope of work with all new referrals and with families who have transitioned from the current service delivery system and the ability to expand capacity to accommodate growth.

3. The Provider shall have the capacity to accommodate family schedules, including evenings, and work with children and their caregivers in the environments in which they regularly participate, such as the family and extended family home, childcare, local parks, and libraries. Services are not permitted to take place at an agency or facility.

4. The Provider shall operate year-round/52 weeks of the year to receive referrals for ongoing services and implement the requirements of this Provider agreement.

5. The Provider shall establish and implement procedures to recruit and retain qualified personnel.

6. Direct Service providers shall have at least 2 years’ experience providing pediatric therapy services.

7. The Provider shall have a record of performance with reasonable financial support, personnel, equipment and organization to ensure satisfactory execution of the services required and specified herein.

8. The selected provider shall be responsible for obtaining all permits, licenses, certifications etc. required by Federal, State, County and Municipal laws, regulations, codes and ordinance for the performance of the work required in these specifications and to conform with the requirements of said legislation.

9. The selected provider shall supply all necessary work equipment that may be needed or necessary to serve the clients with therapy.

10. The selected provider shall supply all other required or necessary equipment including but not limited to Computer/Tablet, workstation, office supplies, and access to printing, faxing and office phone/cell phone.

D. Staffing and Early Implementation Requirements:

The selected provider is strongly encouraged to give priority consideration to recruiting and hiring current Walworth County Health & Human Services (HHS) Birth-to-Three therapists when establishing program staffing for Walworth County. This consideration is intended to maintain continuity of care and leverage existing expertise.

Additionally, the provider must include an early implementation provision. In the event that a current HHS Birth-to-Three therapist terminates employment with Walworth County prior to the desired contract start date of January 1, 2027, the provider shall initiate full or partial early implementation within 60 days of notification to ensure continuity of services. This timeline is intended to allow adequate preparation for staffing and service delivery while minimizing disruption to families. Any decision regarding early implementation of the contract shall be at the sole discretion of Walworth County Department of Health and Human Services.

E. Third party billing requirements:

The selected provider shall be responsible for billing all eligible third-party payers associated with each client for therapy services rendered. All billing activities must comply with applicable Centers for Medicare & Medicaid Services (CMS) requirements and documentation standards governing Early Intervention services for children birth to three with developmental needs, as outlined in Wisconsin DHS 90.

The selected provider must also understand that, under program rules and federal regulations, clients and their families may not be held financially responsible for any commercial insurance or Medicaid cost-sharing obligations. This includes, but is not limited to, coinsurance, copayments, or deductibles. Providers are therefore prohibited from seeking or collecting payment from a member—or an individual acting on behalf of the member—for any copayments or other cost-sharing amounts owed under other health insurance coverage.

F. Fiscal Reporting and Reconciliation Requirements:

The Provider shall comply with Walworth County’s annual fiscal reporting and reconciliation processes. The requirements include, but are not limited to, the following:

1. Annual Revenue Reporting The Provider shall submit complete and accurate Birth-to-Three Program revenue information to Walworth County on an annual basis. Required information may include:

i. All revenue received for Birth-to-Three services, including commercial insurance, Medicaid/Forward Health, and other reimbursement sources.

ii. Documentation supporting revenue totals, adjustments, write-offs, and recoupments.

iii. Any additional fiscal data requested by Walworth County necessary to complete annual reconciliation activities.

2. Reconciliation Requirements Following DHS requirements, Walworth County will conduct an annual fiscal reconciliation to determine the final allowable costs and revenue associated with Birth-to-Three service provision. The Provider shall:

i. Provide all documentation, reports, and supporting materials requested by Walworth

County within 45 days of the calendar year end.

ii. Cooperate fully with fiscal review activities, including clarification of submitted fiscal information, submission of corrections, and participation in reconciliation meetings if needed.

iii. Acknowledge that final payment or repayment may be required depending on reconciliation outcomes, and comply with all reconciliation results as determined by Walworth County.

3. Timeliness and Format

The Provider shall deliver required fiscal information in the format specified by Walworth County and by the deadlines communicated annually. Failure to meet these requirements may impact contract compliance and payment processes.

4. Ongoing Communication The Provider must notify Walworth County promptly of any changes in billing processes, reimbursement trends, or issues that may affect annual reconciliation.

G. Responsibilities of the County Walworth County Department of Health and Human Services will remain responsible for all oversight and grant reporting of the Birth-to-Three Program Grant including employing and supervising service coordinators and early education teachers. These roles will not be included in the scope of services requested in this RFP.

VII. VALUE ADDED SERVICES (VAS)

Proposer shall detail any value-added services your company offers that go beyond the standard service scope outlined in this RFP. Specifically, describe how these additional services can enhance the County’s operational efficiency, improve experience, and provide measurable benefits to the County. The County understands these services may be an additional cost but would like to be aware of additional services that are offered. Be sure to clearly explain the cost structure associated with each proposed value-added service in the Cost Proposal and how they will be implemented and supported.

VIII. STANDARD TERMS AND CONDITIONS – WALWORTH COUNTY

The Standard Terms and Conditions of Walworth County are made a part of this Request for Proposal (RFP) by reference. Standard Terms and Conditions are available on the internet, under the Purchasing Division on the Walworth County Home Page or by clicking on the following link:

http://www.co.walworth.wi.us/DocumentCenter/View/479/05-2017-Standard-Terms-and- Conditions-PDF

Documents are also available, upon request, by contacting the Purchasing Agent listed in this solicitation.

IX. EXAMINATION OF SITE AND PROPOSAL DOCUMENTS

Proposer is required to carefully examine the Request for Proposal, the scope of work, the site of the work, and the contract contained herein. It will be assumed that the Proposer has investigated and is satisfied as to the requirements of the RFP documents. It is mutually agreed that the submission of a Proposal shall be considered as conclusive evidence that the Proposer has made such examination and is satisfied as to all the conditions and contingencies.

Pleas of ignorance of conditions that exist or that may hereafter exist, or of conditions or difficulties that may be encountered in the execution of the services under this RFP as a result of failure to make the necessary examinations and investigations will NOT be accepted as:

• An excuse for any failure or omission on the part of the Proposer to fulfill, in every detail, all of the requirements of the RFP, or

• As a basis for any claims whatsoever for extra compensation, or

• For an extension of time.

All labor, equipment, parts, items, details of services or features not specifically mentioned which are regularly furnished to complete these types of services will be furnished at Proposal pricing and shall conform in quality, workmanship and service to those usually provided by the practice as specified in this RFP.

X. PRE-PROPOSAL MEETING

One optional pre-proposal meeting will take place via Teams on Tuesday, May 19, 2026 at 1:00 p.m. (local time). Proposers are strongly encouraged to attend.

http://www.co.walworth.wi.us/DocumentCenter/View/479/05-2017-Standard-Terms-and-Conditions-PDF http://www.co.walworth.wi.us/DocumentCenter/View/479/05-2017-Standard-Terms-and-Conditions-PDF

Microsoft Teams meeting

Join: https://teams.microsoft.com/meet/263914488136565?p=COd0a6PB4B8cQDNGSP Meeting ID: 263 914 488 136 565 Passcode: q5ZA2cW9

Need help? | System reference Dial in by phone +1 414-219-0219,,834214182# United States, Milwaukee Find a local number Phone conference ID: 834 214 182#

Attendees are also reminded to review all Proposal information and documentation prior to the meeting.

XI. PROPOSER QUESTIONS / REQUESTS FOR EXCEPTIONS OR CHANGES

Proposers should request interpretation or correction of any ambiguity, inconsistency, or error in RFP requirements.

Unless the Proposer clearly indicates in their response that the services offered are equivalent, it will be implied that the Proposer will provide the services as specified.

Consideration will be given to a Proposer’s request for a change if any of the terms and conditions of this RFP are not in full accord, or if changes, alterations, additions or deductions are necessary for your firm to be compliant with the specifications and submit a response.

Any requests for changes, clarifications, etc., must be submitted in writing using the “Messages” feature under this Project in Bonfire at:

https://walworthcountywi.bonfirehub.com/opportunities/39474.

Questions must be received no later than May 22, 2026 at 3:00 p.m. You will not be able to initiate messages to the Buyer after this time.

Unauthorized Proposer contact regarding this RFP with any County employee may result in disqualification of Proposal. Any oral communication will be considered unofficial and non-binding. Proposers shall rely only on written addenda issued for this opportunity.

Any changes made as a result of a written request will be issued via addendum and will be posted to the Bonfire Portal. Proposers are responsible for monitoring Bonfire Portal. Each addendum forms an integral part of this RFP and contains important information which may include significant changes to this RFP. Proposers are responsible for obtaining all addenda issued by the County prior to the opening date.

The County will make no attempt to contact proposers with updated information.

XII. PROPOSAL CONTENT AND SUBMISSION

Proposers, by submitting a response to this RFP, certify and agree to meet all the requirements as stated herein. A Proposer must state in their response if they are unable or unwilling to meet any requirement. Inability or unwillingness to meet any requirement, in part or in whole, may be cause for disqualification. Any exceptions taken by the Proposer must be clearly identified in the proposal.

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Proposals shall be irrevocable until Contract award unless the proposal is withdrawn.

Proposers may withdraw a response at any time until the submission deadline.

Proposers shall assume full responsibility for ensuring electronic delivery of proposals before the RFP deadline. Proposers should allow sufficient time to complete the electronic submission by the date and time specified.

Walworth County will only accept electronic submittals in response to this RFP. All proposals must be submitted electronically using the Bonfire Portal by the time and in the manner prescribed. Bonfire will serve as the proposal collection destination.

A. Proposal Content:

In order for an evaluation committee to adequately compare Proposals and evaluate them uniformly and objectively, all Proposals must be submitted according to this section. The proposal should be prepared simply and economically, providing straightforward and concise information as requested. Every attempt should be made to use terminology that is common to the industry. Comparable terminology may be substituted where appropriate, provided clear and concise definitions are included.

The submission format is presented below along with the minimum information that should be contained in each item. Each item below shall be clearly identified and contain all of the information necessary to meet the minimum requirements. The responses should emphasize services and experiences that most closely match those requested by Walworth County. While the Proposer should provide enough information to fully respond to each item. Proposals should be as concise as possible. Any proposal received without the required documents may result in the proposal being rejected.

1. Acknowledgements:

There are various questions to acknowledge/respond to within the Bonfire Portal.

Follow the instructions provided for each item as indicated in the Bonfire Portal.

2. Technical Proposal – No pricing or cost information shall be submitted with any of the following Technical Proposal items. All costs are to be submitted with the Cost Proposal information in item 3 below.

The purpose of the technical proposal is to demonstrate the qualifications, competency and capacity of the provider agency seeking to provide contracted early intervention/pediatric therapy services to clients who qualify under the Birth to Three program in Walworth County in conformity with the requirements of this Request for Proposal.

As such, the substance of proposals will carry more weight than their form or manner of presentation. The technical proposal should demonstrate the qualifications of the provider agency and of the staff to be assigned to this engagement. It should also specify an approach to meet the requirements of the RFP.

The technical proposal should address all the requirements outlined in the Request for Proposal. The proposal should provide a straightforward, concise description of the proposer's capabilities to satisfy the requirements of the request for proposals.

a. Letter of Transmittal (Required as one PDF document): Provide a signed letter briefly stating the provider agency’s understanding of the service to be provided and a positive commitment to perform the services as defined in the Request for Proposals (Limit of two (2) pages).

b. Agency Information (Required as one PDF document): Provide general agency information for the following items:

i. Provide a brief history of the agency

ii. Provide Information to include name, e-mail and phone number for the following contacts:

a. Representative to answer questions regarding the proposal submission

b. Representative authorized to sign a contract, if awarded

c. Representative to manage invoicing and payments, if awarded

iii. Identify any contractual arrangements that may conflict with the agency’s role as an independent contractor for the County or which may result in any monetary compensation related to county contracts creating a conflict of interest. If there is a perceived conflict of interest, please include a statement proposing remedial actions that would be taken to eliminate it. No conflict of interest should exist which would prevent the provider from representing the County with respect to this proposal. Each provider must disclose all potential conflicts of which he or she has knowledge, or which may arise with respect to the representation of the County on this proposal including, without limitation, any circumstances which would create the appearance of a conflict of interest.

The County will disqualify potential provider if, in The County’s sole judgment, such conflict would preclude effective representation by that provider.

iv. Provide information which confirms the agency has sufficient financial support to perform the requested services. Include information regarding recent default or bankruptcy, if none, provide a statement indicating none of these circumstances have occurred.

c. Project Understanding (Required as one PDF document): Provide your understanding of this project and requirements as depicted in this RFP, providing a positive commitment to perform the services as outlined.

d. Agency Experience (Required as one PDF document): Describe the provider agency’s organization including the following information in relation to providing Pediatric Therapy Services as outlined in the RFP.

i. When was the provider agency organized and how long has the provider agency been providing pediatric therapy services as outlined in the RFP.

ii. What is the legal form of ownership? If a corporation, where is the Provider

Agency incorporated?

iii. Indicate the Provider Agency’s size and structure, with emphasis on the pediatric therapy staff.

iv. Indicate the location of the office from which this engagement will be served and the range of services provided at that office. Indicate the size of the Pediatric therapist service team at each location involved in providing services to Walworth County. Include Employee Count and Staffing Structure (Therapists, Supervisors, Specialist, Fiscal/billing staff).

v. Describe the Provider agency’s experience and capabilities in providing similar services to those required in proposal. List Service Areas within Wisconsin, including other B3 County’s they are servicing.

vi. Describe your Provider agency’s capability to provide the required therapies in compliance with the requirements outlined in the RFP, including the number, classification and location of personnel skilled in the each of the therapy modalities (Speech and language, Occupational and Physical).

vii. Describe knowledge of Wisconsin Medicaid benefit coverage guidelines, authorization requirements, and claim submission standards relevant to the services requested.

viii. If your Provider Agency proposes to use the services of another agency, identify the name of the agency and the location of office serving Walworth County with the related contact person. If the proposer is subcontracting any portion of the services requested, the qualifications of each agency should be separately identified and the agency that is to serve as the primary provider agency should be noted, if applicable.

ix. Indicate if your Provider agency has ever failed to complete any work awarded to it. If it has, please indicate the date, where and why.

x. Provide information on the circumstances and status of any disciplinary action taken or pending against the provider agency during the past three (3) years with state regulatory bodies or professional organizations.

xi. Describe any pending litigation or other factors that could affect your agency’s ability to perform this contract.

e. Required Certifications and Licenses (Required as one PDF document):

i. Therapist and Agency Certifications (must comply with DHS 90 Wis

Administration Code)

ii. Professional Licenses for all therapists

iii. Medicaid Credentialing documentation

iv. Proof of agency qualifications and experience in pediatric therapy services.

Documentation must include verification of current DHS certification to bill Medicaid services in accordance with DHS 105.52. Agencies must also submit evidence of credentialing with Commercial and Medicaid HMO insurances. A list of payors for which the agency is credentialed to provide OT, PT, and SLP services would satisfy this requirement.

f. Staff Experience (Required as one PDF document): The provider agency should identify the agency’s staffing structure (Therapists, Supervisors, Specialists, Billing, etc.) and employee count for each.

Provide verification of sufficient staffing levels to serve 190 or more children per year annually.

i. Provide staff resumes for key personnel (partners, managers, other supervisory staff or specialists) who will be assigned to these services. At a minimum. the staff resumes shall include the following information:

a. Name and position title;

b. Total years of experience/level in pediatric therapy services;

c. Summary of pertinent experience and qualifications;

d. Any other information that would assist the County in determining the qualifications of the individuals and their ability to complete the services required such as relevant continuing professional education.

g. Transition of Services (Required as one PDF document): Provide information describing the transition process from the County to your Provider Agency, if awarded. Include the following:

i. How long is needed to implement services as specified?

ii. Detail the implementation plan, including schedule of events.

iii. Describe the transition process from the County to your agency to start the contract.

iv. Describe Provider Agency ability to implement early in the event of County

Staff departures prior to the anticipated contract start date of 1/1/2027.

h. Subcontracting (Required as one PDF document): Will the Proposer subcontract any portion of the work under this award? If yes, provide and upload a complete list of all subcontractors. If no subcontractors will be utilized, provide a document indicating as such.

i. Proof of Proposer’s Financial Stability (Required as one PDF document): A formal letter on the proposer’s letterhead signed by the owner or authorized officer of the company indicating the proposing provider agency has not filed bankruptcy proceedings. In the event the proposer has or is considering filing bankruptcy of any type; the letter will include a written explanation of such filing, complete with history and current status. Upon request, proposer must provide within five (5) days, audited or sworn to accuracy financial statements for the proposer’s last two

(2) fiscal years. Please state in your proposal response if your company cannot provide this information.

j. Similar Engagements with Other Provider and/or Government Entities (Required as one PDF document): Please provide a list of organizations similar in size or complexity which can be used as provider or government references for pediatric therapy service work performed similar in nature to this request with preference to similar or larger Wisconsin county providers or government agencies.

Indicate the scope of work, dates, engagement partners, total hours, and the name, email, and telephone number of the principal client contact.

i. For the provider agency’s partner as well as the person identified to be the contact for the County that will be assigned responsibility for the County’s pediatric therapy services, list the most significant engagements (maximum of

5) performed in the last five years that are similar to the engagement described in this request for proposals. These engagements should be ranked on the basis of total staff hours.

NOTE: The County evaluation committee may choose to contact these references to assist in a decision or to learn more about the specific team members or the provider agency’s approach for providing these services.

k. Value Added Services (Optional as one PDF document): Provide information describing any value-added services (VAS) provided by your provider agency.

Detail any VAS your provider agency offers that go beyond the standard service scope outlined in the RFP. Specifically, describe how these additional services can enhance the County’s operational efficiency, improve experience, and provide measurable benefits to the County. Do not include any additional costs in this document. Additional costs shall be provided separately as part of the Cost Proposal.

l. Exceptions (Required as one PDF document): Proposer must identify any desired exceptions to the minimum requirements or terms and conditions of the Request for Proposal. If there are no exceptions, provide a document indicating such.

i. Exceptions must be addressed to the specific paragraph where a conflict exists. If exceptions are taken, cite the paragraph involved, the exception taken, and state alternate language acceptable to the proposer.

ii. A response that includes contractual terms and conditions that do not conform to the contractual terms and conditions in the RFP document are subject to rejection as nonresponsive. Walworth County reserves the right to permit the vendor to withdraw nonconforming terms and conditions from its response or negotiate changes to the contractual requirements prior to making a determination of responsiveness.

3. Cost Proposal

a. Cost Proposal (BT-16FJ): Provide an all inclusive monthly cost to provide all Pediatric Therapy services as specified in the RFP. Prices will be a firm, not-to-exceed cost, and inclusive of all costs. Costs for travel, travel time, or trip (mileage) charges shall be included in the all inclusive monthly cost. Refer to Section XXV.

Pricing of this RFP for additional instructions.

i. Complete the BidTable(s) online in the browser. The BidTable can be completed any time during submission, however it must be completed all at once to submit and finalize. Edits may be made to the submission before the due date. Please note that Pricing Sheet may take a significant amount of time to prepare.

b. Additional Cost Information (Required as a PDF document): Provide information detailing how the all inclusive monthly cost is determined. This is for informational purposes only, and should include a breakdown of the provider costs, costs for assessments/evaluations, any travel costs, and any other costs associated with the monthly cost provided.

c. Value Added Services-VAS Cost (Optional as any file type): Proposer shall detail the cost of any value-added services proposed, if any. Be sure to clearly explain the cost structure associated with each proposed value-added service.

B. Proposal Submission:

1. Upload proposal submission at:

https://walworthcountywi.bonfirehub.com/opportunities/39474

i. Bonfire Submission Guidelines:

a. Provide all documents as listed in Item A. Proposal Content of this section.

b. Some response forms are available for downloading on the Bonfire Portal by using the link provided above.

c. Note the types of files allowed. The maximum upload file size is 100 MB.

d. Do not embed any documents within your uploaded files as they will not be accessible or evaluated

e. Uploading large documents may take significant time, depending on the size of the file(s) and Internet connection speed.

f. Use Microsoft Edge, Google Chrome, or Mozilla Firefox. Javascript and browser cookies must be enabled.

g. The County is not responsible for any delays associated with the electronic submission of proposals through Bonfire Portal.

h. Need Help? The County uses the Bonfire Portal for accepting and evaluating proposals digitally. Please contact Bonfire at Support@GoBonfire.com for technical questions related to your submission.

Respondents can also visit the Bonfire help forum at https://help.eunasolutions.com/hc/en-us.

ii. Respondents will receive an email confirmation receipt with a unique confirmation number once submission is finalized.

iii. Proposers may withdraw a response at any time until the submission deadline.

iv. Proposals may not be transmitted orally, in person, by mail, email, or fax machine.

v. All proposals shall be valid for a period of ninety (90) days after the scheduled time of closing. Proposals shall remain firm and may not be withdrawn during this ninety (90) day period.

vi. All Proposers, by submission of a response, agree to abide by the rules, regulations, and procedures of the County.

vii. Proposals will only be visible to the County after the Proposal Deadline.

https://walworthcountywi.bonfirehub.com/opportunities/39474 file://walco.com/walcoshare/Finance/Purchasing/TEMPLATES%20FOR%20PURCHASING/RFP/Support@GoBonfire.com https://help.eunasolutions.com/hc/en-us

XIII. ELECTRONIC MODIFICATION OF PROPOSAL

Proposals may be modified electronically using the Bonfire Portal provided such modification is made prior to the closing time for receipt of proposals.

XIV. WITHDRAWAL OF PROPOSAL

Proposals may be withdrawn electronically using the Bonfire Portal provided such withdrawal is made prior to the closing for receipt of proposals.

XV. PROPOSER SUPPLIED DOCUMENTATION / MATERIALS

All material submitted by the Proposer in response to this request, become the property of Walworth County. The County is a unit of local government obligated to comply with Wisconsin’s Public Records Law, Wisconsin Statutes secs. 19.31 through 19.39. The presumption under the law is that public records shall be open to the public unless there is a clear statutory exception, unless there exists a limitation under the common law, or unless there is an overriding public interest in keeping the public record confidential. As such, proposers should assume that their submitted proposal will be subject to disclosure under the Public Records Law.

A proposer responding to this request should not include any Confidential Information, proprietary information or protected trade secret(s) as part of its proposal unless the proposer designates the specific information that it maintains is proprietary or trade secret and the reason(s) for such designation in a separate document, and identifies the specific information when it occurs within the proposal.

The County reserves the right to make determinations of Confidential Information when responding to public records requests and complying with Public Records Laws.

Designation(s) of Confidential Information in no way guarantees that designated information will be kept confidential under the provision of the Public Records Law. Simply placing a confidential notice in the header or footer of the submittal does not satisfy the designation requirements. Proposer is not entitled to notification prior to release of information. In no event will price be deemed confidential.

Generally, proposals are available for public review after the County has awarded a contract.

XVI. EVALUATION CRITERIA

The County reserves the right to accept or reject any or all proposals, in whole or in part, received in response to this RFP, to waive or permit cure of minor irregularities, and to conduct discussions with all qualified suppliers in any manner necessary to serve the best interest of the County. The County also reserves the right, in its sole discretion, to award a contract based upon the proposals received without prior discussion or negotiation with respect to those proposals. Proposers are cautioned that proposals should be submitted initially on the most favorable terms.

All proposals will be reviewed by an Evaluation Committee. The evaluation and selection of Proposer shall be in accordance with the requirements of the scope and deliverables of this RFP and the criteria stated below. The recommendation for award shall be made to the responsive, responsible Proposer who complies with the requirements and scores the highest total on the evaluation criteria, which represents the most advantageous overall value for the County, all factors considered.

Technical Proposal

Evaluation Criteria Max Points

General: Extent to which complete proposal elements are submitted.

a. Response is complete and includes all required information

b. Demonstrates a clear understanding of the requirements

c. Responsiveness to terms and conditions

Proposer Agency Qualifications and Experience: Proposer company and staff experience, qualifications and ability in providing services of a similar nature. Extent to which the Proposer has the necessary credentials to provide goods/services as needed. Include specific detail from the project scope/specifications here.

a. Approach to problem analysis

b. Clarity and organization in concept development

c. Quality and quantity of services to be rendered

Proposer Team Experience and Resources: Proposer’s company and staff experience, qualifications and ability in providing services of a similar nature.

a) Qualification of personnel

b) Experience of personnel

c) Certifications, Licensing and Credentialing of Staff and Agency

d) Proposed staffing levels to support client base and service area

e) Experience of Provider Agency

Proposer’s References/Similar Engagements with Other Agency’s and or Governmental Entities: Points will center around experience and references of similar Wisconsin Agency’s or other governmental entities which demonstrate similarities to Walworth County.

Ability to Meet Scope of Services/Specific Approach: Ability to meet scope of services in compliance with provisions/requirements.

The approach to delivering the services and quality of the proposed solution and its ability to meet the stated needs.

a. Service and Staffing plan

b. Implementation plan

c. Early Implementation ability and plan

d. Financial/Billing capability and approach

e. Value Added Services

f. Exceptions

Cost Proposal Evaluation Criteria Max Points

Proposed Cost: The competitiveness of proposed costs will be scored based on the total cost for services requested in the Proposed Pricing (BT-16FJ), excluding VAS or additional cost information.

The points assigned for pricing are based upon a comprehensive purchasing model developed and used by the County to ensure that points assigned for pricing are fair and reflect the relative differences in the pricing proposals. To be fair, points assigned for pricing must not be subjective and should incorporate a direct comparison between pricing proposals. Linking scoring directly to the low acceptable proposal and to a pre-determined standard provides this direct comparison without subjectivity.

The County’s pre-determined standard model for this RFP incorporates and reflects the magnitude of the dollars involved in this Contract. Furthermore, the model incorporates a formula that ensures that pricing scores assigned are representative of the relative difference in the pricing proposal. In other words, pricing scores are not simply based upon their rank.

The difference in pricing scores is reflective of the magnitude of the dollars involved, the magnitude of the price differential, and a fundamental determination of an unacceptable pricing level. In short, the distribution of points awarded for pricing has meaning, which must be considered for pricing points to be fair in relation to other scored factors.

Incorporating the County’s comprehensive pricing evaluation model, price…