REQUEST FOR PROPOSAL (RFP) #202601

THERAPY SERVICES

Issued by:

Kenosha County Department of Human Services

Service: PHYSICAL THERAPY, OCCUPATION THERAPY, AND SPEECH &

LANGUAGE PATHOLGY SERVICES

Division: Brookside Care Center

Proposal Information: Request for Proposal information may be accessed via VendorNet https://vendornet.wi.gov/

Proposals must be submitted electronically via email no later than

10:00 AM (CST) May 7th, 2026, to single point of contact:

Monica Santos monica.santos@kenoshacountywi.gov

Kenosha County Department of Human Services Mission Statement, encompassing the following Divisions:

Aging & Disability Services Public Health

Behavioral Health Veteran Services

Brookside Care Center Southeastern WI Workforce Development Board

Children & Family Services Willowbrook Assisted Living

Medical Examiner Workforce Development

To develop, coordinate, and administer a comprehensive network of services to children, youth, families, the elderly, and individuals striving to cope with developmental disabilities, mental illness, and alcohol and drug problems; to preserve and strengthen families, while protecting children from high-risk or abusive situations; to empower individuals and families to become law-abiding and economically self-sufficient; to assure the delivery of public health services necessary to prevent disease; to protect, promote, and preserve a healthy citizenry and environment; to advise and assist military veterans; to provide high quality nursing home services to the elderly and medically disabled; to advocate on behalf of these constituencies on the local, state, and national level.

Kenosha County Department of Human Services – KCDHS

8600 Sheridan Rd. | Kenosha, WI 53143 | (262) 697-4554 https://www.kenoshacountywi.gov/151/Contracting-with-Human-Services https://vendornet.wi.gov/ mailto:monica.santos@kenoshacountywi.gov https://www.kenoshacountywi.gov/151/Contracting-with-Human-Services

TABLE OF CONTENTS

I INTRODUCTION 1

II DEFINITIONS 1

III CALENDAR OF EVENTS 2

IV GENERAL INFORMATION 2

V SCOPE OF WORK & REQUIREMENTS 7

VI PROPOSAL DESIGN 13

VII RFP SUBMISSION 17

VIII EVALUATION & SELECTION 18

ATTACHMENTS

ATTACHMENT #1 – VENDOR/PROVIDER INFORMATION

ATTACHMENT #2 – ASSURANCES

ATTACHMENT #3 – ETHICS COMPLIANCE NOTICE

ATTACHMENT #4 – ETHICS COMPLIANCE ADDENDUM

ATTACHMENT #5 – DESIGNATION OF CONFIDENTIAL AND PROPIETARY INFORMATION

ATTACHMENT #6 - BUSINESS EXPERIENCE

KENOSHA COUNTY DEPARTMENT OF HUMAN SERVICES

BROOKSIDE CARE CENTER

Request for Proposal (RFP) #202601

Therapy Services

I INTRODUCTION

The County of Kenosha Wisconsin is seeking proposals for Physical Therapy, Occupational

Therapy, and Speech & Language Pathology Service operation at Brookside Care Center, 3506

Washington Road, Kenosha, WI 53144 with services commencing January 1st.

The Brookside Care Center community in Kenosha, WI consists of two facilities operated by

Kenosha County: Brookside Care Center and Willowbrook Assisted Living.

The Brookside Care Center is a skilled nursing facility licensed by the State of Wisconsin and is named one of the top nursing homes in the nation by the U.S. and World News report. Brookside is proud of the rich reputation it has in the Kenosha community of providing excellent care to

Kenosha County citizens in two distinct lines of service: short-term rehabilitation for those residents recuperating from short term illnesses and injuries, and long-term care for those residents who require support and care on a long term basis. We accept Medicare, Medicaid, private pay and most insurances.

Adjacent to Brookside Care Center is Willowbrook Assisted Living. Willowbrook is a community-based residential facility (CBRF) licensed by the State of Wisconsin. It is a smaller community that provides support in a home-like environment for its residents. It opened in the summary of 2018 with the mission to continue Kenosha County’s history of delivering superb care of its citizens.

Active patients (Maximum is 178 active residents) 154 Brookside and 24 Willowbrook

Location: 2 physical locations within the same campus setting (Brookside community)

Address: 3506 Washington Rd, Kenosha, WI 53144

This Request for Proposal (RFP) is being issued by the Kenosha County Department of Human

Services (KCDHS) to request competitive proposals from organizations that are interested in providing Therapy Services, as further defined in this RFP.

II DEFINITIONS

County means the County of Kenosha Wisconsin

KCDHS means Kenosha County Department of Human Services & Brookside Care Center

Proposer/Provider/Contractor means a company or individual submitting a response to this RFP

RFP means Request for Proposal

State means the State of Wisconsin

Vendor Portal means the State of Wisconsin’s Vendor Portal – VendorNet & eSupplier

III CALENDAR OF EVENTS

This calendar is subject to change at the sole discretion of Kenosha County. All attempts will be made to adhere to this calendar. However, due to circumstances beyond our control, it may be necessary to modify the events and/or dates and times.

04/02/2026 Legal Notice of RFP published in Kenosha News

04/23/2026 Deadline for Questions by 2:00 PM CST

04/30/2026 Q & A Summary Posted to VendorNet

05/07/2026 Deadline for Proposals by 10:00 AM CST

1-4 weeks Evaluation Process

TBD Projected Interview Dates

TBD Service Implementation and Transition Period

01/01/2027 Intended Contract Start Date

IV GENERAL INFORMATION

The contract for this project will consist of this Request for Proposals document, the specification documents and any associated exhibits, drawings, or additional documents, the Contractor’s proposal response with all required forms, any addenda that may be issued, any negotiated terms and conditions, and a Kenosha County contract.

This contract is for a three (3) year term from 01/01/27 to 12/31/30 with option to be renewed for additional one (1) year periods providing both parties agree to the extension under the condition that the price may be renegotiated, and all other terms, conditions, and specifications remain the same.

• Thoroughly examine the entire RFP. Closely review program description, specifications, scope of work, schedule instructions and all other solicitation documents.

• Errors or Omissions - If a proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP, the proposer should notify immediately the RFP single point of contact of such error and request modification or clarification of the RFP document.

• Questions – All questions must be emailed to the RFP Single Point of Contact.

• No phone calls, emails, or other correspondence to other County staff regarding this procurement are permitted during the procurement process unless otherwise noted in writing as required as part of the Solicitation process. Violation of these conditions may be considered sufficient cause for automatic rejection of a Proposal. All oral communications are unofficial.

• Check the website & VendorNet for future announcements, addenda, and other related information prior to submitting the proposal by its due date.

• Proposers shall rely only on written responses issued by addenda. The summary of applicable questions and answers (Q&A Summary) will be posted by an RFP Addenda via

VendorNet. RFP Addendums posted via VendorNet must be signed and returned with your proposal.

• Failure to respond to the requirements of the RFP in its entirety, including any addenda, supplemental information or revisions may result in disqualification.

• KCDHS does not reimburse costs incurred in proposal preparation.

• Kenosha County may waive or permit cure of minor irregularities, or may reject any or all proposals received, re-issue any or all parts of the RFP, adjust, cancel, or withdraw in part or entirety the RFP, or extend the deadlines, if the proposals received are not in compliance with the solicitation requirements.

• All material submitted by proposers become the property of Kenosha County upon submission, and therefore, public information, following completion of all RFP and appeal activities, and are subject to requirements of Wisconsin open records laws.

• As a Federal/State/County funded program, be aware that regulations may change during program operation and the program design may be affected resulting in modification by

KCDHS. Request for Proposals are announced prior to the Division’s budget being finalized, and therefore are tentative, may be modified, and are contingent upon final budget approvals.

• Non-Appropriation of Funds – If during the contract period, the appropriations that fund this contract are changed by federal, state, or county board, action or any oversight committees’ action, the funding amount of this contract may change. Additionally, Purchaser reserves the right to immediately terminate or cancel any contract in whole or in part without penalty due to non-appropriation of funds.

• Contract renewals are determined solely by Kenosha County subject to applicable funding requirements and department authorizations, availability of funds, satisfactory contract performance, and when applicable, negotiation of renewal rates.

• Performance and Reporting Requirements: Contractors are required to comply with the funding source requirements. Requirements may include submitting reports and attending meetings with KCDHS representatives to review services, to assess progress & performance, to identify barriers, and to determine if any corrective action measures are necessary. It is the responsibility of the service provider to provide corrective action plans and reports as needed.

• KCDHS reserves the right to negotiate changes in both reporting and billing requirements.

• KCDHS reserves the right to specify its individual reporting requirements.

• Data reporting requirements serve three purposes:

o Meet Federal and State reporting requirement, o Provide information for program monitoring and management, o Provide for component and program evaluation

• Contract Reimbursement Policy: It is the intent of KCDHS to reimburse the actual approved costs or units of service provided under this RFP and reported each month.

Payments will depend on timeliness, accuracy of reporting, and the achievement of quantitative and qualitative goals specified in the Program Description and Specifications and as otherwise required or negotiated.

• Contractors and KCDHS must comply with the applicable Office of Management and Budget

OMB Uniform Guidance (2 CFR 200), OMB circulars, and other federal and state laws and regulations.

• To demonstrate the Contractor’s financial capability, the County may require the submission of some, or all the financial information detailed below. The Contractor must provide the requested information within five (5) working days of the County’s request, unless such time period is otherwise extended at the sole discretion of the County.

o Audited Financial Statements for the Contractor’s last three (3) fiscal years, including as a minimum the Balance Sheet, Statement of Retained Earnings, Income Statement, and any notes to the statements. If audited Financials are not available, a copy of the most recent business income tax return and Pro-Forma (un-audited) Financial

Statements for the last three (3) years will be accepted.

o Annual Report (if applicable) – most current annual report.

o Audit/Fiscal Report – last completed fiscal year audit, completed by an independent auditor, or the year-end financial reports if audits are not required, and a statement as to why audits are not required.

• The County may require the submission of additional information such as:

o Excerpts of Personnel Policies to include Employee Benefits relating to time off

(vacation, sick, holidays, leave of absence, etc.)

o Organization Chart - organizational chart.

o Board of Directors (if applicable) – list of current Board of Directors and owners identified by name with middle initial, position held on Board office, address, employer, and occupation; and provide statement that Board members are 18 years of age or older.

o Evidence of Board Approval (if applicable) - documentation stating that the governing board has given its approval for the submittal of the proposal.

o County Employee Disclosure – list of all Kenosha County employees or former employees to a wage, a salary or an independent consultant fee was paid during the preceding 1 and 1/2 years.

o Licenses and Accreditations – information on current licenses and accreditations held or required for staff and/or the organization.

• The County reserves the right, throughout the RFP Process and course of the Contract, to request evidence of the Contractor’s financial capability and their ability to perform or meet all the standards and requirements.

• Kenosha County Policy on Ethics is included in this RFP as an Attachment and must be signed and returned with your proposal.

• Proposals may be withdrawn by written notice received at any time before the exact time set for receipt of Proposals.

• Contracts resulting from this RFP will not be considered authorized until a contract compliant copy of the insurance certificate is received by KCHDS.

• Current KCDHS insurance requirements o Your agency should be listed as insured.

o Kenosha County should be listed as Certificate Holder

▪ Worker’s Compensation insurance as required by Wisconsin Statutes for all employees engaged in work associated with this contract and employer’s liability insurance with a bodily injury per accident limit of liability of at least

$500,000, bodily injury by disease limit each employee of $500,000 and bodily injury by disease policy limit of $500,000

▪ Commercial general liability insurance for personal and bodily injury and property damage against any claim(s) that might occur in carrying out this contract, with liability coverage provided for therein in the minimum amount of 1,000,000 per occurrence/ $2,000,000 annual aggregate for all types of claims. The policy shall include an endorsement identifying Purchaser as

Additional Insured.

▪ Comprehensive automobile liability insurance for all owned, non – owned and hired vehicles that are used in carrying out the services of this contract, with minimum one million dollars ($1,000,000) combined single limit for automobile liability and property damage. Consistent with Wisconsin law, (s.

344.62, Wis.Stats.), it is mandatory that anyone operating a motor vehicle shall have motor vehicle liability insurance and a copy of proof of insurance available at all times. This policy shall include coverage for Purchaser for liability arising out of the actions of Provider, whether by Additional Insured endorsement or otherwise.

▪ Excess or umbrella liability insurance in the amount of $5,000,000 per occurrence and in the aggregate. Such excess or umbrella policy shall be excess over the employer’s liability, commercial general liability, and motor vehicle insurance and coverage shall be provided as Follow From and shall name Purchaser as Additional Insured.

▪ Human Services Organization Professional Liability insurance with limits not less than $2,000,000 per occurrence and annual aggregate, covering claims alleging errors, oversight, or negligence pertaining to Provider’s professional services. This requirement applies if the Provider is a Human Services

Organization. Any applicable deductibles and/or retentions must be noted on the Certificate of Insurance.

▪ Medical Malpractice insurance with limits not less than $1,000,000 per occurrence and $3,000,000 annual aggregate, covering claims alleging care-related injuries, errors in treatment, medication errors, and misdiagnoses. This requirement applies if the Provider is a medical professional. Any applicable deductibles and/or retentions must be noted on the Certificate of Insurance.

▪ Cyber Liability insurance with limits of not less than $1,000,000 for each occurrence and an annual aggregate of $1,000,000 covering third-party claims involving privacy violations, information security, information theft, damage to or destruction of electronic information, intentional and/or unintentional release of personal private information, alteration of electronic information, extortion, and network security. This requirement applies if the Provider has access to or control over third-party personal private information.

▪ Professional Liability Insurance with limits not less than $2,000,000 per occurrence and annual aggregate, covering claims alleging errors, oversight, or negligence pertaining to Provider’s professional services. Any applicable deductibles and/or retentions must be noted on the Certificate of Insurance.

• Conflict of Interest: Contractors awarded contracts under this RFP shall ensure the establishment of written policies and employment rules and other safeguards to prevent, and shall prevent, its employees, consultants, or agents from attempting to influence

Kenosha County officials, employees, or its various committees, commissions, workgroups, departments, authorities, centers, services, consultants, agents, or members of the Kenosha

County Board of Supervisors, from using their public positions for purposes that are, or give the appearance of being, motivated by a desire for private gain for themselves or others with whom they have family, business, or other ties. Please note that it is a crime under Sec.

946.13 Wis. Stats., if any public official or employee shall, in his private capacity, negotiate or bid for or enter into a contract in which he has private pecuniary interest, direct or indirect, if at the same time he is authorized or required by law to participate in his capacity as such officer or employee in the making of that contract or to perform in regard to that contract some official function requiring the exercise of discretion on his part, nor shall any official or employee, in his official capacity, participate in the making of a contract in which he has a private pecuniary interest, direct or indirect, or perform in regard to that contract some function requiring the exercise of discretion.

V SCOPE OF WORK & REQUIREMENTS

Provider shall provide the following rehabilitation:

• Physical Therapy (PT) services

• Occupational Therapy (OT) services

• Speech-Language Pathology (SLP) services

• Management Services o Provides education, consultation and management services (“Management Services”) to the

Facilities’ residents, staff, administration, certain family members, health professionals and paraprofessionals.

THERAPY & MANAGEMENT SERVICES

Provider will provide therapy/therapies under the terms and conditions in accordance with applicable state and federal law and regulations, professional Practice Acts and Code of

Ethics. Therapy services include, but are not limited to:

1. Initial screening of each resident upon admission to the Facilities and upon change of condition or as requested by nursing staff in an effort to identify problems or concerns which may warrant further treatment or evaluation. This evaluation will be performed within applicable Medicare, Medicaid, or other payor source guidelines.

2. Participation by appropriate rehab representative in the interdisciplinary assessment and care planning process for rehab clients to include:

a. Provision of information needed for completion of Sections O of the Minimum Data Set

b. Provider will provide information need for completion of Section GG on the MDS.

b. Participation in Medicare and care planning meetings for rehab residents consisting of a qualified representative of Provider choice

c. Representation at any other facility meetings deemed important by facility including stand up, restorative rounds, department head meetings, etc.

3. Provision of a home assessment for appropriate residents.

4. State and federal survey consultations with respect to Therapy Services provided including focused consultation and conditions of participation for skilled nursing facilities and appropriate therapy areas.

CLINICAL PROGRAM COMPONENTS

All therapy programs shall include:

- Comprehensive initial evaluations upon admission to the facility and upon change of condition or as requested.

- Development of individualized treatment plans with measurable goals

- Regular progress assessments for completion of required sections within the MDS

- Interdisciplinary team collaboration and care coordination

- Family education and caregiver training programs

- Discharge planning and community reintegration services

- Fall prevention and balance training programs

- Pain management techniques

- Orthopedic and neurological rehabilitation programs

- Inservices regarding topics pertinent to therapy services

- 40 hours/month of non-charged time for facility requested meetings.

STAFFING REQUIREMENTS

The provider shall maintain sufficient licensed/registered therapy personnel to meet all resident needs and regulatory requirements. Staffing provisions shall include:

Professional Qualifications

- All therapists must hold current Wisconsin state licensure in their respective disciplines

- Therapy assistants must maintain appropriate certifications and work under licensed therapist supervision

- Staff must demonstrate experience in geriatric rehabilitation and long-term care settings

- Specialized certifications in areas such as dysphagia management, lymphedema treatment, or dementia care are required for designated positions

- Background checks, etc

Coverage Requirements

- Provision of therapy services six days per week as clinically indicated

- Minimum on-site coverage of 8 hours per day Monday through Friday

- Weekend and holiday coverage based on resident acuity and treatment needs

- On-call availability for urgent evaluations and consultations

- Guaranteed response times for new referrals and physician orders

- Contingency staffing plans to ensure no interruption in services due to staff absence

OPERATIONAL REQUIREMENTS

Documentation and Medical Records

The provider shall maintain comprehensive clinical documentation including:

- Electronic documentation capabilities compatible with County of Kenosha, WI systems

- Real-time progress note entry and treatment documentation

- Medicare-compliant assessment tools and outcome measures

- Integration with facility medical records and care planning systems

- Quality assurance reviews and documentation audits

- Compliance with HIPAA privacy and security requirements

Equipment and Supplies

The provider shall provide:

- All necessary therapeutic equipment including but not limited to parallel bars, treatment tables, and exercise equipment

- Modality equipment such as ultrasound, electrical stimulation, and thermal agents

- Adaptive equipment and assistive devices for resident use

- Maintenance and calibration of all therapy equipment

- Inventory management systems for supplies and disposables

- Technology solutions for treatment planning and outcome tracking

BILLING AND REVENUE CYCLE MANAGEMENT

Billing Services

The provider shall implement comprehensive billing processes to maximize reimbursement:

- Medicare Part A and Part B billing expertise

- Medicaid billing and authorization management

- Private insurance and managed care contracting

- Accurate coding using current CPT and ICD-10 codes

- Timely claim submission within payer-specific deadlines

- Denial management and appeals processes

- Credit balance resolution and refund processing

Revenue Optimization

Services shall include:

- Patient Driven Payment Model (PDPM) optimization strategies

- Concurrent review processes to ensure medical necessity documentation

- Payer source verification and benefit eligibility checking

- Prior authorization procurement when required

- Billing compliance audits and corrective action plans

- Monthly financial reporting showing billable hours, revenue generated, and collection rates

QUALITY ASSURANCE AND COMPLIANCE

Regulatory Compliance

The provider shall maintain compliance with:

- Centers for Medicare and Medicaid Services (CMS) Conditions of Participation

- Wisconsin Department of Health Services regulations

- OSHA safety requirements for healthcare settings

- All federal and state therapy practice regulations

- Provide required training during onboarding and yearly, and additional training as needed to meet the needs of the residents:

• Abuse/Neglect, Exploitation of and Misappropriation

• Residents Rights

• Dementia Management

• Behavior Health

• Infection Control

• QAPI

• Compliance and Ethics (only upon onboarding)

• Communication

Performance Metrics

The provider shall track and report:

- Clinical outcome measures including functional improvement scores

- Patient satisfaction survey results

- Therapy utilization rates and billable hour productivity

- Staff turnover and retention metrics

- Compliance audit results and corrective action completion

- Incident reporting and risk management data

PROGRAM DEVELOPMENT

The provider shall provide innovative programming including:

- Specialized rehabilitation programs for conditions such as stroke, hip fracture, and joint replacement

- Wellness and prevention initiatives for long-term residents

- Staff education on positioning, transfers, and mobility assistance

- Technology-enhanced interventions using therapeutic software and equipment

- Community partnership development for post-discharge services

REPORTING REQUIREMENTS

The provider shall provide regular reporting to County of Kenosha, WI administration:

Monthly Reports

- Census and caseload statistics by discipline

- Billable hours by payer source

- Revenue and collection summaries

- Staffing levels and vacancy reports

- Quality indicator performance data

Quarterly Reports

- Comprehensive program analysis

- Outcome trends and benchmarking data

- Regulatory compliance updates

- Equipment inventory and capital needs assessment

- Strategic planning recommendations

Annual Reports

- Program evaluation and effectiveness review

- Cost-benefit analysis of therapy services

- Market analysis and reimbursement trend assessment

- Long-term strategic planning initiatives

Purchaser owns and operates Brookside Care Center, Willowbrook Assisted Living and patients who access therapy services from the community.

Provider shall make arrangements to provide registered therapists, licensed or certified in the State of

Wisconsin (or any other applicable state), and such other staff as Provider deems necessary in its sole discretion after consultation with Purchaser, to provide the Therapy and Management Services.

Provider shall provide laptops and office supplies Provider deems necessary to render the Therapy

Services, and all medical record forms necessary to document the Therapy Services in compliance with applicable law and payor guidelines. Resident’s medical records of Therapy Services will be the housed in the EMR used by Provider and accessible to Purchaser. Purchaser has option to interface their EMR with Provider EMR at their cost. Additional material related to provision of Therapy

Services may be used by Provider, but not incorporated into Residents’ medical records, are the sole property of Provider.

Purchaser shall provide, maintain and calibrate equipment and supplies (such as electrodes, etc.)

needed at the Facilities to deliver Therapy Services. Purchaser shall provide adequate space in the

Facilities for the equipment and supplies, and to enable Provider to provide the Therapy and

Management Services. Provider shall provide Purchaser with a request for new or replacement equipment as necessary.

Purchaser shall provide one telephone handset and telephone number with voicemail for incoming calls to the therapy department at each facility. Purchaser shall provide access to a printer/scanner/fax machine to assist with coordination of patient health care operations for use by Provider.

Purchaser shall provide secure wireless internet access in the facility for therapy use to assist with online documentation. Purchaser shall provide reasonable technology support to Provider related to wireless access. Purchaser assumes no responsibility for support of Provider’s technology equipment or software.

Provider and Purchaser agree that all electronic communications containing Resident Personal Health

Information shall be transmitted via fax or secure email, in compliance with state and federal privacy laws.

Purchaser and Provider agree to provide the other party secure access to electronic medical record, billing and business management software and data as is reasonably necessary for the efficient operation of their respective businesses. Purchaser and Provider agree to evaluate and collaborate on the implementation of secure data integration of Resident Personal Health Information if said integration is available as an option in both party’s software. Each party shall be responsible for its own software or consulting service costs to implement secure data integration.

Purchaser shall provide reasonable access to Residents and to any Resident information required for the provision or documentation of Therapy Services provided to Residents.

Purchaser represents and warrants that it has and during the term of the Agreement will maintain all the necessary qualifications, certifications or licenses required by federal, state or local laws and regulations to meet its obligations under the Agreement and will provide copies to the Provider upon its request. Purchaser shall notify Provider of any revocations, cancellations, or suspensions of its licenses, certifications and accreditation or other changes affecting its regulatory status, and all applicable facts and circumstances relating to such acts, within five (5) business days of such event.

Purchaser shall be responsible for all medical, professional and ethical affairs of the Facilities, including delivery of required Medicare notices, providing accurate insurance and billing information, and all activities necessary or required for the operation of a licensed facility and shall exercise all duties required under federal and state laws. Notwithstanding the foregoing, Purchaser shall not interfere with the professional judgment of Provider staff performing the Therapy Services.

Purchaser shall provide to Provider current information concerning the identity and eligibility of

Residents for therapy services, the third party payor through which a Resident receives Therapy and

Management Services, any applicable insurance benefit limitations and requirements for a Resident, and any other similar information necessary to properly categorize, code and service the patient.

Confidentiality of Information. Provider and Purchaser shall each ensure that any information or knowledge acquired or received by it from the other under the Agreement, or learned about the other in the course of providing or receiving Therapy and Management Services hereunder, including but not limited to information relating to the other’s operations, financial, marketing and strategic information, Resident lists, Residents care, and outcomes data, shall be treated as confidential by the other and shall not, unless required by law, or relevant and necessary to Resident care, or with prior written consent of the other, be disclosed during or after termination of the Agreement, or be used by the other after termination of the Agreement. The provisions of this Section 5.6 shall not apply to any information which: (i) becomes generally available to the public other than as a result of a disclosure by the receiving party; (ii) was rightfully available to the receiving party on a non-confidential basis prior to the disclosure thereof by the disclosing party; (iii) becomes rightfully available to the receiving party from a source other than the disclosing party; or (iv) is required to be disclosed by court order or other legal process.

HIPAA Compliance. The parties acknowledge all state and federal statutes and the regulations for the privacy and security of health information under the Health Insurance Portability and Accountability

Act of 1996, as amended by the Health Information Technology for Economic and Clinical Health Act of 2009 (“HIPAA”). The Parties agree to protect the privacy and security of all patient health information in accordance with and as established by all such statutes and regulations. Further, the parties shall comply with the Health Information Technology for Economic and Clinical Health

(“HITECH”) Act of 2009.

Applicable Law & Dispute Resolution. The Agreement shall be governed by the laws of the State of

Wisconsin. Governing Law & Dispute Resolution. If there is any dispute between the parties arising out of the Agreement, the parties may agree to submit said dispute to binding arbitration. Arbitration may be commenced by one party serving a written request upon the other, via certified mail, who shall have 20 days to respond. Within 14 days of responding, the parties may mutually agree upon the appointment of an arbitrator. The place of arbitration shall be at a place of the arbitrator’s choosing, or a location otherwise agreed to by the parties. Wisconsin substantive law shall apply during such arbitration, and Wis. Stat. Sec. 799.209 shall generally govern hearing procedure. The arbitrator shall have full discretion to establish limits on discovery and scheduling. The responsibility for payment of the cost of the arbitrator and the costs and reasonable attorneys’ fees of the parties incurred in connection with the arbitration shall be allocated among the parties by the arbitrator. The arbitrator’s decision shall be made not more than 120 days after the date of the first party’s demand for arbitration. Judgment upon the arbitration award may be entered in any court having jurisdiction thereof, on the request of any party. Each party agrees to keep confidential the subject matter and result of the arbitration, unless disclosure of some or all of the information is required by law, or unless all parties agree otherwise. The Arbitrator shall have the authority to compel the parties to attend pre-hearing arbitration.

VI PROPOSAL DESIGN

All content created for the proposal must be complete, thorough and demonstrate professional organizational and writing abilities. The proposal must address all requirements and specifications of the RFP and include all required documentation. The proposal must be typed in a single space format using a 12-point font in the same order as listed below. Proposals which do not comply with the format set forth may be rejected without further consideration.

Cover Letter

Include a cover page/letter of transmittal offering your proposal for the County’s consideration, signed by an authorized agent of your company.

Specifically state that the information contain the Proposer’s Proposal is accurate and complete as of the date of submission; and that the Proposer is willing to comply with all stated contractual requirements.

The Cover Letter should include the following information:

• Your name

• Your organization

• Contact details o Name o Email

• Title of Proposal

• RFP #

• Signed by an Authorized agent of your company

Table of Contents

A table of contents should be included, and each page of the proposal should be consecutively numbered.

Project Overview:

Project overview should be organized to the following underlined headings:

Organization Experience & Capacity

Provide a concise statement of the mission, goals, and a brief history of the organization.

Include information on business formation, size, number of years in business, scope of services, and highlights of achievements.

Address and describe the following:

➢ Administrative and management background

➢ management team

➢ administrative support

➢ staff supervision

➢ Organization’s collaborative and cooperative history and flexibility to meet changing programmatic and administrative requirements.

➢ Staff qualifications, staff retention rates and methods of minimizing staff turnover. Staff qualifications to deliver proposed design, key staff members’ length of service, proposed staffing patterns, and staff to participant ratios. List all staff positions related to proposed services and include the following for each:

▪ Position title, responsibilities, and duties for proposed service.

▪ Percentage of FTE assigned to this component.

▪ Qualifications of staff position (degrees, training, and experience).

Address and describe the following:

➢ Experience with proposed service & target population.

➢ An understanding of the service needs of the target population.

➢ A record of successful provision of similar services to target population, and achievement of service goals and planned outcomes.

➢ Level of experience in managing proposed services.

➢ Experience with state and local performance tracking systems.

Strategic Planning Approach & Program Performance

Describe in detail the service to be provided, client groups, service methodology, and goals.

Address and describe the following:

➢ Proposed service methodology and how it meets program specifications.

➢ Program design and how it addresses service needs of the target population.

➢ Service levels and how it addresses service needs of population.

➢ Innovative and creative approaches to service.

Address and describe the following:

➢ Describe plan/method for meeting the performance requirements, and method for collecting, analyzing, monitoring, measuring, documenting, and evaluating service performance and outcomes achieved.

➢ Describe how corrective actions will be completed and reported, if necessary, based on results of performance monitoring.

Budget Approach / Cost Effectiveness

Proposer is required to provide a compelling and well-documented narrative that outlines the cost-effectiveness of their solution.

Effective and efficient delivery of quality services is demonstrated in relation to the budget allocation. The allocation is reasonable and appropriate.

➢ Demonstrate that described financial/information systems are adequate to meet the program specifications.

➢ If a previous KCDHS provider, demonstrate that data reports have been accurate and timely, and that other reporting requirements have been met.

➢ Provide information for reviewers to determine reasonableness of the cost and revenues included in the budget. In this section also indicate the not-to-exceed percentage increase for three (3) succeeding years. Identify the administrative cost and method for the allocation basis.

Proposal Support Documentation & Addenda

Include all support documentation with your proposal:

o RFP Attachment 1 - Vendor/Provider Information o RFP Attachment 2 - Assurances o RFP Attachment 3 - Ethics Compliance Notice o RFP Attachment 4 – Ethics Compliance Addendum o RFP Attachment 5 – Designation of Confidential and Proprietary Information o RFP Attachment 6 – Business Experience o RFP Addenda(s) if applicable

▪ You are required to include all RFP Addenda(s) posted on VendorNet

KCDHS reserves the right to request additional documentation or information if necessary to adequately review proposals and/or as needed at time of contract award.

Cost Proposal and Guidelines

Submit the cost proposal with your RFP proposal.

o Proposers may identify funds beyond this proposal for purposes of coordination or collaboration. Report additional revenue sources and related expenditures; these must not be included in the specified program budget.

o Proposers must comply with the Uniform Guidance 200 (2CFR 200) for allowable costs.

Wisconsin o Local policy does not allow:

o Any charges for program costs not directly applicable to the funded program.

o Any charges or costs deemed unreasonable or excessive to operations of the program or service.

o For profit agencies may not exceed 5% of profit o KCDHS allows for a maximum of 15% administrative cost.

o KCDHS may in the negotiation of a contract budget, disallow certain proposed cost items, reduce certain proposed cost items, and/or realign or increase proposed cost items.

o The proposed budget shall include all costs associated with the operation of this program.

o When there is a correlated Medicaid benefit, KCDHS expects providers to make every reasonable effort to control service rates and maximize revenue, billed through such methods as third-party payments and MA billing.

o All questions must be emailed to the RFP single point of contact.

VII RFP SUBMISSION

It is the responsibility of the proposer to thoroughly examine the entire RFP document and to ensure the proposal is received on time.

Late responses will be rejected.

Proposers must submit their RFP response, support documentation, addenda’s (if applicable), and cost proposal via email to the single point of contact:

Monica Santos monica.santos@kenoshacountywi.gov

Email Subject Line: RFP #202601 Therapy Services

Your proposal response should include 2 attachments:

1. All sections requested within one (1) electronic PDF document.

2. The cost proposal must be attached separately.

You will receive a ‘received’ confirmation email.

IMPORTANT

If attachments exceed limit of email service, save your files to a cloud service, and share the link.

Late proposals will NOT be considered.

Proposals that do not meet the deadline date and time requirements will not be reviewed.

No exceptions will be allowed.

KCDHS reserves the right to reject incomplete proposals.

Kenosha County is not responsible for the content of any proposal information received through any 3rd party RFP/bid service. It is the sole responsibility of the proposer to ensure the completeness of the documents received from any 3rd party.

mailto:monica.santos@kenoshacountywi.gov

VIII EVALUATION & SELECTION

The proposals will be scored using the following criteria:

A. Proposals will be initially reviewed to determine if minimum and mandatory requirements have been met. Failure to meet these requirements shall result in the Proposal being rejected. In the event that all Proposers do not meet one or more of the minimum or mandatory requirements, the Evaluation Committee reserves the right to continue the evaluation of the Proposals, which most closely meet the minimum and mandatory requirements of this RFP.

B. Failure by the Proposer to provide information clearly and accurately within the submitted documents may be reflected in the evaluators’ scoring results.

C. Proposals will be independently evaluated. Each Evaluation Committee member will score each of the Solicitation’s stated technical evaluation criteria for each Proposer. Contract

Specialist will then sum all individual technical scores for each Proposer to determine the overall evaluation score for that Proposer. Based on the information obtained through any confirmation or verification inquiries, reference checks or interview process, the Evaluation

Committee will review their evaluations and unilaterally adjust their respective scores.

D. All evaluations and score tabulation results remain strictly confidential between the Evaluation

Committee members and the Evaluation Committee Chair.

E. A contract award recommendation is made based on the scoring results. Notification letter is posted on VendorNet.

F. Kenosha County intends to select the proposal ranked to be the most advantageous to the program through the evaluation procedures/ selection process.

a. Consideration will be given to such matters as contractor integrity, compliance with public policy, record of past performance and financial and technical resources.

G. In its sole discretion, Kenosha County Department of Human Services may hold interviews, ask questions, seek clarifications, and/or conduct discussions to aid in the final selection.

H. Top-scoring Proposer(s) based on the evaluation of the written Proposal may be required to participate in a presentation and/or demonstration to support and clarify their Proposal(s), if requested by the County. The presentations and/or demonstrations will be scheduled and held after receipt of the Proposals to provide an opportunity for the Proposer to clarify its Proposal and for the Evaluation Committee to ask questions. Proposer representative(s) attending the oral presentation or demonstration shall be technically qualified to respond to questions related

Proposal Review Criteria Possible

Points

Organization experience & Capacity 40

Strategic Planning Approach & Program Performance 40

Budget Approach & Cost Effectiveness 20 the Proposal and its components. The County will furnish specific details concerning the presentations or demonstrations and any required materials at the time it notifies Proposers of the presentation schedule.

I. The County shall make every reasonable attempt to schedule each presentation at a time and location agreeable to the Proposer. The County requires that those individuals designated by the

Proposer as key personnel attend the presentation in person. Failure of a Proposer to interview or permit a site visit on the date scheduled may result in rejection of its Proposal.

J. No County official, employee, or representative on the Evaluation Committee shall have any financial interest, either direct or indirect, in the Proposal or Contract or shall exercise any undue influence in the awarding of the Contract. Violation of this rule could result in the

Proposer’s disqualification from further consideration for award.

K. If only one Proposal is received in response to this RFP, information may be requested from the

Proposer to enable the County to perform a cost/price analysis, evaluation, and audit in order to determine if the price is fair and reasonable, to negotiate a fair and reasonable price, or to reject the Proposal.

L. Any contract resulting from this RFP process is contingent on the applicable program funding and the Department’s contracting and budget approval process. Funding levels and performance requirements may change from those listed within the RFP; therefore, Kenosha

County may negotiate the terms of any resulting contracts, award amount, authorized budget items, and performance plans prior to entering into an agreement.

M. Appeal Process-only the RFP respondents (proposers) who have submitted a proposal can make an appeal request. The appeal process is to determine if decision making for the award followed evaluation procedures (outlined in the RFP); proposers can only appeal violations of those procedures; scoring by the evaluation panel and ranking are not subject to appeal. An Appeal request must be submitted in writing by the director or board president, no later than 5 days of the issued/posted award recommendation. Appeal must state the basis of the appeal, fully identifying the procedural violation and reasons to support the appeal(s). The Appeal request and applicable information will first be reviewed with KCDHS and may be discussed with the proposer. If resolution cannot be achieved, the proposer may be invited to an appeal review before an Appeals Committee for an opportunity to present the violations noted in the appeal request. If all submitted proposals are rejected, there is no appeal process.

END OF DETAILED SPECIFICATIONS

ATTACHMENT #1

PROPOSER INFORMATION

Agency/Business Name ______________________________________________ Years in Business __________

Federal Tax ID Number _______________________________________________________________________

Business Type: Corporation Non-Profit Corp LLC Sole Proprietorship Other ___________________

Mailing Address: _____________________________________________________________________________

City: _________________________________________________ State: ________________ Zip: ____________

Proposer Name ______________________________________________________________________________

Proposer Title _______________________________________________________________________________

Proposer Email Address _______________________________________________________________________

Contract Signor Name _________________________________________________________________________

Contract Signor Title ____________________________________ Contract Signor Phone # _________________

Contract Signor Email Address __________________________________________________________________

Billing Contact Name: ________________________________________ Title ____________________________

Billing Address ______________________________________________ Billing Phone # ___________________

City: _________________________________________________ State: ________________ Zip: ____________

Billing Email Address _________________________________________________________________________

CERTIFICATION: In making this proposal, the proposing organization certifies:

1) that all applicable regulations and policies of KCDHS, the State of Wisconsin will be adhered to;

2) that all proposal information submitted is complete and correct, and that it is submitted in response to the KCDHS

Request for Proposal (RFP) with acknowledgment of all RFP content, information, and addenda;

3) that the signor of this proposal is authorized by the proposing organization to submit and certify this proposal, and

4) that the proposing organization is a legal entity under laws of the State of WI or authorized to operate in the State of

WI. An original signature is required below with the original proposal.

I further certify that I am a duly authorized agent of this company, I have examined this proposal from the written specifications and information and have checked the same in detail before submitting said proposal to the County. I have full authority to make such statements and submit this proposal, and all statements submitted are true and correct.

Authorized Signature: _____________________________________________________ Date: _________________

Print Name / Title: ________________________________________________________ Date: ________________

ATTACHMENT #2

ASSURANCES

Funds: The contractor agrees that (a) funds granted as a result of this request for proposal are to be expended for the purposes set forth within and in accordance with all applicable laws, regulations, policies and procedures of the State of Wisconsin or the Federal Funding Agency, as applicable; (b) no expenditures occurring prior to the effective date of a grant/contract award will be eligible for inclusion; and (c) funds awarded by the funding source(s) may be terminated at any time for…