RFP_OT_PT_final_3.5.24.pdf

Rev. July 2023

State of Minnesota Minnesota Veterans Home – Fergus Falls

REQUEST FOR PROPOSAL

Occupational and Physical Therapy Services

Date Posted: 3/15/2024

• Responses must be received not later than noon, Central Time, 4/8/2024.

• Late responses will not be considered.

Minnesota’s Commitment to Diversity and Inclusion The State of Minnesota is committed to diversity and inclusion in its public procurement process. The goal is to ensure that those providing goods and services to the State are representative of our Minnesota communities and include businesses owned by minorities, women, veterans, and those with substantial physical disabilities.

Creating broader opportunities for historically under-represented groups provides for additional options and greater competition in the marketplace, creates stronger relationships and engagement within our communities, and fosters economic development and equality.

To further this commitment, the Department of Administration operates a program for Minnesota-based small businesses owned by minorities, women, veterans, and those with substantial physical disabilities. For additional information on this program, or to determine eligibility, please call 651-296-2600 or go to the Office of Equity in Procurement home page, at www.mn.gov/admin/oep.

SPECIAL NOTICE: This is a request for proposal. It does not obligate the State of Minnesota to award a contract or complete the proposed program, and the State reserves the right to cancel this solicitation if it is considered in its best interest.

http://www.mn.gov/admin/oep http://www.mn.gov/admin/oep

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This Solicitation requires proposals to be submitted through the SWIFT Supplier Portal. Please note the security changes below that may impact responders from submitting a timely response.

SWIFT SUPPLIER PORTAL SECURITY CHANGES

There are new security measures that the Minnesota Management and Budget implemented on October 16, 2022. It is a new multi-factor authentication (MFA) to enhance the security of the State of Minnesota Supplier Portal. MFA is an authentication method that requires bidders and suppliers provide two verification factors to log into the SWIFT Supplier Portal. The goal of MFA is to create a layered defense that makes it more difficult for unauthorized system access to occur.

For information about these changes, please refer to the SWIFT Supplier Portal Multi-Factor Authentication FAQ document.

If you have not done so already, please make sure to log into the SWIFT Supplier Portal as soon as possible to get this authentication set up early so there are no issues when submitting a response to an RFP.

You are strongly encouraged to set your MFA during business hours of 8:00 A.M. to 4:00 P.M., Central Time, Monday through Friday. You may experience delay setting your MFA after hours.

https://guest.supplier.systems.state.mn.us/psc/fmssupap/SUPPLIER/ERP/c/NUI_FRAMEWORK.PT_LANDINGPAGE.GBL?& https://mn.gov/mmb-stat/documents/swift/training/trainingguides/swift-sup-portal-mfa.pdf https://mn.gov/mmb-stat/documents/swift/training/trainingguides/swift-sup-portal-mfa.pdf

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TABLE OF CONTENTS

Solicitation Content

SECTION 1 – INSTRUCTIONS TO RESPONDERS

SECTION 2 – SUMMARY OF SCOPE

SECTION 3 – PROPOSAL INSTRUCTIONS AND ADDITIONAL INFORMATION

SECTION 4 – PROPOSAL CONTENT

SECTION 5 – EVALUATION PROCEDURE AND CRITERIA

SECTION 6 – SOLICITATION TERMS

Solicitation Attachments

• Attachment A: Responder Declarations

• Attachment B: Exceptions to State's Terms and Conditions

• Attachment C: Cost Detail

• Attachment D: Responder Forms o Veteran-Owned Preference Form o Workforce and Equal Pay Declaration Page

• Attachment E: Reference Form

Sample Contract

• Exhibit A: Contract Terms

• Exhibit B: Insurance Requirements

• Exhibit C: Specifications, Duties, and Scope of Work

• Exhibit D: Pricing

• Exhibit E: HIPAA Business Associate Addendum

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SECTION 1 – INSTRUCTIONS TO RESPONDERS

Steps for Completing Your Response

Follow the steps below to complete your response to this Solicitation:

Step 1: Read the solicitation documents and ask questions, if any Step 2: Write your response Step 3: Submit your response

Incomplete Submittals

A response must be submitted along with any required additional documents. Incomplete responses that materially deviate from the required format and content may be rejected.

STEP 1 – READ THE SOLICITATION DOCUMENT & ASK QUESTIONS, IF ANY

How to Ask Questions

The contact person for questions is:

Shambrie Lesniak, Legal Analyst Minnesota Department of Veterans Affairs Legal.MDVA@state.mn.us

Questions must be emailed to the contact by noon on 3/22/2024.

Other personnel are not authorized to answer questions regarding this Solicitation.

STEP 2 – WRITE YOUR RESPONSE

The Response Content section is in this link to Section 4. Prepare a written response and supply all requested content. Responses should address the requested information and documents detailed in Section 4. DO NOT INCLUDE Non-Public/Trade Secret data (as defined in this link to Minn. Stat. § 13.37).

Review, sign, and include the Responder Declarations with your response.

STEP 3 –SUBMIT YOUR RESPONSE

Where to Send Your Response

All responses to this solicitation (termed an “Event” within SWIFT) must be submitted through SWIFT using the Supplier portal (https://mn.gov/supplier). Training and documentation on how to submit your response is available through the Supplier portal link above. Fax, e-mail, and printed responses will not be accepted or considered. All costs incurred in responding to this solicitation will be borne by the responder.

Late responses will not be considered. Responses received after End Date above will not be considered, even if errors or delays were caused by issues outside of responders’ control. If you need assistance please contact the SWIFT Vendor Assistance Helpline at 651-201-8100, Option 1, and then Option 1.

By submitting a response, your company is making a binding legal offer for the period of time set forth below in Section 6, Conditions of Offer.

https://www.revisor.mn.gov/statutes/cite/13.37 https://mn.gov/supplier

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SECTION 2 – SUMMARY OF SCOPE

1. Procurement Overview and Goals.

The Minnesota Department of Veterans Affairs requests proposals to provide Occupational Therapy and backup Physical Therapy services to the Minnesota Veterans Home - Fergus Falls (“Home” or “MVH-FF). Minnesota Veterans Home - Fergus Falls is a 106-bed skilled nursing facility providing care to Veterans and their spouses. It is located at 1821 North Park Street, Fergus Falls, Minnesota 56537.

It is the goal of this RFP that Minnesota Veteran Home-Fergus Falls establish a contractual relationship with a qualified vendor to provide occupational and physical therapy services to residents as requested by the Home on-site.

2. Sample Tasks and Deliverables.

The Responder must be able to provide the following services:

2.1 Occupational Therapy Duties

2.1.1 Provide a full range of occupational therapy services, including treatment for lymphedema, venous edema, and other conditions requiring specialized therapy to residents on-site at the Home on a mutually agreed upon time schedule (usage is expected to be about twenty-five hours, or less, per month, spread over multiple days).

2.1.2 Provide written evaluations and recommendations to Home regarding current condition, rehabilitation potential, and rehabilitation goals for all residents’ provided services.

2.1.3 Document and recommend appropriate treatments and instructions that address residents’ needs and promote the highest level of resident function.

2.1.4 Provide qualified professional personnel to perform these services.

2.1.5 Maintain records and other documents on residents as requested and/or required.

2.1.6 Coordinate the provision of services under this contract with Home’s Director of Nursing and provide a report of activities and any recommendations as requested.

2.1.7 Participate and assist Home with any quality assurance, quality improvement, accreditation or certification programs with which Home is involved and as requested by Home.

2.1.8 Assist with development and review of policies and procedures as requested by Home and related to Contactor’s profession.

2.2 Physical Therapy Duties

2.2.1 Provide a full range of physical therapy services to residents on-site at MVH-FF on a mutually agreed upon time schedule (usage is expected to be less than forty hours per year).

2.2.2 Provide written evaluations and recommendations to Home regarding current condition, rehabilitation potential, and rehabilitation goals for all residents’ provided services.

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2.2.3 Provide consulting services at request of Home, including participation in resident care conferences, development of appropriate restorative therapy policies and procedures, and attendance at quality-of-care reviews and committee meetings, as appropriate.

2.2.4 Document and recommend appropriate treatments that address residents’ needs and provide instructions to Home that promote the highest level of resident function.

2.2.5 Provide qualified professional personnel to perform physical therapy services.

2.2.6 Maintain records and other documents on residents as requested and/or required.

2.2.7 Coordinate the provision of services under this contract with Home’s Director of Nursing and provide a report of activities and any recommendations as requested.

2.2.8 Participate and assist Home with any quality assurance, quality improvement, accreditation or programs with which Home is involved, and assist with development and review of policies and procedures related to Contractor’s profession as requested by Home.

2.3 Vendor Duties

2.3.1 Ensure that all persons performing services under this contract are free from tuberculosis, pursuant to Minn. R. 4658.0805.

2.3.2 Provide documentation that all persons performing services under this contract are not disqualified from providing direct care services to residents of nursing care facilities, pursuant to Minn. Stat.

§144.057 and 245A.04. Contractor understands and agrees that no services shall be performed by persons who have been disqualified from providing direct care services to nursing care facilities, pursuant to the above-referenced statutes.

2.3.3 Possess current, valid license to perform services under this contract. Contractor shall provide evidence of licensure upon request of State.

2.3.4 Maintain adequate general and professional liability insurance coverage for the term of this contract and provide evidence of insurance upon request of State.

2.3.5 Deliver all services according to the dictates of Contractor’s professional licensure requirements and any standards and principles applicable to providing services in a nursing care facility and Contractor’s professional standards.

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SECTION 3 – PROPOSAL INSTRUCTIONS AND ADDITIONAL INFORMATION

1. Anticipated Contract Term.

The term of this contract is anticipated to be from April 2024, through April 2026, with the option to extend up to an additional 3 years in increments determined by the State.

2. Question and Answer Instructions.

All questions should be submitted no later than the date and time listed in Section 1, Instructions to Responders. The State is not obligated to answer questions submitted after the question due date and time.

Only personnel listed above are authorized to discuss this solicitation with responders. Contact regarding this solicitation with any personnel not listed above could result in disqualification. This provision is not intended to prevent responders from seeking guidance from state procurement assistance programs regarding general procurement questions.

If a Responder discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in the solicitation, please immediately notify the contact person detailed above in writing of such error and request modification or clarification of the document.

3. Additional Tasks or Activities.

Responders are encouraged to propose additional tasks, activities, or goods above and beyond the scope of what is requested in this solicitation if they will substantially improve the results of this procurement. Any costs associated with these additional tasks, activities, or goods should be clearly marked and separated from costs associated with the tasks, activities, or goods specifically requested under this solicitation. Because cost is a factor in the evaluation of responses to this solicitation, failure to separate costs for additional tasks, activities, or goods may result in those costs being included in a responder's cost proposal and result in a lower cost score for that proposal.

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SECTION 4 – PROPOSAL CONTENT

Please submit the following information:

1. Cover Letter. Responder’s cover letter should include the following:

• Responder’s mailing and facility addresses, facsimile number, telephone number, and web site address (if applicable).

• Name, title, address, telephone number, and e-mail address of the person designated by the Responder to answer questions about the Response.

• Location of the Responder’s headquarters, local facilities, and satellite offices participating in the Contract.

• A statement of the objectives, goals, and tasks to show or demonstrate the Responder's view and understanding of the nature of the services to be provided.

• A brief description of the Responder’s overall capabilities, history, and overall organizational structure.

• A statement of acceptance of the proposed Contract Conditions.

• A statement that, if chosen, the Responder shall provide Minnesota Department of Human Services background checks attesting that all persons performing services under this contract are not disqualified from providing direct care services to residents of nursing care facilities, pursuant to Minn. Stat. §144.057 and 245A.04 and that Responder understands and agrees that no services shall be performed by persons who have been disqualified from providing direct care services to nursing care facilities, pursuant to the above-referenced statutes.

• A statement that, if chosen, the Responder shall deliver all services according to the dictates of Responder’s professional licensure requirements and any standards and principles applicable to providing services in a nursing care facility and Responder’s professional standards.

• A statement that Responder holds a current license to practice occupational and physical therapy in Minnesota.

2. Qualifications and Experience. Responder should provide the following information:

• A description of the medical services to be provided by the responder along with a detailed work plan that can be used as a scheduling and managing tool, as well as the basis for invoicing.

• Resumes of staff who will be assigned to the Contract and a matrix table listing staff, classification, and years of services with the company including a summary of educational experience, work experience, and relevant licenses and certifications held for each individual who will be assigned to the Contract. Responder should provide the location of those individuals (i.e., local, home or regional office). No change in personnel assigned to the project will be permitted without the prior written approval of the State's Authorized Representative.

• Provide documentation which clearly shows Responder’s experience, particularly with long term care. Please Include a list and short narrative of similar projects completed by Responder’s company.

• Provide a detailed description of Responder’s company’s experience as it relates to the Sample Tasks.

• Provide a detailed explanation of the way in which the Responder would be available locally on a day-to-day basis during the period of the Contract to organize services, provide specific billing and invoicing information, and to generally discuss, inform, and interact with the Home’s authorized representative.

3. References.

Responder should complete and submit “Attachment E: Reference Form” with their response. Responder should submit three (3) completed reference forms with each reference’s company name and contact information with their response.

4. Diversity, Equity, and Inclusion.

• Describe how responder’s policies and practices promote diversity, equity, and inclusion in areas such as:

o hiring practices, o supply chain management, o subcontracting, etc.

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• Detail the responder’s demographic breakdown and any other information pertinent to efforts in this area.

5. Cost Proposal.

Complete and submit Attachment C, “Cost Detail,” attached to this solicitation.

Submit all requested documentation, including, but not limited to, the following documents:

1. Attachment A: Responder Declarations

2. Attachment B: Exceptions to State's Standard Terms and Conditions

3. Attachment C: Cost Proposal

4. Attachment D: Responder Forms

a. Veteran-Owned Preference Form

b. Workforce and Equal Pay Declaration Page

c. Equal Pay Certificate Form

5. Attachment E: Reference Form

DO NOT INCLUDE Non-Public/Trade Secret data (as defined by Minn. Stat. § 13.37).

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SECTION 5 – EVALUATION PROCEDURE AND CRITERIA

The State will conduct an evaluation of responses to this Solicitation. The evaluations will be conducted in three phases:

Phase 1 - Review responses for responsiveness and pass/fail requirements Phase 2 - Evaluate responses Phase 3 - Select finalist(s)

1. Phase 1 – Responsiveness and Pass/Fail Requirements The purpose of this phase is to determine if each response complies with mandatory requirements. The State will first review each proposal for responsiveness to determine if the Responder satisfies all mandatory requirements. The State will evaluate these requirements on a pass/fail basis.

Mandatory Requirements. The following will be considered on a pass/fail basis:

• Responses must be received by the due date and time specified in this RFP.

• Responder must hold a current license to practice occupational and physical therapy in Minnesota.

2. Phase 2 - Evaluate Responses Only those responses found to have met Phase 1 criteria will be considered in Phase 2.

The factors and weighting on which responses will be evaluated are:

1. Cover Letter 10 points

2. Qualifications and Experience 40 points

3. References 10 points

4. Diversity, Equity & Inclusion 10 points

5. Cost Detail 30 points

100 points

6. Preference Points (if applicable) 12 points (in addition to 100 available)

Preference points are described under Solicitation Terms and will be applied to the total score after points have been awarded.

3. Phase 3 - Select Finalist(s) Only those responses that have been evaluated under Phase 2 shall be eligible for Phase 3.

The State will make its selection based on best value, as determined by this evaluation process. The State reserves the right to pursue negotiations on any exception taken to the State’s standard terms and conditions. In the event that negotiated terms cannot be reached, the State reserves the right to terminate negotiations and begin negotiating with the next highest scoring responder or take other actions as the State deems appropriate. If the State anticipates multiple awards, the State reserves the right to negotiate with more than one Responder.

It is anticipated that the evaluation and selection will be completed by April 2024.

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SECTION 6 – SOLICITATION TERMS

1. Competition in Responding The State desires open and fair competition. Questions from responders regarding any of the requirements of the Solicitation must be submitted in writing to the Solicitation Administrator listed in the Solicitation before the due date and time. If changes are made the State will issue an addendum.

Any evidence of collusion among responders in any form designed to defeat competitive responses will be reported to the Minnesota Attorney General for investigation and appropriate action.

2. Addenda to the Solicitation Changes to the Solicitation will be made by addendum with notification and posted in the same manner as the original Solicitation. Any addenda issued will become part of the Solicitation.

3. Joint Ventures The State allows joint ventures among groups of responders when responding to the solicitation. However, one responder must submit a response on behalf of all the others in the group. The responder that submits the response will be considered legally responsible for the response (and the contract, if awarded).

4. Withdrawing Response A responder may withdraw its response prior to the due date and time of the Solicitation. For solicitations in the SWIFT Supplier Portal, a responder may withdraw its response from the SWIFT Supplier Portal. For solicitations done any other way, a responder may withdraw its response by notifying the Solicitation Administrator in writing of the desire to withdraw.

After the due date and time of this Solicitation, a responder may withdraw a response only upon showing that an obvious error exists in the response. The showing and request for withdrawal must be made in writing to Solicitation Administrator within a reasonable time and prior to the State’s detrimental reliance on the response.

5. Rights Reserved The State reserves the right to:

• Reject any and all responses received;

• Waive or modify any informalities, irregularities, or inconsistencies in the responses received;

• Negotiate with the highest scoring Responder[s];

• Terminate negotiations and select the next response providing the best value for the State;

• Consider documented past performance resulting from a State contract may be considered in the evaluation process;

• Short list the highest scoring Responders;

• Require Responders to conduct presentations, demonstrations, or submit samples;

• Interview key personnel or references;

• Request a best and final offer from one or more Responders;

• The State reserves the right to request additional information ; and

• The State reserves the right to use estimated usage or scenarios for the purpose of conducting pricing evaluations. The State reserves the right to modify scenarios, and to request or add additional scenarios for the evaluation.

6. Samples and Demonstrations Upon request, Responders are to provide samples to the State at no charge. Except for those destroyed or mutilated in testing, the State will return samples if requested and at the Responder’s expense. All costs to conduct and associated with a demonstration will be the sole responsibility of the Responder.

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7. Responses are Nonpublic during Evaluation Process All materials submitted in response to this Solicitation will become property of the State. During the evaluation process, all information concerning the responses submitted will remain private or nonpublic and will not be disclosed to anyone whose official duties do not require such knowledge. Responses are private or nonpublic data until the completion of the evaluation process as defined by Minn. Stat. § 13.591. The completion of the evaluation process is defined as the State having completed negotiating a contract with the selected responder. The State will notify all responders in writing of the evaluation results.

8. Trade Secret Information

8.1 Responders must not submit as part of their response trade secret material, as defined by Minn. Stat.

§ 13.37.

8.2 In the event trade secret data are submitted, Responder must defend any action seeking release of data it believes to be trade secret, and indemnify and hold harmless the State, its agents and employees, from any judgments awarded against the State in favor of the party requesting the data, and any and all costs connected with that defense.

8.3 The State does not consider cost or prices to be trade secret material, as defined by Minn. Stat. § 13.37.

8.4 A responder may present and discuss trade secret information during an interview or demonstration with the State, if applicable.

9. Conditions of Offer Unless otherwise approved in writing by the State, Responder’s cost proposal and all terms offered in its response that pertain to the completion of professional and technical services and general services will remain firm for 180 days, until they are accepted or rejected by the State, or they are changed by further negotiations with the State prior to contract execution.

10. Award Any award that may result from this solicitation will be based upon the total accumulated points as established in the solicitation. The State reserves the right to award this solicitation to a single Responder, or to multiple Responders, whichever is in the best interest of the State, providing each Responder is in compliance with all terms and conditions of the solicitation. The State reserves the right to accept all or part of an offer, to reject all offers, to cancel the solicitation, or to re-issue the solicitation, whichever is in the best interest of the State.

11. Requirements Prior to Contract Execution Prior to contract execution, a responder receiving a contract award must comply with any submittal requests. A submittal request may include, but is not limited to, a Certificate of Insurance.

12. Targeted Group, Economically Disadvantaged Business, Veteran-Owned and Individual Preference Unless a greater preference is applicable and allowed by law, in accordance with Minn. Stat. § 16C.16, businesses that are eligible and certified by the State as targeted group (TG) businesses, economically disadvantaged (ED) businesses, and veteran-owned businesses will receive points equal to 12% percent of the total points available as preference.

For TG/ED/VO certification and eligibility information visit the Office of Equity in Procurement website at https://mn.gov/admin/business/vendor-info/oep/ or call the Division’s Helpline at 651.296.2600.

13. Reciprocity State shall comply with Minn. Stat. § 16C.06, subd. 7, as that applies to a non-resident vendor. This paragraph does not apply for any project in which federal funds are expended.

https://mn.gov/admin/business/vendor-info/oep/ https://mn.gov/admin/business/vendor-info/oep/