Maplewood at Cheshire County, Westmoreland, NH CONCEPTUAL PLANS AND COST ESTIMATES Request for Proposals Design and Engineering Issue Date: July 02, 2015 Optional Informational Meeting July 09, 2015 1:00 pm Proposal due date July 31, 2015 4:00 pm INVITATION Maplewood of Cheshire County is accepting proposals for the cost of preparing conceptual plans and cost estimates for multiple design options for the future of the Nursing Home. The cost to design the options will be based on a sound understanding of the existing infrastructure and projected needs of the community the home serves. The successful bidder will provide detailed conceptual plans, estimated development costs, including standard estimating formats, all planning, land acquisition, site preparation (specifically including assessments of costs due to any known or anticipated environmental hazards), construction, furnishing and relocation costs, and also shall include all financing costs and special leasing, sewer and water, and tax costs that may be associated with the use of New Market Tax Credit program. Please see the attached Appendix A Joint Motion for Maplewood Sub-committee from June 26 th, 2015 for full details of all the requested plans. It is desired that the successful bidder complete and prepare the proposal package for submission by October 2015. SUBMITTAL REQUIREMENTS The following is the guideline for the qualification packages: 1. The proposals shall be no more than (5) five pages in length, with the statement of interest signed by the person submitting, bound as an independent document; 2. The statement shall outline the company s experience in the design and engineering of New Hampshire, and specifically, County Nursing Home Facilities; 3. An organizational chart of proposed design and engineering staffing; 4. A list of projects (similar and/or relevant to this project) completed within the last 10 years; 5. List of three client references for projects similar in scope. Include the name and phone number for the contact persons. 6. Resumes, brochures, and other supporting materials may be submitted but must be submitted as a separately bound document. PROPOSAL SUBMITTAL Prospective Consultants should submit three copies of their qualifications to: Ms. Kathryn Kindopp, Administrator Maplewood at Cheshire County 201 River Road Westmoreland, NH 03467 Phone: (603) 399-4912 Email: kkindopp@co.cheshire.nh.us 1
Same address for in person deliveries or by UPS, Fed-Ex or alternate shipping: Proposals must be labeled Conceptual Plans and Cost Estimates. Packages are due at Maplewood at Cheshire County, 201 River Road, Westmoreland, NH 03467 no later than 4 P.M. on July 31, 2015. Emailed and/or faxed documents will not be accepted. EVALUATION PROCEDURE Proposals will be reviewed by a selection committee. If deemed necessary, a short list of firms will be interviewed to determine which can best meet the needs of the County for this project. Interviews will be scheduled at a location to be determined. The firms will be ranked in order of preference based on the criteria listed below. Fee negotiations will commence with the top ranked firm for a total not to exceed contract. If agreement cannot be reached, negotiations will be initiated with the next ranked firm and so on, until an agreement is reached to the satisfaction of Maplewood and the County. Criteria Maximum Score Qualifications and Experience of Project Team 40 Relevant Experience 40 Ability to Meet the Proposed Timeline 10 Cost Estimating Ability 10 AWARD CRITERIA 1. Before making its award, the County shall consider the project proposal, work, and/or services or products delivered that best serves the needs and financial interests of the County. The County reserves the right to reject any or all bids, to award any bids, to waive as an informality any irregularities on bids received, and to omit any item or items as it may deem to be in the best interest of the County. 2. The County s assessment of the lowest responsible bidder, in addition to price, includes the skill, ability, and capacity of the bidder to perform the services. We consider the character, reputation, judgment, and experience of the bidder and how bidders perform in interviews and in response to inquiries. Hence, some aspects of the bidder reviews are objective and some are subjective. 3. In all cases, the decision of the County shall be final and not subject to review or appeal. 4. All bids submitted shall be held firm and not withdrawn for ninety (90) days from bid opening. 5. All change orders shall be initiated by the County prior to the implementation of said change in work. AWARDING THE CONTRACT The selected provider will be recommended to the County Commissioners for approval. Payment will be on a monthly basis in proportion to the work completed. The Scope of Work to be determined, may increase or decrease during the term of the agreement. Work is expected to begin on or before July 9 th, 2015. The proposal cost shall be completed by July 31 st, 2015. Maplewood and Cheshire County reserve the right to reject any and all proposals, for any reasons. 2
SUB-CONTRACTORS All sub-contractors used by the successful bidder must comply with all of the requirements of the bid and contract requirements as contained herein. Satisfactory proof or compliance of the specifications of the bid and contract requirements must be furnished to the County prior to any sub-contractor performing any work under the awarded contract. LAWS, PERMITS, AND LICENSING It is the successful bidder s responsibility to adhere to and comply with all federal, state and local laws, regulations, and codes as well to all standards and practices relating to the work being performed and/or services or products delivered. In addition, it is the successful bidder s responsibility to procure and keep in effect any and all licenses, permits, notifications or other regulatory requirements relating to the work to be performed and/or services or products delivered. INDEMNIFICATION In accepting the awarded contract, the successful bidder agrees to hold harmless and indemnify the County and its officers, agents, and employees from any liability arising from the work to be performed and/or services or products delivered. TERMINATION Cheshire County retains the right under this contract to terminate work and/or services or products delivered and dismiss the successful bidder for non-performance with five (5) working days notice. Additionally, upon such termination the County reserves the right to award the contract to another bidder for completion of work and/or services or products delivered under this bid. All disputes shall be decided under the laws of the State of New Hampshire. OPTIONAL INFORMATIONAL MEETING An optional informational meeting will be held at Maplewood of Cheshire County 201 River Road, Westmoreland, NH, July 9 th, 1:00pm @ Maplewood. The RFP and its components will be reviewed with a question and answer period following. There will be no written transcript or notes from the meeting available to submitters who choose not to attend. The favor of an RSVP is requested if attending to Kathryn Kindopp through email kkindopp@co.cheshire.nh.us. 3
Appendix A Joint Motion for Maplewood Sub-committee from June 26th, 2015 MOTION It is hereby moved that the Cheshire County Delegation Maplewood Sub-Committee (the Sub- Committee ) recommend to the Cheshire County Delegation (the Delegation ) that the Delegation adopt and act on each of the Sub-Committee s findings and recommendations as set forth in this motion. 1. With respect to the current and continuing operation of a Cheshire County nursing home, the procuring of cost estimates, and the identification of alternative funding sources, the Sub-Committee hereby adopts the following findings and recommendations: a. The Cheshire County Maplewood Nursing Home, with its 150 licensed nursing home bed capacity, fulfills a special, irreplaceable, safety-net mission (the Nursing Home s Core Mission ) by providing nursing home care to individuals whose conditions, comparable to those reported at page 162 of the 1/1/2013 Maplewood Compendium, make it impossible for them to be taken care of at home and unable, because of their afflictions, personal and private resource limitations, and the care they require, to be accommodated in appropriate private or other alternative facilities. b. The Maplewood administration and staff should be commended and are hereby commended for continuing to provide the best possible resident-centered nursing home care to Maplewood s residents in spite of severe challenges. c. The Sub-Committee is in the process of identifying the optimum long-term solution to these challenges and plans to hold a series of public hearings after further development of information related to alternative options as called for by this motion. The Sub-Committee recognizes that the issue of costs is only one part of its consideration of a long-term solution. d. Pending the identification and implementation of that long-term solution, the Sub- Committee hereby emphatically affirms its support for the ongoing operation of the Maplewood Nursing Home in Westmoreland and for such interim management and maintenance actions as may be necessary to maintain Maplewood s current standard of care. e. The County Commissioners are requested to engage in a due diligence search for and analysis of alternative and/or additional funding sources for the construction, renovation and/or operation of the County Nursing Home. These funding sources would be in addition to the New Market Tax Credit [NMTC] and taxpayers and could include foundations, government agencies, non-governmental organizations and other grant sources. The due diligence search and analysis would include, but not be limited to, funding sources utilized in recent nursing home construction in New Hampshire and elsewhere. The search/analysis, to be completed by 10/1/2015, may be conducted either by the County Commissioners Office, if it is able to do so, or may be contracted to a person or business that has no conflict of interest. 4
f. With respect to the conceptual plans and cost estimates called for by paragraphs 2 and 3 of this motion, the County Commissioners are requested to enter into a single contract (subject to standard county procurement procedures) for all such plans and estimates with a single qualified person or entity, such contractor (the Selected Contractor ) to be free of any conflict of interest with respect to the work called for by the contract and to be responsible for preparing all such conceptual plans and cost estimates. In anticipation of the Delegation s adoption of this Sub-Committee recommendation, and without waiting for that formal action, the Sub-Committee requests that the Commissioners proceed immediately with the necessary RFP and related procurement procedures so as to ensure that the contract work will proceed without delay if approved by the Delegation. 2. With respect to the potential development in Keene of a new County Nursing Home facility as a replacement for the existing facility in Westmoreland, the Sub-Committee adopts the following findings and recommendations: a. The Selected Contractor (see Paragraph 1.f, above) shall develop four detailed alternate plans for the development of the County Nursing Home facility in Keene, including: i. A plan for a Homelike facility substantially similar to the Eddy Village Green Nursing Home, a trade-marked Green House facility that is located in Cohoes, NY, a plan that shall provide each resident with a single bedroom with attached full bathroom and shall provide in each home of 10-12 residents a living/dining area and a full-service kitchen. ii. A plan for a Modified Homelike facility substantially similar to the Eddy Village Green Nursing Home, except that the Modified Homelike facility shall be joined together under one contiguous roof, shall have a central kitchen and laundry instead of separate full-service kitchens and laundries in each facility, and may include limited kitchen capacity (sufficient for occasional use in preparing light breakfasts, lunches, suppers and snacks) in each home. iii. A plan for a Traditional-style facility substantially similar to the Merrimack County Nursing Home located in Boscawen, NH. iv. A plan for a Mixed facility that includes elements of the Homelike, Modified Homelike and Traditional-style facilities as determined through consultations with the Maplewood Nursing Home Administrator. b. The Selected Contractor may, in its professional discretion, access any and all materials prepared by or for the County Commissioners and/or MEDC, especially relating to the New Market Tax Credit program. The four alternate plans developed by the Selected Contractor shall assume development of the facility on land identified by the County Commissioners as potentially eligible for participation in the New Market Tax Credit program. c. The alternate plans developed by the Selected Contractor shall each include detailed conceptual plans and estimated development costs, including, in standard estimating formats, all planning, land acquisition, site preparation (specifically including assessments of costs 5
due to any known or anticipated environmental hazards), construction, furnishing and relocation costs, and also shall include all financing costs and special leasing, sewer and water, and tax costs that may be associated with the use of the New Market Tax Credit program. 3. With respect to the potential development in Westmoreland of a new, renovated or substantially redesigned County Nursing Home facility, the Sub-Committee adopts the following findings and recommendations: a. The existing physical facility in Westmoreland, now housing both the Maplewood Assisted Living Apartments and the Maplewood Nursing Home, is a valuable County asset and any plan for the long-term future of the County s continuing provision of nursing home services must include a plan for the Assisted Living Apartments and for the future use or disposition of this County asset. The estimated cost of maintaining the partially or fully vacated premises shall be included in the cost estimates for all options that involve vacating all or part of the existing facility and the Commissioners are requested to forthwith develop a plan (including costs) for the re-purposing or other disposition of the partially or fully vacated premises, based on a possible decision to fully and/or partially vacate the premises in Westmoreland. b. Options for continued County Nursing Home use of the existing facility include: i. a business as usual option, involving no change in the current operations; ii. iii. an infrastructure plus option, involving upgrading or replacement of the mechanical, electrical and plumbing (MEP) systems in the existing building along with addition of air conditioning and selected cosmetic and energy conservation changes that could be accomplished without substantial alteration of the existing structure; a new wing option, involving development of an attached or adjacent building or buildings to house all or part of the nursing home s residential spaces, that would utilize most or all of the existing administrative, kitchen, maintenance, environmental service, and MEP systems to support the new residential spaces. c. With respect to the infrastructure plus and new wing option, the Selected Contractor shall develop conceptual plans and cost estimates for the new wing option and cost estimates for both options, comparable to those called for by Paragraph 2 of this motion, such costs to include necessary changes to the existing building (including any code-mandated changes required by the infrastructure plus option), to the land around the building, and to assure secure, all-season access along roadways leading to the building, and provided that such plans for the new wing shall include, as an additional variant to the Traditional-style facility and mixed facility plans, a plan that includes use in conformity with the Traditional-style design of all or part of the existing residential areas in the existing facility, and provided that in doing this work the Selected Contractor shall review and seek clarification as 6
necessary regarding all relevant cost estimating and conceptual plan work previously done for or by the County. 4. With respect to the operating costs associated with the options that will be developed pursuant to this motion, and the likely revenues to be generated by each option, the Sub- Committee finds that additional work is needed (including assessment of the effects of anticipated changes in Medicaid, Medicare and other payer rules and revenue streams). This operating cost information shall be completed and considered prior to any decision by the Delegation in favor of a particular option. Generation of cost and revenue data shall be, as elsewhere in this Motion, done by a conflict free contractor, with such assistance from the County Commissioners and Maplewood Nursing Home Administrator as shall seem appropriate in their professional opinion and discretion, and pursuant to any recommendations from this Sub-Committee and any designated subgroup of this Sub- Committee. 5. The Commissioners should be funded by the Delegation in a manner that will accomplish the above purposes. 6. The Commissioners should be requested to report back to the Sub-Committee from time to time and at the completion of the work called for by this motion, which shall be at the earliest possible date and no later than October 1, 2015. 7