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REQUEST FOR PROPOSALS
Kimball County Hospital
D/B/A KIMBALL HEALTH SERVICES
“STRATEGIC DEVELOPMENT & FACILITY MASTER PLANNING”
Kimball, Nebraska
March 5, 2010
I. INVITATION TO SUBMIT PROPOSALS. By this Request for Proposals (RFP) Kimball County
Hospital D/B/A Kimball Health Services (KHS), 505 South Burg Street, Kimball, NE 69145, is
hereby requesting proposals for producing the strategic development & facility master planning
documents to define the future planning and facility needs of KHS.
II. INFORMATION AND PROJECT DESCRIPTION. Kimball Health Services (KHS), located in
Kimball, Nebraska is a county owned organization subject to the Purchasing Act for County and
Government Subdivisions.. Established by the community in 1950, KHS serves the primary
geographical area of western Nebraska Panhandle, eastern Wyoming, and northeastern
Colorado. KHS is a health care delivery system consisting of a 20-bed critical access hospital
and a hospital owned Certified Rural Health Clinic. KHS employs approximately 84 individuals
including 2 physicians and 2 physician extenders.
As a county-owned facility, KHS falls under the jurisdiction of the County Commissioners, which
appoint a five member Board of Trustees to govern the operation of KHS. KHS is located in the
southwest corner of the Nebraska Panhandle, 55 miles from Cheyenne, Wyoming and only 150
miles from Denver and the Rocky Mountains. The town of Kimball is located at the crossroads of
Interstate 80 and Highway 71. The local economy is mostly agricultural, oil and gas, and some
manufacturing. Major employers include Kimball Public Schools, Clean Harbors Environmental
Services, George Risk Industries, and Kimball Health Services. The last significant
addition/renovation to the existing KHS facility was completed in 2002.
Kimball Health Services is looking to have an exclusive partner for the duration of this planning
and development project. The general description of the project and general project information
include the following:
PRIMARY PROJECT SITES:
• Kimball Health Services, 505 South Burg Street, Kimball, NE 69145
• Plus options of looking at potential sites for future development within Kimball Community
area
MAILING ADDRESS:
• Kimball Health Services, 505 South Burg Street, Kimball, NE 69145
PROJECT DESCRIPTION:
Phase One: FACILITY ASSESSMENT. This assessment should include:
• Building data including square footage, construction type, number of stories, applicable
codes, life expectancy analysis and other related data.
• Code analysis that documents the building type, life safety and Americans with
Disabilities Act (ADA) compliance.
• A summary building systems assessment of the primary building elements. Condition of
the exterior wall system, the roof system, interior finishes, mechanical and electrical
systems. The assessment will document the condition of each system and cite observed
deficiencies and make a recommendation regarding those deficiencies.
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• Cost estimates of repair or replacement costs, where appropriate for use in facility
analysis and master plan development.
• Inventory/Graphically Depict Land Uses on Site
o Record site uses, traffic flows, and adjacencies
o Develop graphic of site land uses, noting opportunities and constraints
• Categorize Buildings by Use/FunctionCurrent Use
Condition Assessment
Annual Operating Cost
Utilization
• The facility condition assessment will be organized to include all facility infrastructure:
o Utility systems
o Heating and air conditioning systems
o Medical Gas system
o Emergency Generation systems
o Fire detection, alarms and suppression
o Buildings/Structure and exterior closure
o Physical plant electrical, heating, cooling, water and waste water capacities as
they relate to current needs and future plans
o Estimates of remaining useful life by facility and by building system
o Site adequacy issues
• Categorize Facilities, based on the determinations and guidance developed as part of
team meetings, category attributes as follows:
o Adequate for Current Use - Identify Future Possible Alternative Use including
Projected Utilization, Projected Costs and Benefits
o Inadequate - Possible Adaptive Re-Use, including Projected Utilization, Projected
Costs and Benefits
o Alternative Use - Projected Costs and Projected Costs and Benefits
Phase Two: STRATEGIC PLANNING & DEVELOPMENT.
• Data Gathering
o Review historical patient census and financial data provided by KHS
o Record existing functional uses (in conjunction with facility assessment) of KHS
to catalog facts, state trends and define issues regarding its space utilization.
o Prepare space program comparing current functional uses with actual functional
space needs.
o Review applicable city comprehensive planning and zoning regulations.
• Market Demand analyses
o Identify possible and probable program and service opportunities for the proposed
repositioning.
o Identify critical success factors.
o Determine appropriate goals and objectives for the campus based on current
priorities, resources, and capabilities.
o Definition of a geographic market area.
o Demographic summary of the market area current \\
o population and projections
o Socio-economic and demographic tables of the target markets; population and
households.
o Market counts from public information of existing competitive product types in the
market area.
o Preliminary Unit potential analysis of the aforementioned product lines that could
be supported by the market will be based on industry standards for market
penetration and need.
o Projected patient utilization
• Strategic Plan Development – Develop strategic alternatives with KHS administrative
leadership and board to:
o Identify the critical issues facing KHS during the next five to ten years.
o Identify and validate KHS strengths, weaknesses, opportunities and threats
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o Review and analyze the mechanical/electrical infrastructure and overall finishes
regarding facility condition/functional assessment
o Develop consensus regarding a shared vision for KHS’ future
o Identify and prioritize goals and objectives for KHS development.
Phase Three: MASTER PLANNING/PROGRAMMING.
• Development Alternatives
o Based on the strategic information, prepare alternative concept sketch plans
illustrating possible repositioning, reorganization of existing space or developing
future facilities at KHS to meet current and future needs.
o Prepare and evaluate alternative concepts, and identify preferred concept
o Refine preferred Master Concept Plan, to include complete space programming,
functional adjacencies, and operational requirements to support Master Plan
concept.
o Provide comprehensive cost estimates associated with Master Concept Plan, to
include all construction, equipment, furniture, IS/IT, professional fees, and land
development costs.
o Present Master Concept Plan to KHS Board of Trustees, administration and
other stakeholders, for approval to move forward with financing option and A/E
Request for Proposal and selection for defined project
(Option) FINANCIAL ANALYSIS.
• Prepare a debt capacity analysis to determine the level of investment that KHS is able to
assume considering reserves, philanthropic projections, need for capital campaign,
alternative financing, and recommended funding alternatives
o Sources and uses of funds will be prepared based upon the concept with
estimates on:
• Develop an understanding of existing debt capacity
• Debt and Equity requirements
• Site related expenses (land purchases)
• Financing costs
• Marketing costs
• Consulting and development fees
• Pre-opening and working capital requirements
OTHER PROJECT INFORMATION.
• The fee proposal for this project shall be broke out for each of the 3 phases described
above, plus the cost for the optional financial analysis.
• The form of agreement for service will be AIA B-727-1988. Standard Form of Agreement
Between Owner and Architect for Special Services, as modified by the Owner.
III. PRESUBMITTAL QUESTIONS. Any questions or concerns should be directed to Linda Cramer
at (308) 235-1951 extension #318 or Julie Schnell (CEO) at (308) 235-1951 extension #675. No
other KHS management, staff, or Board members should be contacted by anyone submitting a
proposal, regarding any questions or clarifications.
IV. REQUIREMENTS FOR PROPOSALS. Proposals submitted by the invited firms must include the
following elements:
• Identify all key team members (if used): Project Manager, Project Planner, Designer,
Project Architect, Mechanical Engineer (firm), Electrical Engineer (firm), Structural
Engineer (firm), Civil Engineer (firm), and Interior Designer, plus any other consultants.
• Describe Comparable Planning Work: Include Examples, Location, Type of Work, Size of
Project, Budget, Completion Date, and Point of contact.
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• Scope of Services: Outline your firms service contract from Facility Assessment through
Master Planning/Programming including:
o Site Visits/Meetings (by phase)
o Develop CAD backgrounds of floor plans and site plan
o Comprehensive MP project programming, complete with room prototypes and
layouts
o Comprehensive MP project budget, to include all Type 1 equipment,
construction, IS/IT, furniture, professional fees, owner contingency, capital
equipment (equipment costing greater than $1,000.00/item), land purchases, and
site costs
o MP Project Delivery Timeline
o Assessment of existing mechanical & electrical systems with analysis.
o Provide KHS all Documents on CD, in AutoCAD version, at end of planning
o All reimbursables, rates, and rates of personnel for Additional Services.
• Outline your approach to the process of design and meeting the schedule requirements
of this project. Who is the bottom line go to person to resolve any disputes or differences.
• Outline the steps your firm will take to insure the project scope does not grow beyond
what is reality for Kimball Health Services. Indicate where and the type of estimating to
be provided by your firm (or a consulting estimator).
• Your firm will be asked to sign a non-disclosure statement to not share any of the KHS
planning or project initiatives without consulting KHS first. Indicate your willingness to
participate.
• Your firm will be asked to have an Open Book policy with KHS. This may include audits
by KHS Auditors or independent auditors. Indicate your willingness to participate.
• Your firm may be asked to make a commitment to support KHS’ outreach initiatives such
as fund-raisers, etc. Indicate your willingness to participate.
• Include a project organization chart with reporting relationships, duties and resumes of
essential individuals to be specifically assigned to the project. Describe in detail each
essential individual's most recent project experience of a similar nature and anticipated
workload during the duration of this project on other projects and/or assignments. Define
the roles of any additional management and/or supervisory personnel to be assigned to
the project.
• Provide examples of the documents that will be used by your firm for cost estimating,
project schedule and timeline, project phasing, and budget/material alternatives or
recommendations.
• The Fee amount shall be submitted with the proposal in a separate sealed envelope
plainly marked “FEE” with the name of the firm on the front of the envelope. The Fee
shall be a flat fee by phase. Reimbursables shall also be identified with their associated
cost.
o All firms must agree to the following provisions:
Access to Books and Records. Until the expiration of four years after the
furnishing of the services provided under this Agreement, each party shall
make available to the Secretary, United States Department of Health and
Human Services, and the United States Comptroller General, and their
representatives, a copy of this Agreement and such books, documents and
records of that party that are necessary to certify the nature and extent of any
cost incurred by either party. If a party carries out the duties of the
Agreement through a subcontract worth $10,000 or more over a 12-month
period with a related organization, the subcontract shall contain a clause
placing the same obligations on subcontractor as this clause places on that
party. The PLANNING FIRM shall immediately notify KHS of its receipt of
any such request for this Agreement and any other books, documents and
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records and shall provide KHS with copies of any such materials. In the
event this Agreement is not subject to the provision of 42 U.S.C.
1395x(v)(1)(I) and 42 C.F.R. 420.300 et seq. or relevant regulations, this
paragraph shall be null and void.
Excluded Provider Warranty. Each party hereby represents and warrants
that it is not now and at no time has been excluded from participation in any
federally funded health care program, including Medicare and Medicaid.
Each party hereby agrees to immediately notify the other of any threatened,
proposed or actual exclusion from any federally funded health care program,
including Medicare and Medicaid. Each party further represents and
warrants that none of its employees are now and at no time have been
excluded from participation in any federally funded health care program,
including Medicare and Medicaid, and that if an employee of one party
becomes so excluded, such employee shall be terminated. In the event that
either party is excluded from participation in any federally funded health care
program during the term of this Agreement, this Agreement shall, as of the
effective date of such exclusion or breach, automatically terminate. Each
party shall indemnify the other for any and all damages arising from this
Agreement which result from its exclusion from any federally funded health
care program, including Medicare and Medicaid.
Effect of Government Regulation. KHS shall have the right to terminate or
unilaterally amend this Agreement, without liability, to comply with any legal
order, ruling, opinion, procedure, policy, or other guidance issued by any
federal or state agency, or to comply with any provision of law, regulation, or
any requirement of accreditation, tax-exemption, federally-funded health care
program participation or licensure which: (i) invalidates or is inconsistent with
the provisions of this Agreement; (ii) would cause a party to be in violation of
the law; (iii) jeopardizes the tax-exempt status of KHS, or any affiliate of
KHS; (iv) jeopardizes the tax-exempt status of any bonds issued for the
benefit of KHS, or any affiliate of KHS; or (v) jeopardizes the good standing
status of licensure, accreditation or participation in any federally-funded
health care program, including the Medicare and Medicaid programs, of
KHS, or any affiliate of KHS. If KHS deems it necessary to amend this
Agreement as provided in this Section and the amendment is unacceptable
to the PLANNING FIRM, the PLANNING FIRM may choose to terminate this
Agreement without cause.
V. PROPOSAL DUE DATE. Five copies of the Proposal shall be due in the Offices of KHS c/o
Linda Cramer, Project Coordinator, 505 South Burg Street, Kimball, Nebraska 69145 by no later
than 5:00 p.m., MST on Wednesday, April 7, 2010. Proposals shall be considered proprietary
and confidential until completion of the Contract Negotiation Phase of the Planning Selection
Procedure provided in paragraph VII of this RFP.
VI. CRITERIA FOR EVALUATION OF PROPOSALS. The following are the three essential
areas KHS will use in selecting a partner for Strategic Development & Facility Master Planning.
The selection will be based upon the Owner's evaluation of the following criteria:
• TEAM
o Qualifications of the firm's project team, including references, and interview
regarding the proposed project.
o The firm/team's knowledge and experience in the operation of Critical Access
Hospitals and Rural Health Clinics, and their planning and evaluation of cost
effective building systems, construction techniques and their recommendations to
create optimum dollar value in meeting the owner’s vision.
o The general capabilities of the firm/team’s in-house staff, particularly the
personnel who will be assigned to lead, plan, and design a comprehensive
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Master Planning document. In addition, adequate depth of organization and the
ability to draw upon specialized expertise within the firm's organization.
o The firm/team's knowledge of federal, state and local laws and regulations
regarding Life Safety, ADA, AIA Guidelines for Hospital Construction,
environmental and energy conservation, and the Joint Commission on
Accreditation of Healthcare Organizations (JCAHO) Environment of Care
standards, as they directly affect the operation of the existing hospitals during the
various project phases.
o Demonstrated successful completion of previous projects comparable in design,
scope and complexity by the firm with minimal disruption to ongoing hospital
operations
• PARTNERING
o The demonstration of successful processes for facility assessment, Strategic
Development, Master Planning, and Project budgeting.
o The demonstrated ability of the firm/team to work cooperatively with owners,
hospital staff, physicians, Board of Trustees throughout a project. Display
willingness to work through issues, and to act in harmony with all team members
in performance of contractual responsibilities.
• COMMITMENT
o The reputation of the firm/team in the hospital planning/design market. The
ability of the firm/team to lead the planning process in all phases, to deliver
complete documents on schedule, and to maintain budget awareness throughout
the process.
o Firm/Team’s ability to meet proposed project schedule.
VII. SELECTION PROCEDURE. The selection of a Strategic Development & Facility Master
Planning Firm/Team for KHS project shall be based upon a careful and objective consideration of
the ability of each firm submitting a proposal to perform the services described in this RFP. The
following procedure shall be observed in the selection of a design team for the project:
• Evaluation. Proposals submitted to the Selection Committee will be reviewed and each
firm will be ranked as to apparent ability to perform on this Project by evaluation based
solely upon experience, apparent capability, organization and historical performance on
projects of a similar nature and size as represented in the Proposal and verified by
references. After initial evaluation results by the selection committee, two or three firms
will be invited to an Interview by the Selection Committee with the resulting final ranking
forwarded to the KHS board of Trustees for approval.
• Selection Phase. KHS Board of Trustees will receive a recommendation from the
Selection Committee responsible for evaluating the firms
• Contract Negotiation Phase. KHS shall attempt to negotiate a proposed contract with
the firm ranked as having the most responsible proposal. Should KHS be unable to
negotiate a satisfactory contract with the firm on terms the Committee determines to be
fair and reasonable, negotiations with that firm shall be formally terminated. KHS will
forward a letter to the firm formally terminating the negotiations.
• KHS will then undertake negotiations with successively ranked firms in like manner until a
satisfactory proposed contract is agreed upon or until termination of negotiations if no
agreement can be negotiated.
• Contract Award. It is KHS intention to have a Strategic Development & Facility Master
Planning Firm/Team selected and under contract by
• Project Schedule:
1. March 5,,2010 - RFP proposal is publically posted and issued to firms,
2. March 23,2010 - Site Visit / Tour at Kimball Health Services, Kimball, NE from
10:00am – 12:00pm. Sign in a main admissions office at Hospital’s West entrance.
3. April, 7, 2010 – Submittal of Proposals to KHS by 5:00pm (MST).
4. April,16, 2010 – Evaluation of proposals complete. All firms notified. Two to three
firms invited to participate in interviews.
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5. April 20, 2010 – One on one Interviews with two or three selected firms to be
completed.
6. April 26, 2010 – Selection Committee will make a recommendation to the Kimball
Health Services Board of Trustees. Contract negotiations begin.
7. May 24, 2010 – Hospital Board project award.
8. May 26, 2010 – Contract completed with Strategic Development & Facility Master
Planning Firm/Team. Notice to proceed with Assessment/Planning.
9. July 1, 2010 – Completion of Facility Assessment, approval and sign off by key
hospital staff.
10. July 15, 2010 – Completion of Strategic Development Plan, approval and sign off by
key hospital staff.
11. August 16, 2010 – Master Planning alternatives/scenarios
12. August 26, 2010 – Finalize draft agreed upon Master plan concept, complete with
cost estimates, space programming
13. August 30, 2010 – Submit Master plan concept to Hospital Board for approval.
14. September 1, 2010 – Print and issue final approved plan
15. October 1, 2010– Issue RFP for A/E services for approved project
VIII. REJECTION OF PROPOSALS. The Owner reserves the right to reject any and all proposals in
response to this RFP that are deemed not to be in the Owner's best interest. The Owner further
reserves the right to cancel or amend this RFP at any time and will notify all recipients
accordingly.
IX. PROPOSAL DOCUMENTS. The documents included in this RFP are the following:
• This Request for Proposals (RFP) dated March 5, 2010.
• Attachment No. 1, including Strategic Development & Facility Master Planning Firm/Team
Qualification Supplement
• Existing Floor Plan, and Site Plan.
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APPLICANT’S QUALIFICATIONS SUPPLEMENT
INSTRUCTIONS:
A) Please type. Attach additional pages for each numbered question, as necessary.
B) KHS is not looking for expansive amounts of paper and verbiage. Keep responses short and
brief. Work product samples (reports, schedules, etc.) should be provided in response to
questions.
C) Provide 5 copies of all materials submitted. No submittals will be accepted after 5:00 PM (MST)
April 7, 2010.
D) Any questions or concerns should be directed to Linda Cramer at (308) 235-1951 extension #318
(email: xray@kimballhealth.org)or Julie Schnell (CEO) at (308) 235-1951 extension #675 (email
ceo@kimballhealth.org). No other KHS management, staff, or Board members should be
contacted by anyone submitting a proposal, regarding any questions or clarifications.
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1. FIRM NAME:
ADDRESS OF PROPOSED OFFICE IN CHARGE:
TELEPHONE NUMBER: ( ) FED. I.D. NUMBER:
2. For how many years has your firm been providing Design Services?
3. EXPERIENCE/REFERENCES provide this information on separate sheets):
a. List a maximum of five projects for which your firm has provided design services which
are most related to this project. In determining which projects are most related, consider:
related size and complexity; how many members of your proposed team worked on the
listed project; and, how recently the project was completed. List the projects in priority
order, with the most related project listed first.
b. For each of the listed projects, provide the following information: construction cost
(original GMP and final construction cost), current phase of development, estimated (or
past) completion date, type of services provided. Provide owner's contact person and
telephone number, and the name and telephone number of the project architect.
4. APPLICANT'S PERSONNEL (provide this information on separate sheets):
a. List total number of firm's personnel employed in company by skill group (e.g. registered
architects, interior designers, etc.)
b. Name all essential personnel, which will be part of the construction management team for
this project. Describe in detail the experience and expertise of each team member.
(Note: Essential personnel must be committed to this project for its duration unless
excused by the Owner. This requirement is non-negotiable.)
c. For each project listed in response to Question No. 3 list the members of the proposed
team for this project who worked on each listed project and describe their roles in those
projects.
d. If the team as a whole provided construction management services for any of the projects
listed in response to Question No. 3, so indicate.
5. APPLICANT'S CONSULTANTS (provide this information on separate sheets): Name any
consultants which are included as part of the proposed team. Describe each consultant's
proposed role in the project and its related experience. List projects on which your firm has
worked with the consultant in the past.
6. CONFLICT RESOLUTION: Provide an example from the projects listed in response to Question
No. 3; indicate conflicts that occurred and the methods used to resolve those conflicts.
7. DOCUMENTS: Provide an example from the projects listed in response to Question No. 3;
describe the types of records, reports, and schedules which your firm used in the management of
those projects which represent those proposed for this project. Provide examples of each report
used.
8. COST: Provide an example from the projects listed in response to Question No. 3; describe cost
estimating methods for the document phases that represent those proposed for this project. How
did you develop cost estimates and how often were they updated? Provide examples of how
these techniques were used and what degree of accuracy was achieved.
9. COMMUNICATION: Please indicate the method of communication your office uses with the
owner and contractor. Required communication on KHS projects will include direct email to each
person assigned to the project, fax capability, and internet access. Also indicate any other means
of communication which would be an asset to the project.
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10. Do you make the following acknowledgements/certifications? If so, sign on the line provided
below and have your signature notarized.
a. Regarding information furnished by the applicant herewith, and as may be provided
subsequently (including information presented at interview):
i) All information of a factual nature is certified true and accurate.
ii) All statements of intent or proposed future action (including the assignment of
personnel and the provision of services) are commitments that will be honored by
the applicant if awarded the contract.
b. It is acknowledged that:
i) If any information provided by the applicant is found to be, in the opinion of the
Selection Committee of the Owner, substantially unreliable, this application may
be rejected.
ii) The Selection Committee may reject all proposals submitted in response to the
RFP for this project and may stop the selection process at any time.
iii) The interviewed firms will be ranked based on their proposal submittal, response
to the interview questions and the results of the references check.
c. The undersigned certifies that he/she is a principal or officer of the firm submitting a
proposal to the RFP for this project and is authorized to make the above
acknowledgements and certifications for and on behalf of that firm.
For and on behalf of the Applicant
By:
(typed name of firm)
STATE OF )
) ss.
COUNTY OF )
Subscribed and sworn to before me by , known
to me to be a principal or officer of , and authorized
to sign the foregoing on behalf of said firm, on this ____ day of ________________, 2010.
Notary Public
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