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HomeMy WebLinkAbout07 14 2014 Nursing Home and CBRF Subcommittee MinutesHealth Center And Community Based Residential Facility (CBRF) RFP Subcommittee July 14, 2014 10am Meeting Minutes CALL TO ORDER The meeting convened at 10:00am. ROLL CALL In attendance HHS Board Supervisors Paulette Anderson, Shaela Leibfried Other County Board Supervisors Roy Sjoberg Staff Scott Cox (Corporation Counsel), Patrick Thompson (County Administrator), Jim Elsbury (Facilities Director), Tabatha Hansen (Finance Director), Sandy Hackenmueller (Nursing Home Administrator), Kristen Ziliak (Management Analyst) APPROVAL OF MINUTES There were no minutes to approve PUBLIC COMMENT There was no public comment BUSINESS ITEMS 1. Election of Officers Shaela Leibfried was elected Chair of the subcommittee. Kristen Ziliak will prepare minutes for RFP subcommittee meetings. 2. Review and approve RFP for Architectural & Engineering Services to Design a Skilled Nursing Facility, Dementia Crisis Unit and Remodeling of the current Skilled Facility into a Community Based Residential Facility The goal of the RFP is to hire an A&E (Architectural and Engineering) firm to design a new Health Center and renovation of the exiting Health Center and potentially prepare bidding documents. Scott Cox, Corporation Counsel explained WI Statutory requirements and process and bidding options. WI statute does not require bidding of Professional Services. A&E is a professional service. The County could hire an A&E firm or accept bids without a formal RFP process. The County would not be obligated to take the lowest bid for the professional service of A&E. Actual construction is defined by WI Statute as a Public Work and therefore must be formally bid and the lowest bid accepted. Total Project Management (TPM) is another option available to the County. The County could hire a firm for the A&E as well as the Construction Management. As long as the firm does not self-perform any of the construction work, TPM services are considered professional services and do not have to be formally bid under WI Statutory requirements. If the County does not select the TPM option, the County Facilities Management staff would perform the Construction Management. The Pros and Cons of TPM vs. construction management by County Facilities Management staff were discussed. 911 Expansion project was not a TPM contract. The SCCSC build out was. Under a TPM contact, the TPM owns the building until it’s turned over to the County and has responsibility for liability and for resolving all issues prior to its being turned over to the County. Under TPM there is also a single point of contact and a guaranteed maximum price. It was determined the RFP will include language that TPM proposals will be considered. Page by page review of the draft RFP was completed. Grammatical changes were noted. Discussion about sustainable design principles with decision to add under vendor requirements; experienced in utilizing sustainable design principles. Process was reviewed The subcommittee will make a vendor selection recommendation to the HHS Board for approval. The scoring document was reviewed. Funding was discussed. Currently, no expenditures for design have been budgeted or approved by the County Board. Bonding for the project has also not been approved. Tabatha Hansen and Scott Cox will consult with bonding counsel and determine what type of resolution(s) need to be submitted to the County Board for authorization of design and bidding expenditures to determine a construction budget. 3. SCHEDULE FUTURE MEETINGS Dates were established for the RFP process and future meetings of the subcommittee  RFP should be ready for posting 7/21/14. Proposals due 8/11/14.  The Pre-proposal question and answer conference will be 8/5/14 at 2pm and will not be mandatory.  The subcommittee will meet briefly at 3:30pm on 8/12 to collect copies of the submissions and review process  The subcommittee will meet on 8/19 at 7am for first round selections.  First and second round interviews will need to be scheduled.  The HHS Board will consider the subcommittee’s vendor recommendation on 9/9. ANNOUNCEMENTS & CORRESPONDENCE None ADJOURN The meeting adjourned at approximately 12:20pm. DATE OF NEXT MEETING 8/5/14 Pre Proposal Conference