Roadrunner Health Services, LLC
Client: Roadrunner Health Services, LLC (RHS)
Service: Bid Manager
Industry: Healthcare
Location: Albuquerque, NM
Company Bio: Roadrunner Health Services (RHS) offers a range of healthcare services throughout the southwestern US. Founded in 1998, the New Mexico company has provided medical and psychiatric care to detention centers for over 25 years. The company currently provides comprehensive medical and mental health care at 10 county detention centers in the state. RHS’s guiding processes are consistent with community standards and best practices. They ensure medically appropriate, legally defensible, and fiscally responsible care. As a firm, RHS is committed to the physical and psychological well-being of the patients and the staff they serve.
“Our business model relies on responding to highly complex state and local bids. The Bid Lab was a true partner, eliminating the compliance headaches by organizing all requirements into easy-to-understand spreadsheets. That’s why we submitted five bids with them in one month!”
– David Montoya
CEO, Roadrunner Health Services
Roadrunner Health Services Overview
- Collaborated with long-term client Roadrunner Health Services on several proposals to provide health services to detention centers in New Mexico over a span of 2 years.
- Developed a custom template to streamline RHS’s content development system and leverage efficiencies for future bids.
- Provided our Bid Manager service to thread knowledge gained over multiple projects, which required organizing compliance requirements, original writing, editing and proofing, graphic design, and numerous bid submissions.
The Challenge
As a regional service, Roadrunner Health Services wanted to respond to a number of medical services bids with complicated technical requirements. Every contracting bid or Request for Proposals (“RFPs”) included at least one highly structured narrative component. If RHS wanted to win county contract awards, they needed to develop a responsive proposal that was as compliant as it was competitive.
So, in 2022, Roadrunner Health Services contacted The Bid Lab for our RFP expertise. Specifically, RHS wanted to know if our procurement and proposal experts could assist them with preparing responses to five complicated bids in a one-month period! Key challenges at this early stage also included noting and organizing the weighty compliance requirements and obtaining details from the procuring entity. Once we’d submitted those early bids, the true challenge revealed itself: scale!
As our relationship continued to thrive, The Bid Lab helped the RHS develop an easy-to-use response library that could be leveraged by their own team and TBL’s Bid Manager team when responding to RFPs.
The Solution
As a first step, The Bid Lab and Roadrunner Health Services delved into the early RFPs in scope. Together, we began categorizing the myriad compliance requirements detailed throughout hundreds of initial bid document pages. Our team then organized compliance stipulations into referenceable spreadsheets, simplifying the workflow between our two teams.
Next, we created and assigned straightforward action items to reduce RHS’s time outlay. We started by providing pre-filled forms to make it easy for their team to furnish the information needed to build content. In addition, we handled communication with the offering agency’s contacts. Confirming our thorough understanding of each requirement eliminated unnecessary back-and-forth.
With the compliance elements sorted, we worked to polish the final product. The resulting 400-page document included custom graphics and engaging visual elements that effectively conveyed RHS’s unique story and extensive capabilities. This document resulted in our first collaborative win! Soon, many more wins would follow. However, after experiencing this initial success, we knew RHS would eventually require new content to respond to new proposals that could extend projects further into the future.
So, after an incredible first year, TBL and RHS reconnected to take their bidding success to the next level. Our priority: to continue scaling up the quantity and quality of our bid responses while making each project more efficient.
The Bid Lab developed a detailed and extensive response library to provide initial responses to any questions in these types of bids. We trained their team members until they became entirely comfortable using the content management systems we leverage and other basic technology tools in our process. We developed meaningful efficiencies to reduce the time needed to update and establish key graphics, content, and more. These efficiencies allowed RHS to invest in other value-added bid elements to separate their proposals from the pack.
“We strive to ‘do better for our patients,’ but to do that we have to grow our business. And I would have to say, The Bid Lab ‘did better’ for us by helping us do just that! They were right alongside us during every step of the response process, and never wasted a minute of our time.”
– David Montoya
CEO, Roadrunner Health Services
The Results of the Engagement
As a first step, The Bid Lab and Roadrunner Health Services delved into the early RFPs in scope. Together, we began categorizing the myriad compliance requirements detailed throughout hundreds of initial bid document pages. Our team then organized compliance stipulations into referenceable spreadsheets, simplifying the workflow between our two teams.
Next, we created and assigned straightforward action items to reduce RHS’s time outlay. We started by providing pre-filled forms to make it easy for their team to furnish the information needed to build content. In addition, we handled communication with the offering agency’s contacts. Confirming our thorough understanding of each requirement eliminated unnecessary back-and-forth.
With the compliance elements sorted, we worked to polish the final product. The resulting 400-page document included custom graphics and engaging visual elements that effectively conveyed RHS’s unique story and extensive capabilities. This document resulted in our first collaborative win! Soon, many more wins would follow. However, after experiencing this initial success, we knew RHS would eventually require new content to respond to new proposals that could extend projects further into the future.
So, after an incredible first year, TBL and RHS reconnected to take their bidding success to the next level. Our priority: to continue scaling up the quantity and quality of our bid responses while making each project more efficient.
The Bid Lab developed a detailed and extensive response library to provide initial responses to any questions in these types of bids. We trained their team members until they became entirely comfortable using the content management systems we leverage and other basic technology tools in our process. We developed meaningful efficiencies to reduce the time needed to update and establish key graphics, content, and more. These efficiencies allowed RHS to invest in other value-added bid elements to separate their proposals from the pack.
Roadrunner Health Services Found the Right Partner with The Bid Lab
For industries like healthcare, finding the right healthcare RFP is as critical as finding the right healthcare industry RFP partner. In fact, it can mean the difference between landing an agency contract and being eliminated on a technicality! So, whether you’re looking for another write-up detailing a successful healthcare industry case study, or just hoping to browse our case studies, then you’re in the right place. Of course, if you need help wading through an RFP, have an emergency deadline or simply need assistance conveying your company’s individual narrative, The Bid Lab has your back! We keep you organized, we save you time, and we keep you focused on what’s important for your business. If you’d like to discuss how we can help you achieve your growth vision, reach out for a free consultation! You can also give us a call at 1-844-4BIDLAB or email respond@thebidlab.com to learn more.
