HomeMy WebLinkAbout2002-05-13 City Council (11)City of Palo Alto
City Manager’s Report
8
TO:HONORABLE CITY COUNCIL
FROM:CITY MANAGER DEPARTMENT: FIRE
DATE:MAY 13, 2002 CMR: 252:02
SUBJECT:AWARD OF CONTRACT TO ALLIED INFORMATION AND
SERVICE FOR 7.5 PERCENT OF NET COLLECTED REVENUE
FOR ALL ADVANCED LIFE SUPPORT (ALS) AND BASIC LIFE
SUPPORT (BLS) AMBULANCE TRANSPORT REVENUE
COLLECTION SERVICES
RECOMMENDATION
Staff recommends that Council approve and authorize.the Mayor to execute the attached
three year contract with Allied Information and Service (AIS) in the amount of 7.5
percent of net collected revenue for patient billing services when Advanced Life Support
(ALS)/Basic Life Support (BLS) is provided by the Palo Alto Fire Department.
DISCUSSION
Service Description
AIS will provide ALS/BLS patient billing services for the Palo Alto Fire Department.
The billing service contractor is necessary for the following reasons:
The insurance industry reporting and coding changes are becoming increasingly
complex and require additional unique expertise in the field of patient billing.
Effective April 1, 2002, Medicare has instituted a fiat rate billing process that requires
significant additional documentation and accounts receivable processing. The new
Medicare billing process will require extensive staff training and additional
implementation time. The City’s current billing software does not incorporate
mandated data requirements, such as insurance codings and Medicare rate
calculations.
Over the last three fiscal years (98-99, 99-00, and 00-01) average revenues for the
paramedic transport program were $1.3 million. With the City’s present billing
software inadequacies and the need for significant additional staff training, staff
anticipates future revenues will drop unless the assistance of a qualified third-party
vendor is retained.
CMR:252:02 Page 1 of 3
AIS. will provide a complete package of billing, collection, follow-up, account posting,
accounts receivable reconciliation, financial accounting, receipts management and
reporting services, including the capability to extrapolate data from a lap-top based
computer system. In addition, AIS will provide customized financial, demographic,
volume, acuity, performance, response, and productivity reports on demand to the Fire
Department. All services are to be provided on a contingent fee basis with fees paid on a
percentage of collections.
Bid Process
The City and County of San Francisco conducted an extensi"ve Request For Proposals
(RFP) process for patient billing services in September 2000. AIS was selected for its
experience and qualifications in municipal ambulance billing with specific regard to the
insurance industry’s changing policies and procedures, and its favorable level of fees (7.5
percent of collections). The industry fee average is 8 to 10 percent of. collections.
However, because of San Francisco’s large call volume, AIS will allow the City to come
under the lower collection percentage as well. The City decided to "piggyback" onto San
Francisco’s contract for the following reasons:
¯San Francisco’s RFP process was more extensive, allowing a more exhaustive
consideration of possible vendors than the City of Palo Alto, with its smaller billing
volume, would have been able to conduct. San Francisco chose AIS out of a broad
range of vendors.
¯AIS agreed to provide the City of Palo Alto the same basic scope of work for the
same rate as was offered to the City and County of San Francisco.
¯The vendor offered an impressive twelve-year track record of providing EMS billing
and collection services to cities aroundthe Bay Area, including the City and County
of San Francisco, Berkeley, San Rafael, Sacramento, and others.
¯AIS currently bills over 200,000 responses per year, with a staff of 55 full time and
additional part time assistance. It has the resources to maintain both the structure of
fee .expertise and appropriate coding requirements of medical billing.
¯AIS has proprietary software and technology for paperless, automated billing.
¯AIS offers extensive and customized reporting capabilities, ensuring the City will
have access to accurate information to monitor the program.
RESOURCE IMPACT
Contract language stipulates that 7.5 percent of net collected revenue for patient billing
services will be the established fee base. In fiscal year 2000-01, the City’s gross billings
were approximately $1.33 million, with collection rates ranging from 55-60 percent.
Staff believes that AIS will be able to increase the City’s collection rate to 60-65 percent
based on the following:
CMR:252:02 Page 2 of 3
AIS has increased the net revenue for all of its clients over thirteen years in ~the
emergency medical services billing business.
The average collection rate for AIS’s twenty current comparable customers is 68
percent. (This includes only .customers performing emergency medical transport
services.)
POLICY IMPLICATIONS
This recommendation is consistent with existing City policies.
ENVIRONMENTAL REVIEW
This contract is not a project under the provisions of the California Environmental
Quality Act.
ATTACHMENTS
Attachment A:
Attachment B:
PREPARED BY:
Contract Between the City of Palo Alto and Allied Information &
Services Corporation for Ambulance Billing and Collection Services
Request for Proposal for Paramedic Services Billing and Collection,
City and County of San Francisco, San Francisco Fire Department,
EMS Division
DAN~’LINDSE~
Battalion Chief
DEPARTMENT HEAD:
Fire Chief
CITY MANAGER APPROVAL :~-~), ~3/o~_.~~
EMILY HARRISON
Assistant City Manager
CMR:252:02 Page 3 of 3
CONTRACT NO.
BETWEEN THE CITY OF PALO ALTO AND
ALLIED INFORMATION & SERVICES CORPORATION
FOR AMBULANCE .BILLING AND COLLECTION SERVICES
ATTACH~
This Contract No.is entered into , byand between the CITY OF PALO ALTO, a chartered city and a municipal
corporation of the State of California ("CITY"), and ALLIED
INFORMATION & SERVICES CORP., a California Corporation, located at
2490 Mariner Square Loop, Suite 220, Alameda, CA 94501
("CONTRACTOR").
RECITALS:
WHEREAS, CITY desires certain services (~Services") for
the purpose of providing complete paramedic and ambulance billing
and collection service, as more fully described in Exhibit "A,; and
WHEREAS, CITY desires to engage CONTRACTOR, including its
employees, if any, in providing the Services by reason of its
qualifications and experience in performing the Services, and
CONTRACTOR has offered to provide the service on the terms and in
the manner set forth herein;
NOW, THEREFORE, in consideration of the covenants, terms,
conditions, and provisions of this Contract,. the parties agree:
SECTION i. TERM
I.i This Contract will commence on the date of its
execution by CITY, and will terminate April I, 2005 unless this
Contract is earlier terminated by CITY or Contractor. Contractor
must have the complete paramedic and ambulance billing and
collection service fully operational within thirty days (30) after
execution of this Contract.
SECTION 2.SCOPE OF PROJECT; CHANGES & CORRECTIONS
2.1 CONTRACTOR agrees to perform the services provided
in Exhibit ~A", Scope of Services, attached hereto and incor3orated
by reference as set forth herein.
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SECTION 3 .QUALIFICATIONS, STATUS, AND DUTIES OF
CONTRACTOR
3.1 CONTRACTOR represents and warrants thatit has theexpertise and professional qualifications to furnish or cause to be
furnished the Services. CONTRACTOR further represents and warrants
that the project director and every individual, including any
CONTRACTOR (or sub-contractors), charged with the performance of
the Services are duly licensed or certified by the State of
California, to the extent such licensing or certification is
required by law to perform the Services, and that the Services will
be executed by them or under their supervision. CONTRACTOR will
furnish to CITY for approval, prior to execution of this Contract,
a list of all individuals and the names of their employers or
principals to be employed as Sub-Contractors.
3.2 In reliance on the representations and warranties
set forth in this Contract, CITY hires.CONTRACTOR to execute, and
CONTRACTOR covenants and agrees that it will execute or cause to be
executed, the. Services.
3.3 CONTRACTOR will assign.Dan Kehoe as the project
director to have supervisory responsibility for the perf.ormance,
progress, and execution of the Services. If circumstances or
conditions subsequent to the execution of this Contract cause the
substitution of the project director for any reason, the
appointment of a substitute project director will be subject to
the prior written approval of the project manager.
3.4 CONTRACTOR represents and warrants that it will:
.3.4.1 Procure all permits and licenses, pay all
charges and fees, and give all notices which may be necessary and
incident to the due and lawful prosecution of the Services;
3.4.2 Keep itself fully informed of all existing and
future Federal, State of California, and local laws, ordinances,
regulations,, orders, and decrees which may affect those engaged or
employed under this Contract and any materials used in CONTRACTOR’s
performance of the Services;
3.4.3 At all times observe and comply with, and cause
its employees and Sub-Contractors, if any, who are assigned to the
performance of this Contract to observe and comply with, the laws,
ordinances, regulations, orders and decrees mentioned above; and
020311 ih 0044143 2
3.4.4 Will report immediately to the project manager,
in writing, any discrepancy or inconsistency it discovers in the
laws, ordinances, regulations, orders, and decrees mentioned above
in relation to the project Scope of Services.
3.5 Any reports or other documentation given to, or
prepared or assembled by, CONTRACTOR or its Sub-Contractors, if
any, under this Contract will become the property of CITY and will
not be made available to any individual or organization by
CONTRACTOR or its Sub-Contractors, if any, without the prior
written approval of the city manager.
3.6 If CITY requests additional copies of any documents
or reports which are a part of the Services, CONTRACTOR will
provide such additional copies at no additional cost to City.
3.7 CONTRACTOR will be responsible for employing or
engaging all persons necessary to execute the Services. All Sub-
contractors of CONTRACTOR will be deemed to be directly controlled
and supervised by CONTRACTOR, which will be responsible for their
performance. If any employee or Sub-Contractor of CONTRACTOR fails
or refuses to carry out the provisions of this Contract or appears
to be incompetent or to act in a disorderly or improper manner, the
employee or Sub-Contractor will be discharged immediately from
further performance under this Contract on demand of the project
manager.
3.8 In the execution of the Services, CONTRACTOR and its
Sub-Contractors, if any, will at all times be considered
independent contractors and not agents or employees of CITY.
3.9 CONTRACTOR will be responsible for employing all
Sub-Contractors deemed necessary to assist CONTRACTOR in the
performance of the Services. The appointment of any Sub-
Contractors must be approved, in advance, by CITY, in writing, and
must remain acceptable to CITY during the term of this Contract.
SECTION 4.DUTIES OF CITY
4.1 CITY will furnish or cause to be furnished such
information regarding its requirements applicable to the Project as
may be reasonably requested by CONTRACTOR.
4.2 The City Manager will represent CITY for all
purposes under this Contract. Dan Lindsey is designated as the
020311 Ih 0044143
project manager for the City Manager. The project manager will
supervise the performance, progress, and execution of the Services.
4.3 If CITY observes or otherwise becomes aware of any
default in the performance of CONTRACTOR, CITY will use reasonable
efforts to give written notice thereof to CONTRACTOR in a timely
manner.
SECTION 5. COMPENSATION
5.1 CITY will compensate CONTRACTOR for the following
services and work:
5.1.1 ~For the Services set forth in the Scope of
Services as per Exhibit ~A" attached hereto, City shall pay
Contractor a sum equal to 7.5% of the ~NET" receivables collected.
As used herein, "NET" is defined as the actual cash recovered by
Contractor on City’s behalf. ~NET" does not include and is not
based on ~allowable" charges.
No charges shall be incurred under this Agreement nor
shall any payments become due to Contractor until reports,
services, or both, required under this Contract are received from
Contractor and approved by the City of Palo Alto Fire Department as
being .in accordance with this Contract. City may withhold payment
to Contractor in any instance in which Contractor has failed or
refused to satisfy any material obligation provided for under this
Contract.
In no event shall City be liable for interest or late
charges for any late payments.
5.1.2 Invoices will be submitted monthly. All
invoices will contain an itemized statement that includes all
billing activity for the period and a collection reconciliation
statement supporting the sum due for the invoiced period. With
respect to the compensation set forth in paragraph 5.1.1, the
percentage rate shall serve as the only compensation the Contractor
shall receive from the City of Palo Alto.
SECTION 6.ACCOUNTING, AUDITS, OWNERSHIP OF RECORDS
6.1 Records of the billing and collection efforts and
any expenses incurred in connection with the performance of the
Services will be prepared, maintained, and retained by CONTRACTOR
in accordance with generally accepted accounting principles and
will be made available to CITY for auditing purposes at mutually
convenient times during the term of this Contract and for three (3)
020311 Ih 0044143 4
years following the expiration or earlier termination of this~
Contract.
6.2 The originals of any reports or other documentation
prepared by or under the direction of CONTRACTOR in the performance
of this Contract will become the property of CITY. These originals
will be delivered to CITY without additional compensation.
SECTION 7. INDEMNITY
7.1 CONTRACTOR agrees to protect, indemnify, defend and
hold harmless CITY, its Council members, officers, employees and
agents, from any and all demands, claims, or liability of any
nature, including death or injury to any person, property damage or
any other loss, caused by or arising out of CONTRACTOR’s, its
officers’, agents’, Sub-Contractors’ or employees’ negligent acts,
errors, or omissions, or willful misconduct, or conduct for which
applicable law may impose strict liability on CONTRACTOR in the
performance of or failure to perform its obligations under this
Contract.
SECTION 8.WAIVERS
8.1 The waiver by eihher party of any breach or
violation of any covenant, term, condition or provision of this
Contract or of the provisions of any ordinance or law will not be
deemed to be a waiver of any such covenant, term, condition,
provision, ordinance, or law or of any subsequent breach or
violation of the same or of any other covenant, term, condition,
provision, ordinance or law. The subsequent acceptance by either
party of any fee or other money which may become due hereunder will
not be deemed to be a waiver of any preceding breach or violation
by the other party of any covenant, term, condition or provision of
this Contract or of any applicable law or ordinance.
8.2 No payment, partial payment, acceptance, or partial
acceptance by CITY will operate as a waiver on the part of CITY of
any of its rights under this Contract.
SECTION 9. INSURANCE
9.1 CONTRACTOR, at its sole cost and expense, will
obtain and maintain, in full force and effect during the term of
this Contract, the insurance coverage described in Exhibit "B",
insuring not only CONTRACTOR and its CONTRACTORS, if any, but also,
with the exception of workers’ compensation, employer’s liability
and professional liability insurance, naming CITY as an additional
insured concerning CONTRACTOR’s performance under this Contract.
02031 l Ih 0044143 5
9.2 All insurance coverage required hereunder will be
provided through carriers with Best’s Key Ratin~ Guide ratings of
A:VII or higher which are admitted to transact insurance business
in the State of California. Any and all Sub-Contractors of
CONTRACTOR retained to perform Services under this Contract will
obtain and maintain, in full force and effect during the term of
this Contract, identical insurance coverage, ~aming CITY as an
additional insured under such policies as required above.
9.3 Certificates of such insurance, preferably on the
forms provided by. CITY, will be filed with CITY concurrently with
the execution of this Contract. The certificates will be subject
to the approval of CITY’s risk manager and will contain an
endorsement stating that the insurance is primary coverage and will
not be canceled or altered by the insurer except after filing with
the CITY’s city clerk thirty (30) days’ prior written notice of
such cancellation or alteration, and that the City of Palo Alto is
named as an additional insured except in policies of workers’
compensation and employer’s liability insurance. Current
certificates of such insurance will be kept on file at all times
during the term of this Contract with the city clerk.
9.4 The procuring of such required policy or policies
of insurance will not be construed to limit CONTRACTOR’S liability
hereunder nor to fulfill the indemnification provisions of this
Contract. Notwithstanding the policy or policies of insurance,
CONTRACTOR will be obligated for the full and total amount of any
damage, injury, or loss caused by or directly arising as a result
of the Services performed under this Contract, including such
damage, injury, or loss arising, after the Contract is terminated or
the term has expired.
SECTION i0. WORKERS’ COMPENSATION
i0.I CONTRACTOR, by executing this Contract, certifies
that it is aware of the provisions of the Labor Code of the State
of California which require every employer to be insured against
liability for workers’ compensation or to undertake self-insurance
in accordance with the provisions of that Code, and certifiesthat
it will comply with such provisions, as applicable, before
commencing the performance of the Project.
020311 lh 0044143 6
PROJECT.
SECTION ii.TERMINATION OR SUSPENSION OF CONTRACT OR
ll.l.The City Manager may suspend the execution of the
Contract, in whole or in part, or terminate this Contract, with or
without cause, by giving thirty (30) days’ prior written notice
thereof to CONTRACTOR, or immediately after submission to CITY by
CONTRACTOR of any completed item of Services. Upon receipt of such
notice, CONTRACTOR will immediately discontinue its performance
under this Contract.
11.2 CONTRACTOR may terminate this Contract or suspend
its execution of the Project by giving thirty (30) days’ prior
written notice thereof to CITY, but only in the event of a
substantial failure of performance by CITY or in the event CITY
indefinitely withholds or withdraws its request for the initiation
or continuation of Services.
11.3 Upon such suspension or termination by CITY,
CONTRACTOR will be compensated for the net receivables collected as
of the date the services are terminated. If this Contract is
suspended or terminated on account of.a default by CONTRACTOR, CITY
will be obligated to compensate CONTRACTOR only for that portion of
CONTRACTOR’s fees actually collected, as of the date of the default
by CONTRACTOR.
11.4 In the event of termination of this Contract by CITY
where CONTRACTOR is not in default, CONTRACTOR will receive
compensation:
11.4.1 For actual fees collected as of the date of
termination or collectionsin progress within sixty days (60) of
termination date.
11.4.2 In the event of termination, CONTRACTOR shall
provide CITY with a detailed list of all collections in progress
but not yet received. CITY shall pay CONTRACTOR for those
collections actually started by CONTRACTOR prior to termination and
received within sixty days (60) of contract termination date.
11.5 Upon such suspension or termination, CONTRACTOR
will deliver to the city manager immediately any and all records of
CITY as well as copies of monthly reports due, whether or not
completed, prepared by CONTRACTOR or its Sub-contractors, if any,
or given to CONTRACTOR or its Sub-contractors, if any, in
connection with this Contract. In addition, CONTRACTOR will provide
CITY with a final itemized billing in order to calculate the final
fees for services figure. Such materials will become the property
of CITY.
020311 lh 0044143 7
SECTION 12. ASSIGNMENT
12.1 This Contract is for the personal services of
~ONTRACTOR, therefore, CONTRACTOR will not assign, transfer,
convey, or otherwise dispose of this Contract or any right, title
or interest in or to the same or any part thereof without the prior
written consent of CITY. A consent to one assignment will not be
deemed to be a consent to any subsequent assignment. Any
assignment made without the approval of CITY will be void and, at
the option of the city manager, this Contract may be terminated.
This Contract will not be assignable by operation of law.
SECTION 13. NOTICES
13.1 All notices hereunder will be given, in writing,
and mailed, postage prepaid, by certified mail, addressed as
follows:
To CITY: Office of the City Clerk
City of Palo Alto
Post Office Box 10250
Palo Alto, CA 94303
To CONTRACTOR: Allied Information & Services Corporation
Attn: Patrick Ho, President/CEO
2490 Mariners Square Loop, Suite 220
Alameda, CA 94501
SECTION 14. CONFLICT OF’INTEREST
14.1 In accepting this contract, CONTRACTOR covenants
that it presently has no interest, and will not acquire any
interest, direct or indirect, financial or otherwise, which would
conflict in any manner or degree with the performance of the
Services.
14.2 CONTRACTOR further covenants that, in the7
performance of this Contract, it will not employ contractors or
persons having such an interest mentioned above. CONTRACTOR
certifies that no one who has or will have any financial interest
under this Contract is an officer or employee of CITY; this
provision will be interpreted in accordance with the applicable
provisions of the Palo Alto Municipal Code and the Government Code
of the State of California.
SECTION 15. NONDISCRIMINATION
15.1 As set forth in the Palo Alto Municipal Code, no
discrimination will be made in the employment of persons under this
Contract because of the age, race, color, national origin,
020311 lh 0044143 8
ancestry, religion, disability, sexual preference or gender, of such~
person. If the value of this Contract is, or may be, five thousand
dollars ($5,000) or more, CONTRACTOR agrees to meet all
requirements of the Palo Alto Municipal Code pertaining to
nondiscrimination in employment, including completing the requisite
form furnished by CITY and set forth in Exhibit "C"
i5.2 CONTRACTOR agrees that each contract for services
from independent providers will contain a provision substantially
as follows:
"[Name of Provider] will provide CONTRACTOR
with a certificate stating that [Name of
Provider] is currently in compliance with all
Federal and State of California laws covering
nondiscrimination in employment; and that
[Name of Provider] will not discriminate in
the employment of any person under this
contract because of .the age, race, color,
national origin, ancestry, religion,
disability, sexual preference or gender of
such person."
15.3 If CONTRACTOR is found in violation of the
nondiscrimination provisions of the State of California Fair
Employment Practices Act or similar provisions of Federal law or
executive order in the performance of this Contract, it will be in
default of this Contract. Thereupon, CITY will have the power to
cancel or suspend this Contract, in whole or in part, or to deduct
the sum of twenty-five dollars ($25) for each person for each
calendar day during which such person was subjected to
discrimination, as damages for breach of contract, or both. Only a
finding of the State of California Fair Employment Practices
Commission or the equivalent federal .agency or officer will
constitute evidence of a breach of this Contract.
SECTION 16.MISCELLANEOUS PROVISIONS
16.1 CONTRACTOR represents and warrants that it has
knowledge of the requirements of the federal Americans with
Disabilities Act of 1990, and the Government Code and the Health
and Safety Code of the State of California, relating to access to
public buildings and accommodations for disabled persons, and
relating to facilities for disabled persons. CONTRACTOR will
comply with or ensure by its advice that compliance with such
provisions will be effected purshant to the terms of this Contract.
020311 lh 0044143 9
16.2 Upon the agreement of the parties, any controversy
or claim arising out of or relating to this Contract may be settled
by arbitration in accordance with the Rules of the American
Arbitration Association, and judgment upon the award rendered by
the Arbitrators may be entered in any court having jurisdiction
thereof.
16.3 This Contract will be governed by the laws of the
State of California, excluding its conflicts of law.
16.4 In the event that an action is brought, the parties
agree that trial of such action will be vested exclusively in the
state courts of California or in the United States District Court
for the Northern District of California in the County of Santa
Clara, State of California.
16.5 The prevailing party in any action brought to
enforce the terms of this Contract or arising out of this Contract
may recover its reasonable costs and attorneys’ fees expended in
connection with that actfon.
16.6 This document represents the entire and integrated
Contract between the parties and supersedes all prior negotiations,
representations, and contracts, either written or oral. This
document may be amended only by a written instrument, which is
signed by the parties.
16.7 All provisions of this Contract, whether covenants
or conditions, will be deemed to be both covenants and conditions.
16.8 The covenants, terms, conditions and provisions of
this Contract will apply to, and will bind, the heirs, successors,
executors, administrators, assignees, and CONTRACTORS, as the case
may be, of the parties.
16.9 If a court of competent jurisdiction finds or rules
that any provision of this Contract or any amendment thereto is
void or unenforceable, the unaffected provisions of this Contract
and any amendments thereto will remain in full force and effect.
16.10 All exhibits referred to in this Contract and any
addenda, appendices, attachments, and schedules which, from time
to time, may be referred to in any duly executed amendment hereto
are by such reference incorporated in this Contract and will be
deemed to be a part of this Contract.
020311 Ih 0044143 10
16.11 This Contract may be executed in any number
counterparts, each of which will be an original, but all of which
together will constitute one and the same instrument.
16.12 This Contract is subject to the fiscal provisions
of the Charter of the City of Palo Alto and the Palo Alto Municipal
Code. This Contract will terminate without any penalty (a) at the
end of any fiscal year in the event that funds are not appropriated
for the following fiscal year, or (b) at any time within a fiscal
year in the event that funds are only appropriated for a portion of
the fiscal year and funds for this Contract are no longer
available. This Section 16.12 will take precedence in the event of
a conflict with any other covenant, term, condition, or provision
of this Contract.
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020311 Ih 0044143 11
I-N WITNESS WHEREOF,, the parti@s hereto have ~by their duly
authorized representatives executed this Contract on the date’first
above written.
ATTEST:CITY OF PALO ALTO
City Clerk
APPROVED AS TO FORM:
Senior Asst. City Attorney
APPROVED:
Assistant City Manager
Mayor
Alli~ & Services
Co]
By :
Name: ~~ ~0
Title:
Director of Administrative
Services
Fire Chief
Insurance Review
By:
Name :
Title: V- ~i~/~.
Taxpayer Identification No.
I
Attachments:
EXHIBIT "A":
EXHIBIT "B".
EXHIBIT "C".
(Compliance with Corp. Code S 313 is
required if the entity on whose behalf
this contract is signed is a corporation.
In the alternative, a certified corporate
resolution attesting to the signatory
authority of the individuals signing in
their respective capacities is acceptable)
SCOPE OF PROJECT
INSURANCE
NONDISCRIMINATION COMPLIANCE FORM
020311 lh 0044143 12
CERTIFICATE OF ACKNOWLEDGMENT
(Civil Code § 1189)
STATE OF ~~L )
COUNTY OF .)
2002, before me,. the undersigned, a
Lty and State, personally appeared
, personally known tome or proved to me on the basis of satisfactory evidence to be the
person Q~}-whose name (e~gs/are subscribed to the within instrument
and acknowledged to me that ~she/they executed the same in
~/her/their authorized capaci.ty(i~, and that by--/her/their
signature~s~ on the instrument the person(s~, or the entity upon
behalf of which the person4-s~acted, executed the instrument.
WITNESS my hand and official seal.
Signature of Notary Public
020311 Ih 0044143 13
CERTIFICATE OF ACKNOWLEDGMENT
(Civil Code § 1189)
STATE OF L~ #-4~-I~)
) SSo
COUNTY OF )
On//~, 2002, before me, the undersigned, a
Notary Publiq zn ~Dd~or said CQunty and State, personally appeared
~ ~L~ H~ I ~0 VL~~_~/~ ~_~ , personally known to
me or proved to me on the basis-of satisfactory evidence to be the
person(~@-whose name(~@-~_~are subscribed to the within instrument
and acknowledged to me that he/~they executed the same in
his/k~_~heir authorized capacity(ie~, and that by his/~/their
signature~ on the instrument the person(s~ or the entity upon
behalf of which the person es@-aeted, executed the instrument.
WITNESS my hand and official seal.
Signature of Notary Public
~ ~’/’~,~ PATRICIA S. HARSTAD~
~{~~ COMM. # 1282008 ~
/~ "~’T_~:~ NOTARY PUBLIC - CALIFORNIA ::~
Z ~I~2%7 ALAMEDA COUNTY .,I.
~l~ My Comm. Expires OCT 27, 2004 ~
020311 lh 0044143 14
EXHIBIT A
Scope Of Work
I. Services
Provide to the City of Palo Alto.("CPA") a complete package of billing,
collection, follow-up, account posting, accounts receivable reconciliation,
financial accounting, receipts management and reporting services, including
capabilities of extrapolation of data from" and electronic lap top based
computer system. Provide to the Palo Alto Fire EMS Office ("PAFEMS"),
customized Continuous Quality Improvement ("CQI") reporting; customized
demographic, volume, acuity, performance, response, and productivity
reports on demand. All services are to be provided on a contingent fee basis
with fees paid on a percentage of collections. No "up-front" or ongoing costs
will be born by CPA, nor.will PAFEMS provide any staff for this contract.
The list below describes the minimum services required of the contractor:
Daily courier service to the PAFEMS Office to pick-up "prehospital
care reports" ("PCR") in paper format, or daily extrapolation of
electronic data from computer based reporting system.
Daily screening of PCRs for completeness and provide liaison to
locate misplaced reports from PAFEMS.
Screen PCRs for level of service, medications administered and assign
diagnosis codes per insurance requirement.
Perform Medical eligibility screening electronically.
Manual key data entry all fields from PCRS into automated billing
database, or build a billing database from data extrapolated from the
computer report, system.
Setup financial categories (e.g. Medi-Cal, Medicare, and commercial
insurance) and generate appropriate charges from an established,
automated "charge master".
Produce and mail accurate billing documents for each unique
program/payer accepting "hardcopy claims".
Transmit/transfer billing data electronically to any/all payers
accepting electronic claims.
Research accounts with inadequate billing information. This entails:
No
Xo
¯Calling receiving hospitals and getting needed information from
admitting/registration records.
¯Calling patients, family members, emergency contacts for
information.
¯Mailing inquiry forms to patients.
Process Victims of Crime and Municipal Railway claims.
Process attorney liens, court subpoenas, and bankruptcy filing.
Daily processing and deposit of all receipts, correspondence and
reports and provide revenue accounting, including refunds and return
checks, to City Accounting.
Post all payments and adjustments to accounts receivable. Send
"cross-over" and follow-up billings to responsible parties.
Process payments electronically from Medicare.
Process requests for refunds with Accounting Department.
Handle disputed claims and act as liaison for the PAFEMS.
Telephone collection on late payment accounts.
Perform audit on accounts deemed delinquent per City policy before
transfer to City’s Revenue Collections.
- At the end of each billing cycle, refer all accounts deemed delinquent
by the City’s definition to the Revenue Collection Department of the
City of Pal. Alto.
Provide liaison for Medicare and Medi-Cal Fiscal intermediary to
perform appeals, audits, rate adjustments and other procesSes deemed
necessary.
Provide monthly, quarterly and annual accounting statements to
PAFEMS. (See Reporting Requirements under Minimum
Qualifications section.)
Provide EMS Division Administration with routinized custom CQI
reporting and "on-demand" reports showing both financial and non-
financial information. (See Reporting Requirements under Minimum
Qualifications section.)
When requested, make all books and records available to both internal
and external auditors.
Employ qualified billing staff in adequate numbers to process approx-
imately 160,000 claims per year.
Employ competent accounting professionals to comply with City’s
reporting requirements.
Provide toll-free telephone lines in adequate numbers to accommodate
billing inquiry calls.
BB.
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II.
Make key contact staff available to meet as often as necessary with
PAFEMS Division personnel.-
Stay abreast of any and all billing/regulatory changes impacting
ambulance reimbursement. Perform rate and reimbursement
evaluations and negotiate with payers to maximize collections.
Meet or exceed mutually agreed upon collection targets.
When requested, provide revenue enhancement training for PAFEMS
Division personnel.
Extrapolate all data fields from the Pre-hospital Care Report form in
electronic format for use in diverse bureau research.
After receiving initial payment from a third party payer, forward
balance to a secondary payer (if information available), or, invoice the
patient for the balance, according to City policy.
Reporting Requirements
Ao Monthly Reports
1. Management (Financial) Reports
a. Collection Report by Financial Class
b. Billing Activity Report
c. Account Activities Report
d. Accounts Receivable Aged Trial Balance
e. 12-Month Revenue Distribution.by Payer Source (Graph)
f. Billing and Collection Reconciliation
2. Statistical Reports
a. Trip Destination (Graph)
b. Trip Register
c. Transport vs. Non-transport Call Volume (Graph)
d. Major Diagnostic Group Breakouts
3. Continuous Quality Improvement (CQI) Reports
Annual Reports
AIS will provide the following annual reports for the City of Palo Alto
1.EMS Service Fee Survey
2.Trip Designation
3.Call Volume by Medic Unit (Graph)
4.Financial and Non-Financial Summary
C. Special Reports and Projects
AIS will provide special reports per request. In addition to the special reports,
AIS will provide assistance and resources for special projects pertaining to the
emergency services.
1. Monthly Electronic CQI Data Transfer to County EMS
Agency.
2. High Usage Patient List
3. Major Insurance Health Plan Billing Analysis
4. Surveys and Mass Mailing of Educational Materials to Target
Groups
Sent By: A.I.S. CORP,;510 769 2951;Ju].-5-01 10:34AM;
REQUES.~ FOR PROPOSAL
RFP ~No. 02-2.000
ATTACHHENT B
FOR
Paramedic Services Billing and Collection
CITY AND COUNTY OF SAN FRANCISCO
San Francisco Fire Department
EMS Division
DATE: September. 6; 2000
PRE-PROPOSAL CONFERENCE: September 20, 2000
DEADLINE FOR SUBMISSION: September 27, 2000
Sent By: A.I.S.
III.
IV.
V.
Vl.
VII.
CORP,;510 76g 295.1;JUl-5-01 10:34AM;
City and Countyof San Francisco
San Francisco Fire Department, EMS Division
Request for PPoposals for Paramedic Services Billings and Collection
RFP 02-2000,
TABLE OF CONTENTS
Introduction ..............................................1
Schedule ................................................1
Scope of Work ..........¯ ....................................1 - 7
Evaluation and Selection Criteria ..............................1 - 3
PrlGIng Proposal... .......~ ..................................1
Submission Requirements ...................................1 - 3
Terms and Conditions for Receipt of Proposals ..... .................1 - 7
Page 2
APPENDICES:
Human Rights Commission Attachment #3 Forms 1, 2A, 2B, 3, 4, 5, 6
¯Form 1: Professional Services MBE/WBE/LBE Rating Discount Application
¯Form 2A: Professional Services:
Section 1: MBE/WBE Sub-Consultant Participation
Section 2: Consultant/Vendor Information ¯
¯Form 2B: Professional Services: MBE/WBE Sub-Consultant Participation:
Good Faith Effects
¯Form 3: Professional Services: Compliance Affidavit
¯Form4: Joint Venture Participation Schedule
¯Form 5: Professional Services (Prime only): Employment Affirmative Action
Requirements
o Form 6: Professional Services (Prime & Sub-Contractor) Employment Affirmative Action
ao
CJ
Chapters !2B, 12C and 12D of the San Francisco Administration Code, and related forms:
¯ Chapter 12B Declaration: Nondiscrimination in Contracts and Benefits (Form
HRC 12B-101)
¯Reasonable Measures Affidavit (Form HRC-12B-102)
¯Substantial Compliance Authorization Form (Ferm HRC-12B-103)
IRS Form W-9, Request for Taxpayer Identification Number and Certification. If. you
have not Informed the City of your Federal Employer Identification Number (if you
are a company) or your Social Security Number (if you are an individual or sole
proprietor), you must submit this form with your proposal,
Agreement for Professional Services(Form P-500)
Sent By: A.I.S. -CORP.;510 769 2951; .Ju,1.-5-01 10:34AM;Page
I.INTRODUCTION
The San Francisco Fire Department, Emergency Medical Services Division (EMS), is
seeking a billing and collection services contractor with experience and specific ..
qualifications in municipal ambulance services.
Qualified proposers must be able to provide a complete package of billings, collection,
follow’UP, account receivable management, revenue accounting, Iockbox receipts
ma.nagement, and reporting services for emergency ambulance and paramedic services.
Proposers must have a minimum of three (3) years of experience in billing and collections
for municipal ambulance Services. Proposers must have actual experience and current
. capability to extrapolate data from electronic pen-based computer system. The selected
contractor must have the ability to extrapolate all data fields from the PrePhospital Care
Report in electronic format for use in diverse bureau research(continuous quality
improvement, operations and special administration projects),
The contract will be awarded for a four (4) year term and the contractor must have the
system installed and fully operational by the start of the contract estimated to be 11/112000.
All services are to be provlded on a contin._oenc.v fee basis with fees paid on a percentage
of collections, The San Francisco Fire Depart.ment shall not be responsible for any "on "
going’, costs nor provide any staff support for this contract.
¯ A pre-proposal conference for these services will be held on Wednesday, September 20,
2000, at 10AM at San Francisco Fire Department, EMS Division, 1216 Ralston Ave in the
Presidio of San Francisco, San Francisco, CA 94129. If you have questions regarding.this
RFP, please submit them in written form to EMS Section Chief Ron Louie at least three (3)
days In advance of the scheduled pre-proposal conference. This will be the only time that
prospective proposers will have the opportunity to ask questions, regarding the services
being solicited.
Proposals are due on September 27, 2000,. byno later than 12:00 Noon. Late proposals
will not be accepted, Proposals shall be submitted by certified/registered mail or in person
to:
San Francisco Fire Depar[r~ent
Emergency Medical Services Division
Attn: Section Chief Ron Louie
1216 Ralston Avenue
Presidio of San Francisco
San Francisco, CA 94129
Minority, women, and local (~an Francisco) for profit businesses are encouraged to apply.
Bidders are encouraged to utilize minority and/or women subcontractors. The MBE/WBEILBE
Ordinance entitles eligible businessesto receive bid preference points up to 10%.
¯Page 1 of 1
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II.SCHEDULE
Pre-Proposal Conference
Proposers are encouraged to attend a pre-proposal conference on September 20, 2000 at
10 AM at San Frar~cisco Fire Department, EMS Division, 1216 Ralston Street in the
Presidio, San Francisco, CA 94129. All questions will be addressed at this conference and
any available new information will be provided at that time. The City will keep a record of all
parties who request and receive copies of the RFP. Any requests for Information concerning
the RFP submitted before the pre-proposal conference, must De in writing, and any
substantive replies will be issued as written addenda to all parties who have requested and
received a copy of the RFP from the San Francisco Fire Department,EMS Division,
Questions raised at the pre-proposal conference may be answeredorally. If any substantive
new information is provided in response to questions raised at the pre-proposal conference,
It will be memorialized in a wdtten addendum to this RFP and will be distributed to all parties
that received a copy of the RFP, No questions or requests for interpretation will be
accepted after the pre-proposal conference,
Schedl~lle of Events
ACTIVITy
Publication of RFP
RFP Mailed to Vendors
Pre~Proposal Conference
Proposal Due
TIMES
10:00 AM
12:00 NOON
DATES
Sept 6, 2000
Per Request "
Sept. 20, 2000
Sept. 27, 2000
Estimated Dates
Review Period
Final Selection
Complete Col~tract Negotiations
Final Contract Certified by City
Project Stad Date
Sept. 27.29, 2000
Oct. 3, 2000
Open
Open
Nov: 1,2000
Page 1 of 1
III,SCOPE OF WORK
RFP NO. ,02-2000
The City and County of San Francisco Fire Department EMS provides ambulance ,and
paramedic services for all: emergency medical transportation dispatched thi’ough the
911 Emergency Medical Services network.
The City and County of San Francisco has contracted with a private vendor for all
emergency medical transportation and paramedic services billing since 1988. The San
Francisco Fire Department invites qualified bidders to submit .proposals to continue
these billing and collection services.
Neither the SFFD nor the EM$ Division has the technical capacity to bill and collectfor
paramedic and ambulance services. Ambulance billing requirements differ greatly from
other billings and SFFD places its resources and priorities on fire fighting and
emergency medical response.
SERVICES SOLICITEO
Provide to Ihe SFFD, EMS Division a complete package of billing, collection, follow-up,
account posting, accounts receivable reconciliation~ financial.accounting, Iockbox
receipts management, and reporting services, including capabilities of extrapolation of
data from electronic pen-based computer system. Provide to the EMS Division,
customized Continuous Quality Improvement (CQI) reporting; customized demographic,
volume, acuity, performance, response, and productivity reports on demand. All
services are to be provided on a contlnqent fee basis with fees paid on a percentage
of collections. No "up-front" or ongoing costs will be born by SFFD, nor will SFFD
provide any staff support for this contract, The list below describes the minimum
services required of the contractor:
Daily courier service to the EMS Division Offices to pick-up "Prehospital Report
Forms" in paper format, or daily extrapolation of electronic data from pen=based
computer system.
B.Daily screening of Prehospital Report Forms for completeness and provide
liaison to locate misplaced reports from 15MS Division.
CP Screen Prehospital Report Forms for level of service, medications
administered, and assign ICDgCM diagnosis code.
Perform Medi-Cal.eligibility screening electronically.
Manual key data entry all fields from Prehospital Report Form into automated
billing database, or build a billing database from data extrapolated from the
~ computer system.
Page 1 of 7
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Setup financial categories (e,g. MedI.Cai, Medicare, commercial Insurance)
and generate appropriate charges from an established, automated "charge
master".
Produce and mail accurate billing documents for each unique program/pa~br
accepting"hardcopy claims".
Transmit/transfer billing data electronically or on tape to any/all payers
accepting electronic claims.
Research accounts with inadequate billing information. This entails:
Calling receiving hospitals and getting needed information from
admitting/registration records¯
iSroviding staff on-site at SFFD, EMS Division to research public assistance
records and other hospital information.
¯Calling patients, family membersl emergency contacts for information.
Mailing inquiry forms topatient.
Pfe-screen and pre-qualify Medically Indigent Adults (MIA) eligibility based on
guidelines established by the City and County of San Francisco.
Process Victims of Crime and Municipal Railway claims.
Process attorney liens, court subpoenas, and bankruptcy filing.
Daily processing of all Iockbox receipts, correspondence and reports and
provide revenue accounting to SFFD.
Daily pick-up/delivery at San Francisco General Hospital Business Offices of all
"non~lockbox" receipts, correspondence, and reports.
Co Post all payments and adjustments to accounts receivable. Send "cross-over"
and follow-up billings to responsible parties.
Process .payments electronically from Medicare.
Process requests for refunds and reconcile Iockbox and "non-lock box" receipts
with .,.~FFB~ccounting Department;..
Handle disputed claims and act as liaison for the SFFD, EMS Division Offices,
Telephone collection on late payment accounts.
Page 6
Page 2 of 7
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Perform audit on accounts deemeddelinquent before transfer to City’s Bureau
of Delinquent Revenue:
Xo
Zo
BB.
CC.
DO.
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FF.
Provide liaison for Medicare and Medi-Cal Fiscal Intermediary to perform "
appeals, audit, rate adjustments, and other processes deemed nece.ssa~y.
Provide monthly, quarterly, and annual accounting (see Repoding
Requirements under Minimum Qualifications section) statements to SFFD.
Provide EMS Division Administration with routinized custom CQI reporting and
"on-demand" reports showing both financial and non-financial Information.
(see Reporting Requirements under Minimum Qualifications section).
When requested, make all books and records available to both I~ternal and
external auditors.
Employ qualified billing staff in adequate numbers to process approximately
160,000 claims per yea~.
Employ competent accounting professionals to comply with City’s reporting
requirements,
Provide toll:free telephone lines in adequate numbers.to accommodate billing
inquiry calls.
Make available, key contact staff to meet as often as necessary with SFFD
EMS Division personnel.
Stay abreast of any and all billing/regulatory changes impacting ambulance
reimbursement. Perform rate and reimbursernent evaluations and negotiate
with payors to maximize collections.
Meet or exceed mutually agreed upon collection targets.
When requested, provide revenue enhancement training for EMS Division
personnel.
Extrapolate all data fields from the Pro-hospital Care Report form in electronic
format for use in diverse bureau research.
Page 3 of 7
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MINIMUM QUALIFICATIONS (scope of work continued)
The following is provided as background information for bidders to use in determining if
they can meet the minimum qualifications: ,,
The Paramedic Division currently responds to approximately 5,200 calls per month, or
62,500 calls per year, Call categories are brokenout as follows:
Calendar Year 1998
Ac~vanced Life Support
Basic Life Support
Non-transport (dry run)
25,000
24,000
14,000
Average Charae each run
$688.00
$450.00
$221.00
Page u
Current Financial ClassCase Mix by Pement of Paver_
Medicare
MedI-Cal
Commercial Insurance
Self Pay & Other
Non-Billable
Non-transport (dry runs)
14%
13%
17%
18%
16%
100%
In order to ensure that a contractor can.handle these volumes and case mixes,
prospective bidders must meet (and be able to document) the following minimum
qualifications:
A.’-’must be actively involved, for a minimum of three (3) years in billings ,
and collection for MUNICIPAL PARAMEDIC SERVICER. Verifiable references
~ be submitted with the bid.
Bidder must be actively performing, for a minimum of three (3) years,
extrapolation of electronic clara from pen-based computer system.
Bidder must show actual experience and ability in customized software
programming. This ability is required in providing CQI reporting in format and
contents as designated by SFFD. The requirements may change from time to
time and with minimal advanced notice.
D.Bidder must be billing for a ~ of 95,000 trips per year (1-1/2 times of the
trip volume of SFFD).
E.Bidder ~_t be processing a minimum of 240,000 claims per year (this
includes initial statements, follow-up claims, resubmission, etc.)
Page 4 of 7
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Bidder mu~ demonstrate expertise in billing Medicare,. MedI-Cal; commercial
insurance, and other third-party payors in the State of Callforrli=~,
Bidder ~_t demonstrate the ability to process claims, payments, and
adjustJ~ents on tape or electronically to all participating payors. "
Bidder must have current electronic link capabilities to Medi-Cal (E, DS).
Bidder must show verifiable experience ofsubmittinga minimum of 30,000
Medi-Cal claims per year. ~ ~
Bidder ~ have in place at the time of’this bid, an "in-house"
automated/electronic claims/accounts receivable processing system which
includes financial management systems for reports and tracking accounts
receivable, producing reports cormistent with the City’s reporting requirements
(see Reporting Requirements below). Bidder must demonstrate that system
data integrity and secudty specifications meet current industry standards (e.g.
backup capabilities should system fail: alternate Power sources; secure data
storage).
Bidder must provide a proposeO Iockbox management system.
Bidder ~ be located in the immediate Bay Area. An office in San Francisco
is highly desirable.
Bidder ~ have on staff, key personnel who have a minimum of three (3)
years of ~ paramedic billing experience.
Bidder ~ have verifiable "in-house" staff in adequate numbers to handle
current billing volume and customer service.responsibilities. Staff assigned to
this project must be bilingual with fluency In English, Spanish., and Chinese at a
minimum..
Bidder must demonstrate current liaison experience with Fiscal Intermediaries
(Medicare and Medi-Ca!)
Bidder must agree to install or have in place toll free telephone numbers and
have adequate lines and equipment to handle a large volume of customer
service .inquiries.
Bidder must agree to all City and County of San Francisco insurance, Domestic
Partners Ordinance and other compliance requirements including business
taxes and acknowledgment of financial viability to function without payment for
ninety (90) days.
R,Bidder~ certit~y.non-conflict of interest.
Page 5 of 7
To
Vo
Bidder mu=it cjuarantee that they can be "up and runnin_o" on Noy~ml~er 1..
2000. Contract may require a performance bond.
Bidder must be able to program and provide bad debt transfers electronically to
the City’s Bureau of Delinquent Revenue once an account is deemed "
uncollectible.
Bidder must be able to extract both financial and non-financial data from the
Pre-Hospitai Care Reports and develop on demand, reports for the EMS
Division. This could include demographic distribution, diagnosis data, shift or
vehicle targeted data (see Reporting Requirements below).
This contract must be bid on a contin_~ency fee basis. The vendor’s payment
will be based on a percentage of actual collections. SFI=D will not pay any fees
"up-front" nor cover any costs associated with the contract.
This contract will be awarded for a four (4) year term. The City may exercise Its
option to renew the contract with the selected contractor based on satisfactory
performance.
Bidders may bid percentage fee rates separately for each contract year up to
four (4) years. However, bidders mav not bid separate percentage fee rates for
different financial classes Of collections.
Bidders must agree to meet or exceed current collections or mutually agreed
upon collection targets. If targets are not met due to contractor errors,
omissions, mishandling or equipment failure, contractor must reimburse fees
.paid plus interest and penalties outlined in the contract.
REPORTING REQUIREM ENTS
A. Bidder must provide samples of reports currently in use.
B.The following are standard and required by the City, SFFD and the EMS Division:.
Monthly "Trip Register" Report showing detail of new accounts, patient name,
account number, date of service, financial class, pick-up point, destination and
charges.
Monthly Management summary Report pa(~kage which includes: invoice for
payment, lock box and SFFD internal accounting reconciliation, collections by
financial class, billing activity summary, charges, collections and adjustments,
and. aged trial balance.
¯Quarterly Accounts Receivable detail.
Page 6 of 7
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Monthly i’eports to EMS Division including trip and. productivity statistics by
paramedic, by unit, by shift; major diagnostic group breakouts; targeted
demographic density report.
Monthly CQI reporting in format and contents as required by the EMS Division.
Other " ""on-demand reports as requested. Current contractor provides roughly
twenty (20) ,on-demand" reports per year.
MINORITY/WOMENILOCAL BUSINESS
Minority; women, and local (San Francisco) businesses are encouraged to bid, The
Minodty/WomenlLocal Business (MBE/WBEILBE) Utilization Ordinance,II (Chapter 12D of
the San Francisco Administrative Code) was enacted to Increase opportunities for
economically disadvantaged businesses located In San Francisco. The ordinance entitles
eligible businesses to bid preference points up to 10%, .
Alternately, non-minoritylwomen businesses are encouraged to submit proposals that are
Joint.ventures with local, economically disadvantaged minority andlor women businesses;
again with the MBE/WBE/LBE Utilization Ordinance-II entitling such Joint-ventures for bid
preferences of up to 10%.
Lastly, bidders are also encouraged to utilize minority andlor women subcontractors and
should eo Indicate in their proposals.
Page 7 of 7
,~.~.,~. ~0~.;510 769 2951;JuL-5-01
IV. EVALUATION CRITERIA
REP NO. 031-100
1.8~c~ope of Work to be. Provided - 25 Points
10 :.37AM;Page
d.
Degree to which the proposal reflects a complete understanding of what the
SFFD is requestin9 in the complete package of services required
Extent to which the proposal provides evidence that the vendor has the required
staff, financial viability, and technical expertise to p~;ovide the complete package
of services required.
Degree to which the proposal’s methods and activities demonstrate the vendor’s
abilities to meet aggressive revenue targets and goals and the firm’s capability to
respond.to the changing health care reimbursement environment (e.g. Managed
Care and capitated payments).
Degree to which the proposal demonstPates the ability to deliver the full system .
as required by 11/1~2000.
2. Recent Relevant Ex_Dedence -. 2.5Points
C*
Breadth of general experience of the vendor and team members.
Extent to which the proposal provides evidence that the Vendor has the capability
and capacity to handle the volume of claims generated in the required formats for
electronic submission and the systems/support to produce unique and custom
reports upon dema.nd.
Verifiable experience and expertise in extrapolating prehospital data in electronic
format from.pen-based computer system¯
Verifiable experience and expertise in providing customized software
programming to meet the needs of CQI reporting.
Degree to which the proposal defines the vendor’s expertise in providing the ¯
complete package of serv{ces required.
Extent of vendor’s experience in providing similar services to other emergency
tra’nsportation providers operated by or for municipalities.
Extent to which the vendor’s other experience or background is relevant to the
entire scope of work.
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Extent to which vendor utilizes minority and women vendors as subcontractors,
consultants, or joint-venture; and staffing and board of directors’ ethnicity and
gender are reflective of standard metropolitan statistical area in which they do
business.
3. Professional Back_~round- 10 Points
Number of years each key team member and consultant firm have worked In their
respective specialties and have been providing similar services described in the
RFP.
b.Reputation (verified by references) of team members and vendor in providing
services,
Specific background information on team members assigned to the technical
components of high volume claims processing specific to emergency
transportation billing, especially in processing claims to California Medi-Cal and
other programs unique to California as well as Medicare and commercial.
insurance.
4. Quality of Past Pro_iects - 15 Points
"Quality" will be evaluated on past projects’ complexity, thoroughness, timeliness,
and financial success for the client. The methods used on past projects will be
evaluated for applicability to the SFFD EMS Division’s situation, Previous or
current clients’ satisfaction will be sought through the reference checking
process. (Rating for this criteda will include a review of the vendor’s automated
systems and overall operational capacities which may include a "site" visit by the
review team and/or City experts in the fields of data processing and billing and
collections)
Extent to which vendor has been successful in maximizing revenue for other
clients and extent to which the vendor has met or exceeded collection targets.
Degree to which vendor has provided all payor processing for other California
clients.
Quality of coordination, communication, and integratior~ with staff of Other clients’
organizations..
Level of customer satisfaction with vendor’s staff engaged in public contact
including number of complaints regarding billing accuracy, competency of staff in
explaining the billing and collection process, flexibility in accepting extended
payment agreements, and handling of customer requests for information, refunds
and working with other agencies.
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Degree to which vendor provided accounts receivable, billing and other pertinent
Information as well as degree to which vendor responded to client requests for
customized reports and assistance (within reason) beyond what may be
described in the contract.
5. Rats/Total Cost - 25 Points
Maximum points will be assigned to the proposal with the lowest rate/cost.
Total Base Points
Maximum MBE/WBE/LBE preference
Maximum possible rating
100 Points
10%
110 Points
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V. PRICING PROPOSAL
CONTINGENCY FEE RATES
The City intends to award this contract to the firm that it considers will provide the ~est
overall service. The City reserves the right to accept other than the lowest priced offer
and to reject any proposals that are not responsive to this request.
Written approval by the City is required in the Final Agreement to Confirm permission to
subcontract,
Bidder shall propose percentage of contingency fee rates based upon "NET"
receivables collected due to its efforts, These.percentage rates shall serve as the only
reimbursement the vender shall receive from the San Francisco Fire Department.
The Term "Net" is used here to describe the actual cash received by SFFD as opposed
to any unique program determinations of allowable amounts and the deductions of
contractual allowances.. Contractor may not take credit for total charges allowed, only
the actual or NET cash received by SFFD,