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HomeMy WebLinkAboutR-99-0330J-99-433 5/10/99 RESOLUTION NO. J v— 330 A RESOLUTION OF THE MIAMI CITY COMMISSION ACCEPTING THE PROPOSAL, AS NEGOTIATED, OF MEDAPHIS, INC. TO PROVIDE EMERGENCY MEDICAL SERVICE ("EMS") BILLING AND COLLECTION SERVICES TO THE CITY OF MIAMI FOR A ONE YEAR PERIOD WITH TWO ONE YEAR OPTIONS TO RENEW; FURTHER AUTHORIZING THE CITY MANAGER TO NEGOTIATE AN AGREEMENT WITH SAID FIRM, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, AND FURTHER DIRECTING THE CITY MANAGER TO PRESENT THE NEGOTIATED AGREEMENT' TO THE CITY COMMISSION FOR ITS APPROVAL. WHEREAS, the City OF Miami issued Request For Proposals No. 96-97-110 for Emergency Medical Services ("EMS") billing/collection services; and WHEREAS, three proposers, Advanced Data Processing, Inc.; Lockheed Martin IMS and Medaphis, Inc. responded to Request For Proposals No. 96-97-110; and WHEREAS, the two lower ranked firms protested the findings of the selection committee; and WHEREAS, the Chief Procurement Officer rejected both protests, approved by the City Manager and the City Attorney before being submitted to the City Commission for approval; and WHEREAS, the City Commission upheld the findings of the Chief Procurement Officer and rejected all proposals submitted in CCMESSION MEETING OF MAY 1 1 1999 Resolution No. 00- 330 response to Request For Proposal No. 96-97-110; and WHEREAS, the City Commission directed the City Manager to enter into competitive negotiations with the three proposers submitted pursuant to Request For Proposal No. 96-97-110; and WHEREAS, the Negotiating Team which had been appointed by the City Manager met with the proposers and engaged in competitive negotiations to establish that Medaphis, Inc. provided the most advantageous proposal, as negotiated, for the City; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The recitals and findings contained in the Preamble to this Resolution are hereby adopted by reference thereto and incorporated herein as if fully set forth in this Section. Section 2. The proposal, as negotiated, of Medaphis, Inc. to provide EMS Billing and Collection services to the City is hereby accepted. Section 3. The City Manager is hereby authorized!' to negotiate an agreement with Medaphis, Inc. in a form acceptable to the City Attorney, to provide emergency medical service 1J The herein authorization is further subject to compliance with all requirements that may be imposed by the City Attorney, including but not limited to those prescribed by applicable City Charter and Code provisions. zi If the Mayor does not sign this Resolution, it shall become effective at the end of ten calendar days from the date it was passed and adopted. If the Mayor vetoes this Resolution, it shall become effective immediately upon override of the veto by the City Commission. ra 9 9 - 320 t- s r� I4' ("EMS") billing and collection services to the City of Miami for a one year period with two one year options to renew. Section 4. The City Manager is hereby directed to present the negotiated agreement to the City Commission for approval. Section 5. This Resolution shall become effective immediately upon its adoption and signature of the Mayor./ PASSED AND ADOPTED this llth day of May 1999. JOE CAROLLO, MAYOR in accordance with [Miami Code Sec. 2-36, since the Mayor did not hd:r: a`^ aproroval of this legislation by signing it in the designated place provided, s.:.,: becomes effective with the elapse oftQj. fthe date of Commissicn action regarding same, without the Mayor e'veto. ATTEST: eman, City Clerk WALTER J. FOEMAN CITY CLERK APPROVED,A1 FORM W34id3 : BT : RCL CORRECTNESS:- - 3 - 9- 30 CITY OF MIAMI, FLORIDA 24 INTER -OFFICE MEMORANDUM TO: DATE : FILE: Honorable Mayors and Members MAY 3 1999 of the Ci Commission SUBJECT: EMS Billing/Collections FROM: REFERENCES: Donald H. ars aw ENCLOSURES: City Manager RECOMMENDATION: It is respectfully requested that the City Commission adopt the attached Resolution accepting the recommendation of the EMS Billings and Collections Negotiations Team ("Team") to accept the proposal, as negotiated, with Medaphis, Inc. for a one year period with two one year options to renew. Further authorizing the City Manager to negotiate an agreement with said firm, in a form acceptable to the City Attorney, and further directing the City Manager to present the negotiated agreement to the City Commission for its ratification and approval. BACKGROUND: In October 1998, the City Commission directed the administration to entered into competitive negotiations with the three vendors who had submitted proposals in response to RFP 96-97-110 for EMS Billing/Collections. The City Manager appointed a negotiating team that included the various parties from departments involved with the contract and a private sector representative: Marva L. Wiley Special Assistant to the City Manager Frank Rollason Deputy Fire Chief Maurice L. Kemp Assistant Fire Chief J. Scott Simpson Assistant Finance Director Pete Chircut Treasurer James Osteen Information Technology Frank Fernandez AVP, Materials Management - Baptist Health Systems After determining the relevant criteria, the Team convened the proposers at an orientation meeting in December. The Team requested that each proposer submit a proposal that highlighted the items contained in the orientation letter, which reflected those relevant issues and directed the proposers to address same in their proposals. The Team received those proposals on January 21, 1999. Each Team member reviewed the proposals before the Team commenced negotiations on March 22, 1999. The Team was 99- 330 r. unable to complete negotiations on that date as each proposer was left with questions that required additional research. In addition to the other outstanding questions, the Team formally requested that each proposer submit a sample/demo of its software on or before April 12, 1999, for the review of the paramedics (the end users). Two proposers complied with that request while the third proposer indicated its intention to withdraw from the process on April 14, 1999. Negotiations continued on April 19, 1999, with the remaining two proposers. Ultimately, the Team unanimously selected Medaphis as the firm of choice with the following terms: Collection Rate 6.35% Penalty Rate 5% 1 Incentive Rate 6.85% 2 Super Incentive Rate 7.35%3 The prior contract which had been shared between Advanced Data Processing, Inc. and Medaphis, Inc. provided for a collection rate of 7% with no incentives or penalties. Additionally, the prior contract did not provide for a guaranteed collection rate. The average collection rates for both firms has been 48-52%. The contract the City will negotiate with Medaphis will be more advantageous and in the City's best interest than the prior contract. DHW/NMW ' For any given month in which the vendor fails to meet its guaranteed 48% collection rate. To be determined retroactively at a 6 month lag. 2 For any month in which the vendor generates a collection rate between 51% and 55%. To be determined retroactively at a 6 month lag. ' For any month in which the vendor generates a collection rate in excess of 56%. To be determined retroactively at a 6 month lag.