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HomeMy WebLinkAboutR-98-0359J-98-384 4/3/98 RESOLUTION NO. v v- 3 b 9 A RESOLUTION, WITH ATTACHMENT(S), AUTHORIZING THE ISSUANCE OF A REQUEST FOR PROPOSALS (RFP), IN SUBSTANTIALLY THE ATTACHED FORM, SEEKING QUALIFIED FIRMS TO PROVIDE EMERGENCY MEDICAL TRANSPORTATION BILLING AND/OR COLLECTIONS SERVICES FOR THE DEPARTMENT OF FIRE -RESCUE. WHEREAS, pursuant to Resolution No. 93-38:3, aaoPLed June 29, 1993, the City Commission approved the execution of two (2) contracts with Madaphis and Advanced Data Processing for the provision of Medical Transportation billing and collection services for the Department of Fire -Rescue; and WHEREAS, pursuant to Resolution No. 98-202, adopted February 24, 1998, the City Commission extended the contracts with Medaphis and Advanced Data Processing on a month to month basis pending the issuance of a RFP and the award of the corresponding contract for Emergency Medical Transportation billing and/or collections services; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: `iI►TTACNMENT (S) CONTAINED CITY COM M SSION MErmc OF APR 1 4 1998 r 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 City Manager is hereby authorized to issue a Request for Proposals, in substantially the attached form, seeking qualified firms to provide emergency medical transportation billing and/or collections services for the Department of Fire -Rescue. Section 3. This Resolution shall become effective immediately upon its adoption. PASSED AND ADOPTED this 14th day of April 1998. JOE CRROLLO, MAYOR In accordance with Miami Code Sec. 2-36, since the Mayor did not indicate apprmir.; of this legislation by signing it in the designated placf: i rpvided, saiid era becomes effective with the elapse of ten m0) days frown thsi datc of Gc'-nmi3s= ATTEST: regarding same, without the Mayor exucisin veto. 'Na r , laity Clerk WALTER J. FOEMAN, CITY CLERK PREPARED AND APPROVED BY: GEORGE . WYSON , IIAJ ASSISTANT CITY ATTORNEY APPROVED AS �TO FORM AND CORRECTNESS: 'JO L EDWARD ELL Z29/csk/GKW ERIM CITY TORNEY 2 98- 353 DRAFT City o, f Miami Request for Proposals RFP CRAFT Purchasing Department Judy S. Carter, Director Miami Riverside Center 444 SW 2nd Avenue, 6th Floor Miami, Florida 33130 Web Page: http://ci.miami.f.ust Proposal Data RFP Number: 96-97-110 Commodity Code: Commodity Title: MIWBE Set -Aside: Sr. Buyer: Buyer Phone: E-Mail Address: Issue Date: 946-33 EMERGENCY MEDICAL TRANSPORTATION BILLING AND I OR COLLECTION SERVICES N/A Pamela Burns 305416-1905 Fax: 305-416-1925 purchase@ci.miami.fl.us Pre -Proposal Conference: at a.m. (Voluntary) 444 S.W. 2 Ave.,10" Floor Conference Room, Miami Proposal Opening DaylDate: , 1998 Time: 10:00 A.M. Location/Mail Address: Office of the City Clerk City Hall 3500 Pan American Drive Miami, Florida 33133-5504 Directions: FROM THE NORTH: I-95 SOUTH UNTIL IT TURNS INTO US1. US1 SOUTH TO 27TH AVE.; TURN LEFT, PROCEED SOUTH TO SO. SAYSHORE DR. ORD TRAFFIC LIGHT), TURN LEFT, 1 BLOCK TURN RIGHT ON PAN AMERICAN DR. CITY HALL IS AT THE END OF PAN AMERICAN DR. PARKING IS ON RIGHT. FROM THE 4W111TH: US1 NORTH TO 27TH AVENUE, TURN RIGHT, PROCEED SOUTH TO SO. BAYSHORE DR. (3RD TRAFFIC LIGHT), TURN LEFT, 1 BLOCK TURN RIGHT ON PAN AMERICAN DR. CITY HALL IS AT THE END OF PAN AMERICAN DR. PARKING IS ON RIGHT. RFP Content Sections 1.0 Introduction 2.0 General Terms and Conditions that are general in scope 3.0 Special Conditions related to this Request for Proposals 4.0 Scope of Work/Submission Requirements describing what is needed 5.0 Anticipated Schedule of Events for the RFP process 6.0 Response forms to be completed, signed and submitted with Proposal Sealed written Proposals must be received by the City of Miami, City Clerk's Office, no later than the date, time and at the location indicated above for the Proposal Opening. Submittal of Response by fax is not acceptable. One original and eight (8) copies of your proposal and these sets of response forms must be returned to the City or your proposal may be disqualified. NOTE: This RFP does not constitute an order for the goods or services specified. The number of copies requested in this RFP together with completed Response Forms must be returned. 98- 3159 1.0 INTRODUCTION TO REQUEST FOR PROPOSALS 11*4PIO 1.1 INVITATION I The City of Miami, through its Purchasing Department, invites responses to provide the services identified on the title page and described in greater detail in Sections 3.0 and 4.0. 1.2 DEFINITIONS Please review the following definitions of words utilized within this solicitation. 1.2.1 We/Us/Our/City These terms refer to the City of Miami, Florida, a duly organized public entity. They may also be used as pronouns for various subsets of the City organization, including, as the context will indicate: Purchasing Department - The Purchasing Department including its Director and staff of Professional Buyers. Departments - The City Department/s and/or offices for which this Solicitation is prepared, and which will be the end user/s of the goods and/or services sought. Authorized Representative - The user Department's contact/s for interaction regarding contract administration and performance. 1.2.2 You / Your These terms refer generally to the other person or entity which is a party to. this agreement or contract, any subsidiaries or affiliates, officers, employees, volunteers, representatives, agents or subcontracts. The term may apply differently to different classes of entities, as the context will indicate. For instance, "you" as a proposer will have different obligations than "you" as ' a contractor will have upon award of the contract. We'll be specific whenever it seems warranted. Proposer - Any business entity submitting a Response to this Solicitation. Successful Proposer(s) - The proposer(s) whose response to this Solicitation is deemed to be the most advantageous to the City. Proposer(s) will be approved for award by the City Commission, and a Contract will be executed for the provision of services specified in the RFP and a Purchase Order will be issued. K 95-- 359 CITY OF MIAM/, FLORIDA Emergency Medical rianaportatlon Billing an,_ ,: aNctlon Services RFP 96-97-110 1.2.3 Request for Proposals (RFP) A "Request for Proposals" (RFP) is normally used when we will evaluate RAFT Proposers based upon his/her qualifications, experience, and other criteria Doutlined in the RFP to provide specific services. 1.2.4. Proposal The written, sealed document submitted by the Proposer according to the RFP instructions and requirements. Your response to this RFP does not include any verbal interaction you may have with us apart from submittal of a formal written Proposal. 1.3 CLARIFICATION Questions regarding this RFP should be directed in writing, preferably by fax, to the Purchasing Director specified on the title page. Answers, citing the question asked but not identifying the questioner, will be distributed simultaneously to all known prospective Proposers. Note: Written requirements in the RFP or its amendments may be binding, but any oral communications between you and us are not. 1.3.1. Written Addendum If it becomes evident that this RFP must be amended, we will issue a formal written addendum to all known prospective Proposers. If necessary, a new due date will be established. 1.4 AWARD The Contract will be awarded to the Proposer(s) by the City Commission based upon evaluation criteria reflected herein. The City reserves the right to make an award to the Proposer(s) that is determined most advantageous and is to be in the City's best interests. L S CONTRACT EXECUTION The City and the successful Proposer(s) shall negotiate and execute a contract ("Agreement") based upon the requirements set forth in the RFP through action taken by the City Commission at a duly authorized meeting. 03/13/99 3 of 34 9 Q_ 3 t— 9 C1" OF MUM/, FLORh Emergency ,Medical Transportation Billing and/or Collection Servlcei RFP 96-97.110 2.0 GENERAL TERMS AND CONDITIONS DRAFT The following may or may not be applicable to this solicitation for services. All terms and conditions are subject to negotiation for inclusion into the Agreement. 2.1 ACCEPTANCE/REJECTION The City of Miami reserves the right to accept or reject any or all proposals or to select the proposer(s), who in the opinion of the City, will be in the best interest of and/or the most advantageous to the City. It also reserves the right to reject the bid/proposal of any contractor who has previously failed to properly perform under the terms and conditions of a contract, to deliver on time contracts of a similar nature, and who is not in a position to perform properly under this RFP. The City reserves the right to waive any irregularities and technicalities and may, at its discretion, re -advertise the RFP. 22 ASSIGNMENT OF CONTRACT The successful Proposer(s) shall not assign or subcontract, at any time during the term of the Contract, all or any part of its/his/her operations, nor assign any portion or part of the Contract, except under and by virtue of written permission granted by the City through the City Manager. 2.3 AUDIT RIGHTS AND RECORDS RETENTION During the term of the Agreement and for three (3) years after final payment is made to - the City, the successful Proposer(s) agrees to provide access to the City, or any of their duly authorized representatives, to any books, documents, papers, and records of the proposer which are directly pertinent to this Agreement, for the purpose of audit, examination, excerpts, and transcriptions. The Proposer shall maintain and retain any and all of the aforementioned records for three (3) years after the City makes final payment and all other pending matters are closed. 2.4 CANCELLATION The City, by written notice given at least thirty (30) days prior to effective date of termination, may terminate in whole or part any Agreement resulting from this invitation, when such action is in the best interest of the City. If the Agreement is so terminated, the City shall be liable only for payment for services rendered prior to the effective date of termination. The City may terminate the contract, without notice, if the successful proposer has been found to have failed to perform his/her services in a manner satisfactory to the City. In the event the successful proposer is found to be in default, the successful proposer will be paid for all services provided as of the termination date. No consideration will be given for anticipated loss of revenue on the canceled portion of the contract. 2.5 COMPLIANCE WITH ORDERS AND LAWS Successful Proposer(s) shall comply with all local, state, and federal directives, ordinances, rules, orders, and laws as applicable to this RFP and subsequent contracting including, but not limited to: 98- 359 03/13/98 4 of 34 Cr Y OF MIAMI. FLORIDA Emergency Medical Transportation Billing ana . ollection Services RFP 96-97.110 2.5. l Executive Order 11246, which prohibits discrimination against any employee, applicant, or client DRAFT because of race, creed, color, national origin, sex, or age with regard to, but not limited to, the following: employment practices, rate of pay or other compensation methods, and training selection. 2.5.2 Occupational, Safety and Health Act (OSHA), as applicable to this RFP. 2.5.3 The State of Florida Statutes, Section 287.133(3)(A) on Public Entity Crimes. 2.5.4 Minority/Women Business Affairs Enterprise (M/WBE) City Ordinances No. 10062, 10538, and 11272, as amended, as applicable to this RFP. 2.5.5 Americans with Disabilities Act of 1990, as amended. 2.5.6 First Source Hiring, City Ordinance No.10032, as amended, as applicable to this solicitation. Implemented to foster the creation of new, permanent jobs for City of Miami residents. 2.5.7 National. Institute of Occupational Safety Hazards (NIOSH), as applicable to this RFP. 2.5.8 Local Preference Ordinance No.11087, as applicable to this RFP. 2.5.9 Conflict of Interest, City Code, Section 2-611 & 612, as applicable to this RFP. Lack of knowledge by the Proposer will in no way be a cause for relief from responsibility. Non-compliance with all local, state, and federal directives, orders, and laws may be considered grounds for termination of contract(s). Copies of the above City Ordinances may be obtained from the City Clerk's Office. 2.6 CONFLICT OF INTEREST If any individual member of a consulting team, or an employee of a consulting team/firm, or an immediate family member of the same is also a member of any board, commission, or agency of the City of Miami, that individual is subject to the conflict of interest provisions of the City Code, Section 2-611. The Code states that no City of Miami officer, official, employee or board, commission or agency member, or a spouse, son, daughter, parent, brother or sister of such person, shall enter into any contract, transact any business with the City, or appear in representation of a third party before the City Commission. This prohibition may be waived in certain instances by the affirmative vote of 4/5 of the City Commission, after a public hearing, but is otherwise strictly enforced 03/13/98 5 of 34 (� � ky OU Ity C177 OF MIAMI, FLORIL Enwrgency Medical Tran tportation Billing and/or Collection Services RFP 96-97-110 and remains effective for two years subsequent to a person's departure from City employment or board, commission or agency membership. DRAFTThis prohibition does not preclude any person to whom it applies from submitting a bid or proposal. However, there is no guarantee or assurance that such person will be able to obtain the necessary waiver from the City, even if such person were successful in the bidding or Request for Qualifications process. A letter indicating a conflict of interest for each individual to whom it applies shall accompany the submission package. The letter must contain the name of the individual who has the conflict; the relative(s), office, type of employment or other situation which may create the conflict; the board on which the individual is or has served; and the dates of service. 27 CONTACT PERSON The contact person for this RFP is Pamela Burns, Sr. Procurement Contracts Officer, Department of Purchasing, and who can be reached at (305) 416-1905 or (305) 416- 1900. 2.8 COST INCURRED BYPROPOSERS All expenses involved with the preparation and submission of proposals to the City, or any work performed in connection therewith shall be borne by the Proposer(s). No payment will be made for any responses received, nor for any other effort required of or made by the Proposer(s) prior to commencement of work as defined by a contract approved by the City Commission and the Oversight Board. 2.9 INDEMNIFICATION The successful Proposer shall indemnify and save harmless the City, and all the City's agents, officers and employees from and against all charges or claims resulting from any bodily injury, loss of life, or damage to property caused directly or indirectly, from any act, omission or neglect, by itself or its employees; the successful Proposer(s) shall become the defendant in every suit brought for any of such causes of action against the City or the City's officials, agents and employees related to this; the Proposer shall further indemnify City as to all costs, attorney's fees, expenses and liabilities incurred in the defense of any such claims and any resulting investigation. Please refer to Special Conditions and 6.1 Insurance Requirements for greater indemnification detail. 2.10 INSURANCE Within ten (10) days after approval of Proposer by the City Commission, the successful Proposer, if required, shall furnish Evidence of Insurance to the Purchasing Department. Submitted evidence of coverage shall demonstrate strict compliance to all requirements listed on the attached form entitled "6.1 Insurance Requirements". The City shall be listed as an "Additional Insured." 03/13/98 6 of 34 9 O— 3 5 9 CIrYOFMUM. FLORIDA Emergency Medical Transportation Billing an. Collection Services RFP 96-97.110 Issuance of a purchase order is contingent upon the receipt of proper insurance documents. If the insurance certificate is received within the specified time frame but not in the manner prescribed in this RFP, the successful Proposer shall be verbally notified of DRAFT such deficiency and shall have an additional five (5) calendar days to submit a corrected certificate to the City. If the Proposer fails to submit the required insurance documents in the manner prescribed in this RFP within fifteen (15) calendar days after approval of Proposer by the City Commission, the Proposer may not be awarded the contract. Under such circumstances, the Proposer/Bidder may be prohibited from submitting future bids to the City and may be liable to the City for costs and expenses incurred by the City in the reprocurement of the services. Information regarding any insurance requirements shall be directed to the Risk Administrator, Risk Management Division, at (305) 416- 1700. 2.11 INSPECTION OF RFP RESPONSES Proposals received by the City pursuant to this Request for Proposals will not be made available until such time as the City provides notice of a decision or intended decision, or within 10 days after receipt of Proposals, whichever is earlier. 2.12 NONCONFORMANCE TO CONTRACT CONDITIONS 2.12.1 Default/Failure to Perform The City shall be the sole judge of nonperformance, which shall include any failure on the part of the successful Proposer to accept the award, to furnish required documents, and/or to fulfill any portion of the ensuing contract within the time stipulated or within thirty (30) days, whichever is earlier. Upon default by the successful Proposer to meet any terms of a contract, the City -it will notify the successful Proposer of the default and will provide the successful;° proposer three (3) days (weekends and holidays excluded) to remedy the default.'; Failure on the successful proposer's part to correct the default within the required three (3) days shall result in the Contract being terminated under the thirty (30) day provision specified above and upon the City notifying the successful proposer of its intentions. The following shall constitute default: A. Failure to perform the work required under the Contract and within the time required; or failing to use the subconsultants and/or subcontractors, entities and personnel as identified and set forth, and to the degree specified in the Contract. B. Failure to begin the work under the Contract within the time specified. C. Failure to perform the work with sufficient workers and equipment or with sufficient materials to ensure timely completion. D. Becoming insolvent, being declared bankrupt, or committing any act of bankruptcy or insolvency, or making an assignment for the benefit of creditors, if the insolvency, bankruptcy, or assignment renders the successful Bidder/Proposer incapable of performing the work in accordance with and as required by the Contract. 03/13/98 7 of 34 8-J� CArr OF MIAMI. FL )A Emergency Medical Transportation Billing andlor Collection Services RFP 96-97.11 p E. Failure to comply with any of the terms of the Contract in any materia respect. DRAFTAll costs and charges incurred by the City as a result of an incurred default or a default incurred beyond the time limits stated, together with the cost of completing the work, shall be deducted from any monies due or which may become due on this Contract. 2.13 NON-DISCRIMINATION Proposer agrees that it shall not discriminate as to race, sex, color, age, religion, national origin, marital status, or disability in connection with its performance under this solicitation. Furthermore, Proposer agrees that no otherwise qualified individual shall solely by reason of his/her race, sex, color, age, religion, national origin, marital status or disability be excluded from the participation in, be denied benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance. In connection with the conduct of its business, including rendition of services and employment of personnel, Proposer shall not discriminate against any person on the basis of race, color, religion, disability, age, sex, marital status or national origin. All persons having appropriate qualifications shall be afforded equal opportunity for employment. 214 OCCUPATIONAL LICENSE REQUIREMENT Any person, firm, corporation or joint venture, with a business location in the City of Miami and is submitting a Response under this Solicitation shall meet the City's'. Occupational License Tax requirements in accordance with Chapter 31.1, Article I of the ` City of Miami Charter. Others with a location outside the City of Miami shall meet their local Occupational License Tax requirements. A copy of the license must be submitted with the Proposal; however, the City may at its sole option and in its best interest allow the Proposer to supply the license to the City during the evaluation period, but prior to award. Z.1 S PUBLIC ENTITY CRIMES A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a Proposal on a contract to provide any goods or services to a public entity, may not submit a bid/Response on a contract with a public entity for the construction or repair of a public building or public work, may not submit a bid/Response on a lease of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017 of Florida Statutes for Category Two for a period of 36 months from the date of being placed on the convicted vendor list. Z 16 RESOLUTION OF PROTESTS Any actual or prospective contractual party who feels aggrieved in connection with the solicitation or award of a contract may protest in writing to the Chief Procurement Officer (Purchasing Director) who shall have the authority, subject to the approval of the 03/13/98 8 of 34 9 8_ 3 b 9 CrrY OF UUMI. FLORIDA Smerrenry Medical rranrportation Billing t.. X Collection Servket RFP 96-97-110 City Manager and the City Attorney, to settle and resolve a protest with final approval by DRAFT the City Commission. Proposers are alerted to Ordinance No. 11072 which describes the protest procedures and is included in this RFP. Protests failing to meet the requirements for filing shall not be accepted. NO EXCEPTIONS. Z17 REVIEW OFPROPOSALS FOR RESPONSIVENESS Each proposal will be reviewed to determine if the proposal is responsive to the submission requirements outlined in the RFP. A responsive proposal is one which follows the requirements of the RFP, includes all documentation, is submitted in the format outlined in the RFP, is of timely submission, and has appropriate signatures as required on each document. Failure to comply with these requirements may deem a proposal non -responsive. 2.18 RFP POSTPONEMENT I CANCELLATION The City may, at its sole and absolute discretion, reject any and all, or parts of any and all proposals; re -advertise this RFP; postpone or cancel, at any time, this RFP process; or waive any irregularities in this RFP or in the proposals received as a result of this RFP. 03/13/98 9 of 34 9 8— 3 e� 9 CITY OF MIAM ,, FLOA_ Enwrgency Medical Transportation Billing and/or Collection Services RFP 96-97-I /0 3.0 SPECIAL CONDITIONS DRAFT 3.1 PURPOSE / SCOPE: The City of Miami ("City") seeks to establish a contact with a qualified billing and collections firm(s), hereinafter referred to as the "Proposer(s)," in order to provide medical transportation billing and/or collection services for the billing and collection of EMS fees for the Department of Fire -Rescue. The forthcoming information is not intended to completely define the proposed contractual relationship between the City and the successful Proposer(s). The final agreement will be based upon this RFP, but the City reserves the right to make changes prior to the final award at the sole discretion of the City. 3.2 PRE -PROPOSAL CONFERENCE: All Proposers are highly encouraged to attend the voluntary Pre -Proposal Conference on , 1998 at a.m. at the Miami Riverside Center, 444 N. W. 2nd Avenue, 10th Floor Conference Room, Miami, Florida. A discussion of the requirements of this solicitation will occur at that time. Each proposer is required, prior to submitting a proposal, to acquaint itself regarding any and all conditions and/or requirements that may in any manner affect the work to be performed. No allowances will be made because of lack of knowledge of these conditions. 33 TERMS OF CONTRACT: The successful Proposer shall be required to execute a contract with the City, which shall include, but not be limited to, the following terms: a) The initial term of the contract shall be for two (2) years, and the City shall have the option to extend the Contract for two (2) additional one (1) year periods, at the sole discretion of the City, at the same terms and conditions, by giving successful Proposer(s) prior written notice. b) Extension of the term of the Contract beyond the initial period is an option of the City to be exercised in its sole discretion and which does not confer any rights upon the Proposer. c) The City shall have the right to terminate the Contract, for any reason whatsoever or at any time, upon 30 days written prior notice to Proposer. 3.4 ACCEPTANCE/REJECTION: The City of Miami reserves the right to reject any and/or all proposals and to select the proposal, which in the opinion of the City, will be in the best interest of, and/or most advantageous to, the City. The City of Miami also reserves the right to reject the proposal of any Proposer who has previously failed in the proper performance of an award, or who is not in a position to fully perform under the terms of this RFP. The City of Miami reserves the right to waive any irregularities and/or technical defects and may, at its discretion, re -advertise the RFP. 03/13/98 10 of 34 3 5'9 CITY OF MIAMI. FLORIDA Emergency Medical rramportation Billing an&o. _ ollection Service) RFP 96-97.110 DRAFT 3.5 APPROVAL BY EMERGENCY FINANCIAL OVERSIGHT BOARD The State of Florida has appointed an Emergency Financial Oversight Board (Oversight Board) to review and approve all pending City of Miami contracts. As a result, any contract awarded pursuant to this solicitation shall not be binding on the City until such time as it has been approved by the Oversight Board and/or executed on behalf of the Board. 3.6 MIlVIMUM PROPOSER QUALIFICATIONS: The following are the minimum qualifications for Proposers to provide billing and/or collection services for the Department of Fire -Rescue. Failure to meet the following shall deem Proposer non -responsive. A. Proposer shall have a minimum of three (3) years experience in the business of providing goods and/or services as described in this proposal; that have a record of performance for a reasonable period of time; and that have sufficient financial support, equipment and organization to insure that they can satisfactorily execute the services if awarded a Contract under the terms and conditions herein stated. B. The City reserves the right, before awarding the contract, to require a proposer(s) to submit such evidence of his/her qualifications as it may deem necessary and may consider any evidence available to it of the financial, technical, and other qualifications and abilities of aproposer(s), including previous experiences of same with the City and performance evaluation for services, in making the award in the best interest of the City. C. Have no record of pending lawsuits or criminal activities and not have any conflicts of interest with the City. D. Neither Proposer nor any member, officer, or stockholder of Proposer (s) shall be in arrears or in default of any debt or contract involving the City, (as a party to a contract, or otherwise); nor have failed to perform faithfully on any previous contract with the City. 3.7 LICENSES AND FEES The proposers shall obtain and pay for all applicable licenses and other fees required to perform the services described in this solicitation, and shall comply with all laws, ordinances, regulations, and any other requirements applicable to the work contemplated herein. Successful Proposer(s) shall be responsible for all penalties or fines imposed on the City or the Proposer for failure to obtain required licenses or fines. 3.8 PROPOSAL SECURITY: All proposals shall be accompanied by a certified or Cashier's Check in the amount of Ten Thousand ($10,000) dollars. The Proposal Security shall be made payable to the City of Miami, Florida, and will be conditioned upon the successful Proposer(s) accepting the award. Failure to provide a Proposal Security with the Proposal shall deem the Proposal non -responsive. Should Proposer(s) be awarded a contract, its subsequent failure to accept the award and/or file an acceptable and irrevocable Letter of Credit, as provided herein, within ten (10) days after notification of award, shall be just cause for the annulment of award and the forfeiture of the Proposal Security to the 03/13/98 11 of 34 " 8_ 3b­ 9 CnT OF MIAMI, FLORIL Emergency Medical rran.rportation Billing and/or Collection Services RFP 96-97-II0 City. Said forfeiture shall be considered not as a penalty, but in liquidation of damages sustained by the City because of such failure or default. Award may then be made to another responsible Proposer(s), or all proposals may be rejected. Proposal security to non -awarded proposers will be returned to proposers upon award, by the City Commission. Proposal Security will be returned to the Proposers within ten (10) days after the successful Proposer(s) has accepted the award, and the City having been furnished an acceptable irrevocable Letter of Credit. The City of Miami reserves the right to reject any and all security tendered to the City. 3.9 LEGAL REQUIREMENTS This RFP is subject to all applicable federal, state, county and local laws, ordinances, rules and regulations that in any manner affect the Services covered herein. Lack of knowledge by the Proposer shall -in no way be cause for relief from responsibility. 3.10 INSURANCE The successful Proposer shall be required, at its/his/her own expense, to fumish to the City of Miami Chief Procurement Officer within ten (10) days of notification of award, evidence that it has obtained as a minimum, insurance coverage as indicated on the attached from which shall be in force and maintained throughout the duration of the contract. The City shall be furnished proof of coverage of insurance by Certificates of Insurance and shall be listed as an Additional Insured for General Liability if awarded subsequent Contract. Proposer shall demonstrate strict compliance to all requirements listed on the enclosed form"Insurance Requirements," and shall return the signed form with Proposal. 3.11 INDEMNIFICATION The successful Proposer shall indemnify, defend and hold harmless the City and its officials, employees and agents (collectively referred to as "Indemnities") and each of them from and against all loss, costs, penalties, fines, damages, claims, expenses (including attorney's fees) or liabilities (collectively referred to as "Liabilities") by reason of any injury to or death of any person or damage to or destruction or loss of any property arising out of, resulting from, or in connection with (i) the performance or non-performance of the services contemplated by an Agreement which is or is alleged to be directly or indirectly caused, in whole or in part, by any act, omission, default or negligence (whether active or passive) of the Indemnities, or any of them or (ii) the failure of the successful Proposer to comply with any of the requirements specified within the Agreement, or the failure of the Proposer to conform to statutes, ordinances, or other regulations or requirements of any governmental authority, federal or state, in connection with the performance under an Agreement. Proposer expressly agrees to indemnify and hold harmless the Indemnities, or any of them, from and against all liabilities which may be asserted by an employee or former employee of Proposer, or any of its subcontractors, if applicable and as provided above, for which the Proposer's liability to such employee or former employee would otherwise be limited to payments under state Worker's Compensation or similar laws. 03/13/98 12 of 34 DRAFT 9 8 - 359 CITY OF WA All. FLORIDA Emergency Medical Traniporiafion Billing and, olleetion Servicee RFP 96-97-110 3.12 VARIANCE: All Proposers must indicate any variance to the performance specifications, terms and conditions, no matter how slight. If variations are not stated in the Proposal, it shall be construed that the Proposal fully complies with the performance specifications, terms, and conditions. 3.13 MINORITY / WOMEN BUSINESS ENTERPRISE (M/WBE) PROGRAM Ordinance No. 10062, as amended, entitled the Minority and Women Business Affairs and Procurement Ordinance of the City of Miami, Florida sets forth "...a goal of awarding at least 51 percent of the City's total annual dollar volume of all expenditures for all goods and services, to Black, Hispanic and Women minority business enterprises on an equal basis." A minority business enterprise is defined as a business firm "...in which at least 51 percent of said enterprise is owned by Blacks, Hispanics, or Women and whose management and daily business operations are controlled by one or more Blacks, Hispanics or Women." To achieve the goal established by Ordinance 10062, vendors doing business with the City are encouraged to include the participation of minority firms in their proposals. Acceptable ways for minority participation in this Proposal are: 1. Proposers Certified by the City of Miami as M/WBE prior to proposal submission 2. Proposers who include minority/female-owned firms as subconsultants. 3. Proposers who have key professional staff members who are minorities and/or females assigned to key positions for this engagement. For the purposes of this RFP, a M/WBE certified entity is one which has been certified by the City of Miami as a Black, Female, or Hispanic business enterprise prior to proposal submission. Entities which are M/WBE certified by the Dade County Public Schools or the State of Florida, any of its agencies, municipalities, or political subdivisions must also meet the City of Miami's M/WBE certification requirements. Proposers may contact the City Clerk's Office for copies of Ordinance No. 10062 and amendments. The Purchasing Department will provide the necessary forms and instructions upon request, and contact can be made with Ms. Marva Wiley, M/WBE Supervisor, at (305) 416-1921. Each Proposer shall also submit along with the Proposal an Affirmative Action Plan (AAP). 3.14 PERSONNEL The Proposer represents that it has, or will secure at its own expense, all necessary personnel required to perform the stated services. Such personnel shall not be City employees nor have any contractual relationship with the City. All of the services required hereunder shall be performed by the Proposer and all personnel engaged by Proposer to perform the services shall be fully qualified and, if required, authorized or permitted under state and local law to perform such services. Proposer shall be liable for work performed by its personnel. 03/13/98 13 of 34 DRAFT 9 8 - 3169 CITY OF MIAMI. FLORID, Emergency Medical rramportatlon Billing and/or Collection Se-icer RFP 96-97-/ l p The City shall have the right, in its sole discretion, to require a background check, at no cost to the City. The background check may include a criminal history background check, to be conducted by the City may Police Department. The City shall have the right to refuse to allow any personnel of Proposer to work on City property when it deems it not to be in the City's best interests. Proposer shall obtain and deliver to the City a release from employees authorizing City to perform or request these checks. The successful Proposer shall further establish, implement, and maintain procedures and internal controls to ensure that each employee of the successful Proposer complies with any and all applicable provisions of the Contract, and all rules and regulations of the City. Employees shall further adhere to all confidentiality requirements of the City. The successful Proposer shall additionally take all measures necessary to ensure employees of the successful Proposer comply with the issues pertaining to security, including all rules and regulations of the City along with all Federal, State, and local rules, laws, and regulations. Upon termination of any employee of the successful Proposer for any reason, the successful Proposer shall immediately notify the City of such termination. All personnel of the successful Proposer shall be covered by Workmen's Compensation, unemployment compensation, and liability insurance, a copy of which is to be provided to the City. See the document entitled Insurance Requirements for specific requirements. All applicable taxes, fringe benefits, and training for all personnel for the performance under the contract shall be the sole responsibility of the Proposer. 3.15 SUB -CONTRACTING: The successful Proposer shall not sub -contract or assign any part of this contract without prior authorization from the City of Miami, which may be withheld by the City, in its sole discretion. 3.16 CAPITAL EXPENDITURES: Proposer understands that any capital expenditures that the Proposer makes, in order to perform the services required by the City specified in this RFP, is a business risk which Proposer shall assume. The City shall not be obligated to reimburse amortized or unamortized capital expenditures, any other expenses, or to maintain the approved status of the Proposer. If Proposer has been unable to recoup its capital expenditures during the time it is rendering such services, it shall not have any claim upon the City. 3.17 AUDITING OF RECORDS: The successful Proposers(s) books and records as they relate to the anticipated contract must be made available for inspection and audit upon receipt of three (3) days prior written notice from the City and be available during reasonable working hours. Additionally, successful Proposer(s) must maintain all records related to the ensuing contract at all times during the term of the contract and for a period of three (3) years following the termination of the same or following the last payment received by Proposer(s) from said contract, whichever occurs last. DRAFT 03/13/98 14 of 34 9 Q_ 3 5-9 CITY OF M/AMI, FLORIDA Enwrgency Medical Transportation Billing and/or Collection Services RFP 96-97.110 The successful Proposer(s) shall fully document all of its efforts to bill and collect any specific account(s). The proposal submitted in response to this solicitation shall detail proposed reports and provide examples of the same. The City requires the provision of Referral Acknowledgment Reports, Recall Acknowledgment Reports, Remittance Reports, Closed Reports, and Placement Collection Analysis Reports for potential auditing purposes. It shall also be the responsibility of the successful Proposer(s) to provide all required reports in a format required by the City and in the frequency required for the provision of the same. 3.18 INQUIRIES Any questions regarding this Proposal should be directed in writing to the Chief Procurement Officer (Purchasing Director), 444 S.W. 2nd Avenue, 6th Floor, Miami, Florida 33130. Proposers requiring clarification or interpretation of the RFP shall make a written request to the Chief Procurement Officer on or before the close of business on 1998. The person or firm submitting the request will be responsible for its timely delivery. Written responses will be compiled and shall be issued only in addendum format and distributed to all potential Proposers. Questions regarding the process for this RFP should be directed to Ms. Pamela Bums, Sr. Procurement Contracts Officer, at (305) 416-1905. Proposers are advised that from the date of release of this RFP until award of any contract(s), NO contact with City personnel related to this RFP is permitted, except as authorized by the City Manager or Ms. Burns from the Purchasing Department. Any such unauthorized contact shall not be used as a basis for responding to this RFP, and may result in the disqualification of the Proposer's submittal. 3.19 ONE PROPOSAL: Only one (1) Proposal from an individual, firm, partnership, corporation or joint venture will be considered in response to this RFP. If it is found that a Proposer is interested in more than one (1) Proposal, all Proposals in which such Proposer is interested and has submitted to the City will be rejected. 3.20 CONTRACT ADMINISTRATOR: The Contract Administrator for this solicitation shall be: Name Chief Maurice Kemp Address Miami Riverside Center 444 S. W. 2nd Avenue, 10th Floor Miami, Florida 33130 Phone Number (305) 416-1603 FAX Number (305) 416-1683 3.21 VENDOR REGISTRATION: It is the policy of the City that all prospective Bidders and/or Proposer's complete a "Vendor Application" indicating the commodities / services which the vendor can regularly supply to the City for inclusion on the City's vendor/bidder's list. Should a prospective bidder /proposer not be currently listed on the City's vendor/bidder's list, a Vendor Application will be enclosed with the Bid package. Vendors who have already submitted an application and secured a vendor number from the City are not required to submit a new vendor application. DRAFT 03/ 13/98 15 of 34 9 -- 3 9 CFN OF MUM], FLORID. 6Astrpncy Medical Transporlallon Bllllns and/or Collection Strvfces RFP 96-97. / /0 If a Bidder/Proposer submits a Bid or a "No Bid," a fully completed Vendor Application should be returned with the Bid documents or the "No Bid" form. Completed Vendor Applications will be added to the City's vendor/bidder's list. A Purchase Order will not be issued by the City unless the successful Bidder/Proposer has completed this application. For any questions, contact the Vendor Application Section at (305) 416-1913. DRAFT 03/13/98 16 of 34 9 8- 3 bi 9 CITY OF WA,NI, FLORIDA Emergency Medical Transportation Billing and/or Collection Services RFP 96-97-110 4.0 SPECIFICATIONS AND PROPOSAL SUBMISSION REQUIREMENTS 4.1 BACKGROUND In the fiscal year ending September 30th, 1998, approximately 30,000 individuals are expected to be transported in ground vehicles to area medical facilities by the Emergency Response Division of the City of Miami, Department of Fire -Rescue. Fees at this time are $175.00 for Basic Life Support; $290.00 for Advanced Life Support; $25.00 for oxygen use; $7.50 per mile for transportation from the scene to the hospital; $25.00 for cervical collar use; and $25.00 for special handling. At the present time, ground transport billing and collection services are being provided byMedaphis and Advanced Data Processing, Inc., via professional service agreements. It is .the desire of the City to execute contract(s) with one (1) or more Proposers, at the City's sole discretion, to provide billing and/or collection services for outstandingEMS fees due to the City. It shall also be the discretion of the City whether the firms will bill and/or collect outstandingEMS debt more than 90 days, or turn said outstanding debt over to a Citywide collections firm solicited to collect other outstanding debt on other types of accounts due to the City. The City shall additionally consider innovative collection practices and/or recommendations within Proposals to re-reengineer the entire debt billing and/or collection procedure currently utilized by the Department of Fire -Rescue for its EMS accounts. The Proposer(s) shall be a fully licensed and bonded agency(s), and shall operate an experienced and effective business to bill and/or collect delinquentEMS revenue due to the City of Miami Proposer shall also adhere to the Code of Ethics prescribed by the American Collection Association, the Florida Collection Association, or any other applicable billing and/or collection associations, and abide by the Fair Debt Collections Practices Act. The City is not responsible for any expenses which Proposer(s) may incur preparing and submitting proposals. Additionally, the City reserves the right to make investigations of the qualifications of the Proposer as it deems appropriate, including but not limited to, a background investigation conducted by the Miami Police Department or other law enforcement agency. Said background investigation may be considered prior to award. 4.2 SCOPE OF SERVICES It is the City's expectation that the successful Proposer(s) bill and or collect all overdue EMS revenues with the greatest possible net return to the City. Services to be provided shall include the following, which is not all inclusive. • Billing and/or collection of both new and older accounts • Debtor contact by telephone, mail, and via other mechanisms • Skip tracing. • Provision of an out of state and international debt recovery plan • Net amount of collection remitted to the City less Proposers(s) fee shall be to the greatest extend possible, and Proposer shall design and maintain a system that reduces the amount of DRAFT 03/13/98 17 of 34 9- 3 b 9 CITY OF MlaMl. FLOR2 EmergencyMedical Tromportatlon Billing and/or Collection Servlcei RFP 96-97-/ l p actual payments between the successful Proposer and the City, subject to negotiation between the party(s). Provide to the City, as a minimum, monthly billing and/or collection statements. Ability of the successful Proposer(s) to receive and transmit debtor account information by computer and hard copy. Services which may include the institution of legal action or to work in conjunction with the City's Law Department relative to collections. Proposer shall also indicate how it will handle collections requiring legal action by a fixed fee, contingency, or by any other method. To facilitate billing and collections, Emergency Medical Services personnel will attempt to obtain from the transported individuals, and record on the Rescue Field Copy (see Attachment B) all pertinent information. An identical or similar report format will be utilized in the future. The City will provide the successful Proposer(s) with the information available for billing and/or collections on a magnetic computer tape for each individuals transported by a ground rescue vehicle. These documents will be forwarded to the successful Proposer(s) by Fire -Rescue on a weekly basis. The successful Proposer(s) will use this information as the basis for: Billing the transported individual, insurance companies, or other appropriate third party payers for services provided; and preparing and submitting management and financial reports and information on delinquent accounts in order to obtain expedient recovery of outstanding debt. To accomplish these tasks, it may be necessary for the successful Proposer(s) to gather additional data from the transported individual, hospital, or to the parties at its own cost. The successful Proposer(s) will be required to provide as a minimum the following billing and/or collection procedures to bill and collect outstanding EMS debts in an ethical and expeditious manner. These procedures, however, are negotiable and subject to change by the City. l . Submit the format of the billing invoice for City approval. 2. Mail invoices to each transported individual. 3. Advise and assist said individuals regarding insurance and other third party payer benefits. 4. Complete and submit insurance / third party payer forms where necessary. 5. Mail invoices to insurance companies and other third party payers when appropriate. 6. Mail follow-up invoices as necessary. 7. Obtain collected funds and record customer payments from Lock Box Collections. 8. Prepare monthly management / financial reports on a 8 ''/s" x 11" format and computer disk for the billing and/or collections from specific accounts. 9. Negotiate and agree upon modified pay -out schedules for those individuals unable to reimburse the full amount when initially billed. 10. provide the City with listings on 8 %" x 1 I" format and computer disk of all accounts past due, at an agreed upon schedule (except where a modified pay -out schedule has been arranged), including all pertinent facts regarding attempted collection efforts). 11. For billing and/or collections, successful Proposer(s) shall be required to send their personnel to hospitals as necessary, to obtain billing/insurance information or have the ability to electronically access hospitals' databases to ensure EMS payments to the City. 12. As an option, the City will consider any and all Proposals to purchase all outstandingEMS debt for one price over 90 days. 13. As an option, the City will also consider any Proposals to re -engineer the entire debt billing and/or collection system currently utilized by Fire -Rescue forEMS billing and/or collections, including but 98- 359 03/13/98 18 of 34 DRAFT CITY OF MMMI, FLORIDA Emergency Medical Transportation Btlling and/or Collection Services RFP 96-97-110 not limited to, providing to the City current technologies including advanced software programs, applicable training for personnel to better perform all required billing and collection services by the City, or any other similar proposals to expedite recoveries of payments due the City. 14. Proposer must also specify any additional services that they may provide or offer, such as procedures to interface between the Proposers(s) computerized billing and collection system and the City's computer system. All associate costs should be included. Additionally, the Department of Fire -Rescue also reserves the right to turn over all EMS accounts to a collection firm(s) awarded the responsibility to recover outstanding delinquent monies due on other Citywide accounts after a 90 day period, and this decision to do so shall be at the City's sole discretion. 4.3 LOCK BOX ARRANGEMENTS: The City will establish a Lock Box Agreement to facilitate the receipt and deposit of payments on customer's accounts. The successful Proposer(s) will receive copies of all payment documents necessary to post collections to customer's accounts. All costs associate with the Lock Box Account will be paid for by the successful Proposer(s). 4.4 PROPOSAL SUBMISSION: The following documentation shall be included as a minimum in the Proposal and submitted to the City. A. Proposal: Proposer shall submit a Proposal expressing its interest in providing the services described herein. Each proposal! must contain the following. Failure to provide all requested. documentation may deem the proposal as non -responsive. Proposers should carefully follow the- m , instructions outlined below. Failure to follow these instructions or provide all required docuentation may deem a proposal non -responsive, and may be considered grounds for excluding a Proposer from", 1: further consideration. The response to this solicitation shall be presented in the following format. Failure to do so may deem your Proposal non -responsive. I. Cover Page The Cover Page should include the Proposer's name; Contact Person for the RFP; Finn's Liaison for the Contract; Primary Office Location; Local Business Address, if applicable; Business Phone and Fax Numbers; Title of RFP; RFP Number; Federal Employer Identification Number or Social Security Number. II. Table of Contents The table of contents should outline, in sequential order, the major sections of the proposal as listed below, including all other relevant documents requested for submission. All pages of the proposal, including the enclosures, should be clearly and consecutively numbered and correspond to the table of contents. 98-- 3v AFT 03/13/98 19 of 34 CRY OF MIA MI. FLORIL, Emergency Medical rranrportatlon Billing and/or Collection Services RFP 96-97-110 III. Executive Summary of Services to be Provided Provide a signed and dated summary of not more than two (2) pages pursuant to the services requested within this RFP. IV. Proposal, to include each of the following elements A. PROPOSER'S QUALIFICATIONSAND EXPERIENCE Describe in detail Proposer's history of experience in providing billing and collecting services. Include name, address, phone number and contact person for each. For each client on this listing provide the following, all of which may be verified for authenticity by the City: 2. Describe your firm's organizational history and structure and indicate if contracts were previously awarded by the City. Provide a list of all principals, owners or directors. Submit a summary listing of all full-time employees classified by occupational titles, number of personnel per each classification, and his/her ethnicity/race/gender. Provide an organizational chart, and include Proposer's proof of membership in any related association pertaining to billing and/or collections. 3. Provide the complete address of the firm's Principal Office, and the address(s) where the work will be performed, it if is different, should Proposer receive award. 4. Provide listing of current or previous clients to whom Proposer has provided similar services. " Indicate any and all governmental entities with whom Proposer has provided services in at least the past five (5) years, if applicable. Provide a list for at least the last three (3) years of at least two (2) major clients for whom Proposer has provided billing and collection services similar to those outlined in the Specifications. 6. Length of time and type of service Proposer has provided for each entity(s). 7. Quantity and dollar amount of average monthly billings. Should there be more than one (1) type of account where billings and/or collections occurred, specify the quantity and dollar amount per each type of account. Experience and qualifications of personnel and in particular the Account Representative to be assigned to the City's account. Include years and level of experience, and any applicable licenses of the same. Indicate any in-service or external training provided to employees by Proposer. 9. Provide as a minimum three (3) Letters of Reference on firm letterhead from entity(s) whom Proposer has provided a similar service for the past three (3) years. The content of these letters may be verified for authenticity and quality of performance by Proposer. 98- 359 03/ 13/98 20 of 34 DRAFT CITYOF,N/a,W FLORIDA Emergencymedical Transportation Billing and/or Collection Servicer RFP 96-97-//0 B. COLLECTION RATES OF PROPOSER L Current Collection Rate of Proposer. This rate shall be computed by dividing the total collections on all accounts ever billed by the total billing value of all accounts ever billed (including returned mail), as of the most recent date. Indicate the types of accounts where the current collection rate applies. Proposer should additionally provide current collection rate of any account(s) similar to the services proposed within this solicitation (i.e. EMS). 2. Historical (Lifetime) Collection Rate of Proposer. This rate is computed as reflected above, 'except that billings and collections on accounts less than twelve (12) months since last service date are not considered. This is the collection rate that would be obtained if all billing were discontinued and collections continued on all previously billed accounts; the maximum composite rate on all accounts ever billed. Proposer should additionally provide historical collection rates of any account(s) similar to the services proposed within this solicitation 3. Proposed Collection Rate of Proposer to provide all services indicated within this solicitation with the greatest net return to the City. The City is seeking proposers whose only fees shall be on a percentage basis. Any proposed fee must be expanded upon in detail under Fee Proposal, Section D. C. APPROACH TO THE SCOPE OF WORKAND WORK PLAN Proposer shall submit a detailed Work Plan and approach to be used in the billing and/or collection of accounts as specified herein. The Work Plan should include, as a minimum, the following information on a per account basis: a. Describe in detail the exact method and approach to the Scope of Work detailed in the Specifications that Proposer will utilize in .order to bill and/or collect outstandingEMS fees due to the City. Include such methods as skip tracing, the provision of an out of state and international debt recovery plan, how Proposer anticipates to handle any collections potentially requiring legal action, any plan to negotiate modified pay -out schedules unable to reimburse the full amount when initially billed, among others. Include the personnel to be utilized and the variety of languages, if any, spoken by those individuals to ensure adequate communication with the debtors. b. Describe the billing cycle. Indicate the number of invoices to be sent to each account and the number of days between each invoice. For example, first reminder notice 30 days after initial invoice or sent for collection 90 days after initial invoice. c. Describe in detail the length of time it will take to fully implement the ensuing contract upon execution of the same. Proposer shall submit a proposed weekly chronological schedule of all steps which will be performed, or events which will occur, following the execution and approval by all parties of the contract. Include such events as: Review of the current billing and collection procedures, and mailing of the first invoices, among others. Also describe all changes that Proposer will be required to make, if any, and the time required in order to implement and provide the required services. d. Submit a proposed draft (sample) agreement or contract between the City and the Proposer specifically designed to provide the requested services. The agreement should specify the number of invoices in the billing cycle and frequency of each invoice. Include a description of any other service that you would be proposing to perform in order to effectively collect transport fees. 9- 3at" 9 03/13/98 21 of 34 DRAFT CITY of mi4,vi, FwR/L. Emergency Medical Tranrportatlon Billing and/or Collection Services RFP 96-97-110 e. Submit samples of all proposed billing and collection forms which will be used by the Proposer. f. Submit examples used by the Proposer to report management and financial information to clients. The formats for said reports must be in a manner acceptable to the City, and compatible with other City reports. Reports must be printed by an IBM compatible PC, and be able to be placed on disks should the City desire disks rather than hard copy reports. Reports will include, as a minimum, the following. (1). Distribution of Charges and Collection. This report'tracks the charges, payments and financial class mix of all transported individuals for a given month, and reports the collections in dollars and percentages by financial class. (2). Accounts Receivable Summary. This report shows the outstanding accounts receivable at a month end and ages all accounts. The second portion of this report ages all accounts by financial class. (3). New Charge Alphabetical Listing. This report lists all accounts alphabetically by date of input and maintains daily and month -to date totals by number of transported individuals and dollars and shows: Department of Fire - Rescue's Alarm number, Incident Date and fee charged. (4). Transported Individual Classification Listing. This report summarizes all new transported individuals by financial class (self pay, Medicare, Medicaid, Commercial Insurance, or Worker's Compensation) and dollar amount. (5). Monthly Payment Listing. This report lists all payments, bad checks and refunds posted to each account for the month. (6). Refund Listing. List of all transported individuals due refunds due to overpayment of account. In addition the Proposer agrees to provide an "Alphabetical Accounts Receivable Listing" (an aged Accounts Receivable summary for 30, 60, 90, 120 and 180 days, for all accounts), upon written request from the City. The City agrees to limit such requests. (7). Additional Reports The Department of Fire -Rescue may require additional reports on 8 1/2 x 11 Format and Computer Disk. Also, Additional Reports as required under Section 3.21 related to reports for auditing purposes are required by the City. g. Implementation of innovative billing and/or collection practices or procedures for accounts delinquent 30, 60, and 90 days, if any. Optional Innovative Billing and/or Collection Proposal: Should the Proposer so desire, Proposer may provide a Proposal as an option and in addition to the recommended scope of work contained within this solicitation which would encompass innovative billing and/or collection practices or which would "re -engineer" the entire debt billing and/or collection procedures utilized forEMS accounts in order to achieve a greater overall collection rate on all overdue accounts. Proposer should include any and all equipment, hardware, software, training, personnel, and any other 98- 359 03/13/98 22 of 34 DRAFT CRY OF MIAM1, FLORIDA Emergency Medical Transportation Billing and/or Collection Services RFP 96-97-1l0 items which would be necessary in order to obtain a greater return on these accounts based upon optional component of Proposal. Proposer should also provide information as to who (City or Proposer) would provide these items and at what proposed cost, if applicable. The City is additionally amenable to the consideration of any innovative solution to alter the City's billing and/or debt collection procedures which may include the purchase by Proposer of all outstanding EMS debt at any one particular point in time; after the delinquent account reaches 60 days, 90 days, or 120 days, followed by the implementation of current billing and collection practices; or the implementation of any new innovative billing and/or collection procedures. D. Fee Proposal: It is the City's expectation to receive the greatest possible net return to the City, and Proposer's fees are to be based on a percentage basis only. However, should Proposer charge fees for any particular or unique service, Proposer must state those costs to be charged to the City to provide those unique services. Failure to provide this information will deem the Proposal submitted as non -responsive. Each Proposer must submit a fee proposal based upon the following City's requirements as previously discussed in this RFP 1. Each Proposer must use 30,000 billable ground transports as the quantity basis of fee, as more fully discussed under Specifications. 2. Each Proposer must submit a fee proposal for the term of the contract based upon a straight percentage of collection. 3. In addition to submitting the required methods of compensation indicated above, Proposers may submit additional or alternate methods for payment of fees which are comparable to the required proposal methods, and which may be more cost effective for the City. E. Minority / Women Participation, if applicable • For proposers seeking MIWBE consideration in the evaluation process, proposers must be certified by the City of Miami as M/WBE prior to proposal due date. Additionally, the following documents must be submitted with proposal: City of Miami M/WBE Certificate/letter evidencing current certification status City of Miami Minority/Business Affairs Registration Affidavit • For Proposers seeking Affirmative Action consideration in the evaluation process, proposers must submit their Affirmative Action policy and the names of key professional staff members by race, gender and ethnicity. F. Local Preference, if applicable. State the Primary Office Location of the Proposer. State whether the Proposer is local, regional, or national. Provide location of the office from which the work is to be performed. `9 Y 3 9 DRAFT 03/13/98 23 of 34 C17Y OF M/AAA FLOR1e. Emergency Medical Transportation Billing and/or Collection Service r RFP 96-97-110 4.5 EVALUATION CRITERIA In ranking the Proposals, the Evaluation Committee shall consider the following factors: • PROPOSER'S QUALIFICATIONS AND EXPERIENCE 20% • COLLECTION RATES OF PROPOSER 20% • APPROACH TO THE SCOPE OF WORK AND WORK PLAN 25% • FEE PROPOSAL 20% • MINORITY / WOMEN PARTICIPATION, IF APPLICABLE 5% • LOCAL PREFERENCE, IF APPLICABLE 4.6 EVALUATION PROCESS 10% Following the opening of the proposal packages, the proposals will be evaluated by an Evaluation Committee ("Committee") appointed by the City Manager, comprised of appropriate City staff and members of the community, as deemed necessary, with the appropriate experience and/or knowledge. The City shall evaluate each proposal based upon the evaluation criteria established herein (the "Evaluation Criteria"). At its discretion, the City may select one (1) or moreProposers deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the RFP. A Proposer may receive the maximum number of available points or a portion of this score depending on the merit of its proposal, as judged by the Committee. The City reserves the right, in its sole discretion, to request one (1) or more proposers to make oral presentations before the Committee as part of the evaluation process. The Committee shall recommend to the City Manager one (1) or moreProposers deemed to be qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the RFP. The City Manager will make his recommendation(s) to the City Commission requesting the authorization to negotiate with the recommended Proposer(s) who best serves the needs of the City. No Proposer shall have any rights against the City arising from such negotiations or termination thereof. 4.7 CONTRACT AWARD AND CITY'S RIGHTS: The City reserves the right to enter into contract negotiations with the selected proposer(s). If the City and the Proposer cannot negotiate a successful contract, the City may terminate said negotiations and begin negotiations with another selected proposer(s) This process will continue until a contract acceptable to the City has been executed or all proposals are rejected. No Proposer shall have any rights against the City arising from such negotiations or termination thereof. The City reserves the right to reject any or all proposals, in whole or in part, and/or make award to one or more proposers, whichever is deemed to be in the City's best interests. The City also reserves the right to waive any informalities, irregularities and technicalities in procedure at its sole discretion. 98- 359 03/ l 3/98 24 of 34 DRAFT CRY OF M1AM1, FLORIDA Emergency Medical Transportation Billing and/o, . ollection Serv/ces RFP 96-97.110 The City reserves the right, before entering into the Contract, to require a Proposer to submit such evidence of its/his/her qualifications as it may deem necessary. The City may consider any information available to it with respect to financial, technical, and other qualifications and abilities of a Proposer, including past performance (experience) with the City or other governmental agencies prior to executing the Contract. The decision to award a contract shall be made by the City Commission. The contract shall be in form and substance acceptable to the City. The City Commission's decision of whether to make the award(s) and to which Proposer(s) shall be final. While the City Commission may direct that the City enter into a Contract with a Proposer(s), said Contract may be conditional on the subsequent submission of other documents within the time and in the manner specified in the contract. The successful Proposer(s) shall acquire no vested rights by virtue of its selection or recommendation by the Selection Committee. No rights at all shall accrue to the benefit of the successful Proposer(s) until the Contract is executed by both parties. FAILURE TO PROVIDE ALL INFORMATION REQUESTED MAY RESULT IN THE REJECTION OF THE PROPOSAL. 4.8 PROPOSAL RECEIPT Interested Proposers shall submit one (1) original and eight (8) copies of its proposal, which must received by the City Clerk's Office no later than at a.m. Sealed Proposals must be clearer marked with the following information indicated on the outside of the RFP envelope/package.- EMS Medical Billing and/or Collection Services, RFP No. 96-97-110. Proposals received after that date and/or time will not be accepted and will be returned unopened. Include telephone number, FAX number, and name of contact person within your proposal. The City will not be responsible for any expense incurred by Proposer in preparing and submitting the Proposal. Proposals shall be addressed and delivered to: City of Miami CITY CLERK'S OFFICE First Floor 3500 Pan American Drive Miami, Florida 33133 ALL PROPOSALS MUST BE SUBMITTED ON OR BEFORE THE ABOVE PROPOSAL OPENING DATE. ANY PROPOSALS RECEIVED AFTER THE STATED OPENING DATE AND TIME SHALL BE REJECTED AND WILL BE RETURNED UNOPENED. 98- 30 DRAFT 03/13/98 25 of 34 CITY OF MIAMI. FLORIL. E.nwrgency Medical Transportation Billing and/or Collection Services RFP 96-97.1 / p 5.0 ANTICIPATED SCHEDULE OF EVENTS The anticipated schedule for this RFP and subsequent Agreement is as follows. All dates are tentative and subject to change. RFP available for distribution Pre -Proposal Conference Deadline for receipt of questions Deadline for receipt of proposals Evaluation/Selection Process Oral Presentations, if conducted City Commission Approval approval/rejection City Commission Authorization to execute contracts) Anticipated Commencement Date J)P'Afov DATE April 27, 1998 May 13, 1998 May 20, 1998 May 27, 1998 Week of June 1, 1998 Week of June 8, 1998 June 23, 1998 July 14, 1998 Upon execution of Contract & approval of Oversight Board DRAFT 03/13/98 26 of 34 9 8 J 0 ZI GTY OF MIAMI. FLORIDA Bnwrpnry Medical Tranapwrar/on Billing and/o. :11ectlon Servicsa RFP 96-97-1 /0 6.1 INSURANCE REQUIREMENTS INDEMNIFICATION Proposer shall pay on behalf of, indemnify and save City and its officials harmless, from and against any and all claims, liabilities, losses, and causes of action, which may arise out of proposer's performance under the provisions of the contract, including all acts or omissions to act on the part of proposer, including any person performing under this Contract for or on proposer's behalf, provided that any such claims, liabilities, losses and causes of such action are not attributable to the gross negligence or willful misconduct of the City and, from and against any orders, judgments or decrees which may be entered and which may result from the Contract, unless attributable to the negligence or misconduct of the City, and from and against all costs, attorneys' fees, expenses and liabilities incurred in the defense of any such claim, or the investigation thereof. The Proposer shall furnish to City of Miami, cto Department of Purchasing, 444 SW 2ad Avenue, 66 Floor, Miami, Florida 33130, Certificate(s) of Insurance which indicate that insurance coverage has been obtained which meets the requirements as outlined below: A. Professional Liability Insurance with Minimum Limits of $1,000,000.00 per occurrence. B. Worker's Compensation Insurance for all employees of the bidder as required by applicable State Law. C. Public Liability Insurance on a comprehensive basis in an amount not less than $1,000,000.00 combined single limit per occurrence for bodily injury and property damage. City must be shown as an additional insured with respect to this coverage. D. Automobile Liability Insurance covering all owned, non -owned and hired vehicles used in connection with .: the work in an amount not less than statutory combined single limit per occurrence for bodily injuryand Property damage. The City needs to be named as additional insured. BINDERS ARE UNACCEPTABLE The insurance coverage required shall include those classifications, as listed in standard liability insurance manuals, which most nearly reflect the operations of the bidder. All insurance policies required above shall be issued by companies authorized to do business under the laws of the State of Florida, with the following qualifications: The Company must be rated no less than "A" as to management, and no less than "Class X" as to financial strength, by the latest edition of Best's Key Rating Insurance Guide or acceptance of insurance company which holds a valid Florida Certificate of Authority issued by the State of Florida, Department of Insurance, and are members of the Florida Guarantee Fund. The details of the required Insurance will be negotiated and be part of the Contract with the awarded Proposer's). Certificates will indicate no modification or change in insurance shall be made without thirty (30) days written advance notice to the certificate holder. NOTE: CITY RFP NUMBER AND/OR TITLE OF RFP MUST APPEAR ON EACH CERTIFICATE. Compliance with the foregoing requirements shall not relieve the Proposer of his liability and obligation under this section or under any other section of this Agreement. 03/ 13/98 27 of 34 DRAFT MT OF MUM.. F60RIL LwWmcy Modkol rrWA WWJon #1111, and/or Collection Services RFP 96-97-110 Insurance Requirements form (page 2) The Proposer shall be responsible for assuring that the insurance certificates required in conjunction with this Section remain in force for the duration of the contractual period; including any and all option terms that may be granted to the Proposer. —If Insurance cerdlicattes are scheduled to expire during the contractual period, the Proposer shall be responsible for submming new or renewed insurance certificates to the City at a minimum of ten (10) calendar days in advance of such expiration. —In the event that expired certificates are not replaced with new or renewed certificates which cover the contractual period, the City shall: A) - Suspend the contract until such time as the new or renewed certificates are received by the City in the manner prescribed in the RFP. B) The City may, at its sole discretion, terminate this contract for cause and seek re -procurement damages from the successfid Proposer in conjunction with the General Teams and Conditions of the RFP. The undersigned Proposer acknowledges that (s)he has read the above information and agrees to comply with all the above City requirements. (Company tee) Signature: Date' Print Name: FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORM MAY DISQUALIFY YOUR RESPONSE DRAFT 03/13/98 28 of 34 9 8 - 3 b t7 CRY Of MUMI. FIONDA Empsency M#dkot Troraporrorfon MIMS nnd/o. _ollecMon Strvkta RFP 96-97-110 &2 MINORITYM/OMEN BUSINESS AFFAIRS REGISTRATION AFFIDAVIT Please Check One Box Only [ ] Hispanic [ ] Female [ ] Black [ ] Not Applicable If business is not 51% minority/female owned, affidavit does not apply. If not applicable, notarization is not required. I (We), the undersigned agree to the following conditions: 1) that we have read Section 2.25 of the General Terms and meet the fifty-one percent (51 %) ownership and management requirement for minority/women registration status and will abide by all of the policies and regulations governing the City of Miami Minority and Women Business Enterprise Procedures; 2) that if at any time information submitted by the undersigned applicant in his/her Bidder Application should prove to be false, inaccurate, or misleading, applicant's name will be struck from the City of Miami's Master Bidder list with no farther consideration given to this applicant; 3) that the City of Miami maintains the right, through award of bid/contrack to revoke the award, should it be found that false, inaccurate or misleading information or a change in the original information have occurred; 4) to notify the City of Miami within thirty (30) days of any change in the frm's ownership, control, . ,f management or status as an ongoing minority/women business concern as indicated on the Application, and that the City of Miami, upon a finding to the contrary, may render a frm's ` with the City null and void and cease to include that firm in its registered list of minority and owned businesses; 5) that the City of Miami has a right to diligently verify all information submitted by applicant in his/he`:A7 Bidder Application to monitor the status of the Minority/Women Business Enterprise, once registered; 6) that the City of Miami may share a fnm's registration information concerning its minority/women status and its capability with other municipal or state agencies for the sole purpose of accessing the firm to their procurement opportunities, unless otherwise specified by the firm in writing. I (We) certify under the penalties of perjury that the information contained in any and all application documents submitted to the City of Miami is correct as per Ordinance No. 10062 as amended. Firm Name: (If signing as a corporate officer, kindly affix corporate seal) (Name, Title & Date) (Name, Title & Date) 03/13/98 29 of 34 DRAFT 98- 353 Cm' OF Aowa. nom , SAVIlmW Akdkol rYmnuPw0don MAW m Wo. Calke ton Servkes RFP 96-97.110 Minority/Women Business Affairs Registration Affidavit (page 2) This application must be signed by at least one general partner of a partnership or the proprietor of a sole proprietorship or all partners of a joint venture. COUNTY, S3 NOTARIZATION COUNTY OF DADE Date: That: -personally appeared before me and acimowledged the foregoing instrument as his/her act and deed. That he/she has produced as identification. NOTARY PUBLIC: . MY Colmmission Expirek - FAILURET>DC�OMPLSTIi~�Q1V.ANDBSTURNTBISFOI�DLIFD UdUPI'YOURREWATE Y � � l� � Y . ce$ .rrp� t -+u ✓ t�3 � 1 . C 4 -7 I Ilk n r ;.y'.n. x' , ° `}r?2,�� � < it r.r*� -,3 are ,•,� �� �,�.�"; DRAFT 03/13/98 30 of 34 9 8 — 359 G1Y of mumi.. FWNIDA fnwgrney Medkal TronrporIadon Billing and/o,-Meellon Servlca RFP 9&97 llo 6.3 SAMPLE AFFIRMATIVE ACTION POLICY for EQUAL EMPLOYMENT OPPORTUNITY AFFIRMATIVE ACTION/ EQUAL EMPLOYMENT OPPORTUNITY - POLICY STATEMENT It is the policy of (Company Name) to base its hiring and promotions on merit, qualifications and competency and that its personnel practices will not be influenced by an applicant's or employee's race, color, place of birth, religion, national origin, sex, age, marital status, veteran and handicapped status. One of the management duties of all principals at (company Name) is to ensure that the following personnel practices am being satisfied: 1. Take every necessary affirmative action to attract and retain qualified employees, regardless of race, color,. - place of birth, religion, national origin, sex, age, marital status, veteran and handicapped status. 2. Maintain equitable principles in the recruitment, hiring, training, compensation and promotion of employees. 3. Monitor and review personnel practices to guarantex that equal oppoMmities are being provided to all employees, re gwdlesa of race, color, place of birth, religion, national origin, sex, age, marital status, veteran`,--` and handicapped status. (Company Name) is committed to take affirmative action and aggressively pursue activities that will serve to enable all employees and applicants opportunities available throughout this organization. Clearly, the above actions cannot be accomplished as a secondary duty for any individual, despite the full support of management. And so, to monitor our efforts, (Company Name) has assigned one of its principals as' the Affirmative Action Director to monitor all activities of this program. Employees may contact (Name of assigned principal) at (telephone number) regarding this Affirmative Action Policy. PROPOSER 197"4 (SIGNATUREMTLE): FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORM MAY DISQUALIFY YOUR RESPONSE DRAFT 03/13/98 31 of 34 C11yOF UhlM1, FLORA,.. F.m p pnty Akd1cal Tranapo►tallon Billing and/or Collection Strvlcer RFP 96.97.110 6.4 PRIMARY OFFICE LOCATION AFFIDAVIT Please type or print dearly. The Affidavit must be completed in full, signed and notarized only if your primary Mee Idocated within the corporate Units of the City of Miami. Legal Name of Firm: Entity Type: (check qne box only) Q Partnership 0 Sole Proprietorship I O Corporation Corporation Doc. No: Date Established: Occupational License No: Date of Issuance: PRESENT Street Address: City: State: How long at this location: PREVIOUS Street Address. City: State: How long at this location: According to Section 18-52.1(h) of the City of Miami Code, as amended: The "City Commission may offer to a responsible and responsive local bidder, whose primary office is located in the City of Miami, the opportunity of accepting a bid at the low bid amount, if the original bid amount submitted by the local bidder does not exceed 110 percent of the lowest other responsible and responsive bidder." The intention of this section is to benefit local bona tide proposers to promote economic development within the corporate limits of the City of Miami. DRAFT 03/13/98 32 of 34 :" �} CITY OF AaAAU, FLOR/DA 6+eapnry Medical TianspWiedon Billing and(or � dkcdon Service RFP 96-97.1 /0 Primary Office Location Affidavit (page 2) I (we) certify, under penalty of perjury, that the primary office location of our firm has not been established with the sole purpose of obtaining the advantage granted bona fide local proposers by this section, - - Authorized Signature Print Name (Corporate Seal) Title (Must be signed by the corporate secretary of a Corporation or one general partner of a partnership or the proprietor of a sob proprietorship or all partners of a joint vertu m) Subscribed and Sworn before me that this is a true statement this day of Notary Public, State of Florida Printed name of Notary Public My Commission expires (sew) 199 Please submit with your Proposal copies of Occupational License, professional and/or trade License to verify local status. The City of Miami also reserves the right to request a copy of the corporate charter, corporate income tax filing return and any other document(s) to verity the location of the firm's primary office. FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORM MAYDISQUALIFY YOUR RESPONSE DRAFT 03/13/98 33 of 34 C17Y OF MIAMI. FLOR& free' rgeney Medical Transportation Billing and/or Collection Services RFP 96-97.11 p &5 DEBARMENT AND SUSPENSION I)RAFTCITY OF MIAMI CODE SEC. 18-102 (a) Authority and requirement to debar and suspend: After reasonable notice to an actual or prospective contractual party, and after reasonable opportunity to such party to be heard, the City Manager, after consultation with the Chief Procurement Officer and the City Attorney, shalt have the authority to debar a contractual party for the causes listed below from consideration for award of city contracts. The debarment shall be for a period of not fewer than three (3) years. The City Manager shall also have the authority to suspend a contractor from consideration for award of city contracts if there is probable cause for debarment. Pending the debarment determination, the authority to debar and suspend contractors shall be exercised in accordance with regulations which shall be issued by the Chief Procurement Officer after approval by the City Manager, the City Attorney, and the City Commission. (b) Causes for debarment or suspension include the following: 1. Conviction for commission of a criminal offense incident to obtaining or attempting to obtain a public V` or private contract or subcontract, or incident to the performance of such contract or subcontract; 2. Conviction under state or federal statutes of embezzlement, theft, forgery, bribery, falsification 6"f-- destruction of records, receiving stolen property, or any other offense indicating a lack of business'IN- integrity or business honesty; 3. Conviction under state or federat antitrust statutes arising out of the submission of bids or proposals;" 4. Violation of contract provisions, which is regarded by the Chief Procurement Officer to be of nonresponsibility. Such violation may include failure without good cause to perform in K with the terms and conditions of a contract or to perform within the time limits provided in a conQ provided that failure to perform caused by acts beyond the control of a party shall not be considered i basis for debarment or suspension; 5. Debarment or suspension of the contractual party by any federal, state or other governmental entity; 6. False certification pursuant to paragraph (c) below; or 7. Any other cause judged by the City Manager to be so serious and compelling as to affect the responsibility of the contractual party performing city contracts. (c) Certification: All contracts for goods and services, sales, and leases by the City shall contain a certification that neither the contractual party nor any of its principal owners or personnel have been convicted of any of the violations set forth above or debarred or suspended as set forth in paragraph (b) (5). The undersigned hereby certifies that neither the contractual party nor any of its principal owners or personnel have been convicted of any of the violations set forth above, or debarred or suspended as set forth in paragraph (b) (5). Company name: Signature: Date: FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORM MAY DISQUALIFY YOUR RESPONSE. 03/13/98 34 of 34 9 0 0 9 �"'� z gi V CITY OF M1AMI FIRE -RESCUE DEPARTMENT GENERAL EMS BILLING AND COLLECTION INFORMATION ATTACHMENT A CRAFT The followinginformation is as of January, 1998. The information presented may not reflect the actual numbers at this time due to the 1). Numbers of billable ground transports annually is approximately 30,000. 2). Total number of delinquent accounts and aging of accounts: 34,991. 3). Total monies currently owed: 9,118,468. AMDAP1W FJ99 BHJ"GAIVD COL LLEC77ONS INFORMATION: 27w Mowtog hormaHon *= obtained from Medajphk one of the current firms utilized by tie City for the p vvttiett of aervie= 7U City bears no regw"iltty for the accuracy of the b#brmation 1. Toil number of delinquent accounts and aging of accounir DAYS'.:` ` NUMBEROF ACCOUNTS -� Current _ 1,743 h 30- 660 60 87 90 729 120 601 150 552 180 4,680 TOTAL 99052 2. Total dollar amount of delinquent accounts and aging DAYS DOLLAR AMOUNT Current 329,400. 30 202,203. 60 229,430. 90 171,151. 120 150,067. 150 153,179. 180 916,588. 365 1,522,305. TOTAL 3,674,323. 3. Recovery Percentage of Accounts: 48% Recovery Rate Overall 98- 359 CRY OF MUMS, FL ATTACHMENT A (c. , RFP No. 96-97.110 ADVANCED DATA PROCESSING EMS BILLING AND COLLECTIONS INFORMATION M following Information was obtalnrd from Advanced Data Processing one of the current firms utilized by the City for ilk provision of services. The City bears no responsibilityfor the accuracy of the information 1. Total number of delinquent accounts: 25,939 2 Total dollar amount of delinquent accounts and aging. DAYS 120 150 :5 ,f A Recomy Percentage ofAccipusk: 384N P •• .c t jd ..f'�- _ `.i y1W.M •- .P�" . ii. ,'.� M w� �. 9 DOLLAR AMOUNT 132,713. 139,741. 2 98- 359 RFP 96-97-110 r ATTACHMENT B DRAFT CITY OF MIAMI No. Date: RESCUE R6W COPY EMS SSRVMN 1315 rAkWV7mNQ= 01w Agww#UrA As$L' Wit PO tk* Na ONpalol� ArrMk PL AnNO ER ArtMk HorpMat O E>a O 1 rgwr Dam a Tknr ewoa�soay FMrifk Patbnt Num &W p TOW. Mb (Cl�d/ll� rwal0a F. NNMa Ywaeer oa Naw f: Gioup t. Dabei4►. Owloac TfE ACS EYB WAYBP ML PULSE /PAU mm Be EFFMI Usm � am m AM T" TYPE CP TV"DA r a = ittN: TYPE CF TREATMENT BA;OE p 1 M VM SOt Rw. WR I MW4§Un ; W W • Mooft Canary • fte-W Ur* Card • MOM FNa 98- 3b9 Honorable Mayor and March 12, 1998 Members of the City Commission RFP for EMS Billing and/or Collections Services Jose Garcia -Pedrosa City Manager RECOMMENDATION: It is respectfully Recommended that they City Commission adopt the attached Resolution authorizing the City Manager to issue a request for proposals (RFP), seeking qualified firms to provide Emergency Medical Transportation Billing and/or Collections Services for the Department of Fire -Rescue. BACKGROUND: EMS Transport Fees generated an average of $325,946.00 per month in revenue to the City of Miami during FY 96-97. The current collection rate for EMS Transport Fees is approximately 43%. Through the use of aggressive collection measures, the Department of Fire -Rescue projects a significant increase in this collection rate, and a subsequent increase in total revenue collected. cc: Honorable Mayor Joe Carollo C.A. Gimenez, Director Department of Fire -Rescue JGP/CAG/MLK/pmk r ` K RFPforEMSBilIingandorCollec[ionsServices.doc 9 8 - �9 CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM 28 Honorable Mayor and March 30, 1998 TO : DATE FILE Members of the City Commission SUBJECT : R P for EMS Billing and/or Collections Services FROM : Jose Garcia -Pedrosa REFERENCES: City Manager ENCLOSURES: RECOMMENDATION: It is respectfully recommended that the City Commission adopt the attached Resolution authorizing the City Manager to issue a request for proposals (RFP), seeking qualified firms to provide Emergency Medical Transportation Billing and/or Collections Services for the Department of Fire -Rescue. BACKGROUND: EMS Transport Fees generated an average of $325,946.00 per month in revenue to the City of Miami during FY 96-97. The current collection rate for EMS Transport Fees is approximately 43%. Through the use of aggressive collection measures, the Department of Fire -Rescue projects a significant increase in this collection rate, and a subsequent increase in total revenue collected. c: Honorable Mayor Joe Carollo C.A. Gimenez, Director 4Department of Fire -Rescue eJGP/CAG/N4LK/prrik RFPforEMSBilIinaandorCol lectionsServices.doc 9 359 J-98-3 4/3/98 RESOLUTION NO. RESOLUTION, WITH ATTACHMENT(S), A IZING ISSUANCE OF A REQUEST FOR OPOSALS ( ), IN SUBSTANTIALLY THE ATTA D FORM, SEE JNGQUALIFIED FIRMS TO PROVI EMERGENCY MEDITRANSPORTATION BIL G AND/OR COLLONS SERVICES FOR THE., EPARTMENT OF FIRE- CUE. •` WHEREAS, pursuan to Resolu on No. 93-386, aaopLed June 29, 9� 1993, the City Commis 'on a roved the execution of two (2) contracts with Madaphis Advanced Data Processing for the provision of Medical a portation billing and collection services for the Depar ent o Fire -Rescue; and WHEX'suance t to Resoluti No. 98-202, adopted February 24, 199Commission, a ended the contracts with Medaphisd Data Processing a month to month basis pending of a RFP and the awd of the corresponding contractncy Medical Transport ion billing and/or collecti OW, THEREFORE, BE IT RESOLVED BY THE COMMISSIaV OF THE CITY OF AMI, FLORIDA: CITY OF MIAMI OFFICE OF THE Ci . , CLERK BID SECURITY LIST BIDITEM: MEDICAL TRANSPORTATION BILLING AND COLLECTION SERVICES r v BID NO.: RFP-96-97-110 DATE BID(S) OPENED:L&vt k J T TIME l q: 0 0 a. m. BIDDER ` TOTAL BID AMOUNT BID BOND (ER) CASHIER'S CHECK MEDAPHIS CORPORATION ADVANCED DATA PROCESSING, INC. E.M.S. MEDICAL BILLING AND/OR COLLECTION fmyt uts. SERVICES NO BID: INTERNATIONAL COLLECTION CONSORTIUM, LTD. vend.... , w received timely rs of the above o71e•n .. .. :� , g e to and t7m, are hereby re ccted as Lie.- received envelopes envelopes on behalf of Perso eiving bid(s) / PURCHASING DEPARTMENT os (City Department) (Date) SIGNED: Deputy City rk Q11-tij of ffliartfi Y Op JUDY S. CARTER Director Q „prA, „AT * `' z � ADDENDUM NO. 2 X✓ VIA FAX AND RE4LA t MAX RFP NO.96-97-110 MAY 22, 1998 EMS BILLING AND/OR COLLECTION SVCS JOSE GARCIA-PEDROSA City Manager Attached please find a list of questions posed during the Pre -Proposal Conference along with questions received since that time. The City's responses to these questions are provided and shall be considered as the official response of the City. ALL OTHER TERMS AND CONDITIONS FOR THIS RFP REMAIN THE SAME. THE SUBMISSION DATE REMAINS JUNE 3, 1998 AT 11:00 A.M. SINCERELY, JUDY S. CARTER CHIEF PROCUREMENT OFFICER THIS ADDENDUM IS TO BE SIGNED AND DATED BY PROPOSERS (AS PROOF OF RECEIPT) AND SUBMITTED WITH PROPOSALS. SIGNATURE: DATE: NAME OF PROPOSER: DEPARTMENT OF PURCHASING/444 S.W. 2nd Avenue, 6th Floor/Miami, Florida 33130/(305) 416-1900/Fax: (305)416-1925 E-Mail Address: purchase©ci.miami.fl.us/ Website Address: httpV/ci.miami.fl.us/ Mailing Address: P.O. Box 330708 Miami, FL 33233-0708 QUESTIONS AND RESPONSES PURSUANT TO RFP 96-97-I10 EMS BILLING WOR COLLECTION SVCS Q. Can the City provide more recent information regarding the aging of the accounts? A No. The City desires this process to proceed based upon the information provided with the RFP. Q. Please see the attached for a copy of the sign -in sheet of those individuals/firms attending the meeting. A Please refer to Attachment B. Q. Please advise us regarding the meaning of page 16, 3rd paragraph, 2"d sentence. The sentence reads "It shall also be the discretion of the City whether the firms will bill and/or collect outstanding EMS debt more than 90 days, or turn said outstanding debt over to a Citywide collections firm solicited to collect other outstanding debt on other types of accounts due to the City." A. The City has issued a solicitation for outstanding debt on a city-wide basis, excluding EMS fees. It is the desire of the City to obtain its greatest return in terms of outstanding debt, and the City will have the option to collect EMS fees over 90 days through this RFP, or turn it over to the successful Proposer under the other solicitation, whichever is most advantageous and in the City's best interests. Q. Will the successful Proposer be involved in any litigation regarding overdue accounts? A There may be an occasion where the successful Proposer(s) may be involved in litigation. Any participation in this litigation will be conducted only upon the authorization and direction of the City Attorney's Office. Proposers should provide in its proposal any associated costs/fees to be charged if litigation is involved. Q. Please explain the meaning of Section 3.19 One Proposal. A In reference to Section 3.19 One Proposal, only one proposal from an individual, firm, partnership, corporation or joint venture will be considered for this particular solicitation and be Q. Can a firm submit a proposal on only billing or only collections, and not both? A Yes. The City will consider all proposals to determine the proposal (s) that is in the City's best interests. Q Information was not provided on the accounts from the two (2) firms currently providing the service. Is there any additional information on the number, aging, and total dollar amount of delinquent accounts per records from Advanced Data Processing (ADP)? A See Attachment A for the information provided by ADP. Q We cannot determine from the wording of Section 3.8 whether or not the certified or cashier's check in the amount of $10,000.00 will be immediately cashed by the City of Miami, or if instead the check will be held in trust and later returned to us: 1. If we are the successful bidder, once we have filed with you the acceptable and irrevocable Letter of Credit; or 2. If we are unsuccessful, returned to us within ten (10) days after the successful bidder has accepted the award. A All checks received shall be recorded in the deposit refundable account. If the contract is awarded to the Proposer(s) and within ten days after notification of the award the Proposer(s) fail to accept the award and/or file an acceptable and irrevocable Letter of Credit, the Proposal Security will be refunded. If the contract is awarded to the Proposer(s) and within ten days after notification of the award the Proposer(s) accepts the ADDENDUM N2 RFP 96-97-110 EMS BILLING AND/OR '„)LLECTIONS award and files an acceptable and irrevocable Letter of Credit, the Proposal Security will be refunded. If the Proposer(s) is not awarded a contract, the Proposer(s) Security will be refunded to the Proposer(s) by a written request from the Fire Department. Q Regarding the proposed Security, please clarify the successful proposer's requirements relating to an irrevocable Letter of Credit, what is the amount and duration of this letter of credit after billing commences? A The amount will be a minimum of $10,000, will be based upon the total value of the contract once ascertained, and will be for the duration of the contract. Q If two separate subsidiary corporate entities of a parent corporation chooses to bid on their respective billing and collection sections separately, would that be authorized since they are separate corporate entities and have separate Tax identification numbers? A Yes, to the extent that they are separate corporate entities. Q Scope of services (last paragraph), what and how much are the other delinquent monies which the city has outstanding? What is the balance, aging breakdown, and number of accounts? A Please refer to page 2 of Attachment A as attached to this response. Q Please provide lock box costs for the past twelve months. A The total cost for lock box for the past twelve months is five thousand four hundred dollars ($5,400.00). Q How will collection rates of non -incumbent proposers be evaluated particularly related to (3) proposed collection rates. Since collection rates reflect Payer mix, age of accounts, geographical location and medical specialty as well as follow up activity, the quantitative and qualitative methods of evaluation are of major interest. A The Selection Committee will objectively evaluate all pertinent aspects of collection history. Q Regarding proposal Security, page 11, 3.8, Generally speaking, a $10,000 bid security/letter of credit is not required for the services requested, since a bank locked -box will be used for handling all receivables. Consequently, the vendor will not handle the City's money eliminating virtually any liability. We are requesting the security be waived or, at least, the security should be refunded to the successful Proposer. A The required Security will not be waived, but will be returned to the successful Proposer upon the provision of an acceptable Letter of Credit. Please refer to page 11, Section 3.8. It states: "Proposal Security will be returned to the Proposers within ten (10) days after the successful Proposer(s) has accepted the award, and the City having been furnished an acceptable irrevocable Letter of Credit." Q Per page 17, item 12, "purchase of all outstanding EMS debt" - Please be aware that factoring is prohibited by law for certain types of government payments. Medicaid HCFA - Title 42, Part 4-47 - "Payments for Services" "Concerning Payments made by State Medicaid agencies for Medicaid services. Part 447.10 prohibition against reassignment of provider claims, prohibits state payments for Medicaid services to anyone other than a provider or recipient." A The City expects the Proposer to govern itself according to applicable laws and regulations Q Per page 20, Sections 1,2, & 3: Collection rates of Proposer. Demographics is the primary influence of a City's collection rate. Additional factors unrelated to collection performance can influence collection rates as well. Accordingly, cities and counties do not PA ADDENDUM #2 RFP 96-97-110 EMS BILLING AND/OR ")LLECT/ONS exhibit the same collection rates. It is unreasonable to expect a proposer to guess at the "Proposed Collection Rate", since they do not have valid history and would be comparing "apples to oranges." (Statistics included with Attachment " were computed by the two incumbent vendors. Each interpreted differently the request made by the City. Based on monthly collection reports presently provided to the City, both vendors have nearly equal "GROSS" collection rates, yet the numbers presented in the Attachment are grossly different.) Alternatively, we suggest the RFP request only #2 "Historic (Lifetime) Gross Collection Rate of Proposer, for each of their references and be sure to stress the words "GROSS." A No changes in this regard will be made. Q How many Rescue units do you have in service? A 21. Q RFP page 19, paragraph IV.A.1. It appears that text is missing at the end of IV.A.1. Please clarify ... For each client on this listing provide the following, all of which may be verified for authenticity by the City: A Please replace this paragraph in the RFP with the following: "Describe in detail Proposer's history of experience in providing billing and collecting services. For each client on this listing provide the name, address, phone number and contact person for each, all of which may be verified for authenticity by the City." Q Are all 30,000 billable accounts billed under existing procedures? For example, are transports of City employees or City residents billable at the same rates as published? More specifically, does every run, ALS or BLS, result in a bill? If not, please explain the difference in the total runs and the billable runs. A See Page 22, D, 1 of RFP 96-97-110. Q Historically, have the billing and collection procedures for City residents been the same as non- residents? What is the existing policy relative to City residents and billing procedures? A See Above. Q What percentage of the accounts under existing City policy for billing procedures reflects City residents? A See Above. Q Will the City of Miami accept a $10,000 surety bond in lieu of the certified check or cashier's check? �� Q Upon contract award, will the City of Miami accept a surety performance bond in lieu of an irrevocable letter of credit? In either case (surety performance bond or irrevocable letter of credit), what dollar amount/percentage of contract value is required? A No. Q RFP page 11, Section 3.6 qualifications, states the Proposer can have no record of pending lawsuits. Please clarify what type of lawsuits the City is referring to, and should these lawsuits be specifically related to and/or against the City of Miami or related to Miami specific business? A The City is referring to any and all lawsuits filed against the Proposer for malfeasance, misfeasance, or malpractice, or violations of the Fair Debt Collections Act. CITY OF N1LdNil. FL 4. A TACHMENT A (cons.) RFP No. 96-9"-110 ADVANCED DATA PROCESSING EMS BILLING AND COLLECTIONS INFORMATION The following information was obtained from Advanced Data Processing one of the current firms utilized by the Cityfor the provision of services. The City bears no responsibility for the accuracy of the information. 1. Total number of delinquent accounts: 25,939 2. Total dollar amount of delinquent accounts and aging. DAYS 120 150 180 365 TOTAL DOLLAR AMOUNT 132,713. 139,741. 1,206,321. 3,965,370. $5,444,145. 3. Recovery Percentage ofAccounts: 38% Recovery. Rate_ Overall 2 SIGN -IN SHEET RFP NO. 96-97-110 Emergency Medical Transportation Billing and / or Collection Services VOLUNTARY PRE -PROPOSAL CONFERENCE May 13, 1998 10:00 A.M. PRINT NAME OF PERSON PRINT NAI+IE OF FIRM REPRESENTING FIRM MAILING ADDRESS TELEPHONE IVvG. WAUJ JT F)A)gt j� MA/VA C;ov, Ir. �~AN[/pryer. i✓1 A -C i �� - FAX # SIGNA !�PZn Al&j /6S SF. Sj�e Zo( 305) 945-Zz8o '�145 66921 7 99 scia// ,OldlA /���3 •�!E'it.L RY /� /ems` f. s'3/31 9 d6j yU.lr..(>e. f T.T3 9639 r acJ " c�c. �r�.ri.� , t&_3A_ ��} 4 . 4errt /�E.�.¢� .mot,, 3 30) v o2/rs-,54/-dsa 3GS = Z zz jos r-- ,3�s - ,I- - — -ILIIIUeuce sheet for RFP 96-97-110 for EMS Billing and/or Transportation �jr iZ p l310 �Vl.<, . z t-k AU l FL 321�6 b �� � J-4� JUDY S. CARTER Director 01.1t#12 a f 'fflta Mi RF_,. ,a 'Sty MAY 20 "It") :2_, F C unii ii z L�" ,,ADDENDUM NO. 1 JOSE GARCIA-PEDROSA City Manager - VIA FAX AND REGULAR MAIL RFP NO.96-97-110 MAY 19, 1998 EMERGENCY MEDICAL TRANSPORTATION BILLING AND/OR COLLECTION SERVICES PLEASE BE ADVISED THAT THE DUE DATE AND TIME FOR PROPOSAL SUBMISSION HAS BEEN CHANGED. THE NEW DATE AND TIME IS WEDNESDAY, JUKE 3,1998 AT 11:00 A.M. ALL OTHER TERMS AND CONDITIONS FOR THIS RFP REMAIN THE SAME. SING LY, f gY S. 16- CARTER /HIEF PROCUREMENT OFFICER THIS ADDENDUM IS TO BE SIGNED AND DATED BY PROPOSERS (AS PROOF OF RECEIPT) AND SUBMITTED WITH PROPOSALS. SIGNATURE: DATE: NAME OF PROPOSER: DEPARTMENT OF PURCHASING/444 S.W. 2nd Avenue, 6th Floor/Miami, Florida 33130/(305) 416-1900/Fax: (305)416-1925 E-Mail Address: purchase@ci.miami.fl.us/ Website Address: httpj/ci.miami.fl,us✓ Mailing Address: P.O. Box 330708 Miami, FL 33233-0708 CITY OF MIAMI ADVERTISEMENT FOR PROPOSAL Sealed proposals will be received by the City of Miami City Clerk at his office located at City Hall, 3500 Pan American Drive, Miami, Fl. 33133 for the following: RFP No. 96-97-110 Provide medical transportation billing and/or collection services for the billing and collection of EMS fees for the Department of Fire -Rescue. All Proposers are highly encouraged to attend the voluntary Pre -Proposal Conference on Wednesday, May 13, 1998 at 10:00 a.m. at the Miami Riverside Center, 444 NW 2^d Avenue, loth Floor Conference Room, Miami. OPENING DATE: 10:00 A.M. May 27, 1998 Detailed specifications for this proposal are available upon request at the City of Miami, Purchasing Department, 444 SW 2 Avenue, Sixth Floor, Miami, Florida 33130. Telephone No. (305) 416-1904. Jose Garcia -Pedrosa CITY OF MIAMI City Manager LOGO AD NO.4478 � n r-- C _73 .-- `) 00 Co 00 w �> CO. t� City of REQUISITION FOR Miami ADVERTISEMENT This number must appear in the advertisement. INSTRUCTIONS: Please type and attach a copy of the dv i m nt with this reauisition. 1. Department: 2. Division: 3. Account Code number: 4. Is this a confirmation: ❑ Yes ❑ No 5. Prepared by: 6. Size of advertisement: 7. Starting date: 8. Telephone number: 9. Number of times this advertisement published: is to be 10. Type of advertisement: (� Le al Classified ❑ Display 11. Remarks: 12. Publication Date(s) of Advertisement Invoice No. Amount 13. ❑ Approved ❑ Disapproved Department Director/Designee Date Approved for Payment Date C JGS/PC 503 Rev. 12/89 Routing: Forward White and Canary to G.S.A. (Procurement Management) ano retain rink copy. DISTRIBUTION: White - G.S.A.; Canary - Department