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6091 - EMS Billing & PCR Services, Addendum 1 Purchasing Department 901-B Texas St. Denton, TX 76209 (940) 349-7100 www.dentonpurchasing.com ADDENDUM #1 RFP # 6091 EMERGENCY MEDICAL SERVICES (EMS) BILLING AND PATIENT CARE REPORTING (PCR) SERVICES FOR FIRE DEPARTMENT Issue Date: March 27, 2017 Response due Date and Time (Central Time): Thursday, April 6, 2017, 11:00 a.m. RFP #6091 ADDENDUM #1 Addendum #1 to be returned with RFP Proposal The attached documents contain clarifications to the specifications and scope of work. NO OTHER CHANGES AT THIS TIME. Please acknowledge addendum on Attachment F of the main RFP document when submitting a proposal. CITY OF DENTON EMS BILLING & ePCR Services RFP 6091 QUESTIONS & ANSWERS 1 1. What were your total transports for FY2016? 7,241 2. What was your gross revenue from transports for FY2016? Gross EMS revenue FY 2015-2016 was $3,593,298. 3. What were your gross charges for transports for FY2016? Gross charges for FY 2015-2016 was $9,378,380. 4. For FY2016, what was the transport payer mix (percentage) for charges as follows: a. Medicare – 43.3% b. Medicaid – 8.3% c. Private Insurance – 22.2% d. Self-Pay – 26.2% 5. For FY2016, what was the transport payer mix (percentage) for payments as follows: a. Medicare – 45.4% b. Medicaid – 4.7% c. Private Insurance - 48.4% d. Self-Pay – 1.4% 6. What is the average loaded mileage distance within the area you cover? The average loaded mileage distance per account is 3.84 miles 7. Are all transport vehicles ALS-staffed? Yes 8. What is your anticipated start date if a new vendor is selected? On average, the contract is signed by the City Manager within one week after award by the City Council. A purchase order will be issued within one or two days following the full execution (signatures) of the contract. The purchase order will serve as notice to proceed with the implementation of the new contract. 9. What percentage or fee does your current vendor charge you for services? 8.25% for EMS Billing Services, 1.25% for ePCR program, 1.8% for credit card payments 10. What are your primary transport hospitals? Medical City Denton, Texas Health Presbyterian Hospital, The Heart Hospital Baylor Denton In FY2016 what percentage of all transports went to each hospital? As an estimate, it is possible that 44% are sent to Medical City, 44% Texas Health and 2% are sent to Baylor. (We do not have a report that provides this breakdown at this time.) 11. Please provide the specifications for hardware to include, but not limited to: CITY OF DENTON EMS BILLING & ePCR Services RFP 6091 QUESTIONS & ANSWERS 2 a. Total number needed b. Type of device preferred c. Specifications to be included within hardware d. Any additional items the department requires for fully operational hardware Please see Exhibit 1, Item 6 and Exhibit 3, Section B, Items 47-52. 12. Who is your current billing vendor? InterMedix 13. What is the current cost of their services to you in dollars and percent? 8.25% for EMS Billing Services, 1.25% for ePCR program, 1.8% for credit card payments 14. Who is your delinquent account collection agency? What is the current cost of those collections in dollars and percent? Credit Systems International (CSI) 15. If you do not utilize a delinquent account collection agency, are you interested in considering bidders to provide collection services? N/A, as the City is currently under contract with CSI 16. Are you looking for new hardware? If so, what is your preferred solution and how many toughbooks (tablets etc.) will you need? Yes, please see Exhibit 1, Item 6 and Exhibit 3, Section B, Items 47-52. 17. Will the successful vendor assume responsibility for any backlog of unbilled and/or previously billed accounts? Yes, it is in the best interest for the City for the awarded contractor to assume the responsibility for the backlog of unbilled and/or previously billed accounts. However, keep in mind that the City utilizes a third-party contractor, CSI, for deliquent accounts. Current unbilled and billed accounts will be transitioned in accordance to the negotiated terms of the new EMS Billing/PCR contract. CITY OF DENTON EMS BILLING & ePCR Services RFP 6091 QUESTIONS & ANSWERS 3 18. Please provide the financial and run volume information on the attached chart for the previous year to date. If you are unable to receive the .pdf version we can provide the chart in Excel. (Attached) 19. Does your service itemize other charges? Yes, please see 4 Appendix, 2010-2014 City of Denton Ordinance. 20. Does your service bill for fire calls? We bill in-house for false alarms, special response, special event support and inspections. 21. If so, would you like billing services for fire calls as well? No 22. Would it be acceptable to submit a redacted copy of our proposal (confidential information already blacked out) for Open Records requests? The City of Denton shall adhere to the provisions of the Texas Public Information Act, which will protect a company’s trade secrets and financial data. The City’s Legal staff will submit any declaration of trade secrets and financial data to the Office of the Attorney General of Texas for review and approval of such request. 23. What kind of documentation will be required to be submitted to validate the respondent’s authorization to provide the proposed hardware/software solution to the City of Denton? A letter or a line card from the manufacturer’s distributor would be acceptable. This will apply to both – the hardware and software solutions. 24. What is the fee for service being charged by your current billing service provider? Refer to the response to Question #9. 25. Will the successful vendor assume responsibility for any backlog of unbilled and/or previously billed accounts? Yes, please refer to the response to Question #17. 26. Does the Agency utilize a “lockbox” for collections? No 27. Item #47 – Technology Requirements, how many tablet or laptop units will be required? Please refer to Exhibit 1, Item 6 and Exhibit 3, Section B, Items 47-52. 28. Please provide the charge mix, i.e., the total percentage of charges that were billed to the following four main payer groups: Medicare, Medicaid, Commercial Insurance, and Self-pay accounts. Please refer to the response to Question #4. 29. Please provide a breakdown of transports a. BLS b. ALS1 c. ALS2 d. Specialty Care Transport (SCT) e. BLS Non-Emergency f. ALS Non-Emergency g. Mileage h. Air Transport i. No Transport/Treat at Scene Please see the last table provided in the attached financial data chart for Life Line. 30. Please provide your current rates for each of the ambulance transport categories. Please refer to Exhibit 4, 6091-4 Appendix-2010-204 City of Denton Ordinance. CITY OF DENTON EMS BILLING & ePCR Services RFP 6091 QUESTIONS & ANSWERS 4 31. Section 17 of Exhibit 3 – Scope of Work: Does the City have a standardized list of ePCR hardware specifications that can be provided for all respondents? The City recommends the respondents to consider the hardware and software platforms that have historically worked well for the City. Both hardware manufacturers, Dell and Panasonic, are currently being utilized by the Fire Department. The City requests a solution that works best with their systems, which may include or exclude tablet and/or laptop devices. Each solution will be evaluated, demonstrated, and tested during the RFP evaluation phase. Both tablet and laptop options have been added to the attached revised pricing sheet (Exhibit 1). 32. Item 49 of Exhibit 3 – Scope of Work: Can the City clarify the replacement devices statement; by “available” does the City mean that which is available within the vendor’s current stock of replacement devices? If by current stock means devices, which have been refurbished, used, or pre-owned, no. The City requires the latest available new devices that are on the marketplace. 33. Item 52 of Exhibit 3 – Scope of Work: Does the City prefer all the hardware and software to be included as a percentage of net collections in the overall proposal or should the respondent price all ePCR technology components on a per device basis? No, the hardware and software should not be priced in the percentage of net collections. Please comply with line items shown separately in Exhibit 1 – Pricing Sheet. 34. Would the City be open to the respondent providing a proposal for services, or separately any value added quote for the Ambulance Supplemental Payments Program (ASPP)? No, the City is not requesting proposals for additional ASPP services at this time. Gross Net Charges Collections Total Write-Offs Percentage of Dollars Collected Dollars Collected Number of Payors Commercial Medicare Medicaid Self-Pay Other Charge for Service Total number of service provided BLS ALS1 ALS2 SCT BLS Non-Emergency ALS Non-Emergency Mileage Air Transport Treat No-Transport We request the following 2016 financial and statistical informaion: Please provide your 2016 Payor Mix: Please provide your charges and 2016 call volume for the following services: Total Run Volume: this includes non-transports, and non-billable runs. What is the total number of calls you respponded to in 2016? Billible Run Volume: What is the total number of calls billed for in 2016? Treat no-Transport Volume: What is the total number of calls you treated a patient but did not transport? Inter-facility Transports: Do you transport patients from hospital to hospital, or nursing home to hospital? If so how many of those transports did you have in 2016? What dollar value of your total write offs were manditory based on contractual agreements? (Medicare, Medicaid, etc.) Please provide the following totals for 2016: 6091 PRE BID SOLICIATION MEETING MARCH 21, 2017 Notes begin after preliminary notes from Cindy Allonzo & Allison Carlwicz 1) Tonya Michel from McKesson Under Minimum Qualifications- Vendor who uses a distributor? Who do they need a letter the Distributor for being an “Authorized dealer”? Will the Distributor be sufficient or should they, get paperwork back to the Manufacturer, providing proof of ability to use x vendor as a distributor. Cindy Alonzo says one layer back to Distributor. 2) Do we want to have more than one option for tools (Lap top vs tablet)? Yes, Chief Glenn says that they are willing to look at both options. They will test both during the evaluation period. Chief Glenn said that we will evaluate both options during Evaluation stage. Cindy further advises that she will revise the pricing sheet to include the option of a tablet. Allison refers back to the SOW, items 47-52 for proposed solutions in the way of laptops/ tablets to ensure that the proposed tools meet our specifications.