Item J2
MONROE COUNTY
BOARD OF GOVERNORS
AGENDA ITEM SUMMARY
Meeting Date: August 26, 2000
Division:
Public Safety
Bulk Item: Yes
No X.
Department: Emergency Medical Services
AGENDA ITEM WORDING: Approval of contract with Advanced Data Processing for
Emergency Medical Services Billing and Collection services.
ITEM BACKGROUND: Sealed responses to an advertised Request for Proposals for
Emergency Medical Service Billing and Collection service were opened on July 6, 2000. Five
proposals were received and opened by the Purchasing department. Professional Practice
Support Inc (5.45% with 3-6% accuracy surcharge), Advanced Data Processing (7%),
lorinda's Medical Billing Services ($500 start-up fee, $7.00 per run, $25 hour follow-up fee),
Sweet Soft Billing Services ($750 start-up fee, $15.00 per run) and Automated Billing Center
(8.5%) submitted proposals.
Advanced Data Processing offers the most all inclusive and competitive fee proposal, twenty-
six Florida municipal references, management & customer service plan, reports and forms
processing and is located in Miami, Florida.
PREVIOUS RELEVANT BOCC ACTION: On April19, 2000, Board granted authorization to
pursue service and/or funding alternatives for emergency services, including request for
proposals.
STAFF RECOMMENDATION: Approval.
TOTAL COST: 7% of monthly collections BUDGETED: Yes X No
COST TO COUNTY: $19,600.00 based on projected revenue of $280,000/year.
REVENUE PRODUCING: Yes
No X. AMOUNT PER MONTH
YEAR
APPROVED BY: COUNTY ATTY YES
YES RISK MANAGEMENT YES
dk1~.r>,~
ntz, EMS Chi f
DEPARTMENT DIRECTOR NAME:
DIVISION DIRECTOR NAME:
DOCUMENTATION: INCLUDED: X
TO FOllOW: _ Ni: Ri<}\HRED: _
AGENDA ITEM #: ~
DISPOSITION:
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #
Contract with: Advanced Data Processing Effective Date:July 26, 2000 S..e.pt. I) .loCCJ
Expiration Date:ScptunLc;l 30, 2003 ~\A5tJSt 31);;W: P.;L
Contract Purpose/Description: Approval of contract with Advanced Data Processing for
Emergency Medical Service Billing and collection services.
Contract Manager:Teresa Gorentz
(Name)
6004
(Ext. )
EMS
." .J.' , I
..' '-c/ ;.J -"'/ / '
I.... ,. r ~_
. ' ,
(Department)
for BOCC meeting on August 26, 2000
Agenda Deadline: August 2, 2000
CONTRACT COSTS
Total Dollar Value of Contract: $7% of mnth Current Year Portion: $0
collections
Budgeted? Y es~ No D Account Codes: _- 13 DO-I ~ q 3D '3 Lj. t
Grant: $0.00
County Match: $0.00
ADDITIONAL COSTS
Estimated Ongoing Costs: $7% ofmnth For:
collection/yr
(Not included in dollar value above) (eg. maintenance, utilities, janitorial, salaries, etc.)
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sh dW V'\ m. ul'Y\, ~- 'fr:t.1,~ dYJ1 6 -i:"~. lAJ:i.
CONTRACT REVIEW
Changes
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in
"Ambulance Billing & Related Services"
CONTRACT # Date:
Page 1
CONTRACT BETWEEN
THE COUNTY OF MONROE
AND
ADVANCED DATA PROCESSING. INC.
FOR RESCUE AMBULANCE BILLING & RELATED PROFESSIONAL SERVICES.
THIS CONTRACT, hereinafter "CONTRACT OR AGREEMENT", made and entered into
this ~day of September, 2000 by and between MONROE COUNTY, a political
subdivision of the State of Florida, with principal offices located at 490 63rd Street,
Marathon, FL 33050, hereinafter referred to as the "COUNTY", and Advanced Data
Processing, Inc., a Florida Corporation with principal offices located at 520 NW 165
Street, Suite 201, Miami, Florida 33169, hereinafter referred to as the
"CONTRACTOR" .
WITNESSETH:
WHEREAS, the parties hereto now wish to enter into an agreement, pursuant to
which the CONTRACTOR will render those professional services in connection with said
project as hereinafter provided;
NOW THEREFORE, the parties hereto agree as follows:
1. DEFINITION OF THE PROJECT. The objective of the project is to utilize the
services of the CONTRACTOR to provide the COUNTY with ambulance billing and
related services.
2. SCOPE OF SERVICES. The CONTRACTOR shall perform and carry out the work
tasks presented in CONTRACTOR'S Scope of Work (Exhibit A), as summarized herein.
All payments shall be paid directly to 'MONROE COUNTY BOARD OF COUNTY
COMMISIONERS' or via "Locked-Box" facility as directed by the COUNTY.
3. TIME OF PERFORMANCE. This Contract shall be effective for a two-year period
from September 1, 2000 through August 31, 2002, under the terms and
conditions contained herein unless otherwise terminated. The COUNTY may, at its
option, renew this agreement for two (2) additional one (1) year terms under the then
in force terms and conditions by giving notice to CONTRACTOR at least sixty (60) days
prior to expiration of the current term. Monroe County's performance and obligation to
pay under this contract, is contingent upon an annual appropriation by the Board of
County Commission.
4. COMPENSATION AND METHOD OF PAYMENT. The COUNTY reserves the right to
request changes in the services within the general scope of the Contract to be
performed upon mutual agreement by the COUNTY and CONTRACTOR which shall
specify the change ordered and the adjustment of time and compensation required
therefore.
Agreement Page 1 of6
"Ambulance Billing & Related Services"
CONTRACT #
Page 2
Date:
Any services added to the scope of this Contract by a change order shall be
executed in compliance with all other applicable conditions of this Contract. No claim
for additional compensation or extension of time shall be recognized unless contained in
the duly"executed change order.
The CONTRACTOR shall provide to the COUNTY a monthly invoice representing
fees for the services provided computed as:
Seven percent (7%) of all monies collected by CONTRACTOR, excluding
Medicaid accounts, during the previous month. Pursuant to Florida Statute 409.913(9),
CONTRACTOR will include in the same invoice an amount of $11.40 per Medicaid
account for providing all billing services related to such accounts processed in the
previous month. The COUNTY shall issue a check for the amount invoiced, minus any
disputed amount, within thirty (30) days of receipt and acceptance of the invoice.
The COUNTY shall bear the cost of any and all Lock-box services. All other costs
incurred by CONTRACTOR in the performance of services as specified herein (including,
but not limited to postage, materials, communications and phone costs and, other
operating costs) shall be borne by the CONTRACTOR.
5. REPORTS. The CONTRACTOR shall provide the COUNTY with status reports as set
forth in Exhibit A and other reports as mutually agreed. The CONTRACTOR shall also
provide changes to such reports and ad hoc report requests on a reasonable basis and
as mutually agreed.
6. DATA TO BE FURNISHED BY COUNTY. The COUNTY will make available to the
CONTRACTOR, for use in performance of services under this Contract, all available
reports, studies or any other materials in its possession that may be useful to the
CONTRACTOR. All material furnished by the COUNTY will not be disclosed to any
party without the COUNTY's prior approval.
7. INDEPENDENT CONTRACTORS. The CONTRACTOR is an independent contractor
and not an employee or agent of the COUNTY with the following exception:
To the extent necessary to fulfill its billing and collection efforts
under the Agreement, the CONTRACTOR is authorized to sign in an
administrative capacity for the COUNTY the following types of standard
forms and correspondences only: probate filings; letters to patients or
their representatives verifying that an account is paid in full; forms
verifying the tax-exempt status of the COUNTY; and insurance filings
and related forms. The CONTRACTOR has no authority to sign any
document that imposes any liability on the COUNTY.
The CONTRACTOR shall retain full control over the employment, direction,
compensation and discharge of all persons assisting in the performance of service by
CONTRACTOR. The CONTRACTOR shall be fully responsible for all matters relating to
payment of employees, including compliance with Social Security, withholding tax and
all other laws and regulations governing such matters. The CONTRACTOR shall be
Agreement Page 2 of 6
"Ambulance Billing & Related Services"
CONTRACT #
Date:
Page 3
responsible for its own acts and those of its agents and employees during the term of
this contract.
8. INDEMNIFICATION. The CONTRACTOR shall indemnify and hold the COUNTY
harmless from any and all claims, losses and causes of actions which may arise out of
the performance of this Agreement as a result of an act of negligence, of the
CONTRACTOR, its employees, agents, representatives, consultants, or its
SUBCONTRACTORS. The CONTRACTOR shall pay all claims and losses of any nature
whatsoever in connection therewith and shall pay all costs and judgements (including,
but not limited to, attorneys' fee and expenses and cost of defense provided on behalf
of the COUNTY), that may issue thereon. The above provisions shall survive the
termination of this Agreement and shall pertain to any occurrence during the term of
this Agreement, even though the claim may be made after the termination hereof.
Nothing contained herein is intended nor shall be construed to waive COUNTY's
rights and immunities under the common law or Florida Statutes 768.28, as amended
from time to time.
9. INSURANCE. The CONTRACTOR shall maintain the following insurance coverage:
1) Worker's Compensation Insurance in compliance with Florida Statutes, Chapter
440 and applicable Federal Acts as they may be amended from time to time; and
2) General Liability insurance in an amount no less than $1,000,000 per occurrence.
3) Coverage for business interruption, destruction of data processing equipment and
media, liabilities affecting accounts receivables, contracts and independent
contractors and, valuable documents in an amount no less than $100,000
aggregate;
4) Liability coverage for all vehicles whether owned, hired or used in the amount of
$500,000; and
5) Professional liability coverage in the amount of $500,000.
Where applicable all coverage above shall be amended with MONROE COUNTY BOARD
OF COUNTY COMMISSIONERS named as an additional insured. All of the policies of
insurance so required to be purchased and maintained shall contain a provision or
endorsement that the coverage afforded shall not be canceled, materially changed or
renewal refused until at least thirty (30) calendar days written notice has been given to
the COUNTY by certified mail. Prior to commencing work, the CONTRACTOR shall
provide COUNTY with certified copies of all insurance policies providing coverage as
required. Any indemnification provisions in this Agreement are separate and apart and
in no way limited by the insurance amounts stated above.
The liabilities of the CONTRACTOR under this Agreement shall survive and not be
terminated, reduced, or otherwise limited by any expiration or termination of insurance
coverages.
Agreement Page 3 of 6
"Ambulance Billing & Related Services"
CONTRACT #
Page 4
Date:
10. OWNERSHIP OF DOCUMENTS. CONTRACTOR shall be required to work in
harmony with other consultants relative to providing information requested in a timely
manner and in the specified form. The CONTRACTOR agrees that any and all
documents, records, disks, and electronic data produced in the performance of this
Agreement shall be the sole property of the COUNTY, including all rights therein of
whatever kind except as may otherwise be provided hereinafter. Failure to turn over
such documents within seven (7) days of when requested may be cause for the
COUNTY to withhold payments due CONTRACTOR or to enforce this clause by legal
remedies.
11. ATTACHMENTS. The following named attachments are made an integral part of
this Agreement:
A. Proposal presented to Monroe County EMS by Advanced Data Processing dated
July 6, 2000 (Exhibit A attached hereto and made a part hereof) which includes the
Contract with the City of Boca Raton (referenced herein as the "Piggyback").
B. Public Entity Crime Statement and Sworn Ethics Clause
Where terms, conditions or scope of services stated in either this Agreement or the
above attachments conflict, this Agreement and any superceding Amendments thereof
shall prevail.
12. TERMINATION for CAUSE. During the time of this agreement the COUNTY may
terminate this Agreement after first giving to CONTRACTOR notice of default and
opportunity to cure the default within thirty (30) days after receipt of such notice. In
the event the acts constituting default are a violation of law, CONTRACTOR shall be
subject to immediate termination of contract. Notwithstanding the provisions above,
the COUNTY shall not have any right to cancel this contract without cause.
Upon termination, the CONTRACTOR shall submit an invoice(s) to the COUNTY in an
amount(s) that representing fees for services actually performed or obligations incurred
to the date of effective termination for which the CONTRACTOR has not been
previously compensated. Upon payment of all sums found due, the COUNTY shall be
under no further obligation to the CONTRACTOR, financial or otherwise.
13. UNCONTROLLABLE FORCES. Neither the COUNTY nor CONTRACTOR shall be
considered to be in default of this Agreement if delays in or failure of performance shall
be due to Uncontrollable Forces, the effect of which, by the exercise of reasonable
diligence, the non-performing party could not avoid. The term "Uncontrollable Forces"
shall mean any event which results in the prevention or delay of performance by a party
of its obligations under this Agreement and which is beyond the reasonable control of
the non-performing party. It includes, but is not limited to fire, flood, earthquakes,
storms, lightning, epidemic, war, riot, civil disturbance, sabotage, and governmental
actions.
Neither party shall, however, be excused from performance if non-performance is due
to forces that are preventable, removable, or remediable nor which the non-performing
party could have, with the exercise of reasonable diligence, prevented, prevented,
Agreement Page 4 of6
"Ambulance Billing & Related Services"
CONTRACT # Date:
Page 5
removed, or remedied with reasonable dispatch. The non-performing party shall, within
a reasonable time of being prevented or delayed from performance by an uncontrollable
force, give written notice to the other party describing the circumstances and
uncontrollable forces preventing continued performance of the obligations of this
Agreement.
14. JURISDICTION, VENUE and CHOICE OF LAW. All questions pertaining to the
validity and interpretations of this Contract shall be determined in accordance with the
laws of the State of Florida. Any legal action by either party against the other
concerning this agreement shall be filed in Monroe County, Florida, which shall be
deemed proper jurisdiction and venue for the action.
15. PIGGYBACK. It is hereby a precondition of any part of this Agreement that the
Most Favorable Terms of CONTRACTOR's Agreement with the City of Boca Raton
(dated March 17, 1999) shall be extended to the COUNTY including any modifications,
amendments or exclusions for the term of referenced agreement. Effectively, this
allows the COUNTY to piggyback the agreement with the City of Boca Raton.
16. ASSIGNMENT OF CONTRACT. The CONTRACTOR shall not sell, transfer, assign
or otherwise dispose of this Contract or any part thereof or work provided therein, or of
its right, title or interest therein, unless otherwise provided in the contract, without
express prior consent by the COUNTY.
17. NOTICES. Delivered or mailed to such party at their respective addresses as
follows:
To the COUNTY:
Monroe County EMS
490 Sixty-Third Street
Marathon, FL 33050
Attn: Teresa Gorentz, Director
To the CONTRACTOR:
Paul Franzelas
Vice President
Advanced Data Processing, Inc.
520 NW 165 Street Road, Suite 201
Miami, Florida 33169
18. REPESENTATION AND WARRANTY. CONTRACTOR represents that they have
experience and agrees to follow all Federal, State and Local Laws including, but not
limited to, Public Records Laws and those laws and statutes applicable to
discrimination.
Agreement Page 5 of 6
"Rescue Ambulance Billing & Related Services"
CONTRACT # Date:
Page 6
19. ENTIRE CONTRACT. This Contract contains the entire agreement between the
parties. The CONTRACTOR r~presents that in entering into this Contract it has not
relied on any previous oral and/or implied representations, inducements or
understandings of any kind or nature.
IN WITNESS WHEREOF, the parties hereto have caused these presents to be executed on
the day and year first above written:
MONROE COUNTY
By:
SEAL
Yvonne Harper, Chairperson
Lower and Middle Keys Fire
and Ambulance District
Board of Governors
Attest:
Danny Kolhage, Clerk of the Court
By:
Agreement Page 6 of 6
OKl!~ErY ~O~~~2E
(305) 294-4641
(_.~ ,---
BOARD OF COUNTY COMMISSIONERS
MAYOR Shirley Freeman, District 3
Mayor Pro tern George Neugent, District 2
Wilhelmina Harvey, District 1
Nora Williams, District 4
Mary Kay Reich, District 5
PUBLIC ENTITY CRIME STATEMENT
A person or affiliate who has been placed on the convicted vendor list following a
conviction for public entity crime may not submit a bid on a contract to provide
any goods or services to a public entity, may not submit a bid on a contract with a
public entity for the construction or repair of a public building or public work, may
not submit bids on leases of real property to 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, for
CATEGORY TWO for a period of 36 months from the date of being placed on the
convicted vendor list.
Attachment: Ambulance Billing Services Contract of September 1, 2000
SWORN STATEMENT UNDER ORDINANCE NO. 10-1990
MONROE COUNTY, F[,ORIDA
ETHICS CLAUSE
Adv'a.""ced. IA:Ja... t=fcc.ess._;+J~-=-~warrants that he/i t has not employed,
retained or otherwise had act on his/its behalf any former County officer
or employee in voliation of Section 2 of Ordinance No. 10-1990 or any
County officer or employee in violation of Section 3 of Ordinance No.
10-1990. For breach or violation of this provision the County may, in
its discretion, terminate this contract without liability and may also,
in its discretion, deduct from the contract or purchase price, or
otherwise recover, the full amount of any fee, commission, percentage,
gift, or consideration paid to the former Count
--~~
- (signatu
Date: ----:J-/2Lto 0
STATE OF
r
COUNTY OF
PE~Y APP~ED BEFORE,M.. E.' the u.nderSigned authority,
_L.. ~Mk~________________ who, after first being sworn by
me,
affixed hiS/her signature (name of individual signing) in
pr~~. above on this _ 3/~_.day of
. ./ , ~~oYCJ. ~
J
n._ .. . ____n -t"
PUBUIC
the space
~.u___
My commission expires:
~""y Pu., YVETTE BLAIR.GAILES
~&l:. COMMISSION # CC 718204
~ ~ i!I EXPIRES FEB 19, 2002
7~ BONDED THRU
OF ~~ ATLANTIC BONDING co., INC.
CERTIFICATE OF INSURANCE
This certifies that 123 STATE FARM FIRE AND CASUALTY COMPANY, Bloomington, Illinois
o STATE FARM GENERAL INSURANCE COMPANY, Bloomington, Illinois
insures the following policyholder for the coverages indicated below:
Name of policyholder ADVANCED DATA PROCESSING INC.
Address of policyholder
520 NW 165TH STREET RD STE#201
MIAMI, FLA. 33169-6303
Location of operations
SAME
Description of operations BILLING & COLLECTION SYSTEMS
The policies listed below have been issued to the policyholder for the policy periods shown. The insurance described in these policies is
subiect to all the terms exclusions, and conditions of those oolicies. The limits of liability shown may have been reduced bv anv oaid claims.
POLICY NUMBER TYPE OF INSURANCE POLICY PERIOD LIMITS OF LIABILITY
Effective Date Expiration Date (at beginning of Dolicv Deriodl
Comprehensive BODILY INJURY AND
98485820-5B Business Liability 03/06/00 03/06/01 PROPERTY DAMAGE
This insurance includes: 123 Products - Completed Operations
123 Contractual Liability
o Underground Hazard Coverage Each Occurrence $1. 000 ,000
o Personal Injury
o Advertising Injury General Aggregate $2,000,000
o Explosion Hazard Coverage Products - Completed
o Collapse Hazard Coverage Operations Aggregate $2,000,000
o General Aggregate Limit applies to each project
0
0
EXCESS LIABILITY POLICY PERIOD BODILY INJURY AND PROPERTY DAMAGE
Effective Date Expiration Date (Combined Single Limit)
o Umbrella Each Occurrence $
o Other 10/11/99 10/11/01 Aooreoate $
98KB72387F 04/06/00 04/06/01 Part 1 STATUTORY
Part 2 BODILY INJURY
Workers' Compensation
and Employers Liability Each Accident $100000
Disease Each Employee $100000
Disease - Policy Limit $ 500000
POLICY NUMBER TYPE OF INSURANCE POLICY PERIOD LIMITS OF LIABILITY
Effective Date Expiration Date (at beginning of Dolicv Deriod)
5553289A0159 AUTO 07/01/00 01/01/01 500/500/500
If any of the described policies are canceled before its
expiration date, State Farm will try to mail a written notice to
the certificate holder 3 0 days before cancellation. If,
however, we fail to mail such notice, no obligation or liability
will be imposed on State Farm or its agents or
representatives.
Name and Address of Certificate Holder
MONROE COUNTY BOCC
5100 COLLEGE ROAD RM # 203
KEY WEST, FLA.33040
ADDN INSD. MONROE COUNTY BOCC
Title
!~ C -00-
Signature of A orlzed Representative
;:)C -- /' t1 ' 7'
071 - 0 4
//&)~>,
558-994 a 2-90 Printed in U.S.A.
Date
Advanced
Data Processing
520 N.W. 165th Street Road, Suite 201
Miami, Florida 33169
(305) 945-2280/ 945-6692 fax
originators of
medSupport
July 6, 2000
MONROE COUNTY
Purchasing Office
5100 College Road, Public Service Bldg
Cross Wing Room #002
Stock Island, Key West, FL 33040
lnbGCiucUGn.E&ctdive O'4et'4taw -
re: RESPONSE to Requirements for "EMERGENCY MEDICAL SERVICES BILLING
& COLLECTION"
Dear Director and Selection Committee:
)
Enclosed is Advanced Data Processing's response to your requirements for
"EMERGENCY MEDICAL SERVICES BILLING & COLLECTION". We appreciate the
opportunity to respond to your needs. We believe this response answers all requirements
with an offer to provide you the finest available billing and collection services for a
county EMS organization such as those required by Monroe County.
The content of this Proposal represents Advanced Data Processing's offer to provide the
services requested by Monroe County for EMS Billing & Collection Services and may be
incorporated, in whole or part, into a written contract for such services.
Our company, with nearly 20 years serving Dade, Broward, Palm Beach, Duval,
Okaloosa, Orange, Hillsborough, Brevard and now also Lee, Hendry and Highland
Counties has demonstrated its commitment to the area at both city and county levels.
Considerable experience and history has been focused specifically on billing and
collections for county EMS Organizations and has produced specialized understanding of
such requirements.
Advanced Data Processing's collection philosophy is demonstrated as the most
successful in the business through its customer satisfaction and delivery in terms of both
quality and level of service. Our quality of service is exemplified in our billing forms and
reports, the methods we employ in both technology and process and, the way in which our
personnel conduct themselves on behalf of our clients. In addition, we demonstrate "going-
the-extra-mile" by our hospital liaison programs, our double-verification of patient information
and our customized training. Our level of service is superior in collection levels both as
a percentage of billing and the cash flow we have produced for our clients. In addition, we
currently handle all EMS billing and collection for 26 municipalities having handled
accounts of up to 46,000 transports annually. We are now billing for nearly 200,000
accounts annually. This demonstrates we have successfully handled the size of an account
such as Monroe County and can do the job.
,)
Introduction Page 1
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In selecting the right vendor for your EMS billing and collections, two of the most important
issues come to the forefront,.. compliance and commitment. Advanced Data Processing
has put significant resources into establishing and maintaining a corporate compliance
program including the use of renowned legal counsel involved in writing the "Compliance
Guide for Third-Party Billing Companies" for the Office of the Inspector General. This
combined with over 20 years of excellence establishes our company's commitment to our
industry. We have enclosed a copy of our newsletter "The EMS Informant" just one aspect of
our compliance program and a way to communicate important compliance information to our
clients.
Advanced Data Processing has proposed to Monroe County a "top-notch" set of services to
meet their needs and, ... we offer them at an extremely competitive price. We offer the
option for Monroe County to "camp-on" or "piggyback" onto an existing agreement several
other cities and counties have opted to use. We believe this indicates both an aggressive
desire to win the County's business and, is balanced with the fair appraisal and assessment
for a job to be well done. As such we appreciate the opportunity to provide you services with
which you will be satisfied.
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Respectfully submitted,
Advanced Data Processing,
Inc.
520 NW 165th Street Road,
Suite 201
Miami, FL 33169
Authorized Agent
Paul Franzelas, Vice President
(305) 945-2280
(305) 945-6692 fax
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Introduction Page 2
Advanced
nata Processing
520 N,W. 165th Street Road, Suite 201
Miami, Florida 33169
(305) 945-2280/ 945-6692 fax
originators of
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GeMra'Scope
Advanced Data Processing will perform all services with the principal goals of:
. recovering the greatest amount of fees in the shortest possible time and,
. greatest total amount with minimized cost to recover.
All services will be provided as stated in this Proposal. The specifics of such services to
be provided are addressed in the following subsections of this proposal. The following
are general services requested by the County, which will be performed if awarded such
contract:
. Provide billing and collection services for Emergency Medical Services transport,
as required on a case by case basis, with emphasis on accelerated turnaround
between services provided and payment received.
. The price bid herein shall include all expenses of billing and collection including,
but not limited to, stationary, forms, envelopes, postage and phone facilities/charges.
. Ensure that all required documentation and agreements with payors (e.g.
Medicare, Medicaid, Champus, etc.) are filed and maintained and that EMS is kept
apprised of important changes to industry regulations.
. Provide reasonably necessary training periodically to County EMS personnel
regarding the gathering of necessary information and proper completion of run tickets.
Advanced Data Processing in corroboration with other municipalities has already put
together a video-based training program for this purpose and has incorporated specific
aspects about compliance including a quarterly newsletter called the EMS Informant..
. Provide prompt submission of Medicare, Medicaid and insurance claims after
receiving completed run ticket, which shall be Advanced Data Processing's notice to
commence the billing/collection service including keeping logs confirming all
electronic submissions. Secondary insurance provider claims shall be submitted
after the primary insurance provider has paid. Advanced Data Processing shall follow-up
promptly on rejected and inactive claims and establish payor remittance accounts
and procedures.
Section B Page 1
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· Utilize most up-to-date knowledge and information with regard to coding r'
procedures, assigning of ICO-9 diagnostic codes and proper preparation of
electronic and paper insurance filings to ensure compliance with applicable Federal,
State and local regulations.
. Reconcile the number of transports collected with those transmitted to Advanced
Data Processing and contact EMS to report any discrepancies.
. Advanced Data Processing shall provide a designated liaison for patient/payor
concerns.
. Provide survey questionnaires or mail inserts to patients at the County's request.
. Provide all customer-related inquiry services and prepare additional third-party
claims or patient payment arrangements based on this information exchange.
Customer calls will be facilitated as local within Monroe County through a dedicated
"800" toll-free exchange.
. Facilitate proper security of confidential information and proper shredding of
all disposed materials containing such proprietary information.
. Visit hospitals and/or establish with hospitals arrangement to obtain/verify
patient insurance and contact information.
. Respond promptly to the County and patients on requests for information or
records.
~'_. -'
. Accept Major Credit Cards for payment (e.g. Visa, MasterCard & American
Express) and post/reconcile such payments.
. Treatment as confidential any records of care or treatment of patients solely for
the purpose of processing and collecting claims and shall not release any such
information in any legal action, business dispute or competitive bidding process.
. Use of proprietary systems, procedures or techniques as required to achieve
higher collection rates and improved cash flow.
· Maintain appropriate accounting procedures for reconciling all deposits,
receivables (including credit card payments & federal EFT payments), billings, patient
accounts, adjustments & refunds.
· Provide timely comprehensive reports facilitating all required aspects of
monitoring, evaluating, auditing and managing the services provided and the
interface between EMS and Advanced Data Processing.
Section B Page 2
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. Process refund requests providing EMS with documentation substantiating each
refund processed.
. Provide EMS all unpaid invoices along with the complete processing history once
collection efforts are exhausted.
. Convert all active and inactive files from the prior billing company and maintain
such records.
Spedftc ~ eompa_nee
Advanced Data Processing will provide the above general services with specific
compliance as requested by Monroe County in the RFP :
. Receive from County all patient data necessary for billing. Data will initially be
accepted and manually keyed from the "Florida EMS Report" in hardcopy format. We will
coordinate with the County on accepting electronic format via Internet or dial-up modem
facilities with appropriate encryption.
. Assign billing patient numbers providing cross-reference to Monroe County
assigned transport numbers.
. Responsible for obtaining all necessary medical and insurance information,
file claims within 5 days of receipt of information, send an invoice within 5 days to all
self-pay patient/payors with return envelope and address as specified by the County.
. Responsible for sending second notices at regular thirty-day intervals..
. Provide accurate coding of procedures and diagnosis and correlation of rescue
documentation.
. Annually make recommendations for fee schedule changes, regularly advise
on changes in statutes and industry regulations.
. Process all third party reimbursements timely to receipt of appropriate billing
information.
. Respond to all patients' requests and inquiries, either written or verbal.
. Negotiate and arrange modified payment schedules for individuals unable to pay
full amount when billed.
. Provide listing of accounts past due 180-days or more.
. Mail requested citizen satisfaction survey.
Section B Page 3
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. Provide for facilities to permit dial-up access to our system to obtain patient
data and billing information.
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. Submit claims and process statements within specified timeframes and
frequencies
. Provide specified management reports on monthly basis as identified and
prescribed by the County.
. Maintain daily deposit control sheets and original documentation.
Section B Page 4
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Advanced Data Processing will utilize collected billing information provided by the County as
the basis for:
o Billing to and collecting from the transported individual, Medicare, Medicaid, insurance
companies or, other appropriate third party payors for services provided by the County
and maintaining incident-based accounting to assist in this process.
o Preparing the required management and financial reports including information on
delinquent accounts for the County's analysis of the services provided.
Advanced Data Processing will provide the following services:
o Mail an invoice to each transported individual at the current prevailing rate for
transportation services.
o File all insurance claim forms for all patients based upon information received from the
patient or obtained from research we perform at health care facilities.
o Provide required paperwork to Medicare, Medicaid, insurance companies or, third party
payors for claims, reviews, resubmission, provider agreements, and other as required.
o Mail copies of invoices to patients, Medicare, Medicaid, insurance companies or, other
third party payors, when requested.
o Mail a series of follow-up invoices to patients and make patient contact as necessary.
ORe-file Medicare, Medicaid or insurance claims, as necessary to obtain payment.
o Record customer payments from lock box collections.
o Prepare periodic managemenUfinancial reports.
o Negotiate and agree upon modified payout schedules within County-established
guidelines for those individuals unable to remit the full initial-billed amount.
o Notify the County of past due accounts by providing a listing of such accounts and
pertinent detail.
o Transition open balance accounts from previous billing agent and process for collection.
o Any other services agreed to between the parties, in order to effectively collect all
fees.
\.
Section B Page 10
BOARD OF GOVERNORS
LOWER AND MIDDLE KEYS FIRE AND AMBULANCE DISTRICT
AGENDA ITEM SUMMARY
REVISED
Bulk Item: Yes
NoX
Division: Public Safety
Department: Public Safety
Meeting Date: August 16. 2000
AGENDA ITEM WORDING: Conceptual approval of certain issues to be included within the Interlocal
Agreement between Monroe County, the Lower and Middle Keys Fire and Ambulance District and the City
of Marathon
ITEM BACKGROUND: On August 8, 2000, County Administrator James Roberts, Chief Assistant
County Attorney Rob Wolfe and other appropriate county staff met with Councilman Randy Mearns and
the City Manager of Marathon. They reviewed a whole series of issues and carne to agreement on some to
be recommended to their respective Boards. Attached are those issues that were agreed upon.
PREVIOUS RELEVANT BOCC ACTION: N/A
STAFF RECOMMENDATION: Approval
TOTAL COST:
COST TO COUNTY:
REVENUE PRODUCING: Yes
BUDGETED: Yes
No
No
AMOUNT PER MONTH
DIVISION DIRECTOR APPROVAL:
OMB/Purchasing N/ A Risk Management N/ A
() ,#~ /~/
~/ / L o/G<:D)
~es R. "Reggie" Paros /
To Follow: ~ ~ Not Required:
APPROVED BY: County Attorney N/A
DOCUMENTATION: Included:.-.L
DISPOSITION:
Agenda Item #: / - J-~3
COUNTY of MONROE
PUBLIC SAFETY DIVISION
James R. "Reggie" Paros, Director ..
490 63rd Street, Suite 140
~arathon,FI.33050
r""-
BOARD OF COUNTY COMMISSIONERS
MAYOR, Shirley Freeman, District 3
Mayor Pro Tem, George Neugent, District 2
Wilhelmina Harvey, District 1
Nora Williams. District 4
Mary Kay Reich, District 5
MEMORANDUM
TO:
Monroe County Board of County Commissioners
Board of Governors, Lower and Middle Keys Fire and Ambulance
District
FROM:
James R. "Reggie" Paros, Director
Public Safety Division
SUBJECT:
Conceptual approval of certain issues to be included within the
Interlocal Agreement with Marathon
DATE:
August 9,2000
The following are. issues that were agreed upon at the August 8, 2000 meeting. The
participants agreed to take them to their respective governing boards for conceptual
approval. If approved, they can be put into a formal interlocal agreement for presentation
at the September Commission meeting. Several other items are still pending.
1. Ownership will be transferred from the Lower and Middle Keys Fire and Ambulance
District (District-I) to the City of Marathon (Marathon) for the following.
a) Mobile home located at Marathon Fire Station #2 on October 1,2001
c) All tangible property at Marathon Fire Stations #1 & 2 previously and commonly
used by Marathon Volunteer Fire Department.
c) Ambulances #1416-121 and 141602-16, and associated equipment on October 1,
2001
2. The County will provide to Marathon for its use at the airport one rapid intervention
and one 1000-gallon Airport Rescue and Firefighting (ARFF) vehicle.
3. The County will permit Marathon to utilize the Fire Academy Facility at no charge
under certain specified conditions.
4. District-1 and Marathon will provide fire and emergency medical services (EMS)
automatic and mutual aid to one another.
5. District 1 will provide advanced life support transport level EMS to Marathon 24/7
during FY 2001; Marathon will pay to District-1 $506,855 for that service. Also,
District-1 will have the right to bill patients and third parties for ambulance services
rendered; District-l will retain revenues collected from them.
6. District-1 will provide one each primary, staffed ambulance and one each reserve, not
staffed, ambulance at the Marathon Fire Station #2 and at the Conch Key Fire
Station.
7. Marathon will give first consideration to all District-1 EMS employees who are
displaced by Marathon assumption of its own EMS in Fiscal Year 2002.
8. The County will take all steps reasonably necessary to process, review and
approve/deny Marathon's application for a Certificate of Public Convenience and
Necessity to operate an EMS.
9. The County will permit Marathon to continue to operate on the County's fire and
EMS communications network. Marathon will assign radio identification numbers to
its units in compliance with the County's numbering scheme.
10. The County will transfer $22,561 to Marathon as its share of District-2 Fire and EMS
Impact Fees.
-END-
Cc: County Administrator
County Attorney
County Clerk
llla~tou ~oluut.e.er ~ir.e ~.epartm.eut, ;lJu.c.
*
P. O. Box 624
LONG KEY, FLORIDA 33001
.
August 13, 2000
Monroe County
Board of County Commissioners
On August 11 th we were informed of the results of the Conch Key vote to merge
with the City of Marathon. As you can imagine, this merge raises serious concern not
only for our members but also the community we choose to serve and protect. Hot on the
heels of this discovery was the Job opportunity notice from the City of Marathon,
advertising for a Fire Chief. The advertisement stated that the City of Marathon has three
(3) stations, 14 career staff and 60 volunteer members. This notice was out well before
the voting results from Conch Key were official. Does this suggest a pre-arranged
agreement? If so, was the County staff involved in this agr"PTV'~ ')
We respectfully request that the Commission consider all the pro's and con's to
this merger. We feel that the merge between Conch Key and the City of Marathon would
be detrimental, not only to the residents of Conch Key/Duck Key but also to the residents
of the Long Key and Layton area.
Fragmentation of the system can only bring about hardship and disaster. The
people of Conch Key, Duck Key and Long Key did not vote for incorporation. They are
happy with the County services they are receiving. Why then would the County consider
this merger? The loss of control of the system can only provide unnecessary hurdles the
County will ultimately be faced with.
No one can say for certain what this merger will mean for our residents, however
history has proven that a decrease in the level of service, along with an increase in cost
can be expected.
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If the County takes the "let me empty my pockets, and hand everything over"
approach they took with Islamorada, we fear disaster will indeed strike. There will be no
going back at this point.
Many years ago, recognizing the need for rapid ALS response, Layton personnel
went out into the general public and fought for the ALS unit currently stationed in Conch
Key. This service offered the residents of Conch Key/Duck Key and Long Key a better
chance for survival. With the merger between Conch Key and the City of Marathon the
focus for coverage will undoubtedly switch. The emphasis will be the coverage of the
Marathon area. This will, without doubt, decrease the level of service to our residents.
You know, as well as we do, that this will occur.
The County has not only the ability but also the responsibility to look out for the
best interest of our residents. Keep in mind, the residents that this merger will effect,
never asked for nor voted for their services to come from the City of Marathon.
We question the original vote that took place, within Conch Key's membership.
The idea that only ten (10) individuals, most of which did not even show for the meeting
and had to be tracked down for their vote, could have this much control. Did anyone ask
the residents of the unincorporated area their preference? I can assure you that the
Officers and members of the Layton Volunteer Fire Department, the officials and
residents of the City of Layton, and a good percentage of the Long Key residents do not
desire this merger to take place.
Currently Layton Volunteer Fire department is responding into the Conch Key
area, due to a severe lack of volunteer response from that department. How will the
merger with the City of Marathon effectively correct this situation? The Marathon Fire
station is located at approximately MM52. The Layton Fire station is location at
MM68.2. The middle ground is approximately MM60. Is it the intent of the County to
delay response from this area to the north end of Long Key Bridge, while waiting for
Marathon units to respond? Or will Layton Volunteer Fire (a County agency) still be
tasked with the coverage of this area?
Should the Commission decide to allow the merger between Conch Key fire and
the City of Marathon, we respectfully request that the ALS unit not be part of the merger.
Leave the ALS unit as a County controlled service. Should housing of this unit present a
problem for the County, the City of Layton has assured us that they are willing to work
with the County on this issue.
We urge you to consider the ramifications of this merger. Protect those
individuals that are unaware of this move. Serve the community that placed enough faith
in you to put you in office.
Sincerely,
c-~l r'- etvt cOd 6 ~~"----'
Fernando Briones
Acting President
J~/~
WallleL. Fletcher
Fire Chief
Cc: Reggis Paros, Public Safety Director
J ames Roberts, County Administrator
Yvonne Harper, Board of County Governor
Ross Willman, Acting Senior Director of Fire/Rescue
Teresa Gorentz, EMS Chief
Carol MacLaren, Mayor - City of Layton