Item G2BOARD OF GOVERNORS — FIRE AND AMBULANCE DISTRICT 1
AGENDA ITEM SUMMARY
Meeting Date: May 21,,2014 Division: Emergency .Services
Bulk Item: Yes M No El Department: Fire Rescue
Staff Contact Person: Holly Pfiester 289-6088
AGENDA ITEM WORDING: Approval of the second Renewal Agreement between the Board of County
Commissioners, Board of Governors of Fire and Ambulance District I of Monroe County, and Advanced Data
Processing, Inc. (d/b/a ADPI-Interrnedix) effective from June 1, 2014 through November 30, 2014, for ground and air
rescue billing related services. This concludes the County's relationship with Advanced Data Processing Inc, (d/b/a
ADPI-Interrnedix) as billing services have been brought in-house.
ITEM BACKGROUND: On May 19, 2010, the County and the Board of Governors of Fire and Ambulance District I
entered into a new service agreement with Advanced Data Processing Inc. M/b/a ADPI-Intermedix) for rescue
ambulance billing and related professional services. The contract expired on May 31, 2013 and was extended by
approval of the first Renewal Agreement effective from June 1, 2013 expiring on May 31, 2014. The County has
elected to conduct its own rescue ambulance billing and related professional services in-house, therefore an extension of
the contract for an additional six month to is necessary to allow ADPI to complete processing of currently pending
billing statements and allow for the orderly transition of accounts and billing information to the County. The County
will not send any new claims to ADPI as of April 1, 2014.
PREVIOUS RELEVANT BOG ACTION: At its May 15, 2013 meeting, the BOCC approved the first Renewal
Agreement that expires on May 31, 2014. At its November 20, 2013 meeting, the BOCC approved cessation of
outsourcing billing for ground and air ambulance services to bring the process in-house.
CONTRACT/AGREEMENT CHANGES: Contact will be extended and the new expiration date will be November
30, 2014.
STAFF RECOMMENDATIONS: Approval
j5.50% of around collections
TOTAL 4.0% of air collections and VqDIRECT
COST: $1 I.OQ22LMedicaid account COST: $ N/A BUDGETED: Yes 0 NoD
DIFFERENTIAL OF LOCAL PREFERENCE: N/A COST TO COUNTY: % of collections shown
above
SOURCE OF FUNDS: Billing Collections
-------------------------
REVENUE PRODUCING: Yes El No X AMOUNT PER MONTH Year
nk
APPROVED BY: County Attorney: 5e OAfB/Purcrasing: LV Risk Management:
DOCUMENTATION: Included: Z Not Required: L
DISPOSITION: AGENDA ITEM #:
MONROE COUNTY BOARD OF GOVERNORS - FIRE AND AMBULANCE DISTRICT I
I Contract with: ADPI - Intermedix
CONTRACT SUMMARY
Contract #
Effective Date: 06/01/2014
----- ------- — Expiration Date: 11/30/2014
Contract Purpose/Description:
Second Renew rescue tranMgq billing related
pmfessional services by six months.
Contract Manager: Holly Pester 6088
(Name) (Ext.)
for BOG meeting on 05/21/2014
(Department/Stop #)
Agenda Deadline: 05/06/2014
CONTRACT COSTS
Total Dollar Value 5.5% of ground collections; 4.0% of air collections and Current FYI 4 Year
of Contract: $11.00 per Medicaid Account Portion:
-------------- - .............
Budgeted? Yes X No El Account Codes: 141-13001-5305340 and 101-11001-530340
- --------------------
Grant: $
------- --------------- County Match: $
I Estimated Ongoing Costs: $
Division Director
Risk Management
OMB / PuA-5--sing
County Attorney
Comments:
ADDITIONAL COSTS
(Le. maintenance, utilities, janitorial, salaries, etc,)
CONTRACT REVIEW
Date In
Changes Needed?
Yes El
No
Yes El
No L2
Yes El
No
Yes El
No.K
Reviewer
— ULA�A"
EMMM
OMB Form Revised 2127/01 MCP 42
M�M
VIA FEDEX- Two -Day AM Delivery
Gary Boswell
Deputy Chief of Operations
Monroe County Fire Beene
490 63rd Street Ocean E.
Marathon, FL 33050
6451 N. Federal Highway
Sijite 11000
Ft, Laederdale, FL 33308
Attached are two (2) signed originals of the Second Renewal Agreement between Monroe
County and Intermedix.
In addition to the signatures, please fill in the required Effective Date on page I of each of
the two copies.
Please return one fully executed copy to my attention at the address above.
Teresa Agostinelli
Contracts Manager
www.intermedix.com
SECOND RENEWAL AGREEMENT
This SECOND RENEWAL AGREEMENT is dated the - day of , 2014, by
and between the Board of County Commissioners and the Board of Governors of Fire and Ambulance
District 1 of Monroe County, Florida {hereinafter collectively called the "County"), and Advanced
Data Processing, Inc. dba ADPI-Intermedix (hereinafter called the "Contractor").
WITNESSETH
WHEREAS, the parties hereto did enter into an agreement dated May 19, 2010 for rescue
ambulance billing and related professional services ("Agreement"), the initial to of which ran from
June 1, 2010 to May 31, 2013, which agreement was subsequently extended by a renewal agreement
dated April 15, 2013 for rescue ambulance billing and related professional services ("Renewal
Agreement'), the term of which runs from May 31, 2013 to May 31, 2014; and
WHEREAS, said Agreement provided an option to the County to renew the contract for two
additional one year terms; and
WHEREAS, the County has elected to continue rescue ambulance billing and related professional
services for an additional six months; and
WHEREAS, the County has elected to conduct its own rescue ambulance billing and related
professional services in-house, but an extension of said contract for an additional six month term is
necessary to allow for the Contractor to complete processing of currently pending billing statements
and allow for the orderly transition of accounts and billing information to the County; now therefore
IN CONSIDERATION of the mutual covenants and obligations contained herein, the parties agree
as follows:
1. In lieu of the second one-year renewal period referenced in paragraph 1 of the Agreement, the
parties agree that the Agreement shall be extended by an additional six months, to run from June 1,
2014 to November 30, 2014.
2. Paragraph 2 of the Agreement (Service To Be Performed By Contractor) is AMENDED to add the
following paragraph:
Beginning on April 1, 2014, the COUNTY will not forward any new run reports or
incident information to CONTRACTOR and the CONTRACTOR shall not perform any
billing services for new incidents. Other than as stated above, CONTRACTOR will
continue to perform all services for existing accounts outlined in Exhibit A to the
Agreement (Scope of Services), up to and including the final date of this Agreement on
November 30, 2014.
3. In order to comply with Section 119.0701 of the Florida Statutes, anew paragraph 19 is added to
the Agreement, to read as follows:
19. The Contractor will:
(a) Keep and maintain public records that ordinarily and necessarily would
be required by the public agency in order to perform the service.
(b) Provide the public with access to public records on the same terms and
conditions that the public agency would provide the records and at a cost that
does not exceed the cost provided in tins chapter or as otherwise provided by
law.
(c) Ensure that public records that are exempt or confidential and exempt
from public records disclosure requirements are not disclosed except as
authorized by law.
(d) Meet all requirements for retaining public records and transfer, at no
cost, to the public agency all public records in possession of the contractor
upon termination of the contract and destroy any duplicate public records that
are exempt or confidential and exempt from public records disclosure
requirements. All records stored electronically must be provided to the public
agency in a Ramat that is compatible with the information technology systems
of the public agency.
4. Each party represents and warrants to the others that the execution, delivery and performance of
this Second Renewal Agreement have been duly authorized by all necessary County and corporation
action, as required by law.
5. All other terms and conditions of the Agreement shall remain in fall force and effect.
Attest: AMY HEAVILIN, CLERY, BOARD OF COUNTY COMMISSIONERS
M
WITNESS:
OF MO OE COUNTY, FLORIDA
M
Mayor/Chairman
BOARD OF GOVERNORS OF
FIRE AND AMBULANCE DISTRICT 1, OF
MO OE COUNTY, FLORIDA
0
Mayor/Chairman
ADV DATA PROCESSING, INC. IBA.
DDC ADPI-INTE
By: 77
Printed Name:
Title:
ERTM TE OF LMAPLITY INW., ANCTT
sa ` AS r�car�
offewoR
Manic, GA WW4m NNW".
wi i% LLC
A&m cod Me ft**m*W% am
t Nom Fasww Hwam, sufb low
Rd " FL
UMTM Cwxft Bond d
Connhworows
Bell. MMaftflcu
aura u�urrr
. fit. SM-1030 „�
t Ora 8314003510mmus Emol