Item H2
BOARD OF GOVERNORS
LOWER AND MIDDLE KEYS FIRE AND AMBULANCE DISTRICT
AGENDA ITEM SUMMARY
Bulk Item: Yes
NoX
Division: Public Safety
Department: Emergency Medical Services
Meeting Date: December 13-14. 2000
AGENDA ITEM WORDING: Approval of Amendment to Agreement with Advanced Data Processing,
Inc. for Emergency Medical Services Billing and Collection Services
ITEM BACKGROUND: On August 16,2000, the Board approved an agreement with Advanced
Data Processing, Inc.(ADP) for Emergency Medical Services billing and collection services at a rate of
7% of total collections. This amendment provides for ADP to bill and collect those accounts which were
originally billed by the Monroe County Ambulance Billing Office, but which have had no payment activity
to date, and Medicaid only bills which are within the 12 month Medicaid filing deadline.
PREVIOUS RELEVANT BOG ACTION: On August 16,2000, Board of Governors approved
contract with Advanced Data Processing for Rescue Ambulance Billing & related professional services.
On April 9, 2000, Board granted authorization to pursue service and/or funding alternatives for emergency
services, including request for proposals.
STAFF RECOMMENDATION: Approval
TOTAL COST: 14% of monthly collections for those BUDGETED: Yes X No
accounts related to the additional scope of work
COST TO COUNTY: same as above
REVENUE PRODUCING: Yes
No X AMOUNT PER MONTH
APPROVED BY: County Attorney YES
DIVISION DIRECTOR APPROVAL:
Not Required:
Agenda Item #: ~1.
DOCUMENTATION: Inc1uded:X To Follow:
DISPOSITION:
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #
Contract: Amendment to agreement with Effective Date: upon approval
Advanced Data Processing. Inc. (ADP) Expiration Date: 8/31/02
Contract Purpose/Description:Amendment to agreement for follow-up billing of patient accounts
prior to September 1. 2000 which have been billed by Monroe County Ambulance Billing Office
but have had no payment activity to the date of this Amendment
Contract Manager: James R. Paros
(Name)
6002
(Ext.)
Emergency Medical Services
(Department)
for BOCC meeting on: 11/21/00
Agenda Deadline: 11/7/00
CONTRACT COSTS
Total Dollar Value of Contract: 14% of Current Year Portion: 14% of collections on
collections on accts. prior to 9/1/00 already billed accounts prior to 9/1/00 already billed by
by Monroe County Ambulance Billing Office Monroe County Ambulance Billing Office
Budgeted? Yesrg] No D Account Codes: 13001-530340-_-_
Grant: $ _-_-_-_
County Match: $ _-_-_-_
- - -
----
ADDITIONAL COSTS
Estimated Ongoing Costs: $_/yr For:
(Not included in dollar value above) (eg. maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Date fn ~e~: ~ Day <yt
Division Director III ViIu,o~YesD N~ . .' . ---... lifzrycP'
Risk Management lopS)OOYesDNO~ J~'-L- R.~-\i~~"\o\'2.Slo:)
~~ing jO.l>-(j)YesD NoGY ~<L a ~<.b- /0,0,,/
County Attomey IO/J'7jrro YesDNoW ~~ Irl~
Comments:
OMB Form Revised 9/11/95 MCP #2
AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT BETWEEN
MONROE COUNlY
and
. ADVANCED DATA PROCESSING. INe.
TIllS AMENDMENT NUMBER 1, is made and entered into this _ day of
, 2000, by and between the Board of Governors, Lower and Middle
Keys Fire and Ambulance District of Monroe County, Florida, hereinafter "COUNTY"
and Advanced Data Processing, Inc., hereinafter "CONTRACTOR.
WHEREAS, on August 16, 2000, the parties made and entered into a professional
services agreement for provision of rescue ambulance billing and related services (the
"Agreement"); and
WHEREAS, the parties wish to amend said Agreement for its specified term,
ending August 31, 2002 to allow for CONTRACTOR to bill and collect for certain
transports not previously covered under the Agreement, now therefore;
In consideration of said Agreement and for the mutual covenants herein contained
and for other good and valuable consideration the parties hereto agree as follows:
1. SCOPE OF WORK: In addition to all Scope of Work in the Agreement, the
CONTRACTOR shall perform and carry out the work tasks as presented in the
Agreement for transports provided by the COUNTY prior to September 1, 2000,
which were originally billed by Monroe County Ambulance Billing Office, but which
have had no payment activity to the date of this Amendment and Medicaid-only bills
which are within the 12 month Medicaid filing deadline.
2. COMPENSATION AND METHOD OF PAYMENT: In addition to
compensation and payment for services covered under the Agreement, the
CONTRACTOR shall separately provide to the COUNTY its monthly invoice
representing fees for the services provided relating to the above added scope of work
computed as: Fourteen percent (14%) of all monies collected by CONTRACTOR,
excluding Medicaid accounts, during the previous month. Pursuant to Florida Statute
409.913(9), Section 4 Paragraph 3, CONTRACTOR will include in the same invoice
an amount of $22. 80 per Medicaid account for providing all billing services related to
such accounts processed in the previous month. Payment method shall be as
stipulated in the Agreement.
In all other respects, the Contract Agreement between the parties approved on
August 16, 2000 remains in full force and effect.
".. .,', ,~
IN WITNESS WHEREOF, the parties hereunto have caused this Contract
Agreement Addendum to be executed the day and year first above written.
BOARD OF GOVERNORS OF THE
LOWER AND MIDDLE KEYS FIRE
AND AMBULANCE DISTRICT
OF MONROE COUNTY, FLORIDA
Mayor/Chairman
(SEAL)
A TIEST: DANNY L. KOLHAGE, CLERK
By:
Deputy Clerk
By:
'.
.'Ambulance Billing & Related Servi' -"
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 of 6
:'Ambulance Billing & Related Sel"J
CONTRACT #
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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 Servo
CONTRACT #
Page 3
Date:
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,OQO; 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 Servo
CONTRACT #
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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 of 6
':Ambulance Billing & Related Serv
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Date:
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 & F
CONTRACT #
ted Services"
Date:
Page 6
19. ENTIRE CONTRACT. This Contract contains the entire agreement between the
parties. The CONTRACTOR represents 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:
SEAL
M,~N~OE COUNTY
, I'<~' ~\'
. '.~+'~~~~ ----
By: ~...-
Yvonne Harper:-- Chairperson
Lower and Middle Keys Fire
and Ambulance District
Board of Governors
Attest:~ b.Q c..~/ D.c..
Danny Kolhage. erk of the Court
~-llD-OO
Advanc
By:
., c:.i'c.. . ,_ <~..
1..( (~(//-.
" .-< r:-;
c-
Agreement Page 6 of 6