1 Clovis Unified School District REQUEST FOR PROPOSALS ( RFP ) RFP 2720 Billing Services, Medi-Cal LEA Billing Option Program RFP Response Deadline: 11:00 AM PDT on April 13, 2018 Contact Person: Leeann Errotabere Telephone:
2 CLOVIS UNIFIED SCHOOL DISTRICT TABLE OF CONTENTS 1. Notice to Bidder 2. Request for Proposals 3. General Instructions 4. RFP Questionnaire 5. Non-Collusion Declaration
3 CLOVIS UNIFIED SCHOOL DISTRICT NOTICE TO BIDDERS The Board of Trustees of the Clovis Unified School District of Fresno County, California invites and will receive sealed proposals for RFP 2720 for the award of Billing Services, Medi-Cal LEA Billing Option Program on or before 11:00 AM, on April 13, 2018 in the Business Services Department of Clovis Unified School District, 1450 Herndon Avenue, Clovis, California Bidder to provide one (1) original proposal plus ten (10) copies plus one (1) electronic copy in word or pdf format on thumb drive in sealed response at designated due date/time. Proposal shall be prepared as specified by Clovis Unified School District in Request for Proposals and General Instructions. RFP packet, including proposal form, can be found at The District reserves the right to accept or reject any or all proposals, or any combination of proposals and to waive any irregularities or informalities which may be legally waived. Advertise: March 22, 2018 Susan Rutledge March 29, 2018 Assistant Superintendent of Business Services
4 CLOVIS UNIFIED SCHOOL DISTRICT REQUEST FOR PROPOSALS NO Billing Services, Medi-Cal LEA Billing Option Program The Clovis Unified School District ( District ) is seeking proposals from qualified firms for its current Local Education Agency ( LEA ) Medi-Cal Billing Option Program, to assist with preparation and electronic submission of LEA Medi-Cal billing claims, and provide professional services necessary to implement said program. Proposers must be authorized to do business in the State of California. The District anticipates Medi-Cal billing services to begin in January The selected firm will be responsible for preparation of the Cost and Reimbursement Comparison Schedule ( CRCS ) using the District s data, as well as collecting, analyzing, and tracking data for preparation of CRCS s for subsequent years. The District is a K-12 public school system that serves the cities of Clovis and Fresno, some unincorporated areas of Fresno County, and the rural community of Friant. The Fresno/Clovis area lies at the foot of the Sierra Nevada, in the geographical and economic heart of the agriculture-rich San Joaquin Valley. The District has a student population of approximately 42,000. In , approximately 3,725 students received special education services, and 2,061 students received services that were eligible for Medi-Cal reimbursements. In , the District received approximately $1,272,000 in Medi-Cal funding. The Local Educational Agency (LEA) Medi-Cal Billing Option Program was established in 1993 in conjunction with the California Department of Education (CDE). The program provides the federal share of reimbursement for health assessment and treatment services for Medi-Cal eligible children and family members within the school environment. It is authorized under California's Welfare and Institutions Code Reimbursement is based upon a "fee-for-service" model. More information regarding the LEA Medi-Cal Billing Option Program is available at the California Department of Health Care Services website: < Interested firms are asked to submit a proposal that clearly specifies the areas where services will be provided, provides a schedule of rates, and addresses the information requested in the General Instructions. At minimum, the services to be provided shall include: Collection, analysis, and tracking of student and personnel data; Preparation and submission of CRCS; Training of District personnel; and Audit support and preparedness.
5 Important Dates: ACTION DATE RFP RELEASED 3/22/2018 ADVERTISING DATES 3/22/2018 & 3/29/2018 QUESTION DEADLINE - BY TO 4/5/2018 5:00 PM PROPOSAL DEADLINE 4/13/18 11:00 AM INTERVIEW 4/23/18-4/27/18 ANTICIPATED AWARD DATE 5/23/2018 CONTRACT TERM 7/1/18 6/30/21
6 GENERAL INSTRUCTIONS SIGNATURE The proposal must be signed in the name of the Proposer and must bear the signature of the person authorized to sign proposals on behalf of the Proposer. COMPLETION OF PROPOSALS Proposals shall be completed in all respects as required by the instructions herein. A proposal may be rejected if it is conditional or incomplete, or if it contains alterations of form or other irregularities of any kind. A proposal will be rejected if, in the opinion of the District, the information contained therein was intended to erroneously and fallaciously mislead the District in the evaluation of the proposal. ERASURES The proposal submitted must not contain erasures, interlineations or other corrections unless each correction is authenticated by the Proposer or authorized agent signing in the margin immediately opposite the correction. EXAMINATION OF CONTRACT DOCUMENTS Proposer shall thoroughly examine the contents of the Request for Proposal. The failure or omission of any Proposer to receive or examine any contract documents, form, instrument, addendum, or other document, shall in no way relieve the Proposer from obligations with respect to this Request for Proposal or to the contract to be awarded. The submission of a proposal shall be taken as prima facie evidence of compliance with this Section. If the Proposer discovers any ambiguity, conflict, discrepancy, omission, or other errors in the Request for Proposal, he shall immediately notify the District of the error in writing and request modification or clarification of the document. Clarifications shall be given by written notice to all Proposers participating in the Request for Proposal without divulging the source of the request for same. Modifications shall be made by addendum issued pursuant to the following section Addenda. If a Proposer fails to notify the District of an error in the Request for Proposal before the date scheduled for submission of proposals, or if an error which reasonably should have been known to him is not corrected, he shall submit the proposal at his own risk. If the contract is awarded to the Proposer, he shall not be entitled to additional compensation or time by reason of the error or its subsequent detection. ADDENDA The District may modify this Request for Proposal before the date scheduled for submission of proposals by issuance of an addendum to all parties who received the Request for Proposal for the purpose of submitting a proposal. Addenda shall be numbered consecutively. MODIFICATION OF REQUEST FOR PROPOSAL RESPONSE The Proposer may modify his proposal after its submission by written notice to the District of withdrawal and resubmission before the date and time specified for receipt of proposals. Modifications will not be considered if offered in any other manner. All final proposals must be submitted by the stated due date and time.
7 WITHDRAWAL OF PROPOSALS The Proposer may withdraw his/her proposal by submitting a written request to the District at any time before the date scheduled for proposal submission. The Proposer may thereafter submit a new proposal before the proposal submission date. Proposals may not be withdrawn after the proposal submission date for a period of 60 days following the submission date. REJECTION OF PROPOSALS The District reserves the right to reject any or all proposals received in response to this Request or to negotiate separately with any Proposer when it is determined to be in the best interest of the District to do so. MISUNDERSTANDINGS The Request for Proposal documents will be clarified by the District upon written request from a Proposer. The District s decision shall be final in any matter of interpretation of the documents. COST OF PREPARATION OF PROPOSALS Costs for developing responses to this Request for Proposal are entirely the responsibility of the Proposer and shall not be chargeable to the District. AWARD OF CONTRACT If the contract(s) is awarded, it will be to the responsible Proposer whose proposal is deemed to be the best proposal and whose proposal best meets the needs of the District. It is anticipated that the contract will be awarded within a ninety (90) day period. ERRORS IN PROPOSAL Proposers shall be bound by the terms and conditions of their proposals notwithstanding the fact that errors are contained herein. However, if immaterial errors are found in a proposal, the District may notify the Proposer that his proposal contains errors and require the Proposer to correct the errors. WORKERS COMPENSATION In accordance with the provisions of Section 3700 of the Labor Code of the State of California, each Proposer shall sign and file with the District the following certificate before performing the work to be done: I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for workers compensation or to undertake selfinsurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the work to be done under the contract. INSURANCE The District requires its consultant to provide evidence of coverage for Professional Liability Insurance of at least $2,000,000.00, to be paid by the successful firm. In addition the successful firm must also provide certificates demonstrating $2,000, minimum each of comprehensive liability, automobile liability, data breach, cyber liability, and workers compensation insurance coverage.
8 FINGERPRINTING OF OUTSIDE CONTRACTOR (ENTITY) EMPLOYEES All costs associated with this process are the responsibility of the Proposer. The successful firm shall comply with the requirements of Education Code Section , including but not limited to the following background clearance requirements if Proposer or any of its employees will come in contact with pupils: 1. Obtain California Department of Justice (CDOIJ) clearance for contractor employees as required by EC Prohibit its employees from coming in contact with pupils until CDOJ clearance is ascertained as required by EC (e) Certify in writing to the Governing Board and provide the certification to the school district administrator for this contract that none of its employees who may come in contact with pupils have been convicted of a violent or serious felony as required by EC (f). 4. Provide a list of the names of its employees who may come in contact with pupils to the school district administrator for this contract, as required by EC (f). This list shall be timely revised and shall be by school site as appropriate. CONFIDENTIAL STUDENT DATA The data collected regarding students receiving services reimbursable by Medi-Cal is protected by federal and state codes and regulations, including the Family Educational Rights and Privacy Act of 1974 (FERPA). Proposers must agree to abide by all applicable federal and state codes and regulations regarding student confidentiality. AWARD OF CONTRACT Responses will be evaluated by a panel of District staff. Interviews and/or demonstrations may be conducted if necessary, following the initial evaluation. The successful vendor(s) will be chosen based upon their ability to best meet the needs of the District, and not solely based upon price. The resulting contract will be for an initial three-year term for services applicable to the time period of July 1, 2018 through June 30, 2021, with the option to renew for two additional one year terms upon mutual agreement. Total contract length shall not exceed a maximum of five years. No minimum amount of work is guaranteed. RESPONSE TO PROPOSAL Proposals are required to include: 1. A statement clearly describing the services that are proposed, and how the services will be provided, 2. A description of any technical specifications necessary to support Proposer s billing software, 3. A brief description of the firm s system of quality control, 4. A description of the firm s school district services experience, including a list of the California LEA clients for whom it has performed such services during the past two (2) years. The list shall include the names and addresses of each client, the names and telephone numbers of each client s Medi-Cal manager, and the dates the work was performed. During the evaluation and selection process, the District may contact each of the referenced clients, 5. A list of the individuals who will be assigned to support the District, to include name, description of responsibilities, and years of experience assisting LEAs with Medi-Cal Billing Option Program activities,
9 6. A list of the firm s leadership, to include name, description of responsibilities, years of experience assisting LEAs with Medi-Cal Billing Option Program activities, and description of each member s professional education, home office location, and on site availability. 7. A schedule of rates, and 8. The completed RFP Questionnaire. COMPLETION/REPORTING DELIVERY The Proposer shall perform the work required with due diligence; and the agreement entered into will be for personal services of the Proposer, and of the assistants selected by the Proposer, and is not assignable. FAILURE TO COMPLETE WORK In the event the Proposer is unable to complete the work as required, the District expressly and specifically reserves the right to terminate the agreement, and to engage another Proposer as, in its judgment may be necessary to complete the work provided by Education Code.
10 Request for Proposal, #2720 Billing Services, LEA Medi-Cal Billing Option Program QUESTIONNAIRE A. How many years has Proposer been in business? B. How many years has Proposer provided California Medi-Cal Billing Option Program services to LEAs? C. How does the Proposer protect confidential student data? D. How will training be delivered to District personnel? How does the Proposer stay current with applicable Medi-Cal laws, regulations and standards? What is the frequency of training? Does the Proposer have any programs that maintain the knowledge base of District staff regarding laws, regulations and standards? E. How does Proposer ensure LEA compliance with Medi-Cal laws, regulations, and standards? F. Has Proposer assisted any LEAs with Department of Health Care Services audits within the last three years? Please describe Proposer s assistance during such audits and Proposer s accountability with audit findings. G. Is Proposer s service distinguishable from Medi-Cal billing services provided by other similar vendors? Please explain. H. How will Proposer support the transition of Medi-Cal billing services to the Proposer? What is Proposer s transition plan? Please address the preparation of the y CRCS as well as the collection, analysis and tracking of data? I. What type of document storage system does the Proposer require districts to use?
11 REQUEST FOR PROPOSAL FORM Board of Trustees CLOVIS UNIFIED SCHOOL DISTRICT 1450 Herndon Avenue Clovis, California RE: Request for Proposal # 2720 Dear Members of the Board of Trustees: The undersigned, doing business under the firm name of, having carefully examined the RFP documents for the proposed Medi Cal Billing Services proposes to perform the contract, including all of its component parts, and to furnish all labor, material, equipment, supplies, and taxes called for by them for the entire order, as proposed: SUBMITTED BY: COMPANY ADDRESS CITY/STATE/ZIP SIGNATURE PLEASE TYPE OR PRINT NAME TITLE DATE PHONE
12 NON-COLLUSION DECLARATION Clovis Unified School District RFP 2720 Billing Services, Medi-Cal LEA Billing Option Program State of California County of The undersigned declares: I,, being duly sworn, declare that I am of the party making the foregoing proposal; that the proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that the Proposer has not directly or indirectly induced or solicited any other proposer to put in a false or sham proposal, and has not directly or indirectly colluded, conspired, connived, or agreed with any other proposer or anyone else to put in a sham proposal, or that anyone shall refrain from proposing; that the Proposer has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price of the Proposer or any other proposer, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other proposer, or to secure any advantage against the public body awarding the contract or anyone interested in the proposed contract; that all statements contained in the proposal are true; and further, that the Proposer has not, directly or indirectly, submitted his or her proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, proposal depository, or to any member or agent thereof to effectuate a collusive or sham proposal. I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct. Dated this day of, 2018 at (City) (State). Signature