1 1 REQUEST FOR PROPOSAL FOR 3 rd Party Ambulance Billing Services PROPOSAL NO. FY2013/004 BY SPOKANE TRIBE OF INDIANS PURCHASING/PROPERTY DEPARTMENT 6195 FORD/WELLPINIT RD PO BOX 100 WELLPINIT WA KEY INFORMATION Opening Date November 2, 2012 Contact: Phone Closing Date December 3, PM Return Location Purchasing/Property Manager Marnita Parr, CPP, CPPM Delivery Address 6195 Ford/Wellpinit Rd Wellpinit WA PO Box 100
2 2 INDEX I II III IV V VI VII VIII Introduction Background Information General Information Nature of Services Required Scope of Work Reporting Client Care/Customer Service Education and Training Requirements Technology Proposal Requirements Submission Requirements Technical Proposal Cost Proposal Evaluation Procedures Review of Proposals Evaluation Criteria Mandatory Elements Expertise and Experience Oral Presentations Final Selection Right to Reject Proposals General Requirements Independence License to Practice Firm Qualifications and Experience Partners, Supervisory, Staff Qualifications, and Experience Prior Engagements with the Spokane Tribe of Indians Similar Engagements with Other Indian Tribes or Government Entities Specific Approach Proprietary Information Insurance Requirements Proposal Modifications or Withdrawals Additional Information to be Provided by the Proposer Term of Engagement Subcontracting Covenants against Kickbacks Reservations
3 3 I Introduction Background Information The Spokane Tribe of Indians is a federally recognized sovereign governmental entity established through Executive Order of the President of the United States on January 18, STOI s vision is to achieve true sovereignty by attaining self-sufficiency. We will preserve and enhance our traditional values by living and teaching the inherent principles of respect, honor, and integrity as embodied in our language and life-ways. We will utilize effective stewardship of our human, financial and natural resources. We will develop strong leadership through, education, accountability, experience and positive reinforcement. There is a central administrative unit, headquartered in Wellpinit, Washington. In Wellpinit, we administer 214 programs, which provide services to tribal members and other local area community members. General Information The SPOKANE TRIBE OF INDIANS is requesting proposals from reasonable, responsive, responsible, and qualified firms of Ambulance Billing Services for the Spokane Tribe of Indians. There is no expressed or implied obligation for the SPOKANE TRIBE OF INDIANS to reimburse responding firms for any expenses incurred in preparing proposals in response to this request. Your proposal and proposal amount shall remain valid for a period ninety (90) days from the closing date. To be considered for the engagement, one master copy, and three copies of the proposal must be received by Marnita Parr, CPP, CPPM, Purchasing/Property Manager, Spokane Tribe of Indians, P.O. Box 100, Wellpinit, WA on or before the closing date and time above. The SPOKANE TRIBE OF INDIANS reserves the right to reject any or all proposals submitted. Proposals submitted will be evaluated by selected individuals from the Spokane Tribe of Indians Administration, Purchasing/Property Department, and Ambulance Department. During the evaluation process the SPOKANE TRIBE OF INDIANS reserves the right, where it may serve the SPOKANE TRIBE OF INDIANS best interest, to request additional information or clarifications from proposers or allow corrections of errors or omissions. At the discretion of the SPOKANE TRIBE OF INDIANS, firms submitting proposals may be requested to make oral presentations as part of the evaluation process. Please provide information for the primary contact at your company regarding questions on your proposal. For any questions regarding this project that is not answered in this RFP please contact the purchasing/property Manager at the above number. All technical questions will be forwarded to the proper individual for response and replied back to questioning vendor. All technical questions, and answers, will be forwarded onto all other vendors as requested. The SPOKANE TRIBE OF INDIANS reserves the right to retain all proposals submitted and to use any ideas in the proposal regardless of whether that proposal is selected. Submission of a proposal indicates acceptance by the firm of the conditions contained in this request for proposals. II. Nature of Services to be Provided It is the intent of the Spokane Tribe to establish a contract with an established ambulance medical billing service provider to provide ambulance/medical service billing, revenue recovery, financial reporting, and additional services as needed. Additional Services will be
4 4 determined according to submitted proposals and be finalized within a written contract between the awarded vendor and the Spokane Tribe of Indians. Scope of Work The awarded vendor will employ the latest technologies in the course of executing its duties on behalf of Spokane Tribes EMS SERVICE. This includes but is not limited to: Pre-billing quality assurance Claims coding Electronic Claims submission Fee collection The awarded vendor will be HIPAA compliant and shall maintain trained staff in HIPAA compliance as per Federal and State requirements. The awarded vendor will comply with all regulatory, insurance and industry changes as they may occur throughout the duration of this contract. Every possible effort will be taken to maximize revenue while maintaining 100% compliance. The awarded vendor is expected to provide an overview of its claim submission and revenue recovery process including: Structure and duration of billing cycle Structure and scope of claims follow-up procedures Structure and scope of claim rejection, denial and appeal management Client retention report for five (5) years. Reporting The awarded vendor will utilize industry accepted reporting, such as Crystal Reports, and provide a fully customizable portfolio of reports. This includes but is not limited to: Dailey e-pcr Import Verification Report Weekly Payment Report Weekly Contractual Allowance Report Weekly Write-Off Report Weekly Charge Report Monthly Aging Summary Report Monthly Aging Detail Report Monthly Executive Summary Report Annual Billing Performance Report Anything additional, on-demand The awarded vendor will be required to provide consultations to help explain reports, and to interpret these reports as necessary needed. Client Care/Customer Service The awarded vendor shall designate trained, properly qualified account managers who shall provide on-demand account information to authorized Spokane Tribal EMS staff. The awarded vendor shall provide EMS department with a toll-free telephone number and assure that phone calls and messages are answered within a timely manner, consistent with any specific Contract provisions. The awarded vendor will meet with Spokane Tribal EMS department on an agreed upon schedule to review reports, performance and any other pertinent information including handling contract negotiations and facility meetings.
5 5 Education and Training Requirements The awarded vendor shall provide at no cost to Spokane Tribe, patient care reporting documentation training to further educate all staff on documentation so as to reduce the errors in reporting. Technology The awarded vendor will utilize intelligent technology throughout the billing process. The awarded vendor should explain any applications and solutions it employs, and provide a summary overview of its current IT infrastructure; additionally, the awarded vendor should explain its approach to disaster recovery. The awarded vendor will have a website designated specifically for patients; this website should provide for electronic payments either in full or through several available payment plans, as well as give patients the ability to provide an electronic signature for billing and update insurance information. III. Proposal Requirements Inquiries concerning the request for proposals and the subject of the request for proposals must be made to: Marnita Parr, CPP, CPPM, Purchasing/Property Manager, Spokane Tribe of Indians P.O. Box 100 Wellpinit, WA Submission Requirements All completed proposal consisting of the separate cost envelope must be mailed to the following individual and address. Any and/or all proposals mailed or sent to other individuals and/or locations will be considered non-responsive. Marnita Parr, CPP, CPPM Purchasing/Property Manager Spokane Tribe of Indians P.O. Box 100 Wellpinit, WA All Proposals shall include a statement indicating their submitted proposal shall be valid until a contract is award but no more than ninety (90) calendar days from the proposal ending date. Technical Proposal A master copy (so marked) of a Technical Proposal and three copies to include the following: The purpose of the technical proposal is to demonstrate the qualifications, competence and capacity of the firms. The substance of the proposals will carry more weight than the form or manner of presentation. The technical proposal should demonstrate the qualifications of the firm and of the particular staff to be assigned to this account. THERE SHOULD BE NO DOLLAR UNITS OR TOTAL COSTS INCLUDED IN THE TECHNICAL PROPOSAL DOCUMENT. The technical proposal should address all the points outlined in the request for proposals, excluding any cost information, which should only be included in a separate location in order to clearly identify cost. The proposal should be prepared simply and economically, providing a
6 6 straightforward, concise description of the proposer s capabilities to satisfy the requirements of the request for proposal. In addition; items 1 through 4 below must be included in the technical proposal document. 1) Title Page 2) Title page showing the request for proposal's subject; the firm's name; the name, address and telephone number of a contact person; and the date of the proposal. 3) Table of Contents 4) A signed letter of transmittal briefly stating the proposer's understanding of the work to be done, a statement why the firm believes itself to be the best qualified to perform the required needs and a statement that the proposal is a firm and irrevocable offer for sixty days. Cost Proposal The proposer shall submit one original dollar bid in a separate envelope marked as follows: SEALED DOLLAR PROPOSAL, SPOKANE TRIBE OF INDIANS FOR AMBULANCE BILLING SERVICES. The separate dollar amount proposed should contain all pricing information relative to performing the service requested in this proposal. The total all-inclusive maximum price is to contain all direct and indirect costs including all out-of-pocket expenses. The SPOKANE TRIBE OF INDIANS will not be responsible for expenses incurred in preparing and submitting the technical proposal or the separate dollar proposal. Such costs should not be included in the proposal. The first page of the separate dollar amount proposed should include the following information: 1. Name of Firm 2. Certification that the person signing the proposal is entitled to represent the firm empowered to submit a proposal and sign a contract with the SPOKANE TRIBE OF INDIANS. 3. A Total All-inclusive Maximum Price for; rates by Partner, Specialist, supervisory and Staff Level Times Hours Anticipated for Each IV. EVALUATION PROCEDURES Review of Proposals Proposals will be reviewed and evaluated on the criteria described below. At this point, firms with an unacceptably low technical evaluation will be eliminated from further consideration. Evaluation Criteria Proposals will be evaluated using the below criteria; in order. Vendors meeting the mandatory criteria will also have their proposals evaluated for both technical qualifications and price. The following represent the principal selection criteria, which will be considered during the evaluation process. Consideration will also be given to Native American, Minority or Woman owned business as detailed below. Responsiveness, Reliability, Responsibly and Technical Qualifications Submitter s responsiveness, reliability, responsibility, technical qualifications, skill, knowledge, and experience in similar projects will be considered under this evaluation factor. This rating will focus on those persons assigned to the STOI contract, and on the characteristics of the submitter firm as a whole, if applicable.
7 7 Fees and Delivery Timeline Cost provided by the submitter will be considered under this criterion. In addition, the promptness of delivery of services will be factored into consideration of cost for services. Evidence of Completeness and Quality of Final Report The extent to which the Submitter describes the steps he or she would take to perform required work. Indian Preference Indian-owned and controlled companies will receive preference in accordance with 25 U.S.C. 450e(b)(7). Companies claiming Indian preference must furnish adequate proof of at least 51% Indian ownership and control with their proposal in order to secure a 10% Indian-owned allowance. A successful vendor will be required to comply with all applicable Federal and Tribal laws and regulations in effect during the contract period, including the Indian preference requirements of the Tribe. Submitter s References Submitter must provide 3 references providing names, addresses and telephone numbers for STOI to contact. Mandatory Elements The responding vendor is independent and licensed to practice in Washington. The responding vendor s professional personnel have received adequate professional education within the preceding two years. The responding vendor has no conflict of interest with regard to any other work performed by the responding vendor for the SPOKANE TRIBE OF INDIANS. Expertise and Experience The responding vendors past experience and performance on comparable engagements with Indian tribes. The quality of the responding vendor s professional personnel to be assigned to the engagement and the quality of the responding vendor s management support personnel to be available for technical consultation. Responding vendors experience and expertise in working with Tribal Governments COST WILL NOT BE THE PRIMARY FACTOR IN THE SELECTION OF A VENDOR Oral Presentations During the evaluation process, the Spokane Tribe, at its discretion, may request any one or all responding vendors to make oral presentations. Such presentations will provide responding vendors with an opportunity to answer any questions about responding vendor s proposal ~~~Not all responding vendors may be asked to make such oral presentations. Final Selection The Spokane Tribe of Indians, Executive Director and Tribal Council will make the final selection. The selected vendor will be notified and pre-awarded the contract; however, a final award and contract will not take place or become final until the above groups have approved the contract with signatures and and/or approved resolutions.
8 8 Right to Reject Proposals Submission of a proposal indicates acceptance by the responding vendor of all conditions contained in this request for proposals and confirmed in the contract between the SPOKANE TRIBE OF INDIANS and the responding vendor selected. The SPOKANE TRIBE OF INDIANS reserves the right without prejudice to reject any or all proposals. V. General Requirements Independence The firm should provide an affirmative statement that it is independent of the SPOKANE TRIBE OF INDIANS. The firm should also list and describe the firm's (or proposed subcontractor's) professional relationships involving the SPOKANE TRIBE OF INDIANS or any of its units for the past (5) years together with a statement explaining why such relationships do not constitute a conflict of interest relative to performing the requested services. In addition, the firm shall give the SPOKANE TRIBE OF INDIANS written notice of any professional relationships entered into during the period of this agreement. License to Practice in Washington An affirmative statement should be included indicating that the vendor and all assigned key professional staff are properly licensed to practice in Washington State and/or to legally provide the kind/type of service requested in this proposal in the state of Washington. Firm Qualifications and Experience The proposal should state the size of firm, the size of the firm's staff, the location of the office from which the work for the Spokane Tribe is to be performed and the number and nature of the professional staff to be employed in this engagement on a full-time basis and number and nature of the staff to be so employed on a part-time basis. The proposing vendor must include at least 3 references of similar accounts according to tribal and number or size of employees. If the Proposer is a joint venture or consortium, the qualification of each firm comprising the joint venture or consortium should be separately identified and the firm that is to serve as the principal should be noted if applicable. Partners, Supervisory, Staff Qualifications, and Experience The firm should identify the principal supervisory and management staff, including engagement partners, managers, other supervisors and specialists, who would be assigned to the engagement and indicate whether each such person is licensed to practice or provide this type of service in the state of Washington. Prior Engagements with the Spokane Tribe of Indians The firm should list separately all engagements within the last five years; for each engagement, the firm should indicate the scope of work, date, engagement partners, total hours, the location of the firm's office from which the engagement was performed, and the name and telephone number of the client's principal contact in the firm.
9 9 Similar Engagements with Other Indian Tribes or Government Entities For the firm's office that will be assigned responsibility for this service, list the most significant engagements (maximum of 5) performed in the last five years that are similar to the engagement described in this request for proposals. Specific Approach The proposal should set forth a work plan, including an explanation of the methodology to be followed, to perform the services required in this request for proposal.. Proprietary Information Any restrictions on the use of data contained in a proposal must be clearly stated in the proposal itself. Proprietary information submitted in response to the Request for Proposal will be handled in accordance with applicable Spokane Tribal procurement regulations. Data contained in the proposal, all documentation provided therein, and innovations developed as a result of these contractual services cannot be copyrighted or patented by vendors. All data, documentation, and innovations become the property of the Tribe. Insurance Requirements The awarded vendor shall defend, indemnify, and hold the Tribe, its officers, employees, and agents harmless from and against any and all liability, loss, expense (including reasonable attorneys' fees), or claims for injury or damages that are caused by or result from the negligent or intentional acts or omissions of Seller, its officers, agents, or employees. Vendor, at its sole cost and expense, shall insure its activities in connection with the work under this order and obtain, keep in force, and maintain insurance as follows: A. Comprehensive or Commercial Form General Liability Insurance (contractual liability included) with limits as follows: Each Occurrence $1,000, Personal and Advertising Injury $1,000, General Aggregate (Not applicable to the Comprehensive Form) $2,000, If the above insurance is written on a claims-made form, it shall continue for three years following termination of this Agreement. The insurance shall have a retroactive date of placement prior to or coinciding with the effective date of this Agreement. B. Workers' Compensation as required by Washington State law. It is understood that the coverage and limits referred to shall not in any way limit the liability of vendor. Vendor shall furnish the Spokane Tribe with certificates of insurance evidencing compliance with all requirements prior to commencing work under a contract resulting from this RFP. Vendor will be required to provide a thirty (30)-day advance written notice to the Tribe if any modification, change, or cancellations of any of the above insurance coverage s are canceled or ends. Proposal Modifications or Withdrawal No modification of submitted proposals will be permitted in any form. Any proposal may be withdrawn prior to the time set for the receipt of proposals. No proposal shall be withdrawn for a period of ninety (90) calendar days thereafter.
10 10 VI. Additional Information to be Provided by the Proposer How many years has your organization provided the type of service or material designated in the attached Scope of Work? Supplier Diversity - Is your company at least 51% owned by a Native American, Minority or Woman owned (NA,M/WBE)? (Minority group members are United States citizens who are African-American, Asian - Indian American, Asian-Pacific American or Hispanic - American.) Ownership means the business is at least 51% owned by such individuals and, management and daily operations are controlled by them as well. Can your firm be classified as a Native American Enterprise? YES NO % Can your firm be classified as a Minority Owned Business? YES NO % Can your firm be classified as a Women Owned Business? YES NO % Vendor s performance regarding NA,M/WBE placements will be considered as evaluative criteria for this and future contract awards. Vendor shall not discriminate against any subcontractors or employee regarding race, religion, color, gender, age, physical condition or national origin. Term of Engagement A three-year contract, with an option of two additional years is contemplated, subject to the annual review. Contract continuance depends on the satisfactory negotiation of terms (including a price acceptable to both the SPOKANE TRIBE OF INDIANS and the selected firm), and the concurrence of the SPOKANE TRIBE OF INDIANS Tribal Council. Subcontracting If subcontractors are to be used, that fact, and the name of the proposed subcontracting firms, must be clearly identified in the proposal. Following the award of the contract, no additional subcontracting will be allowed without the express prior written consent of the SPOKANE TRIBE OF INDIANS. Describe any plans to partner with another vendor to meet implementation needs. If your approach includes the use of one or more additional vendors or sub-contractors, please provide a detailed explanation of their role on the project. In addition, if your response to the technical and functional requirements and associated product demonstration is dependent upon a product offered by another vendor or partner, please be advised that a single, joint response should be submitted for this RFP. Additional vendors, subcontractors and/or any assignee or transferee must be able to adhere to the same agreements (e.g., not transmitting tribal data outside of the United States) required of your company. VII. Covenants against Kickbacks All conditions regarding covenants against kickbacks under 48 CFR ch apply. Failure to abide by the provisions of this section may, without further notice, result in the immediate termination of any contract awarded.
11 11 VIII. THE SPOKANE TRIBE OF INDIANS RESERVES The right to reject any or all quotes, to serve in the best interest of the Spokane Tribe. The right to negotiate with all or one respondent when such action is deemed to be in the best interest of the Spokane Tribe. The right to cancel any agreement, if in its opinion there is a failure at any time to perform adequately the stipulations of the Scope of Work, or if there is any attempt to willfully impose upon the Spokane Tribe services which are, in the opinion of the Spokane Tribe, of an unacceptable quality. The right to request and perform audits, at its own expense at any time, through the duration of this contract.