JEFFERSON COUNTY COMMISSION



ATTENTION ALL BIDDERS

RETURN THE ENCLOSED PROPOSAL IN A

SEALED ENVELOPE TO:

JACK C. COLLAR

PURCHASING MANAGER

ROOM 830 * 716 RICHARD ARRINGTON JR

BLVD NORTH

BIRMINGHAM, ALABAMA 35203

Envelope must be marked:

SEALED BID NO: 21-08

For

“PROFESSIONAL BILLING SERVICES”

RETURN BY 5:00 P.M. ON

OCTOBER 26, 2007

For questions concerning this RFP

Contact: Kenneth Williams, Principal Buyer

Phone: (205) 214-8589

Email: williamske@

No faxed or email responses will be accepted

JEFFERSON COUNTY COMMISSION

PURCHASING DEPARTMENT

ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N

BIRMINGHAM, AL 35203

(205) 325-5381

PRINCIPAL BUYER: KENNETH WILLIAMS OCTOBER 16, 2007 RFP NO: 21-08

PAGE NO: 01

REQUEST FOR PROPOSAL

Sealed bids, one original and three (3) copies, marked "PROFESSIONAL BILLING SERVICES" will be received by the Purchasing Manager, Room 830 * 716 Richard Arrington Jr. Blvd N, Birmingham, Alabama.

Bids will be accepted until 5:00 P.M. central time (standard or daylight savings time, as applicable) on OCTOBER 26, 2006. Bids submitted after this date and time will not be considered.

Bids will be publicly opened at 2:00 P.M. on OCTOBER 29, 2007.

TERM OF CONTRACT: Any contract(s) resulting from this RFP will become effective upon bid award (or within 30 days of award notification, approval of the County Commission and purchase order is issued. Contract will expire on November 30, 2008. However, the contract(s) may be extended on a fiscal year basis, at the County’s option, for a period of up to two (2) additional years.

STATEMENT OF PURPOSE: This RFP provides interested parties with sufficient information to enable them to prepare and submit a response for consideration by the Jefferson County Commission. By submitting a response, you are affirming that you (in the case of individuals) or your corporation is interested in contracting with the County to provide services covered herein. This document serves a twofold purpose in that it is the County’s document of record showing our specifications, terms and conditions, and will also serve as the only contract document that will be executed with regard to the purchase of the services herein. At time of bid award and purchase order signing, this document and the signed purchase order become the only contract of record between the Contractor and the County.

INTERCHANGEABE LANGUAGE/WORDS: Throughout this document there will be language and words that will be used interchangeably. The word COUNTY refers to the JEFFERSON COUNTY COMMISSION and/or JEFFERSON COUNTY, ALABAMA. Similarly, CONTRACTOR/BIDDER/VENDOR refers to the person or company submitting an offer to sell its services to the COUNTY. PARTIES refer to the successful bidder and the COUNTY. The words PROPOSAL, QUOTATION, PRICE, and BID are all offers from the COMPANY/VENDOR /CONTRACTOR. RFP, ITB, CONTRACT refers to the REQUEST FOR PROPOSAL or INVITATION TO BID document that contains the County’s terms and conditions, specifications, qualifications required for the specified service.

SPECIFICATIONS/TERMS AND CONDITIONS

SCOPE OF SERVICES: The Jefferson County, Alabama d/b/a Cooper Green Hospital desires to enter into contract with a qualified Proposer to provide Professional Billing Services. Proposers must be able to meet the following specifications:

Technology

• Paperless operation

• No paper mailed or transported outside of the facility

• Electronic Patient Billing Record

• All documents will be electronically scanned into billing systems on site in or near the Clinic

• Minimal space requirements within the facility

• Use of electronic patient record to assure compliance with HIPAA regulations and guidelines

• All transmitted information is bi-directionally encrypted. 

• Electronic integration of patient demographics from hospital HIS Systems

• Storage of documents online - Scan paper documents to create digital images to be stored securely online. Ability to attach any scanned or digital document to patient records, encounters, payments, providers, etc.

JEFFERSON COUNTY COMMISSION

PURCHASING DEPARTMENT

ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N

BIRMINGHAM, AL 35203

(205) 325-5381

PRINCIPAL BUYER: KENNETH WILLIAMS OCTOBER 16, 2007 RFP NO: 21-08

PAGE NO: 02

REQUEST FOR PROPOSAL

Technology (Cont’d)

• Ability to send electronic claims – All patient claims must be transmitted electronically unless payer does not accept electronic claims

• Ability to capture charges quickly - Charges captured in the front office are received immediately by the business office through seamless integration with software.

• Software Architecture - Software applications are designed and delivered using the leading industry standard software technologies and platforms.

• Backup and Disaster Recovery - A comprehensive and disciplined backup and disaster recovery management process will be in place to all the experience the highest levels of reliability.

• Security and Privacy - A state-of-the-art security ensures sensitive medical and financial data are never compromised, including physical security, network security, perimeter defense, user authentication, data encryption, application security, operating system security, and database security.

• PC Refresh – Any new applications must be able to operate on current hardware within the facility

Reporting

• Key Indicators Report - These reports track key metrics of the financial health of the medical practice.

• Payments Reports - These reports track payments received, and how they were applied to open charges. This section also includes a Missed Copays report.

• Accounts Receivable Reports - These reports track the outstanding balances on accounts. This section also includes an Unpaid Insurance Claims report.

• Productivity and Analysis Reports - These reports track provider productivity, transaction activity, and analysis of average insurance and patient payments by procedure code.

• Patients Reports - These reports provide information about patients; including financial transactions, patient balances, patient history, financial history, patient detail, and referral detail.

• Encounters Reports – These reports provide information about encounters that have been entered into the system over a period of time.  

• Refunds Reports - These reports provide information about refunds issued.

Integration with Facility Management

• Monthly reporting delivered via Internet

• Timely clinic performance reporting

• Web based Executive Dashboard of key performance indicators

• Ability to generate Drill-Down Reports

• Ability to post payments automatically

JEFFERSON COUNTY COMMISSION

PURCHASING DEPARTMENT

ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N

BIRMINGHAM, AL 35203

(205) 325-5381

PRINCIPAL BUYER: KENNETH WILLIAMS OCTOBER 16, 2007 RFP NO: 21-08

PAGE NO: 03

REQUEST FOR PROPOSAL

Integration with Facility Management (Cont’d)

• Monitor Key Indicators - Monitor financial with key performance indicators. Metrics such as charges, adjustments, receipts, accounts receivable balance, and days revenue outstanding are displayed by month, quarter, or year.

STATEMENT OF CONFIDENTIALITY: Bidder agrees that any information accessed or gained in performance of those duties will be maintained in absolute confidence and will not be released, discussed, or made known to any party or parties for any other reason or purpose whatsoever, except as required in the conduct of duties required, or where disclosure of information is required by law or mandated by a court of law. Proposer must also sign a Business Associates Agreement agreeing to abide by the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”), Public Law 104-191.

OTHER BENEFITS: There are no other benefits or compensation except as listed in Method of Payment below.

PRICING: Shall include all billable charges related to the successful performance of this contract.

METHOD OF PAYMENT: Bidder will be paid monthly by check via U.S. Mail to the Contractor’s designated address upon receipt of an invoice. The Bidder understands that the County may be unable to reimburse the Bidder on any certified statement of expenditures received by the County more than 30 calendar days after the end of the fiscal year during which the eligible costs are incurred, or more than 30 calendar days after termination or expiration of the Contract, whichever is earlier, and all said certified statements are subject to the applicable policies and procedures of the Jefferson County Commission.

TAX: Jefferson County is exempt from all tax. Provided, however, bidder shall be responsible for payment of all sales, use, lease, ad valorem, and any other tax that may be levied or assessed by reason of this transaction. Successful contractor is responsible for all Federal, State, Local taxes that are a result of this transaction. Note: These taxes are not deducted from monthly payment.

GUARANTEE: Bidder certifies that he is fully aware of the conditions of service and purpose for which the services included in this bid are to be purchased, and that his offering will meet these requirements of service and purpose to the satisfaction of the Jefferson County Commission and its Agent.

TERMINATION: This contract may be terminated by either party with a thirty (30) day written notice to the other party regardless of reason. Any violation of this agreement shall constitute a breach and default of this agreement and shall be cause of termination. Upon such termination, the County shall have the right to immediately terminate this contract and withhold payments that are in excess of fair compensation for work completed or Bidder shall immediately refund to the County all amounts paid by the County pursuant to this agreement. Such termination shall not relieve the Bidder of any liability to the County for damages sustained by virtue of a breach by the Bidder.

EMPLOYMENT: Bidder shall not subscribe to any personnel policy which permits or allows for the promotion, demotion, employment, dismissal or laying off of any individual due to race, creed, color, national origin, age, sex, or which is in violation of applicable laws concerning the employment of individuals with disabilities.

CONFLICT OF INTEREST: The Bidder declares, that, as of the date of this contract, neither the County nor any County Commissioner nor any Director nor any other Jefferson County Government official is directly or indirectly interested in this contract or any other contract with the Bidder’s for which compensation will be sought during the period of time this contract is being performed; and furthermore, the Bidder pledges that he/it will notify the Purchasing Manager in writing should it come to his/its knowledge that any County official becomes either directly or indirectly interested in the contract or any contract with the Bidder for which compensation will be sought for the aforesaid period. In addition, the Bidder declares that, as of the date of this contract, neither he/it nor any of his/its officers or employees have given or donated or promised to give or donate, either directly or indirectly to any official or employee of the Jefferson County Commission, or to anyone else for the County’s benefit, any sum of money or other thing of value for aid or assistance in obtaining this contract or any contract with the County under which compensation will be sought during the period of time this contract is being performed and furthermore, that neither the Bidder nor any of his/its officers or

JEFFERSON COUNTY COMMISSION

PURCHASING DEPARTMENT

ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N

BIRMINGHAM, AL 35203

(205) 325-5381

PRINCIPAL BUYER: KENNETH WILLIAMS OCTOBER 16, 2007 RFP NO: 21-08

PAGE NO: 04

REQUEST FOR PROPOSAL

CONFLICT OF INTEREST (CONT’D): employees will give or donate or promise to give or donate, directly or indirectly, to any official or employee of the Jefferson County Commission, or to anyone else for the County’s benefit, any sum of money or other thing of value, for aid or assistance in obtaining any amendment to this contractor any other contract with the Bidder for which compensation will be claimed during the period of time this contract is being performed.

INSURANCE: Bidder will maintain such insurance as will protect him and the County from claims under Workmen’s Compensation Acts, and from claims damage and/or personal injury, including death, which any arise from operations under this contract. Insurance will be written by companies authorized to do business in Jefferson County, Alabama. Certificates of insurance showing minimum professional liability limits of $1,000,000 per claim and $3,000,000 annual aggregate, or such higher amounts as may be required by law, will be furnished to the Purchasing Agent no later than seven (7) days after Purchase order date.

INDEPENDENT CONTRACTOR: The Bidder acknowledges and understands that the performance of this contract is an independent contracting individual and/or agency and, as such, the Contractor is obligated for all applicable taxes and neither the County nor the using department will be obligated for same under this contract.

MAINTENANCE OF RECORDS: Bidder shall maintain documentation of all charges against Jefferson County. The books, records, and documents of Contract, insofar as they relate to work performed to money received under the contract, shall be maintained for a period of three (3) full years from the date of final payment and will be subject to audit, at any reasonable time and upon reasonable notice by the County or its duly appointed representatives. The records shall be maintained in accordance with generally accepted accounting principles.

COMPLIANCE WITH LAWS: The Bidder agrees to comply with all applicable federal, state and local laws and regulations. Bidder agrees to obtain and pay all permits, notify proper authorities for inspections and furnish any certificated required for the work.

GENERAL: The Jefferson County Commission expressly reserves the right to reject any or all bids, or parts of bids, and to make the award or awards as the best interest of the county appears.

_______________________________

Kenneth Williams

Principal Buyer

{Remainder of Page Intentionally Left Blank)

JEFFERSON COUNTY COMMISSION

PURCHASING DEPARTMENT

ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N

BIRMINGHAM, AL 35203

(205) 325-5381

PRINCIPAL BUYER: KENNETH WILLIAMS OCTOBER 16, 2007 RFP NO: 21-08

PAGE NO: 05

BID

(Bidder must use this form)

Fill in all spaces.

CONTRACT FOR THE PERIOD TO 11/30/08 FOR PROFESSIONAL BILLING SERVICES SHALL BE AWARDED UPON CONSIDERATION OF THE FOLLOWING:

1. ABILITY TO MEET RFP REQUIREMENTS/SPECIFICATIONS

2. REFERENCES OF OTHER HOSPITALS USING BIDDER’S SERVICES

3. PRICING

Submit Bids for the following:

Emergency Room @ approximately 32,000 visits per year: $ ________________ per _______________

Emergency Room & Surgery @ approximately 37,000 encounters per year: $ ____________________ per

____________________

Emergency Room, Surgery & all other Professional Billings @ 135,000 – 150,000 per year:

$ ___________________ per _____________________

JEFFERSON COUNTY COMMISSION

PURCHASING DEPARTMENT

ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N

BIRMINGHAM, AL 35203

(205) 325-5381

PRINCIPAL BUYER: KENNETH WILLIAMS OCTOBER 16, 2007 RFP NO: 21-08

PAGE NO: 06

SIGNATURE PAGE

The Jefferson County Commission, or its Agent, shall have the right to waive any informality or irregularity. Under certain limited conditions, the Purchasing Department may apply a local preference option in determining the low bid for purchases of personal property.

All provisions of this Invitation are accepted by bidder as part of any contract or purchase resulting therefrom.

Please specify terms of payment below; otherwise, the terms will be 2% 10th Prox.

Date: __________ Company Name: ____________________________ Web Address: __________________________

Terms: __________ Address: ______________________________________ City: ____________________________

County: __________________ State: ______________ Zip: ___________ Phone: ( _) ______________________

If Jefferson County Business Licenses were issued to your company for the past twelve (12) months, please list numbers: ___________________________________________________.

Vendor’s Federal I.D. Number: __________________________________

I certify that _____________________________ has ___ has not____ been in operation for one year at location(s)

(Company Name) (Check One)

zoned for the type of business conducted by my company at the address stated above.

________________________________________

(Authorized Signature)

________________________________________

(Print Name)

________________________________________

(E-Mail Address)

Toll Free Phone: _________________________________ Fax Number: _____________________________________

Return original bid in sealed envelope. Authorized signature of bidder must be in ink.

Bids received in our office after the specified date and hour will not be considered.

INDICATE THE FOLLOWING ADDRESSES IF DIFFERENT FROM ABOVE:

1. BID AWARD NOTICE ADDRESS

2. PURCHASE ORDER ADDRESS

3. REMITTANCE ADDRESS (AND NAME IF DIFFERENT THAN ABOVE)

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