2010-27386 Reso__
--
.. _ ~ 2010-27386 ~
-RESOLUTION NOS
A RESOLUTLON~ OF TH'E MAYOR AND CITY COMMISSION OF THE CITY OFD
MIAMI BEACH, FLORIDA, WAIVING, BY 5/7THS VOTE,. THE COMPETITIVE
BIDDING REQUIREMENT, FINDLNG SUCH. WAIVER TO BE LN THE BEST
_ INTEREST OF THE CITY AS, IN THIS CASE, iT WOULD ENABLE THE CITY
TO AMEND AN EXISTING CONTRACT .WITH. ADVANCED DATA
PROCESSING, INC. (D/B/A ADPI - INTERMEDIX), FOR BILLING AND
COLLECTION SERVICES FOR EMERGENCY MEDICAL TRANSPORT; WITH
SAID AMENDMENT ALLOWING THE CITY TO PROVIDE FOR ADDITIONAL
- ~ ~ SERVICES TO .UTILIZE THE TRIPTIX SYSTEM, AND REALIZE AN
__
_ ESTIMATED FIVE YEAR COST SAVINGS OF $247,585; AND EXTEND THE
" TERM ~OF THE EX. (STING ,AGREEMENT FOR THREE (3) YEARS WITH ONE
THREE (3) YEAR OPTION TO RENEW; AUTHORIZING THE, CITY MANAGER
AND THE CITY CLERK TO EXECUTE THE AMENDMENT.
WHEREAS,. theCity's Fire~Rescue Division (Fire Rescue) of the Fire Department
.: ;"provides medical transportation for persons requiring Basic Life Support (BLS), and.
Advanced Life Support (ALS); and
.. WHEREAS, as established by Resolution, .individuals taken from incident scenes
to health. care facilities in EMS transport. vehicles ..are charged a BLS or ALS .transport fee,
" a-mileage: fee, and other charges including, but not limited to, an 'oxygen administration
fee, a cardiac monitoring fee, intubation, and spinal immobilization; and
WHEREAS,- on June 17, 2008, a Professional Services Agreement was entered
into between the City of Miarni Beach ("City") and Advanced. Data Processing, Inc. D/B/A
~~
I'nterrnedix -ADPI ("ADPI") for Billing and Collection Services for .Emergency" Medical
Services {EMS) Transport; and
WHEREAS, the services provided' by ADP( in "this Agreement include, but are not
limited to, .obtaining all rescue and insurance inforr-nation for medical transport services
. provided; verify ~ patient insurance :and contact: information; filing claims and sending
invoices to self-pay patient/payors; submit claims-- to Medicare, Medicaid, and insurance
. ~ com apes; process third
p party reimbursements; and .provide specified management
reports on a monthly basis as specified 'by the City; and
WHEREAS, the fees- collected by Fire Rescue through .ADPI are revenue
generating, with the following net revenues being generated for the City:.
FY08/09 $1;239,944..63.; .
FY07/08 $ 957, 324.78;.
_. FY06/07 $1,255,045.55; and
WHEREAS, if the City continues toutilize Zoll, the costs associated with .this
software and system, factoring. in .staff time,.. would be a minimum of $111,676 annually;
and
WHEREAS, these annual costs- would include yearly, software maintenance,
wireless services for aircard time, Zoll, off-site hosting server, battery replacements, printer
and paper costs, and a minimum of 15 hours a week of staff time to maintain the system; ..
~. and
WHEREAS, ADP1 has developed the "Triptix" system running on tablet PCs to
enter medical records and data into, and interact with, its main.billing and medical records
system and is .offering -this system to license to .the City, as a web hosting. solution,.
charging 5.2% of fees.. collected for EMS transports;-and
_ WHEREAS, by switching to the Triptix system, l=ire Rescue would .not be
` ~ required' to pay for yearly software maintenance, wireless services for aircard time, battery
. _ ~ replacements, .printer.. and .paper costs, the. City would not incur off-site hosting server fees,
and estimated staff time to maintain the Triptix system is.anticipated to be reduced from a
~~ ~ ~ minimum of 15 flours per week to only 3 hours. per week; and
. ~ WHEREAS, .a significant component of transitioning to the Triptix system, new .
. ~ mobile :hardware-would be supplied by ADPI, .which retains ownership of the equipment,
and .will .provide a three (3) year replacement scheduleutilizing the latest models; and
- ~ WHEREAS., .given the age _of the ~ existing Fire .'Rescue Toughbooks and the
current usage, a ...purchase of new Toughbooks and corresponding five-year hardware
warranty ...would be required; in the coming months if Triptix is not implemented, which..
equates to an estimated additional one-time expenditure of $78,120., which would, not be
- ~ necessary~with fhe transition to Triptix;. and
~. WHEREAS, the Information Technology Department has worked closely with
Fire Rescue and is in support of this recommended transition; and
WHEREAS, by' utilizing the :Triptix `system, fhe anticipated five year savings to
the City, with staff time factored in; is conservatively estimated to be $247,58, which is not
.only.. a `cost swings, but equates to additional revenue generation for the City; and
WHEREAS, so as to effectively. realize the benefits of this transition to new
. ..
. mobile ;hardware,: the Administration .recommends amending. the existing contract to add
.~.
.the requested additional'services to realize.the cost savings, and extend the term pursuant
-to a waiver ofcompetitive bidding;. and.-
~- WHEREAS., the City Manager concurs with. -the recommendation.
NOW, THEREFORE, -BE IT DULY RESOLVED BY THE .MAYOR. AND THE
CITY COMMISSION OF THE _ CITY OF .:MIAMI BEACH, FLORIDA, .that the Mayor and
City Commission hereby waive by 5%7ths vote, the competitive bidding requirement, findong
`` 4 such waiver to be in the- best interest.of the City, authorize the City Manager and City
Clerk to execute the Amendment to the existing Agreement between the City of Miami
_ ~ ~ Beach and Advanced Data Processing, Inc. D/B/A Intermedix-ADPI, to Provide Billing and
Collection Services for Emergency .Medical Services Transport, .with said Amendment
allowing the City to provide for additional services to utilize the Triptix system, and realize _
an estimated five year cost. savings of $247,585; and further extend .the .term of the
. ~ ~ ~ .. ~ Agreement for three (3) years with one three. {3) year option to review.
PASSED and ADOPTED this ~o~~~ day of / ~ (~ _ , 2010.
ATTEST:
Q~-L
,.: .
~. ~ CITY CLERK. R
" ~ ~` T:\AGENDA\2010\May 12\Consent\ADPI Amendment Reso.doc
APPROVED AS TO
-. ~ .
,.. - ~ CORM & LANGUAGE
~~~FOR EXECUTION
~~ 5 ~ ~~
. .~
~~....~ Gifyi ttorney Date
. ,..
_. .
.-. _ .. d
Condensed Title:
COMMISSION ITEM SUMMARY
A Resolution Waiving By 5/7ths Vote, The Competitive Bidding Requirement, Finding Such Waiver To Be In The
Best Interest Of the City, Amending The Existing Contract Between The City And ADPI-Intermedix, Authorizing
The City Manager And City Clerk To Execute the Amendment, Allowing The City To Provide For Additional
Services To Utilize The Triptix System, And .Realize an Estimated Five Year Cost Savings Of $247,585; And
Extend The Term Of The Agreement.
Key Intended Outcome Supported:.
Increase resident ratings of public safety services
Supporting Data (Surveys, Environmental Scan, etc.): 96.8% of the residents responding to the 2009
Community Satisfaction Survey rated the Fire Department services as Excellent or Good;. and 95.5% rated
Emergency Medical Response as Excellent or Good.
Issue:
Shall the City Commission adopt the resolution?
Item 5ummarylRecommendation:
The City's Fire Rescue Division (Fire Rescue) of the Fire Department provides medical transportation for
persons requiring Basic Life Support {BLS) and Advanced Life Support (ALS): As established by Resolution
individuals taken from incident scenes to health care facilities in EMS transport vehicles are charged a BLS
transport fee, a mileage fee, and other charges including, but not limited to, an oxygen administration fee, a
monitoring fee, intubation, and spinal immobilization.
The fees collected by Fire Rescue through ADPI are additional net revenues to the City.
ADPI has developed the "Triptix" system running on tablet PC's to .enter medical records and data into, and
interact with, its main billing and medical records system. ADPI is offering thissystern=to license to the City, as a.
web hosting solution. The anticipated five year savings to the City, with staff time factored in, is conservatively
estimated. to be $247,585.. This equates to additional net revenues to the City.
The Administration recommends amending the existing contract, however, in order to add the requested cost
savings, additional services to the existing contract, as well as extend. the term, the correct legal mechanism for
accomplishing this is pursuant to a waiver of competitive bidding.
ADOPT THE RESOLUTION
Board Recommendation:
Financial Information:
Cit Clerk's Office Le islative Trackin
Gus Lopez; ext. 6641
Sign-Offs:/J ~ n
. De a' merit C~~rector
Assist .nt Cat
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Ct . Mans er:::.::~: <:::::.::~:.::.:.<:::::
GL EY PDW JMG
1ACitNU/j~12010\May 121Consent~ADPI Amendment Su mary:doc
~ MIAMIBEACM
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I BEA H
AM C
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City of Miami Bemth, 1700 Convention Center Drive, Miami Beach, fforida 33139, www.miamibeachfl.gov
- - ~ COMMISSION MEMORANDUM
TO Mayor Matti Herrera .Bower and Members of the City Commission
-FROM: ,Jorge M. Gonzalez, City, Manager
. , , ~ DATE: ~ May 12, 2010 ~ -
S'UBJECfi: A RESOLUTION OF THE MAYO ND CITY COMMISSION OF THE CITY Of
MIAMI BEACH, FLORIDA, WAIVING; BY 5/7THS VOTE, THE COMPETITIVE
' BIDDING REQUIREMENT, FINDING SUCH WAIVER TO BE IN THE BEST
...
. INTE'R'EST OF THE CITY AS, IN THIS CASE, IT WOULD ENABLE THE CITY TO
AMEND AN EXISTING .CONTRACT WITH ADVANCED DATA PROCESSLNG,
^ INC. (D/B/A ADPI - INTERMEDIX), FOR BILLING AND COLLECTION
~~ ~~ SERVICES FOR EMERGENCY MEDICAL TRANSPORT; WITH SAID
- AMENDMENT ALLOWING THE CITY TO PROVIDE FOR ADDITIONAL
:. - : - SERVLCES TO UTILIZE THE TRIPTIX SYSTEM, AND REALIZE AN ESTIMATED
fIV~ YEAR COST SAVINGS OF $247,585; AND EXTEND THE TERM OF TH€
EXISTING AGREEMENT FOR THREE (3) YEARS WITH ONE THREE (3) YEAR
OPTLON TO RENEW; AUTHORIZING THE CITY MANAGER AND THE CITY .
- ' CLERK TO EXECUTE THE AMENDMENT.
ADMINISTRATION RECOMMENDATION
Adopt the resolution.
_ ~.
KEY INTENDIED OUTCOME SUPPORTED
" ~ . .Increase resident ratings of public safety services
~. ANALYSIS
;The Gity's Fire Rescue Division (Fire Rescue) of the Fire Department provides medical
transportation for persons requiring Basic Life Support {BLS) and Advanced Life Support (ALS). As
. established by Resolution, individuals taken from incident scenes to :health care facilities in EMS
transport vehicles are. charged. a BLS or ALS transport fee, a mileage. fee, and .other charges
-including, but o~ot limited to, an oxygen administration fee, a cardiac monitoring fee; intubation, and
spinal immobilization,
On June 17, 2008, a Professional Services Agreement was entered. into between the City of Miami
Beach ("City') and Advanced Data Processing, lnc. D/B/A Intermedix-ADPI .("ADPI")for Billing and
- ~ Collection Services for Emergency Medical Services (EMS) Transport.
~. The services provided by ADPI in this Agreement include, but are .not limited to, obtaining all rescue
and insurance information for medical transport. services provided; verify patient insurance and
. contact information; filing claims. and sending invoices to self-pay patient/payors; submit claims to
Medicare, Medicaid, and insurance companies; process third party reimbursements; .and provide
specified managementreports on a monthly basis as specified by the Gity.
ADPI Amendment Memo
May 12, 201' 0
City Commission Meeting
Page2of3
ADPI collects the Fire Rescue revenues and remits net revenues to the City as follows:
NET
Gross ~ ADPI Medicaid NP Total REVENUE TO
FY 06-07 Collections Refunds Medicaid Fees Fees Fees Fees THE CITY
otals $1,572,375.09 $ 23,857.55 $172,559.10 $96,317.09 $17,635.80 $6,960.00 $120,912.89 $1,255,045.55
FY 07-08
otals $1,173,863.69 $ 26,935.98 $93,975.22 $73,267.91 $15,399.80 $6,960.00 $95,627.71 $ 957,324.78
fY 08-09 .
otals $1,576,855.45 $ 14,017.86 $205,881.09 $88,202.19 $21,850.00 $6,960.00 $117,012.19 $1,239,944.63
FY 09-10 (To Date)
totals ~ $ 853,253.90 ~ $ 6,451.75 ~ $117,231.10 ~ $47,422.121 $12,250.OOI $2,900.00 I $62,572.12 ~ $ 666,998.93
Fire Rescue has been utilizing Zoll Data Systems, Inc. RescueNet TabletPCR software in
conjunction with Panasonic Toughbook CF18 mobile computer tablets since 2006.. If the City
continues to utilize the Zoll, the costs associated with this software and system, factoring in staff
time, would be a minimum of $111,676 annually. These annual costs would include yearly software
maintenance, wireless services for aircard time, Zoll off-site hosting server, battery replacements,
printer and paper costs, and a minimum of 15 hours a week of staff time to maintain the system.
ADPI has developed the "Triptix" system running on tablet PC's to enter medical records and data
into, and interact with, its main billing and medical records system. ADPI is offering to license this
system to the City,.'as a web hosting solution, charging 5.2% of fees collected for EMS transports.
The fees associated with the Triptix system are projected to be $405,591 over five years, which are
based on a percentage of revenue generated. In comparison, if the City continues to utilize the Zoll
system, and does not implement Triptix, the fees are projected to be $653,176 overfive years. Thus,
by .implementing the Triptix system, there is an expected savings of $247,585 of additional net
revenues to the City. (See attached analysis).
By switching to the Triptix system, Fire Rescue would not be required to pay for yearly software
maintenance, wireless services for aircard time, battery replacements, printer and paper costs. In
addition, the City would not incur off-site hosting server fees. The estimated staff time to maintain
the Triptix system is anticipated to be reduced from a minimum of 15 hours per week to only 3 hours
per week.
A significant component of transitioning to the Triptix system, new mobile hardware would be
supplied by ADPI, which retains ownership of the equipment, and will provide a three (3) year
replacement schedule utilizing the latest models. Given the age of the existing Fire Rescue
Toughbooks and the current usage by the team, a purchase of new Toughbooks and corresponding
five-year hardware warranty would be required in the coming months if Triptix is not implemented,
which equates town estimated additional one-time expenditure of $78,120.. This expenditure is not
necessary with the transition to Triptix.
The Information Technology Department has worked closely with Fire Rescue and is in support of
this recommended transition.
The Triptix system is anticipated to save the City $127,755 in the first year of implementation as new
Toughbooks would not need to be purchased. The anticipated five year savings to the City, with
staff time factored 'in, is conservatively estimated to be $247,585. This is not only a cost savings,
but equates to additional net revenues to the City. (See attached analysis).
~ADPI Amendment Memo
May 12, 2010
City Commission Meeting
. Page 3 of 3
`CONCLUSION `
,_
. Based ' on the aforementioned,, the Administration recommends that the Mayor and City
Commission adopt the attached resolution, fierein waiving by 5/7th vote the competitive bidding
requirement, finding such waiver to be in the best interest of the City, authorizing the City Manager
and City ~ Clerk., to execute theAmendment to the existingAgreement between the City and
Advanced 'Data Processing, Inc., -D/B/A lntermedix - ADPI, to provide billing and collection-services
for emergency medical transport, with said Amendment allowing-the City to provide for additional
. services to utilize the Triptix system, and realize an estimated five year.cost savings of $247,585;
. and extend the term of the Agreement for- three (3) years with one three (3) year option to renew.
TWGENDA\2010\May 42\ConsentWDPI AmendmentMemo.doc
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