2017-29914 ResolutionRESOLUTION NO. 2017-29914
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE
CITY MANAGER TO REJECT ALL PROPOSALS RECEIVED, PURSUANT TO
REQUEST FOR PROPOSALS (RFP) NO. 2017-002-JC, FOR EMERGENCY
MEDICAL TRANSPORT BILLING AND COLLECTION SERVICES; AND,
FURTHER, AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND
APPROVE THE TERMS OF A MONTH-TO-MONTH AGREEMENT WITH
ADVANCED DATA PROCESSING, INC., A SUBSIDIARY OF INTERMEDIX
CORPORATION, FOR A TERM NOT TO EXCEED ONE (1) YEAR, FOR THE
CONTINUATION OF CURRENT SERVICES, OR UNTIL SUCH TIME AS A
NEW AGREEMENT IS EXECUTED PURSUANT TO THE PROCUREMENT
PROCESS, WHICHEVER OCCURS FIRST.
WHEREAS, on January 11, 2017 the Mayor and City Commission approved the
issuance of Request for Proposals (RFP) No. 2017-002-JC, for Emergency Medical Transport
Billing and Collection Services; and
WHEREAS, the RFP was issued on January 13, 2017, with an opening date of March 8,
2017; and
WHEREAS, a non-mandatory pre-proposal meeting was held on February 1, 2017; and
WHEREAS, on March 8, 2017, the City received a total of four (4) proposals; and
WHEREAS, on March 9, 2017 the City Manager via Letter to Commission (L TC) No.
135-2017, appointed an Evaluation Committee (the "Committee"); and
WHEREAS, the Committee convened on March 28, 2017 to review and score the
proposals received; and
WHEREAS, the Committee was provided an overview of the project, information relative
to the City's Cone of Silence Ordinance and the Government Sunshine Law, general information
on the scope of services, and a copy of each proposal; and
WHEREAS, the Committee was instructed to score and rank each proposal pursuant to
the evaluation criteria established in the RFP; and
WHEREAS, the Committee's ranking was as follows: PST Services, Inc., a subsidiary of
McKesson Corporation ("PST Services"), as the top ranked proposer.; Advanced Data
Processing, Inc., a subsidiary of lntermedix Corporation ("ADP"), as the second ranked
proposer; Life Line Billing Systems, LLC d/b/a LifeQuest Services ("Lifequest"), as the third
ranked proposer; and Credit Bureau Systems, Inc., d/b/a Ambulance Medical Billing ("AMB"), as
the fourth ranked proposer; and
WHEREAS, the City Manager recommends rejection of all bids received, to permit the
Administration to further evaluate and refine the technical specifications and proposed contract
terms and conditions, to ensure the City ultimately purchases emergency medical transport
billing and collection services on terms that best serve the City's interests, goals and objectives.
WHEREAS, the current agreement with ADP expires on September 15, 2017, and in
order to continue the current services without interruption, the Administration recommends
extending the current agreement on a month-to-month basis for a term not to exceed one (1)
year, or until such time as the new agreement is executed pursuant to the procurement process.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission hereby accept the recommendation of the City Manager to reject all proposals
received, pursuant to Request for Proposals No. 2017-002-JC (the RFP), Emergency Medical
Transport Billing and Collection Services; and, further, authorize the City Manager to negotiate
and approve the terms of a month-to-month agreement with ADP, commencing on September
16, 2017, for a term not to exceed one (1) year, for the continuation of current services, or until
such time as a new agreement is executed pursuant to the procurement process, whichever
occurs first.
PASSED AND ADOPTED this_J._fl_day of_~_'4__,h,,_lf_2017.
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City Attorney (l.Af Date
Resolutions -C7 E
MIAMI BEACH
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Jimmy L. Morales, City Manager
DATE: July 26, 2017
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY
MANAGER TO REJECT ALL PROPOSALS RECEIVED, PURSUANT TO
REQUEST FOR PROPOSALS (RFP) NO. 2017-002-JC, FOR EMERGENCY
MEDICAL TRANSPORT BILLING AND COLLECTION SERVICES; AND,
FURTHER, AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND
APPROVE THE TERMS OF A MONTH-TO-MONTH AGREEMENT WITH
ADVANCED DATA PROCESSING, INC., A SUBSIDIARY OF INTERMEDIX
CORPORATION, FOR A TERM NOT TO EXCEED ONE (1) YEAR, FOR THE
CONTINUATION OF CURRENT SERVICES, OR UNTIL SUCH TIME AS A NEW
AGREEMENT IS EXECUTED PURSUANT TO THE PROCUREMENT PROCESS,
WHICHEVER OCCURS FIRST.
RECOMMENDATION
Adopt the Resolution.
ANALYSIS
Emergency medical transport billing and collection services are essential to the Administration's
ability to provide the City's residents and visitors with comprehensive medical transport services, and
with efficient, reliable billing and collection services thereafter. On July 13, 2016, the Mayor and City
Commission approved a resolution authorizing a Professional Services Agreement between
Advanced Data Processing, Inc., a subsidiary of lntermedix Corporation, on a month to month basis,
commencing on September 16, 2016, for a term not to exceed one year. Subsequently, the
Administration solicited proposals, by way of Request for Proposals (RFP) No. 2017-002-JC, for
Emergency Medical Transport Billing and Collection Services, from qualified proposers, to assist the
Fire Department staff in obtaining patient and insurance information for emergency medical transport
services provided, verifying patient insurance and patient demographic information, filing claims and
sending invoices to self-pay accounts, submitting claims to Medicare, Medicaid, insurance
companies, processing third-party reimbursements, and providing specific management and financial
reports on a monthly basis, as specified by the City.
RFP PROCESS
On January 11, 2017, the City Commission approved the issuance of Request for Proposals (RFP)
No. 2017-002-JC, for Emergency Medical Transport Billing and Collection Services. On January 13,
2017, the RFP was issued. A voluntary pre-proposal conference to provide information to the
proposers submitting a response was held on February 1, 2017. RFP responses were due and
received on March 8, 2017. The City received a total of four (4) proposals. The City received
Page 625 of 2495
proposals from the following proposers: Advanced Data Processing, Inc. ("ADP"), a subsidiary of
lntermedix Corporation; Credit Bureau Systems, Inc. d/b/a Ambulance Medical Billing; Life Line
Billing Systems, LLC d/b/a LifeQuest Services ("LifeQuest"); and PST Services, Inc. ("PST
Services"), a subsidiary of McKesson Corporation.
The Evaluation Committee appointed by the City Manager pursuant to LTC# 135-2017 convened on
March 28, 2017 to consider the responsive proposals received. The Committee was comprised of
Frank Betancourt, Division Chief, Fire Department, City of Miami Beach; Joseph Florio, Technology
Administrator, Fire Department, City of Miami Beach; Lazaro Guerra, Communications Manager, Fire
Department, City of Miami Beach; Christine Rogers, Emergency Management Specialist,
Emergency Management, City of Miami Beach; and, Jose Del Risco, Assistant Director, Parks &
Recreation, City of Miami Beach.
The Committee was provided an overview of the project, information relative to the City's Cone of
Silence Ordinance and the Government Sunshine Law. The Committee was also provided with
general information on the scope of services and a copy of each proposal. The Committee was
instructed to score and rank each proposal pursuant to the evaluation criteria established in the RFP.
The evaluation process resulted in the ranking of proposers, as indicated in Attachment A, in the
following order:
1st -PST Services,
2nd -Advanced Data Processing,
3rd -LifeQuest Services,
4th -Ambulance Medical Billing.
However, after the evaluation of proposals, the Administration became aware that the RFP contained
certain shortcomings that would prevent the City from obtaining best value any resulting contract.
Some of the issues include: a need to clarify the type(s) of data management software that will
comply with the City's requirement; establishing service level agreement (SLA) requirements for any
system failures; and identifying who is responsible for merchant and/or credit card transaction
processing fees. Therefore, the Administration believes it is in the City's best interest to reject all
proposals so that staff can develop specifications, terms and conditions that will ensure the City
ultimately purchases emergency medical transport billing and collection services, on terms that best
serve the City's interests, goals and objectives.
CONCLUSION
I have reviewed all the submissions and the results of the evaluation process. Accordingly, I
recommend rejection of all bids received to permit the Administration to further evaluate and refine
the technical specifications, software requirements, service level agreements (SLA's), and proposed
contract terms and conditions, to ensure the City ultimately purchases emergency medical transport
billing and collection services, on terms that best serve the City's interests, goals and objectives; and,
further recommend negotiating a month-to-month agreement with ADP, commencing on September
16, 2017, for a term not to exceed one (1) year, for the continuation of current services, or until such
time as a new agreement is executed pursuant to the procurement process, whichever occurs first.
KEY INTENDED OUTCOMES SUPPORTED
Enhance Public Safety and Emergency Preparedness
Legislative Tracking
Page 626 of 2495
Fire/Procurement
ATTACHMENTS:
Description
c:i Attachment A -Ranking Results
c:i Resolution
Page 627 of 2495
Request for Proposals (RFP) 2017-002-JCJ for
Emergency Medical Transport Biiiing and LOW Collectlon Services AGGREGATE
Frank Betancourt Ranklna Joseph Florio Rankina Lazaro Guerra Rankina Christine Rogers Ranklna Jose Del Risco Rankin!'.! TOTALS Rank
AMBULANCE MEDICAL BILLING 75 3 83 3 70 4 75 4 60 4 18 4
ADP flntormedlx\ 83 2 85 2 79 2 95 1 78
3 10 2
LlFEQUEST 64 4 74 4 84
1 83 3 89 1 13 3
PST (McKesson} 92 1 87 1 79 2 87
2 82 2 8
1
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