HomeMy WebLinkAbout17-Fire Department
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From:
Larry R. Pitzer, Fire Chief
Subject:
Resolution approving Amendment No. 1 to the
Billing Services Agreement with Stat
Physicians' Services for first responder,
paramedic, and membership fees.
Dept:
Fire
ORIGINAL
Date:
November 10,2003
MC/C Meeting Date:
November 17,2003
Synopsis of Previous Council Action:
03/03/97
Resolution #1997-76 authorizing the execution of an agreement with Stat Physicians' Service to
provide billing services for the collection of fees for emergency medical services.
08/23/0 I
Resolution #2001-262 authorizing the Fire Department to enter into a billing services agreement
with Stat Physicians' Services.
Recommendation Motion:
1. That the Mayor and Common Council reject all bids received in response to RFP F-04-015 EMS Billing
Services.
2. Adopt resolution.
Contact Person: Larrv R. Pitzer, Fire Chief
Phone: (909) 384-5286
Supporting data attached: Staff Report and Resolution
Ward: Citywide
FUNDING REQUIREMENTS:
Amount:
Source:
$50,000 (based on a month-to-month collection)
(Acct. No) 001-201-5505
(Acct. Description) Other Professional Services
Finance:
Council Notes:
-\2.l&:; *-zoo 3- 300
1/ II7IQ~
, I
Agenda Item No.
/7
STAFF REPORT
SUBJECT
Resolution approving Amendment No. I to the Billing Services Agreement with Stat Physicians'
Services for first responder, paramedic, and membership fees.
BACKGROUND
A Request for Quote (RFQ) #F 04-015 was issued to solicit formal bids for Emergency Medical
Service billing services on April 28, 2003. Notices were distributed to the San Bernardino Area
Chamber of Commerce, the City's web site, and advertised in The Sun Newspaper inviting bids
from qualified vendors. RFQ #F 04-015 packages were requested by eleven (11) vendors and
two (2) bid responses were received.
Upon reviewing the bids received (attachment A), staff determined that the City's bid
specification lacks sufficient detail to adequately evaluate the bid response and request that bids
be rejected. In accordance with the City of San Bernardino Municipal Code Section 3.04.070E
(Rejection of Bids) states that "At its discretion, the Mayor and Common Council shall have the
power to reject any and all bids presented and readvertise for bids." Therefore, staff
recommends rejecting all bids submitted under RFP #F 04-015 and requests authorization to
enter into a month-to-month agreement with Stat Physicians' Services.
This process has been considerably prolonged due to other options the department has been
pursuing. Fire is considering several alternatives I) extending the existing contract with AMR to
include billing services; 2) staying with Stat Physicians' Services; and 3) requesting the
Purchasing Manager to solicit new bids. Fire will request Council authorization when a vendor
has been selected to enter into a long-term contract to provide billing services for the City.
For the interim, we are requesting that a month-to-month agreement be awarded to Stat
Physicians' Services as a selected source for billing services. Stat Physicians' Services is the
medical billing agency located in the City of San Bernardino that has provided the City of San
Bernardino Fire Department billing services since 1994. Therefore, the 2001 Services Agreement
needs to be amended to reflect the new term and compensation for billing services. Both parties
agree to amendment number one of the 2001 Services Agreement for EMS services until a
vendor is officially awarded.
Stat Physicians' Services is currently receiving 7% compensation rate for their services. They
are, however, operating at a net loss and need increased compensation to maintain their services.
Consequently, we are requesting that their percentage be adjusted to reflect their new
compensation of 9% for billing services and $1,250 a month for estimated postage services
conducted on behalf of the City of San Bernardino. Compensation for services will be effective
July I, 2003 on a month-to-month agreement.
1
FINANCIAL IMPACT
Compensation to Stat Physicians' Services is a percentage not-to-exceed nine percent (9%) of
amount collected and postage for the Fire Department billing program. Therefore, it is estimated
that Stat Physicians' Services will be paid approximately $50,000 based on EMS user fee billing
services and postage.
Funding in the amount of $50,000 for this agreement IS included in the FY 03-04 Fire
Department budget, account 001-201-5505.
RECOMMENDATION
1. That the Mayor and Common Council reject all bids received in response to RFP F-04-015
EMS Billing Services.
2. Adopt resolution.
2
0 c
c
~ 0
oiii ..,
.. oe ~
c Ul
~ E Gl
Gl !! ::l
lD 0 "0 c
UI U U Gl
c ~ >
.. 0 c e!
(/l a> 0
..
U .., 0..
'6
Gl e! u.
E ::l 0::
Ul
Gl C Gl
:5 0'" :5
c
- 0 o!:
.. c
Gl .., A!
u c
c .. ~
..
~ S S
::l
Ul ~ ..
o!: - ~
:5 c Gl
Gl :5
I- OJ E -
z Ul Gl ..
Ul
W .>< - ~ .l!l
c
~ ~ Gl ::l C
~ .0 091
., E
0:: .. m
~ Q. OQj
<( ~ Q.
0.. iii
w z
0
W
0::
u: UI
0:: c
0 oQ
u. m
w u
""
0 00
5 Gl
Q.
0:: Ul
w ~
(/l Gl
Q.
C) l'l
z
::i o~
--' Gl
in Ul Gl
Cl E
(/l :i .,
~ -
w iii 0
..,
lC) (/l 0
~ ~ oc 7ii
0 Gl 8
, W Q.
-.t
0 .-.t .,&1> JO j':~ .'~'" ~~;O \ii::- >N (') ~i.,~_ ,,,&I>
U. '-"'\',' ;W::> ~ -:,.... .;'~, ';'.~ :.",....
ATTACHMENT "A"
ATTACHMENT "B"
STAT Physicians' Services, Inc.
~<<,;::,~; ;e"-"
~J~,:'_,~::t:""
Complete Medical Billing/Practice Management
NOVEMBER b, 2003
RE: CONTRACT FOR PARAMEDIC BILLING
DEAR CHIEF PITZER:
PER MY CONVERSATION WITH HENRY VASQUEZ, IT IS MY UNDERSTANDING THAT
THE FOLLOWING AMENDMENTS HAVE BEEN MADE TO OUR EXISTING CONTRACT.
THE PERCENTAGE RATE PER MONTH WILL NOW BE Y* VS THE CURRENT '1%. WE
WILL ALSO BE REIMBURSED FOR POSTAGE ON A MONTHLY BASIS. IN
ADDITION THESE CHANGES WILL BE RETRO TO JULY OF THIS YEAR AS OUR
CONTRACT WAS OFFICIALY UP AT THE END OF JUNE 2003. IT IS ALSO MY
UNDERSTANDING THAT ALL OTHER CLAUSES IN THAT CONTRACT WILL REMAIN
THE SAME, AND THAT THIS CONTRACT WILL BE ON A MONTH TO MONTH BASIS.
I AM AGREEABLE TO ALL THESE CONDITIONS. SHOULD THERE BE ANY FURTHER
NEED FOR DISCUSSION I WILL BE AVAILABLE. PLEASE DO NOT HESITATE TO
CALL.
SINCERELY,
='6f
OWNER
P.O. Box 2310 - San Bernardino, CA 92406 -1909) 882-1810
1
2
. 3
4
5
6
7
8
9
10
11
12
13
14
. 15
16
17
18
19
20
21
22
23
24
25
26
. 27
28
RESOLUTION NO.
CC(Q)[PJ)f
RESOLUTION OF'. THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO APPROVING AMENDMENT NO. 1 TO THE BILLING SERVICES
AGREEMENT WITH STAT PHYSICIANS' SERVICES FOR FIRST RESPONDER,
PARAMEDIC, AND MEMBERSHIP FEES.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. On August 20, 2001 the Mayor and Common Council adopted Resolution No.
2001-262 authorizing the city to enter into a billing service agreement with Stat Physicians'
Services for first responder, paramedic, and membership program fees, for the term of September
1,2001 through June 30, 2003;
SECTION 2. The Mayor is hereby authorized to execute Amendment No. I to the Billing
Services Agreement with Stat Physicians' Services (attached and incorporated herein as Exhibit A)
which extends the Agreement month to month and sets compensation for services at 9% of bill
collections plus $1,250 per month postage as of July 1,2003.
SECTION 3. The authorization to execute the above referenced Amendment No. 1 is
rescinded if it is not executed within sixty (60) days of the passage of this resolution.
IIII
IIII
IIII
1111
111/
IIII
IIII
IIII
IIII
11/1 ~D /7
IIII
1 J I /} 7/03
I
2
. 3
4
5
6
7
8
9
10
11
12
\3
14
. 15
16
17
18
19
20
21
22
23
24
25
26
. 27
28
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO APPROVING AMENDMENT NO. 1 TO THE BILLING SERVICES
AGREE~ENT WI1J;ISTAT PHYSICIANS' SERVICES FOR FIRST RESPONDER,
PARAMEDIC, AND MEMBERSHIP FEES.
I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and
Common Council of the City of San Bernardino at a
meeting thereof, held on the
day of
, 2003, by the following vote, to wit:
Council Members:
AYES
NAYS
ABSTAIN ABSENT
ESTRADA
LONGVILLE
McGINNIS
DERRY
SUAREZ
ANDERSON
McCAMMACK
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this
day of
,2003.
Judith Valles, Mayor
City of San Bernardino
Approved as to form
and legal content:
James F. Penman
City Attorney
By: ~ /1<-.---.:...;
2
Exhibit A
.
1
2
3
AMENDMENT NO.1 TO
BILLING SERVICES AGREEMENT
4 This Amendment No.1 is entered into this 17th day of November, 2003, between Stat
Physician's Services ("Contractor") and the City of San Bernardino ("City").
5
WHEREAS, on September 1, 2001, Contractor and City entered into a Services Agreement
6 for billing services for first responder and paramedic fees (copy attached and incorporated herein as
Attachment A); and
7
WHEREAS Contractor and City wish to amend said Services Agreement;
8
9 NOW THEREFORE, the parties hereby agree to amend said Services Agreement as follows:
10
Section 2 of said Services Agreement is amended to provide that commencing
July I, 2003, Contractor shall be paid for such services an amount equal to 9% of bill
collections plus $1,240 per month postage.
2. Section 4 of said Services Agreement is amended to extend the term on a month to
month basis commencing July 1, 2003. Either party may terminate said Services
Agreement upon thirty (30) days written notice to the other party.
1.
11
12
13
. 14
15
16
17
By:
18
19
Attest:
20
21
22
3. All other terms and conditions of said Services Agreement remain unchanged.
City of San Bernardino
Stat Physicians Services
By:
Judith Valles, Mayor
Susan Butz, Owner
Rachel Clark, City Clerk
23 Approved as to fqrm and
legal content
24
25 James F. Penman
City Attorney .
26 By: ~-A...A' .
.
27
28
HElcj[AmdNo.1 BillingService.Agreemenl]
.3
4
II 1.
12
13
14
.15
16
17
18
19
20
21
22
23
24
25
26
.27
28
2001-262
Attachment" A"
2
SERVICES AGREEMENT
5
6
THIS AGREEMENT is entered into this 1st day of September, 2001, between Stat
Physicians' Services ("CONTRACTOR") and the CITY OF SAN BERNARDINO ("CITY)",
WHEREAS, CITY has need for billing services for first responder and paramedic fees;
7
WHEREAS, CONTRACTOR is competent, experienced and able to perform said
services; and,
8
WHEREAS, CONTRACTOR has provided the most advantageous and best responsible
proposal for such services;
9
10
NOW THEREFORE, the parties hereto agree as follows:
CONTRACTOR shall furnish billing services as indicated below:
A. Initial invoices will be mailed out within 3 days of receipt of paramedic run tickets.
The following billing schedule will be followed:
Initial Invoice
Second Notice
Past Due Notice
Collection
Final Demand
Immediately
30 days
45 days
60 days
75 days
B. All follow-up work required in order to collect insurance payments, including
additional correspondence and telephone calls, will be performed by the
CONTRACTOR and logged automatically in the patient's ledger.
C. CONTRACTOR will maintain current membership roster for the Paramedic
Membership Program. The CONTRACTOR will bill for and maintain any new
Membership Program the CITY may develop as well as renewal notices.
D. CONTRACTOR will submit to the CITY documentation of each time they work a
delinquent account, whether it be a phone call or correspondence with the patient or
insurance company. A notation will be made on the patient's record of the date and
information learned from the contact person. Information such as mail returned or
phone disconnected, etc., will also be recorded. The CONTRACTOR has a message
box on their statements where the patient will be informed he/she is delinquent, and if
no response, a deadline before collection and then a final demand all in the time frame
the CITY prefers (up to 75 days).
E. Over 90 day cash accounts will be referred to the CITY along with above
documentation of contact and recommendation made for turnover to collection agency
or recommendation for write-otTo
1
~UU1-"O"
F. CONTRACTOR will provide two separate reports to the CITY, one for those
recommended for collection and the other for recommended write-offs. These reports
to be generated twice a month.
G. Both reports will include all information regarding the patient: name, date of service,
employer, reason why account is uncollectible, proof and dates of the
CONTRACTOR's attempts to collect on the account. Upon approval and direction by
the CITY, the CONTRACTOR will reference in billing history the date account is
written-off and reference collection agency assigned to account. The CONTRACTOR
will then return to the CITY accounts to be assigned to outside collection agency.
H. CONTRACTOR will collect and log into departmental receipt all funds collected as a
result of services provided by the CITY within two days of receipt. They will be
logged by the CONTRACTOR and delivered to the CITY by mail/courier. A check
will be issued to the CITY monthly with a detailed report showing all payments,
refunds, and adjustments.
Over the term of this Agreement, CONTRACTOR shall be paid for such services an amount
equal to 7% of bill collections.
CONTRACTOR shall provide Fire Department with a monthly invoice in arrears and shall be
provided payment within thirty (30) days therefrom. CITY retains the right to challenge all or
any part of an invoice.
The initial term of this Agreement shall be two (2) years from the date first shown above and
is subject to termination by either party upon thirty (30) days written notice to the other. There
may be one-year extensions.
CONTRACTOR shall indemnify, defend and hold CITY, its officers, employees and agents
harmless from any claim, demand, liability, suit, judgment or expense (including, without
limitation, reasonable costs of defense) arising out of or related to CONTRACTOR's
performance of this agreement, except that such duty to indemnify, defend and hold harmless
shall not apply where injury to person or property is caused by CITY's willful misconduct or
sole negligence. The costs, salary and expenses of the City Attorney and members of his office
in enforcing this Agreement on behalf of the City shall be considered as "attorney's fees" for
the purposes of this paragraph.
While not restricting or limiting the foregoing, during the term of this Agreement,
2
.3
4
5
6
7
12
13
14 9.
.15
16
17
18
19
20
21
22
23
24
25
26
.7
28
8
9
10
II
2
2001-262
CONTRACTOR shall maintain in effect policies of comprehensive public, general, and
automobile liability insurance, in the amount of $1,000,000 combined single limit, and
statutory worker's compensation coverage, and shall file copies of said policies with the
CITY's Risk Manager prior to undertaking any work under this Agreement. The policies shaH
name the CITY as an additional insured and shaU provide for ten (10) day notification to the
CITY if said policies are terminated or materiaUy altered.
7. CONTRACTOR shall perform work tasks as directed by the Fire Chief or designee, but for aU
intents and purposes, CONTRACTOR shall be an independent contractor and not an agent or
employee of the CITY.
8. In the performance of this Agreement and in the hiring and recruitment of employees,
CONTRACTOR shall not discriminate on the basis of race, creed, color, religion, sex,
physical handicap, ethnic background or country of origin.
Any notice to be given pursuant to this Agreement shaU be deposited with the United States
Postal Service, postage prepaid and addressed as follows:
TO THE CITY:
Larry Pitzer, Fire Chief
City of San Bernardino Fire Department
200 East Third Street
San Bernardino CA 92410
TO THE CONTRACTOR
Stat Physicians Services
P.O. Box2310
San Bernardino CA 92406
(909) 425-8155
3
NOV-13-03 14:44
~ov 13 03 03:07p
.2
9093845181 P.01 R-156 Job-601
san bernardino cit~ ~ire 909 384-5281
p.2
2001-262
Nothing in this paragraph shall be construed to prevent the giving of notice by personal
service.
3
IN WITNESS WHEREOF, the parties hereto have executed this 1I.greement on the day
4
and date first above shown,
5
6
Dat,~:
by:
~sicians Services
s' sName L
':2rA!~ ~'
Authorized Signature
7
8
Name: Patricia Scott
9
10
II
Title: President
'BERNARDIN(t
L~'
"
12
Date: August 23. 2001
by:
\3
OFFICE OF THE CITY CLERK
RACHEL G. CLARK, C.M.C. - CITY CLERK
300 North "D" Street. San Bernardino' CA 92418-0001
909.384.5002' Fax: 909.384.5158
www.cLsan-bernardino.ca.us
."
November 24, 2003
Susan Butz, Owner
Stat Physicians Services
P.O. Box 2310
San Bernardino, Ca 92406
Dear Ms. Butz,
At the Mayor and Common Council meeting of November 17, 2003, the City of San Bernardino
adopted Resolution 2003-300 - Resolution approving Amendment No. 1 to the billing services
agreement with Stat Physicians' Services for first responder, paramedic, and membership fees.
Enclosed is one (1) original agreement. Please sign in the appropriate location and return the
original agreement to the City Clerk's Office, Attn: Michelle Taylor, P.O. Box 1318, San
Bernardino, CA 92402, as soon as possible.
Please be advised that the resolution and agreement will be null and void if not executed
within 60 days, or by January 16, 2004.
If you have any questions, please do not hesitate to contact me at (909)384-5002.
Sincerely,
-Iii (~'C (, J~
Michelle Taylor 0
Senior Secretary
L!J-_
Enclosure
CITY OF SAN BERNARDINO
ADOPTED SHARED VALUES: Integrity' Accountability' Respect for Human Dignity' Honesty
CITY OF SAN BERNARDINO
Interoffice Memorandum
CITY CLERK'S OFFICE
Records and Information Management (RIM) Program
DATE:
December 2, 2003
TO:
Norma Camarena, Administrative Analyst; Sue Murphy, Senior Secretary
FROM:
Michelle Taylor, Senior Secretary
RE:
Resolution 2003-300 - Stat Physicians' Services
CC:
Veronica Martinez, Senior Secretary
Attached is a fully executed copy of Amendment No. I to the billing services agreement with
Stat Physicians' Services for first responder, paramedic, and membership fees. The original
agreement is on file in the City Clerk's Office.
If you have any questions, please call me at ex!. 3206.
-"
** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): II" n -03 Item # III
Vote: Ayes I -'I Nays.e-
Resolution #
Abstain .0-
1- 003 - 300
Absent -~
Change to motion to amend original documents: -
Reso. # On Attachments:
,/
Contract term: -
Null/Void After:~ Dft1-S.!I- \ b "at!"
Note on Resolution of Attachment stored separately: -=-
Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY
By: -
Date Sent to Mayor:
\H~-03
Reso. Log Updated: "'...--
Seal Impressed: ---
Date of Mayor's Signature: 1 \""LO <YJ
Date ofClerk/CDC Signature: 11-70 ""Q',
Date Memo/Letter Sent for Signature:
60 Day Reminder Letter Sent on 30th day:
90 Day Reminder Letter Sent on 45th day:
11"2-,\-03,
See Attached: ~ate Returned: 12- )-03
See Attached:
See Attached:
Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Updated CITY Personnel Folders (6413, 6429, 6433,10584,10585, 12634):
Updated CDC Personnel Folders (5557):
Updated Traffic Folders (3985, 8234, 655, 92-389):
Yes v/ No By
Yes No /" By
Yes No V By
Yes No _~/BY
Yes
No- B
Copies Distrib,/to:
City Attorney Code Compliance
Dev. Services
EDA
Finance ./
Others: Vi ~
MIS
Parks & Rec.
Police
Public Services
Water
Notes:
BEFORE FILING. REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE
YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term. etc.)
Ready to File: _
Date:
Revised 01/12/01