City Council Report 915 I Street, 1 st Floor Sacramento, CA 95814 www.cityofsacramento.org File ID: 2017-01487 Published for 10-Day Review 12/07/2017 Review Item 01 Title: (Agreement/Contract for Review) Contract: Ambulance Billing Services (Two- Thirds Vote Required) Location: Citywide Recommendation: Accept and publish for review a Motion: 1) suspending competitive bidding in the best interest of the City for the procurement of ambulance billing services; 2) awarding a three-year contract to Wittman Enterprises, LLC, with the possibility of two (2) one-year extension periods, for ambulance billing services in a total amount not to exceed $6,000,000; 2) authorizing the City Manager or City Manager s designee to execute the above contract and enter into the extension periods provided that sufficient funding is provided in the adopted budget for the applicable fiscal year; and continue to December 19, 2017 for approval Contact: Michael Taylor, Assistant Chief, (916) 808-5060, Fire Department Presenter: None Attachments: 1-Description/Analysis 2-Wittman Enterprise, LLC Contract Matthew Ruyak, Interim City Attorney Mindy Cuppy, City Clerk John Colville, City Treasurer Howard Chan, City Manager Page 1 of 48
File ID: 2017-01487 Review Item 01 Description/Analysis Issue Detail: The Fire Department has an ongoing requirement for ambulance billing services for Advanced Life Support (ALS). The Fire Department currently responds to over 51,000 emergency medical calls per year that result in the generation of an electronic Patient Care Report (epcr) that requires review, coding, and analysis prior to sending out a claim to an insurance company or a bill to the patient. Policy Considerations: This recommendation is consistent with City requirements for competitive bidding as detailed in the Sacramento City Code 3.56 including suspending competitive bidding in the best interest of the City for using the RFP Process for procurement of non-professional services. Economic Impacts: Not Applicable. Environmental Considerations: This report concerns administrative activities that will not have a significant effect on the environment, and does not constitute a project as defined by the California Environmental Quality Act (CEQA) [CEQA Guidelines Section 15061 (b) (3); 15378 (b) (2)]. Sustainability: Not Applicable. Commission/Committee Action: Not Applicable. Rationale for Recommendation: In May 2017, the Fire Department conducted a competitive bidding process and posted a Request for Proposal (RFP) for ambulance billing services under RFP No. P17121441011. The Fire Department evaluated the proposals submitted based on the following criteria: experience and qualifications, methodology and approach of work, pricing, and references. To broaden the possible vendors the Fire Department processed a waiver to negate the requirement set forth by Local Business Enterprise. The Fire Department recommends suspending competitive bidding in the best interest of the City because the Fire Department used the RFP process to evaluate proposals on a broader range of criteria than just price for the procurement of the non-professional service for ambulance billing. During the evaluation, it was determined the most important factor was the experience and ability of the service provider to handle a high volume of patient accounts with a high rate of accuracy and attention to detail. As a result of the evaluation of the proposals submitted, staff City of Sacramento Published for 10-Day Review 12/07/2017 powered by Legistar Page 2 of 48
File ID: 2017-01487 Review Item 01 recommends Wittman Enterprises, LLC as having the capability and capacity to meet the department s needs. Financial Considerations: The annual cost of the contact is approximately $1,200,000. Sufficient funding is available in the FY2017/18 approved Fire Department Budget for costs incurred through June 30, 2018. Funding made after June 30, 2018 are subject to funding availability in the adopted budget of the applicable fiscal year. Local Business Enterprise (LBE): Wittman Enterprises, LLC is not an LBE. The minimum LBE participation requirement is waived as the City has suspended competitive bidding and utilized an alternate procurement method to select a vendor(s). City of Sacramento Published for 10-Day Review 12/07/2017 powered by Legistar Page 3 of 48
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