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COUNTY OF NORTHAMPTON_ VIRGINIA REQUEST FOR

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COUNTY OF NORTHAMPTON_ VIRGINIA REQUEST FOR Powered By Docstoc
					   COUNTY OF NORTHAMPTON, VIRGINIA




     REQUEST FOR PROPOSALS FOR


    AUTOMATED AMBULANCE BILLING,


INSURANCE SERVICES & COLLECTION SYSTEM




              Date of Issue
           Monday, June 20, 2011



          Due Date for Proposal
     Wednesday, July 6, 2011 @ 2:00 p.m.




                     1
                                                         Table of Contents 
PUBLIC NOTICE ............................................................................................................. 4 
Instructions & Information................................................................................................ 5 
I.          INTRODUCTION ................................................................................................... 7 
II.         SCOPE OF WORK TO BE PERFORMED ............................................................ 7 
      A.       Overview .......................................................................................................................... 7 
      B.       EMS Chart Processing ..................................................................................................... 7 
      C.       Proper Patient Care/Medical Necessity Documentation .................................................. 8 
      D.       Patient Authorization and Insurance Information ............................................................ 8 
      E.       Verification and Missing Information Follow-Up ........................................................... 8 
      F.       Customer Service ............................................................................................................. 9 
      G.       Accounts Receivable and Transaction Posting ................................................................ 9 
      H.       Rejection Follow-Up ...................................................................................................... 10 
      I.         Patient, Commercial, Entitlement Follow-up ................................................................ 10 
      J.       Billing Process ............................................................................................................... 10 
      K.       Patient Refunds .............................................................................................................. 11 
      L.       Term of Contract ............................................................................................................ 11 
      M.       Project/Contract Description .......................................................................................... 11 
      N.       Sub-Contracting of Work ............................................................................................... 11 
      O.       County’s Responsibility ................................................................................................. 11 
III.        PROPOSAL PREPARATION AND SUBMISSION ............................................. 11 
      A.       Format of the Proposal ................................................................................................... 11 
      B.       Contents of the Proposal ................................................................................................ 12 
IV.         PROPOSAL EVALUATION CATEGORIES AND MAXIMUM POINTS .............. 12 
V.          PRICE PROPOSAL AND PAYMENT TERMS.................................................... 13 
VI.         GENERAL TERMS AND CONDITIONS FOR PROFESSIONAL SERVICES .... 13 
      A.       SUBMISSION OF PROPOSAL .................................................................................... 13 
      B.       CLARIFICATION OF TERMS ..................................................................................... 13 
      C.       APPLICABLE LAWS AND COURTS ......................................................................... 13 
      D.       ANTI-DISCRIMINATION ............................................................................................ 13 
      E.       ETHICS IN PUBLIC CONTRACTING ........................................................................ 14 
      F.       IMMIGRATION REFORM AND CONTROL ACT OF 1986 .................................... 14 
      G.       QUALIFICATIONS OF PROSPECTIVE BIDDER ..................................................... 14 

                                                                         2
  H.       CHANGES TO THE CONTRACT ............................................................................... 14 
  I.         DEFAULT ..................................................................................................................... 15 
  J.      CANCELING OR AMENDING A SOLICITATION ................................................... 15 
  K.       PROTEST OF AWARD OR DECISION TO AWARD................................................ 15 
  L.       CLAIMS ......................................................................................................................... 15 
VII.    SPECIAL TERMS AND CONDITIONS ............................................................... 15 
  A.       AVAILABILITY OF FUNDS ....................................................................................... 15 
  B.       CANCELLATION OF CONTRACT ............................................................................ 16 
  C.       EXTENSION OF CONTRACT ..................................................................................... 16 
  D.       RETENTION OF WORKING PAPERS ....................................................................... 16 
  E.       SUBCONTRACTS ........................................................................................................ 16 




                                                                    3
                               COUNTY OF NORTHAMPTON, VA

                              REQUEST FOR PROPOSALS
                                       FOR
                           AUTOMATED AMBULANCE BILLING,
                      INSURANCE SERVICES & COLLECTION SYSTEM



                                     PUBLIC NOTICE

The Board of Supervisors of Northampton County, Virginia is requesting proposals from
qualified entities to provide automated ambulance billing, insurance services and
collection system for the Northampton County Department of Emergency Medical
Services.

A complete package providing more detailed information may be obtained at:

                            Office of the County Administrator
                        Katherine H. Nunez, County Administrator
                                  County of Northampton
                                    7247 Young Street
                                 Machipongo, VA 23405
                                      (757) 678-0440


Responses are due by 2:00 p.m., Wednesday, July 6, 2011. Place the original
response along with five (5) copies in a sealed envelope or container clearly labeled
“Request for Proposals for Ambulance Billing, Insurance Services and Collection
System”. The proposal shall be signed by an authorized proposer or representative.

Any response received after this date and time, whether hand-delivered, submitted via
U.S. Postal Service, or submitted via any other delivery service, will not be accepted or
considered.

Any questions concerning this Request for Proposal should be directed to Hollye
Carpenter, Emergency Services Coordinator, at (757) 678-0411.

The County reserves the right to amend or cancel this Request for Proposals at any
time if it is in the best interests of the County. The County reserves the right to reject
any or any part of all responses and to waive informalities and technicalities.




                                              4
                                County of Northampton

     Automated Ambulance Billing, Insurance Services & Collection System,
                       with Four One year Renewals

                              Instructions & Information

A.    Proposals must be submitted in a sealed package and received in accordance
      with the instructions detailed in the cover letter. All submittals shall be marked
      "Ambulance Billing”. Proposal Offerors shall enclose all documents necessary to
      support their submittal.

B.    Offerors shall be responsible for the actual delivery of submittals during business
      hours to the address indicated in the cover letter. It shall not be sufficient to show
      that the submittal was mailed in time to be received before the scheduled closing
      time.

C.    Five complete sets of all required documents shall be submitted.

D.    The statement of qualifications shall contain all elements described in this
      request. Offeror may submit other information he feels may be important in the
      evaluation of his firm's capabilities.

E.    The County of Northampton reserves the right to reject any and all submittals
      and to request clarification of information from any Offerors.

F.    Offerors may be required to submit additional information that the County may
      deem necessary to further evaluate the Offeror's qualifications.

G.    The County of Northampton will not reimburse Offerors for any costs associated
      with the preparation and submittal of any statement of qualification, or for any
      travel and per diem costs that are incurred.

H.    All submittals, responses, inquiries, or correspondence relating to or in reference
      to this RFP, and all reports, charts, and other documentation submitted by
      Offerors shall become the property of the County of Northampton when received.

I.    The County shall be the sole judge as to the merits of qualifications submitted by
      Offerors. The decision of the County shall be final and only those Offerors
      considered to be qualified shall be interviewed.

J.    All statements of qualifications will be reviewed and ranked by the RFP Selection
      Committee (County Administrator, County Finance Director, County Treasurer,
      EMS Director) based upon the committee members' evaluation of suitability of
      each respondent to the requirements of the RFP. Selection shall be made of two
      or more Offerors deemed to be fully qualified and best suited among those
      submitting proposals, on the basis of the factors involved in the Request for
      Proposal, including price if so stated in the Request for Proposal.
                                            5
Negotiations may then be conducted with each of the Offerors so selected. Price
shall be considered, but need not be the sole determining factor. After
negotiations have been conducted with each Offeror so selected, the RFP
Selection Committee shall select the Offeror which, in its opinion, has made the
best proposal, and shall make a recommendation to the Board of Supervisors to
award the contract to that Offeror. Should the Selection Committee recommend
and the Board of Supervisors determine in writing and in its sole discretion that
only one Offeror is fully qualified, or that one Offeror is clearly more highly
qualified than the others under consideration, a contract may be negotiated and
awarded to that Offeror.




                                    6
I.       INTRODUCTION

The Board of Supervisors of Northampton County requests qualified vendors to submit
proposals to provide an automated ambulance billing, insurance services and collection
system for the Northampton County Department of EMS.

The attached scope of work defines the provision of a fully comprehensive and
automated medical billing and collection system to include technical and administrative
support for the Northampton County Department of EMS. The Northampton County
Department of EMS provides pre-hospital medical evaluation, treatment and/or
transportation to hospitals in the Tidewater area. In 2010, emergency medical services
accounted for 2,760 calls with 1,385 patients transported to a hospital. Billable
transports per year could be as few as 250 and as many as 1,500.


II.      SCOPE OF WORK TO BE PERFORMED

      A. Overview

      The County of Northampton plans to contract with a qualified firm for services
      regarding ambulance transport billing and third party billing including filing of
      insurance claims and collections.

      The following is a general outline of the type of work to be performed. The exact
      scope of work to be performed is subject to negotiation prior to acceptance. This
      outline is intended as a guide for consultants to analyze the scope of services
      sought and to demonstrate their qualifications for performing this work. Any
      questions concerning this Request for Proposals shall be submitted prior to
      submitting a proposal. The following guidelines will be included in a contract for
      services that will be required of the selected firm.

      B. EMS Chart Processing

      The contractor will provide all labor, material and equipment, to gather all essential
      information for generating and processing all EMS charts related to the Northampton
      County Department of EMS (NCEMS). Emergency medical services include, but are
      not limited to, the emergency treatment and/or transportation of patients, non-
      emergency treatment and/or transportation of patients, inter-facility patient transfers
      and patient refusals of treatment and/or transport. Essential EMS Chart information
      includes: patient demographics origin and destination of transport, run times,
      responsible party, chief medical complaint, insurance information, technician
      information, type of medical assistance given, basic life support (BLS), advanced life
      support (ALS) and procedures performed by technicians.

      The Northampton County Department of EMS recognizes the importance of
      accurate and complete EMS Chart information. However, sometimes due to the
      serious nature of some patient’s medical condition at the time of service, NCEMS
      personnel may not be able to obtain complete and accurate EMS Chart
                                                7
documentation of information required by the contractor. To ensure generation and
completeness of the EMS Chart, the contractor will provide appropriate training to
ensure NCEMS members who are involved in the medical billing process, including
pre-hospital providers, will have the necessary skills, knowledge and abilities to
accurately prepare the EMS Chart. NCEMS will provide facilities, equipment and
supplies for contractor conducted training. The contractor will be responsible for
providing all training instructors and materials. All training will be conducted at the
NCEMS training center, Machipongo, VA. The contractor will be responsible for
providing NCEMS with the latest changes and modifications of the EMS Chart as
required by the applicable insurance providers or as mandated by state and federal
agencies.

C. Proper Patient Care/Medical Necessity Documentation

The contractor will provide training as listed above and continually provide updates
and feedback to NCEMS management for proper demographic documentation as
well as proper medical documentation for both transport and non-transport patients.
The contractor will ensure proper documentation of medical care rendered and
medical necessity (chief complaint) of all EMS Charts. The contractor will be
responsible for providing quarterly written reports to NCEMS management on areas
of deficiency and identify areas where NCEMS pre-hospital personnel can improve
documentation. To ensure completeness and proper patient care/medical necessity
documentation on the EMS Chart, the contractor will provide appropriate training to
all NCEMS members concerning documentation, charges and requirements.

D. Patient Authorization and Insurance Information

The contractor will ensure completeness of the EMS Chart and patient insurance
information. For quality control and checklist for documentation for NCEMS review,
appropriate ongoing training by the contractor will be provided.

E. Verification and Missing Information Follow-Up

The contractor will provide all labor, materials, and equipment for verification of EMS
Chart patient information. The contractor will gather missing patient information by
but not limited to: searching the Medicare, Medicaid and other applicable carriers,
including commercial insurance provider’s data bases for previous patient
information; searching the vendor’s billing data base; contacting the medical facility;
or by direct patient, family member or responsible party contact. When the contact
is made with the responsible party, the contractor will verify and correct all patient
information.

Data Entry and Claim Submission: NCEMS utilizes EMS Charts, a web-based
program for electronic charting. The contractor will be responsible for ensuring
compatibility of information transfer from EMS Charts for downloading of patient
information into the vendor’s software.



                                         8
The contractor data entry personnel at their location will perform these functions.
The following functions will be performed at the data entry level:

   •   Automatic/demand claims processing with second request filing
   •   Validation and edition of all data fields that are applicable to, but not limited to
       the following insurance forms:
           i.  Medicare
          ii. Medicaid
         iii.  Anthem
        iv.    Optima
          v. CHAMPUS
        vi. HCFA-1500 for all commercial insurance carriers
        vii. Electronic filing to all applicable carriers

F. Customer Service

The contractor will appoint a Customer Service Representative who will provide
patient account information Monday through Friday, 9:00 am through 5:00 pm EST,
excluding all major holidays.

G. Accounts Receivable and Transaction Posting

The contractor will be responsible for providing a written report on a monthly basis
on the status of all uncollected patient accounts. All patient account payments
(checks, cash, and money orders) will be sent to Northampton County EMS, PO Box
235, Eastville, VA 23347. Northampton County will be responsible for receiving and
depositing ALL payments associated with pre-hospital medical billings. All data
entry and posting shall be accomplished by the contractor. NCEMS will be
responsible for the deposit and accounting records required by the Northampton
County Treasurer. NCEMS will provide to the contractor an explanation of benefits
(EOB) received from insurance providers and any accompanying correspondence
for posting purposes weekly.

The contractor, at a minimum, will develop the following information in an electronic
and paper media format for inquiry to patient account. The contract shall be able to
upload and download billing information in the EMS Charts for viewing by NCEMS.
The contractor will provide, upon request paper media with all raw data and the
following information:

   1. The patient’s account receivable report to include:
          • Account’s over thirty (30 days)
          • Beginning and ending accounts balance by summary charges
          • Payments by responsible parties
          • Adjustments
          • Net total
   2. Prepare a revenue analysis report which will provide current month and YTD
      collection information from each responsible party.

                                           9
   3. Prepare an insurance follow-up written report by individual carrier for any
      outstanding and/or pending patient claims.
   4. Prepare an aged patient account analysis report in summary (per selected
      parameters) or in detailed by all responsible parties.

The contractor will be responsible for transaction posting to each patient account
that applies to payments, adjustments, refunds/credits and resubmission of
insurance provider claims. The contractor will be required to update all patient
information when patient information is found to be incorrect. The contractor will
sync all electronic records with EMS Charts, allowing NCEMS authorized personnel
to access all information related to patients’ accounts.

H. Rejection Follow-Up

The contractor will be responsible for the follow-up on each medical claim for service
rejected by any insurance provider. The contractor will be responsible for contacting
insurance providers by telephone, mail, fax, electronically in order to resolve each
rejected claim, on a claim-by-claim basis. The contractor will be responsible for
furnishing insurance providers with all requested patient information, medical
information, medical documentation and the resubmission of the rejected claim. The
contractor will prepare and deliver a written report for all rejected claims detailing the
reason for rejection and provide documentation of each claim resubmitted on a
monthly basis.

I. Patient, Commercial, Entitlement Follow-up

The contractor will be responsible for regular follow-up on unpaid accounts older
than thirty (30) days to ascertain the accuracy and availability of insurance
information. The contractor will send an original invoice for services provided by
NCEMS within ten (10) working days for the receipt of the EMS Chart. The
contractor will generate and mail a statement of account to patients, responsible
parties and/or insurance carriers thirty (30) calendar days after the original date of
service. The contractor will again generate and mail a statement of account to
patients, responsible parties and/or insurance carriers sixty (60) calendar days after
the original date of service. Patient accounts reaching ninety (90) calendar days old
and remaining unpaid will require the contractor to send a pre-collection notice. The
final notice for collection will sent after one hundred twenty (120) days. The format
of each of these notices will be in accordance with Northampton County policy. In all
cases the contractor will be responsible for preparing and mailing all invoices and
overdue notices.

J. Billing Process

The contractor will provide an automated billing system, fully compatible with EMS
Charts.




                                          10
       K. Patient Refunds

       The contractor will prepare and deliver a written monthly report of all responsible
       party billings which reflect an overpayment. The County will process all refunds.

       L. Term of Contract

       This contract is for an initial term of one year and may be renewed by the County for
       four (4) successive one year periods under the terms and conditions of the original
       contract. Upon a determination by the County to renew this contract for an
       additional term, written notification will be give to the contractor no later than 60 days
       from expiration of the contract.

       M. Project/Contract Description

       Any resulting contract shall be effective upon endorsement and shall be in effect or a
       period of time to be determined as a result of the selection process. The
       continuation of any contract and the terms, conditions and provisions pertaining
       thereto beyond any fiscal year is subject to the approval and ratification by the
       County of Northampton.

       N. Sub-Contracting of Work

       No portion of the work will be assigned to a sub-contractor without the written
       consent of the County.

       O. County’s Responsibility

       The county shall:
          • Provide to the contractor all information in possession of the County which
             relates to the County requirements for the project or which is relevant.
          • Assist the contractor in obtaining permission to enter upon public and private
             property as required for contractors to perform the services.
          • Examine all studies, test results, sketches, drawings, specifications,
             proposals, and other documents presented by the Contractor.
          • Designate a person(s) to act as the County’s representative with respect to
             the work to be performed under this agreement. Such person shall have the
             authority to transmit instructions, receive information, interpret and define the
             County’s policies and decisions.


III.      PROPOSAL PREPARATION AND SUBMISSION

       A. Format of the Proposal

       Proposals should be as thorough and detailed as possible so the Local Government
       may properly evaluate the Vendor’s ability to provide the required services. Each

                                                 11
      copy of the proposal should be bound or contained in a single volume where
      practical. All documentation submitted with the proposal should be contained in that
      single volume.

      B. Contents of the Proposal

      The Vendor is required to submit the following items as a complete proposal:

         1) Title Page

                Show the RFP subject, the name of the Offeror's firm, physical and mailing
                address, telephone number, name of contact person and date.

         2) Letter of Transmittal that includes the items listed below.

                a) History of the firm, including number of years in business and size of
                   firm.
                b) A statement by the prospective Vendor of his understanding of the
                   work to be performed with descriptions of the billing approach and
                   illustrations of the procedures to be employed.
                c) Biographies, including experience, of the individuals who will be
                   assigned to the engagement.
                d) Names, addresses and telephone numbers of persons who may be
                   contacted for reference.

         3) Submission of Price Proposal (see Section __ below).


IV.      PROPOSAL EVALUATION CATEGORIES AND MAXIMUM POINTS

      The categories that shall be considered in the evaluation of proposals are
      Qualifications and Experience, Technical Approach, Presentation/Interview (if
      required) and Cost. The maximum points that shall be awarded for each of these
      categories are:

      CATEGORIES                                           MAXIMUM POINTS POSSIBLE
      General Proposer Qualifications & Experience         35
      Technical Approach                                   30
      Presentation/Interview (if required)                 10
      Cost Proposal                                        25




                                              12
V.       PRICE PROPOSAL AND PAYMENT TERMS

      This will be the first time Northampton County has billed for EMS services. The
      contractor shall assist NCEMS in setting fixed rates for Basic Life Support (BLS)
      transports, Advanced Life Support (ALS) 1 Transports, ALS 2 transports and loaded
      mileage rate. All contractor's, as part of their proposal, will specify a fixed
      percentage rate of revenues received by the county as direct result of the
      Contractor’s service for the purpose of determining the Contractor’s fees. These
      fees will remain in place for a minimum of one year and then reviewed annually to
      ensure fees are adequate. The fee will be paid on a month basis and will be based
      on all the net sums received from all responsible parties and insurance providers
      that are forwarded to the County for deposit (gross receipts, less refunds). Accounts
      turned over to the County for additional collection efforts, as deemed appropriate,
      will not be included in determining the contractor’s fees. Each contractor must
      submit a single fee with their proposal; the contractor’s fees for services to be
      provided will be a percentage of actual dollars collected during the previous month.


VI.      GENERAL TERMS AND CONDITIONS FOR PROFESSIONAL SERVICES

      A. SUBMISSION OF PROPOSAL
         Failure to submit a proposal in accordance with the requirements set forth in this
         solicitation is cause for rejection of the proposal. However, the Local Government
         reserves the right to decide, on a case by case basis, in its sole discretion,
         whether or not to reject such a proposal.

      B. CLARIFICATION OF TERMS
         If any prospective Offeror has questions about the terms contained in the
         solicitation documents, the prospective Offeror should contact Northampton
         County’s EMS Director, Hollye Carpenter at 757-678-0411, no later than five
         working days before the due date. Any revisions to the solicitation will be made
         only by addendum by the Local Government.

      C. APPLICABLE LAWS AND COURTS
         This solicitation and any resulting contract shall be governed in all respects by
         the laws of the Commonwealth of Virginia and any litigation with respect thereto
         shall be brought in the courts of the Commonwealth. The Vendor shall comply
         with applicable federal, state and local laws and regulations.

      D. ANTI-DISCRIMINATION
         By submitting their proposals the Vendor certifies that they will conform to the
         provisions of the Federal Civil Rights Act of 1964, as amended, the Virginians
         With Disabilities Act (§ 51.5.1 of the Code of Virginia, et. seq.) and the Americans
         with Disabilities Act. The Vendor also agrees that during the performance of this
         contract that:

                (a) The Vendor shall not discriminate against any employee or applicant
                for employment because of race, religion, color, sex or national origin,
                                              13
          except where religion, sex or national origin is a bona fide occupational
          qualification reasonable and necessary to the normal operations of the
          Vendor. The Vendor agrees to post in a conspicuous place, available to
          employees and applicants for employment, notices setting forth the
          provisions of this nondiscrimination clause.

          (b) The Vendor, in all solicitations or advertisements for employees placed
          by or on behalf of the Vendor, shall state that the Vendor is an equal
          opportunity employer.

          (c) Notices, advertisements and solicitations placed in accordance with
          federal laws, rule or regulations shall be deemed sufficient for the purpose
          of meeting the requirements of this section.

          (d) The Vendor shall include the provisions of items (a), (b) and (c) in
          every subcontract or purchase order over $10,000, so that the provisions
          will be binding upon each subcontractor or vendor.

E. ETHICS IN PUBLIC CONTRACTING
   By submitting their proposals, the Vendor certifies that their bids or proposals are
   made without collusion or fraud and that they have not offered or received any
   kickbacks or inducements from any other Bidder/Offeror, supplier, manufacturer
   or subcontractor in connection with their bid or proposal, and that they have not
   conferred on any public employee having official responsibility for this
   procurement transaction any payment, loan, subscription, advance, deposit of
   money, services, or anything of more than nominal value, present or promised
   unless consideration of substantially equal or greater value was exchanged.

F. IMMIGRATION REFORM AND CONTROL ACT OF 1986
   By submitting their proposals, the Vendor certifies that they do not and will not
   during the performance of this contract employ illegal alien workers or otherwise
   violate the provisions of the Federal Immigration Reform and Control Act of 1986.

G. QUALIFICATIONS OF PROSPECTIVE BIDDER
   The Local Government may make such reasonable investigations, as they deem
   proper and necessary to determine the ability of the firm proposing to perform the
   work. The Local Government reserves the right to reject any proposal if the
   evidence submitted by the firm, or investigations of the firm, fail to satisfy the
   Local Government that the firm is properly qualified to carry out the obligations of
   the contract and to complete the work contemplated therein.

H. CHANGES TO THE CONTRACT
   The Local Government may order changes within the general scope of the
   contract at any time by written notice to the Vendor. The Vendor shall be
   compensated for any additional costs incurred as a result of such order. Said
   compensation shall be determined by mutual agreement between the parties in
   writing.

                                        14
   I. DEFAULT
      In case of failure to deliver services in accordance with the contract terms and
      conditions, the Local Government, after due oral or written notice, may procure
      them from other sources and hold the Vendor responsible for any resulting
      additional purchase and administrative costs. This remedy shall be in addition to
      any other remedies that the Local Government may have.

   J. CANCELING OR AMENDING A SOLICITATION
      The Local Government may cancel or withdraw a solicitation in whole or in part
      and reject any and all proposals at any time prior to an award. The Local
      Government also may amend the solicitation by the issuance of an addendum
      prior to the time set for receipt of response.

   K. PROTEST OF AWARD OR DECISION TO AWARD
      Any Vendor submitting a proposal in response to a solicitation may protest the
      award or decision to award a contract by submitting such protest in writing no
      later than ten days after the award is made or the notice of intent to award is
      posted. The written protest must be received by the County Administrator. The
      protest shall include the specific basis for the protest and the relief sought. The
      County Administrator shall issue a decision in writing within ten days stating the
      reason for the action taken. This decision shall be final unless the Offeror
      appeals within ten days of the written decision by invoking the Local
      Government's appeal procedures, or institutes legal action as provided in § 11-70
      of the Code of Virginia. If the protest of any Offeror depends in whole or in part
      upon information contained in public records pertaining to the procurement which
      are subject to inspection, then the time within which the protest must be
      submitted shall expire ten days after those records are available for public
      inspection by such Offeror, or at such later time as provided in this section. No
      protest shall lie for a claim that the selected Offeror is not a responsible Offeror.

   L. CLAIMS
      Contractual claims for money or other relief shall be submitted in writing no later
      than sixty days after final payment; however, written notice of the Vendor's
      intention to file such claim must be given at the time of the occurrence or
      beginning of the work upon which the claim is based. Nothing herein shall
      preclude a contract from requiring submission of an invoice for final payment
      within a certain time after completion and acceptance of the work. Precedence of
      claims shall not delay payment of amounts agreed due in the final payment.

VII.   SPECIAL TERMS AND CONDITIONS

   A. AVAILABILITY OF FUNDS
      It is understood and agreed between the parties herein that the Local
      Government shall be bound hereunder only to the extent of the funds available or
      which may hereafter become available for the purpose of this agreement.




                                            15
B. CANCELLATION OF CONTRACT
   The Local Government reserves the right to cancel and terminate any resulting
   contract, in part or in whole, without penalty, upon 60 days written notice to the
   Vendor.

C. EXTENSION OF CONTRACT
   This contract may be extended by the Local Government upon written agreement
   of both parties for four (4) successive one year periods, under the terms of the
   current contract, and at a reasonable time (sixty days) prior to the expiration.

D. RETENTION OF WORKING PAPERS
   The Vendor hereby agrees to retain all books, records and other working papers
   relative to this contract for five (5) years after final payment. The Local
   Government, its authorized agents, and/or state and federal Vendors shall have
   full access to and the right to examine any of said materials during said period.

E. SUBCONTRACTS
   No portion of this work shall be subcontracted without prior written consent of the
   Local Government. The Vendor shall, however, remain fully liable and
   responsible for the work to be done by the subcontractor(s) and shall assure
   compliance with all requirements of the contract.




                                        16
                              County of Northampton

     Automated Ambulance Billing, Insurance Services & Collection System,
                       with Four One year Renewals

                                      Mailing List


Cornerstone Adminisystems, Inc.
Jim Jones, CAC
Manager, Advanced Billing Solutions
P.O. Box 726
New Cumberland, PA 17070
(866) 724-4142
(717) 724-4142
EMS Consultants
Kelli Cassarino
Marketing Coordinator
P.O Box 2584
LaGrange, GA 30241
(800) 342-5460 ext 237
Fax (706) 298-0231

Med3000
Gary Matthews
PO Box 6401
Virginia Beach, VA 23456
(757) 944-1653
Fax (412) 937-9221

Fidelis
397 Little Neck Road, Bldg 3300 South, Suite 300
Virginia Beach, VA 23452
(800) 355-1753
(757) 557-0833
Fax (757) 557-0943




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