2024-853 FIRE - Debt Collection for Ambulance Billing RFQ.pdf

CITY OF GARDNER

PURCHASING DEPARTMENT

95 Pleasant Street, Room 217 Gardner, MA 01440 978-632-0426

REQUEST FOR QUOTE

(Debt Collection Services for Ambulance Transport Billing) MGL Chapter 30B Services

Required Submission Date: Thursday, May 9, 2024, no later than 1:00 p.m. local time

Deliver Submission To: Purchasing Department, 95 Pleasant Street, Room 217, Gardner, MA or by email to jcormier@gardner-ma.gov.

Pre-bid Conference: None.

Last Day and Time for Questions: Wednesday, May 2, 2024 at 10:00 a.m.

OSHA Training: No

Prevailing Wage Law: No

Table of Contents Section Number of Pages

1. Table of Contents 1

2. Specifications 3

3. Required Forms 3

4. Form for Quote 1

5. Sample Contract 1

PROCUREMENT # 2024-853

ISSUE DATE: April 24, 2024

Joshua Cormier, CPO, MCPPO

Director of Purchasing jcormier@gardner-ma.gov

Specifications, Debt Collection Page 1 of 3 Bid Documents

DEBT COLLECTION SERVICES FOR AMBULANCE TRANSPORT BILLING

#2024-853

Specifications/Scope of Services/Purchase Description

General Description The City of Gardner, in conjunction with its Fire Department, is seeking to hire a qualified vendor that specializes in debt collection, for certain delinquent debt owed to the City of Gardner, including, but not limited to, ambulance transport billing. The successful bidder will be responsible for performing all related work as required in the specifications outlined below. The successful bidder must supply all labor, material, and equipment necessary to satisfy the requirements of this bid. The City does not guarantee a minimum value for this contract.

Contract Information One contract will be awarded to the one responsible and eligible bidder offering the lowest fixed percentage fee rate, based on the amount collected, for completing the task outlined in the specifications and as noted in the quote form. The Purchasing Agent of the City shall be the final authority on the acceptability or unacceptability of each bid with respect to specifications and general requirements.

The contract that is awarded as a result of this request for quotes will be effective upon completed execution of a contract signed by both the successful bidder and the appropriate City officials.

The contract will be a one-year contract, with two additional one-year options to extend, at the sole discretion of the City of Gardner. The fixed percentage fee rate, included in the initial quote, will be the same percentage used through any options to extend.

The performance and payment obligations of the City for the proposed work covered by this contract will be subject to actual collection of the debt by the Vendor.

Vendor Qualifications All bidders must provide written documentation, with their quote, as evidence they meet the following minimum requirements and further, that their firm has the requisite background to perform this particular type of work. All bidders must have a minimum of five (5) years experience in performing the type of work specified in this document. The bidder shall prove that they have a successful track record of debt collection for the work required under the contract.

All bidders must provide a minimum of three references for similar work performed for other municipalities, including contact names and telephone numbers. The City reserves the right to contact any entity that the Vendor (Bidder) has conducted business with or for, either currently or in the past, for the purpose of reviewing past work history and performance. Any negative references received may be grounds for the rejection of a quote.

Proposal Pricing The Vendor must provide a fixed percentage fee rate for the work described in these specifications.

The fee paid to the Vendor shall be based on actual collections, at the percentage rate quoted. The rate must include all costs, fees, expenses, labor, and equipment, etc., required to perform the task listed in the specifications. No separate or additional costs will be paid by the City.

Minimum Requirements It is the intent of the City that this contract be awarded to one responsible Vendor, able to provide the appropriate expertise and experience debt collection, as specified. Submission of proposals lacking the appropriate required experience will be treated as incomplete and will not be considered.

Specifications, Debt Collection Page 2 of 3

The Vendor must be able to provide all the services described in these specifications and comply with all quote submission requirements listed and have a minimum of three (3) references for which this type of service has been performed.

Failure to submit the mandatory forms from this Request for Quote package may be cause for the rejection of the quote. However, the City of Gardner reserves the right to decide, on a case-by-case basis, in its sole discretion, whether to reject such a quote.

By submitting a quote, the vendor is certifying that they are licensed and eligible to perform work of this nature in the Commonwealth of Massachusetts.

Any contract resulting from this Request for Quotes shall be governed in all respects by the laws of the Commonwealth of Massachusetts and any litigation with respect thereto shall be brought in the courts of Massachusetts. The Vendor shall comply with all applicable federal, state, and local laws and regulations.

Specifications The selected Vendor must be able to provide all professional, financial, administrative, materials and equipment needed to complete the scope of work.

The Vendor shall provide collection services for outstanding account balances over one hundred and fifty-one (151 Ambulance Billing Collection Policy. The City reserves the right to withdraw from collection, or abate, any outstanding bill, on a case-by-case basis.

The Vendor shall have knowledge of relevant regulations and laws regarding medical debt collection services.

The Vendor must maintain records of debt collections for a minimum of seven (7) years in accordance with the

The Vendor must place debtors on major/national credit bureaus for credit reporting.

and billing provider on a quarterly basis, or as requested by the Fire Department, to review received history and processing.

The Vendor shall advise the City of Gardner of its collection techniques and the City reserves the right to approve such techniques. However, the responsibility of compliance with applicable laws to include the Fair Debt Collection Practices Act shall remain with the Vendor.

The Vendor shall be solely responsible for expenses, including, but not limited to, attorney fees and court costs incurred by the Vendor in collection of referred accounts.

The Vendor must provide customer service during normal business hours. The Vendor must define those hours on the quote form.

The Vendor may not use or display the official seal or logo of the City of Gardner, or its Fire Department, on communications with any debtor without previously obtaining authorization, in writing, from the Purchasing Director.

The Vendor must be prepared to assign qualified staff knowledgeable in collection requirements, such as HIPPAA Regulations and the Fair Debt Collection Practices Act.

The Vendor must provide standard monthly reports, to the City, to include, but not be limited to:

Specifications, Debt Collection Page 3 of 3

New Accounts Closed Accounts A/R Aging Total Collections Monthly Summary on Account Collection Activity All records shall be available for inspection and audit, with or without notice, by the City.

Billing and Payment The Vendor shall turn over all collected debts to the City, in full, then the City shall reimburse the Vendor at the fixed fee percentage, per the contract. Payment to the City shall be made within fifteen (15) days after the end of each month, along with the reports as outlined above. The payment to the Vendor, at the fixed fee percentage rate, shall be made within thirty (30) days of receiving the collection from the Vendor.

Required Forms, MGL 30B, Goods & Services Bid Documents, Page 1 of 3

BIDDER INFORMATION

required to submit the following information and any other information deemed necessary by the bidder.

Give full names and residences of all the persons and parties interested in the foregoing proposal. Give first and last names in full; in case of corporations, give names of President, Treasurer, and Manager; and in case of firms, give names of the individual members.

Kindly furnish the following information regarding the Bidder:

(1) If a Proprietorship:

Name of Owner

Business Address Telephone

Home Address Telephone

(2) If a Partnership:

Full names and addresses of all partners

Name Address Telephone Number

Business Address Telephone

(3) If a Corporation:

Full Legal Name Telephone

Full Names and adresses of President, Treasurer and Manager:

Name Address Telephone Number

State of Incorporation

Principal Place of Business

Qualified inMassachusetts Place of Business in Massachusetts

(4) Give the following information regarding surety company:

Full Legal Name of Surety Company

State of Incorporation Admitted in Massachusetts? YES or NO?

Principal Place of Business

Place of Business in Masachusetts Telephone

Required Forms, MGL 30B, Goods & Services Bid Documents, Page 2 of 3

CERTIFICATE OF AUTHORITY

At a duly authorized meeting of the Board of Directors of the (Name of Corporation) held on at which all the Directors were present or waived notice, it was voted (Date) that (Name) (Officer/Title) of this company be and he hereby is authorized to execute contracts and bonds in the name and behalf of said company, and affix its under seal of the company, shall be valid and binding upon this company.

(Officer)

A TRUE COPY,

ATTEST: ____________________________________

(Signature/Title) Place of Business: _____________________________________

I hereby certify that I am the of the (Title) (Name of Corporation) that is duly elected (Officer, Name) (Title) of said company, and the above vote has not been amended or rescinded and remains in full force and effect as of the date of this contract.

Full Legal Name of Business Telephone Number

State of Incorporation* Principal Place of Business

Qualified in Massachusetts Place of Business in Massachusetts

Signature

*If state of incorporation is Massachusetts, insert MASSACHUSETTS on State of Incorporation line and disregard other parts of the form.

Subscribed and sworn to before me (Corporate Seal) If applicable (i.e., not necessary for sole proprietorships or partnerships) this ____day of ______________, 20__

________________________________(Notary Seal) Notary Public

My Commission Expires______________________

Required Forms, MGL 30B, Goods & Services Bid Documents, Page 3 of 3

CERTIFICATIONS

Statements below shall be duly dated and signed with an original signature or the Bid or Proposal will be rejected.

TAXES PAID: Pursuant to Massachusetts General Laws, Chapter 62C, Section 49A, the undersigned certifies under the penalties of perjury that, to the best of my knowledge and belief, all Massachusetts State Tax Returns and all Massachusetts State Taxes required under law have been paid, and I have complied with the reporting of employees and contractors, and withholding and remitting of child support.

INDEMNIFICATION: The undersigned agrees to indemnify, pay on behalf of, defend, and hold harmless the City of Gardner and its officers, attorneys, employees and agents from any and all claims, demands, suits, actions, costs, liabilities, penalties, judgments, son of

(a) any failure on the part of the Contractor to comply with any provision or term required to be performed or complied with by the Contractor under this Contract, or (b) for the death, injury or property damage suffered by any person on account of or based upon the act, omission, fault, negligence or misconduct or any person whomsoever other than the City of Gardner. The foregoing indemnity and hold harmless agreement shall include indemnity against all costs, expenses and liabilities incurred in or in connection with any such claim or proceeding brought hereon, and the defense thereof with counsel acceptable to the City or counsel selected by an insurance company which has accepted liability for any such claim.

COMPLIANCE: The undersigned is in compliance with all of the provisions, and shall remain in full compliance with the provisions for the life of any Contract resulting from this solicitation. Bidder is qualified to perform any such Contract and possesses, or shall professional and personal liability insurance policies sufficient to cover its performance under any such Contract; and shall comply with relevant prevailing wage rates and employment laws. To the best of its knowledge and belief has paid all local taxes, tax titles, utilities, motor vehicle excise taxes, water and wastewater bills in Massachusetts as required by Law.

Authorized Signature

CERTIFICATE OF NON-COLLUSION

MGL Chapter 40, Section 4B ½, Chapter 30, Section 39M and/or Chapter 30B, Section 10: Undersigned certifies under penalties of perjury that this bid or proposal is in all respects bona fide and fair and has been made and submitted in good faith without collusion e, business, partnership, corporation, union, committee, club, organization, group of individuals, or other business or legal entity.

WARRANTIES/GUARANTEES

All prospective bidders on Items/Equipment/Services that carry Warranties and/or Guarantees shall include with their sealed bids a copy of the Warranties and/or Guarantees, as well as a copy of the Warranties and/or Guarantees on the items being bid, if applicable.

Warranty starts after the date of acceptance by the using department. Please complete the following and specify if Warranty/Guarantee is for more than contractually required one-year period:

PURCHASING DEPARTMENT

95 Pleasant Street, Room 217 Gardner, MA 01440 978-632-0426

QUOTE FORM

(Services) MGL Chapter 30B

Required Submission Date: Thursday, May 9, 2024 at 1:00 p.m. local time

Deliver Submission To: Purchasing Department, 95 Pleasant Street, Room 217, Gardner, MA or by email to jcormier@gardner-ma.gov.

Item Description 1 Fixed Fee Percentage 2 Normal Business Hours 3 Acknowledgement of Addenda (if any) 4 References (include separate page for references) 5 Attach a summary of your collection process (no more than one page).

Company Name & Address:

By (signature of authorized agent):

PROCUREMENT # 2024-853

ISSUE DATE: April 24, 2024

Joshua Cormier, CPO, MCPPO

Director of Purchasing jcormier@gardner-ma.gov

CONTRACT #2024-853

DEBT COLLECTION SERVICES FOR

AMBULANCE TRANSPORT BILLING

Vendor

Contract Debt Collection Page 1 of 1

ARTICLE 1, DEFINITION: as used herein shall mean these Articles and the Bid Documents which include, but are not limited to, the instructions, the bid/quote/proposal, the specifications, the requirements, the contract terms and conditions, applicable addenda and all documents and forms submitted with the bid or proposal.

ARTICLE 2, DURATION: The term of this contract shall be from July 1st, 2024 to June 30, 2025. Contract is renewable for two additional one-year terms, covering the period of July 1, 2025 to June 30, 2027, at the sole discretion of the City of Gardner.

ARTICLE 3, TERMS: The Contractor agrees to provide services, material and/or equipment all in accordance with the Bid Documents for the contract stated above, which is incorporated herein and made part of this Contract.

This Contract shall be binding upon the Contractor, its assigns, transferees, and/or successors in interest (and where not a corporation, the heirs and estate of the Contractor).

ARTICLE 4, PAYMENT: The City of Gardner agrees to pay to the Contractor at the fixed percentage rate as set forth in the proposal. Additional payment shall be made to the Contractor for services approved and authorized by the City, in conjunction with this contract, if applicable.

ARTICLE 5, CONFLICT: In the event there is a conflict between this Contract and the Bid Documents, the Bid Documents shall supersede the Contract.

ARTICLE 6, GOVERNING ORDINANCES AND LAWS: This Contract is made subject to all the laws of the Commonwealth of Massachusetts and code of the City of Gardner. If any clause herein does not conform to such laws and ordinances, that clause and only that clause shall be void. The remainder of this contract shall be unaffected and the law or statute that is applicable shall be substituted.

ARTICLE 7, SUSPENSION AND DEBARMENT: The Contractor certifies that neither their entity nor its Principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded for the award of contracts by any Federal or State Government Agency or Department.

This Contract is to take effect as a sealed instrument, sets forth the entire contract between the parties, is binding upon and endures to the benefit of the parties hereto, and may be made canceled, modified, or amended only by a written instrument executed by both the parties named herein.

IN WITNESS WHEREOF the parties have hereto and set their hands on the day and year written.

FOR CORPORATION

(Authorized Signature)

CITY OF GARDNER, by its Mayor

Michael J. Nicholson

APPROVED AS TO FORM:

City Solicitor

FOR CONTRACTING DEPARTMENT:

(Department Head)

CITY AUDITOR who certifies, pursuant to Massachusetts General Law C.44, §31C, that the proposed expenditure is not in excess of the appropriation or the unexpended balance thereof and that the Mayor is authorized to sign this contract.

PROCUREMENT OFFICER who certifies that the services or supplies purchased or leased pursuant to this contract were, to the best of his belief and knowledge, procured pursuant to the procurement laws of the Commonwealth to the extent such laws apply.