23_149_RFP.pdf

RFP 23-149 Ambulance Coding, Billing and Collection Services RFP Due: Tuesday, November 21, 2023 @ 11:00 a.m.

Request for Proposals

RFP Item #23-149

Ambulance Coding, Billing and Collection Services

For

Augusta, Georgia – Fire Department

Until further notice All bid openings, conferences, and evaluation meetings will be conducted by electronic teleconferencing via ZOOM.

Instructions are enclosed.

Sec. 1-10-50. Sealed bids selection method:

Bid acceptance and bid evaluation. Provided that the bids are delivered to the Procurement Director at the time, place, and under the conditions contained in the Invitation for Bids, the bids shall be conditionally accepted without alteration or correction pending evaluation.

It Is The Responsibility Of The Vendor To Ensure Their Bid Submittal Is Received By The Time Specified Above.

One Original and Seven (7) Copies of RFP shall be submitted Thanks for doing business with us . . .

Geri A. Sams, Procurement Director 535 Telfair Street, Room 605

Augusta, Georgia 30901

Rev. 8/11/2016

Table of Contents

Request for Proposal

Instruction to Submit

Purpose Viewing of the Augusta Code

Compliance with Laws Proposal for All or Part Minority/Women Business Enterprise (MWBE) Policy Augusta Georgia License Requirement Terms of Contract

Notice to All Proponents Required to be returned with your submittal. Both documents must be notarized

Attachment B Must return the 2 pages Systematic Alien Verification for Entitlements (SAVE) Program

Local Small Business Opportunity Program Ordinance Requirements

Request for Proposal Specifications

Request for Proposals

Request for Proposals will be received at this office until Tuesday, November 21, 2023 @ 11:00 a.m. via ZOOM Meeting ID: 835 8617 1785; Passcode: 924027 for furnishing:

RFP Item # 23-149 Ambulance Coding, Billing and Collection Services for Augusta, GA – Fire Department

RFPs will be received by: The Augusta Commission hereinafter referred to as the OWNER at the offices of:

Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605

RFP documents may be viewed on the Augusta Georgia web site under the Procurement Department ARCbid. RFP documents may be obtained at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901 (706-821- 2422).

Pre-Proposal Conference will be held on Monday, November 6, 2023 @ 2:00 p.m. Via Zoom Meeting ID: 889 9229 0657; Passcode:

569588.

All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Tuesday, November 7, 2023 @ 5:00 P.M. No RFP will be accepted by fax or email, all must be received by mail or hand delivered.

No RFP may be withdrawn for a period of 90 days after RFPs have been opened, pending the execution of contract with the successful bidder(s).

Request for proposals (RFP) and specifications. An RFP shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions applicable to the procurement. All specific requirements contained in the request for proposal including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waivable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark the RFP number on the outside of the envelope.

GEORGIA E-Verify and Public Contracts: The Georgia E-Verify law requires contractors and all sub-contractors on Georgia public contract (contracts with a government agency) for the physical performance of services over $2,499 in value to enroll in E-Verify, regardless of the number of employees. They may be exempt from this requirement if they have no employees and do not plan to hire employees for the purpose of completing any part of the public contract. Certain professions are also exempt. All requests for proposals issued by a city must include the contractor affidavit as part of the requirement for their bid to be considered.

Proponents are cautioned that acquisition of RFP documents through any source other than the office of the Procurement Department is not advisable. Acquisition of RFP documents from unauthorized sources places the proponent at the risk of receiving incomplete or inaccurate information upon which to base their qualifications.

Correspondence must be submitted via mail, fax or email as follows:

Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov

GERI A. SAMS, Procurement Director

Publish:

Augusta Chronicle October 12, 19, 26, 2023, and November 2, 2023 Metro Courier October 12, 2023 cc: Takiyah A. Douse Interim Administrator Antonio Burden Fire Department

Revised: 8/11/2016 mailto:procbidandcontract@augustaga.gov http://gma.informz.net/z/cjUucD9taT0yMjUwOTU1JnA9MSZ1PTUxODY3MTg3MiZsaT0yMTQ3NjI3Nw/index.html

PROCUREMENT DEPARTMENT

ELECTRONIC ZOOM INFORMATION

The Augusta, Georgia Procurement Department conducts Public RFP Pre-Proposal Conferences and Openings to award quality contracts for Augusta. Proposers may participate in our Public RFP Pre-Proposal Conferences and

Openings via webcast or teleconference by following the instructions outlined below:

ELECTRONIC RFP INSTRUCTIONS

Join from a PC, Mac, iPad, iPhone, or Android device

Pre-Proposal Conference: RFP Item # 23-149 Ambulance Coding, Billing and Collection Services- for Augusta, GA – Fire Department

Monday, November 6, 2023 @ 2:00 p.m.

ZOOM RFP Opening:

1. Or go to https://zoom.us/join and enter meeting ID: 889 9229 0657

2. Passcode: 569588

3. Teleconference: Telephone number: 646 876 9923

RFP Opening: RFP Item # 23-149 Ambulance Coding, Billing and Collection Services - for

Augusta, GA – Fire Department

Tuesday, November 21, 2023 @ 11:00 a.m.

ZOOM RFP Opening:

1. Or go to https://zoom.us/join and enter meeting ID: 835 8617 1785

2. Passcode: 924027

3. Teleconference: Telephone number: 646 876 9923

OFFICIAL RFP RESULTS will Post within 5 Days

For Assistance: Please Contact the Bid and Contract Team at (706) 821-2422 https://zoom.us/join https://zoom.us/join

INSTRUCTIONS TO SUBMIT

INSTRUCTIONS TO SUBMIT

1.1 Purpose: The purpose of this document is to

provide general and specific information for use by vendors in submitting a proposal to supply Augusta, Georgia with equipment, supplies, and or services as listed above. All proposals are governed by the Augusta, Georgia Code.

1.2 Viewing the Augusta Code: All proposals are

governed and awarded in accordance with the applicable federal and state regulations and the Augusta, Georgia Code. To view the Code visit Augusta’s website at www.augustaga.gov or http://www.augustaga.gov/index.aspx?NID=68 5 Guidelines & Procedures.

1.3 Compliance with laws: The Proponent shall

obtain and maintain all licenses, permits, liability insurance, workman's compensation insurance and comply with any and all other standards or regulations required by federal, state or Augusta, Georgia statute, ordinances and rules during the performance of any contract between the Proponent and Augusta, Georgia. Any such requirement specifically set forth in any contract document between the Proponent and Augusta, Georgia shall be supplementary to this section and not in substitution thereof.

1.4 Proposal’s For All Or Part: Unless otherwise

specified by Augusta, Georgia or by the proponent, AUGUSTA, GEORGIA RESERVES THE

RIGHT TO MAKE AWARD ON ALL ITEMS, OR ON

ANY OF THE ITEMS ACCORDING TO THE BEST

INTEREST OF AUGUSTA, GEORGIA. Proponent may restrict his proposal to consideration in the aggregate by so stating but must name a unit price on each item submitted upon.

1.5 All protest shall be made in writing to:

Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901, Fax: 706-821-2811 or

Email: procbidandcontract@augustaga.gov

1.6 Minority/Women Business Enterprise (MWBE)

Policy: Court Order Enjoining Race-Based Portion of DBE Program Augusta, Georgia does not have a race or gender conscious Disadvantaged Business Enterprises (DBE) program for projects having Augusta, Georgia as the source of funding. Augusta does enforce mandatory DBE requirements of federal and state agencies on contracts funded by such agencies and has a DBE Program to comply with U.S. Department of Transportation (DOT), Federal Transit Administration (FTA), Federal Aviation Administration (FAA) and other federal and state mandated DBE requirements for certain DOT, FTA, FAA, and other federal and state assisted contracts as required by 49 C.F.R.

Part 26, et. seq. and/or 49 C.F.R. Part 23, et.

seq. This DBE program is only for DOT, FTA and FAA assisted contracts and other federal or state funded contracts having mandatory DBE requirements. (See Article 13 of the Augusta, GA. Code.)

Augusta, Georgia prohibits any language in any solicitation, bid or contract that is inconsistent with the July 21, 2011, Court Order in the case, Thompson Wrecking, Inc. v. Augusta Georgia, civil action No. 1:07-CV-019. Any such language appearing in any Augusta, Georgia solicitation, bid or contract is void and unenforceable.

A copy of this Order can be reviewed at www.augustaga.gov home page.

1.7 Augusta, Georgia License Requirement: For

further information contact the License and Inspection Department @ 706 312-5050.

General Contractors License Number: If applicable, in accordance with O.C.G.A. §43-41, or be subjected to penalties as may be required by law.

Utility Contractor License Number: If applicable, in accordance with O.C.G.A. §43-14, or be subjected to penalties as may be required by law.

1.8 Terms of Contract: (Check where

applicable)

[ ] (A) Annual Contract [ ] (B) One time Purchase.

[X] (C) Other

../../th13290/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/Content.Outlook/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/Content.Outlook/2015%20Bid%20Information/15-172A%20Temporary%20Staffing%20Services/www.augustaga.gov http://www.augustaga.gov/index.aspx?NID=685%20%20Guidelines%20&%20Procedures http://www.augustaga.gov/index.aspx?NID=685%20%20Guidelines%20&%20Procedures http://www.augustaga.gov/

NOTICE TO ALL VENDORS

ADHERE TO THE BELOW INSTRUCTIONS AND DO NOT SUBSTITUTE FORMS

PLEASE READ CAREFULLY:

Attachment B is a consolidated document consisting of:

1. Business License Number Requirement (must be provided)

2. Acknowledgement of Addenda (must be acknowledged, if any)

3. Statement of Non-Discrimination

4. Non-Collusion Affidavit of Prime Proponent/Offeror

5. Conflict of Interest

6. Contractor Affidavit and Agreement (E-Verify User ID Number must be provided)

Attachment B Must be Notarized & Two (2) Pages Must be returned with your submittal - No Exceptions.

Business License Requirement: Proponent must be licensed in the Governmental entity for where they do the majority of their business. Your company’s business license number must be provided on Page 1 of Attachment B. If your Governmental entity (State or Local) does not require a business license, your company will be required to obtain a Richmond County business license if awarded a contract. For further information contact the License and Inspection Department @ 706 312-5050.

Acknowledgement of Addenda: You Must acknowledge all Addenda. See Page 1 of Attachment B.

E-Verify * User Identification Number (Company I.D.) The recommended awarded vendor will be required to provide a copy of Homeland Security’s Memorandum Of Understanding (MOU). Contractors, Bids, RFPs, RFQs - Any contractors performing the physical performance of services” for your city, including those that respond to bids or requests for proposals, must submit an E-Verify affidavit. Your city cannot consider any contractors, even as part of a bidding or RFP process, unless they have given you the appropriate E-Verify contractor affidavits.

Contractors are defined as those who provide any “physical performance of services,” which means any performance of labor or services for a public employer using a bidding process or by contract that costs over $2,499.99 in value between December 1 and November 30 of any given year. Typically, eligible contracts may include: New construction or the demolition of structures/roads Routine operation, repair, and maintenance of existing structures. Any contracts for labor and service that exceed $2,499.99. Contracts for the purchase of goods without any services provided are not subject to these E-Verify requirements.

The city, each contractor, and each subcontractor have different roles and responsibilities in the E-Verify process. The city collects E-Verify affidavits from the contractor. The contractor collects E-Verify affidavits from its subcontractors. The subcontractors collect E-Verify affidavits from its sub-subcontractors. Independent contractors (those with no employees) do not need to supply E-Verify information. Instead, they will provide a driver’s license or state identification card from states on the “compliant” list created by the Georgia Attorney General. Those contractors and subcontractors that fill out the affidavits are responsible for the accuracy of the information. The city does not need to confirm that the E-Verify information is correct. The liability for incorrect information is on the contractor or subcontractor. NOTE: The authorization date can be found within the Memorandum of Understanding (MOU).

Affidavit Verifying Status for Augusta Benefit Application (S.A.V.E. Program) (Must Be Returned With Your Submittal)

The successful proponent will submit the following forms to the Procurement Department no later than five (5) days after receiving the “Letter of Recommendation” (Vendor’s letter will denote the date forms are to be received)

1. Georgia Security and Immigration Subcontractor Affidavit

2. Non-Collusion Affidavit of Sub-Contractor

3. PLEASE NOTE GEORGIA LAW CHANGE: E-Verify and Public Contracts: The Georgia E-Verify law requires contractors and all sub-contractors on Georgia public contract (contracts with a government agency) for the physical performance of services over $2,499 in value to enroll in E-Verify, regardless of the number of employees. They may be exempt from this requirement if they have no employees and do not plan to hire employees for the purpose of completing any part of the public contract. Certain professions are also exempt. All requests for proposals issued by a city must include the contractor affidavit as part of the requirement for their bid to be considered.

WARNING: Please review “Notice to Proponent” regarding Augusta Georgia’s Local Small Business Opportunity Program Proponent Requirements.

Vendors are cautioned that acquisition of proposal documents through any source other than the office of the Procurement Department is not advisable. Acquisition of proposal documents from unauthorized sources places the proposer at the risk of receiving incomplete or inaccurate information upon which to base his qualifications.

Proposals are publicly opened. It is your responsibility to ensure that your company has met the Specifications and Licenses’ requirements prior to submitting a proposal.

Rev. 4/09/21

Attachment B

You Must Complete and Return the 2 pages of Attachment B with Your Submittal. Document Must Be Notarized.

Augusta, Georgia Augusta Procurement Department ATTN: Procurement Director 535 Telfair Street, Suite 605

Name of Proponent: _______________________________________________________________________________

Street Address: ___________________________________________________________________________________

City, State, Zip Code: ______________________________________________________________________________

Phone: ______________________ Fax: __________________________Email: ________________________________

Do You Have A Business License? Yes: ______ No: ______

Augusta, GA Business License # for your Company (Must Provide): ______________________________________

And/or Your State/Local Business License # for your Company (Must Provide): _____________________________

Utility Contractors License # (Must Provide if applicable): _______________________________ MUST BE LISTED ON FRONT OF ENVELOPE

General Contractor License # (Must Provide if applicable): _______________________________________________

Additional Specialty License # (Must Provide if applicable): ______________________________________________

NOTE: Company must be licensed in the Governmental entity for where they do the majority of their business. If your Governmental entity (State or Local) does not require a business license, please state above (Procurement will verify), your company will be required to obtain a Richmond County business license if awarded a BID. For further information regarding Augusta, GA license requirements, please contact the License and Inspection Department @ 706 312-5050.

List the State, City & County that issued your license: ___________________________________________________________

Acknowledgement of Addenda: (#1) ____: (#2) ____: (#3) ____: (#4) ____: (#5) ____: (#6) ____: (#7) ____: (#8) ____:

NOTE: CHECK APPROPRIATE BOX (ES) - ADD ADDITIONAL NUMBERS AS APPLICABLE

Statement of Non-Discrimination

The undersigned understands that it is the policy of Augusta, Georgia to promote full and equal business opportunity for all persons doing business with Augusta, Georgia. The undersigned covenants that we have not discriminated, on the basis of race, religion, gender, national origin or ethnicity, with regard to prime contracting, subcontracting or partnering opportunities.

The undersigned covenants and agrees to make good faith efforts to ensure maximum practicable participation of local small businesses on the proposal or contract awarded by Augusta, Georgia. The undersigned further covenants that we have completed truthfully and fully the required forms regarding good faith efforts and local small business subcontractor/supplier utilization.

The undersigned further covenants and agrees not to engage in discriminatory conduct of any type against local small businesses, in conformity with Augusta, Georgia’s Local Small Business Opportunity Program. Set forth below is the signature of an officer of the proposer/contracting entity with the authority to bind the entity.

The undersigned acknowledge and warrant that this Company has been made aware of understands and agrees to take affirmative action to provide such companies with the maximum practicable opportunities to do business with this Company;

That this promise of non-discrimination as made and set forth herein shall be continuing in nature and shall remain in full force and effect without interruption;

That the promises of non-discrimination as made and set forth herein shall be and are hereby deemed to be made as part of and incorporated by reference into any contract or portion thereof which this Company may hereafter obtain and;

That the failure of this Company to satisfactorily discharge any of the promises of nondiscrimination as made and set forth herein shall constitute a material breach of contract entitling Augusta, Georgia to declare the contract in default and to exercise any and all applicable rights remedies including but not limited to cancellation of the contract, termination of the contract, suspension and debarment from future contracting opportunities, and withholding and or forfeiture of compensation due and owing on a contract.

Non-Collusion of Prime Proponent

By submission of a proposal, the vendor certifies, under penalty of perjury, that to the best of its knowledge and belief:

(a) The prices in the proposal have been arrived at independently without collusion, consultation, communications, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other vendor or with any competitor.

(b) Unless otherwise required by law, the prices which have been quoted in the proposal have not been knowingly disclosed by the vendor prior to opening, directly or indirectly, to any other vendor or to any competitor.

(c) No attempt has been made, or will be made, by the vendor to induce any other person, partnership, or corporation to submit or not to submit a proposal for the purpose of restricting competition. Collusions and fraud in proposal preparation shall be reported to the State of Georgia Attorney General and the United States Justice Department.

You Must Complete and Return the 2 pages of Attachment B with Your Submittal. Document Must Be Notarized.

Rev. 4/09/21

Conflict of Interest PAGE 2 OF 2 By submission of a bid, the responding firm certifies, under penalty of perjury, that to the best of its knowledge and belief:

1. No circumstances exist which cause a Conflict of Interest in performing the services required by this BID, and

2. That no employee of the County, nor any member thereof, not any public agency or official affected by this BID, has any pecuniary interest in the business of the responding firm or his sub-consultant(s) has any interest that would conflict in any manner or degree with the performance related to this BID. By submission of a bid, the vendor certifies under penalty of perjury, that to the best of its knowledge and belief:

(a) The prices in the bid have been arrived at independently without collusion, consultation, communications, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other vendor or with any competitor.

(b) Unless otherwise required by law, the prices which have been quoted in the bid have not knowingly been disclosed by the vendor prior to opening, directly or indirectly, to any other vendor or competitor.

c) No attempt has been made, or will be made, by the vendor to induce any other person, partnership, or cooperation to submit or not to submit a bid for the purpose of restricting competition. For any breach or violation of this provision, the County shall have the right to terminate any related contract or agreement without liability and at its discretion to deduct from the price, or otherwise recover, the full amount of such fee, commission, percentage, gift, payment, or consideration.

Contractor Affidavit and Agreement: Contractor Affidavit under O.C.G.A. § 13-10-91(b) (l)

GEORGIA E-Verify and Public Contracts: The Georgia E-Verify law requires contractors and all sub-contractors on Georgia public contract (contracts with a government agency) for the physical performance of services over $2,499 in value to enroll in E-Verify, regardless of the number of employees. They may be exempt from this requirement if they have no employees and do not plan to hire employees for the purpose of completing any part of the public contract.

Certain professions are also exempt. All requests for proposals issued by a city must include the contractor affidavit as part of the requirement for their bid to be considered.

The undersigned contractor ("Contractor") executes this Affidavit to comply with O.C.G.A § 13-10-91 related to any contract to which Contractor is a party that is subject to O.C.G.A. § 13-10-91 and hereby verifies its compliance with O.C.G.A. § 13-10-91, attesting as follows:

a) The Contractor has registered with, is authorized to use, and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program;

b) The Contractor will continue to use the federal work authorization program throughout the contract period, including any renewal or extension thereof;

c) The Contractor will notify the public employer in the event the Contractor ceases to utilize the federal work authorization program during the contract period, including renewals or extensions thereof;

d) The Contractor understands that ceasing to utilize the federal work authorization program constitutes a material breach of Contract;

e) The Contractor will contract for the performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the Contractor with the information required by O.C.G.A. § 13-10-91(a), (b), and (c);

f) The Contractor acknowledges and agrees that this Affidavit shall be incorporated into any contract(s) subject to the provisions of O.C.G.A. § 13-10- 91 for the project listed below to which Contractor is a party after the date hereof without further action or consent by Contractor; and

g) Contractor acknowledges its responsibility to submit copies of any affidavits, drivers' licenses, and identification cards required pursuant to O.C.G.A. § 13-10-91 to the public employer within five business days of receipt.

Georgia Law requires your company to have an E-Verify*User Identification Number (Company I.D.) on or after July 1, 2009.

For additional information or to enroll your company, visit the State of Georgia website:

https://e-verify.uscis.gov/enroll/ and/or http://www.dol.state.ga.us/pdf/rules/300_10 1.pdf

Federal Work Authorization User Identification Number: E-VERIFY REQUIRED FOR ALL CONTRACTS OVER $2,499.00 Date of Authorization

** (E-Verify Number) _________________________________ ___________________________

Name of Contractor Name of Project / Bid Number

AUGUSTA, GEORGIA – RICHMOND COUNTY CONSOLIDATED GOVERNMENT

Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on ___________________, _________, 20________ in ___________________ (City), _______________ (State).

Signature of Authorized Officer or Agent Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE _______ DAY OF ____________________________, 20_______

Notary Public My Commission Expires: NOTARY SEAL

The undersigned further agrees to submit a notarized copy of Attachment B and any required documentation noted as part of the Augusta, Georgia Board of Commissions specifications which govern this process. In addition, the undersigned agrees to submit all required forms for any subcontractor(s) as requested and or required. I further understand that my submittal will be deemed non-compliant if any part of this process is violated.

You Must Complete and Return the 2 pages of Attachment B with Your Submittal. Document Must Be Notarized.

https://e-verify.uscis.gov/enroll/ http://www.dol.state.ga.us/pdf/rules/300_10%201.pdf

You Must Complete and Return with Your Submittal. Document Must Be Notarized

Systematic Alien Verification for Entitlements (SAVE) Program

Affidavit Verifying Status for Augusta, Georgia Benefit Application By executing this affidavit under oath, as an applicant for an Augusta, Georgia Business License or Occupation Tax Certificate, Alcohol License, Taxi Permit, Contract, or other public benefit as reference in O.C.G.A. Section 50-36-1, I am stating the following with respect to my bid for an Augusta, Georgia contract for

[RFP Project Number and Project Name]

[Print/Type: Name of natural person applying on behalf of individual, business, corporation, partnership, or other private entity]

[Print/Type: Name of business, corporation, partnership, or other private entity]

1.) _________ I am a citizen of the United States.

OR

2.) _________ I am a legal permanent resident 18 years of age or older.

OR

3.) _________ I am an otherwise qualified alien (8 § USC 1641) or nonimmigrant under the Federal Immigration and Nationality Act (8 USC 1101 et seq.) 18 years of age or older and lawfully present in the United States. *

In making the above representation under oath, I understand that any person who knowingly and willfully makes a false, fictitious, or fraudulent statement or representation in an affidavit shall be guilty of a violation of Code Section 16-10-20 of the Official Code of Georgia.

Signature of Applicant

Printed Name

*Alien Registration Number for Non-Citizens

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE ___________ DAY OF ______________, 20____

Notary Public

My Commission Expires: _____________________________ NOTARY SEAL

Note: THIS FORM MUST BE COMPLETED AND RETURNED WITH YOUR SUBMITTAL

REV. 2/17/2016

Local Small Business Opportunity Program Ordinance Requirements Notice To All Bidders (PLEASE READ CAREFULLY) Shall apply to ALL Bids regardless of the dollar amount In accordance with Chapter 10B of the AUGUSTA, GA. CODE, Contractors agree to collect and maintain all records necessary to for Augusta, Georgia to evaluate the effectiveness of its Local Small Business Opportunity Program and to make such records available to Augusta, Georgia upon request. The requirements of the Local Small Business Opportunity Program can be found at www.augustaga.gov. In accordance with AUGUSTA, GA. CODE, Contractors shall report to Augusta, Georgia the total dollars paid to each subcontractor, vendor, or other business on each contract, and shall provide such payment affidavits, regarding payment to subcontractors, if any as required by Augusta, Georgia. Such utilization reports shall be in the format specified by the Director of Minority and Small Business Opportunities and shall be submitted at such times as required by Augusta, Georgia. Required forms can be found at www.augustaga.gov. If you need assistance completing a form or filing information, please contact the LSBO Program office at (706) 821-2406. Failure to provide such reports within the time period specified by Augusta, Georgia shall entitle Augusta, Georgia to exercise any of the remedies set forth, including but not limited to, withholding payment from the Contractor and/or collecting liquidated damages.

To print a copy of the Prime Contractor Data Collection Form visit:

http://www.augustaga.gov/index.aspx?NID=1672 Website: http://www.augustaga.gov/index.aspx?nid=83

SHALL APPLY TO PROJECTS $100,000 & UP

Local Small Business Opportunity Program (Continued) Sec. 1-10-129. Local small business opportunities program participation.

(a) Sealed Bids The following procedures and contract requirements will be used to ensure that local small businesses are encouraged to participate in Augusta, Georgia contracts, including but not limited to construction contracts, requests for professional services and the performance of public works contracts. The Augusta, Georgia user department shall indicate goals for local small business in all solicitations for contracts over $100,000 in value:

(1) Bid conditions for contracts awarded by Augusta, Georgia will require that, where subcontracting goal is utilized in performing the contract, the bidder or proponent, will make Good Faith Efforts to subcontract with or purchase supplies from local small businesses. Bid specifications will require the bidder or proponent to keep records of such efforts that are adequate to permit a determination of compliance with this requirement.

(2) Each bidder shall be required to provide documentation of achieving goal or provide documentation of Good Faith Efforts to engage local small businesses as subcontractors or suppliers, the names of local small businesses and other subcontractors to whom it intends to award subcontracts, the dollar value of the subcontracts, and the scope of the work to be performed, recorded on the form(s) provided or made available as part of the bid package. If there are no sub-contracting opportunities, bidder shall so indicate on the appropriate form.

(6) All bid documents shall require bidders or proponents to submit with their bid the following written documents, statements, or forms, which shall be made available by the Procurement Department.

(i) Non-Discrimination Statement which shall affirm the bidder’s: (a) adherence to the policies of Augusta, Georgia relating to equal opportunity in contracting; (b) agreement to undertake certain measures as provided in this policy to ensure maximum practicable participation of local small businesses; and (c) agreement not to engage in discriminatory conduct of any type.

(ii) Proposed Local Small Business Subcontractor/Supplier Utilization Plan.

(iii) Documentation of Good Faith Efforts to use local small businesses.

Failure to submit the above documentation shall result in the bid being declared non-responsive.

(d) Post Contract Award Requirements. The purpose of this sub-section is to establish requirements for contractor compliance with the LSBOP after a contract has been awarded. This is incorporated into all Augusta, Georgia Contracts for which a local small business goal has been established or negotiated.

(1) Contractors shall have an affirmative, ongoing obligation to meet or exceed the committed local small business goal for the duration of the contract. The Augusta, Georgia may deem a contractor to be in violation of the LSBOP and in breach of its contract if at any time Augusta, Georgia determines that:

(a) The contractor will not meet the committed local small business goals; and

(b) the reasons for the contractor’s failure are within the contractor’s control. For example, if a contractor does not meet the local small business goal because the contractor terminated a local small business without cause or if the contractor caused and local small business to withdraw from the project without justification, then Augusta, Georgia is justified in finding the contractor to be in violation of the LSBOP.

(h) Compliance.

(4) The Director of minority and small business opportunities shall be responsible for evaluating good faith efforts documentation and subcontractor information submitted by bidders in conformance with, the AUGUSTA, GA. CODE and any State and Federal Laws applicable to any bid specifications for competitive sealed bid projects prior to award of the contract.

(i) Competitive Bids.

Nothing in this Policy is to be construed to require Augusta, Georgia to award a bid contract to other than the lowest responsible bidder, or to require contractors to award to subcontractors, or to make significant material purchases from local small businesses who do not submit the best overall pricing to Augusta, Georgia.

Sec. 1-10-130. Exceptions – federally funded projects.

In accordance with § 1-10-8 and Chapter 10B, the LSBOP shall only be utilized with federally funded projects, solicitations or contracts as authorized by federal (and Georgia) laws, regulations, and conditions applicable to such projects. To the extent that there are any conflicts between any such laws, regulations, or conditions and the LSBOP, the federal (and Georgia) laws, regulations and conditions shall control.

NOTE: All forms should be submitted in a separate, sealed envelope labeled Local Small Business Required Forms, Company’s Name & Bid Number

For questions and or additional information please contact:

Local Small Business Opportunity Program 535 Telfair Street, Room 530

(706) 821-2406

Website: http://www.augustaga.gov/index.aspx?nid=83

Revised 2/17/2016 http://www.augustaga.gov/index.aspx?NID=1672 http://www.augustaga.gov/index.aspx?nid=83

SECTION I

INSTRUCTION TO BIDDERS

Augusta, Georgia (hereinafter referred to as the Owner) is seeking proposals from consultants to provide ambulance coding, billing, and collection services for the Fire Department. Your submittal should respond to, and be based on, the information included in this Request for Proposal.

Responses will be received in the office of the Director of Procurement at 535 Telfair Street, Suite 605, Augusta, GA 30901 until Tuesday, November 21, 2023 @ 11:00 a.m. The RFP must be submitted in a sealed package and labeled with the firm’s name and the name of the project - RFP 23-149 Ambulance Coding, Billing and Collection Services. No RFP will be accepted by fax or email, all must be received by mail or hand delivered.

Vendors are required to submit one (1) marked unbound original and seven (7) copies of the RFP.

Opening will be via ZOOM – Meeting ID: 835 8617 1785 Passcode: 924027

All firms responding are cautioned to read this Request for Proposals (RFP) carefully for understanding and request clarification from Augusta, Georgia on any questions pertaining to this RFP. The Proposer should examine all documents and requirements of the services requested to become fully informed. Failure to examine these areas will not relieve the successful Proposer of its obligation to furnish all products and services necessary to carry out the provisions of the contract. After RFPs have been submitted, the vendor shall not assert that there was a misunderstanding concerning the quantities of work or of the nature of the work to be done.

Pre-Proposal Conference will be held on Monday, November 6, 2023 @ 2:00 p.m. Via Zoom Meeting ID: 889 9229 0657; Passcode: 569588.

All questions must be submitted to the Procurement Department in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov by Tuesday, November 7, 2023 @ 5:00 P.M. Issues and responses addressed in any other manner will not be considered valid or binding in consideration of proposals or any subsequent contract negotiations. Failure to provide all of the requested information may cause the submittal to be rejected as non-responsive.

Geri A. Sams

Procurement Department 535 Telfair Street - Room 605

RFP Packages may be obtained at the Augusta, Georgia Procurement Department, at the address listed above.

Failure to provide all of the requested information may cause the RFP to be rejected as non-responsive. An official authorized to bind the firm to the terms and provisions of the RFP must sign. The Proposer’s response must include a service proposal and fee proposal as well as all other information requested in this RFP. The fees must be the full cost to Augusta. Augusta, Georgia will consider the degree to which each Proposer has submitted a complete Service and Fee Proposal without irregularities, excisions, special conditions, or alternative proposals for any item unless specifically requested in the RFP.

The contract will be awarded, if awarded, to the most responsive and responsible Proposer. If an award of contract is made as a result of this solicitation, the contract will be made on the basis of the response which best satisfies the intent of this Request for Proposals and other factors considered in the best interest of the Owner.

Negotiations may be undertaken with those firms whose proposal shows them to be qualified, responsible, and capable of performing the work. The Owner will consider professional qualifications and related experience to determine which proposal would be in the Owner’s best interest if a contract were made. The Owner reserves the right to consider proposals or modifications thereof received at any time before the award is made if such an action is in the interest of the Owner.

Any interested qualified firm and/or party is requested to make a response to accomplish the Scope of Services described herein. The response is to be signed by a duly authorized official of the firm and must be submitted in the time, manner and form prescribed.

The Owner reserves the right to reject any or all statements received as the result of this request. The Owner also maintains the right to negotiate with any firm, as necessary, to serve the best interests of the Owner. The Owner will not be liable for any costs incurred by the firm prior to the signing of a contract.

An official authorized to bind the firm to the terms and provisions of the proposal must sign the proposal. For a proposal to be considered it must remain valid for at least 90 days from the time that the Owner receives it. The information contained in this RFP defines and describes the services requested.

The proposal shall be no more than twenty (20) pages in length, excluding cover letter, required forms, tabs, and appendices. All documents will be typewritten on standard 8 x 11 white paper. Exceptions to the minimum page limit would be schematics, exhibits, photographs or other information necessary to facilitate Augusta’s ability to accurately evaluate the proposal.

The Proposer must package and seal its proposals so that they will not be damaged in mailing. Proposers are reminded that under Georgia law, all opened documents fall under the Open Records Act and are subject to inspection by the public. Accordingly, proprietary information and/or data cannot be withheld from public inspection. All proposals and supporting documents will be submitted in accordance with the specifications.

It is Augusta’s intent to evaluate the proposals based on service merit and price and to choose the Proposer whose proposal provides the highest value to Augusta. Augusta reserves the right to waive any irregularities, reject any and/or all proposals, in whole or in part, when, in Augusta’s opinion, such rejection is in the best interests of Augusta.

The Owner will evaluate all statements received from firms with respect to evidence that the goals and objectives of the project are fully understood. The firm’s demonstrated technical capability and other qualifications, as described herein, will also be assessed. The Owner will then make their recommendation to the Augusta Commission for their consideration and final approval.

No RFP may be withdrawn for a period of 90 days after RFPs have been opened, pending the execution of contract with the successful bidder(s).

NOTE: Augusta reserves the right to accept a proposal, as submitted, and upon Commission approval enter into a contractual agreement with that selected Proposer. Consequently, it is imperative that all Proposers submit the best service and cost offer in the initial submission.

SECTION II

INTRODUCTION

INTRODUCTION:

Consultant shall provide EMS Ambulance Billing/Coding Services as set forth herein, including, but not limited to the detailed specification listed below.

TERM:

This contract shall have an initial term of two (2) years. This Contract shall automatically extend for an additional three (3) one (1) year terms, unless either party provides notice of termination at least ninety (90) days prior to the end of the then current term.

DETAILED SPECIFICATIONS

1. The Augusta Fire Department (AFD) provides a two-tier EMS response program. On all dispatches for EMS service, a fire company may be dispatched to evaluate the need for service, provide medical assistance and stabilize the patient and collect data regarding patient condition and billing information. This information is written on an “Emergency EMS Report, Augusta Fire Department Run Report.

2. Depending on the severity of the medical emergency, the following may occur:

a) The patient may be left where s/he was encountered or advised to obtain their own transportation to a doctor or clinic.

b) A paramedic unit may be dispatched, and the patient transported as a Basic Life Support

Transport (BLS)

c) The patient can be transported as an Advance Life Support Transport (ALS)

In all events, an Emergency EMS Report is prepared for each EMS dispatch regardless of the service level provided to the patient. This document is the source document produced by AFD for EMS billing and EMS management information reports.

3. All payments for EMS billing shall be sent directly from the party responsible for payment to the Agency’s Office. The Agency will provide to Augusta the original statement received by the payer and a copy of the check. The Agency will also provide a copy of the Daily Cash Receipts Schedule that itemizes payments received for EMS billing and identifies the date to be used by the Agency for management reports.

4. AFD will try to collect as much information as possible from a patient receiving EMS services, but there is no guarantee that this information will be complete or totally accurate as it will be collected during the EMS run. It shall be the responsibility of the Agency to obtain whatever information is necessary in order to perform the billing process and generate accurate reports required by the contract.

5. AFD shall continue to collect data on all EMS dispatches for both tiers of the program. It shall be the responsibility of the Agency to collect this data and prepare reports as specified in the EMS Management Information System.

6. It is preferred that the Agency secure provider status and numbers for Augusta, at no charge to Augusta, which shall include, at a minimum, provider status and numbers for Medicare, Medicaid, an NPI number and any other applicable public assistance payments.

In the alternative, the Agency shall assist Augusta in securing provider status and numbers for Augusta, at no charge to Augusta, which shall include, at a minimum, a provider status and numbers for Medicare, Medicaid, an NPI number and any other applicable public assistance payments.

The Agency shall establish Augusta as a direct entry provider wherever possible.

7. The Agency shall establish and maintain an office that shall have all the necessary equipment, including but not limited to dedicated phone lines, computer terminals, modems, and sufficient personnel, materials and supplies to operate as Augusta’s transport medical billing facility.

8. The Agency shall maintain, at a minimum, normal business hours Monday through Friday, 9:00 am.

to 5:00 pm., except holidays.

9. The Agency shall be responsible for contacting all hospitals and other medical facilities that receive patients from AFD transport units to establish procedures necessary to complete documentation of City transport runs.

10. The agency shall be responsible for determining what information will be collected and retained to meet the criteria established by Medicare, Medicaid, or other applicable public assistance and/or private medical carriers, for billing appeals, auditing and other functions defined by these carriers.

The Agency shall collect and maintain information defined by Augusta for the development of medical transport billing management information system.

11. The Agency shall be responsible for inputting coding/billing information shortly after it is received.

The Agency shall process and transmit invoices to medical insurance carriers within the time specified by the medical insurance carriers; but not longer than three (3) weeks of submission of the data from AFD. The Agency shall provide to Augusta a copy of all files upon Augusta’s request.

12. The Agency shall be responsible for the transfer of all electronic files, records and other material maintained by any other agency.

13. The Agency will implement a billing system that encourages the use of different messages on subsequent reminders or late payment notices.

14. The Agency will implement a system that will accept partial payments. The billing system shall be mutually agreed upon by the Agency and Augusta.

15. The Agency shall define their normal billing cycle for primary insurance, secondary insurance and self-pay accounts.

16. The Agency shall have the capability of receiving electronic demographic files from Augusta, Ga. area hospitals. The Agency shall be responsible for and participate with Augusta in establishing this capability with hospitals.

17. The Agency shall have the ability to accept electronic file transfer of data listed on AFD reports.

18. The Agency shall provide, at minimum, the forms necessary for medical billing, all follow-up letters and forms to medical carriers, all follow-up letters and forms to citizens who have utilized EMS transport service, all correspondence to employers, and all financial, management and account tracking reports provided to Augusta. The design and wording to be used in the forms and letters shall be mutually agreed upon by the Agency and Augusta.

19. The Agency shall utilize a “Clearing House” to review all Medicare claims.

20. The Agency shall utilize a Collections service to submit aged accounts for collections, upon a mutually agreed time of delinquency.

21. All files containing information relative to Augusta transport billing system shall be maintained separately from any other account managed by the Agency.

22. Adequate security, such as password protection, shall be provided to insure privacy of records.

23. The Agency shall provide backup files as an added method of security for the database. The backup files shall be stored in a fireproof safe with a minimum two hour rating.

24. The Agency shall develop various accounting and management reports for Augusta. The Agency shall provide various one-time reports requested by Augusta at no additional charge.

• Transport Log Daily

• Fire/EMS Administrator Summary

• Fire/EMS Finance Officer Summary

• Runs by Post Date

• Monthly Deposit Log

25. Prior to issuance of transport bills, a trial run shall be conducted of the system to include the preparation of “dummy” bills and report. Upon review and acceptance by Augusta, the system shall be placed into operation.

26. It shall be the responsibility of the Agency to constantly update the filing system so that it complies with the current requirements established by the medial carriers. This shall include, but not be limited to, revising programming, updating master CFIT coding and descriptions, updating master IC 10 CM diagnosis coding, conformance with ANXI X-12 format, consulting with Augusta for updating/reviewing fees, charging patterns and practices, carrier negotiations, revising paperwork, updating manuals and retraining personnel as necessary.

27. The Agency shall provide real-time, on-line services to handle all data processing requirements. The Agency shall store all information collected on data processing magnetic media. One year of activity shall be maintained on-line in the system for immediate access. Information older than one year shall be dumped onto a separate media and shall be retained for 7 years. All collected information shall be backed up with a separate media.

28. The Agency shall follow all current governmental HIPPA regulations.