LAFAYETTE PARISH SCHOOL BOARD REQUEST FOR PROPOSAL. for

Transcription

1 LAFAYETTE PARISH SCHOOL BOARD REQUEST FOR PROPOSAL for Medicaid Billing for: Physical Therapy Occupational Therapy Speech Therapy Special Education Related Services SOLICITATION NO Proposal Due Date: June 7, 2013 Prepared by:

2 2 Lafayette Parish School System

3 1.0 GENERAL INFORMATION TABLE OF CONTENTS 1.1 Purpose 1.2 LPSS Objectives 1.3 Contract Funding 1.4 Contract Time Period 1.5 Submission Format, Payments, Schedule and Evaluation Process 2.0 ADMINISTRATIVE INFORMATION 2.1 RFP Coordinator 2.2 Proposer Inquiries 2.3 Calendar of Events 2.4 Conflict of Interest 2.5 Response to Request for Proposal 2.6 Protests 2.7 Opening of Proposals 2.8 Proposal Terms 2.9 Acceptance of Terms 2.10 Award of Contract 2.11 RFP Cancellation 2.12 Indemnification 2.13 Venue 2.14 Abbreviations and Definitions 3.0 SCOPE OF SERVICES 4.0 PROPOSAL FORMAT AND CONTENT 4.1 Presentation 4.2 Letter of Transmittal 4.3 Technical Proposal 4.4 Appendices 4.5 Licensing and Certification Requirements 4.6 Cost of Services 5.0 EVALUATION AND SELECTION 5.1 Evaluation Committee 5.2 Administrative and Mandatory Screening 5.3 Evaluation Criteria i

4 6.0 PROPOSAL CONDITIONS AND LIMITATIONS 6.1 Proposal Rejection 6.2 Ownership of Proposal 6.3 Withdrawal and Re-Submissions of Proposal 6.4 Proprietary Information 6.5 Cost of Preparing Proposals 6.6 Errors and Omissions in Proposal 6.7 Code of Ethics 6.8 Content 6.9 Non-Discrimination 6.10 Audit of Records ii

5 1.0 INTRODUCTION 1.1 Purpose The Lafayette Parish School System (LPSS) is seeking proposals to provide Medicaid Billing for: Contracted Services: Physical Therapy (P.T.), Occupational Therapy (O.T.), Speech Therapy, Special Education Related Services, (Mental Health, Physical Health and any additional applicable services which we ve adopted during the contracted period) for the Lafayette Parish School System (LPSS). 1.2 LPSS Objectives The LPSS is requesting proposals to provide Medicaid Billing Services for Contracted Services provided to all schools district wide. The successful proposer will serve as a third party Medicaid billing agent. The proposer will bill in a timely manner, pursue and track receipt of payments conscientiously, reconcile denied claims, and provide training and support to the necessary staff. Medicaid Billing Services is defined as all services required to enable Medicaid reimbursement for services rendered including, but not limited to electronic medical records and billing. LPSS provides Contracted Services to 43 schools and school based health center(s) with approximately 31,000 students. The successful proposer will implement an electronic billing web based application on our network, install software, including implementation and setup, training, paper conversion assistance, and post-conversion support. The proposer will also serve as the liaison between LPSS and Medicaid. 1.3 Contract Funding The funding of this proposed project comes directly from a percentage of reimbursement obtained via the electronic Medicaid billing. 1.4 Contract Time Period The period of any contract resulting from this RFP is tentatively scheduled to begin on the opening day of the school year, for a 1-year term. The LPSS has the right to extend the contract period for up to two years upon written mutual agreement between the LPSS and the consultant. 1

6 1.5 Submission Format, Payments, Schedule and Evaluation Process Each Proposer shall submit one original and four (4) hard copies of a Proposal package in 8-1/2 x 11 format with one copy unbound for ease of reproduction, as well as, a digital copy (flash drive). The complete Proposal package shall be delivered to Purchasing Agent, Attn: Ms. Sandra Melancon, Lafayette Parish School Board, 113 Chaplin Drive, Lafayette, LA Proposals must be organized following the submission requirement section and must include at least the requested information. Proposals are due no later than 11:00 a.m. (CST) on Friday, June 7, The LPSS contact person for all other matters involving this RFP is: Bradley Cruice, Director of Health and Wellness Lafayette Parish School 113 Chaplin Drive Lafayette, LA Telephone: (337) Facsimile: (337) medicaidrfp@lpssonline.com All correspondence regarding this RFP shall be in writing and shall be made available to all Proposers. LPSS shall not be bound by any verbal modifications made to the RFP guidelines and requirements. Only written modifications made by LPSS shall be binding on the parties. LPSS shall review the Proposals, and may request written clarification from Proposers if necessary. At its option, LPSS may select two or more Proposers as finalists. LPSS plans to appoint a Proposal Review Committee to review the Proposals received and make recommendations to the Board. The review process may include requests for clarifications and one or more presentations by the Proposers. At the conclusion of the review process, the Board plans to select one Proposal with whom to enter into an Agreement for the exclusive negotiation rights. LPSS reserves the right to terminate this process at any point prior to selection of a Proposer and solicitation of Proposals in no way obliges LPSS to proceed with any development. 2

7 2.0 ADMINISTRATIVE INFORMATION 2.1 RFP Coordinator Requests for copies of the RFP and any requests for information relating to the RFP shall be directed to the main point of contact as follows: Lafayette Parish School Board Attention: Bradley Cruice Director of Health and Wellness 113 Chaplin Drive Lafayette, LA Telephone No.: (337) Facsimile: (337) Proposer Inquiries LPSS will consider only written Proposer Inquiries regarding RFP requirements or Scope of Services before the date specified in the Calendar of Events. LPSS reserves the right to modify the RFP should a change be identified that is in the best interest of LPSS. To be considered, written inquiries and requests for clarification of the content of this RFP must be received at the above address by 2:00 p.m. CST on May 29, Any and all questions directed to the RFP Coordinator that require an official response will be posted by the date specified in the Calendar of Events. Only the RFP Coordinator has the authority to officially respond to Proposer s questions on behalf of LPSS. Any communications from any other individuals shall not be binding on LPSS. 3

8 2.3 Calendar of Events The Calendar of Events is listed below. Other pertinent events may be added by LPSS at its discretion. SCHEDULE OF ACTIVITIES DATE TIME (CST) RFP Advertised May 17, 2013 May 24, 2013 Inquiry Submittal Deadline May 29, :00 pm Inquiry Response Deadline May 31, :00 pm Proposal Submission Deadline June 7, :00 am Evaluation of Proposals June 10 th 12 th 2013 Presentation of Selection Committee s Recommendation (Intro Item Board Meeting) Award of Contract by Board (Action Item - Board Meeting) June 19, 2013 July 3, :30 pm 5:30 pm At the June 19, 2013 LPSS Board Meeting, to be held at 5:30 pm at 113 Chaplin Drive, Lafayette, LA 70508, the Proposals that have been received may be examined by the Board. The firm/individual of the selected proposal may also be requested to present at this meeting. LPSS reserves the right to amend and/or change this schedule of RFP activities as it deems necessary. Any such revision will be formalized by the issuance of an addendum to the RFP. 2.4 Conflict of Interest By submission of the Proposal, Proposer agrees that, at the time of contracting, the Proposer has no interest, direct or indirect, that will conflict in any matter or degree with the performance with the Contractor s services. The Proposer further agrees that, in the performance of the Contract, the Proposer shall not employ any person having any such known interest. 4

9 2.5 Response to Request for Proposal A cover letter, fees/costs form and any other required documents must be signed, in ink, by a person authorized to bind the Proposer and be returned with the Proposal. 2.6 Protests Protest(s) must be in written form and must be received by the LPSS within five (5) working days of the LPSS s award of Contract. Any protest received after five-working days shall not be considered. The written Protest shall include, at a minimum, the following: 1. The name, addresses and telephone number of the Protester; 2. The signature of the Protester or its representative; 3. Identification of the RFP name and number; 4. A detailed statement of the legal and factual grounds of the Protest, including copies of relevant documents; and 5. The form of relief requested. 2.7 Opening of Proposals All proposals received by the date and the time specified will be received publicly. LPSS shall identify only the names of the entities submitting proposals. 2.8 Proposal Terms It is the intent of LPSS to negotiate and execute a contract with the winning Proposer to begin on the opening day of the school year. All Proposals must be firm and valid until the opening day of the school year. 2.9 Acceptance of Terms A Proposal submitted in response to the RFP shall constitute a binding offer. The signature of the Proposer indicates acknowledgment of this condition. A submission in response to this RFP acknowledges acceptance by the Proposer of all terms and conditions, including compensation, as set forth herein. A Proposer shall identify clearly and thoroughly any variations between its Proposal and LPSS s RFP. Failure to do so shall be deemed a waiver of any right to subsequently modify the terms of performance, except as outlined or specified in the RFP or as otherwise negotiated between the parties subsequent to the decision to award the Contract. 5

10 2.10 Award of Contract The award will be made to the Proposer whose Proposal, conforming to the RFP, is the most advantageous to LPSS, price and other stated evaluation factors being considered, subject to negotiation and execution of an acceptable Contract as described above RFP Cancellation LPSS reserves the right to cancel this RFP at any time and at its sole discretion, without penalty Indemnification Any Agreement resulting from the RFP shall contain the following clause verbatim: To the extent authorized by law, the Contractor shall indemnify, save, and hold harmless the Lafayette Parish School Board, its employees and agents, against any and all claims, damages, liability and Court awards, including costs, expenses, and attorney fees incurred as a result of any act or omission by the Contractor or its employees, agents, subcontractors, or signees pursuant to the terms of this Contract Venue The laws of the State of Louisiana shall govern in connection with the formation, performance and legal enforcement of any resulting Contract. The 15 th Judicial District Court for the Parish of Lafayette, State of Louisiana, shall be the exclusive venue and jurisdiction for any litigation that may arise from the resulting Contract Abbreviations and Definitions 1. LPSS Lafayette Parish School System 2. Proposer - Individual firms, teams of firms, joint ventures, or other similar entity responding to the RFP. Must be able to contract under a single lead entity. 3. Contractor - The successful Proposer awarded a Contract as a result of this RFP 6

11 4. Shall or Must - denotes a mandatory requirement. 5. Contracted Services Physical Therapy (P.T.), Occupational Therapy (O.T.), Speech Therapy, Special Education Related Services (Mental Health, Physical Health and any additional applicable services which we ve adopted during the contracted period.) 3.0 SCOPE OF SERVICES The consultant shall provide the following services: 1. Provide and maintain a web based product specifically for the Louisiana Medicaid Direct Services program, which covers all Contracted Services see section 2.14, #5. This system should have customizing capabilities that allow the therapists set up their group and individual sessions. This program should be updated to reflect any reimbursable procedures once the final School Nursing program is released. 2. All web based applications must contain at a minimum, the following: a. Ability to generate interim Medicaid billing automatically b. Will also serve as the documentation for the various disciplines and will also qualify as adequate documentation in the event of a Medicaid Audit. c. Maintain electronic records for all services entered, not just those that are Medicaid eligible. d. Update web based product/software with respect to Parish and State specific concerns e. Will be housed and backed up on a secure server f. Have the ability to interface with current district software (i.e. webpams, Special Ed Reporting System (SER), Idea Fund) 3. Provide initial and ongoing face to face training throughout contract duration 4. Provide continued support 5. Maintain verification of funding source of Contracted Services providers. 6. Collaborate with LPSS s Technology Department to ensure proper identification of students 7. Maintain safety/confidentiality of information (HIPAA & FERPA) 7

12 8. Assist in all indirect components of the respective Medicaid programs, including, but not limited to: a. RMS Coding b. Cost Report preparation and submission c. Quarterly file submission d. Must act as the District Liaison with all entities involved in Medicaid, such as DHH, Postlewaite & Netterville, Molina, CNSI, etc. 4.0 PROPOSAL FORMAT AND CONTENT 4.1 Presentation Proposals shall be typed, single-sided and submitted on 8-1/2 x 11 size paper, and bound with one staple. Any other means of binding is highly discouraged. Proposals should not include any plastic or oversized covers or binders, nor any unnecessarily elaborate or promotional material. Information should be presented in the order in which it is requested. Proposals should not exceed twenty five (25) pages in length, excluding any appendices. 4.2 Letter of Transmittal A letter of transmittal shall be included with the proposal, addressed to Sandra Melancon, and must at a minimum, contain the following: a. Identification of consultant, including name, address and telephone number; b. Proposed working relationship between consultant and subcontractors, if applicable; c. Acknowledgment of receipt of all RFP addenda, if any; d. Name, title, address and telephone of consultant s contact person during period of proposal evaluation; e. A statement to the effect that the proposal shall remain valid for a period of not less than 90 days from the date of submittal; and f. Signature of a person authorized to bind consultant to the terms of the proposal 4.3 Technical Proposal Qualifications, Related Experience and References This section of the proposal should establish the ability of consultant to satisfactorily perform the required work by reasons of: experience in performing work of a similar nature; demonstrated competence in the services to be provided; 8

13 educational qualifications; strength and stability of the firm; staffing capability; work load; record of meeting schedules on similar projects; and supportive client references. Proposer (Consultant) shall: 1. Provide a brief profile of the firm, including the types of services offered; the year founded; form of the organization (corporation, partnership, sole proprietorship); number, size and location of offices; number of employees; 2. Provide a general description of the firm s financial condition; identify any conditions (e.g., bankruptcy, pending litigation, planned office closures, impending merger) that may impede consultant s ability to complete the project; 3. Describe the firm s experience in performing work of a similar nature to that solicited in this RFP, and highlight the participation in such work by the key personnel proposed for assignment to this project, this is to include, but not limited to background in the field of Medicaid Billing Services as well as other information regarding staff qualifications. 4. Identify sub-consultants by company name, address, contact person, telephone number and project function and describe consultant s experience working with each sub-consultant; and 5. Provide, at a minimum, three references from the projects cited as related experience; reference shall furnish the name, title, address and telephone number of the person(s) at the client organization who is most knowledgeable about the work performed. Consultant may also supply references from other work not cited in this section as related experience. 6. Proposed Staffing and Project Organization a. This section of the proposal should establish the qualifications of the proposed project staff. 7. Provide education, experience and applicable professional credentials of proposed project staff; 8. Furnish brief resumes (not more than two (2) pages each) for the proposed Project Manager and other key personnel; 9

14 4.4 Appendices Information considered by consultant to be pertinent to this project and which has not been specifically solicited in any of the aforementioned sections may be placed in a separate appendix section. Consultants are cautioned; however, this does not constitute an invitation to submit large amounts of extraneous materials; appendices should be relevant and brief. 4.5 Licensing and Certification Requirements By submitting a proposal, proposer warrants that any and all licenses and/or certifications required by law, statute, code or ordinance in performing under the scope and specifications of this RFP are currently held by consultant, and are valid and in full force an effect. Copies or legitimate proof of such licensure and/or certification shall be included in consultant s proposal. Proposals lacking copies and/or proof of said licenses and/or certifications will be deemed nonresponsive and will be rejected. 4.6 Cost of Services Proposer shall give details of fees in the form of a percentage of the total amount LPSS receives in reimbursement. 5.0 EVALUATION AND SELECTION 5.1 Evaluation Committee The first step in the evaluation of proposals will be accomplished by an Evaluation Committee, designated by the Superintendent of Schools of LPSS, which will rate the proposals and forward the information to the Superintendent for presentations at the workshop or Board Meeting. Neither the Superintendent nor the Board is bound by the recommendations of the Evaluation Committee. The ultimate authority and responsibility for the selection of any contractor/firm, for the Proposed Service is the LPSS Board. 5.2 Administrative and Mandatory Screening All proposals will be reviewed to determine compliance with administrative and mandatory requirements as specified in the RFP. Proposals found not to be in compliance may be rejected from further consideration. LPSS reserves the right to request additional information from Proposers that it deems to be in the best interest of the LPSS. 10

15 5.3 Evaluation Criteria Used When Evaluating Proposals 1. Executive Summary 25 Points Strength and stability of the firm; strength, stability, experience and technical competence of sub-consultants; logic of project organization; adequacy of labor commitment. This section should include the location of the main office as well as the office that will be servicing this account. Have no outstanding or pending complaints as determine through the Better Business Bureau, State of Louisiana Department of Health and Hospitals, Medicaid Administrative Claiming (MAC Program) and Kidmed. 2. Qualification of Personnel 20 Points Qualifications, education and experience of project staff; key personnel s level of involvement in performing related work. Have sufficient staff and/or subconsultants available with experience in this disciplines required for this service. 3. Related Experience 25 Points Experience in providing services similar to those requested herein; experience working with public agencies; must show knowledge of applicable Medicaid Law; assessment by client references. Have a minimum of three (3) similar projects within the last three (3) years providing the same or similar services requested in this RFP. Provide reference(s) of agencies you have contracted with, providing the same or similar services. Have the administrative and fiscal capability to provide and manage the proposed services. 4. Cost of Services 20 Points Provide detail of services as it relates to cost. 5. Approach and Methodology 10 Points The proposer should provide detailed information about the proposed approach and methodology for delivering the required services. 6.0 PROPOSAL CONDITIONS AND LIMITATIONS 6.1 Proposal Rejection This RFP does not represent an offer or commitment by LPSS to enter into an Agreement with the Proposer or to pay any cost incurred in the preparation of a response to this request. This RFP in no way constitutes an offer or a commitment by LPSS to award a Contract. LPSS reserves the right to accept or to reject, in whole or in part, all Proposals submitted and/or cancel this RFP in its entirety if it is determined to be in the best interest of LPSS. 11

16 6.2 Ownership of Proposal All materials submitted in response to this RFP shall become the property of LPSS. Selection and/or rejection of a Proposal does not affect this right. The responses and any information made as part of the responses will not be returned to Proposers. This RFP and the selected Proposer s response to this RFP may, by reference, become a part of any formal agreement between the Proposer and LPSS resulting from the solicitation. 6.3 Withdrawal and Re-Submissions of Proposal A Proposer may withdraw a Proposal that has been submitted at any time up to the date and time that the Proposal is due. To accomplish this, a written request signed by the authorized representative of the Proposer must be submitted to the RFP Coordinator. 6.4 Proprietary Information The designation of certain information as trade secrets and/or privileged or confidential proprietary information shall only apply to the technical portion, if any, of any Proposal. The fees/costs of the Proposal will not be considered confidential. Any Proposal copyrighted or marked as Confidential or Proprietary in its entirety may be rejected without further reconsideration or recourse. For the purposes of this RFP, the provisions of the Louisiana Public Records Act, La. R.S. 44:1, et seq, are in effect. Pursuant to that Act, all proceedings, records, contracts and other public documents relating to this RFP and Proposal shall be open to public inspection. Proposers are reminded that while trade secrets and other proprietary information they submit in conjunction with this RFP may not be subject to public disclosure, protections must be claimed by the Proposer at the time of its submission of its technical Proposal. Proposer are responsible to refer to the Louisiana Public Records Act for further clarification. The Proposer must clearly designate the part(s) of the Proposal that contain a trade secret and/or privilege or confidential proprietary information as Confidential in order to claim protection, if any, from disclosure. In the event the Proposals contain confidential information, Proposers are required to mark the cover sheet of the Proposal with the following legend, specifying the specific Section(s) of its Proposal sought to be restricted in accordance with the conditions of the legend: The data contained in page of the Proposal have been submitted in confidence and contain trade secrets and/or privileged or confidential information and such data shall only be disclosed for evaluation purposes, provided that if a contract is awarded to this Proposer as a result of or in connection with the submission of this Proposal, the School 12

17 Board shall have the right to use or disclose the data therein to the extent provided in the contract. This restriction does not limit the School Board s right to use or disclose data obtained from any source, including the Proposer, without restrictions. Further, to protect such data, each page containing such data shall be specifically identified and marked confidential. Purposers must be prepared to defend the reasons why the material should be held confidential. If a competing Proposer or any other person or persons seeks review or copies of another Proposer s confidential data, the School Board will notify the owner of the asserted data of the request. If the owner if the asserted data does not want the information disclosed, it must agree to indemnify the School Board and hold the School Board harmless against all actions or court proceedings that may ensue (including attorneys fees) which seek to order the School Board to disclose the information. If the owner of the asserted data refuses to indemnify and hold the School Board harmless, the School Board may disclose the information, shall be held harmless, and shall have no liability to the owner of the asserted data. LPSS reserves the right to make any Proposal including proprietary information contained therein, available to School Board personnel, School Board members, or other State agencies or organizations for the sole purpose of assisting LPSS in its evaluation of the Proposal. LPSS shall require such individuals to protect the confidentiality of any specifically identified proprietary information or privileged business information obtained as a result of their participation in any evaluations. If a Proposal contains confidential information, the Proposer should also submit a redacted copy along with the complete Proposal. If a Proposer does not submit the redacted copy, the Proposer will be required to submit a redacted copy within forty-eight (48) hours of notification from LPSS. When submitting a redacted copy, it is necessary to clearly mark the cover as such REDACTED COPY to avoid having this copy reviewed by an Evaluation Committee member. The redacted copy should also state which sections contained information that has been removed. 6.5 Cost of Preparing Proposals LPSS is not liable for any costs incurred by prospective Proposers prior to entering into a contract. All costs associated with developing the proposal, preparing for oral presentations, and any other costs or expenses incurred by the Proposer in responding to this RFP are entirely the responsibility of the Proposer, and shall not be reimbursed in any manner by LPSS. 6.6 Errors and Omissions in Proposal LPSS will not be liable for any errors or omissions contained in the Proposals. LPSS reserves the right to make corrections or amendments due to errors identified in the Proposals by LPSS or the Proposer. LPSS, at its option, has the right to request 13

18 clarification or additional information from the Proposer(s); however, in no event shall LPSS be held liable to any Proposer for any failure on its part to request additional information nor shall any failure on the part of LPSS to request additional information from any Proposer constitute grounds for a protest to the award in accordance with Section 2.6 of the RFP. 6.7 Code of Ethics Proposers are responsible for determining that there will be no conflict or violation of the Ethics Code if their company is awarded the Contract. Ethics issues are interpreted by the Louisiana Board of Ethics. 6.8 Content The contents of the Proposal of the successful Proposer shall become contractual obligations if Contract acquisition action ensues unless the parties negotiate other terms and conditions. Failure of the successful Proposer to accept these obligations in a Contract may result in cancellation of the award, and such vendor may be removed from future solicitations. 6.9 Non-Discrimination The Contractor agrees to abide by the requirements of the following as applicable: Title VI and Title VII of the Civil Rights Act of 1964, as amended by the Equal Opportunity Act of 1972, Federal Executive Order 11246, the Federal Rehabilitation Act of 1973, as amended, the Viet Nam Era Veterans Readjustment Assistance Act of 1974, Title IX of the Education Amendments of 1972, and Age Act of 1975, and Contractor agrees to abide by the requirements of the Americans with Disabilities Act of 1990, as amended. Contractor agrees not to discriminate in its employment practices and will render services under this Agreement, and any Contract entered into, without regard to race, color, religion, sex, sexual orientation, national origin, veteran status, political affiliation, or disabilities. Any act of discrimination committed by Contractor, or failure to comply with these statutory obligations when applicable, shall be grounds for termination of this Agreement and any Contract entered into as a result of the this Agreement Audit of Records LPSS s auditor, the Louisiana State Legislative Auditor and any other applicable government agency or authority shall have the option to audit all accounts directly pertaining to the resulting Contract for a period of three (3) years after the project acceptance, or as required by applicable Federal or State law. Records shall be made available during normal business hours for this purpose. 14