OAHU REGION HAWAII HEALTH SYSTEMS CORPORATION REQUEST FOR QUOTES RFQ NO. 14-006 Medical Record and/or Medical Coding Services Leahi Hospital and Maluhia Leahi Hospital 3675 Kilauea Avenue Honolulu, Hawaii 96816 Maluhia 1027 Hala Drive Honolulu, Hawaii 96817
Request for Quote RFQ No.14-006 Medical Record and/or Medical Coding Services Notice The Hawaii Health Systems Corporation Oahu Region is requesting proposals from qualified applicants to provide medical record and/or medical coding services at Leahi Hospital and Maluhia. The RFQ may be obtained electronically from the HHSC website at: Leahi Hospital: http://www.hhsc.org/oahu/leahi/index.html Maluhia: http://www.hhsc.org/oahu/maluhia/index.html Click on Procurement and Open Solicitations. The deadline for submission of written/emailed questions pertaining to the RFQ is February 7, 2014. All proposals must be received and time stamped by HHSC by February 12, 2014 at 2:00 p.m. Hawaii Standard Time. Proposals shall be submitted to the Purchasing Office located in the basement of Maluhia at 1027 Hala Drive, Honolulu, Hawaii 96817. Proposals via e-mail is acceptable and shall be sent to mkato@hhsc.org by the deadline. Addenda to the RFQ will be posted on the HHSC website listed above. For any inquires, please contact Michelle Kato, HHSC Contracts Manager at (808) 832-3001 or by email at mkato@hhsc.org. Procurement Notice Posted: February 3, 2014
RFQ No.14-006 Medical Record and/or Medical Coding Services Thank you for your interest in submitting a proposal for this solicitation. The rationale for this competitive solicitation is to promote and ensure the fairest, most efficient means to obtain the best value to HHSC Oahu Region (Maluhia and Leahi Hospital), i.e. the proposal offering the greatest overall combination of service and price, all of which shall be assessed. Purpose The purpose of this request for proposal is to provide medical record and/or medical coding services for Oahu Region on an as-needed basis. Oahu Region does not guarantee a minimum amount services. Scope of Services A. The CONTRACTOR shall provide medical record and/or medical coding services for Leahi Hospital and Maluhia, hereinafter referred to as (HHSC) on an as needed basis which includes, but is not limited to the following: 1. Provide consultation services that meet the minimum requirements as set forth in the CMS regulations. 2. Review all closed/paid medical records listed on the Hospital s remittance invoices, as referred/provided by HHSC; validate code assignments; recommend positive and/or negative code assignment changes; and refer cases for resubmittal. 3. Screen all reimbursed remittance invoices, referred/provided by the Hospital, for appropriateness of admission necessity and quality of care. If a case does not meet the Severity of Illness and Intensity of Service criteria utilized by the Peer Review Organization (PRO); or if a potential quality of care issue is evident; do not recommend the case for re-submittal for a higher weighed code assignment. 4. Validate claims coding and input codes in software. 5. Ensure Medical Record staff is meeting records keeping and storage standards as set forth in the regulation. (Medical Record services only) 6. Make recommendation on records processing improvement or in gathering Medical Record related data, signatures, documents. 7. Work with Nursing or Medical Staff as needed to provide education in Medical Records requirements. 8. Identify potential focus audit topics and work with Regional RAC team in the development of an audit plan and perform audit duties. 9. Validate proper document to substantiate medical necessity. 10. Assist in ICD-10 implementation. B. Licensure and Qualifications: Throughout the term of this Agreement CONTRACTOR shall maintain proper license such as CCS, RHIA or RHIT.
CONTRACTOR shall provide proof of such licensure as required herein upon Hospital s request. C. Use of Premises. CONTRACTOR shall not use or knowingly permit any other person who is under his direction to use, any part of Facilities premises for any purpose other than the performance of medical record and/or medical coding services for Facilities, Facilities patients and their private physicians (if applicable) pursuant to this Agreement. This Agreement shall not constitute a lease or rental of any portion of the Facility, but shall constitute merely a license to use the Facility for the purposes set forth herein. D. Equipment, Facilities, Supplies, Utilities and Services. HOSPITAL shall, at no cost to CONTRACTOR, provide, on a non-exclusive basis, all equipment, facilities, supplies, utilities, including telephone service, and other services, as the HOSPTIAL shall, in its sole discretion, after consultation with CONTRACTOR, determine from time to time to be necessary for the provision of medical record and/or medical coding services under the terms of this Agreement. The parties expressly agree that all items supplied by HOSPITAL, pursuant to this provision shall remain the exclusive property of HOSPITAL. E. Further Acts. Each party shall perform any further acts and execute and deliver any further documents that may be reasonably necessary or other reasonably required to implement the provisions of this Agreement. Without limiting the generality of that statement, CONTRACTOR shall sign such document relating to the privacy of medical records under HIPAA that HOSPITAL reasonably requests. F. No Assignment or Delegation. Neither this Agreement nor any of the rights or duties under this Agreement may be assigned or delegated by CONTRACTOR and any purported assignment shall be void. Time of Performance The term of contract will be for a one (1) year period, subject to appropriation and allotment. The contract may be extended for two (2) additional years at one (1) year intervals, subject to appropriation and allotment at the same terms and fees, subject to mutual written agreement between HHSC and the CONTRACTOR, sixty (60) days prior to the end of the basic contract period. A Supplemental Agreement (amendment) shall be executed by the CONTRACTOR and HHSC to exercise any and all extensions. Technical Proposal The Contractor shall provide details on the Company/persons background, qualifications and experience relative to performing requirements set forth in the Scope of Services, including but not limited to: 1. Background of the Company/person, i.e. services offered, size, resources, years in business, location, State of Hawaii presence, state of incorporation, etc. 2. Brief description of Company/persons qualifications to perform Scope of Services requirements. 3. In lieu of number 1 and 2, person may submit resume or other documents that include persons background and qualifications. Price Proposal The Contractor shall submit an hourly rate based on the scope of services. The hourly rate shall be fixed for the primary term of the contract. An increase of not more
than 3% may be approved by Oahu Region for any supplemental period. All increases are subject to approval by Oahu Region. Timetable The timetable as presented represents HHSC s best estimated schedule. If an activity of the timetable, such as Closing Date for Receipt of Proposals is delayed, the rest of the timetable dates may be shifted. Consultant will be advised, by addendum to the RFQ, of any changes to the timetable. Contract start date will be subject to the issuance of a Notice to Proceed. ACTIVITY SCHEDULED DATES 1. RFQ Public Announcement February 3, 2014 2. Closing Date for Receipt of Questions February 7, 2014 3. Closing Date for Receipt of Proposals February 12- No Later Than 2:00 p.m., HST 4. Proposal Evaluations February 13-14, 2014 5. Contractor Selection/Award Notification (on/about) February 18, 2014 6. Contract Tentative Award Date February 19, 2014 Submissions Each Consultant may submit only one (1) written proposal (which includes Appendix A proposal transmittal cover, a technical proposal and a price proposal). Alternate proposals will not be accepted. The Issuing Officer must receive one (1) original and three (3) copies of the proposal no later than the Closing Date for Receipt of Proposals. Proposals received after this time/date may be rejected. Mail or deliver proposals to the following address: Michelle Kato, Contracts Manager Maluhia 1027 Hala Drive Honolulu, Hawaii 96817 The outside cover of the package containing the proposal should be noticeably marked, as follows: Proposal Submitted in Response to: RFQ No. 14-006 Proposal s will be accepted by e-mail and shall be received by the Closing Date for Receipt of Proposals. Proposals received after this time/date may be rejected. The Issuing Officer must receive one (1) original no later than the 5 calendar days after the Closing Date for Receipt of Proposals. Award of Contract Award of contract shall be made to the most responsible and responsive Company/person whose proposal is determined by the Evaluation Committee to provide the best value to HHSC. Multiple contracts may be awarded under this solicitation. Contract Document The contract will be awarded by executing a Short Form Agreement (hereinafter CONTRACT ) by HHSC and the successful Consultant (hereinafter CONTRACTOR ). This document will serve as the official, legal contractual instrument between both
parties. This document will incorporate (by attachments or reference) the RFQ, with any and all addendums; HHSC SHORT FORM GENERAL CONDITIONS version 12/2013 and any SPECIAL CONDITIONS; and the CONTRACTOR s accepted proposal, with any and all addendums, changes, negotiated agreements, all of which becomes part and whole of the CONTRACT. Issuing Officer The Issuing Officer is responsible for administrating/facilitating all requirements of the RFQ solicitation process and is the sole point of contact for Consultant from date of public announcement of the RFQ until the selection of the successful Consultant. The Issuing Officer will also serve as the Contract Manager responsible for contractual actions throughout the term of the contract. The Issuing Officer is: Michelle Kato, Contracts Manager e-mail: mkato@hhsc.org phone: (808) 832-3001
APPENDIX A PROPOSAL TRANSMITTAL COVER LETTER Ms. Kato, (Name of Business) proposes to provide any and all goods and services as set forth in the Request for Quote to provide medical record and/or medical coding services to Oahu Region, RFQ No. 14-006, for which fees/costs have been set. The fees/costs offered herein shall apply for a one year period. It is understood and agreed that (Name of Business) have read the Scope of Services described in the RFQ and that this proposal is made in accordance with the provisions of such Scope of Services. By signing this proposal, (Name of Business) guarantee and certify that all items included in this proposal meet or exceed any and all such Scope of Services. (Name of Business) agree, if awarded the contract, to provide the goods and services set forth in the RFQ; and comply with all terms and conditions indicated in the RFQ; and at the fees/costs set forth in this proposal. The following individual(s) may be contacted regarding this proposal:. Other information: (Name of Business) is a: Sole Proprietor Partnership Corporation Joint Venture Other (Specify) Address: Business Phone: E-mail Address: Federal ID No: Hawaii GET Lic No: State of Incorporation is: (Specify) Authorized Bidder s Signature, Printed Name/Title Encl: Proposal