Strategic Purchasing Division Strategic Purchasing Division Operation Contracts Cost ReductionOperation Contracts Cost Reduction

Friday March 13, 2009Friday March 13, 2009

Presented by Presented by Calvin D. Wells, Deputy DirectorCalvin D. Wells, Deputy Director

Strategic Purchasing DivisionStrategic Purchasing Division

Pre-Bid Conference Pre-Bid Conference S46-T23274 – Emergency Medical Services S46-T23274 – Emergency Medical Services

Patient Management System – ePCR and Billing Patient Management System – ePCR and Billing and Collection Servicesand Collection Services

Tuesday August 17, 2010Tuesday August 17, 2010

Eric S. AlexanderEric S. AlexanderSr. Procurement SpecialistSr. Procurement Specialist

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Table of ContentsTable of Contents

Welcome and Introductions…………………………………………….….. 3Welcome and Introductions…………………………………………….….. 3 RFP Overview and Associated Documents …………..……..………… 4RFP Overview and Associated Documents …………..……..………… 4 City of Houston E-bid website ………………………………………………5City of Houston E-bid website ………………………………………………5 RFP Submittal and Format Requirements ..………………………….…6RFP Submittal and Format Requirements ..………………………….…6 Task and Key Dates.…………………………………………………………… 7Task and Key Dates.…………………………………………………………… 7 Scope of Work ..………………………………………………………………… 8Scope of Work ..………………………………………………………………… 8 Scope of Work (cont)..………………………………………………………...9Scope of Work (cont)..………………………………………………………...9 MWBE Goal………………………………………………………………………..10MWBE Goal………………………………………………………………………..10 Bid Evaluation………………………………………………………..…………..11Bid Evaluation………………………………………………………..…………..11 Vendor Questions…………..……………………………………………....….12Vendor Questions…………..……………………………………………....….12

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Welcome and Introductions:Welcome and Introductions: Eric Alexander – Sr. Procurement Spec.Eric Alexander – Sr. Procurement Spec. Department Subject Matter Expert (SMEs)Department Subject Matter Expert (SMEs)

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Fire DepartmentFire Department Primary role is in EMS - ePCRPrimary role is in EMS - ePCR

Administration and Administration and Regulatory Affairs/ Finance Regulatory Affairs/ Finance Department (s)Department (s)

Primary role is billing, collection Primary role is billing, collection and contract complianceand contract compliance

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RFPRFP Overview and Associated Overview and Associated DocumentsDocumentsThe City of Houston is seeking a contractor to provide a turnkey or ”Best in Breed The City of Houston is seeking a contractor to provide a turnkey or ”Best in Breed ““Emergency Medical Services Patient Management System solution. This desired solution Emergency Medical Services Patient Management System solution. This desired solution Should include a robust ePCR system using industry standard off the shelf software that Should include a robust ePCR system using industry standard off the shelf software that can be interfaced with a highly efficient and effective billing and collection service that can be interfaced with a highly efficient and effective billing and collection service that Will maintain high standard and professionalism in dealing with the public while Will maintain high standard and professionalism in dealing with the public while Maximizing net revenue to the City of Houston.Maximizing net revenue to the City of Houston.

Document NameDocument Name PurposePurpose

T23274 - Terms and Specifications.pdf T23274 - Terms and Specifications.pdf This file contains all of the RFP This file contains all of the RFP requirements.requirements.

T23274 - Vendor Question Template.xls T23274 - Vendor Question Template.xls This file should be used when This file should be used when submitting questions submitting questions

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RFP Submittal and Format RFP Submittal and Format RequirementsRequirements

Seven (7) copies of the Proposal, including one (1) printed original signed Seven (7) copies of the Proposal, including one (1) printed original signed in BLUE ink, and additional two (2) electronic CD copies are to be in BLUE ink, and additional two (2) electronic CD copies are to be submitted in a sealed envelope bearing the assigned Solicitation Number, submitted in a sealed envelope bearing the assigned Solicitation Number, located on the first page of the RFP document to:located on the first page of the RFP document to:

City Secretary’s OfficeCity Secretary’s Office City Hall AnnexCity Hall Annex 900 Bagby900 Bagby Houston, Texas 77002Houston, Texas 77002

The proposal should be electronically generated, printed and signed in The proposal should be electronically generated, printed and signed in original ink. The bid should not be submitted in elaborate or expensive original ink. The bid should not be submitted in elaborate or expensive binders. Legibility, clarity, and completeness are important and essential.binders. Legibility, clarity, and completeness are important and essential.

The Proposal must be signed by an individual(s) legally authorized to bind The Proposal must be signed by an individual(s) legally authorized to bind the Offeror(s), and must contain a statement that the Proposal and the the Offeror(s), and must contain a statement that the Proposal and the prices contained therein shall remain firm for a period of one hundred-prices contained therein shall remain firm for a period of one hundred-eighty (180) days.eighty (180) days.

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Task and Key DatesTask and Key Dates

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Task (s)Task (s) Date (s)Date (s)Bid OpeningBid Opening Friday, August 6, 2010Friday, August 6, 2010

Pre-Bid ConferencePre-Bid Conference Tuesday, August 17, 2010 @ 10:00 A.M. Tuesday, August 17, 2010 @ 10:00 A.M.

Vendor Questions are DueVendor Questions are Due Friday, September 3, 2010 @ 5:00 P.M.Friday, September 3, 2010 @ 5:00 P.M.

Proposal Due DateProposal Due Date Friday, September 17, 2010 @ 2:00 P.M.Friday, September 17, 2010 @ 2:00 P.M.

Bid Award Date (tentative)Bid Award Date (tentative) Monday, December 13, 2010Monday, December 13, 2010

Contract Start DateContract Start Date Tuesday, February 1, 2011Tuesday, February 1, 2011

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Scope of Work Scope of Work There are several activities associated with providing the Patient Care There are several activities associated with providing the Patient Care

Management –Management –

ePCR, Billing and Collection services required by the City. The scope of ePCR, Billing and Collection services required by the City. The scope of work set work set

forth in this solicitation has broken out into the following requirements;forth in this solicitation has broken out into the following requirements;

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Section Requirement Description

3.2 General Services that apply as General requirements in the scope of work

3.3 Operations Services that applies primary to Operation function of this scope of work

3.4 Billing Services that applies primary to the Billing function of the scope of work

3.5 Collections Services that applies primary to the Collections function of the scope of work

Please provide a response and brief description of your capabilities to each Please provide a response and brief description of your capabilities to each

section of section of

the scope of work.the scope of work.

Scope of Work (cont)Scope of Work (cont)

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TransitionsTransitionsSoftware customization, training and equipment refresh

Contractor Closeout Plan Contractor Closeout Plan Please describe tasks, timelines, milestones and deliverables for transferring the Contractor’s duties under the contract to a new contractor at the expiration/termination of the contract.

Alternate Proposal Alternate Proposal As an option, contractors may submit additional proposals with alternative ePCR software. The vendors will need to include the required upgraded portable computer units and equipment necessary for docking EMS vehicles at no capital cost to the City. The purpose of the equipment is for the electronic collection of vital patient data, collection of billing and insurance information. This technology must include the ability to transmit the information using a wireless interface from the EMS units to a server; that is configured to communicate data to the Fire Department’s SQL server. In addition, this technology must have the ability to make an electronic copy of the EMS patient record available to area hospitals. For all alternative proposals, please submit in the separate sealed envelope label as “Alternate Proposal”.

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MWBE GoalMWBE Goal

Solicitation (S46 – T23724) for Solicitation (S46 – T23724) for Emergency Emergency Medical Services Patient Management System – Medical Services Patient Management System – ePCR and Billing and Collection Services was ePCR and Billing and Collection Services was issued with a issued with a City's of Houston Minority and City's of Houston Minority and Women Business Enterprise ("MWBE")Women Business Enterprise ("MWBE") goal of 12 goal of 12 percent. We encourage the vendors seeking this percent. We encourage the vendors seeking this contract to work with our MBWE subcontractors contract to work with our MBWE subcontractors on this bid.on this bid.

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RFP Evaluation and Selection CriteriaRFP Evaluation and Selection CriteriaEVALUATION SUMMARY:EVALUATION SUMMARY:An evaluation committee will develop a short list of Offeror(s) based upon the initial review of each Bid received. An evaluation committee will develop a short list of Offeror(s) based upon the initial review of each Bid received.

The short listed The short listed Offeror(s) may be scheduled for a structured oral presentation, demonstration, site visit and/or interview. Such Offeror(s) may be scheduled for a structured oral presentation, demonstration, site visit and/or interview. Such

presentations will presentations will be at no cost to the City of Houston. At the end of the oral presentation, demonstration and/or interview, the be at no cost to the City of Houston. At the end of the oral presentation, demonstration and/or interview, the

evaluation of the evaluation of the short listed Offeror(s) will be completed. However, the evaluation committee reserves the right to issue letter(s) of short listed Offeror(s) will be completed. However, the evaluation committee reserves the right to issue letter(s) of

clarity when clarity when deemed necessary to any or all Offeror(s). The oral presentations, demonstrations, site visits and/or interview may deemed necessary to any or all Offeror(s). The oral presentations, demonstrations, site visits and/or interview may

be recorded be recorded and/or videotaped.and/or videotaped.

SELECTION PROCESS:SELECTION PROCESS:The award of this Contract(s) will be made to the respondent(s) offering the response which best meets the needs of The award of this Contract(s) will be made to the respondent(s) offering the response which best meets the needs of

the City. The the City. The City may make investigations, as it deems necessary, to determine the capabilities of the Offeror(s) to create, City may make investigations, as it deems necessary, to determine the capabilities of the Offeror(s) to create,

modify and modify and implement the required application modules. The Offeror(s) shall furnish to the City such data as the City may implement the required application modules. The Offeror(s) shall furnish to the City such data as the City may

request for this request for this purpose. The City reserves the right to reject any offer if the evidence submitted by or the investigation of the purpose. The City reserves the right to reject any offer if the evidence submitted by or the investigation of the

Offeror(s) fails to Offeror(s) fails to satisfy the City or the Offeror(s) is deemed unqualified to provide the services contemplated. Each Offeror will be satisfy the City or the Offeror(s) is deemed unqualified to provide the services contemplated. Each Offeror will be

evaluated on the evaluated on the basis of the following evaluation criteria that are listed in order of importance below:basis of the following evaluation criteria that are listed in order of importance below:

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2.1.1 Proposed Technical Solution 40% 2.1.2 Proposes Fees and Fee Structure 30% 2.1.3 Qualifications/ Expertise/ Experience 20% 2.1.4 Financial Strength and Stability 5% 2.1.5 MWBE Partipication 5%

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Vendor QuestionsVendor Questions

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