HomeMy Public PortalAboutCOMPREH. EMS ADMINISTRATIVE SRVCS RFP FINAL TOWN OF WATERTOWN
FIRE DEPARTMENT COMPREHENSIVE EMS ADMINISTRATIVE
SERVICES
REQUEST FOR PROPOSALS
The Town of Watertown is seeking proposals from qualified firms to provide Comprehensive EMS
Administrative Services including EMS clinical, operational, consulting, and billing services.
The selected firm shall have demonstrated previous experience in providing Comprehensive EMS
Administrative Services as specified in the RFP.A complete RFP may be obtained,without charge,
by contacting the Purchasing Department at purchasin2(cr�,watertown-ma.2ov or at(617) 972-6414
or on the web at www.watertown-ma.2ov, in the document center. Documents will be available
after 8:30 a.m. — 5:00 p.m. Monday — Friday., beginning April 19, 2021 — May 4, 2021 at
1:00 p.m. Each firm must submit 3 (three) hard copies, along with one separately sealed and
clearly marked price proposal,all marked,"COMPREHENSIVE EMS ADMIN. SERVICES" and
delivered to the Town Hall, Purchasing Department, Lower Level, 149 Main Street, Watertown,
MA, 02472 no later than 1:00 u.m. on Tuesday. Mav 4. 2021. No reference to pricing in the
non-pricing technical proposal is allowed. Failure to adhere to this requirement will result in
disqualification. It is the sole responsibility of the Proposer to ensure that the proposal arrives on
time at the designated locating. Late submittals will not be accepted. It is recommended that
respondents to this request familiarize themselves with the detailed RFP. The Town of Watertown
reserves the right to reject any and all proposals if in the best interest of the Town.
The Town of Watertown will review the proposals and expects to award contract for (3) year
period. It is the intent of the Town of Watertown to award a single contract for all services within
the request for proposals and/or any other services submitted, to one vendor who can perform all
outlined functions.
It is the intent of the Awarding Authority to award a contract within thirty(30)business days after
receiving the proposals. This service is being procured according to MGL. 30B.
Raeleen Bandini, MCPPO
Purchasing Agent
COMPREHENSIVE BILLING, REIMBURSEMENT,COLLECTION AND ADMINISTRATIVE SERVICES
for
EMERGENCY MEDICAL SERVICES (EMS)
The Town of Watertown Fire Department is seeking proposals from qualified firms to provide the following
services:
1. EMS billing,collections and reimbursement reporting services
2. EMS billing and collection consulting
3. EMS patient satisfaction data collection and reporting
4. EMS quality assurance and quality improvement review partnership
5. Cardiac Arrest data collection, database management and reporting
6. Hosted Electronic Patient Care Reporting (ePCR) including data hosting, storage transfer to hospitals
including sufficient hardware for regular operations.
7. Provide a data surveillance system that automatically detects specifically designated parameters for a
range of public health concerns for emergency services when used in conjunction with proposers ePCR
system.
The Town of Watertown is seeking proposals from qualified firms to provide comprehensive EMS administrative
services including EMS clinical,operational, consulting, and billing services.The Town of Watertown will review the
proposals and expects to award contract for(3)year period. It is the intent of the Town of Watertown to award a
single contract for all services within the request for proposals and/or any other services submitted,to one vendor
who can perform all outlined functions.
Due to the technical nature of the services required under the proposed contracts, the Town of Watertown has
determined that this procurement is best served by using the RFP process under Massachusetts General Laws,
Chapter 30B, Section 6. Such a process will enable the Town of Watertown to evaluate the combination of
knowledge and experience of the contractor and their ability to carry out the contract requirements. Because the
EMS billing and collection service and consultancy component is an important part of the Town of Watertown
overall financial health, it is important that the Town of Watertown has the ability to select the most advantageous
proposal on the basis of technical expertise, experience and cost. The Request for Proposal (RFP) process will
enable the Town of Watertown to assign higher ratings to vendors who can demonstrate knowledge, ability, and
prior experience in providing similar services.
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TABLE OF CONTENTS
1. INTRODUCTION 3
2. PROPOSAL TIMELINES 3
3. SCOPE OF SERVICES 3
4. PROPOSAL INSTRUCTIONS 7
S. PROPOSAL REQUIREMENTS 7
6. SELECTION PROCESS 10
7. EVALUATION CRITERIA 10
8. COST EVALUATION 14
9. MISCELLANEOUS INFORMATION 14
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WATERTOWN FIRE DEPARTMENT
Request for Proposal
Ambulance Reimbursement Services and other associated ambulance services
1. INTRODUCTION
Watertown, Massachusetts is a community with a population of approximately 35,000 residents.The town
covers 4.2 square miles of land and lies between the cities of Boston, Cambridge,Waltham, Newton and
Belmont, Massachusetts.Watertown is comprised of residential and commercial properties as well as the
Charles River and Massachusetts DCR properties.Transportation routes include several miles of interstate and
state highways that pass through the town,as well as several MBTA bus routes and trackless trolley routes.
The governing body for the town is an elected nine member Town Council that works in cooperation with an
appointed full-time Town Manager.The Watertown Fire Department is a full-service fire department. Fire
Administration consists of one Fire Chief,one Assistant Fire Chief, an Administrative Fire Prevention Captain,
Lieutenant, and Clerk,an EMS/Training Lieutenant and a Head Clerk who work full-time hours Monday
through Friday.The Emergency Services Division consists of 82 full-time personnel covering four work groups
staffing three Engine Companies,two Ladder Companies,one ALS Ambulance and One Shift Commander.
There are three fire stations that department members respond from which houses the apparatus and
members.Watertown Fire Department responds to approximately 6,000 calls for service each year
with approximately 3500 being medical related.The department also provides mutual aid to the surrounding
communities on a frequent basis.
2. PROPOSAL TIMELINES
Proposals are due by on May 4,2021 at 1:00 pm. Mail or drop off at the Town of Watertown, PURCHASING
DEPARTMENT, 149 Main Street, Watertown, MA 02472. Late proposals will not be accepted. Emailed or faxed
proposals will not be accepted. Town of Watertown Fire Department is an Equal Opportunity/Affirmative Action
Employer and encourages MBE/WBE firms to submit proposals and reserves the right to reject any or all proposals
if deemed in the public's best interest to do so.
Request for proposal packages are available between 8:30 am and 5:00 pm, Monday through beginning on April
19, 2021—May 4, 2021 at 1:00 p.m.
Watertown Town Hall, 149 Main Street, Watertown MA,02472
Watertown Fire Department
Watertown, MA 02472
Phone: (617)972-6511
Fax: (617)972-6575
3. SCOPE OF SERVICES
The Town of Watertown Fire Department provides emergency ambulance service to Watertown and its
surrounding communities and is currently operated at the Advanced Life Support Level. It is the
intention of the Town of Watertown Fire Department to identify efficiencies in billing, clinical care, and
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operations and to implement best management practices to gain efficiencies and improve care to the
public we serve.
Town of Watertown Fire Department shall review all proposals to determine which respondents can
provide the highest quality services while working as seamlessly and successfully with the Town of
Watertown Fire Department. The Town of Watertown will review proposals based on experience
providing successful related EMS services to other agencies and jurisdictions, experience and ability to
administratively support a municipal EMS system and make recommendations using a financial model
that sustains the system's ability to advance.
A comprehensive system of EMS functions including, but not limited to, the items below shall be
included in the proposal.The purpose of this unique request for EMS administrative services is to utilize
national best practice techniques and improve clinical sophistication in order to provide the best EMS
services available.
The scope of services as described outlines the minimum contract requirements for comprehensive EMS
administrative services.The Town of Watertown Fire Department is open to additional alternatives that
may further enhance the overall performance and financial health of the system.
A. Billing, Collection and Reporting
a) Proposer shall receive patient care reports,face sheets,demographic information,and proper patient
signatures from the Town of Watertown Fire Department and process information on individual
parties, insurance companies, Medicare and Medicaid.
b) The proposer shall verify demographic information prior to billing using available resources including
subscription services, hospital verification or information obtained through "face sheet"
demographics obtained by The Town of Watertown Fire Department.
c) The process shall provide follow up billing to include using database searches with subscription
services, hospital follow up or phone calls to locate patient information including insurance eligibility
in a timely manner.
d) The proposer shall prepare monthly reports of all account activity presented in a uniform and easily
understood format so that financial, billing and collection data can be benchmarked, and financial
goals can be reviewed.
e) An assigned project manager will be assigned to the Town of Watertown and be able to provide the
attention and specialized service necessary for the Watertown Fire Department.
f) Proposer shall at all times maintain the highest billing compliance standards possible in partnership
with the Town of Watertown, including assurance that all Medicare, Medicaid guidelines are met at
all times. Watertown Fire Department will meet compliance standards and participate in
improvement activities. All third party reimbursements shall be tracked individually and in aggregate
with full reporting capability to measure billing and collection performance.
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B. EMS Billing and Collection Consulting
Provide to the Town of Watertown Fire Department quantitative analysis of current billing functions
using industry accepted metrics for periodically measuring, analyzing, and controlling the billing and
collection functions. The consultancy shall fully explain any recommended changes to improve
revenues, operations, or systematic review methods, including reporting and review schedules.
Consultancy shall be targeted to system changes and policies that are attainable, measureable, and
longstanding. It will be expected that recommendations to improve financial strength shall be
frontloaded during the initial contract cycle but additional changes for maintenance or to adapt to
changing regulations and applicable laws may be required. All recommendations shall be specific to
The Watertown Fire Department.
Consultancy shall be directly related to the financial sustainability of the Town of Watertown and
efficiency of the billing and collection of EMS revenues. Consulting services shall include analysis of
past practices and recommendations for improvement strategies to improve overall financial health
of the Town of Watertown. Proposer shall be responsible to assist the Town of Watertown in
attaining the highest allowable revenue to sustain EMS services and improve overall health of the
Town of Watertown.
Proposer shall identify, explain,and propose an initial timeline for any recommended implementation
strategies to the Watertown Fire Department. It will be understood that a partnership between the
Town of Watertown and the successful proposer will be necessary to complete implementation of
many strategies.
C. EMS Patient Satisfaction Data Collection and Reporting
Provide Patient Satisfaction survey and reporting enabling to the Watertown Fire Department to
quantify data associated with patient contact and patient perception regarding level of service
provided. Survey data must be capable of being tied back to or associated with the specific run
number allowing the capture of data on specific crew members. The patient satisfaction survey
responses and data shall not be limited to general system-wide information but rather must be
specific and accountable to specific run or call. The patient satisfaction survey system must have the
capability to capture and report specific patient comments. The system for aggregating this data shall
be capable of benchmarking the results for the Watertown Fire Department against other EMS
agencies and previous periods.
D. Cardiac Arrest Data Collection, Database Management and Reporting
Provide and manage a cardiac arrest database for the Watertown Fire Department. This database
will include all elements and reporting requirements of the Utstein style template and Cardiac Arrest
Registry to Enhance Survival (CARES see www.mycares.net) to analyze out of hospital cardiac arrest
data in the EMS system.
Provide clinical database of all data related to the Cardiac Arrests within the system. This data
collection system shall be able to collect data, benchmark results and allow for comparison of local
data to local, state and national results. Proposer shall be responsible for the data entry necessary to
maintain high quality data for cardiac arrest outcomes.
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E. Hosted Electronic Patient Care Reporting(ePCR)
Hosting:The proposer shall provide ePCR as a fully hosted solution which has all appropriate
securities and safeguards.The hosted ePCR system shall be turn-key including all necessary hardware,
software,support, and training. The hosting provider must ensure secure data transmission from
mobile units back to the server environment.
a) Electronic Patient Care Reporting(ePCR):ePCR shall be a stable commercially available, easy to use,
comprehensive mobile reporting application for data entry,storage, manipulation and reporting of
patient care information. Electronic data entry shall be easily completed, and software shall be formatted
in an intuitive format to simplify training requirements and implementation.
b) ePCR NEMSIS Compliant: EPCR software shall be fully compliant with current EMS data standards
including National Emergency Medical Services Information System (NEMSIS). Compliance shall be at the
GOLD level as currently designated at http://www.nemsis.org/compliantSoftware/GoldCompliant.html.
c) Reporting Requirements: Massachusetts Ambulance Trip Record Information System (MATRIS)data must
be uploaded on a regular interval, no greater than every seven days,or as required by the Massachusetts
Office of Emergency Medical Services(GEMS).
d) Hardware Requirements:The ePCR application will be loaded onto ruggedized devices and deployed to
the Watertown Fire Department.The proposer shall include a system to effectively deal with hardware
malfunctions by means of additional pre-configured spare devices to provide quick replacements for any
malfunctioning units. Each "tablet"will allow for the entering of information into the PCR with easy
touch-screen entry that can be done in the field. Once all required fields have been satisfied and the PCR
has been completed,all PCR data must be transmitted in a timely manner to the receiving facility as
deemed appropriate by the facility.
e) Connectivity:The hosted system shall be configured to connect to servers using both high speed cellular
networks and secure 801.11a/b/g Wi-Fi,allowing for a maximum of wireless coverage. All service fees
relating to the connectivity of the devices are paid for by the Town of Watertown.
f) Servers:All servers shall be designed with high availability redundancies at every possible stage. Hosted
servers are to be secured behind multiple layers of physical and data security. Connectivity to the hosted
environment should be maintained by multiple high-speed providers.A thorough review of these systems
and facility shall be available to the Town of Watertown.
g) ePCR Training for Personnel: Proposer shall provide training to Ambulance personnel on proper
documentation of ambulance transports using ePCR.Training shall be provided with similar hardware as
what is to be used after ePCR deployment has been completed.Training shall be in proper documentation
techniques to maximize the ability for the Watertown Fire Department managers and leadership to both
bill and mine data effectively.
h) Web PCR: Proposer shall be able to provide a web-based PCR review system which will facilitate the
clinical and signature compliance follow-up for any run generated as a PCR.The system shall be and
capable of adding appropriate system users outside the Watertown Fire Department such as hospital
staff, physicians, Hospital EMS Coordinators, etc.The system shall be fully capable of requesting specific
feedback for tagged calls and accept feedback into the system in a secure environment. Web based
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system shall include a simplified search function which shall be fully integrated into CQI system,enabling
full search criteria including fields within the database.The bidder shall perform QI/QA documentation
review in conjunction with Watertown Fire Department EMS management.
F. FirstWatch for Situational Awareness and Early Event Notification
a) Provide FirstWatch data surveillance system and early warning software(or equivalent software)
system that automatically detects specifically designated parameters in real-time for a range of public
health and safety concerns for emergency services and hospitals when used in conjunction with
proposers ePCR system. The FirstWatch system is used to increase situational awareness in the
Communications Center and throughout our Organization.The system is configured to monitor the
ePCR system and warn of emerging health threats or possible WMD/Bioterrorism activity by
monitoring real-time data for statistically significant occurrences or trends.When a possible threat or
other qualifying event is detected,the system alerts by sending messages, maps showing the
distribution of suspicious events,and other details,via e-mail, pager,SMS or fax.The information is
used to determine the nature and significance of the trend and, if necessary,take appropriate steps
to protect the public.The software is also used to identify trends and events that are non-threatening
and non-emergent in nature but of interest to those involved with community health initiatives.
b) The surveillance system shall be capable of providing data and alerts based upon the Watertown Fire
Department proposer hosted electronic patient care reporting system. Immediate notifications are
sent via email to notify your supervisory staff of a possible trend or event occurring in the service
area.This technology proves valuable in monitoring healthcare issues and trends such as opioid
overdoses and stroke alerts in real-time,along with email triggers if desired.
4. PROPOSAL INSTRUCTIONS
Interested firms should submit two original copies of the proposal and one thumb drive copy of the
proposal (do not add the price proposal in the thumb drive copy)and send
to the address below no later than 1:00 pm on May 4, 2021. Late proposals will not be considered.
Town of Watertown, Purchasing Department, 149 Main Street,Watertown, MA 02472.
The Town of Watertown Fire Department will review cost/pricing proposals separately from the
technical response.It is essential that all cost information be submitted in a separate and sealed
envelope appropriately labeled"PRICE PROPOSAL"
Proposals must be submitted in a sealed outer envelope or box clearly marked on the outside:
"COMPREHENSIVE EMS ADMINISTRATIVE SERVICES"
Inner envelopes must be clearly marked "Non-Price Technical Proposal" and "Price Proposal". Price
proposals will be securely kept by the Town of Watertown, and not disclosed to the selection panel until it
has completed its evaluation of the proposed submittals.
5. PROPOSAL REQUIREMENTS
All proposals shall include the following items. Please provide a table of contents in the format of the
proposal that includes all required items. Please include additional information such as reports,
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accreditation certificates and licenses or other pertinent information as appendices in the back of the
required information.
In addition to addressing each of the items in the specifications,the Proposer must submit, as part of his
non-price proposal,the following minimum qualification criteria: Initial the appropriate response to each
criterion and include the required documentation in the Non-price(technical) proposal envelope.
a. A letter of transmittal including the name,address,and other pertinent information about the firm.
The letter of transmittal shall include information regarding the business structure(corporation,sole
proprietorship, partnership)and who is authorized to contractually bind the firm into an agreement.
Additionally,the letter should include tax identification number and some expression of the senior
officers or project managers' commitment to the project.
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b. A list of Massachusetts municipalities or ambulance services for which the contractor has provided
ambulance billing service.A minimum of five(5) is required.This list is to include a current name,
address and phone number of references for the selection committee to access.Any negative
information generated by reference check shall be cause sufficient to dismiss the proposal as
unacceptable. Negative information that shall be considered grounds to render the proposal
unacceptable shall be information that shows the service operated in a fashion that reflected
negatively on the community served. Illegal or unethical methods of collection, repeated instances of
inappropriate treatment of recipients of the service such as rudeness or any other behavior that
generates complaints from the public shall be viewed as negative information.
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c. A dishonesty bond for a minimum amount of$100,000.00 -and an errors and omissions (E&O) bond
for a minimum amount of$100,000.00 naming the Town of Watertown as additional insured's. Said
bonds shall be provided by a bond company licensed to provide own surety in the State of
Massachusetts. If the proposal is accepted these bonds must be kept in effect for the life of the
contract.
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d. Descriptions of all qualifications of all personnel which will be assigned to the project including
professional resumes of key project participants.
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e. A list of municipalities and/or private ambulance services or businesses for which the contractor has
provided consulting, financial, administrative, or billing services. This list shall have at least three (3)
references, (municipalities,ambulance services or business associates).This list shall include a current
name,address,and phone number of references for the selection committee to access.
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f. The proposer must recognize that, in their dealings with the recipients of ambulance service, every
effort towards a courteous handling of patients will be the rule.
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g. The proposer will have made every attempt to determine if primary and/or secondary insurance
exists through inquiry to recipients of the service and computer screening, prior to bills being sent to
individuals,and the primary and secondary insurance carriers billed where appropriate.All
applications for abatement must be signed,filled out and returned to the proposer.The Proposer will
record and save all requests for abatement to the Town of Watertown.The service must show an
understanding of this policy in its response to the request for proposal.
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h. The Proposer has submitted a complete list of any litigation,with the appropriate explanation,
against your firm in the past ten years. If no litigation,then a statement of attestation stating such.
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i. The proposer must have software and trained in-house staff to support transmission of a NEMSIS
compliant EMS data file,when required by the Commonwealth of Massachusetts. NO EXCEPTIONS
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j. The proposer has included signed certifications regarding tax payments, non-collusion and an
additional statement that no conflict of interest exists.
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k. Proposer must be in compliance with the Office of the Inspector General's advisory regarding
requirement to have an active compliance program in place and have an EMS attorney on retainer to
support billing company and client questions and review carrier contracts as required. NO
EXCEPTIONS
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I. The Proposer shall submit its annual Statement on Auditing Standards,Service Organizations, report
(SSAE16 SOC 1 Type II)with its proposal.The SSAE16 SOC 1 Type II must have been performed by a
CPA firm in accordance with auditing standards developed by the American Institute of Certified
Public Accountants(AICPA).The SSAE16 SOC 1 Type II must be performed annually for the duration of
any contract with a copy provided to the Town of Watertown annually. NO EXCEPTIONS
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m. Statement of company insurances coverage including property and casualty, liability,and workers
compensation insurance.
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n. The Proposer shall subscribe to an established health insurance verification service and actively use it
as part of their pre-bill processes and procedures. NO EXCEPTIONS
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o. The Proposer service must provide a secure site to drop the Town of Watertown data files;otherwise
known as a Secure FTP site.This is a requirement of HIPAA, NO EXCEPTIONS
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p. In a separately sealed envelope,the cost proposal amount must also be stated as an annual fiscal
year cost and total contract cost. Price proposals with structures using percentages or any variable
cost structure shall be explained clearly.
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q. A complete and detailed response to the Scope of Services as outlines in the RFP under item#3.
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6. SELECTION PROCESS
Proposals will be evaluated on the responses prepared for above.Additionally,the following criteria will
be considered.
• Knowledge
• Past performance
• References of firm and key project managers
• Historical commitment to advancement of EMS clinical and operational improvements.
During the evaluation period the Town of Watertown Fire Department may request additional
information that may assist in demonstrating the proposer's ability to meet all the contract requirements
successfully. Once a short-list of proposers has been identified additional interviews, may or may not, be
required to further collect additional information about the firm. References provided by the firm may be
checked at anytime.
7. EVALUATION CRITERIA
In accordance with MGL Chapter 3013, an evaluation rating system will be applied to each of the criteria
listed below for comparative evaluation of those proposals deemed to meet the minimum qualifications
above. In keeping with the state's standardized procurement process,each of the following criteria will
be ranked by reviewers using one of these three standards: Unacceptable,non-advantageous,
advantageous and most advantageous. Proposers will then be ranked by adding the consensus rankings
for all the criteria and the committee will decide which proposers it will interview. The following criteria
will be used by the town's Proposal Evaluator Committee in evaluating the proposals.
Note: The ratings of"MOST ADVANTAGEOUS","ADVANTAGEOUS","NON-ADVANTAGEOUS"and
"UNACCEPTABLE"will be used to evaluate the following features of each proposal.
A. For comprehensive EMS billing and administration solution experience.
Proposer's ability to make recommendations and assist the Town of Watertown Fire Department in the
improvement of financial strength using"best practices"for EMS billing and collection.
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1. UNACCEPTABLE: Proposer has no demonstrated knowledge or experience in making EMS billing
or collection recommendations to improve EMS system financial health. Proposer simply collects
revenue based on demographic or limited information provided by providers.
2. NOT ADVANTAGEOUS: Proposer has demonstrated only limited knowledge or experience in
implementing best practices for EMS billing.
3. ADVANTAGEOUS: Provider has demonstrated some knowledge or experience which has been
moderately demonstrated in proposal. Proposer has cited examples of EMS systems having
improved their financial sustainability through recommendations from the proposer. There are
billing metrics available to show financial improvement.
4. HIGHLY ADVANTAGEOUS: Proposer has demonstrated knowledge and experience in fully
implementing best practices for EMS billing. Proposer has successfully improved the financial
standing of EMS system(s) and been successful in maintaining current understanding of all laws
pertaining to billing and collection processes. Proposer has actively recommended changes to
rates, operations, and other EMS functions in order to improve system sustainability. Proposer
has cited examples of EMS systems having improved their financial sustainability through
recommendations from the proposer. There are billing metrics available to show financial
improvement.
B. Patient satisfaction survey system: Proposer can demonstrate experience and knowledge in fully
implementing EMS patient satisfaction survey system which has been capable of being reconciled with
individual calls for service and therefore tied back to individual field providers.
1. UNACCEPTABLE: Proposer has no experience implementing or cannot demonstrate any
significant knowledge of patient satisfaction surveys.
2. NOT ADVANTAGEOUS: Proposer has some demonstrated knowledge of implementing a patient
satisfaction survey program but cannot cite examples of any implementation.
3. ADVANTAGEOUS: Proposer has demonstrated in their proposal that they have knowledge and
understanding of patient satisfaction survey programs and have implemented, or partially
implemented such programs in EMS system(s).
4. HIGHLY ADVANTAGEOUS: Proposer has demonstrated in their proposal that they have
knowledge and understanding of the value of implementing patient satisfaction improvement
programs and have fully implemented such programs. Proposer has implemented a program
sending patient satisfaction surveys to 100%of patients and able to reconcile feedback to
individual run and field providers with the ability to benchmark survey results to a minimum of
15 other EMS agencies.
C. Collection measure: Collection of EMS revenue shall be with a comprehensive revenue collection
approach. Collection measured in terms that most appropriately show success and performance, relating
to financial strength specific to the Town of Watertown Fire Department. Financial metrics shall be
complete AND comprehensive and shall have clear and concise explanations, as well as examples of
revenue reporting and collection performance metrics.
1. UNACCEPTABLE: Proposer cannot demonstrate in their proposal a strong understanding of
developing comprehensive revenue improvement programs.
2. NOT ADVANTAGEOUS: Proposer can only marginally demonstrate their understanding of revenue
collection programs to improve and monitor revenue collection expansion and performance.
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3. ADVANTAGEOUS: Experience in implementing some financial and revenue collection methods
including the regular review of rates,fees, and compliance standards.
4. HIGHLY ADVANTAGEOUS: Proposer can clearly demonstrate knowledge and understanding of
reimbursement process, improving ambulance revenues, and how to measure and monitor financial
performance in comparison to call volume, Emergency Medical Dispatch (EMD),cancellation rates,
deployment, and EMS system cost structure. Proposer can demonstrate where such programs have
been successful in other EMS systems and can outline comprehensive examples.
D. Hosted Electronic Patient Care reporting(ePCR):
1. UNACCEPTABLE: No commercially available electronic patient care reporting system.
2. NOT ADVANTAGEOUS: Proposer has no experience in deploying ePCR system and providing the
hosted infrastructure,support,and training.
3. ADVANTAGEOUS:The proposer has some experience with agency deployment of an ePCR system
and maintenance of required infrastructure but with fewer than four clients. Proposer has experience
in providing the necessary support and training pertaining to successful deployment of hosted system
for ePCR.
4. HIGHLY ADVANTAGEOUS:The proposer shall provide ePCR as a fully hosted solution which has all
appropriate securities and safeguards with five or more clients.The hosted ePCR system shall be
turn-key including all necessary hardware,software,support and training. The hosting provider must
ensure secure data transmission from mobile units back to the server environment. Electronic Patient
care reporting(ePCR)shall be a stable commercially available,easy to use, comprehensive mobile
reporting application for data entry,storage, manipulation and reporting of patient care information.
E. EMS event monitoring and surveillance system: Proposer is able to provide event monitoring and surveillance
system such as FirstWatch, capable of detecting emerging trends, patterns,and geographic clusters in real-
time for a range of public health and safety concerns for emergency services, hospitals and homeland security.
1. UNACCEPTABLE: unable to provide surveillance system for detecting EMS trends, patterns or clusters.
2. NOT ADVANTAGEOUS:Able to provide some level of surveillance but may not be able to fully trend,
track or cluster;or provide real time alerting.
3. ADVANTAGEOUS:Able to provide real time surveillance but not able to provide alerting by email
trigger.
4. HIGHLY ADVANTAGEOUS: Able to demonstrate with current client a system capable of providing
data and alerts based upon Town of Watertown Fire Department hosted electronic patient care
reporting system in real time,with email triggers for instant evaluation of data including from mobile
device.Town of Watertown Fire Department can identify specific data points from the ePCR for
specific public health crisis or other situations requiring monitoring in real time.These will be
configured for automated emails which may include PCR information including narrative.
F. CARES:Cardiac Arrest Registry to Enhance Survival (CARES)data registry and reporting system capable of
measuring, benchmarking, and reporting results for Town of Watertown Fire Department and comparing
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contrasting results to other EMS agencies and national averages for evidence-based performance of
Cardiac Arrest outcomes.
1. UNACCEPTABLE: unable to provide support in Cardiac Arrest data collection, management and
reporting; no system for benchmarking(CA)data.
2. NOT ADVANTAGEOUS:Able to provide some level of support to collect data for Cardiac arrest
but cannot report or benchmark data.
3. ADVANTAGEOUS:Able to provide evidence that organization or agency has experience in
collecting and reporting CA data.
4. HIGHLY ADVANTAGEOUS:Able to demonstrate with current client experience in collecting and
reporting CA data System such as CARES.This database will include all elements and reporting
requirements of the Utstein style template and Cardiac Arrest Registry to Enhance Survival
(CARES)to analyze out of hospital cardiac arrest data specific to Town of Watertown Fire
Department. Experience collecting data and entering data into a system by which Town of
Watertown Fire Department is capable of measuring, benchmarking, and reporting results and
comparing/contrasting results to other EMS agencies and national averages for evidence-based
performance of Cardiac Arrest management and patient outcomes.
G. The Proposer will bill directly to insurance carriers as opposed to billing recipients of the service whenever
possible.
1. UNACCEPTABLE: Process only Medicare and Medicaid claims, mail out others to client.
2. NOT ADVANTAGEOUS: Process only Medicare and Medicaid and major carriers(i.e. BC/BS).
3. ADVANTAGEOUS: Process Medicare/Medicaid, major carriers, and secondary insurances.
4. HIGHLY ADVANTAGEOUS: Process claims to all insurance carriers, automobile insurance,
workman's comp, homeowner's insurance, etc.; provide pre-bill verification of patient
information and follow-up billing including data base searches, hospital follow-up and phone
calls. Insurance eligibility will be verified through multiple clearinghouses and data sources.
H. Number of clients your firm presently represents.
1. UNACCEPTABLE:four or fewer(0-4)
2. NOT ADVANTAGEOUS:five to nine ambulance services(5-9)
3. ADVANTAGEOUS:ten to fourteen ambulance services (10-14)
4. HIGHLY ADVANTAGEOUS:fifteen or more ambulance services(15+)
I. Outline your capabilities in dealing with clients that express hardship. Provide copies of your internal
policy.
1. UNACCEPTABLE: No internal policy submitted.
2. NOT ADVANTAGEOUS: An internal policy that refers all clients back to the Town. Proposer is
unable to show examples or provide evidence of such improvements.
3. ADVANTAGEOUS: A limited internal policy that addresses some client hardships while referring
the remainder to the Town. Proposer can provide evidence of having provided such program
enhancements to billing and collection policies for less than fifteen EMS agencies.
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4. HIGHLY ADVANTAGEOUS: A comprehensive internal policy that addresses all areas of hardship
with all forms prepared by the billing agency. Proposer will work to review and update as
necessary all billing and collection policies for Town of Watertown Fire Department. Proposer
can provide evidence of having provided such program enhancements to billing and compliance
programs for fifteen or more EMS agencies.
8. COST EVALUATION
The price proposal is not to be included in the technical proposal but shall be submitted in a separate
sealed envelope. For those responsive proposals that remain in contention after the technical evaluation,
cost will be evaluated for the competitiveness of the cost proposal, and appropriateness of proposed cost
to the proposed level of effort. The town will not necessarily award the contract to the lowest qualified
bidder,and with appropriate justification and rationale may select a proposal with a higher cost. Between
or among proposals rated technically equal,the town would select the lowest cost equally rated proposal.
Town of Watertown Fire Department shall look for proposers that can improve the EMS system clinically
and financially with the best cost model, likely shown as greatest NET revenue for the EMS system.
9. MISCELLANEOUS INFORMATION
a. Clarification: Questions/requests for clarification will be accepted until April 22, 2021 at noon. They shall
be directed to purchasing@watertown-ma.gov Attn: Raeleen Bandini.Answers to all substantive
questions will be put in writing and supplied to all parties who have received a copy of the RFP,either by
fax or mail.
b. Revisions: If Town of Watertown Fire Department determines that it is necessary to change any part of
this RFP or provide additional information or clarifications,an addendum will be issued and furnished to
each prospective respondent who has received a copy of this RFP.
c. Withdrawal of Proposals: Proposals may be withdrawn by written request up until the deadline for
submission of proposals.
d. Late Proposals: Late proposals will not be accepted.
e. Amendments to Proposals: Proposals may be amended up until the deadline for submission of the
proposals. Amendments must be submitted sealed and in writing, clearly stating the changes to the
proposal.
f. Proposals are Firm Offers: Proposals responding to this RFP are considered firm and may not be
withdrawn after May 4,2021 @ 1:00 p.m. Proposed prices must be firm for 90 days from the date the
proposal is due.
g. Expenses:All expenses associated with preparing and submitting proposals, including any interviews shall
be the responsibility of the proposer.
h. Laws/Regulations:The successful proposer shall fully comply with all federal,state and local laws and
regulations pertaining to the performance of the contract.
i. Return of Proposal Materials:One copy of the proposal must be retained by the Town of Watertown;
however additional copies of the proposal may be retrieved by proposers not selected for project after
contract award.
j. Contract Awards:The responsive proposals will be reviewed with the intent being to award the contract
within 45 days of proposal due date.
k. Experience of Project Managers: Proposer shall be able to,and are encouraged to, utilize experience of
key personnel and project managers to add value to the proposer's knowledge and experience. If such
personnel are listed as project managers,then their knowledge and experience shall be considered part of
the proposer's submittal and can be included.
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CERTIFICATE OF GOOD FAITH (NON-COLLUSION) and TAX COMPLIANCE
Pursuant of M.G.L. Ch. 62C, Sec. 49A, I certify under the pains and penalties of perjury that the
contractor/consultant has complied with all laws of the Commonwealth of Massachusetts
relating to taxes, reporting of employees and contractors, and withholding and remitting child
support.
The undersigned certifies under penalties of perjury that this bid has been made and submitted
in good faith and without collusion or fraud with any other person. As used in this certification,
the word "person" shall mean any natural person, business, partnership, corporation, union,
committee, club, or other organization, entity or group of individuals.
Name of Person Signing Bid (Please Print)
Signature of Person Signing Bid
Company
CERTIFICATE OF VOTE (required if Contractor is a Corporation)
I, hereby certify that I am duly qualified and Acting Secretary of
and I further certify that a meeting of the Directors of said
Company, duly called and held on , at which all Directors were present
and voting, the following vote was unanimously passed:
Voted to authorize and empower the person signing the Bid Certification Sheet on behalf of the
Corporation. I further certify that the above vote is still in effect and has not been changed or
modified in any respect.
BY:
(Secretary of Corporation)
1630
TOWN OF WATERTOWN MASSACHUSETTS
AGREEMENT
FIRE DEPARTMENT COMPREHENSIVE EMS ADMIN. SERVICES
THIS AGREEMENT made this day of May.2021.by and between the Town of Watertown,a municipal corporation duly
organized under the laws of Massachusetts and having a usual place of business at 149 Main Street in said Watertown, MA,02472,
hereinafter referred to as the"Town"and having a usual place of business at
WITNESSETH:
WHEREAS,the Town invited the submission of proposals for EMS ADMINISTRATIVE SERVICES.hereinafter"the Project";
and
WHEREAS,the Vendor submitted a proposal to provide the services required for the Project,and the Town has decided to award
the contract therefore to the Vendor.
NOW,THEREFORE,The Town and Vendor agree as follows:
1. Contract Documents.The Contract Documents consist of this Agreement,and the Vendor's Proposal. The Agreement and
proposal submitted by constitute the entire Agreement between the parties concerning the work,
and all are as fully a part of this Agreement as if attached hereto.
2. The Work. The Work consists of furnishing: EMS ADMINISTRATIVE SERVICES FOR THE FIRE DEPARTMENT
3. Term of Contract. This Agreement shall be in effect beginning Tune 1.2021 —May 31. 2024.
4. Compensation. The Town shall pay,as full compensation for items and/or services furnished and delivered in carrying out
this agreement the costs as provided in the proposal and not to exceed$
5. Payment of Compensation. The Town shall make payments within thirty(30)days after its receipt of Invoice.
6. Liability of the Town. The Town's liability hereunder shall be to make all payments when they shall become due,and the
Town shall be under no further obligation or liability. Nothing in this Agreement shall be construed to render the Town or
any elected or appointed official or employee of the Town,or their successors in Office,personally liable for any obligation
under this Agreement.
7. Independent Vendor. The Vendor acknowledges and agrees that it is acting as an independent Vendor for all work and
services rendered pursuant to this Agreement,and shall not be considered an employee or agent of the Town for any purpose.
8. Indemnification. The Vendor shall indemnify,defend,and hold the Town harmless from and against any and all claims,
demands,liabilities,actions,causes of action,costs and expenses,including attorney's fees,to the extent caused by the
Vendor's breach of this Agreement or the negligence or misconduct,or the Vendor's agents or employees.
9. Insurance. A.The Vendor shall obtain and maintain during the term of this Agreement the insurance coverage in companies
licensed to do business in the Commonwealth of Massachusetts,except that insurance markets based in London,and/or the
domestic surplus lines markets that operate on a non-admitted basis are exempt from this requirement,provided that the
Vendor's broker can provide financial data to establish that a market is equal to or exceeds the financial strengths associated
with the A.M.Best rating of A:VI or better,and acceptable to the Town,as described below:
General Liability: $1,000,000 per occurrence
$2,000,000 general aggregate
$1,000,000 professional liability
$2,000,000 minimum umbrella/excess
Workers'Compensation: Mandatory coverage as required by the Commonwealth of Massachusetts
B.All policies shall identify the Town as additionally insured(except Professional Liability and Workers'Compensation)and
Vendor shall provide that the Town shall receive written notification at least 30 days prior to the effective date of any
amendment or cancellation. Certificates showing evidence of such coverage shall be provided to the Town upon the execution
of this Agreement. To the extent permissible,each such certificate shall specifically refer to this Agreement and shall state that
such insurance is as required by this Agreement. Failure to provide or to continue in force such insurance shall be deemed a
material breach of this Agreement and shall be grounds for immediate termination.
10. Assignment. The Vendor shall not assign,sublet or otherwise transfer this Agreement,in whole or in part,without the prior
written consent of the Town,and shall not assign any of the moneys payable under this Agreement,except by and with the
written consent of the Town.
11. Termination.A.Termination for Cause. If at any time during the term of this Agreement the Town determines that the
Vendor has breached the terms of this Agreement by negligently or incompetently performing the work,or any part thereof,or
by failing to perform the work in a timely fashion,or by failing to perform the work to the satisfaction of the Town,or by not
complying with the direction of the Town or its agents,or by otherwise failing to perform this Agreement in accordance with
all of its terms and provisions,the Town shall notify the Vendor in writing stating therein the nature of the alleged breach and
directing the Vendor to cure such breach with ten(10)days. The Vendor specifically agrees that it shall indemnify and hold
the Town harmless from any loss,damage,cost,charge,expense or claim arising out of our resulting from such breach
regardless of its knowledge or authorization of the actions resulting in the breach. If the Vendor fails to cure said breach
within ten(10)days,the Town may,at its election at any time after the expiration of said ten(10) days,terminate this
Agreement by giving written notice thereof to the Vendor specifying the effective date of the termination. Upon receipt of
said notice,the Vendor shall cease to incur additional expenses in connection with this Agreement. Upon the date specified in
said notice,this Agreement shall terminate. Such termination shall not prejudice or waive any rights or action which the Town
may have against the Vendor up to the ate of such termination,and the Vendor shall be liable to the Town for any reasonable
amount which it may be required to pay in excess of the compensation provided herein in order to complete the work specified
herein in a timely manner. Upon such termination,the Vendor shall be entitled to compensation for all work completed in
accordance with the terms of the agreement prior to the termination date,as determined by the Town.
B. Termination for Convenience. The Town may terminate this Agreement at any time for convenience by providing the
Vendor written notice specifying therein the termination date which shall not be sooner than ten(10) days from the issuance of
said notice. Upon receipt of said notice,the Vendor shall cease to incur additional expenses in connection with this
Agreement. Upon such termination,the Vendor shall be entitled to compensation for all work completed in accordance with
the terms of the Agreement prior to the termination date,as determined by the Town, such payment not to exceed the fair
value for the services provided hereunder.
12. Innnection and Renorts. The Town shall have the right at any time to inspect work of the Vendor,including the right to enter
upon any property owned or occupied by Vendor,whether situated within or beyond the limits of the Town,provided the
Town executes a commercially-reasonable confidentiality and non-disclosure agreement prior to entering Vendor's property.
Whenever requested,Vendor shall immediately furnish to the Town full and complete written reports of his operation under
this Agreement in such detail and with such information as the Town may request.
13. Successor and Assigns.This Agreement is binding upon the parties hereto,their successors,assigns and legal representatives.
Neither the Town nor the Vendor shall assign or transfer any interest in this Agreement without the written consent of the
other.
14. Compliance with Laws.The Vendor shall comply with all Federal,State and Local laws,rules and regulations and orders
applicable to the work provided pursuant to this Agreement,such provisions being incorporated herein by reference,and shall
be responsible for obtaining all necessary licenses,permits,and approvals required for the performance of such work.
15. Notice. Any and all notices,or other communications required or permitted under this Agreement,shall be in writing and
delivered by hand or mailed postage prepaid,return receipt requested,by registered or certified mail or by other reputable
delivery service,to the parties at the addresses set forth on Page 1 or furnished from time to time in writing hereafter by one
party to the other party. Any such notice or correspondence shall be deemed given when so delivered by hand,if so mailed,
when deposited with the U.S.Postal Service or,if sent by private overnight or other delivery service,when deposited with such
delivery service.
16. Severability. If any term or condition of this Agreement or any application thereof shall to any extent be held invalid,illegal or
unenforceable by the court of competent jurisdiction,the validity,legality,and enforceability of the remaining terms and
conditions of this Agreement shall not be deemed affected thereby unless one or both parties would be substantially or
materially prejudiced.
17. Governing Law.This Agreement shall be governed by,construed and enforced in accordance with the laws of the
Commonwealth of Massachusetts and the Vendor submits to the jurisdiction of any of its appropriate courts for the
adjudication of disputes arising out of this Agreement.
18. Entire Agreement. This Agreement,including all documents incorporated herein by reference,constitutes the entire integrated
Agreement between the parties with respect to the matters described. This Agreement supersedes all prior agreements,
negotiations and representations,either written or oral and it shall not be modified or amended except by a written documents
executed by the parties hereto.
IN WITNESS WHEREOF,the parties hereto have executed this Agreement on this day and year first above written.
1 certify that an appropriation is TOWN OF WATERTOWN,MA
available in the amount of this
agreement.
By:
Michael J.Driscoll,Town Manager
Town Auditor
Approved as to Form:
Vendor,Firm Name
Town Attorney By:
Authorized Signature
Name:
Type or Print)
Tide:
Address: