Okaloosa County BOCC — May 20, 2014 — EMS Billing RFP 23-14 — reading text

REQUEST FOR PROPOSALS TO FURNISH EMS AMBULANCE BILLING SERVICES FOR OKALOOSA COUNTY, FLORIDA “| Boat of County Gommeisstonars |S. RFP # EMS 23-14 PROPOSAL CLOSES: _ March 7, 2014 @ 4:00 P.M. REQUEST FOR PROPOSAL Notice is hereby given that the Board of County Commissioners of Okaloosa County, FL, will accept sealed proposals until 4:00 p.m. (local time), March 7, 2014 to Furnish EMS Ambulance Billing Services for Okaloosa County, Florida, Pursuant fo copies of proposal provistons, proposal forms and specifications may be obtained from the Okaloosa County Purchasing Department, 602-C North Pearl Street, Crestview, FL 32536; 850-689-5960 or they may be viewed from our website at www.co.okcloosa.fi.us (Departments, Purchasing, View Current Solicitation), Af 4:00 p.m. {local time), March 7, 2014 the proposals will be opened and read aloud, All proposals must be in sealed envelope reflecting on the outside thereof the proposer's name and “Proposal on Furnishing EMS Ambulance Billing Services for Okaloosa County, Florida”, The Board of County Commissioners will consider all proposals properly submitted at Its scheduled proposal opening. Proposals may be submitted to the County Purchasing Department, 602-C North Pearl Street, Crestview, FL. 32536 Any proposer falling to mark outside of envelope as set forth herein may not be entitled to have their proposal considered, All proposals should be addressed as follows: Okaloosa County Purchasing Department Attn: Zan Fedorak 602-C North Pearl St. Crestview FL 32536 Zan Fedorak Date Purchasing Manager BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA CHARLES K, WINDES, JR. Chairman I, INSTRUCTIONS TO PROPOSERS Qualified firms are Invited to sulmit a proposal to furnish EMS AMBULANCE BILLING SERVICES for Okaloosa County by replying to the enclosed specifications. In order for your proposal to be considered, you must fillin completely all items in this specification. Proposals should be submited in a sealed package clearly marked with the RFP number and due date, If more than one package is submitted, they should be mark 1 of 2 ete, All proposals must be submitted with one (1) Identified original copy plus five (5) additions copies fo: Okaloosa County Purchasing Department Attn: Zan Fedorak 602-C North Pearl Sireet Crestview, FL 32536 Proposals must be received at the above address no later than 4:00 p.m., March 7, 2014, Late Proposals will not be considered regardless of the reason. INTERPRETATION OF SPECIFICATIONS During the proposals period, questions of interpretation and clarification should be directed to: Okaloosa County Purchasing Department. Questions should be submitted at least seven (7) days before the due date of the RFP. It is mandatory that all questions be submitted in wtiting, to Okaloosa County Purchasing Depariment, 602-C Norih Pearl Street, Crestview, FL 32536, jallen@co.ckaloosa.fl.us; fax 850-689-5970. Please note that no part of the proposal shall be submitted via facsimile. Any questions answered during the proposal perlod, if said answer affects the essence of the proposal, will be Incorporated In an addendum, which will be posted on the County purchasing website. No verbal instructions or Interpretations of specifications will be made other than indicated above, tL, INFORMATION TO PROPOSERS REQUEST FOR PROPOSAL This Request for Proposals (RFP) provides interested vendor with sufficient Information to enable them to prepare and submit proposals for consideration by Okaloosa County. This RFP contains instructions governing the proposals to be provided, requirements which must be met for eligible consideration, generat evaluation criteria, and other requirernents to be met by each proposal. The County reserves the right to accept or reject any or all proposals received as a result of this request, or to negotiate separately with competing contractors, and to waive any informalities, defects, or Irregularities In any proposal. The County reserves the right to accept the proposal of a vendor other than that of the lowest bidder. Proposals should be simple and economical, providing a straight-forward, concise description of the vendor's ability o meet the requirements of the RFP. To be considered, vendor must submit a complete response to this RFP using the format provided. Each proposal must be submitted In five (5} copies, Proposals must be signed by an official authorized to bind vendor to Its provisions. CONTRACTUAL CONDITIONS For this RFP, the proposal must remain valid for at least ninety (70 days), Moreover, the contents of the proposal of this successful bidder may become contractual obligations if a contract fs entered into, The amount for the services to be rendered will be negotiated with the firrn selected, and said firm will be required to enter into a formal agreement with Okaloosa County. The County reserves the right to delete or amend any of the services as listed and described In this RFP. If a satisfactory contract cannot be negotiated, negotiations will be formally terminated. Contract negotiations will then be started with the first alternate vendor, The content of the RFP and the successful vendor's proposal will become an integral part of the contract, but may be modified by the provisions of the contract, The successful vendor will be required to include a disclosure statement of any potential conflicts of interest that the firm may have due to other clients, contracts, or interested associated with this project. The selected vendor will be required to assume responsibility for all services offered In the proposal whether or not she or he provides them. Further, the Counly will consider the selected vendor to be the sole point of contact with regard to contractual matters. News releases pertaining to this project will not be made without prior County approval, KNOWLEDGE OF CONDITIONS At the time of the opening the proposals, each proposer will be presumed to have inspected any sites and to have read and to be thoroughly familiar with the specifications. The proposer shall satisfy himself as to the nature and tocation of the work and general and local conditions, He or she shall gain full knowledge of working conditions and other facilities in the area which have d bearing on the performance of his or her work, Any failure by the proposer to acquaint himself/herself with all of the available Information shall not relleve that proposer from any responsibility for performing all work properly. No additional compensation shall be allowed for conditions Increasing the proposers cost which were not known or appreciated by that proposer when submitting the proposal. The County may disqualify any proposal not prepared and submitted in accordance with the provision hereof. Proposers shall understand that the County will not be responsible for any errors or omissions by the proposer In the presentation of the response. All materials supmitied become the property of the County, and may be returned only at the County's option. The County has the right to use any or all ideas presented in any reply to the RFP. Selection or rejection of the proposal does not affect this RFP. CRITERIA FOR SELECTION All proposals received from vendors will be reviewed and evaluated by a comnittee of qualified personnel, This committee will recommend for selection the proposal which most closely meets the requirements of the RFP. The following criteria will be of major importance in making the selection: a. QUALIFICATIONS: Abllity of the vendor to satisfy requirements specified in Scope of Work including, but not limited to, firm's qualifications/experlence. TECHNICAL: Vender's plan for accomplishment of the fask to include the qualifications of personnel assigned to the project; understanding of experlence; technology and equipment. PRICE/FEES OTHER: including responses from client references, locations, and government experience. PROPOSER’S WARRANTY The undersigned person warrants that: 1. 2, 3, PROPOSER: BY: She/he fs an officer of the organization She/he Is authorized fo offer a proposal in full compliance with all requirements and conditions as set forth in the RFP. She/he has fully read and understands the RFP and has full knowledge of the scope, nature, quality of the work to be performed, and the requirements and conditions under which the work is to be performed. {SIGNATURE} (PRINT NAME AND TITLE) {NAME OF COMPANY) {CITY, STATE, ZIP} (TELEPHONE NUMBER} CONTRACT This agreement, executed In Crestview, Florida this day of 2014 between the County of Okaloosa, Florida, the Owner, herelnafter called the Party of the First Part, and or jts successors, executors, administrators and assigns, hereinafter called the Party of the Second Part. WITNESSETH: That for and In consideration of payments, herefnafter mentioned, to be made by the Party of the First Part, the Party of the Second Part agrees to furnish all equipment, machinery, tools and taber; to furnish and deliver all materlals required to be furnished and delivered in and about the improvement and to do and perform all work involved with providi lance Billin: ices Bid # EMS 23- 14 in strict conformity with the provisions of this Contract, the Notice to Contractors, the Specifications approved by the Owner. The said Plans, Specifications, the Notice to Contractors, and the Proposal are hereby mace a part of this agreement as fully and to the same effect as if the same had been set forth at length In the body of this agreement. As security for the full and faithful performance of thls contract and all Incidents thereto, the Party of the Second Part had made and furnished a Contract Bond with as Surety (as required per the bid package), which Is accepted by Parties of the First Part and made a part of this contract. In consideration of the foregoing promises, the Pasty of the First Part agrees to pay to the Party of the Second Part such unit prices for the work actually done as are set out In the accompanying proposal in the manner provided in the sald specifications. The contractor shall be prepared to begin work to be performed under the contract as set forth In their proposal, but will nat begin until the official Notice to Proceed has been issued. This contract will become effective upon completion of signatures by both parties and will run through September 30, 2016. This contract may be renewed for two (2) additional one (1) year periods upon signed agreement by both parties, REPRESENTATIVES: The authorized representative of the County shall be: Dino Villani, EMS Director Public Safety Department 90 College Blvd, East Niceville, FL 32578 850-651-7150 E-Mall: dviliani@co.okalogsa.fl.us The authorized representative for shall be: E-Mail: All notices required by this agreement shall be In writing to the representative listed above with a courtesy copy to the following: Joanne Kublik Contracts & Leases Okaloosa County Purchasing Department 602-C North Pearl Street Crestview, FL. 32536 850-689-5960 / 850-689-5032 (FAX) E-Mail: jkublik@co,.okaloosa.fl.us IN WITNESS WHEREOF, the Chairman of the Board of County Commissioners, by authority vested In him, has hereunto subscribed his name on behalf of the County of Okaloosa, Florida, the Owner, and the said has hereto fixed his signature, the day and year above written. WITNESS: CONTRACTOR BY TITLE STATE OF FLORIDA COUNTY OF OKALOOSA This contract Is accapted this day of 2014 and Is effective on the day of 2014. ATTEST: COUNTY OF OKALOOSA, FLORIDA, BY Gary Stanford Charles K. Windes, Jr., Chairman Deputy Clerk of Court SPECIAL CONDITIONS Applicable Laws and Regulations - The propasers attention Is directed to the fact that all applicable state laws, county municioal ordinances, orders, rules and regulations of all authorities haying jurisdiction over project shall apply to the proposal throughout, and they will be deemed to