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Agenda 03/12/2024 Item #16F 6 (To provide billing services to Collier County Emergency Medical Services ambulance transports)03/12/2024 EXECUTIVE SUMMARY Recommendation to award Fixed Fee Professional Service Agreement to Digitech Computer, LLC, under Request for Proposal (RFP) 23-8098 EMS Billing Services and authorize the Chairman to sign the attached agreement. OBJECTIVE: To provide billing services for Collier County Emergency Medical Services ambulance transports. CONSIDERATIONS: On July 11, 2017 (Agenda Item 16.E.6), the County approved Agreement #17-7133 (the “Agreement”) for “EMS Billing and Debt Collection Services” with Digitech Computer, LLC. d/b/a Digitech Computer, LLC. for a three-year term and two additional one-year periods. Digitech handles EMS' accounts receivables, including providing billing and collection services for EMS transports, and the submission of Medicare, Medicaid and insurance claims. The current agreement expires on March 14, 2024. On March 14, 2023, the Board approved an extension of services, pursuant to Procurement Ordinance, Section 19, Contract Administration, subsection 4, Contract Extension, Agreement No. 17-7133 with Digitech Computer, LLC for an additional one-year period to allow staff to competitively re-solicit these services. On March 21, 2023, the Procurement Services Division issued RFP No.23-8098 EMS Billing Services and received four Proposals by the April 20, 2023 deadline. Staff reviewed the proposals received and found all four responsive and responsible. A Selection Committee convened on August 10, 2023, scored each of the proposals, and established the following recommended final ranking: Proposers Final Ranking Digitech Computer, LLC 1 EMS Management & Consultants, Inc. 2 Change HealthCare Technology Enabled Services, LLC 3 Quick Meds Claims, LLC 4 The selection committee chose Digitech Computer, Inc., to be the most qualified vendor to continue to perform the required services. As the new contract has lowered costs to the County, the contract will be dated as of the date the Board approves the agreement and will supersede and replace the existing agreement. FISCAL IMPACT: The expiring contract has a rate of 3.95% of net revenues. The contract to be awarded offers a rate of 3.65%. Costs associated with EMS Billing are budgeted annually in the Emergency Medical Services Fund 4050000000 operating budget. The average annual cost of this service over the past three years w as approximately $613,000. LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney, is approved as to form and legality and requires majority vote for approval. -JAK GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact resulting from this action. RECOMMENDATION: To award RFP #23-098 EMS Billing Services to Digitech Computer, LLC and authorize the Chairman to sign the attached agreement. Prepared by: Cherie DuBock, Accounting Supervisor, Emergency Medical Services ATTACHMENT(S) 1. 23-8098_COI_Digitech 1 (PDF) 16.F.6 Packet Pg. 1426 03/12/2024 2. 23-8098_COI_Digitech 2 (PDF) 3. 23-8098_Vendor Signed_Digitech (PDF) 4. 23-8098 NORA executed (PDF) 5. 23-8098 Final Ranking (PDF) 6. 23-8098_Solicitation (PDF) 7. Digitech Proposal Submittal- Redacted (PDF) 16.F.6 Packet Pg. 1427 03/12/2024 COLLIER COUNTY Board of County Commissioners Item Number: 16.F.6 Doc ID: 28077 Item Summary: *** This Item Continued from the February 13, 2024, BCC Meeting. *** Recommendation to award Fixed Fee Professional Service Agreement to Digitech Computer, LLC, under Request for Proposal (RF P) 23-8098 EMS Billing Services and authorize the Chairman to sign the attached agreement. Meeting Date: 03/12/2024 Prepared by: Title: Management Analyst II – County Manager's Office Name: Geoffrey Willig 02/14/2024 4:07 PM Submitted by: Title: Division Director - Bureau of Emer Svc – Emergency Management Name: Daniel Summers 02/14/2024 4:07 PM Approved By: Review: Emergency Management Geoffrey Willig Director Review Skipped 02/14/2024 4:02 PM Procurement Services Geoffrey Willig Level 1 Purchasing Gatekeeper Skipped 02/14/2024 4:02 PM County Attorney's Office Geoffrey Willig Level 2 Attorney Review Skipped 02/14/2024 4:02 PM Procurement Services Geoffrey Willig Procurement Director Review Skipped 02/14/2024 4:02 PM Emergency Management Geoffrey Willig Executive Director Review Skipped 02/14/2024 4:02 PM County Attorney's Office Geoffrey Willig Level 3 County Attorney's Office Review Skipped 02/14/2024 4:02 PM Corporate Business Operations Geoffrey Willig Additional Reviewer Skipped 02/14/2024 4:02 PM Office of Management and Budget Geoffrey Willig Level 3 OMB Gatekeeper Review Skipped 02/14/2024 4:02 PM Office of Management and Budget Geoffrey Willig Additional Reviewer Skipped 02/14/2024 4:02 PM County Manager's Office Amy Patterson Level 4 County Manager Review Completed 03/06/2024 12:31 PM Board of County Commissioners Geoffrey Willig Meeting Pending 03/12/2024 9:00 AM 16.F.6 Packet Pg. 1428 Holder Identifier : 7777777707070700077761616045571110767717006304446307662007550507120070571577277302230773435557345446107577372527566230072720001724133130726111556116742007367334663047112076727242035772000777777707000707007 7777777707070700073525677115456000723114502462116007221144074731064072211041243730220702226374603655107533336252176100070223773075321510713333634316200107123337243063100077756163351765540777777707000707007570102754887CERTIFICATE NUMBER:CERTIFICATE OF PROPERTY INSURANCE DATE (MM/DD/YYYY) 11/17/2023 Aon Risk Services Northeast, Inc. PRODUCER Columbus OH Office 8940 Lyra Drive Suite 250 Columbus OH 43240 USA (866) 283-7122 (800) 363-0105 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. CONTACT NAME: PHONE (A/C. No. Ext): E-MAIL ADDRESS: PRODUCER CUSTOMER ID #: FAX (A/C. No.): INSURER(S) AFFORDING COVERAGE NAIC # INSURER A:INSURED Travelers Casualty&Surety Co of America 31194 INSURER B: 570000037575 Digitech Computer, LLC INSURER D: INSURER E: INSURER F: 5000 Tuttle Crossing Blvd. Dublin OH 43016 USA INSURER C: LOCATION OF PREMISES/ DESCRIPTION OF PROPERTY (Attach ACORD 101, Additional Remarks Schedule, if more space is required) CERTIFICATE NUMBER:REVISION NUMBER:570102754887COVERAGES THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. POLICY EXPIRATION DATE (MM/DD/YYYY)LIMITS COVERED PROPERTYPOLICY EFFECTIVE DATE (MM/DD/YYYY)POLICY NUMBER TYPE OF INSURANCEINSR LTR PROPERTY CAUSES OF LOSS BASIC BROAD EARTHQUAKE FLOOD BUILDING PERSONAL PROPERTY BUSINESS INCOME EXTRA EXPENSE BLANKET BUILDING BLANKET PERS PROP BLANKET BLDG & PP WIND DEDUCTIBLES BUILDING CONTENTS RENTAL VALUE SPECIAL INLAND MARINE TYPE OF POLICY CAUSES OF LOSS NAMED PERILS POLICY NUMBER CRIME TYPE OF POLICY Crime - Primary XX $5,000,000Blanket LimitAAAA10686385812/01/2023 12/01/2024 SIR applies per policy terms & conditions BOILER & MACHINERY / EQUIPMENT BREAKDOWN SPECIAL CONDITIONS / OTHER COVERAGES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) CERTIFICATE HOLDER CANCELLATION AUTHORIZED REPRESENTATIVE Collier County Board of County Commissioners 3295 Tamiami Trail E. Naples FL 34112 USA SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. ACORD 24 (2016/03) © 1995-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD 16.F.6.a Packet Pg. 1429 Attachment: 23-8098_COI_Digitech 1 (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) E&OHolder Identifier : 7777777707070700077761616045571110767717006304446307662007550507120070571577277302230773435557345446107577736163166674076720401760177570762511112516702007327330263043112076727242035772000777777707000707007 7777777707070700073525677115456000733005513472117007320155064720175072300040252631330713337265613654007532337252177100071332762175320410712333734216201007033326253073100077756163351765540777777707000707007Certificate No : 570103068829 CERTIFICATE OF LIABILITY INSURANCE DATE(MM/DD/YYYY) 12/15/2023 IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. PRODUCER Aon Risk Services Northeast, Inc. Columbus OH Office 8940 Lyra Drive Suite 250 Columbus OH 43240 USA PHONE(A/C. No. Ext): E-MAILADDRESS: INSURER(S) AFFORDING COVERAGE NAIC # (866) 283-7122 INSURED 20281Federal Insurance CompanyINSURER A: 25674Travelers Property Cas Co of AmericaINSURER B: 17400ProAssurance Specialty Insurance CompanyINSURER C: 31127Columbia Casualty CompanyINSURER D: INSURER E: INSURER F: FAX(A/C. No.):(800) 363-0105 CONTACTNAME: Digitech Computer, LLC 5000 Tuttle Crossing Blvd. Dublin OH 43016 USA COVERAGES CERTIFICATE NUMBER:570103068829 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, Limits shown are as requested POLICY EXP (MM/DD/YYYY)POLICY EFF (MM/DD/YYYY)SUBRWVDINSR LTR ADDL INSD POLICY NUMBER TYPE OF INSURANCE LIMITS COMMERCIAL GENERAL LIABILITY CLAIMS-MADE OCCUR POLICY LOC EACH OCCURRENCE DAMAGE TO RENTED PREMISES (Ea occurrence) MED EXP (Any one person) PERSONAL & ADV INJURY GENERAL AGGREGATE PRODUCTS - COMP/OP AGG X X X GEN'L AGGREGATE LIMIT APPLIES PER: $1,000,000 $1,000,000 $10,000 $1,000,000 $2,000,000 Excluded A 12/01/2023 12/01/2024Y36073395 PRO- JECT OTHER: AUTOMOBILE LIABILITY ANY AUTO OWNED AUTOS ONLY SCHEDULED AUTOS HIRED AUTOS ONLY NON-OWNED AUTOS ONLY BODILY INJURY ( Per person) PROPERTY DAMAGE (Per accident) X BODILY INJURY (Per accident) $1,000,000A12/01/2023 12/01/2024 COMBINED SINGLE LIMIT (Ea accident)7363-09-65 EXCESS LIAB X OCCUR CLAIMS-MADE AGGREGATE EACH OCCURRENCE X DED $10,000,000 $10,000,000 $10,000 12/01/2023UMBRELLA LIABA 12/01/202478197881 RETENTION X E.L. DISEASE-EA EMPLOYEE E.L. DISEASE-POLICY LIMIT E.L. EACH ACCIDENT $1,000,000 X OTH-ERPER STATUTEB12/01/2023 12/01/2024 $1,000,000 Y / N (Mandatory in NH) ANY PROPRIETOR / PARTNER / EXECUTIVE OFFICER/MEMBER N / AN WORKERS COMPENSATION AND EMPLOYERS' LIABILITY If yes, describe under DESCRIPTION OF OPERATIONS below $1,000,000 UB1X36498A23I3G Aggregate LimitN23OH38002112/01/2023 12/01/2024 $150,000Agg Deductible Per Occ Comp/Op $10,000,000 Products LiabilityC $10,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) RE: 23-8098 EMS Billing Services. Collier County Board of County Commissioners, OR, Board of County Commissioners in Collier County, OR, Collier County Government, OR and Collier County are included as Additional Insured in accordance with the policy provisions of the General Liability and Automobile Liability policies. General Liability and Automobile Liability policies evidenced herein are Primary and Non-Contributory to other insurance available to Additional Insured, but only in accordance with the policy's provisions. CANCELLATIONCERTIFICATE HOLDER AUTHORIZED REPRESENTATIVECollier County Board of County Commissioners 3295 Tamiami Trail E. Naples FL 34112 USA ACORD 25 (2016/03) ©1988-2015 ACORD CORPORATION. All rights reserved The ACORD name and logo are registered marks of ACORD SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. 16.F.6.b Packet Pg. 1430 Attachment: 23-8098_COI_Digitech 2 (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) AGENCY CUSTOMER ID: ADDITIONAL REMARKS SCHEDULE LOC #: ADDITIONAL REMARKS THIS ADDITIONAL REMARKS FORM IS A SCHEDULE TO ACORD FORM, FORM NUMBER:ACORD 25 FORM TITLE:Certificate of Liability Insurance EFFECTIVE DATE: CARRIER NAIC CODE POLICY NUMBER NAMED INSUREDAGENCY See Certificate Number: See Certificate Number: 570103068829 570103068829 Aon Risk Services Northeast, Inc. 570000037575 ADDITIONAL POLICIES If a policy below does not include limit information, refer to the corresponding policy on the ACORD certificate form for policy limits. INSURER INSURER INSURER INSURER INSURER(S) AFFORDING COVERAGE Page _ of _ NAIC # Digitech Computer, LLC TYPE OF INSURANCE POLICY NUMBER LIMITS OTHER C Products Liability N23OH380021 12/01/2023 12/01/2024 D Cyber Liability 652283973 12/01/2023 11/17/2024 D E&O - Technology 652283973 12/01/2023 11/17/2024 Per Occ Deductible $50,000 Limit $5,000,000 SIR $500,000 Aggregate $5,000,000 Limit $3,000,000 SIR $500,000 Aggregate $3,000,000 Cyber Media Technology & PL ADDL INSD INSR LTR SUBR WVD POLICY EFFECTIVE DATE (MM/DD/YYYY) POLICY EXPIRATION DATE (MM/DD/YYYY) SIR applies per policy terms & conditions SIR applies per policy terms & conditions ACORD 101 (2008/01)© 2008 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD 16.F.6.b Packet Pg. 1431 Attachment: 23-8098_COI_Digitech 2 (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 16.F.6.cPacket Pg. 1432Attachment: 23-8098_Vendor Signed_Digitech (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 16.F.6.cPacket Pg. 1433Attachment: 23-8098_Vendor Signed_Digitech (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 16.F.6.cPacket Pg. 1434Attachment: 23-8098_Vendor Signed_Digitech (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 16.F.6.cPacket Pg. 1435Attachment: 23-8098_Vendor Signed_Digitech (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 16.F.6.cPacket Pg. 1436Attachment: 23-8098_Vendor Signed_Digitech (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 16.F.6.cPacket Pg. 1437Attachment: 23-8098_Vendor Signed_Digitech (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 16.F.6.cPacket Pg. 1438Attachment: 23-8098_Vendor Signed_Digitech (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 16.F.6.cPacket Pg. 1439Attachment: 23-8098_Vendor Signed_Digitech (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 16.F.6.cPacket Pg. 1440Attachment: 23-8098_Vendor Signed_Digitech (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 16.F.6.cPacket Pg. 1441Attachment: 23-8098_Vendor Signed_Digitech (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 16.F.6.cPacket Pg. 1442Attachment: 23-8098_Vendor Signed_Digitech (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 16.F.6.cPacket Pg. 1443Attachment: 23-8098_Vendor Signed_Digitech (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 16.F.6.cPacket Pg. 1444Attachment: 23-8098_Vendor Signed_Digitech (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 16.F.6.cPacket Pg. 1445Attachment: 23-8098_Vendor Signed_Digitech (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 16.F.6.cPacket Pg. 1446Attachment: 23-8098_Vendor Signed_Digitech (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 16.F.6.cPacket Pg. 1447Attachment: 23-8098_Vendor Signed_Digitech (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 16.F.6.cPacket Pg. 1448Attachment: 23-8098_Vendor Signed_Digitech (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 16.F.6.cPacket Pg. 1449Attachment: 23-8098_Vendor Signed_Digitech (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 16.F.6.cPacket Pg. 1450Attachment: 23-8098_Vendor Signed_Digitech (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 16.F.6.cPacket Pg. 1451Attachment: 23-8098_Vendor Signed_Digitech (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 16.F.6.cPacket Pg. 1452Attachment: 23-8098_Vendor Signed_Digitech (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 16.F.6.cPacket Pg. 1453Attachment: 23-8098_Vendor Signed_Digitech (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 16.F.6.cPacket Pg. 1454Attachment: 23-8098_Vendor Signed_Digitech (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 16.F.6.cPacket Pg. 1455Attachment: 23-8098_Vendor Signed_Digitech (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 16.F.6.cPacket Pg. 1456Attachment: 23-8098_Vendor Signed_Digitech (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 16.F.6.cPacket Pg. 1457Attachment: 23-8098_Vendor Signed_Digitech (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 16.F.6.cPacket Pg. 1458Attachment: 23-8098_Vendor Signed_Digitech (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 16.F.6.cPacket Pg. 1459Attachment: 23-8098_Vendor Signed_Digitech (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 16.F.6.cPacket Pg. 1460Attachment: 23-8098_Vendor Signed_Digitech (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 16.F.6.cPacket Pg. 1461Attachment: 23-8098_Vendor Signed_Digitech (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 16.F.6.cPacket Pg. 1462Attachment: 23-8098_Vendor Signed_Digitech (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 16.F.6.cPacket Pg. 1463Attachment: 23-8098_Vendor Signed_Digitech (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 16.F.6.cPacket Pg. 1464Attachment: 23-8098_Vendor Signed_Digitech (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 16.F.6.cPacket Pg. 1465Attachment: 23-8098_Vendor Signed_Digitech (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 16.F.6.cPacket Pg. 1466Attachment: 23-8098_Vendor Signed_Digitech (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 16.F.6.cPacket Pg. 1467Attachment: 23-8098_Vendor Signed_Digitech (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 16.F.6.cPacket Pg. 1468Attachment: 23-8098_Vendor Signed_Digitech (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 16.F.6.cPacket Pg. 1469Attachment: 23-8098_Vendor Signed_Digitech (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) Notice of Recommended Award Solicitation: 23-8098 Title: EMS Billing Services Due Date and Time: April 20, 2023, at 3:00 PM EST Respondents: Company Name City County State Final Ranking Responsive/Responsible Digitech Computer LLC Chappaqua Westchester NY 1 Y/Y EMS Management & Consultants, Inc Winston- Salem Forsyth NC 2 Y/Y Change Healthcare Technology Enabled Services, LLC Nashville Davidson TN 3 Y/Y Quick Med Claims, LLC Pittsburgh Allentown PA 4 Y/Y Utilized Local Vendor Preference: Yes No Recommended Vendor(s) For Award: On March 21, 2023, the Procurement Services Division issued Request For Proposals (RFP) No. 23-8098 EMS Billing Services, to seven thousand one hundred and eighty-four (7184) vendors. Thirty-six (36) firms viewed the proposal package, and four (4) proposals was received by the April 20, 2023, deadline. The Selection Committee convened on August 8, 2023, scored the proposals, and established a final ranking as shown above. Staff is recommending award to the top-ranked firm, Digitech Computer, LLC. Contract Driven Purchase Order Driven Required Signatures Project Manager: Procurement Strategist: Procurement Services Director: __________________________________ _________________ Sandra Herrera Date DocuSign Envelope ID: 94D764E7-4D4F-41C1-B3A4-DF066640CCDA 9/28/2023 9/28/2023 9/28/2023 16.F.6.d Packet Pg. 1470 Attachment: 23-8098 NORA executed (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) RFP #: 23-8098 Title: EMS Billing Services Name of Firm Cherie DuBock Jecika Cook Michael Quigley Josselyn Suarez Caroline Blevins Matthew Allen Total Scores Final Ranking Digitech Computer, LLC 82 77 27 72 83 70 411.00 1 EMS Management & Consultants, Inc.80 66 21 76 79 71 393.00 2 Change Healthcare Technology Enabled Services, LLC 74 64 17 77 79 68 379.00 3 Quick Med Claims, LLC 54 55 16 74 73 60 332.00 4 Procurement Professional Final Ranking Patrick Boyle 8/10/23 Page 1 of 1 16.F.6.e Packet Pg. 1471 Attachment: 23-8098 Final Ranking (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS REQUEST FOR PROPOSAL (RFP) FOR EMS Billing Services SOLICITATION NO.: 23-8098 MATTHEW CATOE, PROCUREMENT STRATEGIST PROCUREMENT SERVICES DIVISION 3295 TAMIAMI TRAIL EAST, BLDG C-2 NAPLES, FLORIDA 34112 TELEPHONE: (239) 252-6098 matthew.catoe@colliercountyfl.gov (Email) This solicitation document is prepared in a Microsoft Word format (Rev 8/7/2017). Any alterations to this document made by the Vendor may be grounds for rejection of proposal, cancellation of any subsequent award, or any other legal remedies available to the Collier County Government. 16.F.6.f Packet Pg. 1472 Attachment: 23-8098_Solicitation (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 2 SOLICITATION PUBLIC NOTICE REQUEST FOR PROPOSAL (RFP) NUMBER: 23-8098 PROJECT TITLE: EMS Billing Services PRE-PROPOSAL CONFERENCE: N/A LOCATION: N/A DUE DATE: April 20, 2023 at 3:00 PM EST. PLACE OF RFP OPENING: PROCUREMENT SERVICES DIVISION 3295 TAMIAMI TRAIL EAST, BLDG C-2 NAPLES, FL 34112 All proposals shall be submitted online via the Collier County Procurement Services Division Online Bidding System: https://www.bidsync.com/bidsync-cas/ INTRODUCTION As requested by the Emergency Medical Services Division (hereinafter, the “Division or Department”), the Collier County Board of County Commissioners Procurement Services Division (hereinafter, “County”) has issued this Request for P roposal (hereinafter, “RFP”) with the intent of obtaining proposals from interested and qualified vendors in accordance with the terms, conditions, and specifications stated or attached. The vendor, at a minimum, must achieve the requirements of the Specificat ions or Scope of Work stated. Collier County EMS (CCEMS) is seeking proposals to provide for the billing and debt collection of ground and air ambulance transportation. Historically, County departments have spent approximately $500,000 annually; however, this may not be indicative of future buying patterns. BACKGROUND CCEMS provides emergency ambulance services exclusively in Collier County, Florida. A high volume of moderate dollar amounts characterizes the billing and collection operations. In 202 2, the County billed for 34,626 transports and 242 were treated with no transports with total revenue collections of approximately $15.5 million. Our current provider rate is 3.95% of net revenue. TERM OF CONTRACT The contract term, if an award(s) is/are made is intended to be for three (3) years with two (2) one (1) year renewal options. Prices shall remain firm for the initial term of this contract. Surcharges will not be accepted in conjunction with this contract, and such charges should be incorporated into the pricing s tructure. The County Manager, or designee, may, at his discretion, extend the Agreement under all of the terms and conditions contained in this Agreement for up to one hundred eighty (180) days. The County Manager, or designee, shall give the Contractor written n otice of the County's intention to extend the Agreement term not less than ten (10) days prior to the end of the Agreement term then in effect. DETAILED SCOPE OF WORK CCEMS is seeking professional service agencies, companies, corporations, partnerships, individual organizations, and/or other legal entities organized under the laws of the State of Florida to provide billing services for EMS transport , including the services listed below. The prospect must have provided billing services for emergency medical services transport in the last five (5) years and be prepared to assume billing services for Collier County in 2023. A. Provide billing and collection services for EMS transports, as required on a case-by-case basis, using a billing system that conforms to generally accepted accounting principles (GAAP). B. Ensure segregation of duties, whereby the same individual must not be able to enter billing, adjust billing, post payment s, nor deposit funds; and maintain the necessary levels of security in their automated billing system to protect the County from loss. 16.F.6.f Packet Pg. 1473 Attachment: 23-8098_Solicitation (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 3 C. Propose a fee for their services that will include all expenses of billing and collection including, but not limited to, pick- up and delivery of patient care reports and mail/payments, stationary, fax forms, envelopes, mailing, postage , and communications costs. In accordance with Florida Statutes, provide a flat rate fee for each account paid by Medicaid. D. Ensure that all required documentation and agreements with payers (e.g., Medicare, Medicaid, Tri-Care, etc.) are filed and maintained and that the County is kept up to date on important changes to industry regulations. E. Provide periodic training (minimum annually) to County Emergency Medical Services personnel regarding the gathering of necessary information and proper completion of Patient Care Reports (PCRs). F. Ability to download PCRs from the County’s EMS data collection system (ImageTrend), or any EMS data collection system used by the County. Firm must accept electronic data from Collier County via a secure network supplied by the firm. The secure data transfer will be electronic in XML, ascii or any other acceptable electronic data trans fer format. The contractor agrees to bear any cost associated with incompatibility due to future upgrades or changes in the County’s ePCR vendor. Must be able to import all data elements from PCR system. Upon receipt of notice of termination or upon request of the County, the Contractor shall: Comply with the County’s instructions for the timely transfer of any active files and work product produced by the Contractor under the Contract; Cooperate in good faith with the County and its employees, agents and contractors during the transition period between the notification of termination and the substitution of any replacement contractor(s); and immediately return to the County any payments made by the County for Services that were not delivered or rendered by the Contractor. G. Ability to download payment information from the County electronically. H. Ability to accept credit card/ACH payments (must be PCI Compliant), include any fees and where they will apply. I. Mail patient invoice and Notice of Privacy in the first mailing (including return envelope) to the patient within seven (7) business days of receipt of transport information from CCEMS. Have the flexibility to change wording on invoices as needed. J. Provide prompt submission of Medicare, Medicaid , and Insurance claims after receiving PCRs, which will be the contractor’s notice to commence the billing/collection process, including keeping logs confirming all electronic submissions. Secondary insurance provider claims will be submitted after the prim ary insurance provider has paid. The County will monitor for probate and bankruptcy cases for CCEMS patients and on receiving Bankruptcy and Probate notice, will submit information with appropriate detail to contractor for filing. The contractor will respo nd to County requests and post payments/adjustments related to probate and bankruptcy proceedings. K. Comply with all applicable Federal, State, and local laws as they apply to the services being provided, such as, but not limited to, the Federal Debt Collection Practices Law. This also includes all requirements to maintain confidentiality for all medical and patient information as related to insurance and local laws or rules and regulations, such as, but not limited to, the Health Insurance Portability and Accountability Act (HIPAA), Hi Tech Rule and Red Flag Rule. In addition to signing a contract for the services covered under this RFP, the successful bidder will also be required to sign a separate contract titled “Attachment B - Business Associate Addendum” covering provisions on Protected Health Information found under HIPAA laws and regulations. L. Guarantee claim follow-up and re-bill and work with the insurance companies when applicable. Re-bill indicates that all charges applicable to the service be retrievable in billing type format and/or detailed statement. M. Provide a reconciliation of the number of transports (PCRs) collected with those transmitted to the contractor and contact the County to report any discrepancies. N. Provide web access to the County for access to ad hoc reports on billing performance O. Establish a skip-tracing process to validate patient information (correct spelling of name, social security #’s, Date of Birth, and mailing address to also include unit/condo #’s) and keep current with returned mail/bad addresses. If an account comes back with a bad address and the billing company is unable to locate a credible address for a patient, the account is to be immediately turned over to the County’s contracted collection agency. P. Provide a designated, responsive, and professional liaison for patient/payer concerns. Accept responsibility for all CCEMS consumer complaints and compliments by providing this information to the CCEMS administration via e-mail no later than the following business day. Provide the County and patients a means to provide billing information, preferably through a secure website. 16.F.6.f Packet Pg. 1474 Attachment: 23-8098_Solicitation (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 4 Q. Provide a local phone number or e-mail to respond to inquiries concerning patient account information. R. Provide proper security of confidential information and proper shredding of all disposed materials containing confidential information. Retain appropriate records in accordance with Florida records retention requirements. S. Establish professional relationships with CCEMS serviced hospitals t o obtain/verify patient insurance and contact information. Must have the capability to receive hospital reports electronically. T. Respond within one (1) business day to the County, patients, and patient representatives on request for information, either written or verbal; and record all contact information in system for tracking purposes and the creation of an audit trail. U. Participate in face-to-face meetings between County personnel and your appropriate personnel on a semi -annual basis (at minimum) to discuss current legislation, trends, hot topics, and better business practices. V. Maintain appropriate accounting procedures and provide for reconciling all payments, bank deposits, receivables, billings, patient accounts, adjustments, and refunds between the contractor’s billing system and County records. W. Provide the County with copies of supporting documentation for refunds to be made by the County the month following the payment posting date. X. Provide timely comprehensive reports facilitating all required aspects of monitoring, evaluating, auditing , and managing the services monthly. Reports are to include detailed revenue analysis and forecasts on an as-needed basis. Y. Provide pre-collection activities on accounts to significantly reduce accounts being turned to an outside collection agency. At minimum, this activity should include: three (3) statements sent within nine (9) months with no returned mail; if returned mail —contact “destination facility,” one (1) telephone contact, or three (3) attempts for telephone contact. Z. Process Medicare Revalidation and represent CCEMS in Medicare and Medicaid audits. Will be responsible for any fines incurred due to negative audit findings. AA. Provide the County or designated collection agency with all unpaid invoices along with the complete processing history once accounts are past due by 180 days unless County has specified that a particular account not be sent to collection. BB. Be responsible for the filing of any claim for those accounts sent to co llections where it has been determined insurance was available and provide inquiry access to those accounts to the collection agency. CC. Negotiate and arrange modified payment schedules for individuals unable to pay full amount when billed in accordance with County procedures. The contractor will not lower any billed amount without the prior approval of the County. DD. Provide the County with access to all County accounts, data, and information maintained in the automated system of the contractor including any hardware, software, or connection services required, and provide initial and then as-needed on- site training for CCEMS administrative staff on the software utilized. EE. The proposal must provide a summary of the methods that the contractor intends to use for the storage of records and the related security and disaster recovery plans; and how it plans to ensure continuity of operations to operate in the event of a disaster or similar event that results in the interruption of the normal operating conditions of t he contractor’s primary place of business providing services to the County or any of the support or technical aspects of that office. Include details about how the plan is exercised to assure the plan produces the intended results. FF. Develop a plan for receiving mail, depositing payments, and providing the County with payment information for accounts prior to the contract period. GG. Provide copies of all user manuals, system overviews, technical manuals, and reports on controls such as internal/external audits or regulatory authority reports when requested to do so by the County. HH. Comply with all applicable federal, state, and local regulations. The proposal should describe recent and planned efforts for compliance with privacy requirements and data transmission. Recent audits by Medicare, Medicaid, or other agencies may be used to document compliance. Possession of the SSAE 18 Audit Standard certification is required. II. The County will have the option to authorize the selected proposer to perform billing services on new collection cases at the proposed rate or for all existing cases at a separately negotiated rate. 16.F.6.f Packet Pg. 1475 Attachment: 23-8098_Solicitation (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 5 JJ. For monthly reconciliation and payment of invoice by the County, provide the following: a. Payments and return items are to be posted same date as bank deposit posting date. All postings should be current, and all items reconciled by end of business month. Any irreconcilable items are to be reported timely to the County for direction and resolution. All postings should be reconciled with the County weekly. b. Provide monthly reports specific to County requirements. c. Monthly reports are to be received by the County no later than the 5th business day of the following month. KK. Assist County in preparation of Medicaid Certified Public Expenditure (CPE) reporting and indicate fee for that service. LL. Attachment A is a charge summary breakdown for FY22. MM. Transition of Services 1. Contractor is required to provide a time estimate to complete implementation and begin performing all services. 2. Contractor to provide support during implementation, including technical assistance, user manuals, instructional and/or educational materials, on-site visits and/or other assistance. REQUEST FOR PROPOSAL (RFP) PROCESS 1.1 The Proposers will submit a qualifications proposal which will be scored based on the criteria in Evaluation Criteria for Development of Shortlist, which will be the basis for short-listing firms. The Proposers will need to meet the minimum requirements outlined herein in or der for their proposal to be evaluated and scored by the COUNTY. The COUNTY will then score and rank the firms and enter into negotiations with the top ranked firm to establish cost for the services needed. The COUNTY reserves the right to issue an invitation for oral presentations to obtain additional information after scoring and before the final ranking. With successful negotiations, a contract will be developed with the selected firm, based on the negotiated price and scope of services and submitted for approval by the Board of County Commissioners. 1.2 The COUNTY will use a Selection Committee in the Request for Proposal selection process. 1.3 The intent of the scoring of the proposal is for respondents to indicate their interest, relevant experience, financial capability, staffing and organizational structure. 1.4 The intent of the oral presentations, if deemed necessary, is to provide the vendors with a venue where they can conduct discussions with the Selection Committee to clarify questions and concerns before providing a final rank. 1.5 Based upon a review of these proposals, the COUNTY will rank the Proposers based on the discussion and clarifying questions on their approach and related criteria, and then negotiate in good faith an Agreement with the top ranked Proposer. 1.6 If, in the sole judgment of the COUNTY, a contract cannot be successfully negotiated with the top-ranked firm, negotiations with that firm will be formally terminated and negotiations shall begin with the firm ranked second. If a contract cannot be successfully negotiated with the firm ranked second, negotiations with that firm will be formally terminated and negotiations shall begin with the third ranked firm, and so on. The COUNTY reserves the right to negotiate any element of the proposals in the best interest of the COUNTY. RESPONSE FORMAT AND EVALUATION CRITERIA FOR DEVELOPMENT OF SHORTLIST: 1.7 For the development of a shortlist, this evaluation criterion will be utilized by the COUNTY’S Selection Committee to score each proposal. Proposers are encouraged to keep their submittals concise and to include a minimum of marketing materials. Proposals must address the following criteria: Evaluation Criteria Maximum Points 1. Cover Letter / Management Summary 5 Points 2. Certified Woman and/or Minority Business Enterprise 5 Points 3. Business Plan 20 Points 4. Cost of Services to the County 20 Points 5. Experience and Capacity of the Firm 20 Points 6. Specialized Expertise of Team Members 20 Points 7. Local Vendor Preference 10 Points TOTAL POSSIBLE POINTS 100 Points 16.F.6.f Packet Pg. 1476 Attachment: 23-8098_Solicitation (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 6 Tie Breaker: In the event of a tie at final ranking, award shall be made to the proposer with the lower volume of work previously awarded. Volume of work shall be calculated based upon total dollars paid to the proposer in the twenty -four (24) months prior to the RFP submittal deadline. Payment information w ill be retrieved from the County’s financial system of record. The tie breaking procedure is only applied in the final ranking step of the selection process and is invoked by the Procurement Services Division Director or designee. In the event a tie still exists, selection will be determined based on random selection by the Procurement Services Director before at least three (3) witnesses. ---------------------------------------------------------------------------------------------------------------------------------------------------------- Each criterion and methodology for scoring is further described below. ***Proposals must be assembled, at minimum, in the order of the Evaluation Criteria listed or your proposal may be deemed non-responsive*** EVALUATION CRITERIA NO. 1: COVER LETTER/MANAGEMENT SUMMARY (5 Total Points Available) Provide a cover letter, signed by an authorized officer of the firm, indicating the underlying philosophy of the firm in providing the services stated herein. Include the name(s), telephone number(s) and email(s) of the authorized contact person(s) concerning proposal. Submission of a signed Proposal is Vendor's certification that the Vendor will accept any awards as a result of this RFP. EVALUATION CRITERIA NO. 2: CERTIFIED WOMAN AND/OR MINORITY BUSINESS ENTERPRISE (5 Total Points Available) Submit certification with the Florida Department of Management Service, Office of Supplier Diversity as a Certified Woman and/or Minority Business Enterprise. EVALUATION CRITERIA NO. 3: BUSINESS PLAN (20 Total Points Available) In this criteria, include but not limited to: • Detailed explanation of how your firm will provide the required Billing Services for Emergency Medical Services Transport. Discussion should include specific abilities related to skills and technical expertise. EMS billing service procedures and policy for account management. • Describe your proposed automated system and operational software. • Detail any training that will be provided by your firm. • Timeline needed for transition of billing services to a new vendor . • Provide samples of any reports that your firm shall provide in response to the County’s requirements. • Detail the recovery process, finding defaulted clients, and how long will services be provided for a defaulted client. • Explain procedures established for patient payment arrangem ents. • Discuss your knowledge as it relates to regulations regarding claims, reviews, and hearings as applied in the Medicare and Medicaid programs in performing the required services. • Describe the support provided during implementation, including technical assistance, user manuals, instructional and/or educational materials, on-site visits and/or other assistance. • Provide standard operating procedures to demonstrate how your firm will manage the County’s accounts. Include the following: o Skip-tracing (verification and/or correction of patient demographics including but not limited to full name, dob, SSN, and valid mailing address) o Quality assurance o Accuracy o Dispute resolution o Processing and collection timelines o Recent and Planned compliance with privacy requirements and data transmission o Timely placements of collection accounts • Provide a summary of the methods that the contractor intends to use for the storage of records and the related security and disaster recovery plans; and how it plans to ensure continuity of operations to operate in the event of a disaster or similar event that results in the interruption of the normal operating conditions of the contractor’s primary place of business providing services to the County or any of the support or technical aspects of that office. Include details about how the plan is exercised to assure the plan produces the intended results. EVALUATION CRITERIA NO. 4: COST OF SERVICES TO THE COUNTY (20 Total Points Available) In this criteria, include but not limited to: • Provide a total proposed fee as a percent of revenues collected related to the performance of these services, except for Medicaid. 16.F.6.f Packet Pg. 1477 Attachment: 23-8098_Solicitation (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 7 • In accordance with Florida Statutes, provide a flat rate fee for each account paid by Medicaid. • Provide a fee for service to assist County in preparation of Medicaid Certified Public Expenditure (CPE) reporting. • Submit a narrative explaining the direct economic benefit to Collier County to be realized by selecting your firm. During the term of this engagement detail the employment, subcontracting, and support services contracting as economic stimulus that your entity may generate that would directly benefit Collier County. EVALUATION CRITERIA NO. 5: EXPERIENCE AND CAPACITY OF THE FIRM (20 Total Points Available) In this criteria, include but not limited to: • Provide information that documents your firm’s and subcontractors’ qualifications to produce the required deliverables, including abilities, capacity, skill, and financial strength, and number of years of experience in providing the required services. • Describe experience with other clients utilizing ImageTrend or similar EMS data collection system. • Provide information regarding certification through the National Academy of Ambulance Coders (NAAC). • Describe what your average amount of days to send the initi al bill and get a response from the client. • Describe how many customer(s) of similar size and scope to Collier County that you currently provide services to. • Provide proof of SSAE 18 Audit Standard certification. The County requests that the vendor submits no fewer than three (3) and no more than ten (10) completed reference forms from clients during a period of the last 5 years whose projects are of a similar nature to this solicitation as a part of their proposal. Provide information on the projects completed by the Proposer that best represent projects of similar size, scope and complexity of this project using form provided in Form 5. Proposers may include two (2) additional pages for each project to illustrate aspects of the completed project that provides the information to assess the experience of the Proposer on relevant project work. EVALUATION CRITERIA NO. 6: SPECIALIZED EXPERTISE OF TEAM MEMBERS (20 Total Points Available) In this criteria, include but not limited to: • Attach brief resumes of all proposed project team members who will be involved in the management of the total package of services, as well as the delivery of specific services which identify the qualification, training, and experience of each person(s). • Describe how project team individuals time will be spent to achieve the goals and billing for Collier County. • Attach resumes of any sub-vendors and attach letters of intent from stated sub-vendors must be included with proposal submission. EVALUATION CRITERIA NO. 7: LOCAL VENDOR PREFERENCE (10 Total Points Available) Local business is defined as the vendor having a current Business Tax Receipt issued by the Collier or Lee County Tax Collector prior to proposal submission to do business within Collier County, and that identifies the business with a permanent physical business address located within the limits of Collier or Lee County from which the vendor’s staff operates and performs business in an area zoned fo r the conduct of such business. VENDOR CHECKLIST ***Vendor should check off each of the following items as the necessary action is completed (please see, Vendor Check List)*** 16.F.6.f Packet Pg. 1478 Attachment: 23-8098_Solicitation (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) , Digitech Computer LLC 480 North Bedford Road Building 600, Second Floor Chappaqua, New York 10514 (914) 741-1919 digitechcomputer.com Proposal Solicitation 23-8098: EMS Billing Services Collier County, FL April 20th, 2023 16.F.6.g Packet Pg. 1479 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 2 TABLE OF CONTENTS COVER LETTER / MANAGEMENT SUMMARY .................................................................................. 4 MANAGEMENT SUMMARY ................................................................................................................ 7 OUR MISSION .................................................................................................................................. 7 FLORIDA EXPERIENCE ................................................................................................................... 8 COLLIER COUNTY AND DIGITECH PARTNERSHIP ..................................................................... 8 ONGOING CONSULTATION ............................................................................................................ 9 CERTIFIED WOMAN AND / OR MINORITY BUSINESS EN TERPRISE ........................................... 10 BUSINESS PLAN ................................................................................................................................ 11 DIGITECH’S BILLING PROCESS .................................................................................................... 11 THE DIGITECH DIFFERENCE ........................................................................................................ 13 INTERNAL BILLING SOLUTIONS .................................................................................................. 15 SLEUTH - PATIENT INFORMATION SEARCH ............................................................................. 16 APPEAL -IT – AUTOMATED APPEALS PROCESS ........................................................................ 16 PEDESTAL –PROJECT MANAGEMENT BUILT FOR EMS BILLING ........................................... 16 A REVIEW OF TRAINING DURING IMPLEMENTATION ............................................................ 17 AMBULANCE COMMANDER TRAINING ..................................................................................... 17 DOCUMENTATION TRAINING ..................................................................................................... 17 DIG ITECH LEARNING CENTER ..................................................................................................... 18 OPERATIONAL AND FINANCIAL REPORTING & ANALYSIS SOLUTION ................................. 19 FIELD DATA QUALITY MONITORING AND REPORTING SOLUTION ...................................... 20 ADDITIONAL REPORTS AND PACKAGES ................................................................................... 21 FINANCIAL SCORECARD ............................................................................................................... 21 ANALYTICAL SCORECARD ............................................................................................................ 21 MONTHLY REPORTING & FINANCIAL PACKAGES ................................................................... 22 SUPPLEMENTAL PAYMENT PROGRAM APPROACH ................................................................. 22 PEMT ADMINISTRATION .............................................................................................................. 24 COST ALLOCATION METHODOLOGIES ..................................................................................... 25 QUALITY ASSURANCE – THE HUMAN ELEMENT ...................................................................... 27 COMPARATIVE DATA .................................................................................................................... 27 ADVOCACY FOR COLLIER COUNTY ........................................................................................... 28 DISCOVERY PHASE ....................................................................................................................... 31 INSTALLATION AND CONFIGURATION PHASE ........................................................................ 33 TESTING AND ACCEPTANCE PHASE .......................................................................................... 34 NO CASH FLOW INTERRUPTION DURING IMPLEMENTATION ............................................... 35 SKIP -TRACING ............................................................................................................................... 36 QUALITY ASSURANCE AND ACCURACY .................................................................................... 36 PROCESSING AND COLLECTION TIMELINES ............................................................................. 38 RECENT AND PLANNED COMPLIANCE WITH PRIVACY REQUIREMENTS AND DATA TRANSMISSION ............................................................................................................................. 39 16.F.6.g Packet Pg. 1480 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 3 TIMELY PLACEMENTS OF COLLECTION ACCOUNTS ............................................................... 39 RECORDS RETENTION .................................................................................................................. 39 DATA SECURITY AND DISASTER RECOVERY ............................................................................ 40 TESTING, STAFFING, AND INVOKING THE DISASTER RECOVERY PLAN ............................. 41 PRIMARY DATA CENTER RECOVERY .......................................................................................... 41 SECONDARY DATA CENTER RECOVERY .................................................................................... 41 PROCESSING CENTER REDUNDANCY ........................................................................................ 41 PHONE SYSTEM REDUNDANCY .................................................................................................. 42 DATA BACKUP AND ARCHIVE .................................................................................................... 43 MONITORING AND MAINTENANCE ........................................................................................... 43 COST OF SERVICES TO THE COUNTY ............................................................................................ 44 EXPERIENCE AND CAPACITY OF THE FIRM ................................................................................. 46 SPECIALIZED EXPERTISE OF TEAM MEMBERS ............................................................................. 48 LOCAL VENDOR PREFERENCE ........................................................................................................ 49 PRICE PROPOSAL ............................................................................................................................. 50 SUMMARY OF FEATURES INCLUDED IN DIGITECH’S PRICE ................................................... 50 APPENDICES Appendix A Reporting Suite Appendix B Résumés of Key Personnel ATTACHMENTS Attachment 1 Withum SOC Letter Attachment 2 Vendor Checklist and Additional RFP Forms ADDENDA Addendum 1 Questions and Answers Addendum 2 Questions and Answers Part 2 Addendum 2 Questions and Answers Part 2 Revised Addendum 3 Questions and Answers Part 3 16.F.6.g Packet Pg. 1481 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 4 EVALUATION CRITERIA NO. 1: COVER LETTER / MANAGEMENT SUMMARY Provide a cover letter, signed by an authorized officer of the firm, indicating the underlying philosophy of the firm in providing the services stated herein. Include the name(s), telephone number(s) and email(s) of the authorized contact person(s) concerning proposal. Submission of a signed Proposal is Vendor's certification that the Vendor will accept any awards as a result of this RFP. It is with great pleasure that we submit our proposal to continue to provide EMS billing services to Collier County. Partnering for the past five years has been a privilege and a great fit, and we look forward to continuing our relationship and service to you. From a technical perspective, we have carefully reviewed the requirements of the RFP as well as our past proposal and our contracts with Collier, and we are confident that we understand the full scope of Solicitation 23-8098 for EMS Billing Services and will meet and exceed the County’s expectations should we be awarded this contract. We value our relationship with Collier County. Our response details a comprehensive plan that will achieve your financial, technological, and reporting goals while meeting all requirements. We will deliver all contract requirements to the highest standards of performance, transparency, and integrity. The County will continue to be provided with state-of-the-art technology, flexible reporting capabilities, improved collection results, and complete project management. We believe we are the only ambulance billing firm in the U.S. who offer you this combination of benefits: ✚ State and local experience. We have been billing for EMS transports in the State of Florida for decades. Through our long-term partnerships, we have become familiar with the hospital systems, demographic trends, and the EMS landscape of the state. That said, we believe that every client is unique. We have customized our solution to the unique needs of the County and look forward to continuing to work together. ✚ Existing relationship with the County. Because of the excellent partnership we already have in place, continuing with Digitech ensures no interruption in your billing services. With Digitech, the County would also avoid potentially lengthy implementation processes, disruption in cash flow, and training a new vendor on County policies and procedures. We already have your processes embedded into our billing platform, custom integration built with ImageTrend ePCR, established relationships with the County’s hospitals, and staff in place with County-specific experience. ✚ Reliable revenue growth. We consistently increase collections because of our fast, efficient, and accurate billing process. We go after every dollar of every claim, not just the low-hanging fruit. Your money isn’t left on the table. ✚ Innovative proprietary technology. We own the Ambulance Commander platform 100% and use it to power our billing operations end-to-end. It brings unique value to you because we’ve been building and improving based on client feedback for over 30 years. 16.F.6.g Packet Pg. 1482 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 5 ✚ Customization. Owning our technology means we develop new features and processes tailored to exactly what you need – something we love doing for our clients. ✚ True transparency. You get 24/7 real-time access to Ambulance Commander. This lets you know exactly what’s going on with your claims, money, and data at any moment. ✚ Service to the community you serve. We commit to continuing to deliver a comprehensive, high- quality program to your citizens. ✚ Breadth of experience. We’ve been at this for more than 38 years, gaining insight into local and regional landscapes across the country, developing resources to respond to continuously emerging needs, and expanding the scope of services we offer, such as cost recovery program consultation. ✚ Trust, security, and peace of mind. Our business is built on our relationships with clients, and we conduct our partnerships with integrity. We prioritize data security and compliance practices. It is our goal to make you feel like our only client. For the benefit of members of the evaluation committee who may not be directly familiar with our work on behalf of the County, we offer some introductory information. Digitech Computer LLC is a privately held limited liability company. Since our inception in 1984, we have specialized in ambulance billing and currently process more than 5,000,000 ambulance claims annually for private, municipal, and hospital-based ambulance service providers in 36 states and the District of Columbia. Our contact information follows: 480 Bedford Road Building 600, 2nd Floor Chappaqua, NY 10514 Phone: (914) 741-1919 Email: sales@digitechcomputer.com Your contact for this proposal is: Curtis Campbell Senior Account Manager Phone: (813) 373-3369 ccampbell@digitechcomputer.com Digitech Client States 16.F.6.g Packet Pg. 1483 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 6 The undersigned further represents and warrants that this bid is a firm and irrevocable offer for a period of 180 days and that he has full and complete authority to submit this proposal to the County on behalf of the bidder and enter into contract if this proposal is accepted. The signature represented is authorized to bind the offeror to contract with the County. We thank you for the opportunity to bid on this contract and look forward to further communications with you. Sincerely, Mark Schiowitz President & CEO Partnering with Digitech means you’ll work with real people who understand EMS and understand your agency. We’re big enough to handle the largest clients, but small enough to know each one personally. 16.F.6.g Packet Pg. 1484 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 7 MANAGEMENT SUMMARY Digitech is 100% dedicated to providing ambulance billing services of the highest quality. It’s what we dedicate ourselves to every day. We state with confidence that we can fulfill your requirements and exceed your expectations by implementing our fully HIPAA-compliant, high-performance billing solution. OUR MISSION We understand Collier County EMS’ commitment to making the County a safer and healthier place to live and visit by providing compassionate and timely life-saving emergency medical care to the streets, homes, and workplaces of your community. EMS providers take risks every day; it is our mission to support these public servants by ensuring that their revenue stream keeps flowing. It is our responsibility to the County to utilize all of our resources to collect every dollar possible in order to maximize collections. Over the course of our current contract, we have increased collections consistently for Collier County EMS. The overall 6% increase tallies up to an additional $23 per claim. We developed our billing platform, Ambulance Commander, to maximize revenues, and it has allowed us increase collections regularly over our clients’ previous solution. (See our Billing Process section for more information.) Our track record in Florida includes improvements for both small and large services from DeSoto County to Jacksonville Fire- Rescue. In every instance Digitech was able to significantly increase collections in the first year. The chart below illustrates the improvements in collections per trip that we achieved for several of these clients. We are proud of the collections improvements that have taken place since we began providing EMS billing services in Collier County. We point you to the item in Evaluation Criteria No. 4 where we discuss the direct economic benefits of our services to the County. 1.3% 5.3%6.0%6.5% 7.9% 10.9% 16.2% 0% 4% 8% 12% 16% 20% DeSoto County Lake County Collier County Leon County Okaloosa County Jacksonville Pompano Beach Cash per Trip Improvements for Florida Clients Measured at first six months of mature claims 16.F.6.g Packet Pg. 1485 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 8 FLORIDA EXPERIENCE We’re no strangers to your region. Digitech has a strong history with Florida clients, and we believe our story makes Digitech the most successful billing partner in the state. Our experience will translate to similar outstanding results for the County. See below for a map of Digitech’s clients in Florida. COLLIER COUNTY AND DIGITECH PARTNERSHIP By continuing to partner with Digitech, you will continue to receive the highest quality EMS billing service centered on innovative technology, responsive customer support, real-time reporting, and integration expertise. We take a long-term consultative approach to ambulance billing projects. Our experience has shown us that every client is different and needs a unique combination of services. Customizing our approach is always beneficial. 16.F.6.g Packet Pg. 1486 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 9 We learn from our clients. By listening to you, we seek to understand your concerns and needs so we can respond as a true partner. We’re a billing service that lives for the challenge of continuously evolving new solutions that will keep you prepared for future challenges. O NGOING C ONSULTATION As part of our consultative style, we consider it our responsibility to keep you up to date on important changes to regulations in the EMS industry in Florida and across the country. We integrate compliance within all our business activities and will serve as informed advisors for County officials through our: ✚ Active membership in industry trade organizations ✚ Participation in regional and national ambulance associations and conferences ✚ Consultation with authorities on ambulance industry law ✚ Continuous monitoring of industry trends, regulatory changes, and updates to federal, state, and local rules and regulations ✚ Observation of industry best practices You will receive ongoing consultation related to all aspects of billing and collections for ambulance service. We consider it our responsibility to stay informed and guide you in any new and revised interpretations of relevant laws and policies. We watch closely any developments in the changing landscape of Medicare and Medicaid reimbursements that may affect your collections, and we will keep you informed of any changes to processes or policies. Through our partnership, you will be provided with a deep pool of resources and experience to be called upon however you need. These resources include our innovative technology offerings as well as our dedicated staff of EMS billing experts. Our technology and our people work together to create a powerful system. 16.F.6.g Packet Pg. 1487 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 10 EVALUATION CRITERIA NO. 2: CERTIFIED WOMAN AND / OR MINORITY BUSINESS ENTERPRISE Submit certification with the Florida Department of Management Service, Office of Supplier Diversity as a Certified Woman and/or Minority Business Enterprise. This requirement is not applicable to Digitech’s response. 16.F.6.g Packet Pg. 1488 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 11 EVALUATION CRITERIA NO. 3: BUSINESS PLAN In this criteria, include but not limited to: • Detailed explanation of how your firm will provide the required Billing Services for Emergency Medical Services Transport. Discussion should include specific abilities related to skills and technical expertise. EMS billing service procedures and policy for account management. Digitech has carefully reviewed the entire RFP, and we are confident that the current solution we provide to Collier County will continue to produce exceptional results. We look forward to working together on any new or updated requirements in further discussions with the County. We are committed to achieving exceptional results for every client, every time. This is true whether the service is large or small, converting from billing in-house, or using a billing service. According to our clients, they also see improvements in level of service, technology, and reporting capabilities. This is not by accident – it’s by design. Our business model marries advanced IT solutions with a highly experienced and knowledgeable team that manages every detail of each account. DIGITECH’S BILLING PROCESS Digitech’s process for creating and billing claims can be broken down into three stages: Data Collection, Research and Coding, and Resolution. In this section we outline the steps within these phases. 16.F.6.g Packet Pg. 1489 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 12 1. Dispatch information is captured by the ePCR application and becomes part of the data we import with the call record. Unlike many other billing companies, Digitech imports ALL of the data and makes it available for analysis. 2. The Patient Care Report is created by your responding providers on scene, during transport, at the destination, or as soon as possible after the call. 3. Usually, the client reviews the ePCR data prior to releasing it to the billing company. This review should happen as soon as possible after the call. Steps 1, 2, and 3 happen on the client’s side. 4. Digitech imports the call records from the ePCR server. Typically, this happens first thing every day. Once the ePCRs are imported into Ambulance Commander and reconciled, billing process activities begin: verification of demographic and insurance information, determination of eligibility, and research to gather missing information. Once the claims have been verified, Digitech’s coders review level of service, medical necessity compliance, signature compliance, narrative, and mileage. Verification and editing of claims is usually completed within 24 hours of receipt of ePCR data. We already have electronic interfaces in place with your area hospitals. 5. At this stage claims are ready to be invoiced. There is a circular dynamic created here because remittance processing often results in claims returning to the invoicing function for re-billing to secondary and tertiary payers, for denied claims to be corrected and resubmitted, for appeals processing, or for balances to be invoiced directly to patients. Approximately 98% of the compliant claims completed by our clients make it through the Data Upload, Verification, and Editing processes so that they are invoiced within 24 business hours of being received. Digitech will prepare invoices according to the rates and timelines you establish, e.g., open accounts invoiced at 30, 60, and 90 days. 6. Commercial payers, Medicare, and Medicaid are invoiced electronically within 24 hours of claims being edited. Private pay patients are sent an initial invoice within three business days of receipt of ePCR data in those cases where we have exhausted all efforts to locate and verify insurance coverage. We follow up on commercial claims every 20 days until they are resolved. 7. Remittances are processed immediately as they are received, and claims are crossed over to secondary and tertiary payers when additional coverage is available. Denials and appeals are processed within 24 hours of our receipt of remittance advice. 8. When all efforts to collect have been exhausted, Digitech will write off or adjust claims in accordance with policies we have agreed upon with you, e.g., upon sending accounts to your designated collection agency. Uncollectible claims will be adjusted after an amount of time set by the client—usually 120 days. Surrounding and overseeing all claims processing and collection activities is Digitech’s active compliance program, consisting of regular internal and external audits and daily oversight by our dedicated Quality Assurance team. 16.F.6.g Packet Pg. 1490 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 13 THE DIGITECH DI FFERENCE Detailed below are the aspects of our business that make us unique, the reasons we succeed where others do not, why our clients provide quality references, and the source of our confidence that we will continue to succeed with the County. ✚ Advanced billing platform. Digitech created and continually refines our award-winning proprietary billing software platform, Ambulance Commander. This technology provides deep transparency into your data and results in performance improvements. For example, PCR Lens is a unique tool we developed for EMS providers that helps QI administrators see, measure, compare, and improve the quality of demographic and insurance data collection in the field. ✚ Proprietary technology. Ownership of the Ambulance Commander platform has many benefits. Significantly, we can customize processes based on the County’s requirements. We are also able to provide all our clients 24/7 real-time access to the system. ✚ Comprehensive reporting. Digitech’s powerful and comprehensive reporting system provides flexibility, ease of use, real-time graphical data, transparency, and the ability to customize to meet any reporting or analysis need. Please see Appendix A, Reporting Suite, for a sample overview of the reports Digitech can supply. ✚ Active industry memberships. Digitech participates in industry trade organizations, attends regional and national ambulance associations and conferences, and consults regularly with authorities on ambulance industry law. We continuously monitor industry trends and track updates to federal, state, and local rules and regulations to keep our clients informed. ✚ Commitment to serving the EMS community. Digitech is committed to providing educational and actionable information to our clients and to the entire EMS community. We offer regular publications covering EMS topics, send regulatory updates, and host webinars and discussions about best practices. Digitech also sponsors major tradeshows and conferences, where we always make sure to connect with clients who are in attendance. ✚ Exceptional account management. Our Account Managers provide guidance and leadership to clients throughout a comprehensive implementation period and beyond. They help clients leverage our innovative technology and dedicated staff of EMS billing experts. Our technology and our people work together to create a uniquely powerful system that puts a premium on compliance and customer service. ✚ Qualified staff. Digitech’s centralized, one-team, one-system approach offers a senior management group with hundreds of years of combined ambulance billing experience and an IT team whose only function is to develop, upgrade, and maintain Ambulance Commander. Many staff members are EMS experts, EMTs, former EMS directors, billing specialists, editors, and certified ambulance coders. Digitech’s Quality Assurance team is made up of staff members who have backgrounds as EMTs, paramedics, nurses, or EMS billing professionals. 16.F.6.g Packet Pg. 1491 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 14 ✚ Dedicated compliance program. Digitech’s compliance program incorporates many regulatory safeguards, including random daily and monthly claims audits, independent third-party audits, and an annual SOC 1 Type 2 audit. Each Medicare and Medicaid claim is reviewed and approved by our Quality Assurance specialists before being released to the carrier for payment. ✚ Established data security plan. We offer a state-of-the-art IT framework that includes hosting, complete redundancy, and a fully implemented disaster recovery plan. Redundancy, a Tier 3 data center, mirrored databases, server virtualization, and a secondary data center make up the infrastructure that has yielded 99.999% uptime over the last five years. Our plans prepare assets required to recover from catastrophes quickly, so that the County will not experience data loss or cash flow interruption. ✚ Active participation in the ET3 initiative. Digitech is fully prepared to support our clients' participation in the ET3 model. Since the announcement of ET3, we have prepared our systems to enable billing for expanded treatment in place options and telehealth practices conducted in the field as soon as government payers will allow EMS providers to bill directly for them. We look forward with anticipation to the expansion of billing options for emergency medical services and to the increased acceptance of EMS as an equal partner in pre-hospital care for patients. As the program has developed, we have sponsored forums to enable our clients to discuss the implications of the ET3 model with a panel of CMMI experts. ✚ Cost recovery program support. Digitech has a decade of deep experience assisting clients with the collection and collation of required data for cost recovery programs. We have partnered with clients of all shapes and sizes to handle every aspect of their supplemental payment programs. Our staff have been involved in the design and development of statewide initiatives to production of customized billing reports, the preparation of cost reports for dozens of clients, and the provision of comprehensive desk review and audit support. Those solutions have helped our clients optimize revenue while maintaining compliance with all federal and state regulations. We have supported supplemental payment programs for more than 100 clients in nearly a dozen states. Through that support, our clients have recovered more than $600M in supplemental payments. ✚ GADCS Support. Digitech has been prepared to support our clients through required data collection and reporting for the Medicare Ground Ambulance Data Reporting System since CMS announced the program. Early on, we released a dedicated utility that guides clients through step- by-step collection and collation of all costs related to Medicare transports that are stored in the Ambulance Commander system, reducing the burden on agency finance teams. Now that GADCS is in full swing, we are actively preparing cost reports for any of our clients who need assistance. For clients and non-clients alike who want more support, we offer an end-to-end service to handle the entire process. We recently hosted a public forum in collaboration with Pinnacle and Fitch & Associates to walk agencies through the requirements of the program and help them get organized for successful completion and delivery of their Medicare cost report to CMS. 16.F.6.g Packet Pg. 1492 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 15 • Describe your proposed automated system and operational software. Ambulance Commander is the platform that powers our high-quality billing process. It’s 100% created and owned by Digitech; we’ve refined and perfected the technology over the course of 30+ years. We use Ambulance Commander to process your claims, and you use the platform to run reports, monitor KPIs, manage documents, and provide account access to your patients. Whenever we can automate a piece of the billing process carefully and compliantly, we do so in Ambulance Commander. The platform reveals the 30,000-foot view of your organization, allows you to zoom in to view the smallest detail of an individual claim, and shows everything in between. Many other EMS billing companies state that they use a proprietary billing platform but rely on third-party software vendors who may take weeks or months to make programming changes if they can make changes at all. At Digitech, we have an in-house development team that can customize the platform in response to client needs. Ambulance Commander can be accessed by authorized County personnel from any computer with a browser and reasonably fast internet connection. It’s completely secure and compliant. With Ambulance Commander, you have: ✚ Full transparency into all claim details ✚ No dependence on third-party software vendors ✚ Customization to your unique requirements ✚ 24/7 real-time access ✚ An in-house development team that incorporates changes in regulations or client feedback into the platform ✚ Efficiency through careful automation of difficult processes ✚ Integration with other systems such as ePCR software, dispatch tools, and receiving hospital patient systems ✚ On-demand training ✚ Total data security and regulatory compliance, so you have peace of mind INTERNAL BILLING SOLUTIONS Our Ambulance Commander platform carefully automates many of the most difficult tasks in the billing process. In the world of EMS billing, we believe that careful manual oversight and analysis is important to establish throughout the entire revenue cycle. 16.F.6.g Packet Pg. 1493 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 16 As a technology company, we’ve developed smart innovations that take care of the low-hanging fruit and allow us to focus our manual oversight on the most difficult claims. Many of our automation solutions are internal facing, meaning that you may only see the resulting benefits of the technology rather than use the tools themselves. Because we promote transparency into all our processes, we’d like to pull back the curtain and show you Sleuth, Appeal-IT, and some of our other automated features. S LEUTH - P ATIEN T I NFORMATION S EARCH Sleuth is our proprietary demographic search solution; it finds missing or incomplete patient and insurance information when field personnel and receiving hospitals are not able to provide it. This unique web-based tool steps in when the patient’s Social Security Number is not available, using any available demographic information to discover the SSN via our search algorithms that search multiple large databases. Once identified, the patient’s SSN is fed into our querying system that connects to insurance companies in search of the policy number associated with the SSN. Then we can bill the claim to the correct carrier, so we don’t leave any of your money on the table. A PPEAL -IT – A UTOMATED A PPEALS P ROCESS One difference between Digitech and other billing vendors is our unrelenting pursuit of every dollar of your insurance claims. Insurance companies routinely short-pay claims, even when they’re required to pay the full amount, and many billing vendors will accept less than the billed amount and write off the balance. Not Digitech! We appeal all short-pay claims with Appeal-IT, our automated appeals solution. We built these computerized appeals filing tool because manually filing appeals can become prohibitively expensive and tiresome, but the Appeal-IT process is both affordable and unrelenting. It’s just one of the technological innovations we’ve invested in to produce significant collections increases for all our clients. P EDESTAL –P ROJECT M ANAGEMENT B UILT FOR EMS B ILLING Pedestal is the tool we built in-house to guide our implementation process. Our Account Managers used Pedestal during Collier’s implementation to generate checklists and implementation plans and to carefully detail and track all tasks along the way. When a task requires client participation, Pedestal keeps all stakeholders informed about any activity associated with that task, from start to finish. • Detail any training that will be provided by your firm. Training is an important part of our partnership. We offer training on various parts of the revenue cycle management process to ensure our mutual success. 16.F.6.g Packet Pg. 1494 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 17 A REVIEW OF TRAINING DURING IMPLEMENTATION Initially, we provided system training during onboarding. Once all Ambulance Commander components were installed and configured, we began a testing and acceptance phase to ensure everything met your contract requirements. During this time, we also conducted user training, so we had qualified testers from your side. We developed a joint test plan that guided and evaluated results. While the County will no longer require these initial training stages, since Ambulance Commander has already been implemented, we review them to show our thorough approach to training for our clients that starts at day one. AMBULANCE COMMANDER TRAINING Digitech provides comprehensive training for your administrators on the Ambulance Commander processing platform. We offer ongoing remote training to ensure that you can access and use Ambulance Commander efficiently and easily. Training is provided in a Train the Trainer format so you can train other staff on the platform as needed. Once training has been completed, you may identify a systems administrator who will have access to set up new employees with the appropriate permissions and security or change any user’s level of security at any time. This level of system control will enhance your data security because you can control the specific level of access needed for individual employees. Training on the Ambulance Commander platform includes learning how to access and create reports, (for evaluation and forecasting) and research individual claims, and review and audit collections activity. While we provide you detailed reports regularly, it’s also critical to us to make sure you know that you can see anything that happens on any claim at any time, and that you’re able to track the status of collections at any point in the process. DOCUMENTATION TRAINING Digitech provides documentation training to help your medics improve their documentation and understand the importance of creating complete and compliant patient care reports. These skills are important and valuable as they affect the billing cycle, but also because EMS is becoming more integrated into the larger healthcare sphere. We can provide online documentation training to all your medics on a mutually determined schedule. We provide a comprehensive combination of remote and online training to ensure efficient access and use of the Ambulance Commander platform. 16.F.6.g Packet Pg. 1495 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 18 D IGITECH L EARNING C ENTER To deliver documentation training, we offer a powerful resource in the form of the Digitech Learning Center (DLC). The documentation compliance course covers all aspects of data collection and documentation of pre-hospital patient care, including operational data, clinical data, history and vital signs, interventions and observations, billing data, and writing complete and compliant narratives. The DLC's programs are designed for busy EMTs, firefighters, and paramedics who can do the work at their convenience—on the job, in a coffee shop, at home, or wherever there's a free moment and good Wi-Fi. Mobile devices and desktop systems all work equally well to consume the training. The coursework is supplemented by an array of resources and references participants can use to further advance their documentation skills. Onscreen instructors include EMTs and paramedics from Digitech's staff, and material for the courses was developed in conjunction with our Certified Ambulance Coders and Quality Assurance experts along with seasoned Emergency Medical Services professionals at Digitech who understand the components and the value of clean, compliant patient care reports. • Timeline needed for transition of billing services to a new vendor. As Digitech is your incumbent vendor, no transition is necessary. Should we be awarded a new contract with the County, there will be: ✚ No interruption in services ✚ No implementation process ✚ No time changing registrations and credentials ✚ No new vendor training ✚ No cash flow disruption ✚ No new system testing Home page of the Digitech Learning Center 16.F.6.g Packet Pg. 1496 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 19 • Provide samples of any reports that your firm shall provide in response to the County’s requirements. We know that your reporting requirements are crucial to this project, and we commit to continuing to exceed your expectations. We believe that the best claims processing software would be inadequate without powerful reporting, and that’s why we’ve integrated our powerful reporting suite across our entire Ambulance Commander platform. You’ll continue to find reporting tools in all our solutions. Report generators let you sort, filter, and run reports that you create based on tens of thousands of possible combinations of fields and criteria. This functionality gives you the ability to print virtually any report imaginable. We will continue to provide the reports you need. throughout our partnership, we will discuss the parameters of each report with you so that we understand exactly what you want to see. All reports can be printed or downloaded in a variety of formats, including Excel, Word, XML, or PDF. If you have specialized reporting requirements that are not already provided or cannot be created through our report generators, we can customize a reasonable number of reports needed at no cost, often within 24 hours of your request. You will continue to have access to the reporting experts on our staff, including Max Dekle, our Data Analytics Specialist, and Mitch Holder, our Executive Director of Analytics. We will make sure you have all the reporting tools necessary to effectively monitor and analyze your data. In addition to the monthly operational and financial reporting packages we provide, you are armed with our Dashboard and PCR Lens solutions, giving you powerful self-service reporting capability. OPERATIONAL AND FINANCIAL REPORTING & ANALYSIS SOLUTION Digitech’s Dashboard brings your operational and financial data into an easy-to-use interface that will enable your managers, administrators, and business analysts to get a real-time picture of any aspect of your operations. Dashboard’s intuitive user interface provides a set of advanced reporting and analysis tools that will help your organization stay on top of the game and ahead of the curve. The basic setup of Dashboard contains several pre-defined views and layouts displaying critical operational metrics, including a set of Key Performance Indicators validated by Page, Wolfberg & Wirth, the premier EMS law firm. 16.F.6.g Packet Pg. 1497 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 20 In addition to these default options, Dashboard is also highly customizable, allowing users to configure and save personal views, so you’ll see exactly what you need to know when you need to know it. FIELD DATA QUALITY MONITORING AND REPORTING SOLUTION PCR Lens is our data quality reporting solution. It aggregates the pre-hospital data from your agency’s EMS responses as they come to Digitech as Patient Care Reports. PCR Lens then displays the data in an interactive user interface. Here, you’re able to create your own views and filters, making it easy to pinpoint problems, push training and re-education where it’s needed, and identify high-performing individuals and crews. With PCR Lens, you can also compare your agency’s pre-hospital data as it comes to us through the ePCR with that same data after we’ve run it through Ambulance Commander. We perform error-scrubbing and match information against national demographic databases. Then our certified ambulance coders review and edit that data during the creation of the claim. The initial data collected in the field can be compared with the same data after these Digitech processes take place. Chiefs, EMS Directors, and QA/QI Administrators can quickly and accurately analyze the data collected by your medics and compare their efforts to peers, other shifts, other stations, and even other EMS organizations. 16.F.6.g Packet Pg. 1498 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 21 PCR Lens helps you make sense of the mountains of data collected by your medics and push improvements in efficiency, better patient care and outcomes, and increased revenue for the department. ADDITIONAL REPORTS AND PACKAGES In addition to Dashboard and PCR Lens, we provide you pre-configured reports, including a monthly reporting package. Two of our most popular pre-configured reports are the Financial Scorecard and the Analytical Scorecard. F INANCIAL S CORECARD The Financial Scorecard allows you to follow the money at any point in your revenue cycle. The report tracks every dollar of your charges until payment is complete, allowing you to instantly review all receivables and view a breakdown by payer, facilities, or patients for any date range. A NALYTICAL S CORECARD The Analytical Scorecard gives you a complete picture of your critical data. The report analyzes claim costs and charges on a per-carrier basis. You may define one or more options for Top Priority, Financial Groups, Service Level, Trip Class, and Company data to include in a report. Digitech’s PCR Lens 16.F.6.g Packet Pg. 1499 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 22 M ONTHLY R EPORTING & F INANCIAL P ACKAGES Digitech’s standard monthly reporting package includes both detailed and graphical representations of critical financial data including sales, cash receipts, adjustments, accounts receivable, days sales outstanding, collection percentages, collections per transport, and more. We deliver this package to your specifications on a mutually agreed upon schedule. Whenever needed, authorized stakeholders from your organization can also produce these reports on demand. At the end of each month, Digitech performs a hard close of all books and records, which ensures all accounting numbers related to sales, cash receipts, adjustments, and receivables for that month will never change. This makes it easy for anyone to review performance and identify specific topics to explore. We deliver a monthly financial reporting package to you that is accrual-based and adheres to Generally Accepted Accounting Principles and includes our Cash Receipts Report, Sales Reports, Adjustment Reports, the Accounts Receivable Report, and the Accounts Receivable Roll Forward report, which ensures that the closing balance of each month is matched to the penny to the next month’s opening balance. For samples of our reports, please see Appendix A. Assist County in preparation of Medicaid Certified Public Expenditure (CPE) reporting and indicate fee for that service. We have supported supplemental payment programs for more than 100 clients in a half dozen states. Through that support, our clients have recovered more than $600M in supplemental payments. In the State of Florida, we have helped our clients realize more than $200M in PEMT payments. SUPPLEMENTAL PAYMENT PROGRAM APPROACH Digitech has the resources and experience to support the County in pursuit of additional revenue that may be derived from participation in PEMT programs. We have dedicated staff with 10 years’ experience in the development of cost reporting for supplemental payment programs for agencies across the nation, including many Florida ambulance services. We have developed tools, utilities, and processes designed specifically to streamline the gathering and collation of necessary financial and billing data, and will support the County through fiscal impact studies, data analysis, and the preparation and submission of cost reports. 16.F.6.g Packet Pg. 1500 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 23 Detailed below are aspects of our approach to supplemental payment programs that make us uniquely qualified to support the County’s ongoing participation in the PEMT Programs. ✚ PEMT Engagement. We currently process over 1,000,000 claims annually for more than 50 clients in Florida, maintain two Florida offices (Miami Lakes and Tampa), and employ a significant amount of Florida residents. Our team has been involved with the PEMT Program in Florida since the beginning of FY16. We have prepared cost reports and represented our clients’ best interests in audits. This unrivaled depth gives us a deep understanding of Florida regulations and the unique aspects of Florida Medicaid processing, unmatched access to patient insurance information through an extensive network of hundreds of Florida hospital relationships, and a strong voice for our clients with payers and legislators to ensure maximized reimbursements. ✚ Seasoned support. Digitech staff members are EMS experts, EMTs, former EMS directors, billing specialists, certified ambulance coders, paramedics, nurses, and EMS billing professionals. When we say that you will receive the attention and dedicated support from a cost reporting expert, we mean it. We do not farm out work to a team of entry-level data analysts who may not be familiar with complex Medicaid regulations. The preparation of your cost report will be completed by skilled finance and accounting professionals. Our team has a strong, active relationship with Agency for Health Care Administration (AHCA) and will offer ongoing technical assistance on policy and programmatic issues that matter to the County. Digitech will provide: ✚ Hands-on analysis. While we believe that we employ superior technology in our billing processes, we also understand that detailed manual data analysis is an integral part of cost reporting. We will never sacrifice quality or compliance for the sake of increasing productivity. We believe that the quality of your cost report matters. ✚ Dual perspective. As part of our approach to proactively identifying audit concerns, we conduct year-to-year variance analysis of billing, cost, and utilization data. In addition , we look at Medicaid payor mixes, EMS utilization statistics from CAD data, and cost per trip amounts across the state to identify outliers. We know that it is important to our clients to understand and monitor these key statistics that are commonly reviewed by auditors. ✚ Communication. We make a commitment to our clients to keep them connected and engaged in the supplemental payment program. To kick off the cost reporting process each period, we set up one- on-one time with our clients to establish a communication plan, discuss a future meeting schedule, and review the data request. Our goal is to ensure that our clients are as involved in the process as they choose to be. We tailor our communication plan to meet each client’s unique needs. 16.F.6.g Packet Pg. 1501 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 24 ✚ Innovation. In our experience with a broad range of EMS providers, we understand that there is no one-size-fits-all approach to cost reporting. We have made participation in supplemental payment programs possible for providers with differing degrees of data reporting capa bilities; we tailor our approach to meet clients where they are. We examine different approaches to cost allocation to find the methodology that works best for each client. We are continuously looking for ways to improve our services and solutions. For example, we recently developed a web-based cost reporting utility for Medicare Ground Ambulance Data Collection. PEMT A DMINISTRATION Digitech has managed the implementation of PEMT reporting for many providers in Florida. We are confident that the process that we outline below will work for Collier County. Digitech will compile and file the reports to manage all aspects of the PEMT for the County. We will work with County finance and operations teams to collect all data for the annual cost report. During the project kickoff call, we will walk through the data request and ensure that the County’s team is equipped to provide source data needed for completion of the cost report. While the County’s team is likely familiar with the PEMT data requirements because of prior participation in the program, we take a detailed approach to the data collection process. The source data is the first building block of the cost report, and we want to make sure that we, the County and Digitech teams, are starting off on the right foot. We typically allow for a closing for a fiscal year closing period of at least 30 days before we collect data. Utilizing program guidelines and 2 CFR Part 200 (Uniform Administrative Requ irements, Cost Principles, and Audit Requirements for Federal Awards), we will identify all costs eligible for reimbursement. Federal rules prohibit reimbursement for many costs that providers incur. Even if a provider believes that the costs pass the test of being reasonable and necessary for the agency, the costs may still not meet standards defined in 2 CFR Part 200 and state program guidelines. If unallowable costs are claimed and these are identified in audit findings, then the provider could end up in a recoupment. Digitech will comb through your financial data in detail to ensure that only allowable costs are claimed in the final cost report. We will collect all required billing, financial, and utilization data. We will prepare all working files and submit the cost report to AHCA. We will provide comprehensive desk review/audit support. Cost Reporting Cycle – Preparing the Annual Cost Report 16.F.6.g Packet Pg. 1502 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 25 Below are screenshots of the tools that we utilize to process expenditures data. Throughout the analysis of expenditures and other data elements, we incorporate automated checks as one of the first steps in the QA process. C OST A LLOCATION M ETHODOLOGIES We will develop appropriate cost allocation methodologies. This is a critical step in the completion of the cost report. Because costs are frequently “shared” between EMS other public safety activities, it is important that these costs are allocated in a manner that: 1. meets federal and state guidelines, and 2. allows for optimization of revenues for the department. 16.F.6.g Packet Pg. 1503 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 26 There is no one-size-fits-all methodology that is utilized for allocation of shared costs. We will analyze the County’s data and determine the optimal approach to allocation of costs. While we recognize the value in consistency in reporting, we also understand that Computer-Aided Dispatch (CAD) systems and reporting capabilities change, service areas change, and service mixes change. We review the options for cost allocation each year to ensure that we are complying with regulations and helping our clients achieve the best results. Other vendors in this market, looking to minimize their own resource and time commitments to customized CAD data analysis, will not consider alternatives for allocation of costs. On August 17, 2022, the CMS provided an informational bulletin on federal cost principles for Ground Emergency Medical Transportation programs like the PEMT in Florida. Of particular focus in this memo is the allocation of “shared direct costs.” Digitech is aware of this new guidance and will review Leon County’s allocation of costs to ensure that the reporting is consistent with applicable federal cost principles. While this was noted in the context of recent proposals submitted to CMS by states, we believe this serves a reminder that EMS cost reporting programs could soon be subjected to additional scrutiny for impermissible cost-shifting to Medicaid. In addition to the allocation of costs described above, Digitech will commit to the following activities. ✚ We will prepare all working files and present a draft cost report to the County. Working files serve as the bridge from source data to the calculations in the cost report, and they provide backup for any audit inquiries. Digitech believes that it is important and necessary that our process is fully transparent so that the County can have the confidence that when they sign off on the final cost report, they understand what they are certifying. ✚ Following the presentation of the working files and draft cost report, we will solicit feedback from the County and make revisions necessary to finalize the initial cost report submission package. We find that there are few, if any, changes required to the cost report at this stage, but we prefer to build in a minimum of 5-10 working days to incorporate final edits. ✚ We will submit the cost report and any required supporting documentation to AHCA no later than November 30. In the event AHCA extends the deadline, we will adhere to AHCA’s revised schedule. We will notify the County of any changes to AHCA’s schedule for cost report submission or payment disbursement. ✚ We will promptly respond to audit requests from AHCA auditors, CMS, or the Office of the Inspector General. Because we will have working files readily available, we don’t anticipate any issues with responding to auditors in a timely manner. In the unlikely event that the desk review or audit results require further action, we will incorporate revisions as needed into the cost report and work with the County to certify and submit a final cost report. 16.F.6.g Packet Pg. 1504 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 27 ✚ We will present results of cost report audits to County stakeholders, showing our commitment to demonstrate full transparency to County leadership. We want to address any of the County’s questions or concerns prior to submission of the cost report to AHCA, but if there are any issues that arise during the audit process, we will keep the County engaged. ✚ The final step of the process is working with AHCA to ensure that the payment is correct and set in accordance with program guidelines. Digitech will work with AHCA and the County on the cost settlement process. We will keep the County apprised of national trends in cost recovery programs and any potential impacts on the ASPP. We will offer the County guidance and support on future Medicaid payment reforms and their relation to the ASPP and ACR. Q UALITY A SSURANCE – T HE H UMAN E LEMENT The key to effective automation is knowing when NOT to automate. Digitech’s cost determination process of identifying allowable costs is not automated. Our experts review every cost to determine the correct allocation to apply. We take a similar ha nds-on approach to our analysis of depreciation. As discussed above, we also take a detailed look at the CAD data and the allocation alternatives each reporting period. We do not sacrifice the quality of your report to save ourselves time or effort. Our QA process is split into three different phases. ✚ The first level of QA occurs when we receive the data. We do a first pass to examine the data and ensure that it meets the cost reporting requirements. ✚ The second level occurs when we input the data into our tools. We review the data to ensure that all source data is uploaded into our tools and that all classifications of costs are accurate. Additionally, we conduct trend analysis to review for any noteworthy year-to-year variances. ✚ The final level of QA takes place following the data entry into Myers and Stauffer’s online application through which PEMT participants are required to use to submit their cost reports. It’s all about diving into the details. We take a painstaking approach – you can trust that our reporting is accurate. C OMPARATIVE D ATA One of the key benefits to the County of a partnership with Digitech is access to comparative data. We can offer the County a comparison of the County’s data with de-identified data from 50 providers across the state. This allows us to determine if there are any outliers that could result in additional scrutiny from AHCA Rate Analysts. Once we are comfortable that the County’s data appears to fit with the picture of the data from our other clients, we would be prepared to submit the annual cost reporting package to AHCA via Myers and Stauffer’s client portal. Our team has experience in working with implementation of the Managed Care program in Florida, where we serve more than four dozen clients. Annual re-establishment of the PEMT program for Managed Care requires the submission of a Section 438.6(c) Preprint, a form that we have helped to draft in other states. 16.F.6.g Packet Pg. 1505 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 28 Unlike the FFS program, the MCO program will require the State to track performance measures associated with the directed payment program. We commit to working with AHCA and the provider community to assist however we can in establishing measurable metrics that make sense. We will also work on your behalf to establish letters of agreement (LOAs) with each MCO. In our implementation process with our clients across the country, we routinely work with insurance carriers to set up accounts for claims processing. A DVOCACY FOR C OLLIER C OUNTY We will also assist the County in drafting and executing any required commitment to participation and intergovernmental transfer (IGT) agreements between the County and AHCA. The County can be confident that the experience and expertise that we have with these types of programs will undoubtedly be an asset. The County will have an advocate and reliable resource to offer ongoing technical assistance on programmatic and policy issues for the PEMT FFS and MCO programs. • Detail the recovery process, finding defaulted clients, and how long will services be provided for a defaulted client. We have worked together to understand your requirements so that we can customize our final claim resolution process for you. Generally, claims that go through the process and remain unpaid either go to collections or are adjusted according to the contract requirements. These amounts include: ✚ Adjustments ✚ Charity programs ✚ Discounts ✚ Claims sent to collections or written off in accordance with your policy When we have not been able to make any contact or retrieve any kind of insurance information for a patient, Digitech will adjust claims according to your policies. Currently, Collier is using a collections agency called RTR. Digitech has worked closely with this agency over the years, creating a monthly file in a format the collection agency can use to import claims into their system. Also, in the past year, we assisted the County in setting up read-only access to our billing system so the collections agency can produce itemized statements as needed. • Explain procedures established for patient payment arrangements. Our experience over the years has shown us that those who can pay usually do. We follow compassionate billing practices and treat every patient with kindness and respect with an eye toward helping the patient meet their financial obligation. This includes suggesting community and state-based organizations to help the patient pay, establishing payment plans if acceptable to the client, and managing charity programs for our client. We can discuss any changes to these arrangements you believe are appropriate for the County. 16.F.6.g Packet Pg. 1506 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 29 • Discuss your knowledge as it relates to regulations regarding claims, reviews, and hearings as applied in the Medicare and Medicaid programs in performing the required services. Our staff is made up of engineers, developers, EMS experts, EMTs, former EMS directors, billing specialists, editors, and certified ambulance coders These individuals have deep knowledge as it relates to regulations regarding claims, reviews, and hearings as applied in the Medicare and Medicaid programs in performing the required services. We consider it our responsibility to keep you up to date on important changes to regulations in the EMS industry in Florida and across the country. We serve as informed advisors for County officials through our: ✚ Active membership in industry trade organizations ✚ Participation in regional and national ambulance associations and conferences ✚ Consultation with authorities on ambulance industry law ✚ Continuous monitoring of industry trends, regulatory changes, and updates to federal, state, and local rules and regulations ✚ Observation of industry best practices You will continue to receive ongoing consultation related to all aspects of billing and collections for ambulance service. We consider it our responsibility to stay informed and to guide you in any new and revised interpretations of relevant laws and policies. We watch closely any developments in the changing landscape of Medicare and Medicaid reimbursements that may affect your collections, and we will keep you informed of any changes to processes or policies. • Describe the support provided during implementation, including technical assistance, user manuals, instructional and/or educational materials, on-site visits and/or other assistance. We completed our implementation for Collier County in 2017, and we provided elements of all of the requirements listed above. For the benefit of proposal reviewers who may not have been present for the start of our contract, we will provide an overview of our typical implementation process below. Digitech’s time-tested implementation plan is the foundation for an efficient transition and our successful partnership. We use our technology to ensure a well-organized, speedy rollout of services with no interruption in cash flow to your organization. At the outset of the project, we establish communications between Digitech project leaders and your project leaders. This includes meetings via web conference, detailed and documented implementation plan updates, email exchanges, and phone calls. Your active participation is required to provide crucial information for registrations. We will also need your cooperation in authorizing Digitech to sign registration forms to meet the timeline. 16.F.6.g Packet Pg. 1507 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 30 16.F.6.g Packet Pg. 1508 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 31 The figure on the preceding page shows the key elements of implementation. All three phases– Discovery, Installation and Configuration, and Testing and Acceptance – can be completed in 60 days or less. 1. Implementation begins at contract execution with the Discovery phase, guided by our New Client Checklist. 2. During the Installation and Configuration phase, we set up key components of the system and establish relationships with your stakeholders to ensure successful operations. 3. During Testing and Acceptance, we train your users and test all aspects of the Ambulance Commander setup to make sure it is working according to your requirements. Once the Testing and Acceptance phase is complete, we reach the Go-Live milestone, and Digitech will begin billing and collection activities on your behalf. Details of each phase follow. DISCOVERY PHASE Digitech’s implementation process begins with the Discovery Phase, where we will work with you to complete our New Client Checklist (NCC). The NCC is a complete list of all the data we require to enroll your agency with processors, as well as identify and document business rules, rates, and special processes of your organization. We will provide all credentialing services necessary to ensure successful enrollment with all government and commercial payers. 16.F.6.g Packet Pg. 1509 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 32 16.F.6.g Packet Pg. 1510 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 33 INSTALLATION AND CONFIGURATION PHASE Installation and Configuration begins with the installation of the Ambulance Commander platform and any customizations identified as a result of the NCC research. The process of tailoring, customizing, and refining our service is iterative and collaborative because we want to make sure that all elements will meet your needs. For example, we will work directly with your team to ensure that information systems, reporting formats, and information exchange processes are fully aligned with the requirements of the contract. The design of the solution and specifications for integration of billing services, communications, and ePCR functions will be well documented prior to System Testing to support review and approval. During this phase we complete initial setup tasks with external stakeholders, including processor registrations, hospital interfaces, and your systems. We also prepare customized patient correspondence. The process is managed using our detailed implementation plan which lists every task, the task owner, the current status of the task, and the estimated completion date. Weekly conference calls based around the implementation plan ensure that every task required for Go-Live is completed. Sample Page of Digitech’s Client Implementation Plan, which drives the agenda of weekly conference calls 16.F.6.g Packet Pg. 1511 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 34 TESTING AND ACC EPTANCE PHASE When all system components have been installed, tailored, and configured, we begin Testing and Acceptance. In this phase, we test all components and connections to ensure that they meet contract requirements and the data standards required by all stakeholders. During this time, we also conduct user training so that your team will have qualified testers to implement the final Acceptance Test. Digitech will develop a Test Plan jointly with you to ensure all contract requirements are met. We will use that plan during Acceptance Testing to guide testing and to evaluate results. We will work closely with you to manage any discrepancies uncovered in Acceptance Testing, correcting and retesting as needed. Upon successful completion of Acceptance Testing, we will achieve the Go-Live milestone, transitioning to live operations and full responsibility for your billing and collection from that point. Digitech will provide you with training as needed to ensure efficient access and use of the Ambulance Commander platform. Training will be provided in a “Train-the-Trainer” format allowing you to instruct other staff on the system as needed. Once the training has been completed, you may identify a systems administrator who will have access to set up new employees with the appropriate permissions and security or change any employee’s level of security at any time. This level of system control will enhance your data security by providing the specific level of access needed by employees who are utilizing the system. Because all systems will be tested by Digitech and certified by your team prior to the Go-Live date, you can be confident you will enjoy error-free billing and collections from the beginning of the project. Once Digitech has assumed responsibility for all aspects of the billing and collection process, we will begin the final implementation phase. While all systems will be fully tested and all processes thoroughly vetted prior to the Go-Live date, there can be unanticipated issues that crop up, or opportunities to improve business processes that could not be foreseen without some actual experience with the system. Therefore, we use the period following Go-Live until the first full month’s reporting is completed to monitor the system closely and jointly with you. Further system monitoring and process improvements will continue throughout the term of the contract. 16.F.6.g Packet Pg. 1512 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 35 Our solution allows Digitech to file 95% of claims within 24 hours of receipt of trip information, allowing you to realize maximum cash flow early in the collection cycle. We will deliver professional customer service while we maintain, support, and continually improve the overall processing service in accordance with your objectives and obtain the maximum financial results on your behalf. Working jointly, we can identify any bottlenecks and work together to reduce or eliminate them, achieving the levels of service and collection sought. NO CASH FLOW INTERRUPTION DURING IMPLEMENTATION Our goals during the implementation process are to minimize i nterruptions of your normal processes, minimize your resources required, and avoid any disruption to your cash flow. With careful planning, attention to detail, and clear communication, we will achieve these goals together. Beyond normal operating expenses, you will have no other known costs associated with implementation. Cash flow often increases during the critical early months of our service to you. For example, during our implementation with Memphis Fire Rescue, cash flow increased during the first mon ths of the contract because Digitech was processing claims in one to two days, while the prior vendor was taking up to 30 days to get claims out. With more cash flow, you can focus your resources on patient care and other operational priorities. Cash flow when Digitech implemented in Memphis. Collections often jump as we begin processing claims. $0 $400,000 $800,000 $1,200,000 $1,600,000 $2,000,000 May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Digitech pre-Digitech Transitional Cash Flow 16.F.6.g Packet Pg. 1513 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 36 • Provide standard operating procedures to demonstrate how your firm will manage the County’s accounts. Include the following: o Skip-tracing (verification and/or correction of patient demographics including but not limited to full name, dob, SSN, and valid mailing address) o Quality assurance o Accuracy o Dispute resolution o Processing and collection timelines o Recent and Planned compliance with privacy requirements and data transmission o Timely placements of collection accounts An overview of Digitech’s standard operating procedures can be found in the Billing Process section in response to Evaluation Item 3. Here we provide a bit more detail about the specific requirements above. SKIP -TRACING Digitech uses the following tools and services for skip-tracing and address corrections: Utility or Service Search Target Experian Demographic data searches RevSpring Address NCOA Address validation and correction Emdeon Demographic data searches Google Demographic data searches Whitepages Telephone number searches Calls to patients Demographic and Insurance information Patient Portal Demographic and Insurance information Return mailers Demographic and Insurance information QUALITY ASSURANCE AND ACCURACY Permeating every aspect of Digitech’s billing process is a series of Quality Assurance and Auditing functions that ensure all other processes, either manual or automated, deliver proper and accurate results. In addition to automated functions that examine every link in the chain to verify that claims or data are not falling through the cracks, getting misdirected, or remaining unprocessed for any reason, we employ a team of QA personnel whose sole job is to check batches of claims manually every day to verify that both systems and people are processing all data with the high level of accuracy that we demand. 16.F.6.g Packet Pg. 1514 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 37 Further oversight and analysis of our automated processes includes continuous random claim auditing by our quality assurance department; a monthly Financial Reporting Review done by our dedicated client account managers before monthly reports are sent out; biennial audits conducted by one of the premier firms serving the EMS marketplace; and an annual SOC 1 audit conducted by Withum, one of the nation’s most respected accounting firms. Our final accuracy check is our cash posting process, which enables our specially trained cash posters to pick up anything missed by the other safety measures. DISPUTE RESOLUTION Depending on the problem, we have escalation procedures at all levels of service. You are currently assigned a single point of contact for account related disputes. The following description presents our resolution of patient customer service claims. Digitech’s Service Escalation Tracking System will log any service issue that requires escalation and enable your administrators to track these issues through to resolution. Digitech will make every attempt to immediately resolve client or patient questions, issues, and queries during the initial phone call or interaction with your clients and patients. All questions received by telephone are logged to the patient record, which includes details of all conversations, issues, and proposed resolutions. Digitech strives to resolve issues and verify resolutions in writing within one business day whenever possible, based on the nature of the problem, and will make all associated records available to you. Concerns regarding the actions of Digitech staff are also logged to the employee’s personnel file, addressed through training where possible, and through disciplinary action when necessary. 16.F.6.g Packet Pg. 1515 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 38 The escalation path for service issues is from the collection or billing specialist through the Department Area Supervisor to the Chief Revenue Officer. Issues and comments received by Digitech will be brought to the attention of your senior executives through your Digitech account manager or through the Chief Revenue Officer of Billing Services when they are of a degree of urgency that requires the involvement of senior management. All actions, notes, and contacts will be entered into the complaint tracking system. PROCESSING AND COLLECTION TIMELINES Approximately 98% of the compliant claims completed by our clients make it through a Data Upload, Verification, and Editing process so that they are invoiced within 24 business hours of being received. Digitech will prepare invoices according to the rates and timelines you establish. Experience has shown that getting invoices out within a day or two of receipt of PCR data positively affects the outcome of the collections process, not only by avoiding timely filing issues, but also by enabling the follow-up on denials, partial payments, short-pay claims, and appeals to begin that much sooner. Digitech will work the account as long as it takes to collect every available penny. Typically, within one business day of receipt of transport data, Digitech billing personnel initiate all automated batch claim processing tasks including: ✚ Electronic invoicing and filing ✚ Paper invoicing, printing, and mailing when appropriate ✚ Self-pay invoicing ✚ Facility invoicing (if applicable) 16.F.6.g Packet Pg. 1516 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 39 RECENT AND PLANNED COMPLIANCE WITH PRIVACY REQUIREMENTS AND DATA TRANSMISSION Our compliance plans and collections policies adhere fully to all local, state, and federal laws and regulations regarding collections, financial transactions, privacy, and “standards of reasonable care” for information handling, management, and destruction. This includes full compliance with Fair Debt Collection Practices Act, Fair and Accurate Credit Transactions Act, Fair Credit Reporting Act, Gramm- Leach-Bliley Act, Family Educational Rights and Privacy Acts and Children’s On -Line Privacy Protection Act. We prioritize staying ahead of regulatory requirements and changes, as well as the resources we need to integrate compliance within our billing and collection activities, training, and quality management programs. Pre-hospital Patient Care Reports and all associated transport data are uploaded into Digitech’s system via Secure File Transfer Protocol. TIMELY PLACEMENTS OF COLLECTION ACCOUNTS When we have not been able to make any contact or retrieve any kind of insurance information for a patient, Digitech will send claims to collections. Currently, Collier is using a collection agency called RTR. Digitech has worked closely with Collier’s collection agency over the years, creating a monthly file in a format the County can use. We will place collection accounts according to your timelines. • Provide a summary of the methods that the contractor intends to use for the storage of records and the related security and disaster recovery plans; and how it plans to ensure continuity of operations to operate in the event of a disaster or similar event that results in the interruption of the normal operating conditions of the contractor’s primary place of business providing services to the County or any of the support or technical aspects of that office. Include details about how the plan is exercised to assure the plan produces the intended results. RECORDS RETENTION We retain both physical and digital records per legal and client requirements. Physical records are scanned and added to the patient’s record. Ambulance Commander’s audit trail function creates records of all services performed, including data entry, record modifications, billing events, and all financial transactions. This creates an unalterable record of every action ever taken on an account. You can access these records in real-time. Ambulance Commander users cannot manufacture or edit audit trail records from within the platform and can only access audit trail data through read-only interfaces. Digital records will be retained indefinitely. Digitech will maintain all data and billing records in a form permitting transfer to a new billing vendor within 30 days of the end of our contract. Ambulance Commander’s audit trail will give you access to real-time records of every action performed on your account. 16.F.6.g Packet Pg. 1517 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 40 DATA SECURITY AND DISASTER RECOVERY Our Disaster Recovery Plan provides a means to operate if we lose one, or any combination, of our core components for a period of greater than five business days. The worst-case scenario is a permanent loss of the Primary Processing Center. Processing interruptions such as power outages or inclement weather will usually not trigger implementation of the complete Disaster Recovery Plan. Such interruptions will not significantly affect our work schedule, as our remote work capability and backup generators make it possible for operations to continue in the event of a minor incident. We have structural features that provide redundancy that allows for a flexible response to short-term interruptions as well as a more robust response in the event of a long-term or large-scale interruption. We have built redundancy into these critical areas: ✚ Redundant Data Centers – including power considerations, air conditioning, fire suppression, and security ✚ Redundant Processing Centers – facilities where billing personnel work ✚ Failsafe Application Servers and Storage Systems – computers for data processing and storage ✚ Data Backup Systems ✚ Duplicate Communications Servers –necessary for outside users to access clients’ data ✚ Redundant internet connectivity and phone systems Our Disaster Recovery Plan prepares assets required to recover from catastrophes quickly, so that clients experience no data loss or cash flow interruption. To meet that goal, we have implemented the following: ✚ A Tier III facility as our Primary Data Center which guarantees 99.999% environmental uptime ✚ A Secondary Data Center in the event the Primary Data Center is destroyed ✚ Maintenance of both processing centers to ensure continuity in the event the Primary Processing Center is either destroyed or unreachable for extended periods of time ✚ Purchase of top-quality hardware and software components from Dell, Cisco, Citrix, etc. ✚ An IT department staffed with IT veterans with years of experience designing and maintaining complex infrastructure systems ✚ Established redundancy in our phone system Redundancy, a tier 3 data center, server virtualization, and a secondary data center make up the infrastructure that has yielded 99.999% uptime over the last five years. 16.F.6.g Packet Pg. 1518 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 41 T ESTING , S TAFFING , AND I NVOKING THE D ISASTER R ECOVERY P LAN With assets in place, the plan then focuses on the procedures to invoke the plan, defining both the list of personnel that will implement the plan and their individual responsibilities. We then certify the plan by testing the redundancy built into the system by identifying specific disaster scenarios and reviewing ou r recovery strategies. P RIMARY D ATA C ENTER R ECOVERY Digitech’s Primary Data Center is equipped with the redundancy necessary to provide 99.999% uptime. This includes four independent internet connections, back-up power generators, a redundant cooling system, advanced fire suppression systems, and much more. S ECONDARY D ATA C ENTER R ECOVERY The Secondary Data Center is hosted at the Las Vegas Core Campus of Switch, home to their Tier 5® Platinum rated multi‐tenant data centers. With capacity of approximately 2 million square feet of data center space and up to 315 MW of power, it is the most advanced and most efficient data center campus in the world. To ensure the integrity of our backup system, our IT staff performs daily backup log review and monthly data restore tests. Daily backup log documentation and monthly restore tests are documented and validated as part of our SOC 1 Type 2 auditing process. As a result, you can have the confidence that your data is completely protected and easily recoverable in the event of data loss or disaster. P ROCESSING C ENTER R EDUNDANCY Processing centers are the physical locations where the Digitech billing staff reports for work. To provide the redundancy necessary to meet our continuity goals, we maintain two processing centers. The Primary Processing Center is the physical location where billers will process claims, make outgoing phone calls to insurance companies and other payers, post cash, and handle incoming calls from patients. The processing center features the following: ✚ Capacity for up to 180 employees ✚ Offices for managers and the clients’ account managers, conference rooms, and training rooms Prevention Preparedness Recovery Disaster Recovery Planning 16.F.6.g Packet Pg. 1519 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 42 ✚ A diesel generator hook-up capable of accepting a mobile diesel generator in the event of a long- term power outage ✚ Ample POTS (Plain Old Telephone Service) lines in case the fiber phone or VOIP system goes down ✚ Redundant internet connectivity: the main internet connection is a T2 broadband through Lightpath and the secondary connection is through cable In the event the Primary Processing Center is unusable or inaccessible, processing will resume using a combination of a small group at a Secondary Processing Center and work from home for a large portion of the employees. To avoid the threats that public facilities are more commonly vulnerable to, the Secondary Processing Center is in a private residence that accommodates up to ten billers and managers. This group of employees will coordinate the at-home workers and patient collectors. The Secondary Processing Center is equipped with the following: ✚ A phone system that easily accommodates the transfer of phone lines from the Primary Processing Center ✚ High speed internet connectivity required to access either the primary or secondary data center ✚ Workstations available for ten users During a potential disaster which would leave the Primary Processing Center either unusable or inaccessible, workers who would not be required at the Secondary Processing Center would work from home. These employees will be pre- certified to work from home and their home office will have been certified by Digitech to have the required resources. These resources will include a: ✚ Home computer with a secure connection to Digitech’s network ✚ Reliable internet connection ✚ Printer ✚ Phone line that can be dedicated for work during business hours P HONE S YSTEM R EDUNDANCY Digitech’s phone systems are built on a VoIP structure, enabling complete portability. All phone system functions can easily be ported to a secondary location. Phone system redundancy requires that phone communications will be available in several different adverse circumstances. This may include periodic interruption of service as can sometimes be seen when repairers accidentally cut cables or permanent interruption of service which might result if a terrorist attack devastates the telecommunications infrastructure. To deal with these possibilities, Digitech has instituted the measures that follow. Processing Center Redundancy 16.F.6.g Packet Pg. 1520 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 43 The Primary Processing Center is equipped with a T1 based VoIP phone system through one of the major carriers. The Primary Processing Center is equipped with at least ten POTS lines. The system is designed so that lines can easily be forwarded to a phone system in the Secondary Processing Center. All equipment necessary to accept call forwarded lines from the Primary Processing Center will be available at the Secondary Processing Center, and ample cellular telephones will always be available if cellular is the only means of communications. DATA BACKUP AND ARCHIVE Digitech’s backup system is a hard disk-based solution designed to protect both applications and data. Our system provides for fast backups, easy data retrieval, and high availability assurance to meet our clients’ expected recovery time objectives. Our strategy ensures that at least two copies exist at any one time. The backup system runs continuously, taking snapshots and copying only changed blocks to backup servers. Compressed and de-duplicated data is stored as a point-in-time image that includes the operating system and system state plus applications and data. This makes the restore process much easier and allows our administrators to seamlessly restore single files or entire servers in minutes rather than hours as seen with legacy systems. All servers, applications, and data are continuously replicated between data centers. MONITORING AND MAINTENANCE A critical piece of our proactive system security and network maintenance approach is our NOC (Network Operating Center) which offers sophisticated monitoring tools that scan all servers and report issues via automated email alerts. Our IT staff is available 24/7 and, as part of their day‐to‐day activities, they maintain our centralized virus protection system, perform necessary server and workstation patching, respond to automated alerts provided by the NOC, and provide help desk support to monitor and test the back‐up system. Tasks we perform on a regular basis (annually or quarterly depending upon tasks) as part of our preventive maintenance program include the following: ✚ Annual vulnerability scans ✚ Complete network access review ✚ Firewall review ✚ CRAC maintenance ✚ Fire suppression preventive maintenance and testing ✚ Fire alarm systems maintenance and testing ✚ UPS battery backups preventive maintenance and testing ✚ HVAC air conditioning preventive maintenance and testing 16.F.6.g Packet Pg. 1521 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 44 EVALUATION CRITERIA NO. 4: COST OF SERVICES TO THE COUNTY In this criteria, include but not limited to: • Provide a total proposed fee as a percent of revenues collected related to the performance of these services, except for Medicaid. Digitech has complied. Please reference the price proposal. • In accordance with Florida Statutes, provide a flat rate fee for each account paid by Medicaid. Digitech has complied. Please reference the price proposal. • Provide a fee for service to assist County in preparation of Medicaid Certified Public Expenditure (CPE) reporting. Digitech has complied. Please reference the price proposal. • Submit a narrative explaining the direct economic benefit to Collier County to be realized by selecting your firm. During the term of this engagement detail the employment, subcontracting, and support services contracting as economic stimulus that your entity may generate that would directly benefit Collier County. The level of service we have provided for the County over the last five years has had a direct, measurable impact on the County's economy, as every dollar collected helps offset EMS operating, equipment, and personnel costs. As you can see on the following page, Digitech has shown improvements in cash collected year over year (with the exception of 2020, when the Covid-19 crisis affected ambulance collections nationwide). Should the County choose to select Digitech for the new contract, you will experience no delays or interruptions in your revenue stream, as you might if you select another firm that must implement their own processes. Digitech is already in place and operating efficiently. 16.F.6.g Packet Pg. 1522 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 45 16.F.6.g Packet Pg. 1523 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 46 EVALUATION CRITERIA NO. 5: EXPERIENCE AND CAPACITY OF THE FIRM In this criteria, include but not limited to: • Provide information that documents your firm’s and subcontractors’ qualifications to produce the required deliverables, including abilities, capacity, skill, and financial strength, and number of years of experience in providing the required services. Ambulance billing is our complete focus and our only business. We are a team of 700, including software engineers, former EMS directors, certified coders, nurses, EMTs, paramedics, and ambulance billing professionals. We have over 38 years of EMS billing experience with municipal, hospital-based, and private ambulance service providers. As our client references will attest, there is a quantifiable difference between Digitech’s technology, service, and results and that of our competitors. We have grown by referral, which allows us to a dd clients in an orderly fashion, standardize training and procedures, and deliver continuity of service. Digitech is financially stable. We can carefully select which potential new clients we pursue while ensuring that our existing clients continue to thrive. Our financial stability positions us to be able to focus our energy on building a lasting relationship with every client we add. Digitech will continue to conduct all activities required to process ambulance billing claims on behalf of Collier County with complete attention to, and in compliance with, all federal, state, and local rules and regulations governing the reimbursement of health care services. We will continue to carry out our business in a transparent manner with respect and compassion for the citizens of Collier County. • Describe experience with other clients utilizing ImageTrend or similar EMS data collection system. While Digitech has experience integrating with many of the top -tier ePCR systems, our most extensive experience is with ImageTrend. We have built, tested, certified, and deployed what is now our standard ImageTrend interface many times over. The approaches used by our teams for customization, installation, and training have been tested and proven extensively. Our implementation of Ambulance Commander for Collier County is already integrated with the County’s ImageTrend system. We will continue to support this or any other similar EMS data collection system the County chooses. • Provide information regarding certification through the National Academy of Ambulance Coders (NAAC). All staff members at Digitech who are responsible for coding claims have been certified by CMS and/or NAAC to ensure that professional coding practices are maintained. 16.F.6.g Packet Pg. 1524 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 47 • Describe what your average amount of days to send the initial bill and get a response from the client. Experience has shown that getting invoices out within a day or two of receipt of PCR data positively affects the outcome of the collections process, not only by avoiding timely filing issues, but also by enabling the follow-up on denials, partial payments, short-pay claims, and appeals to begin that much sooner. Approximately 98% of the compliant claims completed by our clients make it through the billing processes so that they are invoiced within 24 business hours of being received. Digitech will work the account as long as it takes to collect every available penny. • Describe how many customer(s) of similar size and scope to Collier County that you currently provide services to. Digitech has provided five references that are similar in size and scope to Collier County. We will be happy to provide a complete client list in a confidential setting. • Provide proof of SSAE 18 Audit Standard certification. Digitech uses Withum (formerly WithumSmith+Brown) to perform an in- depth audit on the controls and related processes we use to manage financial reporting. The results of our SSAE 18 (SOC 1 Type 2) audits, as well as the previous types of audits that the SSAE 18 replaced, have all been favorable. Withum has confirmed that Digitech meets the recognized national standards for safeguards for hosting or processing our clients’ data. We have included as Attachment 1 a letter from Withum confirming the scope and results of our most recent SSAE 18 audit. This letter also points out that “AICPA standards restrict the distribution and use of the report to Digitech and user entities (customers) and the independent auditors of such user entities of Digitech’s services.” We would be happy to share our complete audit results with you confidentially at shortlist if it is required and if we are favored with an invitation for further consideration. The County requests that the vendor submits no fewer than three (3) and no more than ten (10) completed reference forms from clients during a period of the last 5 years whose projects are of a similar nature to this solicitation as a part of their proposal. Provide information on the projects completed by the Proposer that best represent projects of similar size, scope and complexity of this project using form provided in Form 5. Proposers may include two (2) additional pages for each project to illustrate aspects of the completed project that provides the information to assess the experience of the Proposer on relevant project work. Please see Form 5 in the Forms attachment for the references in your required format and sequence. 16.F.6.g Packet Pg. 1525 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 48 EVALUATION CRITERIA NO. 6: SPECIALIZED EXPERTISE OF TEAM MEMBERS In this criteria, include but not limited to: • Attach brief resumes of all proposed project team members who will be involved in the management of the total package of services, as well as the delivery of specific services which identify the qualification, training, and experiences e of each person(s). Please see Appendix B for résumés that show the experience of Digitech team members. • Describe how project team individuals time will be spent to achieve the goals and billing for Collier County. Digitech employs a flexible staffing model through which each payer group is handled by a team of Digitech staffers specializing in that area. For instance, Medicare claims from multiple clients are managed and processed by our team of Medicare specialists. Under this model, experienced staff works alongside newer staff members, so that all clients have the benefit of our most experienced coders and billers working their claims. This approach ensures claims processing will proceed without interruption due to vacations or unforeseen absences. All billing staff are cross trained to enable employees to be temporarily reassigned should a particular processing group require additional resources to manage a spike in volume. • Attach resumes of any sub-vendors and attach letters of intent from stated sub-vendors must be included with proposal submission. This item is not applicable to Digitech’s response as we will not be using subcontractors for any of the work proposed. 16.F.6.g Packet Pg. 1526 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 49 EVALUATION CRITERIA NO. 7: LOCAL VENDOR PREFERENCE Local business is defined as the vendor having a current Business Tax Receipt issued by the Collier or Lee County Tax Collector prior to proposal submission to do business within Collier County, and that identifies the business with a permanent physical business address located within the limits of Collier or Lee County from which the vendor’s staff operates and performs business in an area zoned for the conduct of such business. This section does not apply to Digitech’s response. 16.F.6.g Packet Pg. 1527 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 50 PRICE PROPOSAL Digitech is offering the following for price: ✚ A fee of 3.65% on all non-Medicaid collections (% of Net Collected Revenue0F 1 for EMS billing services) ✚ $7.25 per Medicaid claim ✚ 6% for PEMT services ✚ 3% for MCO services We have prepared this proposal under several basic assumptions, including the following: ✚ All billing, collection, and transport data provided by the County in its RFP is accurate and it is understood by both parties that Digitech has relied on the County’s data for pricing purposes. If services are added or changed, Digitech reserves the right to renegotiate contracted fees. ✚ The County will provide reasonably complete demographic information as part of your Patient Care Reports, and it is understood that crews will make best efforts to provide insurance information, social security numbers, and other demographic information. ✚ The County will provide any remittance information received through a different account from the EMS lockbox1F 2 in a timely manner, including a listing of the ACH deposits by deposit date, referencing the carrier. ✚ After the contract award, good faith negotiations will take place during which both the County and Digitech can discuss and negotiate specific requirements of the RFP. ✚ The County will review claims and mark them as “ready for billing” within 30 days of the date of service. SUMMARY OF FEATURES INCLUDED IN DIGITECH’S PRICE ✚ All hardware and software required by Digitech personnel to perform medical transport billing and collection accurately and efficiently ✚ All mailing forms and envelopes necessary to perform all billing functions ✚ Any postage necessary to mail billing or other information to patients, insurance companies, third parties, and attorneys 1 Net Collected Revenue is defined as total collected revenue less refunds. 2 Digitech requires the establishment of a bank lockbox to receive and process payments. We will continue to use the existing lockbox account for your agency. 16.F.6.g Packet Pg. 1528 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC Solicitation 23-8098 51 ✚ All fees associated with mailing NPPs to each patient ✚ Availability of a national toll free 800 number for patients, County personnel, insurance companies, attorneys, and third parties to call for information or discussion of account status ✚ All fees related to our national database searches for patient demographic information ✚ All fees related to the electronic submission of claims ✚ All fees and expenses associated with the hosting of our application ✚ An electronic interface to the County’s ePCR system or to any future ePCR system chosen by the County during the term of the contract ✚ Ongoing review of ePCR documentation by qualified Digitech staff ✚ Ongoing review and analysis of rates, policies, and procedures with County officials ✚ Documentation compliance training for County medics through the Digitech Learning Center ✚ Regular meetings for review of performance on a mutually agreed upon schedule 16.F.6.g Packet Pg. 1529 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) Digitech Computer LLC 480 Bedford Rd Chappaqua, NY 10514 digitechcomputer.com 914.741.1919 (main) 914.741.2818 (fax) Reporting Suite 16.F.6.g Packet Pg. 1530 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC 2 This page has been left blank intentionally. 16.F.6.g Packet Pg. 1531 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC 3 COMPREHENSIVE REPORTING SUITE We know that your reporting requirements are crucial to this project, and we commit to exceeding your expectations. We believe that the best claims processing software would be inadequate without powerful reporting, and that’s why we’ve integrated our powerful reporting suite across our entire Ambulance Commander platform. You’ll find reporting tools in all our solutions. Report generators let you sort, filter, and run reports that you create based on tens of thousands of possible combinations of fields and criteria. This functionality gives you the ability to print virtually any report imaginable. We will also provide all the reports you request. During implementation and throughout our partnership, we will discuss the parameters of each report with you so that we understand exactly what you need. All reports can be printed or downloaded in a variety of formats, including Excel, Word, XML, or PDF. If you have specialized reporting requirements that are not already provided or cannot be created through our report generators, we will customize a reasonable number of reports needed at no cost, often within 24 hours of your request. You will have access to the reporting experts on our staff, including Max Dekle, our Data Analytics Specialist, and Mitch Holder, our Executive Director of Analytics. We will make sure you have all the reporting tools necessary to effectively monitor and analyze your data. In addition to the monthly operational and financial reporting packages we provide, you will be armed with our Dashboard and PCR Lens solutions, giving you powerful self-service reporting capability. Digitech’s Dashboard CONFIDENTIAL 16.F.6.g Packet Pg. 1532 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC 4 OPERATIONAL & FINANCIAL REPORTING & ANALYSIS SOLUTION Digitech’s Dashboard brings your operational and financial data into an easy-to-use interface that will enable your managers, administrators, and business analysts to get a real-time picture of any aspect of your operations. Dashboard’s intuitive user interface provides a set of advanced reporting and analysis tools that will help your organization stay on top of the game and ahead of the curve. The basic setup of Dashboard contains several pre-defined views and layouts displaying critical operational metrics, including a set of Key Performance Indicators validated by Page, Wolfberg & Wirth, the premier EMS law firm. In addition to these default options, Dashboard is also highly customizable, allowing users to configure and save personal views, so you’ll see exactly what you need to know when you need to know it. FIELD DATA QUALITY MONITORING & REPORTING SOLUTION PCR Lens is our data quality reporting solution. It aggregates the pre-hospital data from your agency’s EMS responses as they come to Digitech as Patient Care Reports. PCR Lens then displays the data in an interactive user interface. Here, you’re able to create your own views and filters, making it easy to pinpoint problems, push training and re-education where it’s needed, and identify high-performing individuals and crews. With PCR Lens, you can also compare your agency’s pre-hospital data as it comes to us through the ePCR with that same data after we’ve run it through Ambulance Commander. We perform error-scrubbing and match information against national demographic databases. Then our certified ambulance coders review and edit data during the creation of the claim. CONFIDENTIAL 16.F.6.g Packet Pg. 1533 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC 5 The initial data collected in the field can be compared with the same data after these Digitech processes take place. Chiefs, EMS Directors, and QA/QI Administrators can quickly and accurately analyze the data collected by your medics and compare their efforts to peers, other shifts, other stations, and even other EMS organizations. PCR Lens helps you make sense of the mountains of data collected by your medics and push improvements in efficiency, better patient care and outcomes, and increased revenue for the department. OTHER REPORTS AND PACKAGES In addition to Dashboard and PCR Lens, we provide you pre-configured reports, including a monthly reporting package. Two of our most popular canned reports are the Financial Scorecard and the Analytical Scorecard. F INANCIAL S CORECARD The Financial Scorecard allows you to follow the money at any point in your revenue cycle. The report tracks every dollar of your charges until payment is complete, allowing you to instantly review all receivables and view a breakdown by payer, facilities, or patients for any date range. A NALYTICAL S CORECARD The Analytical Scorecard gives you a complete picture of your critical data. The report analyzes claim costs and charges on a per-carrier basis. You may define one or more options for Top Priority, Financial Groups, Service Level, Trip Class, and Company data to include in a report. M ONTHLY R EPORTING AND F INANCIAL P ACKAGES Digitech’s standard monthly reporting package includes both detailed and graphical representations of critical financial data including sales, cash receipts, adjustments, accounts receivable, days sales outstanding, collection percentages, collections per transport, and more. We deliver this package to your specifications on a mutually agreed upon schedule. Whenever needed, authorized stakeholders from your organization can also produce these reports on demand. 16.F.6.g Packet Pg. 1534 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © 2023 Digitech Computer LLC 6 At the end of each month, Digitech performs a hard close of all books and records, which ensures all accounting numbers related to sales, cash receipts, adjustments, and receivables for that month will never change. This makes it easy for anyone to review performance and identify specific topics to explore. Digitech sends each client a monthly package of Transport and Accounting reports. All reports can be saved to a variety of file formats including Microsoft Word, Excel, Access, Crystal Reports, and Adobe PDF. The following reports are included in the package: ✚ Accounting Roll Forward - Monthly Financial Summary ✚ Accounting Roll Forward - Monthly Claim Volume Summary ✚ Accounting Roll Forward - Fiscal Year Financial Summary ✚ Accounting Roll Forward - Fiscal Year Claim Volume Summary ✚ Sales Original Report - Financial Group & Carrier Summary ✚ Sales Original Report - Procedure Code Summary by Type ✚ Sales Payer Reclassification Report - Financial Group & Carrier Summary ✚ Adjustment Report - Adjustment Category Summary ✚ Adjustment Report - Financial Group & Adjustment Category Summary ✚ Adjustment Report - Adjustment Code Summary ✚ Cash Receipts Report - Financial Group Summary ✚ Cash Receipts Report - Deposit Date Summary ✚ Receivables Report - Financial Group Summary - Aged from Date of Service Please see the following pages for samples of our standard monthly reports. R EPORT SAMPLES ARE CONFIDENTIAL . 16.F.6.g Packet Pg. 1535 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) Filter Criteria Jul 2019 - Jun 2021Accounting Period: ® Page 1 of 5Menu: Reports -> Accounting Reports -> Accounting Roll Forward CONFIDENTIAL 16.F.6.g Packet Pg. 1536 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Filter Criteria Jul 2019 - Jun 2021Accounting Period: ® Page 2 of 5Menu: Reports -> Accounting Reports -> Accounting Roll Forward CONFIDENTIAL 16.F.6.g Packet Pg. 1537 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Filter Criteria Jul 2019 - Jun 2021Accounting Period: ® Page 3 of 5Menu: Reports -> Accounting Reports -> Accounting Roll Forward CONFIDENTIAL 16.F.6.g Packet Pg. 1538 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Filter Criteria Jul 2019 - Jun 2021Accounting Period: ® Page 4 of 5Menu: Reports -> Accounting Reports -> Accounting Roll Forward CONFIDENTIAL 16.F.6.g Packet Pg. 1539 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing ® Menu:Reports -> Accounting Reports -> Sales Report Page 1 of 2CONFIDENTIAL 16.F.6.g Packet Pg. 1540 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) ® Menu:Reports -> Accounting Reports -> Sales Report Page 2 of 2CONFIDENTIAL 16.F.6.g Packet Pg. 1541 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) ® Menu:Reports -> Accounting Reports -> Sales Report Page 1 of 1CONFIDENTIAL 16.F.6.g Packet Pg. 1542 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) ® Menu:Reports -> Accounting Reports -> Sales Report Page 1 of 4CONFIDENTIAL 16.F.6.g Packet Pg. 1543 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) ® Menu:Reports -> Accounting Reports -> Sales Report Page 2 of 4CONFIDENTIAL 16.F.6.g Packet Pg. 1544 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) ® Menu:Reports -> Accounting Reports -> Sales Report Page 3 of 4CONFIDENTIAL 16.F.6.g Packet Pg. 1545 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) ® Menu:Reports -> Accounting Reports -> Sales Report Page 4 of 4CONFIDENTIAL 16.F.6.g Packet Pg. 1546 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) Menu:Reports -> Accounting Reports -> Adjustment Report Page 1 of 1CONFIDENTIAL 16.F.6.g Packet Pg. 1547 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) Menu:Reports -> Accounting Reports -> Adjustment Report Page 1 of 2CONFIDENTIAL 16.F.6.g Packet Pg. 1548 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) Menu:Reports -> Accounting Reports -> Adjustment Report Page 2 of 2CONFIDENTIAL 16.F.6.g Packet Pg. 1549 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) Menu:Reports -> Accounting Reports -> Adjustment Report Page 1 of 1CONFIDENTIAL 16.F.6.g Packet Pg. 1550 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) ® Menu:Reports -> Accounting Reports -> Cash Receipts Report Page 1 of 1CONFIDENTIAL 16.F.6.g Packet Pg. 1551 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) ® Menu:Reports -> Accounting Reports -> Cash Receipts Report Page 1 of 1CONFIDENTIAL 16.F.6.g Packet Pg. 1552 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) ® Menu:Reports -> Accounting Reports -> Accounts Receivables Report Page 1 of 1 CONFIDENTIAL 16.F.6.g Packet Pg. 1553 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Digitech Computer LLC 480 Bedford Rd Chappaqua, NY 10514 digitechcomputer.com 914.741.1919 (main) 914.741.2818 (fax) Résumés of Key Personnel 16.F.6.g Packet Pg. 1554 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) PROFESSIONAL EXPERIENCE DIGITECH CHAPPAQUA, NY 1994 - Present Oversees the processing of more than 4.7 million ambulance claims annually. Manages a staff of over 100 billing specialists. Key Achievements: • Built the company’s billing service division from the ground up • Supervises all aspects of billing service • Manages department budget EDWARD EHRBAR, INC. PELHAM, NY Assistant Controller, 1986 – 1993 Oversaw all aspects of Accounting Department including AP, AR, and Payroll. Provided financial reporting. Managed a staff of 15 employees. MEDICAB, INC. NEW YORK, NY Assistant Controller Provided direct support to billing staff. Managed a team of 8 employees. Supervised all aspects of the Accounting Department, including AP, AR, and Payroll. Provided financial reporting. JOYCE KERULO CHIEF REVENUE OFFICER EDUCATION Bachelor’s Degree in Accounting Manhattan College, 1982 CERTIFICATIONS • Certified Ambulance Coder certificate AFFILIATIONS • New Castle Parks & Recreation Commissioner • New Castle Girls Soccer Coach • Chair of the New Family Outreach Committee 16.F.6.g Packet Pg. 1555 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) PROFESSIONAL EXPERIENCE DIGITECH CHAPPAQUA, NY 1994 - Present Chief Operating Officer, 2018 – Present Senior Vice President of Deployment and Support, 1999 – 2018 Manages team of software trainers, technical support staff, and software developers. Directly oversees all aspects of new client implementation. Works closely with new clients to ensure that any system customizations, including custom reporting requirements, are implemented before Go-Live date. Customer Service Representative and Programmer, 1994 – 1999 Responsible for all customer support issues. Made required and customized program modifications. Setup and maintained hardware and networks for Digitech and clients. CELLULAR ONE PARAMUS, NJ 1994 - 1994 Directly involved with resolving customer service issues; managed overdue payment desk. WALTER C. PICKETT CHIEF OPERATING OFFICER EDUCATION Bachelor’s Degree in Mathematics Susquehanna University, 1994 AFFILIATIONS • New York Ambulette Coalition 16.F.6.g Packet Pg. 1556 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) PROFESSIONAL EXPERIENCE DIGITECH CHAPPAQUA, NY 2002 - Present Vice President of Technology, 2012 – 2020 Oversees Development and IT teams. Focuses on process analysis, automation, and innovation. Manages resource allocation for IT and Development. Provides strategy and direction. Key Achievements: • Uses Agile/Scrum and Object-Oriented Programming (OOPS) methodologies to develop C# in the .Net framework (Visual Studio) connecting to MS SQL databases • Conception and design of advanced billing technologies • Led the migration to a virtualized infrastructure Senior Software Engineer, 2002 – 2012 Designed and implemented an import engine to integrate with third-party ePCR vendors using XML over ASP.NET web services. Introduced real-time insurance eligibility. Revolutionized claim editing and coding process. Key Achievements: • Team leader for the redesign of Ambulance Commander using a Microsoft .NET/SQL Server framework • Introduced aggregated processing and reporting across all agency databases • Conceptualized and oversaw development of an automated alert system to seek out issues and inefficiencies by comparing historical and real-time data • Lead developer and PM for SecureDocs system, which provides web-based access to millions of EMS documents ACCESS TECHNOLOGIES GROUP PLYMOUTH MEETING, PA ColdFusion Programmer, 2001 – 2002 MEIXLER TECHNOLOGIES DREXEL, PA Virtual Basic Development Consultant, 2001 – 2002 BENJAMIN LAMBERT CHIEF INFORMATION OFFICER EDUCATION Executive MBA Pace University, 2009 Valedictorian Bachelor’s Degree in Information Technologies University of Phoenix, 2007 Bachelor’s Degree in Music Theory Studies Temple University, 2001 16.F.6.g Packet Pg. 1557 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) PROFESSIONAL EXPERIENCE DIGITECH CHAPPAQUA, NY 2002 - Present Initially hired as a Software Developer and promoted twice into roles of increasing technical and professional responsibility. Directs a staff of four software developers, overseeing new development and maintenance of medical billing, remittance posting, claim eligibility, patient portal, and file sending and receiving automation. Key Achievements: • Uses Agile/Scrum and Object-Oriented Programming (OOPS) methodologies to develop C# in the .Net framework (Visual Studio) connecting to MS SQL databases • Directly administers or manages MS SQL database administrator functions, Windows Server, and IIS administration • Implements the OnTime project management tool, increasing organizational efficiencies and individual/team accountabilities • Facilitates requirements gathering and developing detailed specifications to generate high levels of client satisfaction • Mitigates downtime with a dedicated server cluster, deployed SolarWinds for performance monitoring • Maintains compliance with all applicable regulations, including HIPAA and SOC-1 Significant Projects: • Architecture reviews with individual clients for PCI compliance • Automated file sending and receiving functions, reducing labor by approx. 6,000 hours annually • Developed and deployed the 835 remittance feature, significantly reducing time required for postings • Designed file conversion feature for converting printed bills to PDF format for email • Teamed with clients in providing MS SQL replications, reducing potential downtime and data loss FRONTLINE COMMUNICATIONS, PEARL RIVER, NY Network Administrator / Web Developer, 1998 – 2002 Designed, developed, and monitored e-commerce websites. Managed customer and corporate websites of Frontline Communications’ live sites and company clients’ websites. BRAD STUART VICE PRESIDENT OF BILLING SOFTWARE EDUCATION Associate’s Degree in Computer Programming College of Westchester, 2000 Bachelor’s Degree in Computer Science Pace University, 1997 16.F.6.g Packet Pg. 1558 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) PROFESSIONAL EXPERIENCE DIGITECH CHAPPAQUA, NY 2022 - Present Executive Management team member reporting to CEO that participates in the development of the annual and 5-year business plan. Manages the finance, accounting, and a client revenue cycle staff. Leads monthly and annual financial close. Formalizes financial business and accounting policies and procedures. NEW YORK PROTON CENTER NEW YORK, NY VP Finance, 2020 - 2022 Managed internal staff and outsourced resources totaling 20 employees, which were dedicated to the finance, contracting, accounts payable, prior authorization, medical coding, and billing and collections departments. • Formalized financial accounting and revenue cycle processes and developed KPIs. • Advocated and designed the patient At-Risk model, which reduced waiting time from referral to treatment start date by 70% (19 days to 5 days). • Led the evaluation and transition of employee medical, dental, 401K, and all other benefits programs, which lowered both employee and employer costs by 17%. ELIZABETH SETON CHILDREN’S YONKERS, NY Vice President, Audit and Project Management 2010-2019 Executive management team member reporting to Board of Directors; developed and led the internal audit, enterprise risk management, and project management areas and staff for four affiliated corporations: skilled nursing facility, special education school, Article 28 diagnostic and treatment center, and foundation. JOHN TSANTAKIS DIRECTOR OF FINANCE EDUCATION Master’s Business Management Administration Yale Bachelor’s Degree in Business Management New York University, Stern Minor in Mathematics Cum Laude TECHNICAL TRAINING • Certified Public Accountant • Project Management Professional • Certified Internal Auditor • Certified Revenue Cycle Representative • Certified Healthcare Internal Audit Professional • Participated in the development of the CHIAP exam for the Association of Healthcare and Internal Auditors • Speaker at annual AHIA conference 16.F.6.g Packet Pg. 1559 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) PROFESSIONAL EXPERIENCE DIGITECH CHAPPAQUA, NY 2000 - Present • Maintain staff of 40+ employees • Oversee all aspects of patient collections and process electronic and paper billing • Process electronic and paper billing • Act as liaison for ambulance clients located around the country • Support IT department with testing billing software TRANSWORLD JACKSONVILLE, FL 1999 - 2000 Managed Care / Medicare / Commercial Billing Manager CARLSON WAGONLIT TRAVEL PHOENIX, AZ 1997 - 1998 Travel Expense Manager TRANSCARE NY (AA AMBULANCE CO.) LONG ISLAND CITY, NY 1988 - 1997 Accounts Receivable Supervisor EMPRESS AMBULANCE YONKERS, NY 1988 - 1997 Dispatcher / Accounts Receivable Clerk FRAN CUZZO VICE PRESIDENT OF BILLING SERVICES CERTIFICATIONS • Front Office Medicare • National Association of Ambulance Coders 16.F.6.g Packet Pg. 1560 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) PROFESSIONAL EXPERIENCE DIGITECH CHAPPAQUA, NY 2012 – Present Vice President of Billing Services, 2018 – Present Billing Manager, 2012 – 2018 • Began tenure as Billing Representative and held positions as Medicare Manager and QA Manager • Oversees the Medicare and QA departments • Focuses on Digitech’s adherence to Medicare’s rules, regulations, and compliance standards MAXINE D’AGOSTINO VICE PRESIDENT OF BILLING SERVICES EDUCATION Bachelor’s Degree in Health Science State University of New York College at Cortland, 2010 16.F.6.g Packet Pg. 1561 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) PROFESSIONAL EXPERIENCE DIGITECH CHAPPAQUA, NY 2002 – Present Supervises Compliance Auditing personnel. Works closely with Digitech’s staff of claim editor and QA personnel as well as clients and outside auditors. Ensures that Digitech’s billing and collection practices comply with all federal and state regulations. Advises clients on any changes to Medicare policies. Leads team in random audits of clients claims to ensure optimum compliance. Makes continuing recommendations to clients regarding all aspects of compliance and documentation. Medicare Collection Manager, 2002 – 2012 Began as a Billing and Collection representative training on Ambulance Commander software in the Medicare Billing Department. Promoted after one year to Manager of Medicare Department. Gained knowledge about the use of OMNI PRO and other Medicare online systems and web-based insurance sites for the purpose of checking eligibility, claim status, and performing actual online claim adjustments. Key Achievements: • Trained and supervised team in Medicare ambulance billing and collections • Oversaw and participated in the day-to-day responsibilities of billing and collecting Medicare claims • Created and led the QA team, implemented to ensure compliant Medicare and Medicaid billing practices • Keeps up to date on current Medicare and Medicaid regulations and guidelines to keep clients advised on changes in policies JOHN A. GALENO, M.D. WHITE PLAINS, NY Medical Secretary, 1999 – 2002 ABBEY RICHMOND AMBULANCE SERVICE WHITE PLAINS, NY Billing and Collections Clerk, 1986 – 1999 CATHY TENZYK VICE PRESIDENT OF BILLING SERVICES CERTIFICATIONS • CMS Certified in Coding and Medical Necessity • National Association of Ambulance Coders 16.F.6.g Packet Pg. 1562 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) PROFESSIONAL EXPERIENCE DIGITECH CHAPPAQUA, NY 2000 – Present Vice President, 2020 – Present Vice President, Intermedix, 2000 – 2020 Responsible for the overall management of the client services for the southeast United States. Specific responsibilities included client management and account services. MORTGAGE.COM Mortgage Consultant/Manager, 1998 – 2000 Responsible for selling various custom loan programs for residential properties. Worked with executive management to establish goals and objectives for the sales department. AMERICAN GENERAL FINANCE Lending and Collections Administrator, 1998 SIRS, INC. Proposal Coordinator, 1997 – 1998 ACOSTA SALES CO., INC. Assistant Network Administrator, 1994 – 1997 DARRYL HARTUNG VICE PRESIDENT EDUCATION Associate’s Degree in Business Management Broward Community College Bachelor’s Degree in Business Administration and Management Florida Atlantic University 16.F.6.g Packet Pg. 1563 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) PROFESSIONAL EXPERIENCE DIGITECH CHAPPAQUA, NY 2017 - Present Works with clients on reporting and data analytics, helping to create custom reports and to address any other needs that may arise. Develops and delivers training on the Ambulance Commander platform. GWINNETT COUNTY FIRE & EMS LAWRENCEVILLE, GA 1990 – 2017 Battalion Chief, Business Services, 2010 – 2017 • Developed and coordinated a $100,000,000 Operating, Capital, and IT budget for the fire department. Managed EMS billing that resulted in improved revenue from $9,000,000 in 2009 to $16,000,000 in 2016. • Approved and facilitated purchases of capital assets including facilities, apparatuses, and equipment. Wrote and managed contracts, Business Service Agreements, and Requests for Proposals. • Wrote the fire department’s HIPAA compliance plan. • Served on the County’s Sole Standardization committee to provide oversight of sole provider services. Served on the State EMS committee to negotiate healthcare reimbursement with Georgia Medicaid. Medical Supervisor, 2006 – 2009 • Served as extension of EMS Medical Director to ensure continuous quality improvement and provide medical-level risk management. Developed initiatives that led to better patient care and outcomes. • Facilitated committees with the fire department’s medical director, ER physicians, surgeons and anesthesiologists in order to foster positive working relationships between the fire services and hospital professionals. • Established KPIs for paramedics and emergency room staff to measure performance. Established quality management programs for field paramedics. • Investigated and completed reports on EMS related incidents and unusual occurrences in an effort to maintain integrity of proactive and aggressive Medical Operations and Standing Medical Orders. Firefighter / Paramedic, Driver Engineer, Lieutenant, Captain, 1990-2005 MITCHEL HOLDER EXECUTIVE DIRECTOR OF ANALYTICS EDUCATION Level 1 and Level 2 Certificates in local government finance officer program University of Georgia, Carl Vinson Institute of Government Business Management Coursework Liberty University Instructor Licenses for: • ACLS • PHTLS • PALS • CPR • BTLS 16.F.6.g Packet Pg. 1564 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) PROFESSIONAL EXPERIENCE DIGITECH CHAPPAQUA, NY 2020 - Present Safety and sales professional with 9 years of public safety, 9 years of management, and 5 years of sales experience. Skilled at developing and cultivating relationships that positively impact business growth. ESO SOLUTIONS AUSTIN, TX Regional Account Manager, 2016 – 2019 • Identified prospects, created new opportunities and revenue while selling ESO Fire/EMS SaaS to target accounts • Contributed to sales growth of assigned region • Attended tradeshows, built RFP responses, delivered presentations of ESO products to decision makers and end users HCA HEALTHCARE GREATER ORLANDO, FL Regional EMS Coordinator, 2014 – 2016 • Built and sustained relationships with region’s Fire/EMS administration staff and 50+ affiliated stations • Served as primary liaison between facility O-Suites and Fire/EMS providers • Facilitated/conducted training courses for Fire/EMS providers • Member of HCA Sepsis, Stroke, Stemi and Trauma Committees charged with isolating Fire/EMS/Facility patient treatment and transfer opportunities HEART UTILITIES, WINTER PARK, FL & SOUTHEAST U.S. Groundman, 2013 – 2014 CITY OF OVEIDO FIRE RESCUE, OVEIDO, FL Firefighter / Emergency Medical Technician (EMT), 2003 – 2012 Performed both firefighting and EMT responsibilities for a population of 33K. Gained expertise in wide array of local, state and federal safety regulations. Procured supplies and equipment from vendors. Conducted training, fire prevention assessments, and community outreach services. Elected by peer team as Firefighter of the Year, 2007. SCOT METCALF REGIONAL SALES MANAGER EDUCATION Bachelor’s Degree in Business Management University of Central Florida, 1996 CERTIFICATIONS • State of Florida Certified Fire Officer • State of Florida Certified Instructor III • State of Florida Certified Rescue Specialist • State of Florida Certified Firefighter • National Registered EMT 16.F.6.g Packet Pg. 1565 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) PROFESSIONAL EXPERIENCE DIGITECH CHAPPAQUA, NY 2010 - Present • Provide client training and maintain relationships with all clients • Coordinate and test systems implementation for new clients • Enroll clients in all aspects of claims billing and ensure clients maintain provider credentials • Provide remote access support for system issue resolution & user inquiries • Work with third-party vendors for requirements of systems integration with our software • Train Account Managers on setup of client systems and providing system support PROGRESSIVE PRODUCTS RYE BROOK, NY 2007 - 2010 Administrative Sales Assistant MEDICAL ARTS CENTER HOSPITAL NEW YORK, NY 2005 – 2009 Project Assistant COMPUTER SERVICES CONSULTING BREWSTER, NY 1997 - 2002 Support Services Consultant STAMFORD HOSPITAL STAMFORD, CT 1987 - 1997 IT Clinical Applications Supervisor MARY DELFRANCO DIRECTOR OF ACCOUNT MANAGEMENT EDUCATION Bachelor’s Degree in Computer Science, 1983 16.F.6.g Packet Pg. 1566 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) PROFESSIONAL EXPERIENCE DIGITECH CHAPPAQUA, NY 2022 - Present • Responsible for planning, procurement, and execution of cost reporting projects • Developing marketing materials and other cost reporting tools, templates, and forms • Forecasting and planning business unit performance for C-level executives • Monitoring market dynamics and regulations and developing solutions to adapt to changes PUBLIC CONSULTING GROUP BOSTON, MA Senior Consultant, 2018 - 2022 • Led a diverse team of nine, including business analysts, consultants, and senior program staff • Managed a portfolio of >$3.5 million annually while averaging >10% year over year growth • Drafted State Plan Amendment and CMS preprints • Integrated business process improvements to achieve more efficient results. AUSTIN, TX Consultant, 2013 - 2018 • Developed and implemented innovative Medicaid financing solutions for EMS providers • Defined, documented, and improved business processes for Medicaid cost reporting • Led face-to-face and webinar sales calls, trainings, and conference presentations • Hired, trained, and supervised a team of business analysts. DAVID MEAD DIRECTOR OF COST RECOVERY SOLUTIONS EDUCATION Master of Business Administration Oklahoma State University, 2012 Bachelor’s Degree of Science Oklahoma State University, 2001 16.F.6.g Packet Pg. 1567 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) ADDITIONAL PERSONNEL ANTHONY SANTOS TEAM LEAD - ACCOUNT MANAGEMENT DIGITECH, 2015 - Present Education: University of Connecticut, Manhattanville College Responsible for onboarding new clients, directing system implementations and upgrades, training, and troubleshooting client systems issues. Provides client training and maintains relationships with all clients. Lead advisor and mentor for department team building, addressing day-to-day issues on systems, training, and management of client relations. MAX DEKLE SOFTWARE DEVELOPER, DATA ANALYTICS DIGITECH, 2010 - Present Education: Rochester Institute of Technology Heads the Reporting Analytics team, which ensures that all clients’ reporting needs are met. Integral to the development of numerous custom reports and customizing Digitech’s Dashboard and PCR Lens as needed. KIM CARRA VERIFYING MANAGER DIGITECH, 2011 - Present Education: State University of New York at New Paltz Manages a department of Verifying Specialists who utilize our proprietary technology to find demographic information vital for successful billing. Orchestrator of Sleuth, Digitech’s proprietary technology for demographic research. MARIE ELLINGHAM MEDICAID MANAGER DIGITECH, 2011- Present Education: Westchester Community College Manages the Medicaid department, a team dedicated to Medicaid- related tasks and claims processing. Keeps up with all rules and compliance requirements unique to state programs across the country. 16.F.6.g Packet Pg. 1568 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) DANIEL WARNER CASH POSTING MANAGER DIGITECH, 2015- Present Education: Cornell University, Fordham University Manages a team that handles cash posting for clients. Leads integration of new client accounts to Digitech’s cash posting process, reconciles cash monthly, and works with clients to resolve cash reconciliation issues. AMANDA COMPTON COMPLIANCE OFFICER DIGITECH, 2017- Present Education: Southern New Hampshire University Amanda provides support in the areas of compliance training, compliance plan development support, and consultation on fee schedules. She is a Certified Ambulance Compliance Officer by NAAC and a Notary Public for the State of New York. AMANDA STARK RISK MANAGER DIGITECH, 2021- Present Education: Millikin University, University of Illinois College of Law Amanda’s responsibilities include reviewing and auditing clients’ claims to ensure they are billed in compliance with each payer’s rules. She has taught courses on ambulance compliance and worked with clients across the country to create and improve their compliance programs. 16.F.6.g Packet Pg. 1569 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) Digitech Computer LLC 480 Bedford Rd Chappaqua, NY 10514 digitechcomputer.com 914.741.1919 (main) 914.741.2818 (fax) Attachments 16.F.6.g Packet Pg. 1570 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) October 28, 2022 Ms. Amanda Mihalick Compliance Officer Digitech Computer LLC Dear Ms. Mihalick: This letter is to confirm that Digitech Computer, LLC (Digitech), Chappaqua, NY, has undergone a SOC 1 Type II examination by our firm of its Description of controls Applicable to the Claims Processing, Billing and Related Operations throughout the period July 1, 2021 to June 30, 2022 and the suitability of the design and operating effectiveness of controls to achieve the related Control Objectives stated in the description. As you are aware, AICPA standards restrict the distribution and use of the report to Digitech and user entities (customers) and the independent auditors of such user entities of Digitech’s services during some or all of the period July 1, 2021 to June 30, 2022. Our independent Service Auditors report addressed 11 Control Objectives and 41 individual business process and IT Control Activities. During our examination, we applied 72 individual audit tests to these Control Activities. Our detailed audit testing of these control objectives and control activities resulted in no exceptions and no control deficiencies were detected. The control objectives addressed in our report are summarized below: 1.Contract and client setup 2.Claims creation 3.Procedure coding and quality reviews 4.Insurance verification 5.Invoicing 6.Collection activities 7.Cash applications 8.Reconciliation and reporting 9.Physical security and environmental controls 10.Logical security 11.Data backup and retention Our Independent Service Auditors’ report, which was issued on September 30, 2022, is unqualified and without modification. Sincerely, WithumSmith+Brown, PC AN INDEPENDENT MEMBER OF HLB - THE GLOBAL ADVISORY AND ACCOUNTING NETWORK WithumSmith+Brown, PC 506 Carnegie Center, Suite 400, Princeton, New Jersey 08540-6243 T (609) 520 1188 F (609) 520 9882 withum.com 16.F.6.g Packet Pg. 1571 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) Vendor Check List IMPORTANT: Please review carefully and submit with your Proposal/Bid. All applicable documents shall be submitted electronically through BidSync. Vendor should checkoff each of the following items. Failure to provide the applicable documents may deem you non-responsive/non-responsible. General Bid Instructions has been acknowledged and accepted. Collier County Purchase Order Terms and Conditions have been acknowledged and accepted . Form 1: Vendor Declaration Statement Form 2: Conflict of Interest Certification Proof of status from Division of Corporations - Florida Department of State (If work performed in the State) - http://dos.myflorida.com/sunbiz/ should be attached with your submittal. Vendor MUST be enrolled in the E-Verify - https://www.e-verify.gov/ at the time of submission of the proposal/bid. Form 3: Immigration Affidavit Certification MUST be signed and attached with your submittal. E-Verify Memorandum of Understanding or Company Profile page should be attached with your submittal. Form 4: Certification for Claiming Status as a Local Business, if applicable, has been executed and returned. Collier or Lee County Business Tax Receipt should be attached with your submittal to be considered. Form 5: Reference Questionnaire form must be utilized for each requested reference and included with your submittal, if applicable to the solicitation. Form 6: Grant Provisions and Assurances package in its entirety, if applicable, are executed and should be included with your submittal. Vendor W-9 Form. Vendor acknowledges Insurance Requirements and is prepared to produce the required insurance certificate(s) within five (5) days of the County’s issuance of a Notice of Recommend Award. The Bid Schedule has been completed and attached with your submittal, applicable to bids. Copies of all requested licenses and/or certifications to complete the requirements of the project. All addenda have been signed and attached. County’s IT Technical Architecture Requirements has been acknowledged and accepted, if applicable. Any and all supplemental requirements and terms has been acknowledged and accepted, if applicable. Solicitation 23-8098Collier County 3/21/2023 1:53 PM p. 28 Digitech acknowledges and accepts. Digitech acknowledges and accepts. Not Applicable for Digitech Not Applicable for Digitech Digitech acknowledges and accepts. Please see sample insurance documents included with submittal. Not Applicable for Digitech Not Applicable for Digitech Not Applicable for Digitech 16.F.6.g Packet Pg. 1572 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) ***Updated on 022820*** REQUEST FOR PROPOSAL (RFP) INSTRUCTIONS 1. QUESTIONS 1.1 Direct questions related to this Request for Proposal (RFP) to the Collier County Procurement Services Division Online Bidding System website: https://www.bidsync.com/bidsync-cas/. 1.2 Proposer/Vendor/Firm must clearly understand that the only official answer or position of the County will be the one stated on the Collier County Procurement Services Division Online Bidding System website. For general questions, please call the referenced Procurement Strategist noted on the cover page. 2. PRE-PROPOSAL CONFERENCE (if applicable) 2.1 The purpose of the pre-proposal conference is to allow an open forum for discussion and questioning with County staff regarding the RFP with all prospective vendors having an equal opportunity to hear and participate. Oral questions will receive oral responses, neither of which will be official, nor become part of the RFP. Only written responses to written questions will be considered official, and will be included as part of the RFP as an addendum. 2.2 All prospective vendors are strongly encouraged to attend, as, this will usually be the only pre-proposal conference for this solicitation. If this pre-proposal conference is denoted as “mandatory”, prospective Vendors must be present in order to submit a proposal response. 3. COMPLIANCE WITH THE RFP Proposals must be in strict compliance with this RFP. Failure to comply with all provisions of the RFP may result in disqualification. 4. AMBIGUITY, CONFLICT, OR OTHER ERRORS IN THE RFP It is the sole responsibility of the vendor if they discover any ambiguity, conflict, discrepancy, omission or other error in the RFP, to immediately notify the Procurement Professional, noted herein, of such error in writing and request modification or clarification of the document prior to submitting the proposal. The Procurement Professional will make modifications by issuing a written revision and will give written notice to all parties who have received this RFP from the Procurement Services Division. 5. ADDENDA The County reserves the right to formally amend and/or clarify the requirements of the solicitation where it deems necessary. Any such addendum/clarification shall be in writing and notifications shall be distributed electronically to all parties who received the original RFP prior to the deadline for submission of proposals. All changes to this RFP will be conveyed electronically through a notice of addendum or questions and answers to all Vendors registered under the applicable commodity code(s) at the time when the original RFP was released, as well as those Vendors who downloaded the RFP document. All addendums are posted on the Collier County Procurement Services Division Online Bidding System website: https://www.bidsync.com/bidsync-cas/. Before submitting a proposal, please make sure that you have read all documents provided, understood clearly and complied completely with any changes stated in the addenda as failure to do so may deeming your submittal non -responsive. 6. PROPOSALS, PRESENTATIONS, AND PROTEST COSTS The County will not be liable in any way for any costs incurred by any Vendor in the preparation of its proposal in response to this RFP, nor for the presentation of its proposal and/or participation in any discussions, negotiations, or, if appl icable, any protest procedures. 7. DELIVERY OF PROPOSALS 7.1 All proposals are to be submitted by the due date and Naples local time, on the Collier County Procurement Services Division Online Bidding System website: https://www.bidsync.com/bidsync-cas/. 7.2 The County does not bear the responsibility for proposals delivered to the Procurement Services Division past the stated date and/or time indicated. 8. VALIDITY OF PROPOSALS No proposal can be withdrawn after it is opened unless the vendor makes their request in writing to the County. All proposals shall be valid for a period of one hundred eighty (180) days from the submission date to accommodate evaluation and selection process. 9. METHOD OF SOURCE SELECTION 9.1 The County is using the Competitive Sealed Proposals methodology of source selection for this procurement, as authorized by Ordinance Number 2017-08, as amended, establishing and adopting the Collier County Procurement Ordinance. 9.2 If the County receives proposals from less than three (3) firms, the Procurement Director shall review all the facts and determine if it is in the best interest of the County to solicit additional proposals or request that the Selection Committee Solicitation 23-8098Collier County 3/21/2023 1:53 PM p. 10 16.F.6.g Packet Pg. 1573 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) ***Updated on 022820*** rank order the received proposals. 10. EVALUATION OF PROPOSALS 10.1 The County’s procedure for selection is as follows: 10.1.1 The Procurement Services Director shall appoint a selection committee to review all proposals submitted. 10.1.2 The Request for Proposal is issued. 10.1.3 Subsequent to the closing date of the solicitation, the Procurement Professional will review the proposals received and verify each proposal to determine if it minimally responds to the requirements of the published RFP. 10.1.4 Selection committee meetings will be open to the public and publicly noticed by the Procurement Services Division. 10.1.5 In an initial organization meeting, the selection committee members will receive instructions, the submitted proposals, and establish the next selection committee meeting date and time. After the first meeting, the Procurement professional will publicly announce all subsequent committee meeting dates and times. The subsequent meeting dates and times will be publicly posted with at least seventy-two hours advanced notice. 10.1.6 Selection committee members will independently review and score each proposal based on the evaluation criteria stated in the request for proposal using the Individual Selection Committee Scoresheet and prepare comments for discussion at the next meeting. The Individual Selection Committee Scoresheet is merely a tool to assist the selection committee member in their review of the proposals. 10.1.7 At the publicly noticed selection committee meeting, the members will present their independent findings / conclusions / comments based on their reading and interpretation of the materials presented to each other, and may ask questions of one another. Time will be allowed for public comment. 10.1.8 Collier County selection committee members may consider all the mat erial submitted by the Proposer and other information Collier County may obtain to determine whether the Proposer is capable of and has a history of successfully completing projects of this type, including, without limitation, additional information Collier County may request, clarification of proposer information, and/or additional credit information. 10.1.9 Once the individual scoring has been completed, the Procurement professional will read the results publicly. The committee will make a determination if oral presentations are needed and which firms will be invited to give oral presentations by short listing the proposals submitted. The selection committee may ask for additional information, present materials, interview, ask questions, etc. The members may consider any and all information obtained through this method in formulating their final ranking. 10.1.10 The selection committee’s overall rank of firms in order of preference (from highest score or beginning with a rank of one (1) if presentations were held) will be discussed and reviewed by the Procurement Professional. By final tabulation, and having used all information presented (proposal, presentation, references, etc.), the selection committee members will vote and thus create a final ranking and staff will subsequently enter into negotiations. 10.2 The County reserves the right to withdraw this RFP at any time and for any reason, and to issue such clarifications, modifications, addendums, and/or amendments as it may deem appropriate, including, but not l imited, to requesting supplemental proposal information. 10.3 Receipt of a proposal by the County offers no rights upon the proposer nor obligates the County in any manner. 10.4 Acceptance of the proposal does not guarantee issuance of any other governmental approvals. 11. REFERENCES The County reserves the right to contact any and all references submitted as a result of this solicitation. 12. RESERVED RIGHTS Collier County reserves the right in any solicitation to accept or reject any or all bids, proposals or offers; t o waive minor irregularities and technicalities; or to request resubmission. Also, Collier County reserves the right to accept all or any p art of any bid, proposal, or offer, and to increase or decrease quantities to meet additional or reduced requirements of Collier County. Collier County reserves the right to cancel, extend, or modify any or all bids, proposals or offers and to negotiate with any responsible providers to secure the best terms and conditions when it is deemed to be in the best of the County. County reserves its right to reject any sole response. 13. INSURANCE AND BONDING REQUIREMENTS 13.1 The Vendor shall at its own expense, carry and maintain insurance coverage from responsible companies duly authorized to do business in the State of Florida as set forth in the Insurance and Bonding attachment of this solicitation. The Vendor shall be required to provide the Certificate of Insurance(s) with the limits set forth in the solicitation within five (5) days upon notification of selection for award. If the Vendor cannot provide the document within the referenced timeframe, the County reserves the right to award to another Vendor. The Vendor shall procure and maintain property Solicitation 23-8098Collier County 3/21/2023 1:53 PM p. 11 16.F.6.g Packet Pg. 1574 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) ***Updated on 022820*** insurance upon the entire project, if required, to the full insurable value of the scope of work. 13.2 The County and the Vendor waive against each other and the County’s separate Vendors, Contractors, Design Vendor, Subcontractors agents and employees of each and all of them, all damages covered by property insurance provided herein, except such rights as they may have to the proceeds of such insurance. The Vendor and County shall, where appropriate, require similar waivers of subrogation from the County’s separate Vendors, Design Vendors and Subcontractors and shall require each of them to include similar waivers in their contracts. 13.3 Collier County shall be responsible for purchasing and maintaining, its own liability insurance. 13.4 Certificates issued as a result of the award of this solicitation must identify “For any and all work performed on behalf of Collier County.” 13.5 The General Liability Policy provided by Vendor to meet the requirements of this solicitation shall name Collier County, Florida, as an additional insured as to the operations of Vendor under this solicitation and shall contain a severability of interests provisions. 13.6 Collier County Board of County Commissioners shall be named as the Certificate Holder. The Certificates of Insurance must state the Contract Number, or Project Number, or specific Project description, or must read: For any and all work performed on behalf of Collier County. The "Certificate Holder" should read as follows: Collier County Board of County Commissioners Naples, Florida 13.7 The amounts and types of insurance coverage shall conform to the minimum requirements set forth in Insurance and Bonding attachment, with the use of Insuran ce Services Office (ISO) forms and endorsements or their equivalents. If Vendor has any self-insured retentions or deductibles under any of the below listed minimum required coverage, Vendor must identify on the Certificate of Insurance the nature and amount of such self- insured retentions or deductibles and provide satisfactory evidence of financial responsibility for such obligations. All self-insured retentions or deductibles will be Vendor’s sole responsibility. 13.8 Coverage(s) shall be maintained with out interruption from the date of commencement of the Work until the date of completion and acceptance of the scope of work by the County or as specified in this solicitation, whichever is longer. 13.9 The Vendor and/or its insurance carrier shall provide 30 days written notice to the County of policy cancellation or non- renewal on the part of the insurance carrier or the Vendor. The Vendor shall also notify the County, in a like manner, within twenty-four (24) hours after receipt, of any notices of expiration, cancellation, non -renewal or material change in coverage or limits received by Vendor from its insurer and nothing contained herein shall relieve Vendor of this requirement to provide notice. In the event of a reduction in the aggregate limit of any policy to be provided by Vendor hereunder, Vendor shall immediately take steps to have the aggregate limit reinstated to the full extent permitted under such policy. 13.10 Should at any time the Vendor not maintain the insurance coverage(s) required herein, the County may terminate the Agreement or at its sole discretion shall be authorized to purchase such coverage(s) and charge the Vendor for such coverage(s) purchased. If Vendor fails to reimburse the County for such costs within thirty (30) days after demand, the County has the right to offset these costs from any amount due Vendor under this Agreement or any other agreement between the County and Vendor. The County shall be under no obligation to purchase such in surance, nor shall it be responsible for the coverage(s) purchased or the insurance company or companies used. The decision of the County to purchase such insurance coverage(s) shall in no way be construed to be a waiver of any of its rights under the Con tract Documents. 13.11 If the initial or any subsequently issued Certificate of Insurance expires prior to the completion of the scope of work, the Vendor shall furnish to the County renewal or replacement Certificate(s) of Insurance not later than ten (10) calendar days after the expiration date on the certificate. Failure of the Vendor to provide the County with such renewal certificate(s) shall be considered justification for the County to terminate any and all contracts. 14. ADDITIONAL ITEMS AND/OR SERVICES Additional items and / or services may be added to the resultant contract, or purchase order, in compliance with the Procurement Ordinance. 15. COUNTY’S RIGHT TO INSPECT The County or its authorized Agent shall have the right to inspect the Vendor’s facilities/project site during and after each work assignment the Vendor is performing. The County reserves the right to take into consideration a vendor ’s past performance under a prior or current County contract when it is considering the granting of a new contract, the assignment of a work order, or any additional work. Past poor performance may result in the County deeming the vendor non -responsible and therefore refraining from awarding such work. Solicitation 23-8098Collier County 3/21/2023 1:53 PM p. 12 16.F.6.g Packet Pg. 1575 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) ***Updated on 022820*** 16. VENDOR PERFORMANCE EVALUATION The County has implemented a Vendor Performance Evaluation System for all contracts awarded in excess of $25,000. To this end, vendors will be evaluated on their performance upon completion/termination of this Agreement. The County reserves the right to take into consideration a Vendor’s past performance under a prior or current County contract when it is considering the granting of a new contract, the assignment of a work order, or any additional work. Past poor performance may result in the County deeming the vendor non -responsible and therefore refraining from awarding such work. 17. ADDITIONAL TERMS AND CONDITIONS OF CONTRACT 17.1 The selected Vendor shall be required to sign a standard Collier County contract or accept the County’s Purchase Order terms and conditions to serve as a formal contact. 17.2 The resultant contract(s) may include purchase or work orders issued by the County’s Project Manager (a/k/a Contract Administrative Agent). 17.3 The County reserves the right to include in any contract document such terms and conditions, as it deems necessary for the proper protection of the rights of Collier County. A sample copy of this contract is available upon request. The County will not be obligated to sign any contracts, maintenance and/or service agreements, other documents or agree to any exceptions to the County’s terms and conditions provided by the Vendor. 17.4 The County’s Project Manager shall coordinate with the Vendor / Contractor the return of any surplus assets, including materials, supplies, and equipment associated with the scope or work. 18. PUBLIC RECORDS COMPLIANCE 18.1 Florida Public Records Law Chapter 119, including specifically those contractual requirements in 119.0701(2)(a)-(b) as follows: IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR’S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT: Communications, Government & Public Affairs Division 3299 Tamiami Trail East Suite 102 Naples, FL 34112-5746 Telephone: (239) 252-8999 18.2 The Contractor must specifically comply with the Florida Public Records Law to: 18.2.1 Keep and maintain public records required by the public agency to perform the service. 18.2.2 Upon request from the public agency’s custodian of public records, provide the public agency with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in this chapter or as otherwise provided by law. 18.2.3Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the Contractor does n ot transfer the records to the public agency. 18.2.4 Upon completion of the contract, transfer, at no cost, to the public agency all public records in possession of the Contractor or keep and maintain public records required by the public agency to perform the service. If the Contractor transfers all public records to the public agency upon completion of the contract, the Contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the Contractor keeps and maintains public records upon completion of the contract, the Contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the public agency, upon request from the public agency’s custodian of public records, in a format that is compatible with the information technology systems of the public agency. 19. PAYMENT METHOD 19.1 Payments are made in accordance with the Local Government Prompt Payment Act, Chapter 218, Florida Statutes. Vendor’s invoices must include: Solicitation 23-8098Collier County 3/21/2023 1:53 PM p. 13 16.F.6.g Packet Pg. 1576 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) ***Updated on 022820*** 19.1.1 Purchase Order Number 19.1.2 Description and quantities of the goods or services provided per instructions on the County’s purchase order or contract. Invoices shall be sent to: Board of County Commissioners Clerk’s Finance Department ATTN: Accounts Payable 3299 Tamiami Trail East, Sui te 700 Naples FL 34112 Or Emailed to: bccapclerk@collierclerk.com 19.2 Payments will be made for articles and/or services furn ished, delivered, and accepted, upon receipt and approval of invoices submitted on the date of services or within six (6) months after completion of contract. Any untimely submission of invoices beyond the specified deadline period is subject to non -payment under the legal doctrine of “laches” as untimely submitted. Time shall be deemed of the essence with respect to the timely submission of invoices under this agreement. 19.3 In instances where the successful Vendor may owe debts (including, but not limited to taxes or other fees) to Collier County and the contractor has not satisfied nor made arrangement to satisfy these debts, the County reserves the right to off-set the amount owed to the County by applying the amount owed to the vendor or contractor for services performed of for materials delivered in association with a contract. 19.4 Invoices shall not reflect sales tax. After review and approval, the invoice will be transmitted to the Finance Division for payment. Payment will be made upon receipt of proper invoice and in compliance with Chapter 218 Florida Statutes, otherwise known as the “Local Government Prompt Payment Act.” Collier County reserves the right to withhold and/or reduce an appropriate amount of an y payment for work not performed or for unsatisfactory performance of Contractual requirements. 20. ENVIRONMENTAL HEALTH AND SAFETY 20.1 All Vendors and Sub Vendors performing service for Collier County are required and shall comply with all Occupational Safety and Health Administration (OSHA), State and County Safety and Occupational Health Standards and any other applicable rules and regulations. Vendors and Sub Vendors shall be responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site. All firewall penetrations must be protected in order to meet Fire Codes. 20.2 Collier County Government has authorized OSHA representatives to enter any Collier County fa cility, property and/or right-of-way for the purpose of inspection of any Vendor’s work operations. This provision is non -negotiable by any department and/or Vendor. 20.3 All new electrical installations shall incorporate NFPA 70E Short Circuit Protective Devi ce Coordination and Arc Flash Studies where relevant as determined by the engineer. 20.4 All electrical installations shall be labeled with appropriate NFPA 70E arch flash boundary and PPE Protective labels. 21. POLLUTION PREVENTION The vendor is required to implement industry relevant pollution prevention and best management practices. Should pollution incidents occur, Collier County Pollution Control must be notified immediately. 22. LICENSES 22.1 The Vendor is required to possess the correct Business Tax Receipt, professional license, and any other authorizations necessary to carry out and perform the work required by the project pursuant to all applicable Federal, State and Local Law, Statute, Ordinances, and rules and regulations of any kind. Additionally, copies of the required licenses must be submitted with the proposal response indicating that the entity proposing, as well as the team assigned to the County account, is properly licensed to perform the activities or work included in the contract documents. Failure on the part of any Vendor to submit the required documentation may be grounds to DEEM VENDOR NON-RESPONSIVE. A Vendor, with an office within Collier County is also required to have an occupational license. 22.2 All State Certified contractors who may need to pull Collier County permits or call in inspections must complete a Collier County Contractor License registration form and submit the required fee. After registering the license/registration will need to be renewed thereafter to remain “active” in Collier County. 22.3 If you have questions regarding professional licenses contact the Contractor Licensing, Community Development and Environmental Services at (239) 252-2431, 252-2432 or 252-2909. Questions regarding required occupational licenses, please contact the Tax Collector’s Office at (239) 252-2477. 23. SURVIVABILITY The Vendor agrees that any Purchase Order/Work Order/Solicitation Documents that extends beyond the expiration date of the Solicitation 23-8098Collier County 3/21/2023 1:53 PM p. 14 16.F.6.g Packet Pg. 1577 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) ***Updated on 022820*** original Solicitation will survive and remain subject to the terms and conditions of that Agreement until the completion or termination. 24. PRINCIPAL/COLLUSION By submission of this Proposal the undersigned, as Vendor, does declare that the only person or persons interested in this Pr oposal as principal or principals is/are named therein and that no person other than therein mentioned has any interest in th is Proposal or in the contract to be entered into; that this Proposal is made without connection with any person, company or parties making a Proposal, and that it is in all respects fair and in good faith without collusion or fraud. 25. RELATION OF COUNTY It is the intent of the parties hereto that the Vendor shall be legally considered an independent Vendor, and that neither the Vend or nor their employees shall, under any circumstances, be considered employees or agents of the County, and that the County shall be at no time legally responsible for any negligence on the part of said Vendor, their employees or agents, resulting in either bodily or personal injury or property damage to any individual, firm, or corporation. 26. TERMINATION Should the Vendor be found to have failed to perform services in a manner satisfactory to the County, the County may terminate this Agreement immediately for cause; further the County may terminate this Agreement for convenience with a thirty (30) day written notice. The County shall be sole judge of nonperformance. In the event that the award of this solicitation is made by the Procurement Services Director, the award and any resultant purchase orders may be terminated at any time by the County upon thirty (30) days written notice to the awarded vendor(s) pursuant to the Board’s Procurement Ordinance. 27. LOBBYING After the issuance of any solicitation, no current or prospective vendor or any person acting on their behalf, shall contact, communicate with or discuss any matter relating to the solicitation with any Collier County employee or elected or appointed official, other than the Procurement Services Director or his/her designees. This prohibition ends upon execution of the final contract or upon cancellation of the solicitation. Any current or prospective vendor that lobbies any Collier County employe e or elected or appointed official while a solicitation is open or being recommended for award (i) may be deemed ineligible for award of that solicitation by the Procurement Services Director, and (ii) will be subject to Suspension and Debarment outlined in section Twenty-Eight of County Procurement Ordinance 2017-08, as amended. 28. CERTIFICATE OF AUTHORITY TO CONDUCT BUSINESS IN THE STATE OF FLORIDA (FL Statute 607.1501) In order to be considered for award, firms must be registered with the Florida Department of State Divisions of Corporations in accordance with the requirements of Florida Statute 607.1501 and provide a certificate of authority (www.sunbiz.org/search.html) prior to execution of a contract. A copy of the document should be submitted with the solicitation response and the document number should be identified. Firms who do not provide the certificate of authority at the time of response shall be required to provide same within five (5) days upon notification of selection for award. If the firm cannot provide the document within the referenced timeframe, the County reserves the right to award to another firm. 29. SINGLE PROPOSAL Each Vendor must submit, with their proposal, the required forms included in this RFP. Only one proposal from a legal entity as a primary will be considered. A legal entity that submits a proposal as a primary or as part of a partnership or joint venture submitting as primary may not then act as a sub-vendor to any other firm submitting under the same RFP. If a legal entity is not submitting as a primary or as part of a partnership or joint venture as a primary, that legal entity may act as a sub -vendor to any other firm or firms submitting under the same RFP. All submittals in violation of this requirement will be deemed non- responsive and rejected from further consideration. 30. PROTEST PROCEDURES 30.1 Any Vendor who alleges to be aggrieved in connection with the solicitation or award of a contract, may protest to the Procurement Services Director, who shall serve as the sole receipt of the any and all notices of intent to protest and all formal protests. 30.2 With respect to a protest of the terms, conditions and specifications contained in a solicitation, including any provisions governing the methods for evaluation of bids, proposals or replies, awarding contracts, reserving rights for further negotiation or modifying or amending any contract, the protesting party shall file a notice of intent to protest within three (3) days, excluding weekends and County holidays, after the first publication, whether by posting or formal advertisement of the solicitation. Th e formal written protest shall be filed within five (5) days of the date the notice of intent is filed. Formal protests of the terms, conditions and specifications shall contain all of the information required for the Procurement Services Director, to render a decision on the formal protest and determine whether postponement of the bid opening or proposal/response closing time is appropriate. The Procurement Services Director's decision shall be considered final and conclusive unless the protesting party files an appeal of the Procurement Services Director's decision. 30.3 Any actual proposer or respondent to who desires to protest a recommended contract award shall submit a notice of intent Solicitation 23-8098Collier County 3/21/2023 1:53 PM p. 15 16.F.6.g Packet Pg. 1578 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) ***Updated on 022820*** to protest to the Procurement Services Director within three (3) calendar days, excluding weekends and County holidays, from the date of the initial posting of the recommended award. 30.4 All formal protests with respect to a recommended contract award shall be submitted in writing to the Procurement Services Director for a decision. Said protests shall be submitted within five (5) calendar days, excluding weekends and County holidays, from the date that the notice of intent to protest is received by the Procurement Services Director, and accompanied by the required fee. 30.5 Complete instructions for formal protest are set forth in Section 23 of Collier County Procurement Ordinance 2017-08, as amended. The protesting party must have standing as defined by established Florida case law to maintain a protest. 31. PUBLIC ENTITY CRIME A person or affiliate who has been placed on the convicted Vendor list following a conviction for a public entity crime may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or vendor under a contract with any public entity; and may not transact business with any public entity in excess of the threshold amount provided in s. 287.017 for CATEGORY TWO for a period of 36 months following the date of bein g placed on the convicted Vendor list. 32. SECURITY AND BACKGROUND CHECKS 32.1 The Contractor is required to comply with County Ordinance 2004-52, as amended. Background checks are valid for five (5) years and the Contractor shall be responsible for all associated costs. If required, Contractor shall be responsible for the costs of providing background checks by the Collier County Facilities Management Division for all employees that shall provide services to the County under this Agreement. This may include, but not be limited to, checking federal, state and local law enforcement records, including a state and FBI fingerprint check, credit reports, education, residence and employment verifications and other related records. Contractor shall be required to maintain records on each employee and make them available to the County for at least four (4) years. 32.2 All of Contractor’s employees and subcontractors must wear Collier County Government Identification badges at all times while performing services on County facilities and properties. Contractor ID badges are valid for one (1) year fr om the date of issuance and can be renewed each year at no cost to the Contractor during the time period in which their background check is valid, as discussed below. All technicians shall have on their shirts the name of the contractor’s business. 32.3 The Contractor shall immediately notify the Collier County Facilities Management Division via e-mail (DL- FMOPS@colliergov.net) whenever an employee assigned to Collier County separates from their employment. This notification is critical to ensure the continued security of Collier County facilities and systems. Failure to notify within four (4) hours of separation may result in a deduction of $500 per incident. 32.4 CCSO requires separate fingerprinting prior to work being performed in any of their locations. This will be coordinated upon award of the contract. If there are additional fees for this process, the vendor is responsible for all costs. 33. CONFLICT OF INTEREST Vendor shall complete the Conflict of Interest Affidavit included as an attachment to this RFP document. Disclosure of any potential or actual conflict of interest is subject to County staff review and does not in and of itself disqualify a firm fr om consideration. These disclosures are intended to identify and or preclude conflict of interest situati ons during contract selection and execution. 34. PROHIBITION OF GIFTS TO COUNTY EMPLOYEES No organization or individual shall offer or give, either directly or indirectly, any favor, gift, loan, fee, service or other item of value to any County employee, as set forth in Chapter 112, Part III, Florida Statutes, the current Collier County Ethics Ordinance and County Administrative Procedure 5311. Violation of this provision may result in one or more of the fol lowing consequences: a. Prohibition by the individual, firm, and/or any employee of the firm from contact with County staff for a specified period of time; b. Prohibition by the individual and/or firm from doing business with the County for a specified period of time, including but not limited to: submitting bids, RFP, and/or quotes; and, c. immediate termination of any contract held by the individual and/or firm for cause. 35. IMMIGRATION LAW AFFIDAVIT CERTIFICATION 35.1 Statutes and executive orders require employers to abide by the immigration laws of the United States and to employ only individuals who are eligible to work in the United States. 35.2 The Employment Eligibility Verification System (E -Verify) operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA), provides an Internet -based means of verifying employment eligibility of workers in the United States; it is not a substitute for any other employment eligibility verification requirements. The program will be used for Collier County formal Invitations to Bid (ITB) and Request for Proposals Solicitation 23-8098Collier County 3/21/2023 1:53 PM p. 16 16.F.6.g Packet Pg. 1579 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) ***Updated on 022820*** (RFP) including Request for Professional Services (RFP) and construction services. 35.3 Exceptions to the program: 35.3.1 Commodity based procurement where no services are provided. 35.3.2 Where the requirement for the affidavit is waived by the Board of County Commissioners 35.4 Vendors are required to be enrolled in the E-Verify program at the time of submission of the bid. Acceptable evidence of your enrollment consists of a copy of the properly completed E-Verify Company Profile page or a copy of the fully executed E-Verify Memorandum of Understanding for the company which will be produced at the time of the submission of the Vendor’s proposal/bid or within five (5) day of the County’s Notice of Recommend Award. FAILURE TO EXECUTE THIS AFFIDAVIT CERTIFICATION AND SUBMIT WITH VENDOR’S PROPOSAL/BID MAY DEEM THE VENDOR’S AS NON-RESPONSIVE. 35.5 Additionally, Vendors shall require all subcontracted Vendors to use the E-Verify system for all purchases not covered under the “Exceptions to the program” clause above. All vendors shall familiarize themselves with the statutory requirements set fort in the Florida Statutes §448.095 per taining to the responsibilities of Public Employers, Contractors and Subcontractors. 35.6 For additional information regarding the Employment Eligibility Verification System (E -Verify) program visit the following website: http://www.dhs.gov/E-Verify. It shall be the Vendor’s responsibility to familiarize themselves with all rules and regulations governing this program. 35.7 Vendor acknowledges, and without exception or stipulation, any firm(s) receiving an award shall be fully responsible for complying with the provisions of the Immigration Reform and Control Act of 1986 as located at 8 U.S.C. 1324, et seq. and regulations relating thereto, as either may be amended and with the provisions contained within this affidavit. Failure by the awarded firm(s) to comply with the laws referenced herein or the provisions of this affidavit shall constitute a breach of the award agreement and the County shall have the discretion to unilaterally terminate said agreement immediately. 36. COLLIER COUNTY INFORMATION TECHNOLOGY REQUIREMENTS All vendor access will be done via VPN access only. All access must comply with current published County Manager Agency (CMA) policies. Current policies that apply are CMAs 5402, 5403 and 5405. These policies will be available upon request from the Information Technology Department. All vendors will be required to adhere to IT policies for access to the County network. Vendors are required to notify the County in writing twenty-four (24) hours in advance as to when access to the network is planned. Included in this request must be a detailed work plan with actions that will be taken at the time of acce ss. The County IT Department has developed a Technical Architecture Requirements Document. 37. GRANT COMPLIANCE The purchase of any goods and/or services that are funded through Federal Grant Appropriations, the State of Florida, or any other public or private foundations shall be subject to the compliance and reporting requirements of the granting agency. The Vendor agrees include with the bid submission all the completed and fully executed Grant documents provided as an attachment to the solicitation, or you may BE DEEMED NON-RESPONSIVE. 38. LOCAL VENDOR PREFERENCE (LVP) Any Vendor claiming local vendor preference must complete the required form and submit a Collier or Lee Business Tax receipt with their submission. 39. OFFER EXTENDED TO OTHER GOVERNMENTAL ENTITIES Collier County encourages and agrees to the successful vendor extending the pricing, terms and conditions of this solicitation or resultant contract to other governmental entities at the discretion of the successful vendor. Certification: The Vendor hereby agrees to comply with the instructions above, by submission of a bid/proposal. Solicitation 23-8098Collier County 3/21/2023 1:53 PM p. 17 16.F.6.g Packet Pg. 1580 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) G/ Operations/Document Approved by Attorney Reviewed 12/18/13; 5/5/10 1. Offer This offer is subject to cancellation by the COUNTY without notice if not accepted by VENDOR within fourteen (14) days of issuance. 2. Acceptance and Confirmation This Purchase Order (including all documents attached to or referenced herein) constitutes the entire agreement between the parties, unless otherwise specifically noted by the COUNTY on the face of this Purchase Order. Each delivery of goods and/or services received by the COUNTY from VENDOR shall be deemed to be upon the terms and conditions contained in this Purchase Order. No additional terms may be added and Purchase Order may not be changed except by written instrument executed by the COUNTY. VENDOR is deemed to be on notice that the COUNTY objects to any additional or different terms and conditions contained in any acknowledgment, invoice or other communication from VENDOR, notwithstanding the COUNTY’S acceptance or payment for any delivery of goods and/or services, or any similar act by VENDOR. 3. Inspection All goods and/or services delivered hereunder shall be received subject to the COUNTY’S inspection and approval and payment therefore shall not constitute acceptance. All payments are subject to adjustment for shortage or rejection. All defective or nonconforming goods will be returned pursuant to VENDOR'S instruction at VENDOR’S expense. To the extent that a purchase order requires a series of performances by VENDOR, the COUNTY prospectively reserves the right to cancel the entire remainder of the Purchase Order if goods and/or services provided early in the term of the Purchase Order are non-conforming or otherwise rejected by the COUNTY. 4. Shipping and Invoices a) All goods are FOB destination and must be suitably packed and prepared to secure the lowest transportation rates and to comply with all carrier regulations. Risk of loss of any goods sold hereunder shall transfer to the COUNTY at the time and place of delivery; provided that risk of loss prior to actual receipt of the goods by the COUNTY nonetheless remain with VENDOR. b) No charges will be paid by the COUNTY for packing, crating or cartage unless otherwise specifically stated in this Purchase Order. Unless otherwise provided in Purchase Order, no invoices shall be issued nor payments made prior to delivery. Unless freight and other charges are itemized, any discount will be taken on the full amount of invoice. c) All shipments of goods scheduled on the same day via the same route must be consolidated. Each shipping container must be consecutively numbered and marked to show this Purchase Order number. The container and Purchase Order numbers must be indicated on bill of lading. Packing slips must show Purchase Order number and must be included on each package of less than container load (LCL) shipments and/or with each car load of equipment. The COUNTY reserves the right to refuse or return any shipment or equipment at VENDOR’S expense that is not marked with Purchase Order numbers. VENDOR agrees to declare to the carrier the value of any shipment made under this Purchase Order and the full invoice value of such shipment. d) All invoices must contain the Purchase Order number and any other specific information as identified on the Purchase Order. Discounts of prompt payment will be computed from the date of receipt of goods or from date of receipt of invoices, whichever is later. Payment will be made upon receipt of a proper invoice and in compliance with Chapter 218, Fla. Stats., otherwise known as the “Local Government Prompt Payment Act,” and, pursuant to the Board of County Commissioners Purchasing Policy. 5. Time Is Of the Essence Time for delivery of goods or performance of services under this Purchase Order is of the essence. Failure of VENDOR to meet delivery schedules or deliver within a reasonable time, as interpreted by the COUNTY alone, shall entitle the COUNTY to seek all remedies available to it at law or in equity. VENDOR agrees to reimburse the COUNTY for any expenses incurred in enforcing its rights. VENDOR further agrees that undiscovered delivery of nonconforming goods and/or services is not a waiver of the COUNTY’S right to insist upon further compliance with all specifications. Collier County Purchase Order Terms and Conditions Solicitation 23-8098Collier County 3/21/2023 1:53 PM p. 56 16.F.6.g Packet Pg. 1581 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) G/ Operations/Document Approved by Attorney Reviewed 12/18/13; 5/5/10 6. Changes The COUNTY may at any time and by written notice make changes to drawings and specifications, shipping instructions, quantities and delivery schedules within the general scope of this Purchase Order. Should any such change increase or decrease the cost of, or the time required for performance of the Purchase Order, an equitable adjustment in the price and/or delivery schedule will be negotiated by the COUNTY and VENDOR. Notwithstanding the foregoing, VENDOR has an affirmative obligation to give notice if the changes will decrease costs. Any claims for adjustment by VENDOR must be made within thirty (30) days from the date the change is ordered or within such additional period of time as may be agreed upon by the parties. 7. Warranties VENDOR expressly warrants that the goods and/or services covered by this Purchase Order will conform to the specifications, drawings, samples or other descriptions furnished or specified by the COUNTY, and will be of satisfactory material and quality production, free from defects and sufficient for the purpose intended. Goods shall be delivered free from any security interest or other lien, encumbrance or claim of any third party. These warranties shall survive inspection, acceptance, passage of title and payment by the COUNTY. 8. Statutory Conformity Goods and services provided pursuant to this Purchase Order, and their production and transportation shall conform to all applicable laws, including but not limited to the Occupational Health and Safety Act, the Federal Transportation Act and the Fair Labor Standards Act, as well as any law or regulation noted on the face of the Purchase Order. 9. Advertising No VENDOR providing goods and services to the COUNTY shall advertise the fact that it has contracted with the COUNTY for goods and/or services, or appropriate or make use of the COUNTY’S name or other identifying marks or property without the prior written consent of the COUNTY’S Purchasing Department. 10. Indemnification VENDOR shall indemnify and hold harmless the COUNTY from any and all claims, including claims of negligence, costs and expenses, including but not limited to attorneys' fees, arising from, caused by or related to the injury or death of any person (including but not limited to employees and agents of VENDOR in the performance of their duties or otherwise), or damage to property (including property of the COUNTY or other persons), which arise out of or are incident to the goods and/or services to be provided hereunder. 11. Warranty of Non-Infringement a) VENDOR represents and warrants that all goods sold or services performed under this Purchase Order are: a) in compliance with applicable laws; b) do not infringe any patent, trademark, copyright or trade secret; and c) do not constitute unfair competition. b) VENDOR shall indemnify and hold harmless the COUNTY from and against any and all claims, including claims of negligence, costs and expense, including but not limited to attorneys' fees, which arise from any claim, suit or proceeding alleging that the COUNTY’S use of the goods and/or services provided under this Purchase Order are inconsistent with VENDOR'S representations and warranties in section 11 (a). c) If any claim which arises from VENDOR'S breach of section 11 (a) has occurred, or is likely to occur, VENDOR may, at the COUNTY’S option, procure for the COUNTY the right to continue using the goods or services, or replace or modify the goods or services so that they become non-infringing, (without any material degradation in performance, quality, functionality or additional cost to the COUNTY). 12. Insurance Requirements The VENDOR, at its sole expense, shall provide commercial insurance of such type and with such terms and limits as may be reasonably associated with the Purchase Order. Providing and maintaining adequate insurance coverage is a material obligation of the VENDOR. All insurance policies shall be executed through insurers authorized or eligible to write policies in the State of Florida. 13. Compliance with Laws In fulfilling the terms of this Purchase Order, VENDOR agrees that it will comply with all federal, state, and local laws, rules, codes, and ordinances that are applicable to the conduct of its business. By way of non-exhaustive example, this shall include the American with Disabilities Act and all prohibitions against discrimination on the basis of race, religion, sex creed, national origin, handicap, marital status, or veterans status. Further, VENDOR acknowledges and without exception or stipulation shall be fully responsible for complying with the provisions of the Immigration Reform and Control Act of 1986 as located at 8 U.S.C. 1324, et seq. and regulations relating thereto, as either may be amended. Failure by the awarded firm(s) to comply with the laws referenced herein shall constitute a breach of the award agreement and the County shall have the discretion to unilaterally terminate said Solicitation 23-8098Collier County 3/21/2023 1:53 PM p. 57 16.F.6.g Packet Pg. 1582 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) G/ Operations/Document Approved by Attorney Reviewed 12/18/13; 5/5/10 agreement immediately. Any breach of this provision may be regarded by the COUNTY as a material and substantial breach of the contract arising from this Purchase Order. 14. Force Majeure Neither the COUNTY nor VENDOR shall be responsible for any delay or failure in performance resulting from any cause beyond their control, including, but without limitation to war, strikes, civil disturbances and acts of nature. When VENDOR has knowledge of any actual or potential force majeure or other conditions which will delay or threatens to delay timely performance of this Purchase Order, VENDOR shall immediately give notice thereof, including all relevant information with respects to what steps VENDOR is taking to complete delivery of the goods and/or services to the COUNTY. 15. Assignment VENDOR may not assign this Purchase Order, nor any money due or to become due without the prior written consent of the COUNTY. Any assignment made without such consent shall be deemed void. 16. Taxes Goods and services procured subject to this Purchase Order are exempt from Florida sales and use tax on real property, transient rental property rented, tangible personal purchased or rented, or services purchased (Florida Statutes, Chapter 212), and from federal excise tax. 17. Annual Appropriations The COUNTY’S performance and obligation to pay under this Purchase Order shall be contingent upon an annual appropriation of funds. 18. Termination This Purchase Order may be terminated at any time by the COUNTY upon 30 days prior written notice to the VENDOR. This Purchase Order may be terminated immediately by the COUNTY for breach by VENDOR of the terms and conditions of this Purchase Order, provided that COUNTY has provided VENDOR with notice of such breach and VENDOR has failed to cure within 10 days of receipt of such notice. 19. General a) This Purchase Order shall be governed by the laws of the State of Florida. The venue for any action brought to specifically enforce any of the terms and conditions of this Purchase Order shall be the Twentieth Judicial Circuit in and for Collier County, Florida b) Failure of the COUNTY to act immediately in response to a breach of this Purchase Order by VENDOR shall not constitute a waiver of breach. Waiver of the COUNTY by any default by VENDOR hereunder shall not be deemed a waiver of any subsequent default by VENDOR. c) All notices under this Purchase Order shall be sent to the respective addresses on the face page by certified mail, return receipt requested, by overnight courier service, or by personal delivery and will be deemed effective upon receipt. Postage, delivery and other charges shall be paid by the sender. A party may change its address for notice by written notice complying with the requirements of this section. d) The Vendor agrees to reimbursement of any travel expenses that may be associated with this Purchase Order in accordance with Florida Statute Chapter 112.061, Per Diem and Travel Expenses for Public Officers, employees and authorized persons. e) In the event of any conflict between or among the terms of any Contract Documents related to this Purchase Order, the terms of the Contract Documents shall take precedence over the terms of the Purchase Order. To the extent any terms and /or conditions of this Purchase Order duplicate or overlap the Terms and Conditions of the Contract Documents, the provisions of the Terms and/or Conditions that are most favorable to the County and/or provide the greatest protection to the County shall govern. Solicitation 23-8098Collier County 3/21/2023 1:53 PM p. 58 16.F.6.g Packet Pg. 1583 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) Form 1: Vendor Declaration Statement BOARD OF COUNTY COMMISSIONERS Collier County Government Complex Naples, Florida 34112 Dear Commissioners: The undersigned, as Vendor declares that this response is made without connection or arrangement with any other person and th is proposal is in every respect fair and made in good faith, without collusion or fraud. The Vendor hereby declares the instructions, purchase order terms and conditions, requirements, and specifications/scope of work of this solicitation have been fully examined and accepted. The Vendor agrees, if this solicitation submittal is accepted by Collier County, to accept a Purchase Order as a form of a formal contract or to execute a Collier County formal contract for purposes of establishing a contractual relationship between the Vendor and Collier County, for the per formance of all requirements to which this solicitation pertains. The Vendor states that the submitted is based upon the documents listed by the above referenced solicitation. The Vendor agrees to comply with the requirements in accordance with the terms, conditions and specifications denoted herein and according to the pricing submitted as a part of the Vendor’s bids. Further, the Vendor agrees that if awarded a contract for these goods and/or services, the Vendor will not be eligible to compete, submit a proposal, be awarded, or perform as a sub-vendor for any future associated work that is a result of this awarded contract. IN WITNESS WHEREOF, WE have hereunto subscribed our names on this _____ day of _____________, 20__ in the County of _______________, in the State of _____________. Firm’s Legal Name: Address: City, State, Zip Code: Florida Certificate of Authority Document Number Federal Tax Identification Number *CCR # or CAGE Code *Only if Grant Funded __________________________________________________________________________ Telephone: Email: Signature by: (Typed and written) Title: Solicitation 23-8098Collier County 3/21/2023 1:53 PM p. 29 13 April 23 Westchester New York Digitech Computer LLC 480 Bedford Road, Building 600, 2nd Floor Chappaqua NY, 10514 Not Applicable EIN 11-2693136 Florida Document Number # M21000012041 914-741-1919 sales@digitechcomputer.com Mark Schiowitz President and CEO 16.F.6.g Packet Pg. 1584 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) Additional Contact Information Send payments to: (required if different from above) Company name used as payee Contact name: Title: Address: City, State, ZIP Telephone: Email: Office servicing Collier County to place orders (required if different from above) Contact name: Title: Address: City, State, ZIP Telephone: Email: Solicitation 23-8098Collier County 3/21/2023 1:53 PM p. 30 Same as above Local Florida Office Curt Campbell Senior Account Manager 7900 NW 154th St., Suite #201 Miami Lakes, FL 33016 914-741-1919 ccampbell@digitechcomputer.com 16.F.6.g Packet Pg. 1585 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) Collier County cJNer County___ ... �"-s�--,_..-.............., - Procurement Services Division Form 2: Conflict of Interest Certification Affidavit Solicitation 23-8098 The Vendor certifies that, to the best of its knowledge and belief, the past and current work on any Collier County project affiliatedwith this solicitation does not pose an organizational conflict as described by one of the three categories below: Biased ground rules -The firm has not set the "ground rules" for affiliated past or current Collier County project identified above (e.g., writing a procurement's statement of work, specifications, or performing systems engineering and technicaldirection for the procurement) which appears to skew the competition in favor ofmy firm. Impaired objectivity-The firm has not performed work on an affiliated past or current Collier County project identifiedabove to evaluate proposals / past performance of itself or a competitor, which calls into question the contractor's ability torender impartial advice to the government. Unequal access to information -The firm has not had access to nonpublic information as part of its performance of aCollier County project identified above which may have provided the contractor (or an affiliate) with an unfair competitiveadvantage in current or future solicitations and contracts. In addition to this signed affidavit, the contractor/ vendor must provide the following:1. All documents produced as a result of the work completed in the past or currently being worked on for the above-mentionedproject; and, 2.Indicate if the information produced was obtained as a matter of public record (in the "sunshine") or through non-public (not in the "sunshine") conversation (s), meeting(s), document(s) and/or other means. Failure to disclose all material or having an organizational conflict in one or more of the three categories above be identified, mayresult in the disqualification for future solicitations affiliated with the above referenced project(s). By the si gnature below, the firm (employees, officers and/or agents) certifies, and hereby discloses, that, to the best of th eir knowledge and belief, all relevant facts concerning past, present, or currently planned interest or activity (financial, contractual, organizational,or otherwise) which relates to the project identified above has been fully disclosed and does not pose an organizational conflict. State of New York County of Westchester / ,,,-rngilec b,,Com efe rLLC Mark Schiowitz, President and CEO Print Name and Title The foregoin_g instrument was acknowledged before me by means of� physical presence or □ on line notarization, this I � fl'"' dayof A:pv"\\ (month), 2o2.3 (year),by M�v� ,S:c.,\,:\iol.,\.),':r'c;. me ofperson acknowledging). �sonally Kno� OR Produced Identification Type ofldentification Produced 3/21/2023 1:53 PM 1gnatu fNotary Public)Arn� �hf\ (Print, Type, or Stamp CommissionedNameoNot ary Public) AMANDA COMPTON NOTARY PUBLIC-STATE OF NEW YORK No. 01 CO6382673 Qualified in Westchester County My Commission Expires 10-29-2026 p.31 16.F.6.g Packet Pg. 1586 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 480 BEDFORD RD., BLDG. 600, 2ND FLOOR CHAPPAQUA, NY 10514 Current Principal Place of Business: Current Mailing Address: ATT: REGULATORY 5000 TUTTLE CROSSING BLVD. DUBLIN, OH 43016 US Entity Name: DIGITECH EMS BILLING LLC DOCUMENT# M21000012041 FEI Number: 11-2693136 Certificate of Status Desired: Name and Address of Current Registered Agent: CT CORPORATION SYSTEM 1200 SOUTH PINE ISLAND ROAD PLANTATION, FL 33324 US The above named entity submits this statement for the purpose of changing its registered office or registered agent, or both, in the State of Florida. SIGNATURE: Electronic Signature of Registered Agent Date Authorized Person(s) Detail : I hereby certify that the information indicated on this report or supplemental report is true and accurate and that my electronic signature shall have the same legal effect as if made under oath; that I am a managing member or manager of the limited liability company or the receiver or trustee empowered to execute this report as required by Chapter 605, Florida Statutes; and that my name appears above, or on an attachment with all other like empowered. SIGNATURE: Electronic Signature of Signing Authorized Person(s) Detail Date FILED Jan 31, 2022 Secretary of State 7130860781CC MARK SCHIOWITZ CEO 01/31/2022 2022 FOREIGN LIMITED LIABILITY COMPANY ANNUAL REPORT No Title MGR Name SCHIOWITZ, MARK Address 480 BEDFORD RD. BLDG. 600, 2ND FLOOR City-State-Zip:CHAPPAQUA NY 10514 Title CEO Name SCHIOWITZ, MARK Address 480 BEDFORD RD. BLDG. 600, 2ND FLOOR City-State-Zip:CHAPPAQUA NY 10514 Title P Name SCHIOWITZ, MARK Address 480 BEDFORD RD. BLDG. 600, 2ND FLOOR City-State-Zip:CHAPPAQUA NY 10514 16.F.6.g Packet Pg. 1587 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) © Digitech Computer LLC As a condition of employment at Digitech, all personnel have undergone comprehensive reference checks as well as State and Federal criminal records checks to ensure everyone’s integrity and character to the best of our capability. In addition, all employees are screened against the E-Verify national database, the Office of the Inspector General List of Excluded Persons, the Excluded Parties List System, and the New York State Office of the Medicaid Inspector General Restricted and Excluded Individuals List. 16.F.6.g Packet Pg. 1588 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) Collier County eol!er County____ ... '-',----�- Procurement Services Division Form 3: Immigration Affidavit Certification Solicitation 23-8098 This Affidavit is required and should be sign ed, by an authorized principal of the firm and submitted with formal solic itation submittals. Further, Vendors are required to be enrolled in the E-Verify program (https://www.e-verify.gov/), at the time of the submission of the Vendor's proposal/bid. Acceptable evidence of your enrollment consists ofa copy of the properly completed E Verify Company Profile page or a copy of the fully executed E-Verify Memorandum of Understanding for the company which will be produced at the time of the submission of the Vendor's proposal/bid or within five (5) day of the County's Notice of Recommend Award. FAILURE TO EXECUTE THIS AFFIDAVIT CERTIFICATION AND SUBMIT WITH VENDOR'S PROPOSAL/BID MAY DEEM THE VENDOR'S AS NON-RESPONSIVE. Collier County will not intentionally award County contracts to any Vendor who knowingly employs unauthorized alien workers, constituting a violation of the employment provision contained in 8 U.S.C. Section 1324 a(e) Section 274A(e) of the Immigrationand Nationality Act ("INA"). Collier County may consider the employment by any Vendor of unauthorized aliens a violation of Section 274A (e) of the INA. Such Violation by the recipient of the Employment Provisions contained in Section 274A (e) of the INA shall be grounds for unilateral termination of the contract by Collier County. Vendor attests that they are fully compliant with all applicable immigration laws (specifically to the 1986 Immigration Act and subsequent Amendment(s), that it is aware of and in compliance with the requirements set forth in Florida Statutes §448.095, and agrees to comply with the provisions of the Memorandum ofUnderstanding with E-Verify and to provide proofofenrollment in The Employment Eligibility Verification System (£-Verify), operated by the Department of Homeland Security in partnership with theSocial Security Administration at the time of submission of the Vendor's proposal/bid./ State of New York County of Westchester Comr: ute Mark Schiowitz, President and CEO Print Name and Title The foregoing instrument was acknowledged before me by means of� physic?! presence or D on line notarization, this ___ day of I� (month), �<il (year), by '1>w' t' ame of rson acknowledging). OR Produced Identification Type ofldentification Produced 3/21/2023 1 :53 PM p.32 16.F.6.g Packet Pg. 1589 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) Page 1 of 17 E-Verify MOU for Employers | Revision Date 06/01/13 Company ID Number: THE E-VERIFY MEMORANDUM OF UNDERSTANDING FOR EMPLOYERS ARTICLE I PURPOSE AND AUTHORITY E-Verify is a program that electronically confirms an employee’s eligibility to work in the United States after completion of Form I-9, Employment Eligibility Verification (Form I-9). This Memorandum of Understanding (MOU) explains certain features of the E-Verify program and describes specific responsibilities of the Employer, the Social Security Administration (SSA), and DHS. Authority for the E-Verify program is found in Title IV, Subtitle A, of the Illegal Immigration Reform and Immigrant Responsibility Act of 1996 (IIRIRA), Pub. L. 104-208, 110 Stat. 3009, as amended (8 U.S.C. § 1324a note). The Federal Acquisition Regulation (FAR) Subpart 22.18, “Employment Eligibility Verification” and Executive Order 12989, as amended, provide authority for Federal contractors and subcontractors (Federal contractor) to use E-Verify to verify the employment eligibility of certain employees working on Federal contracts. ARTICLE II RESPONSIBILITIES A. RESPONSIBILITIES OF THE EMPLOYER 1.The Employer agrees to display the following notices supplied by DHS in a prominent place that is clearly visible to prospective employees and all employees who are to be verified through the system: a.Notice of E-Verify Participation b.Notice of Right to Work 2.The Employer agrees to provide to the SSA and DHS the names, titles, addresses, and telephone numbers of the Employer representatives to be contacted about E-Verify. The Employer also agrees to keep such information current by providing updated information to SSA and DHS whenever the representatives’ contact information changes. 3.The Employer agrees to grant E-Verify access only to current employees who need E-Verify access. Employers must promptly terminate an employee’s E-Verify access if the employer is separated from the company or no longer needs access to E-Verify. 436681 The parties to this agreement are the Department of Homeland Security (DHS) and the Digitech Computer, Inc (Employer). The purpose of this agreement is to set forth terms and conditions which the Employer will follow while participating in E-Verify. 16.F.6.g Packet Pg. 1590 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) Page 2 of 17 E-Verify MOU for Employers | Revision Date 06/01/13 Company ID Number: 4. The Employer agrees to become familiar with and comply with the most recent version of the E-Verify User Manual. 5. The Employer agrees that any Employer Representative who will create E-Verify cases will complete the E-Verify Tutorial before that individual creates any cases. a. The Employer agrees that all Employer representatives will take the refresher tutorials when prompted by E-Verify in order to continue using E-Verify. Failure to complete a refresher tutorial will prevent the Employer Representative from continued use of E-Verify. 6. The Employer agrees to comply with current Form I-9 procedures, with two exceptions: a. If an employee presents a "List B" identity document, the Employer agrees to only accept "List B" documents that contain a photo. (List B documents identified in 8 C.F.R. § 274a.2(b)(1)(B)) can be presented during the Form I-9 process to establish identity.) If an employee objects to the photo requirement for religious reasons, the Employer should contact E-Verify at 888-464-4218. b. If an employee presents a DHS Form I-551 (Permanent Resident Card), Form I-766 (Employment Authorization Document), or U.S. Passport or Passport Card to complete Form I-9, the Employer agrees to make a photocopy of the document and to retain the photocopy with the employee’s Form I-9. The Employer will use the photocopy to verify the photo and to assist DHS with its review of photo mismatches that employees contest. DHS may in the future designate other documents that activate the photo screening tool. Note: Subject only to the exceptions noted previously in this paragraph, employees still retain the right to present any List A, or List B and List C, document(s) to complete the Form I-9. 7. The Employer agrees to record the case verification number on the employee's Form I-9 or to print the screen containing the case verification number and attach it to the employee's Form I-9. 8. The Employer agrees that, although it participates in E-Verify, the Employer has a responsibility to complete, retain, and make available for inspection Forms I-9 that relate to its employees, or from other requirements of applicable regulations or laws, including the obligation to comply with the antidiscrimination requirements of section 274B of the INA with respect to Form I-9 procedures. a. The following modified requirements are the only exceptions to an Employer’s obligation to not employ unauthorized workers and comply with the anti-discrimination provision of the INA: (1) List B identity documents must have photos, as described in paragraph 6 above; (2) When an Employer confirms the identity and employment eligibility of newly hired employee using E-Verify procedures, the Employer establishes a rebuttable presumption that it has not violated section 274A(a)(1)(A) of the Immigration and Nationality Act (INA) with respect to the hiring of that employee; (3) If the Employer receives a final nonconfirmation for an employee, but continues to employ that person, the Employer must notify DHS and the Employer is subject to a civil money penalty between $550 and $1,100 for each failure to notify DHS of continued employment following a final nonconfirmation; (4) If the Employer continues to employ an employee after receiving a final nonconfirmation, then the Employer is subject to a rebuttable presumption that it has knowingly 436681 16.F.6.g Packet Pg. 1591 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) Page 3 of 17 E-Verify MOU for Employers | Revision Date 06/01/13 Company ID Number: employed an unauthorized alien in violation of section 274A(a)(1)(A); and (5) no E-Verify participant is civilly or criminally liable under any law for any action taken in good faith based on information provided through the E-Verify. b. DHS reserves the right to conduct Form I-9 compliance inspections, as well as any other enforcement or compliance activity authorized by law, including site visits, to ensure proper use of E-Verify. 9. The Employer is strictly prohibited from creating an E-Verify case before the employee has been hired, meaning that a firm offer of employment was extended and accepted and Form I-9 was completed. The Employer agrees to create an E-Verify case for new employees within three Employer business days after each employee has been hired (after both Sections 1 and 2 of Form I-9 have been completed), and to complete as many steps of the E-Verify process as are necessary according to the E-Verify User Manual. If E-Verify is temporarily unavailable, the three-day time period will be extended until it is again operational in order to accommodate the Employer's attempting, in good faith, to make inquiries during the period of unavailability. 10. The Employer agrees not to use E-Verify for pre-employment screening of job applicants, in support of any unlawful employment practice, or for any other use that this MOU or the E-Verify User Manual does not authorize. 11. The Employer must use E-Verify for all new employees. The Employer will not verify selectively and will not verify employees hired before the effective date of this MOU. Employers who are Federal contractors may qualify for exceptions to this requirement as described in Article II.B of this MOU. 12. The Employer agrees to follow appropriate procedures (see Article III below) regarding tentative nonconfirmations. The Employer must promptly notify employees in private of the finding and provide them with the notice and letter containing information specific to the employee’s E-Verify case. The Employer agrees to provide both the English and the translated notice and letter for employees with limited English proficiency to employees. The Employer agrees to provide written referral instructions to employees and instruct affected employees to bring the English copy of the letter to the SSA. The Employer must allow employees to contest the finding, and not take adverse action against employees if they choose to contest the finding, while their case is still pending. Further, when employees contest a tentative nonconfirmation based upon a photo mismatch, the Employer must take additional steps (see Article III.B. below) to contact DHS with information necessary to resolve the challenge. 13. The Employer agrees not to take any adverse action against an employee based upon the employee's perceived employment eligibility status while SSA or DHS is processing the verification request unless the Employer obtains knowledge (as defined in 8 C.F.R. § 274a.1(l)) that the employee is not work authorized. The Employer understands that an initial inability of the SSA or DHS automated verification system to verify work authorization, a tentative nonconfirmation, a case in continuance (indicating the need for additional time for the government to resolve a case), or the finding of a photo mismatch, does not establish, and should not be interpreted as, evidence that the employee is not work authorized. In any of such cases, the employee must be provided a full and fair opportunity to contest the finding, and if he or she does so, the employee may not be terminated or suffer any adverse employment consequences based upon the employee’s perceived employment eligibility status 436681 16.F.6.g Packet Pg. 1592 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) Page 4 of 17 E-Verify MOU for Employers | Revision Date 06/01/13 Company ID Number: (including denying, reducing, or extending work hours, delaying or preventing training, requiring an employee to work in poorer conditions, withholding pay, refusing to assign the employee to a Federal contract or other assignment, or otherwise assuming that he or she is unauthorized to work) until and unless secondary verification by SSA or DHS has been completed and a final nonconfirmation has been issued. If the employee does not choose to contest a tentative nonconfirmation or a photo mismatch or if a secondary verification is completed and a final nonconfirmation is issued, then the Employer can find the employee is not work authorized and terminate the employee’s employment. Employers or employees with questions about a final nonconfirmation may call E-Verify at 1-888-464- 4218 (customer service) or 1-888-897-7781 (worker hotline). 14. The Employer agrees to comply with Title VII of the Civil Rights Act of 1964 and section 274B of the INA as applicable by not discriminating unlawfully against any individual in hiring, firing, employment eligibility verification, or recruitment or referral practices because of his or her national origin or citizenship status, or by committing discriminatory documentary practices. The Employer understands that such illegal practices can include selective verification or use of E-Verify except as provided in part D below, or discharging or refusing to hire employees because they appear or sound “foreign” or have received tentative nonconfirmations. The Employer further understands that any violation of the immigration-related unfair employment practices provisions in section 274B of the INA could subject the Employer to civil penalties, back pay awards, and other sanctions, and violations of Title VII could subject the Employer to back pay awards, compensatory and punitive damages. Violations of either section 274B of the INA or Title VII may also lead to the termination of its participation in E-Verify. If the Employer has any questions relating to the anti-discrimination provision, it should contact OSC at 1-800-255-8155 or 1-800-237-2515 (TDD). 15. The Employer agrees that it will use the information it receives from E-Verify only to confirm the employment eligibility of employees as authorized by this MOU. The Employer agrees that it will safeguard this information, and means of access to it (such as PINS and passwords), to ensure that it is not used for any other purpose and as necessary to protect its confidentiality, including ensuring that it is not disseminated to any person other than employees of the Employer who are authorized to perform the Employer's responsibilities under this MOU, except for such dissemination as may be authorized in advance by SSA or DHS for legitimate purposes. 16. The Employer agrees to notify DHS immediately in the event of a breach of personal information. Breaches are defined as loss of control or unauthorized access to E-Verify personal data. All suspected or confirmed breaches should be reported by calling 1-888-464-4218 or via email at E-Verify@dhs.gov. Please use “Privacy Incident – Password” in the subject line of your email when sending a breach report to E-Verify. 17. The Employer acknowledges that the information it receives from SSA is governed by the Privacy Act (5 U.S.C. § 552a(i)(1) and (3)) and the Social Security Act (42 U.S.C. 1306(a)). Any person who obtains this information under false pretenses or uses it for any purpose other than as provided for in this MOU may be subject to criminal penalties. 18. The Employer agrees to cooperate with DHS and SSA in their compliance monitoring and evaluation of E-Verify, which includes permitting DHS, SSA, their contractors and other agents, upon 436681 16.F.6.g Packet Pg. 1593 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) Page 5 of 17 E-Verify MOU for Employers | Revision Date 06/01/13 Company ID Number: reasonable notice, to review Forms I-9 and other employment records and to interview it and its employees regarding the Employer’s use of E-Verify, and to respond in a prompt and accurate manner to DHS requests for information relating to their participation in E-Verify. 19. The Employer shall not make any false or unauthorized claims or references about its participation in E-Verify on its website, in advertising materials, or other media. The Employer shall not describe its services as federally-approved, federally-certified, or federally-recognized, or use language with a similar intent on its website or other materials provided to the public. Entering into this MOU does not mean that E-Verify endorses or authorizes your E-Verify services and any claim to that effect is false. 20. The Employer shall not state in its website or other public documents that any language used therein has been provided or approved by DHS, USCIS or the Verification Division, without first obtaining the prior written consent of DHS. 21. The Employer agrees that E-Verify trademarks and logos may be used only under license by DHS/USCIS (see M-795 (Web)) and, other than pursuant to the specific terms of such license, may not be used in any manner that might imply that the Employer’s services, products, websites, or publications are sponsored by, endorsed by, licensed by, or affiliated with DHS, USCIS, or E-Verify. 22. The Employer understands that if it uses E-Verify procedures for any purpose other than as authorized by this MOU, the Employer may be subject to appropriate legal action and termination of its participation in E-Verify according to this MOU. B. RESPONSIBILITIES OF FEDERAL CONTRACTORS 1. If the Employer is a Federal contractor with the FAR E-Verify clause subject to the employment verification terms in Subpart 22.18 of the FAR, it will become familiar with and comply with the most current version of the E-Verify User Manual for Federal Contractors as well as the E-Verify Supplemental Guide for Federal Contractors. 2. In addition to the responsibilities of every employer outlined in this MOU, the Employer understands that if it is a Federal contractor subject to the employment verification terms in Subpart 22.18 of the FAR it must verify the employment eligibility of any “employee assigned to the contract” (as defined in FAR 22.1801). Once an employee has been verified through E-Verify by the Employer, the Employer may not create a second case for the employee through E-Verify. a. An Employer that is not enrolled in E-Verify as a Federal contractor at the time of a contract award must enroll as a Federal contractor in the E-Verify program within 30 calendar days of contract award and, within 90 days of enrollment, begin to verify employment eligibility of new hires using E-Verify. The Employer must verify those employees who are working in the United States, whether or not they are assigned to the contract. Once the Employer begins verifying new hires, such verification of new hires must be initiated within three business days after the hire date. Once enrolled in E-Verify as a Federal contractor, the Employer must begin verification of employees assigned to the contract within 90 calendar days after the date of enrollment or within 30 days of an employee’s assignment to the contract, whichever date is later. 436681 16.F.6.g Packet Pg. 1594 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) Page 6 of 17 E-Verify MOU for Employers | Revision Date 06/01/13 Company ID Number: b. Employers enrolled in E-Verify as a Federal contractor for 90 days or more at the time of a contract award must use E-Verify to begin verification of employment eligibility for new hires of the Employer who are working in the United States, whether or not assigned to the contract, within three business days after the date of hire. If the Employer is enrolled in E-Verify as a Federal contractor for 90 calendar days or less at the time of contract award, the Employer must, within 90 days of enrollment, begin to use E-Verify to initiate verification of new hires of the contractor who are working in the United States, whether or not assigned to the contract. Such verification of new hires must be initiated within three business days after the date of hire. An Employer enrolled as a Federal contractor in E-Verify must begin verification of each employee assigned to the contract within 90 calendar days after date of contract award or within 30 days after assignment to the contract, whichever is later. c. Federal contractors that are institutions of higher education (as defined at 20 U.S.C. 1001(a)), state or local governments, governments of Federally recognized Indian tribes, or sureties performing under a takeover agreement entered into with a Federal agency under a performance bond may choose to only verify new and existing employees assigned to the Federal contract. Such Federal contractors may, however, elect to verify all new hires, and/or all existing employees hired after November 6, 1986. Employers in this category must begin verification of employees assigned to the contract within 90 calendar days after the date of enrollment or within 30 days of an employee’s assignment to the contract, whichever date is later. d. Upon enrollment, Employers who are Federal contractors may elect to verify employment eligibility of all existing employees working in the United States who were hired after November 6, 1986, instead of verifying only those employees assigned to a covered Federal contract. After enrollment, Employers must elect to verify existing staff following DHS procedures and begin E-Verify verification of all existing employees within 180 days after the election. e. The Employer may use a previously completed Form I-9 as the basis for creating an E-Verify case for an employee assigned to a contract as long as: i. That Form I-9 is complete (including the SSN) and complies with Article II.A.6, ii. The employee’s work authorization has not expired, and iii. The Employer has reviewed the Form I-9 information either in person or in communications with the employee to ensure that the employee’s Section 1, Form I-9 attestation has not changed (including, but not limited to, a lawful permanent resident alien having become a naturalized U.S. citizen). f. The Employer shall complete a new Form I-9 consistent with Article II.A.6 or update the previous Form I-9 to provide the necessary information if: i. The Employer cannot determine that Form I-9 complies with Article II.A.6, ii. The employee’s basis for work authorization as attested in Section 1 has expired or changed, or iii. The Form I-9 contains no SSN or is otherwise incomplete. Note: If Section 1 of Form I-9 is otherwise valid and up-to-date and the form otherwise complies with 436681 16.F.6.g Packet Pg. 1595 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) Page 7 of 17 E-Verify MOU for Employers | Revision Date 06/01/13 Company ID Number: Article II.C.5, but reflects documentation (such as a U.S. passport or Form I-551) that expired after completing Form I-9, the Employer shall not require the production of additional documentation, or use the photo screening tool described in Article II.A.5, subject to any additional or superseding instructions that may be provided on this subject in the E-Verify User Manual. g. The Employer agrees not to require a second verification using E-Verify of any assigned employee who has previously been verified as a newly hired employee under this MOU or to authorize verification of any existing employee by any Employer that is not a Federal contractor based on this Article. 3. The Employer understands that if it is a Federal contractor, its compliance with this MOU is a performance requirement under the terms of the Federal contract or subcontract, and the Employer consents to the release of information relating to compliance with its verification responsibilities under this MOU to contracting officers or other officials authorized to review the Employer’s compliance with Federal contracting requirements. C. RESPONSIBILITIES OF SSA 1. SSA agrees to allow DHS to compare data provided by the Employer against SSA’s database. SSA sends DHS confirmation that the data sent either matches or does not match the information in SSA’s database. 2. SSA agrees to safeguard the information the Employer provides through E-Verify procedures. SSA also agrees to limit access to such information, as is appropriate by law, to individuals responsible for the verification of Social Security numbers or responsible for evaluation of E-Verify or such other persons or entities who may be authorized by SSA as governed by the Privacy Act (5 U.S.C. § 552a), the Social Security Act (42 U.S.C. 1306(a)), and SSA regulations (20 CFR Part 401). 3. SSA agrees to provide case results from its database within three Federal Government work days of the initial inquiry. E-Verify provides the information to the Employer. 4. SSA agrees to update SSA records as necessary if the employee who contests the SSA tentative nonconfirmation visits an SSA field office and provides the required evidence. If the employee visits an SSA field office within the eight Federal Government work days from the date of referral to SSA, SSA agrees to update SSA records, if appropriate, within the eight-day period unless SSA determines that more than eight days may be necessary. In such cases, SSA will provide additional instructions to the employee. If the employee does not visit SSA in the time allowed, E-Verify may provide a final nonconfirmation to the employer. Note: If an Employer experiences technical problems, or has a policy question, the employer should contact E-Verify at 1-888-464-4218. D. RESPONSIBILITIES OF DHS 1. DHS agrees to provide the Employer with selected data from DHS databases to enable the Employer to conduct, to the extent authorized by this MOU: a. Automated verification checks on alien employees by electronic means, and 436681 16.F.6.g Packet Pg. 1596 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) Page 8 of 17 E-Verify MOU for Employers | Revision Date 06/01/13 Company ID Number: b. Photo verification checks (when available) on employees. 2. DHS agrees to assist the Employer with operational problems associated with the Employer's participation in E-Verify. DHS agrees to provide the Employer names, titles, addresses, and telephone numbers of DHS representatives to be contacted during the E-Verify process. 3. DHS agrees to provide to the Employer with access to E-Verify training materials as well as an E-Verify User Manual that contain instructions on E-Verify policies, procedures, and requirements for both SSA and DHS, including restrictions on the use of E-Verify. 4. DHS agrees to train Employers on all important changes made to E-Verify through the use of mandatory refresher tutorials and updates to the E-Verify User Manual. Even without changes to E-Verify, DHS reserves the right to require employers to take mandatory refresher tutorials. 5. DHS agrees to provide to the Employer a notice, which indicates the Employer's participation in E-Verify. DHS also agrees to provide to the Employer anti-discrimination notices issued by the Office of Special Counsel for Immigration-Related Unfair Employment Practices (OSC), Civil Rights Division, U.S. Department of Justice. 6. DHS agrees to issue each of the Employer’s E-Verify users a unique user identification number and password that permits them to log in to E-Verify. 7. DHS agrees to safeguard the information the Employer provides, and to limit access to such information to individuals responsible for the verification process, for evaluation of E-Verify, or to such other persons or entities as may be authorized by applicable law. Information will be used only to verify the accuracy of Social Security numbers and employment eligibility, to enforce the INA and Federal criminal laws, and to administer Federal contracting requirements. 8. DHS agrees to provide a means of automated verification that provides (in conjunction with SSA verification procedures) confirmation or tentative nonconfirmation of employees' employment eligibility within three Federal Government work days of the initial inquiry. 9. DHS agrees to provide a means of secondary verification (including updating DHS records) for employees who contest DHS tentative nonconfirmations and photo mismatch tentative nonconfirmations. This provides final confirmation or nonconfirmation of the employees' employment eligibility within 10 Federal Government work days of the date of referral to DHS, unless DHS determines that more than 10 days may be necessary. In such cases, DHS will provide additional verification instructions. ARTICLE III REFERRAL OF INDIVIDUALS TO SSA AND DHS A. REFERRAL TO SSA 1. If the Employer receives a tentative nonconfirmation issued by SSA, the Employer must print the notice as directed by E-Verify. The Employer must promptly notify employees in private of the finding and provide them with the notice and letter containing information specific to the employee’s E-Verify 436681 16.F.6.g Packet Pg. 1597 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) Page 9 of 17 E-Verify MOU for Employers | Revision Date 06/01/13 Company ID Number: case. The Employer also agrees to provide both the English and the translated notice and letter for employees with limited English proficiency to employees. The Employer agrees to provide written referral instructions to employees and instruct affected employees to bring the English copy of the letter to the SSA. The Employer must allow employees to contest the finding, and not take adverse action against employees if they choose to contest the finding, while their case is still pending. 2. The Employer agrees to obtain the employee’s response about whether he or she will contest the tentative nonconfirmation as soon as possible after the Employer receives the tentative nonconfirmation. Only the employee may determine whether he or she will contest the tentative nonconfirmation. 3. After a tentative nonconfirmation, the Employer will refer employees to SSA field offices only as directed by E-Verify. The Employer must record the case verification number, review the employee information submitted to E-Verify to identify any errors, and find out whether the employee contests the tentative nonconfirmation. The Employer will transmit the Social Security number, or any other corrected employee information that SSA requests, to SSA for verification again if this review indicates a need to do so. 4. The Employer will instruct the employee to visit an SSA office within eight Federal Government work days. SSA will electronically transmit the result of the referral to the Employer within 10 Federal Government work days of the referral unless it determines that more than 10 days is necessary. 5. While waiting for case results, the Employer agrees to check the E-Verify system regularly for case updates. 6. The Employer agrees not to ask the employee to obtain a printout from the Social Security Administration number database (the Numident) or other written verification of the SSN from the SSA. B. REFERRAL TO DHS 1. If the Employer receives a tentative nonconfirmation issued by DHS, the Employer must promptly notify employees in private of the finding and provide them with the notice and letter containing information specific to the employee’s E-Verify case. The Employer also agrees to provide both the English and the translated notice and letter for employees with limited English proficiency to employees. The Employer must allow employees to contest the finding, and not take adverse action against employees if they choose to contest the finding, while their case is still pending. 2. The Employer agrees to obtain the employee’s response about whether he or she will contest the tentative nonconfirmation as soon as possible after the Employer receives the tentative nonconfirmation. Only the employee may determine whether he or she will contest the tentative nonconfirmation. 3. The Employer agrees to refer individuals to DHS only when the employee chooses to contest a tentative nonconfirmation. 4. If the employee contests a tentative nonconfirmation issued by DHS, the Employer will instruct the 436681 16.F.6.g Packet Pg. 1598 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) Page 10 of 17 E-Verify MOU for Employers | Revision Date 06/01/13 Company ID Number: employee to contact DHS through its toll-free hotline (as found on the referral letter) within eight Federal Government work days. 5. If the Employer finds a photo mismatch, the Employer must provide the photo mismatch tentative nonconfirmation notice and follow the instructions outlined in paragraph 1 of this section for tentative nonconfirmations, generally. 6. The Employer agrees that if an employee contests a tentative nonconfirmation based upon a photo mismatch, the Employer will send a copy of the employee’s Form I-551, Form I-766, U.S. Passport, or passport card to DHS for review by: a. Scanning and uploading the document, or b. Sending a photocopy of the document by express mail (furnished and paid for by the employer). 7. The Employer understands that if it cannot determine whether there is a photo match/mismatch, the Employer must forward the employee’s documentation to DHS as described in the preceding paragraph. The Employer agrees to resolve the case as specified by the DHS representative who will determine the photo match or mismatch. 8. DHS will electronically transmit the result of the referral to the Employer within 10 Federal Government work days of the referral unless it determines that more than 10 days is necessary. 9. While waiting for case results, the Employer agrees to check the E-Verify system regularly for case updates. ARTICLE IV SERVICE PROVISIONS A. NO SERVICE FEES 1. SSA and DHS will not charge the Employer for verification services performed under this MOU. The Employer is responsible for providing equipment needed to make inquiries. To access E-Verify, an Employer will need a personal computer with Internet access. ARTICLE V MODIFICATION AND TERMINATION A. MODIFICATION 1. This MOU is effective upon the signature of all parties and shall continue in effect for as long as the SSA and DHS operates the E-Verify program unless modified in writing by the mutual consent of all parties. 2. Any and all E-Verify system enhancements by DHS or SSA, including but not limited to E-Verify checking against additional data sources and instituting new verification policies or procedures, will be covered under this MOU and will not cause the need for a supplemental MOU that outlines these changes. 436681 16.F.6.g Packet Pg. 1599 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) Page 11 of 17 E-Verify MOU for Employers | Revision Date 06/01/13 Company ID Number: B. TERMINATION 1. The Employer may terminate this MOU and its participation in E-Verify at any time upon 30 days prior written notice to the other parties. 2. Notwithstanding Article V, part A of this MOU, DHS may terminate this MOU, and thereby the Employer’s participation in E-Verify, with or without notice at any time if deemed necessary because of the requirements of law or policy, or upon a determination by SSA or DHS that there has been a breach of system integrity or security by the Employer, or a failure on the part of the Employer to comply with established E-Verify procedures and/or legal requirements. The Employer understands that if it is a Federal contractor, termination of this MOU by any party for any reason may negatively affect the performance of its contractual responsibilities. Similarly, the Employer understands that if it is in a state where E-Verify is mandatory, termination of this by any party MOU may negatively affect the Employer’s business. 3. An Employer that is a Federal contractor may terminate this MOU when the Federal contract that requires its participation in E-Verify is terminated or completed. In such cases, the Federal contractor must provide written notice to DHS. If an Employer that is a Federal contractor fails to provide such notice, then that Employer will remain an E-Verify participant, will remain bound by the terms of this MOU that apply to non-Federal contractor participants, and will be required to use the E-Verify procedures to verify the employment eligibility of all newly hired employees. 4. The Employer agrees that E-Verify is not liable for any losses, financial or otherwise, if the Employer is terminated from E-Verify. ARTICLE VI PARTIES A. Some or all SSA and DHS responsibilities under this MOU may be performed by contractor(s), and SSA and DHS may adjust verification responsibilities between each other as necessary. By separate agreement with DHS, SSA has agreed to perform its responsibilities as described in this MOU. B. Nothing in this MOU is intended, or should be construed, to create any right or benefit, substantive or procedural, enforceable at law by any third party against the United States, its agencies, officers, or employees, or against the Employer, its agents, officers, or employees. C. The Employer may not assign, directly or indirectly, whether by operation of law, change of control or merger, all or any part of its rights or obligations under this MOU without the prior written consent of DHS, which consent shall not be unreasonably withheld or delayed. Any attempt to sublicense, assign, or transfer any of the rights, duties, or obligations herein is void. D. Each party shall be solely responsible for defending any claim or action against it arising out of or related to E-Verify or this MOU, whether civil or criminal, and for any liability wherefrom, including (but not limited to) any dispute between the Employer and any other person or entity regarding the applicability of Section 403(d) of IIRIRA to any action taken or allegedly taken by the Employer. E. The Employer understands that its participation in E-Verify is not confidential information and may be disclosed as authorized or required by law and DHS or SSA policy, including but not limited to, 436681 16.F.6.g Packet Pg. 1600 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) Page 12 of 17 E-Verify MOU for Employers | Revision Date 06/01/13 Company ID Number: Congressional oversight, E-Verify publicity and media inquiries, determinations of compliance with Federal contractual requirements, and responses to inquiries under the Freedom of Information Act (FOIA). F. The individuals whose signatures appear below represent that they are authorized to enter into this MOU on behalf of the Employer and DHS respectively. The Employer understands that any inaccurate statement, representation, data or other information provided to DHS may subject the Employer, its subcontractors, its employees, or its representatives to: (1) prosecution for false statements pursuant to 18 U.S.C. 1001 and/or; (2) immediate termination of its MOU and/or; (3) possible debarment or suspension. G. The foregoing constitutes the full agreement on this subject between DHS and the Employer. To be accepted as an E-Verify participant, you should only sign the Employer’s Section of the signature page. If you have any questions, contact E-Verify at 1-888-464-4218. 436681 16.F.6.g Packet Pg. 1601 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) Page 13 of 17 E-Verify MOU for Employers | Revision Date 06/01/13 Company ID Number: Approved by: Employer Name (Please Type or Print) Title Signature Date Department of Homeland Security – Verification Division Name (Please Type or Print) Title Signature Date 436681 Digitech Computer, Inc Mike T Mannion Electronically Signed 08/02/2011 USCIS Verification Division Electronically Signed 08/02/2011 16.F.6.g Packet Pg. 1602 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) Page 14 of 17 E-Verify MOU for Employers | Revision Date 06/01/13 Company ID Number: Information Required for the E-Verify Program Information relating to your Company: Company Name Company Facility Address Company Alternate Address County or Parish Employer Identification Number North American Industry Classification Systems Code Parent Company Number of Employees Number of Sites Verified for 436681 Digitech Computer, Inc 480 Bedford Road Bldg. 600, 2nd floor Chappaqua, NY 10514 WESTCHESTER 112693136 813 100 to 499 1 16.F.6.g Packet Pg. 1603 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) Page 15 of 17 E-Verify MOU for Employers | Revision Date 06/01/13 Company ID Number: Are you verifying for more than 1 site? If yes, please provide the number of sites verified for in each State: 436681 NEW YORK 1 site(s) 16.F.6.g Packet Pg. 1604 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) Page 16 of 17 E-Verify MOU for Employers | Revision Date 06/01/13 Company ID Number: Information relating to the Program Administrator(s) for your Company on policy questions or operational problems: 436681 Name Geraldine Gilmore Phone Number (914) 741 - 1919 ext. 258 Fax Number (914) 471 - 2818 Email Address ggilmore@digitechcomputer.com 16.F.6.g Packet Pg. 1605 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) Page 17 of 17 E-Verify MOU for Employers | Revision Date 06/01/13 Company ID Number: 436681 Page intentionally left blank 16.F.6.g Packet Pg. 1606 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) Form 4: Vendor Submittal – Local Vendor Preference Certification (Check Appropriate Boxes Below) State of Florida (Select County if Vendor is described as a Local Business) Collier County Lee County Vendor affirms that it is a local business as defined by the Procurement Ordinance of the Collier County Board of County Commissioners and the Regulations Thereto. As defined in Section Fifteen of the Collier County Procurement Ordinance: Local business means the vendor has a current Business Tax Receipt issued by the Collier County Tax Collector prior to bid or proposal submission to do business within Collier County, and that identifies the business with a permanent physical business address located within the limits of Collier County from which the vendor’s staff operates and performs business in an area zoned for the conduct of such business. A Post Office Box or a facility that receives mail, or a non -permanent structure such as a construction trailer, storage shed, or other non -permanent structure shall not be used for the purpose of establishing said physical address. In addition to the foregoing, a vendor shall not be considered a "local business" unless it contribute s to the economic development and well-being of Collier County in a verifiable and measurable way. This may include, but not be limited to, the retention and expansion of employment opportunities, support and increase to the County's tax base, and residency of employees and principals of the business within Collier County. Vendors shall affirm in writing their compliance with the foregoing at the time of submitting their bid or proposal to be eligible for consideration as a "local business" und er this section. A vendor who misrepresents the Local Preference status of its firm in a proposal or bid submitted to the County will lose the privilege to claim Local Preference status for a period of up to one year under this section. Vendor must complete the followin g information: Year Business Established in Collier County or Lee County: ________ Number of Employees (Including Owner(s) or Corporate Officers):_________ Number of Employees Living in Collier County or Lee (Including Owner(s) or Corporate Officers):_______ If requested by the County, Vendor will be required to provide documentation substantiating the information given in this certification . Failure to do so will result in vendor’s submission being deemed not applicable. Sign and Date Certification: Under penalties of perjury, I certify that the information shown on this form is correct to my knowledge. Company Name: _________________________________________ Date: _____________________________ Address in Collier or Lee County: _____________________________________________________________________ Signature: ____________________________________________ Title: _____________________________ Solicitation 23-8098Collier County 3/21/2023 1:53 PM p. 33 Not Applicable Not Applicable 16.F.6.g Packet Pg. 1607 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) Form 5 Reference Questionnaire (USE ONE FORM FOR EACH REQUIRED REFERENCE) Solicitation: Reference Questionnaire for: (Name of Company Requesting Reference Information) (Name of Individuals Requesting Reference Information) Name: (Evaluator completing reference questionnaire) Company: (Evaluator’s Company completing reference) Email: FAX: Telephone: Collier County has implemented a process that collects reference information on firms and their key personnel to be used in the selection of firms to perform this project. The Name of the Company listed in the Subject above has listed you as a client for which they have previously performed work. Please complete the survey. Please rate each criteria to the best of your knowledge on a scale of 1 to 10, with 10 representing that you were very satisifed (and would hire the firm/individual again) and 1 representing that you were very unsatisfied (and would never hire the firm/indivdiual again). If you do not have sufficient knowledge of past performance in a particular area, leave it blank and the item or form will be scored “0.” Project Description: ___________________________ Completion Date: _____________________________ Project Budget: _______________________________ Project Number of Days: _______________________ Item Criteria Score (must be completed) 1 Ability to manage the project costs (minimize change orders to scope). 2 Ability to maintain project schedule (complete on -time or early). 3 Quality of work. 4 Quality of consultative advice provided on the project. 5 Professionalism and ability to manage personnel. 6 Project administration (completed documents, final invoice, final product turnover; invoices; manuals or going forward documentation, etc.) 7 Ability to verbally communicate and document information clearly and succinctly. 8 Abiltity to manage risks and unexpected project circumstances. 9 Ability to follow contract documents, policies, procedures, rules, regulations, etc. 10 Overall comfort level with hiring the company in the future (customer satisfaction). TOTAL SCORE OF ALL ITEMS Solicitation 23-8098Collier County 3/21/2023 1:53 PM p. 34 16.F.6.g Packet Pg. 1608 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services))23-8098 EMS Billing Services Digitech Computer, Inc Curtis Campbell Chief Matthew Whitton Pompano Beach Fire Rescue matthew.whitton@copbfl.com 954-786-4347 954-786-4564 Ambulance Services Billing On Going Client since 19944.25% 10 10 10 10 10 10 10 10 10 10 16.F.6.gPacket Pg. 1609Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 16.F.6.gPacket Pg. 1610Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 16.F.6.g Packet Pg. 1611 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) Form 5 Reference Questionnaire (USE ONE FORM FOR EACH REQUIRED REFERENCE) Solicitation: Reference Questionnaire for: (Name of Company Requesting Reference Information) (Name of Individuals Requesting Reference Information) Name: (Evaluator completing reference questionnaire) Company: (Evaluator’s Company completing reference) Email: FAX: Telephone: Collier County has implemented a process that collects reference information on firms and their key personnel to be used in the selection of firms to perform this project. The Name of the Company listed in the Subject above has listed you as a client for which they have previously performed work. Please complete the survey. Please rate each criteria to the best of your knowledge on a scale of 1 to 10, with 10 representing that you were very satisifed (and would hire the firm/individual again) and 1 representing that you were very unsatisfied (and would never hire the firm/indivdiual again). If you do not have sufficient knowledge of past performance in a particular area, leave it blank and the item or form will be scored “0.” Project Description: ___________________________ Completion Date: _____________________________ Project Budget: _______________________________ Project Number of Days: _______________________ Item Criteria Score (must be completed) 1 Ability to manage the project costs (minimize change orders to scope). 2 Ability to maintain project schedule (complete on -time or early). 3 Quality of work. 4 Quality of consultative advice provided on the project. 5 Professionalism and ability to manage personnel. 6 Project administration (completed documents, final invoice, final product turnover; invoices; manuals or going forward documentation, etc.) 7 Ability to verbally communicate and document information clearly and succinctly. 8 Abiltity to manage risks and unexpected project circumstances. 9 Ability to follow contract documents, policies, procedures, rules, regulations, etc. 10 Overall comfort level with hiring the company in the future (customer satisfaction). TOTAL SCORE OF ALL ITEMS Solicitation 23-8098Collier County 3/21/2023 1:53 PM p. 34 10 10 10 10 9 10 10 10 10 10 16.F.6.g Packet Pg. 1612 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services))23-8098 EMS Billing Services Digitech Computer, Inc Curtis Campbell Phyllis Boykin Polk County Fire Rescue phyllisboykin@polk-county.net 863-534-0010 863-519-7401 Ambulance Services Billing On Going Client Since 2006$14,175,369 FORM 6 IF APPLICABLE GRANT PROVISIONS AND ASSURANCES FORMS ARE PROVIDED IN SEPARATE PACKAGE AND MUST BE COMPLETED AND EXECUTED IN ITS ENTIRTY AND RETURNED WITH THE SUBMISSION OF THE BID/PROPOSAL. FAILURE TO DO SO MAY DEEM YOU NON- RESPONSIVE. Solicitation 23-8098Collier County 3/21/2023 1:53 PM p. 35 Not Applicable 16.F.6.g Packet Pg. 1613 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) w-9 Request for Taxpayer ldentification Number and Certification > Go lo www.irs.govlFoznllB for anstructions and the latest inlolmatlon. (Rev, Octob€r 201 8) Departrn€nt ol th6 Treasury lnlsnal Beveru6 Sfle 1 Name shown on your incomo tar retum). Narn€ is r€quired on this line; clo not leave this line blank Digitech Computer LLC 2 Busin€ss namer'disregarded 6ntity name, if ditferent from above 7 Ljst account numb€{s} here (optional) T ldentification Number N Enter your TlN in the appropriate box. The TIN provided must match the name given on lin6 1 to avoid backup withholding. For individuals, this is generally your social security number (SSN). Howover, for a resident alien, sole proprietor, or disGgarded entity, see the inslructions for Part l, later. For olher entities, it is your employer identification number (ElN). lf you do not have a number, see How to gela ZM hter. Note lf the account is in more than one name, see ths instructions for line 1 . Also see yyhat Name and Number To Give lhe Requesler for guidelines on wtros€ number lo enter. Give Form to the requester. Oo not send to the lRS. a Exehptions (codes apply only to csrtain entities, not individuals; s€e instructions on pag€ 3):o OE OE Eo E Elempl paye€ code ff any) Ex€rnption ftom FATCA r€porting code 0 any) ,r.rrc & @,'G ftiE,.doJrit,r us, R€qusstsr's name and addr€ss (optio.al) or Ehployei ldentifl cation nulnber Certitication Under penalties ot perjury, I cortify that: 1 . The number shown on this form ls my co.rect laxpayer identificalion number (or I am waiting lor a number to be issued to me); and 2. I am not subiect lo back.rp withholding because: (a) I am exempt lrom backup withholding, or (b) I have not been notifi€d by the Int€mal Revenue S€rvice (lRS) lhat I am subject to backup withholding as a resuh oI a lailure to report all interest or dividends, or (c) the IRS has notilied me that I am no longer subiect to backup wilhholding; and 3. I am a U.S. citizen or other U.S. ps6on (defined below); and 4. Tho FATCA code(s) entered on this form (if any) indicating that I am exempt from FATCA repoding is conecl. Cerlificadon insttlctions. You must cross out item 2 above if you have been notifiod by the IRS thal you are cunently subject to backup withholding because you have fujled to report all interesl and acquisition or abandonment of secured on your tax retum. For real eslale transaclions. item 2 does not apply. For mortgage interest paid, ot debt, butions to an individual retirement anang€.n€nt (R4, and generally, payments other than int$est and divideMs, you to sign but you must provide your co.rect TlN. Seo lh€ instructions for Part ll. later Sign Here General lnstructions S€ction refer€nces are to the lntomal Revenue fuo unless otherwise noted. Fl,b,'e developlror s. For the latost inlormation about developmerts related to Form W-9 and its instructions, such as legislation enacted after thoy w6re published , 9o lo www.its.govlFotmw9. Purpose of Form An individual or entity (Fo.m W-9 requestei who is required to file an information r6fum with the IRS must obtain your conect taxpayer idedmcaton number (nN) which may be your social security number (SSN), indMdual tapayer identjlication number 0TlN), adoption taxpayer idenlifcation number (ATIN), or employer identification number (ElN), to report on an intormation relum the amount paid lo you, or other amount reportablo on an inlormation r6tum. Exampl6s ol inlormation retums include, but are not limited to, the following. . Form 1099.ltIT (interest eamed or paid) . Form 1099-DlV (dividends, including lhose from stocLs or mulual funds) . Form 1099-MISC (various typ€s oI income, p.izes, awards, or gross proceeds) . Form '1ogg-B (stock or mutual fund sales and certain other transactions by brokers) . Form 1 099-5 (proceeds lrom real estatg transaclions) . Form 1099-K (merchant card and third party network transactions) . Form 1 098 (hom€ mortgage inte.est), 1 09E-E (student loan interest), 1098-T (tuition) . Form 1099-C (canceled debt) . Form 1 099-A (acquisition or abandonment of secured prop€rty) Use Form W-9 only if you are a U.S. porson (including a rosident alien), to provide your conect TlN. lf you do not rchJm Fotu W-9 lo tha requestet with a TlN, you fiight be subject to backup withholdrhg. Se6 What is backup withholding, latet. 3 Chock app.op.iate box lor fderal tax classifcalion of th€ prson whose name is enlered on line 1. Check only one of th6 iollowlng s€ven boxes. E hdiviruavsote propdetor o. E c co.po."tion E s co.po.ati:n E purtn r"t ip E r*"voo," lingl€-rnember LIC E UmiteO tiaUitity "*np*y. Enter the tax dassilicalion (C=C corporatiofl, S=S coporation, EPann€rship) > P l{ote Check lhe apprcpdat6 box in the line abov€ tor lhe tax classilication of ths single-m€inb€r owner. Do nol check LLC il the tlo is dassifi€d as a slngle-m8mbd LLC lhat is disr€ardod from th€ owner unless the ownor of th6 LLC is anothr tLC that is nor disr€garded frorn the own€r for U.S. federal tax purpos€s Otl€ wise, a singl€-memb€r tLC that is di$egarcled from the ovrn€r should check th€ appmpriate box lor the tar dassification ot its own6r. E Otrer (see instnrtlons) > 5 Addrsss (number, stre€t, and apl. orsuito no.)S€€ instructions. 480 Bedford Road, Buildlng 600,2nd Floor 5 City, stat6, and ZP code Chappaqua, NY 10514 Social Gecurtty number [II 1 1 2 6 9 3 1 3 6 Part ll Sigmture of u.S. p€Bon > ca!. No.1o231x rorm W-9 6ev. ro-zore1 Part I 16.F.6.g Packet Pg. 1614 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services))04/13/2023 ANY PROPRIETOR/PARTNER/EXECUTIVEOFFICER/MEMBER EXCLUDED? INSR ADDL SUBR LTR INSD WVD PRODUCER CONTACT NAME: FAXPHONE (A/C, No):(A/C, No, Ext): E-MAIL ADDRESS: INSURER A : INSURED INSURER B : INSURER C : INSURER D : INSURER E : INSURER F : POLICY NUMBER POLICY EFF POLICY EXPTYPE OF INSURANCE LIMITS(MM/DD/YYYY)(MM/DD/YYYY) AUTOMOBILE LIABILITY UMBRELLA LIAB EXCESS LIAB WORKERS COMPENSATION AND EMPLOYERS' LIABILITY DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) AUTHORIZED REPRESENTATIVE EACH OCCURRENCE $ DAMAGE TO RENTEDCLAIMS-MADE OCCUR $PREMISES (Ea occurrence) MED EXP (Any one person)$ PERSONAL & ADV INJURY $ GEN'L AGGREGATE LIMIT APPLIES PER:GENERAL AGGREGATE $ PRO-POLICY LOC PRODUCTS - COMP/OP AGGJECT OTHER:$ COMBINED SINGLE LIMIT $(Ea accident) ANY AUTO BODILY INJURY (Per person)$ OWNED SCHEDULED BODILY INJURY (Per accident)$AUTOS ONLY AUTOS HIRED NON-OWNED PROPERTY DAMAGE $AUTOS ONLY AUTOS ONLY (Per accident) $ OCCUR EACH OCCURRENCE CLAIMS-MADE AGGREGATE $ DED RETENTION $ PER OTH-STATUTE ER E.L. EACH ACCIDENT E.L. DISEASE - EA EMPLOYEE $If yes, describe under E.L. DISEASE - POLICY LIMITDESCRIPTION OF OPERATIONS below INSURER(S) AFFORDING COVERAGE NAIC # COMMERCIAL GENERAL LIABILITY Y / N N / A (Mandatory in NH) SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). COVERAGES CERTIFICATE NUMBER:REVISION NUMBER: CERTIFICATE HOLDER CANCELLATION © 1988-2015 ACORD CORPORATION. All rights reserved.ACORD 25 (2016/03) CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) $ $ $ $ $ The ACORD name and logo are registered marks of ACORD 2/18/2021 (312) 239-2890 (312) 263-1551 25674 Digitech Computer LLC 480 Bedford Road, Bldg. 600, 2nd floor Chappaqua, NY 10514 A UB 3P279151 12/1/2020 12/1/2021 1,000,000 1,000,000 1,000,000 Proof of Coverage SARNINC-01 ZWALSH Thompson Flanagan Executive Liability Group 626 W. Jackson Blvd. 5th Floor Chicago, IL 60661 Daniel R. Gunter dgunter@thompsonflanagan.com Travelers Property Casualty Co. of America X 16.F.6.g Packet Pg. 1615 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) Holder Identifier : 7777777707070700077763616065553330742417676315466407542137660704111071461776274023110776271711075631007735530673453301073541046563357510776243113241057607326033150072130077727252025773110777777707000707007 6666666606060600062606466204446200620002404026200206222224262042020062222042602400200600020426226002206022206262260002062220042402420000622020404026020006002006262200620066646062240664440666666606000606006Certificate No :570085021810CERTIFICATE OF LIABILITY INSURANCE DATE(MM/DD/YYYY) 11/24/2020 IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. PRODUCER Aon Risk Services Northeast, Inc. Columbus OH Office 445 Hutchinson Avenue Suite 900 Columbus OH 43235 USA PHONE (A/C. No. Ext): E-MAIL ADDRESS: INSURER(S) AFFORDING COVERAGE NAIC # (866) 283-7122 INSURED 31127Columbia Casualty CompanyINSURER A: INSURER B: INSURER C: INSURER D: INSURER E: INSURER F: FAX (A/C. No.):(800) 363-0105 CONTACT NAME: Digitech Computer LLC 5000 Tuttle Crossing Blvd. Dublin OH 43016 USA COVERAGES CERTIFICATE NUMBER:570085021810 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.Limits shown are as requested POLICY EXP (MM/DD/YYYY) POLICY EFF (MM/DD/YYYY) SUBR WVD INSR LTR ADDL INSD POLICY NUMBER TYPE OF INSURANCE LIMITS COMMERCIAL GENERAL LIABILITY CLAIMS-MADE OCCUR POLICY LOC EACH OCCURRENCE DAMAGE TO RENTED PREMISES (Ea occurrence) MED EXP (Any one person) PERSONAL & ADV INJURY GENERAL AGGREGATE PRODUCTS - COMP/OP AGG GEN'L AGGREGATE LIMIT APPLIES PER: PRO- JECT OTHER: AUTOMOBILE LIABILITY ANY AUTO OWNED AUTOS ONLY SCHEDULED AUTOS HIRED AUTOS ONLY NON-OWNED AUTOS ONLY BODILY INJURY ( Per person) PROPERTY DAMAGE (Per accident) BODILY INJURY (Per accident) COMBINED SINGLE LIMIT (Ea accident) EXCESS LIAB OCCUR CLAIMS-MADE AGGREGATE EACH OCCURRENCE DED UMBRELLA LIAB RETENTION E.L. DISEASE-EA EMPLOYEE E.L. DISEASE-POLICY LIMIT E.L. EACH ACCIDENT OTH- ER PER STATUTE Y / N (Mandatory in NH) ANY PROPRIETOR / PARTNER / EXECUTIVE OFFICER/MEMBER EXCLUDED?N / A WORKERS COMPENSATION AND EMPLOYERS' LIABILITY If yes, describe under DESCRIPTION OF OPERATIONS below Media Limit65228397310/30/2020 12/01/2021 SIR applies per policy terms & conditions $100,000SIR Cyber LiabilityA $5,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) CANCELLATIONCERTIFICATE HOLDER AUTHORIZED REPRESENTATIVEDigitech Computer LLC 480 Bedford Road Building 600, 2nd Floor Chappaqua NY 10514 USA ACORD 25 (2016/03) ©1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. 16.F.6.g Packet Pg. 1616 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) AGENCY CUSTOMER ID: ADDITIONAL REMARKS SCHEDULE LOC #: ADDITIONAL REMARKS THIS ADDITIONAL REMARKS FORM IS A SCHEDULE TO ACORD FORM, FORM NUMBER:ACORD 25 FORM TITLE:Certificate of Liability Insurance EFFECTIVE DATE: CARRIER NAIC CODE POLICY NUMBER NAMED INSUREDAGENCY See Certificate Number: See Certificate Number: 570085021810 570085021810 Aon Risk Services Northeast, Inc. 570000037575 ADDITIONAL POLICIES If a policy below does not include limit information, refer to the corresponding policy on the ACORD certificate form for policy limits. INSURER INSURER INSURER INSURER INSURER(S) AFFORDING COVERAGE Page _ of _ NAIC # Digitech Computer LLC TYPE OF INSURANCE POLICY NUMBER LIMITS OTHER A E&O-Technology 652283973 10/30/2020 12/01/2021 Limit $3,000,000 SIR $100,000 ADDL INSD INSR LTR SUBR WVD POLICY EFFECTIVE DATE (MM/DD/YYYY) POLICY EXPIRATION DATE (MM/DD/YYYY) SIR applies per policy terms & conditions ACORD 101 (2008/01)© 2008 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD 16.F.6.g Packet Pg. 1617 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) Holder Identifier : 7777777707070700077763616065553330742417676315466407542137660704111071461776274023110776271711075631007735530673453301073541046563357510776603517605457607722433550476130077727252025773110777777707000707007 6666666606060600062606466204446200602002626206200006222004240040202062002040422620220622000604224000206002226060042222060220042422622200622200424004020206002026260002400066646062240664440666666606000606006570085022054CERTIFICATE NUMBER:CERTIFICATE OF PROPERTY INSURANCE DATE (MM/DD/YYYY) 11/24/2020 Aon Risk Services Northeast, Inc. PRODUCER Columbus OH Office 445 Hutchinson Avenue Suite 900 Columbus OH 43235 USA (866) 283-7122 (800) 363-0105 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. CONTACT NAME: PHONE (A/C. No. Ext): E-MAIL ADDRESS: PRODUCER CUSTOMER ID #: FAX (A/C. No.): INSURER(S) AFFORDING COVERAGE NAIC # INSURER A:INSURED Travelers Casualty&Surety Co of America 31194 INSURER B: 570000037575 Digitech Computer LLC INSURER D: INSURER E: INSURER F: INSURER C:5000 Tuttle Crossing Blvd. Dublin OH 43016 USA LOCATION OF PREMISES/ DESCRIPTION OF PROPERTY (Attach ACORD 101, Additional Remarks Schedule, if more space is required) CERTIFICATE NUMBER:REVISION NUMBER:570085022054COVERAGES THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. POLICY EXPIRATION DATE (MM/DD/YYYY)LIMITS COVERED PROPERTYPOLICY EFFECTIVE DATE (MM/DD/YYYY)POLICY NUMBER TYPE OF INSURANCEINSR LTR PROPERTY CAUSES OF LOSS BASIC BROAD EARTHQUAKE FLOOD BUILDING PERSONAL PROPERTY BUSINESS INCOME EXTRA EXPENSE BLANKET BUILDING BLANKET PERS PROP BLANKET BLDG & PP WIND DEDUCTIBLES BUILDING CONTENTS RENTAL VALUE SPECIAL INLAND MARINE TYPE OF POLICY CAUSES OF LOSS NAMED PERILS POLICY NUMBER CRIME TYPE OF POLICY Crime - Primary XX $5,000,000Blanket LimitAAAA10686385812/01/2020 12/01/2021 SIR applies per policy terms & conditions BOILER & MACHINERY / EQUIPMENT BREAKDOWN SPECIAL CONDITIONS / OTHER COVERAGES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) CERTIFICATE HOLDER CANCELLATION AUTHORIZED REPRESENTATIVE Digitech Computer LLC 480 Bedford Road Building 600, 2nd Floor Chappaqua NY 10514 USA SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. ACORD 24 (2016/03) © 1995-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD 16.F.6.g Packet Pg. 1618 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) Holder Identifier : 7777777707070700077763616065553330742417676315466407542137660704111071461776274023110776271711075631007735530673453301073541046563357510776607517201457207366037550076130077727252025773110777777707000707007 6666666606060600062606466204446200622220406006022006200024042260200062020040402620020622200606224022206222004062062002062022242622602000622220424006002206220204260002400066646062240664440666666606000606006Certificate No :570085022091CERTIFICATE OF LIABILITY INSURANCE DATE(MM/DD/YYYY) 11/24/2020 IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. PRODUCER Aon Risk Services Northeast, Inc. Columbus OH Office 445 Hutchinson Avenue Suite 900 Columbus OH 43235 USA PHONE (A/C. No. Ext): E-MAIL ADDRESS: INSURER(S) AFFORDING COVERAGE NAIC # (866) 283-7122 INSURED 17400Noetic Specialty Insurance CoINSURER A: 19682Hartford Fire Insurance Co.INSURER B: 11000Sentinel Insurance Company, LtdINSURER C: 29424Hartford Casualty Insurance CoINSURER D: INSURER E: INSURER F: FAX (A/C. No.):(800) 363-0105 CONTACT NAME: Digitech Computer LLC 5000 Tuttle Crossing Blvd. Dublin OH 43016 USA COVERAGES CERTIFICATE NUMBER:570085022091 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.Limits shown are as requested POLICY EXP (MM/DD/YYYY) POLICY EFF (MM/DD/YYYY) SUBR WVD INSR LTR ADDL INSD POLICY NUMBER TYPE OF INSURANCE LIMITS COMMERCIAL GENERAL LIABILITY CLAIMS-MADE OCCUR POLICY LOC EACH OCCURRENCE DAMAGE TO RENTED PREMISES (Ea occurrence) MED EXP (Any one person) PERSONAL & ADV INJURY GENERAL AGGREGATE PRODUCTS - COMP/OP AGG X X X GEN'L AGGREGATE LIMIT APPLIES PER: $1,000,000 $300,000 $10,000 $1,000,000 $2,000,000 Excluded B 12/01/2020 12/01/202133UUNVG3435 PRO- JECT OTHER: AUTOMOBILE LIABILITY ANY AUTO OWNED AUTOS ONLY SCHEDULED AUTOS HIRED AUTOS ONLY NON-OWNED AUTOS ONLY BODILY INJURY ( Per person) PROPERTY DAMAGE (Per accident) X BODILY INJURY (Per accident) $1,000,000C12/01/2020 12/01/2021 COMBINED SINGLE LIMIT (Ea accident) 33 UUN VG3435 EXCESS LIAB X OCCUR CLAIMS-MADE AGGREGATE EACH OCCURRENCE DED $10,000,000 $10,000,000 $10,000 12/01/2020UMBRELLA LIABD 12/01/202133RHUVG1892 RETENTIONX X E.L. DISEASE-EA EMPLOYEE E.L. DISEASE-POLICY LIMIT E.L. EACH ACCIDENT OTH- ER PER STATUTE Y / N (Mandatory in NH) ANY PROPRIETOR / PARTNER / EXECUTIVE OFFICER/MEMBER EXCLUDED?N / A WORKERS COMPENSATION AND EMPLOYERS' LIABILITY If yes, describe under DESCRIPTION OF OPERATIONS below Aggregate LimitN20OH38002412/01/2020 12/01/2021 $150,000Agg Deductible Per Occ Limit $10,000,000 Products LiabA $10,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) Proof of Insurance CANCELLATIONCERTIFICATE HOLDER AUTHORIZED REPRESENTATIVEDigitech Computer LLC 480 Bedford Road Building 600, 2nd Floor Chappaqua NY 10514 USA ACORD 25 (2016/03) ©1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. 16.F.6.g Packet Pg. 1619 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) AGENCY CUSTOMER ID: ADDITIONAL REMARKS SCHEDULE LOC #: ADDITIONAL REMARKS THIS ADDITIONAL REMARKS FORM IS A SCHEDULE TO ACORD FORM, FORM NUMBER:ACORD 25 FORM TITLE:Certificate of Liability Insurance EFFECTIVE DATE: CARRIER NAIC CODE POLICY NUMBER NAMED INSUREDAGENCY See Certificate Number: See Certificate Number: 570085022091 570085022091 Aon Risk Services Northeast, Inc. 570000037575 ADDITIONAL POLICIES If a policy below does not include limit information, refer to the corresponding policy on the ACORD certificate form for policy limits. INSURER INSURER INSURER INSURER INSURER(S) AFFORDING COVERAGE Page _ of _ NAIC # Digitech Computer LLC TYPE OF INSURANCE POLICY NUMBER LIMITS OTHER A Products Liab N20OH380024 12/01/2020 12/01/2021 Per Occ Deductible $50,000 ADDL INSD INSR LTR SUBR WVD POLICY EFFECTIVE DATE (MM/DD/YYYY) POLICY EXPIRATION DATE (MM/DD/YYYY) ACORD 101 (2008/01)© 2008 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD 16.F.6.g Packet Pg. 1620 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) Delaware The First State Page 1 7420742 8100 Authentication: 202834460 SR# 20193942166 Date: 05-15-19 You may verify this certificate online at corp.delaware.gov/authver.shtml I, JEFFREY W. BULLOCK, SECRETARY OF STATE OF THE STATE OF DELAWARE, DO HEREBY CERTIFY THE ATTACHED IS A TRUE AND CORRECT COPY OF THE CERTIFICATE OF FORMATION OF “DIGITECH COMPUTER LLC”, FILED IN THIS OFFICE ON THE FIFTEENTH DAY OF MAY, A.D. 2019, AT 1:02 O`CLOCK P.M. 16.F.6.g Packet Pg. 1621 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) 16.F.6.g Packet Pg. 1622 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) Answers to Submitted Questions for Collier County, FL’s “EMS Billing Services” Procurement due: 04/20/2023: Q: Please reconfirm the due date for this procurement by providing it in response to answers to questions. A: Proposals due date: April 20, 2023 at 3:00 PM EST. Q: What is the date by which you will answer these questions? A: Questions to be answered by April 13, 2023. Q: When is the anticipated contract start date? A: Late 2023. Q: When is the anticipated award date? A: Late 2023. Q: Are bidders permitted to deviate in any way from any manner of quoting fees you may be expecting? For example, if there is a pricing page in the RFP, can bidders submit an alternate fee structure? If there is no pricing page in the RFP, do you have any preference for how bidders should quote fees or can bidders create their own pricing categories? A: Please refer the evaluation criteria No. 4 "Cost of Service to the County" listed in the solicitation. Proposers may propose an alternate fee structure. Acknowledged by Digitech 16.F.6.g Packet Pg. 1623 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) Answers to Submitted Questions Part 2 for Collier County, FL’s “EMS Billing Services” Procurement due: 04/20/2023: Q: Please describe your level of satisfaction with your current or recent vendor(s) for the same purchasing activity, if applicable. A: We are pleased with our current billing service provider. Solicitation is only being sought as agreement is coming to an end and does not have any further renewals. Q: How are fees currently being billed by any incumbent(s), by category, and at what rates? A: Monthly invoicing from vendor flat rate $7.50 (CMS florida Medicaid claim per each transport account paid), and at the rate of 3.95% (standard claim for non-medicaid transport accounts with net collections less refunds). Q: What estimated or actual dollars were paid last year, last month, or last quarter to any incumbent(s)? A: $600,000 for the last fiscal year. Q: What were your annual gross charges last year or for the last 12 months? A: FY22 CHARGE REPORT AS OF 3/28/23 BY DATE OF SERVICE $34,523,731.00 (34,900 ground transports, 187 helicopter transports, and 243 Treat No Transports) Q: What were your annual total adjustments for last year or for the last 12 months? A: FY22 ADJUSTMENTS AS OF 3/28/23 BY DATE OF SERVICE $16,388,749.89. Q: What were your annual contractual allowance write offs for last year or for the last 12 months? A: FY22 CONTRACTUAL ADJUSTMENTS AS OF 3/28/23 BY DATE OF SERVICE $10,902,675.63 Q: What were your annual gross collections last year or for the last 12 months? A: FY22 REVENUE REPORT AS OF 3/28/23 BY DATE OF SERVICE $15,418,499.24 16.F.6.g Packet Pg. 1624 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) Q: What are your per-mile ground transport charges? A: $15.00 Q: What are your advanced life support charges? A: $800.00. Q: What are your advanced life support emergency level 1 charges? A: $800.00. Q: What are your advanced life support emergency level 2 charges? A: $850.00. Q: What are your basic life support charges? A: $800.00. Q: What are your basic life support emergency charges? A: $800.00. Q: What are your specialty care transport charges? A: $900.00 Q: What are your treatment without transport charges? A: $175.00 Q: What is your average per-trip charge? A: GROUND TRANSPORT AVERAGE INCLUDING MILEAGE IS $920.00 AND HELICOPTER TRANSPORT INCLUDING MILEAGE IS $12,650.00. 16.F.6.g Packet Pg. 1625 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) Q: When were the last changes to your transport rates, and are you considering raising any of the rates currently charged? A: 9/27/2022 and no. Q: Are there any other charges you assess not otherwise covered by our questions? A: Helicopter base $7,500.00 and helicopter mileage rate $185.00 / Also FY22 uncollectible accounts in the amount of $4,374,719.90 has been turned over to our contracted collection agency over a 12 month period. Also the TNT treat no transports per FY22 = 242 $42,350.00and Helicopter Transpo rts A0431 for FY22 = 182 $2,302,877.50 Q: What percentage of your patients are residents versus non-residents, and do you charge the two groups differently? A: COLLIER COUNTY EMS DOES NOT TRACK HOMESTEADED RESIDENTS VS NON HOMESTEADED RESIDENTS - RATES ARE THE SAME Q: Do you operate any shared services agreements with any other municipal or county governments in the region and, if so, with whom? A: Collier County has a mutual aide agreement with adjoining counties but we do not charge unless we do the transport to the facility. Q: What were your transports per year for advanced life support for last year or for the last 12 months? A: A0426 = 4 $3,821.00 Q: What were your transports per year for advanced life support emergency level 1 for last year or for the last 12 months? A: A0427 = 26,874 $24,845,818.85 Q: What were your transports per year for advanced life support emergency level 2 for last year or for the last 12 months? A: A0433 = 480 $469,397.53 16.F.6.g Packet Pg. 1626 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) Q: What were your transports per year for basic life support for last year or for the last 12 months? A: A0428 = 2 $1,696.00 Q: What were your transports per year for basic life support emergency for last year or for the last 12 months? A: A0429 = 7,068 $6,330,759.97 Q: What were your transports per year for specialty care transport for last year or for the last 12 months? A: A0434 = 16 $16,6756.50 Q: What is your payer mix expressed as percentages of 100% billed? A: MEDICARE 37% - MEDICARE ADV PLANS 19% - MEDICAID-CMS FL 0% - MEDICAID OTHER 6% - COMMERCIAL INSURANCES 10% - NO FAULT INSURANCES 1% - SELF PAYS 27% Q: What is your payer remit mix expressed as percentages of 100% of what you typically receive? A: MEDICARE 37% - MEDICARE ADV PLANS 18% - MEDICAID CMS-FL 1% - MEDICAID OTHER 4% - COMMERCIAL INSURANCES 27% - NO FAULT INSURANCES 3% - SELF PAYS 10% Q: What is your average loaded miles per trip? A: 8 MILES IS THE AVERAGE FOR GROUND AND 28 AIR MILES FOR HELICOPTER Q: What is your average revenue per call? A: The average revenue for ground transport & TNT per call $632.68 / The average revenue for helicopter transport is $5,375.13 Q: Do you have a lockbox provider and, if so, which provider? A: First Foundation Bank. 16.F.6.g Packet Pg. 1627 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) Q: If you have a lockbox provider, will that provider remain in place as a result of this procurement? A: Yes. Q: Do you have an EPCR provider and, if so, which provider? A: ImageTrend Elite. Q: Do you have a collection agency provider and, if so, which provider? A: RTR Financial. Q: Which local hospitals or care facilities typically receive most of your patients? A: NCH hospital, Physicians' Regional hospitals in Naples, and Gulf Coast hospital in Fort Myers, FL. Acknowledged by Digitech 16.F.6.g Packet Pg. 1628 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) Revised Answers to Submitted Questions for Collier County, FL’s “EMS Billing Services” Procurement due 04/20/2023: Q: What were your annual total adjustments for last year or for the last 12 months? Revised Answer: FY22 ADJUSTMENTS AS OF 2/28/23 MONTH END CLOSING $958,300.33 (excluding contractual adjustments-patient accounts) Q: What were your annual contractual allowance write offs for last year or for the last 12 months? Revised Answer: FY22 CONTRACTUAL ADJUSTMENTS AS OF 2/28/23 MONTH END CLOSING 2020 REPORT $11,020,453.81 ($4,374,719.90 WERE ACCOUNTS ADJUSTED OFF AND TURNED OVER TO RTR COLLECTION AGENCY) Acknowledged by Digitech 16.F.6.g Packet Pg. 1629 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services)) Answers to Submitted Questions Part 3 for Collier County, FL’s “EMS Billing Services” Procurement due: 04/20/2023: Q: The Vendor checklist requires that we confirm "The Bid Schedule has been completed and attached with your submittal, applicable to bids." No "Bid Schedule" is available that we have been able to find. Can we safely assume that this requirement does not apply to this bid? A: Correct, this solicitation does not contain a bid schedule. Q: The Bidsync site asks vendors to "Fill out the qualifications for this agency". The option is provided to confirm whether we comply with "Transit GC 19-7646 Transit GC". The document is not accessible. Please confirm if it is necessary for proposing agencies to comply with this requirement. If so, please provide the document for our review. A: The referenced agency qualifications (Transit GC 19-7646 Transit GC) are not applicable to this solicitation. Acknowledged by Digitech 16.F.6.g Packet Pg. 1630 Attachment: Digitech Proposal Submittal- Redacted (28077 : 23-8098 Digitech Computer LLC (EMS Billing Services))