Loading...
Agenda 06/22/2021 Item #16E1 (Agreement #21-021-NS w/Public Consulting Group, LLC)06/22/2021 EXECUTIVE SUMMARY Recommendation to approve Agreement # 21-021-NS with Public Consulting Group, LLC, as a single source provider, authorize annual contingency fee payments in excess of $50,000 for cost reporting and consulting services pertaining to the Public Emergency Medical Transportation (“PEMT”) Medicaid reimbursement program involving Collier County Emergency Medical Services (“EMS”), and authorize the Chair to sign the attached Agreement. OBJECTIVE: To continue Collier County EMS’s participation in the PEMT Medicaid reimbursement program by approving a new agreement with Public Consulting Group LLC (“PCG”), which includes a contingency fee of 15% that is expected to exceed the $50,000 competitive threshold per fiscal year. CONSIDERATIONS: Currently Medicaid reimbursement rates for Ambulance services do not recognize the actual cost for providing Advance Life Support (“ALS”) services. To offset that revenue deficit, the Florida Agency for Health Care Administration (“AHCA”) has a Certified Public Expenditure (“CPE”) Program for Medicaid Fee for Service Claims that provides additional federal funding for Medicaid eligible recipients such as Collier County EMS. Participation in the PEMT CPE program requires submission of an annual cost report to AHCA. PCG provides consulting services assisting with preparing the required annual cost reporting and providing audit support. PCG has knowledge of all the rules, regulations and requirements associated with the PEMT Program for the State of Florida. They review data EMS provides them, complete an entire cost report and then submit the report to The Agency for Health Care Administration (ACHA) on behalf of EMS. PCG also provides guidance and support services to EMS such as audit support and contract support in relation to Managed Care Organizations by monitoring claims and cash flows to ensure EMS receives the appropriate benefit from the program. If at any time a report were to be rejected by The Agency for Health Care Administration (ACHA), PCG will work with EMS to make necessary corrections and/or modification and resubmit the report as they are the report preparers and handle the submissions on the behalf of EMS. On August 27, 2018, PCG entered into Agreement #18-7482 with Collier County as a single source vendor providing direct services to Collier County EMS (rather than going through a third party). Agreement #18-7482 expires on August 26, 2021. Staff is requesting that the Board approve the attached new three-year Agreement (#21-021-NS) with PCG and authorize staff to terminate existing Agreement #18-7482 (with notice to the other party) upon Board approval of the new Agreement. The Contingency Fee is fixed at 15% and the amount pa yable each fiscal year is not expected to exceed $200,000 annually. Finally, staff requests authorization to use PCG as a single source vendor for these services thru FY24. FISCAL IMPACT: Funds for Collier County EMS requirements are budgeted annually in the Emergency Medical Services Fund 490 operating budget. Total expenditures under this single source agreement are estimated not to exceed $200,000 annually. GROWTH MANAGEMENT IMPACT: There are no Growth Management Impacts associated with this action. LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires majority vote for Board approval. -SRT 16.E.1 Packet Pg. 2577 06/22/2021 RECOMMENDATION: Recommendation to approve Agreement # 21-021-NS with Public Consulting Group, LLC, as a single source provider, authorize annual contingency fee payments in excess of $50,000 for cost reporting and consulting services pertaining to the PEMT Medicaid reimbursement program for Collier County EMS, and authorize the Chair to sign the attached Agreement. PREPARED BY: Erin Cook, Accounting Supervisor, EMS ATTACHMENT(S) 1. 21-021-NS PublicConsultingGroup,LLC_Contract_VendorSigned (PDF) 2. 21-021-NS PublicConsultingGroup,LLC_Insurance_4-1-22 (PDF) 3. FY21 Waiver Request 038 - Public Consulting Group (Board Approval) Amended (PDF) 16.E.1 Packet Pg. 2578 06/22/2021 COLLIER COUNTY Board of County Commissioners Item Number: 16.E.1 Doc ID: 15840 Item Summary: Recommendation to approve Agreement No. 21-021-NS with Public Consulting Group, LLC, as a single source provider, authorize annual contingency fee payments in excess of $50,000 for cost reporting and consulting services pertaining to the Public Emergency Medical Transportation (“PEMT”) Medicaid reimbursement program involving Collier County Emergency Medical Services (“EMS”), and authorize the Chair to sign the attached Agreement. Meeting Date: 06/22/2021 Prepared by: Title: Accounting Technician – Emergency Medical Services Name: Erin Page 05/10/2021 12:57 PM Submitted by: Title: Division Director - EMS Operations – Emergency Medical Services Name: Tabatha Butcher 05/10/2021 12:57 PM Approved By: Review: Procurement Services Ana Reynoso Level 1 Purchasing Gatekeeper Completed 05/10/2021 1:44 PM Procurement Services Sue Zimmerman Additional Reviewer Completed 05/10/2021 2:52 PM Procurement Services Catherine Bigelow Additional Reviewer Completed 05/10/2021 2:57 PM Emergency Medical Services Tabatha Butcher Additional Reviewer Completed 05/10/2021 9:08 PM Procurement Services Sandra Herrera Additional Reviewer Completed 05/11/2021 8:26 AM County Attorney's Office Scott Teach Level 2 Attorney Review Completed 05/17/2021 10:57 AM County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 05/17/2021 1:56 PM Office of Management and Budget Laura Wells Level 3 OMB Gatekeeper Review Completed 05/17/2021 2:44 PM Office of Management and Budget Laura Wells Additional Reviewer Completed 05/17/2021 3:08 PM County Manager's Office Sean Callahan Level 4 County Manager Review Completed 06/10/2021 12:39 PM Board of County Commissioners Geoffrey Willig Meeting Pending 06/22/2021 9:00 AM 16.E.1 Packet Pg. 2579 16.E.1.aPacket Pg. 2580Attachment: 21-021-NS PublicConsultingGroup,LLC_Contract_VendorSigned (15840 : Agreement 21-021-NS Public Consulting Group for EMS) 16.E.1.aPacket Pg. 2581Attachment: 21-021-NS PublicConsultingGroup,LLC_Contract_VendorSigned (15840 : Agreement 21-021-NS Public Consulting Group for EMS) 16.E.1.aPacket Pg. 2582Attachment: 21-021-NS PublicConsultingGroup,LLC_Contract_VendorSigned (15840 : Agreement 21-021-NS Public Consulting Group for EMS) $1,000,000 Per Occurrence.16.E.1.aPacket Pg. 2583Attachment: 21-021-NS PublicConsultingGroup,LLC_Contract_VendorSigned (15840 : Agreement 21-021-NS Public Consulting Group for EMS) 16.E.1.aPacket Pg. 2584Attachment: 21-021-NS PublicConsultingGroup,LLC_Contract_VendorSigned (15840 : Agreement 21-021-NS Public Consulting Group for EMS) 16.E.1.aPacket Pg. 2585Attachment: 21-021-NS PublicConsultingGroup,LLC_Contract_VendorSigned (15840 : Agreement 21-021-NS Public Consulting Group for EMS) 16.E.1.aPacket Pg. 2586Attachment: 21-021-NS PublicConsultingGroup,LLC_Contract_VendorSigned (15840 : Agreement 21-021-NS Public Consulting Group for EMS) 16.E.1.aPacket Pg. 2587Attachment: 21-021-NS PublicConsultingGroup,LLC_Contract_VendorSigned (15840 : Agreement 21-021-NS Public Consulting Group for EMS) 16.E.1.a Packet Pg. 2588 Attachment: 21-021-NS PublicConsultingGroup,LLC_Contract_VendorSigned (15840 : Agreement 21-021-NS Public Consulting Group for EMS) 16.E.1.aPacket Pg. 2589Attachment: 21-021-NS PublicConsultingGroup,LLC_Contract_VendorSigned (15840 : Agreement 21-021-NS Public Consulting Group for EMS) 16.E.1.aPacket Pg. 2590Attachment: 21-021-NS PublicConsultingGroup,LLC_Contract_VendorSigned (15840 : Agreement 21-021-NS Public Consulting Group for EMS) 16.E.1.aPacket Pg. 2591Attachment: 21-021-NS PublicConsultingGroup,LLC_Contract_VendorSigned (15840 : Agreement 21-021-NS Public Consulting Group for EMS) 4/27/2021 Hays Companies Inc. 133 Federal Street, 4th Floor Boston MA 02110 Courtney Mitchell cmitchell@hayscompanies.com Public Consulting Group LLC 148 State Street 10th Floor Boston MA 02109 Great Northern Insurance Company 20303 Federal Insurance Company 20281 Allied World Assurance Co (U.S.) Inc 19489 ACE American Insurance Company 22667 21-22 PCG Master A X X X X 35855036 4/1/2021 4/1/2022 1,000,000 1,000,000 10,000 1,000,000 2,000,000 Included Employee Benefits 1,000,000 B X X 73540440 4/1/2021 4/1/2022 1,000,000 C X X X 10,000 0311-2674 4/1/2021 4/1/2022 10,000,000 10,000,000 B 71724811 12/31/2020 12/31/2021 X 1,000,000 1,000,000 1,000,000 D Professional/Cyber Liability D95159837 4/1/2021 4/1/2022 Each Claim/Aggregate:$10,000,000 Claims Made Retroactive Date 2/27/1997 Retention:$500,000 Collier County EMS - BOCC is included as additional insured as respect to General Liability where required by written contract, subject to policy terms and conditions Collier County Board of County Commissioners 3295 Tamiami Trail E Naples, FL 34112 James Hays/CEMITC The ACORD name and logo are registered marks of ACORD CERTIFICATE HOLDER ©1988-2014 ACORD CORPORATION.All rights reserved. ACORD 25 (2014/01) AUTHORIZED REPRESENTATIVE CANCELLATION DATE (MM/DD/YYYY)CERTIFICATE OF LIABILITY INSURANCE LOCJECTPRO-POLICY GEN'L AGGREGATE LIMIT APPLIES PER: OCCURCLAIMS-MADE COMMERCIAL GENERAL LIABILITY PREMISES (Ea occurrence)$DAMAGE TO RENTED EACH OCCURRENCE $ MED EXP (Any one person)$ PERSONAL &ADV INJURY $ GENERAL AGGREGATE $ PRODUCTS - COMP/OP AGG $ $RETENTIONDED CLAIMS-MADE OCCUR $ AGGREGATE $ EACH OCCURRENCE $UMBRELLA LIAB EXCESS LIAB DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) INSRLTR TYPE OF INSURANCE POLICY NUMBER POLICY EFF(MM/DD/YYYY)POLICY EXP(MM/DD/YYYY)LIMITS PER STATUTE OTH- ER E.L.EACH ACCIDENT E.L. DISEASE - EA EMPLOYEE E.L. DISEASE - POLICY LIMIT $ $ $ ANY PROPRIETOR/PARTNER/EXECUTIVE If yes,describe under DESCRIPTION OF OPERATIONS below (Mandatory in NH) OFFICER/MEMBER EXCLUDED? WORKERS COMPENSATION AND EMPLOYERS' LIABILITY Y / N AUTOMOBILE LIABILITY ANY AUTO ALL OWNED SCHEDULED HIRED AUTOS NON-OWNED AUTOS AUTOS AUTOS COMBINED SINGLE LIMIT BODILY INJURY (Per person) BODILY INJURY (Per accident) PROPERTY DAMAGE $ $ $ $ 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. INSD ADDL WVD SUBR N / A $ $ (Ea accident) (Per accident) OTHER: 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 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: INSURED PHONE(A/C, No, Ext): PRODUCER ADDRESS: E-MAIL FAX (A/C, No): CONTACTNAME: NAIC # INSURER A : INSURER B : INSURER C : INSURER D : INSURER E : INSURER F : INSURER(S)AFFORDING COVERAGE SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. INS025 (201401) 16.E.1.b Packet Pg. 2592 Attachment: 21-021-NS PublicConsultingGroup,LLC_Insurance_4-1-22 (15840 : Agreement 21-021-NS Public Consulting Group for EMS) Collier County Instructions Waiver Request Form Completed waiver requests accompanied by any associated backup documentation (sole source letter, business case, etc.) must be submitted to the division’s Procurement Strategist for any procurement, without competition, in excess of $3,000. Waiver requests greater than $50,000 will require approval by the Board of County Commissioners. Sole source refers to a procurement where the selection of one particular supplier to the exclusion of all others may be based on having only one supplier in the market place, proprietary technology, copyright, patent, or a supplier’s unique capability. Single source refers to a procurement directed to one source because of standardization, warranty, geographic territory, or other factors, even though other competitive sources may be available. Requester Name: Division: Item/Service: Vendor Name: Historical Countywide Spend: ______________________ Requested date range: _____________ Not to Exceed per Fiscal Year: _______________ Is there an agreement associated with this waiver to be reviewed by Contracts? † Yes † No †Sole Source †Single Source †One Time Purchase †Multiple Purchases Description of Purchase: Enter a description of the item(s) that will be purchased under this waiver. Purpose: Describe in detail, the public purpose of the requested item(s) and why it is essential to County operations. Information Technology: Select Yes if the products/services are related to Information Technology. If yes, please provide the Purchasing Compliance Code (PCC) number or email approval documentation. †Yes †No If yes, provide the PCC number:__________________________________________________ Erin Cook Emergency Medical Services Consulting Services Public Consulting Group $160,000 06/01/2021-09/30/2024 $200,000 Consulting services, annual cost reporting and auditing for the Medicaid Reimbursement Program Collier County is enrolled in. Medicaid payment rates for ambulance services do not recognize the actual cost of providing services. Reimbursement for ambulance services is less than the actual cost to EMS providers. The Florida Agency for Health Care Administration (AHCA) has a Certified Public Expenditure Program for Medicaid fee-for-service claims providing additional federal funding to EMS providers that serve Medicaid-eligible recipients. Participation in the PEMT CPE requires submission of an annual cost report to the Agency for Health Care Administration (AHCA). The consultants have knowledge of all of the rules, regulations and requirements associated with the PEMT Program for the State of Florida. The consultants are able to complete the entire cost report using the data provided from EMS and they review and then submit the cost report to the Agency for Health Care Administration (ACHA) earlier then the final due date. If at any time the report was rejected by ACHA, the consultants would work with EMS to make the necessary corrections and/or modifications and resubmit the report on the behalf of EMS. The consultants also provide guidance and support services to EMS such as audit support and contract support in relation to Managed Care Organizations. It is essential to County Operations to use this contractor to help offset the fees that are not received for services. ✔ ✔ ✔✔ 16.E.1.c Packet Pg. 2593 Attachment: FY21 Waiver Request 038 - Public Consulting Group (Board Approval) Amended (15840 : Agreement 21-021-NS Public Consulting Justification: Identify the criteria that qualifies this purchase as a sole or single source. Select from the list below. Check all that apply (if box is checked, please make sure to provide an explanation below): †Sole Source †Only Authorized Vendor or Distributor: Is this vendor the only vendor authorized to sell this product/service? If yes, explain below and provide documentation from the manufacturer confirming claims made by the distributors. †No Comparable Product or Service: Is there another vendor who can provide a similar product/service, regardless of cost, convenience, timeliness, etc.? †Product Compatibility: Does this product/service provide compatibility with existing equipment that prohibits switching to another comparable brand/vendor? If yes, provide the detailed explanation below, including what would occur if the other brand/vendor were used. †Proprietary: Is this product/service proprietary? If yes, provide a detailed explanation below on how its use is restricted by patent, copyright or other applicable laws and provide documentation validating that claim. †Single Source †Standardization: Is this product/service part of a purchase that the County has already standardized on? If yes, please provide the detailed information below. Date of BCC Standardization: ___________________ BCC Agenda Item number: __________________ †Warranty: Is this the only vendor able to complete factory-authorized warranty services on County owned equipment? If yes, provide the documentation verifying the warranty. †Geographic Territory: Is this vendor the only vendor authorized to sell this product/service in our region? If yes, provide documentation from the manufacturer confirming those claims. †Other Factors: Any other reason not listed above, explain below. Explain: How does this purchase meet the identified sole or single source criteria listed above? Public Consulting Group has been providing these services for Collier County EMS since 2016, first as third party through EMS's billing vendor and since 2018, directly to EMS. Public Consulting Group has all of the necessary supporting data for submission of the required cost reports to AHCA other than the financials EMS provides to them. They monitor claims and cash flows of The Managed Care Program to ensure EMS receives the appropriate benefit from the program and making sure all documentation is accurate. Because they have provided these services to EMS in the past, they will continue to offer audit support for each submission to AHCA as they were the consultants that helped to prepare, review and submit the reports to begin with. If ACHA were to reject a report or have a question, the consultants would have the answers because they prepared the reports and also would be held accountable for any errors as they are very knowledgable with the Managed Care program in the State of Florida and all of the rules, regulations and managed care reporting requirements involved. ✔ ✔ 16.E.1.c Packet Pg. 2594 Attachment: FY21 Waiver Request 038 - Public Consulting Group (Board Approval) Amended (15840 : Agreement 21-021-NS Public Consulting How was the decision made to use this vendor? Describe in detail if a formal standardization process was performed via Procurement or if there is a historical precedence established for the use of the product, please explain purchase and use history and the current level of County investment in the product. Explain why it is in the County’s best interest to use this product/service rather than issuing a competitive solicitation: What are the benefits from the continued use? Are there costs that would be incurred if a different vendor/product was used? What would occur if another brand/vendor was used? Explain how this pricing compares to other vendors/products and is it considered to be fair and reasonable: Provide information on historical use and whether pricing has increased/decreased. If sole source and no other product is available, provide the cost for addressing the needs via an alternate approach. Will this purchase obligate the County to future ancillary products or services? Either in terms of maintenance or standardization. †Yes †No If yes, explain what types: This service was previously approved by the BCC on November 16, 2016 as a contract amendment with EMS’s prior billing company and on August 27, 2018, Public Consulting Group, Inc., signed an agreement with Collier County EMS to provide services directly to Collier County EMS rather than going through a third party. The decision to use this vendor was made because they have a history of providing Consulting Services for Collier County EMS. The have been the vendor EMS has used for the required reporting for ACHA for participation in the PEMT program since 2016 and they have an established relationship with Collier County EMS. PCG is familiar with EMS's financials each and have prepared and submitted the required cost report for EMS each fiscal year since 2016. In addition they follow all the rules and regulations that are associated with Managed Care programs in Florida. This vendor would be able to assist EMS during an audit because they were the ones that reviewed and submitted the cost reports for EMS each fiscal year. Having a vendor that assisted in the review , preparation and submittal of reports that are being audited be the continued vendor for years to come is more beneficialthen hiring a new vendor who has no history of the reports and EMS's cost reports. Public Consulting Group provides a range of Medicaid cost consulting services that includes data analytics, policy support, full audit support and on-line portal access. These added service capabilities combined with PCG's vast nationwide experience are what led them to partner with other agencies in Florida years ago. Since this vendor has performed these services for Collier County EMS for the past five years and have built a working relationship with Collier County EMS, it is important to retain them for the full audit support should it be necessary through AHCA. There is an agreement already in place with this vendor that expires soon and will be replaced with a newer alike agreement and a set percentage of 15% for contingency fees, which is based on each years reports submitted. This fee is not set to change throughout the contract. Pricing for these Consulting services have not increased as it is a set percentage per the agreement of 15% for the entire length of the contract. The cost to Collier County EMS fluctuates each year based on the number of transports reported. Rather than going through a third party vendor as EMS did in years prior, this seems to be the most fair and reasonable solution to help offset the revenue deficit. ✔ 16.E.1.c Packet Pg. 2595 Attachment: FY21 Waiver Request 038 - Public Consulting Group (Board Approval) Amended (15840 : Agreement 21-021-NS Public Consulting Market research and market alternatives: When was the last time a market evaluation was performed to determine if either the technology or vendor offerings have changed? Based on the life expectancy of the product, when do you anticipate evaluating the market again? Please attach a detailed market evaluation report should the complexity, duration, and dollar amount of the purchase be a high risk to the County. It is a felony to knowingly and intentionally circumvent a competitive process for commodities or services by fraudulently specifying sole source to obtain a benefit for any person or to cause unlawful harm to another. Florida Statute 838.22(2). Requested by: Signature: Date: Division Director: Signature: Date: Department Head: Required if over $50,000 Signature: Date: Procurement Strategist: Signature: Date: Procurement Director: Or designee Signature: Date: For Procurement Use Only:  †Approved †Requesting Additional Information †Requires RFI/Intent to Sole Source †Rejected Procurement Comments: †Current FY Approval †Multi-Year Approval Start Date: ______________ End Date: __________ The last time a market research was done was in 2020. The current billing vendor EMS uses as well as other Emergency Medical providers are not aware of another similar firm offering the range of Medicaid cost consulting services as what PCG provides. A google search for consulting services for the PEMT program only returned PCG in the results. Historically EMS has spent approximately $160,000 with this firm. Another market analysis will be completed prior to the expiration of the new agreement in fiscal year 2024. Erin Cook 06/08/2021 Tabatha Butcher Sean Callahan Sara Schneeberger Catherine Bigelow Replaces FY20 Waiver #90 *Through the end of the Board approved agreement 21-021-NS. *See above ButcherTabatha Digitally signed by ButcherTabatha Date: 2021.06.08 15:05:41 -04'00' CallahanSean Digitally signed by CallahanSean Date: 2021.06.09 11:37:00 -04'00' SchneebergerS ara Digitally signed by SchneebergerSara Date: 2021.06.09 15:09:27 -04'00' BigelowCatheri ne Digitally signed by BigelowCatherine Date: 2021.06.09 15:20:24 -04'00' ✔ ✔ CookErin Digitally signed by CookErin Date: 2021.06.08 09:02:44 -04'00' 16.E.1.c Packet Pg. 2596 Attachment: FY21 Waiver Request 038 - Public Consulting Group (Board Approval) Amended (15840 : Agreement 21-021-NS Public Consulting