SOLICITATION, OFFER, ACCEPTANCE, AND AWARDhr.universityhealthsystem.com/purchasing/pdf/1006.pdf · B. Institution Profile C. Performance Expectations and Service Requirements Good

SOLICITATION, OFFER, ACCEPTANCE, AND AWARD 1. Date Solicited

August 25, 2015 2. Solicitation Number

RFP-215-08-029-SVC

3. Type of Solicitation

RFP 4. Date of Award

5. Contract Number

6. Issued By:

7. Mail Or Hand Deliver Bids/Offers To: 8. Due date for bids/offers:

September 23, 2015 University Health System

Attn: Purchasing Department

Solicitation: RFP-215-08-029-SVC 9. Time Due for bids/offers:

2:00 PM CST 355-2 Spencer Lane

San Antonio, TX 78201SOLICITATION (Medical Records Coding Services) 10. Sealed proposals – an original, (signed in blue ink), two (2) copies and one (1) flash drives for furnishing the services in the Schedule will be received at the place, date, and time specified in Items 7, 8 and 9. Proposals received at any other location or after the due date and time specified will be disqualified. Awards are posted on the University Health System (Health System) website at www.UniversityHealthSystem.com/bid-archive. Respondents may NOT contact any Health System employee or representative regarding this solicitation. All contact must be made through the Purchasing Department. All proposals are subject to all terms and conditions attached to this solicitation. Any additions, changes or deletions to any part of this solicitation, including the terms and conditions hereto attached, may render your proposal non-responsive and disqualify you from the solicitation process.

11. A. For information contact:

Carol Garza B. E-mail:

[email protected] C. Telephone No.

210-358-9104 D. Fax No. 210-358-9145

OFFER (All information must be filled in completely by bidder or your bid may be disqualified) 12. In compliance with the above, the vendor agrees that if this proposal is accepted within 120 calendar days from the date of receipt for offers specified above, the vendor will furnish any or all services/items at the prices offered, delivered at the designated point(s), and within the time specified in the schedule. 13. Acknowledgement of Amendments: In the event of an amendment(s) to this solicitation, the amendment document will be posted under this solicitation at www.UniversityHealthSystem.com/bids five days before the bid close date. Vendor acknowledges receipt of the following amendments/addenda: ________________________ Acknowledgement of all amendments is mandatory. Omission may render your proposal non-responsive.14. Discount for Prompt Payment: 10 Calendar Days 20 Calendar Days 30 Calendar Days __ Calendar Days ___________% ____________% ___________% ___________%15. Size of Business: Small Large * Provide any Certifications, if available, and complete the attached Vendor Questionnaire.

16. Type of Ownership: Minority Owned Woman Owned Veteran Owned Disadvantaged(SDB) HUB Not Applicable

17. Name and Address of vendor Company Name _________________________________ Contact Name _________________________________ Address _________________________________ City, State & Zip _________________________________ Telephone No. _________________________________ Fax No. _________________________________ E-mail address: __________________________________

18. Name and Title of Person Authorized to Sign Offer(Failure to sign shall result in rejection of offer)

Print Name _________________________________________ Title _________________________________________

Signature * _________________________________________

Original must be signed in Ink.

Date _________________________________________

* By affixing your signature you certify that you have authority to bind your company to the pricing, terms and conditions contained herein.

ACCEPTANCE AND AWARD (to be completed by University Health System)

19. Acceptance of the following items:

_______________________________

________________________________

20. Term of the contract:

_____________________

_____________________

21. Amount of Award:

$ __________________ 23. University Health System:

______________ Felix Alvarez, Executive Director, Procurement Svcs

22. Accounting & Appropriation:

__________________________

Company Name: _____________________________________________________ RFP-215-08-029-SVC Page 2 of 26

BEXAR COUNTY HOSPITAL DISTRICT

RFP-215-08-029-SVC DUE: September 23, 2015 @ 2:00PM CST

Medical Records Coding Services ____________________________________________________________________________

TABLE OF CONTENTS

I. INVITATION TO RESPOND

II. INSTRUCTIONS

A. Important Bidding Instructions B. Additional Terms and Conditions C. Business Associate Information D. Proposal Format E. Evaluation and Selection Criteria F. Decision Criteria Award Matrix G. Respondent Checklist H. Respondent Question Form

III. COMPANY RESPONSE

A. General Information B. Institution Profile C. Performance Expectations and Service Requirements

Good Faith Effort Plan for Prime Vendors

Company Name: ____________________________________________ RFP-215-08-029-SVC Page 3 of 26




I. INVITATION TO RESPOND

The Bexar County Hospital District d/b/a University Health System, herein after ‘the Health System,’ is a political subdivision of the State of Texas, and is a nationally-recognized academic medical center owned by the people of Bexar County. The Health System is San Antonio’s only Magnet healthcare organization. Magnet is a designation of the American Nurses’ Credentialing Center and is the “gold standard” of excellence in patient care. Accredited by The Joint Commission, the Health System serves as the primary teaching locations for The University of Texas Health Science Center at San Antonio and is in the top one percent of the country for going “paperless” with electronic medical records. Since 2008, the Health System has been included among the American Hospital Association’s list of the 100 Most Wired Hospitals and Health Systems. Clinical locations include University Hospital, a 498-occupied bed acute care hospital and South Texas’ Lead Level I trauma center; 16 clinics throughout Bexar County providing primary, specialty, and preventive health services; and four outpatient dialysis centers. University Health System is the joint owner of San Antonio AirLIFE, one of the nation’s most recognized emergency air medical transport services. Subsidiary organizations of the Health System include Community First Health Plans, a nonprofit HMO, and Community Medicine Associates, a nonprofit physician practice. Learn more online at www.UniversityHealthSystem.com. As a recognized leader in healthcare, the Health System is committed to Supplier Diversity. The Health System will make every effort to ensure that Diverse Vendors such as Small, Minority, Women, Veteran, and/or Disabled Individual-Owned Business Enterprises (SMWVDIBE) are provided the maximum practicable opportunity to participate as a supplier, vendor, or contractor for products and/or services provided to the Health System.

The Health System is requesting sealed proposals for a Medical Records Coding Services contract.

Respondents must submit proposals according to the Specifications and Standard Purchasing Terms and Conditions contained herein. Pricing will be negotiated up front and will remain firm and fixed throughout the contract term. Unless otherwise specified, the term is three (3) years with two additional one year renewal options if mutually agreed upon.


Respondents are invited to submit proposals (one marked ORIGINAL) and two (2) copies for this project. Must also submit one (1) separate flash drive. All information required in this solicitation shall be furnished or the response may be deemed non-responsive. The respondent shall print or type his or her name and manually sign the Solicitation, Offer, Acceptance, and Award page section 18, and Bid Schedule (if applicable).

Solicitation responses shall be enclosed in a sealed envelope/package. The name and address of the vendor, the date and hour of the opening, solicitation number, and title of the solicitation must be marked on the outside of the package. Any costs incurred during the development, preparation, and submission of solicitation responses shall be borne solely by the respondent. Proposals will be received at the following location:

University Health System - Business Center

Purchasing Department 355-2 Spencer Lane, 2nd Floor

San Antonio, TX 78201

Submissions must be received no later than 2:00 P.M. September 23, 2015. Any submission after 2:00 P.M. will be returned to the respondent unopened. Vendor’s questions regarding any aspect of this solicitation shall be submitted exclusively to Contract Specialist, Carol Garza no later than 12:00pm on September 9, 2015 via the following e-mail address: [email protected]. Questions should be asked in consecutive order, from beginning to end, following the organization of the solicitation. Each question should begin by referencing the solicitation page number and section number to which it relates. Questions received after 12:00pm on the date identified in the preceding paragraph shall not be addressed, answered, nor responded to. All timely vendor questions and Health System answers will be posted as an amendment to this solicitation via www.UniversityHealthSystem.com/bids in the “Amendments” section of the online solicitation. The process of evaluating the proposals and conducting any subsequent interviews may extend, at a minimum, one month following the solicitation deadline. No unlawful discrimination will be made against vendors or contractors, because of race, color, religion, sex, age, national origin, physical disability/handicap, or mental disability/handicap. The University Health System reserves the right, in its sole discretion, to reject any and all bids, to waive any informality, or to change the listed dates.

NOTE TO OFFERORS

UNIVERSITY HEALTH SYSTEM IS A MEMBER OF THE FOLLOWING BUYING GROUPS:

MEDASSETS (HSCA), AMERINET, FIRST CHOICE, U. S. COMMUNITIES, PURCHASING SOLUTIONS ALLIANCE, AND THE TEXAS DEPARTMENT

OF INFORMATION RESOURCES (DIR)


GENERAL CONDITIONS GPOs: If respondent is awarded a contract for services/items that fall under a Group Purchasing

Organization (GPO) contract, all sales will be reported back to that GPO. If Yes, what GPO? ____________________________

YES________ NO_________ (initial) PAYMENT TERMS: The Health System encourages you to consider accepting the American Express BIP in payment for your products and services. Your willingness to accept the American Express BIP for this payment will help improve the Health System procurement and payment processes for this RFQ (RFI or RFP). Once you have decided to select the American Express BIP as payment for this RFP or RIF this payment method will apply to all current and future contracts you have with the Health System. If you would like to obtain information regarding the American Express BIP payment process, please contact American Express at 1-800-825-3272. Supplier agrees that all purchases by the Health System hereunder shall be payable by American Express University Health System Initiated Payments (BIP) in accordance with Supplier’s separately executed agreement with American Express. See Section 6 under Invoices and Payments of the Terms and Conditions by checking this box accept or do not accept the BIP program. _______ you accept the BIP Program or ________do not accept the BIP Program


DELIVERY [If Applicable]: Vendor’s promised delivery: on or before _________ calendar days after receipt of order. Delivery: F.O.B. Destination, (unloaded onto dock), freight prepaid to:

University Health System Attention – Receiving 4502 Medical Drive

San Antonio, TX 78229 Special note: The Health System does not pay freight. If, for whatever reason, vendor must charge freight, it needs to be incorporated into the unit cost of the item and will be evaluated as part of the standard price of the bid.





II. INSTRUCTIONS

A. Important Bidding Instructions

1. Notice to all Contractors/Vendors/Suppliers: You must register on our website,

http://www.UniversityHealthSystem.com/vendors to be eligible to submit bids/proposals for this and all future formal/informal opportunities.

2. Registration is good for a two-year period. 3. Documents required include:

a. Workforce Composition b. Vendor Questionnaire (completed on website) c. Conflict of Interest Questionnaire d. Form W9 (Request for Taxpayer Identification Number and Certification)

This information will be used to enter your business into the Health System purchasing data base primarily for the purpose of payment and for notification of future bidding opportunities.

4. Bid opportunities may currently be found in the San Antonio Express-News.

Construction/architectural engineering projects are usually advertised in the Sunday edition.

5. Online bid opportunities are available on the Health System website:

www.UniversityHealthSystem.com/bids 6. All questions regarding any solicitation must be submitted in writing, by e-mail,

mailed, or hand-carried, and addressed to the Purchasing staff member assigned to the solicitation.

7. A copy of the vendor’s Insurance Certificate


8. A copy of the vendor’s Workers’ Compensation Insurance Certificate must be on file with the Health System’s Safety Officer for awards requiring the vendor’s personnel to perform services on Health System premises. No award will be made unless this document is on file.

9. The Bexar County Hospital District d/b/a University Health System is a political

subdivision of the State of Texas and by law is a tax-exempt entity. 10. Warranty: Include terms, routine hours of operation, and after-hours rates. 11. For the purpose of evaluation of offers and award, respondents agree to hold their

offers for one hundred twenty (120) days. 12. Price must remain firm and fixed for the duration of the contract term.

13. This proposal must be signed by a company official who is authorized to bind

the respondent. By signing the proposal, the respondent acknowledges that all facts contained in it are true to the respondent’s best knowledge and that the Health System may rely upon such.

14. A vendor who does not respond to this solicitation by the due date will be

eliminated from the selection process. Responses are due to Purchasing in accordance with the specifications of this solicitation.

B. Additional Terms and Conditions

1. The issuance of this solicitation does not imply any commitment on the part of the Health System nor any of its individual representatives to accept in part or in whole any of the submitted proposals.

2. The Health System will independently verify the respondent’s ability to

perform as proposed. Referenced client lists are to be provided as specified.

3. The Health System is a governmental entity subject to the Texas Open Records Act. The entire contents of all submission become part of public record. All documentation considered a trade secret or proprietary shall be marked “Confidential.” If confidential information is requested from an outside source, notification will be given to respondent.

4. This solicitation is a formal competitive process. All questions or other

matters related to this solicitation are to be directed to the Director of Purchasing or his designee only. Any respondent, including those currently contracted with the Health System, who fails to comply with this limitation, may be disqualified from the selection process.

5. The Health System reserves the right to reject any or all responses or to award

the contract to another respondent(s) if the successful respondent(s) does not execute a contract within thirty (30) days after the acceptance of the


response by the Health System.

6. The Health System reserves the right to request clarification of information submitted and to request additional information of one or more applicants.

7. Any response may be withdrawn up to the date and time specified for the submission of the responses. Any response not so withdrawn shall constitute an irrevocable offer, for a period of one-hundred twenty (120) days, to provide to the Health System the services proposed, or until one or more of the responses have been accepted and approved by the Health System.

8. Any agreement or contract resulting from the acceptance of a response shall be approved by the Health System. The contract shall contain, at a minimum, applicable provisions of this solicitation. The Health System reserves the right to reject any agreement that does not conform to the terms and conditions and any Health System requirements for agreements and contracts.

9. Respondents who submit a response to this solicitation does so at their own

expense. The Health System will not pay or reimburse any respondent’s costs related to this solicitation or negotiation of any contract.

10. The Health System reserves the right, in its sole discretion, to modify or

suspend any and all aspects of the selection process, including, but not limited to this solicitation, and all or any portion of the selection process subsequent to the solicitation, to obtain further information from any respondent, to waive any defects as to form or content of the solicitation or any other step in the selection process, to reject any and all responses submitted, and to accept or reject any respondent for entry into any contract.

11. By respondent’s submission of a response to this solicitation, each

respondent waives any claim against the Health System or Health System property by reason of any or all of the following: any aspect of this solicitation, the selection process or any part thereof, any informalities or defects in the selection process, entering into any agreement, the failure to enter into an agreement, any statements, representations, acts, or omissions of the Health System, the exercise of any discretion set forth in or concerning any of the foregoing, and any other matters arising out of all or any of the foregoing.

12. Contract Term and Renewal Option

a. Contract Term: The contract will be awarded for the term listed above, commencing from the date of award. If delays in the bid process result in an adjustment of the anticipated contract effective date, the bidder agrees to accept a contract for the full term of the contract.


b. Contract Renewal Option: This contract may be renewed for the number of option years listed above. Any renewal of this contract under this provision will be put into effect by mutual agreement between Health System and the Contractor, with written notification being provided to the Contractor by Health System. The original terms and conditions will remain in effect for any renewal period. Unless otherwise noted in this RFP (or any Addendum thereto), pricing for each optional year is to remain the same as the final year of the original contract term.

13. Contract Transition

In the event services end by either contract expiration or termination, it shall be incumbent upon the Contractor to continue services, if requested by the Director of Purchasing, until new services can be completely operational. The Contractor acknowledges its responsibility to cooperate fully with the replacement Contractor and Health System to ensure a smooth and timely transition to the replacement Contractor. Such transitional period shall not extend more than one-hundred twenty (120) days beyond the expiration date of the contract, or any extension thereof. The Contractor will be reimbursed for services during the transitional period at the rate in effect when the transitional period clause is invoked by Health System.

14. Precedence of the Health System’s Standard Terms and Conditions

The contract resulting from this procurement shall consist of the specification included herein, U n i v e r s i t y Health System’s Standard Terms and Conditions, any amendment to this RFP, the Contractor’s bid proposal, and Health System’s Contract Term Sheet.

In the event of a conflict between the provisions of this RFP, including any amendments to this RFP, and the bidder’s proposal, the RFP and/or the amendment shall govern.

15. Advertising

The Contractor shall not use the Health System’s name, logos, images, or any data or results arising from this contract as a part of any commercial advertising without first obtaining the prior written consent of the Director of Purchasing and the Vice President of Corporate Communications.

16. License and Permits

The Contractor shall obtain and maintain in full force and effect all required licenses, permits, and authorizations necessary to perform this contract. The Contractor shall supply the Health System with evidence of such licenses, permits, and authorizations. This evidence shall be submitted subsequent to the contract award. All costs associated with any such licenses, permits, and authorizations shall have been included by the Contractor in its bid proposal.


C. Business Associate Information 1. Safeguards: Business Associate agrees to use appropriate safeguards to

prevent use or disclosure of the PHI other than as provided for by this Agreement or by law. Business Associate agrees to implement a comprehensive written privacy and security program that includes administrative, physical and technical safeguards that reasonably and appropriately protect the confidentiality, integrity and availability of ePHI that it creates, receives, maintains or transmits on behalf of Covered Entity in compliance with the HITECH Act. Business Associate agrees to provide Covered Entity with Business Associate’s a copy of its privacy and security program prior to the execution of this Agreement. Business Associate further agrees to provide Covered Entity with information concerning such safeguards as Covered Entity may from time to time request.

D. Proposal Format

The Health System desires that the response to the solicitation be as succinct as possible, while still providing sufficient information for evaluation of the respondent’s qualifications, approach, and ability to meet the Health System’s needs in a responsive and cost-effective manner. In that regard, the Health System requests that the responses generally follow the outline format below, and that the vendor address all of the questions posed in this solicitation.

1. Proposal Cover Sheet: Identify the respondent name, its home office and

branch office, if any, to provide services in this proposal. Include the name, address, phone number, fax number, and e-mail for the primary contact assigned to this project.

2. Table of Contents: A listing of the required sections of the response with

appropriate page numbers. 3. Respondent Background: Provide general history and experience

performing services for public clients. Include specific information concerning the location of headquarters and branch offices that will be providing services, the number of years providing services.

4. References: Please provide the following list. Each list is to include the

name of the facility, facility size (beds), teaching or non-teaching, a contact name with phone number and email address and the years of service provision in the facility as the eligibility vendor. The contact name, email address and phone number will be used in the reference checks; therefore, please ensure they are accurate. Submission of incorrect or no information from a reference will result in a low score for this evaluation criterion.


List of all clients you currently have contracts with for contract coding in Texas.

5. Contract Terms and Conditions: In submitting a response, the respondent will be deemed to have agreed to each clause of the solicitation and the Health System’s Standard Purchase Terms and Conditions unless the vendor’s response clearly identifies an objection, sets forth the basis for the objection, and provides substitute language addressing the respondent’s concerns.

NOTE: If a company is taking exception to the UHS Standard Terms and Conditions, the company must submit with the response the proposed exceptions. Any sections that are not applicable indicate so by placing “N/A” beside the appropriate section. Any other revisions to the UHS terms and conditions will have to be approved by the Procurement Services Department and UHS Legal Counsel. However, if a company presents what is considered excessive exceptions or additions to UHS Standard Terms and Conditions as deemed unacceptable or not in the best interest to UHS, UHS reserves the right to consider the proposer non responsive and therefore will be removed from consideration.

E. Evaluation and Selection Criteria

Each proposal will be evaluated on its responsiveness to the questions contained in this solicitation regarding the respondent’s experience and qualifications, scope of services, quantitative capabilities, organizational and financial stability, and compensation requirements. The Health System, at its sole discretion, may select more than one vendor(s) which best serve the Health System’s interests. Each respondents proposal will be evaluated on the Decision Criteria Award Matrix listed below and include but are not limited to those criteria.

NOTE:

As part of the selection process, respondent(s) may be asked to make oral presentations. If an oral presentation is requested, the respondent(s) may be asked to elaborate on elements of its response and to demonstrate its understanding of the Health System request. This solicitation or request to make an oral presentation shall not obligate the Health System to accept or contract for any services whatsoever. The Health System reserves the right to request additional information or material deemed necessary to assist in the selection process and to modify or alter any or all of the requirements herein. In the event of a modification, all respondent(s) who submit responses will be given an opportunity to modify their responses in the specific areas affected.


The Health System reserves the right to award one contract to a single or multiple companies after receipt of proposals, without further discussion. Therefore, we emphasize the importance of submitting the most favorable terms in the initial response.

Material exceptions to the solicitation, including terms and conditions, delivery, specifications, or payment terms may constitute grounds for rejection of the submission. However, University Health System requires all vendors to obtain a credential that will have access to any of our facilities as a vendor or contractor. University Health System has partnered with VCS (Vendor Credentialing Services) credentialing services. Vendor is solely responsible for any and all costs incurred by it as part of the credentialing process. Please visit www.vcsdatabase.com to complete your registration. NOTE: This process only applies to the awarded vendor(s). Awarded vendor(s) and contractors must have all staff that will be on any UHS facility to submit to this process. Only those approved employees will be allowed to enter any UHS facility as a vendor or contractor.


F. Decision Criteria and Award Matrix

CODER SKILL SET CRITERIA Max

Points

Response to RFP 30 Points Maximum

Over 80% of Coders have been coding for over 2 years 0 - 5 points

Coders have received ICD-10 training. 0 - 5 points

Coders are familiar with the 3M Encoder 0 - 5 points

Coders are familiar with Allscripts and/or Sunrise Electronic Medical Record

0 - 5 points

Coders are able to code multiple specialties 0 - 10 points

Response to RFP (total points)

References 10 points maximum

3 or more references contacted with favorable responses

0 - 5 points

3 or more professional references/clients contacted but not listed by the bidding Vendor contacted with favorable responses

0 - 5 points

References (total points)

Experience 20 points maximum

(large = greater than 300 beds)

Vendor’s medical coding experience includes experience in large teaching Facilities

0 - 5 points


Vendor’s medical coding experience includes working with high acuity patients in Level 1 Trauma Centers.

. 0 - 10 points

Vendor has coders with proven experience working with Clinical Documentation Improvement programs.

0 - 5 points

Experience (total points)

Verifiable Performance Record 20 points maximum

Reference verifies performance outlined in RFP has been conducted. Excellent 5 points Good 4 points

Average 3 points Poor 1 point

Reference received was rated as:

Excellent 4 points Good 3 points


Would reference(s) contacted recommend your company for business again?

Three references would recommend 3 points Two references would recommend 2 points One references would recommend 1 point

Flexibility with reports and staffing.

Excellent 4 points Good 3 points


Customer Service.

Excellent 4 points Good 3 points Average 2 points Poor 1 point

Verifiable Performance Record (total points)

Proposed Fees (Pricing) 0 - 20 points

TOTAL POINTS


G. Respondent Checklist

This checklist is provided solely for the respondent's convenience and identifies the documents to be submitted with each response. Any response received without required documents may be rejected as being non-responsive.

Complete online Vendor Registration at www.UniversityHealthSystem.com/vendors

Signed Solicitation, Offer, Acceptance, and Award page

Signed University Health System Standard Purchase Terms and Conditions (found in Required Documents PDF on website)

Vendor Questionnaire (found at www.UniversityHealthSystem.com/vendors ) 1. Complete questionnaire online. 2. Print completed form & attach to response.

Conflict of Interest Questionnaire (found in Required Documents PDF on website)

Workforce/Employee Composition Form (found in Required Documents PDF on website)

Vendor’s Insurance Certificate

Copy of Vendor’s Workers’ Compensation Coverage

Form W-9, Request for Taxpayer Identification Number and Certification (found in Required Documents PDF on website)

*Copy of vendor’s Affirmative Action Plan or Policy

IMPORTANT

It is mandatory that forms be completed properly in order for your response to be valid. Any responses received that do not have the required forms, signatures, and/or do not have correct number of copies may be declared non-responsive.

*An affirmative action plan should reflect respondent’s current practice as it pertains to equal employment opportunities in full compliance with applicable Federal and State laws and regulations.


RFP-215-08-029-SVC Medical Records Coding Services

QUESTIONS DUE: September 9, 2015 @ 12:00 P.M.

H. RESPONDENT QUESTION FORM ONLY ONE QUESTION PER FORM

Company Name: ___________________________________________________________

QUESTION:

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ ______________________________________________

Submitter Signature: _______________________________ Date: __________________

Title: ____________________________________________

---------------------------------------------------------------------------------------------------------------------

FOR HEALTH SYSTEM USE ONLY RFP #: __________________ ANSWER PROVIDED ON ADDENDUM #:________ DATE ADDENDUM ISSUED: _________ PROJECT MANAGER’S SIGNATURE: ___________________________ DATE: ____________ PROJECT MANAGER’S TITLE: _________________________________





III. COMPANY RESPONSE

A. GENERAL INFORMATION:

The University Health System is soliciting proposals to obtain one contract for Medical Records Coding Services. The University Health System desires to contract medical record coding on an as needed basis to enhance work flow efficiency. The contract will be awarded for an initial three (3) year term. After that period, if the University Health System elects, this contract can be renewed yearly for two (2) additional one year terms if all specifications, performance standards and terms of condition are being met.

The responsible vendor must perform all the tasks and meet the performance requirements as outlined in the section titled performance standards and expectations.

The proposal must include sufficient information for a detailed evaluation of the services from both a process and results perspective.

B. INSTITUTION PROFILE

University Health System Medical Records Coding Statistics:

Inpatient medical records coded in 2014: 26,572

Outpatient medical records coded in 2014: 580,000


C. PERFORMANCE EXPECTATIONS AND SERVICE REQUIREMENTS Please note that initials are required on each of these sections acknowledging the service requirement and indicating your ability to meet the requirement.

1. Preferably onsite system training initially and then remote coding is an option.

_________vendor initials confirming service requirement.

2. Coder must be certified(RHIA, RHIT OR any other coding certification through AHIMA or AAPC. _________vendor initials confirming service requirement.

3. 95% coding assignment accuracy or above. _________vendor initials confirming service requirement.

4. No billing is required of the contract coders. _________vendor initials confirming service requirement.

5. No evaluation and management coding. _________vendor initials confirming service requirement.

6. Experience in coding outpatient, inpatient, observation, outpatient surgery and emergency. _________vendor initials confirming service requirement.

7. Local candidates preferred, will consider remote coding.. _________vendor initials confirming service requirement.

8. Quality monitoring must be performed by company staff on an ongoing basis (at least quarterly for each Coder) with findings submitted to University Health System’s (UHS) Coding department. Please submit QA plan. _________vendor initials confirming service requirement.

9. Ability to provide back up coverage on an as needed basis.



10. Proof of continuing education (coding and HIPAA), coding credentials. _________vendor initials confirming service requirement.

11. Coding contractor will be responsible for correcting his or her coding errors and edits at no additional cost to UHS. _________vendor initials confirming service requirement.

12. Coding contractor will be responsible for assisting in generating appeals that apply as a result of improperly coded accounts during an audit at no cost to UHS: to include but not limited to the: Recovery Audit Contractors (RAC), Humana, Medicaid, Medicaid and other third party payers. _________vendor initials confirming service requirement.

13. The coding contractor will be responsible for refunding money to UHS that is recuperated as a result of an improperly coded medical records. _________vendor initials confirming service requirement.

14. Approximate volume will consist of intermittent “as needed” for inpatient, outpatient, observations, outpatient surgery and emergency center coding. _________vendor initials confirming service requirement.

15. Please provide individual chart coding costs for each type of medical record mentioned above. _________vendor initials confirming service requirement.

16. Productivity standards: outpatient 20 per hour, Inpatient 3 to 4 charts per hour. Outpatient surgery and Observation: 5 charts per hour. Emergency Center: 15 per hour. _________vendor initials confirming service requirement.

17. Provide fees for all types of coding services to include: a. Outpatient clinical specialties b. Ancillary outpatient c. Outpatient ancillary service coding (Radiology and Pathology) d. Outpatient surgery e. Observations


f. Inpatient


18. Please provide the average number years of coding experience for the group of Coders that will be involved in coding for UHS.

19. Please indicate the percentage of Coders that have obtained ICD-10 training. 20. Please indicate the percentage of Coders that are experienced in using the 3M

Encoder 21. Please indicate the percentage of Coders that are familiar with the Allscripts

electronic medical record. 22. Please include proven experience working with Clinical Documentation Improvement

programs. 23. Please include proven experience working with Level 1 Trauma, high acuity patients.

Service Provision

a. Provide a description of your service process and performance

standards. Describe your experience with Contract Coding.

b. Provide statistical information relative to current case volume, dollar amount, and expected case closure for comparable institutions (large, metropolitan teaching facilities) you are providing contract coding services for.

c. Success rate for meeting quality and timelines related to contract coding.

1) Provide a description of your computer systems that will support remote contract coding.

2) Describe how your software and services ensure HIPPA compliance.

3) Describe your coding training program, continuing education

requirements, and Customer Service commitments.

4) Provide a copy of your corporate compliance plan and the name of the individual responsible for corporate compliance.

5) Provide a copy of your affirmative action plan.

Please answer the following questions:

a. Has the company, any of its predecessors, or any person having a substantial

interest in the company ever been convicted of a felony, been assessed deferred adjudication for a felony, plead guilty or no contest to a felony? A person has a substantial interest in the company if:


(1) the person owns 10 percent or more of the voting stock or shares of the business entity or owns either 10 percent or more or $15,000 or more of the fair market value of the business entity; or

(2) Funds received by the person from the business entity exceed 10 percent of the person's gross income for the previous year.

b. Has the company, any of its predecessors, or persons having a substantial interest

in the company ever been excluded from participation in the Medicare, Medicaid

or Federal health care programs? If answer is yes, please explain fully.

c. Please explain how your company’s compliance plan assures that your company,

its affiliates, principles and agents will not develop or maintain any financial

relationship, direct or indirect, with any employee of the University Health

System.

Implementation Approach

Describe how you will implement your service. Include timelines and processes that will be used for assuring implementation are successful. Timelines must address each of the areas identified in the Section V Performance Expectations and Service Requirements. What guarantees can you provide to ensure that all medical record coding is processed accurately and in a timely manner and in accordance with HIPAA privacy and security rules if you are selected to provide this service?

KEY EVENTS SCHEDULE

Critical solicitation schedule milestones are:

Issue RFP: August 25, 2015

Due Date for Questions September 9, 2015 at 12:00 P.M. CST

RFP Submittal Deadline September 23, 2015 at 2:00 P.M. CST Est. date for Evaluations Week of September 28, 2015

Est. date for Presentations N/A

Est. date for Board approval October 27, 2015


NOTE: The dates are subject to change depending on number of responses received or other unforeseen circumstances. UHS will make every effect to communicate changes.

SUBCONTRACTING: Please indicate how much and of which discipline(s) you intend to subcontract to another firm. If your firm intends to perform the services for all listed disciplines then provide a statement to that effect. If you intend to subcontract any discipline, then provide the information for the subcontracting firm as part of your submittal package. UHS reserves the right to accept or decline any subcontracted firms. The respondent is required to submit a Good Faith Effort Plan form and all SMWBE certification certificates for the respondent or their subcontractors as part of the submittal package. Respondent and/or their agents may contact the Supplier Diversity Analyst at 210-358-9112 for assistance or clarification with issues specifically related to the Small, Minority, and Woman Business (SMWBE) Program policy and/or completion of the Good Faith Effort Plan form at the end of this solicitation. The Good Faith Effort Plan form is attached to the end of this document.


Good Faith Effort Plan for Prime Vendors

Name and Number of Bid: RFP-215-08-029-SVC Medical Records Coding Services SECTION I – CONTACT INFORMATION Contractor Information: _________________________________________________________ Name of Business: _____________________________________________________________ Address: _____________________________________________________________________ City: _____________________ State: __________________ Zip: _______________________ Contact Person: __________________________ Telephone:___________________________ Email Address:____________________________ Fax: _______________________________ Is your firm certified? __Yes __No If Yes, which certifying agency?: _________________ Type of Certification (check all that are applicable and provide a copy of the certificate)

_SBE _WBE _MBE _DIBE _VBE _HUB SECTION II – UTILIZED SMWVBE VENDORS List all subcontractor/suppliers that will be utilized on this project. Bidders will be required to provide reports of the actual payments to all subcontractors which will be used for SMVBE participation tracking purposes. Name & Address of

Company Scope of Work to be

performed or supplied

Estimated Total Contract Amount ($)

Certification Type (SBE,WBE, MBE,

ETC.)


SECTION III – GOOD FAITH EFFORT A. List all the firms you contacted with the subcontracting opportunities for this project that

will not be utilized for the contract. Written notices to firms contacted by the bidder for the specific scopes of work identified for those opportunities must be provide not less than 5 business days prior to the bid/proposal due date. Please submit copies of the written notices to all firms contacted with this document.

Name & Address of Company

Scope of Work to be performed or

supplied

Date Written Notice was Sent

Certification Type (SBE,WBE, MBE,

ETC.)

B. Did you contact any trade organizations/minority organizations to advertise the

subcontracting opportunity? If so, please list which organizations:

___________________________________________________________________________ ___________________________________________________________________________

C. Please list any additional outreach activities or advertising done for this project:

___________________________________________________________________________ ___________________________________________________________________________


SECTION IV: AFFIRMATION I hereby affirm that the above information is true and complete to the best of my knowledge. I further understand and agree that this document shall be attached and submitted with my proposal; making this a binding part of the contract. Name: _______________________________________________________________________ Title: ________________________________________________________________________ Signature: _________________________________________________ Date: ____________ For assistance or questions, please contact the Supplier Diversity Coordinator, Carolyn Frazier, at (210) 358-9114 or via email at [email protected].