HomeMy WebLinkAboutAgenda Bill 2.G 05/03/2004r
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CITY OF PETALUMA, CALIFORNIA
AGENDA BILL
Agenda Title: Resolution approving three-year contract extension,
Meeting Date:,
for Wittman Enterprises, LLC, for ambulance service billing
May 3, 2004
Meethij! Tim 3:00 PM
❑ 1 7:00 PM
:Category (check one): Consent Calendar c Hearing ❑ New Business
❑ Unfinished Business F Presentation
Departmen
Director:
Contact Person:
Phone Number:
Finance/Fire
Chris Albertson
Cinde Rubaloff
778-4357
Department
Cost of Proposal: $126,000 annually
Account Number: 5199 541
Amount Budgeted: paid by fixed percentage of collected fees
Name of Fund- Ambulance Fund
Attachments to Agenda Packet Item-,
Resolution
Addendum number one to Professional Services Agreement, dated July 1 2004
Certificate of Insurance issued August 4, 2003
Business Tax Receipt issued March 2, 2004
Professional Services, Agreement, dated July 8, 2003
Summary Statement:
Wittman Enterprises LLC began providing billing services.- to, the City for the ambulance activity July 8,
2003 pursuant to a one -year contract. That contract expires June 30,2004. Staff is recommending that the
contract be extended for an additional three years.,
Recommended City Council Action/Sunested.Motion.
Approve resolution approving' three-year contract extension with Wittman Enterprises, LLC for ambulance
service billing.
Reviewed by Finante Director:,
Reviewed by-C
Aty'Attorney-
Approved itvMana2er:
Date:
Date:
Today �s Date:
Revision # and Date Revised:
File Code:
#
s:\accountant\cinde\word\contracts\awittmanagenda
•
CITY OF PETALUMA, CALIFORNIA
MAY 3, 2004
AGENDA REPORT FOR
RESOLUTION APPROVING THREE-YEAR CONTRACT EXTENTION WITH
WITTMAN ENTERPRISES, LLC, FOR AMBULANCE AND EMERGENCY SERVICES
BILLING
JULY 1, 2004 -JUNE 30, 2007
1. EXECUTIVE SUMMARY
Wittman Enterprises, LLC began providing billing services to the City of Petaluma July 8,
2003. They have provided professional, courteous and timely service. The existing contract
is for one year, ending June 30, 2003. Staff is recommending that the contract be extended
for three additional years.
2. BACKGROUND
• Research was conducted last fiscal year which determined that it would be cost effective for
the City to contract out the task of ambulance and emergency services billing. Wittman
Enterprises, LLC was one of two companies which submitted proposal. They were selected
as being the most cost- effective contractor.
3. ALTERNATIVES
Accept three -year extension of current contract, or re -bid contract.
4. FINANCIAL IMPACTS
Billing services are paid out of ambulance fund and are contingent on the amount collected.
The addendum extends the original annual not to exceed amount of $126,000 for the'three-
year extension period for an. addendum total of $378,000.
5. CONCLUSION
Extend current ambulance service billing contract for three years.
•
OUTCOMES OR PERFORMANCE MEASUREMENTS THAT WILL IDENTIFY
SUCCESS OR COMPLETION
Continuous ambulance service billing through FY 2007.
7. RECOMMENDATION
Approve resolution.
filename: s:\accountant \cinde \word \contracts \wittmanagenda.doc
1 I 1
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RESOLUTION No. N.C.S.
of the City of Petaluma, California
RESOLUTION APPROVING THREE- YEAR.CONTRACT EXTENSION WITH WITTMAN
ENTERPRISES, LLC FOR AMBULANCE SERVICE BILLING
WHEREAS, the Finance Department, in conjunction with the Fire Department, has
previously determined that it would be cost effective for the City to contract out the task of
ambulance service billings,
WHEREAS, Wittman Enterprises, 'LLC has satisfactorily been providing this service for the
past ten months,
NOW, THEREFORE, BE IT RESOLVED that the City Council hereby authorizes the
City Manager to sign an addendum, dated July 1, 2004 to the Professional Service Agreement, dated
July 8, 2003, to extend the Agreement for three years, for ambulance service billing for the City.
•
•
ADDENDUM NUMBER ONE TO PROFESSIONAL SERVICES AGREEMENT
between the City of Petaluma, California and Wittman Enterprises, LLC for Ambulance
and Emergency Services Billing (acct # 5199 54110)
THIS AGREEMENT is made and entered into this lst day of July, 2004, by and between the
City of Petaluma, a Municipal Corporation and a charter city (hereinafter referred to as "City ")
and Wittman Enterprises, LLC, PO Box 269110 Sacramento, CA 95826, (hereinafter referred to
as "Consultant "), and forms an ADDENDUM to the professional service agreement between the
parties dated July 8, 2003 (hereinafter referred to as the "Professional Service Agreement ")..
WHEREAS, pursuant to the Professional Services- Agreement, Contractor has been proving
ambulance and emergency services billing to the City since July 8, 2003; and
WHEREAS, by its terms, the Professional Services Agreement was to expire on June 30, 2004,
• NOW THEREFORE, the arties agree to amend the Professional Services Agreement between
p � �'
the parties dated July 8, 2003 as follows:
1. Paragraph 2 C is amended to read as follows:
2 C Consultant shall be compensated for services in, addition to those described
in Exhibit A, only if Consultant and City execute a written amendment to this
Agreement describing the additional services to be performed and the
compensating to be paid for such services. In no case shall the total
compensation under this Agreement exceed $378,000 without prior written
authorization of the City Manager. Further, no compensation for a section of
work program component attached with at specific budget shall be exceeded
without prior written authro8ization of the City Manager.
1. Paragraph 3 is amended to read as follows:
3 Term The term of this Agreement commences on the Effective Date, and
terminates on June 30, 2007, unless sooner terminated in accordance with
® Section 4. Upon termination, any and all of City's documents or materials
provided to Consultant and any and all of the documents or materials •
prepared for City or relating to the performance of the Services, shall be
delivered to the City as soon as possible, but not later than fourteen (14) days
after termination of the Agreement.
3. Except as specifically provided herein, the terms of the Professional Services
Agreement, as entered into on July 8, 2003, shall remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this document. the day, month and
year first above written.
CITY OF PETALUMA CONTRACTOR
BY
City Manager Name and Title
ATTEST:
Address
City Clerk City State Zip •
APPROVED AS' TO FORM:
Taxpayer I.D. Number
City Attorney Petaluma Business License Number
APPROVED:
Department Director
APPROVED:
Risk Manager
APPROVED:
Finance .Director
filenames:\ accountant \cinde\word\contract\wittman. doe •
FROM FAX NO.
PRODUCER
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POUCYNUMBER DATE (MM /DDIYY) OATE
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TIFICATE HOLDER IS I14CLUDED AS ADD'L INSURED PER A TTACHE
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PETALUMA, C/O ICA .; : LIABILITY OF ANY KIND UPON THE ANY._ITS AGENTS GAREPRESENTATNES.
1304 SOUTHPOINT B L. 4250 ?; AUTHORIZEDREPRESENTATIVE
PETALUMA CA 94954
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FROM FAX NO. Jun. 15 2002 12:52PM P3
INSURED: WITTMAN "ENTERPRISES LLC August 4,.2003 /BLD •
POLICY NUMBER:_57SBAAT6 . COMMERCIAL AUTOMOBILE LIABILITY
INSURANCE COMPANY;: HARTFORD'CASUALTY INSURANCE CO.
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE REND IT CAREFULLY.
- .ADDITIONAL INSURED. ENDORSEMENT -
It is agreed that coverage for this additional insured with respect to vehicle liability insurance
applies only to claims arising out of ownership, care, maintenance or use of any vehicle owned,
non - owned or hired or,leased in connection with the covered operations.
It is further : agreed that such insurance is afforded by the policy for bodily injury liability, for
property damage liability and medical payments liability; shall also apply with respect to each
interest hereinafter named as an insured; but such inclusion of additional interest or interests
shall not operate to increase the limits of the company's liability.
ADDITIONAL INSURED: RON BLANCUIE
RISK MANAGER, CITY OF PETALUMA,
C/O ICA
1304 `30UTHPOINT' 13L#250
PETALUMA, CA 94954
PROJECT DESCRIPTION: WORK PERFORMED BY THE NAMED INSURED •
All other terms and conditions remain unchanged.
ACORDI&JO INSURANCE SERVICES, INC.
FROM FAX NO. Jun. 15 2002 12:'52PM P4
INSURED: WITTMAN ENTERPRISES, INC— August 4, 20031HK8
POLICY NUMSEW 57SBAAT6490 COMMERCIAL GENERAL LIABILITY
INSURANCE COMPANY: HARTFORD CASUALTY INS. CO.
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.
ADDITIONAL INSURED •-• OWNERS, LESSEES OR CONTRACTORS (FORM B)
This endorsement modifies insurance; provided under the following:
COMMERCIAL GENERAL LIABILITY COVERAGE PART.
Name of Person or Organization:. RON BLANOUINE, RISK MANAGER
CITY OF PETALUMA, CIO ICA
13o4 SOUTHPOINT BLVD., STE 250
PETALUMA CA,94954
As respects:
(if no entry appears above, information required to complete this endorsement will be shown in the
Declarations as applicable to this endorsement.)
WHO IS AN INSURED (Section. ll) is. amended to include. as an insured the person or organization
shown in the Schedule, but only with respect to liability arising out of your ongoing operations
performed for that insured.
ACOR F C IFORNIA INSURANCE SERVICES, INC.
CG 20 10 10 93 Copyright, Insurance Services Office, Inc„ 1992
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PROFESSIONAL SERVICES AGREEMENT
Ambulance and Emergency Services Billing
(Title of Project)
(Project Account Code No. 606 - 400 -66 i 0 -6104
THIS PROFESSIONAL, SERVICES AGREEMENT ("Agreement ") is entered into and effective
as of Julv S , 2003 ( "Effective Date "), by and between the City of Petaluma a municipal
corporation and a chattier city ( "City ") and Wittman Enterprises. LLC, a Limited Liabilitv
Corporation ( "Consultant ") (collectively, the "Parties ").
WHEREAS, the Parties enter into this Agreement for the purpose of Consultant providing
professional services to City under the- terms and conditions set forth herein. .
THEREFORE, in consideration of the mutual covenants contained in this Agreement, the Parties
agree as follows:
1. Services Consultant shall provide the services as described in and in accordance with
the schedule set forth in Exhibit "A" attached hereto and incorporated herein
( "Services ").
2. Compensation;
Business Tax Certificate
A.
For the full performance of the Services as described herein, City shall
compensate Consultant under the following terms: As per proposal entitled
"Proposal for Ambulance Billing Services ". attached as Exhibit A
B.
Consultant shall submit detailed monthly invoices reflecting all services
performed during the preceding month, and including - a revised schedule for
performance and additional documentation requested by City, as applicable_
C.
Consultant shall be. compensated for services in addition to .those described in
Exhibit A, only if Consultant and City execute a written amendment to this
Agreement describing the additional services to be performed and the
compensation to be paid for such services. in no case shall the total compensation
under this Agreement exceed $126.000 without prior written authorization of the
City Manager. Further, no compensation for a section or worn program
component attached with a specific budget shall be exceeded without prior written
authorization of the City Manager.
D. Notwithstanding any provision herein . Consultant shall not be paid any
compensation until such time as Consultant has on file with the City Finance
Department current information requested on the "Vendor Information" form
available from City, and has obtained a currently valid Petaluma business tax
certificate.
•
1'
PROFESSIONAL SERVICES AGREEMENT —CITY
February 2003
E. City's obligation to pay compensation to Consultant as provided herein is
contingent upon Consultant's performance of the Services pursuant to the terms
- and conditions -of this-Agreement and -any- amendments thereto: - --
3. Term The term of this' Agreement commences on the Effective Date, and terminates on
June 30, 200- unless sooner terminated in accordance with Section 4. Upon termination,
any and all-- of City's documents or materials provided to Consultant and any and all of
the documents or materials prepared for City or relating to the performance of the
Services, shall be delivered to the City as soon as possible, but not later than fourteen
(14) days after termination of the Agreement.
4. Termination City may terminate this Agreement without cause upon . ten (10) days'
written notice. City may immediately terminate or suspend this Agreement for cause.
Cause for immediate termination or suspension shall include, but not be limited to, any
breach of this Agreement by Consultant or Consultant's bankruptcy or insolvency. Upon
receipt of notice of termination or suspension for cause, Consultant shall immediately
stop all work in progress under this Agreement. In the event of early termination of this
Agreement by City, Consultant shall be entitled to payment for all Services. performed to
the date of termination to .the extent such Services were performed to the satisfaction of
City in accordance with the terms and conditions of this Agreement. If City terminates
this Agreement for cause, Consultant shall be liable to City for any excess cost City
incurs for completion of the Services.
5. Consultant's Representation, Independent Contractor Consultant represents that
Consultant possesses distinct' professional skills in performing the Services. City has
relied upon said representation as a material inducement to enter into -this Agreement.
Consultant shall, therefore, provide properly skilled professional and technical personnel
to .perform all Services under this Agreement. It is expressly understood that Consultant
and its agents and employees, shall act in an independent capacity and as an independent
contractor' and not as officers, employees or agents of City. This Agreement shall not be
construed as an agreement for employment.
6. Facilities and' Equipment Consultant shall, at its sole cost and expense, furnish all
facilities and equipment that may be required for furnishing Services pursuant to this
Agreement. City shall furnish to Consultant no facilities or equipment, unless' the City
otherwise agrees in writing to provide the,same.
7. Licenses, Permits, Etc. Consultant shall at Consultant's sole cost and expense, keep in
effect at all times during the term of this Agreement any licenses, permits or other such
approvals which are legally required for performing the Services.
S. Time Consultant shall. devote such time to the performance of the Services as may be
reasonably necessary for satisfactory performance of Consultant's obligations pursuant to
this Agreement.
9. Inspection Consultant shall provide the City every reasonable opportunity to ascertain
that the Services are being performed. in :accordance with the requirements and intentions
2
PROFESSIONAL SERVICES AGREEMENT —CITY
February 2003
of this Agreement. All work done and materials famished, if any, shall be subject to
inspection and approval by the City. The inspection of such .work shall not relieve
Consultant of any of its obligations pursuant to this Agreement.
10. Progress Reports Upon the City'. s request, Consultant shall provide, in a form
acceptable to City, written progress reports of all oral and written observations, opinions,
recommendations, analyses, progress and conclusions related to Consultant's
performance of the Services.
11. Confidentiality In the course of Consultant's employment, Consultant may have access
to trade secrets and confidential information, disclosure of which is protected or limited
by law. Consultant shall not directly or indirectly disclose or use any such confidential
information, except;as required for the performance of the Services.
12. Conflict of Interest Consultant represents that, it presently has no interest, and
covenants that it shall not acquire any interest, direct or indirect, financial or otherwise,
which- .would conflict in any manner or degree with the performance of the Services
hereunder. Consultant further covenants that, in the performance of-this Agreement, it
shall not employ any subcontractor or person having such a conflict of interest.
Consultant represents that no one who has or will have any financial interest under the
Agreement is an officer or employee of City. If such conflict of interest arises during this
Agreement or any extension, Consultant will immediately advise City and City may, at
its sole discretion, immediately terminate this Agreement.
^ Consultant No-Agent . Exce t as City may s eci in writing, Consultant shall have no
1�. p ty y p fy
authority, express or implied, to act on behalf of City in any capacity whatsoever as an
agent. Consultant shall have no authority, express or implied, pursuant to this Agreement
to bind City to any obligation whatsoever.
14. Standard of Performance Consultant shall perform all the Services in a manner
consistent with the standards of Consultant's profession. All instruments of service of
whatsoever nature, which Consultant delivers to City pursuant to this Agreement, shall be
prepared in a. substantial, first class and workmanlike manner and conform to the
standards of Consultant's profession. All such instruments of service shall become the
sole and exclusive property of City upon delivery of the same.
15. Assianment/Transfer No assignment or transfer in whole or in part of this Agreement
shall be made without the prior written consent of City.
16. Subcontractors Consultant shall directly perform all Services, and shall not subcontract
any portion of performance of the Services without the prior written consent of City.
Any such subcontractors shall be required to comply, to the kill extent applicable, with
the terms and conditions of this Agreement, including but not limited to, procuring and
maintaining insurance coverage as required herein and which shall name City as an
additional insured.
PROFESSIONAL SERVICES AGREEMENT — CITY
February 2003
1.7. Compliance With All Laves Consultant shall fully comply with all applicable local,
state and federal rules, laws, regulations and ordinances pertaining performance of the
Services required - hereunder: `To the`extent that any other government - agency -, or entity
provides compensation for any Services, Consultant shall comply with all rules and
regulations applicable to such fiscal assistance.
18. Discrimination During the performance of this Agreement, Consultant shall not
discriminate against any employee or applicant for employment because of race, religion,
creed, color, national origin, ancestry, gender, sexual orientation, age or physical or
mental disability in violation of any applicable law.
19. Notice Except as otherwise specified in this Agreement, all notices to be sent pursuant
to this Agreement shall be made in writing, and sent to - the Parties at their respective
addresses specified below or to such other address as a Party may designate by written
notice delivered to the other Party in accordance with this Section. All such notices shall
be sent by: .
(i) personal delivery, in which case notice is effective upon delivery;
certified or registered mail, return receipt requested, in which case notice shall be
deemed delivered on receipt if delivery is confirmed by a return receipt; -
(iii) nationally recognized overnight courier, with charges prepaid or charged to the
sender's account, in which case notice. is effective on delivery if delivery is
confirmed by the delivery service; or
(iv) facsimile. transmission, in which case notice shall be deemed delivered upon
transmittal, provided that (a) a duplicate copy of the notice is promptly, delivered
by first -class or certified mail or by overnight delivery, or (b) a transmission
report is generated reflecting the accurate transmission thereof. Any notice given
by facsimile shall be considered to have been received on the next business day if
it is received after 5:00 p.m. recipient's time or on a nonbusiness day.
City: City Clerk
City of Petaluma
Post Office Box 61
Petaluma, California 94953
Telephoner (707) 778 -4360
Facsimile: (707) 778 -4554
And:
William J. Thomas; Finatice-DiTe
City of Petaluma
Post Office Box 61
Petaluma. C 949531
Telephone: (707) 778-43
Facsimile: (707) 775 -4428
4
PROFESSIONAL SERVICES AGREEMENT — CITY
February 2003
a
Consultant: Wittman Enterprises. LLC
21 Blue Skv Court
Sacramento. CA 95828
Telephone: (800) 772 -6552
Facsimile:
20. Ownership of Documents All original papers, documents or computer material on disk
or microfilm, and copies thereof, produced as a result of this Agreement, shall be the
property of City and may not be used by Consultant without the written consent of City.
Copies of such documents or papers shall not be disclosed to others without the written
consent of the City Manager or his or her designated representative.
21. Indemnification Consultant shall indemnify, defend with counsel. acceptable to City,
and hold harmless City and its officers, officials, employees, agents and volunteers from
and against any and all liability, loss, damage, claims, expenses, and costs (including,
without limitation, attorney's fees and costs and fees of litigation) . (collectively,
"Liability ") of every nature arising out of or in connection with Consultant's performance
of the Services or its failure to comply with any of its obligations contained in this
Agreement; except such Liability caused by the sole negligence or willful misconduct of
City. Notwithstanding the foregoing, to the extent that this Agreement is a "construction
contract" within the definition of Civil Code Section 2783, as may be amended from time
to time, such indemnity shall not include Liability for the active negligence of City.
• 22. Insurance Consultant shall comply with the "Insurance Requirements for Consultants"
in Exhibit B -2 attached hereto and incorporated herein - by reference. [Indicate attached
exhibit, e.g., "B -1 or "B -2. "]
23. Amendment This Agreement may be amended only by a written instrument executed
by both Parties.
24. Litigation If litigation ensues which pertains to the subject matter_ of Consultant's
services hereunder., Consultant, upon request from City, a to testify therein at a
reasonable and customary fee.
25. Construction This Agreement is the product of negotiation and compromise on the part
of both Parties and that the Parties agree that, novvithstanding Civil Code section 165.4,
any uncertainty in the Agreement shall not be construed against the drafter of the
Agreement.
26. Governing Law; Venue This Agreement shall be enforced and. interpreted under the
laws of the State of California and the City of Petaluma. Any action arising from or
brought in connection with this Agreement shall be venued in a court of competent
jurisdiction in the County of Sonoma, State of California.
5
PROFESSIONAL SERVICES AGREEMENT —CITY
February 2003
27. Non - Waiver The City's failure to enforce any provision of this Agreement or the
waiver thereof in a particular instance shall not be construed as a general waiver of any
y • part of such provision. Tfie provision shall. remain iri` full - orce and e ect.
28. Severability If any term or portion of this Agreement is held to be invalid, illegal, or
otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of
this Agreement shall .continue in full force and effect.
29. No Third Party Beneficiaries The Parties do not intend to create, and nothing in this
Agreement shall be construed to create any benefit or right in any third party..
30. Mediation The Parties agree to make a good faith attempt to resolve any dispute arising
out of this Agreement through .mediation prior to commencing litigation. The Parties
shall mutually agree upon the mediator and shall divide the costs of mediation equally.
31. Consultant's Books and Records
A. Consultant shall maintain any and all ledgers, books of accounts, invoices,
vouchers, canceled checks, and other records or documents evidencing or relating
to charges for services, or expenditures and disbursements charged to the City for
a minimum period of three (3) years or for any longer period required by law,
from the date of final payment to Consultant pursuant to this Agreement.
B. Consultant stall maintain all documents and records which demonstrate
performance under. this' Agreement for a minim period of three (3) years or for. •
any longer period required by law, from the date of termination or completion of
this Agreement.
C. Any records or documents required to be maintained pursuant to this' Agreement
shall be made available for inspection or audit, at any time 'during regular business
hours, upon written request by the City Manager, City Attorney, City Finance
Director, or a designated representative of these officers. Copies of such
documents shall be provided to the City for inspection at Petaluma City Hall
when it is practical to do so. Otherwise, unless an alternative `is mutually agreed
upon, the records shall be available at Consultant's address indicated for receipt
of notices in this Agreement.
D. Where City has reason to believe that. such records or documents may be lost or
discarded due to dissolution, 'disbandment or termination , of Consultant's
business, City may, by written request by any of the above -named officers,
require that custody of the records be given to the City and that the records and
documents be maintained in Petaluma City Hall. Access to such records and
documents shall be granted to any party authorized by Consultant Consultant's
representatives, or Consultant's successor in interest.
32. Headines The headings used in this Agreement are for convenience only and are not
intended to affect the interpretation or construction of any provisions herein.
6
PROFESSIONAL SERVICES AGREEMENT —CITY
February 2003
33. Survival All obligations arising prior to the termination of this Agreement and all
provisions of this Agreement allocating liability between City and Consultant shall
survive the termination of this Agreement.
34. Entire Agreement This Agreement, including the exhibits attached hereto and
incorporated herein, constitutes the entire agreement between the Parties with respect to
the Services, and supercedes all prior agreements or understandings, oral or written,
between the Parties in this regard.
IN WITNESS WHEREOF, the parties hereto have executed this document the day, month and
year first above written.
CITY OF PETALUMA CONSULTANT
By
City Manager Name
ATTEST:
Cit� Clerk
APPROVED AS TO FORM.
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City Attorney
APPROVED:
Department Director
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Title
Address
City State Zip
T a xpayer I.D. Number
Petaluma Business Tax Certificate Number
APPROVED:
Risk
APPROVED:
Finance Director
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PROFESSIONAL SEP VICES AGREEMENT — CITY
February 2003
FPilunnn linlerorises. LLC
Billing.Proced'ures
Wittman Enterprises, LLC pledges to bill the patient, Medicare, Medi -Cal, and
private insurance within 3 days after receipt of the Patient Care Report. Follow -
up procedures used to elicit payment from Customer or Patient is as follows. A
data file for each patient is "established from which information regarding the
transport, billing and payment can be recorded and retrieved, and for which
patient information can. be updated. All`patients.�are, referenced by name, date of
service, transport ticket number, account number, .social security number and
insurance identification number.
Our first call to a private account occurs immediately after data entry of the.
transport ticket into the system. This "Verification" call allows us to determine if
the patient may have insurance or any special .circumstances that will make it
difficult to pay the bill in a reasonable amount of time. This early establishment
of contact with `the patient. can be most beneficial. At this point, handling of the
account becomes very individual.
Promises to pay in installments, litigation situations, and alternate pay sources can
all be determined by personalized telephone contact. We are . frilly equipped to
produce attorney'lens and track settlement of litigation.
Wittman Enterprises, LLC's, billing collection program enables the Customer
Service Representative to access all pertinent information 'in the Accounts
Receivable 'files for the purpose of follow up with insurance companies,
Medicare, Medi -Cal and patients. This program automatically "tickles" the
customer service rep. to make the next contact.
"Pay source" or, financial .class categories drive the software utilized by Wittman
Enterprises, LLC. The appropriate categories are set up in the maintenance area
of the software; including a "charge code file" or "charge master" that not only
sets the charges but also tracks the Medicare allowable as they change from year
to year. The. Charge Code File maintains several years of allowable history so
I that payments can be processed with the appropriate Medicare write off achieved
and tracked. Further, if the City obtains an insurance or hospital contract, our
• system is capable of fully handling any unique billing requirements that this "pay
source" might "demand.
City of Petaluma
FI'ilhnun L'niyrwrirec Li.0
In addition, each pay source has an associated billing schedule that automatically
sets the timetable for billing events that are appropriate for each source i.e.,
Medicare: electronic submission immediately, then automated follow up for
payment in 14 days.
After, payment.by the initial source, our system automatically transfers the balance
into the next appropriate accounts receivable pay source and, sets up the next
automatic billing functions. Billing schedules associated. with each account
receivable pay source set up automatic follow up. A sample private bill schedule
includes:
Invoice Immediately
Statement . 30 Days .
➢ Past Due 50 Days
➢ Final Demand . 65 Days
Wittman Enterprises, LLC is capable of customizing a private bill schedule -to
reflect the City's needs.
Our invoices contain customized language with up to 560 spaces for specialized
messages and payment instructions. An additional 100 spaces are available .for
one time or special messages on all statements and collection notices.
Our Customer Service Representatives have a database of fetters appropriate to
each. collection situation. As part of follow up, these letters can be .scheduled to
address a particular situation. This process adds a personal touch to collections.
Our computer program has fields that are filled with next of kin information, as well
as employer information, so that reaching the patient or family members for
additional information is routine.
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For Insurance companies Wittman Enterprises,. LLC is billing primary. insurance
electronically. This practice was abandoned 'in 1996 when "the insurance
companies and HMO's began requiring copies of -Pre Hospital Care Reports on
.every run: The insurance companies ' have found that the cost to them for this
requirement . has been excessive and have agreed in this last year to accept •
electronic transmission of EMS claims without the unreasonable requirement.
City of Pelaiunro
Willman Enterprises. LLC
Cost
Wittman,Enterprises, LLC ; as stated in our previous presentation again states that
the charge for full service billing to the City would. be at a rate of 6.3 ° ro. Should
you prefer the per ticket fee, our rate would be $27.50.
Petaluma UP Cost Discussion
Wittman Enterprises, LLC has demonstrated a superior collection rate with all of
its clients. Based on the proposed rates provided to us in previous discussions, we
believe that the .City of Petaluma, given ,its payer mix, should expect the higher
end of gross collections at 68% in 2004. This number is :based on our proven
collection rates with our other clients with similar payer mixes. I want to repeat
that these high collection rates are directly attributable to our commitment of
resources to the-collection process.
In our 2004.,projection, we predicted revenue ' of $1,492,,850 based on the
proposed tiered.rates.. Our fee at 6.3% nets the City $1,396,314 in revenue. Since
our competitor has never attained a collection rate Nigher than 4% below ours,
their collections would be nearly $40,000 less; they would have to charge a fee.of
no more than 1,45 %oin order`to net the City the same revenue. This fee would be
below costs of even the most minimal services provided and if offered could not
be taken seriously.
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City of Petaiuma