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HomeMy WebLinkAboutbocc.con.amended.029.2019 B 2017-11-13 btf tiKIN Pitkin County COUNT Procurement Cover Sheet Please complete the Contract Cover Sheet when the contract/task order is complete and fully executed. Return all Contract Cover Sheets and Contracts/Change Orders/Amendments/Task Orders to Procurement Contract Information Contract Number 029.2019 B Project Name HR Program Administration Contractor Cannon Cochran Management Services, Inc. (CCMSI) Budget Line Item 420.97.00000.82409 $ - $ - Additional Budget Line $ _ Item(s) $ _ (Please fully allocate New Contract Total) $ — Procurement Method: Sole Source Type: Services/Maintenance Contract Start Date 1/1/2019 Contract End Date 12/31/2020 Contract Type Change Order/Contract Amendment Retainage No Contact Information: Department HR&Risk Mgmt County Representative Dannette Logan County Representative (970)429-2792 Phone Provide a brief description of the contract: Renewal of Contract term, Increase in Service Level, and Cost increase for associated services Contract Value Summary: Original Contract Amount $ 15,103.92 Previous Change Order/Amendment Amount $ - This Change order/Amendment amount $ 18,220.00 New Contract Total $ 33,323.92 Contract#: 029.2019 Rev. 2018.06.13 btf Budget Line Item#:420.97.00000.82409 41)Ii1'KIN COUNT — Qz""),c�� — CHANGE ORDER/ CONTRACT AMENDMENT Change Order Number: 029.2019 B OWNER: CONTRACTOR: Pitkin County, Colorado Cannon Cochran Management Services, Inc. 530 E. Main St., Suite#302 dba CCMSI Aspen, CO 81611 2 East Main Street Danville, IL 61832 The Provision of HR Program Administration (the "Contract") dated January 18, 2019 between the Board of County Commissioners of Pitkin County, Colorado (the "County") and Cannon Cochran Management Services, Inc. dba CCMSI (the "Contractor"), is hereby amended as follows: Description of Change: 1. Extension of Contract term for one (1) year from current expiration date. This renewal hereby extends the expiration through December 31, 2020. 2. Additional services added as follows and as further detailed in Attachment B: a. Legal bill review expenses, which include, the services provided by CLEAR, CCMSI's proprietary legal bill review program. This shall include charges related to legal bill review / audit, which shall include reviewing and auditing invoices submitted by Client-approved law firms for compliance with the Client's Defense Counsel Billing Guidelines. 3. Cost increases to standard and added services as detailed in Attachment A. New annual Not To Exceed amount is hereby increased to $18,220.00. Reason for Change: 1. Extension required at the expiration of the initial term 2. Updated service offerings to include legal review and associated expenses 3. Annual cost increase to address cost of living/merit increases to contractor's costs as described in Attachments A& B Original Contract Amount $ 15,103.92 *Increases over$25,000 and/or 10% (single increase or accumulative)of original contract must have County Manager signature. 1 Contract#: 029.2019 Rev. 2018.06.13 btf Budget Line Item#:420.97.00000.82409 Previous Change Order/Amendment Amount $ 0.00 This Change Order/Amendment Amount $ 18,220.00 New Contract Total $33,323.92 *Increases over$25,000 and/or 10% (single increase or accumulative)of original contract must have County Manager signature. 2 Contract#: 029.2019 Rev. 2018.06.13 btf Budget Line Item#: 420.97.00000.82409 In all other respects, the Contract is in full force and effect and remains unchanged by this Amendment. CANNON COCHRAN MANAGEMENT SERVICES, INC. DBA CCMSI r—DocuSigned by: ledinAAI a,.LUA Jan-24-2020 Rodney' o i en Date Chief Operating Officer PITKIN COUNTY, COLORADO r—DocuSigned by: t t&.tu,11c, (,Axta, Jan-23-2020 ‘.-53Q10735FIlr74Ar Dannette Logan Date Director of Human Resources *Increases over$25,000 and/or 10% (single increase or accumulative)of original contract must have County Manager signature. 3 SERVICE AGREEMENT AMENDMENT BETWEEN PITKIN COUNTY AND CANNON COCHRAN MANAGEMENT SERVICES, INC. CCMSI will provide the Client loss control services upon mutual agreement of the parties. The client shall remain fully responsible for the implementation and operation of its own safety programs and for the detection and elimination of any unsafe conditions or practices. SCHEDULE OF comp mcTM SERVICES AND FEES Provider Bill Re-pricing Service Fee Usual and Customary re-pricing $9.00 per bill Fee Schedule state re-pricing $9.00 per bill Medical Bill State Reporting for applicable medical bills to reportable state $1.50 per reportable bill PPO Re-pricing PPO re-pricing is billed at 33%of savings Pharmacy Network Services Pharmacy Network services are priced at 33%of savings. PITKIN COUNTY-LIFE OF AGREEMENT 11.4.19 do CCMSI Pitkin County -Service Agreement Page 2 of 6 SCHEDULE OF CLEAR SERVICES AND FEES Service Description Service Fee Review and audit all legal invoices submitted PAID TO BOTTOMLINE by Program-approved law firms for TECHNOLOGIES, INC. Legal Bill Review/Audit adjudication in compliance with Program's 1.95% of the gross monetary Services Defense Counsel Billing Guidelines and total of each invoice Generally Accepted Legal Billing Principles. submitted and audited This includes integration of "PartnerSelect", a (inclusive of law firm fees, web-based analysis tool that provides costs and disbursements). information designed to assist in the evaluation and selection of qualified law firms. Management Fee for Integration and interface of legal bill review/ PAID TO CCMSI administration of Legal Bill audit software with CCMSI's claim system 0.25% of the gross monetary Review Program, necessary to review and adjudicate legal total of each invoice administration and invoices electronically. Periodic standard submitted and audited integration of data reports will be developed and produced (inclusive of law firm fees, reporting and data transfer, summarizing Program's overall savings results. costs and disbursements). development and delivery Metrics will be applied to analyze the overall of Performance Reports, performance of law firms. A Bill Analysis and maintenance of Report(BAR)will be generated for each legal technology interface invoice reviewed. The BAR will be included with each check to the appropriate law firm and include details and supporting documentation for any deductions applied to the original billing. Note: Fees relative to legal bill review services will appear on the transaction register payable to "CLEAR", CCMSI's proprietary legal bill review program. Guarantee: If Legal Bill Review savings achieved for Client is less than the 2.20% total service fee incurred on an annual basis, the Client will be refunded the difference between the service fee incurred and the amount actually saved on invoices. Therefore, service fees will never exceed the savings achieved for Client on an annual basis. Bottomline Technologies, Inc. and CCMSI service fees are paid as ALAE to the applicable claim file as described in section B. 2.(d)17) of this Agreement. C C M S I Pitkin County -Service Agreement Page 3 of 6 FEE AND PAYMENT SCHEDULE Service Agreement Term: Life of Contract Services: Fees: Claims Administration (minimum) $15,557.00 Service Agreement Term: January 1, 2020-December 31,2020. CCMSI will manage all claims for the Life of the Agreement for an annual fee as follows: For all claim handling rendered by CCMSI, the parties agree the annual Claims Management Fee will be$15,557.00 paid in twelve monthly increments of $1,296.42. This rate includes the annual fee of$7,613 for administration of workers' compensation claims and $7,944 for the administration for all liability claims. Annual WC Claims Management Fee is based on 5 indemnity claims and 12 medical only claims. Annual Liability Claims Management Fee is based on 9 auto claims, 2 general liability and 5 Comprehensive and 5 Collision claims. The claim counts will be reviewed yearly in January for the prior year and if there are any overage above 10%, CCMSI will bill the following: Indemnity: $975.00 per file Medical Only: $165.00 per file Auto Bodily: $750 per file Auto Property: $375 per file General Liability Bodily: $750 per file General Liability Property: $375 per file Comprehensive: $550 per file Collision: $550 per file Nurse case Management: Billed as an allocated expense from vendor of clients choice. Claims Input: CCMSI will input losses for an additional fee of$25.00 per claim Liability Subrogation Claims: 20% of the recovered amount Carrier Fees: If applicable, Client will be responsible for payment of any carrier fees associated with the transition of claim handling responsibilities to CCMSI. Workers' Compensation Claim Definitions ■ Indemnity Claims—Claims involving lost-time, questionable CCMSI Pitkin County -Service Agreement Page 4 of 6 compensability, legal involvement, subrogation, second injury fund, probable permanent impairment/disability,jurisdictional issues, coverage issues or claims involving complex issues that are assigned or transferred to the indemnity adjuster for claims handling. ■ Medical Only Claims—Claims which have no issues of lost time, no evidence of other indemnity benefit exposure, no obvious question of compensability, no evidence of potential subrogation or second injury fund recovery, no evidence of problematic medical issues and no requirement or need for any formal statements. ■ Report Only/Incident Only Claims— Reported claims which require only input into RMIS system and requires no claims management activity. Annual Administration 2,163 • Dedicated client service team • Development of specific client service requirements • Monthly loss reporting • Quarterly claim reviews at client's request • Issuance of 1099's • Assistance in filing of all required state forms including state mandated assessments o If Client has directed CCMSI to utilize a third party vendor selected by Client for the provision of services then such assistance will be the responsibility of the third party vendor • Workers' compensation claim packets/state forms • Preparation for, compliance with and response to regulatory audits • Account Management and Administration • Ability to generate OSHA 300 Log and 300A OSHA Summary Account Set-up(One time only fee) N/A Initial set-up meeting to review and establish the following: • Computer Set-up • Banking and Funding • Reports • Special Claim Handling Guidelines • All Other Miscellaneous Start-up Issues Internet Claim Access $500.00 Internet claims system access which includes: • Viewing access to all claims data • Risk Management statistical analysis CCMSI Pitkin County -Service Agreement Page 5 of 6 • Comprehensive and complete access to claims management process • On-line reports • On-line reporting capability via the internet • Ability to generate OSHA 301 Form First Report of Injury Taxes CCMSI fees will be increased by any applicable Sales,Gross Receipts, or similar (excluding income) taxes imposed by Federal, State or Local bodies. Loss Control Services CCMSI will provide the Client loss control services upon mutual agreement of the parties. The client shall remain fully responsible for the implementation and operation of its own safety programs and for the detection and elimination of any unsafe conditions or practices. CCMSI assumes no responsibility for the detection, identification, communication, mitigation, or elimination of any unsafe condition or practice associated with the safety program of any client. Further,CCMSI assumes no responsibility for any injury sustained by an employee of the client. State Reporting EDI $10 FROI Initial reporting$10 per report $5 SRO' Subsequent reports$5 per report Index Bureau Current ISO Note: The above index fee is a direct pass through charge to ISO. If ISO Market Rate = increases their current market rate per index, CCMSI will adjust the above fee $12.30/Per Index accordingly. Subrogation 20%of Recovery MMSEA Section 111 Reporting $25/Per Claim Hit CCMSI in conjunction with our reporting agent will comply with MMSEA Section 111 Reporting on behalf of(ACCOUNT NAME). • All injury claims will be queried to CMS for Medicare eligibility (no charge). • CCMSI will collect additional mandatory data on claims where Medicare eligibility has been verified. CCMSI along with our reporting agent will report all claims meeting the reporting guidelines as set forth by CMS. (one-time $25 per claim fee) Carrier Fees TBD If applicable, Client will be responsible for payment of any carrier fees associated with the transition of claim handling responsibilities to CCMSI. Special System Reports $125 an hour CCMSI will provide special reports, (reports not currently programmed or written)for a fee of$125 per hour for system programming time. CCMSI will CCMSI Pitkin County - Service Agreement Page 6 of 6 provide an estimate of charges before any work will be done. GRAND TOTAL $18,220 Fee& Payment Schedule $1,296 Monthly $2,663 Annually 0 C C M S I jrTK!N COU '.11''V Dannette Logan <dannette.Iogan@pitkincounty.com> c. , 2020 CCMSI Service Agreement 1 message Wendy Garcia <wgarcia@ccmsi.com> Tue, Nov 5, 2019 at 11:14 AM To: "Dannette Logan (Dannette.Logan@pitkincounty.com)" <Dannette.Logan@pitkincounty.com> Hello Dannette, Per my email a few weeks ago, attached is the Service Agreement for 2020. There are a couple of things to note: • The increase this year is 3%for the claim administration and the annual administrative fee, Exhibit F.This is our minimum for the cost of doing business, our overhead and giving our employee a merit increase. • We have also increased the managed care per bill for WC fee schedule/repricing from $8.25 per bill to$9.00 per bill, and the PPO repricing from 30%to 33%. These charges are not something that we increase very often. However the increase that we've made is our standard company wide.We are required to get this pricing up to our standard. • It was called to my attention that we do not currently have our RIMS Fee in your current contract. I realize that we are currently inputting your new losses for you, however due to the County having several user ID's for our RIMS system,we need to charge for this access. Our minimum fee for this is generally$2,500 for up to five users. However due to the fact that the County only uses this minimally we felt it was only fair to charge our bare minimal fee.You will see this in Exhibit F. • Last, effective sometime in early 2020 CCMSI is adding a Legal Bill Review Service to our services for all clients (Exhibit E). If you are familiar with medical bill review, this is the same concept but for legal bills.We have partnered with Bottomline Technologies for these services. They will be performing all of the audits as they are attorney's.The 2.2% is guaranteed, thus if this savings is not realized during the year, Bottomline will reimburse monies back to Pitkin County on an annual basis. CCMSI does not do any revenue sharing with any of our vendors (legal, medical, nurse case management, surveillance etc)however we will bill .25% of the gross monetary total of each invoice submitted and audited on a yearly basis. This is merely to build and maintain our data base into the claim system. We are going to be building new data fields for the ease of our adjusters.We will also have legal management reports available and a dashboard with Bottomline. There will be more to come on this as the time gets closer. Thank you Dannette for your continued partnership and if you have any questions or need anything else from me please do not hesitate to reach out to me. I will be out the week of Thanksgiving as well as Dec. 23-January 1st. Therefore I'm hoping we can finalize this no later than the week of Dec. 16th Have a great rest of your day. Wendy Garcia CCMSIlAccount Manager I Greenwood Village P.O. Box 4998 Greenwood Village,CO 80155 Phone: 303-804-2020 Fax: 217-444-2732 www.ccmsi.com � Great Ploco s ToWork Certifiedr:•r -7 C C M S I' GED EMAIL NOTICE: This CCMSI generated email (and any attached files) is intended only for the designated recipient(s), and may contain information that is proprietary, privileged, confidential or protected by law. If you are not the designated recipient or if you believe you have received this email in error, please notify the sender immediately and delete all copies of the original email from your computer system. Please do not copy the email or use it for any purposes, or disclose its contents to any other party. Thank you for your cooperation. INFORMATION SECURITY NOTICE: Recipients of privileged, confidential or protected data from CCMSI are responsible for the handling of such data in accordance with applicable federal and state laws or regulations and industry best practices. FRAUD WARNING: Any person who, knowingly and with intent to injure, defraud, or deceive any employer, insurance company, third party administrator, self-insured program, or any other third party, files an insurance claim containing any false or misleading information, which violates an applicable state statute, is guilty of a crime and subject to prosecution. ,g Draft Service Agreement.doc 160K Docu�i , SECURED Certificate Of Completion Envelope Id:41C6F2E3CBC047EF92489825234A3DAD Status:Completed Subject:CCMSI I Pitkin County Change Order 029.2019 B for Review and Signature Source Envelope: Document Pages: 12 Signatures:2 Envelope Originator: Certificate Pages:5 Initials:0 Pitkin County Procurement AutoNav: Enabled 530 East Main Street Envelopeld Stamping: Disabled Suite 203 Time Zone: (UTC-07:00)Mountain Time(US&Canada) Aspen,CO 81611 Procurement@PitkinCounty.com IP Address:65.38.144.66 Record Tracking Status:Original Holder:Pitkin County Procurement Location: DocuSign 1/23/2020 9:38:18 AM Procurement@PitkinCounty.com Signer Events Signature Timestamp Dannette Logan ,—DocuSigned by. Sent: 1/23/2020 9:40:32 AM Dannette.Logan@PitkinCounty.com PA W/U.& (AiA1n, Viewed: 1/23/2020 4:19:45 PM �53919735EDC74AC... Director of Human Resources Signed: 1/23/2020 4:19:58 PM Security Level: Email,Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address:71.211.132.116 Electronic Record and Signature Disclosure: Accepted: 1/23/2020 4:19:45 PM ID:96926106-cdbd-4848-9e21-b93e320c310c Company Name:Pitkin County,Colorado Rodney Golden (DocuSignedby: Sent: 1/23/2020 4:20:00 PM RGolden@ccmsi.com ro kn.t,G �bl, Viewed: 1/24/2020 7:10:22 AM Chief Operating Officer �B5F0227464EO43E... Signed: 1/24/2020 7:11:26 AM Security Level: Email,Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address:65.132.34.123 Electronic Record and Signature Disclosure: Accepted: 1/24/2020 7:10:22 AM ID:253a650a-d58d-47b2-aa4a-9fcea01eb8ae Company Name:Pitkin County,Colorado In Person Signer Events Signature Timestamp Editor Delivery Events Status Timestamp Agent Delivery Events Status Timestamp Intermediary Delivery Events Status Timestamp Certified Delivery Events Status Timestamp Carbon Copy Events Status Timestamp Carbon Copy Events Status Timestamp Pitkin County Procurement COPIED Sent: 1/24/2020 7:11:29 AM procurement@pitkincounty.com Resent: 1/24/2020 7:11:34 AM Procurement Viewed:2/19/2020 11:30:41 AM Pitkin County Security Level: Email,Account Authentication (None) Electronic Record and Signature Disclosure: Accepted:6/21/2019 11:35:47 AM ID:f4b0c7d5-e378-4bad-8806-08d16f6ff44c Company Name:Pitkin County,Colorado Accounts Payable COPIED Sent: 1/24/2020 7:11:30 AM AP@pitkincounty.com Accounts Payable Pitkin County Security Level: Email,Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via DocuSign Witness Events Signature Timestamp Notary Events Signature Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 1/24/2020 7:11:30 AM Certified Delivered Security Checked 1/24/2020 7:11:30 AM Signing Complete Security Checked 1/24/2020 7:11:30 AM Completed Security Checked 1/24/2020 7:11:30 AM Payment Events Status Timestamps Electronic Record and Signature Disclosure Electronic Record and Signature Disclosure created on:6/11/2019 12:14:06 PM Parties agreed to:Dannette Logan,Rodney Golden,Pitkin County Procurement ELECTRONIC RECORD AND SIGNATURE DISCLOSURE From time to time, Pitkin County(we, us or Pitkin County)may be required by law to provide to you certain written notices or disclosures. 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