HomeMy WebLinkAbout2013-480 Health - Patterson Dental to provide upgrade existing software and other eServices $12,000 • �af� - y�o
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[Departmental Use Only]
TITLE Patterson eServices
FY 2013-14
ORANGE COUNTY
CONTRACT UNDER$15,000.00
NORTH CAROLINA
THIS AGREEMENT, made and entered into this 1St day of November, 2013, ("Effective Date")
by and between Orange County,North Carolina, a body politic and corporate organized under the laws of the
State of North Carolina, (the "County"),party of the first part; and Patterson Dental(the "Provider"),party of
the second part;
WITNESSETH:
For the purpose and subject to the terms and conditions hereinafter set forth, the County hereby
contracts for the services of the Provider, and the Provider agrees to provide the following services to the
County in accordance with the terms of this Agreement,time being of the essence:
The services and/or materials (hereinafter referred to collectively as "Services") to be furnished
under this Agreement are as follows: Upgrading existing client mangement software and other eServices as
described by Patterson Dental See Exhibit A "Eaglesoft eServices Cost Estimates" and Exhibit B "eService
Matrix" of which is attached and hereby incorporated by reference.
The term of this agreement rendered shall be from November 1St, 2013 to November 1St ,2014.
Provider represents and agrees that Provider is qualified to perform and fully capable of performing and
providing the services required or necessary under this Agreement in a fully competent, professional and
timely manner to the satisfaction of the County. Provider shall be responsible for all errors or omissions, in
the performance of the Agreement. Provider shall correct any and all errors, omissions, discrepancies,
ambiguities,mistakes or conflicts at no additional cost to the County. Provider agrees that Provider shall not
sub-contract any of the services to be provided in this Agreement, nor shall Provider assign any right or
responsibility granted or required by this Agreement,without the prior written approval of the County.
SPECIFIC TERMS
1. Payment: The County agrees to pay at the rates specified for Services satisfactorily
performed in accord with this Agreement. The amount to be paid by the County shall not exceed Twelve
Thousand Dollars, ($12,000). Payment shall be made within thirty (30) days of an invoice properly
submitted to County. Should Provider fail to perform its duties under the terms of this Agreement, County
may, without fault or penalty, withhold any payment associated with the work to be performed until such
time as said work is completed.
2. Non—waiver: Failure by County at any time to require the performance by Provider of any
of the provisions hereof shall in no way waive or affect the County's right hereunder to enforce the same,nor
shall any waiver by the County of any breach be held to be a waiver of any succeeding breach or a waiver of
this Non-Waiver Clause.
3. Independent Contractor: The Provider shall operate as an independent Provider, and the
County shall not be responsible for any of the Provider's acts or omissions. The Provider shall not be treated
as an employee with respect to the Services performed hereunder for federal or state tax, unemployment or
workers' compensation purposes. The Provider understands that neither federal, nor state, nor payroll tax of
any kind shall be withheld or paid by the County on behalf of the Provider or the employees of the Provider.
4. Insurance: Provider shall obtain, at its sole expense, Commercial General Liability
Insurance, Automobile Insurance, Workers' Compensation Insurance, Professional Liability Insurance, and
Revised 9/13 1
s
any additional insurance as may be required by Owner's Risk Manager as such insurance requirements are
described in the Orange County Risk Transfer Policy and Orange County Minimum Insurance Coverage
Requirements (each document is incorporated herein by reference and may be viewed at
hM2:Horan eg c�tync gov/purchasing/contracts ate). If Owner's Risk Manager determines additional
insurance coverage is required such additional insurance shall consist of N/A (if no additional insurance
required mark N/A as being not applicable). Provider shall not commence work until such insurance is in
effect and certification thereof has been received by the Owner's Risk Manager.
5. Indemnity: The Provider agrees to defend, indemnify, and hold harmless Orange County
from all losses, liabilities, claims, demands, suits, costs, damages or expenses (including reasonable
attorney's fees) arising from bodily injury, including death, to any person or persons or damage to or
destruction of any property caused in whole or in part by any negligent or intentional act or omission on the
part of the Provider.
6. Termination: This Agreement may be terminated at any time by mutual written agreement of
the parties or by the County upon written notice to the Provider.
7. Entire Agreement: The parties have read this Agreement and agree to be bound by all of its
terms, and further agree that it constitutes the complete and exclusive statement of the Agreement between
the parties unless and until modified in writing and signed by the parties. Modifications may be evidenced
by telefacsimile signature.
8. Priority: In determining the basic services to be provided, should any documents be
referenced in this Agreement, the terms herein shall have priority in any conflict between the terms of
referenced documents and the terms of this Agreement.
9. Governing Law: Both parties agree that this Agreement shall be governed by the laws of the
State of North Carolina. Should either party initiate litigation to settle any dispute involving the terms of this
Agreement such litigation shall be initiated in the General Court of Justice of North Carolina seated in
Orange County, North Carolina. Provider shall at all times remain in compliance with all applicable local,
state, and federal laws, rules, and regulations including but not limited to all anti-discrimination laws.
Pursuant to the terms of North Carolina General Statute 153A-449(b) no county may enter into a contract
with a contractor unless the contractor and the contractor's subcontractors comply with the requirements of
Article 2 of Chapter 64 of the North Carolina General Statutes. Where applicable, failure to maintain
compliance with the requirements of Article 2 of Chapter 64 of the General Statutes constitutes Provider's
breach of this Agreement. By executing this Agreement Provider affirms Provider is in compliance with
Article 2 of Chapter 64 of the North Carolina General Statutes.
10. Non Appropriation: Provider acknowledges that County is a governmental entity, and the
validity of this Agreement is based upon the availability of public funding under the authority of its statutory
mandate.In the event that public funds are unavailable and not appropriated for the performance of County's
obligations under this Agreement, then this Agreement shall automatically expire without penalty to County
immediately upon written notice to Provider of the unavailability and non-appropriation of public funds.
[SIGNATURE PAGE TO FOLLOW]
h �
Revised 9/13 2
~ IN WITNESS WHEREOF,Orange County and the Provider have signed this Agreement, effective
as of the day first written above.
ORANGE UN P VIDER
By: By:
C unty Manager Tit
200 S. Cameron St. Ji oye
P.O. Box 8181 Patterson Dental Representative
Hillsborough,NC 27278
This instrument has been approved as to technical content.
Colleen Bridger, Ph.D,MP Y,Department Director
This instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal
Control Act.
dQ_� A 4111,11
Office of the Chief Financial Officer
Ttit—has been approved as to form and legal sufficiency.
Offi of the unty A orney
Revised 9/13 3
Exhibit A
REF: Eagales ft e5ervices Cost Estimates
O HD Dental Clinic
Service Service Description Cost Per OCHD Total Comments
Month Needs Monthly
Cost
Current Service Current support and upgrade $ 155.00 monthly $ 155.00 Already receiving
(upgrades&support) service See invoices in FAS files
Eaglesoft Clinician Certified EHR and $ 99.95 monthly $ 99.95 Wait for 17.0 upgrade
ePrescriptions
eClaims To submit cliams 0.45 per 500 per $ 225.00 YES
electronically to payors claim month
Eligibility To check patient benefit $ 20.00 monthly $ 20.00 YES
eligibility Oust yes or no) $20 per month if get eRA's
eRA's Receive EOBs electronicall $ 20.00 monthly $ 20.00 YES
for populating to patient $20 per month if get Eligibility
accounts
eStatements To submit self-pay $0.72 per 500 per $ 360.00 YES
statements to clearinghouse statement month
where they will print and
send
eReminders English language only, 600 for 600 per $ 120.00 YES
emails,text messages $120.00 month
PattLock local and online data back need to discuss w/ IT
up
Does not include PattLock
Total Monthly Cost Estimate $ 999.95 Data Back-up Service"
Exhibit B REF: eService Matrix
Practice O i
Service Cost Function Values
Eaglesoft $99.95 per provider per mo. Certified Electrc nic Health ' Allows qualifying Medicaid providers to meet meaningful use requirements
Clinician
Record solution that also Submit prescriptions electronically
allows for ePres riptions. Access to medication histories,drug information,drug formularies
•Notifications of dangerous drug interactions
Reduce dispensing errors
i
eClaims 45C per claim; Submit insurar ce claims •On average save$.88 per claim and reduce the number of rejected claims
i
(Applicable to 145C per Real-time claim; electronically to payers. f1i Improve payment time from insurance company,reducing
EaglesoftCustomers) j i accounts receivable
IIII •Receive reports on each submission confirming receipt and processing
of claim
•Real-time claims—some insurance companies will now process your claims
real-time!Know within seconds what will be paid on the claim.
Real time Claim I Included w/eClaims Check the stat is of ( •No more lengthy phone calls to the insurance companies
Status(Applicable to submitted clai s from f Immediately know if the claim was accepted,rejected,adjudicated
EaglesoRCustomers) ; within the sofi ware. j •Responses can be saved to the patient's account and/or printed for
future reference
c i
Real-time $30.00 per mo. Check on patient benefits No more lengthy phone calls tothe insurance companies
Eligibility unlimited usage* from within the software. I •On average save$224 per eligibility check
(Applicable to Increase treatment plan acceptance
Eaglesoftcustomers) Responses can be saved to patient's account and/or printed for
future reference
eAttachments S27.00 per mo.
Submit any attachment •Improveclaimprocessingtime—reducingaccountsreceivable
(Applicable to unlimited usage+a electronically;EOBs,X-rays, No more lost attachments
Eagleso(tcusromers) one-time registration fee ? perio charts,a ny scanned •No longer need to duplicate X-rays
document.
eRAs-Electronic $30.00 per mo. Receive EOBs lectronically. Know in advance claim payment information
RemittanceAdvice ! unlimited usage* Payment information populates automatically—reducing processing time
(Applicable to f and increasing payment accuracy
Eaglesoftcustomers) •eRAs can be printed and/or saved to the patient's account for future reference
Continued on back...
0. W 0,a��Ww�
PATTERSON
TECHNOLOGY
Exhibit B REF: eService Matrix
Practice Optimization TOOTS(Continued)
Service ! Cost Function Values
CD eStatements 72C per statement Submit patient statements •Return payment envelopes provided—prompting patient payment
> (Applicable to to a clearinghouse where the •Reduce supplies and processing costs
CL Eaglesohcustomers) statements will be printed,
Customized statement messages
r stuffed and mailed to patients. •On average save$1.63 per statement
m Credit Cards FREE cost analysis to Process credit card payments Any workstation can be used to checkout patients
d
(Applicable to determine potential from within the software. Receive competitive pricing
M Eaglesohcustomers) savings No more double entry of payment information
RevenueWel l $399 registration fee+ Patient communication portal Send automated communications such as birthday cards,post-op
O (Applicable to all $299/mo. allowing for appointment instructions,treatment plan follow-ups
Patterson customers) requests,online payments Market to patients and enhance the practice image
and automated patient Send appointment reminders via phone,email or text
communications. I •Allow patients to request appointments or make payments online
W eReminders Base Plan:300 calls/$80 mo. Remind patients of upcoming •Staff no longer place appointment reminder calls—creating efficiencies
(Applicable to Plan 1:600 calls/$120 mo. i appointments via phone calls, Patients can confirm their appointments,which automatically updates
Eaglesohcustomers) Plan 2:1000 calls/$180 mo. emails and/or text messages. I the schedule
CL
Plan 3:1500 calls/$230 mo, i •Consistent reminder message for all patients
a` Plan 4:2000 calls/$280 mo.
C
! Plan 5:3000 calls/$380 mo.
fu
Each call overplan is 2(X,-
Each plan has unlimited email
i
and textmessaging
PattLock PattLock Edge Drive- Secure,automated and Data is encrypted and it is stored locally and online
(Applicable to all $190+per mo.rate: worry-free method for Accredited URAC HIPAA Security Business Associate solution
Patterson customers) Up to 5 GB:$19.95 i backing up your most Email verification for completed backup
5G6 to 15G6:$3995 important asset:your data.
15GB to 20 GB:$5995
� !, (additionalstorageplans
V are available)
+one-time registration fee
i
DIDS Rescue 250GB $1799+$229/mo. Secure,automated and worry- Data is encrypted and is stored locally and online
(Applicable to all 50OGB$2459+$345/mo. free method for backing up Business continuity solution—has you up and running within minutes
Patterson customers) 1TB$3280+$455/mo. your most important asset: i •24-hour backup monitoring with GPS tracking mechanism to locate unit
2T6$4920+$799/mo. your data.In addition,it creates I if stolen
a full replica of your server. I •Replica of server includes:your data,Windows and program files
Call your PTC Sales Specialist at 800.294.8504 _
or visit pattersondental.com/appstore to get started.
w Participa to in both Real-time Eligibility and eR4 and receAv both services of o bundled
rateofW.00permonth forunlimited usage
PATTERSON
T130070(11/12) TECHNOLOGY
°® CERTIFICATE OF LIABILITY INSURANCE DATE 11/19/12013 2013 IYYYY)
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
'ERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
3ELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
2EPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER.
MPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies)must be endorsed. If SUBROGATION IS WAIVED,subject to
the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the
certificate holder in lieu of such endorsement(s).
ODUCER C NT ACT
Marsh USA Inc. NAME:
333 South 7th St.,Suite 1600 PHONE A/C No):
Minneapolis,MN 55402-2400 E-MAIL
Attn:Minneapolis.certrequest @marsh.com FAX 212-948-0804 ADDRESS:
INSURERS AFFORDING COVERAGE NAIC#
15777-STND-GAWU-13-14 INSURER A:Sentry Insurance A Mutual Cc 24988
SURED INSURER B:North American Elite Insurance Company 29700
Patterson Dental Supply,Inc.
1031 Mendota Heights Road INSURER C:Sentry Casualty Company 28460
St.Paul,MN 55120
- INSURER D
INSURER E:
INSURER F:
COVERAGES CERTIFICATE NUMBER: CHI-004794392-01 REVISION NUMBER:7
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSR LTR TYPE OF INSURANCE ADDL SUBR POLICY NUMBER MM POLICY EFF DD/YYYY MW IDDNYW LIMITS
A GENERAL LIABILITY 900531203 04/28/2013 04/28/2014 EACH OCCURRENCE $ 2,000,000
X DAMAGE TO REN ED 1,000,000
COMMERCIAL GENERAL LIABILITY PREMISES Ea occurrence $
CLAIMS-MADE 71 OCCUR MED EXP(Any one person) $ 0
PERSONAL&ADV INJURY $ 2,000,000
GENERAL AGGREGATE $ 4,000,000
GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS-COMP/OP AGG $ 4,000,000
I JECT
X POLICY F PRO LOC $
A AUTOMOBILE LIABILITY 900531204(AOS) 04/28/2013 04/28/2014 COMBINED SINGLE LIMIT 3,000,000
Ea accident
A X ANY AUTO 900531205(MA) 04/28/2013 04/28/2014 BODILY INJURY(Per person) $
ALL OWNED SCHEDULED BODILY INJURY(Per accident) $
AUTOS NO OWNED PROPERTY DAMAGE $
HIRED AUTOS
P $
AUTOS (Per a ident
B X UMBRELLA LIAB X OCCUR 1-1200000499-01 04/28/2013 04/28/2014 EACH OCCURRENCE $ 5,000,000
EXCESS LIAB CLAIMS-MADE AGGREGATE $ 5,000,000
DED RETENTION$ $
A WORKERS COMPENSATION 900531201(AOS) 04/28/2013 04/28/2014 X I W'C STATU- OTH-
AND EMPLOYERS'LIABILITY TORY LIMITS R
C ANY PROPRIETOR/PARTNER/EXECUTIVE YIN 900531202(HI,WI) 04/28/2013 04/28/2014 E.L.EACH ACCIDENT $
1,000,000
OFFICERIMEMBER EXCLUDED? NIA
C (Mandatory in NH) 90-05312-10(CA) 04/28/2013 04/28/2014 E.L.DISEASE-EA EMPLOYEE $ 1,000,000
If es,describe under 1,000,000
DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $
DESCRIPTION OF OPERATIONS/LOCATIONS I VEHICLES(Attach ACORD 101,Additional Remarks Schedule,It more space Is required)
Orange County Health Dept is/are included as additional insured if required by written contract under General Liability policy.
CERTIFICATE HOLDER CANCELLATION
Orange County Health Dept SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
Attn:Pascal Moore THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
PO Box 8181 ACCORDANCE WITH THE POLICY PROVISIONS.
Hillsborough,NC 27278-8181
AUTHORIZED REPRESENTATIVE
of Marsh USA Inc.
Manashi Mukherjee
@ 1988-2010 ACORD CORPORATION. All rights reserved.
ACORD 25(2010105) The ACORD name and logo are registered marks of ACORD