AGREEMENT BETWEEN THE COUNTY OF SAN MATEO AND
TOYON ASSOCIATES, INC.

 
 

THIS AGREEMENT, entered into this ____day of ______________ , 2007, by and between the COUNTY OF SAN MATEO, hereinafter called "County," and TOYON ASSOCIATES, INC., hereinafter called "Contractor";

 

W I T N E S S E T H:

 

WHEREAS, pursuant to Government Code, Section 31000, County may contract with independent contractors for the furnishing of such services to or for County or any Department thereof;

 

WHEREAS, it is necessary and desirable that Contractor be retained for the purpose of providing reimbursement services.

 
 

NOW, THEREFORE, IT IS HEREBY AGREED BY THE PARTIES HERETO AS FOLLOWS:

   

1.

Exhibits and Attachments

The following exhibits and attachments are included hereto and incorporated by reference herein:

Exhibit A—Services

Exhibit B—Payments and rates

Attachment H—HIPAA Business Associate requirements

Attachment I—§ 504 Compliance

   

2.

Services to be performed by Contractor

In consideration of the payments set forth herein and in Exhibit “B,” Contractor shall perform services for County in accordance with the terms, conditions and specifications set forth herein and in Exhibit “A.”

 

3.

Payments

In consideration of the services provided by Contractor in accordance with all terms, conditions and specifications set forth herein and in Exhibit "A," County shall make payment to Contractor based on the rates and in the manner specified in Exhibit "B." The County reserves the right to withhold payment if the County determines that the quantity or quality of the work performed is unacceptable. In no event shall the County’s total fiscal obligation under this Agreement exceed TWO HUNDRED THOUSAND DOLLARS ($200,000).

 

4.

Term and Termination

Subject to compliance with all terms and conditions, the term of this Agreement shall be from March 1, 2007 through February 28, 2009.

Either party may suspend or terminate this Agreement at any time for cause for the other party’s material breach of its obligations, if not less than thirty (30) days advance, written notice has been provided to the other party and such breach remains uncured in such thirty (30) days. The party receiving such notice may respond to such notice and any charges within thirty (30) days. If the alleged breach cannot be reasonably cured within thirty (30) days, the party receiving such notice may have a reasonable additional time to cure, provided, the party receiving such notice commences the cure within such thirty (30) days and diligently pursues the cure to completion.

In the event of termination, all finished or unfinished documents, data, studies, maps, photographs, reports, and materials (hereafter referred to as materials) prepared by Contractor under this Agreement shall become the property of the County and shall be promptly delivered to the County. Upon termination, the Contractor may make and retain a copy of such materials. Subject to availability of funding, Contractor shall be entitled to receive payment for work/services provided prior to termination of the Agreement. Such payment shall be that portion of the full payment which is determined by comparing the work/services completed to the work/services required by the Agreement.

 

5.

Availability of Funds

The County may terminate this Agreement or a portion of the services referenced in the Attachments and Exhibits based upon unavailability of Federal, State, or County funds, by providing written notice to Contractor as soon as is reasonably possible after the county learns of said unavailability of outside funding.

   

6.

Relationship of Parties

Contractor agrees and understands that the work/services performed under this Agreement are performed as an independent Contractor and not as an employee of the County and that Contractor acquires none of the rights, privileges, powers, or advantages of County employees.

 

7.

Hold Harmless

Contractor shall indemnify and save harmless County, its officers, agents, employees, and servants from all claims, suits, or actions of every name, kind, and description, brought for, or on account of: (A) injuries to or death of any person, including Contractor, or (B) damage to any property of any kind whatsoever and to whomsoever belonging, (C) any sanctions, penalties, or claims of damages resulting from Contractor’s failure to comply with the requirements set forth in the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and all Federal regulations

promulgated thereunder, as amended, or (D) any other loss or cost, including but not limited to that caused by the concurrent active or passive negligence of County, its officers, agents, employees, or servants, resulting from the performance of any work required of Contractor or payments made pursuant to this Agreement, provided that this shall not apply to injuries or damage for which County has been found in a court of competent jurisdiction to be solely liable by reason of its own negligence or willful misconduct.

 

The duty of Contractor to indemnify and save harmless as set forth herein, shall include the duty to defend as set forth in Section 2778 of the California Civil Code.

   

8.

Assignability and Subcontracting

Contractor shall not assign this Agreement or any portion thereof to a third party or subcontract with a third party to provide services required by contractor under this Agreement without the prior written consent of County. Any such assignment or subcontract without the County’s prior written consent shall give County the right to automatically and immediately terminate this Agreement.

 

9.

Insurance

The Contractor shall not commence work or be required to commence work under this Agreement unless and until all insurance required under this paragraph has been obtained and such insurance has been approved by Risk Management, and Contractor shall use diligence to obtain such insurance and to obtain such approval. The Contractor shall furnish the Department/Division with certificates of insurance evidencing the required coverage, and there shall be a specific contractual liability endorsement extending the Contractor's coverage to include the contractual liability assumed by the Contractor pursuant to this Agreement. These certificates shall specify or be endorsed to provide that thirty (30) days' notice must be given, in writing, to the Department/Division of any pending change in the limits of liability or of any cancellation or modification of the policy.

 

(1)

Worker's Compensation and Employer's Liability Insurance The Contractor shall have in effect during the entire life of this Agreement Workers' Compensation and Employer's Liability Insurance providing full statutory coverage. In signing this Agreement, the Contractor certifies, as required by Section 1861 of the California Labor Code, that it is aware of the provisions of Section 3700 of the California Labor Code which requires every employer to be insured against liability for Worker's Compensation or to undertake self-insurance in accordance with the provisions of the Code, and will comply with such provisions before commencing the performance of the work of this Agreement.

 

(2)

Liability Insurance The Contractor shall take out and maintain during the life of this Agreement such Bodily Injury Liability and Property Damage Liability Insurance as shall protect him/her while performing work covered by this Agreement from any and all claims for damages for bodily injury, including accidental death, as well as any and all claims for property damage which may arise from contractors operations under this Agreement, whether such operations be by himself/herself or by any sub-contractor or by anyone directly or indirectly employed by either of them. Such insurance shall be combined single limit bodily injury and property damage for each occurrence and shall be not less than the amount specified below.

   
 

Such insurance shall include:

 

(a)

Comprehensive General Liability . . . . . . . . . . . . . . . . . .

$1,000,000

 

(b)

Motor Vehicle Liability Insurance . . . . . . . . . . . . . . . . . .

$1,000,000

 

(c)

Professional Liability . . . . . . . . . . . . . . . . . . . . . . . . . . . .

$1,000,000

       

County and its officers, agents, employees and servants shall be named as additional insured on any such policies of insurance, which shall also contain a provision that the insurance afforded thereby to the County, its officers, agents, employees and servants shall be primary insurance to the full limits of liability of the policy, and that if the County or its officers and employees have other insurance against the loss covered by such a policy, such other insurance shall be excess insurance only.

 

In the event of the breach of any provision of this section, or in the event any notice is received which indicates any required insurance coverage will be diminished or canceled, the County of San Mateo at its option, may, notwithstanding any other provision of this Agreement to the contrary, immediately declare a material breach of this Agreement and suspend all further work pursuant to this Agreement.

 

10.

Compliance with laws; payment of Permits/Licenses

All services to be performed by Contractor pursuant to this Agreement shall be performed in accordance with all applicable Federal, State, County, and municipal laws, ordinances and regulations, including, but not limited to, the Health Insurance Portability and Accountability Act of 1996 (HIPAA), and the Federal Regulations promulgated thereunder, as amended, and will comply with the Business Associate requirements set forth in Attachment “H,” and the Americans with Disabilities Act of 1990, as amended, and Section 504 of the Rehabilitation Act of 1973, as amended and attached hereto and incorporated by reference herein as Attachment “I,” which prohibits discrimination on the basis of handicap in programs and activities receiving any Federal or County financial assistance. Such services shall also be performed in accordance with all applicable ordinances and regulations, including, but not limited to, appropriate licensure, certification regulations, provisions pertaining to confidentiality of records, and applicable quality assurance regulations. In the event of a conflict between the terms of this Agreement and State, Federal, County, or municipal law or regulations, the requirements of the applicable law will take precedence over the requirements set forth in this Agreement.

Contractor will timely and accurately complete, sign, and submit all necessary documentation of compliance.

   

11.

Non-Discrimination and Other Requirements

A.

Section 504 applies only to Contractors who are providing services to members of the public. Contractor shall comply with § 504 of the Rehabilitation Act of 1973, which provides that no otherwise qualified handicapped individual shall, solely by reason of a disability, be excluded from the participation in, be denied the benefits of, or be subjected to discrimination in the performance of this Agreement.

B.

General non-discrimination. No person shall, on the grounds of race, color, religion, ancestry, gender, age (over 40), national origin, medical condition (cancer), physical or mental disability, sexual orientation, pregnancy, childbirth or related medical condition, marital status, or political affiliation be denied any benefits or subject to discrimination under this Agreement.

C.

Equal employment opportunity. Contractor shall ensure equal employment opportunity based on objective standards of recruitment, classification, selection, promotion, compensation, performance evaluation, and management relations for all employees under this Agreement. Contractor’s equal employment policies shall be made available to County of San Mateo upon request.

D.

Violation of Non-discrimination provisions. Violation of the non-discrimination provisions of this Agreement shall be considered a breach of this Agreement and subject the Contractor to penalties, to be determined by the County Manager, including but not limited to

 

i)

termination of this Agreement;

 

ii)

disqualification of the Contractor from bidding on or being awarded a County contract for a period of up to 3 years;

 

iii)

liquidated damages of $2,500 per violation;

 

iv)

imposition of other appropriate contractual and civil remedies and sanctions, as determined by the County Manager.

     

To effectuate the provisions of this section, the County Manager shall have the authority to examine Contractor’s employment records with respect to compliance with this paragraph and/or to set off all or any portion of the amount described in this paragraph against amounts due to Contractor under the Contract or any other Contract between Contractor and County.

     

Contractor shall report to the County Manager the filing by any person in any court of any complaint of discrimination or the filing by any person of any and all charges with the Equal Employment Opportunity Commission, the Fair Employment and Housing Commission or any other entity charged with the investigation of allegations within 30 days of such filing, provided that within such 30 days such entity has not notified Contractor that such charges are dismissed or otherwise unfounded. Such notification shall include the name of the complainant, a copy of such complaint, and a description of the circumstance. Contractor shall provide County with a copy of their response to the Complaint when filed.

E.

Compliance with Equal Benefits Ordinance. With respect to the provision of employee benefits, Contractor shall comply with the County Ordinance which prohibits contractors from discriminating in the provision of employee benefits between an employee with a domestic partner and an employee with a spouse.

F. E.

The Contractor shall comply fully with the non-discrimination requirements required by 41 CFR 60-741.5(a), which is incorporated herein as if fully set forth.

 

12.

Compliance with Contractor Employee Jury Service Ordinance

 

Contractor shall comply with the County Ordinance with respect to provision of jury duty pay to employees and have and adhere to a written policy that provides that its employees shall receive from the contractor, on an annual basis, no less than five days of regular pay for actual jury service in San Mateo County. The policy may provide that employees deposit any fees received for such jury service with the contractor or that the contractor deduct from the employees’ regular pay the fees received for jury service.

   

13.

Retention of Records, Right to Monitor and Audit

(a) CONTRACTOR shall maintain all required records for three (3) years after the COUNTY makes final payment and all other pending matters are closed, and shall be subject to the examination and/or audit of the County, a Federal grantor agency, and the State of California.

(b) Reporting and Record Keeping: CONTRACTOR shall comply with all program and fiscal reporting requirements set forth by appropriate Federal, State and local agencies, and as required by the COUNTY.

(c) CONTRACTOR agrees to provide to COUNTY, to any Federal or State department having monitoring or review authority, to COUNTY's authorized representatives, and/or their appropriate audit agencies upon reasonable notice, access to and the right to examine all records and documents necessary to determine compliance with relevant Federal, State, and local statutes, rules and regulations, and this Agreement, and to evaluate the quality, appropriateness and timeliness of services performed.

 

14.

Merger Clause

This Agreement, including the Exhibits attached hereto and incorporated herein by reference, constitutes the sole Agreement of the parties hereto and correctly states the rights, duties, and obligations of each party as of this document's date. In the event that any term, condition, provision, requirement or specification set forth in this body of the agreement conflicts with or is inconsistent with any term, condition, provision, requirement or specification in any exhibit and/or attachment to this agreement, the provisions of this body of the agreement shall prevail. Any prior agreement, promises, negotiations, or representations between the parties not expressly stated in this document are not binding. All subsequent modifications shall be in writing and signed by the parties.

   

15.

Controlling Law

The validity of this Agreement and of its terms or provisions, as well as the rights and duties of the parties hereunder, the interpretation, and performance of this Agreement shall be governed by the laws of the State of California.

   

16.

Notices

 

Any notice, request, demand, or other communication required or permitted hereunder shall be deemed to be properly given when deposited in the United State mail, postage prepaid, or when deposited with a public telegraph company for transmittal, charges prepaid, addressed to:

    In the case of County, to:

    San Mateo Medical Center

    222 W. 39th Avenue

    San Mateo, CA 94403

    Attn: Chief Financial Officer

    In the case of Contractor, to:

    Toyon Associates, Inc.

    140 Gregory Lane, Suite 280

    Pleasant Hills, CA 94523-3395

    Attn: Tim Yuen

IN WITNESS WHEREOF, the parties hereto, by their duly authorized representatives, have affixed their hands.

 
 

COUNTY OF SAN MATEO

 
 
 

By:

 

President, Board of Supervisors, San Mateo County

 
 

Date:

 

ATTEST:

 
 

By:

Clerk of Said Board

 
 
TOYON ASSOCIATES, INC.
 
 
 

Contractor’s Signature

 

Date:

Long Form Agreement/Business Associate v 6/28/06

Exhibit “A”

 

In consideration of the payments set forth in Exhibit “B”, Contractor shall provide the following services:

 

A.

Contractor will perform a Psych Tax Equity and Fiscal Responsibility Act

TEFRA) target rate analysis and adjustment request for Fiscal Years (FY)

6/30/03, 6/30/04, and 6/30/05, The tasks will be performed as follows:

 
 

1.

Recalculate base year cost per discharge and all subsequent years’ target rates.

 
 

2.

Perform a detailed Medicare discharge count for the base year and each adjustment year.

 
 

3.

Develop a TEFRA unit patient profile for the base year and each adjustment year. This will include patient diagnoses, length of stay, ancillary services, etc.

 
 

4.

Analyze direct and indirect TEFRA unit cost components and related ancillary services for the base year and adjustment years.

 
 

5.

Perform a comparison of patient profile data and cost data to determine whether a case can be made that there is a lack of comparability between the base year and the adjustment year. This would include, but is not limited to, determining whether there was the following:

     
   

a.

an increase in length of stay due to change in type of patient

   

b.

an increase in service intensity due to the change in type of patient

   

c.

additions or deletions of services affecting the TEFRA unit costs

   

d.

expenses included in the adjustment year costs but not in the base year such as FICA malpractice, and services billed as Part B in base year but Part A in adjustment year

   

e.

change in TEFRA unit staffing mix affecting costs any other changes between the base year and adjustment years affecting TEFRA costs

   

d.

any other changes between the base year and adjustment years affecting TEFRA costs.

 
 

6.

Provide a written report of findings and recommendations to SMMC.

 
 

7.

If a valid basis for requesting an adjustment to the target rate or for requesting a change in the base year is found from steps 1 – 5 above, Contractor will then prepare a comprehensive adjustment request package for filing with the Medicare intermediary. This will include all of the analysis and documentation specified in PRM, Section 3004. After filing, Contractor will perform all necessary follow work with the Intermediary and/or HCFA until final decision is reached. Contractor will review the final decision and make a recommendation to San Mateo Medical Center (SMMC) whether any further action should be taken.

 

B.

    Medicare/Medi-Cal Crossover Bad Debts for Fiscal Years 2006, 2007, 2008, and 2009. Toyon will perform the following services to document and obtain reimbursement for uncollected Medicare/Medicaid crossover bad debts for each year covered under this agreement.

    Obtain a Medicare payment database from the Medicare Intermediary in electronic format.

    Prepare inpatient and outpatient Medicare/Medicaid crossover bad debt lists containing all required data elements.

    Verify on a sample basis that the Medicare deductible and coinsurance amounts in the bad debt list agree with the applicable Medicare remittance advices and insure that neither physician services nor non-covered items are included in the bad debt list.

    Prepare and present inpatient and outpatient Medicare/Medicaid crossover bad debt lists for cost report filing and for Medicare audit purposes.

    Respond to any Intermediary requests for additional documentation or audit samples relating to the bad debt lists.

    Provide the Hospital with a report of findings after the Medicare audit.

 

C.

SMMC is in the process of recruiting a Reimbursement Manager. For the period

March 1, 2007 through February 28, 2008, Contractor will provide the following

services. Contractor agrees to modify its scope of service based on a written

request from SMMC after such employee is hired.

 
 

1.

Monthly contractual allowance review - Contractor will review the monthly year-to-date contractual allowance computation prepared by Hospital staff on the 7th or 8th day of each month. 

 
 

2.

Perform Quarterly contractual allowance reviews – The review will be done on a balance sheet and income statement bases. The reviews will be for periods ending: March 31, 2007, June 30, 2007, September 30, 2007 and December 31, 2007.

 
 

3.

Review the adequacy of Prior Year’s settlements and FQHC reserves as of December 31, 2006 and June 30, 2007

 
 

4.

June 30, 2007 Medicare and Medi-Cal cost report - Contractor will review the cost report prepared by SMMC staff in addition to preparing the settlement data analyses and workpapers.

 
 

5.

Prepare, document, and respond to audit of the Paragraph 14 (Waiver) information for FY06-07 request which will be coming up sometime in the beginning of 2007.

 
 

6.

Perform FQHC PPS reconciliation of units - Prepare and defend at audit the open years in which reconciliations have not been completed and submitted to the FI for their review.  

 
 

7.

June 30, 2006 OSHPD Report – Contractor will review the applicable pages of the OSHPD report, which was prepared by SMMC staff, as it relates to the low-income utilization percentage.

Exhibit “B”

A.

In consideration of the services provided by Contractor in Exhibit “A”, County shall pay Contractor based on the following fee schedule:

 
 

Position

Rate Per hour

President

$250

Executive Vice President

$215

Vice President

$175

Director

$115-$165

Senior Consultants

$100

Consultant

$80

Clerical Support/

Data Entry

$45

 

B.

Professional fees will be based on the actual time spent on the engagement times the hourly rates for the staff involved. Expenses incurred such as travel, copies, telephone, etc. will be billed in addition to the professional fees.

 

C.

Maximum payments for professional fees including expenses will not exceed $15,000 for the first TEFRA adjustment year (2002-03), $15,000 for the second adjustment year (2003-04) and $15,000 for the third adjustment year (2004-05).

 

D.

Maximum payments for professional fees including expenses will not exceed $8,000 for the first Bad Debts year (6/30/06), $8,000 for the second year (6/30/07) and $8,000 for the third year (6/30/08) and $8,000 for the fourth year (6/30/09).

 

E.

Maximum payments for professional fees including expenses will not exceed $123,000 for services related to the Reimbursement Manager

 
 

The term of this agreement is March 1, 2007 to February 28, 2009. Total payments for services performed under this agreement will not exceed TWO HUNDRED THOUSAND DOLLARS ($200,000). Invoices will be approved by the Chief Financial Officer and paid within 30 days of receipt of invoice.