Business Services Action Item

DATE:	Tuesday, March 6, 2018
TO:	School Board Members
FROM:	Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Approve the Agreement with Accelify Solutions, LLC, for Medicare Software License and Related Training (Business Services Division)
EXECUTIVE SUMMARY
In January 2018, a committee of 19 student service providers and supervisors representing speech language pathologists, school psychologists, nurses, school social workers, occupational therapists, and physical therapists were presented with service documentation systems from four companies. The committee also included representatives from Information Technology, Transportation, and the Medicaid billing office from the Business Services team. The purpose of this meeting was to select a system that would not only assist in the Medicaid billing and reimbursement program but to provide an efficient system to record student services.  We will be using three proprietary software programs:  AcceliTrack, AcceliClaim, and AcceliRoute.  All mental and behavioral health, nursing services, and Special Education therapy (i.e, speech, language, occupational and physical therapy) must be accurately and timely documented in accordance with state and federal regulations. This documentation includes plan of care, parental consent, appropriate licensing, progress, and therapy notes. The Florida Medicaid for Schools Program allows school districts to bill for services provided to Medicaid eligible Exceptional Student Education (ESE) students. Successful billing is contingent upon proper documentation. The system will also have a transportation module utilized to reimburse the District for transportation of ESE students requiring specialized transportation and receiving services.  The initial term of this agreement shall be for 1 year, with four 1-year renewal options. There is a 30-day termination for convenience clause included in this contract. All prices offered are firm against any increase for the length of the agreement. This contract will be reviewed and evaluated annually and may be renewed by the Superintendent, per the terms of the specifications.  In accordance with the Florida Department of Education Purchasing Policy 6A-1.012(14), when acquiring information technology, as defined in Section 282.0041(14), F.S., the district may make any acquisition through direct negotiation and contract with a vendor or supplier, as best fits the needs of the school district.
STRATEGIC OBJECTIVES
• Establish a strong foundation of financial stewardship
FINANCIAL IMPACT (Budgeted:  Yes)
Our District averages just over $1 million in reimbursement from the Florida Medicaid Certified School Match Program.  Payment for this contract will come from the reimbursement dollars received from our processed claims.  The base fee for this agreement will be $125,000.
EVALUATION
Contract administration and evaluation is performed by the Project Manager (the "End User") and the Procurement Officer, who function as a team, by utilizing an online vendor performance report or via in-person reviews. The evaluation consists of an assessment of the vendor-provided goods and services, deliverables, and compliance, with contractual requirements. The resulting data will support renewal decisions and/or alterations to a new agreement.
SUBMITTED BY:  Verna Hurley-Long, Senior Fiscal Analyst, Business Services

Verna Hurley-Long		Gretchen Saunders
Senior Fiscal Analyst, Business Services (813) 272-4379		Chief Business Officer (813) 272-4270
		C 6.04
Hillsborough County Public Schools (Florida) * Mtg.#20180306_865 (Board Meeting) * Section C Item# 6.04