Request For Proposal - EMS Billing Services

Bid Title:Request For Proposal - EMS Billing Services Category:Division of Fire - RFPStatus:Open Description: The City of Vandalia is a 12.5 square mile suburban community, north of Dayton, Ohio, with a population of 15,000. The Division of Fire operates from two fire stations, and has three (3) advanced life support units. The Division of Fire responds to 3700-3800 fire/EMS calls per year, 80% of these calls for service are EMS. The Division of Fire transports approximately 1800 EMS transports per year. The Division of Fire has averaged $1,617,795.00 in EMS billables in the past five (5) years.The purpose of this Request for Proposals (RFP) is to inform the private sector of a potential business opportunity to provide the city (Division of Fire) with medical billing services to facilitate billing and accounts receivable activities for the City of Vandalia’s Division of Fire. Sealed proposals are requested by the City of Vandalia for a third-party administrator (TPA) to provide

emergency medical services (EMS) for the city. The TPA will provide professional and technical assistance in connection with the operation and maintenance of the program. The system shall be integrated with the Division of Fire’s current EMS data management system (Image Trend). Work shall include, but not limited to, comprehensive billing and collection services, database administration, record keeping, customer service, training and documentation, and preparation of financial and management reports. Publication Date/Time: 2/27/2024 2:00 PM Closing Date/Time: 3/29/2024 5:00 PM Contact Person: Questions regarding this RFP can be submitted, in writing, to the Division of Fire by email, to Chief Follick, at cfollick@vandaliaohio.org. Special Requirements: Instructions to Vendors Sealed proposals to provide EMS cost recover (billing) services for City of Vandalia’s Division of Fire and in accordance with this RFP. Proposals will be accepted until 5:00pm on Friday, March 29, 2024Envelopes containing EMS billing proposals shall be signed with the full name, address and contact information of the firm submitting the proposal. Envelopes containing the proposals shall be sealed and marked on the lower left-hand corner "EMS Cost Recovery” and addressed to: City of Vandalia Division of Fire Attn: Chad E. Follick, Fire Chief 8705 Peters Pike, Vandalia, OH 45377The City of Vandalia reserves the right to reject any or all proposals and to waive any informalities or irregularities in any proposals.The City of Vandalia has a desire to award contracts involving City concerns and funded by City money, to individuals and businesses that are located within the City of Vandalia. Where a preliminary analysis of the proposals identifies a proposal from a Vandalia individual or business, city council may give a preference to the Vandalia proposal and award the contract to the Vandalia provider when: (i), such proposal is within 5% of the lowest proposal price (for a low proposal of $50,000 or less) or within 2% of the lowest proposal price (for a low proposal price over $50,000), and (ii), but for the proposal price, the Vandalia proposal would otherwise be considered the lowest and best proposal by the City in its normal evaluation procedures in deciding whether or not to award the contract.Examination of Proposal Documents- Before submitting a proposal, consultants should read this RFP carefully and inform themselves completely of all details outlined herein. The submission of a proposal shall be deemed a representation and certification by the consultant that:• Consultant has carefully read and fully understands the information provided by the city to serve as the basis for submission of the proposal;• Consultant has the capability to successfully undertake and complete the responsibilities and obligations of the proposal being submitted;• All information contained in the proposal is true and correct;• Consultant did not, in any way, collude, conspire, or agree, directly or indirectly, with any person, firm, corporation or other consultant regarding the amount, terms or conditions of the proposal; and• Consultant acknowledges that the City has the right to make any inquiry it deems appropriate to substantiate or supplement information supplied by consultant;• Consultant grants the city permission to make these inquiries, and consultant will provide all related documentation in a timely manner.• If descriptive literature is attached to the proposal, Consultant’s name must appear on all sheets. No request for modification of the proposal shall be considered after its submission on grounds that consultant was not fully informed to any fact or condition. In the event that modifications, clarifications, or additions to this RFP become necessary, all firms will be notified and will receive, in writing, the addenda. The addenda will be initially emailed and subsequently sent by ordinary U.S. mail to all persons, firms or corporation receiving the documents. The firm shall acknowledge receipt of all addenda on their Proposal Form Miscellaneous: The following dates are provided for informational purposes and are subject to change without notice. Contact the city to confirm any/all dates. March 1, 2024 Distribution of Request for Information to interested partiesMarch 29, 2024 (5:00pm) Proposals due before (date and time) April 1-May 1, 2024 City review of submissionsMay 6, 2024 Estimated City actionMay 7, 2024 Firm Selected and Begin NegotiationsJuly 1, 2024 Contract Period Begins Related Documents: EMS Billing RFP 2024 Final Return To Main Bid Postings Page