14011 Addendum 1.pdf

Finance Department David P. Schmiedicke, Finance Director City-County Building, Room 406 Purchasing Services 210 Martin Luther King, Jr. Boulevard Madison, Wisconsin 53703 Phone: (608) 266-4521 Fax: (608) 266-5948 finance@cityofmadison.com www.cityofmadison.com/finance/purchasing

DATE: July 8, 2025

RE: ADDENDUM 1

14011-0-2025-BP

Ambulance Billing

Notice to All Bidders:

The due date for this RFP is being extended to Friday, July 25, 2025, at 2:00pm CDT.

Please note the following responses to the questions received:

Question 1 Would the contracted vendor be able to utilize their own lockbox for the City of Madison ambulance payments and subsequently be given "read only access" to deposit said funds daily thru a bank portal or mobile banking app?

Answer 1 Yes, the vendor can utilize their own lockbox, and we would want the payments remitted to the City each month via ACH.

Question 2 What is the name of the bank where funds would be deposited?

Answer 2 The vendor would first deposit the payments in their dedicated bank account, and each month the payments would be remitted to the City’s US Bank account via ACH.

Question 3 Will the City of Madison provide a credit card portal for patient payments or will the vendor supply the portal and absorb the fees?

Answer 3 The vendor would supply the portal and absorb the fees. The City may consider absorbing the fees.

Question 4 Who is the incumbent, and how long has the incumbent been providing the requested services?

Answer 4 EMS/MC, who purchased Andres Medical Billing is the incumbent. Their contract began 1/1/2018.

Question 5 How are fees currently being billed by any incumbent(s), by category, and at what rates?

Answer 5 The City of Madison is charged 3.6% on any payments that have been collected by the incumbent. Fees are billed monthly to the City of Madison.

mailto:finance@cityofmadison.com http://www.cityofmadison.com/finance/purchasing

July 8, 2025

Question 6 What estimated or actual dollars were paid last year, last month, or last quarter to any incumbent(s)?

Answer 6 Last Month - $36,241 Last Quarter - $133,573 Last Year - $381,551

Question 7 What were your annual total adjustments for last year or for the last 12 months?

Answer 7 Contractual allowances for 2024 were $13,419,770.

Question 8 What are your basic life support emergency charges?

Answer 8 $1,410 per trip

Question 9 What are your specialty care transport charges?

Answer 9 N/A, Madison doesn’t do SCT transports.

Question 10 What are your treatment without transport charges?

Answer 10 Currently the City does not bill for non-transports or supplies.

Question 11 What is your average per-trip charge?

Answer 11 $1,495

Question 12 When were the last changes to your transport rates, and are you considering raising any of the rates currently charged?

Answer 12 The last time there was a rate change was in 2022. No, I’m not aware of any upcoming rate changes.

Question 13 Are there any other charges you assess not otherwise covered by our questions?

Answer 13 Mileage is charged at $16 per mile.

Question 14 What percentage of your patients are residents versus non-residents, and do you charge the two groups differently?

Answer 14 In 2024, 83% of our transports were residents. We do not charge the two groups differently.

Question 15 Do you operate any shared services agreements with any other municipal or county governments in the region and, if so, with whom?

Answer 15 No

Question16 What were your transports per year for basic life support emergency for last year or for the last 12 months?

Answer 16 In 2024, the City had 10,756 BLS Transports.

Question 17 What were your transports per year for specialty care transport for last year or for the last 12 months?

Answer 17 N/A

Question 18 What were your transports per year for treatment without transport for last year or for the last 12 months?

Answer 18 N/A

Question 19 What is your payer mix expressed as percentages of 100% billed?

Answer 19 Medicare - 24% Medicare Advantage - 21% Insurance - 17% Medicaid MCO - 17% Patient - 13% Medicaid - 5% Other Gov’t Payers – 1%

TPL – 1%

Facility > 1%

Question 20 What is your payer remit mix expressed as percentages of 100% of what you typically receive?

Answer 20 Insurance - 32% Medicare - 16% Medicaid MCO - 16% Medicare Adv - 15% Patient - 11% Medicaid - 5%

TPL - 2%

Other Gov't Payers - 2% Facility - 1%

Question 21 How many total transport vehicles do you now operate?

Answer 21

Question 22 What is your average revenue per call?

Answer 22 $981.60

Question 23 Do you have a lockbox provider and, if so, which provider?

Answer 23 The billing provider will use a lockbox to accept payments, and they will remit the payments to the City’s bank account monthly via ACH.

Question 24 If you have a lockbox provider, will that provider remain in place as a result of this procurement?

Answer 24 N/A

Question 25 Do you have a collection agency provider and, if so, which provider?

Answer 25 Yes, RMS (Recovery Management Services)

Question 26 If there was a previous solicitation for these services, what was its title, number, release date, and due date?

Answer 26 The previous RFP was 8615-0-2027-BP Ambulance Billing, released 4/5/2017, due 5/3/2017.

Question 27 When is the anticipated contract start date?

Answer 27 1/1/2026

Question 28 When is the anticipated award date?

Answer 28 During Q3 of 2025.

Question 29 Are bidders permitted to deviate in any way from any manner of quoting fees you may be expecting? For example, if there is a pricing page in the RFP, can bidders submit an alternate fee structure? If there is no pricing page in the RFP, do you have any preference for how bidders should quote fees or can bidders create their own pricing categories?

Answer 29 At a minimum, it should be done as requested in the RFP. If they want to add an additional pricing option, they can.

Question 30 Please describe your level of satisfaction with your current or recent vendor(s) for the same purchasing activity, if applicable.

Answer 30 This information is not available.

Question 31 Does your agency currently have a merchant account established with a credit card processing solution?

a) If so, please provide the name of the solution.

b) Will your agency pay for associated credit card processing fees?

Answer 31 Currently the vendor processes credit card transactions and remits payments to the City monthly. The City could consider paying credit card processing fees.

Question 32 Does your agency utilize a bank lockbox for receipt and deposit of payments?

a) If so, will the billing vendor have online access?

b) Will the billing vendor be required to pay the lockbox fee, or will the cost be covered by the agency?

c) If you require the billing vendor to pay, can you provide the current cost of the lockbox?

Answer 32 No, currently payments are deposited in the vendor’s designated bank account/lockbox, and an ACH is processed monthly to remit the payments to the City’s bank account.

Question 33 Will the billing vendor be required to mail Notice of Privacy Practices to transported patients?

Answer 33 No, this isn’t required to be mailed, but it does need to be available for patients to access.

Question 34 What is your average loaded mileage?

Answer 34 2024 average loaded miles per transport is 5.6.

Question 35 Will the new billing vendor be required to manage and bill old AR from your current billing vendor?

a) How many records will be transferred to the new billing vendor?

b) In what format will the data be provided?

Answer 35 No, the old billing vendor will retain their outstanding receivables and continue to collect on them.

Question 36 Does your agency participate in any supplemental payment programs?

Answer 36 No, not in 2024.

Please direct any other questions to the Purchasing contact person below.

Brian Pittelli City of Madison Purchasing Services

PH: (608) 267-4969

bpittelli@cityofmadison.com mailto:bpittelli@cityofmadison.com