14011 Award Recommendation.pdf
PDF 410 KB Posted
- Attached to
- Ambulance Billing
- Solicitation number
- 14011-0-2025-BP
- Issued by
- Dane County, Mattoon Village, Wisconsin
About this file
This is a Proposal Award Recommendation from the City of Madison, Wisconsin Finance Department for Ambulance Billing services (RFP #14011-0-2025-BP). The City of Madison sought a vendor capable of managing and processing patient accounts, charges, responsible party invoices, claims, receipts, account disposition, and related documentation and correspondence for its ambulance billing operations. The contract includes an initial one-year term with up to four one-year renewal options. Six proposals were received for evaluation. The evaluation process consisted of two rounds: an initial technical and cost scoring phase followed by virtual presentations with the top four vendors, after which finalists submitted best and final offers. Following reference checks, Med-Bill Corporation was selected as the awarded vendor.
The initial contract award amount is $325,481.18, with a total potential award amount including all future renewals of $1,627,405.88. The award amount is based on estimated quantities from past years and may fluctuate depending on future volumes; the fixed compensation structure is 2.9% as payment for services. Funding is allocated from GL Account 15100-54640-00000 with current year and next year commitments of $546,000 each. The current year budget available is $170,559, and the next year budget available is $546,000. No local vendor preference applied to this procurement. The evaluation panel's final scoring placed Med-Bill Corporation at 154.45 points out of 200 total possible points, ranking highest after all evaluation rounds and reference verification were completed.
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Other files
| File | Type | Posted |
|---|---|---|
| 14011 Form A2.xlsx | XLSX spreadsheet | |
| 14011-0-2025-BP Ambulance Billing.pdf | ||
| 14011 Addendum 1.pdf |
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Text version
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
City of Madison Proposal Award Recommendation
Proposal award recommended by:
Department name: Finance
Department Leadership: David Schmiedicke Initials: Date:
Project name: Ambulance Billing RFP number: 14011-0-2025-BP
Project description:
The City of Madison wants to partner with a company that can provide a system capable of managing and processing patient accounts, charges, responsible party, invoices and claims, receipts, account disposition and comments with all related documentation and correspondence.
Contract term:
Initial term: From date of execution by the City of Madison for a one (1) year term.
Number of potential renewals: Up to four (4).
Award amount:
Initial term award amount: $325,481.18
Total potential award amount, including all future renewals*: $1,627,405.88
The award amount is: ☐ Actual contract amount ☒ Estimated contract amount (if yes, explain below)
The Contract Award includes price adjustment terms: ☒ No ☐ Yes (if yes, explain below)
Additional amount information: The award amount is estimated based on quantities from past years. Depending on quantities for future years, the amount may fluctuate. The fixed amount for all years is 2.9% as payment for services.
Budget information:
Enter current and/or next year information if applicable. Enter N/A if not applicable.
Is there grant funding associated with this project: ☐ Yes ☒ No
GL Account: 15100-54640-00000
Project Account: N/A
☐ Award is contingent on additional budget approval: NA Date: __________________
Budget Comment: NA
Current year commitment $546,000 Next year commitment* $546,000
Current budget available $170,559 Next year budget available* $546,000
*The City may terminate any contract with no penalty if the Common Council fails to appropriate funds for the continuation of the contract for any ensuing fiscal year.
Number of proposals received: Six
DPS 11/13/2025
mailto:finance@cityofmadison.com http://www.cityofmadison.com/finance/purchasing
List Proposers’ names.
1. Ambulance Reimbursement Systems, Inc.
2. Digitech Computer LLC
3. EMS Management & Consultants, Inc.
4. Med-Bill Corporation
5. Griffin RCM LLC
6. Quick Med Claims
Evaluation Summary
Panel members first conducted evaluations of proposals independently based on the pre-established criteria determined by the panel. Then, the panel met to discuss all qualitative and quantitative aspects of the proposals and overall ratings as a group. Purchasing staff rated the cost section of the proposals.
Below is a summary of the scoring:
Section Max Points
Ambulance Reimbursement
Digitech EMS Management
Med-Bill Corp
Griffin
RCM
Quick Med
Technical
65 45.81 43.44 46.31 47.25 30.88 38.25
Cost
30 25.71 30.00 27.23 28.55 14.75 22.41
Local Vendor
5 0.00 0.00 0.00 0.00 0.00 0.00
Total
100 71.52 73.44 73.54 75.80 45.63 60.66
After the first round of scoring, the panel wished to have virtual interviews with the top four scoring vendors. Each vendor was sent an agenda and allotted the same amount of time to make their presentations. Following the presentation, each finalist was asked to provide the best and final offer in relation to pricing. After scoring the presentation and updating the pricing, this is the summary of scoring:
Section Max Points
Ambulance Reimbursement
Digitech EMS Management
Med-Bill Corp
Technical (Round 1)
65 45.81 43.44 46.31 47.25
Presentations (Round 2)
50.74 43.93 20.18 48.24
Cost
60 57.00 60.00 57.00 58.97
Local Vendor
10 0.00 0.00 0.00 0.00
Total
200 153.55 147.36 123.49 154.45
The panel reviewed the scoring and wished to reach out to references. Multiple references were checked for the highest and second-highest scoring vendors. After checking with references, the panel felt comfortable moving forward with Med-Bill Corporation, the top scoring vendor.
Local Vendor Preference
How many proposers qualified for Local Preference? 0
Was the selected proposer qualified for Local Preference? No
Did Local Preference influence the outcome of this RFP? No
Final Award of Evaluation Panel: Med-Bill Corporation
Additional information (optional): NA
Buyer Assigned: Brian Pittelli Initials: Date:
Purchasing Supervisor: Mary Richards Signature: Date:
11/13/2025
11/17/2025
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