EMS COLLECTION SERVICES RFP 2024-25-48.pdf

CITY OF WESLACO

REQUEST FOR PROPOSALS FOR EMS

COLLECTION AND REVENUE RECOVERY

SERVICES

RFP No.: 2024-25-48

Proposals Due Date: September 8, 2025

Time: 9:00 A.M. CST.

City of Weslaco

Request for Proposals/ RFP No.: 2024-25-48

EMS COLLECTION & REVENUE RECOVERY

SERVICES

Electronic submissions of proposals addressed to Homer Rhodes, Purchasing Agent, will be accepted via BIDNET. RFP deadline 9:00 AM on September 8, 2025, at which time they will be opened and read aloud via ZOOM meeting (Zoom link provided in RFP document).

Potential respondents are advised that documents related to the solicitation of proposals can be downloaded from the City of Weslaco web page address:

https://www.bidnetdirect.com/texas/cityofweslaco, Be advised that the BIDNET portal/website is the primary source of all Request for Proposals documents. BIDNET portal/website must be monitored regularly for addendums and/or Request of Proposals communication notices. Respondents are responsible for obtaining all the necessary information required for a compliant submission of the proposals.

A non-mandatory Zoom pre-proposal meeting will be held on August 21, 2025 at 9:00 A.M. (Zoom link provided in RFP document)

The City of Weslaco reserves the right to accept or reject any or all proposals, to waive any informalities, and to accept the proposal to be the best value and most advantageous (as allowed in Local Government Code 252.043) to the City and to hold the proposals for a period of sixty (60) days without taking action, for the purpose of reviewing and investigation of respondent’s Proposals prior to award. Request for Proposals must be submitted electronically through BIDNET, no other form of submission will be accepted.

City of Weslaco

/s/ Homer Rhodes

Purchasing Agent, 956-447-2240 hrhodes@weslacotx.gov https://www.bidnetdirect.com/texas/cityofweslaco

VENDOR’S NOTICE OF INTENT TO SUBMIT

If you intend to submit a proposal for EMS Collection and Revenue Recovery Services RFP No.: 2024-25-48 with the City of Weslaco as outlined in the specifications, please indicate your intention on BIDNET portal. The BIDNET portal/website must be monitored regularly for addendums and/or Request for Proposals communication notices. Respondents are responsible for obtaining all the necessary information required for a compliant Statement of Proposals.

Important Notice:

1. Contact Only Homer Rhodes: All communication about the RFP should be directed to Homer Rhodes at the provided phone number (956) 447-2240 and email hrhodes@weslacotx.gov

2. Regarding this RFP Avoid Contacting Other City Officials or Staff: Reaching out to anyone other than Homer Rhodes, including elected officials or other city staff, could result in disqualification from the selection process.

3. Procurement Schedule & Zoom Links

8/13/2025 1st advertisement in the Advance News Journal 8/20/2025 2nd advertisement in the Advance News Journal 8/21/2025 Pre-Proposal Meeting at 9:00 AM (ZOOM) https://us02web.zoom.us/j/85177487333?pwd=ElDONbnmIf6YyRosGL4ZxVfiiIRjiU .1 Meeting ID: 851 7748 7333 / Passcode: 906073

8/26/2025 Last day of questions at 5:00 PM 9/8/2025 Proposal Opening at 9:00 AM (ZOOM) https://us02web.zoom.us/j/82609827933?pwd=qmeQVZ1hvpOTQt6UM2yNnSNp HTGbKw.1 Meeting ID: 826 0982 7933 / Passcode: 066737

9/16/2025 City Commission Meeting/Possible award at 5:30 PM mailto:hrhodes@weslacotx.gov https://us02web.zoom.us/j/85177487333?pwd=ElDONbnmIf6YyRosGL4ZxVfiiIRjiU.1 https://us02web.zoom.us/j/85177487333?pwd=ElDONbnmIf6YyRosGL4ZxVfiiIRjiU.1 https://us02web.zoom.us/j/82609827933?pwd=qmeQVZ1hvpOTQt6UM2yNnSNpHTGbKw.1 https://us02web.zoom.us/j/82609827933?pwd=qmeQVZ1hvpOTQt6UM2yNnSNpHTGbKw.1

1. Introduction

The City of Weslaco is requesting sealed proposals from qualified vendors to provide EMS Collections and Revenue Recovery Services for the City’s Emergency Medical Services (EMS) Department. The purpose of this RFP is to identify and engage a service provider with proven experience in medical billing, collections, revenue cycle management, and regulatory compliance in accordance with HIPAA and all applicable federal and state laws.

2. Scope of Work

The selected vendor will be responsible for managing and recovering outstanding EMS accounts receivable, improving collection rates, and providing comprehensive reporting and compliance oversight. The scope includes, but is not limited to, the following services:

2.1 Account Types

• Self-pay patient accounts

• Insurance claims (Medicare, Medicaid, private insurance)

• Underpaid or denied claims

• Early-out and delinquent accounts, as directed by the City

2.2 Collection Services

• Contacting patients by phone, mail, email, or other approved methods

• Providing courteous, professional customer service during collections

• Offering flexible payment arrangements where applicable

• Managing escalated or disputed claims in a timely and legal manner

• Forwarding unresolved accounts to third-party collections (if authorized)

2.3 Compliance & Privacy

• Maintain compliance with HIPAA and FDCPA regulations

• Use only certified, secure systems for handling patient data

• Adhere to local, state, and federal guidelines governing EMS billing

2.4 Reporting Requirements

• Monthly and quarterly performance reports

• Recovery rate summaries and KPIs

• Account status updates

• Audit trails and compliance documentation

2.5 Technology Integration

• Ability to integrate with the City’s EMS ePCR and billing software

• Provide secure portals or dashboards for account management and oversight

3. Proposal Requirements

Interested vendors should include the following in their proposal:

1. Company Overview o Legal name, address, point of contact o Years in business o Relevant experience with municipal or EMS clients

2. Approach & Methodology o Description of collection and recovery process o Use of technology, staffing, and account management o Patient communication approach and dispute resolution

3. Compliance & Certifications o HIPAA compliance policies o Licenses and certifications o Data security measures

4. Fees & Pricing Structure o Commission rates or flat fees o Any setup or administrative fees o Performance-based incentives (if applicable)

5. References o Minimum of 3 references from similar EMS or government clients

6. Sample Reports o Example of monthly performance or financial recovery reports

4. Evaluation Criteria

Proposals will be evaluated based on the following criteria:

Criteria Maximum Points

Experience with EMS collections and municipal clients 25 points

Approach and methodology 20 points

Compliance, security, and certifications 15 points

Fee structure and cost effectiveness 20 points

Reporting capabilities and sample reports 10 points

References and client satisfaction 10 points

Total Possible 100 points

5. Submission Instructions

• Deadline for Submission: September 8, 2025 at 9:00 AM CST

• Submission Format: PDF via BIDNET portal only

6. General Terms & Conditions

• The City reserves the right to reject any or all proposals.

• The selected vendor must enter into a formal agreement with the City.

• Any costs incurred by the vendor in preparing the proposal are the sole responsibility of the vendor.

• This RFP does not commit the City to award a contract or pay any costs.