Request for Proposal BILLING 2026 (Edits-dates).docx

Request for Proposal: Ambulance Billing and Accounts Receivable Management Services RFP No.: GAA-2025-BILLING Date of Issue: 11/01/2025 Date Proposals are Due: 11/15/2025

1. Introduction and General Information The Gilpin Ambulance Authority (GAA), the primary prehospital medical provider for Gilpin County, Colorado, is seeking proposals from qualified and experienced billing agencies to provide comprehensive ambulance billing and accounts receivable management services. The purpose of this Request for Proposal (RFP) is to select a vendor that can deliver efficient, accurate, and compliant billing services to maximize revenue while maintaining the highest level of integrity and patient care.

1.1. About the Gilpin Ambulance Authority (GAA)

· GAA provides 24/7 coverage with EMTs and paramedics, operating out of two stations in Gilpin County, which includes Black Hawk and Central City.

· The service responds to both 911 emergency calls and frequent mutual aid calls in neighboring counties.

· The authority serves a small resident population but experiences a moderate call volume due to significant tourism from local gaming establishments and various other recreational opportunities.

1.2. Scope of Services

The selected vendor will be responsible for end-to-end billing and revenue cycle management, including but not limited to:

· Claim submission to all payers (e.g., Medicare, Medicaid, and private insurance).

· Electronic data exchange and interfaces with GAA's existing electronic Patient Care Reporting (ePCR) system, First Due.

· Claim follow-up and denial management.

· Patient billing and collections, including establishing and managing payment plans.

. Comprehensive reporting, including monthly breakdowns of collections, outstanding accounts, and key performance indicators (KPIs).

. Compliance management with all state and federal regulations, including HIPAA.

. Training and support for GAA staff on proper documentation for billing purposes.

. Providing consultative services on billing and collection procedures.

1.3. Commercially Reasonable Efforts

. The selected vendor will apply its commercially reasonable efforts to obtain reimbursement for the GAA’s services, through billing of patients and third-party payers, and the management of accounts receivable.

2. Proposal Submission and Timeline

2.1. Key Dates

. RFP Issued: 11/01/2025 . Deadline to Submit Questions Via Email: 11/15/2025 . Responses to Questions Posted to BIDENETDIRECT.COM]: 11/20/2025

· Proposal Submission Deadline: 11/14/2025 by 5PM Mountain Time

· Vendor Interviews (if needed): 12/10/2025

· Anticipated Contract Award: 01/02/2025

· Anticipated Contract Start Date: 02/02/2026

2.2. Submission Instructions

· Proposals must be submitted electronically via email to: bputnam@gilpinambulance.com

· The subject line of the email should clearly state: "Response to RFP: GAA Ambulance Billing Services."

· Proposals must be clearly organized and address all sections of this RFP.

· The proposal shall consist of two separate PDF documents: a Technical Proposal and a Price Proposal.

· Late submissions will not be considered.

2.3. Questions

· Questions regarding this RFP must be emailed and submitted in accordance with the Schedule outlined in Section 2.1 herein.

· All questions must be clearly designated with the email subject line “Billing Services RFP Questions.” Questions without this subject line may not be considered. Questions communicated by telephone or in person will not be considered.

· All questions will be responded to on BIDNETDIRECT.COM no later than the date indicated in the Schedule above.

· Any response by GAA that changes the terms, conditions, and/or specifications of this RFP will be posted on the website as an addendum. No other communications of any kind may be considered to change the terms, conditions, and/or specifications of this RFP.

3. Technical Proposal Requirements The Technical Proposal should demonstrate the vendor's understanding of the GAA's needs and its ability to provide the required services. It must include the following sections:

3.1. Company Background and Experience

· Provide an overview of your company, including its legal name, business structure, address, telephone number, website URL, and contact person’s name and email address.

· Detail your experience providing EMS ambulance billing services, including the number of years in operation and evidence of any necessary licensure, registrations, and credentials (indicate if there has been any history of revocation or suspension).

· Provide references for at least three (3) current or former clients of similar size and scope, preferably including other municipal or rural EMS agencies. Include telephone and email contact information for each reference.

· Provide a description of what differentiates your company’s service from that of its competitors and any pending legal actions against the company.

· List any known potential conflicts of interest that may result during the course of performance for the services.

3.2. Proposed Approach and Methodology

· Describe your approach to managing EMS billing, emphasizing strategies for maximizing revenue, ensuring compliance, and maintaining accuracy.

· Explain your process for submitting claims, including how you handle Medicare, Medicaid, and private insurance claims.

· Outline your process for handling claim denials and appeals.

· Detail your patient billing and collection procedures, including communications with patients and management of payment plans.

· Describe how you will interface with GAA's ePCR (First Due) system to ensure seamless data exchange.

3.3. Reporting Capabilities and Technology

· Detail the types of monthly reports you provide, including examples of your standard reporting package.

· Explain how GAA will access these reports and have insight into billing performance.

· Describe your software and technology, including how it ensures data security and HIPAA compliance.

3.4. Compliance and Training

· Describe your expertise and process for maintaining compliance with all relevant federal, state, and local billing regulations.

· Outline how you will provide training to GAA staff on documentation best practices to optimize billing accuracy.

3.5. Services Agreement and Signature

· The proposal must be signed physically or electronically by an officer or person qualified to bind the vendor.

· Comments and requested revisions to the form Services Agreement circulated in connection with this RFP, including without limitation the insurance requirements. Post-award comments to the Services Agreement not included in the proposal shall not be considered.

4. Price Proposal Requirements The Price Proposal should be submitted as a separate document and must contain the following:

4.1. Fee Structure

· Clearly state your proposed fee structure. This may be a percentage of collections, a per-transport fee, or a hybrid model. Provide a complete breakdown of all costs.

· The fee structure must specify how GAA will be invoiced for services rendered.

5. Proposal Evaluation Proposals will be evaluated by a selection committee based on the following criteria:

· Qualifications and Experience: The vendor's background, years of experience, and references.

· Understanding of Scope and Technical Approach: The clarity and effectiveness of the proposed billing and collections strategy.

· Fee Structure and Cost: The competitiveness and transparency of the proposed pricing.

· Reporting Capabilities and Software: The quality and accessibility of data reporting and technology.

· References and Past Performance: The feedback from provided references.

· Other Criteria: Any other criteria deemed material by GAA.

5.1. Procedure for Selecting Proposal

· The proposals are expected to be evaluated by Deputy Chief Bobby Putnam, Director Woolley which will make a recommendation to GAA’s Board of Directors. As part of its evaluation process, GAA may request clarifications and additional information, conduct customer reference checks, require a subset of finalists to make a presentation to GAA’s selection team and/or Board, hold multiple rounds of review with a limited group of proposers, and take any other action necessary to perform a thorough and objective evaluation of each proposal.

· In the event that GAA elects to accept a proposal, it shall accept in writing the proposal that, in its estimation, will best serve the interests of GAA.

· Subsequent to the proposal due date, GAA reserves the right to negotiate (i) terms and conditions of any services agreements with the selected vendor and (ii) modifications to a proposal with a single vendor without obligation to negotiate similar modifications with other vendors.

· GAA further reserves the right to reject any and all proposals, waive any and all formalities, disregard all nonconforming, non-responsive or conditional proposals, and terminate, modify, or suspend the RFP process. This RFP does not commit GAA to award a contract.

6. Terms and Conditions

· The GAA reserves the right to reject any and all proposals, to waive any informalities, and to negotiate with any or all respondents.

· Proposers are responsible for all costs incurred in the preparation of their response. GAA assumes no liability for payment of any pre-contractual expenses incurred by proposers.

· The initial contract term will be for one year with options to extend for one additional years based on satisfactory performance.

· All proposals submitted will become property of GAA and may be subject to public disclosure pursuant to the Colorado Open Records Act, § 24-72-200.1, et seq., C.R.S.

· GAA, as a political subdivision of the State, is exempt from sales and use taxes. Following the award of proposal, a tax exemption certificate will be furnished by GAA upon request by the successful vendor.

· Proposals may be withdrawn within 48 hours of their submission. Following the 48-hour withdrawal period, proposals are binding on the vendor for a period of 60 days.

· This RFP does not obligate GAA or the selected vendor to provide any services or make any payments unless and until a contract is signed and approved by both parties. This RFP requires a separate written contract to be prepared in substantially the same form as the attached form of Services Agreement.

· The vendor, by submitting a proposal, agrees to not unlawfully discriminate against any employee, or applicant for employment, of the vendor or GAA or any member of the public on the basis of disability, race, sex, age, national origin, religion, sexual orientation, gender identity or expression, marital or military status, pregnancy, political affiliation or any other status protected by federal or state law.

· Any modifications to this RFP or addenda pertaining to this RFP will be published to the GAA website. Proposers are responsible to periodically check the GAA website for relevant updates prior to submission of the proposal.

· The laws of the State of Colorado shall govern this RFP. Venue for any dispute arising out of or relating to this RFP shall be in the State of Colorado District Court for Gilpin County. All proposals submitted will become property of GAA and may be subject to public disclosure pursuant to the Colorado Open Records Act, § 24-72-200.1, et seq., C.R.S.

7. Contact Information All inquiries regarding this RFP must be submitted in writing to:

Bobby Putnam Deputy Chief Gilpin Ambulance Authority bputnam@gilpinambulance.com

(303) 582-5499 ext 102

4904-0053-6437, v. 2