RFP_26-001_1_5-7-26.pdf
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- Attached to
- EMERGENCY TRANSPORT THIRD PARTY BILLING
- Solicitation number
- RFP 680 26-001/DJ 2
- Issued by
- Palm Beach County, Florida
About this file
This is Amendment No. 1, dated May 7, 2026, to RFP No. 26-001/DJ issued by the Palm Beach County Procurement Department for Emergency Transport Third Party Billing services in Florida. The amendment provides clarification and responses to questions submitted by three bidders: Net Gain Marketing, Inc., EMS Management & Consultants, and others. The RFP seeks a vendor to manage third-party billing for emergency medical transport services. The proposal submission deadline is May 27, 2026, at 4:00 p.m. local time. Award date and go-live date information are referenced in Section 1.8 of the original solicitation. Bidders must complete and submit the required Price Proposal Pages (Appendix A) as part of their proposals; failure to do so will render proposals nonresponsive. Alternate fee structures may be included as additional appendices but will not be evaluated unless the proposer is awarded and negotiation occurs.
Current transport rates for calendar year 2026 are BLS/ALS1 at $730, ALS2 at $890, and mileage at $15 per mile. The incumbent vendor has been paid $1.489 million in FY2025, with total county adjustments of $16.776 million and no contractual allowance write-offs. For FY2025, Palm Beach County processed 83,480 billable transports consisting of 72,781 ALS1 transports (87%), 1,896 ALS2 transports (2%), and 8,803 BLS transports (11%), with an average revenue per call of $446 and average loaded mileage of 6.12 miles. The payer mix is Medicare 55%, Commercial 32%, Self-Pay 8%, and Medicaid 5%, generating total cash collections of $39 million. The county does not differentiate billing between residents (88%) and non-residents (12%). Wells Fargo Bank serves as the lockbox provider and will remain in place, and MetroPCR is the current electronic patient care record provider. The county currently has no collection agency and requires Medicaid claims to be billed in accordance with Federal Law and Regulations governing the Ambulance Fee Schedule. The county indicated satisfaction with its current vendor and confirmed that the requirement to bill 70,000+ accounts annually is a strict qualification threshold.
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Other files
| File | Type | Posted |
|---|---|---|
| Instructions on Completing SBE-M-WBE Schedules1-2 Final with attachments (11-5-25).pdf | ||
| RFP -26-001DJ.pdf |
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Text version
AMENDMENT No. 1
DATED: May 7, 2026
Palm Beach County Procurement Department
50 South Military Trail, Suite 110, West Palm Beach, FL 33415
RFP No. RFP NO. 26-001/DJ
Title: EMERGENCY TRANSPORT THIRD PARTY BILLING
This Amendment is issued to provide additional information, and clarification to the RFP document:
1. Questions received from Net Gain Marketing, Inc., and the County’s responses:
Q.1. How are fees currently being billed by any incumbent(s), by category, and at what rates?
A.1. Current transport rates for calendar year 2026 are:
BLS/ALS1 = $730
ALS2 = $890
Mileage = $15/mile
Q.2. What estimated or actual dollars were paid last year, last month, or last quarter to any incumbent(s)?
A.2. Actual paid to billing company = FY2025 $1.489M.
Q.3. What were your annual total adjustments for last year or for the last 12 months?
A.3. Fiscal Year 2025 (10/01-09/30/25) = $16.776M.
Q.4. What were your annual contractual allowance write-offs for last year or for the last
12 months?
A.4. There have been no annual contractual allowance write-offs in the last 12 months.
Q.5. What are your advanced life support emergency level 1 charges?
A.5. Current transport rates for calendar year 2026 are:
ALS1= $730
ALS2= $890
AMENDMENT No. 1 to RFP No. 26-001/DJ
Q.6. What are your basic life support emergency charges?
A.6. Current transport rates for calendar year 2026 are
BLS= $730
Q.7. What are your specialty care transport charges?
A.7. Currently for 2026, N/A
Q.8. What are your treatment without transport charges?
A.8. Currently for 2026, N/A
Q.9. What is your average per-trip charge?
A.9. Current transport rates for calendar year 2026 are:
BLS/ALS1= $730
ALS2= $890
Mileage= $15/mile
Q.10. When were the last changes to your transport rates, and are you considering raising any of the rates currently charged?
A.10. 01/01/2023 = BLS/ALS1 = $710
ALS2 = $870
Current 2026 rates are as of 01/01/2024 Considering raising rates for 2027 Unknown
Q.11. Are there any other charges you assess not otherwise covered by our questions?
A.11. Currently for 2026, N/A
Q.12. What percentage of your patients are residents versus non-residents, and do you charge the two groups differently?
A.12. We currently do not differentiate between resident/non-resident. We bill all transports regardless of residence status.
88% PBC resident, 12% non-resident
Q.13. Do you operate any shared services agreements with any other municipal or county governments in the region and, if so, with whom?
A.13. No.
Q.14. What were your transports per year for advanced life support for last year or for the last 12 months?
A.14. For fiscal year 2025 (10/01/24-09/30/25) = 83,480
Q.15. What were your transports per year for advanced life support emergency level 1 for last year or for the last 12 months?
A.15. For fiscal year 2025 (10/01/24-09/30/25) = ALS1- 72,781 (87%)
Q.16. What were your transports per year for advanced life support emergency level 2 for last year or for the last 12 months?
A.16. For fiscal year 2025 (10/01/24-09/30/25) = ALS2- 1,896 (2%)
Q.17. What were your transports per year for basic life support for last year or for the last
12 months?
A.17. Only transport emergency calls
Q.18. What were your transports per year for basic life support emergency for last year or for the last 12 months?
A.18. For fiscal year 2025 (10/01/24-09/30/25) = BLS- 8,803 (11%)
Q.19 What were your transports per year for specialty care transport for last year or for the last 12 months?
A.19. Currently for 2026, N/A
Q.20. What were your transports per year for treatment without transport for last year or for the last 12 months?
A.20. Currently for 2026, N/A
Q.21. What is your payer mix expressed as percentages of 100% billed?
A.21. For fiscal year 2025 (10/01/24-09/30/25)= MEDICARE 58%
COMMERCIAL 23%
PATIENT 12%
MEDICAID 7%
100%
Q.22. What is your payer remit mix expressed as percentages of 100% of what you typically receive?
A.22. For fiscal year 2025 (10/01/24-09/30/25) - MEDICARE 55%
COMMERCIAL 32.0%
PATIENT 8%
MEDICAID 5%
100%
Q.23. What is your average loaded miles per trip?
A.23. 6.12 miles
Q.24. What is your average revenue per call?
A.24. For fiscal year 2025 (10/01/24-09/30/25) = $446
Q.25. If you have a lockbox provider, will that provider remain in place as a result of this procurement?
A.25. Lockbox provider= Wells Fargo Bank
Shall remain in place
Q.26. Do you have an EPCR provider and, if so, which provider?
A.26. MetroPCR
Q.27. Do you have a collection agency provider and, if so, which provider?
A.27 Currently for 2026, no collection agency
Q.28. Please reconfirm the due date for this procurement by providing it in response to answers to questions.
A.28. May 27, 2026, 4:00 p.m. local time.
Q.29. When is the anticipated go-live date?
A.29. See Section 1.8 Timetable in the solicitation
Q.30. When is the anticipated award date?
A.30. See Section 1.8 Timetable in the solicitation
Q.31. Can you please provide greater details on how proposals will be evaluated and how the selected vendor(s) will be chosen?
A.31. The Selection Committee members will be completing scoresheets following the process in section 2.17 Selection Process and against the Evaluation Criteria listed in section 2.18.
Q.32. 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?
A.32. The Price Proposal Page(s) (Appendix A) are Required Appendices. Failure to include a completed and signed Price Proposal Page(s) with the Proposal would deem the Proposal nonresponsive. If a Proposer wishes to include a non-solicited fee structure, it may be included as an additional appendices (see section 3.10), but it will not be a part of the evaluation, and would only be considered or negotiated if Proposer is awarded.
Q.33. 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?
A.33. The Pricing Proposal Pages are Appendix A of the solicitation, page 70.
Q.34. Please describe your level of satisfaction with your current or recent vendor(s) for the same purchasing activity, if applicable.
A.34. We are very happy with the current vendor.
2. Questions received from Net Gain Marketing, Inc., and the County’s responses:
Q.1. Why do you require a flat fee for Medicaid claims? Can these be billed at the contingency rate?
A.1. These are billed in accordance with Federal Law and Regulations that govern
Medicaid and the Ambulance Fee Schedule.
Q.2. Do you add charges for interventions performed, drugs, disposable supplies or do you only bill for base rate and mileage?
A.2. No, just the base rate and mileage.
Q.3. When was the last time your charges were updated?
A.3. 01/01/2024
Q.4. Do you have a charity care program?
A.4. Not at this time.
Q.5. Is the requirement to currently bill 70,000+ accounts annually a strict qualification threshold, or will consideration be given to firms with prior experience and demonstrated capability at that volume?
A.5. Yes.
3. Questions received from EMS Management & Consultants, and the County’s responses:
Q.1. What is the name of your current ePCR and do you intend to continue using that same ePCR?
A.1. MetroPCR
Q.2. What was your total number of billable transports in the most recent fiscal year?
A.2. For fiscal year 2025 (10/01/24-09/30/25) = 83,480
Q.3. What was your total cash collected during that same period?
A.3. For fiscal year 2025 (10/01/24-09/30/25) = $39M
Q.4. Can you share your payer mix for the last fiscal year (by percentage or total volume), broken down as follows:
• Medicare
• Medicaid
• Commercial
• Self-Pay
A.4. For fiscal year 2025 (10/01/24-09/30/25):
• Medicare – 55%
• Medicaid – 5%
• Commercial – 32%
• Self-Pay – 8%
Q.5. What was your run mix in the last fiscal year for the following service levels:
• BLS Emergent
• ALS Emergent
• BLS Non-Emergent
• ALS Non-Emergent
• SCT
• Treatment No Transport
A.5. For fiscal year 2025 (10/01/24-09/30/25)
• BLS Emergent – 8,803 - 11%
• ALS Emergent – ALS1=72,781- 87%, ALS2= 1,896 (2%)
• BLS Non-Emergent – N/A
• ALS Non-Emergent – N/A
• SCT – N/A
• Treatment No Transport – Currently, only bill for transport
Q.6. What was your average loaded mileage last fiscal year?
A.6. For fiscal year 2025 (10/01/24-09/30/25) = 6.12 avg miles
Q.7. Who is currently responsible for credit card processing fees (billing vendor, patient, or agency)?
A.7. Currently, the Agency, however, Wells Fargo CyberSource must be used.
Q.8. Will the new billing vendor be responsible for NPP’s?
A.8. Yes. Billing company will be responsible
All changes addressed in this Amendment No. 1 shall be incorporated into RFP No.
26-001/DJ and the final contract. All other terms and conditions of the RFP remain the same and unchanged.
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