RFP EMS Billing w edits.pdf

This is a Request for Proposals issued by the City of Lockport, New York for Emergency Medical Services billing and collection services for the Lockport Fire Department. The scope of work encompasses comprehensive billing, accounts receivable management, and collection of ambulance fees for first and second placements, with the contractor required to file initial client billings and insurance claims within five working days of receiving transport information. The Fire Department operates two ambulances 24 hours daily with a third deployed based on staffing availability and conducted 2,784 transports in 2025. Sealed proposals are due by 2:00 p.m. on Thursday, August 6th at the office of City Clerk Emily Stoddard, Municipal Building, One Locks Plaza, Lockport, New York 14094, at which time proposals will be publicly opened and read. No bidders' conference or site visit is mentioned in the RFP. The contract is firm fixed price for an initial twelve-month period, subject to annual performance review, with options for extension for additional one-year periods upon mutual agreement and funding approval.

Proposers must submit one written quote containing the total cost of the scope of work as either a flat fee or percentage-based fee for all-inclusive services, with the contractor responsible for all postage, computer equipment, billing software, supplies, and collection expenses. No incumbent contractor exists for this service. The contractor must employ professionally trained coders to manually review and code all run reports, implement software compatible with the City's ESO EHR ePCR system, and provide 24-hour real-time electronic access to account data. The contractor must accept multiple forms of electronic payment with credit card payments mandatory, maintain a minimum of $1,000,000 in insurance coverage, and comply with HIPAA as a business associate. Monthly reporting on accounts receivable aging, payment details, charge details, adjustments, and refunds is required, along with annual fiscal year financial and statistical reports. The contractor must provide local or toll-free customer service Monday through Friday from 9:00 a.m. to 5:00 p.m. and conduct four non-consecutive onsite training sessions for Fire Department personnel. The City of Lockport reserves the right to reject any or all proposals and will not reimburse any costs associated with RFP preparation. Interested parties should contact City Clerk Emily Stoddard at 716-439-6776 or cityclerk@lockportny.gov for questions or to request the full scope of work.