RP028_26 RFP.pdf

September 16, 2026

REQUEST FOR PROPOSAL

RP028-26

The Gwinnett County Board of Commissioners is soliciting competitive sealed proposals from qualified service providers for the Provision of Emergency Medical Patient Billing Services on an Annual Contract with four (4) additional one year options to renew for the Department of Fire and Emergency Services.

Proposals must be returned in a sealed container marked on the outside with the Request for Proposal number and Company Name. Proposals will be received until 2:50 P.M. local time on October 7, 2026 at the Gwinnett County Financial Services - Purchasing Division – 2nd Floor, 75 Langley Drive, Lawrenceville, Georgia 30046. Any proposal received after this date and time will not be accepted.

Proposals will be publicly opened, and only names of submitting service providers will be read at 3:00 PM.

The opening will be virtual ONLY. To access the proposal opening, click here to join, or join by dialing 1-323- 676-6170. Access Code is: 562 823 287#. A list of service providers submitting proposals will be available the following business day on our website www.gwinnettcounty.com.

Questions regarding proposals should be directed to Diana Turner, Purchasing Associate II at Diana.Turner@GwinnettCounty.com or by calling 770-822-8727, no later than September 24, 2026.

Proposals are legal and binding upon the service provider when submitted. One (1) unbound original, four (4) copies, and one (1) digital copy on a flash drive should be submitted.

Successful service provider will be required to meet insurance requirements. The Insurance Company should be authorized to do business in Georgia by the Georgia Insurance Department, and must have an A.M. Best rating of A-10 or higher.

Gwinnett County does not discriminate on the basis of disability in the admission or access to its programs or activities. Any requests for reasonable accommodations required by individuals to fully participate in any open meeting, program or activity of Gwinnett County Government should be directed to the ADA Coordinator at the Gwinnett County Justice and Administration Center, 770-822-8165.

The written proposal documents supersede any verbal or written prior communications between the parties.

Selection criteria are outlined in the request for proposal documents. Gwinnett County reserves the right to reject any or all proposals to waive technicalities, and to make an award deemed in its best interest.

Award notification will be posted after award on the County website, www.GwinnettCounty.com and companies submitting a proposal will be notified via email.

We look forward to your proposal and appreciate your interest in Gwinnett County.

Diana Turner Purchasing Associate II

The following pages should be returned as part of your proposal:

Proposal Fee Schedule, Page 13 (Separate Sealed Envelope) Service Provider Information, Page 14 References, Page 15 Code of Ethics Affidavit, Page 38 Contractor Affidavit, Page 39 https://teams.microsoft.com/meet/22389373500453?p=09IuJKslBEoiARnnPD http://www.gwinnettcounty.com/

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PURPOSE

The Gwinnett County Board of Commissioners (Gwinnett) is soliciting proposals from qualified service providers to provide a comprehensive emergency medical billing and records management system which will integrate with ESO Solutions field reporting system for the Gwinnett County Fire and Emergency Services (GCFES) Department. Service providers should provide a format, time frame, fee schedule to accomplish the work, and references. Gwinnett County reserves the right to award the contract based upon the best interest of the County. Gwinnett County assumes no liability, financial or otherwise for the preparation, publication, or any travel related to the preparation or submission of this Request for Proposal (RFP).

GCFES realizes that specialty companies may be able to capitalize on revenue streams and thus enhance total revenues through expanded operations that are beyond the scope of GCFES.

GCFES does not support the use of aggressive collection practices to enhance revenues.

BACKGROUND

GCFES is located in Northeast Metro Atlanta, Georgia and has a land area of 437 square miles and a population approaching 1,000,000 citizens.

Gwinnett employs approximately 960 firefighters, paramedics, emergency medical technicians, EMT-I and EMT-A. The annual call volume is approximately 95,000 of which approximately 48,500 are medical transports. Requests for fire and emergency medical services (EMS) increase at a rate of approximately 2% per year.

The department is divided into five (5) battalions consisting of 31 fire stations housing 31 engines, 12 ladders, two (2) staffing squads, 33 Advanced Life Support (ALS) transport medic units, as well as other specialty units and support staff.

GCFES collects medical data in the field using ESO Solutions. EMS personnel will complete the required computerized patient care report, including billing information and submit the file, via cellular network, to an offsite location where the server resides. The reports are reviewed by field staff, station officers, medical supervisors, and quality improvement officers remotely at their respective stations. The reports are uploaded immediately to Georgia State Department of Public Health – State Office of EMS.

For the year 2025, EMS generated 48,500 transports and entered 95,000 Patient Care Reports (PCR’s) including no transports. EMS typically transports patients to four (4) in-county hospitals as well as twenty-five (25) out-of-county area hospitals.

GCFES’ current payer mix is as follows:

i. Medicare 45%

ii. Private Insurance 32%

iii. Medicaid 10%

iv. Patient 9%

v. Other 4%

EMS REVENUE BACKGROUND AND INFORMATION

GCFES bills for services on all medical transports. Services delivered on scene are not charged except when ALS services are needed to determine end of life on scene. The billing cycle begins with the generation of a trip report at time of service and completion of the billing information. GCFES ambulance trip reports are completed utilizing ESO Solutions electronic patient care system which transmits the patient care report electronically to the EMS billing service.

GCFES maintains a full-time EMS billing section comprised of two (2) full-time and (2) two part-time employees. The section is responsible for being the liaison between GCFES and the third-party EMS billing company. This section is also responsible for processing refunds to patients or insurance companies due to over payment of a bill. GCFES captures the pertinent medical information for all services rendered and submits this to the billing company.

The current charges that GCFES utilizes are $975.00 flat rate plus $15.00 per mile, with an average transport of 8.3 miles.

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SCOPE OF SERVICES

The successful service provider will be expected to provide comprehensive emergency medical services electronic billing. The service provider will be expected to function as an independent service provider. Rates charged for all services rendered for County transports shall be those rates adopted by the Gwinnett County Board of Commissioners and GCFES may modify the rates at any time. All policy decisions will be made by Gwinnett and administered by the service provider.

The successful service provider will be expected to perform all necessary services related to the development, implementation, operation, and maintenance of a medical billing system. This includes:

i. Associated software/hardware

ii. Establishment of master files and sub files

iii. Invoice tracking system

iv. Accounts receivable (AR) by patient name/account system

v. Cash management system

vi. Related financial reports

The successful service provider, in carrying out the above, will be expected to cooperate with GCFES to determine the training, form requirements, necessary files, and other materials and services as required for initiating and maintaining these operations.

Accounts sent to collections must be written off the service provider’s receivable balance. A monthly report detailing the accounts removed from the Accounts Receivable (AR) balance must be provided to Gwinnett County.

The service provider will provide a monthly report for accounts to be considered for write off with:

i. Patient’s name

ii. County assigned electron patient care report (ePCR)/case number

iii. Insurance type

iv. Insurance company name

v. Adjustment code/reason

vi. Date of service (DOS) amount

The report must provide a total of the write-off dollar amount.

If GCFES determines untimely filing denials are the result of the service provider’s actions or lack of actions, the service provider will be responsible for reimbursing GCFES for the lost revenue and will not be permitted to attempt to collect from the patient.

GCFES will be provided with 24/7 access to all data transmitted to the service provider. Approved GCFES employees shall be provided with the ability to run reports from the data utilizing approved report writing software. If full access is not available to the master database, GCFES will require daily downloads to a database that resides at Gwinnett County. The service provider will provide a data dictionary for the master and all associated databases.

All monthly reports are to be provided to GCFES by the 10th business day of the month.

The successful service provider will provide monthly performance reports on GCFES’ ePCR data and performance to include but are not limited to patient demographics, insurance information, patient/guarantor signatures, patient DOB, patient address, and medical record number by Agency and by individual medic. These reports will also provide a comparison of GCFES to other EMS Agencies of similar size throughout the United States.

ADDITIONAL INFORMATION

While each proposal will be considered objectively, the County assumes no obligation to accept or act on any proposal.

The County assumes no liability for any costs incurred in preparing or submitting any proposals, including costs in relation to any opportunities for interview or presentation.

The County will check all references furnished and will consider responses received in determining the award.

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Service providers seeking an award of a Gwinnett County contract may not initiate or continue any verbal or written communications regarding a solicitation with any County officer, elected official, employee or other County representative without permission of the Purchasing Associate named in the solicitation between the date of the issuance of the solicitation and the date of the final contract award by the Board of Commissioners. Violations will be reviewed by the Purchasing Director. If determined that such communication has compromised the competitive process, the offer submitted by the service provider may be disqualified from consideration for award.

A person who has legal authority to contractually bind the service provider shall sign the proposal.

PROPOSAL FORMAT

This RFP is intended to be flexible in nature to allow the service provider to be creative in the approach to meeting the RFP requirements. This should encourage the participation of qualified service providers. It is the intent of Gwinnett to obtain the best solution for Gwinnett’s needs and request all service providers to include any and all system interfaces that currently exist.

In an effort to protect the investment Gwinnett will make in this project, this RFP seeks assurance that the service provider:

i. Has a proven track record in the EMS billing industry

ii. Has the ability to meet the needs of Gwinnett County Fire and Emergency Services

iii. Has the ability to deliver quality product

To evaluate the proposals fairly, each service provider is required to describe how each specification or requirement of the RFP will be satisfied. It is not sufficient to state for example: “Acknowledged”, “Understood”, “Will Comply”, etc.

The format of the response should follow the format of the RFP and reference the item number and repeat the requirement prior to each response.

The service provider should indicate if the specified requirement in this section can be met and indicate what section, number and/or letter of the RFP response where an explanation is given.

The service provider should indicate if the specified requirement in this section can be met and indicate what section, number and/or letter of the RFP response where an explanation is given.

The proposal should be presented in the following order and must include, but is not limited to, the following items.

I. QUALIFICATIONS, PERSONNEL AND COMPANY EXPERIENCE

a. Qualifications

i. Include a description of the service provider’s business history.

ii. Provide a company profile detailing financial status, company locations, number of employees, number of years of operation, and number of years the service provider has provided EMS billing services.

iii. Provide any former name(s) of the company.

iv. Provide the service provider’s legal business name and business designation, address, telephone number, fax number, and e-mail address. If the service provider is a joint venture, provide a list of all members.

If the service provider is a subsidiary, identify the parent company. If the service provider is a corporation, provide the names of all officers of the Board of Directors/Trustees. If the service provider is a partnership, provide the names of all partners.

v. Disclose any key business partners and/or contractor relationships.

vi. Ensure County Information remains within approved geographic regions and is not transferred outside the United States without written approval. This includes data gathering, coding, claims processing, payment posting, customer service, appeals, and claim follow-up.

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vii. Provide a yearly internal processes audit, upon request, at no cost to Gwinnett County.

viii. Provide a detailed listing of all data breaches including volume of patients affected and status.

ix. Include an acknowledgement of any controversy about the company’s billing practices, and/or whether Center for Medicare & Medicaid Services (CMS) / Department of Justice (DOJ) or any entity has ever investigated the company.

x. Provide evidence that the service provider has been engaged in the business of providing ambulance billing services for the past five (5) years.

xi. Confirm that the service provider’s primary business model is EMS billing.

xii. The County also requires the service provider to review the enclosed APPENDIX A - VENDOR SECURITY & PRIVACY REQUIREMENTS EXHIBIT and respond to all items included by noting the service provider acceptance to all as written or providing “redline” comments back on the contents of that document. Exceptions to the County’s standard language must be provided with the proposal response. The ability of the County to accept those edits will be included as part of the negotiation process, not after the contract is awarded.

b. Personnel

i. Provide a detailed description of the service provider’s customer relations policy and operations.

ii. Provide details regarding employees assigned to this project including education and experience related to the EMS billing field. Provide background information, assignment, and any degrees/certifications relevant to the job performed.

iii. Provide the name and title of the primary contact person and secondary contact person who will be assigned to perform service to GCFES under this proposal and include a commitment statement concerning the availability of the primary and secondary contact persons.

iv. Provide an organizational chart providing the organizational responsibilities of the persons who will manage and/or be assigned to perform services under the proposal.

c. Experience

i. Include, in detail, the service provider’s credentials in the field of providing emergency medical billing services.

ii. Demonstrate a proven track record in problem diagnoses and reliable maintenance and support.

iii. Demonstrate in-house experience managing Ambulance Supplemental Payment Program (ASPP) services for clients. How many of the service provider’s clients participate in the ASPP? Describe how the service provider assists with the submission for the program.

iv. How many of the service provider’s clients participate in the Georgia ASPP program?

v. Detail a comprehensive understanding of Medicare, Medicaid, and other insurance companies’ rules, regulations, and procedures as relating to operations in the State of Georgia and surrounding states.

vi. Describe the methodology by which the service provider is notified of changes in legislation, on a state and federal level, and how that information is incorporated into the system by the required change date and how GCFES will receive notification.

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vii. Assist GCFES with any discussions held with medical carriers relevant to transport billing and provide documentation and support on relevant topics whenever possible.

viii. Describe any prior improvements achieved for municipal providers in the State of Georgia.

II. Service Requirements

a. Executive Summary

i. Include a detailed description of why the service provider is qualified to offer the services outlined herein.

b. Billing Software

i. Include a detailed description of the billing system software needed to meet the requirements of the RFP.

ii. List any additional licenses that are necessary to fully operate all available aspects of proposed software to include reporting software.

iii. Software proposed shall comply with the National Ambulance Code set as defined by the Centers for Medicare and Medicaid Services.

iv. Provide regular systems maintenance updates and provide system repairs as necessary and advise GCFES a minimum of 72 hours prior to maintenance if access to the system will be affected.

v. It shall be the responsibility of the successful service provider to constantly update the billing system so that it complies with the current requirements established by the medical carriers. This shall include, but not be limited to, revising programming, updating master CPT coding and descriptions, and updating current ICD codes.

vi. Provide a system disaster recovery plan as well as a full description of system backup and recovery plans.

vii. Provide GCFES access to the billing agency’s database via an unlimited number of users to monitor daily activity and have 24/7 full access to the service provider’s system.

1. Provide logging of all account activities by the service provider and GCFES. Access to all transactions, notes or activities made or modified on a patient’s account for all dates of service must be available to GCFES.

viii. The successful service provider shall be a direct electronic claims processor. Electronic Claims shall be filed for Medicaid and Medicare for Georgia and surrounding states.

ix. The service provider must transmit/receive Medicare claims via the required national standard format, or any future standard format Medicare or Medicaid may require. The service provider must also be currently filing electronic claims with all Commercial Insurance Carriers that accept electronic claims.

c. ePCR Interface GCFES will provide the ePCR in National Emergency Medical Services Information System NEMSIS format with the associated billing information (any interface costs to be identified in the fee schedule) to include an Adobe PDF of the actual ePCR for storage within the successful service provider’s account information. The ePCR data will be transmitted daily to the successful service provider.

i. The successful service provider shall be responsible for all costs and/or resources required to complete the interface with GCFES’ current ePCR system (ESO Solutions).

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ii. Demonstrate existing interface with ESO Solutions ePCR/EHR software. Does interface include PDF of the completed patient care report?

iii. Explain the format that the patient care report ePCR data will be uploaded into the billing program; and what fields will be included, i.e. patient demographics, insurance, guarantor, medical procedures performed, chief complaint, dispatched as, and found to be.

iv. The transport units will collect preliminary billing and demographic information. It is the responsibility of the successful service provider to ensure records are complete prior to billing. Describe how this will be accomplished.

v. GCFES shall continue to collect data on all EMS runs. Describe how the service provider will receive this data to update the patient’s record and prepare reports specified in the reporting section.

vi. GCFES reserves the right to add fields to the EMS trip report. Confirm that the service provider’s system shall accommodate such changes at no additional cost.

vii. GCFES reserves the right to change or upgrade ePCR software. Confirm that the service provider’s system shall accommodate such changes at no additional cost.

d. Billing Process Description

i. Describe the end-to-end billing process.

ii. Describe the month end reconciliation process

iii. Describe solutions for remedying the problem of incomplete billing information.

iv. Provide the method used for coordination with hospitals in obtaining billing information.

v. The successful service provider is responsible for determining the information to be collected and retained to meet the criteria established by Medicare, Medicaid, and private medical carriers for billing appeals, auditing, and other functions defined by these carriers.

vi. The successful service provider is responsible for contacting patients, patients’ families, financially responsible parties, employers, or any other parties necessary to complete documentation of GCFES transports.

vii. The successful service provider shall design all necessary internal forms. The design and wording to be used in the forms and letters shall be mutually agreed upon by the service provider and GCFES.

viii. Implement a billing process that utilizes subsequent notices. The language shall be mutually agreed upon by the successful service provider and GCFES.

ix. The successful service provider will be responsible for inputting billing information, processing, and transmitting invoices to medical insurance carriers once all necessary information has been received from GCFES or other sources.

x. Describe the appeals/review process for denied claims. The service provider shall be responsible for rejections and pursuing all appeals.

e. Payment and Collection Process GCFES utilizes a lock box contract to facilitate receipt and deposit of payments on customers’ accounts. The service provider will be provided read only access to the lock box account.

i. Confirm that the service provider will pay all costs associated with the lock box account.

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ii. Post payments to patient accounts daily.

iii. Follow GCFES’ current billing policy for EMS transports.

iv. Provide an online ability (portal access) for patients to make credit card payments

f. Reporting and Performance Monitoring Reports must be designed to give GCFES the information needed to accurately measure performance. This shall be approved by GCFES in a format requested.

i. Establish a comprehensive reporting system that will enable GCFES to monitor the performance of EMS billing services.

ii. What type of information and reporting that GCFES may expect to receive from the service provider?

iii. Describe the service provider’s ability to generate and deliver all statistical raw data and reports in Microsoft Excel format which will be utilized by GCFES’ authorized personnel.

GCFES must have the ability to electronically access the service provider’s billing software 24/7 to print patient account information, invoices and any other reports deemed necessary.

iv. Prepare and deliver statistical information and reports through an electronic format which will be compatible with both the service provider and GCFES’ computer systems and software.

v. Reports will include, but not be limited to, the following:

1. Monthly detailed accounts receivable listing.

2. Monthly aged accounts receivable listing.

3. Monthly reconciliation of bank deposits with payments posted by service provider.

4. Daily report showing the service date and the date of filing claim.

5. Monthly report of the dollar amount and number of accounts not billable broken down by service date and reason type.

6. Monthly report of the number and dollar amount of transports billed broken down by service date, payer mix, and transport type.

7. Monthly report of the number and dollar amount of collections received by date of service, payer mix, transport type, and type of payment.

8. Monthly report of the dollar amount and number of contractual write-offs and/or adjustments broken down by payer mix.

9. Monthly report of the dollar amount and number of claim denials broken down by payer mix.

10. Monthly report of the dollar amount of refunds.

11. Monthly report of the dollar amount and number of accounts to be sent to collections, including explanation. The service provider will be required to attest, by signature and date, that the required steps to collect for each account to be written off have been followed.

Service providers may submit comparable report(s) for approval by GCFES.

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vi. Explain how downloading of records for use by GCFES will be accomplished, particularly the billing and management reports.

vii. Describe whether the service provider performs any trend analysis and, if so, what type?

viii. The successful service provider shall be required to meet standards of performance. These standards shall be reviewed no less than quarterly with a progress report submitted to the GCFES. The standards will be determined during contract negotiation.

ix. Describe how the service provider may aid GCFES in establishing performance criteria and performance levels for this project, including what items the company proposes to be rated, the method or formula to be used to calculate performances, the levels of performance to be achieved and in what time frame.

g. Implementation and Onboarding

i. Describe the implementation process and the transition to the proposed system such that there is no interruption in the billing, accounting, and management information processes.

ii. Provide a policies and procedures manual for the operations to be performed under this contract.

iii. Provide examples of significant changes proposed to other users that were implemented, and the results of the implementation of those changes.

iv. Describe the commitment of resources and personnel for set-up and the initial phase of this project, including the proposed project management plan.

v. GCFES has obtained provider status and numbers with Medicare, Medicaid, and many private and commercial insurance carriers. If additional medical carriers are added in the future, describe how the service provider will automatically secure provider status and numbers for GCFES at no charge.

vi. Within 30 days of contract adoption by Gwinnett County Board of Commissioners, the successful service provider shall be responsible for contacting all hospitals receiving patients from GCFES to establish procedures necessary to complete billing and demographic information.

vii. Provide current connections with GCFES’ receiving facilities.

viii. Upon termination of the contract, define record retention policy and how records will be shared with GCFES. Within one month of the termination/expiration of the contract, the successful service provider will provide all electronic data in their custody in a format determined by GCFES. The successful service provider shall be responsible for the transfer of all electronic files, records and other material maintained and necessary for the performance of the contract. All expenses incurred will be the responsibility of the successful service provider.

h. Training Services

i. At the request of GCFES the successful service provider shall provide onsite training for the billing software.

ii. The service provider may be required to provide documentation training at no cost to Gwinnett a maximum of three (3) times per year. This training will be for any number of employees to include all operations personnel.

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i. GCFES Patient Service

i. Provide operations during normal business hours from 8:00 am to 5:00 pm, EST Monday through Friday except holidays.

ii. Provide a local or toll-free telephone number at the service provider’s office that can be contacted during normal business hours of 8:00 am to 5:00 pm, EST Monday through Friday except holidays for the purpose of citizens asking questions about account status and payments. The service provider shall be responsible for answering all citizens inquires immediately.

iii. Provide interpreters for patients who require interaction in languages other than English. The most common languages utilized by Gwinnett County residents include, but are not limited to, Arabic, Bengali, Burmese, Cantonese, Creole, Farsi, French, Hindi, Hmong, Korean, Mandarin, Portuguese, Russian, Somali, Spanish, Thai, Ukrainian, Urdu, and Vietnamese.

III. HIPAA and Compliance with Laws and Policies

a. The proposal shall include satisfactory assurances under the “business associate” provision of the Health Insurance Portability and Accountability Act (HIPAA) privacy regulations that the service provider will safeguard Gwinnett’s protected health information in accordance with the standards set forth in the privacy rule.

i. The successful service provider shall monitor any changes in Medicare/Medicaid or private insurance laws related to the services provided by GCFES. The successful service provider shall notify GCFES prior to the effective date of such changes and provide GCFES with any proposed changes and the plan of action to address the changes.

ii. The successful service provider shall monitor any enforcement actions, guidance and advisory opinions that relate to the services to be provided and report any applicable information to GCFES.

iii. The successful service provider shall provide an independent audit of GCFES’ accounts, upon demand, no more than semi-annually, at the expense of the service provider.

b. Compliance with Laws and Policies

i. This contract is subject to, and the successful service provider shall comply with, all statutes, ordinance, regulations and rules of the Federal Government, the State of Georgia, and Gwinnett County.

ii. This contract is subject to and the service provider shall comply with the provisions of all federal statues, regulations and policies governing the Medicare and Medicaid programs, including but not limited to 42 U.S.C. §§1396 et. Seq. Grants to States for Medical Assistance Programs, the Medicaid Act: 42U.S.C.§§1320-7 General Provisions and Peer Review, relating to Medicare and Medicaid, including §1320-a-7b(a), prohibiting making or causing to be made false statement or representations, §1320-a 7(b), prohibiting illegal remunerations, § 1320c-9, prohibiting disclosure of information, Title 42, Code of Federal Regulations, Public Health, specifically, Chapter IV, Health Care Financing Administration and Chapter V, Office of the Inspector General, the Medicare Part B Medical Policy Manual (Nationwide Insurance Enterprise),and the False Claims Act, 33 U.S.C. §3733(a)(1) et seq.

iii. The service provider shall ensure all collection methods comply with all applicable Federal, State, and Local laws, with particular attention to Consumer Credit Protection Act, Federal Fair Debt Collection Practices Act, and all other applicable laws.

iv. The transmission of protected patient health information between the service provider and GCFES must comply with HIPAA requirements for data transmission.

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IV. References

a. A total of three (3) references should be provided on the enclosed References Form.

i. A minimum of two (2) references, the size of Gwinnett County (1,000,000+ in population/45,000+ transports) or larger with a comparable annual number of EMS transports should be provided.

ii. A minimum of one (1) additional reference of variable size should be provided.

iii. One (1) reference of the three (3) should be a Georgia EMS Provider that provides more than 45,000 transports annually.

b. Contact information for references should be verified prior to submission. The inability to obtain reference information will be considered in the evaluation process and points will be deducted from the service provider’s total reference score.

V. Cost Complete the attached Fee Schedule and submit in a separate sealed envelope with “RP028-26 fee proposal" and the service provider’s name written on the outside. This can be submitted in the same container but should not be included in the technical proposal documents.

VI. Optional Interview If interviews are necessary for selection, evaluation will be performed and will be worth an additional 0- 20 points in the selection process. The number of service providers shortlisted and interviewed will be at the discretion of the selection committee. The service provider will be responsible for any cost associated with the request for an interview.

SELECTION PROCEDURE

Gwinnett’s Proposal Evaluation Team will review and evaluate all properly submitted proposals received on or before the deadline. The Proposal Evaluation Team will then score each proposal based on the following criteria:

CRITERIA POINTS

Phase I

1. Qualifications, Personnel, and Company Experience 30

2. Service Requirements 35

3. HIPAA and Compliance with Laws and Policies 10

4. References 20

Phase II

5. Cost - Must be submitted in a separate sealed envelope 5 Phase III –

6. Optional: Interview 20 Total 120

Basis of Short-Listing / Selection

Phase I – Initially, proposals will be evaluated based on their relative responsiveness to the criteria described above and will be scored based on the point values as shown.

Phase II – Service providers may be short-listed for further consideration. The Cost Proposals of the short-listed service providers from Part I will be opened, reviewed, and scored with the lowest cost receiving the most points and the other service providers receiving proportional points based on the differences in proposal costs.

Phase III – At Gwinnett’s discretion, or as deemed in Gwinnett's best interest, service providers may be short-listed a second time for an interview/demonstration. At this time, Gwinnett may request further information, explanations, clarifications, presentations, interviews, demonstrations, or meetings with some or all of the remaining service providers.

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If interviews are necessary for selection, evaluation will be performed using a 0–10-point scoring system.

All presentations/interviews will be the sole responsibility of the proposing service providers and at no cost to Gwinnett.

If an agreement with the highest ranked service provider cannot be reached, Gwinnett may then negotiate with the second-ranked service provider and so on until a satisfactory agreement has been reached.

Gwinnett reserves the right to cancel the Request for Proposal for any reason and at any point in the selection process if deemed appropriate by Gwinnett.

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FAILURE TO RETURN THIS PAGE AS PART OF YOUR PROPOSAL DOCUMENT MAY RESULT IN REJECTION OF

PROPOSAL

PROPOSAL FEE SCHEDULE

(SUBMIT IN A SEPARATE SEALED ENVELOPE)

Description of Service – Emergency Medical Patient Billing Services on an Annual Contract Cost

Percentage of amount collected by service provider, monthly, for EMS Billing %

Gwinnett County requires pricing to remain firm for the duration of the initial term of the contract. Failure to hold firm pricing for the initial term of the contract will be sufficient cause for Gwinnett County to declare quote non-responsive. Contract to begin upon Board of Commissioners approval.

Unless otherwise noted, quoted prices will remain firm for four (4) additional 12-month periods. If a percentage increase/decrease is a part of the renewal options, please note this in the space provided together with an explanation.

Renewal Option 1: % Increase % Decrease Explanation Renewal Option 2: % Increase % Decrease Explanation Renewal Option 3: % Increase % Decrease Explanation Renewal Option 4: % Increase % Decrease Explanation

Service Provider Name _________________________________________________________________

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Service Provider Information

Certification Of Non-Collusion In Proposal Preparation Signature Date

The undersigned acknowledges receipt of the following addenda, listed by number and date as issued appearing on each:

Addendum No. Date Addendum No. Date

In compliance with the attached specifications and requirements outlined in the instructions to vendors, the undersigned offers and agrees, within one hundred twenty (120) days of the date of proposal opening, to furnish any or all of the items upon which prices are quoted, at the price set opposite each item, delivered to the designated point(s) within the time specified in the fee schedule. By submission of this proposal, I understand that Gwinnett County uses Electronic Payments for remittance of goods and services. Vendors should select their preferred method of electronic payment upon notice of award. For more information on electronic payments, please refer to the Electronic Payment information in the instructions to vendors.

Legal Business Name (If your company is an LLC, you must identify all principals to include addresses and phone numbers in your submittal)

Address

Does your company currently have a location within Gwinnett County? Yes No

Representative Signature

Printed Name

Telephone Number

Email address https://www.gwinnettcounty.com/government/departments/financial-services/treasury

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References

Gwinnett County requests a minimum of three (3) references where work of a similar size and scope has been completed.

Note: References should be customized for each project, rather than submitting the same set of references for every project bid. The references listed should be of similar size and scope of the project being bid on. Do not submit a project list in lieu of this form.

1. Company Name

Brief Description of Project

Completion Date

Contract Amount $ Start Dates

Contact Person Telephone

E-Mail Address

2. Company Name

Completion Date

Contract Amount $ Start Dates

3. Company Name

Completion Date

Contract Amount $ Start Dates

Service Provider Name

GWINNETT COUNTY

FINANCIAL SERVICES │ RISK MANAGEMENT

PROFESSIONAL SERVICES

INSURANCE REQUIREMENTS

(FOR PROJECTS LESS THAN $5,000,000)

Insurance:

Contractor shall provide evidence of insurance for at least the coverage and amounts set forth below. All insurance shall be maintained in the form and with a company (or companies) satisfactory to the Gwinnett County Board of Commissioners. The Contractor and their Subcontractor’s/Vendor’s Certificate of Insurance shall require that the County be notified in writing thirty (30) days prior to cancellation, modification or non-renewal of any insurance policy listed on Certificate. Upon request, Contractor shall provide the County with certified copies of all required insurance policies.

A. Minimum Coverage

Commercial General Liability (Occurrence Form):

General Aggregate (other than Prod/Comp Ops Liability) $2,000,000 Products/Completed Operations Aggregate $2,000,000 Personal & Advertising Injury Liability $1,000,000 Each Occurrence $1,000,000

• Gwinnett County Board of Commissioners to be named as Additional Insured

• Additional Insured Endorsement CG 20 10 (edition dates of 07/04, 04/13, 12/19 or a substitute endorsement providing equivalent coverage) and CG 2037 (edition dates of 07/04, 04/13, 12/19 or a substitute endorsement providing equivalent coverage) must be provided with your Certificate of Insurance.)

• Primary and Non-Contributory Endorsement to be specified in writing

• Dedicated Limits per Project Site or Location (CG 25 03 or CG 25 04)

• Contractual Liability

• Broad Form Property Damage

• Severability of Interest

• Underground, explosion, and collapse coverage

• Personal Injury (deleting both contractual and employee exclusions)

• Incidental Medical Malpractice

• Hostile Fire Pollution Wording

• Include Waiver of Subrogation in favor of Gwinnett County Board of Commissioners

• If project or operations are within 50 ft of a railroad, Contractor is required to name the specific Railroad as an Additional Insured and provide a copy of the Additional Insured Endorsement CG2417 or its equivalent.

• In the event the General Liability insurance required by this Contract is written on a claims-made basis, Contractor warrants that any retroactive date under the policy shall precede the effective date of this Contract; and that either continuous coverage will be maintained or an extended discovery period will be exercised for a period of five (5) years or applicable statute of limitation period following completion of the work.

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Automobile Liability to include:

Combined Single Limit – Each Accident $1,000,000

• Comprehensive form providing coverage for bodily injury, death of any person, and property damage arising out of the ownership, maintenance, and use of all owned, non-owned, leased, hired, borrowed vehicles, and any other statutorily required automobile coverage.

• Gwinnett County Board of Commissioners to be named as Additional Insured

• Additional Insured Endorsements must be provided with the Certificate of Insurance

• Coverage to include loading and unloading

• Contractual Liability

Worker’s Compensation & Employer’s Liability Coverage to include:

Workers Compensation Georgia State Statutory Limits Employers Liability

Bodily Injury by Accident – Each Accident $ 500,000 Bodily Injury by Disease – Policy Limit $ 500,000 Bodily Injury by Disease – Each Employee $ 500,000

• Waiver of Subrogation in favor of Gwinnett County Board of Commissioners

Umbrella/Excess Liability Insurance with policy limits as determined by Contract Sums (higher limits may be required depending on the extent of contract):

Each Occurrence and Aggregate Limit $1,000,000

• Gwinnett County Board of Commissioners to be named as Additional Insured

• Additional Insured Endorsements must be provided with the Certificate of Insurance

• Concurrency of Effective Dates with Primary

• Blanket Contractual Liability

• Drop Down Feature

• Umbrella Policy must be as broad as the primary policy.

• Coverage excess over General Liability, Business Auto Liability, and Employers Liability

• In the event the Umbrella/Excess Liability insurance required by this Contract is written on a claims-made basis, Contractor warrants that any retroactive date under the policy shall precede the effective date of this Contract; and that either continuous coverage will be maintained or an extended discovery period will be exercised for a period of five (5) years or applicable statute of limitation period following completion of the work.

Builder's Risk Insurance or Installation Floater Insurance (with the exception for work where the County secures project Builders Risk):

On all new structures, bridges, overpasses, culverts, and railroad crossings, the Contractor shall purchase and maintain insurance in an amount sufficient to cover the full contract amount, from a company licensed, and authorized to do business by the Office of the Insurance and Safety Fire Commissioner of Georgia (“Insurance Commissioner”), with the exception of non-admitted carriers, in which case the broker placing coverage should be licensed by the Insurance Commissioner. All agents placing coverage should be licensed by the Insurance Commissioner, either as a resident or non-resident.

Property Insurance:

The Contractor is fully and solely responsible for any physical loss or damage to all tools, equipment, construction office trailers and their contents, vehicles or any other personal property utilized in the

RP028-26 Page 18 performance of the Contractor’s work. Contractor agrees to waive its rights of recovery and cause its insurers, if any, to waive their rights of subrogation against Owner and Company for any such damage or loss, however caused.

Professional Liability (Errors and Omissions):

Claim/Wrongful Act: $1,000,000 limit of insurance General Aggregate: $2,000,000 limit of insurance

• In the event that any professional liability insurance required by this Contract is written on a claims-made basis, Contractor warrants that any retroactive date under the policy shall precede the effective date of this Contract; and that either continuous coverage will be maintained, or an extended discovery period will be exercised for a period of five (5) years or applicable statute of limitation period following completion of the work, unless such coverage becomes unavailable in the market on a commercially reasonable basis, in which case the Contractor shall notify the Insurance Manager. If the Director of the Department for which the Contractor is doing the work and the Insurance Manager both agree that such coverage is not commercially reasonably available (such agreement not to be unreasonably withheld), the Contractor may for the period such coverage is not commercially reasonably available, elect not to provide such coverage.

Pollution Liability Insurance: Applies if scope of work requires the handling and/or transportation of hazardous materials including, but not limited to, asbestos, lead, silica, contaminated soil, or any other hazardous material as defined by applicable law. Could add “or scope of work involves grading, concrete, de-watering, underground utilities, exterior insulation and finish systems (EIFS); fire protection; HVAC; plumbing; roofing; exterior siding, stucco, or skin of any type, flashing, installation of skylights, windows, storefronts, or exterior doors;

waterproofing, exterior sheet metal; rough carpentry; or any other trades as The County may designate”, then the following Pollution Liability Insurance shall meet or exceed the following minimum requirements:

Per Incident Limit $1,000,000 Aggregate Limit $2,000,000

• Limits for Bodily Injury, Property Damage, Environmental Damage or Clean-Up Costs, including coverage for Non-Owned Disposal Sites.

• For Subcontractors whose scope of work includes transportation of hazardous materials, the insurance must also include coverage for pollution conditions arising from the transportation of hazardous materials.

• Whether written on an “Occurrence” basis or on a “Claims Made” basis, coverage shall either be renewed continuously or shall provide an extended claims reporting period of five (5) years or applicable statute of limitation period following completion of the work.

• Gwinnett County and their respective officers, directors and employees, and any other parties required by The County shall be Additional Insureds during the term of the subcontract agreement and through all applicable statutes of limitation and repose.

• Additional Insured Endorsements must be provided with the Certificate of Insurance

• The policy shall stipulate the insurance afforded to the Additional Insureds applies as primary insurance and that any other insurance carried by the Additional Insureds will be excess only.

Crane Insurance: Applies if any work to be performed involves the use of any owned, leased, chartered, or hired crane of any type:

Occurrence Limit $5,000,000

• Evidence of coverage in the form of a Certificate of Insurance shall be provided to The County prior to start of work.

• Gwinnett County Board of Commissioners and their respective officers, directors and employees, and any other parties required by the County shall be Additional Insureds.

RP028-26 Page 19

• Additional Insured Endorsements must be provided with the Certificate of Insurance

Riggers Liability Insurance:

If any work to be performed involves the rigging, lifting. lowering or moving of property or equipment, then those parties performing such work shall carry Rigger’s Liability Insurance in an amount adequate to insure against the physical loss or damage to the property or equipment in its care.

Crime or Fidelity Insurance:

Limit of Insurance $1,000,000

• The Contractor shall maintain employee dishonesty and computer fraud coverage including, but not limited to, dishonest acts of Contractor, its employees, agents, subcontractors and anyone under Contractor’s supervision or control.

• Contractor shall be liable for money, securities, or other property of County

• Such coverage shall include an owner coverage endorsement for County and County shall be included as a loss payee.

Cyber Liability Insurance: Applies if scope of work includes the storage or transfer of any County data or sensitive data, including but not limited to personally identifiable, health, or payment card data or the related hosting of database(s) or internet site(s):

Limit of Insurance per Claim $1,000,000 Aggregate Limit $1,000,000

• The Contractor shall maintain insurance coverage for network security and privacy risks, including, but not limited to, insurance for data breach or introduction of virus or malicious codes, consumer notification, whether or not required by law, forensic investigation, public relations and crisis management and credit or identity monitoring or similar remediation services, unauthorized access, failure of security information theft, damage to destruction of or alteration of electronic information, breach of privacy perils, wrongful disclosure and release of private information, collection, or other negligence in the handling of confidential information, and including coverage for related regulatory fines, defenses, and penalties allowed by law.

Aviation Insurance: Applies if scope of work requires the use of aircraft, including helicopters, unmanned aircraft systems (e.g., drones) and/or fixed-wing aircraft:

Maintain (or require aircraft owner or operator to maintain), and Contractor shall furnish proof of Aircraft Liability insurance with minimum limits of $10,000,000 per occurrence for bodily injury and property damage of all aircraft.

Unmanned aircraft systems, minimum limits of $2,000,000 for bodily injury, property damage, and personal injury…