Ambulance Billing

The City of Madison, Wisconsin has issued Request for Proposals (RFP #14011-0-2025-BP) for comprehensive Ambulance Billing services through its Finance Department. The procurement targets a vendor to manage billing services for the city's Emergency Medical Service (EMS) section, which operates 15 ambulances and transports approximately 22,000 patients annually across a population of 286,785. The proposal requires a vendor capable of handling multiple patient categories with standardized transport fees, including Basic Life Support (BLS), Advanced Life Support Level 1 (ALS1), and Advanced Life Support Level 2 (ALS2), with consistent rates of $1,410 per transport. The solicitation covers a one-year contract with potential for up to four one-year extensions upon mutual agreement. Proposals are due on July 11, 2025, at 2:00 PM Central Time, with the vendor expected to manage billing processes, including a hardship waiver program that provides sliding scale fee reductions based on family income and household size. Current billing practices include charging $16.00 per mile (average 5.6 miles per transport) and do not include billing for non-transports or engagement with private insurance companies.

The RFP does not explicitly mention specific set-aside designations or restrictions for disadvantaged enterprises. The proposed contract appears open to qualified ambulance billing service providers who can demonstrate expertise in managing complex municipal EMS billing environments. Financial projections indicate potential net revenues of $11,223,488.85 for the 2026 period, with historical hardship write-offs totaling $77,383 in 2022 and $104,266 in 2023. The pricing structure requires bidders to specify a fixed percentage rate calculated against net revenues received, though the current document shows a placeholder 0% rate across projected years. The vendor will be expected to integrate with existing city infrastructure and manage a comprehensive billing system that includes detailed revenue tracking, hardship waivers, and patient billing processes. While specific budget ranges are not explicitly defined, the annual ambulance transport volume and revenue projections suggest a substantial contract opportunity for the selected vendor.