EMS Billing Outsource

Beaufort County, South Carolina is issuing a Request for Proposal (RFP #042826) to procure comprehensive Emergency Medical Services (EMS) billing outsourcing services to process between 20,000 and 24,000 calls annually. The contractor will be responsible for patient information verification, insurance claim filing and follow-up, patient billing within 10 days of run ticket receipt, electronic data file processing from insurance companies, implementation of a three-invoice collection cycle, South Carolina Debt Setoff collection support, 24/7 online account access, monthly status reporting, HIPAA compliance, and ongoing training on billing regulation changes. Critical deliverables include the furnishing of 30 Panasonic Toughbook ruggedized laptops (model FZ-40GZ00EBM with Windows 11 Pro, Intel Core Ultra 7 processors, 32GB RAM, and 1TB SSD storage) with associated peripherals, extended warranty protection, and five-year Ultimate Care Protection Warranties at the contractor's expense during the first contract year. The contractor must also assume monthly subscription fees for ESO Solutions software modules covering Electronic Health Records, Checklists, Logistics, Personnel Management, Scheduling, Insights, Handtevy, and Analytics. Evaluation criteria include demonstrated understanding (10%), approach soundness (20%), experience and capacity (25%), qualifications of project personnel (20%), and cost effectiveness (25%). The non-mandatory pre-proposal meeting is scheduled for Wednesday, April 8, 2026, at 2:00 pm (EST), with proposals due by Tuesday, April 28, 2026, at 3:00 pm (EST) through the Procurement Portal. The contract term consists of one initial year with four optional one-year renewal terms, not to exceed five years total.

The RFP does not identify any set-aside designations or restrictions on organization types able to respond, and no specific incumbent vendor or current contractor is listed in the procurement documents. Contractors must provide proof of Worker's Compensation Insurance with $500,000 employers liability limits, Commercial General Liability of $1,000,000 per occurrence/$2,000,000 aggregate, Comprehensive Automobile Liability of $500,000 combined single limit, Umbrella Liability of $2,000,000, and Professional Liability of $1,000,000 per occurrence. Qualified respondents must submit five references including three satisfied clients and two unsatisfied clients, provide access to the company's latest audit covering billing procedures and payment posting procedures, and furnish recovery percentages for current clients by state. All hardware and software assets purchased during the contract term become the property of Beaufort County EMS upon contract termination. The procurement is subject to Title VI nondiscrimination requirements. No specific contract award value or budget range is stated in the available RFP documentation.