EMS Invoicing Services

The County of Volusia, Florida, issued Invitation for Bid (ITB) #26-B-68TF on March 3, 2026, to procure comprehensive EMS invoicing services for its Emergency Medical Services Division, which provides countywide ambulance and medical services billable to Medicare and Medicaid. The scope of work encompasses data processing, printing, and mailing of approximately 88,000 invoices annually based on FY 2025 volumes, with invoices to be double-sided on 20-pound paper stock featuring gradient shading and HIPAA Privacy Notice inserts. The contractor must process invoices and mail them within one business day of receiving data files submitted two to three times weekly via Secure File Transfer Protocol, utilize National Change of Address (NCOA) filtering to reduce returned mail, and maintain strict compliance with HIPAA Privacy and Security Rules, the HITECH Act, and the American Recovery and Reinvestment Act (ARRA) through execution of a non-negotiable HIPAA Business Associate Agreement. Respondents must submit sealed proposals by March 25, 2026, at 3:01 p.m. through the County's eProcurement Portal, with a deadline for questions on March 11, 2026, and a non-mandatory solicitation opening scheduled for March 25, 2026, at 3:01 p.m. via Microsoft Teams or in-person attendance. Pricing shall be submitted on a per-invoice basis covering all costs associated with data processing, formatting, printing, folding, stuffing, envelopes, and paper, with postage excluded as a direct pass-through cost, and respondents must indicate whether a monthly minimum invoice guarantee is required and may propose prompt payment discounts or Electronic Funds Transfer discounts. The successful contractor will receive an initial three-year contract term with options for two subsequent one-year renewals or one two-year renewal, contingent upon mutual written agreement and County Council approval, and must maintain Professional Liability insurance with minimum coverage of $1,000,000 per claim and $2,000,000 aggregate and Cyber Insurance with minimum coverage of $2,000,000 per claim and $4,000,000 aggregate.

The procurement includes a local preference provision allowing a three percent discount to respondents with documented permanent business locations in Brevard, Lake, Orange, Osceola, Seminole, or Volusia County, and all nongovernmental contractors must submit a signed Human Trafficking Attestation form affirming compliance with Florida Statutes Section 787.06. The solicitation does not identify an incumbent vendor but provides sample invoices and current vendor invoices as exhibits establishing existing performance standards and billing patterns that the selected contractor must maintain. Payment terms default to net 45 days from invoice receipt, with interest accrued at up to one percent per month on undisputed invoices unpaid after 30 days; the County will impose a postage deposit based on average monthly mailings and current first-class postage rates and is exempt from sales tax and manufacturers' federal excise tax. Price redetermination provisions are available annually based on documented wage, material, or fuel cost increases calculated using Employment Cost Index or Producer Price Index data. No specific budget range or award value is disclosed in the solicitation documents, and pricing will be evaluated on a competitive basis among qualified respondents meeting all technical, insurance, and compliance requirements.