Lockport, NY Fire Department Emergency Medical Services Billing

The City of Lockport, New York is requesting proposals for Emergency Medical Services billing and collection services for the Lockport Fire Department, with sealed proposals due August 6, 2026 at 2:00 p.m. No incumbent contractor exists for this service.

The scope encompasses comprehensive billing, accounts receivable management, and collection of ambulance fees for first and second placements. The contractor must 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. 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. Pricing is structured 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. 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.

The contract is firm fixed price for an initial twelve-month period, subject to annual performance review by the Fire Department and Finance management team, with options for extension for additional one-year periods upon mutual agreement and funding approval. The contractor must provide monthly reporting on accounts receivable aging, payment details, charge details, adjustments, and refunds; annual fiscal year financial and statistical reports; and maintain records as required by Medicare, Medicaid, and government agencies for five years post-contract. The contractor must allow City audits, 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 full scope of work is available at https://lockportny.gov or by request from City Clerk Emily Stoddard.