RFP EMS Billing Services

The City of Fort Worth is seeking proposals for Emergency Management Services (EMS) Billing Services through RFP No. 26-0066, administered by the Financial Management Services Department. The procurement involves a comprehensive EMS billing and collections contract covering ambulance transport services, including Advanced Life Support (ALS), Basic Life Support (BLS), Specialty Care Transport (SCT), Emergency Triage Treat and Transport (ET3), and Mobile Integrated Health (MIH) programs. Proposers must demonstrate a minimum of five years of EMS billing experience with Medicare, Medicaid, managed care, and commercial insurance for municipal systems comparable to Fort Worth's size. Key performance requirements include maintaining a 25% monthly gross collection rate, processing 100% of submitted billings, achieving 98% coding accuracy, and providing customer service with specific call center metrics. The evaluation will be based on a best-value approach, with points distributed across six categories: Qualifications and Experience (30 points), Compliance and Performance Metrics (20 points), Reporting Capabilities and Customer Service (20 points), Fee-Setting and Financial Analysis (10 points), Percentage of Net Collections (10 points), and Small Business Goal achievement (10 points). The initial contract term runs from July 1, 2026, through September 30, 2027, with four potential one-year option periods, and proposals are due by January 22, 2026.

The City has established a 30% small business participation goal for this procurement, with businesses defined as entities located in Tarrant, Wise, Johnson, Parker, or Denton Counties and holding current certification from a City Manager-approved organization. Proposers must complete a Small Business Utilization Form and provide valid certifications for all small businesses to be used on the bid. The contract compensation is structured as a percentage of net collections, with historical data showing approximately 134,000-143,000 annual transports generating gross charges between $246.9 million and $260.3 million, and net collections ranging from $62.9 million to $71.5 million. The City requires the contractor to establish a lockbox at J.P. Morgan Chase Bank for collections deposits and execute a Business Associate Agreement for HIPAA compliance. Additional requirements include comprehensive fee-setting support services, such as Unit-Hour Cost analysis, market benchmarking, Medicare/Medicaid allowable rates review, and revenue projection modeling. Proposers must also provide real-time dashboard access with drill-down capabilities and maintain extensive reporting mechanisms to support the City's financial management needs.