RFP #499-26 EMS Billing Services

Dawson County Board of Commissioners is seeking qualified vendors to provide comprehensive ambulance billing and collection services under RFP #499-26, targeting the full lifecycle of billing for its Advanced Life Support transport units. The selected vendor will manage all aspects of the billing cycle from patient transport through final account closure, including financial reporting, insurance carrier certification and accreditation, analytical services, and compliance with Medicare, Medicaid, and other insurers. Compensation will be structured as a percentage of net collections, and vendors must submit detailed pricing via the Vendor's Price Proposal Form, ensuring all costs are clearly outlined and valid for ninety days. The contract has an initial term running through December 31, 2026, with the option for four additional one-year renewals. All services must be performed within the continental United States, and vendors are required to maintain a staff of certified ambulance coders accredited by the National Academy of Ambulance Coders, alongside adherence to HIPAA, NPP, and Fair Debt Collection Practices Act standards. An 18-month retrospective analysis of prior billable activity will be required upon award, followed by annual reviews to identify recoverable revenue. Vendors must comply with strict legal, operational, and reporting obligations, including adherence to Georgia’s Drug-Free Workplace Act, the Security and Immigration Compliance Act, and E-Verify requirements for both the contractor and all subcontractors. Submission must include a complete package of affidavits and certifications such as the Non-Collusion Affidavit, EEO Form, W-9, proof of commercial general liability insurance with minimum limits of $2 million per incident and $6 million aggregate, and workers’ compensation coverage—all properly executed and organized in sequence per the Vendor’s Checklist. Proposals must be submitted in sealed physical and electronic formats, signed in ink, by the June 25, 2026 deadline, and will be evaluated based on a weighted scoring system prioritizing Executive Summary (25%), Approach (25%), Implementation & Training (20%), Financial Proposal (20%), and References (10%). Top-ranked vendors may be invited for oral interviews in Dawson County, where their presentations will supersede prior technical scores. The County retains inspection rights at any time and does not guarantee exclusivity, reserving the right to engage other vendors for similar services. All contract-related materials are subject to Georgia’s Open Records Act, and payments from insurers are received directly by Dawson County Finance, with remittance data forwarded to the vendor for documentation. Contract administration will be managed