Ambulance Billing and Collection Services for Columbus Fire and EMS Department (Annual Contract)

Agency: City of Columbus
State: Georgia
Type of Government: State & Local
NAICS Category:
  • 621910 - Ambulance Services
Posted Date: Nov 16, 2023
Due Date: Nov 21, 2023
Solicitation No: RFP No. 24-0004
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Contact information: Please Login to View Page
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SOLICITATION DESCRIPTION DUE DATE
RFP No. 24-0004 Ambulance Billing and Collection Services for Columbus Fire and EMS Department (Annual Contract)

Buyer: Della Lewis , CPPB, GCPA

November 21, 2023
(No later than 5:00 PM)

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COLUMBUS CONSOLIDATED GOVERNMENT
Georgia’s First Consolidated Government
FINANCE DEPARTMENT
PURCHASING DIVISION
Date: October 13, 2023
1111 1st AVENUE – 1ST FLOOR, COLUMBUS, GEORGIA 31901
P. O. BOX 1340, COLUMBUS, GEORGIA 31902-1340
706-225-4087, Fax 706-225-3033
www.columbusga.gov
REQUEST FOR
PROPOSALS:
Qualified firms are requested to submit proposals, subject to conditions and
instructions as specified, for the furnishing of:
RFP No. 24-0004
BILLING AND COLLECTION SERVICES FOR
COLUMBUS FIRE & EMS DEPARTMENT
(ANNUAL CONTRACT)
GENERAL SCOPE
Columbus Consolidated Government (the City) invites qualified vendors to provide
billing and collection services for the Columbus Fire & EMS Department. The
services are required to enhance and develop an internal revenue cycle and will be
procured on an as-needed basis.
DUE DATE
NOVEMBER 17, 2023 - 5:00 PM (EASTERN)
SUBMISSION
REQUIREMENTS
ADDENDA
See Appendix A for information and instructions on how to register and submit
a proposal through DemandStar.
The Purchasing Division will post addenda (if any) for this project at
https://www.columbusga.gov/finance/Bid-Opportunities. Vendors are responsible
for periodically visiting the web page for addenda, before the due date and prior to
submitting a response.
NO SUBMITTAL If you are not interested in this solicitation, complete and return page 3.
Andrea J. McCorvey,
Purchasing Manager
RFP No. 24-0004
Billing and Collection Services for Columbus Fire & EMS Department (Annual Contract)
Page 1 of 43
IMPORTANT INFORMATION
E-Notification
The City uses the Georgia Procurement Registry e-
notification system. You must register with the Team
Georgia Marketplace to receive future procurement
notifications
at
https://doas.ga.gov/state-
purchasing/getting-started-supplier.
If you have any questions or encounter any problems
while registering, please contact the Team Georgia
Marketplace Procurement Helpdesk:
Telephone:
Fax:
Email:
404-657-6000
404-657-8444
procurementhelp@doas.ga.gov
RFP No. 24-0004
Billing and Collection Services for Columbus Fire & EMS Department (Annual Contract)
Page 2 of 43
STATEMENT OF "NO PROPOSAL SUBMISSION"
Notify the Purchasing Division if you do not intend to submit a Proposal:
Email: BidOpportunities@ColumbusGa.org
Attn: Della Lewis, CPPB, GCPA
Columbus Consolidated Government
Purchasing Division
P. O. Box 1340
We, the undersigned decline to submit a proposal for RFP No. 24-0004 for Billing and Collection
Services for the Columbus Fire & EMS Department (Annual Contract) for the following
reason(s):
Specifications are too “tight”, i.e., geared towards one brand or manufacturer (explain below)
There is insufficient time to respond.
We do not offer this product and/or service.
We are unable to meet specifications.
We are unable to meet bond requirements.
Specifications are unclear (explain below).
We are unable to meet insurance requirements.
Other (specify below)
Comments:
COMPANY NAME:
REPRESENTATIVE:
DATE:
TELEPHONE:
EMAIL:
RFP No. 24-0004
Billing and Collection Services for Columbus Fire & EMS Department (Annual Contract)
Page 3 of 43
PROPOSALS WILL BE EVALUATED IN ACCORDANCE WITH THE PROCEDURES AS
OUTLINED BELOW IN SECTION 3-110 OF THE PROCUREMENT ORDINANCE. ALL
PROPOSALS WILL BE KEPT CONFIDENTIAL UNTIL AFTER AWARD.
3-110. Competitive Sealed Proposals (Negotiations)
(1) Conditions for Use
When the Purchasing Manager determines that the use of competitive sealed bidding for any
procurement is either not practicable or not advantageous to the City, a contract may be entered
into using the competitive sealed proposals (negotiation) method. In addition, the competitive
sealed proposal process shall be used for the procurement of professional services, specialized
equipment or supplies.
The competitive sealed proposal process may be used for procurements with an estimated total
cost less than $25,000.00, if deemed to be in the best interest of the City. If the total cost can be
determined, the authority to approve such solicitations will be as prescribed by article 3-104,
Purchasing Limits. If, due to the required services, a total cost cannot be determined then the
award recommendation will be approved by Council.
A. Request for Proposals
Proposals shall be solicited through Request for Proposals. The Purchasing Division shall
establish the specifications with the using agency and set the date and time to receive
proposals. The request for proposal shall include a clear and accurate description of the
technical requirements for the service or item to be procured.
B. Public Notice
The public will be given adequate notice of the request for proposals, provided that,
adequate notice shall mean at least fifteen (15) business days before the due date, which is
stated in the request. The City reserves the right to seek request for proposals in a shorter
period, if necessary, as determined by the Purchasing Manager.
Notice shall be published in a reasonable time before due date, contain a description of the
procurement in general terms, as well as, the place and due date for proposals, and appear in
a newspaper(s) of general circulation, specifically the City’s legal organ. In addition to
publication in newspapers, notice shall also be made by electronic means, including posting
on the internet and on the City's government access television channel.
Public works construction projects shall be advertised in accordance with Georgia State
Law.
The City reserves the right to mail or e-mail invitations directly to vendors under the
following circumstances:
− Solicitations for specialized equipment/supplies.
− Solicitations for specialized services.
− Re-bid of solicitations where normal advertising procedures netted no responses.
− Whenever deemed necessary by the purchasing manager.
RFP No. 24-0004
Billing and Collection Services for Columbus Fire & EMS Department (Annual Contract)
Page 4 of 43
C. Receipt of Proposals
Proposals must be received by the deadline date established. No public opening will be held.
No proposals shall be handled to permit disclosure of the identity of any offeror or the
contents of any proposal to competing offerors during the process of discussion. A register
of proposals shall be prepared as part of the contract file, and shall contain the name of each
offeror, the number of modifications received (if any), and a description sufficient to identify
the item offered. The register of proposals shall be open for public inspection only after
contract award.
D. Evaluation Factors
The request for proposals shall identify the relative importance of cost (when applicable) and
other evaluation criteria.
E. Evaluation Process
An odd number of voting members of a Selection or Evaluation Committee shall evaluate all
proposals received based upon the criteria stated in the request for proposals. Each voting
committee member shall grade each submitted proposal based upon the evaluation criteria.
F. Discussion with Responsible Offerors and Revisions to Proposals
As provided in the Request for Proposals, discussions (negotiations) may be conducted with
responsible offerors who submit proposals determined to be reasonably susceptible of being
selected for award, to assure full understanding of and conformance to the solicitation
requirements. All qualified, responsible offerors shall be given fair and equal treatment with
respect to any opportunity for discussion and revision of proposals, and such revisions may
be permitted after submissions and prior to award for the purpose of obtaining best and final
offers. In conducting discussions, there shall be no disclosure of the identity of competing
offerors or any information derived from proposals submitted by competing offerors. If only
one proposal response is received, then the award recommendation shall be to the single
offeror, if the offeror meets all requirements.
G. Award
After negotiations, the award recommendation must be presented to Columbus City Council
for final approval. Award will be made to the responsible offeror whose proposal is
determined to be the most advantageous to the City, taking into consideration total cost (if
determined) and all other evaluation factors set forth in the Request for Proposals.
After Council approval, a contract based on the negotiations (if negotiations were necessary)
will be drawn and signed by all necessary parties. If Council does not approve the award, it
may direct that further negotiations may take place with the recommended offeror, or that
negotiations begin with the next most qualified offeror. Council may also exercise the option
to reject all offers and instruct the Purchasing Manager to begin the procurement process
again. The contract file shall contain the basis on which the award is made.
After contract award, the contract file, will be made public. Unsuccessful offerors will be
afforded the opportunity to make an appointment with the Purchasing Division for a
debriefing. After the award, the contract file and the unsuccessful proposals will become
subject to disclosure under the Georgia Open Records Act.
RFP No. 24-0004
Billing and Collection Services for Columbus Fire & EMS Department (Annual Contract)
Page 5 of 43

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