EMS Billing Services

Office of Procurement Services

P.O. Box 7800 • 315 W. Main St., Suite 416 • Tavares, FL 32778

Solicitation Number: 26-522
Solicitation Title: EMS BILLING SERVICES
Last Day to Ask Questions: 04/01/2026
CLOSING DATE: 04/14/2026
CLOSING TIME: 3:00 P.M. Eastern

Vendors shall complete and return all information requested by the specified time and date or Submittal shall be rejected.

1.0 PURPOSE OF REQUEST SOLICITATION

Lake County, Florida invites sealed submissions to furnish EMS BILLING SERVICES. This solicitation is posted exclusively on the official County website https://lakecountyfl.gov/procurement-services.

2.0 EXHIBITS

Exhibit A – Scope of Services

Exhibit B – Insurance Requirements

Exhibit C – General Terms and Conditions for Lake County Florida dated 5/6/21

Exhibit D – Business Associate Agreement

Exhibit E – Data & Technology Standards

Exhibit F – Sample Contract

3.0 ATTACHMENTS

Attachment 1 – Submittal Form

Attachment 2 – Combined Affidavit, Entities & Trafficking

Attachment 3 – Pricing Sheet

Attachment 4 – Reference Form

4.0 POINT OF CONTACT

Direct all inquiries to the Contracting Officer (official point of contact) listed:

Jennie Perley, Contracting Officer II

Telephone: 352-343-9839

E-mail: Jennie.Perley@LakeCountyFL.gov

5.0 PRE-PROPOSAL CONFERENCE

N/A

6.0 QUESTIONS, EXCEPTIONS, AND ADDENDA

6.1 Vendors must examine all solicitation content including the General Terms and Conditions for Lake County Florida.

6.2 All communication, inquiries, or requests for exceptions shall be directed to the Contracting Officer listed in this Solicitation.

6.3 The last day for questions or requests for exceptions is 04/01/2026.

6.4 Responses, clarifications, modifications, or changes to the Solicitation shall be issued through official addenda to the Solicitation and posted on the Formal Solicitations site (lakecountyfl.gov) for this Solicitation. Where there appears to be a conflict between Solicitation and any addenda, the last addendum issued will prevail.

6.5 Vendors are solely responsible for ensuring receipt and acknowledgement of all addenda and any supporting documents. Failure to acknowledge each addendum may disqualify the submission from consideration. The original submission deadline remains fixed unless a change is expressly communicated via addendum.

6.6 Process or procedure questions may be directed to the Contracting Officer at any time.

7.0 METHOD OF AWARD

Submissions will be reviewed to determine both responsiveness and responsibility, based on the following considerations:

7.1 Compliance with all submission documentation requirements as specified in this Solicitation. (Responsiveness)

7.2 The highest benefit to Lake County as it pertains to: (Responsibility)

7.2.1 Firm’s qualifications;

7.2.2 Proposed materials and plans to accomplish tasks;

7.2.3 Proposed costs / fee schedule;

7.2.4 Past Performance. Provide at least three verifiable references on Attachment 4 for projects completed within five years similar in magnitude to the Solicitation. List no more than two Lake County Government projects.

7.2.5 Compliance with all technical requirements as specified or implied in the Solicitation;

7.2.6 Financial Stability: Be prepared to provide a current financial statement, preferably a certified audit of the most recent fiscal year, upon request.

7.2.7 Any additional submittal requirements.

7.3 Award will be made to the most responsive, responsible Vendor whose Proposal represents the best overall value to the County when considering all evaluation factors (no additional details).

7.4 In accordance with Section 287.05701, Florida Statutes, the County will not request, nor consider, any documentation related to a vendor’s social, political, or ideological interests when determining vendor responsibility.

7.5 County reserves the right to: make awards to one or more vendors; reject any or all offers; waive any minor irregularities or technicalities in submitted responses.

7.6 Submissions received prior to the stated closing date and time will be opened, recorded, and considered for evaluation. The names of the responding vendors will be read aloud and recorded at opening. Submittals will be available for public inspection during normal business hours at the Office of Procurement Services during normal business hours, either thirty (30) calendar days after the Solicitation due date or after recommendation of award, whichever occurs first.

8.0 DELIVERY AND SUBMITTAL REQUIREMENTS

8.1 Hand delivery of submittals will not be accepted.

8.2 Responses must be submitted through the solicitation response portal to be considered – Click Here for the Submission Portal.

8.3 Responses submitted after the official due date and time will not be accepted.

8.4 Submission constitutes a binding offer to the County and acceptance of all terms and conditions specified in this Solicitation. Do not alter the content or format of any form without the County’s permission. Ensure all information is legible.

8.5 Submittal must be organized into the following sections:

8.5.1 Vendor Profile

◊ Statement of Interest & Understanding of Project

◊ Firm Profile / Firm History

◊ Program Manager: List the name, business address, telephone number and e-mail address of the program manager for the project. Provide a resume of the individual’s background and skills in managing similar projects

◊ Be based in the United States and have an established reputation of permanency and reliability in the field of accounts receivable services.

◊ Include copies of any required licenses or permits

8.5.2 Forms

◊ Completed Attachment 1 – Submittal Form

o Submittal must be signed by an official authorized to legally bind the firm to its provisions. Include a memorandum of authority signed by an officer of the company if the signor is not listed as a corporate officer on the firm’s SunBiz registration.

◊ Proof of Sunbiz.org registration

◊ Completed W-9 form

◊ Completed Attachment 2 – Affidavit, Contracting with Foreign Countries of Concern

◊ Completed Attachment 4 – Reference Form

Vendor must demonstrate that it currently services clients having annual billing requirements more than $50 million, and has documented successful experience providing equivalent billing services for at least two Florida-based governmental system of similar size and complexity as the Lake County system.

◊ Completed Addenda issued. Failure to include signed addenda may be cause for Submittal to be considered non-responsive

◊ Proof of insurance or evidence of insurability at levels in Exhibit B – Insurance Requirements

8.5.3 Completed Pricing Sheet

◊ Completed Attachment 3 – Pricing Sheet

◊ Supporting documentation for proposed pricing

o List of proposed subcontractors or joint venture arrangements that may be used on the project.

8.5.4 Proposed Solution

Vendor must describe its overall approach to the project, specifying the design methodology, key services to be provided, and overall plan for completing the work outlined in the Scope of Services. The proposal shall:

◊ Clearly and concisely describe all tasks and activities to be performed.

◊ Include a time/task schedule and a chart illustrating the sequence of events and time frames for each project phase.

◊ Demonstrate an understanding of the County’s objectives and deliverable requirements, along with proposed solutions.

◊ Discuss the Vendor’s knowledge of Medicare, Florida Medicaid, and private insurance policies and procedures as they relate to patient billing, reimbursement, assignment of claims, itemized claim processing, duplicate payments, and account refunds.

◊ Disclose any relevant qualifications, experience, or information that distinguishes the Vendor’s proposal from competitors.

◊ Furnish satisfactory evidence of its ability to provide the services described.

◊ Describe Vendor’s business volume and clients. A complete list and brief description of each billing service contract currently in progress or completed within the last five years. If necessary, this list can be de-identified so as not to show the client name. Include a description of the services rendered, length of contract, and annual number of claims billed. For each client, also include a system generated report showing the total amount billed and total cash receipts as well as both Gross and Net Collection percentages by payer category along with Collections per transport (Total Cash divided by Total Transports). This report should show the last 3 fiscal years (if available).

EMS ACCOUNTS RECEIVABLE MANAGEMENT

Vendor must describe how it will manage the County’s EMS accounts receivable. The description should include the Vendor’s policies, procedures, and turnaround times between actions (where applicable) for the following activities:

◊ Receipt and verification of ePCR and related information

◊ Validation of patient insurance status

◊ HCPCS and ICD-10 coding procedures

◊ Medical Necessity determinations

◊ Data entry and claims processing

◊ Invoice and statement generation

◊ Claims submission and payment posting

◊ Account follow-up, including Medicare and Medicaid claims

◊ Appeal processing and co-insurance management

◊ Private pay account processing and follow-up

◊ Establishment of payment plans, write-offs, and financial hardship adjustments

◊ Referral of delinquent accounts to collections

◊ Identification and processing of refunds, credit balances, and lockbox receipts

◊ Customer service processes, including communication with non-English-speaking customers

◊ Establishment of third-party payer relationships

◊ County staff access to the Vendor’s system

◊ Communication and data exchange procedures for trip and claim information

◊ Handling of subpoenas and related information requests

COMPLIANCE

◊ Vendor shall provide a summary of its compliance activities, including training, policies, and procedures. Vendor shall describe its compliance program and explain how it meets or exceeds applicable Centers for Medicare & Medicaid Services (CMS) and HIPAA requirements, and how it supports adherence to Medicare, Medicaid, state, and federal regulations and requirements. Vendor shall discuss the importance of compliance within its organization and include a listing of any past or present Medicare or Medicaid penalties or findings, along with their resolution.

◊ Vendor shall provide detailed information on its designated compliance officer, including qualifications, training, and education, and shall provide copies of its HIPAA policy and regulatory compliance plan addressing federal and state healthcare program rules and regulations. Vendor shall furnish evidence that Vendor and each of its employees have not been excluded from participation in state or federal healthcare programs.

◊ Vendor shall conduct internal compliance audits consistent with the U.S. Office of Inspector General (OIG) Compliance Program Guidance for Third-Party Medical Billing Companies and any successor publications, and shall include audit results in the Annual Report required herein. Vendor shall make all relevant billing records available for County audit upon request.

◊ Vendor shall provide a copy of a current Statement on Standards for Attestation Engagements (SSAE 16 or successor standard, e.g., SOC 2) report from an independent auditor, covering controls relevant to security, availability, confidentiality, processing integrity, and privacy.

◊ CONTINUITY OF OPERATIONS: Summarize the methods Vendor will use for records storage, including associated security controls, disaster recovery measures, and continuity of operations procedures to be followed in the event of an interruption of normal operations at Vendor’s primary business location or supporting technical facilities. The description shall include how Vendor will maintain uninterrupted services to the County, as well as how the continuity and disaster recovery plan is tested or exercised to ensure it produces the intended results (e.g., frequency, scope, and process for plan review and updates). Vendor shall furnish a copy of its organizational continuity of operations and disaster recovery plan.

◊ REPORTS AND COMMUNICATIONS: Describe in detail the monthly reports it will provide to the County and include sample monthly reports. Sample reports must include, at a minimum, all reports specified in the Solicitation.

TRAINING AND IMPLEMENTATION

◊ Describe in detail the training it will provide to the County, including the method of delivery, training topics, course outlines, and the anticipated duration of each training session.

◊ Provide a detailed implementation and cutover plan. This plan must include a timeline and describe how Vendor will ensure a smooth transition and start-up of billing services upon contract commencement. The plan shall identify all activities necessary to ensure that billing services begin on the agreed contract start date.

◊ Identify any services and functions that are typically managed by the client and/or are specifically excluded from its proposal. These may include, but are not limited to, Medical Review, ICD-10 Coding, Medical Necessity Determination, Subpoenas, records requests, cash posting, and refunds. Detail any expectations it has of the County, including internal staffing or other resources required to support these responsibilities or services not included in the proposal.

8.5.5 Financial Stability

◊ Provide a financial stability statement reflecting firm has the necessary resources to provide the services at the level required. The County reserves the right to request a financial statement, a certified audit, or a third party prepared financial statement and to use a third-party company to verify the information provided. Include similar information for subcontractors or joint venture arrangements.

8.5.6 Litigation

◊ Information on the nature and outcome of litigation and proceedings for the previous three (3) years where the firm has been involved in any matter related to professional activities.

8.5.7 Other Information

◊ Include any additional data that Vendor deems pertinent to the understanding and evaluating of the Proposal.

8.6 The County shall not be liable for any costs incurred in responding to this Solicitation including, but not limited to, expenses related to product or service demonstrations.

8.7 Interested parties may listen to the 3:01 P.M. solicitation opening by calling 1-321-332-7400, Conference ID 971 920 36# or clicking on this link: Join Microsoft Teams Meeting

8.8 County logos, trademarks, trade names, and copyrighted images (“Intellectual Property”) are the sole property of the County. This solicitation does not permit the use or display of any County Intellectual Property in Respondent proposals or submittals, including any attachments, except as expressly authorized in writing by County. Unauthorized use constitutes trademark and copyright infringement and is a violation subject to prosecution as a second-degree misdemeanor under Florida Statutes Section 165.043.

9.0 PRESENTATIONS/ POST-DISCUSSIONS

9.1 County, at its sole discretion, may ask for an oral presentation or demonstration without charge to the County. County reserves the right to require the Vendor to demonstrate to the satisfaction of the County that the Firm has the fiscal and technical ability to furnish the requirements of the Solicitation. The demonstration must satisfy the County and the County will be the sole judge of compliance.

9.2 County may commence contract negotiations in accordance with the method of award specified. The County reserves the right to conduct discussions with Vendors having a realistic possibility of contract award to include requests for additional information and requests for “best and final” offers.

9.3 Vendors must not assume they will be asked to make a presentation or asked for a “best and final” offer and must include all pertinent and required information in their original Proposal.

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