RFP #27-011 EMS Billing Services

DOUGHERTY COUNTY
PROCUREMENT DIVISION
ALBANY, GEORGIA
INSTRUCTIONS TO BIDDERS
These instructions will bind bidders to terms and conditions herein set forth, except as specifically qualified in special bid and contract terms
issued with any individual bid.
1. The following criteria are used in determining low responsible bidder.
(a) The ability, capacity and skill of bidder to perform required service.
(b) Whether bidder can perform service promptly or within specified time.
(c) The character, integrity, reputation, judgment, experience and efficiency of bidder.
(d) The performance of previous contracts.
(e) The suitability of equipment or material for County use.
(f) The ability of bidder to provide future maintenance and parts service.
2. Payment terms are Net 30 unless otherwise specified. Favorable term discounts may be offered and will be considered in determining low
bids if they are deemed advantageous to the County.
3. All bids should be tabulated, totaled and checked for accuracy. The unit price will prevail in case of errors.
4. All requested information should be included in bid envelope. All desired information must be signed and included for your bid to receive
full consideration. Failure to submit any required form will be cause for bid to be rejected as non-responsive.
5. All questions, inquiries and requests for clarification shall be directed to Procurement.
6. For multi-year contracts the following clauses pursuant to OCGA 36-60-13 apply: (1) The contract shall terminate absolutely and without
further obligation on the part of the County at the close of the calendar year in which it was executed and at the close of each succeeding
calendar year for which it may be renewed; (2) The contract may provide for automatic renewal unless positive action is taken by the County
to terminate such contract, and the nature of such action shall be determined by the County and specified in the contract; (3) The contract
shall state the total obligation of the County for the calendar year of execution and shall further state the total obligation which will be
incurred in each calendar year renewal term, if renewed; and (4) The contract shall provide that title to any supplies, materials, equipment,
or other personal property shall remain in the vendor until fully paid for by the County.
7. Quote all prices F.O.B. Albany, Georgia or our warehouse or as specified in bid documents.
8. Each bid or proposal shall be clearly marked on the outside of the envelope as a Sealed Bid whether using a County furnished envelope or
other envelopes.
9. Bid/Proposal must be received and stamped by the Procurement Office before time stipulated in bid/proposal documents. No responsibility
will attach to any County representative or employee for premature opening of bid not properly addressed or identified.
10. If only one bid is received, the bid may be rejected and/or re-advertised, except in the case of only one known source of supply.
11. Bids must be received and stamped by the Procurement Office before the date and time stipulated in bid documents. The City of Albany
assumes no responsibility for submittals received after the advertised deadline or at any office or location other than that specified herein,
whether due to mail delays, courier mistake, mishandling, or any other reason. No responsibility will attach to any City representative or
employee for premature opening of bids not properly addressed or identified. Bids received late will not be accepted, and the County will not
be responsible for late mail delivery.
12. Should a bid be misplaced by the County and found later it will be considered.
13. Bids requiring bid bonds will not be read or considered if bond is not enclosed. Bond may be in the form of cash, certified check,
cashier's check or Surety Bond issued by a Surety Company licensed to conduct business in Georgia.
14. All bidders must be recognized and authorized dealers in the materials or equipment specified and be qualified to advise in their
application or use. A bidder at any time requested must satisfy the Procurement Office and County Commission that he has the requisite
organization, capital, plant, stock, ability and experience to satisfactorily execute the contract in accordance with the provisions of the
contract in which he is interested.
15. Any alterations, erasures, additions or omissions of required information or any changes of specifications, or bidding schedule are done
at the risk of the bidder. Any bid will be rejected that has a substantial variation, such as a variation that affects the price, quality or delivery
date (when delivery is required by a specific time).
16. When requested, SAMPLES will be furnished free of expense, properly marked for identification and accompanied by list where there is
more than one sample. The County reserves the right to mutilate or destroy any samples submitted whenever it may be in the best interests
of the County to do so for the purpose of testing.
17. County will reject any material, supplies or equipment that do not meet the specifications, even though bidder lists the trade name or
names of such materials on the bid or price quotation form.
18. The unauthorized use of patented articles is done entirely at the risk of the successful bidder.
19. The ESTIMATED QUANTITY given in the specifications or advertisement is for the purpose of bidding only. The County may purchase
more or less than the estimated quantity, and the vendor must not assume that such estimated quantity is part of the contract.
20. Only the latest model equipment as evidenced by the manufacturer's current published literature, will be considered. Obsolete models of
equipment not in production will not be acceptable. Equipment shall be composed of new parts and materials. Any unit containing used parts
or having seen any service other than the necessary tests will be rejected. In addition to the equipment specifically called for in the
RFP #27-011 EMS Billing Services 2

specifications, all equipment catalogued by the manufacturer as standard or required by the State of Georgia shall be furnished with the
equipment. Where required by the State of Georgia Motor Vehicle Code, vehicles shall be inspected and bear the latest inspection sticker of
the Georgia Department of Revenue.
21.The successful bidder on motor vehicle equipment shall be required to furnish with delivery of vehicle, Certificate of Origin and Georgia
vendors shall provide Georgia Motor Vehicle form MV1.
22.Prospective bidders are responsible for examining the location of the proposed work or delivery and determining, in their own way, the
difficulties, which are likely to be encountered in the prosecution of the same.
23.All materials, equipment and supplies shall be subject to rigid inspection, under the immediate supervision of the Procurement Office
and/or the Department to which they are delivered. If defective material, equipment or supplies are discovered, the contractor, upon being
instructed by the Procurement Office, shall remove, or make good such material, equipment or supplies without extra compensation. It is
expressly understood and agreed that the inspection of materials by the County will in no way lessen the responsibility of the contractor or
release him from his obligation to perform and deliver to the County sound and satisfactory materials, equipment or supplies. The contractor
agrees to pay the cost of all tests on defective material, equipment or supplies or allow the cost to be deducted from any monies due him by
the County.
24.Unless otherwise specified by the procurement office all materials, supplies or equipment quoted herein must be delivered within thirty
(30)days from date of notification or exception noted on bid sheet.
25.A contract will not be awarded to any corporation, firm or individual who is, from any cause, in arrears to the County or who has failed
in any former contract with the County to perform work satisfactorily, either as to the character of the work, the fulfillment of the guarantee,
or the time consumed in completing the work.
26.Reasonable grounds for supposing that any bidder is interested in more than one proposal/bid for the same item will be considered
sufficient cause for rejection of all bids/proposals in which he is interested.
27.Unless otherwise specified the County reserves the right to award each item separately or on a lump sum basis, whichever is in the best
interest of the County.
28.The County reserves the right to waive any minor discrepancies, reject any or all bids or proposals, and to purchase any part, all or none
of the services, materials, supplies, or equipment specified.
29.Failure of the bidder to sign the bid or have the signature of any authorized representative or agent on the bid/proposal IN THE SPACE
PROVIDED will be cause for rejection of the bid. Signature must be written in ink.
30. Any bidder may withdraw his bid at any time before the time set for opening of bids. No bid may be withdrawn without cause in the 60-
day period after bids are opened.
31.It is mutually understood and agreed that if any time the Procurement Office shall be of the opinion that the contract or any part thereof
is unnecessarily delayed or that the rate of progress or delivery is unsatisfactory, or that the contractor is willfully violating any of the
conditions or covenants of the agreement, or is executing the same in bad faith, the Procurement Office shall have the power to notify the
aforesaid contractor of the nature of the complaint. Notification shall constitute delivery of notice, or letter, to address given in bid/proposal.
If after three working days of notification the conditions are not corrected to the satisfaction of the Procurement Office, he shall thereupon
have the power to take whatever action he may deem necessary to complete the work or delivery herein described, or any part thereof, and
the expense thereof, so charged, shall be deducted from any paid by the County out of such monies as may become due to the said
contractor, under and by virtue of this agreement. In case such expense shall exceed the last said sum, then and in that event, the
bondsman or the contractor, his executors, administrators, successors, or assigns, shall pay the amount of such excess to the County on
notice by the Procurement Office of the excess due.
32.If the bidder proposes to furnish any item of a foreign make or product, he should write "Foreign" together with the name of the
originating country opposite such item on bid/proposal.
33.Any complaint from bidders relative to the Invitation to Bid or any attached specifications should be made prior to the time of opening of
bids, otherwise such complaint cannot be properly considered.
34.No vendor writing restrictive specifications for the County will be allowed to bid on the project.
35.Contracts may be cancelled by the County with or without cause with 30-day written notice.
36.Dougherty County has an equal opportunity purchasing policy. The County seeks to ensure that all segments of the business community
have access to supplying the goods and services needed by the County programs. The County affirmatively works to encourage utilization of
minority business enterprises in our procurement activities. The County provides equal opportunities for all businesses and does not
discriminate against any vendors regardless of race, color, religion, age, sex, national origin, or handicap.
37.All Corporations must provide the corporate seal and a copy of the Secretary of State's Certificate of Incorporation upon
request.
38.Local bidder (domiciled in Dougherty County) will receive bid in the event of tie bids. In the case of tie bids between out-of-town
companies or between local concerns, evaluated as equal, bid will be recommended or awarded by chance coin toss, or drawing straws.
39.The contractor shall secure all permits, license certificates, inspections (permanent and temporary) and occupational tax certificate, if
applicable, before any work can commence. Contractor as well as any and all known subcontractors must possess or will be required to
obtain a City of Albany Occupational Tax Certificate or Registration.
40.Prior to submitting bid, all bidders are encouraged to check the website at www.albanyga.gov or call the Procurement
Office at 229-431-3211 for any subsequent addendums.
PROCUREMENT FORM - REVISED 11/18/2021
RFP #27-011 EMS Billing Services 3

DOCO EMS BILLING SERVICES
GENERAL INFORMATION
RFP #27-011
1. Submit one (1) original and six (6) copies of your proposal on company letterhead and have an
authorized official sign documents. Submittals should be clearly marked on the outside as "RFP
#27-011, DOCO EMS Billing Services".
2. Proposals must be received no later than 5:00 P.M. September 1, 2026, at the City of Albany
Procurement Office, 222 Pine Avenue, Suite 260, Albany, Ga. 31701. Sealed responses may be
hand delivered or mailed to the above listed address. SEALED SUBMITTALS MUST BE DELIVERED
IN WRITING. VERBAL RESPONSES ARE NOT ACCEPTABLE. Dougherty County assumes no
responsibility for submittals received after the advertised deadline or at any office or location other
than that specified herein, whether due to mail delays, courier mistake, mishandling, or any other
reason. If submittals are delivered by other than hand delivery, it is recommended that the
respondent verify delivery. Any submittal received after the specified time and date will not be
considered and will be returned unopened to the firm.
3. The contact person for this RFP is Destin Adams, Buyer, at (229) 302-1461. Explanation(s) desired
by proposer(s) regarding the meaning or interpretation of this RFP must be requested from the
Procurement office, in writing, as is further described below.
Proposers are advised that from the date of release of this RFP until award of the contract, NO
contact with County personnel related to this RFP is permitted, except as authorized by
the Procurement office. Any such unauthorized contact may result in the disqualification of the
proposer's submittal.
4. Requests for additional information or clarifications must be made in writing no later than the date
specified in the RFP. The request must contain the proposer's name, address, phone number, and
facsimile number. Facsimile will be accepted at (229) 431-2184 or E-mail to dadams@albanyga.gov
cc: jswilliams@albanyga.gov; kross@albanyga.gov.
The Procurement Office will issue responses to inquiries and any other corrections or amendments
it deems necessary in written addenda issued prior to the Proposal Due Date. Proposers should not
rely on any representations, statements or explanations other than those made in this RFP or in
any addendum to this RFP. Where there appears to be a conflict between the RFP and any
addenda issued, the last addendum issued will prevail.
It is the proposer's responsibility to be sure all addenda were received. The proposer should verify
with the designated contact person prior to submitting a proposal that all addenda have been
received. Proposers should acknowledge the number of addenda received as part of their proposals
or sign a copy of the addenda and include it with the proposal submission.
5. Proposals received after the Proposal Due Date and time are late and will not be considered. The
proposer may withdraw his/her submitted proposal by providing a written request to the
Procurement Division before the stipulated closing date and time. Withdrawal of your proposal will
not cause prejudice or interfere with the right of the proposer to submit a new proposal, provided
the latter is received by the predetermined date and time provided herein. No proposal may be
withdrawn for a period of sixty (60) days following the stipulated closing date.
RFP #27-011 EMS Billing Services 4

6. Dougherty County may, at its sole and absolute discretion, reject any and all, or parts of any and
all, proposals; re-advertise this RFP; postpone or cancel, at any time, this RFP process; or waive
any irregularities in this RFP or in the proposals received as a result of this RFP.
7. All expenses involved with the preparation and submission of proposals to the County, or any work
performed in connection therewith shall be borne by the proposer(s). No payment will be made for
any responses received, or for any other effort required of or made by the proposer(s) prior to
commencement of work as defined by a contract approved by the Dougherty County Board of
Commissioners.
8. Proposers may be required to give oral presentations in support of their proposals or to exhibit or
otherwise demonstrate the information contained therein.
9. Proposers may take exceptions to any of the terms of this RFP unless the RFP specifically states
where exceptions may not be taken. Should a proposer take exception where none is permitted,
the proposal may be rejected as non-responsive. All exceptions taken must be specific, and the
Proposer must indicate clearly what alternative is being offered to allow the County a meaningful
opportunity to evaluate and rank proposals.
Where exceptions are permitted, the County shall determine the acceptability of the proposed
exceptions and the proposals will be evaluated based on the proposals as submitted. The County,
after completing evaluations, may accept or reject the exceptions. Where exceptions are rejected,
the County may request that the Proposer furnish the services or goods described herein or
negotiate an acceptable alternative.
No proposal shall be accepted from, nor will any contract be awarded to, any proposer who is in
arrears to the Dougherty County upon any debt, fee, tax or contract, or who is a defaulter, as
surety or otherwise, upon any obligation to the County, or who is otherwise determined to be
irresponsible or unreliable by Dougherty County.
10. Dougherty County may award a contract on the basis of information received without the RFP
moving through all three phases described in the Selection Process section of the RFP. Therefore,
each proposal phase should contain a proposer's best presentation of its position to serve.
Selection Process Clause: A Proposal Analysis Group (PAG) will review all proposals submitted.
Based upon the background information reported in the RFP, the PAG will determine whether the
respondent is qualified or unqualified. Cost will not be the sole determining factor in selecting a
firm. The Proposal Analysis Group will rank the qualified firms based on the data submitted. The
PAG may require each firm to make a formal presentation regarding its qualifications to perform
the requested services. The top ranked firms will be selected for final negotiations.
11. The proposer shall comply with all laws, ordinances and regulations applicable to the services
contemplated herein, including those applicable to conflict of interest and collusion. Proposers are
presumed to be familiar with all Federal, State and local laws, ordinances, codes and regulations
that may in any way affect the services offered. No reimbursement will be made by the County for
any costs incurred prior to a formal Notice To Proceed should an award of contract result from this
solicitation.
12. CONTRACT RENEWAL: As stated in paragraph three on page one, Dougherty County seeks a one
(1) year firm price contract with three (3) options to renew for additional one (1) year terms per
GA Law 36-60-13 for multi-year purchases. In absence of a written notice of termination, the
renewals will automatically continue. Either party to this contract may waive their option to
exercise the one-year options to this contract by providing written notice to the other party sixty
(60) calendar days prior to the contract renewal date. Fees may be adjusted based upon the
most recent
RFP #27-011 EMS Billing Services 5

publication of the Consumer Price Index, Southern B/C Issue. Increase will become effective at
renewal date. Funding is dependent upon appropriation by the Dougherty County Board of
Commissioners each fiscal year.
13. INDEMNIFICATION: Proposer assumes and agrees to be responsible for all claims for damages for
injuries to persons or property arising out of the performance of its contract, whether due to its
own default or negligence of its sub-contractors. The proposer agrees to indemnify Dougherty
County on account of such claims and further agrees that it will indemnify the County fully against
any damages, fines, penalties or forfeitures of any kind which may be imposed upon or levied
against the County as the result of the proposer's violation or failure to comply with any valid law,
ordinance or regulation of the United States, State of Georgia, or Dougherty COunty, including the
Federal Occupational Safety and Health Act of 1970 as amended from time to time or any federal
regulation adopted pursuant thereto.
The proposer shall not be liable for any losses, damages, or expenses caused by negligent, willful
or wanton acts, errors or omissions of the County, its officers, employees, agents or
representatives.
To further assure the performance of the covenant, the proposer shall procure and maintain in
force, at its expense, liability insurance including Automobile, General and Errors and Omissions of
at least $1,000,000 per occurrence and an annual aggregate, where it applies, of at least
$2,000,000. The proposer must also certify for Workers Compensation statutory coverage and
Employers Liability of at least $1,000,000.
14. TERMINATION OF CONTRACT FOR CONVENIENCE: Dougherty County shall have the right to
terminate any contract to be made hereunder for their convenience by giving the proposer sixty
(60) calendar days written notice of their election to do so and by specifying the effective date
of such termination. The proposer shall be paid for its services through the effective date of such
termination.
15. TERMINATION OF CONTRACT FOR CAUSE: Provided a contract is awarded, if a proposer shall fail
to fulfill any of its obligations hereunder, the County may terminate the agreement with said
proposer for such default by giving written notice to the proposer at issue. If this agreement is so
terminated, the proposer shall be paid only for work satisfactorily completed. Any termination that
could occur would not happen without an opportunity to cure per the conditions outlined in the
Contract between the successful proposer and the County.
16. Upon receipt of the proposals by the County, the proposal shall become property of the County
without compensation to the proposers, for disposition or usage at discretion of Dougherty County.
17. Georgia Security and Immigration Compliance Act: The successful consultant will provide
certification that they are in compliance with the Georgia Security and Immigration Compliance Act,
certifying that the provisions of O.C.G.A 36-60-13, Chapter 300-10-1, per the Georgia
Department of Labor, if applicable, have been complied with in full. Pursuant to O.C.G.A 36-60-
13, all sub-consultants entering into a contract or agreement for hire on this Project must be
registered and participate in the Federal Work Authorization Program. (See attached document at
the end of proposal)
18. PROPOSAL RESPONSE: All vendors/respondents should provide information as detailed in this
RFP and any other pertinent information which will assist the Evaluation Committee in selecting the
most qualified firm. Dougherty County Staff will be available at the pre-proposal conference to
answer questions and offer explanations as needed. Any reply resulting in a change in the Request
For Proposal (RFP) will be sent to all attendees. It is highly recommended that all interested
proposers attend this conference. This will be the only site visit and tour.
RFP #27-011 EMS Billing Services 6

19. Proposer shall provide satisfactory evidence of competency to perform the work presented in the
RFP. The minimum requirements are a permanent office, adequate work force and technical
qualifications/experience, along with having a suitable financial status to meet obligations
incidental to the workplace. Submit with your proposal satisfactory evidence to meet these
requirements.
20. The proposer will give immediate notice to the County of any claims or suits made or filed against
the vendor or its subcontractors on any matter pertaining to this contract. The vendor shall
cooperate, assist, and consult with the County in any claim, suit, or action made or filed against
the County as a result of or relating to the vendors obligation under this contract. Any cancellation
or lapse of insurance affecting the operation of the County shall be deemed a material breach of
contract and the Administrator must be notified immediately.
21. EVALUATION CRITERIA:
Qualifications & Experience 35%
Operational Plan & Approach 35%
Quality of Response 20%
Fees (cost) 10%
Award will be made to the responsible proposer whose proposal best meets the needs of
Dougherty County as set forth herein. Proposers will be evaluated on the following criteria:
* Experience/Qualifications: The County will consider the proposer's financial stability, staff
experience and quality, as well as the proposer's performance on similar projects. Weight
-35%
* Operational Work Plan: The County will evaluate the respondent's understanding of the
work to be performed and operation work plan. The vendor should address the overall concept in
food preparation, equipment care, maintenance, sanitation, and inventory control. State ability to
be flexible with the unexpected and describe an emergency plan. Vendor should state the
estimated number of workers required and give a detailed staffing chart showing hours of
employment. State the fringe benefit package offered to each employee in the chart as well as
the location, title, and quantity of corporate support personnel available. Clearly state the
objectives and policies and procedures utilized to operate the specified service in a humane
manner with respect to the inmate's right to a sound and nutritional food program, and the
manner of providing an annual evaluation of contract compliance. Vendor should detail plans
to insure that the Food Management Services provide high quality service, full staffing, utilize
only certified and trained personnel in food services/catering, and open reporting to the Jail
Administrator. Weight -35%
* Quality of Response: Proposals submitted will be evaluated on completeness,
organization, documentation required, signatures, correct number of proposals submitted,
Etc. Weight -20%
* Fee Proposal: Vendor shall propose a fee schedule with a detailed breakdown of pricing to
include implementation, training, on-going maintenance fees, etc. Weight -10%
22. Certificate of Non-Collusion: An executed copy of this form should accompany your submittal.
See Attached).
23. Governing Law & Venue: An executed copy of this form should accompany your submittal. (See
Attached).
RFP #27-011 EMS Billing Services 7

Ambulance Billing and Revenue Cycle Management Services
Scope of Services
Dougherty County EMS is seeking proposals from qualified vendors to provide comprehensive
ambulance billing and revenue cycle management services for its emergency, non-emergency, and
critical care transport operations. The selected vendor shall provide end-to-end billing services from
receipt of electronic patient care reports (ePCRs) through final payment collection while ensuring
compliance with all applicable federal and state regulations.
The vendor shall provide services that include:
* Electronic claim submission for Medicare, Medicaid, commercial insurance, managed care,
workers' compensation, Veterans Affairs, liability, and self-pay accounts.
* Claims review, coding validation, eligibility verification, insurance discovery, denial
management, appeals processing, and accounts receivable follow-up to maximize
reimbursement.
* Patient billing and customer service, including payment processing, payment plans, dispute
resolution, and multilingual support when available.
* Comprehensive revenue cycle management designed to improve collections, reduce denials,
minimize accounts receivable aging, and maximize reimbursement.
* Secure integration with the County's electronic patient care reporting (ePCR) system, with
preference given to vendors experienced with ImageTrend and other leading EMS software
platforms.
* Secure online access to financial dashboards and reports, including charges, payments,
collections, adjustments, write-offs, denial rates, aging reports, cash collections, and other key
performance indicators.
* Compliance with all applicable HIPAA, HITECH, CMS, Medicare, Medicaid, False Claims Act, PCI-
DSS, and other regulatory requirements governing ambulance billing and patient information.
* A dedicated implementation team to support data conversion, software integration, testing,
initial and ongoing staff training, and transition to full operational status.
RFP #27-011 EMS Billing Services 8

The successful vendor should demonstrate extensive experience providing billing services for
governmental EMS agencies and have a proven record of maximizing reimbursement while maintaining
high customer service standards. Vendors should describe their billing processes, reporting capabilities,
cybersecurity measures, quality assurance program, and performance metrics, including claim
submission timelines, clean claim rates, denial management, average days in accounts receivable, and
collection rates.
Dougherty County EMS is seeking a long-term partner committed to providing accurate, transparent,
and efficient billing services while supporting the department's mission of delivering exceptional
emergency medical care to the citizens of Dougherty County.
RFP #27-011 EMS Billing Services 9

* COMPLETE AND SUBMIT *
RFP REFERENCE
NO. 27-011
ADDENDUM ACKNOWLEDGEMENT FORM
Instructions: Please acknowledge receipt of addenda received by completing this
addendum acknowledgement form. Check the box next to each addendum received
and sign below. This addendum acknowledgement form should be
submitted with your bid to expedite document processing.
Acknowledgement: I, the undersigned, acknowledge receipt of the following addenda
to the above referenced Invitation To Bid and have made any necessary revisions to
my response or submittal. I understand that failure to confirm the receipt of addenda
may be cause for rejection of this bid.

Addendum No. 1 Addendum No. 3

Addendum No. 2 Addendum No. 4

No Addenda received for Bid Reference NO. 27-011.
Print Name and Title of Authorized Signer
Authorized Signature
Date
RFP #27-011 EMS Billing Services 10