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RFPCLOSED

Request For Proposal For Ems Billing Services

City of Lancaster city, City of Lancaster city, OH·City
Reported: City of Lancaster
Paul Martin
3 year term
60 months duration
Lancaster, Ohio
Submit at: 104 East Main Street, Lancaster, Ohio 43130

Summary

The City of Lancaster is soliciting proposals for the continuation of a comprehensive emergency medical services (EMS) electronic billing and management information system (MIS). The selected contractor will function as a contractual agent of the City for EMS billing services.

Evaluation Criteria

Length of time bidder has been in business performing electronic medical billing, Size of accounts serviced, References, Interaction with local hospitals, Documentation of experience with major medical carriers, Number of available staff, Personnel assigned to work with the City, Present hardware and software compatibility, Ability to accept electronic transfer of files, Completeness of proposal, Use of NEIC, Conformance to Medicare ANSI x-12 standards, Ability to convert present files and set up system by January 1, 2022, Maintenance of office within Ohio, Ability to address customer and public concerns.

Required Deliverables

EMS billing services, ESO platform including EMS, Fire, And personnel management, Accounting and management reports, Electronic demographic files, Electronic file transfer of data, Direct electronic claims processing, Eligibility files access, Forms and letters, Local/toll-free number, Backup files, Trial run of system.

Required Attachments

Price information sheet

Section 4.2 — Scope of Services and Deliverables

The selected vendor shall provide all labor, materials, equipment, and supervision necessary to perform the services described herein. Work shall commence within fifteen (15) calendar days of the Notice to Proceed and shall be completed within the timeframe specified in the project schedule attached as Exhibit B.

Proposals must include a detailed implementation timeline, staffing plan with key personnel qualifications, and three (3) references from comparable government engagements completed within the past five years. Evaluation will be based on technical approach (40%), experience and qualifications (30%), cost proposal (20%), and small business participation plan (10%).

Source Document Available

The full solicitation document, attachments, and evaluation details are available on Civic IQ. Book a demo to get access.

Frequently Asked Questions

How do I respond to this RFP from City of Lancaster city?

To respond, review the full solicitation document for submission requirements, evaluation criteria, and deadlines. Proposals should be submitted to: 104 East Main Street, Lancaster, Ohio 43130. For questions, contact Paul Martin.

What are the evaluation criteria for this solicitation?

This solicitation includes specific evaluation criteria that will be used to score proposals. Key factors are outlined in the Evaluation Criteria section above. Vendors should carefully align their proposals with each criterion to maximize their score.

Where can I find more RFPs from City of Lancaster city?

Civic IQ tracks all active and historical solicitations from City of Lancaster city. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts — giving you a complete picture of the procurement landscape.

What is the contract term for this solicitation?

The anticipated contract term is 3 years. Contract terms may include renewal options. Review the full solicitation document for details on renewal periods, performance benchmarks, and termination clauses.

What documents are required to bid on this RFP?

Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications or licenses, past performance references, and any forms or attachments specified in the solicitation. Review the full document from City of Lancaster city for the complete list of required submissions.

Can small businesses or minority-owned firms bid on this RFP?

Most government agencies, including City of Lancaster city in OH, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Some solicitations include set-aside provisions or evaluation preferences for these firms. Check the full solicitation for any small business participation goals or requirements.

What happens after the RFP submission deadline?

After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This process typically includes an initial compliance check, technical evaluation, cost analysis, and may involve oral presentations or interviews with shortlisted vendors. The timeline from submission to award varies but usually takes several weeks to months.

Can I ask questions about this solicitation before submitting?

Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact for this solicitation is Paul Martin. Questions and answers are typically shared with all prospective bidders to ensure fairness. Check the solicitation for the question submission deadline and process.

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