WALKER COUNTY PURCHASING OFFICE www.o.walker.xus Email: Purchasingoco.alerixis-Telephone (936)436-4937" 1846 Amendment 001- July 26, 2024 C2360-24-013 Ambulance Billing and Collection Services Closing Date August 12, 2024 at 11:00 AM This Addendum is being issued to answer questions received for the above listed Request for Proposal and provide information for clarification. Also, revisions have been made to the solicitation by adding al Pricing Schedule. 1. Questions and answers are provided and attached. 2. Revise solicitation by adding the attached Pricing Schedule. Issued By: Cheryl! L. Cowart, CTCD,CTCM 7 Signature: Heb UeM 1301 Sam Houston. Avenue, Suite 235 Huntsville, TX77340 (936)436-4937 Purhaingecowaler.skus Addendum 001 C2360-24-013 Ambulance Billing and Collection Services RFP 1. Please reconfirm the due date for this procurement by providing it in response to answers to Answer: As stated ont the front oft the Solicitation the due date is August 12, 2024 at 3:00 pm (CT). Answer: The received questions will be answered as they are received and an Addenda will be 3. Can you please provide greater explanation of your expectations related to any required subcontracting to minority-owned, women-owned, or other types or categories of small or disadvantaged businesses? For example, what is required with the proposal, and what is required Answer: It is not a requirement of the Walker County to designate the ethnicity of a Contractor 4. Are bidders permitted to deviate in any way from any manner of quoting fees you may be expecting? For example, ift there is a pricing page int the RFP, can bidders submit an alternate fee structure? Ifthere isi no pricing pagei int thel RFP, doyoul have any preference for how bidders should Answer: There is noj pricing page in the RFP, however, a fee schedule has been provided. Walker 5. Please describe your level of satisfaction with your current or recent vendor(s) for the same questions. 2. What is the date by which you will answer these questions? issued the next day of receipt. to comply during the term of the contract? Subcontractor. quote fees or can bidders create their own pricing categories? County is open to other pricing categories. purchasing activity, ifa applicable. Answer: EMS Department has no complaints with current vendor. Tov what extent will the location oft the bidder's proposed location or headquarters have al bearing Answer: Please see the evaluation factors listed in Section VI-Evaluation Factors. WalkerCounty prefers the Service Provider tol be located int the state ofTexas and have overall knowledge base of 7. How are fees currently being billed by any incumbent(s), by category, and at what rates? ona any award? EMS operations within the state ofTexas. Answer: Please see attached Billing for Walker County. Answer: Please see attached Billing for Walker County. 8. Whate estimated or actual dollars werej paid last year, last month, or last quarter toa any incumbent(s)? 9. What were your annual contractual allowance write offs for last year or for the last 12 months? Answer: Please see attached reports. 10. What are your per-mile ground transport charges? Answer: $23/mile. 1 Addenda 001 C2360-24-013 Ambulance Billing and Collection Services RFP 11. What are your advanced life support emergency level 1 charges? 12. What are your advanced life support emergency level 2 charges? Answer: $1,500.00 Answer: $1,700.00 Answer: $1,200.00 Answer: $1,200.00 Answer: $1,850.00 Answer: No Charge. currently charged? Answer: 2023 13. What are your basic life support charges? 14. What are your basic life support emergency charges? 15. What are your specialty care transport charges? 16. What are your treatment without transport charges? 17. When were the last changes to your transport rates, and are you considering raising any oft the rates 18. Are there any other charges you assess not otherwise covered by our questions? Answer: Oxygen - $125.00 ALS Disp $450.00 BLS Disp $350.00 19. What percentage of your patients are residents versus non-residents, and do you charge the two groups differently? Answer: Same charge regardless of resident status. in the region and, ifs so, with whom? 20. Do you operate any shared services agreements with any other municipal or county governments Answer: No. months? 21. What were your transports per year for specialty care transport for last year or for the last 12 Answer: No, Walker County does not have crew members with specialty certifications. Only the 22. What were your transports per year for treatment without transport for last year or for the last 12 Chiefand Assistant Chiefh have specialty certifications. months? 2 Addendum 001 C2360-24-013 Ambulance Billing and Collection Services RFP Answer: for fiscal year 2023 Walker County EMS had 908 transports. 23. What is your payer remit mix expressed as percentages of 100% ofv what you typically receive? Answer: CY23: Medicare- 39% Medicaid-11% Commercial Insurance- 16% Facilities-23% Private Pay-11% 24. How many total transport vehicles do you now operate? Answer: 8 25. What is your average loaded miles per trip? Answer: 11.81 Answer: No Answer: N/A 26. Do you have a lockbox provider and, ifs so, which provider? 27. Ifyoul have al lockbox provider, will that provider remain inj place as ai result ofthis procurement? 28. What EHR system does Walker County use? Answer: ESO ist the EHR Walker County uses. 29. Will we be allowed tol have access to the EHR system for billing purposes? Answer: ESO will give billing access and NEMSIS information to the Service Provider and generally pushes all completed patient charts around midnight tot the billing company. 30. Is the use ofoff-shore staff prohibited? Answer: Walker County prefers the Service Provider to be located in the state ofTexas and have 31. Int thel RFPi its states the Service Provider will charge a one-time all-inclusive fee for performing this service ifa applicable listed out separately in RFP. For clarification, does that mean Walker County isg goingt toi issuea as single payment fors services for the duration oft the contract or will Walker County for example issue aj payment once a month to cover all services being rendered? Answer: Transfer of data from current vendor to the awarded Service Provider is to be a one-time inclusive charge. Monthly charges for services would be billed and paid monthly. overall knowledge base ofEMS operations within the state ofTexas. 3 Addenda 001 C2360-24-013 Ambulance Billing and Collection Services RFP 32. My assumption after reading the RFP is that we are to process claim information as provided, however I wanted to know if Walker County will handle the verification of patient insurance Answer: Walker County EMS will try and input as much insurance information as possible, however, this should primarily be handled by the billing company as a lot of times this is not information or ist that a service the Service Provider is expected to provide? available to them. 33. What is the historic spend for this service with Walker County? Answer: Monthly services are currently billed at a 6% charge on amount collected, if collected within the first 120 days. After that, 16% of collected amount, current based on passage oft time from date ofr run criteria only. Please see attached billing for these services. PAGE 7: Section E. Billing and Collections 34. Walker County will submit tot the selected Service Provider non-billed ambulance calls with a date of service of September 1,2024 and later. The Service Provider shall invoice ambulance calls submitted by the County from that date forward. Walker County reserves the option to bill State, Local and Hospital accounts in-house. Wouldi the Servicel Provider be ablet tol bill for these accounts Answer: The Service Provider shall handle all accounts, regardless oft the entity. Walker County 35. The Service Provider will review the previous two years of EMS billing activities and make recommendations to the County on their ability to place outstanding bills and data into their new if we could come to ai mutual agreement? prefers not tol bill anything in-house. billing system from our current EHR Vendor. Just needing some additional clarification around this request. Answer: Outstanding bills shall be sent to Walker County's collection agency. The awarded Service Provider will be provided the necessary information SO the outstanding bills and 36. The Service Provider will charge a one-time all-inclusive fee for performing this service if information can be transferred. applicable listed out separately in RFP. Ist this in regard to the item directly listed above? Answer: Yes. 37. Will Walker County, TX entertain separate bids for EMS Billing andl Bad Debt Collections? Answer: Walker County has al Debt Collections agency and does not need these services. 38. What are the total number of accounts and dollar amount of those accounts for1 the last three years? Answer: Please see attached reports. 4 Addenda 001 C2360-24-013 Ambulance Billing and Collection Services RFP 39. Does Walker County, TX have a goal for WMOE contracts? Answer: No. 5 Addenda 001 C2360-24-013 Billing for Walker County Fiscal Year 2023- -2024 FyBill Year Billable Actual Billed Actual Billed AVG Bill Year Bill Month Total Invoice RATE Billed 6,0000% Revenues at6% at 16% 2024 2024 June 2024 2024 May 2024 2024 April 2024 2024 March 2024 2024 January 2024 2023 October 2023 2023 2023 August 2023 2023 July 2023 2023 June 2023 2023 May 2023 2023 April 2023 2023 March 2023 2023 January 2023 2022 October 2022 2022 August 2022 2022 July 2022 2022 June 2022 2022 May 2022 2022 April 2022 2022 March 2022 2022 January $ 19,185.67 $ 319,761.21 $ 19,185.71 $ $ 19,705.02 $ 281,040.93 $ 15,157.09 $ 4,547.93 7.0114% $29,688.63 $ 390,346.84 $ 19,660.30 $ 10,028.33 7.6057% $ 22,554.33 $ 303,681.59 $ 15,620.97 $ 6,933.36 7,4270% $ 23,678.32 $ 350,108.66 $ 19,403.89 $ 4,274.43 6.7631% $ 21,271.96 $ 278,630.55 $ 13,985.42 $ 7,286.54 7,5345% $ 15,756.02 $ 220,908.38 $ 11,753.89 $ 4,002.13 7.1324% $ 19,360.93 $ 288,940.98 $ 16,121.98 $ 3,238.95 6.7007% $19,798.29 $ 281,233.54 $ 15,119.67 $ 4,678.62 7.0398% $13,829.32 $ 204,747.09 $1 11,358.34 $ 2,470.98 6.7543% $12,481.32 $ 181,444.58 $ 9,929.71 $ 2,551.61 6.8789% $19,216.49 $288,321.87 $ 16,149.15 $ 3,067.34 6.6649% $19,525.46 $276,337.45 $14,813.30 $ 4,712.16 7.0658% $ 10,137.00 $ 151,595.91 $ 8,470.97 $ 1,666.03 6,6869% $ 16,791.79 $ 262,968.08 $ 15,169.97 $ 1,621.82 6.3855% $ 13,448.73 $ 194,495.29 $ 10,602.24 $ 2,846.49 6.9147% $ 13,790.30 $ 218,602.71 $ 12,711.64 $ 1,078.66 6.3084% $ 14,995.01 $ 227,777.76 $ 12,869.70 $ 2,125.31 6.5832% $ 19,698.59 $ 290,329.63 $ 16,052.37 $ 3,646.22 6.7849% $ 21,158.48 $ 312,385.70 $ 17,293.94 $ 3,864.54 6.7732% $ 16,804.73 $236,776.84 $ 12,647.88 $ 4,156.85 7.0973% 2024 2024 February $ 13,217.95 $ 187,618.36 $ 10,080.90 $ 3,137.05 7.0451% 2024 2023 December $ 18,870.90 $ 244,803.77 $ 12,178.76 $ 6,692.14 7.7086% 2024 2023 November $ 36,342.10 $ 471,060.10 $ 23,416.62 $ 12,925.48 7.7150% 2023 September $ 13,723.95 $ 183,886.53 $ 9,418.94 $ 4,305.01 7,4633% 2023 2023 February $ 11,905.84 $ 166,179.74 $ 8,809.78 $ 3,096.06 7.1644% 2023 2022 December $ 19,118.69 $ 306,838.77 $17,985.54 $ 1,133.15 6.2309% 2023 2022 November $ 13,609.01 $ 207,033.98 $ 11,709.85 $ 1,899.16 6.5733% 2022 2022 September $ 12,464.76 $ 192,135.60 $ 10,966.26 $ 1,498.50 6.4875% 2022 2022 February $ 14,626.14 $ 207,540.44 $ 11,148.27 $ 3,477.87 7,0474% 2022 2021 December $ 14,049.85 $ 215,875.24 $ 12,294.27 $ 1,755.58 6.5083% 2022 2021 November $ 16,766.40 $ 247,862.47 $ 13,735.00 $ 3,031.40 6.7644% 2022 2021 October $18,161.53 $ 282,913.45 $ 16,263.35 $ 1,898.18 6,4195% 2021 2021 September $ 14,997.39 $ 226,765.47 $ 12,771.24 $ 2,226.15 6.6136% 2021 2021 August 2021 2021 July 2021 2021 June 2021 2021 May 2021 2021 April 2021 $ 16,690.81 $250,289.59 $ 14,013.45 $ 2,677.36 6.6686% $ 16,529.21 $ 237,318.25 $ 12,865.07 $ 3,664.14 6.9650% $ 19,853.82 $ 281,113.42 $ 15,075.01 $ 4,778.81 7.0626% $ 19,186.16 $ 286,919.21 $ 16,033.09 $ 3,153.07 6.6870% $ 14,127.05 $ 207,818.17 $ 11,474.68 $ 2,652.37 6,7978% $ 14,088.02 $ 213,106.57 $ 12,056.59 $ 2,031.43 6,6108% 2021 March Addenda 001 C2360-24-013 Billingf for Walker County Fiscal Year 2023 -2024 2021 2021 February $ 11,266.12 $ 169,622.49 $ 9,524.14 $ 1,741.98 6.6419% 2021 2020 December $ 14,890.84 $240,134.62 $ 14,118.23 $ 772.61 6.2010% 2021 2020 November $ 14,115.01 $ 224,502.69 $ 13,082.95 $ 1,032.06 6.2872% 2020 2020 September $ 12,344.57 $ 203,375.14 $12,117.33 $ 227.24 6.0699% 2021 2021 January 2021 2020 October 2020 2020 August 2020 2020. July 2020 2020 June 2020 2020 May 2020 2020 April 2020 2020 March $ 12,100.52 $ 189,530.15 $ 10,934.25 $ 1,166.27 6.3845% $ 16,762.32 $277,400.30 $ 16,572.50 $ 189.82 6,0426% $ 13,116.33 $217,757.41 $ 13,034.49 $ 81.84 6.0234% $ 12,240.69 $ 201,793.27 $12,027.43 $ 213.26 6.0660% $ 12,416.77 $ 206,952.11 $ 12,416.77 $ $16,303.50 $271,730.63 $ 16,303.50 $ 9,372.27 $ 156,209.04 $ 9,372.27 $ > 171.35 $ 2,855.79 $ 171.35 $ 5.9998% 5,9999% 5,9998% 6.0001% E8ER88898 98E18 goNpgo 9888-8908 ERRPR90 858936- SEERPE6" 8E69RP gNN 3883886" 5585656 SEego 889893803 BEGEESEE #Fgs- 38E9a8R"E 888888300 B3HIEE 5514555 BIBBEBEBEBEE S8BERES" 80 f $888: 3888988-5 S9E4E 8888 $998888"" 5845565 AEpp2a s 888EE 02 BE $585885 - AIEIEE S5EER MI 868888 9558888 8585" Gjs ssE #98358:" 394-88800 6889X5609 833986" N 8 d8e 15382690" 358 134839" 36566 8588"8875 551565 8882388 de 8688 a33RaB- $1515 388888 E838FRE7 4465554 6P-EOs: seNgae Pricing Schedule 1. Flat Rate Billing Percentage for State, Local and Hospital Accounts as a percentage of collections 2. Flat Rate Billing Percentage as a percentage of collections -all other accounts 3. Flat Rate Billing for accounts collected within 150 days plus premium rate for billings received after 150 days actions identified by vendor 4. Vendor defined alternate: with documentation of activity taken that includes certain BoiBoasof ialilisi sil K Booloas.se isssiisi lil BI8 83 Bo.8.Es.48 tasilssi sass 3933 aoaisBswis fesilisi Cass 2277 o0088..88 Bsshini BI ooof-dasee Ssaiiil Eaut 2927 sool.Bauss Sasilai Eses ** $1 8895 -.3.8:883 Sallli sinl 85 :51 jooRississ BBlll 3333 0 2..1.85.65 tini Edes 9739 Siet 55 Bois.daots Balilil sil 55 8 Booboss.s iaselilsl lsl I 833 BoB.E.eE failsni saat 3377 aolssauis issifysi 9:77 sass 85 oSut.8 Bmilnl 888 3333 cool-sas8 Assilnl dint hool-Baass Basilni list -0143:683 Hsinl sinl ooobiaaiBs 888a 5NeB seet 3337 a.4.86.65 Sihini Bast 437 .31 88 Bsiliiil 38888888885 375459 008848885 3s.8 8888888B 3413553 usevaasE 883888884 3 sofsasis oo BhN. 35 SeEEs aNs. 8888888 :35 do 8083388 33B 58 958 1s :8 8888588 88s N8Baa8aB 0 -3a93s oo Esa!i eesltnll 8888888 alinili Ess 8888888889 sisatl 081.88 888 misnlt -98asi88 eNgeN 8888888385 93 otsastas 8888888888 39433 Go88seis 18888888898 limli 8as84s8s ees 3at 88 3 .s.1 69 ON :% a bodNess 88 8888338 :e 171 $9 Bs8 38833358 8888888888 3139343 183:8885 88 14::332 -99.388 .88u88B 7T asi 8805888 35999 3 8888938 6e III 3333755 oB8afE3 bgasfst NBaais e8 Boos 888 os 8888 88 $:8838 8808391 ig 6o9988885 :0 31311471 0888:885 Beuess 5433735 d.:85888E 19331375 B8N8SSE 833 Sss 8 38E Esi 58838388 EsoEs eSENSEN 888 31973411 N.88888E ainis ouBsasi8s 88 BaBgi8t -o-Bw.:.E fmiilni lii coolooBv.E sssilni ssas 37:9 oooloo-Ba.E smilmi ESe8 3377 f soloods.Hs Bassilisi 9343 688 E cooloola.E 8888135 Buss oBos.8s.E 8881is :s o.--Bs.s saiili Sset ES 8393 Hi :::8 ::38 6 1 f 3 o-fos.iaus sililni BE88 4339 eAls.-Es.EB 8is 8s:s8 eE 3:3 eo...-B:.EE aiilil saes 333 3 oolooaiw-HE Eiln 8595 2343 888 coolo-t:.E siilil 3 Eresie itiiln Ns 9:39 .LooEs.F Bilni sacB 345 608 Euswéa.ss Sililil E88 3733 3 16 Boloouisols failisl Eset 3:3 SNN oloiwasols 3994181 esess Bist olooo8s.ss sili 3737 Nae8 .888-3:.93 81 bes: aEs8 3333 oBui-sol 88437181 be8u. 9 3337 E8 .Booofso!s Balinl aass 3774 E soloooisoss Semlil Bisi 5E 833 oBooo8ioss slii EE6E 9333 .loooBsoBE imlii S5i1 K .looo3so fessiil 3 g.leasla. itini KK8 4397 sofoobsuss isinini 43 aaas 68- Fooloofeist linll EBas 333 553 8895 oBooisoEB imalil Bni 5 3899 ooloo8ros alil edes 9:27 -.Boo8s.8 fslil si eiBoobros sfmslil 8s5s 3933 98 Hooloofaoss islisl Etes :433 so-looiwoss fesslil BE:8 3: 8e oslo-Bsos imilil auss 1935 85 5 oolo-Ba. saseilii 9393 ERE8 -uofEs.HE Billil de EESE 333: soloofr. issasiisi 9a * ... Iinl atas 9997