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RFP-ems billing and collection services-119

When:

City of Long Beach
REQUEST FOR PROPOSALS

  I.  INTRODUCTION

  

  1. General

 

The City of Long Beach is soliciting proposals for the implementation of a comprehensive system designed and affected to bill and collect charges for the City’s EMS ambulance services, including electronic transmission of Pre-Hospital Care Reports (“EPCR”).

 

Proposals will only be considered from companies with a minimum of fifteen (15) years in ambulance billing with New York State experience which have an established reputation in this field.  Successful proposer must also have a minimum of five (5) clients with 2,500 claims or more per year.

 

The award of this contract shall be made to the vendor whose proposal is deemed to be the most advantageous to the City, in accordance with the criteria set forth in the RFP. 

 

The following conditions apply to this RFP:

 

  • There is no express or implied obligation of the City to reimburse responding firms for any expenses incurred in preparing proposals in response to this request, and the City will not reimburse such expenses.
  • This is a service contract.  There is no guaranteed minimum amount of services.

 

  • Any inquiries regarding this RFP must be in writing or by email and should be addressed to purchasing@longbeachny.gov. 
  • To be considered, an original and five (5) hard copies of the proposal, with any attachments, addenda, etc. and one (1) electronic copy of the same must be received the Purchasing Department, City of Long Beach, 1 West Chester Street, Room 509, Long Beach, New York  11561 by 2:00 p.m. on October 25, 2021.  The City reserves the right to reject any or all proposals submitted.
  • During the evaluation process, the City reserves the right, where it may serve the City’s best interest, to request additional information or clarification from a proposer, or to allow corrections on non-material errors or omissions or waive non-material requirements.  At the sole discretion of the City, firms submitting proposals may be requested to make oral presentations as part of the evaluation process.  If conducted, oral presentations will be scheduled with each proposer being considered.
  • The City reserves the right to retain all proposals submitted and to use any ideas in a proposal regardless of whether that proposal is selected.

 

  • Submission of a proposal indicates acceptance by the firm of the conditions contained in this RFP, unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the City and the selected firm.

 

  • It is anticipated the selection of a firm will be completed in November, 2021.  Following notification of the selected firm, it is expected an agreement will be executed between both parties in December, 2021.
  • The City reserves the right, as best serves its interest, to change any of the projected dates set forth in this RFP including, but not limited to, the due date for receipt of proposals.

The City reserves the right to reject all proposals.

 

     

  1. Subcontracting

 

                  No subcontracting shall be permitted without the express permission of the City.

 

NOTICE TO PROPOSERS

 

SEALED REQUESTS FOR PROPOSALS will be received by the Purchasing Department of the City of Long Beach, on  the 25th day of October, 2021, at 2:00 pm (the “Submission Date”), or as extended, for:

EMS Billing and Collection Services
 

Due to public health and safety concerns related to COVID-19, the sealed bids will be publicly opened and recorded via videoconferencing.  The public will have an opportunity to see and hear the bid opening live at:

https://www.youtube.com/c/cityoflongbeachNYOFFICIAL

Proposals may be mailed or delivered to the Purchasing Department, 1 West Chester Street, Room 509, Long Beach, New York 11561, provided the Proposal is actually received by the Purchasing Department prior to the Submission Date.

 

All Proposals must be sealed and submitted in an envelope with the Identification Label provided in the Bid Documents affixed to the front of the envelope.

 

All PROPOSERS MUST complete the required Bidder’s Disclosure Statement, Non-Collusion Declaration, and must provide a copy of the required Statement of Financial Conditions, even if a Proposer/Bidder is currently executing work for the City.

 

It is the policy of the City to encourage the participation of DBE and M/WBE; by submitting a Proposal/bidding on this request for Proposals, the contractor acknowledges its understanding and support of this policy and pledges to fully cooperate with the City in meeting the requirements as set forth in the bidding and contract documents.

 

The City reserves the absolute right to reject any and all Proposals, and to waive any informalities therein.

 

A Proposal submitted by a Proposer who is not in full compliance with the provisions of the City Charter and Code of Ordinances at the time of submission will be denied. 

 

The City will not accept Proposals from, nor award a Contract to, anyone who cannot prove to the satisfaction of the City that the Proposer has sufficient experience and/or is financially able and organized to successfully comply with the requirements set forth herein. 

 

 

                                                                                                  DONNA M. GAYDEN

                                                                                                  CITY MANAGER

 

DATED:     Long Beach, New York

                  September 30, 2021