Title:
Consider and take action on a resolution authorizing a three-year renewal agreement with Wittman Enterprises for EMS Billing and Collections for a total not to exceed $500,000.00 (Interim Fire Chief)
Background:
Approval of this item will authorize a three-year agreement with Wittman Enterprises for EMS Billing and collections not to exceed $500,000. EMS originally contracted with Wittman Enterprises in 2014, and again in 2018 and 2021, which has now come to term. If approved, this contract begins October 1, 2024 and ends September 30, 2027. A request for proposal (RFP 24-043) was issued July 2024. The EMS department independently evaluated and scored six proposals, one of which was disqualified. The EMS department used the following matrix: Experience and Qualifications, General Overview and Scope of Services, Patient and Client Portals with Reporting Abilities, and Implementation Schedule. The Purchasing department provided the evaluation on the proposed Fees and Expenses. The top three candidates were Wittman Enterprises, Revascent, and QMC. Wittman’s rates for the three-year contract will be $22.50 per billable call for the first and second year of the contract, and increase to $23.00 for the third year of the contract. As Wittman Enterprises in the incumbent, there is no implementation schedule, nor do they need to reapply to Medicare and Medicaid payment authorizations, thereby eliminating any periods of non-payment activities that would be unrecoverable. It is a goal of the EMS to reduce the financial burden of providing prehospital medical care and transport to our citizens. We accomplish this by maintaining a collection rate greater than the national average, which is only 30% to 40%. The EMS department revenue increased from $1,787,000.00 to over $2,000,000.00 during the last contract period with Wittman Enterprises.
For FY2023, the overall EMS budget was $4,618,776.00, which includes an operational (non-personnel) budget of $1,029,639.00. The FY2023 revenue collected from primary EMS billing and collections was $2,036,214.00, resulting in a Net Cost to the City of $2,582,562.00.
For FY2024, the overall approved EMS budget is at $6,542,375.00, which includes an operational (non-personnel) budget of $1,093,863.00 and a Capital Outlay budget of $248,637.00. The estimated FY2024 revenue amount for the primary EMS billing and collections is $2,319,428.00, resulting a projected Net Cost to the City of $4,222,947.00.
EMS maintains a high collection rate utilizing the following methods:
1. Continued monitoring of our billing service through monthly reports.
2. Utilizing an electronic Patient Care Reporting system (ePCR) and electronic claim submission.
3. Reviewing 100% of all ePCRs for quality pre-hospital medical care and accuracy of records for billing.
4. Annual EMS Billing and Collection surveys among services within the Gulf Coast region.
CONTRACT ORIGINATION: Agreement has been reviewed by the City Attorney’s Office.
Attachments:
1. Proposed Resolution
2. Standard Agreement with Wittman Enterprises
3. RFP 24-043 EMS Billing and Collections Specifications
4. RFP 24-043 Evaluations
5. RFP 24-043 Award Letter
6. Vendor Report Card
CONTRACT ORIGINATION: Agreement has been reviewed by the City Attorney’s Office
FUNDING
{X} Funds are available from EMS Professional Services Account 2950000-53050
STRATEGIC PLANNING
{X} Addresses Strategic Planning Critical Success Factor # 3 Safe and Desirable Community