Active SLED Opportunity · FLORIDA · CITY OF WINTER PARK
AI Summary
City of Winter Park seeks qualified firms for EMS billing services to support its Fire Department's EMS transport program. The RFP aims to improve billing accuracy, accelerate reimbursements, and ensure compliance with healthcare regulations. Key requirements include integration with ePCR systems, strong reporting, mobile equipment provision, and responsive support.
The City of Winter Park ("City") is seeking proposals from experienced and qualified firms to provide comprehensive EMS billing and revenue cycle services in support of the Winter Park Fire Department’s ("WPFD") EMS transport program. The City’s objective is to improve billing accuracy, accelerate reimbursement timelines, and enhance overall collections through a consistent, compliant, and customer-focused billing process for emergency medical services delivered to the community.
The selected Respondent will be expected to integrate seamlessly with WPFD’s operational and documentation workflows, including compatibility with the City’s ePCR and billing environment, and to provide strong reporting transparency and measurable performance. Respondents must demonstrate a proven track record in municipal EMS billing, strict compliance with applicable federal and state healthcare and privacy requirements, and the operational capacity to maximize revenue recovery while maintaining high service standards for patients and payers, while utilizing technology and credible reporting dashboards to keep City staff up to date on financials and customer needs, complaints and success or needs of the EMS transport program.
The WPFD operates a fire-based EMS transport system, and the City’s EMS billing program is essential to sustaining that service through timely, accurate reimbursement. This project is intended to strengthen the link between field documentation (ePCR) and clean claims submission, reduce preventable rejections/denials, and improve speed-to-cash—while maintaining a professional, patient-friendly billing experience and full compliance with applicable healthcare and privacy requirements.
The WPFD is highly data-driven and requires a vendor that can deliver strong weekly performance metrics, as well as ad hoc reporting when leadership needs immediate visibility into trends (e.g., submission timeliness, rejection drivers, payer patterns, collections performance). The City's intention is to engage a vendor that provides responsive support, including a dedicated account manager, and maintains a mature, reliable records and chart request process capable of delivering timely and accurate documentation for patient and attorney requests. The selected Respondent shall demonstrate the ability to provide user-friendly technology compatible with WPFD's workflow, resolve issues in a timely manner, maintain transparent and comprehensive reporting, and support the timely delivery of data to contracted agents supporting additional reimbursement opportunities through state and federal programs.
| Event | Date | Location |
|---|---|---|
| Final Ranking Meeting | 2026-09-08T04:00:00.000Z | City Hall - Chapman Room 401 South Park Avenue Winter Park, Florida 32789 |
| Selection Committee Meeting | 2026-08-25T13:00:00.000Z | City Hall - Chase Room 401 South Park Avenue Winter Park, Florida 32789 |
Respondents are evaluated based on the qualifications and relevant experience of the key personnel and consultants proposed for the project. This includes relevant knowledge and experience on similar projects that will translate into the successful execution of the project.
Respondents are evaluated based on how relevant the projects are to this RFP.
Respondents are evaluated based on their experience and ability to support accurate, timely, and compliant EMS billing through effective integration with ePCR systems and workflows.
Respondents are evaluated based on the work plan, team organization, understanding of the scope of work, project management, and communication plan, ability to meet budget, and provide services in a timely manner.
Respondents are evaluated based on the proposed cost-effective fee to complete the services in this RFP. If Respondent intends to omit any tasks or requirements listed in the scope of work, the omission must be clearly described and included with your Proposal.
Respondents will be evaluated based on their ability to engage and respond effectively to the committee's questions and comments.
Respondents will be evaluated based on their demonstrated understanding of the City's needs and objectives, as outlined in this RFP.
Respondents will be evaluated based on their firm's demonstrated capacity to manage existing and anticipated workload while ensuring adequate staffing, continuity, and performance of the contract, if awarded.
Respondents will be evaluated based on the firm's ability to provide value-added services and distinctive qualifications that benefit the City.
Please download the below documents, complete, and upload.
Unless a question requires a file to be uploaded, proposals will not be accepted via pdf, word doc, etc. Respondents shall not state "see attachment" or similar as their response to the questions.
The City reserves the right to disqualify a proposal that is not submitted in the format delineated below.
Provide a description of the project indicating your understanding of the requirements/scope of services/specifications of this formal solicitation. The description must be a brief formal description from the Respondent that provides information regarding their familiarity and interest in EMS Billing Services.
*Provide all relevant names, titles, addresses, telephone numbers, and e-mail addresses.
**There is no character limit for this response.
Indicate the Respondent’s background in providing EMS Billing Services. If you intend to subcontract some of the proposed work to another firm, similar information should be provided for each subcontractor/sub-consultant. The proposal should provide a detailed description of comparable projects (similar in scope of services to those requested herein) that the Respondent has either completed or been ongoing within the past five (5) years. Please specify whether each project is completed or ongoing.
The description should identify each project:
*There is no character limit for this response.
Provide a statement specifying the qualifications of the Respondent and any other key personnel being assigned to this project. Designate a team person who will have the primary responsibility of managing the day-to-day oversight of this project, indicating relevant qualifications and experience. Indicate the role that each of the key personnel will be playing in the development of the requested work products.
*There is no character limit for this response.
Provide an organizational chart detailing the proposed staff for this contract.
The proposal should include the process the Respondent will use to provide EMS Billing Services. It should provide a timeline of how long it will take to implement these phases. The proposal should identify challenges/obstacles foreseen in the process. Include a statement of intent, description of the proposal, concept, and approach. The Respondent is encouraged to provide additional information that the selection committee should consider to accomplish its objectives. Any remaining materials and/or information requested in the Scope of Services of this document should be documented in this response.
*There is no character limit for this response.
The proposal should provide names, addresses, and phone numbers for a minimum of three (3) contacts, including municipalities or other organizations that would be capable of explaining and confirming your firm’s capacity to successfully complete EMS Billing Services.
*Respondent shall not list the City of Winter Park or any City employees as a reference.
**There is no character limit for this response.
If the Respondent intends to omit any tasks or requirements listed in the scope of work, the omission must be clearly described. If not, please indicate it as "Not Applicable".
Please upload any additional information that is relevant here.
Respondent shall provide all mobile equipment and cellular connectivity necessary to support the proposed solution.
Unless a question requires a file to be uploaded, proposals will not be accepted via pdf, word doc, etc. Respondents shall not state "see attachment" or similar as their response to the questions.
The City reserves the right to disqualify a proposal that is not submitted in the format delineated below.
Respondent shall describe its ability to provide each of the following mobile computing solutions:
Respondent shall identify the equipment proposed for each solution, describe any included accessories, and explain how each solution will support the City's operational requirements. The City reserves the right to select the solution that best meets its operational needs.
*There is no character limit for this response.
Respondent may propose an alternative mobile computing solution in addition to those required in Question 2.1 for the City's consideration. Respondent shall identify the proposed equipment, provide complete technical specifications, explain how the proposed solution meets or exceeds the functionality of the current requirements, and describe any operational advantages or limitations. The City reserves the right, in its sole discretion, to determine whether the proposed equipment is acceptable.
If no alternative solution is proposed, the Respondent shall enter "Not Applicable."
*There is no character limit for this response.
Respondent shall provide and maintain the following cellular connectivity services:
*There is no character limit for this response.
Please download the below documents, complete and have notarized. An online notarization option will be provided for you when responding.
Please download the below documents, complete and have notarized. An online notarization option will be provided for you when responding.
Please download the below documents, complete and have notarized. An online notarization option will be provided for you when responding.
By confirming, I, the duly authorized representative/agent of the firm I am representing for this bid hereinafter referred to as Successful Respondent, by this Affidavit attest to the following:
The Successful Respondent acknowledges that Section 274A of the Immigration and Nationalization Act and other relevant provisions of law prohibit the employment of unauthorized aliens; that the U.S. Department of Homeland Security has established an E-Verify System that allows employers to verify employee eligibility in an efficient manner; and that the Office of the Governor of the State of Florida has issued Executive Order 11-116, encouraging public agencies not under the control of the Governor to include as a provision of contracts for the provision of goods or services a requirement that contractors and subcontractors utilize the E-Verify System to verify employee eligibility. Successful Respondent hereby affirms and agrees that Successful Respondent is in compliance and shall at all times comply with Section 274A of the Immigration and Nationalization Act and other provisions of law with respect to the hiring of unauthorized aliens. Successful Respondent shall verify the eligibility of its current and prospective employees utilizing the U.S. Department of Homeland Security’s E-Verify System during the term of this Agreement. Successful Respondent shall include in all contracts with subcontractors related to this Agreement a provision requiring the subcontractor to comply with Section 274A of the Immigration and Nationalization Act and other provisions of law with respect to the hiring of unauthorized aliens and to verify the employment eligibility of all the subcontractor’s current and prospective employees using the U.S. Department of Homeland Security’s E-Verify System. The Successful Respondent shall maintain records showing its compliance with the requirements of this paragraph, and shall provide copies of all such records to the City upon request. Failure to comply with any requirement of this paragraph shall constitute a breach of this Agreement for which the City may immediately terminate the Contract without penalty. In the event of such breach or termination, the Successful Respondent shall be liable to the City for any costs incurred by the City as a result of the breach.
IN ACCORDANCE WITH § 837.06, FLA. STAT., SUCCESSFUL RESPONDENT ACKNOWLEDGES THAT WHOEVER KNOWINGLY MAKES A FALSE STATEMENT IN WRITING WITH THE INTENT TO MISLEAD A PUBLIC SERVANT IN THE PERFORMANCE OF HIS OR HER OFFICIAL DUTY SHALL BE GUILTY OF A MISDEMEANOR OF THE SECOND DEGREE, PUNISHABLE AS PROVIDED IN § 775.082 OR § 775.083, FLA. STAT.
By confirming, the Respondent, in accordance with Florida Statute 287.087 hereby certifies that the firm they are representing for this proposal does the following:
Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.
Inform employees about the dangers of drug abuse in the workplace, the business’s policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations.
Give each employee engaged in providing the commodities or contractual services that are under bid a copy of the Drug-Free statement.
Notify the employees that as a condition of working on the commodities or contractual services that are under bid, employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or no lo contendere to, any violation of Chapter 1893 or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction.
Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee’s community, by any employee who is so convicted.
Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section.
As the person authorized to sign the statement, I certify that this business complies fully with the above requirements.
By confirming, the Successful Respondent agrees to comply with the Florida Public Records Acts to the fullest extent applicable, and shall, if this engagement is one for which services are provided by doing the following:
The parties agree that if the Successful Respondent fails to comply with a public records request, then the City must enforce the contract provisions in accordance with the contract and as required by Section 119.0701, Florida Statutes. Notwithstanding any other requirement herein stated, the Successful Respondent shall comply fully with the requirements of Florida Statutes 119.0701.
SECTION 1: REQUIREMENTS
The Respondent shall agree to the following:
1.1 Respondent shall perform a Level I (Past 5 years) FDLE Computerized Criminal History (CCH) (FDLE CCH Website) background check in accordance with all applicable state and local laws, on any assignee being assigned and prior to assignment with the City. All background checks shall be accomplished prior to any assignment or work taking place on City property. The cost of the background checks shall be borne by the Respondent.
1.2 If the Respondent has employed officials that have a current Level 2 Background Screening which was completed by a local government, school board, the Florida High School Activities Association, the Respondent agrees to provide a list of those officials to the City.
1.3 Respondent agrees to make its officials sign a sworn statement affirming that they have not pled guilty to or convicted of any of the crimes listed in Section 2: Prohibited Offenses, prior to any assignment. This information shall always be kept current. The Respondent shall be in complete compliance within thirty (30) days after award.
1.4 Respondent shall require its officials to report to the City immediately if they have been convicted of any of the crimes listed in Section 2: Prohibited Offenses. Respondent shall not use that official, unless they have been cleared of the crime.
SECTION 2: PROHIBITED OFFENSES
Respondent certifies that its officials/employees have not been arrested with disposition pending or found guilty of, regardless of adjudication, or entered a plea of nolo contender or guilty to or have been adjudicated delinquent and the record has not been sealed or expunged for, any offense prohibited under any of the following provisions of the Florida Statutes or under any similar statute of another jurisdiction for any of the offenses listed below:
SECTION 3: CERTIFICATION
I hereby certify that I will utilize FDLE Computerized Criminal History (CCH) system in accordance with the terms governing the use of the system to confirm eligibility of the individuals being assigned and prior to assignment with the City. In accordance with s. 837.06, Florida Statutes, I understand and acknowledge that whoever knowingly makes a false statement in writing with the intent to mislead a public servant in the performance of his or her official duties shall be guilty of a misdemeanor in the second degree, punishable as provided in s. 775.082 or s. 775.083, Florida Statutes.
Respondent agrees to provide myCOI with all necessary insurance documents. Respondent verifies that the following email address is current, monitored, and is acceptable for City use.
Respondent shall ensure that all subconsultants and/or subcontractors comply with the same insurance requirements that he/she is required to meet. Respondent shall provide the City via myCOI with certificates of insurance meeting the required insurance provisions.
The City of Winter Park must be included as an ADDITIONAL INSURED on the Insurance Certificate for Commercial General Liability where required.
The Certificate Holder shall be named as City of Winter Park.
Upload a copy of your "Detail by Entity Name" pages from Sunbiz.org showing the business name and at least three (3) consecutive years that your firm has filed an annual report.
Please upload your current W-9.
If your response contains any information deemed confidential, provide an additional redacted version of your response labeled “Redacted”. An electronic copy shall be in Microsoft Word or Adobe – the most recent software version.
Please provide their name, title, and email address
Bid must be accompanied by the respondent’s money order, cashier’s check, certified check, or bid bond
Please enter the Bid Surety percentage or dollar amount.
Example: five percent (5%) of the amount of the bid
The P&P Bond shall be furnished in the amount equal to one hundred percent (100%) of the annual contract price, in such a form as the City may prescribe and with a surety company acceptable to the City.
Consultant shall ensure that all subconsultants and/or subcontractors comply with the same insurance requirements that he/she is required to meet. Consultant shall provide the City via myCOI with certificates of insurance meeting the required insurance provisions.
The 'Organization Name must be included as an ADDITIONAL INSURED on the Insurance Certificate for Commercial General Liability where required.
The Certificate Holder shall be named as 'Organization Name.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
SamSearch Platform
AI-powered intelligence for the right opportunities, the right leads, and the right time.