HomeMy WebLinkAbout26-0069 - 2026-06-02 - Informal ReportINFORMAL REPORT TO CITY COUNCIL MEMBERS
No. 26-0069
To the Mayor and Members of the City Council
June 2, 2026
Page 1 of 3
SUBJECT: OVERVIEW OF THE REQUEST FOR PROPOSALS (RFP)
PROCESS FOR EMS BILLING SERVICES
The purpose of this Informal Report is to provide Mayor and Council with a brief overview of the Request
for Proposals (RFP) process used to procure Emergency Medical Services (EMS) billing and collection
services, and to highlight the key factors supporting the selection of EMS Management & Consultants, Inc.
(EMSIMC). An M&C authorizing the recommended contract for EMS billing and collection services is
scheduled to be presented to Mayor and Council for consideration on June 9, 2026.
Overview of the RFP Process
The RFP process is the City's standard procurement method for complex professional services. It
promotes competition, transparency, and selection based on best value, rather than lowest cost alone.
For EMS billing services, Purchasing issued RFP No. 26-0066 with detailed requirements for revenue
cycle management, claims processing, reporting, compliance, and customer service. The solicitation was
publicly advertised, and the City received six (6) proposals.
A cross -functional evaluation panel, including Financial Management Services, Fire, IT, FWLab, and the
Office of the Medical Director, reviewed and scored proposals using established best -value criteria. The
top three firms were invited to participate in interviews and presentations to validate capabilities and
approach.
Proposals were evaluated based on:
• Experience and qualifications in EMS billing
• Demonstrated performance and compliance
• Reporting capabilities and customer service
• Financial analysis and fee structure
• Cost (percentage of net collections)
This framework ensures the selected vendor can maximize collections, reduce risk, and deliver reliable
service, not just offer the lowest price.
Why EMSMC Was Selected
EMSIMC achieved the highest overall evaluation score and was determined to provide the best value to
the City.
Key differentiators included:
• Strong Revenue Performance & Value: EMSMC offered the most competitive overall cost while
also demonstrating the ability to increase net collections through proven billing practices and
advanced coverage identification tools;
ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS
INFORMAL REPORT TO CITY COUNCIL MEMBERS
No. 26-0069
To the Mayor and Members of the City Council
June 2, 2026
Page 2 of 3
SUBJECT: OVERVIEW OF THE REQUEST FOR PROPOSALS (RFP)
PROCESS FOR EMS BILLING SERVICES
• Enhanced Revenue Recovery Capabilities: EMSMC's Safety -Net Health Coverage Identification
service helps identify previously unknown insurance coverage. While this service carries a higher
fee, it is expected to generate additional revenue that would otherwise not be collected, resulting in
a net financial benefit to the City;
• Superior Internal Controls & Reliability: EMSMC was the only proposer utilizing multiple
clearinghouses, providing redundancy and reducing the risk of service disruption. This is critical for
maintaining uninterrupted claims processing and cash flow;
• Verified Compliance & Data Security: EMSMC holds a SOC 2 Type II certification, demonstrating
that its internal controls are independently validated and operating effectively, an important factor
given the sensitive nature of patient and financial data; and.
• Consistent High Performance Across Criteria: EMSMC scored at or near the top in all major
evaluation categories, indicating a well-balanced proposal with strong technical capability,
customer service approach, and financial strategy.
In addition to proposal strengths, the City has observed measurable operational improvements during the
current engagement period, which further support the selection:
• Dedicated Staff & Responsiveness: Service responsiveness has improved using a structured
Smartsheet tracking tool and the daily onsite support of a dedicated Client Success
Representative;
• Improved Reporting: Reporting processes have become more consistent, standardized, and
transparent, supporting better financial oversight and decision -making;
• Cost Efficiency: The proposed contract rate of 2.70% of net collections represents a competitive
pricing structure and is projected to generate approximately $373,000 in savings in FY2027
compared to prior cost levels;
• Technology Advancements: Ongoing implementation of a company -developed billing platform, with
integrated coding and billing rules, will enhance efficiency, accuracy, and compliance, along with a
connected portal to improve billing visibility; and
• Enhanced Financial Controls: Improvements to import reconciliation processes have reduced
discrepancies and strengthened the accuracy and reliability of financial reporting.
Contract Overview
The recommended agreement includes:
• One-year initial term with four one-year renewal options
• Compensation based on a percentage of net collections, aligning vendor performance with the
City's revenue outcomes
ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS
INFORMAL REPORT TO CITY COUNCIL MEMBERS
No. 26-0069
To the Mayor and Members of the City Council
June 2, 2026
Page 3 of 3
SUBJECT: OVERVIEW OF THE REQUEST FOR PROPOSALS (RFP)
PROCESS FOR EMS BILLING SERVICES
Conclusion
The RFP process ensured a fair, competitive evaluation and resulted in the selection of a vendor that
delivers the best combination of cost efficiency, revenue maximization, operational reliability, and
compliance.
EMSMC's proposal stood out not only for its competitive pricing, but for its ability to enhance collections,
reduce operational risk, and provide a high level of service, making it the best overall value for the City.
For questions regarding this Informal Report, please contact Tony Rousseau, Deputy Finance Director at
(817) 392-8338.
Jesus "Jay" Chapa
City Manager
ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS