Ambulance Billing Services

Location:	Delaware
Posted:	Jun 8, 2026
Due:	Jul 20, 2026
Agency:	Sussex County
Type of Government:	State & Local
Category:	V - Transportation, Travel and Relocation Services
Publication URL:	To access bid details, please log in.

Sussex County is requesting proposals to provide comprehensive ambulance billing, collections, and payment processing services for Basic Life Support (BLS) ambulance operations. The services include:

Preparing and submitting claims to Medicare, Medicaid, private insurers, and self-pay patients
Managing all collections and payment processing
Providing detailed monthly financial reports and deposit summaries
Assisting with patient inquiries
Maintaining full compliance with all federal, state, and local applicable laws to include HIPAA and Centers for Medicare & Medicaid Services (CMS) regulations and guidance related to Medicare and Medicaid billing
Downloading all billable transport/treatment records from the electronic patient care reporting system

Department:

Emergency Medical Services

Bid/RFP Information:

Ambulance_Billing_Services_RFP.pdf

Closing Date:

Monday, July 20, 2026 - 3:00pm

Status:

Open

Attachment Preview

Sussex County, Delaware

Request for Proposals

For

Ambulance Billing & Collection Services

Date Issued: June 1, 2026

Proposal Submission Deadline:

July 20, 2026 - 3:00 p.m. EST

Mail or Hand Deliver Proposal to Primary Contact:

Gina Jennings, Finance Director/COO

Sussex County Government

2 The Circle

PO Box 589

Georgetown, DE 19947

Sussex County, Delaware

RFP: Ambulance Billing and Collection Services

Page 2 of 20

Table of Contents

Advertisement .................................................................................................................................. 3

Instructions for Proposals ................................................................................................................ 4

Background Information .................................................................................................................. 5

Scope of Services............................................................................................................................. 8

Required Submittals....................................................................................................................... 12

Insurance Requirements................................................................................................................. 14

Evaluation and Selection Process .................................................................................................. 16

Contract Termination .................................................. .................................................................. 16

RFP Guidance: Question and Answers .......................................... ............................................... 16

Sussex County, Delaware

RFP: Ambulance Billing and Collection Services

Page 3 of 20

Ambulance Billing & Collection Services

Public Advertisement - Request for Ambulance Billing & Collection Services

Sussex County, at the recommendation of the Finance Department and the Sussex County Volunteer

Firefighter’s Association, is requesting proposals to provide comprehensive ambulance billing, collections,

and payment processing services for Basic Life Support (BLS) ambulance operations. The services

include:

 Preparing and submitting claims to Medicare, Medicaid, private insurers, and self-pay patients

 Managing all collections and payment processing

 Providing detailed monthly financial reports and deposit summaries

 Assisting with patient inquiries

 Maintaining full compliance with all federal, state, and local applicable laws to include HIPAA and

Centers for Medicare & Medicaid Services (CMS) regulations and guidance related to Medicare

and Medicaid billing

 Downloading all billable transport/treatment records from the electronic patient care reporting

system

Sussex County has determined that in order to obtain the most advantageous contract for Ambulance

Billing and Collection Services, factors beyond price will be taken into consideration. The criteria for

selection shall include experience and reputation, quality of scope of services, capacity to perform,

inclusion of added value services, and price. The award shall be made in writing to the respondent(s)

determined to be the most advantageous to Sussex County taking into account the evaluation criteria set

forth in the RFP. No other factors or criteria will be used in the evaluation.

Interested parties must submit two (2) written proposals to the Sussex County Finance Department,

Attention: Gina Jennings, Finance Director/COO, Administrative Office Building, 2 The Circle, Georgetown,

DE 19947, by 3:00 p.m. on July 20, 2026, at which time the proposals will be publicly opened and only the

name of each respondent will be read aloud and recorded. All other information shall remain confidential.

To be considered, priced proposals must be submitted in writing and respond to the items outlined in this

Request for Proposals (RFP). The award shall be made to the responsible respondent whose proposal is

determined to be the most advantageous to the County and the Sussex County Volunteer Firefighter’s

Association.

The request for proposals may be obtained by visiting Sussex County’s website

www.sussexcountyde.gov/legal-notices/bids or by contacting Mrs. Gina Jennings, Finance Director/COO at

the Sussex County Administrative Office Building, 2 The Circle, Georgetown, Delaware, telephone: (302)

855-7741, email: gjennings@sussexcountyde.gov. The proposals may be obtained during regular

business hours, which are 8:30 a.m. to 4:30 p.m., Monday through Friday. In its sole discretion, Sussex

County, Delaware, may extend the time and place for opening of bids from that described in the

advertisement by providing not less than two (2) calendar days’ notice, by posting an Addendum on the

Sussex County website and by providing notice thereof by certified delivery, or other electronic means such

as email, to those potential respondents who obtained copies of the RFP or provided notice thereof to Gina

Jennings at the email address provided herein.

Sussex County, Delaware

RFP: Ambulance Billing and Collection Services

Page 4 of 20

Instructions for Proposals

Each written proposal must be submitted in a sealed envelope, addressed to Mrs. Gina A. Jennings,

Finance Director/COO, Sussex County Administrative Office Building, 2 The Circle, P.O. Box 589,

Georgetown, DE 19947. Each sealed envelope containing a proposal must be plainly marked on the

outside as “Ambulance Billing and Collection Services RFP” and bear the name and address of the

respondent. If sent by mail, the sealed envelope should be sent by certified mail and be indicated as

received on the certified receipt prior to the Bid Opening. Late bids will not be accepted. Sussex County

may extend the time and place for opening of bids from that described in the advertisement, by providing

not less than two (2) calendar days’ notice, by posting an Addendum on the Sussex County website and by

providing notice thereof by certified delivery, or other electronic means such as email, to those potential

respondents who obtained copies of the Request for Proposals and provided notice thereof to Gina

Jennings at the email address provided herein.

Sussex County reserves the right to reject any and all proposals, waive informalities in proposals received,

except with respect to the date, time, and place of submission, cancel this RFP in whole or in part, reissue

this RFP, and accept or reject items in proposals received. If this RFP is cancelled in whole or in part

before proposals are opened, all respondents shall receive notice of the cancellation and all proposals

received shall be returned unopened to the respective respondents.

FAX or emailed proposals will not be accepted.

Interested parties are asked to submit two (2) written proposals to the Sussex County Finance Department,

Attention: Gina Jennings, Finance Director/COO, Administrative Office Building, 2 The Circle, Georgetown,

DE 19947, by 3:00 p.m. on July 20, 2026, at which time the proposals will be publicly opened and only the

name of each respondent will be read aloud and recorded. All other information shall remain confidential.

Mailing Address:

Mrs. Gina A. Jennings, Finance Director/COO

Sussex County Government

Administrative Office Building

2 The Circle

P.O. Box 589

Georgetown, DE 19947

Delivery Address:

Mrs. Gina A. Jennings, Finance Director/COO

Sussex County Government

Administrative Office Building

2 The Circle

Georgetown, DE 19947

Telephone Number: (302) 855-7741

Proposed schedule:

Release date of RFP

Due date for questions

Receipt of proposal responses

Expected Selection of vendor

June 1, 2026

June 15, 2026

July 20, 2026

August 11, 2026

The selected vendor will enter into a tri-party agreement with the County and each participating

fire/ambulance company. The initial contract term shall be three (3) years, with up to two (2) additional one-

year renewal options, contingent upon satisfactory performance, continued need for services, and the

concurrence of Sussex County and the applicable fire/ambulance company.

The RFP and the selected respondent’s proposal will become part of the contract.

Sussex County, Delaware

RFP: Ambulance Billing and Collection Services

Page 5 of 20

II.

Background Information

In Sussex County, there are 22 fire-ambulance companies operating independently from Sussex County

government. Twenty of the companies provide fire and ambulance services whereas two companies

provide only ambulance services.

Currently, all companies outsource their ambulance billing to third-party providers. Among the 22

companies, seven vendors are used to provide this service. Six companies use the same vendor but do not

have the same contract. Most companies do not have a set contract term. Typically, they must be renewed

annually or every three years.

Four fire companies are currently pursuing rescue billing for motor vehicle accidents. Three companies use

an independent company to perform collections; this can be the same firm used for ambulance billing but is

often a different firm.

The majority of the billing companies used today send two to three bills; the first bill goes to the insurance

company, and the balance bill goes to the patient. The average collection rate from 2019 to 2023 for all

companies was 61.56 percent. In 2023, $12.8 million was collected for ambulance billing.

The number of transports in Sussex County (excluding Rehoboth Beach):

2022 – 28,887

2023 – 29,539

2024 – 30,612

One company also provides Maryland-based calls. Although those calls are not part of this RFP, a

respondent may wish to identify, as an added service, whether it can also provide billing for those

Maryland-based calls. None of the statistics include those calls.

This table provides a contract summary for each company based on information gathered during a

countywide study performed by FACETS. If the chart contains a question mark, it means the company did

not provide FACETS with a clear answer regarding its current process.

Company

American

Legion

Bethany

Beach

Blades

Bridgeville

Billing

Provider

Ambulance

Billing

Service

Speclin

Ambulance

Billing

Service

Ambulance

Billing

Service

Contract

Start

Date

2010?

2/1/23

6/1/24

Term

Billing Process

# of

Subscription Bills

Program

Sent

Rescue

Billing

(Y/N)

Auto

Renew

3 year

Been

with them

for 15

years

Two bills sent

(insurance first,

then patient). No

collections

pursued after two

billing attempts.

Three bills sent.

Hard collections

after 120 days

(was previously 90

days)

Yes?

Yes

They bill insurance

companies first.

They write off the

balance for

Annual subscribers.

Yes

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

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Ambulance Billing Services

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