Subject:
Title
Ranking of firms and agreement with ZOLL Data Systems, Inc. for Ambulance Services Billing Software.
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Recommended Action:
Recommended Action
Approval of the ranking of firms and agreement with the number one ranked firm ZOLL Data Systems, Inc. (ZOLL) for Ambulance Services Billing Software.
• This contract will provide new ambulance services billing software to the Safety & Emergency Services Department’s Financial Services Division.
• This upgrade is essential to eliminate the ongoing challenges of relying on 20-year-old technology to process and post payments on the high volume of claims (approximately 190,000 annually). The key improvements include integrated pre-billing activities e.g., insurance coverage detection, demographic verification, deductible management and address validation; automation of manual tasks to include the claims submission process, updates to the Medicare and Medicaid fee schedule, online patient payment portal, and printing and mailing services.
• Expected decrease in operating costs by reducing reliance on multiple third-party vendor contracts for: print/mail services, clearinghouse submissions,
deductible management, Zoll Licenses (no license requirements on new software - embedded in per claims cost). These services are embedded in new software.
• Four proposals were received with award recommendation to the top ranked firm ZOLL.
• The initial term of this agreement is for sixty months with provisions for two additional, twenty-four-month terms and a not to exceed value of $5,306,538.49.
• Funding for this agreement was Budgeted in the FY25 Adopted Budget in the Safety and Emergency Services Department in the EMS fund. It was not specifically budgeted in FY26 as it was expected to be spent in FY25. Funding for this agreement will likely be part of the Carry Forward Budget Amendment in February 2026.
Contract No. 25-0334-RFP in the not-to-exceed contract value of $5,306,538.49 effective for sixty months; Authorize the Chairman to sign and the Clerk of the Circuit Court to attest.
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Strategic Priorities:
Smart Service Delivery
4.2 Achieve and maintain a high level of customer satisfaction.
4.4 Pursue continuous improvement
Summary:
Summary
The Safety & Emergency Services Department’s Financial Services Division bills for approximately 190,000 ambulance billing claims generating program revenues of over $100 Million annually. The Department utilizes custom software for the ambulance industry. The current software is dated and has been in use for over 20 years. The transition to ZOLL Billing software represents a necessary modernization of Financial Services’ ambulance billing operations. It strengthens compliance, enhances operational efficiency, improves customer service, and supports sustainable revenue growth to align with the County’s vision to be the standard for public service in America.
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Background Information:
A Request for Proposal (RFP) was released on February 11, 2025, resulting in Four (4) responsive proposals. An evaluation meeting commenced on April 15, 2025, followed by demonstrations of the shortlisted firms on May 15, 2025, with the committee recommending award to ZOLL as the highest ranked firm. To validate the selection, the project team conducted interviews with four existing ZOLL Billing customers. Feedback was overwhelmingly positive, with all agencies reporting increased revenue within approximately three months of implementation. Customers confirmed that ZOLL Billing met contracted timelines and maintained strong post-Go-Live support. A team of four Safety and Emergency Services employees also visited Brevard County to shadow Coastal Health Systems of Brevard, observing ZOLL Billing software in action. These firsthand observations reinforced the decision to adopt the ZOLL Billing software solution. Negotiations were completed on October 29, 2025.
The County has standard indemnification requirements which ZOLL has taken exception to that conflict with County Resolution No. 06-70. The County Attorney’s Office and SES have reviewed the proposed indemnification language and do not consider the revised language to be a considerable level of risk. This disclosure is set forth in accordance with the requirements of County Resolution No. 06-70.
Fiscal Impact:
Sixty (60) month expenditure not to exceed: $5,306,538.49.
The annual not to exceed is $1,501,310.75.
Projected costs for FY26 are $586,467 based on go-live date of March 1, 2026.
Projected savings for FY26 is $269,000 form 3rd party contracts that will decrease and not be required to work out of new billing software. These costs will decrease each year as claims are closed in the current billing system.
FY26 Funding of $600,000 is derived from the EMS Fund, ambulance user fees and was included in the FY25 operating budget. These funds will be submitted on the carry forward budget amendment to the FY26 budget of the Safety & Emergency Services Department.
Staff Member Responsible:
Jim Fogarty, Director, Safety and Emergency Services
Merry Celeste, Purchasing Director, Administrative Services
Joe Lauro, Director, Administrative Services
Partners:
N/A
Attachments:
Agreement
Final Evaluation Ranking