Insurance Revenue Collection Services for Low-Balance Amounts (Under $500.)

The State University of New York ("SUNY") Upstate Medical University ("Upstate") intends to make an award to an M/WBE vendor under our discretionary authority, which is up to $1,500,000.00, for an Insurance Revenue Collection Service for Low-Balance Amounts (Under $500), pursuant to New York State ("NYS") Education Law §355(5)(a) which authorizes purchases without a formal competitive process in certain circumstances, from NYS small businesses and businesses certified pursuant to Article 15-A and Article 3 of the NYS Executive Law, and if applicable, from businesses selling commodities or technology that are recycled or remanufactured. If you are interested in providing a proposal for the above commodity or service, you must submit a complete RFQ to the appropriately designated Campus Contact in this advertisement by the due date of Wednesday, July 29th, 2026 at 2pm EST. Please find the RFQ and Vendor Responsibility Questionnaire attached to this advertisement.

A sealed bid will not be held. * Please note, only NYS-Certified M/WBEs are eligible to participate in this procurement opportunity.*

This procurement is subject to NYS Finance Law (“SFL”) §§139 –j & –k, also known as
the Lobbying Law, therefore, vendors are cautioned that the only permissible contact for this procurement is the individual(s) listed below. Contacting any other individuals at Upstate in connection with this advertisement may constitute a violation of SFL. Failure to comply with this requirement can range from no contract award to debarment from sales to any NYS agency. Please refer to the Office of General Services website at https://ogs.ny.gov/acpl for more information on the Lobbying Law.

The successful contractor will be required to submit applicable documents related to Vendor Responsibility, NYS SFL §§139 –j & –k and NYS Tax Law Section 5-a.

The successful contractor will be required to submit valid and current NYS Workers’ Compensation and Disability forms.

Requirements:

• Bidder must be a New York State-Certified Minority and/or Woman-owned Business Enterprise (M/WBE).

• Bidder must have a minimum of five (5) years of experience providing insurance follow-up, revenue recovery, or similar services for healthcare providers, health systems, or hospitals.

• Bidder must have demonstrable experience working with a range of commercial insurance plans and conducing follow-up activities on low-balance accounts.

• Bidder must be fully compliant with HIPAA privacy and security regulations. Bidder must maintain policies and health procedures to ensure the confidentiality of protected health information.

• Bidder must possess the system capabilities required to accept and return electronic placement files, generate required reports, maintain secure data environments, and comply with Upstate's technical specifications.

• Bidder must demonstrate sufficient financial resources and stability to perform the services for the full contract term. Upstate reserves the right to request financial documentation as needed.

• All services under the resulting contract must be performed within the United States of America. No offshore work is permitted.

• Bidder must accept and return electronic account files using Upstate's secure file layout and transmission protocol.

• All data exchanges must occur through approved secure methods, including VPN, secure FTP, or other encrypted transmission.

• Bidder must load all data into its secure system and update information promptly upon notification of changes.

• When insurance contact information is incomplete or outdated, bidder must perform reasonable skip-tracing procedures to identify correct payor contact pathways.

• Bidder must submit for approval any form letters, templates, or communication tools that involve contact with payors. Only approved forms may be used.

• Bidder must provide weekly remittance reports of payments expected or resulting from its efforts. Insurance payments must be made directly to Upstate.

• Bidder must submit monthly invoices for earned commissions along with detailed payment activity reports.

• Bidder shall provide the following reports in Microsoft Excel Format: monthly inventory of all active accounts, monthly report of payments received, monthly list of returned accounts with work history, and additional reports as reasonably requested by Upstate.

• Bidder must acknowledge receipt of accounts within two (2) business days.

• Bidder must return accounts within one (1) year of placement, regardless of activity or collection status.

• Monthly reports must be delivered by the 10th day of the following month.

Business enterprises awarded an identical or substantially similar procurement contract within the past five years:

RTR Financial Services Inc.

Minority / Women Business Enterprise contracting goals (MWBE)

Total MWBE Goals: 100.00%

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