AGENDA
ITEM
7 AGENDA
CALEXICO California ITEM
WHERE CALIFORNIA AND MEXICO MEET
7 CITY COUNCIL
AGENDA STAFF REPORT
DATE: October 15th, 2025
TO: Mayor and City Council
APPROVED BY: Benjamin Martinez, City Manager
Kata chaparo, Financa Dieter Ve
REVIEWED BY:
PREPARED BY: Juan Contreras, Fire Chief JAC
SUBJECT: Approval of Professional Ambulance Billing Services Agreement with Wittman Enterprises, LLC for FY 2025-2028
Recommendation:
It is recommended that the City Council approve the new three-year agreement between the City of Calexico and Wittman Enterprises, LLC for professional ambulance billing and collection services, effective July 1, 2025, through June 30, 2028, at the updated rates of 4.75% of net collected receipts and $15.00 per non-transport.
Background:
The City of Calexico Fire Department currently contracts with Wittman Enterprises, LLC for EMS billing and collection services. In early discussions, Wittman proposed reducing their billing rate from 9.75% to
5.99%, prompting further review and negotiations.
Throughout this process, Wittman clarified that many services the City depends on were already included in their standard offering. Additionally, discussions surrounding AB716 led to useful recommendations, including bundling ALS/BLS supply and drug charges while keeping oxygen, EKG, and mileage as stand-alone charges.
Discussion and Analysis:
Following review of the revised proposal and subsequent meetings, the city negotiated a final agreement at a significantly reduced rate of 4.75% for transport and $15.00 per non-transport Based on our annual average of approximately 500 to 600 non-transport responses, this equates with an estimated annual cost of $7,500 to $9,000 under the new agreement, which remains reasonable within our operational budget.
The scope of services remains robust and includes detailed reporting, compliance with regulatory updates, and ongoing liaison support. The new agreement provides financial savings, regulatory alignment, and enhanced transparency while preserving continuity in billing services.
The term of the new agreement is from July 1, 2025, through June 30, 2028.
Conclusion:
Staff recommends approving the new agreement with Wittman Enterprises, LLC. The negotiated terms ensure high-quality billing services at a competitive rate, supporting long-term sustainability and compliance with the City's EMS program.
Fiscal Impact:
The agreement is structured to reduce billing-related expenditure by nearly 50% over the prior rate structure. This change is expected to yield substantial savings for the EMS Enterprise Fund over the three-year term. The revised agreement reduces the billing rate from 9.75% to 4.75%. Based on With FY 2024-25 year-to-date net receipts of approximately $2.5 million, the City is projected to save over $124,000 annually. These savings directly benefit the City's ambulance service within the General Fund and support sustainable operations while maintaining essential billing services.
Coordinated With:
City Manager, Benjamin Martinez
Finance Department Karla Chapparo
City Attorney, Carlos Campos
Attachments:
1. Agreement - Wittman Enterprises, LLC (2025-2028)
2. Exhibit A Scope of Services
3. Exhibit B Insurance Requirements General Liability
ATTACHMENT NO. 1
AGREEMENT FOR PROFESSIONAL AMBULANCE BILLING SERVICES BETWEEN THE
CITY OF CALEXICO AND WITTMAN ENTERPRISES, LLC
This Agreement is entered into this 1st day of July 2025, by and between the City of Calexico ("City") and Wittman Enterprises, LLC, a California Limited Liability Company ("Contractor").
RECITALS WHEREAS, the city, through its Fire Department, operates an emergency medical transport program and requires professional ambulance billing and collection services to support its operations.
WHEREAS, Contractor represents that it has the expertise, experience, and resources to provide the required services.
WHEREAS, the City desires to retain Contractor to provide EMS billing and collection services under the terms and conditions set forth herein.
NOW, THEREFORE, in consideration of the mutual promises contained herein, the parties agree as follows:
1. TERM The term of this Agreement shall commence on July 1, 2025, and shall continue in full force and effect through June 30, 2028, unless earlier terminated pursuant to the terms herein. 2 SCOPE OF SERVICES Contractor shall provide ambulance billing and collection services as described in Exhibit A (Scope of Work), attached hereto and incorporated by reference.
3. COMPENSATION For satisfactory performance of services described in Exhibit A, Contractor shall be compensated at the following rates:
• 4.75% of net receipts billed and collected for EMS transports • $15.00 per non-transport (Assessment at Scene)
Contractor shall submit monthly invoices for services rendered, and the City shall pay all undisputed amounts within thirty (30) calendar days of invoice receipt.
4. STANDARD OF CARE Contractor warrants that all services shall be performed with the highest standard of care and diligence consistent with industry practices.
5. INSURANCE Contractor shall maintain, at its sole cost, the insurance coverage described in Exhibit B.
6. INDEMNIFICATION Each party shall indemnify and hold harmless the other party to the extent provided under Section 4 of the Chula Vista Agreement No. 2020-147, which is hereby adopted by reference.
7. TERMINATION This Agreement may be terminated by either party, with or without cause, upon ninety (90) days' notice. Upon termination, Contractor shall return all City records and provide a full accounting of all outstanding accounts receivable.
8. DISENGAGEMENT AND TRANSITION In the event of termination, Contractor shall continue to perform billing services until the agreed-upon termination date, after which all account records and source documents will be returned to the City.
9. RECORD RETENTION Contractor shall retain source documents and supporting materials for a period of six (6) years and shall ensure confidentiality in compliance with HIPAA and other applicable privacy laws.
10. GENERAL PROVISIONS This Agreement, including all exhibits, constitutes the entire agreement between the parties and supersedes all prior agreements. No modification shall be valid unless in writing and signed by both parties. The City shall retain ownership of all data and work product produced under this Agreement.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the date first written above.
CITY OF CALEXICO: By:
Name: Benjamin Martinez
Title: City Manager
Date:
WITTMAN ENTERPRISES, 3: By:
Wittman-Wong Title: CEO 8-26-25
EXHIBIT A SCOPE OF SERVICES (See attached scope of Work from Calexico Agreement No. 2020- 147, Sections 2A and 2B, adapted for Calexico EMS operations) EXHIBIT B INSURANCE REQUIREMENTS General Liability: $2,000,000 per occurrence Automobile Liability: $1,000,000 per accident Workers' Compensation: $ 1,000,000 per occurrence Professional Liability: $2,000,000 City of Calexico shall be named as an additional insured on all policies as applicable.
-_END OF AGREEMENT.
ATTACHMENT NO. 2
EXHIBIT A
SCOPE OF SERVICES
2A. Billing Services
Patient Account Management
- Establish, maintain, and update individual patient accounts for all EMS transport and non-transport provided by the City.
- Collect, verify, and input demographic, insurance, and incident data as provided by City staff and EMS reporting systems.
Claims Preparation and Submission
- Prepare accurate invoices and submit claims to Medicare, Medi-Cal, commercial insurers, and other third- party payers in compliance with applicable federal, state, and local regulations. - Generate and issue patient statements for self-pay accounts in a timely manner.
Compliance and Documentation
- Ensure all billing practices comply with HIPAA, CMS, OIG, and other applicable guidelines. - Provide City with updates regarding regulatory changes affecting EMS billing and reimbursement. 2B. Collection Services
Account Follow-Up and Collections
- Pursue collection of unpaid claims through resubmission, appeals, and direct patient contact, consistent with industry standards and City policy.
- Provide courteous and professional customer service to patients and responsible parties regarding billing inquiries.
Reporting and Reconciliation
- Provide monthly reports summarizing billing activity, collections, adjustments, outstanding receivables, and net receipts.
- Maintain and reconcile account balances with City records to ensure transparency and accuracy.
Data Ownership and Transition
- Ensure that all records, account data, and supporting documentation remain the property of the City. - Upon termination or transition, return all account records and provide a full accounting of outstanding accounts receivable.
Additional Services
Provide technical assistance and training to City staff regarding documentation and billing requirements.
Support the City in audits, reimbursement reviews, or appeals related to EMS billing.
Maintain secure electronic systems for account management in compliance with HIPAA and all applicable data privacy laws.
ATTACHMENT NO. 3
EXHIBIT B
INSURANCE REQUIREMENTS
General Liability Insurance
- Coverage: $2,000,000 per occurrence.
- Must include coverage for bodily injury, personal injury, and property damage.
Automobile Liability Insurance
- Coverage: $1,000,000 per accident.
- Applies to all owned, hired, and non-owned vehicles used in connection with the performance of services under this Agreement.
Workers' Compensation Insurance
- Coverage: $1,000,000 per occurrence.
- Must comply with all statutory requirements under California law.
Professional Liability Insurance (Errors and Omissions) - Coverage: $2,000,000 per occurrence.
- To cover liability arising out of acts, errors, or omissions of the Contractor in the performance of professional services.
Additional Requirements
The City of Calexico shall be named as an additional insured on all policies, as applicable.
Certificates of insurance and endorsements shall be provided to the City prior to commencement of services and upon renewal of coverage.
All insurance shall be primary to any insurance maintained by the City.