1-CP Advertisement for Bid Only Fire Dept. Emergency Response Cost Recovery.docx

ADVERTISEMENT FOR BID ONLY

SANDY CITY

ADVERTISEMENT FOR REQUEST FOR PROPOSAL

FIRE DEPT. EMERGENCY RESPONSE COST RECOVERY

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Project: Fire Dept. Emergency Response Cost Recovery

PURPOSE

The purpose of this Request for Proposal (RFP) is to solicit bids to enter into a purchasing contract(s) with a local distributor (hereinafter referred to as the "Vendor") to retain a collection company for the Haz-mat and fire (non-medical) related supplies/expenses for the fire department

For the purposes of this RFP, the term Customer includes direct employees and other appointed Customer agents such as consultants from other Fire Departments who choose to opt in on this contract.

SCOPE OF WORK

A. Cost Recovery Services

· Identify responsible parties or insurers and prepare cost-recovery documentation.

· Generate and submit invoices with transparent and detailed breakdowns

· Provide follow-up, tracking, reporting, and appeals support to maximize collection success B. Incident Types Covered:

The contractor must support cost-recovery for mitigation and or cleanup of the following:

· Motor Vehicle Accidents

· Lift Assist Calls at Licensed Care Facilities

· Downed Power Line and Transformer Investigative/Stand-by Services

· Rescue Services

· Extrications

· False Alarms

· Illegal Burns

· Structure Fires

· Hazardous Materials Emergencies

· Other Hazmat Services as directed C. Technology Requirements The contractor must provide a mobile application that allows responders to:

· Document incidents on-scene

· Capture and attach photos

· Enter critical data fields

· Submit cleanup or cost-recovery information immediately

· Ensure secure data transfer and supervisor review capability

· Interface seamlessly with the contractor's cost-recovery workflow.

EVALUATION CRITERIA

Sandy City Corporation will evaluate each proposal submitted based on responsiveness to the city’s overall needs. The award of contract, if made, will be to the Vendor who is responsive and responsible to all administrative and technical requirements of the RFP; who has demonstrated competence and qualifications in regards to providing the services required; the cost and prices for the services offered; and who receives the highest rating based upon all of the criteria set forth in the RFP.

The process of award will be by committee. The committee will base their evaluation on the criteria listed below then apply a score based on the weighted value of that criteria, total of 100 points available.

Mobile App with On-Scene Submission Capability - 35% Collection Rate - 25% Pricing - 20% Local Company - 10% Complete proposal with required information - 10%

PROPOSAL REQUIREMENTS

Please provide the following information:

· Company information including Legal Name and address, contact information, years in business and summary of relevant experience

· Technical approach describing the mobile app functionality and data capability, description of cost-recovery workflow, overview of documentation, reporting and communication procedures.

· Staffing - Certifications of staff

· Do not include pricing with your proposal - all fees should be submitted into the line items tab - please provide information in the notes.

· References - At least three references with municipalities in the past five years

Sandy City will make the Request For Proposal (“RFP”) available to any interested parties at:

https://sandycity.ionwave.net/Login.aspx.

Deadline for submittal of questions is 10/14/2026 11:30:00 AM (MT). All questions shall be submitted in writing to:

https://sandycity.ionwave.net/Login.aspx

All RFP’s or Bids should be summitted to:

https://sandycity.ionwave.net/Login.aspx

Closing Date for bids is 10/16/2026 11:30:00 AM (MT)

Any Addenda for this solicitation will be posted on the sandycity.ionwave.net/login.aspx website and in the Utah Public Procurement Place (U3P). Offerors shall acknowledge Addendum(s) in their proposal response. Please check website/U3P frequently for updates.