EMS_and_Prevention_Billing_Services.pdf

CITY OF SANTA MONICA

EMS AND PREVENTION BILLING SERVICES

D190 FIRE DEPARTMENT

RELEASE DATE: November 3, 2026

DEADLINE FOR QUESTIONS: November 9, 2026

RESPONSE DEADLINE: November 23, 2026, 3:00 pm

APPROVED FOR ADVERTISEMENT

City of Santa Monica

EMS and Prevention Billing Services

Table of Contents

1. Introduction

2. Term

3. Scope of Work

4. Questions and Answers

5. Vendor Questionnaire

6. Evaluation Criteria

7. Award Process

8. Terms & Conditions

Attachments:

A - Proposer Checklist

B - Technology Services Template

C - CSA Template

EMS and Prevention Billing Services

1 Introduction

1.1 Summary

The City of Santa Monica Fire Department is requesting proposals from qualified organizations to provide third party billing for services. This includes but is not limited to the billing of services such as Emergency Medical Services (EMS) Transport and related expenses, Fire Prevention billing including but not limited to: Fire and Life Safety Inspections, Annual Fire Permits, Fire Safety Officer services, Special Event Permits and Vehicle Accident cost recovery billing.

1.2 Background

SMFD is currently utilizing First Due Records Management software to document performance of inspections from the field on a tablet. Billing for EMS transports will be derived from the ePCR for all patient transports and billing for inspections would be based on the City approved fee schedule and data from the First Due inspection program (from a billing export report provided to the proposer by the City on a recurring basis) on recent inspections performed.

The proposer must indicate what information is needed from the City (i.e., billing contacts, billing amount, etc.) to administer billing for the above programs. Additionally, the proposer must identify the cost to bill which may be added onto the Fire Prevention’s customer invoice; consideration should be given to the invoice amount.

The proposer shall also provide an interface to First Due indicating when a bill is paid and at what amount to confirm full reconciliation within First Due. The proposer shall offer a billing analytics portal including, but not limited to, total inspections, inspection by individual, inspection revenue collection rate and totals, total revenue collected YTD and total anticipated revenue based on inspection inventory.

1.3 Contact Information

Any inquiries or requests regarding this procurement should be submitted via OpenGov. Other City officers, agents, employees or representatives do not have authority to respond on behalf of the City. Contact with unauthorized City personnel during the selection process may result in disqualification.

Kellee Mac Donald Sr. Buyer 1685 Main St. Mail Stop #9 Santa Monica, CA 90401 Email: kellee.macdonald@santamonica.gov Phone: (310) 458-8797 mailto:kellee.macdonald@santamonica.gov tel:(310)458-8797

EMS and Prevention Billing Services

Department:

D190 FIRE DEPARTMENT

Department Head:

Matt Hallock Fire Chief

1.4 Timeline

Proposal Calendar

The following is a list of key dates:

Release Project Date November 3, 2026

Question Submission Deadline November 9, 2026, 3:00pm

Question Response Deadline November 12, 2026, 3:00pm

Proposal Submission Deadline November 23, 2026, 3:00pm

2 Term

The City is inviting proposals from qualified persons or firms for a firm-fixed contract for an initial term of One (1) year, with Four (4) for renewal of One (1) year each, to be exercised at the City’s sole discretion.

3 Scope of Work

3.1 Overview

The Santa Monica Fire Department is an all-hazards Type 1 organization. SMFD runs approximately 17,000 calls for service annually from five stations with seven front line advanced life support (ALS) capable engines, one ALS assessment staffed ladder truck, six BLS ambulances, one Advanced Provider Unit, one Hazardous Materials Unit, one cross-staff Urban Search and Rescue Unit, and one Battalion Chief. The Fire Suppression and Rescue (Operations) Division provides daily staffing of 34 firefighters to protect the City, with one Battalion Chief overseeing the on-duty crews. The City provides patient transportation services and currently transports approximately 8,500 patients per year.

EMS and Prevention Billing Services

The successful proposer shall be expected to provide general EMS billing services for all dispatch requests including emergency and non-emergency responses. These responses may include but are not limited to sick and ill persons, vehicle accidents, rescues, Interfacility Transports (IFT), Mobile Integrated Health Care Services, and any other EMS incidents that may arise.

The Fire Prevention Division is responsible for developing and implementing programs and policies that prevent or reduce the magnitude of emergency occurrences such as loss of property and life, personal injury, or environmental damage. In addition, this division reviews permits, reviews plans, and oversees the proper installation of fire sprinkler, fire alarm, and fire suppression systems. Fire inspectors conduct inspections to ensure that current codes and standards are followed. A hazardous materials team provides inspections for regulatory programs involving storage tanks and dangerous materials. The department currently performs electronic fire inspections; however, the billing for 7,500 inspections and plan checks are performed manually through the City’s utility billing system.

3.2 Objectives

The two primary objectives of this request for Request for Proposal (RFP) are to:

1) Seek a proposer to provide EMS billing for all emergency and non-emergency transports, including treatment in place and mobile integrated healthcare

2) Seek a proposer to provide a range of billing for fire inspections and other fire prevention services as per the City’s adopted annual fee schedule. The successful proposer shall have experience in similar types of services.

3.3 Information Requested

Include all applicable scope of services offered as well as the following:

3.3.1 Billing Procedure: utilization of billing contacts, updating billing contacts, creating and mailing/emailing invoices, invoice and payment tracking, late notice reminders tracking/billing, account reconciliation, payment processing, City access to billing software program for checking payment status, internal workings.

3.3.2 Cashing Procedure: payment processing fee, internal schedule of procurement and deposit for revenues collected (on behalf of the City) to City Finance Department.

The City requires funds be deposited and transferred via electronic fund transfer.2.3.4 Customer Service: as a professional representative of the Santa Monica Fire Department and City, specify how the proposer will address answering questions from customers on billing (process, the reason for billing, etc.), retrieving phone calls, accessibility, designated email address, online payment and other payment options for customers, response time to customer inquiries/messages, etc. Proposers should consider that the City is seeking a proposer to provide the full scope of billing service from start to finish to reduce the workload on Fire Department and City staff (The City is not staffed sufficiently to perform billing services without a third party entity performing the billing, accounts receivable, collections, answering customer questions on billing

EMS and Prevention Billing Services contacts used/amounts/fire services provided, and complaints before escalating to Fire or City staff) to administer a billing program.

3.3.5 Reporting: recurring reporting to the City on amounts billed and collected (cost recovery percentages) based on billing types.

3.3.6 Billing structure: consider and specify billing costs for specific types of billing. For instance, proposer should specify whether billing amounts are set at a percentage or a set amount for each type of billing efforts.

3.3.7 Cost recovery methodology and track record on cost recovery percentages.

3.3.8 Information and City involvement for the proposer to provide the above services.

2.3.9 Billing implementation process and proposed timeline.

Proposers shall be responsible for modifying their billing systems to capture all necessary data generated from these programs as an electronic file and provide a description of the electronic files needed to receive data transmitted from the City of Santa Monica. Proposers shall work with the City of Santa Monica and both their electronic patient care report (ePCR) vendor and fire inspection vendor to identify data input gaps, errors, or other data needs, and describe a means of obtaining solutions to these problems. Proposers shall provide information on their organization’s experience with ePCR software and specifically both First Due Size-Up and Digital EMS (the City’s current vendors) including a complete list of their customers who are utilizing ePCRs / Inspection Software and the name and contact information of the software companies utilized.

Proposers shall provide a complete package describing billing and collections, follow-up, account posting, and accounts receivable reconciliation and reporting services.

Proposer shall provide open API to allow the City access to dashboard data.

3.4 Requirements

3.4.1 Provide all tested and working software, tested, and working hardware, and technical support associated with the billing, receivables process, and debt collections to support up to 12,000 collections for Emergency Medical Services and up to 8,000 Fire Prevention Inspections annually. The billing for medical services shall include, but not be limited to, billing for transport, supplies, fees, and responses to medical facilities.

The billing for Prevention related services shall include but not limited to fire inspections, annual fire permits and plans review services. The software and hardware shall ensure complete and uninterrupted back-up with a date recovery system, should a disaster or other unforeseen interruption occur. All software and hardware costs shall be borne by proposer.

3.4.2 Have the capability to fully integrate and support current ePCR provided by current vendor First Due software or SMFD’s ePCR vendor of record.

3.4.3 Provide a daily reconciliation of the data received from Santa Monica Fire Department patient care records and inspection software with the amount it has billed to customers explaining differences, if any.

EMS and Prevention Billing Services

3.4.4 Maintain the software and hardware necessary to fulfill all the City of Santa Monica's requirements. Support service and maintenance of the software and hardware is the responsibility of the proposer for the duration of the contract.

3.4.5 Maintain updated and current technology that will continuously provide the highest level of reimbursement and customer service possible.

3.4.6 Transmit billing data electronically to all customers accepting electronic claim submission. Proposer shall have the ability to provide itemized billing statements based on the City of Santa Monica’s fee schedule and provide itemized billing receipts in both paper and electronic formats depending on the needs of the customer.

3.4.7 Have the ability to receive patient care documentation on paper and electronically.

Verify the receipt of these documents and return confirmation to the City of Santa Monica.

3.4.8 Research and follow up on all accounts with inadequate billing information to include:

A. Contact the EMS Division for missing and/or incomplete information which may be found at the City of Santa Monica.

B. Contact receiving hospital for missing and/or incomplete billing information needed from the admitting/registration records.

C. Contact patient family members or emergency contacts for information.

D. Refer to zip code/street directories for incomplete/missing address information.

E. Mail inquiries to the patient.

3.4.9 Generate appropriate itemized charges from approved fee schedules provided by the City of Santa Monica.

3.4.10 Meet or exceed mutually agreed upon collection targets.

3.4.11 At a minimum of every 30 days, provide to the City of Santa Monica a list of accounts turned over to collections that includes the reason why the account was unable to be collected.

3.4.12 Review all patient records and report to the City of Santa Monica all accounts deemed delinquent per a pre-defined timetable.

3.4.13 Provide quarterly analysis identifying at a minimum percent of collection, timelines from billing to receiving payment, number and types of complaints and other data deemed necessary for business planning and future analysis.

3.4.14 Forward refund requests and associated back-up documentation in a timely manner to the City of Santa Monica for processing.

3.4.15 Screen each document for completeness of data and level of services, codes, and procedures for billing purposes.

3.4.16 Be responsible for mailing a Customer Satisfaction Survey provided by the City of Santa Monica Fire Department. The survey content may be modified at any time during the contract period. Customer complaints and compliments with follow-up information shall be provided to the City of Santa Monica in hard copy or by electronic media.

EMS and Prevention Billing Services

3.4.17 Maintain accurate data and report quarterly on records for all accounts including but not limited to, all customer contact, notices, mailing, itemization, small claims, bankruptcy filings, miscellaneous requests, inquiries, correspondence documents, accounting records, and transactions. The City of Santa Monica requires data fields to support on-going planning, and statistical analysis. All records shall be made available to the City of Santa Monica upon request. Contractor shall guarantee the confidentiality, security, and safety of all files, documents, and information provided by the City of Santa Monica.

3.4.18 Provide access to its system wherein it can run weekly detail and summary financial reports in Excel or similar format for each billing type (e.g., patient transport, assessment at scene, first responder fee). The reports shall contain, at a minimum, the following information:

A. Amount billed B. Amount collected C. Amount refunded D. Amount sent to collection E. Amount written off

If such access is not possible, then proposer shall deliver reports containing the specified information to the City of Santa Monica on a weekly basis.

3.4.19 Exercise its best ethical, prudent, lawful, and professional efforts to secure payments on all accounts referred by the City of Santa Monica. Collection activities shall comply with HIPAA and all other applicable federal, state, and local laws.

3.4.20 Post all payment to accounts and process refunds and adjustments in a correct and timely manner in accordance with the procedures approved by the City. All bills to customers shall state the “City of Santa Monica Fire Department” as the payee and their payments deposited directly in full (i.e., without deducting Contractor’s fees) to a designated bank account. All credit card transactions shall also be processed in the same manner. Contractor shall provide a detailed bill, based on negotiated fee, to the City of Santa Monica monthly.

3.4.21 Handle all telephone calls and correspondence in a timely, professional, courteous, respectful, and compassionate manner.

3.4.22 Be responsible for all customer billing inquiries and retrieval of records during normal business hours.

3.4.23 Any notification to proposer that an attorney is handling a personal injury case for a patient shall result in proposer sending a lien to the attorney that will request that the attorney and patient both execute the lien. Proposer shall have a process to follow up on the status of these lien accounts. Proposer shall also immediately notify the City of Santa Monica telephonically whenever it is made aware that there is possible legal action (civil, criminal, and/or administrative) being taken against the City of Santa Monica and/or any of its employees acting in the scope of their employment.

3.4.24 Assign a customer service representative(s) to provide customer service and answer any billing-related questions in a timely manner.

EMS and Prevention Billing Services

3.4.25 Provide a nationwide toll-free telephone number(s) for billing inquiries.

3.4.26 Meet with the City of Santa Monica routinely and on request to discuss problems, special needs, future changes, and updates in software, technology, statistical data requests, or other relevant issues.

3.4.27 Monitor all billing and regulatory changes impacting reimbursements and adjust its system to ensure regulatory compliance; Update the City of Santa Monica of such changes with an explanation of how it will affect the City of Santa Monica and its customers.

3.4.28 Provide regular and continuous education and training for Contractor’s staff, updating them immediately on all changes in the industry or government regulations that may have an impact on services being provided to the City of Santa Monica.

3.4.29 Provide assistance and on-site training for the City of Santa Monica administration staff on developing procedures to ensure that the City of Santa Monica is in compliance with all federal, state, and local laws that govern and/or impact ambulance billing specifically and EMS cost recovery generally.

3.4.30 Coordinate all disputed claims with the designated the City of Santa Monica representative.

3.4.31 Work with City to establish and implement an approved financial hardship payment plan.

3.4.32 Agree to negotiate in good faith with the City of Santa Monica at the termination of the contract, the best manner to transition active accounts, including the continued billing of outstanding invoices for a period of (1) one year after the termination of the contract. Contractor agrees to deliver to the City of Santa Monica a computerized file of active accounts, in a format agreeable to the City of Santa Monica.

3.4.33 Maintain current administrative support, technical support, and fiscal capability to provide and manage the proposed services of more than 22,000 bills, collections, data analysis, and support technical hardware and software advancements each year.

3.4.34 Maintain current capability to ensure an adequate audit trail.

3.4.35 Produce specialized “on request” reports containing any or all the previously listed information in a timely manner or based on a standardized schedule.

3.4.36 Have the ability to customize billing forms and follow-up letter per the City of Santa Monica requirements.

3.4.37 Upon request, make all books and records available to both internal and external auditors.

3.5 Service Level Agreement Requirements

3.5.1 Timely Response Requirement

EMS and Prevention Billing Services

The Contractor shall respond to all written or electronic communications from the City, including requests for information, data discrepancies, account inquiries, and reconciliation questions, within forty-eight (48) hours (two business days). A “response” shall consist of an acknowledgment of receipt and an estimated timeframe for completion. Failure to acknowledge or respond within the Service Level Agreement window may constitute non-performance.

3.5.2 Frequent Reconciliation

The Contractor shall conduct reconciliation of EMS transport data and Fire Prevention inspection data on a monthly basis or more frequently if preferred by the Contractor, but in no event less frequently than once per month to ensure billing completeness and data integrity. This reconciliation shall:

A. Compare data transmitted from the City’s records management and inspection systems with billing outputs.

B. Identify all records not billed, partially billed, or returned due to missing or incomplete information.

C. Provide the City a report explaining variances, unbilled items, and proposed resolutions.

3.5.3 EMS Billing Timeliness Requirements

The Contractor shall be fully responsible for complying with all insurance payer timely-filing requirements for EMS billing. Each insurance provider establishes its own filing deadlines, which may vary significantly and are subject to change. The City does not maintain or track these individual deadlines. It is therefore the Contractor’s responsibility to ensure that all claims are submitted as soon as practicable following receipt of complete documentation, and in all cases in sufficient time to meet the applicable payer’s timely-filing requirements. Failure to submit timely claims directly exposes the City to full loss of reimbursement.

3.5.4 Prevention Billing Timeliness Requirements

The Contractor shall ensure complete and timely billing of all Fire Prevention inspections, plan reviews, and related fees. Missed or delayed billings may result in lost revenue, regulatory non-compliance, and inability to reconcile the City’s inspection program.

3.5.5 Liquidated Damages

Because delayed communication or billing can result in the City’s inability to meet insurer timely-filing deadlines or to recover Fire Prevention fees, the final contract may include liquidated damages for:

A. Failure to meet 48-hour response requirements B. Failure to conduct monthly reconciliations C. Failure to bill EMS transports within insurer timeframes D. Failure to bill Fire Prevention inspections within required windows

The specific dollar amounts for liquidated damages will be negotiated during contracting and are not part of this RFP.

3.5.6 Failure to Meet Service Level Agreement Requirements

EMS and Prevention Billing Services

Repeated or material failure to meet Service Level Agreement requirements may result in withholding of payments, or other remedies to be defined in the contract.

3.5.7 Payment Posting Timeliness

When the City receives a payment directly from a customer for EMS billing or Fire Prevention services, the City will notify the Contractor of the payment. The Contractor shall post the payment to the customer’s account within forty-eight (48) hours (two business days) of receiving notice from the City. Failure to timely post payments may result in reconciliation discrepancies and financial reporting inaccuracies.

3.6 Proposal Format

Proposals must be structured, presented, and labeled in the following manner:

Section 1.0 - RFP Cover Page

Provides basic proposer contact information and an authorized signature accepting the City’s terms and conditions as stated in this solicitation. This section of the proposal must include the following company information:

A. Provide the legal entity name, Federal Employer Identification Number (EIN), and form of business (i.e., Corporation, LLC, etc.).

B. Identify if the proposer is a subsidiary of a larger company. If so, whom?

C. Provide the proposal contact name, address, phone number, and email address.

D. Identify the location of company headquarters and office which will support the service.

E. Identify any pending litigation against the proposer.

F. Identify if the proposer has filed any bankruptcy or insolvency processing in the last 10 years.

G. Identify any mergers, acquisitions, or sales of the proposer company within the last five years (if so, an explanation providing relevant details).

Section 2.0 - Proposer Response to RFP: Answers should be complete and, in the order, presented. The proposal should be as short as possible and not include generic marketing materials.

Section 3.0 - Optional Appendices or Exhibits

A. Proposers may include sample reports, letters of recommendation, or other exhibits that may assist the City in favorably evaluating the proposer.

Section 4.0 - Company Background

This section should identify the following:

A. A description of the proposer’s background, nature of business and organizational history.

B. A statement of how long the proposer has been providing support as required by this RFP.

The Company Background section should not exceed three (3) pages.

Section 5.0 - Company Qualifications

EMS and Prevention Billing Services

In this section of the proposal, identify company and staff qualifications and experience providing the requested services. The Company Qualifications section should not exceed three (3) pages.

Section 6.0 - Project Work Plan

Describe your understanding of the project and approach. Include deliverables, milestones, assumptions, and identify potential risks that could delay the project. List any resources you expect the City to provide.

Section 7.0 - Pricing

The City of Santa Monica reserves the right to select which method will be used for actual payment of services. No "up front" or ongoing costs will be borne by the City of Santa Monica, nor will the City of Santa Monica provide any staff to support the contract.

3.7 Schedule

The Proposer shall provide an Appendix detailing the proposed schedule for discovery, testing and implementation of the service. This shall include performance benchmarks and who is responsible for the achievement of the benchmarks.

4 Questions and Answers

Vendor Queries Due Questions must be submitted online in the “Q&A” tab. The City will only accept or respond to questions submitted through the online vendor portal.

One question per submittal. (This does not mean one question per vendor.) Submittals containing multiple questions will not be answered.

5 Vendor Questionnaire

5.1 Proposal

Provide answers within OpenGov, do not provide links.

5.1.1 Letter of Transmittal*

Please upload your letter of Transmittal as a PDF here. Make sure to include the following items.

A. Identify the submitting organization;

B. Identify the name, title, telephone and fax numbers, and e-mail address of the person authorized by the organization to contractually obligate the organization;

EMS and Prevention Billing Services

C. Identify the name, title, telephone and fax numbers, and e-mail address of the person authorized to negotiate the contract on behalf of the organization;

D. Identify the names, titles, telephone and fax numbers, and e-mail addresses of persons to be contacted for clarification;

E. Be signed by the person authorized to contractually obligate the organization;

F. Acknowledge receipt of any and all amendments to this RFP.

G. Provide the legal entity name, Federal Employer Identification Number (EIN), and form of business (i.e., Corporation, LLC, etc.).

H. Identify if the proposer is a subsidiary of a larger company. If so, whom?

I. Identify the location of company headquarters and office which will support the service.

J. Identify any pending litigation against the proposer.

K. Identify if the proposer has filed any bankruptcy or insolvency processing in the last 10 years.

L. Identify any mergers, acquisitions, or sales of the proposer company within the last five years (if so, an explanation providing relevant details).

*Response required

5.1.2 Qualifications and Experience*

Provide a brief summary of your company’s history, its capabilities, and its recent relevant experience (last five years). Also, describe your demonstrated experience with similar projects and qualification including professional licenses and certifications.

*Response required

5.1.3 Describe your firm's EMS billing experience.*

*Response required

5.1.4 Describe your Fire Prevention billing experience.*

*Response required

5.1.5 Provide a list of clients currently using your system with ePCR/inspection software, including contact information for the software vendor(s).*

*Response required

5.1.6 Provide at least three Southern California references.* *Response required

5.1.7 Key Personnel*

Describe the project team composition and include resumes of key personnel. Proposed members should be available for ninety (90) days from the proposal due date. The City must be promptly notified of any changes in key personnel prior to award.

*Response required

EMS and Prevention Billing Services

5.1.8 References*

List a minimum of three (3) references for whom comparable services were provided to in the last five (5) years. Include the name of the firm, name of the contact, telephone number of the contact, email address of contact (if available), brief description of the services provided and your firm’s role, and the start and completion date.

*Response required

5.1.9 Project Work Plan*

Describe your understanding of the project and approach. Include deliverables, milestones, assumptions, and identify potential risks that could delay the project. List any resources you expect the City to provide.

*Response required

5.1.10 Cost Proposal*

1.Provide a complete pricing proposal.

2.Identify any additional or optional fees.

3.State whether any fees will be passed to customers.

*Response required

5.1.11 Describe your complete EMS billing workflow, including how you receive, validate, and process ePCR (Electonic Patient Care Report) data for EMS transports. Explain how this workflow ensures timely and accurate claims submission.*

*Response required

5.1.12 Describe your approach to Fire Prevention billing, including how you use inspection and plan review data from the City’s records management and inspection systems to ensure all inspections are billed correctly and without delay.*

*Response required

5.1.13 Describe your system integration capabilities, including how your system interfaces with the City’s ePCR and inspection systems. Provide examples of past integrations with similar systems.*

*Response required

5.1.14 Explain your reconciliation process, including frequency, quality controls, and how discrepancies, unbilled services, or incomplete documentation are identified and corrected. Your process should meet or exceed the City's SLA requirement of reconciliation no less frequently than monthly.*

*Response required

EMS and Prevention Billing Services

5.1.15 Describe your procedures for monitoring payer timely-filing requirements and ensuring all EMS claims are submitted as soon as practicable. Explain how your workflow prevents missed filing deadlines.*

*Response required

5.1.16 Describe your internal processes for meeting the City’s 48-hour response requirement, including how you track, escalate, and monitor communication deadlines.*

*Response required

5.1.17 Describe your processes for ensuring timely Fire Prevention billing, including controls to prevent missed inspection billing and delays.*

*Response required

5.1.18 Identify all information you will require from the City to perform EMS and Fire Prevention billing.*

*Response required

5.1.19 Describe your proposed billing structure (percentage, per-transaction, or hybrid).*

*Response required

5.1.20 Provide sample reporting outputs, including billing summaries and dashboards.*

*Response required

5.1.21 Describe your implementation timeline and onboarding

process.*

*Response required

5.1.22 Value Add and Breadth of Services

A. Describe any additional services, tools, or enhancements your firm offers.

B. Describe your training programs and ongoing staff education.

5.1.23 Explain how you will comply with all requirements in section 3.4 and 3.5.*

*Response required

5.2 Other Required Responses

5.2.1 Business License Requirements

WHO NEEDS A BUSINESS LICENSE?

1. Is this vendor physically located in the City of Santa Monica?

EMS and Prevention Billing Services

Yes (Vendor must have a City of Santa Monica business license - contact the Business License unit for the appropriate forms. Skip question 2 & continue to “ADDITIONAL REQUIREMENTS” section below)

No (Continue to the next question)

2. Does this vendor physically come into the City of Santa Monica to conduct business and/or make deliveries?

Yes(Vendor must have a City of Santa Monica Out-of City Business License. contact the Business License unit for the appropriate forms. Continue to “ADDITIONAL REQUIREMENTS” section below)

No(STOP, no license needed)

ADDITIONAL REQUIREMENTS:

If this vendor is located in or comes into the City of Santa Monica to conduct business, in addition to having a CITY OF SANTA MONICA BUSINESS LICENSE, they will be required to have insurance (see agreement for descriptions).

The business license documentation is only required from the successful Proposer.

5.2.2 Notice Regarding Disclosure of Contents of Documents*

All responses to this Request for Proposal (RFP) accepted by the City of Santa Monica (City) shall become the exclusive property of the City. All proposals accepted by the City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each proposal which are defined by the contractor as business or trade secrets and plainly marked as "Trade Secret", "Confidential" or "Proprietary". Each element of a proposal which a contractor desires not to be considered a public record must be clearly marked as set forth above, and any blanket statement (i.e. regarding entire pages, documents or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever. If disclosure is required or permitted under the California Public Records Act, or otherwise by law, the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.

☐ Please confirm

*Response required

5.2.3 Oaks Initiative*

CITY OF SANTA MONICA OAKS INITIATIVE NOTICE

NOTICE TO APPLICANTS, BIDDERS, PROPOSERS AND OTHERS SEEKING

DISCRETIONARY PERMITS, CONTRACTS, OR OTHER BENEFITS FROM THE CITY

OF SANTA MONICA

EMS and Prevention Billing Services

Santa Monica’s voters adopted a City Charter amendment commonly known as the Oaks Initiative. The Oaks Initiative requires the City to provide this notice and information about the Initiative’s requirements. You may obtain a full copy of the Initiative’s text from the City Clerk.

This information is required by City Charter Article XXII—Taxpayer Protection. It prohibits a public official from receiving, and a person or entity from conferring, specified personal benefits or campaign advantages from a person or entity after the official votes, or otherwise takes official action, to award a “public benefit” to that person or entity. The prohibition applies within and outside of the geographical boundaries of Santa Monica.

All persons or entities applying or receiving public benefits from the City of Santa Monica shall provide the names of trustees, directors, partners, and officers, and names of persons with more than a 10% equity, participation or revenue interest. An exception exists for persons serving in those capacities as volunteers, without compensation, for organizations exempt from income taxes under Section 501(c)(3), (4), or (6), of the Internal Revenue Code. However, this exception does not apply if the organization is a political committee or controls political committees. Examples of a “public benefit” include public contracts to provide goods or services worth more than $25,000 or a land use approval worth more than $25,000 over a 12-month period.

In order to facilitate compliance with the requirements of the Oaks Initiative, the City compiles and maintains certain information. That information includes the name of any person or persons who is seeking a “public benefit.” If the “public benefit” is sought by an entity, rather than an individual person, the information includes the name of every person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten percent interest in the entity. Therefore, if you are seeking a “public benefit” covered by the Oaks Initiative, you must supply that information on the Oaks Initiative Disclosure Form. This information must be updated and supplied every 12 months.

• OAKS_INITIATIVE_FORM.pdf

• OAKS_INITIATIVE_FORM_-_Exam...

*Response required

5.2.4 Living Wage Ordinance Certification*

CITY OF SANTA MONICA LIVING WAGE ORDINANCE

Certification for Providers of Services to the City of Santa Monica (Fiscal Year 26/27 – July 1, 2026 through June 30, 2027)

TO BE COMPLETED BY ALL CONTRACTORS PROVIDING SERVICES TO THE CITY

OF SANTA MONICA IN EXCESS OF $54,200

The City of Santa Monica Municipal Code Chapter 4.65, Living Wage Ordinance (LWO), establishes a Minimum Wage of $25.00 for certain employees of contractors providing services to the City where services exceed $54,200 or more and requires that contractors also provide the same health care and other benefits to employees’ same sex spouses and domestic partners as are provided to other employees’ spouses.

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EMS and Prevention Billing Services

An employee covered by the LWO is any person who does not actually work as a manager, supervisor, or confidential employee, and who is not required to possess an occupational license.

The Living Wage Ordinance applies the services sought pursuant to this bid and bidders are required to prepare and return the Living Wage Certification Form. If the bidder is selected, the bidder must maintain payroll records that include, at minimum, the full name of each employee providing services under the contract, job classification and rate of pay. Bids that fail to include Certification Forms may be considered non-responsive and excluded from further consideration.

Please prepare the following certification if you are a contractor engaging in a contract for services with the City of Santa Monica in excess of $54,200.

Your signature on this certification grants the City permission to review any and all payroll books and records and any company documents pertaining to the benefits offered to employees to assure your compliance with the LWO during the term of the contract.

Please direct any questions to:

City of Santa Monica Finance Department Attention: Living Wage Compliance Section 1685 Main Street, Mail Stop 09 Santa Monica, CA 90401

You can also contact staff regarding living wage ordinance questions by e-mail at finance.mailbox@smgov.net or by phone 310-458-8281.

• FY26-27_Living_Wage_Certifi...

*Response required

5.2.5 Certificate of Compliance*

Please upload your completed Certificate of Compliance document here.

• Certification_of_Compliance...

*Response required

5.2.6 Non-Discrimination Policy, Debarment Certification & Non- Collusion Declaration*

Please download the below documents, complete, and upload.

• Proposal_Forms_(10).pdf

*Response required

5.2.7 Levine Act Disclosure Form*

Please download the below documents, complete, and upload.

• Levine_Act_Disclosure_Form_...

*Response required https://government-project.s3.us-west-2.amazonaws.com/47043/1eea03ec-b887-4509-bf2a-a27e42761ea5_FY26-27_Living_Wage_Certification-_%2425.00_Fillable.pdf https://government-project.s3.us-west-2.amazonaws.com/47043/294f31b8-a812-425c-9a19-649387ed2d22_Certification_of_Compliance_Form.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4G52LS5Z3%2F20261103%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20261103T191616Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjENP%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJGMEQCIFrNbAR3vi534ovKp1E83tqPhl6nRBwuBurXl%2FtCLSn5AiBKyE%2BQkGyyR9dmd%2FEF4wwmeFNpd16HGJ0sK6tIraDXeCqVBQic%2F%2F%2F%2F%2F%2F%2F%2F%2F%2F8BEAIaDDg5MjM2NDY4NzY3MiIMb%2F17gl4ERAqmLa8hKukErmYBL2X3To%2Boa2gBvAn5o5b6dXhZ1fhMc%2F5lRS5NcmVb2iwiORnXdVtVZWTzyMtYzg%2B%2BpfTTlShrvb5IFXAbvDDN5gkVbhO%2Byto2sJ2Bum%2FVGL6HpwVOZRL2ijKxNCq0%2BmQzuav2qjWpVnsAZoU7u37mOqrb4HBHRSKT4EPRKttoJx19TitCnTTXs7VQ7x9z5wKW5jxBnGlNvjGNVTBSfQ6DTF7y%2Ff12KcOq9flV3dzEUwOdG2vx0KooveQK6ygLIJyv85ENt2gWY1fElliNDgnUkcdiHx9vMDf8eKI8Whgnd7uOYlLVtDSHD2S7shwvq6xc9oQmbHAsEAKTBy0ecG1ZGcotXZI0qol8fMnGoyauAQqM2tksPK2SzUqmMSRqTYsrxV6MmbEWPL%2FNtVUzV7p0DMPTgdbFnNZEeh%2FPAo3rQbiPH1PiN%2FbzspcNz4QBRgqk5o2k6SV%2FbdfdhHX%2FG6Sc81eQOqGFDICysYSGkvTaBlZ4Qo7t1cPE5H%2BwOOa9qNEcCMKfD0xU4u1%2FJ3ltM9KDBLdT%2FfQV9%2Buc2DhZ76wjyiiMCzs6t2BL%2F3YwduAxt6dT1eZvKjgvPQmdcFpY6gpI9hgzxsf8vrqQyQTOaou74tEVJrm7JuWk9DIRABf%2BbMP%2FS1RsAXFvO1L0Im1DcjqpG8Y1kSgXr8%2FbGyYpbUwQGm6Ss8Kz8pc4WXAAZ1OKXCKkbKXNfYQB9GfXXQg2MTCMPDl1GYP8t2roByqzS5Ev7X6m1QIsQfURYlOLMe%2FgJf%2Bjgp9%2Bv%2Boove6DBDgr7yWPZNccpY%2FUFCj2S%2BuD4gmtd5OQCpB5aUAwiOKo1wY6mgEURI3peKcOD4Jcwevb0gK2pEtcF6O%2F6t9urdvI6x%2F0nc7PLARZNba6NQI4jJ3iJ4SUjpT9yYVoLe2KxY35sWCzKkF%2B7kmzuV%2Fq88cqF%2FnVM27KA3DXoSJM17JCpqS1jNJU2Iwly%2FxqZ2DbaPyhAmR69KIF65uSafg0kB%2BfWPBbpful4%2BpYUpjLOFLsHE55FPS6jyWqffVDrfuW&X-Amz-Signature=bdbd77e83f0c186abb09e591f080b1dca2fb536d465952ad5f8509089099ef62&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Certification_of_Compliance_Form.pdf%22&x-id=GetObject https://government-project.s3.us-west-2.amazonaws.com/47043/38578718-f7ba-4c5d-ad88-08ae33fdd4f7_Proposal_Forms_%2810%29.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4G52LS5Z3%2F20261103%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20261103T191616Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjENP%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJGMEQCIFrNbAR3vi534ovKp1E83tqPhl6nRBwuBurXl%2FtCLSn5AiBKyE%2BQkGyyR9dmd%2FEF4wwmeFNpd16HGJ0sK6tIraDXeCqVBQic%2F%2F%2F%2F%2F%2F%2F%2F%2F%2F8BEAIaDDg5MjM2NDY4NzY3MiIMb%2F17gl4ERAqmLa8hKukErmYBL2X3To%2Boa2gBvAn5o5b6dXhZ1fhMc%2F5lRS5NcmVb2iwiORnXdVtVZWTzyMtYzg%2B%2BpfTTlShrvb5IFXAbvDDN5gkVbhO%2Byto2sJ2Bum%2FVGL6HpwVOZRL2ijKxNCq0%2BmQzuav2qjWpVnsAZoU7u37mOqrb4HBHRSKT4EPRKttoJx19TitCnTTXs7VQ7x9z5wKW5jxBnGlNvjGNVTBSfQ6DTF7y%2Ff12KcOq9flV3dzEUwOdG2vx0KooveQK6ygLIJyv85ENt2gWY1fElliNDgnUkcdiHx9vMDf8eKI8Whgnd7uOYlLVtDSHD2S7shwvq6xc9oQmbHAsEAKTBy0ecG1ZGcotXZI0qol8fMnGoyauAQqM2tksPK2SzUqmMSRqTYsrxV6MmbEWPL%2FNtVUzV7p0DMPTgdbFnNZEeh%2FPAo3rQbiPH1PiN%2FbzspcNz4QBRgqk5o2k6SV%2FbdfdhHX%2FG6Sc81eQOqGFDICysYSGkvTaBlZ4Qo7t1cPE5H%2BwOOa9qNEcCMKfD0xU4u1%2FJ3ltM9KDBLdT%2FfQV9%2Buc2DhZ76wjyiiMCzs6t2BL%2F3YwduAxt6dT1eZvKjgvPQmdcFpY6gpI9hgzxsf8vrqQyQTOaou74tEVJrm7JuWk9DIRABf%2BbMP%2FS1RsAXFvO1L0Im1DcjqpG8Y1kSgXr8%2FbGyYpbUwQGm6Ss8Kz8pc4WXAAZ1OKXCKkbKXNfYQB9GfXXQg2MTCMPDl1GYP8t2roByqzS5Ev7X6m1QIsQfURYlOLMe%2FgJf%2Bjgp9%2Bv%2Boove6DBDgr7yWPZNccpY%2FUFCj2S%2BuD4gmtd5OQCpB5aUAwiOKo1wY6mgEURI3peKcOD4Jcwevb0gK2pEtcF6O%2F6t9urdvI6x%2F0nc7PLARZNba6NQI4jJ3iJ4SUjpT9yYVoLe2KxY35sWCzKkF%2B7kmzuV%2Fq88cqF%2FnVM27KA3DXoSJM17JCpqS1jNJU2Iwly%2FxqZ2DbaPyhAmR69KIF65uSafg0kB%2BfWPBbpful4%2BpYUpjLOFLsHE55FPS6jyWqffVDrfuW&X-Amz-Signature=dcc1e20a2bcf9fd3b1690c10aaca010d8e4fd91a14c932cd8153023e5acbf383&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Proposal_Forms_%2810%29.pdf%22&x-id=GetObject https://government-project.s3.us-west-2.amazonaws.com/47043/968446c8-d226-4568-bc35-f8fcb9713217_Levine_Act_Disclosure_Form_2025.pdf

EMS and Prevention Billing Services

6 Evaluation Criteria

No. Evaluation Criteria Scoring Method Weight (Points)

1. Method of Approach Explain in detail the means and methods to perform the services requested in the proposal. This may include, but is not limited to, interfaces with current software, transmission of billing, billing schedules and past due collections processes.

This criterion also evaluates the proposer’s ability to meet all Service Level Agreement (SLA) requirements in Section 2.5, including 48-hour response expectations, reconciliation frequency, timely-filing safeguards, and processes designed to prevent missed or delayed billings.

Points Based 35 (35% of Total)

2. Reasonableness of Cost of Proposal The proposer’s overall operation should encourage cost effective work and services. Cost control, performance within budget allocations, prudent accounting practices, management and clear communication with City staff are essential to the success of this project.

Points Based 25 (25% of Total)

3. Value Add/Breadth of Service Points may be awarded based on the consultant’s ability to provide insight and information, industry best practices and the ability to effectively communicate information to management and provide technical training or resources.

Points Based 5 (5% of Total)

EMS and Prevention Billing Services

4. Qualifications of Experience including Local Experience and References Quality of service, communications, and professionalism. This shall include at least (3) Southern California references.

Points Based 15 (15% of Total)

EMS and Prevention Billing Services

5. Completeness of Proposal Identify the services offered to satisfy the RFP, as follows:

The two primary objectives of this request for Request for Proposal (RFP) are to:

1) Seek a proposer to provide EMS billing for all transports and

2) Seek a proposer to provide a range of billing for fire inspections and other fire prevention services as per the City’s adopted annual fee schedule.

The successful proposer shall have experience in similar types of services. All proposers responding to this RFP will be evaluated based on their expertise, prior experience on similar projects, demonstrated competence, ability to meet the requested services, adequate staffing, reference checks, cost, responsiveness, and understanding of services to meet the needs and concerns of the City of Santa Monica.

The proposer must indicate what information is needed from the City (i.e., billing contacts, billing amount, etc.) to administer billing for the above programs. Additionally, the proposer must identify the cost to bill which may be added onto the Fire Prevention’s customer invoice; consideration should be given to the invoice amount.

Proposer billing and collections for services rendered on behalf of the Fire Department and City must be handled efficiently and effectively by an organization with experience providing similar services. We are looking for specified criteria in addition to an organization that will be responsive to staff needs. We are also seeking an organization

Points Based 20 (20% of Total)

EMS and Prevention Billing Services

7 Award Process

7.1 Selection

The City of Santa Monica, through either the City Council or the City Manager (or his designee) has the sole authority to select the consulting firm and reserves the right to reject any and all proposals. The City reserves the right to approve or reject all sub-consultants and engineers proposed to be retained by the prime consultant. Upon signing of the agreement, no change in proposed personnel or sub-consultants can be made without the City’s review and written authorization.

By submitting a response to this RFP, prospective consultants waive the right to protest after award or seek any legal remedies whatsoever regarding any aspect of this RFP.

The City reserves the right to select any number of finalists. In addition, the City reserves the right to issue written notice to all prospective consultants of any changes in the RFP terms or…