Exhibit_A.1_-_Invoice_Sample_2025__.pdf

This is an Exhibit A invoice sample document for the County of Volusia, Florida's EMS Invoicing Services Invitation for Bid (ITB) #26-B-68TF issued on March 3, 2026. The County's Emergency Medical Services Division seeks a contractor to provide comprehensive invoicing services for approximately 88,000 invoices annually based on FY 2025 volumes. The invoices must be processed and mailed within one business day of receiving data files submitted two to three times weekly via Secure File Transfer Protocol, printed double-sided on 20-pound paper stock with gradient shading and HIPAA Privacy Notice inserts. Sealed proposals are due by March 25, 2026, at 3:01 p.m. through the County's eProcurement Portal, with a deadline for submitting questions on March 11, 2026. The solicitation opening is scheduled for March 25, 2026, at 3:01 p.m. via Microsoft Teams or in-person attendance. The successful contractor will receive an initial three-year contract term with options for two subsequent one-year renewals or one two-year renewal, contingent upon mutual written agreement and County Council approval.

Pricing shall be submitted on a per-invoice basis covering all costs associated with data processing, formatting, printing, folding, stuffing, envelopes, and paper, with postage excluded as a direct pass-through cost. Respondents must indicate whether a monthly minimum invoice guarantee is required and may propose prompt payment discounts or Electronic Funds Transfer discounts. Payment terms default to net 45 days from invoice receipt, with interest accrued at up to one percent per month on undisputed invoices unpaid after 30 days. The County will impose a postage deposit based on average monthly mailings and current first-class postage rates. The successful contractor must maintain Professional Liability insurance with minimum coverage of $1,000,000 per claim and $2,000,000 aggregate and Cyber Insurance with minimum coverage of $2,000,000 per claim and $4,000,000 aggregate. A local preference provision allows a three percent discount to respondents with documented permanent business locations in Brevard, Lake, Orange, Osceola, Seminole, or Volusia County. All nongovernmental contractors must submit a signed Human Trafficking Attestation form. Price redetermination provisions are available annually based on documented wage, material, or fuel cost increases. The contractor must execute a non-negotiable HIPAA Business Associate Agreement and maintain strict compliance with HIPAA Privacy and Security Rules, the HITECH Act, and the American Recovery and Reinvestment Act.