Exhibit_A.4_-_Current_Vendor_Invoice.pdf

This document is a current vendor invoice exhibit submitted by the County of Volusia, Florida, for its EMS Invoicing Services procurement (ITB #26-B-68TF). The County seeks competitive sealed proposals for comprehensive invoicing services to process and mail approximately 88,000 invoices annually on behalf of its Emergency Medical Services Division. Invoices must be printed double-sided on 20-pound paper stock with gradient shading and HIPAA Privacy Notice inserts, processed and mailed within one business day of receiving data files submitted two to three times weekly via Secure File Transfer Protocol. The solicitation deadline for sealed proposals is March 25, 2026, at 3:01 p.m., with a question submission deadline of March 11, 2026. A non-mandatory 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. The County will impose a postage deposit based on average monthly mailings and current first-class postage rates. 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. 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 contractors must execute a non-negotiable HIPAA Business Associate Agreement and 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. Price redetermination provisions are available annually based on documented wage, material, or fuel cost increases calculated using Employment Cost Index or Producer Price Index data.