REQUEST FOR PROPOSALS (RFP) 13227

SAN DIEGO COUNTY FIRE

BILLING AND COLLECTION FOR AMBULANCE TRANSPORTATION AND FIRE INSPECTION FEES

SERVICES

June 17, 2026

A. KEY INFORMATION

1. The County of San Diego is seeking proposals from firms interested in providing Billing and Collection for

Ambulance Transportation and Fire Inspection Fees Services (“Offerors”).

2. The contract term is anticipated to be an initial (base) period of one (1) year anticipated to begin July 1, 2027 with nine

(9) one-year options.

3. The County has posted this solicitation on its official BuyNet website at https://sdbuynet.sandiegocounty.gov/. In order to see all information related to this RFP, to submit Questions, and to receive notifications of updates, Offerors must select “Participate in RFx” for this solicitation in BuyNet.

4. The Contracting Officer for this solicitation is Vanessa Rios, Procurement Contracting Specialist (vanessac.rios@sdcounty.ca.gov)

5. Schedule: This timeline is subject to change at any time, at the County’s sole discretion. The County will issue an addendum for changes to the Pre-Proposal Conference date, Questions due date, or Proposal due date.

Event Description Date and Time (San Diego Time) Pre-Proposal Conference June 24, 2026 at 9:00 a.m.

Questions due June 29, 2026 prior to 5:00 p.m.

Proposals due July 30, 2026 prior to 3:00 p.m.

6. Pre-Proposal Conference. The County will hold a pre-proposal conference by Video/Teleconference using the Microsoft Teams platform on the Date and Time listed in the Schedule. To participate, join the virtual conference at Microsoft Teams Meeting Invite Link. The County will provide an overview of the RFP process and may provide a program/technical overview and other information. Attendance at the pre-proposal conference is encouraged but not mandatory.

7. Questions:

7.1. Offerors should submit all Questions, including requests for clarification related to definition or interpretation of this RFP, in writing by the Date and Time specified in the Schedule. Questions should be submitted via BuyNet, by sending a message to the Contracting Officer through the “Discussions” functionality.

7.2. Non-Offerors should direct inquiries regarding this solicitation to the Contracting Officer.

8. Diligence Material: Reserved.

9. Table of Contents:

A. Key Information B. RFP Instructions and Rules C. Evaluation Criteria D. Submittal Items E. Required Forms

MAGGIE RAMSBERGER

INTERIM DIRECTOR

DEPARTMENT OF PURCHASING AND CONTRACTING

5560 OVERLAND AVENUE, SUITE 270, SAN DIEGO, CALIFORNIA 92123-1204

Phone (858) 505-6367 Fax (858) 715-6452

BRENDA MILLER

ASSISTANT DIRECTOR

https://sdbuynet.sandiegocounty.gov/ mailto:vanessac.rios@sdcounty.ca.gov https://events.gcc.teams.microsoft.com/event/7e744436-d719-43db-afb0-06f5bc20354b@4563af13-c029-41b3-b74c-965e8eec8f96

COUNTY OF SAN DIEGO – REQUEST FOR PROPOSALS (RFP 13227)

BILLING AND COLLECTION FOR AMBULANCE TRANSPORTATION AND FIRE INSPECTION FEES

SERVICES

F. Statement of Work G. Payment Schedule H. Draft Agreement

B. RFP INSTRUCTIONS AND RULES

1. INSTRUCTIONS FOR SUBMITTING A PROPOSAL

1.1. It is the Offeror’s responsibility to submit a proposal based on the most current RFP, addenda thereto, responses to Questions, any other information posted on BuyNet, and any diligence material made available by the County. Offerors are advised to regularly check BuyNet for information. The County has no obligation to contact Offerors directly with any such RFP-related information.

1.1.1. In order to see all information related to this RFP, to submit Questions, and to receive notifications of updates, Offerors must select “Participate in RFx” for this solicitation in BuyNet.

1.2. Forms required to be submitted with Offerors response to this RFP are included in this RFP or posted on the County’s web site at https://www.sandiegocounty.gov/content/sdc/purchasing/purchasing-forms.html.

1.2.1. Posted forms may be updated from time to time. Unless otherwise specified, offerors may submit the version of a form in place as of the date of the posting of this RFP or any later version.

1.3. Offerors are advised to allow for sufficient time to obtain all necessary documents and forms, resolve any technical difficulties obtaining or completing documents or forms, and, if necessary, obtain documents and forms by an alternate method. If you are unable to download documents or forms, you may request a hard copy or technical assistance from Purchasing and Contracting’s front desk or contact clerical support at (858) 505-6367.

1.4. Offeror must submit a complete original proposal in accordance with the format provided in this solicitation to the County of San Diego, Department of Purchasing and Contracting, through electronic upload to BuyNet before the Date and Time listed in Schedule.

1.4.1. If Offeror is unable to submit via BuyNet for any reason, Offeror may submit by providing the Purchasing and Contracting front desk with either (i) electronic files on CD/DVD or, (ii) a printed proposal. Offeror must prominently mark such submissions with the RFP number on the outside of the packaging. Please use this method only if unable to submit through BuyNet.

1.4.2. When submitting via BuyNet, Offerors are advised to allow for sufficient time to submit by an alternate method in the event of technical difficulties.

1.4.3. For proposals submitted electronically through BuyNet, the time on the BuyNet server shall be considered the official time for the purpose of determining timely submittal.

1.4.4. For proposals submitted at the Purchasing and Contracting front desk, the time stamp at the front desk shall be considered the official time for the purpose of determining timely submittal.

1.4.5. In the event of multiple submittals of an original proposal by an Offeror, the County will only consider the most recent submittal submitted before the due date and time. The County will not review or consider previous submittals, whether submitted at the front desk or through BuyNet.

Offerors are strongly encouraged to submit only one original proposal and to withdraw or replace any previous submittals in the event they update their proposal. Proposals may be found non-conforming if the County is unable to determine which proposal is the most recent, timely submittal.

1.5. A proposal that is untimely or otherwise not submitted in conformance with 1.4 above will not be considered for award unless: it is received before award is made; the County determines that it is in its best interest to accept the proposal; and

1.5.1. It is determined by the County that the late receipt was due solely to mishandling by the County, or

1.5.2. No timely and conforming proposal was submitted.

https://www.sandiegocounty.gov/content/sdc/purchasing/purchasing-forms.html

1.6. Proposals may not be modified after the due date, except for modifications resulting from the Contracting Officer’s request for a revised proposal, Best and Final Offer (BAFO), or an addendum to the proposal.

1.7. Proposals may be withdrawn by written notice signed by a duly authorized representative of Offeror if received prior to Notice of Intent to Award. After Notice of Intent to Award, all proposals constitute firm offers, subject to negotiation, that will remain open and cannot be revoked, withdrawn, or modified for a period of six (6) months.

1.7.1. All proposals become the property of the County upon submission. An Offeror may request the return of its proposal upon withdrawal, which return the County may grant or deny in its sole discretion.

1.8. By submitting a proposal, Offeror agrees to these RFP Instructions and Rules and all other terms of this

RFP.

2. QUESTIONS

2.1. Offerors shall direct requests for explanation regarding the RFP or related documents to the Contracting

Officer in writing as a question (“Question”). Submit Questions by sending a message to the Contracting Officer through the “Discussions” functionality in BuyNet.

2.2. The County may choose not to respond to Questions received after the date and time stated Schedule.

Offeror is responsible for ensuring that Questions are received by the County.

3. PROPOSAL FORMAT

3.1. Submit electronic proposals as files in .pdf format, except where specified otherwise. For pages other than signature pages, converted and searchable formats are preferred.

3.2. Proposals shall be formatted to print on 8-1/2” x 11” page size, with no less than ½” margins and eleven

(11) point font and to be suitable for black and white reproduction with no loss of information.

3.3. All proposals shall be signed with a handwritten signature by an authorized officer or employee of the Offeror.

3.3.1. Electronic or digital signatures will not be accepted.

3.3.2. Pages requiring signatures must be scanned from an original handwritten signature. If Offerors are unable to submit a .pdf with scanned signatures, Offerors may optionally submit clear pictures of signature pages containing original handwritten signatures.

4. PROPOSAL ORGANIZATION

4.1. Your proposal must be organized in accordance with the Submittal Items in this RFP.

4.1.1. Content shall be organized to correspond to the applicable exhibit and question or item within each exhibit.

4.1.2. Offerors shall separate each exhibit into one or more files, clearly named as to the exhibit and order.

4.1.3. Pages shall be consecutively numbered within each exhibit at the bottom or top margin of each page.

4.1.4. Cost/Price information:

4.1.4.1. All cost and pricing information must be contained within Cost/Price exhibit and be inclusive of all proposed compensation. No price data is to be included in the Program/Technical or other exhibits.

4.2. Confidential/Proprietary information:

4.2.1. The County is a public agency subject to the California Public Records Act, Government Code § 7920.000, et seq. Some or all of the documents submitted in response to this RFP may be subject to disclosure, and the County intends to publish any resulting contracts to its public website.

4.2.2. It is Offeror's responsibility to identify and separate into a "CONFIDENTIAL/PROPRIETARY” exhibit and to provide a signed Nondisclosure Indemnification Agreement for:

4.2.2.1. all confidential information that should be protected from disclosure, including PI (Personal Information), PII (Personally Identifiable Information), or PHI (Protected Health Information), and

4.2.2.2. any proprietary or other information Offeror determines is exempt from disclosure under the California Public Records Act and wishes to protect from disclosure.

4.2.3. The “CONFIDENTIAL/PROPRIETARY” exhibit must be clearly labeled with all pages marked as “CONFIDENTIAL/PROPRIETARY”

4.2.4. Refence material in the “CONFIDENTIAL/PROPRIETARY” exhibit where it is needed to respond to a Submittal Item (for example “See response 1 contained within the “CONFIDENTIAL/PROPRIETARY” exhibit” for staff Social Security numbers”).

4.2.5. If the County determines that a submission improperly designates information as confidential or proprietary, the County may, at its sole discretion: (i) deem the information releasable; (ii) declare the submission non-conforming/non-responsive; (iii) remove such information, or (iv) take any other appropriate action. (Note: pricing and terms and conditions are generally not considered confidential under the California Public Records Act).

5. PROPOSAL EVALUATION

5.1. Evaluations shall be based on the criteria contained in the Evaluation Criteria and Submittal Items to determine the proposals(s) that provide the best value to the County.

5.2. The County shall have the discretion, but not the obligation, to construe any submission as non-conforming and ineligible for consideration if it does not conform to the requirements of this Request for Proposals.

The County shall also have the discretion to waive any irregularities or deviations from the requirements of this Request for Proposals in any submission.

5.3. Small-Local Business preference: In accordance with Section 405 of the San Diego County Code of Administrative Ordinances, when evaluating competing proposals, the County will give a fifteen percent (15%) price preference to offerors that meet the definition of a Small-Local Business set forth in Board Policy B-53 and that have completed the Small-Local Business Self-Certification Form.

The price preference will be applied to the proposed price portion of the evaluation only. Fifteen percent (15%) or one hundred and fifty-thousand dollars ($150,000), whichever is less (“Price Adjustment”), shall be subtracted from any Small-Local Business’s proposed price being evaluated for award (“Adjusted Price”). A Small-Local Business’s Adjusted Price shall be the basis for evaluating the proposal’s price.

Contract award will be made to the proposer(s) providing the best value to the County after consideration of the price preference and will be made at the unadjusted price. For example, a Small-Local Business submitting a proposal for $100,000 would be evaluated as if the proposed price was $85,000. If, based on the Adjusted Price, the Small-Local Business is evaluated to be the best value, the Small-Local Business would be awarded a contract at the unadjusted price of $100,000.

5.4. Reserved.

5.5. During evaluation, County may appropriately consider the sustainability and social, human health, environmental, and economic impact of Offeror’s proposed products and approach to providing goods and services, in accordance with Board Policy B-67. Therefore, Offerors are encouraged to include relevant information in their proposals.

5.6. During evaluation, the County may appropriately evaluate the cultural competency of Offeror and Offeror’s proposed approach to providing goods and services. Therefore, Offerors are encouraged to include relevant information in their proposals.

5.7. When evaluating an Offeror’s cost or pricing, the County may also consider the effect of the proposal on the overall total cost to the County.

5.8. In evaluating an Offeror’s ability to satisfy the requirements of this RFP and any resulting contract, the County may also consider any parent, subsidiary, or related legal entity of Offeror, including, without limitation, a legal entity that Offeror acquired or merged with or will use as a guarantor in providing services to the County.

6. EVALUATION AND SELECTION PROCESS

6.1. Proposals received, including any additions, revisions, and clarifications, will be evaluated by a Source

Selection Committee (SSC) appointed by a Source Selection Authority(s) (SSA). The County may evaluate information known to the County, in addition to the information provided in response to the RFP.

6.2. The County reserves the right to request clarification and/or additional information (“Clarification”) from Offerors. The Contracting Officer will determine the appropriate means of requesting and obtaining Clarification, which may include telephonic communication, email, letter, presentation, oral interview, or an addendum or revision to the proposal. The County may invite Offerors to make presentations to, or participate in interviews with, the County at a date, time, and location determined by the County.

Notwithstanding the foregoing, the County is not obligated to seek Clarification, therefore Offerors are advised to submit complete and accurate information in their proposals.

6.3. At any point in the evaluation process, the County may determine that a proposal is unacceptable in any area or that a proposal is no longer in the competitive range, and no longer consider it for award. In such cases, the Contracting Officer will attempt to notify the Offeror.

6.4. At any point in the evaluation process, the County may hold discussions with one or more Offerors in the competitive range. Discussions may include requests for revised proposals, Best and Final Offers (BAFOs), or addenda to the proposal that may contain additional selection factors.

6.5. The SSC may recommend to the SSA that award be made to one or more Offerors. After receipt and approval of the SSA’s decision, the County will post a Notice of Intent to Award (NOI).

6.6. Upon posting of the NOI, the County will enter into contract finalization negotiations with the selected Offeror(s) and, upon successful completion, award a contract(s).

6.7. The County may rescind or modify the NOI at any time due to unsuccessful negotiations or if the County otherwise determines that it is in its best interest to do so.

6.8. Reserved.

6.9. The actual timing and sequence of events resulting from this RFP shall ultimately be determined by the County, in its sole discretion. The County may, at any time cancel this RFP, reject all proposals, restart evaluations, modify or replace the membership of the SSC, or correct any deficiencies in the procurement process or evaluation.

7. DEBRIEF AND REVIEW OF CONTRACT FILES

7.1. After an Offeror has been notified by the Contracting Officer that that Offeror’s proposal is no longer being considered for award, the Offeror may request a debriefing from the Contracting Officer. For debriefings held prior to contract execution, the Offeror will be limited to a review of the information pertaining to the County’s evaluation of their own proposal, in accordance with Section 9.4 of these RFP Instructions and Rules. After contract execution, debriefings may include review of other proposals, the Source Selection Committee Report, and other releasable documents.

8. PROTEST PROCEDURE

8.1. Board Policy A-97 sets forth the procedures for the filing and resolution of protests related to this RFP.

Board Policy A-97 is available from the Clerk of the Board, 1600 Pacific Highway, San Diego, CA 92101, or on the County’s website at https://www.sandiegocounty.gov/content/sdc/cob/ocd.html .

8.2. All protests must be filed in accordance with Board Policy A-97, which requires, among other things, that a protest must be filed timely, be submitted in writing to the Contracting Officer identified in the solicitation package, and be based on a protestable action and established grounds for protest.

9. COUNTY COMMITMENT

9.1. This RFP does not commit the County to award a contract, nor does it commit the County to pay any of

Offeror’s costs incurred in the preparation or submission of the proposal. Further, no reimbursable cost may be incurred in anticipation of a contract award.

9.2. Neither Offeror nor any of its representatives shall have any claims whatsoever against the County or any of its respective officials, agents, or employees arising out of or relating to this RFP or these procedures (other than those arising under a definitive contract with Offeror in accordance with the terms thereof).

9.3. The County reserves the right to separately procure the same or similar goods or services.

9.4. The County may withhold all information regarding this procurement until after negotiations are complete, including, but not limited to: the number of proposals received; the identity of Offeror(s); the content of proposals; the County’s evaluation and results thereof; and, the identity of the members of the SSC.

Information releasable after the conclusion of negotiations is subject to the disclosure requirements and withholding exemptions of the California Public Records Act.

9.5. Pursuant to County Charter §§ 703.10 and 916, award of a contract resulting from this RFP may be subject to the County’s requirement to determine that the services can be provided more economically and efficiently by an independent contractor than by persons employed in the Classified Service

9.6. In the event that an Offeror is involved in a merger, acquisition, or other change in control, the County reserves the right to award a contract to a resulting entity.

10. DILIGENCE AND DUTY TO INQUIRE

10.1. Should an Offeror find discrepancies in or omissions from, or be in doubt as to the meaning of, the RFP or related documents, Offeror shall have a duty to submit a Question to the County.

10.2. Offerors are expected to perform reasonable due diligence with regard to this RFP and the work required, including, but not limited to, information that is publicly or otherwise reasonably available and, if applicable, information that can be obtained during a site visit (including verification of measurements, conditions, and other attributes). Neither the selected Offeror(s), nor any Offerors, shall be entitled to any price adjustment or other relief based upon information that was discovered or should have been discovered through due diligence.

10.3. The County makes no representation or warranty, express or implied, as to the accuracy or completeness of any diligence material or other information provided by the County or any of its agents, representatives, contractors or consultants. Such information may reflect good faith assumptions, estimates, or projections, which may or may not prove to be correct.

10.4. Offeror should not rely upon oral statements made or explanations given by the County, including any oral responses to Questions or other inquiries. No prior, current, or post award communication(s) with any officer, agent, or employee of the County shall affect or modify any terms or requirements of this RFP, except as explicitly provided for in this RFP.

https://www.sandiegocounty.gov/content/sdc/cob/ocd.html

11. OFFEROR COMMUNICATIONS

11.1. All communications from the Offeror (including its employees, agents, and representatives) to the County or its officers and employees (including consultants working on or assisting with this procurement), related to this RFP or the Offeror’s proposal, must be directed in writing exclusively to the Contracting Officer, unless otherwise authorized in writing by the Contracting Officer. Offerors shall not communicate with or attempt to contact any other County personnel about this solicitation, except as otherwise allowed for in this RFP or by law. Any improper contact may, at the County’s sole discretion, cause the Offeror to be removed from consideration for contract award.

11.2. If Offeror issues any public announcement, or otherwise engages in communication that, in the County’s sole determination, compromises the integrity of this RFP process or attempts to restrain competition, Offeror may be removed from consideration for award.

11.3. Audio and/or video recording of pre-proposal conferences, presentations, discussions, negotiations, debriefings, or other communications with the County regarding this RFP are prohibited, unless specifically authorized in writing by the Contracting Officer.

12. SOLICITING EMPLOYEES

12.1. Until contract award, Offerors shall not, directly or indirectly, solicit any employee of the County to leave the County’s employ in order to accept employment with the Offeror, its affiliates, actual or prospective contractors, or any person acting in concert with the Offeror without prior written approval of the County’s Contracting Officer. This paragraph does not prevent the employment by an Offeror of a County employee who has initiated contact with the Offeror.

13. PROHIBITED CONTRACTS AND SUBCONTRACTS

13.1. In accordance with Section 67 of the San Diego County Administrative Code, the County shall not contract with, and shall reject any bid or proposal submitted by the person or entities specified below, unless the Board of Supervisors finds that special circumstances exist which justify the approval of such contract:

13.1.1. Persons employed by the County or of public agencies for which the Board of Supervisors is the governing body;

13.1.2. Profit making firms or businesses in which employees described in subsection 13.1.1 serve as officers, principals, partners or major shareholders;

13.1.3. Persons who, within the immediately preceding twelve (12) months, came within the provisions of subsection 13.1.1, and who (1) were employed in positions of substantial responsibility in the area of service to be performed by the contract, or (2) participated in any way in developing the contract or its service specifications; and

13.1.4. Profit making firms or businesses in which the former employees described in subsection 13.1.3 serve as officers, principals, partners or major shareholders.

13.2. Per Board Policy A-79, a successful Offeror that is a non-profit corporation shall not subcontract any work under the agreement with a related for-profit subcontractor where an interlocking directorate, management, or ownership relationship exists, unless specifically authorized by the Board of Supervisors.

13.3. Offeror certifies that if awarded a contract under this RFP, such contract will be in compliance with Sections 13.1 and 13.2 above. Offeror shall promptly notify the County of any change in circumstance affecting these provisions.

14. CALIFORNIA REVENUE & TAXATION CODE § 18662

14.1. In compliance with California Revenue and Taxation Code § 18662, if Offeror is a non-resident of

California (out-of-state invoices) that receives California source income and has not completed Franchise Tax Board Form 590, there may be a backup withholding on all payments. Fifteen (15) business days prior to the first payment from the County, new suppliers, or suppliers with expired forms or forms with incorrect information, must submit new forms to the County (forms are available from the Franchise Tax Board website listed below).

14.2. Under certain circumstances, Offerors may be eligible for reduced or waived nonresident withholding. If Offeror has already received a waiver or a reduced withholding response from the State of California and the response remains valid, Offeror should submit the response to the County in lieu of the forms. Failure to submit the required forms will result in withholding of payments. Offerors should access the Franchise Tax Board websites, listed below, for tax forms and relevant information regarding non-resident withholding, including waivers or reductions. The County will not give Offerors any tax advice. It is recommended that Offerors speak with their tax advisers and/or the State of California for guidance.

Franchise Tax Board Websites:

https://www.ftb.ca.gov https://www.ftb.ca.gov/forms/search/

14.3. If selected for award, the Offeror must submit applicable forms to the Auditor & Controller via fax, at

(858) 694-2060, or mail originals to: County of San Diego, 5530 Overland Avenue, Suite 410, San Diego, CA 92123. The P.O. Number or Contract Number (if available) and “California Revenue and Taxation Code § 18662” must appear on fax cover sheet and/or the outside of the mailing envelope.

15. W-9 FORM

15.1. If selected for award, the Offeror must complete and submit a W-9 form if a current form is not on file with the County.

16. PREVAILING WAGE

16.1. Reserved.

(Remainder of this page left blank) https://www.ftb.ca.gov/ https://www.ftb.ca.gov/forms/search/

C. EVALUATION CRITERIA

Proposal Evaluation Criteria

The evaluation criteria listed below are in descending order of importance by paragraph, not subparagraph, and will be considered in the evaluation of the Offeror’s written and oral proposals accordingly. Proposals should give clear, concise information in sufficient detail to allow an evaluation based on these criteria.

Criteria Key factors include, but are not limited to:

Program Design and Approach

• Offeror’s acceptance of the proposed Statement of Work

(SOW).

• Offeror’s methodology and approach demonstrates the ability to provide services outlined in the SOW and to meet the goals and outcome objectives effectively and efficiently.

Organizational Capability, Experience, and Qualifications

• Offeror’s experience and knowledge providing billing services for ambulance transportation services and fire inspection billing are achieved for the focus population and how the organization’s framework supports the program’s goals and outcomes.

• Offeror shows experience and qualifications providing billing services for ambulance transportation services and fire inspection billing.

Implementation Plan • Offeror’s proposed implementation plan is feasible, operationally effective, and efficient in the completion of milestones including ensuring all payers for ambulance billing are enrolled prior to the contract start date.

Organizational Stability and Risk • Offeror’s fiscal stability, contract performance, and litigation history.

Pricing

• The extent to which Offeror’s proposed pricing is reasonable.

• The extent to which the Offeror provides stable, comprehensive, and predictable pricing that limits pricing risk or variance, the likelihood that the Statement of Work can be completed within proposed pricing, the reasonableness and clarity.

Acceptance of Terms and Conditions and Insurance

• Overall risk to the County resulting from Offeror’s agreement with, or exception to the Terms and Conditions and Insurance.

D. SUBMITTAL ITEMS

Proposals should give clear, concise information in sufficient detail and in the order presented below to allow for a comprehensive evaluation. The County shall have the discretion, but not the obligation, to construe any submission as non-conforming and ineligible for consideration if it does not conform to the Submittal Requirements described by these Submittal Items. The County shall also have the discretion to waive any irregularities or variances from these Submittal Items in any submission and/or seek Clarification.

Offeror’s response to these Submittal Items shall be no more than thirty (30) pages, excluding disclosures, financials, sample reports, etc.

1) EXHIBIT 1 - REQUIRED FORMS

1.1. Submit a completed and signed Offeror’s Cover Page (PC600) form

• Required for all Offerors

• located at:

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC600_dpc_Offerors_Cover_Page.pdf

1.2. Submit a completed and signed Representations and Certifications form (PC601)

• Required for all Offerors

• located at:

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC601_dpc_Reps_and_Certs.pdf

1.3. Submit a completed and signed Small-Local Business Self-Certification Form (PC610)

• Required if claiming Small-Local Business Preference; All other Offerors are encouraged to complete this form to support County data collection.

• located at:

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC610_dpc_Small_Local_Self_Cert.pdf

1.4. Confirm understanding and acceptance “YES/NO” of Small-Local Business Subcontractor Participation Requirements:

YES ☐ NO ☐

• As this contract is an indefinite delivery/indefinite quantity contract, Small-Local Business Subcontractor

Participation Requirements as set forth in Board Policy B-53 apply at the time of task order issuance, based on the value of an individual task order. Offeror does not need to submit a Small-Local Business Subcontractor Utilization Plan with its submittal. The draft agreement contains a link to the form the successful offeror must use to submit its Small-Local Business Subcontractor Utilization Plan for individual task orders. Where the value of services for a task order exceeds $1 million in annual value, the successful offeror must demonstrate that it (i) will either meet or exceed a 3% Small-Local Business Subcontractor Participation Requirement or show a good faith effort to do so, or (ii) is exempt from the Small-Local Business Subcontractor Participation Requirements.

1.5. Submit a completed and signed Nondisclosure Indemnification Agreement (PC620) (if applicable).

• Required if submitting Confidential/Proprietary Information (see RFP Instructions and Rules section 4.2)

• located at:

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC620_dpc_Nondisclosure_Indemnity.pdf

1.6. Attachment 1 – Information Technology Requirements: Business Critical

• Required for all Offerors

• Included in Section E of this RFP

1.7. Attachment 2 – Information Technology Requirements: Detailed Technical

• Required for all Offerors

• Included in Section E of this RFP https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC600_dpc_Offerors_Cover_Page.pdf https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC601_dpc_Reps_and_Certs.pdf https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC610_dpc_Small_Local_Self_Cert.pdf https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC620_dpc_Nondisclosure_Indemnity.pdf

1.8. Attachment 3 – Data Security Checklist

• Required for all Offerors

• Included in Section E of this RFP

2) EXHIBIT 2 - PROGRAM/TECHNICAL EXHIBIT

Section 2A: Program Design and Approach

2.1. Provide a statement that Offeror has read, understands, and accepts the Statement of Work (SOW). If Offeror does not accept all portions of the SOW, then provide a marked up redline version of the SOW that provides applicable alternative language with an explanation to support any alternative standards/language being proposed. Failure to specifically reject a proposed requirement(s) will be deemed an acceptance of such requirement. By accepting, Offeror may not introduce negotiations to the SOW requirements upon award.

Note: Non-acceptance of the Statement of Work is evaluated as unfavorable and will be evaluated as such.

2.2. Provide a detailed response describing your approach to fulfilling the service requirements outlined in Statement of Work (SOW), Sections 3, and Sections 6-12. When referring to a specific requirement in the SOW, include its corresponding number for easy reference. Offeror’s response should clearly explain how the required services will be performed and how they will meet the specified requirements. Focus on the methods and procedures that will be used to meet the key requirements in the SOW. Descriptions for each work component should be labeled with the appropriate submittal requirement and/or SOW section number.

2.3. Describe your approach, methods, and strategies for providing billing and collection services, as outlined in SOW Section 7. Include the following information:

2.3.1. Provide a projected net collection rates per payer type and estimated collections, in dollars, for both CSA 17 & San Diego County Fire Protection District (SDCFPD), as outlined in SOW Sections 3.2.1 and 3.2.1.1. – 3.2.1.6.

2.3.2. Describe your process for electronically retrieving ambulance service information, as outlined in SOW Sections 7.1.1-7.1.4.

2.3.3. Describe how you will manage and fund access to San Diego Health Connect (SDHC), or similar provider, if County’s arrangement changes during the term of the contract, as outlined in SOW Section 7.1.5.

2.3.4. Describe your process for reviewing and processing patient records, including coordination with ambulance providers, patients, and hospitals, as outlined in SOW Sections 7.2.1-7.2.2.

2.3.5. Describe your process for managing denied or disallowed claims, as outlined in SOW Section 7.4.2.

2.3.6. Describe your process for managing claims with no response or claims returned as undeliverable, as outline in SOW Section 7.4.3.

2.3.7. Describe your process for managing self-pay accounts, as outlined in SOW Section 7.4.4.

2.3.8. Describe your process for managing the receipt of payments, as outlined in SOW Section 7.4.5.

2.3.9. Describe your process for managing manage refunds, including required documentation, as outlined in SOW Section 7.6.

2.4. Describe your approach, methods, and strategies for providing billing and collection services to San

Diego County Fire (County Fire), for fire inspection billing, as outlined in SOW Section 8. Include the following information:

2.4.1. Describe your process for electronically retrieving fire inspection service information, as outlined in SOW Section 8.1.

2.4.2. Describe your process for reviewing and processing records received, including coordination with County Fire and businesses, as outlined in SOW Section 8.2.1-8.2.2.

2.4.3. Describe your process for managing invoices with no response or invoices returned as undeliverable, as outlined in SOW Section 8.3.2.

2.4.4. Describe your process for receiving and managing payments, as outlined in SOW Section 8.4.

2.4.5. Describe your process for managing refunds, including sample documentation, as outlined in

SOW Section 8.6.

2.5. Describe your process for data collection and reporting for ambulance billing and collection services, as outlined in SOW Section 9. Include sample reports, charts, and analyses that demonstrate reporting capabilities for transport volumes, gross charges, net collections, and payer mix.

2.6. Describe your process for data collection and reporting for fire inspection billing and collection services, as outlined in SOW Section 9.2. Include sample reports, charts, and analyses that demonstrate reporting capabilities for inspection volumes, gross charges, and net collections.

2.7. Provide example(s) of an interactive dashboard that demonstrates how the reporting requirements identified in the SOW will be displayed, as outlined in SOW Section 9.3.

2.8. Describe your automated electronic system for billing and collection services, as outlined in SOW Section

10. Include the following information:

2.8.1. Describe how electronic claims will be generated and submitted to major payers, as outlined in

SOW Section 10.2.2.

2.8.2. Describe how accounts will be tracked and monitored to ensure timely follow-up, as outlined in

SOW Section 10.2.3.

2.8.3. Describe how your system will integrate with the County’s vendor for electronic and credit card payments, as outlined in SOW Section 10.2.4.

2.8.4. Describe how required reports will be provided electronically and include a sample report, as outlined in SOW Section 10.3.

2.8.5. Describe your process for providing 24/7/365 technical support for the electronic system, as outlined in SOW Section 10.4.

Section 2B: Organizational Capability, Experience, and Qualifications

2.9. Provide a resume of Offeror's experience within the last five (5) years in developing and implementing the same or similar services as described in the SOW.

2.9.1. If Offeror does not have experience providing the same or similar services, describe Offeror’s relevant experience that demonstrates the ability to perform these services. Include the following information for up to five (5) contracts that are most recent and relevant to the services in this solicitation, beginning with the most recent, and ending with the oldest of those selected:

2.9.1.1. Organization name, address, phone number, email address, director and contact person(s); Dates of operation, focus population; a brief description of the services provided; and annual and total contract values. Include letters of support from the Offeror’s workforce and the Offeror’s highest level of ownership, if applicable.

2.9.2. Indicate the length of time the Offeror’s organization has been in business under the present name as well as any prior business names. Indicate if the Offeror’s organization is a separate subsidiary of another company.

2.10. Provide a list of government contracts for the same or similar services that the Offeror’s organization has performed within the last five (5) years. If the Offeror has more than ten (10) relevant contracts, provide no more than ten (10), listed in reverse chronological order, beginning with the most recent.

2.10.1. Include contracts with state, federal, local government, private foundation, or other entities for the same or similar services.

2.10.2. If Offeror has not held government contracts, provide details of any comparable government-managed service contracts of similar size and scope. Include the following information:

2.10.2.1. Indicate whether the Offeror served as the primary contractor or subcontractor.

2.10.2.2. Include the contract number, type of services provided, length of contract, performance outcomes, and any compliance issues.

2.10.2.3. Include contract point of contact for County verification purposes. Include the following:

2.10.2.3.1. First and Last Name

2.10.2.3.2. Phone Number

2.10.2.3.3. Email Address

2.11. Organizational Chart: Provide an organizational chart that describes the Offeror's overall structure and illustrates how the proposed program integrates with other divisions, programs, and sections. Clearly indicate the lines of management, authority, and responsibility.

2.12. Staffing Chart: Provide a clear and legible staffing chart detailing the Offeror's proposed program structure, including all program staff positions and reporting responsibilities. If known, include staff names and titles. Clearly identify any bilingual positions, as well as proposed volunteer and non-paid roles, if applicable. Offerors may combine the organizational and staffing charts, provided all required information is included.

2.12.1. Describe the diversity of your organization's workforce, including representation in leadership positions.

2.13. Job Descriptions: Provide a one (1) page job description for every staff category in the Program, including all administrative, support, and direct service staff positions by position title, including the specific positions identified in the SOW. Identify primary duties/responsibilities, range of authority and minimum requirements for employment skills (including linguistic and cultural skills), education, experience, licenses and certifications, etc. If position is not a full-time position, identify the portion of a full-time position, such as 0.75, 0.50, etc. Include hourly and annual salary range and benefits. Include all volunteer and other non-paid positions

2.14. Staff Resumes: Provide brief resumes for all executive level and program management staff who are currently employed by the Offeror’s organization or who the Offeror plans to employ to fill positions in the staffing schedule to accomplish the requirements of this solicitation.

2.14.1. Include the proposed position title from the staffing schedule on each resume.

2.14.2. Resumes should include sufficient details to demonstrate that the individual is qualified for their assigned position. Provide a history of relevant education, experience, and any professional licenses or certifications applicable to their role.

2.14.3. For prospective employees not currently on staff, include a dated letter signed by each individual confirming their commitment to accept employment if a contract is awarded to the Offeror’s organization. These letters should be placed immediately after the individual's resume.

NOTE: Do not include personally identifiable information, such as Social Security numbers, home addresses, or phone numbers, etc.

2.15. Staff Hiring: Describe how recruitment efforts will fill program positions, including addressing and minimizing challenges in hiring bicultural/bilingual staff, and timelines to fill each position in the program. Description should include but is not limited to the following.

2.15.1. Contractor shall describe their organization’s approach of methods to achieve culturally responsive, diverse, and community-based services in performing the SOW. Provide sufficient detail that demonstrates how these approaches will effectively and efficiently meet the requirements, goals, and proposed process outcomes.

2.15.2. Describe the specific measures you have implemented to promote diversity and inclusion within your organization.

2.16. Diversity & Inclusion: Describe how Offeror will address diversity, equity, and inclusion to promote a workforce that reflects the region’s population.

2.17. Consultants/Subcontractor or Memorandum of Agreement Linkages: If consultants/subcontractors are to be used to meet specific requirements of the SOW under a Memorandum of Agreement (including volunteer services), provide a list of those consultants/subcontractors with the following information. Do not include copies of the subcontract agreements or Memorandum of Agreements.

2.17.1. Fully identify the types of agreements and organizations and describe, in accordance with the appropriate experience requirements specified above, the experience of each subcontractor or other organization in meeting the specific program requirements.

2.17.2. Describe the specific program requirements for which the subcontractor(s) shall be responsible, and how the requirements will be monitored by the Offeror.

2.17.3. Specify whether or not the subcontractor or other organization has committed to the contract or agreement.

If the subcontractor(s) or other organization(s) are unknown at the time of proposal submission, explain how these organizations will be solicited and selected. Provide a draft schedule for soliciting, selecting, and subcontracting the organizations.

Section 2C: Implementation Plan

2.18. Provide a detailed implementation plan for the program. Include a Gantt chart, or similar project timeline, identifying all activities required to achieve full program implementation and active billing, based on an estimated start date of July 1, 2027. The timeline should include key tasks, implementation strategies, responsible parties (e.g., personnel, organizations, agencies), dependencies, milestones, and estimated start and completion dates.

2.18.1. Describe the proposed implementation schedule, including the time required for program startup, onboarding of all possible payers for ambulance billing, commencement of services, and achievement of full operational capacity. Responses should explain how continuity of billing and revenue collection will be maintained during onboarding and transition activities.

2.18.2. If additional implementation costs are required, provide a detailed cost breakdown and timeline.

2.18.3. Describe the required format and method for receiving open and pending accounts from the

County’s existing billing vendor for initial system integration, in accordance with SOW Section 12.1.3.

Section 2D: Organizational Stability and Risk

2.19. Financial Information:

2.19.1. Submit documentation demonstrating fiscal solvency and how Offeror will maintain solvency throughout the contract term. Briefly outline the internal fiscal management process the organization will use to monitor and ensure that County funding and other revenues are adequate to meet program costs.

2.19.2. Submit, as applicable, the most current un-audited financial statements, to include the Statement of Financial Position (Balance Sheet) and the Statement of Activities (Income Statement).

2.19.3. Submit, as applicable, the following information for the last three (3) fiscal years. Annual audit report to include:

2.19.3.1. Audited financial statements with the applicable notes.

2.19.3.2. Independent Auditor’s Report on Compliance and Internal Control over Financial

Reporting based on an Audit of the Financial Statements in Accordance with Government Accounting Standards.

2.19.3.3. Independent Auditor’s Statement of Findings and Questioned costs.

2.19.4. If Offeror does not have audited financial statements, submit un-audited financial statements for the last three (3) Fiscal Years, to include the Statement of Financial Position (Balance Sheet), the Statement of Activities (Income Statement), and Cash Flow Statement.

2.19.5. Provide documentation that Offeror has sufficient reserves to maintain the program for sixty (60) days. Documentation may include cash and/or credit reserves.

2.19.6. If a local subsidiary corporation, provide the articles of incorporation for the parent corporation along with their unaudited financial statements, to include the Statement of Financial Position (Balance Sheet) and the Statement of Activities (Income Statement).

2.20. Non-compliance Information.

2.20.1. Provide a summary and documentation of contract performance and Offeror’s compliance for the last three (3) contract years.

2.20.2. List all corrective actions, including In-Depth Invoice Reviews, Corrective Action Notices, or similarly related reviews and/or notices of non-compliance; also list why the corrective actions were issued, their required timelines/ deadlines, how they were resolved, and if they were resolved within the required timeline/deadline.

2.20.3. Provide history of all programs on a required Corrective Action, Contract Risk Report, or similarly related history on correction actions or risk reports within the past five (5) years, including program name, reason for corrective action, and corrective action timeline.

2.20.4. Provide a detailed listing of any breach or noncompliance, failure, or refusals to complete a contract; information on early termination and details of any and all liquidated damages assessed by any entity during the last three (3) years.

2.20.5. If none, state as such in the submittal response.

2.21. References: Provide a minimum of three (3) positive business references, for the Offeror’s most relevant similar projects or programs within the past five (5) years. Each reference should be summarized in no more than one (1) page and should include the following:

2.21.1. Reference organization’s name and purpose.

2.21.2. Reference organization’s mailing address, phone number, and email address.

2.21.3. Contact persons representing the reference organization, title, phone, and email address. The referenced contact person must be familiar with the Offeror, and the Offeror’s relevant experience and performance.

2.21.4. Brief statement of the person’s or organization’s relationship to the Offeror and the period of the relationship.

2.21.5. A summary narrative of the applicable work provided; fee and contract term for the work; if the program’s service was completed within the original contract fee and term (explain reasons for any fee increase and delays); problems encountered and resolutions; contract objectives and results. Explain how the experience gained could be beneficially applied to this project.

2.21.6. If previous work was not similar, list three (3) positive references who can attest to the Offeror’s competency.

NOTE: County staff may verify the information. The County will make reasonable attempts to contact any reference, and the inability to contact a reference may be treated as an unfavorable reference for evaluation purposes.