EMS and Prevention Billing Services

The City of Santa Monica Fire Department is soliciting proposals for third-party billing of EMS transports and fire prevention services, with questions due November 9, 2026 and proposals due November 23, 2026 at 3:00 p.m. Proposers must comply with the City's Living Wage Ordinance, which requires a minimum of $25.00 per hour for contract services exceeding $54,200, and must provide evidence of compliance.

The vendor will bill approximately 8,500 EMS patient transports and 7,500 fire prevention inspections and related services annually, including fire and life safety inspections, annual fire permits, fire safety officer services, special event permits, and vehicle accident cost recovery. The vendor must interface with the City's First Due Records Management software and provide billing, collections, accounts receivable management, and reporting. The vendor bears all software, hardware, and support costs, and pricing must not result in costs borne by the City. Proposals must specify a billing structure (percentage, per-transaction, or hybrid) and identify any fees passed to customers. Required insurance includes commercial general liability of at least $1,000,000 per occurrence and technology professional errors and omissions/cyber liability of $2,000,000 per claim or occurrence with a $2,000,000 annual aggregate, placed with insurers rated at least A:VII by A.M. Best and authorized in California.

The initial term is one year, with four one-year renewal options at the City's sole discretion. The City requires no upfront costs and provides no staff support. Proposals remain firm for 180 days after the submission deadline.

Evaluation weights are method of approach (35 points), reasonableness of cost (25 points), qualifications and experience including at least three Southern California references (15 points), value-added services and breadth of service (5 points), and completeness of proposal (20 points).

Responses are due November 12, 2026, and proposals are due November 23, 2026. Addenda and question-and-answer responses are posted on the City's OpenGov portal, and late proposals are not accepted. Proposers must attend the pre-proposal conference if offered.