Fire Service Cost Recovery Billing & Collection Services

The City of Lawton Fire Department is seeking proposals for Fire Service Cost Recovery Billing and Collection Services through a competitive bid process (RFPCL25-018). The procurement targets a vendor who will prepare and mail invoices, categorize, record, monitor, and manage billing for fire department services related to motor vehicle accidents, hazardous material incidents, and technical rescue incidents. The contract period will run from March 1, 2025, through February 28, 2026, with potential for a twelve-month extension. Proposals are due by January 15, 2025, with bid openings scheduled for 2:00 PM at the Lawton City Hall 2nd Floor Conference Room. Evaluation criteria will include responsiveness, service level, pricing (potentially as a percentage of collections), and the vendor's documented history of successful revenue recovery for government agencies. Vendors must submit a complete bid packet containing an Invitation for Bid, notarized affidavits, compliance certificates, specifications, and pricing documents. The city, which serves approximately 80,000 residents across eight fire stations and averages over 14,000 emergency responses annually, has established a specific fee schedule with rates varying by incident type and apparatus used.

While no specific set-aside designations or restrictions on responding organizations were explicitly mentioned in the documentation, the city has established a detailed fee structure that could impact vendor selection. The fee schedule includes charges such as $345 for the first apparatus unit at a motor vehicle accident and $920 for the first hour of a hazardous materials incident response. Though a precise budget range was not provided, the billing volume suggests potential significant revenue recovery opportunities for the selected vendor. The solicitation does not indicate an incumbent vendor, and no specific infrastructure or technology integration requirements were outlined in the available documentation. Vendors will be expected to manage the entire billing and collection process, including invoice preparation, mailing, categorization of service records, and collection management. The successful contractor will need to demonstrate expertise in government agency revenue recovery and the ability to efficiently process and collect fees for emergency service responses.