RFP 2026-009 - Fire Department Cost Recovery Administration Services

The City of Forney, Texas is requesting proposals for third-party administration of its Fire Department Cost Recovery Program under RFP 2026-009, with proposals due October 12, 2026 at 2:00 p.m. CST. The contractor must demonstrate at least three years' experience administering fire department cost recovery programs for municipal or fire department clients, with preference for Texas clients operating under comparable restrictions.

The scope encompasses review of eligible Forney Fire Department emergency responses, identification of applicable insurance coverage, preparation and submission of claims to insurance carriers, pursuit of claims, accounting for recovered funds, and monthly remittance to the City. Eligible incidents include motor vehicle accidents and extrications, structure and commercial fires, vehicle fires, hazardous materials incidents, and technical rescue operations. The contractor must comply with mandatory, non-negotiable billing and collection limitations: no direct billing or balance billing of individuals, no collection agency referrals, liens, legal proceedings against individuals, or transfer of claims to debt buyers or third parties. No fee may be charged on claims for which no revenue is collected, and the contractor shall not receive commissions, rebates, referral fees, or other compensation from insurance carriers or third-party vendors.

The City prefers a compensation structure based primarily on a percentage of funds successfully recovered and collected; proposers must disclose the proposed percentage and all other charges on the cost proposal form. Recovered funds are public funds and must be remitted to the City monthly within 15 calendar days after the end of each calendar month. The contractor must carry commercial general liability of $1 million per occurrence, professional liability of $1 million, cyber and privacy liability of $1 million, and workers' compensation at statutory limits. The initial contract term is to be determined, with renewal options for up to additional one-year terms by written amendment. Proposals must remain valid for 120 calendar days following the due date. Evaluation weighs qualifications and fire department experience (20 points), Texas municipal experience and references (20 points), proposed methodology and scope (20 points), technology and data security (15 points), implementation and customer service (10 points), and proposed compensation (15 points). Solicitation dates are scheduled for September 24 and October 1, 2026; questions are due October 5, 2026 at 4:00 p.m. Proposal review is anticipated for October 15, 2026, and City Council consideration for October 20, 2026.