RFP - billing and collection for ambulance transportation and fire inspection fees services

City of Santa Rosa is requesting proposals for billing and collection services for ambulance transportation and fire inspection fees under RFP 13227, with proposals due July 30, 2026. This is an open competitive procurement with no stated set-aside or preference program.

The scope encompasses complete billing-cycle management for ambulance services provided by the Santa Rosa Fire Department and fire inspection fee processing by the Fire Prevention Division. The contractor must establish billing procedures, generate and send invoices, process payments through multiple methods, manage accounts receivable, handle customer inquiries, and pursue collections on delinquent accounts. The contractor bears operational responsibility for all billing and collection functions, including technology systems and personnel.

The City anticipates annual ambulance transportation revenues of approximately $400,000 to $500,000 and fire inspection revenues varying based on inspection activity. Pricing should be structured as a percentage of total collections or as fixed fees. The contract term is one year with options for renewal subject to satisfactory performance and mutual agreement.

The vendor must provide a web-based, scalable solution integrating with Santa Rosa's existing systems and third-party payment processors. Critical IT requirements include Single Sign-On (SAML 2.0, OAuth 2.0, or WS-Federation), encryption of data at rest and in transit using FIPS 140-3 validated cryptographic modules, US-based support and data processing, role-based access controls, and web accessibility compliance (WCAG 2.1 Level AA). The vendor must complete the attached Data Security Checklist and demonstrate SOC 2 Type II certification. Additional requirements address system uptime, data backup with minimum 180-day retention, daily backups, annual penetration testing, weekly vulnerability scanning with 30-day remediation for high-severity vulnerabilities, and comprehensive audit trails.

Proposers must demonstrate experience in municipal billing and collection, healthcare billing practices, and capability to integrate with city systems. The vendor must provide user training, technical support, system maintenance, and data extraction and transformation services from existing systems into the new solution.