The vendor required to provide cost recovery billing and comprehensive cost recovery services.
- Provide a full range of billing, collections, accounts receivable management, reporting, compliance support, and training services necessary to operate a municipal fire cost recovery billing program.
- Requirement:
1. Billing and claims management
• Review fire incident reports to determine fee recovery eligibility under city statutes.
• Generate, submit, track, and manage cost recovery claims to insurance carriers only, unless otherwise authorized by city.
• Provide secure digital transfer and intake of incident-related documentation.
• Perform timely and accurate claim submission, follow-up on denials, and manage appeals when cost-effective and legally permissible.
• Collect insurer payments and maintain auditable billing records.
2. Invoicing and account turnover
• Issue invoices to insurers a minimum of four (4) times within the first 90 days for any unpaid claim balance.
• Transfer inactive or unresolved insurer accounts exceeding 120 days to the city for further action.
• Provide updated invoices when overpayments or refunds require reconciliation.
3. Returned mail and non-deliverables
• Process all returned mail originating from vendor mailings.
• Open and date-stamp returned mail on date of receipt.
• Resolve returned mail within five (5) business days.
• Aggressively attempt to identify correct insurer claim contact or business address when claim data is incomplete.
4. Accounts receivable and software requirements
• Provide all billing software at vendor expense, including upgrades, support, security modules, and compatibility with city reporting platforms.
• Allow custom software modifications when requested by the city.
• Provide a disaster recovery plan including system backup and redundant data protection.
• Provide secure internet-based access for city auditing, claim review, and oversight.
- Budget: $142 million
- Questions/Inquires Deadline: January 30, 2026
