Emergency Response Cost Recovery

The City of Aurora is requesting proposals from qualified organizations to provide third-party billing services. These services include, but are not limited to, billing for Emergency Medical Services (EMS) transport and associated expenses, as well as Fire response-related billing. Fire response services include, but are not limited to, Hazmat Response, Water Rescue, Fire Suppression Incident, and Vehicle Accident Cost Recovery.

Background

Effective third-party billing is critical to ensuring the City of Aurora accurately captures, processes, and recovers revenue associated with essential public safety services. EMS transport, fire prevention activities, and cost recovery programs represent significant operational expenditures, and timely, accurate billing.

Project Details

• Reference ID: 26-024
• Department: Fire
• Department Head: Dave McCabe (Fire Chief)

Important Dates

• Questions Due: 2026-05-27T16:00:12.222Z
• Answers Posted By: 2026-06-01T16:00:00.000Z

Evaluation Criteria

• Company Background (15 pts) —

  Provide a detailed description of the Proposer’s organizational background, including the nature of its business, core service offerings, and relevant organizational history. Include a statement indicating the length of time the Proposer has been engaged in providing services similar to those requested under this RFP.

• Company Qualifications (25 pts) —

  Describe the Proposer’s experience providing billing services to government and municipal entities. Include a summary of the current client base, identifying the number of clients receiving services similar to those proposed under this RFP.

• References (20 pts) —

  Provide a minimum of three references, each including both a technical and functional contact. To the extent possible, the City prefers references from local government agencies that provide comprehensive municipal services comparable to those of the City of Aurora.

• Project Work Plan (30 pts) —

  Describe the Proposer’s understanding of the project and proposed approach to delivering the services. Include key deliverables, milestones, assumptions, and identified risks that could impact project timelines. Identify any resources expected to be provided by the City. The Proposer shall also include a proposed schedule for discovery, testing, and implementation of the services, including performance benchmarks and designation of responsibility for achieving each benchmark.

• Appendices and Exhibits (10 pts) —

  Provide sample reports, letters of recommendation, or other relevant supporting documentation that may assist the City in evaluating the Proposer’s qualifications and experience.

• Pricing (20 pts) —

  Clear and comprehensive understanding of all costs associated to provide the requested services. All services may be provided in two (2) methodologies: 1) a fee-based percentage of actual collected revenue; and/or 2) a per-transaction fee for each billing. The City of Aurora reserves the right to select which method will be used for actual payment of services. No "up front" or ongoing costs will be borne by the City of Aurora.

Submission Requirements

• Technical Proposal (required) —

  See Submittal Content Section for more information.

  Pricing shall not be mentioned anywhere in the body of the Technical Proposal.

• Collection Rate Reports (required)
• Appendices or Exhibits (required) —

  Proposers may include sample reports, letters of recommendation, or other exhibits that may assist the City in favorably evaluating the proposer.

• Cost Proposal (required) —

  See Submittal Content Section for more information.

• Bid Deposit (required) —

  Bid Deposit MUST be uploaded electronically with submission through the City’s E Procurement System, OpenGov. Upon notification from the City, Bidder’s must deliver ORIGINAL Bid Deposit within three (3) business days.

• Standard City of Aurora Contract (required) —

  Please download the below documents, complete, and upload.

• Contact Information (required) —

  Please download the below documents, complete, and upload.

• Sub-Contractor List —

  Please provide the following information for each subcontractor:

  Company:

  Address:     

  City, State, Zip:

  Phone Number: 

  Contact Person:

      

• Eligibility (required) —

  By signing this Proposal, the Proposer hereby certifies that they are not barred from bidding on this Proposal as a result of a violation of Article 33E, Public Bids of the Illinois Criminal Code of 1961, as amended (Illinois Compiled Statutes, 720 ILCS 5/33E-1).

• Proposer's Certification (required) —

  I/We hereby certify that:

  A. A complete set of proposal papers, as intended, has been received, and that I/We will abide by the contents and/or information received and/or contained herein.

  B. I/We have not entered into any collusion or other unethical practices with any person, firm, or employee of the City which would in any way be construed as unethical business practice.

  C. I/We have adopted a written sexual harassment policy which is in accordance with the requirements of Federal, State and local laws, regulations and policies and further certify that I/We are also in compliance with all equal employment practice requirements contained in Public Act 87-1257 (effective July 1, 1993) and 775 ILCS 5/2-105 (A).

  D. I/We operate a drug free environment and drugs are not allowed in the workplace or satellite locations as well as City of Aurora sites in accordance with the Drug Free Workplace Act of January, 1992.

  E. The Proposer is not barred from bidding on the Project, or entering into this contract as a result of a violation of either Section 33E-3 or 33E-4 of the Illinois Criminal Code, or any similar offense of “bid rigging” or “bid rotating” of any state or the United States.

  F. I/We will abide by all other Federal, State and local codes, rules, regulations, ordinances and statutes.

• Proposer's Tax Certification (required) —

  The Proposer's Executing Officer, being first duly sworn on oath, deposes and states that all statements made herein are made on behalf of the Proposer, that this despondent is authorized to make them and that the statements contained herein are true and correct.

  Proposer deposes, states and certifies that Proposer is not barred from contracting with any unit of local government in the State of Illinois as result of a delinquency in payment of any tax administered by the Illinois Department of Revenue unless Proposer is contesting, in accordance with the procedures established by the appropriate statute, its liability for the tax or the amount of the tax, all as provided for in accordance with 65 ILCS 5/11-42.1-1.

• Certificate of Insurance (COI) (required) —

  A prospective contractor shall submit a compliant Certificate of Insurance (COI) with its bid or proposal, evidencing the coverage required for the project in accordance with City of Aurora Policy No. 2026-2502-002. All required insurance policies must remain in full force and effect for the duration of the project.

• Emergency Response Cost Recovery Performance Verification Form (required) —

  Please download the below document(s), complete, and upload.

• Anticipated Timeline (required) —

  Please provide the anticipated

  1. Posting Date
  2. Question Deadline
  3. Opening Date (Wednesday at 11:00 am)
• Pricing (required)
• Is a proposal deposit required? (required)
• Are Payment and/or Performance Bonds Needed? (required)
• Which Bonds are Needed? (required)
• What will the value of bonds be? (required)
• Do we need them to upload a copy of licenses, certifications, etc? (required) —

  This includes but not limited to: plumbing licenses, industry certifications, proof of safety training, IDOT Prequal., etc

• What Certifications/Licenses? (required) —

  This will be added by purchasing in the Vendor submissions in the next stage. 

• Vendors to be Notified (required)