Emergency Response Cost Recovery

The City of Aurora, Illinois, through its Fire Department, is soliciting proposals under solicitation number 26-024 for emergency response cost recovery services aimed at improving the accurate billing and revenue recovery for essential public safety functions, including EMS transport and fire prevention activities. The contract requires a vendor to implement a robust system for capturing, processing, and collecting revenues generated from third-party billing associated with municipal emergency services. Proposals must demonstrate strong company qualifications and background in providing similar services to municipal fire departments, with emphasis on proven collection success rates, knowledge of state and federal billing regulations, customer service capabilities, and advanced reporting and data analytics systems compatible with city operations. Evaluation will be conducted using a trade-off methodology weighing company qualifications at 25% and company background at 15%, with additional consideration given to technical approach, key personnel credentials, references, technology platform functionality, implementation timeline, and overall value, not simply lowest price. The vendor must be able to integrate seamlessly with existing city systems and provide timely, transparent account activity reporting to ensure accountability and maximize recovery rates. Performance of the contract will require full compliance with Illinois state laws and municipal protocols, including adherence to safety standards under OSHA and state codes, and the contractor must maintain workers’ compensation insurance as required by law. The contractor is fully responsible for all subcontractor actions and must allow for immediate removal of any personnel or subcontractors deemed unsatisfactory by the City. Invoicing must be submitted electronically to the Purchasing Division, and payment will be processed via Electronic Funds Transfer. The contract includes no federal FAR clauses but incorporates local requirements such as nondiscrimination in subcontracting, indemnification of the City against liabilities arising from contractor performance, and a one-year guarantee on all delivered services. The vendor must submit detailed documentation including a non-collusion affidavit, tax certification, and certificate of insurance with specified coverage limits. All proposals must be submitted electronically through the OpenGov Procurement Portal by the deadline of June 10, 2026, and must not exceed three pages for the company background and qualifications sections. The City retains the right to terminate for nonperformance and expects full transparency and accountability throughout the contract term to ensure optimal recovery of operational costs tied to emergency response.