EMS and Prevention Billing Services

The City of Santa Monica Fire Department is requesting proposals from qualified organizations to provide third party billing for services. This includes but is not limited to the billing of services such as Emergency Medical Services (EMS) Transport and related expenses, Fire Prevention billing including but not limited to: Fire and Life Safety Inspections, Annual Fire Permits, Fire Safety Officer services, Special Event Permits and Vehicle Accident cost recovery billing.

SMFD is currently utilizing First Due Records Management software to document performance of inspections from the field on a tablet. Billing for EMS transports will be derived from the ePCR for all patient transports and billing for inspections would be based on the City approved fee schedule and data from the First Due inspection program (from a billing export report provided to the proposer by the City on a recurring basis) on recent inspections performed.

The successful proposer shall be expected to provide general EMS billing services for all dispatch requests including emergency and non-emergency responses. These responses may include but are not limited to sick and ill persons, vehicle accidents, rescues, Interfacility Transports (IFT), Mobile Integrated Health Care Services, and any other EMS incidents that may arise.

Objectives

The two primary objectives of this request for Request for Proposal (RFP) are to:

1. Seek a proposer to provide EMS billing for all emergency and non-emergency transports, including treatment in place and mobile integrated healthcare
2. Seek a proposer to provide a range of billing for fire inspections and other fire prevention services as per the City’s adopted annual fee schedule. The successful proposer shall have experience in similar types of services.

Proposers shall provide a complete package describing billing and collections, follow-up, account posting, and accounts receivable reconciliation and reporting services. Proposer shall provide open API to allow the City access to dashboard data.

Requirements

• Provide all tested and working software, tested, and working hardware, and technical support associated with the billing, receivables process, and debt collections to support up to 12,000 collections for Emergency Medical Services and up to 8,000 Fire Prevention Inspections annually. [...]
• Have the capability to fully integrate and support current ePCR provided by current vendor First Due software or SMFD’s ePCR vendor of record.
• Provide a daily reconciliation of the data received from Santa Monica Fire Department patient care records and inspection software with the amount it has billed to customers explaining differences, if any.
• Generate appropriate itemized charges from approved fee schedules provided by the City of Santa Monica.
• Provide quarterly analysis identifying at a minimum percent of collection, timelines from billing to receiving payment, number and types of complaints and other data deemed necessary for business planning and future analysis.
• Collection activities shall comply with HIPAA and all other applicable federal, state, and local laws.
• Provide a nationwide toll-free telephone number(s) for billing inquiries.

**Submission:** Any inquiries or requests regarding this procurement should be submitted via OpenGov. Provide answers within OpenGov, do not provide links.

The City is inviting proposals from qualified persons or firms for a firm-fixed contract for an initial term of One (1) year, with Four (4) for renewal of One (1) year each, to be exercised at the City’s sole discretion.

**Questions** must be submitted online in the “Q&A” tab. The City will only accept or respond to questions submitted through the online vendor portal. One question per submittal.

Proposal Calendar

| Event | Date |
| --- | --- |
| Release Project Date | November 3, 2026 |
| Question Submission Deadline | November 9, 2026, 3:00pm |
| Question Response Deadline | November 12, 2026, 3:00pm |
| Proposal Submission Deadline | November 23, 2026, 3:00pm |

The City of Santa Monica 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 Santa Monica, nor will the City of Santa Monica provide any staff to support the contract.

If the proposer is issued addenda, you must submit a signed acknowledgment for each addendum issued along with your response.