Cost Recovery Billing Services

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