SUBJECT
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Consideration to award service contract FY24-087 to Emergicon/Emergifire, LLC., Dallas, Texas, to secure professional services for emergency and non-emergency fire and hazmat billing and collection services for the City of Laredo Fire Department. The term of this contract is for two (2) years with an annual performance review, and the option to renew for one (1) two (2) year period to be negotiated with the firm. Emergicon/Emergifire, LLC will charge the City 18% of cash collections for fire and hazmat billing services. Fees will be deposited in the General Fund-Fire Department.
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PREVIOUS COUNCIL ACTION
None.
BACKGROUND
The City of Laredo went out on formal Request for Proposal solicitations and received (3) three proposals through Cit-E-Bid for billing for emergency services cost recovery for the Fire Department. This contract will be awarded utilizing the best value evaluation criteria. A recommendation is being presented to award this contract to Emergifire, LLC, in Dallas, Texas.
In determining the best value for the City of Laredo the following factors shall be considered in accordance with the corresponding weights, in evaluating the proposals:
Evaluation Criteria
The proposals was evaluated by the Fire Department on the basis of ease of integration with current City procedures and policies. Also it was considered the bidder’s technical ability and knowledge of all laws and regulations as they apply to the City. The evaluation criteria used to evaluate bidders were based on, but no limited to, the following: A. Cost of Service: The NET cost of providing the recovery service. This was to be determined by evaluating the services that can be billed by the agency and measured against the recovery rate of the agency for the various services in comparison to the City's actual run volume. This included any and all additional costs, fees or expenses (reports, phone calls, faxes, etc.) for which the agency would seek payment or a fee. B. Ability to Bill for a Range of Incidents: The City evaluated the various incidents the vendor can bill for and their respective recovery rate for all the billable services. C. Competence, Personnel, Qualifications and Experience: The agency must satisfactorily demonstrate an understanding of the scope and objective of this project, as well as a high level of competence in the provision of recovery services, based on service capabilities. The management and personnel assigned to this project have experience in the provision of revenue recovery. D. Quality of References: Does the vendor have any partnerships, affiliations, or is endorsed by known agencies in the fire service? E. Miscellaneous: Other services may include working with Fire Department staff as needed in establishing billable services, fire record interpretation, and training plans for staff.
Final Average Evaluation Scores:
I. Emergicon/EmergiFire: 270
2. Fire Recovery USA: 240
3. Sensibill Services s2 Group: 195
Evaluation score sheets are attached.
COMMITTEE RECOMMENDATION
None.
STAFF RECOMMENDATION
recommendation
It is recommended that this contract be awarded to the firm with the best value score.
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Fiscal Impact
Fiscal Year: 2025
Budgeted Y/N?: Y
Source of Funds: General Fund - Fire Department
Account #:
Change Order: Exceeds 25% Y/N: N/A
FINANCIAL IMPACT:
Funding will be accountant in the General Fund - Fire Department:
Revenue - 101-0000-373-2050
Expense - 101-2410-523-5549
The mitigation rates are average “billing levels”, and are typical for the incident
responses listed, however, when a claim is submitted, it will be itemized and based on
the actual services provided.