Emergency Medical Services (EMS) Billing, Claims Processing, and Revenue Cycle Management

Request for Proposal
RFP-5926-26-KF
Emergency Medical Services (EMS) Billing, Claims
Processing, and Revenue Cycle Management
for the City of Grand Junction's Fire Department
Proposal Deadline
June 12, 2026, prior to 1:00 p.m. Mountain Daylight Time (MDT)
Electronic Submission Only
Proposals Must Be Submitted Exclusively Through
BidNet Direct(R) - Rocky Mountain E-Purchasing System (RMEPS)
https://www.bidnetdirect.com/colorado/city-of-grand-junction
Important Notice
The City of Grand Junction does not control or administer vendor access to the BidNet(R)
Direct system. Proposers are solely responsible for ensuring a successful submission.
Technical assistance must be requested directly from BidNet at (800) 835-4603.
Virtual Solicitation Opening
All City solicitation openings will be conducted virtually.
For meeting access and participation details, refer to Section 1.9.
Purchasing Agent Contact
Kathleen Franklin
kathleenf@gjcity.org
970-244-1513

Table of Contents
Section 1.0. Administrative Information & Conditions for Submittal ........................ 4
1.4. Purpose .................................................................................................... 4
1.9. Proposal Submission and Solicitation Opening ................................... 5
Section 2.0. General Contract Terms and Conditions .............................................. 11
Section 3.0. Insurance Requirements ........................................................................ 20
Section 4.0. Specifications and Scope of Services .................................................. 23
4.8. Attachments ........................................................................................... 42
4.9. Online Reference Materials ................................................................... 42
4.10. Tentative Calendar of Events ................................................................ 42
Event and Details Date
Solicitation Issued/Posted May 13, 2026
Published via BidNet(R) Direct - Rocky Mountain E-Purchasing
System (RMEPS)
Inquiry Deadline May 27, 2026
All questions regarding this Solicitation must be submitted no later
than 5:00 p.m. MDT.
Final Addendum Issued (if applicable) May 29, 2026
Proposal Submission Deadline June 12, 2026
Electronic submission via BidNet(R) Direct only, prior to 1:00 p.m.
MDT.
Evaluation of Proposals June 12-26, 2026
Internal review by City-appointed Evaluation Committee
Interviews (Phase I) July 8-9, 2026
By invitation only; may be conducted virtually or in person.
Tentative interview schedule and time blocks:
* July 8, 2026 (9:30 a.m. - 4:00 p.m. MDT)
* July 9, 2026 (8:00 a.m. - 1:30 p.m. MDT)
Platform Demonstration (Phase II) July 15-16, 2026
By invitation only; may be conducted virtually or in person.
Tentative demonstration schedule and time blocks:
* July 15, 2026 (8:00 a.m. - 11:00 a.m. MDT)
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* July 16, 2026 (8:00 a.m. - 11:00 a.m. MDT)
Notice of Intent to Award (Tentative) August 5, 2026
Subject to completion of evaluation, interviews, demonstrations, and
any required negotiations.
City Council Approval August 19, 2026
Contract award recommendation presented for City Council
consideration and approval.
Contract Execution August 26, 2026
Contingent upon all required approvals and funding availability.
Section 5.0. Preparation and Submittal of Proposals .............................................. 44
Section 6.0. Evaluation Criteria and Factors ............................................................ 53
Section 7.0. Solicitation Response Form .................................................................. 60
Receipt of Addenda ............................................................................................ 61
Required Submittals ........................................................................................... 61
Proposer Information and Authorization ............................................................. 61
Subcontractor Disclosure ................................................................................... 63
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Section 1.0. Administrative Information & Conditions for Submittal
1.1. Americans with Disability Act (ADA) Compliance Mandate: All documents
produced and submitted in response to this solicitation shall comply with the
requirements of HB21-1110, including 24-85-101, C.R.S., et seq., and the
Accessibility Standards for Individuals with a Disability established by the Colorado
Office of Information Technology under 24-85-103(2.5), C.R.S.
All documents shall conform to the State of Colorado's technology accessibility
standards, including Level AA compliance with the most current version of the Web
Content Accessibility Guidelines (WCAG), as adopted by the State.
1.2. Required Review: The Proposer is responsible for thoroughly reviewing all
solicitation documentation to gain a comprehensive understanding of the scope,
specifications, project requirements, and all associated rules, regulations, laws,
conditions, instructions, and procurement policies related to the solicitation process
and the Project or Work outlined in this Request for Proposal (RFP).
1.3. Issuing Office: This solicitation is issued by the City of Grand Junction, Colorado
("City"). The Purchasing Agent responsible for this procurement is:
Kathleen Franklin
kathleenf@gjcity.org
Except for pre-proposal or site visit meeting(s), all inquiries, concerns, clarifications,
or communications regarding this solicitation-including those about the process,
specifications, or project scope-must be submitted in writing to the Purchasing
Agent. Any communication directed to other City personnel may result in the
disqualification of the Proposer's submission.
1.4. Purpose
The City of Grand Junction, Colorado, is soliciting competitive proposals from
qualified firms to provide comprehensive Emergency Medical Services (EMS) billing,
claims processing, revenue cycle management, reporting, analytics, and related
collection coordination services for the City of Grand Junction Fire Department
(GJFD).
The City seeks a solution that supports operational efficiency, regulatory compliance,
revenue integrity, transparency, and effective patient billing services.
A detailed description of the required Services, deliverables, and performance
expectations is provided in Section 4.0. All Services shall be performed in accordance
with the terms, conditions, and requirements set forth in the solicitation and
incorporated into any resulting Contract.
1.5. Non-Mandatory Pre-Proposal Meeting: No pre-proposal meeting will be conducted
for the Solicitation.
Proposers shall rely on the information provided in the Solicitation, including all
attachments, and are responsible for submitting any questions or requests for
clarification in writing to the Purchasing Agent in accordance with Section 1.19.
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1.6. The City: The City will act by and through its authorized representative(s).
1.7. Compliance: By submitting a proposal, the Proposer acknowledges and agrees to
comply with all terms, conditions, requirements, and instructions contained in this
solicitation, including any modifications issued through addenda. If a Proposer
identifies any ambiguity, omission, or conflict within the solicitation documents that
might affect its understanding of the requirements, the Proposer shall request
clarification from the Purchasing Agent prior to the inquiry deadline. Failure to request
clarification shall not relieve the Proposer of its obligation to comply fully with the
requirements of the Contract.
1.8. Controlling Authority: The 2024 version of the City Procurement Policy is
controlling.
1.9. Proposal Submission and Solicitation Opening
Proposers shall prepare and submit Proposals in accordance with the requirements
set forth in Section 5.0 - Preparation and Submission of Proposals. All proposals must
comply with the formatting, content, and submission requirements identified therein.
A public virtual Solicitation opening will be conducted at the date and time identified
below. During the opening, the City will publicly announce the names of the Proposers
that submitted responses to the Solicitation.
Solicitation Opening:
RFP-5926-26-KF
Emergency Medical Services (EMS) Billing, Claims Processing, and Revenue
Cycle Management for the City of Grand Junction's Fire Department
Date/Time:
June 12, 2026, 1:00 p.m. (America/Denver)
Join the meeting from a computer, tablet, or smartphone:
https://meet.goto.com/690155749
Dial in using a phone:
Access Code: 690-155-749
United States: +1 (571) 317-3112
Join using a video-conferencing room or system:
Meeting ID: 690-155-749
Dial in, or type: 67.217.95.2 or inroomlink.goto.com
Or dial directly: 690155749@67.217.95.2 or 67.217.95.2##690155749
Get the app now and be ready when the meeting starts:
https://meet.goto.com/install
1.10. Public Disclosure Notice: Pursuant to the Colorado Open Records Act (CORA), all
materials submitted in response to this solicitation shall be considered public records
and may be subject to public disclosure, except for information specifically designated
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as confidential, proprietary, or trade secret by the Proposer, and only to the extent
permitted by law.
Upon award and execution of a contract, the solicitation file, including all responsive
proposals, shall be available for public inspection in accordance with CORA and upon
receipt of an Open Records Request. This includes proposals submitted by the non-
awarded Proposer(s).
Public disclosure is also subject to the applicable provisions of CORA in the event the
solicitation or resulting project is canceled.
1.11. Public Disclosure Record: If the Proposer knows its employee(s) or subcontractors
have an immediate family relationship with a City employee or elected official, the
Proposer must provide the Purchasing Agent with the name(s) of that/those
individual(s). The individual(s) must file a "Public Disclosure Record" and/or a
statement of financial interest before conducting business with the City.
1.12. Collusion Clause: By submitting a proposal, each Proposer certifies that it is not
involved in any collusive action(s) or activity(ies) that may violate applicable federal
or state antitrust laws, rules, and/or regulations. Any proposal(s) found to have
evidence or a reasonable belief of collusion among the Proposers will be rejected. At
its discretion, the City reserves the right to accept future proposals for the same
service(s) or work from participants identified in such collusion.
1.13. Gratuities and Kickbacks: The Proposer(s) certifies that no gratuities, kickbacks, or
contingent fees have been or will be offered, solicited, or paid in connection with this
Proposal or any resulting Contract. This includes, but is not limited to, the offering or
payment of commissions, gifts, or other considerations contingent upon a Contract's
award. If the Contractor breaches this certification, the City reserves the right to
terminate the Contract immediately without liability and may pursue all available legal
remedies.
1.14. Ethics: Proposers shall not offer, give, solicit, or accept gifts, favors, or anything of
value to or from any employee, official, or agent of the City that could influence, or
appear to influence, the procurement process. Additionally, the Proposer(s) shall not
establish any business arrangement or financial relationship with any such individuals
that may create a conflict of interest, impair impartiality, or undermine public trust. Any
violation of this provision may result in disqualification from consideration, Contract
termination, and potential legal consequences.
1.15. Alteration or Withdrawal of the Proposal: Any modification, revision, or withdrawal
of a Proposal must be initiated by the Proposer and received by the City through the
designated electronic submission platform prior to the Proposal due date and time
stated in the Solicitation.
After the submission deadline, no modifications, revisions, or withdrawals will be
accepted. Proposals shall be considered final, complete, and binding upon the
Proposer as of the submission deadline.
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Submitted Proposals shall remain firm, valid, and binding for one hundred eighty
(180) calendar days following the Proposal due date and may not be withdrawn during
that period without the City's written consent.
1.16. Multiple Offers: If a Proposer(s) submits more than one proposal, THE ALTERNATE
PROPOSAL must be marked "ALTERNATE PROPOSAL." The City reserves the right
to make the award in the City's best interest.
1.17. Exclusions: The City shall not consider any proposal submitted orally, by telephone,
email, or facsimile. Only proposals submitted under the requirements outlined in this
Solicitation shall be accepted for evaluation.
1.18. Contract Documents: The Contract Documents include this solicitation, the
Proposer's submitted proposal and supporting documents, and any negotiations that
are formally accepted by the City and memorialized in a written agreement. These
documents collectively constitute a binding and enforceable Agreement ("Contract")
between the City and the Proposer upon acceptance. The Contract represents the
entire and integrated agreement between the City and the Proposer ("Parties") and
supersedes all prior negotiations, representations, or agreements, whether written or
oral. Any modifications or amendments to this Contract must be made through a duly
executed Change Order or Contract amendment.
1.19. Questions Regarding Specifications or Scope of Services: All requests for
clarification or interpretation of the Specifications or Scope of Services must be
submitted in writing via email to the Purchasing Agent no later than the inquiry
deadline specified in the Solicitation. The City is under no obligation to respond to
inquiries received after the deadline. Any response provided after the deadline shall
be at the sole discretion of the City and, if issued, may be distributed by written
Addendum.
The City expects Proposers to conduct a thorough review of the Solicitation and
associated materials prior to submitting questions. The City reserves the right to
decline to respond to questions that are repetitive, non-substantive, clearly addressed
in the Solicitation, or generated through automated or artificial intelligence tools
without meaningful proposer review and validation of the Solicitation materials.
1.20. Proposal Preparation Expenses: All costs incurred by the Proposer in preparing,
submitting, and presenting a proposal in response to this solicitation shall be the
Proposer's sole responsibility and shall not be reimbursed by the City.
1.21. Acceptance of Proposal Content: The Proposal selected by the City, if any, shall
be incorporated into and become part of the final Contract Documents. The
successful Proposer's failure to accept or fulfill the obligations outlined in the Contract
may result in the cancellation of the award, and such Proposer may be disqualified
from future solicitations.
Upon execution of the Contract between the Proposer and the City, the Proposer may
be referred to as the "Agency," "Consultant," "Contractor," or "Firm" as applicable.
1.22. Addendum: Official response to questions, clarifications, interpretations, corrections,
modifications, or extensions to the proposal submission deadline shall be issued
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exclusively by the Purchasing Agent through a written addendum. The authority to
issue the addenda is vested solely in the Purchasing Division.
All addenda will be distributed electronically through the BidNet Direct Rocky
Mountain E-Purchasing System at https://www.bidnetdirect.com/colorado/city-of-
grand-junction. The Proposer(s) are responsible for monitoring this platform for issued
addenda.
The Proposer(s) must acknowledge receipt of all addenda on the completed
Solicitation Response Form located in Section 7.0., which must be submitted with the
proposal.
1.23. Exceptions and Substitutions: All proposals meeting the intent of this solicitation
will be considered for award. A Proposer that takes exception to the stated
specifications does so at the Proposer's risk. The City reserves the sole right to accept
or reject any proposed exception(s), substitution(s), or alternative(s).
If the Proposer(s) wish to propose a substitution or alternative, it must:
1.23.1. Clearly state each exception in a designated section of its proposal, specifying
the affected requirement.
1.23.2. Demonstrate how the proposed substitution or alternative meets or exceeds the
stated intent and performance criteria of the original specification(s).
Failure to explicitly state exceptions shall be deemed an acknowledgment of full
compliance with this solicitation and all its requirements. If awarded a Contract, the
Proposer(s) shall be fully responsible for strict adherence to and performance
following all terms, conditions, and specifications outlined in the Contract Documents.
1.24. Open Records and Confidential Material: All materials submitted in response to
this solicitation shall become public records and, upon Contract award, shall be
subject to public inspection under the Colorado Open Records Act (CORA).
For the purposes of this provision, "Proprietary or Confidential Information" refers
to information that is not generally known to competitors and provides a competitive
advantage. The unrestricted disclosure of such information places it in the public
domain, thereby eliminating any claim of confidentiality.
Proposers seeking to designate specific information as confidential or proprietary
must:
1.24.1. Clearly mark each page or section of the submission containing such
information with the words "Confidential Disclosure."
1.24.2. Upload confidential information as a separate document.
1.24.3. Provide a written explanation justifying the claim of confidentiality, including
how disclosure would cause substantial harm to the Proposer's competitive
position, consistent with CORA.
The City shall review all requests for confidentiality treatment. The final determination
regarding whether materials qualify for confidential treatment rests solely with the
City.
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If a request for confidential treatment is denied, the Proposer may withdraw its
Proposal or remove the contested confidential or proprietary information before the
Proposal is made publicly available.
Notwithstanding the foregoing, the following materials shall not be considered
confidential or proprietary under any circumstances:
* Cost or pricing information; or
* An entire Proposal submission.
Failure to comply with these requirements may result in the information being deemed
public and subject to disclosure under CORA.
The City assumes no responsibility for protecting information not properly identified,
designated, and submitted in accordance with this section.
1.25. Response Material City Ownership: All proposals submitted in response to this
solicitation shall become the City's sole property upon receipt and will not be returned
to the Proposer(s) except at the City's sole discretion. The City's rights are not
affected by the selection, rejection, or disqualification of any proposal.
The City reserves the unrestricted right to use any concepts, ideas, or adaptations in
any proposal received in response to this solicitation. This right extends to all
proposals, regardless of the selection status, except where such use is expressly
limited by properly designated and approved "Confidential Material" under Section
1.24.
Disqualification or non-selection of a proposal shall not limit or negate the City's rights
under this provision.
1.26. Minimal Standards for Responsible Proposer(s): To be considered for an award,
the Proposer(s) must affirmatively demonstrate its responsibility, qualifications, and
capability to perform the work described in this solicitation. At a minimum, the
Proposer must:
1.26.1. Demonstrate the ability to comply with the required or proposed schedule.
Proposers should submit documentation of comparable projects completed
within the last two years, including:
1.26.1.1. A comparison of original schedules to actual completion dates
1.26.1.2. A brief explanation of methods used to manage timelines and mitigate
delays
1.26.2. Provide evidence of a satisfactory performance record on projects of similar
size, complexity, and scope.
1.26.3. Maintain a satisfactory track record of integrity, ethical practices, and regulatory
compliance.
1.26.4. Be fully qualified and otherwise eligible to receive an award and enter a legally
binding Contract with the City.
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1.26.5. Ensure full compliance with the requirements outlined in Section 5.0. -
Preparation and Submittal of Proposals.
1.27. Disqualification of a Proposer: A Proposal will not be accepted from, nor shall a
Contract be awarded to, any person, firm, consultant, corporation, or entity that is in
arrears to the City on any debt or Contract or that has defaulted-as surety or
otherwise-on any obligation to the City, or that is otherwise deemed to be
irresponsible or unreliable.
Proposers may be required to submit satisfactory evidence demonstrating the
Proposer's responsibility, practical knowledge of the Project, and possession of the
necessary financial and other resources to complete the proposed Services.
A Proposer and its Proposal may be disqualified for any of the following reasons,
including but not limited to:
1.27.1. Submission of more than one Proposal for the same Services by an individual,
firm, consultant, contractor, corporation, or entity, whether under the same or
different name; and
1.27.2. Evidence of collusion among Proposers. Any participant found to be engaged
in collusion shall be disqualified from consideration for future service or work
with the City until reinstated as a qualified Proposer.
1.28. Taxes: The City is exempt from State, County, and Municipal Taxes and Federal
Excise Taxes; therefore, all fees shall not include taxes.
1.29. Sales and Use Taxes: The Contractor and all subcontractors must obtain sales and
use tax exemption certificates from the Colorado Department of Revenue. Proposals
shall reflect the removal of Sales and Use Tax on materials, fixtures, and equipment.
1.30. Federal Taxpayer Identification Certificate: Successful Proposer(s) new to
conducting business with the City must furnish a completed standard "Federal
Taxpayer Identification Certificate (W-9)" before the Contract is executed.
Additionally, the City reserves the right to request a current W-9 from established
business relationships as necessary.
1.31. Cancellation of Solicitation: The City reserves the right to cancel this solicitation at
any time or to reject any or all proposals, in whole or in part, when deemed to be in
the best interest of the City.
1.32. Public Opening (Proposal Receipt Acknowledgement): The City will conduct a
virtual proposal receipt acknowledgement immediately following the proposal
submission deadline. Proposers, authorized representatives, and other interested
parties may attend.
To ensure transparency and procedural integrity, all proposals received through
BidNet(R) by the submission deadline will be formally acknowledged during the
session. In accordance with the nature of a Request for Proposals, only the names of
the entities submitting proposals will be announced. No proposal content, scoring
information, or pricing details will be disclosed at this stage of the process.
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