Project Information

Bid Title

EMS Billing Services

Issuing Agency

City of Bisbee

Location

Arizona

Published Date

Jan 6, 2026

Closing Date

Jan 22, 2026

Government Level

State & Local

Status

Closed

Ref. #

26-002

Original Source

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Bid Documents

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Project Description

Bid Number:	26-002
Bid Title:	EMS Billing Services
Category:	Finance
Status:	Open

Description: The City of Bisbee is seeking qualified contractors capable of providing EMS Billing. Submittal Due Date: Thursday, January 22, 2026, 4:00PM (Arizona, MST) Submittal Location: City of Bisbee City Clerk 118 Arizona Street Bisbee, AZ 85603 Sealed responses must be submitted in a sealed envelope or container with the following information clearly indicated on the outside: Name of Solicitation, as indicated by the City Name and address of the Contractor Please submit one (1) original and two (2) copies to the address shown above. Sealed submissions must be clearly marked on the outside of the envelope or box with “RFP EMS BILLING SERVICES”. A proposal shall be submitted in writing, by a paper document that is printed, typed or in ink. Proposals submitted directly to the City by electronic means, by facsimile, electronic mail, or otherwise, shall not be accepted. Any substitute for any document forms provided with this Notice must be legible and must contain the same information requested by any such form Publication Date/Time: 1/6/2026 12:00 AM Closing Date/Time: 1/22/2026 4:00 PM Contact Person: Questions regarding this Request for Proposals (RFP) shall be directed via email with “RFP EMS BILLING SERVICES” in the subject line to Keri Bagley, Finance Director at KBagley@BisbeeAZ.gov . Related Documents: 2026 EMS Billing RFP

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CITY OF BISBEE

NOTICE OF SOLICITATION

UNIFORM INSTRUCTIONS FOR PROPOSALS

EMS BILLING SERVICES

1. Introduction

The City of Bisbee is seeking sealed bids, proposals or statements of qualifications

(hereinafter collectively referred to as “proposals”) in the manner specified herein from

qualified contractors capable of providing the following goods and services: EMS

Billing.

2. SCHEDULE OF EVENTS

Submittal Due Date:

Thursday, January 22, 2026 at 4:00 PM

(Arizona, MST)

Submittal Location:

City of Bisbee

City Clerk Office

118 Arizona Street

Bisbee, AZ 85603

3. Nature of the Purchase

The specifications and descriptions of the work and materials required are described in

the attached “Specifications, Scope of Work or Requirements” that accompanies this

Notice.

4. Preparation of Proposal

4.1 It is the responsibility of the Contractor to examine the entire solicitation

and to seek clarification of any requirement that may not be clear. This solicitation

includes the City of Bisbee’s “Standard Terms and Conditions” and any “Special Terms

and Conditions” for this Contract, both of which will be incorporated into any Contract

between the City and the Contractor.

4.2 The City will not reimburse any costs incurred in developing, presenting

or providing this proposal. All materials and documents submitted in response become

the property of the City and will not be returned.

4.3 A proposal that is submitted to the City becomes a public record. If the

Contractor believes that any information included in a proposal should remain

confidential, the Contractor must specifically identify that information and its reasons. In

the event of any public request for this information, the City will provide the Contractor

with notice of this request and a reasonable opportunity to obtain a court order, at the

Contractor’s sole expense, protecting this information from release prior to making it

available.

4.4 The specifications stated in this solicitation are the minimum level

required. All proposals submitted must be for products or services that meet or exceed the

minimum level of all such specifications.

4.5 If brand names or specific products are identified in the specifications, the

Contractor may propose substantially equivalent alternatives. For any such proposal, the

Contractor must submit technical literature or detailed production information sufficient

to allow the City to evaluate the nature of the proposed product.

4.6 Prices shall be submitted on a per unit basis, by line item, when

applicable. The prices offered should not include applicable state and local taxes. The

City will reimburse the Contractor for applicable transaction or sales taxes, provided that

they are separately identified in any invoice. The Contractor will be responsible for the

payment of all applicable taxes.

4.7 Any exceptions that are included with the proposal shall be submitted in a

clearly identified separate statement by which the Contractor specifically identifies the

precise terms to which any exception is made and describes any alternative offer, if

applicable. Any exception that is not clearly identified will be without force and effect.

An attached preprinted form of contract or the Contractor’s standard terms will not be

considered to be a specific statement of exception.

5. Submission of the Proposal

5.1 Sealed proposals must be in the actual possession of the City Clerk on or

prior to the exact time and date indicated in the Schedule of Events. Late proposals will

not be considered.

5.2 Sealed proposals must be submitted in a sealed envelope or container with

the following information clearly indicated on the outside:

a. Name of the Solicitation, as indicated by the City.

b. Name and address of the Contractor

5.3 A proposal shall be submitted in writing, by a paper document that is

printed, typed or in ink. Proposals submitted directly to the City by electronic means, by

facsimile, electronic mail, or otherwise, shall not be accepted. Any substitute for any

document forms provided with this Notice must be legible and must contain the same

information requested by any such form.

5.4 A proposal may be withdrawn upon the submission of written, signed

request submitted by the Contractor prior to the due date and time. A proposal may not be

amended or withdrawn after the due date and time.

6. Award of the Contract

6.1 The City reserves the right to waive any immaterial defect or informality

in a proposal; to reject any or all submittals or portions thereof; to reissue this Notice; and

to award this Contract on a partial basis, if in the best interests of the City.

6.2 Unless otherwise stated, this Contract will be awarded to the lowest

responsive, responsible bidder who has demonstrated the ability to

perform as required.

6.3 Factors that will be considered in making this award include technical

capability of the Contractor, performance history, demonstrated

availability of the necessary people and equipment, price and timeliness of

the performance.

7. Certification

7.1 By signing and submitting this Offer, the Contractor certifies that this

submission did not involve any collusion or other anti-competitive practice; that the

Contractor will not discriminate against any employee, applicant, or customer in violation

of applicable state and federal law; and that the Contractor has not given, offered to give

and will not give any economic opportunity, future employment, gift, loan, gratuity, trip,

favor or discount to any City employee or official in connection with this Proposal.

7.2 The Contractor further certifies that the individual signing this Proposal

has the authority to make a binding legal commitment on behalf of the Contractor to

perform and deliver everything that is required in connection with this Proposal. Unless

otherwise stated in the Contract Documents, the Offer shall be effective for a period of

thirty (30) days.

OFFER

TO THE CITY OF BISBEE:

The undersigned hereby offers and agrees to furnish the materials and/ or services

requested in compliance with all of the terms, conditions, specifications, and other

descriptions of the work associated with this proposal. The Contractor certifies that he or

she has read, understands and will fully and faithfully comply with this Contract, its

attachments and any referenced documents. The Contractor also certifies that the prices

offered were independently developed without consultation with any of the other bides or

potential bidders.

______________________________

Authorized Signature

_____________________

Date

Printed Name and Title

________________________________________________

Company Name

Address

City, State and Zip Code

Telephone Number(s)

Company’s Fax Number

Email Address

________________________________________________

________________________________________________

_______________________________________________

________________________________________________

________________________________________________

________________________________________________

ACCEPTANCE OF OFFER

NOTICE OF AWARD

The Offer is hereby accepted by the City of Bisbee. This document shall also constitute

notice of award of this Contract to the Contractor.

The Contractor is now bound to sell the materials or services identified in this Notice of

Solicitation, subject to all terms, conditions, specifications, amendments, and other

associated documents and the Offer.

This Contract shall henceforth be referred to as Contract EMS Billing Services. The

Contractor has been cautioned not to commence any billable work or to provide any

materials or services under this Contract until the Contractor receives a formal notice to

proceed from the City of Bisbee.

City of Bisbee

By _____________________

Its: _____________________

Date: _________________________

Commodity Codes

• NAICS 541219Other Accounting Services

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