Revenue Recovery Services for the City of Buffalo Fire Department

CITY OF BUFFALO
NEW YORK
DEPARTMENT OF FIRE
68 COURT STREET
BUFFALO, NY 14202
PHONE (716) 851-5333
REQUEST FOR PROPOSALS
FOR
REVENUE RECOVERY SERVICES
FOR THE
CITY OF BUFFALO FIRE DEPARTMENT
REQUEST FOR PROPOSALS ISSUE DATE: September 21, 2026
WRITTEN QUESTIONS DUE VIA EMAIL ONLY
Kenneth Peterson, Deputy Commissioner-EMS, kmpeterson@bfdny.org
October 5, 2026, BY 4:00 PM
RESPONSES TO QUESTIONS POSTED ON THE CITY'S
WEBSITE: www.buffalony.gov
October 9, 2026, BY 4:00 PM
PROPOSALS DUE/CLOSING DATE
October 23, 2026, BY 11:00 AM

TABLE OF CONTENTS
SECTION 1 - PURPOSE AND INTRODUCTION ...................................................................................4
1.1 Narrative ................................................................................................................................................... 4
SECTION 2 - INSTRUCTIONS TO OFFERORS .....................................................................................4
2.1 General Invitation ................................................................................................................................ 4
2.2 Schedule ..................................................................................................................................................... 5
2.3 RFP Review, Additional Information and Questions ....................................................... 6
2.4 Addenda and Modifications ........................................................................................................... 6
2.5 Proposal Format ................................................................................................................................... 7
SECTION 3 - REQUIRED CONTENT ......................................................................................................7
3.1 Cover Letter ............................................................................................................................................. 7
3.2 Company Profile.................................................................................................................................... 8
3.3 References ................................................................................................................................................ 9
3.4 Cost Recovery Plan .............................................................................................................................. 9
SECTION 4 -SCOPE OF WORK ............................................................................................................ 10
4.1 Offeror's Office Operation ............................................................................................................ 10
4.2 Goals/Objectives ................................................................................................................................ 10
4.3 Specification for Entering Proposals ..................................................................................... 10
4.4 Vendor Requirements ..................................................................................................................... 11
4.5 Questions for Offeror ...................................................................................................................... 14
SECTION 5 - EVALUATION AND SELECTION PROCESS ................................................................ 15
5.1 Evaluating Proposals ...................................................................................................................... 15
5.2 Basis of Selection ............................................................................................................................... 16
5.3 City's Reservation of Rights ......................................................................................................... 17
SECTION 6 -CONTRACT TERM/ CONTRACT AWARD .................................................................. 19
SECTION 7 - INDEMNIFICATION/HOLD HARMLESS ................................................................... 19
SECTION 8 - INSURANCE COVERAGE REQUIREMENTS ............................................................... 19
8.1 Workers' Compensation Insurance and Disability Insurance ................................ 20
8.2 Commercial General Liability Insurance ............................................................................ 20
8.3 Commercial Automobile Liability Insurance .................................................................... 20
8.4 Professional Liability Insurance .............................................................................................. 20
8.5 "Tail" Coverage ................................................................................................................................... 21
8.6 Acceptability of Insurers ............................................................................................................... 21
8.7 Subcontractors ................................................................................................................................... 21
8.8 Aggregate Limits ............................................................................................................................... 21
8.9 Deductibles and Self-Insured Retentions ............................................................................ 21
8.10 Notice of Cancellation or Nonrenewal .................................................................................. 22
2

8.11 Waiver of Governmental Immunity ........................................................................................ 22
8.12 Certificate of Insurance ................................................................................................................. 22
SECTION 9 - GENERAL REQUIREMENTS......................................................................................... 22
9.1 Non-Discrimination ......................................................................................................................... 22
9.2 Americans with Disabilities Act Compliance Provisions ............................................ 23
9.3 General Compliance ......................................................................................................................... 23
9.4 Executive Order 16-04 .................................................................................................................... 23
9.5 Performance Monitoring .............................................................................................................. 24
9.6 Independent Contractor ................................................................................................................ 24
9.7 Accounting Standards .................................................................................................................... 25
9.8 Retention of Records ....................................................................................................................... 25
9.9 Inspection of Records ...................................................................................................................... 25
9.10 Living Wage Policy& Minority/Women Business Enterprise Goal ....................... 25
9.11 Applicable Law ................................................................................................................................... 25
9.12 Conflict and Priority ........................................................................................................................ 26
9.13 Ownership of Materials ................................................................................................................. 26
9.14 Termination ......................................................................................................................................... 26
9.15 Prime Contractor Responsibility .............................................................................................. 27
9.16 Disclaimer ............................................................................................................................................. 27
9.17 Publicity .................................................................................................................................................. 27
9.18 Offerors Restricted ........................................................................................................................... 27
9.19 New York State Executory Clause ............................................................................................. 28
9.20 General Municipal Law 109: Assignment of Contracts ............................................. 28
9.21 Copyright and Patent Rights ...................................................................................................... 28
9.22 Freedom of Information Law ..................................................................................................... 28
9.23 Inquiries ................................................................................................................................................. 29
9.24 Conflicts of Interest .......................................................................................................................... 30
9.25 Statement of Compliance and Conflict of Interest .......................................................... 30
9.26 Non-Collusion Certification ......................................................................................................... 31
APPLICATION FOR CONTRACT WITH THE CITY OF BUFFALO ................................................. 33
FORM 2A - BIDDERS AFFIRMATIVE ACTION STATEMENT ....................................................... 36
3

SECTION 1 - PURPOSE AND INTRODUCTION
The City of Buffalo (City), Department of Administration & Finance, has issued this
Request for Proposals (RFP) for a Billing for Services provider to enhance cost recovery for
fire and rescue efforts. The City believes that certain costs incurred by the City for providing
certain fire, emergency, and non-emergency services through its Fire Department should be
reimbursed by an individual's automobile and/or other insurance provider.
1.1 Narrative
The project being undertaken by this RFP is to secure the professional services of an
outside agency to assist in the recovery of costs associated with fire, emergency and non-
emergency response, and extrication services provided by the City of Buffalo Fire
Department. These services should include developing new techniques and technologies for
the recovery of cost for rescue and extrication services provided by first responding units.
The successful proposal should address forms and procedures to be used by first
responding units, procedures necessary for submitting claims to insurance companies,
procedures outlining full accountability and tracking of all claims, and remittance
procedures to the City.
The proposal will be evaluated based on ease of integration with current City
procedures and policies, along with their past demonstrated successful operations in other
cities. The Offerors' technical ability and knowledge of all laws and regulations as they apply
to the City will also be considered.
The City seeks to recover cost for services as allowed by City Ordinance 175-4 and
provide for a systematic and standard recovery process that allows creditability to be
maintained with insurance providers. The City will engage in a working relationship with a
creditable service provider to establish a seamless method for cost recovery. The cost
recovery procedures must benefit the City without diminishing its integrity.
Offeror's proposal shall be based on cost recovery from insurance carriers ONLY, not
individual residents or companies.
SECTION 2 - INSTRUCTIONS TO OFFERORS
2.1 General Invitation
The City invites all interested parties to submit proposals for the fire rescue cost recovery
services described herein.
The City of Buffalo Fire Department will receive all sealed proposals that have been
addressed by no later than October 23, 2026 at 11:00 am. All proposals must be clearly
4

labeled on the front of the package referencing "Fire Rescue Cost Recovery Services,"
and delivered VIA MAIL ONLY to:
Fire Commissioner Daniel J. Pizarro
City of Buffalo Fire Department
68 Court Street
Buffalo, New York 14202
Offerors must allow sufficient mail delivery time to ensure receipt of their proposal at the
specified location no later than the specified date and time. It is solely the Offeror's
responsibility to ensure that the proposal is timely delivered. Delays in United States mail
deliveries or any other means of mail transmittal shall not excuse late proposal submissions.
Offerors are cautioned that the City cannot be responsible for the actions of your chosen mail
carrier. City of Buffalo staff is available to sign for deliveries on standard business days
Monday-Friday from 8:00 AM to 4:00 PM. No in-person deliveries by Offerors will be
accepted on any day for this solicitation.
Proposals are solicited in accordance with the terms, conditions and instructions set forth in
this RFP. Submission of proposals via telephone, facsimile, e-mail or any other method not
specifically provided for herein is prohibited. Proposals must be completed in accordance
with the requirements of the solicitation. No amendments or changes to proposals will be
accepted after the closing date and time. No proposals shall be accepted after the stated
deadline. The City reserves the right to reject any or all proposals.
Any material misrepresentation made by a party may void their proposal and eliminate the
party from further consideration. Any proposal that is based upon violation of federal, state
or local law, or deemed to be non-responsive will be eliminated from consideration.
The City shall not be responsible for any expenses or charges incurred by any Offeror in
preparing or submitting a proposal, or in their providing any additional information
considered necessary by the City in the evaluation of their proposal.
We would appreciate the courtesy of promptly advising us if you do not intend to respond to
this solicitation so that we may properly maintain our records of those individuals/Offerors
that expressly did not wish to be considered.
2.2 Schedule
Listed below is the anticipated schedule for all actions related to this RFP. In the event that
there is any change or deviation from this schedule, such change will be posted on the
City's website at (www.buffalony.gov).
EVENT DATE
Issuance of RFP September 21, 2026
Written Questions from Offerors due October 5, 2026 by 4:00 pm
Responses to Questions posted on City website October 9, 2026 by 4:00 pm
Proposals Due October 23, 2026 at 11:00 am
5

2.3 RFP Review, Additional Information and Questions
Each Offeror is responsible for carefully examining all RFP documents and thoroughly
familiarizing themselves with each of the City's requirements prior to their submission of a
proposal to ensure that their responses are in compliance with the RFP.
Each Offeror is responsible for conducting its own investigations and any examinations
necessary to ascertain conditions and requirements affecting the requirements of this RFP.
Failure to perform such investigations and examinations shall not relieve the Offeror from
its obligation to comply, in every detail, with all of the provisions and requirements
contained in the RFP.
For purposes of this RFP, the City's designee shall be Kenneth Peterson, City of Buffalo
Fire Department. Questions regarding the RFP shall be directed to the City's designee only.
Any impermissible contact with any other City officer or employee regarding the RFP during
the procurement period shall result in the rejection of any such Offeror's proposal. Offerors
shall communicate in writing only. No other communications with the City's designee
regarding the RFP are permitted during the procurement period. All questions, requests for
clarification or additional information must be sent by email to Kenneth Peterson,
kmpeterson@bfdny.org and must be received no later than 4:00 pm on October 5, 2026.
Offerors shall not communicate with the City's designee via any other method or
outside of the time period set forth herein.
Questions received from all Offerors will be answered and shared with all Offerors via the
City's website at (www.buffalony.gov) by 4:00 pm on October 9, 2026. No other
representatives of the City are to be contacted regarding this RFP. The City accepts no
responsibility for, and each Offeror agrees not to rely upon, any verbal or written statements
or representations from any other person, whether or not employed by the City.
The City may, in its sole discretion, also elect to provide both the question(s) and the written
answer(s) to all known Offerors via e-mail. Offerors are solely responsible for ensuring that
the City has accurate contact information, including an e-mail address for the receipt of such
correspondence. The City does not assume any responsibility for undelivered e-mails or for
the receipt of any communication sent to any Offeror.
2.4 Addenda and Modifications
The City reserves the right, in its sole discretion, to amend this RFP at any time prior to the
deadline for submission of the proposals. In the event that it becomes necessary to revise or
expand upon any part of this RFP, all addendums, amendments, and interpretations to this
RFP will be made in writing and posted on the City's website at (www.buffalony.gov). The
City may also endeavor to notify all Offerors to whom the RFP has been issued.
6

All addendums shall be incorporated as part of the RFP documents as though they were
originally set forth. The City does not assume any responsibility for the receipt of any
addendum sent to any Offeror.
Any information supplied by the City relative to this RFP must be considered in preparing
proposals. All other contacts that an Offeror may have had before or after receipt of this RFP
with any individuals, employees, subcontractors, consultants or representatives of the City
and any information that may have been read in any news media or seen or heard in any
communication facility regarding this RFP should be disregarded in preparing responses.
2.5 Proposal Format
Offerors are advised to adhere to the submittal requirements of the RFP. Failure to comply
with the instructions of the RFP may cause their proposal to be rejected. Submission of a
sealed proposal in response to this RFP constitutes acceptance of all requirements outlined
in the RFP.
One (1) original proposal must be prepared on 8.5" x 11" letter size paper, printed double-
sided, and bound on the long side. One (1) USB Flash Drive containing an Adobe Portable
Document Format (PDF) version of all proposal materials must also be provided. Each page
of the submission must be numbered in a manner so that it can be uniquely identified.
Legibility, clarity and completeness are required.
The proposal must be signed by the Offeror or their authorized representative who shall
have the authority to legally bind the Offeror(s). The proposal shall also contain a statement
that the proposal, including all proposed prices contained therein, shall remain firm and
irrevocable for a period of sixty (60) days following the City's receipt of such proposal and
through the award of the contract.
In the event that an Offeror cannot comply with any term, condition, or requirement of this
RFP, such non-compliance must be clearly noted on the Offeror's letterhead and submitted
with the proposal. Offerors are cautioned that such non-compliance may result in
disqualification of their proposal, at the sole discretion of the City. No allowance will be made
for un-noted non-compliance of any kind by the Offeror.
SECTION 3 - REQUIRED CONTENT
3.1 Cover Letter
Each Offeror or their authorized representative shall prepare and sign a cover letter.
Submission of the letter shall constitute a representation by the Offeror that it is willing and
able to perform the services described in the RFP and their proposal.
7

The cover letter must explain the Offeror's understanding of the City's intent, objectives, and
how Offeror proposes to achieve those objectives. It must also discuss the Offeror's plan for
implementing the described services, including any proposed approach to project
management, strategies, and any additional factors that may be beneficial to the City in
achieving its' goals.
3.2 Company Profile
Each Offeror is required to prepare and submit a brief description of the Offeror's
firm, company, or corporation, which must include:
A. Name, mailing address, email address, telephone number and fax number
of the primary contact person for the firm;
B. A brief description of the firm, including the number of years in business,
major business lines, major markets served, company history, relevant
operating segments, primary vision and strategy, number of employees,
office locations and any Joint Venture Partners;
C. A detailed background of your firm's subject matter expertise in research,
data and the Fire Rescue Cost Recovery domain;
D. A copy of any resolution or some other form of authority, signed by a Chief
Executive Officer, Corporate Secretary, or managing partner, which lists
the specific officers who are authorized to execute agreements on behalf of
the Offeror;
E. Financial details demonstrating your firm's financial capacity to undertake
and complete the project;
F. Each Offeror must provide a list of at least three (3) customers, including
one (1) government agency, where their fire rescue cost recovery services
have been provided and subsequent improvements that were made as a
result.
i. The list must identify your staff members who worked on each
project, budget, schedule and project summary. Descriptions
should be limited to one page for each project.
ii. The City may solicit relevant information concerning Offeror's
record of past performance from previous clients, or any other
available sources.
G. Each Offeror must provide a summary of their professional qualifications
and the experience of all team personnel who will be dedicated to the
8

services described in this RFP. For each person identified, describe the
following information:
i. Title and reporting responsibility;
ii. Proposed role in this project, including the functions and tasks for
which they will have prime responsibility (also indicate areas of
secondary responsibility, if appropriate);
iii. Pertinent areas of expertise and past experience;
iv. Base location (local facility, as applicable);
v. Curriculum vitae and corporate personnel profiles which describe
their overall experience and expertise.
3.3 References
Each Offeror must provide references from at least three (3) customers or of
companies or other entities of comparable characteristics as the City of Buffalo, where their
services have been successfully implemented and have been in use for at least six (6) months.
Experience will not be considered unless complete reference data is provided. At a minimum,
the following information must be included for each client reference:
A. Client name, address, contact person name, telephone, and fax number;
B. Description of services provided similar to the services outlined in this
RFP;
C. Nature and extent of Offeror's involvement as the prime service provider;
D. Identity of services, if any, subcontracted, and to which other company;
E. Total dollar value of the contract;
F. Contract term (start date and expiration date).
3.4 Cost Recovery Plan
Each Offeror must submit a fire rescue cost recovery plan that is creative,
comprehensive, and contains a detailed description of the processes by which they will
perform the services described in this RFP. Offerors must also describe the project
management methodology that will be used to execute their plan.
All responses must include anticipated costs and an anticipated timeline. Where
appropriate, each Offeror must provide an estimate of what resources including, facilities,
equipment, personnel, communication technologies and other resources that may be
required from the City for implementing any proposed plan. This estimate must, at a
minimum, identify the reason, type and any resources that the Offeror expects the City to
provide
9

SECTION 4 -SCOPE OF WORK
4.1 Offeror's Office Operation
The successful Offeror must provide a description of the following:
A. A detailed proposal for rescue cost recovery.
B. The effectiveness of the cost recovery and the competence of the agency.
C. The agencies reputation for high ethical standards in the field of medical
cost recovery.
D. How the cost recovery procedures will be successfully implemented
4.2 Goals/Objectives
A. Recover cost for services provided as allowed by City Ordinance 175-4.
B. Develop a working relationship with a creditable service provider.
C. Provide a seamless method for cost recovery.
D. Provide for cost recovery without diminishing the integrity of the City.
E. Provide for a systematic and standard recovery process that allows
creditability to be maintained with Insurance providers.
4.3 Specification for Submitting Proposals
A. The specifications contained herein are considered by the City as the most
desirable, but alternate proposals equal to or substantially complying with
these specifications may be considered whenever such action is in the best
interest of the City. Variances to the specifications contained herein shall
be stated in detail either on the bid sheet, where applicable, or on a
separate sheet of paper.
B. Companies shall submit descriptive literature and any other data pertinent
to their proposal.
C. The successful agency should be knowledgeable and have at least 5 years'
experience in insurance claims recovery.
D. The agency must be duly licensed to operate within the City of Buffalo,
State of New York.
10