ADDENDUM NO. 01. Include this signed and dated addendum to your proposal.

Transcription

1 for the CITY OF COLLEGE PARK BILLING DEPARTMENT RFP FIN DCS (DEBT COLLECTION ) PLEASE NOTE: Questions received by , and the City s responses listed herein. PLEASE NOTE: The Purchasing Department strives to maintain consistently fair and equitable dealings with all vendors, therefore the City prohibits communications with respect to this bid opportunity initiated by a bidder to any City official, consultant or employee for the period of time from the closing of the tender up to and including the date that the contract has been awarded (the Blackout Period ). Any communication between the bidder and the City during the Blackout Period will be initiated by the City s Purchasing Department for the sole purpose of obtaining information or clarification necessary in order to ensure a proper and accurate evaluation of the bid. Any communication initiated by a bidder during the Blackout Period may be grounds for disqualifying the offending bidder from consideration for the contract award. COMPANY NAME SIGNATURE DATE PRINT NAME ADDENDUM NO. 01 RFP FIN DCS (DEBT COLLECTION ) Page 1

2 Q. If receiving electronically, is it okay to print and tape a copy of envelop outline from RFP to outside of envelop? A. Yes, please download the yellow label shown on page 4, and attach to the outside of large envelope or box containing proposal submission. Q. What are the various types of debt included to be collected in this RFP? A. Utilities. Q. Who are the current incumbents? A. TEKCOLLECT. Q. What are the current incumbent contingency fees? Q. Please confirm the due date for this procurement is 5/1/2015. A. YES, responses are due by Friday, May 1, 2015 at 4:00pm ET. Q. What is the date by which you will answer these questions? A. As RFP document states An Addendum listing all Q&A, clarifications, etc. will be posted at on or about 12:00pm ET, Friday, April 24, ADDENDUM NO. 01 RFP FIN DCS (DEBT COLLECTION ) Page 2

3 Q. Why is the contract out to bid at this time? A. At the request of Mayor and City Council. Q. Has the current contract gone full term? A. No current contract. Q. Have all options to extend the current contract been exercised? Q. Who is the incumbent, and how long has the incumbent been providing the requested services? A. TekCollect for over five (5) years Q. To what extent will the location of the bidder s proposed location or headquarters have a bearing on any award? A. Location has no bearing Q. How are fees currently being billed by any incumbent(s), by category, and at what rates? ADDENDUM NO. 01 RFP FIN DCS (DEBT COLLECTION ) Page 3

4 Q. What estimated or actual dollars were paid last year, last month, or last quarter to any incumbent(s)? A. Last month payment was approximately $5,000. Q. To how many vendors are you seeking to award a contract? A. One (1) collection service will be selected and awarded this contract. Q. Please describe your level of satisfaction with your current vendor(s), if applicable. A. Fair Q. Can you please provide a greater description of the specific kind of receivables to be placed for collection? A. Utilities Q. What collection attempts are performed or will be performed internally prior to placement? A. Phone calls / letters Q. What is the total number of accounts available for placement now by category, including any backlog? A. 5,000 accounts ADDENDUM NO. 01 RFP FIN DCS (DEBT COLLECTION ) Page 4

5 Q. What is the average balance of accounts by category? A. $25,000. Q. What is the monthly or quarterly number of accounts expected to be placed with the vendor(s) by category? A. 1,500 Q. What is the monthly or quarterly dollar value of accounts expected to be placed with the vendor(s) by category? A. $25,000. Q. What has been the historical rate of return or liquidation rate provided by any incumbent(s), and/or what is anticipated or expected as a result of this procurement? Q. If applicable, will accounts held by any incumbent(s) or any backlog be moved to any new vendor(s) as a one-time placement at contract start up? A. No. ADDENDUM NO. 01 RFP FIN DCS (DEBT COLLECTION ) Page 5

6 Q. I have a question section 4.1 question 7 Desirable Qualifications. It reads should provide a user friendly web-based remote audit environment. This should allow COCP to readily access accounts on your collection service. My question is this a requirement to be considered to do business with COCP. We don t have this technology at this time. In order for said agency name to get that software through our vendor would be around 20,000 for a software license. A. A. No but you would have to send us a list of all account collected, by . Q. I had question about the volume a collections the COCP would be turning over on a monthly basic. A accounts Q. Has College Park used an outside collection agency previously? A. Yes. Q. Why is the RFP out for bid? A. At the request of Mayor and City Council Q. Has the contract gone full term and have all options to extend the current contract been exercised? A. No contract with current vendor. ADDENDUM NO. 01 RFP FIN DCS (DEBT COLLECTION ) Page 6

7 Q. What has been the historical rate of return or liquidation rate provided by any incumbent(s), and/or what is anticipated or expected as a result of this procurement? A. 0% up to 30 days; after 30 days 50% Q. What are the past liquidation rates achieved on the closed accounts referred to collection? A. 50% Q. What collection attempts are performed or will be performed internally prior to placement? A. Currently no attempts are made. Q. When the accounts are referred to the agency, what are the expected work flows? A. We send them a batch of names that are final. They send out letters and report them to the collecting agency. Q. Will accounts be primary placements, not having been serviced by any other outside collection agency, and/or will you also be referring secondary placements? If so, should bidders provide proposed fees for secondary placements also? A. Primary placements, no secondary placements. Q. If applicable, will accounts held by any incumbent(s) or any backlog be moved to any new vendor(s) as a onetime placement at contract start-up? A. Yes. Q. To what extent will the location of the bidder s call center and/or corporate headquarters have a bearing on any award(s)? A. None. ADDENDUM NO. 01 RFP FIN DCS (DEBT COLLECTION ) Page 7

8 Q. What current contingency fees or other fees are currently being billed by any incumbent(s)? A. The city puts a cost of $7.35 per customer. Q. Who are the incumbents, and how long have the incumbents been providing the requested services? A. TekCollect Q. Who is your current vendor? A. TekCollect. Q. How did the current agency perform during the contract term? Q. What improvements are you looking for in a new vendor? A. An agency that can collect the money, can do skip trace and report to collecting agency. Q. What is the average balance of accounts by category? A. 25,000. Q. What current contingency fees or other fees are currently being billed by any incumbent(s), by category? ADDENDUM NO. 01 RFP FIN DCS (DEBT COLLECTION ) Page 8

9 Q. What is the average age of accounts at placement by category? A. Ninety (90) days Water, Sewer, Electrical, Stormwater, Sanitation Q. Do you, or your current agency credit report? If yes, how do you report, and what name do you report under? A. The current vendor reported all accounts to the credit report. Q. Will the successful vendor be expected to work only a backlog of old accounts, or will there be new placements of accounts periodically? A. New accounts periodically Q. What is the frequency that new delinquent accounts will be placed with the successful vendor? A. Monthly Q. What types of attempts at collection have been performed on the portfolio of accounts that are to be collected? A. Calls/Letters ADDENDUM NO. 01 RFP FIN DCS (DEBT COLLECTION ) Page 9

10 Q. What types of delinquent debts will be placed with the successful vendor? A. Utilities Q. Will the successful vendor have access to review notes of prior collection efforts performed by the City of College Park and/or previous vendors on delinquent accounts, if any? A. No A. No Q. Will the successful vendor be expected to engage in litigation? Q. What is the approximate number of delinquent accounts to be collected? A. 1,800 Q. What is the approximate dollar value of the total number of delinquent accounts to be collected? A. 1,000,000. Q. How is the data of the current portfolio of delinquent accounts stored? A. Electronically Q. What software is currently used to store and retain the current data of accounts to be collected? A. Northstar Q. What is the average age of delinquent accounts to be collected? A. Over 90 days ADDENDUM NO. 01 RFP FIN DCS (DEBT COLLECTION ) Page 10

11 Q. What is the average dollar amount of delinquent accounts to be collected? A Q. Will the successful vendor be expected to maintain a local office in the City of College Park, Georgia at the inception of this project, or anytime thereafter? A. No END OF ADDENDUM NO. 01 REMAINDER OF PAGE LEFT BLANK. ADDENDUM NO. 01 RFP FIN DCS (DEBT COLLECTION ) Page 11