RFP FIN DCS. ADVERTISEMENT for PROFESSIONAL DEBT COLLECTION SERVICES. for the

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1 RFP FIN DCS ADVERTISEMENT for PROFESSIONAL DEBT COLLECTION SERVICES for the CITY OF COLLEGE PARK BILLING DEPARTMENT The City of College Park is accepting Sealed Proposals from qualified, professional agencies for DEBT COLLECTION SERVICES. Sealed responses will be received no later than 4:00pm ET, Friday, May 1, 2015 at the City of College Park Purchasing Department, 3667 Main Street, College Park Georgia, Responses will not be accepted after the above date and time. A bid packet may be obtained from the City of College Park Purchasing Department, 3667 Main Street, College Park, Georgia 30337, or from No Informational Conference will be held. However, questions will be accepted via ONLY, to Barbara Gregory, Purchasing Department, at bgregory@collegeparkga.com until 12:00pm NOON ET, Friday, April 17, An Addendum listing all Q&A, clarifications, etc. will be posted at on or about 12:00pm ET, Friday, April 24, It is always the vendor s responsibility to check the City s website for any/all addenda. The City of College Park reserves the right to reject any or all bids based on past performance and to waive technicalities and informalities and re-advertise. All Minority, Woman and Small Businesses are strongly encouraged to apply. Only responsive proposals that are determined to meet the requirements and criteria set forth by the City of College Park will be considered. RFP FIN DCS DEBT COLLECTION SERVICES Page 1

2 CITY OF COLLEGE PARK PURCHASING DEPARTMENT GENERAL INSTRUCTION TO BIDDER 1. The following instructions are to be considered an integral part of this proposal. Proposals MUST BE TYPEWRITTEN OR PRINTED IN INK. The person signing the bid form must initial any changes or corrections made to this proposal. 2. The person, firm or corporation making the proposal shall submit their bid in the YELLOW ENVELOPE provided with this proposal. The envelope must be complete with the vendor s company name, bid title, bid number and bid date. Should a larger envelope be required, the YELLOW ENVELOPE must be attached to the OUTSIDE. No proposal may be withdrawn or modified in any way after the bid opening deadline. NOTE: BID DOCUMENTS DOWNLOADED FROM THE COLLEGE PARK WEBSITE MAY USE THE ATTACHED MAILING LABEL TO SUBMIT YOUR BID. SEE PAGE FOUR (4) FOR LABEL. 3. One (1) marked Original and two (2) marked Copy of the proposal submission are required unless otherwise stated in the documents. 4. If descriptive literature is attached to the bid, bidder s name must appear on all sheets. 5. If there is any question whatsoever regarding any portion of the instructions or specifications, it shall be the bidder s responsibility to seek clarification during the Informational Conference/Pre-Bid Meeting (if scheduled) or during the question period of time stated herein. IT SHALL BE THE BIDDER S RESPONSIBILITY TO CHECK THE CITY S WEB SITE ( FOR ANY/ALL ADDENDA. Answer(s) to all questions will be listed in an Addendum and posted on the City s web site, if applicable. 6. Any variation from the specifications must be clearly stated by the bidder in writing and submitted with his/her proposal. 7. The apparent silence of the specifications and any supplement specifications as to any details or the omission from it of a detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail and that only materials of first quality and correct type, size and design are to be used. All workmanship is to be of first quality. All interpretations of this specification shall be made upon the basis of this statement. 8. The following bid shall be awarded to one responsible bidder on a total lump sum price basis. An award shall be made to one vendor for the total bid. Unit prices and extensions will be verified and total checked. Unit price extension and net total must be shown. Unit price SHALL prevail. 9. In most cases, bids shall be evaluated on the following items, but not necessarily in this order: RFP FIN DCS DEBT COLLECTION SERVICES Page 2

3 A. Price B. Delivery (If Applicable To Scope of Work) C. Adherence to specifications D. Past record of vendors delivery/performance to the City Of College Park Though delivery will be a large consideration, please be as candid and as accurate with dates as possible. 10. The City desires delivery of the material or services specified at the earliest possible time after the date of award. Unreasonable delivery proposal may be cause for disqualifying a bid. Each bidder shall state a definite time and avoid using terms ASAP or approximately so many days. 11. The bidder or contractor shall provide copies of Workers Compensation Insurance with a limit of not less than required by the State of Georgia or otherwise stated in the bid instructions. Copy of Commercial General Liability Insurance shall be provided. (If Applicable) 12. All prices shall be for delivery, our destination, and F.O.B. freight prepaid and allows, College Park, Georgia unless otherwise shown. (If Applicable) 13. No Federal or State Sales Tax is applicable. The Federal tax identification number is The City is State tax-exempt under the code of Georgia, Charter Cash discounts or end of month terms should be shown separately, even if terms are net. 15. The City of College Park reserves the right to accept or reject any and all bids, due to past performance, etc. and waive any informality. The City will accept or reject all bids within 90 days from the date of the bid opening. THE UNDERSIGNED ON THE BID PROPOSAL CERTIFIES THAT HE/SHE HAS CAREFULLY EXAMINED THE INSTRUCTIONS TO BIDDERS, TERMS AND SPECIFICATIONS APPLICABLE TO AND MADE A PART OF THIS PROPOSAL. HE/SHE FURTHER CERTIFIES THAT THE PRICES SHOWN IN THE SCHEDULE OF ITEMS ON WHICH HE/SHE IS BIDDING, ARE IN ACCORDANCE WITH THE CONDITIONS, TERMS AND SPECIFICATIONS OF THE PROPOSAL AND THAT ANY EXECPTION TAKEN THERETO MAY DISQUALIFY THE BID. SIGNATURE:, DATE:, RFP FIN DCS DEBT COLLECTION SERVICES Page 3

4 RFP FIN DCS DEBT COLLECTION SERVICES Page 4

5 CITY OF COLLEGE PARK PURCHASING DEPARTMENT REFERENCE: RFP - FIN DCS SHOW ALL EXCEPTIONS AND COMMENTS BELOW: SIGNATURE: DATE: RFP FIN DCS DEBT COLLECTION SERVICES Page 5

6 City of College Park Purchasing Department Vendor Questionnaire The City of College Park Purchasing Department is seeking vendor information to create a database of current and new businesses doing business with the City of College Park. We ask that all vendors take this time to provide the following information so that we can update our records and develop a process to benefit the needs of the community. The information collected from this questionnaire will not be used in the award of bids. The City will continue to utilize a fair, equitable and impartial process and award bids based upon the lowest, responsible bidder. Vendor Name Vendor Type Vendor Address City/State Telephone Number Zip Alternate Telephone Number A Minority Business Enterprise (MBE) is a business which is an independent and continuing operation for profit, performing a commercially useful function which is owned and/or controlled by one or more minority group member. Owned is a minority or female owner which possesses an ownership interest of a least 51 percent of the business. Controlled is a minority or female which possess and exercise the legal authority and power to manage business assets, good will and daily operations of the business and actively and continuously exercise such managerial authority and power in determining the policies and directing the operations of the business. VENDOR HAS INDICATED AS: Is vendor/company minority-owned? YES specify how listed below: OR NO. If YES, please African American Business Enterprise (AABE) Hispanic Business Enterprise (HBE) Female Business Enterprise (FBE) Asian Business Enterprise (ABE) Native American Business Enterprise (NABE) Other: If yes, is the firm certified as such by any Federal, State or Local Governing authority? If so, please provide appropriate documentation showing such certification. Signature ( of contact person with company) Date Name (print) Title PLEASE COMPLETE, SIGN AND DATE THIS FORM AND MAKE A PART OF BID PACKET. Thank you for your cooperation. RFP FIN DCS DEBT COLLECTION SERVICES Page 6

7 CONTRACTOR AFFIDAVIT By executing this affidavit, the undersigned contractor/ subcontractor/ sub-subcontractor who is engaged in the physical performance of services under a City of College Park contract verifies its compliance with The Georgia Illegal Immigration Reform and Enforcement Act of 2011that they are enrolled in and use E-Verify or, in the case of a contractor/ subcontractor/ sub-subcontractor who has no employees and does not intend to hire employees during the term of the contract, will provide a copy of a state-issued driver s license or ID Card issued by a U.S. state that will verify lawful immigration status. E-Verify User Identification Number E-Verify Date of Authorization Name of Contract/Project Name of Contractor/ Subcontractor/ Sub-subcontractor (Circle one) Name of Authorized Officer Signature of Authorized Officer SUBSCRIBED TO AND SWORN BEFORE ME ON THIS THE DAY OF, 20. Notary Public My commission expires on: RFP FIN DCS DEBT COLLECTION SERVICES Page 7

8 REQUIREMENTS & CHECKLIST FOR PROPOSAL SUBMISSION PLEASE FOLLOW REQUIREMENTS BELOW FOR PROPOSAL SUBMISSION. COMPLETED AND SIGNED DOCUMENTS SHALL BE SUBMITTED IN THE ORDER LISTED BELOW. 1.One (1) marked Original and two (2) marked Copy of proposal response, contained, and labeled with completed YELLOW envelope 2. Requirements & Checklist completed, signed and dated 3. Requirements as listed in second section of RFP document (as listed on page 12 of second section of RFP document) 4. License number and documentation (as required by applicable State and local laws) 5. Exceptions Sheet (if deemed necessary by vendor) 6. Vendor Questionnaire 7. Contractor Affidavit 8. Proofs of Insurance 9. List of Subcontractors 10.References Request pages 11.Any/All Addenda must be signed and dated and made a part of bid packet 12.Successful respondent acknowledges requirement to provide Performance and Payment Bond before execution of contract. Is the vendor located in College Park? Has the vendor previously conducted business with College Park? Has your company ever been debarred from doing business with any federal, state or local agency? If yes, please provide details (on back) including agency name, date and reason for debarment. Vendor or Representative Signature Late responses will not be accepted.faxed or ed responses will not be accepted. City of College Park is not responsible for submissions not properly identified, nor for late or undelivered mail or courier service. RFP FIN DCS DEBT COLLECTION SERVICES Page 8 Date

9 INSURANCE REQUIREMENTS Within ten (10) days of Notice of Award, and at all times that this Contract is in force, the Contractor shall obtain, maintain and furnish the City Certificates of Insurance from licensed companies doing business in the State of Georgia and acceptable to the City covering: 1. Worker s Compensation Insurance 2. Comprehensive General Liability Insurance 3. Automobile Liability 4. Umbrella Liability Insurance Copies of these Certificates of Insurance shall be furnished to the City prior to execution of the contract. Such policies shall be non-cancellable except on thirty (30) days written notice to the City. ** IMPORTANT RFP EVENT DATES: RFP newspaper advertisement April 8, 2015 Informational Conference NONE Last day for questions April 17, 2015, 12:00pm ET Addendum posted on City website April 24, 2015, 12:00pm ET Proposal responses due May 1, 2015, 4:00pm ET RFP FIN DCS DEBT COLLECTION SERVICES Page 9

10 LIST OF SUBCONTRACTORS I do / do not propose to subcontract some of the work on this project. I propose to Subcontract work to the following subcontractors: SUBCONTRACTOR WORK TO BE PERFORMED % OF THE WORK Company Name: PLEASE NOTE: THE CITY OF COLLEGE PARK REQUIRES 51% PARTICIPATION BY THE PRIME CONTRACTOR ON ALL PROJECTS. RFP FIN DCS DEBT COLLECTION SERVICES Page 10

11 REFERENCE REQUEST REFERENCES: The following references are from current and past government, educational and/or commercial accounts of similar size and scope. This list includes a minimum of five (5) references and does not include the City of College Park, or any City of College Park employee as a reference. REFERENCE # 1: Name of Entity/Firm: Mailing Address: City/State/Zip Code: Contact Person Name: Contact Person Telephone Number: Date When Work Performed: Description of Work Performed: REFERENCE # 2: Name of Entity/Firm: Mailing Address: City/State/Zip Code: Contact Person Name: Contact Person Telephone Number: Date When Work Performed: Description of Work Performed: RFP FIN DCS DEBT COLLECTION SERVICES Page 11

12 REFERENCE # 3 Name of Entity/Firm: Mailing Address: City/State/ZipCode: Contact Person Name: Contact Person Telephone Number: Date When Work Performed: Description of Work Performed: REFERENCE # 4 Name Of Entity/Firm: Mailing Address: City/State/ZipCode: Contact Person Name: Contact Person Telephone Number: Date When Work Performed: Description of Work Performed: RFP FIN DCS DEBT COLLECTION SERVICES Page 12

13 REFERENCE # 5 Name of Entity/Firm: Mailing Address: City/State/ZipCode: Contact Person Name: Contact Person Telephone Number: Date When Work Performed: Description of Work Performed: By signing below, I certify that this bid is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a bid for same materials, supplies or equipment, and is in all respects fair and without collusion or fraud. I understand that collusive bidding is a violation of State and Federal law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of this bid, and certify that I am authorized to sign this bid for the bidder. (Name of Company) (Contact Name) (Phone Number) (Fax Number) ( Address) (Signature) (Print Name) RFP FIN DCS DEBT COLLECTION SERVICES Page 13

14 COLLECTION SERVICE FEE / COST PROPOSAL SHEET RFP FIN DCS DEBT COLLECTION SERVICES PROPOSAL RESPONSE DUE DATE and TIME: May 1, 2015, 4:00pm EDST CITY OF COLLEGE PARK CITY HALL FROM: (Print Bidder s Name) (Address) (City and State) (Phone number) (Date) (Separate sheet(s) are welcome.) Cost Proposal / Fee must remain valid for ninety (90) days after May 1, (Bidder Signature) RFP FIN DCS DEBT COLLECTION SERVICES Page 14

15 Request for Proposals For Debt Collection Services RFP FIN DCSS Proposal due date: May 1, 2015, 4:00pm ET City of College Park 3667 Main St College Park, Georgia COCP/Collection Services/ RFP Page 1 of 15 Created by TLSN

16 Request for Proposal Collection Services Table of Contents 1. General Information 1.1 Purpose 1.2 Definitions 1.3 Background 2. Administrative Information 2.1 Term of Contract 2.2 Code of Ethics 2.3 Event dates and times 3. Scope of Services Required 3.1 Automated Collection System 3.2 Referral and Update Methods****** 3.3 Customer Service 3.4 Processing Payments 3.5 Collection Procedures 3.6 Debt Compromises 3.7 Complaints and Corrective Action 3.8 Returned Accounts 3.9 Recalling Debt 3.10 Refunds 3.11 Bankruptcy 3.12 Cancellation Clause 3.13 Reporting Requirements 3.14 Project Management Team 3.15 Agency Training 4. Proposer Requirements 4.1 Desirable Qualifications of Proposer 4.2 Company Background and Experience 4.3 Method and Reporting Capability 4.4 Experience/References 5. Fees 5.1 Fees COCP/Collection Services/ RFP Page 2 of 15 Created by TLSN

17 6. Information Concerning the Request for Proposal 6.1 Submitting Proposals 6.2 Copy Requirements 6.3 Proposal Content 6.4 Required Format of Proposal 6.5 Transmittal Letter 6.6 Proposal Evaluation 6.7 Evaluation and Selection 1.1 Purpose This Request for Proposals is issued by the City of College Park billing department for the purpose of soliciting proposals from qualified entities to provide debt collection services for the collection of delinquent City (resident), Commercial and Retail consumer debt Definitions The following terms are used throughout this Request for Proposal (RFP): Account-A unique identification number assigned by the City to a consumer that is obligated to pay debt owed to the city. Agency-The collection service selected and contracted or pursuant to the RFP City- City of College Park Customer Services Department, Utility Billing Division COCP- City of College Park Current Debt- Debt referred up to sixty days after the due date. FDCSPA- Fair Debt Collection Practices Act Non-current debt-debt referred after internal collection efforts or sanctions have been imposed. Initial referral of debt- The initial referral of debt will include large volumes of both non-current and current debt. Proposer- the Agency in pursuit of the City contract COCP/Collection Services/ RFP Page 3 of 15 Created by TLSN

18 1.3 Background The City of College Park, Georgia is home to approximately 14,000 residents. The outstanding debt over 90 days is in excess of 1 million dollars. The Company selected will be responsible for the collection of certain delinquent debts, accounts, or claims due on behalf of the City of College Park, (COCP). The Company selected will operate as an extension of the COCP debt collection efforts and shall serve as a joint debt collecting agency in collaboration with the COCP. Delinquent debt that has aged 60, 90, or 120 calendar days shall transfer to the Company selected at the City of College Park's discretion Term of Contract 2 The period of any contract resulting from this RFP is tentatively scheduled to begin on or about July 1, 2015 and to continue until June 30, The city may award contracts to single and/or multiple outside collection agencies. Any contract resulting from this RFP will not become effective until approved by the Director of Finance and by Mayor and City Council 2.2 Code of Ethics Proposers are responsible for determining that there will be no conflict or violation of the Ethics Code if their company is awarded the contract. The City of College Park Purchasing Department is the only entity which can officially rule on ethics issues. COCP/Collection Services/ RFP Page 4 of 15 Created by TLSN

19 2.3 RFP Events and Times Newspaper advertisement April 8, 2015 Informational Conference None Last day for questions 12:00pm Noon EDST, Friday, April 17, 2015 Addendum posted on City website 12:00pm Noon EDST, Friday, April 24, 2015 Proposal responses due 4:00pm EDST, Friday, May 1, Scope of Services Required The City of College Park is issuing this Request for Proposals (RFP) to establish a contract with a single and/or multiple outside collection agencies to collect on debt referred from the COCP billing department. Initial amounts and types of debt will be assigned for collection. 3.1 Online Collection System The data elements for the online system may include: Account number City assigned numbers Debtor Name (may be an individual or a business) Date of Birth Driver s License Number Driver s License State Debtor address Debtor phone number Taxpayer number (Social security number or Tax ID) Principal amount of debt Original due date of debt Debt Description COCP/Collection Services/ RFP Page 5 of 15 Created by TLSN

20 All data received and collected by the Agency must be maintained in a secure environment. The Agency must ensure that data is secure and data privacy cannot be compromised. If personal information is compromised, the agency assumes liability for any damages occurring as a result. The agency is responsible for notification to the City and the debtor. 3.2 Referral and Update Methods The City will provide account referrals and updates by electronic data transfer. The method of data transfer will be through the Agency s online system. The Agency is responsible for providing debt activity information back to the City. 3.3 Customer Service Collection contacts must be performed in a professional and respectful manner. No harassment, verbal abuse or compromising the rights of the debtors will be tolerated and may result in recalling the debt and cancellation of the contract. 3.4 Processing Payments Payments must be forwarded to the COCP on a monthly basis along with the corresponding remittance report. The remittance shall be the total amount collected. Monthly the COCP will transfer to the company selected their percentage of collections earned. Electronic transferring of funds and reporting is mandatory. Provide detailed information in the proposal on how the Agency will: process payments within your Agency forward electronic payments to the City provide timely payment information and reports handle NSF checks or other returned payments. The City will continue to accept direct payments from the debtor. COCP/Collection Services/ RFP Page 6 of 15 Created by TLSN

21 3.5 Collection Procedures The proposal must contain a detailed process for collection activities based on dollar values of referrals and the aging of accounts. The documentation must include detailed information and samples of services regarding the: Fee information Referral and handling of new cases Collection contacts including standards for notices, telephone calls, etc. Methods used to enforce payment from business, corporate, and individual debtors Resources to locate debtors, identify assets, and enforce payment Methods for obtaining and verifying social security numbers and accuracy rates Cash handling and control procedures Forwarding payment to City Processing of multiple accounts from the same debtor Establishing payment plans for debtors Determining uncollectible cases 3.6 Debt Compromises The Agency has no authority to accept compromises of the total amount owed and may not represent that it has any such authority. 3.7 Complaints and Corrective Action Upon request of the City, the Agency will provide the City in writing, a response to complaints received. 3.8 Returned Accounts The Agency must make all reasonable efforts to collect the debt. The Agency must provide a summary report showing all returned accounts with the collection activity detail and reason for the return must be included. COCP/Collection Services/ RFP Page 7 of 15 Created by TLSN

22 3.9 Recalling Debt The City reserves the right to recall any account referred when it is in the best interest of the City. The City will owe no fee on accounts recalled for which no payment has been received Refunds The Agency will be responsible for refunding any monies collected in error plus any incurred charges or fees on a monthly basis Bankruptcy All collection procedures will be in compliance with the provisions of the Federal Bankruptcy Code Cancellation Clause The City may cancel the contract awarded to the Agency for any reason at its sole discretion Reporting Requirements Reporting financial and collection status information will be a key component. The Agency will be required to provide remittance with report monthly. The remittance reports will provide receipt details and be remitted with payments. COCP/Collection Services/ RFP Page 8 of 15 Created by TLSN

23 3.14 Project Management Team The Agency will assign a project manager who will be available to City Staff by or phone on a daily basis. The Agency will assign back-up individuals to this position in the event that the project manager is not available. The Agency will provide a toll free telephone line number for communication with the City. The project manager will also be available for occasional meetings. Scheduled meetings, which may involve travel, will be at the expense of the Agency Agency Training The Agency will verify that the employees have received Fair Debt Collection Practices Act (FDCPA) training. The proposal must demonstrate how the agency will train its staff regarding the nature of City debt and service expectations. 4.1 Desirable Qualifications of Proposer 1. Should have five (5) years of experience in the collections of government debts Should have demonstrated experience collecting and processing payments in excess of $100,000 per month for an individual city or government client. 3. Should provide debt recovery rates, terms and conditions 4. Should have a generally acceptable agency wide policy showing that the agency practices the Federal Fair Debt Collection Practices Act as a standard for allowable 3rd party debt collection practices. 5. Should be willing to provide one or more employees to assist with account processing and collection at no additional cost to COCP. 6. Should have a history of working accounts to proper resolution regardless of the age or dollar amount of the account. 7. Should provide a user friendly web-based remote audit environment. This would allow COCP to readily access accounts on your collection system. COCP/Collection Services/ RFP Page 9 of 15 Created by TLSN

24 4.2 Company Background and Experience The Proposer should submit a detailed overview of its relevant city collection experience including but not limited to, the following: 1. The Proposer s debt collection experience with governmental entities, including number of years working with each entity. 2. The Proposer s experiences with government debt authorities. 3. Customer reference letters from three (3) City or government authorities for which the Proposer has performed similar work as described in this RFP. The COCP may contact these customers to determine if the Proposer has demonstrated a high level of performance and integrity and if the Proposer has a history of working accounts to proper resolution regardless of the age or dollar amount of the account. 4. The Proposer s demonstrated experience collecting and processing payments in excess of one million ($1,000,000.) yearly. The Proposer should describe its ability to meet or exceed the mandatory requirements and desirable qualifications. 4.3 Methodology and Reporting Capability The proposer should describe their proposed methodology and reporting capability for accomplishing the project with a precise statement of what COCP will receive as an end product of the project including the following: 1. A plan to implement full-scale collection within sixty (60) calendar days. The Proposer should have the ability to generate reports in the required format with the necessary fields in a timely manner. The Proposer should describe, in a concise narrative, his ability to comply with the reporting requirements. 2. The Proposer s procedures and safeguards for processing payments should be furnished. 3. Samples of management reports provided to other clients, particularly those provided to other governmental units, on a monthly or yearly basis, which summarizes collection activity and results. 4. The Proposer should provide sample letters (i.e. billing/notices sent to the debtor) 5. The extent to which any collection attempt will be made based on the dollar value of the account and the types of attempts. For example: collection letters, phone contacts, skip traces, etc. 6. The methods used to document collection attempts and the ability of the Proposer to guarantee that such attempts will be made. 7. The extent and procedures used for accounts that will be skip traced. Proposer should indicate if different procedures will be used based upon dollar value of the account. The COCP expects that the Proposer will contact the post office, neighbors, and prior employers. Additional sources used include credit bureaus, telephone directories, etc., in an effort to locate the debtor. The Proposer should indicate which steps will be taken in a given category of cases. COCP/Collection Services/ RFP Page 10 of 15 Created by TLSN

25 4.4 Experiences/References The Agency must have a proven collection record with collection services capable of handling a large volume of delinquent accounts. Collection contracts with government agencies or experience collecting utility payments is preferred. Attach three (3) client references. Include the contact name, telephone number, length of service, referral volume and collection rates. Client references from government agencies or City are preferred. 5.1 Fees 5 The proposal shall identify the basis for the proposed service fee. However, if the Agency proposes separate fees or charges for specific services, each should be identified in the proposal. 6.1 Submitting Proposals All proposals must be sent to: Written questions regarding RFP requirements or Scope of Services must be submitted by ONLY, to Barbara Gregory, Purchasing Department, at bgregory@collegeparkga.com. Subject line of should read QUESTION(S) RFP FIN DCS. All proposals must be contained and sealed using the yellow envelope/label (see page 4 of first section of RFP document) and are due at 4:00pm on Friday, May 1, Information on left side of yellow envelope must be completed Copy Requirements One (1) marked Original and two (2) marked Copy of the proposal are required. Each copy of the proposal must be signed, in ink, by an individual legally authorized to enter into a contract on behalf of the Agency. Agencies must comply with all of the terms of the RFP, and all applicable local, state, and federal laws, codes and regulations. The City may not consider any or all proposals and may COCP/Collection Services/ RFP Page 11 of 15 Created by TLSN

26 waive any minor irregularities in proposals received. 6.3 Proposal Content The City has established certain requirements with respect to proposals to be submitted for contracted services. The specification/requirement being referred to is a mandatory requirement. Failure to meet any mandatory requirements will cause rejection of the proposal. By submission of a proposal, Responder warrants that the information provided is true, correct and reliable for purposes of evaluation for potential contract award. 6.4 Required Format of the Proposal Failure by any Agency to include the following information or statements in its proposal will result in the proposal being declared unacceptable or non-responsive, and it will receive no further consideration for award of the contract. Proposals must include the information prescribed herein and be organized in the following manner: 1 Letter of Transmittal 2 Addenda Acknowledgment 3 Title Page Each copy of the proposal will have a title page with the following: A. Title of Proposal B. Agency's Name C. Name, Title, Phone Number, and Mailing Address of the persons who can respond to inquiries regarding the proposal 4 Technical Capabilities and Requirements 5 Referral and Updating Methods 6 Customer Service 7 Payment and Accounting Procedures 8 Collection Methods and Procedures 9 Handling of Complaints, Returned Accounts, and Refunds 10 Reports 11 Project Manager 12 Training 13 Experience and References 14 Financial Statements 15 Required Licenses 16 Fee Schedule 6.5 Transmittal Letter A transmittal letter must accompany the proposal. The letter should be in the form of a standard COCP/Collection Services/ RFP Page 12 of 15 Created by TLSN

27 business letter and must be signed, in ink, by an individual legally authorized to enter into a contract on behalf of the Agency. The letter must include the following information in corresponding order and be clearly identified by number of the requirement to which it is responsive: 1. A statement that the proposal is for collection of City debt. 2. A statement of the Agency's business history and a statement that this contract is 3. authorized by the Agency's corporate bylaws or other authorizing documents, if applicable. 4. A statement indicating that the Agency is registered as a corporation or other legal entity in good standing. 5. A statement that no attempt has been made or will be made by the Agency to induce any other person or firm to submit or not to submit a proposal 6. A statement certifying that no personnel currently employed by or under personal contract to the City, participated, either directly or indirectly, in any activities related to the preparation of the Agency's proposal: a. The Agency has not offered, promised or given a rebate, gift, money, or anything of value, or offered any promise, obligation or contract for future reward to a City official or employee in connection with this contract or in connection with any other City action affecting this contract. b. To the best of its knowledge, no City official or employee who participates in or supervises the negotiation of this contract will have a personal financial interest in this contract or in connection with any other City action affecting this contract or will personally benefit. c. The Agency will not seek, receive, or use confidential information from the City or the City's officials or employees for reasons outside of this contract. 8. A statement identifying those individuals who were involved in the preparation of the proposal. 9. A statement that the Agency is in compliance with the City of College Park bylaws and Chapter. 6.6 Proposal Evaluation Responses may be evaluated by a committee of City personnel or by senior officials at the City. The City will select the firm(s) submitting the most responsive proposals that demonstrate clear capability to best fulfill the purposes of the RFP in a cost-effective manner. Evaluation of proposals will be divided into two Phases: (1) Evaluation of Mandatory Requirements, and (2) Evaluation of Experience, Qualifications, and Costs for those meeting the mandatory requirements in Phase (1). The Best Value for collection services will be determined by: COCP/Collection Services/ RFP Page 13 of 15 Created by TLSN

28 Quality of customer services available to COCP Timeliness of initial set-up, collecting funds, and forwarding payments Ability to provide detailed reports and updating case information Experience in collections for government and municipal agencies Technical requirements and compatibility with our systems Record of performance with municipal collections measured by collection rates Fee schedule and costs 6.7 Evaluation and Selection Evaluation Team The evaluation of proposals will be accomplished by an evaluation team, to be designated by the state, which will determine the proposal most advantageous to the state, taking into consideration price and the other evaluation factors set forth in the RFP. Evaluation and Review Proposals that pass the preliminary screening and mandatory requirements review will be evaluated by a selection committee based on information provided in the proposal. The Evaluation Team will evaluate and score the proposals using the criteria and scoring as follows: CRITERIA Evaluation of Mandatory Requirements Company Background and Experience MAXIMUM SCORE 25 Methodology and Reporting Capability 20 Staff Levels and Qualifications/Volume of Accounts Handled 20 Following the Required Format of Proposal 10 Collection Service Fee (Cost Proposal) 25 TOTAL SCORE 100 COCP/Collection Services/ RFP Page 14 of 15 Created by TLSN