City and County of San Francisco Office of the Treasurer & Tax Collector TTX Debt Collection Software RFI

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1 The City and County of San Francisco is requesting information from businesses that can provide comprehensive software solutions in Debt Collection and Delinquency Management software for the Bureau of Delinquent Revenue (BDR) within the (TTX). TTX has not decided what type of comprehensive system to pursue and is therefore issuing this RFI. TTX is currently using Columbia Ultimate Debt Collection System (CUBS); the software system is used as the Debt Collection system of record for the office. It is not the City s intent to award a contract based on this RFI; however, the City reserves the right, at its sole discretion, to request additional information, demonstrations or presentations, or to form test or pilot projects. The Bureau of Delinquent Revenue section is the duly authorized and official collection agency for the City and County of San Francisco, and provides debt collection services for various City departments. The Bureau successfully manages a large and comprehensive revenue recovery operation that encompasses the full life cycle of the debt collection process, has a robust portfolio of more than half a million accounts that exceeds a billion dollars in delinquent receivables, and consists of approximately 30 different types of municipal debts. These municipal debts include business and personal property taxes, regulatory license fees, and county medical services debts. For Fiscal Year , BDR achieved a record performance and collected more than $124 million dollars in delinquent revenue with a staff of approximately 70. The purpose of this RFI is to conduct an industry review of Debt Collection Systems. This RFI does not attempt to describe all intricacies and functions of CUBS or TTX s complex business processes. Instead, the RFI asks for information in a format that will allow software providers to describe their solutions. Selected firms will be asked to demonstrate their systems to a group of City officials with expertise in government accounting, project management and information technology. Responses to this RFI may be used to assist in refining the City s goals for this system and to possibly develop specifications for a competitive solicitation. Schedule* RFI Issued: 08/18/2014 Questions Due: 09/02/14 Answers Posted: 09/09/14 Deadline for RFI Responses: 09/18/14 Questions and Communications To ensure fair and equal access to information about this RFI, all questions, requests for clarification, and requests for additional information must be submitted to: *Dates are subject to change TTX.RFI@sfgov.org Attn: Jeff Smejkal, Assistant Director of BDR Office of the Treasurer and Tax Collector 1 Dr. Carlton B. Goodlett Place San Francisco, CA P a g e

2 Purpose of the RFI The purpose of this RFI is to conduct an industry review of potential software solutions. Information gained during this RFI may inform the TTX scoping process and help in designing a subsequent Request for Proposals. It is not the TTX s intent to award a contract based on this RFI. Instead the RFI asks for information in a format that will allow software providers to describe their comprehensive solutions. Selected firms will be asked to demonstrate their systems to a group of City officials with expertise in government collections, accounting, procurement, contracting, information technology and project management. TTX is currently in the planning stages to determine the scope of implementing a Debt Collection and Delinquency Management system. In developing the scope, TTX is determining the pace at which to replace existing functions and modules, and any additional functionality that the next Debt Collection software will include. It is imperative that the proposed solution be compatible with JBase for windows version 4.7 and/or able to migrate data from RPCS version 2012, and the included government collection specific modules: - Account Distribution/Payment Proration Module - California DMV Module - California EDD Module - California FTB/COD Module - Tax Intercept Module Ideally, the two must be fully integrated and be able to support multiple interfaces for different business applications and technical environments. For example, the new Debt Collection and Delinquency Management will have processes that may interface to other central systems. In addition, TTX anticipates that the following system components will be critical in its evaluation of RFI responses: - Handling a large inventory of accounts in a centralized collection process (at least 500,000+ records) - Comprehensive and complex accounting needs - Collection strategy and inventory management - Flexible and customized reporting and data query - Real time set up of data and financial fields - Extensive administrative and user control management of the system - Exporting and importing data in various formats - Interfacing with other programs - Drafting and controlling collection notices and letters - Maintaining historical data and unlimited account notation - User friendly for all level of staff 2 P a g e

3 Evaluating Responses TTX seeks to obtain a single RFI response from businesses that can provide a comprehensive, high performance software solution for a large government organization. TTX may select firms to present their solution whose responses best meet TTX s needs. TTX intends to invite selected vendors to make oral presentations and demonstrate their system for the purpose of advancing TTX s understanding of the available solution. Businesses that are selected to demonstrate their software will receive a list of questions and topics to address during the presentation. Preparing a Response Responders must submit the requested information in the format specified in Section V below. Proposals must be no longer than fifteen (15) pages. The page maximum does not include brochures, literature and demonstrations. These additional items are welcome but should not be submitted in lieu of responding to the individual questions below. TTX will select firms to present their software based on their responses. Please provide information on the numbered items below. Responders are expected to answer all items. 1. Provide the following company information : a. Name b. Address c. Contact name with Title d. Phone number e. address. 2. Provide a letter of introduction with a brief description of your firm, experience in the industry, number of years providing debt collection solutions to federal, state or local governments. 3. Describe any professional services your firm offers, including, without limitation, integration assistance, training, and hosting. Provide a rate structure or other costing information (i.e. hourly rate or pricing methodology) for the professional services offering. List prices are acceptable. 4. Describe the different implementation approaches (big bang, parallel, phased) the TTX should consider when implementing your solution. Include the benefits and/or risks or each. 5. Provide a brief description of the overall software and architectural design of your product including but not limited to the following: a. Feature listings b. Database structure c. System workflows d. Data feeds e. Dialer options f. Payment processing 3 P a g e

4 6. Provide a description of how the product(s) integrate or interface with: - Web application or interface to allow real time and secure access to the system - Online bill presentment and payment processing - Cashiering payment interface - Image and archive workflow capabilities - ODBC connections or SQL backend 7. Describe the recommended operating environment(s) required to install and use your system and the minimum system requirements necessary to run your system. Include any suggested production, development/test, and disaster recovery environments. 8. Describe how your firm envisions your software solution changing over the next five to ten years. 9. If selected, your firm will have up to two hours to demonstrate your solution. Submit the proposed agenda your firm would like to follow during the presentation. Include amount of time, modules to demo, topics to discuss, etc. 10. Submit at least two (2) references, preferably of federal, state or local governments equal in size or larger than the City and County of San Francisco,that have implemented your solution within the last five (5) years. Please include: a. Name of the client b. Contact information (name, address, phone, ) c. Dates of engagement d. Total Annual Budget e. Total # of Employees f. Total # of Departments / Agencies g. Type of Departments / Agencies (e.g. Airport, Hospital, Public Works, Social Services, etc.) h. Software implemented (specific modules) i. Technical environment Response Submission Requirements All questions, requests for clarification, and requests for additional information regarding this RFI must be submitted to Jeff Smejkal. All such questions and requests must be submitted by to TTX.RFI@sfgov.org. Responses to such questions and requests shall be at the TTX s sole discretion and nothing in this RFI shall create an obligation for TTX to provide any response to the submitting party. Responses may, at the TTX s sole discretion, be posted as addenda to this RFI on the City s website. Responses must be received by 5:00 pm PT on the Response Due Date. Responses, including any attachments, should be submitted by to TTX.RFI@sfgov.org. Terms and Conditions of this RFI Responses to this RFI become the exclusive property of The City and County of San Francisco and are subject to the California Public Records Act and the City's Sunshine Ordinance. Please be aware that any information submitted, even personal identifying information may be disclosed to the public. 4 P a g e

5 The Respondent shall be solely and fully responsible for all costs associated with the development, preparation, transmittal, and submission of any material in response to this RFI. The City may, in its sole discretion, ask selected Respondents to present their material in person to TTX representatives at the City s offices, and the costs of such presentations shall be solely the responsibility of the Respondent. TTX assumes no contractual or other obligations as a result of the issuance of this RFI, the preparation or submission of materials by a Respondent, the evaluation of materials, the Respondent s conducting of presentations, or the selection of any Respondent for further negotiations. There may be no claims whatsoever for reimbursement from the City for such costs. Submitting a Response to the RFI The submittal of a response to this RFI does not guarantee use of the information provided. This is not a Request for Proposal (RFP). TTX, at its sole discretion, will determine if a Request for Proposal or other competitive solicitation may be issued at a later date. Any RFP issued by TTX may differ significantly in content from the applications and services described in this RFI document. This RFI is to be used solely for the purpose of this industry review and the TTX assumes no responsibility for any other use of this document. It is not a requirement to participate in this industry review process in order to be considered by any competitive solicitation arising out of this process. Participation in this industry review is strictly voluntary and the TTX will not reimburse participants for any costs in connection therewith. Submission of the RFI does not guarantee any future business with TTX. The issuance of this RFI does not constitute agreement by TTX that any contract will actually be entered into by TTX. TTX expressly reserves the rights to: 1. Waive or correct any defect or informality in any proposal, response or response procedure; 2. Reject any or all responses and re-issue a new RFI, RFQ or RFP; 3. Prior to submission deadline for responses, modify all or any portion of the schedule for receiving responses; 4. Procure any materials, equipment, products or services specified in this RFI by any other means; or 5. Determine that no project will be pursued. 5 P a g e

6 City and County of San Francisco The City and County of San Francisco was established by Charter in 1850, and is the only legal subdivision of the State of California with the governmental powers of both a city and a county. The City s legislative power is exercised through a Board of Supervisors, while its executive power is vested upon a Mayor and other appointed and elected officials. Key public services provided by the City include public safety and protection, public transportation, water and sewer, parks and recreation, public health, social services and land-use and planning regulation. The heads of most of these departments are appointed by the Mayor and advised by commissions and boards appointed by City elected officials. Elected officials include the Mayor, Members of the Board of Supervisors, Assessor-Recorder, City Attorney, District Attorney, Public Defender, Sheriff, Superior Court Judges, and Treasurer. Since November 2000, the elevenmember Board of Supervisors has been elected through district elections. The eleven district elections are staggered for five and six seats at a time, and held in even-numbered years. Board members serve four-year terms and vacancies are filled by Mayoral appointment. Statistics (Fiscal Year 2012) Population: 820,466 Number of Employees: 24,805 # of Departments / Agency: Approximately 60 # of Enterprise Agencies: 6 (Airport, Public Utilities Commission, Municipal Transportation Agency, San Francisco General Hospital, Port, Laguna Honda) Major Agency Funds: 2 (Health Service, Retirement System) The assets of the City exceeded its liabilities at the end of the fiscal year by approximately $6.95 billion (net assets). Of this balance, $6.46 billion represents the City s investment in capital assets net of related debt and $902.1 million represents restricted net assets. This is offset by a deficit in unrestricted net assets of $410.2 million. Go to the below link for City and County of San Francisco financial and budget information, such as the Comprehensive Financial Reports (CAFRs). 6 P a g e