Summary of Specifications:
4. Scope of Work
a. The successful proposer will provide full service collection and related services for all delinquent accounts referred by the City of Auburn Hills fire department. These services must be conducted in accordance with any applicable federal, state, and/or local requirements.
b. Delinquent accounts are generated primarily from the emergency medical transport operations, but may include additional operations. This RFP will cover accounts with an average value of $600. The age of the accounts will vary, but generally range from ninety (90) days past due up to the statute of limitations (if any). Award of a contract will not guarantee a fixed payment or contract amount; rather it will define the percentage of collected revenue the City of Auburn Hills will base payments on, subject to the successful performance of the scope of work and the terms and conditions outlined in this RFP.
c. The City of Auburn Hills reserves the right to perform background investigations of the successful proposers’ employees.
d. The successful proposer may not negotiate a settlement of a debt or “write off” bad debts without prior written approval from the City of Auburn Hills.
5. Questions Concerning RFP
a. Questions concerning this RFP may be addressed to Assistant Fire Chief Antonio Macias, Purchasing Agent at 248.364.6752 or email to Amacias@auburnhills.org
6. Evaluation
a. Proposals will be evaluated by a committee based on the following content areas: Company Profile - relevant experience, financial capacity, professional competence, and references; Product/Service profile - mix and type of services offered; and Financial Profile - percentage of delinquent amounts collected. The City will select the overall best proposal; the award will not be based solely on highest percentage offered.
7. Proposal Format
a. Bidders must provide one (1) original and one (1) copy of their proposals. Proposals must be divided into sections, with the labels as indicated, in the exact order listed below: b. Section 1: Company Profile
i. Attach a statement that addresses the following information: Company name, business address, telephone and fax numbers, email addresses, and the name and signature of the person authorized to discuss the terms of this proposal.
ii. If the company is a corporation, list the state in which it is incorporated. If a partnership or sole proprietorship, list the owner(s) names.
iii. Discuss your company’s qualifications and experience in providing these exact services to other organizations. Specifically, include information regarding the number of years your firm has been in business, the number of accounts you are currently servicing, number and classifications of current employees (i.e. collection agents, managers, etc.) as well as the credentials of key employees assigned to this account.
iv. Include a list of five references, preferably public entities, for which your company has conducted similar services within the past five (5) years, complete with contact name and phone number, organization name, and type of business.
v. Describe training methods used to ensure employees are well-versed in the Fair Debt Collection Practices Act. Describe on-going training and quality assurance techniques to monitor compliance with state and federal laws, rules and regulations for collection for debts.
vi. Indicate if any sub-contractors will be used, and specify the services they will provide.
c. Section 2: Product/Service Profile
i. Describe your agencies method of recording collection activity, including telephone calls and skip tracing efforts on any account.
ii. Describe internal audit policies for recording, checking and reporting of services performed and the control of funds.
iii. Provide a detailed transition plan to begin collection of delinquent accounts. For all tasks where the City is identified, provide a description of the task and estimated level of effort, based on your organization’s experience in performing similar transitions.
d. Section 3: Financial Offer
i. Indicate your fee proposal in the form of a percentage of monies collected.