2024-853 Debt Collection_Addendum No 1.pdf

CITY OF GARDNER

PURCHASING DEPARTMENT

95 Pleasant Street, Room 217

Gardner, MA 01440

978-632-0426

ADDENDUM 1

REQUEST FOR QUOTE

(Debt Collection Services for

Ambulance Transport Billing)

MGL Chapter 30B Services

The purpose of this addendum is to notify all interested bidders of the following change(s), deletion(s), addition(s) or clarification(s) to the specifications and all bid documents for the bid listed.

This addendum forms a part of the contract documents and modifies the original bidding documents. Acknowledge receipt by including this Addendum within your proposal submission. Failure to acknowledge on the Bid Form may result in the rejection of your bid. This addendum consists of three (3) typed pages.

Required Submission Date Change

The required submission date has been extended to Monday, May 13, 2024 at 1:00 p.m. local time.

Questions / Clarifications

What is the date by which you will answer these questions? The questions are being answered and presented on May 7, 2024.

When is the anticipated award date? The award date is estimated to be in June allowing for a contract to commence on July 1, 2024.

Can you please provide greater explanation of your expectations related to any required subcontracting to minority-owned, women-owned, or other types or categories of small or disadvantaged businesses? For example, what is required with the proposal, and what is required to comply during the term of the contract? It is assumed that the services will be provided by the company submitting the successful proposal and that subcontracting will not be needed.

What Insurance types are bidders required to have? Bidders are required to be insured.

Can you please provide greater details on how proposals will be evaluated and how the selected vendor(s) will be chosen? See RFQ – Specifications/Scope of Services/Purchase

PROCUREMENT # 2024-853

ISSUE DATE: May 7, 2024

CITY OF GARDNER

Joshua Cormier, CPO, MCPPO

Director of Purchasing jcormier@gardner-ma.gov mailto:jcormier@gardner-ma.gov

Description

Are bidders permitted to deviate in any way from any manner of quoting fees you may be expecting? For example, if there is a pricing page in the RFP, can bidders submit an alternate fee structure? If there is no pricing page in the RFP, do you have any preference for how bidders should quote fees or can bidders create their own pricing categories? See

RFQ – Quote Form

Please describe your level of satisfaction with your current or recent vendor(s) for the same purchasing activity, if applicable. Satisfied

To what extent will the location of the bidder’s proposed location or headquarters have a bearing on any award? As noted in the RFQ, the “contract will be awarded to the one responsible and eligible bidder offering the lowest fixed percentage rate, based on the amount collected, for completing the task outlined in the specifications and noted in the quote form.”

How are fees currently being billed by any incumbent(s), by category, and at what rates?

Fees are deducted from gross collections. Rate is 33%

What estimated or actual dollars were paid last year, last month, or last quarter to any incumbent(s)? Net paid to directly to City FY23 $3910.21

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? Existing accounts will be transferred to selected agency

What collection attempts are performed or will be performed internally prior to placement?

Ambulance Billing Contractor sends multiple bills.

Will the selected vendor be allowed to litigate balances exceeding a certain dollar amount on your behalf, with your explicit approval? See RFQ – Specifications/Scope of

Services/Purchase Description

What is the total dollar value of accounts available for placement now by category, including any backlog? $1,061,381.59

What is the total number of accounts available for placement now by category, including any backlog? 1002 accounts

What is the average balance of accounts by category? Average balance is $1,059.26

What is the average age of accounts at placement (at time of award and/or on a going-forward basis), by category? Approximately 120-180 days

What is the monthly or quarterly number of accounts expected to be placed with the vendor(s) by category? Unable to estimate, varies

What is the monthly or quarterly dollar value of accounts expected to be placed with the vendor(s) by category? Unable to estimate, varies

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? Recovery rate ranges from .4%-6%

Can you please indicate what inbound and outbound contact methods, beyond phone calls or letters (such as email and text), would be permitted by the scope of work? See RFQ –

Specifications/Scope of Services/Purchase Descriptions