242621MN_Project_Documents.pdf

INVITATION FOR QUOTES (“IFQ”) – PART I

IFQ Part I Revised 10/11/23 Page 1 of 4

IFQ #: 242621MN

IFQ TITLE: COLLECTION AGENCY SERVICES

1.0 PURPOSE

Sarasota County (“County”), a political subdivision of the State of Florida, will receive quotes on the date indicated in OpenGov Procurement (OpenGov), the County’s electronic procurement portal, for the purpose of selecting a vendor to provide collection of past due accounts for fees as billed by Sarasota County Government. Offerors are required to comply with Part II, Scope of Services.

OpenGov is located at https://procurement.opengov.com/portal/scgov

Do not submit a quote of more than $150,000.00 per project or per contract year. In the event no responsive and responsible quotes are received under the quote threshold, the County may elect to cancel this IFQ and re-solicit using another procurement method.

2.0 OFFEROR

2.1 For the purpose of this IFQ, the term “Offeror” is defined as the legal entity submitting the offer and/or identified on the electronic bid submittal.

2.2 Offerors intending to submit a bid as a joint venture with another company must provide documentation attesting to the formation of that joint venture with their bid submittal. For purposes of this solicitation, all vendors who make up the joint venture will be considered together as the Offeror.

3.0 QUALIFICATIONS

3.1 Required Experience

3.1.1. Offeror must provide two (2) references demonstrating their experience providing collection services for commercial or governmental agency within the past seven (7) years preceding the submission deadline in OpenGov.

3.1.2. Offeror must provide proof of registration as a collection agency in good standing with the State of Florida, Department of Banking and Finance in accordance with Chapter 559, Florida Statutes.

3.1.3. Failure to submit proof of required license(s) or certification(s) withing five (5) business days after request from the County may result in offeror being declared non-responsive.

4.0 ALTERNATES

4.1 Unless otherwise specifically provided in Part II of this IFQ, reference to any equipment, material, article or patented process, by trade name, brand name, make or catalog number, shall be regarded as establishing https://procurement.opengov.com/portal/scgov

IFQ Part I Revised 10/11/23 Page 2 of 4 a minimum standard of quality and shall not be construed as limiting competition.

4.2 If an offeror wishes to make a substitution in the specifications, the offeror shall furnish to the County the name of the manufacturer, the model number, and other identifying data and information necessary to aid the County in evaluating the substitution. Any such substitution shall be subject to County approval. Substitutions shall be approved only if determined by the County to be equivalent to the prescribed specifications.

4.3 To be considered, substitutions must be submitted to the Contact listed in OpenGov no later than the Question Submission deadline listed in OpenGov. Substitutions must be identified by brand name, number, manufacturer and model, and shall include full descriptive information, brochures, and appropriate attachments. The County shall respond via addendum in OpenGov indicating whether the substitution has been approved or denied.

4.4 A quote containing a substitution that has not been approved by the County shall be disqualified.

5.0 PRE-BID MEETINGS

All meetings and site visits will take place at the time, date, and location specified in the Solicitation Timeline in OpenGov.

6.0 SUBMITTAL INSTRUCTIONS

Refer to Submittal Instructions section in OpenGov for instructions on how to submit an offer. Offerors are advised to review the General Terms and Conditions of Solicitations which are available in OpenGov.

7.0 SUBMITTAL DOCUMENTS

7.1 Vendor Questionnaire

All offerors must complete the required forms and information included in the Vendor Questionnaire section of OpenGov. Completed forms and other requested documents must be uploaded with offeror’s response in OpenGov. Offerors who fail to complete and upload required forms and documents or fail to provide responses to questions in the Vendor Questionnaire section of OpenGov may be found non-responsive.

7.2 Pricing

All offerors must complete the Pricing Table in OpenGov. Offerors who fail to fully complete the pricing proposal may be found non-responsive.

8.0 AWARD

8.1 It is the intent of the County to award a contract to the responsive and responsible offeror submitting the lowest bid price. Unless otherwise noted, offerors must submit a price for every line item to be considered for award.

IFQ Part I Revised 10/11/23 Page 3 of 4

8.2 In the event of a tie, the IFQ tie-breaking procedures identified in the Sarasota County Procurement Manual will apply.

8.2.1. To be considered, tied offerors will be required to provide documentation certifying they have implemented a drug-free workplace program meeting the requirements stipulated in Section 287.087, Florida Statutes. Documentation must be provided within the time specified by the County at the time of request.

8.3 Preferences

Offerors wishing to be considered for Local Business Preference or American Business Preference must complete and submit a Local & American Business Certification Form with their submittal. The Local and American Business Certification Form can be found in the Vendor Questionnaire section of OpenGov.

In awarding this IFQ, preference shall be given to local businesses and American businesses in accordance with Section 2-215 of the Sarasota County Procurement Code.

Local and American business preferences do not apply in the award of this IFQ, due to Grant funding requirements.

8.4 In the event that no responsive and responsible quotes are received within the quote threshold, the County may elect to cancel the solicitation and re-solicit using the competitive sealed bid process.

8.5 Contract

A draft of the contract that the successful Offeror(s) will be expected to sign (a Term Contract) is posted on the Procurement website, shown below. The County may, in its sole discretion, select a different contract type or make revisions to the one referenced above following the recommended award of this solicitation.

https://www.scgov.net/government/procurement/contract-templates

9.0 PRICING

9.1 As applicable, all trip charges, mileage, vehicle charges, travel time and labor are to be included in the hourly rate. Only time on the job site may be charged.

9.2 As applicable, estimated usage for each item is listed on the bid form.

This is an estimated figure only and no guarantee is made or implied as to the actual quantities that will be acquired under resulting contracts.

Quantities listed herein are subject to increase or decrease during the term of the contract. In either occurrence, the Offeror will perform the work at the unit price as quoted. The County, at its discretion, may authorize an initial contract for a greater not-to-exceed amount than that submitted by the offeror https://www.scgov.net/government/procurement/contract-templates

IFQ Part I Revised 10/11/23 Page 4 of 4

10.0 COUNTY WORKPLACE REQUIREMENTS

10.1 Smoking – Smoking is not permitted inside any County facility. Smoking is restricted to designated smoking areas outside a facility.

10.2 Parking – The offeror’s representatives shall abide by all parking restrictions. The offeror’s vehicles are subject to the same restrictions, limitations, fines and tickets as posted for any other vehicle. Where time limit restrictions exceed the required time to provide services, arrangements shall be made in advance.

10.3 Alcohol/Drugs – Service personnel under the influence of alcohol and/or non-prescription drugs are not permitted to work in County facilities.

Any person known or thought to be under these influences will be escorted off County property.

10.4 Security - The offeror must adhere to all Sarasota County security procedures. The offeror’s work force shall be made up of persons legally authorized to perform work in the United States. The offeror shall, at the County’s request, submit the following information for each of their employees: name, date of birth, social security number and green card (if applicable).

10.5 Identification - The offeror shall require all employees to visibly wear identification while on County property. Said identification shall contain a color photograph of the employee, the name of the employee and the name of the company. The offeror shall require all employees to wear a company uniform, which shall include the name of the employee and the company. Persons not conforming to this requirement may be denied access to the building. Denial of access does not alleviate the offeror’s responsibilities herein.

11.0 CONTINGENCY

Only applicable if this box is checked.

If during the performance of construction or repair work, an unforeseen circumstance occurs that triggers an additional expense, a contingency of up to 10% may be allowed provided the original quote plus contingency does not exceed $150,000. Any use of contingency funds is subject to the written approval of the County project manager, and any unused contingency shall not be paid out as a part of any final payment.

PART II

SCOPE OF SERVICES

Revised 10/07/20 Part II - Page 1 of 5

1. PURPOSE

A. Sarasota County requires collection services for the collection of various past due accounts for Emergency Medical Services (EMS), False Fire Alarm Fees, Inspection Fees, Utility Water & Sewer Bills, Utility Capacity Loans, and other fees as billed by Sarasota County Government. The awarded Contractor may be requested to collect on other types of delinquent accounts for the department in addition to those specified.

2. ENABLING ORDINANCES AND RESOLUTIONS

A. Authority to generate Emergency Medical Service Billings was established under Sarasota County Ordinance 2002-091, Section 110-546 Power and Duties.

i. https://library.municode.com/fl/sarasota_county/codes/code_of_ordi nances?nodeId=PTIICOOR_CH110SPDIASDI_ARTXIIEMMESEDI_S110

-546PODU

B. Authority to generate Fire billings was established under Section 58 of the Sarasota County Code, Fire Prevention and Protection.

i. https://library.municode.com/fl/sarasota_county/codes/code_of_ordi nances?nodeId=PTIICOOR_CH58FIPRPR

C. Authority to generate Utility Billings was established under Section 126-52 of the Sarasota County Code, Ordinance 90-036, and Sarasota County Rate Resolution 2009-2001, as may be amended.

i. https://library.municode.com/fl/sarasota_county/codes/code_of_ordi nances?nodeId=PTIICOOR_CH126UT_ARTIICOWASESY_S126-

52ESFE

3. REQUIREMENTS

A. Contractor shall not subject County’s customers (customer) to undue intimidation or threats to secure collections. Contractor shall submit a synopsis detailing a general description of collection procedures or efforts utilized by the bidder.

B. Contractor shall comply with Chapters 195.095 and 559, Florida Statutes.

Contractor shall provide proof of registration as a collection agency in good standing with the State of Florida, Department of Banking and Finance in accordance with Chapter 559, Florida Statutes. Contractor shall comply with the Fair Debt Collection Practices Act.

https://library.municode.com/fl/sarasota_county/codes/code_of_ordinances?nodeId=PTIICOOR_CH110SPDIASDI_ARTXIIEMMESEDI_S110-546PODU https://library.municode.com/fl/sarasota_county/codes/code_of_ordinances?nodeId=PTIICOOR_CH110SPDIASDI_ARTXIIEMMESEDI_S110-546PODU https://library.municode.com/fl/sarasota_county/codes/code_of_ordinances?nodeId=PTIICOOR_CH110SPDIASDI_ARTXIIEMMESEDI_S110-546PODU https://library.municode.com/fl/sarasota_county/codes/code_of_ordinances?nodeId=PTIICOOR_CH58FIPRPR https://library.municode.com/fl/sarasota_county/codes/code_of_ordinances?nodeId=PTIICOOR_CH58FIPRPR https://library.municode.com/fl/sarasota_county/codes/code_of_ordinances?nodeId=PTIICOOR_CH126UT_ARTIICOWASESY_S126-52ESFE https://library.municode.com/fl/sarasota_county/codes/code_of_ordinances?nodeId=PTIICOOR_CH126UT_ARTIICOWASESY_S126-52ESFE https://library.municode.com/fl/sarasota_county/codes/code_of_ordinances?nodeId=PTIICOOR_CH126UT_ARTIICOWASESY_S126-52ESFE

Revised 10/07/20 Part II - Page 2 of 5

C. Contractor shall comply with Chapter 408.051, Florida Statutes regarding Security and Storage of Personal Medical Information, in addition to the requirements of 45 C.F.R.

D. Contractor shall have the ability to file with all three (3) major credit bureaus: TransUnion, Equifax, and Experian.

E. Contractor shall be able to provide collections in all fifty (50) states in the United States (US), US Territories and Canada.

F. No fees shall be paid on any account on which no collection was made.

4. PERFORMANCE MEASURES

A. EMS Billing Collection Requirements:

i. Contractor shall be familiar with EMS billing including the most current Medicare / Medicaid requirements

ii. Contractor shall:

a. Receive monthly collections files from current billing agency or other agencies as required in HIPAA compliant format

b. Download monthly collection file from current billing agency or other agencies as required

c. Load monthly collection file directly into their processing system

d. Process insurance claims

e. Maintain account / claims status

f. Post account payments

g. Send out periodic patient statements

h. Set up monthly payment plans

i. Send out monthly payment plan reminder statements

j. Submit claims electronically

k. Invoice collection commissions separately from collection remittance

l. Comply with all HIPAA Requirements

B. Fire Billings Collection Requirements:

i. Contractor shall:

a. Receive monthly collections files from current billing system in an approved standard format (Microsoft Excel, .csv, .txt, .dbf)

Revised 10/07/20 Part II - Page 3 of 5

b. Load monthly collection file directly into Contractor’s processing system

c. Maintain account / claims status

d. Post account payments

e. Set up monthly payment plans with the customers

f. Send out monthly payment plan reminder statements to the customers

g. Invoice collection commissions separately from collection remittance

C. Utility Water & Sewer Billing Requirements:

i. Contractor shall:

a. Monthly collections files from current billing system in an approved standard format (Microsoft Excel, .csv, .txt, .dbf)

b. Maintain account / claims status

c. Send out periodic statements

d. Provide reports on collections accounts received on a monthly basis (received vs. collected)

e. Provide annual and/or accrual reports (totals sent/collected per year or various date ranges)

f. Provide an online account inquiry system or other approved reporting or account access option for the County

g. Invoice collection commissions separately from collection remittance

D. All other fee types:

i. Should the County wish to submit other fee types, Contractor shall have sufficient staff and facilities to provide the collection services, including, but not limited to mail tracing.

5. REPORT REQUIREMENTS FOR INVOICE SUBMISSION

A. Contractor shall submit monthly statements to the County. This monthly statement should include the following information:

i. Date of customer payment

ii. The County’s account number for that customer

iii. Customer’s name

Revised 10/07/20 Part II - Page 4 of 5

iv. Address where the debt was incurred

v. Initial customer dollar amount turned over to organization

vi. Account status (partial payment or paid in full)

vii. Payment amount paid by the customer to the Contractor, or directly to the County, designating which entity the payment went to

viii. Remaining individual customer account balance, if any

ix. Contractor’s fee for each payment with summary of amount County owes the Contractor

x. Provide summary totals for items vii, viii, and ix

B. Contractor shall provide current annual recap of monthly collection activity including:

i. Total number of customer accounts submitted for collections

ii. Total dollar amount of customer accounts submitted for collections

iii. Total dollar amount collected on customer accounts during the year

iv. Total dollars collected in response

C. Contractor shall provide monthly reports of account activity including:

i. Account status of all delinquent customer accounts

ii. Summary of customer accounts reported to Credit Bureau and subsequently released

6. RIGHT TO RECALL ACCOUNTS

A. In its sole discretion, Sarasota County may recall any customer accounts, at any time. Upon the date of the recall, all collection efforts on such accounts shall immediately cease, and the relevant account(s) shall be closed and returned to Sarasota County.

B. If the Contractor learns or knows that a customer has filed for Bankruptcy, is deceased, or has paid the outstanding balance in full then all collection efforts on such account(s) shall immediately cease, and the relevant customer account(s) shall be closed and returned to Sarasota County.

7. TYPES OF FEES

A. Fees for the collection of Water & Sewer Bills

Revised 10/07/20 Part II - Page 5 of 5

i. Collections which are treated as liens and at times are collected upon sale of property or upon reconnection to Sarasota County’s utility.

ii. Collections that are not collected upon sale of property or upon reconnection to Sarasota County’s utilities.

B. Fees Collected for EMS Billing

C. Fees Collected for Fire Billing

D. All other types of Fees Collected

(End of Part II)

PART III – INSURANCE REQUIREMENTS

Insurance Template 1 Revised 05/13/16 Page 1 of 2

CONTRACTOR’S INSURANCE

Contractor shall, on a primary basis and at its sole expense, maintain in full force and effect, at all times during the life of this Contract, insurance coverage (including endorsements) and limits as described herein. These requirements, as well as the County’s review or acceptance of insurance maintained by Contractor, are not intended to and shall not in any manner limit or qualify the liabilities or obligations assumed by Contractor under this Contract.

Insurance requirements itemized in this Contract and required of the Contractor shall extend to all subcontractors to cover their operations performed under this Contract.

The Contractor shall be responsible for any modifications, deviations, or omissions in these insurance requirements as they apply to subcontractors.

Insurance carriers providing coverage required herein must be licensed to conduct business in the State of Florida and must possess a current A.M. Best’s Financial Strength Rating of A- Class VII or better.

Each insurance policy required by this Contract shall apply separately to each insured against whom claim is made and suit is brought, except with respect to limits of the insurer’s liability.

The Contractor shall be solely responsible for payment of all premiums for insurance contributing to the satisfaction of this Contract and shall be solely responsible for the payment of all deductibles and retentions to which such policies are subject.

Contractor shall furnish Certificates of Insurance to the County Administrative Agent evidencing the types and amounts of coverage, including endorsements, required by this Contract prior to commencement of work and prior to expiration of the insurance contract, when applicable. Such Certificate(s) of Insurance shall, to the extent allowable by the insurer, include a minimum thirty (30) day notice of cancellation (10 days for non-payment of premium) or non-renewal of coverage. Notwithstanding these notification requirements, the Contractor will be required to provide County with 5-day prior written notice of any policy cancellation or non-renewal.

The County reserves the right to review, modify, reject, or accept any required policies of insurance, including limits, coverage, or endorsements, herein from time to time throughout the term of this Contract. County reserves the right, but not the obligation, to review and reject any insurer providing coverage due to its poor financial condition or failure to operate legally.

A. WORKERS’ COMPENSATION: Contractor agrees to maintain Workers’ Compensation insurance in accordance with Florida Statutes, Chapter 440.

Employers Liability to be included with a minimum limit of $100,000.00 per accident/per disease/per employee. If work is to be performed over or adjacent to navigable water and involves maritime exposure, applicable LHWCA, Jones Act, or other maritime law coverage shall be included.

PART III – INSURANCE REQUIREMENTS

Insurance Template 1 Revised 05/13/16 Page 2 of 2

In the event the Contractor has “leased” employees, the Contractor or the employee leasing company must provide evidence of a Workers’ Compensation policy for all personnel on the worksite.

Contractors who are exempt from Florida’s Workers’ Compensation law must provide proof of such exemption issued by the Florida Department of Financial Services, Bureau of Workers’ Compensation.

B. COMMERCIAL GENERAL LIABILITY: Contractor agrees to maintain Commercial General Liability per ISO form CG0001 or its equivalent, including but not limited to coverage for premises and operations, personal injury, products & completed operations, liability assumed under an insured contract, and independent contractors with limits of not less than $1,000,000.00 each occurrence, $2,000,000.00 aggregate covering all work performed under this Contract. Contractor agrees to endorse Sarasota County Government as an additional insured on the Commercial General Liability coverage.

C. BUSINESS AUTOMOBILE LIABILITY: Contractor agrees to maintain Business Automobile Liability with limits not less than $500,000.00 combined single limit for each accident covering all Owned, Non-Owned & Hired automobiles used in the performance of this Contract. In the event Contractor does not own automobiles, Contractor agrees to maintain coverage for Hired & Non-Owned Auto Liability, which may be satisfied by way of endorsement to the Commercial General Liability policy or separate Business Auto Liability policy.

If the Contractor is shipping a product via common carrier, the contractor shall be responsible for any loss or damage sustained in delivery/transit.

[END PART III]