Addendum 1

RFP #394-21 Delinquent Debt Collection for EMS Billing

RFP #394-21 DELINQUENT DEBT COLLECTION FOR EMS BILLING

ADDENDUM #1

RFP Closing Date: September 23, 2021 at 10:30 a.m.

RFP Issue Date: August 24, 2021

RFP Addendum Due Date: September 15, 2021

RFP Addendum 1 Release August 26, 2021

By: Melissa Hawk, Purchasing Manager

The following are amendments to the RFP #394-21 Delinquent Debt Collection for EMS

Billing:

1. All dates, specifications, terms and conditions remain the same as posted in the RFP document.

The following are questions and answers to the RFP #394-21 Delinquent Debt Collection for

EMS Billing:

QUESTION: Please reconfirm the due date for this procurement by providing it in response to answers to questions.

ANSWER: As stated on the cover page, page 3 and page 4; the RFP response due date is

September 23, 2021.

QUESTION: Can you please provide greater details regarding your bid bond and/or performance bond requirements related to this contract? For example, what is required with the proposal, and what is required to comply during the term of the contract?

ANSWER: As stated on page 29 of the RFP document, there are no bid, performance or payment bonds due for this RFP.

QUESTION: 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?

ANSWER: No, Proposers must follow the format in the RFP to allow for apples-to-apples pricing evaluation. The Price Proposal Form is located on page 61 of the RFP document.

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

ANSWER: The County is satisfied with the current provider. December 31, 2021 is the end of the last renewal option for the existing Contract.

QUESTION: To what extent will the location of the bidder’s proposed location or headquarters have a bearing on any award?

ANSWER: The County will not award with any company located or conducting any part of the services required within this RFP outside of the continental United States.

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

ANSWER: This information is located within the RFP document.

QUESTION: What estimated or actual dollars were paid last year, last month, or last quarter to any incumbent(s)?

ANSWER: Revco collected $1,979.00 for the month of July, 2021 and received $487.13 from the collection total.

QUESTION: To how many vendors are you seeking to award a contract?

ANSWER: Per page 29 of the RFP document, the County anticipated a suitable proposer for award; hence, one.

QUESTION: 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?

ANSWER: At this time, the County is not interested in secondary placements of accounts.

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

ANSWER: This information is available in the EMS Billing and Collections Policy beginning on page 91 of the RFP document.

QUESTION: Will the selected vendor be allowed to litigate balances exceeding a certain dollar amount on your behalf, with your explicit approval?

ANSWER: This information can be found on page 17 of the RFP document.

QUESTION: Have all cases been fully adjudicated by the time of placement?

ANSWER: No.

QUESTION: If applicable, will accounts held by any incumbent(s) or any backlog be moved to any new vendor(s) as a one-time placement at contract start up?

ANSWER: As stated several times in the RFP document, all accounts will be transitioned to the new Contractor.

QUESTION: What is your case management/accounting software system of record?

ANSWER: As stated in the RFP on pages 11 and 15, Prestige by EMSC is used.

QUESTION: Who is your electronic payment/credit card processing vendor?

ANSWER: Certified Payments.

QUESTION: What process should a vendor follow, or which individual(s) should a vendor contact, to discuss budget-neutral services outside of the scope of this procurement, but related to it, designed to recover more debt prior to outside placement and lower collection costs?

ANSWER: Although not requested, a vendor may include this information under the Tab A –

Company Ability, Background and Structure. BE SURE TO EXCLUDE ANY INFORMATION

REGARDING PRICE. THIS WILL BE CAUSE FOR IMMEDIATE DISQUALIFICATION OF

THE EVALUATION PROCESS AND ANY POSSIBLE AWARD.

QUESTION: How do your current processes and/or vendor relationship(s) systematically determine if the death of a responsible party has occurred?

ANSWER: As stated throughout the RFP document, Ga Statute, FTC guidelines, guidelines of the Fair Debt Collection Act and HIPAA guidelines are followed.

QUESTION: How do your current processes and/or vendor relationship(s) handle the death of a responsible party?

ANSWER: As stated throughout the RFP document, Ga Statute, FTC guidelines, guidelines of the Fair

Debt Collection Act and HIPAA guidelines are followed. The County expects contractors to display a business-like demeanor in dealing with assigned accounts and will not tolerate debtor harassment, improper, or unreasonable conduct by the contractor in the billing or collection of the debt. If the County discovers that a Patient has been unduly harassed or treated unfairly the County reserves the right to terminate this contract by written notice.

QUESTION: Do you have a designated process or policies around deceased accounts today, and what is envisioned in the future?

ANSWER: Yes, nothing new at this time.

QUESTION: Do you currently search and file probated estate claims? Have you considered an automated tool to identify and file probated estate claims?

ANSWER: This is the responsibility of the collections’ contractor.

QUESTION: Could I possibly get a copy of a previously submitted bid from a past year? Possibly for debt collection and maybe the company that won in the past

ANSWER: Professional Recovery Consultants’ Vendor’s Price Proposal Form is attached to this

Addendum.

Company Name Signature of Authorized Representative

Title Date

THIS DOCUMENT MUST BE COMPLETED AND SUBMITTED AS PART OF YOUR PROPOSAL