Addendum 2

RFP #394-21 Delinquent Debt Collection for EMS Billing

RFP #394-21 DELINQUENT DEBT COLLECTION FOR EMS BILLING

ADDENDUM #2

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

RFP Issue Date: August 24, 2021

RFP Addendum Due Date: September 15, 2021

By: Melissa Hawk, Purchasing Manager

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

Billing:

1. Please find attached the Equal Employment Opportunity Practice Form and the Legal and

Character Qualifications Form that was inadvertently missing in the RFP document.

2. 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: Will the County allow electronic submissions in lieu of hard copy?

ANSWER: No. The County does not have software capability to maintain sealed price proposal submissions until after the evaluation of the technical submissions are complete. The directions for submittal as described in the RFP MUST be followed to avoid being disqualified.

QUESTION: What is the average balance for the 1,000 accounts in this contract?

ANSWER: The average balance is $513.26. The updated open accounts total is approximately

1,721.

QUESTION: What is the recovery rate (gross collections as a % of gross placements) for the previous 3 years?

ANSWER: 3.8%

QUESTION: Will the agency submit remittance statements monthly? Vs quarterly (p19 -2)

ANSWER: This refers to standard language to the contractor when submitting invoices to

Dawson County for services or work. This language will not be applicable to the contract, if awarded, subsequent to this RFP.

QUESTION: Can out-of-pocket expenses such as court costs be passed on to the debtor? If so, can that money be repaid out of first monies collected?

ANSWER: The Board of Commissioners would vote on this matter on a case-by-case method, as they are the entity to determine if a suit will take place, as stated in the RFP.

QUESTION: Will the winning agency be required to submit insurance claims to primary and secondary insurances?

ANSWER: As per the RFP document, page 11, Financial Requirements, 1. Claims will be filed with all primary and any supplemental or additional insurance companies for all patients transported by Dawson County Emergency Services (EMS) (inclusive of volunteer rescue squads operating in Dawson County) to a medical facility or other transport agency. EMSC will ensure that insurance companies are billed initially. The Contractor for the Delinquent Debt Collection for EMS Billing agreement may have to follow up with the insurance company if payment is not received by the time the account is transitioned to the delinquent obligation collection contractor.

QUESTION: What is expected for credentialing and initial submittals? (Compliance #4)

ANSWER: The County does not currently hold any contracts with Medicare, hospitals or insurance companies; however, the County is very interested in pursuing these and wish for the proposer to address their methods/processes for evaluation.

QUESTION: Will the 1% finance charge continue to accrue on a monthly basis once sent for collections?

ANSWER: As listed within the Dawson County EMS Billing and Collections, 5.0 Billing

Procedures, g. (contained within the RFP document) 1.0% finance charge will be added to the balance each calendar month thereafter.

QUESTION: Will the winning agency need to have Prestige EMSC software? If not, will the

County provide software contact to streamline an integration? (Technical #6).

ANSWER: Per the RFP document, page 15, the Contractor shall have access to EMSC Prestige billing software to accept reports to facilitate collections. The contractor shall be responsible for setting up this contact and access.

QUESTION: Are we to electronically submit insurance claims and hold an EMR/PCR software?

ANSWER: The Contractor for the Delinquent Debt Collection for EMS Billing will not be responsible for the filing of the insurance claims but, may have to follow up if payment is not received prior to be transitioned from EMSC to the Contractor for the Delinquent Debt Collection for EMS Billing agreement. The Contractor does not necessarily have to “hold” the EMSC software licensing BUT, will have to ensure the two companies’ software are compatible and are responsible for the costs.

QUESTION: Page 20 lists minimum requirements for submission, however, several requirements, such as construction capabilities do not apply to a collection contract, including equipment resources, ability to track and record all work for invoices, etc. Can this be reviewed and remove the non-collection-related requirements?

ANSWER: The wording related specifically to construction capabilities is removed; however, the wording to equipment resources, ability to track and record work, etc. cannot be removed as the County will not supply any computers, copiers, desk, work space, invoicing services, etc. for this project.

QUESTION: In what instances would litigation be required?

ANSWER: The Dawson County Board of Commissioners determines the litigation process on a case-by-case manner.

QUESTION: On average, how often does the county require litigation of collection matters?

ANSWER: To the knowledge of current staff, one being over ten years, there has not been any litigation, to date, for such matters.

QUESTION: Can we provide you with a copy of our business license in our headquarters state, and list of all states that we are legally licensed in for debt collection?

ANSWER: For this particular RFP, yes. However, if awarded a contract for services, a Dawson

County business license must be obtained.

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

ANSWER: The only RFP released was from 2016 with one contract which began on March 1, 2017 and will expire December 31, 2021. This contract 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

EQUAL EMPLOYMENT OPPORTUNITY (EEO) PRACTICE

EEO Plan: The successful Proposer will develop and implement an EEO policy that, as a minimum, will recruit, hire, train, and promote, at all levels, without regard to race, color, religion, national origin, sex, or age, except where sex or age is a bona fide occupational qualification.

EEO For Veterans/Handicapped: The successful Proposer will also provide equal employment opportunities for qualified disabled veterans, handicapped persons and veterans of the Vietnam

Era.

EEO For Successful Proposer Programs: The successful Proposer, will ensure equal employment opportunity applies to all terms and conditions of employment, personnel actions, and successful Proposer-sponsored programs. Every effort shall be made to ensure that employment decisions, programs and personnel actions are non-discriminatory. That these decisions are administered on the basis of an evaluation of an employee's eligibility, performance, ability, skill and experience.

EEO Acquisitions: The successful Proposer will develop and implement a policy that will give equal opportunity to the purchase of various goods and services from small businesses and minority-owned businesses.

Does the Proposer have the above EEO policy in place? Y N

If the answer to the above is no, will the Proposer have such a policy in place prior to commencing work on this project?

Y N

Statement of Assurance: The Proposer herein assures the County that it is in compliance with

Title VI & VII of the 1964 Civil Rights Act, as amended, in that it does not on the grounds of race, color, national origin, sex, age, handicap, or veteran status, discriminate in any form or manner against employees or employers or applicants for employment and is in full compliance A.D.A.

Firm’s Name Authorized Signature

Date

THIS PAGE MUST BE COMPLETED AND SUBMITTED AS A PART OF YOUR PROPOSAL

LEGAL AND CHARACTER QUALIFICATIONS

Convictions: Has the Proposer (including parent corporation, if applicable) or any principal ever been convicted in a criminal proceeding (felonies or misdemeanors) in which any of the following offenses were charged?

Y N a Fraud b Embezzlement c Tax Evasion d Bribery e Extortion f Jury Tampering g Anti-Trust Violations h Obstruction of justice (or any other misconduct affecting public or judicial officers’ performance of their official duties i False/misleading advertising j Perjury k Conspiracy to commit any of the foregoing offenses

Civil Proceedings: Has the Proposer or any principal ever been a party, or is now a party, to civil proceeding in which it was held liable for any of the following?

Y N a Unfair/anti-competitive business practices b Consumer fraud/misrepresentation c Violations of securities laws (state and federal) d False/misleading advertising e Violation of local government ordinance

License Revocation:

Y N

Has the proposer or any principal ever had a business license revoked, suspended, or the renewal thereof denied, or is a party to such a proceeding that may result in same?

Responses: If "yes" is the response to any of the foregoing, provide Information such as date, court, sentence, fine, location, and all other specifics for each "yes" response.

Principals: The full names and addresses of persons or parties interested in the foregoing bid, as principals, are as follows:

NAME ADDRESS

References: The Bidder lists below work he has done of similar nature as this solicitation, as references that will afford the County opportunity to judge as to experience, skill, business standing, and financial ability.

CONTACT PHONE

PERSON TITLE NUMBER/EMAIL