ESBD_File_341681_Addendum 5 - RFP 2024-P01.pdf

Addendum #5 to RFP 2024-P01 Delinquent Justic Court Fines and Fees Collection Services

Issue Date: December 29, 2023

HAYS COUNTY PURCHASING OFFICE

Stephanie Hunt, Purchasing Agent

712 S. Stagecoach Trail, Ste. 1012 San Marcos, Texas 78666

512-393-2267 ● purchasing@co.hays.tx.us

December 29, 2023

ADDENDUM #5

RFP 2024-P01 Delinquent Justic Court Fines and Fees Collection Services

Please find attached Addendum #5 to RFP 2024-P01 Delinquent Justic Court Fines and Fees Collection

Services. Questions were answered by Hays County Staff.

Attachments to this addendum:

• Questions & Answers

Acknowledge receipt of this addendum by signing and returning this page with your proposal.

Signature

Company Name Date mailto:purchasing@co.hays.tx.us

ADDENDUM #5

RFP 2024-P01 Delinquent Justic Court Fines and Fees Collection Services

Questions:

1. How long has the current vendor provided collection services for the County?

• Since 2006

2. On page 9 of the RFP under E. Evaluation Criteria, it states indicates 10 points for Proposed

Collection Fee and includes the language “not to exceed 30%.” Per the Code of Criminal Procedures Article 103.0031 (b) “A commissioners court or governing body of a municipality that enters into a contract with a private attorney or private vendor under this article may authorize the addition of a collection fee in the amount of 30 percent…” Since the statue sets the collection fee at 30%, will each submitting vendor receive the allotted 10 points?

• Proposed Collection Fee has been removed as an evaluation criterion and has been replaced with current workload, and ability to meet schedules or deadlines (10 Points)

3. Will a Transmittal Letter and Executive Summary be counted as part of the 30-page limit, or can those be additional allowed pages?

• Refer to Section D: Proposal Requirements for documents that count towards the page count an those that do not.

4. Does your current collection vendor accept payments on your behalf?

• Yes, but many of the Courts choose not to utilize this service and the Court accepts the payments directly at the Court’s Office.

5. Is the current vendor physically or virtually accessing the Odyssey software and gathering the reports and updates referenced in Section III Item B #1?

• Yes

6. Regarding Section III, Item B #6 - Is the software that integrates with Tyler Odyssey Courts and Justice owned by your current vendor? Does this software integrate with Tyler Odyssey Court’s and Justice System in real time?

• The contracted vendor will be given specific access to the Odyssey Courts System and will be able to run the reports needed to start and follow up on collections.

7. Regarding Section III, Item C – Would the County prefer municipalities or Justice Courts be provided as references?

• Justice Courts

8. Please provide collection reports, statistical or otherwise, sent to you in 2019, 2020, 2021 and

2022 by your current collection vendor.

• The following information is the statistical data for years 2019, 2020, 2021, and 2022 combined per Court.

Court Turnover $ Paid $ Dismissed $ Liquidated $ Remaining $

JP 1.1 $1,877,693.22 $420,309.66 $341,145.97 $831,455.63 $1,046,237.59

JP 1.2 $1,186,436.77 $230,059.06 $73,581.03 $303,640.09 $882,796.68

JP 2 $10,014,099.55 $3,638,350.06 $3,467,444.92 $7,105,794.98 $2,908,304.57

JP 3 $2,335,655.04 $1,004,726.32 $392,625.02 $1,397,351.34 $938,303.70

JP 4 $2,760,534.55 $615,468.76 $1,311,196.09 $1,926,664.85 $833,869.70

JP 5 $2,143,687.46 $560,554.32 $743,734.45 $1,304,288.77 $839,398.69

9. Please provide the total amount of fees paid in2019, 2020, 2021 and 2022 to your current collection vendor.

• See question 8

10. If this information is available, please provide collection statistics indicating your collection vendor’s performance for the years 2019, 2020, 2021 and 2022 both in dollars collected and percentage achieved.

Turnover Paid Dismissed Remaining Liquidated

Turnover Year

Total

• See Question 8

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

• See Addendum 4, deadline extension.

12. What is the date by which you will answer these questions?

• Depends on how many questions and what information is needed to gather to answer the questions.

13. Why has this bid been released at this time? When was the last iteration of this procurement out for bid?

• The current contract has been in place for a long time and currently auto renews. The County wanted to secure an updated contract without an auto renew term included.

14. When is the anticipated award date?

• See page 5, January 2024, contract will not be effective until April 2024

15. 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?

• There is no pricing page for the RFP, review Code of Criminal Procedures Article 103.0031 (b)

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

• All Courts are satisfied with the current services being received.

17. Has the current contract gone full term?

• Yes, but auto renews each year.

18. Have all options to extend the current contract been exercised?

• See question 17.

19. Who is the incumbent, and how long has the incumbent been providing the requested services?

• McCreary Veselka Bragg & Allen

• Since 2006

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

• See question 8, 9, and 10.

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

• See question 8, 9, and 10.

22. To how many vendors are you seeking to award a contract?

• One

23. To what extent are these accounts owed by private consumers versus commercial businesses?

• The tickets are given to the individual not the businesses.

24. 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?

• No secondary vendor will be awarded. All cases go to OmniBase as well and a hold is placed on the individual’s driver’s license.

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

• The Courts are responsible for giving notice of delinquency before sending to collections.

26. What is the total dollar value of accounts available for placement now by category, including any backlog?

Department Dollar Amount of Acct. Avg. balance of Account Avg. age of account at placement

JP 1.1 $1,032,008.92 $329.50 120 Days JP 1.2 $954,242.55 $344.49 18 months JP 2 $2,802,020.92 $403.11 120 Days JP 3 $1,032,889.22 $407.29 120 Days JP 4 $859,133.00 $401.46 120 Days JP 5 $853,759.71 $400.64 120 Days

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

• See question 26.

28. What is the average balance of accounts by category?

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

30. What is the monthly or quarterly number of accounts expected to be placed with the vendor(s) by category?

• Drastically varies on law enforcement.

31. What is the monthly or quarterly dollar value of accounts expected to be placed with the vendor(s) by category?

• See questions 26, 27, and 28.

32. 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?

• See questions 8, 9, and 10.

33. What billing servicer do you utilize?

• See question 4.

34. Have all cases been fully adjudicated by the time of placement?

• Yes, the Courts cannot be sent to collections without a conviction.

35. 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?

• The current vendor will be given six months from contract expiration to finalize all cases.

No new cases will be assigned to current vendor once a 30-day termination letter has been issued.

36. What is your case management/accounting software system of record?

• Odyssey Software

• NWS – Tyler Technologies

37. Who is your electronic payment/credit card processing vendor?

• Gov Pay

38. 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?

• Contact the Judge who presides over the Court.

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

• Once the Court has been provided documentation of a deceased owing party, the Court will zero out all debts including collection fees.

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

• See question 39.

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

• No policy, see question 39 for process.

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

• No, not currently.

43. 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?

• Personal contact is not expected but could be beneficial. If your company has other contact methods beyond phone calls and letters, those should be indicated in your proposal.