ESBD_File_352789_Amendment No. 1 RFP 24-043.pdf

Amendment No. 1

RFP 24-043

AMENDMENT NO. 1

REQUEST FOR PROPOSAL (“RFP”) 24-043

COLLECTION OF DELINQUENT PROPERTY TAXES,

AND MISCELLANEOUS RECEIVABLES

March 20, 2024

The City of Missouri City (“CITY”), Texas has issued this Amendment No. 1 to the above-referenced RFP for the purposes of answering the following Questions that were submitted to the CITY in writing per Exhibit B Procurement Schedule:

Question 1: Would the City consider a separate agreement for the collection of Delinquent Solid Waste Fees, Delinquent Employee Fees and Delinquent Fire Alarm Fees due to the unique collection processes and legal implications of these miscellaneous receivables?

Answer 1: Yes. Per Attachment A, indicate which service(s) you are proposing in response to RFP 24-043 Collection of Delinquent Property Taxes, and Miscellaneous Receivables.

Question 2: What is the anticipated award date for this contract?

Answer 2: Second quarter of 2024.

Question 3: What is the “initial term” of the Draft Professional/Consulting Services Agreement discussed in Exhibit C, Section 2 of the Request for Proposal 24-043?

Answer 3: The initial term may be for a period of three (3) years.

Question 4: Why has this bid been released at this time?

Answer 4: It is in the best interests of the CITY to establish a new contract for the services described in the solicitation.

Question 5: 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 5: See Section 19 Exceptions on page 5 of 10 of RFP 24-043 regarding deviations, and Evaluation Criteria 5 per Exhibit D.

Question 6: Please describe your level of satisfaction with your current or recent vendor(s) for the same purchasing activity, if applicable.

Answer 6: The current vendor has done a satisfactory job.

Question 7: If this is a term contract subject to renewal, what is the term and the maximum number of option periods?

Answer 7: The total term of the contract will not exceed five (5) years.

Question 8: To what extent will the location of the bidder’s proposed location or headquarters have a bearing on any award?

Answer 8: No bearing.

Question 9: What estimated or actual dollars were paid last year, last month, or last quarter to any incumbent(s)?

Answer 9: Not at liberty to say.

Question 10: To how many vendors are you seeking to award a contract?

Answer 10: See the last paragraph in Section 3 Basis for Award on page 2 of 10.

Question 11: To what extent are these accounts owed by private consumers versus commercial businesses?

Answer 11: For property taxes most are residential and then commercial. For misc.

receivables it could be a combination of the two.

Question 12: 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 12: They will be primary placements.

Question 13: What collection attempts are performed or will be performed internally prior to placement?

Answer 13: Collections are made by the vendor chosen.

Question 14: What is the total dollar value of accounts available for placement now by category, including any backlog?

Answer 14: Approx. $100K.

Question 15: What is the total number of accounts available for placement now by category, including any backlog?

Answer 15: Approx. 200.

Question 16: What is the average balance of accounts by category?

Answer 16: Varies.

Question 17: What is the average age of accounts at placement (at time of award and/or on a going-forward basis), by category?

Answer 17: Could be I -2 years for property taxes, varies misc. receivables.

Question 18: What is the monthly or quarterly number of accounts expected to be placed with the vendor(s) by category?

Answer 18: See Answer 16.

Question 19: What is the monthly or quarterly dollar value of accounts excepted to be placed with the vendor(s) by category?

Answer 19: See Answer 16.

Question 20: 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?

Answer 20: See Answer 16.

Question 21: What billing servicer do you utilize?

Answer 21: For misc. receivables we bill from our accounting system. For property taxes – the Tax assessor sends the bill.

Question 22: Have all cases been fully adjudicated by the time of placement?

Answer 22: Yes.

Question 23: 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 23: No.

Question 24: What is your case management/accounting software system of record?

Answer 24: Tyler Technologies.

Question 25: Who is your electronic payment/credit card processing vendor?

Answer 25: See Answer 24.

Question 26: 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 26: This can be submitted as an option in the sealed proposal.

Question 27: How do your current processes and/or vendor relationship(s) systematically determine if the death of a responsible party has occurred?

Answer 27: The tax assessor has their process regarding that issue. The vendor that collects the delinquent taxes has their own process as well.

Question 28: How do your current processes and/or vendor relationship(s) handle the death of a responsible party?

Answer 28: The tax assessor has their process regarding that issue. The vendor that collects the delinquent taxes has their own process as well.

Question 29: Do you have a designated process or policies around deceased accounts today, and what is envisioned in the future?

Answer 29: See Answer 28.

Question 30: Do you currently search and file probated estate claims? Have you considered an automated tool to identify and file probated estate claims?

Answer 30: No.

Question 31: 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?

Answer 31: All contact methods are specified per items 3.8, 3.9, and 16.4 of Exhibit A Scope of Services for Delinquent Property Tax Collection Services and Miscellaneous Receivables.

All other terms and conditions specified in RFP 24-043 shall remain the same.

Kevin M. Coleman, MS, C.P.M.

Procurement Manager City of Missouri City, Texas E-mail: Bids@Missouricitytx.gov mailto:Bids@Missouricitytx.gov