Proposal_Submittal_Requirements.pdf

Proposal Requirements

Instructions: The RFP must include the following information in the order listed. Please upload responses to the following in one continuous PDF labeled as “Proposal Requirements”

A. Transmittal Letter Offerors must submit a transmittal letter (maximum two pages) on the firm’s letterhead. It must be signed by a representative of the offeror who is authorized to sign such material and to commit the offeror to the obligations contained in the offer. The transmittal letter must include the name, address, phone number and e-mail address for the offeror’s contact, and must specify who would be the firm’s signatory to any contract documents executed with the City. The transmittal letter may include other information deemed relevant by the offeror.

B. Project Team In this section the offeror must describe the composition, organization and management of the project team including (a) identifying all major third-party relationships and their responsibilities; (b) demonstrating the firm’s ability to work cooperatively with multiple clients and any third-party; and

(c) identifying key individuals who would be assigned to the project, including their roles and responsibilities.

C. Organization Chart Provide organization chart showing: (a) reporting relationships and responsibilities of the offeror and any other firms (b) reporting relationships and responsibilities of all key personnel (along with their firm affiliations)

D. Key Personnel

a) Provide resumes for all key personnel in the RFP. Limit resumes to two pages per individual and include:

i. Academic and professional qualifications

ii. Professional registration (as applicable)

iii. Experience as it relates to the project and to the individual's specified role on the project.

b) Provide a detailed resume of the offeror's project manager, at least one substitute project manager, and other key individuals on the project team. The proposed project manager and the proposed substitute shall have a minimum of ten (10) years of applicable experience and shall remain with the projects throughout the term of the City's standard agreement. The project manager shall not be replaced or substituted without the prior approval of the City. The City may request a personal interview with the short-listed firm's proposed project managers.

The key project manager or their approved substitutes shall be available for all meetings.

Experience included on the resume must be limited to projects completed within the past ten

(10) years.

E. Experience The proposal must describe the performance history and experience of the project team on similar projects and provide information concerning safety.

F. Reference Projects

a) The offeror shall submit descriptions of reference projects to demonstrate relevant experience. Each project description shall contain at least the following information:

i. Name of owner

ii. Owner reference and contact information

iii. Role of offeror

iv. Contract value

v. Year started and year completed

vi. Description of the project showing relevance to this project

vii. Names of firms and key personnel that participated in similar project (s) and are included in this offer, along with a clear description of the roles and responsibilities of each

viii. Provide a summary table to cross-reference the project team (firms and key personnel) with participation in the reference projects.

b) Describe any alleged, significant prior or ongoing contract failures, licensing or permit violations, claims on bonds, any civil or criminal litigation or investigation pending (including wage theft complaints filed) which involves the firm or in which the firm has been judged guilty or liable.

c) Licenses. Copy of firm's or individual's current applicable Florida License.

d) References. A list of five (5) clients, to include at least two (2) Florida government clients, contact persons for whom the firm or individual has recently provided services similar in nature to the services identified in this RFQ. Provide the client name; average dollar value of account referred for collection over the past three (3) years; average percentage rate of recovery; staff assigned to reference engagement that will be designated for work; and client project manager name, e-mail address and telephone number.

e) Technical Qualifications. The offeror should identify project experience similar to the ones envisioned for the services identified in this RFP. Experience included must be limited to projects completed within the past three (3) years. At a minimum, the project description should include the following:

(a) client name and description of the project/or services

(b) average dollar value of accounts referred for collection

(c) average percentage rate of recovery

(d) staff assigned to reference engagement that will be designated for work per the RFP

(e) the client's project manager name, e-mail address and telephone number.

f) Previous and current work for City of St. Petersburg. List projects, dates and contract amounts.

Do not use attachments or references.

G. Project Approach The offeror should identify the process utilized on other significant projects as well as the process envisioned for the services identified in this RFP. If major sub consultants are to be utilized, their experience and credentials should be presented and the methods by which these firms will participate in the process should be stated. The proposer should also include within the project approach the process envisioned to interface with the City through the Project Manager.

H. Proposal Proposal In this section the offeror must describe the plan and process for performing the scope of work.

a) Display the proposed project schedule of the task described in the Statement of Work, including planning meetings, progress reviews, implementation, and final report.

b) Describe the project plan and process for performing the scope of services. The project plan should include key activities, deadlines, and deliverables required to complete the scope of services, organized in a logical, easy-to- follow manner.

c) Describe the team that will be working to complete the Scope of Services, including position titles and roles of the individuals assigned to those roles. Provide the breakdown of time on-versus off-site and the notice required to have staff available for on-site consultation.

d) Describe how the services will be furnished to include processes by which your firm will use to administer the day-to-day activities related to collections. State the nature of each contact and length of time between each. State the length of time after which an account in your system is classified as inactive; and provide how these processes differ from those applied to collection of debts submitted by a typical commercial client (e.g. credit card debt).

e) Provide your firm's definition of "good customer services".

f) Provide your technology capabilities, to include network operating systems, network security, software, your accounting system for tracking interest, electronic transmission of data, storage of payment information, and reporting. Include information related to the methods your firm would utilize to ensure data accuracy and integrity.

g) Provide your records retention practices.

h) Provide the trends in your firm's collection activities for the most recent five-year period and as it compares to industry standards and benchmarks.

i) Provide verifiable recovery rate data as a percentage of total referrals covering the most recent 36-month period for Offeror's five largest clients, each identified by business classification.

j) Provide your implementation practices for new accounts to include all major tasks and sub-tasks and the time-line for each.

k) If subcontractors are contemplated, provide a description of these persons or firms and the portions and monetary percentage of the work to be done by them.

l) Provide the list of major credit reporting agencies your firm typically refers account payment history to.

m) Explain your processes for transmitting referred consumer account history to a credit reporting agency.

n) Describe your process for referring accounts for legal action.

I. Fee Summary. Each offeror shall submit a completed copy of the fee summary (See Appendix B:

Fee Summary), with information regarding the contingency rate for collection services offered. Also, provide the rate that would be applied to debts for which legal action is authorized in writing by the City. Include details of all other costs that will be charged to the City for services.

J. Acceptance of Base Agreement. In this section, list any exceptions taken to the attached Base Agreement, specifications, or other requirements listed in this solicitation. You must reference the solicitation section where exception is taken, a description of the exception, and the proposed alternative, if any. The Base Agreement and all terms, conditions, specifications and other requirements of this solicitation shall be deemed accepted by the offeror unless excepted to in accordance with this section.