RFP_31701-03816_SWC_Collection_Services_AMD_One_QC.pdf
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- Attached to
- Statewide Collection Agency Services - UPDATED
- Solicitation number
- RFP 31701-03816
- Issued by
- Tennessee
About this file
This is Amendment One to Request for Proposals (RFP) #31701-03816 issued by the State of Tennessee, Department of General Services, for statewide collection agency services. The amendment updates the RFP schedule and provides clarifications regarding account types, collection criteria, and historical performance data. The services encompass collection of diverse receivables owed to state agencies, including overpayments to terminated employees, state park receivables, returned checks, erroneous insurance benefits, non-payment of fines and fees, and medical provider receivables. The amended RFP schedule establishes the following key dates: Disability Accommodation Request Deadline on February 23, 2026; Notice of Intent to Respond Deadline on February 24, 2026; Written Questions and Comments Deadline on March 3, 2026; Response Deadline on March 20, 2026; State Completion of Technical Evaluations on April 6, 2026; State Opening and Scoring of Cost Proposals on April 7, 2026; Notice of Intent to Award on April 10, 2026; Protest Period End on April 17, 2026; Contract Sent to Contractor on April 20, 2026; and Contractor Signature Deadline on April 24, 2026. The contract term is 60 months with potential renewal or extension options.
The amendment addresses eight critical questions and clarifications, confirming that recovery percentages in Attachment 6.7 are accurate and that health accounts include penalties and bad checks for various services. Each state agency maintains its own policy for determining when accounts are referred for collection, and the State permits any communication methods compliant with standard regulatory requirements. The current vendor is HS Financial, and no accounts will remain with the existing vendor following award. Historical collection data from Attachment 6.7 indicates approximately $8.8 million in receivables from 9,594 accounts across eight state agencies in 2024, with collections totaling $264,594 over the five-year period from 2021 through 2025. Compensation will be structured as a Collection Agency Charge based on a percentage of monies collected and remitted, with potential annual variation throughout the contract term. The State makes no guarantees regarding collection volumes or referral volumes and reserves the right to perform all or part of the work itself.
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Other files
| File | Type | Posted |
|---|---|---|
| RFP_31701-03816_SWC_Collection_Services.pdf | ||
| RFP_31701-03816_SWC_Collection_Services_Attachment_6_7.xlsx | XLSX spreadsheet | |
| RFP_31701-03816_SWC_Collection_Services.pdf | ||
| RFP_31701-03816_SWC_Collection_Services_Attachment_6_7.xlsx | XLSX spreadsheet |
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Text version
RFP # 31701-03816– Amendment # One Page 1 of 2
STATE OF TENNESSEE
GENERAL SERVICES
REQUEST FOR PROPOSALS # 31701-03816
AMENDMENT # ONE
FOR STATEWIDE COLLECTION AGENCY SERVICES
DATE: March 5, 2026
RFP # ONE IS AMENDED AS FOLLOWS:
1. This RFP Schedule of Events updates and confirms scheduled RFP dates. Any event, time, or date containing revised or new text is highlighted.
EVENT
TIME
(central time zone)
DATE
1. RFP Issued 2/18/2026
2. Disability Accommodation Request Deadline 2:00 p.m. 2/23/2026
3. Notice of Intent to Respond Deadline 2:00 p.m. 2/24/2026
4. Written “Questions & Comments” Deadline 2:00 p.m. 3/3/2026
5. State Response to Written “Questions & Comments” 3/5/2026
6. Response Deadline 2:00 p.m. 3/20/2026
7. State Completion of Technical Response Evaluations 4/6/2026
8. State Opening & Scoring of Cost Proposals 2:00 p.m. 4/7/2026
9. State Notice of Intent to Award Released and RFP Files Opened for Public Inspection 2:00 p.m. 4/10/2026
10. End of Protest Period 4/17/2026
11. State sends contract to Contractor for signature 4/20/2026
12. Contractor Signature Deadline 2:00 p.m. 4/24/2026
2. State responses to questions and comments in the table below amend and clarify this RFP.
Any restatement of RFP text in the Question/Comment column shall NOT be construed as a change in the actual wording of the RFP document.
RFP # 31701-03816– Amendment # One Page 2 of 2
Question RFP SECTION QUESTION / COMMENT STATE RESPONSE
1. Attachment 6.7
Can you verify the “% recovery” is correct across the spreadsheet?
The % recovery in Attachment 6.7 is correct. Some agencies referred accounts at the beginning of the contract period with no other accounts referred during the term of the contract.
2. The RFP references “health accounts.” Could you please clarify the nature of these accounts? For example, do they relate to EMS services, public health services, or another program?
The Health accounts included are penalties and bad checks paid for various services.
3. What specific criteria or event will trigger an account to be referred for collection (e.g., number of days delinquent, final billing cycle, returned mail, etc.)?
Each agency maintains a separate policy that would trigger accounts to be referred to the collection agency.
4. What communication methods are currently permitted or preferred (e.g., email, text messaging, phone, written notice)? Are there any restrictions or consent requirements beyond standard regulatory requirements?
The State will permit any methods of communication that are permitted under the standard regulatory requirements.
5. Is the State currently utilizing a collection agency? If so, are you able to share the name of the current vendor and the contingency rate structure?
The State does currently use a collection agency. HS Financial is the current vendor. Any additional details needed must be obtained through a public records request.
6. What has been the historical rate of collections on these accounts (liquidation percentage or annual recovery totals)?
Attachment 6.7 provides details on historical collection rates.
7. Please provide the average balance and the average age at time of placement for each account category (e.g., bad checks, damage claims, healthcare/other, insurance-related, fines/fees, overpayments) for:
a. current backlog
b. expected forward-flow placements.
The state does not have this information readily available as this varies by agency. There is a current backlog of accounts to refer, but the amount of that backlog is not currently known.
8. What are the anticipated monthly or quarterly placement volumes and dollar amounts by category for the first contract year?
This could vary based on agency needs for placement.
9. For the current contractor(s), please provide total collections and commissions paid for 2023 and 2024 (or the most recent two fiscal years), and any agency‑specific carve‑outs that will remain with existing vendors post‑award.
Attachment 6.7 provides details on historical collection rates. No accounts will remain with the existing vendor. Any additional details needed must be obtained through a public records request.
3. RFP Amendment Effective Date. The revisions set forth herein shall be effective upon release. All other terms and conditions of this RFP not expressly amended herein shall remain in full force and effect.
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