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RFP No. C23803013
RFP C23803013 Q&A
DPR Responses to Questions submitted by March 26, 2024 5:00PM.
Answers posted March 29th, 2024 by 5:00PM
| Question |
| Answer |
| Document Location |
| Please reconfirm the due date for this procurement by providing it in response to answers to questions. |
| Addendum 1 (issued 3/20/2024) extended the RFP due date to April 3rd, 2024 12:00PM |
| Addendum 1 |
| Why has this bid been released at this time? If there was a previous solicitation for these services, what was its title, number, release date, and due date? |
| DPR is in need of parking citation processing services, as the prior contract is now expired and these services are critical to park operations. C18K0000, event 9687, released 5/30/2018, due 8/10/2018 |
| 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? |
| Please use attachments Exhibit B1 and Exhibit B2 to quote pricing per citation, and monthly leasing cost. Deviations to these forms will be deemed non-responsive. |
| Attachments B1 and B2 |
| Please describe your level of satisfaction with your current or recent vendor(s) for the same purchasing activity, if applicable. |
| Very satisfied |
| Has the current contract gone full term? |
| Yes |
| Have all options to extend the current contract been exercised? |
| Yes |
| Who is the incumbent, and how long has the incumbent been providing the requested services? |
| Data Ticket, Inc- since December 2018-December 2023 |
| To what extent will the location of the bidder’s proposed location or headquarters have a bearing on any award? |
| It will not, however, the awarded Proposer must be licensed to do business in the State of California. |
| How are fees currently being billed by any incumbent(s), by category, and at what rates? |
| All Fees are billed monthly in arrears to DPR, per unit leased, per daily citation processing fees, collections, and other applicable plans and fees. |
| What estimated or actual dollars were paid last year, last month, or last quarter to any incumbent(s)? |
| $4,500,000.00 for the total contract 2018-2023. |
$38,865.77 invoiced for the month of December 2023
| To how many vendors are you seeking to award a contract? |
| The Agreement awarded as a result of this RFP will be to a single Contractor for a five year service period with two additional optional one-year extensions |
| RFP Section 1.0.4 |
| To what extent are these accounts owed by private consumers versus commercial businesses? |
| Parking tickets are mostly issued to private consumers- individuals visiting state parks |
| 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? |
| Primary placements |
| What collection attempts are performed or will be performed internally prior to placement? |
| The Contractor shall be responsible for all collection activities |
| Detailed SOW, 2.1.L |
| Will the selected vendor be allowed to litigate balances exceeding a certain dollar amount on your behalf, with your explicit approval? |
| Please see Detailed SOW Sections 2.1.F and 2.1.G for information regarding Contractor’s responsibilities relating to Hearings and Civil Cases. |
| Detailed SOW Sections 2.1.F and 2.1.G |
| What is the total dollar value of accounts available for placement now by category, including any backlog? |
| We anticipate the dollar value will be consistent with the size of our agency, total number of officers and geographic area we serve. |
| What is the total number of accounts available for placement now by category, including any backlog? |
| The requested data is not available at this time |
| What is the average balance of accounts by category? |
| The requested data is not available at this time |
| What is the average age of accounts at placement (at time of award and/or on a going-forward basis), by category? |
| The requested data is not available at this time |
| What is the monthly or quarterly number of accounts expected to be placed with the vendor(s) by category |
| The requested data is not available at this time |
| What is the monthly or quarterly dollar value of accounts expected to be placed with the vendor(s) by category |
| This varies by amount of tickets issued per month, we cannot give an average or exact value as this number fluctuates. |
| 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? |
| The requested data is not available at this time |
| What billing servicer do you utilize? |
| DPR does not utilize a particular billing servicer, since we are not the contractor. Contractor selected for this RFP award is free to use the billing servicer of their choice to issue invoices to DPR. |
| Have all cases been fully adjudicated by the time of placement? |
| The requested data is not available at this time |
| 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 |
| Contractor shall migrate and reformat citations that are with DPR’s existing parking citation processing vendor. This will include complete open and closed citations for the past three years. Conversion shall be complete within 30 days of agreement start date unless additional time is requested by Contractor and agreed to by DPR. |
| Detailed SOW, 2.1.C |
| What is your case management/accounting software system of record? |
| DPR does not utilize a case management system. FI$CAL is the State of California’s accounting system of record. |
| Who is your electronic payment/credit card processing vendor |
| Contractor shall collect moneys on behalf of the DPR for the performance of this contract. DPR will not provide the Contractor with a payment/credit card processing vendor. |
| 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? |
| Proposers should follow the requirements in the Detailed SOW for specific scope and requirements. No changes to the Detailed SOW will be allowed and conditioned bids will be deemed non-responsive. |
| How do your current processes and/or vendor relationship(s) systematically determine if the death of a responsible party has occurred? |
| Our current process does not determine if the death of a responsible party has occurred- it is the contractor’s responsibility as outlined by the Scope of Work for this agreement to determine the status of any open accounts. |
| How do your current processes and/or vendor relationship(s) handle the death of a responsible party? |
| Contractor selected for this RFP award is free to adhere to their own policies regarding the death of a responsible party. |
| Do you have a designated process or policies around deceased accounts today, and what is envisioned in the future? |
| Contractor selected for this RFP award is free to adhere to their own policies regarding deceased accounts. |
| Do you currently search and file probated estate claims? Have you considered an automated tool to identify and file probated estate claims |
| DPR does not assume this responsibility under the terms of this agreement. |
| 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? |
| Please see Detailed SOW section 2.1.K for acceptable forms of access/payment. |
| Would the DPR consider a 4-week extension of the proposal submission deadline for Vendors to submit the most comprehensive response possible? |
| Due to the current need, time is of the essence, however, DPR has extended the due date of RFP C23803013 which is now due April 3rd, 2024 at 12:00PM PST. |
| Will the DPR consider removing the requirement for a performance bond? If not, will the DPR consider accepting an annual performance bond with a depreciating value over the term of the contract? |
| DPR must be assured that the Proposer selected has the financial resources sufficient to successfully complete performance under the Contract. Financial viability will be measured by the Proposer’s ability to meet the required financial security requirements of the Proposal and of the award, as stipulated herein. These financial security requirements also provide DPR with a degree of protection. DPR is unable to allow for annual performance bonds with a depreciating value. |
| RFP Section 4.4.3 |
| Is a direct integration with the FTB required? Or is it sufficient to trade information via our direct integration with the CA DMV as an intermediary? |
| The Contractor shall be responsible for integration with DMV and FTB as required in the Detailed SOW Section 2.1.L. |
| What exactly is being requested in the “1.2 Integration Requirement” in the Exhibit A Scope of Work Document? Is this requirement stating that DPR HQ and DPR Field offices will all need access to the system? Or are there systems the Contractor will be expected to integrate with that are not listed in this scope? |
| DPR requires that the solution be fully integrated for internal and external users (Citees, DPR staff, etc.) including real-time updates. |
| What exactly is being requested to meet this requirement, “”If a Citee’s case is referred to civil court, the Contractor shall provide the file to the court.“” (G. 1 from exhibit A) Is the Client seeking an integration with the court for this requirement?” |
| DPR is not seeking any integration with a certain court system, but the contractor is expected to provide the file to the court depending on that jurisdiction’s requirements. |