Collection Agency Services

Collier County Board of County Commissioners Procurement Services Division, on behalf of the Emergency Medical Services Division, is issuing a Request for Proposals (RFP 25-8426) for Collection Agency Services using competitive sealed proposals methodology. The County seeks a qualified collection agency to manage delinquent and non-deliverable accounts receivable that have exhausted internal collection efforts, with an estimated annual volume of approximately 10,500 uncollectible or non-deliverable accounts totaling approximately $8.8 million in receivables (monthly placements averaging $550,000 to $1,418,000 across 662 to 1,582 accounts). Most accounts will be assigned when they reach 120 days past due. The selected vendor must comply with the Fair Debt Collection Practices Act, Florida Consumer Collection Practices Act, HIPAA requirements, PCI DSS compliance standards, and maintain appropriate Florida licensing for collection agency operations. The County intends to award to a single awardee for an initial three-year term with two optional one-year renewal periods, with pricing remaining firm during the initial contract term and future price adjustments limited to no more than 3% annually or the Consumer Price Index for all Urban Consumers (CPI-U) for the Miami-Fort Lauderdale area, whichever is less, subject to budget availability and approval. Evaluation will be based on a 100-point scoring system including cover letter and management summary (5 points), Certified Woman and/or Minority Business Enterprise status (5 points), business plan (20 points), cost of services (20 points), experience and capacity of the firm (20 points), specialized expertise of team members (20 points), and local vendor preference (10 points). Proposals must be submitted electronically through the Collier County Procurement Services Division Online Bidding System by March 12, 2026, at 3:00 PM EST, with proposals remaining valid for 180 days from submission to accommodate evaluation and selection.

There are no designated set-asides restricting response to disadvantaged enterprises; however, proposers may claim Certified Woman and/or Minority Business Enterprise status for evaluation consideration and local vendor preference if they maintain a physical business address within Collier County limits and contribute to the county's economic development. All proposers must satisfy mandatory compliance requirements including Florida Division of Corporations registration, E-Verify enrollment at time of proposal submission with acceptable evidence consisting of a completed E-Verify Company Profile page or fully executed E-Verify Memorandum of Understanding, a valid Florida Certificate of Authority to Conduct Business, completion of all required certifications (Vendor Declaration Statement, Conflict of Interest Certification, Immigration Certification, and Reference Questionnaire), and submission of a W-9 Form. Insurance requirements include Worker's Compensation at statutory limits per Florida Statutes Chapter 440, Commercial General Liability of $1,000,000 single limit per occurrence with $2,000,000 aggregate, Automobile Liability of $500,000 each occurrence, Employers' Liability of $100,000, and Cyber Liability and Crime/Employee Dishonesty coverage; for projects exceeding $200,000, Performance and Payment Bonds written for 100% of the contract award amount are required, along with a Bid Bond equal to 5% of the cost proposal. Proposers must also execute a Business Associate Agreement establishing compliance with HIPAA, HITECH Act, and Florida state privacy laws for handling Protected Health Information. The County historically has spent approximately $940,000 annually on collection agency services, though this amount may not be indicative of future spending patterns, and no current incumbent vendor information has been identified in the solicitation materials.