RFP 774-194166068 Collection Agency MPIP

Texas Tech University Health Sciences Center El Paso (TTUHSC EP) is seeking qualified collection agency services through RFP #774-194166068 for their Medical Practice Income Plan Office to manage delinquent Self-Pay Account Receivables. The procurement involves comprehensive collection services for both self-pay and third-party insurance recovery accounts, with proposals due January 24, 2025, at 12:00 P.M. MST. Potential vendors must maintain a $125,000 Performance Bond and $10 million cyber liability insurance coverage, with collection fees limited to 30% of total obligations collected. The evaluation criteria include 20% for experience with similar contracts, 5% for higher education institution experience, 20% for qualifications, 20% for resource quality, 10% for service delivery ability, and 25% for pricing proposal. The initial contract term runs from September 1, 2025, through August 31, 2026, with five optional one-year renewal periods potentially extending through August 31, 2031. Oral presentations and interviews may be conducted between February 25-March 3, 2025, with a written questions deadline of January 7, 2025.

The RFP requires submission of a HUB Subcontracting Plan, indicating potential consideration for historically underutilized businesses, though subcontracting is not considered probable for this contract. Current collection services are provided by two incumbent vendors, DSI and CRI, who have achieved recovery rates between 3.1% and 4.5%, with TTUHSC EP targeting improved performance of 5-6% recovery. The institution processes approximately 4,000 invoices monthly, with account placements occurring on the first four Tuesdays of each month and average account balances of $250. Monthly placements range from $700,000 to $1 million, with total available accounts estimated between 8-12 million dollars across 5,900 to 6,200 accounts. The organization uses the Athena IDX billing system and will provide referrals via secure file transfer. Notable operational restrictions include prohibiting credit bureau reporting, requiring TTUHSC EP approval for settlements, and implementing a 7-day cancellation rule for direct payments. The institution plans to award contracts to two vendors, with accounts to be kept for 6-9 months before return.