Pasco County Housing Authority
36739 S.R. 52, Suite 108, Dade City Florida 33525
Main Office (352)567-0848
Fax number (352)567-6035
Hearing Impaired
Dial 7-1-1 for Florida relay
Nancy L. Wesoff
Executive Director
ADDENDUM NO. 2
RFP DOCUMENTS FOR COLLECTION AGENCY SERVICES
RFP-2016-01
Date: January 13, 2017
The following changes, additions, and/or deletions are hereby made a part of the RFP Documents for Collection Agency Services,
fully and completely as if the same were fully contained therein. All other terms, conditions, and specifications of the original RFP,
remain unchanged.
This addendum must be acknowledged in the space provided on the Schedule of Addendum. The Submittal Date and Time is
modified as follows: January 31, 2017 @ 2:00 P.M.
The modifications directed by this Addendum No. 2 are as follows:
1.
2.
3.
4.
5.
6.
7.
8.
Who are your current vendor(s)?
Answer: None
What is the contingency fee rate your current vendor(s)are charging?
Answer: None
What is the current administrative fee the current vendor(s) are charging?
Answer: N/A
Are you happy with your current vendor(s)?
Answer: N/A
Is the current contract being terminated early or has it run its natural recourse?
Answer: N/A
Does the HA expect the vendor to begin legal action on any accounts, some or most?
Answer: No, the Housing Authority has an attorney under contract who will handle all legal actions.
If the HA expects the vendor to take legal action on non-paying accounts, will the IHA front fees or will the
vendor be expected to front fees?
Answer: N/A
What is the breakdown of the forward flow of debt – i.e., % of inventory that is Public/Affordable Housing
Program, % that is HCV Landlords and % that is HCV Rents?
“This institution is an equal opportunity provider and employer.”
Answer: At the current time 100% of the flow of debt is from the Public Housing Program but as we expand
our role, HCV and Landlord collections will also be added.
9.
a.
b.
c.
The RFP describes forward flow of bad debt, but does not provide current inventory. Please
Provide a breakdown of those accounts (# and $) by year of when they were listed as “bad debt”.
Please provide a breakdown by inventory type (PAHP, HCV Landlord, HCV Rent)
Verify the initial placement would include this older inventory.
Year
#
$
% PHAH
% HCV Rent
%HCV Landlord
Current
84
$27,597.96
100.00
2015
17
20,164.75
100.00
2014
65
80,592.37
100.00
2013
77
81,350.45
100.00
2012
24
16,267.94
100.00
2011
84
91,667.19
100.00
The older inventory placement will be on previous year only. Remaining years will be determined at a later date.
10.
Is there a time-frame (i.e., 10 days, 30 days, etc.) when the IHA would consider a payment made directly to them
not from their work? For example, we speak with customer at day 45 of placement, customer agrees to pay but is only
willing to pay directly to the IHA. If they mailed you the payment from one of your old statements, would that be
considered “your work” or “vendor work”?
Answer: 45 to 60 days. The payment date would be considered based on the date placed in collections not based on
the statement.
11.
The current due date of this RFP is January 10th. Due to the anticipated time to provide answers to these
questions and the holiday, is the HA willing to extend the due date for an additional seven (7) days?
Answer: The RFP has extended the due date to January 31, 2017 @ 2:00 P.M.
12.
The RFP indicates the HA is looking to assign accounts for an initial estimated period of ninety (90) days.
Industry best practices generally trend towards placing account for a period of six (6) to twelve (12) months, especially if
the agency doesn’t have a “secondary placement” vendor to move the accounts to. Is the HA willing to lengthen the
initial estimated placement period to six (6) months?
Answer: Yes, the Housing Authority would consider lengthening to six months.
13.
Vendor believes credit reporting is a vital tool for effectively collecting past due HA type accounts. Will the HA
allow for credit reporting on all non-paying accounts 30 days after placement?
Answer: The HA will allow credit reporting on all nonpaying accounts 60 days after placement.
14.
If we price the value of the contract out, assuming $50,000 in placements a year yields $100,000 over the
contract. If we assume 10% liquidation rate, a vendor would collect $10,000 cash. At a 20% fee rate (a competitive offer
that would be advantageous to the HA), the agency would be paid $2,000 in fees. A $1M fidelity bond over 2 years
could cost more than the expected revenue the agency would collect. As numerous state licensing requires bonds be
filed to get our licenses, do we need an additional bond or will the state level bonds be acceptable, or does the HA
expect the vendor to charge significantly higher contingency fee to perform the work and supply the bond?
Answer: This is the level of insurance that is required for the bid.
15.
Task orders indicate the HA would notify the vendor over email that services were required. Would the HA
allow account placements over an SFTP website rather than email for security purposes?
Answer: Yes, the HA would consider.
16.
As the Response to this RFP is expected to be over 200 pages, is the HA willing to waive the instruction section
4.1, part 2, indicating that ALL pages must be signed and accept a cover page indicating our submission and all
enclosures are considered signed off on by the potential vendor?
“This institution is an equal opportunity provider and employer.”
Answer: The reason for this provision is to protect the bidder to ensure all pages received are from the bidder and are
to be included in the proposal. This provision stands as stated.
17.
Do to the estimated size of the RFP submission, is the HA willing to accept 1 original hardcopy and 1 electronic
copy of the submission to save on the production cost of the RFP as the expected return to the potential vendor over
the life of the contract makes the production of 3 copies overly expensive.
Answer: The RFP does not accept electronic copies. The HA will accept one original and one copy on a thumb drive.
18.
Section 4.2, question 9, asks for a copy of a business tax license. As our firm is headquartered in Jacksonville,
Florida (Duval County), to the best of our knowledge there is no business tax / license due. Please identify what business
tax/license we are required to supply.
Answer: You must be able to prove you are eligible to conduct business in the State of Florida.
19.
Section 4.2, question 10, asks for tape release agreements with at least two major credit reporting agencies.
Due to confidentiality and Non-Disclosure agreements, we are unable to release this information. Is the HA willing to
accept our certification that we have such agreements in place with all three of the major reporting agencies or must we
provide a copy of these agreements?
Answer: You must be able to prove you have two existing relationships with at least two major credit reporting
agencies.
20.
Section 5.1, question d asks for specific information regarding placement volume for primary and secondary
accounts. Due to confidentiality and non-disclosure agreements, we are unable to release this specific information. We
are able to release the total number of accounts placed over the last year and the total dollar amount placed and the
amount of accounts placed for Florida domiciled debtors. Will that information be acceptable to the HA?
Answer: To accurately respond to the RFP, you will need to supply a listing of businesses and government agencies
which you have provided collection services. This is general operating standard business practice and is needed to
ensure you are capable and qualified to do business with PCHA.
21.
Section 5.2 asks for listings of businesses and government we have provided collection services for. Due to our
confidentiality and Non-Disclosure Agreements, we are unable to release this information. All of our contracts contact
these confidentiality and non-disclosure agreements. This security level is the same we provide to all our clients and the
same Vendor would provide to the HA. Will the HA disqualify our bid if we are unable to release this information?
Answer: Again, this request is not a breach of confidentiality and is needed to show your past experience.
22.
Form HUD-2530 Previous Participation Certificate details information required from Multi-Family Project. As
this is RFP is for a collection agency vendor service and not for providing a physical building, does the HA actually require
this, especially as the form is requesting social security numbers of service provider, and as such, we would need to list
the social security numbers of our customer service representatives who would be making contact with your
constituents.
Answer: This form is required by HUD and cannot be altered. If you do not want to provide, the agency can make an
inquiry to HUD to see if a Tax ID number would be sufficient.
23.
Previous Participation Certification
a.
I assume since we have not dealt with HUD in a business capacity, that we would fill out the form as attached.
Please verify and let me know if we need to do it differently.
Answer: Yes, please complete all forms included with the RFP.
24.
Authorization to Execute Proposal
a.
This form almost sounds like maybe my boss needs to fill in first two blanks and then I go in the second two?
Answer: Yes, the proposal needs to be signed by an authorized agent of the business
b.
Does this need to be notarized? We don’t have a corporate seal.
Answer: Yes, notarized would be acceptable.
25.
Suggested Affirmative Action
a.
We are unclear as to what this form means in regards to us submitting the rfp.
Answer: Please indicate if you are a Section 3 business or say it is not applicable. The Affirmative Fair Housing form is
part of the Section 3 form. If it is not applicable, then do not answer.
“This institution is an equal opportunity provider and employer.”
“This institution is an equal opportunity provider and employer.”