Okaloosa County Sealed Solicitation

Title: Collection of Okaloosa County Water & Sewer Delinquent Accounts & Other County Departments-CV

Deadline: 6/26/2025 3:00 PM   (UTC-06:00) Central Time (US & Canada)

Status: Deadline Expired

Solicitation Number: RFP WS 54-25

Description: 1. GENERAL REQUIREMENTS
Okaloosa County, on behalf of Okaloosa County Water & Sewer (OCWS), is requesting proposals from qualified entities to provide collection services for amounts due from delinquent customers. This will include collection of funds due from Accounts Receivable balances as well as any returned checks. All proposals must provide for services that are in compliance with the current Fair Debt Collection Practices Act and the Fair Credit Reporting Act. In addition, all companies submitting proposals must agree to comply with any applicable state or local government rules, laws, ordinances, or regulations effecting collection activities.
2. SCOPE OF SERVICE
OCWS provides services to an excess of 34,000 customers. We require a professional collection agency to assist in collecting past due balances from customers. The period these balances have been outstanding prior to collection activities commencing will be based on a predetermined time frame. All County Departments may utilize the services on an as needed basis.

Documents:

Documents as of 5/27/2025
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Addition 1

Posted: 6/2/2025

Type of Addition: Addendum 1

Overview: Questions and Answers

Documents:

Addition 2

Posted: 6/12/2025

Type of Addition: Addendum 2

Overview: The purpose of Addendum 2 is to address vendor questions submitted prior to the last day for questions date.

Documents:

Question 1

Posted: 5/28/2025

Question: How are fees currently being billed by any incumbent(s), by category, and at what rates?

Response: see addendum 1

Question 2

Posted: 5/28/2025

Question: What estimated or actual dollars were paid last year, last month, or last quarter to any incumbent(s)?

Response: see addendum 1

Question 3

Posted: 5/28/2025

Question: To what extent are these accounts owed by private consumers versus commercial businesses?

Response: see addendum 1

Question 4

Posted: 5/28/2025

Question: 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?

Response: see addendum 1

Question 5

Posted: 5/28/2025

Question: What collection attempts are performed or will be performed internally prior to placement?

Response: see addendum 1

Question 6

Posted: 5/28/2025

Question: Will the selected vendor be allowed to litigate balances exceeding a certain dollar amount on your behalf, with your explicit approval?

Response: see addendum 1

Question 7

Posted: 5/28/2025

Question: What is the total dollar value of accounts available for placement now by category, including any backlog?

Response: see addendum 1

Question 8

Posted: 5/28/2025

Question: What is the total number of accounts available for placement now by category, including any backlog?

Response: see addendum 1

Question 9

Posted: 5/28/2025

Question: What is the average balance of accounts by category?

Response: see addendum 1

Question 10

Posted: 5/28/2025

Question: What is the average age of accounts at placement (at time of award and/or on a going-forward basis), by category?

Response: see addendum 1

Question 11

Posted: 5/28/2025

Question: What is the monthly or quarterly number of accounts expected to be placed with the vendor(s) by category?

Response: see addendum 1

Question 12

Posted: 5/28/2025

Question: What is the monthly or quarterly dollar value of accounts expected to be placed with the vendor(s) by category?

Response: see addendum 1

Question 13

Posted: 5/28/2025

Question: 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?

Response: see addendum 1

Question 14

Posted: 5/28/2025

Question: 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?

Response: see addendum 1

Question 15

Posted: 5/28/2025

Question: Please reconfirm the due date for this procurement by providing it in response to answers to questions.

Response: see addendum 1

Question 16

Posted: 5/28/2025

Question: 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?

Response: see addendum 1

Question 17

Posted: 5/28/2025

Question: Please describe your level of satisfaction with your current or recent vendor(s) for the same purchasing activity, if applicable.

Response: see addendum 1

Question 18

Posted: 5/29/2025

Question: Would the County like to see any sample letters to customers or sample reports? If yes, please confirm that any such attachments will not be counted towards the 25-page limit.

Response: see addendum 1

Question 19

Posted: 5/29/2025

Question: Is the Letter of Interest included in the 25-page limit? If currently yes, would the County kindly consider making this an exception to the page limit?

Response: see addendum 1

Question 20

Posted: 5/29/2025

Question: Does this RFP require a Proposal Security?

Response: see addendum 1

Question 21

Posted: 5/29/2025

Question: We do not think that “Response Document #8: System for Award Management” is relevant to this proposal (as this is not a grant or federally funded contract). Should the form be excluded or should we put “Not Applicable” and submit?

Response: see addendum 1

Question 22

Posted: 5/29/2025

Question: Does the County have any requirements for subcontracting to an MBE and/or WBE? If yes, what is the required participation level percentage?

Response: see addendum 1

Question 23

Posted: 5/29/2025

Question: What is the number and dollar value of accounts that the County anticipates it will refer to the collections contractor?

Response: see addendum 1

Question 24

Posted: 5/29/2025

Question: Does the County anticipate adding any additional account types to the contract that will result from this RFP?

Response: see addendum 1

Question 25

Posted: 5/29/2025

Question: To provide the County with an adequately detailed description of our collections methodology and adjacent topics, like data security and staff training, would the County consider expanding the page limit by 20 pages?

Response: see addendum 1

Posted: 6/2/2025

Type of Addition: Addendum 1

Overview: Questions and Answers

Documents:

Posted: 6/12/2025

Type of Addition: Addendum 2

Overview: The purpose of Addendum 2 is to address vendor questions submitted prior to the last day for questions date.

Documents:

Posted: 5/28/2025

Question: How are fees currently being billed by any incumbent(s), by category, and at what rates?

Response: see addendum 1

Posted: 5/28/2025

Question: What estimated or actual dollars were paid last year, last month, or last quarter to any incumbent(s)?

Response: see addendum 1

Posted: 5/28/2025

Question: To what extent are these accounts owed by private consumers versus commercial businesses?

Response: see addendum 1

Posted: 5/28/2025

Question: 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?

Response: see addendum 1

Posted: 5/28/2025

Question: What collection attempts are performed or will be performed internally prior to placement?

Response: see addendum 1

Posted: 5/28/2025

Question: Will the selected vendor be allowed to litigate balances exceeding a certain dollar amount on your behalf, with your explicit approval?

Response: see addendum 1

Posted: 5/28/2025

Question: What is the total dollar value of accounts available for placement now by category, including any backlog?

Response: see addendum 1

Posted: 5/28/2025

Question: What is the total number of accounts available for placement now by category, including any backlog?

Response: see addendum 1

Posted: 5/28/2025

Question: What is the average balance of accounts by category?

Response: see addendum 1

Posted: 5/28/2025

Question: What is the average age of accounts at placement (at time of award and/or on a going-forward basis), by category?

Response: see addendum 1

Posted: 5/28/2025

Question: What is the monthly or quarterly number of accounts expected to be placed with the vendor(s) by category?

Response: see addendum 1

Posted: 5/28/2025

Question: What is the monthly or quarterly dollar value of accounts expected to be placed with the vendor(s) by category?

Response: see addendum 1

Posted: 5/28/2025

Question: 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?

Response: see addendum 1

Posted: 5/28/2025

Question: 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?

Response: see addendum 1

Posted: 5/28/2025

Question: Please reconfirm the due date for this procurement by providing it in response to answers to questions.

Response: see addendum 1

Posted: 5/28/2025

Question: 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?

Response: see addendum 1

Posted: 5/28/2025

Question: Please describe your level of satisfaction with your current or recent vendor(s) for the same purchasing activity, if applicable.

Response: see addendum 1

Posted: 5/29/2025

Question: Would the County like to see any sample letters to customers or sample reports? If yes, please confirm that any such attachments will not be counted towards the 25-page limit.

Response: see addendum 1

Posted: 5/29/2025

Question: Is the Letter of Interest included in the 25-page limit? If currently yes, would the County kindly consider making this an exception to the page limit?

Response: see addendum 1

Posted: 5/29/2025

Question: Does this RFP require a Proposal Security?

Response: see addendum 1

Posted: 5/29/2025

Question: We do not think that “Response Document #8: System for Award Management” is relevant to this proposal (as this is not a grant or federally funded contract). Should the form be excluded or should we put “Not Applicable” and submit?

Response: see addendum 1

Posted: 5/29/2025

Question: Does the County have any requirements for subcontracting to an MBE and/or WBE? If yes, what is the required participation level percentage?

Response: see addendum 1

Posted: 5/29/2025

Question: What is the number and dollar value of accounts that the County anticipates it will refer to the collections contractor?

Response: see addendum 1

Posted: 5/29/2025

Question: Does the County anticipate adding any additional account types to the contract that will result from this RFP?

Response: see addendum 1

Posted: 5/29/2025

Question: To provide the County with an adequately detailed description of our collections methodology and adjacent topics, like data security and staff training, would the County consider expanding the page limit by 20 pages?

Response: see addendum 1