Johnson County Wastewater (JCW) Bad Debt Collection Services

Agency: County of Johnson
State: Kansas
Type of Contract: Awards
Type of Government: State & Local
Category:
  • S - Utilities and Training Services
Posted: Jan 25, 2024
Solicitation No: 2023-079
Publication URL: To access bid details, please log in.

Bid Information

Type Request for Proposal
Status Unsealed
Number 2023-079 (Johnson County Wastewater (JCW) Bad Debt Collection Services)
Issue Date & Time 12/27/2023 12:00:01 PM (CT)
Close Date & Time 1/25/2024 02:00:00 PM (CT)
Duration 29 days 1 hour 59 minutes 58 seconds
Notes
Request for Proposal (RFP) No. 2023-079
Johnson County Wastewater (JCW) Bad Debt Collection Services
Johnson County, Kansas
Johnson County, Kansas, is seeking proposals from qualified and experienced collection agencies to provide services for the purpose of collecting delinquent payments owed to Johnson County Wastewater (JCW) in an effective and empathetic manner, as more fully described therein.
Proposals for RFP No. 2023-079 shall be submitted electronically via IonWave ( https://jocogov.ionwave.net ) by 2:00PM CT on January 25, 2024, at which time they will be publicly opened via Zoom Video Conferencing at: https://zoom.us/j/94242580074?pwd=SitvNWNOUG83cm9udk1wNEpPTjdQUT09 . You must be registered as a supplier in IonWave in order to submit a response and are encouraged to do so at least two (2) business days prior to the deadline.
Questions must be submitted via IonWave no later than 5:00PM CT on January 15, 2024 , to allow adequate time to answer and issue an addendum, if needed.
Contact Information
Name Megan Wasek
Address 111 S Cherry Street
Suite 2400
Olathe, KS 66061 USA
Phone (913) 7150591
Fax
Email Megan.Wasek@jocogov.org
Award Attachments
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2023-079 Received Proposal Preliminary Tabulation.pdf 2023-079 Preliminary Tabulation - Received Proposals 102 KB
Bid Documents
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Bid Invitation Acrobat / PDF
Public Question & Answer Acrobat / PDF
Bid Attachments
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2023-079 JCW Bad Debt Collection Services RFP (final).pdf 2023-079 RFP_JCW Bad Debt Collection Services 684 KB
How to do Business with Johnson County and Supplier Response Quick Tutorial.pdf How to do Business with Johnson County and Supplier Response Quick Tutorial 2.19 MB
Bid Questions
Question Proposal Opening via Zoom Video Question – Is this solely for the purpose of watching the County accept each proposal? Is there any disadvantage or advantage to attending the Zoom meeting?
Answer Per the County's Purchasing Procedure 110.165 B.5, Requests for Proposals require a public proposal opening. The names of all responses received will be shared at the proposal opening, however, a list is also posted to IonWave approx. one day after the proposal opening.
Submitted 1/15/2024 04:58:05 PM (CT)
Question Indicated in the RFP: “Negotiations will be required to determine an acceptable flat percentage fee on gross amounts collected from any account requiring legal action, provided JCW allows the Collection Agency to pursue legal action” Question: Is the county asking for one fix percentage rate for all litigation, should legal action be approved (meaning no additional court/legal expenses)?
Answer The County would be pursuing a flat fixed fee percentage rate for all litigation (i.e. legal action).
Submitted 1/15/2024 04:57:49 PM (CT)
Question Indicated in the RFP “JCW can temporarily or permanently recall accounts. If temporarily {hold accounts} and JCW gets paid via lien/lawsuit, the agency gets no fee.” Question: What scenario would temporary recall happen?
Answer While a temporary recall is infrequent, it may occur during ownership analysis during transfer of debt to the property tax bill.
Submitted 1/15/2024 04:57:26 PM (CT)
Question Does the County intend to assign new debts to the newly selected Respondent, only as of contract date, or does the County intend to re-assign previous debts from the old collection agency to the new collection agency?
Answer A one time placement to move a portion of the previously-assigned accounts to the new agency will be considered. Agencies should address this as part of their implementation plan when describing their Management Approach/Work Plan as part of their proposal.
Submitted 1/15/2024 04:57:07 PM (CT)
Question Indicated in the RFP – Scope of Work > General Information: “Annually, approximately $2 million is turned over to collections.” Question - Approximately, how many accounts (#of accounts and total dollars) are assigned to collections each month?
Answer Our monthly volume is consistent throughout the year.
Submitted 1/15/2024 04:56:41 PM (CT)
Question The words “firm” and “agency” are used interchangeably throughout. For example, under Section 5 you see reference to “collection agency.” But in Section 7 you see the word “firm” being used instead. And in Section 8.1 “collection agency” or “firm” are not defined. Can you advise if those are meant to be the same thing. 10.3 says “firm” and 10.4 says both “firm” and “agency.”

Can you please clarify if those terms are being used interchangeably or if we should consider them two separate things.
Answer "Firm" and "agency" are used synonymously in the RFP document.
Submitted 1/15/2024 09:18:40 AM (CT)
Question Section 5(e) identifies that the collection agency will identify accounts worthy of pursuing accounts legally to recommend for court action.

Does our agency get to pursue legal action? Or does JCW have a legal team in place that gets to pursue legal action?
Answer The selected agency or it's affliate(s) would pursue. Legal action was not a collection strategy utilized in the last fiscal year. It has played a larger part of JCW's strategy in the past and may be reinstated in the coming years.
Submitted 1/15/2024 09:17:21 AM (CT)
Question Is there a Balance threshold for lawsuits?
Answer Yes, a balance threshold would be established. Legal action was not a collection strategy utilized in the last fiscal year. It has played a larger part of JCW's strategy in the past and may be reinstated in the coming years.
Submitted 1/15/2024 09:14:53 AM (CT)
Question Do payment files have to be sent weekly? We have concerns about the frequency of files causing issues with return items.
Answer A schedule that best accommodates prevention of reporting returns is agreeable. For instance, a delay of one week before sending weekly.
Submitted 1/15/2024 09:14:47 AM (CT)
Question Do funds have to be sent via Wire Transfer? Or can they be deposited through ACH?
Answer ACH is agreeable.
Submitted 1/15/2024 09:14:34 AM (CT)
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1/15/2024 05:00:00 PM (CT) Clarification (Question) Deadline Questions must be submitted via IonWave no later than 5:00PM CT on January 15, 2024 , to allow adequate time to answer and issue an addendum, if needed.
1/25/2024 02:00:00 PM (CT) Proposal Deadline / Opening
Proposals for RFP No. 2023-079 shall be submitted electronically via IonWave (https://jocogov.ionwave.net) by 2:00PM CT on January 25, 2024, at which time they will be publicly opened via Zoom Video Conferencing at:

Join Zoom Meeting

https://zoom.us/j/94242580074?pwd=SitvNWNOUG83cm9udk1wNEpPTjdQUT09

Meeting ID: 942 4258 0074

Passcode: 086834

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