Okaloosa County BOCC — September 16, 2014 — RFP EMS 63-14 — reading text

COLLECTION AGENCY SERVICES FOR EMS OKALOOSA COUNTY BOARD OF COMMISSIONERS, FLORIDA RFP # EMS 63-14 PROPOSAL DUE: July 18, 2014 @ 4:00 P.M.  NOTICE TO PROPOSERS COLLECTION AGENCY SERVICES FOR EMERGENCY MEDICAL SERVICES (EMS) OKALOOSA COUNTY BOARD OF COUNTY COMMISSIONERS The Okaloosa County Board of County Commissioners under the provisions of Section 287.055, Florida Statutes and County policy, request proposals from agencies for Collection Agency Services for EMS. The County desires services of a qualified collection agency with proven performance as outlined in the Scope of Services. Agencies desiring consideration should provide an original and five (5) copies of their Request for Proposal (RFP) with the agency’s areas of expertise identified. Submissions should be portrait orientation, unbound, and 8 ½” x 11” where practical. All originals must be original signatures in blue ink. Guidelines detailing form and content requirements for the statement of qualifications are available by contacting Okaloosa County Purchasing Department, 602-C North Pearl St., Crestview, FL 32536, 850-689-5960, or downloading them from our website at http://www.co.okaloosa.fl.us/dept_purchasing.html. Submittals must be delivered to the Okaloosa County Purchasing Department at the address below no later than 4:00 p.m., July 18, 2014 in order to be considered. All proposals received after the stated time and date will be returned unopened and will not be considered. NOTE: Crestview, FL is not a next day guaranteed delivery location by most delivery services. Proposers using mail or delivery services assume all risks of late or non-delivery. All submittals must be in sealed envelopes reflecting on the outside thereof “Collection Agency Services for EMS.” Failure to mark outside of envelope as set forth herein shall result in the submittal not being considered. The County reserves the right to award to the firm submitting a responsive proposal with a resulting negotiated agreement that is most advantageous and in the best interest of Okaloosa County, and to waive any irregularity or technicality in proposals received. Okaloosa County shall be the sole judge of the proposal and the resulting negotiating agreement that is in its best interest and its decision will be final. All submittals should be addressed as follows: Okaloosa County Purchasing Department 602-C North Pearl St Crestview, FL 32536 Zan Fedorak Purchasing Manager BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FL Charles K. Windes, Jr. Chairman Deputy Clerk  ADDENDUM #1 NOTICE TO PROPOSERS COLLECTION AGENCY SERVICES FOR EMERGENCY MEDICAL SERVICES (EMS) OKALOOSA COUNTY BOARD OF COUNTY COMMISSIONERS The Okaloosa County Board of County Commissioners under the provisions of Section 287.055, Florida Statutes and County policy, request proposals from agencies for Collection Agency Services for EMS. The County desires services of a qualified collection agency with proven performance as outlined in the Scope of Services. Agencies desiring consideration should provide an original and five (5) copies of their Request for Proposal (RFP) with the agency’s areas of expertise identified. Submissions should be portrait orientation, unbound, and 8 ½” x 11” where practical. All originals must be original signatures in blue ink. Guidelines detailing form and content requirements for the statement of qualifications are available by contacting Okaloosa County Purchasing Department, 602-C North Pearl St., Crestview, FL 32536, 850-689-5960, or downloading them from our website at http://www.co.okaloosa.fl.us/dept_purchasing.html. Submittals must be delivered to the Okaloosa County Purchasing Department at the address below no later than 4:00 p.m., July 18, 2014 July 25, 2014 in order to be considered. All proposals received after the stated time and date will be returned unopened and will not be considered. NOTE: Crestview, FL is not a next day guaranteed delivery location by most delivery services. Proposers using mail or delivery services assume all risks of late or non-delivery. All submittals must be in sealed envelopes reflecting on the outside thereof “Collection Agency Services for EMS.” Failure to mark outside of envelope as set forth herein shall result in the submittal not being considered. The County reserves the right to award to the firm submitting a responsive proposal with a resulting negotiated agreement that is most advantageous and in the best interest of Okaloosa County, and to waive any irregularity or technicality in proposals received. Okaloosa County shall be the sole judge of the proposal and the resulting negotiating agreement that is in its best interest and its decision will be final. All submittals should be addressed as follows: Okaloosa County Purchasing Department 602-C North Pearl St Crestview, FL 32536 Zan Fedorak Purchasing Manager BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FL Charles K. Windes, Jr. Chairman Deputy Clerk  ADDENDUM #2 NOTICE TO PROPOSERS COLLECTION AGENCY SERVICES FOR EMERGENCY MEDICAL SERVICES (EMS) OKALOOSA COUNTY BOARD OF COUNTY COMMISSIONERS The Okaloosa County Board of County Commissioners under the provisions of Section 287.055, Florida Statutes and County policy, request proposals from agencies for Collection Agency Services for EMS. The County desires services of a qualified collection agency with proven performance as outlined in the Scope of Services. Agencies desiring consideration should provide an original and five (5) copies of their Request for Proposal (RFP) with the agency’s areas of expertise identified. Submissions should be portrait orientation, unbound, and 8 ½” x 11” where practical. All originals must be original signatures in blue ink. Guidelines detailing form and content requirements for the statement of qualifications are available by contacting Okaloosa County Purchasing Department, 602-C North Pearl St., Crestview, FL 32536, 850-689-5960, or downloading them from our website at http://www.co.okaloosa.fl.us/dept_purchasing.html. Submittals must be delivered to the Okaloosa County Purchasing Department at the address below no later than 4:00 p.m., July 18, 2014 July 25, 2014 August 1, 2014 in order to be considered. All proposals received after the stated time and date will be returned unopened and will not be considered. NOTE: Crestview, FL is not a next day guaranteed delivery location by most delivery services. Proposers using mail or delivery services assume all risks of late or non-delivery. All submittals must be in sealed envelopes reflecting on the outside thereof “Collection Agency Services for EMS.” Failure to mark outside of envelope as set forth herein shall result in the submittal not being considered. The County reserves the right to award to the firm submitting a responsive proposal with a resulting negotiated agreement that is most advantageous and in the best interest of Okaloosa County, and to waive any irregularity or technicality in proposals received. Okaloosa County shall be the sole judge of the proposal and the resulting negotiating agreement that is in its best interest and its decision will be final. All submittals should be addressed as follows: Okaloosa County Purchasing Department 602-C North Pearl St Crestview, FL 32536 Zan Fedorak Purchasing Manager BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FL Charles K. Windes, Jr. Chairman Deputy Clerk 1. Please confirm the due date for this procurement is 7/25/2014. Yes, Friday, 7/25/14 2. What is the date by which you will answer these questions? July 22, 2014 3. Why is the contract out to bid at this time? The current contracts ends on 9/30/14. 4. Is there a deadline for questions? Yes, July 23, 2014 5. When is the anticipated contract start date? October 1, 2014 6. What is the term of the contract? Three year contract with 2 one-year renewals. 7. What is the maximum number of renewal options by policy or statute? Per Florida Statute 287.057 (13): (13) Contracts for commodities or contractual services may be renewed for a period that may not exceed 3 years or the term of the original contract, whichever is longer. Renewal of a contract for commodities or contractual services must be in writing and is subject to the same terms and conditions set forth in the initial contract and any written amendments signed by the parties. If the commodity or contractual service is purchased as a result of the solicitation of bids, proposals, or replies, the price of the commodity or contractual service to be renewed must be specified in the bid, proposal, or reply, except that an agency may negotiate lower pricing. A renewal contract may not include any compensation for costs associated with the renewal. Renewals are contingent upon satisfactory performance evaluations by the agency and subject to the availability of funds. Exceptional purchase contracts pursuant to paragraphs (3)(a) and (c) may not be renewed. With the exception of subsection (10), if a contract amendment results in a longer contract term or increased payments, a state agency may not renew or amend a contract for the outsourcing of a service or activity that has an original term value exceeding $10 million before submitting a written report concerning contract performance to the Governor, the President of the Senate, and the Speaker of the House of Representatives at least 90 days before execution of the renewal or amendment. 8. Has the current contract gone full term? Yes 9. Have all options to extend the current contract been exercised? Yes 10. Who is the incumbent, and how long has the incumbent been providing the requested services? Professional Adjustment Corporation; since October 17, 2000 11. To what extent will the location of the bidder’s proposed location or headquarters have a bearing on any award? Bidder’s location is not part of the evaluation criteria. 12. How are fees currently being billed by any incumbent(s), by category, and at what rates? The rate is 20%; not sure what is meant by category. All accounts being turned over to the current collection agency are EMS billing accounts. 13. What estimated or actual dollars were paid last year, last month, or last quarter to any incumbent(s)? Last Fiscal Year (October 1, 2012-September 30, 2013) $10,825.06; last month (June 2014) $1,662.05; and last quarter (April-June 2014) $6,408.83. 14. To how many vendors are you seeking to award a contract? One 15. Please describe your level of satisfaction with your current vendor(s), if applicable. We are satisfied with the level of service provided by the current collection