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

agency. 16. 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? We will also be referring the accounts being worked by our current collection agency to the vendor who the new contract is awarded to, so we will need proposed fees for secondary placement. 17. What collection attempts are performed or will be performed internally prior to placement? None 18. What is the total dollar value of accounts available for placement now by category, including any backlog? Not sure what is meant by category. 19. What is the total number of accounts available for placement now by category, including any backlog? Not sure what is meant by category. 20. What is the average age of accounts at placement (at time of award and/or on a going- forward basis), by category? Per current contract with our billing company, accounts are to be turned over after 180 days unless payment is pending. 21. 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? Current rate of return is about 13%. 22. If applicable, will accounts held by any incumbent(s) or any backlog be moved to any new vendor(s) as a one-time placement at contract start up? Yes 1. Are the County’s current delinquent account collection services internal or outsourced? Collection services are currently outsourced. 2. If outsourced, what is the current cost of those services to the County in dollars and percent? The percent paid to the collection agency is 20%; the County’s current collection agency was paid $10,825.06 for their services during Fiscal Year 2013 (October 1, 2012- September 30, 2013). 3. Why is the County currently going out to bid? The contract with the vendor currently providing collection services for EMS billing accounts ends on September 30, 2014, and all extensions on the contract have been exhausted. 4. What is the anticipated start date for this contract? October 1, 2014 5. What is the length of the contract? The contract will be for 3 years with 2 one-year renewals. 6. Will the successful vendor assume responsibility for any backlog of unbilled and/or previously billed accounts? Yes.  SCOPE OF WORK These specifications are intended to provide the information by which qualified vendors may understand the requirements of Okaloosa County relative to Collection Agency Services. General Guidelines and Requirements: 1. Accounts to be turned over for collections will on average be 180 days past due. The number of accounts turned over to collections during the last 3 calendar years with the corresponding dollar amounts are as follows: a. CY 2011: 2,559 accounts totaling $1,430,729.71 b. CY 2012: 3,393 accounts totaling $1,947,034.24 c. CY 2013: 2,827 accounts totaling $1,502,910.84 2. The Provider shall have sufficient staff and facilities to provide a full scope of collection services, including, but not limited to, mail tracings. 3. The Provider must adhere to public law 95-109 (Fair Debt Collection Practices Act) in our collection practices, both written and verbal. 4. When and if litigation becomes necessary, no action may take place until a thorough credit study has been completed at no charge to Okaloosa County EMS and without prior written permission from Okaloosa County’s Attorney. 5. In the event a debtor would contact Okaloosa County EMS after an account was transferred to the collection firm, they will be referred to the collection company. 6. The Provider attests that it shall obey all laws, standards, prudent business practices, and ethics in collecting accounts. Clients shall not be subjected to undue intimidation or threats to secure collection. 7. The Provider shall provide and pay for all materials, labor, attorney and/or legal fees, incidentals, and all other services and/or facilities of any nature whatsoever that may become necessary to execute, complete and deliver quality service. 8. The Provider will be required to provide proof of registration as a commercial collection agency in good standing with the State of Florida and appropriate local licensure. 9. Provider must permit audits, as requested by Okaloosa County internal and/or external auditors. Okaloosa County EMS will not be responsible for the costs of any audits and the firms must permit audits by any appropriate internal/external auditors. 10. Provider must agree not to add, delete, or change in anyway, an account without  prior written authorization from Okaloosa County EMS. 11. Provider must submit a yearly report of all accounts received, collected and outstanding, including an explanation of all accounts which have not had any payment activity. The Provider shall also be required to submit no less than monthly, a list of all accounts it deems uncollectible with a detailed description of all collection efforts undertaken and rationale for conclusion to Okaloosa County EMS. Okaloosa County EMS reserves the right to remove accounts which were originally placed. 12. Provider must agree that any lawsuits incurred as a result of handling Okaloosa County EMS accounts will not be the responsibility of Okaloosa County. 13. Debtor Information: At a minimum, the Provider will provide the following information to the selected firm for each debtor: a. Patient's name and/or guarantor if different than the person who received the services. b. Last known address and phone number. c. Social Security number and or Federal ID number on record. d. Amount due. e. Date of service. 14. Accounts Activity Report: Provider must make available via a secure website, a monthly activity report of all account balances to Okaloosa County EMS, which will be due no later than the fifteenth of each month for the prior month’s activity. Reports should reflect the minimum Information: a. Patient’s name. b. Account number. c. Date and dollar amount submitted to collection firm. d. Number of customer contacts and type of contacts made (phone, mail). At its discretion, Okaloosa County may request copies of contact verification via audit trails from collection firm. e. Collection fee per account. f. Monthly payments arranged with patient.  g. Balance due 15. Completed Accounts (accounts paid in full). Reports should reflect the following minimum information: a. Patient’s name. b. Date and dollar amount submitted to collection agency. c. Firm collection fee per account. d. Total dollars collected. e. Firm's total payment based on assessed collections percentage. 16. The payment of fees by Okaloosa County is contingent upon collection. There shall be no payment paid on any account on which no collection was made. 17. The Provider shall place all accounts on the National Credit Report within 45 days of no activity by the patient and shall remain on the report until account is paid in full or seven (7) years, it shall only be removed with written permission from Okaloosa County EMS. 18. The Provider must be available for quarterly meetings with Okaloosa County EMS personnel to discuss billing and collection issues. 19. The Provider must maintain a professional and open line of communication with personnel from Okaloosa County EMS. 20. The Provider shall abide by all HIPAA rules that are in place and have the ability to conform to and comply with future changes. Submit documentation reflecting compliance with provisions of HIPAA HITECH in accordance with the American Recovery and Reinvestment Act of 2009.  Evaluation Criteria Evaluation and ranking of all proposals will be made by a review team approved by the county based on the following criteria: 1. Percentage cost of collections (Fee Structure) 2. Narrative work plan including collection practices 3. Qualifications of firm and staff 4. Experience on comparable entities serving 5. References  INSURANCE REQUIREMENTS Contractor’s Insurance 1. The CONTRACTOR shall not commence any work in connection with this Agreement until he has obtained all required insurance and such insurance has been approved by the Okaloosa County Risk Management Director. 2. All insurance policies shall be with insurers licensed to do business in the State of Florida, and any insuring company is required to have a minimum rating of A, Class X in the Best Key Rating Guide published A. M. Best & Co., Inc. 3. All insurance shall include the interest of all entities names in and its respective agents, consultants, servants and employees of each and all other interests as may be reasonably required by Okaloosa County as Additional Insured. The coverage afforded the Additional Insured under this policy shall be primary insurance. If the Additional Insured have other insurance that is applicable to the loss, such other insurance shall be on an excess or contingent basis. The amount of the company’s liability under this policy shall not be reduced by the existence of such other insurance. 4. The County of Okaloosa shall be listed as Additional Insured by policy endorsement on all insurance contracts applicable to this Agreement except Workers’ Compensation and Professional Liability. 5. The County of Okaloosa shall be furnished proof of coverage by certificates of insurance (COI) and endorsements for every applicable insurance contract required by this Agreement. The COI’s and policy endorsements must be delivered to the County Representative not less than ten (10) days prior to the commencement of any and all contractual agreements between the County of Okaloosa and the CONTRACTOR. 6. The County shall retain the right to reject all insurance contracts that do not meet the requirement of this Agreement. Further, the County reserves the right to change these insurance requirements with 60-day notice to the CONTRACTOR. 7. The insurance definition of Insured or Additional Insured shall include Subcontractor, Sub-subcontractor, and any associated or subsidiary companies of the CONTRACTOR, which are involved, and which is a part of the contract. 8. The County reserves the right at any time to require the CONTRACTOR to provide certified copies of any insurance policies to document the insurance coverage specified in this Agreement. 9. The designation of CONTRACTOR shall include any associated or subsidiary company which is involved and is a part of the contract and such, if any  associated or subsidiary company involved in the