# RFP Section RFP Page # Question Answer 1 Please confirm the due date for this procurement is 5/15/2015. See amended Schedule of Events. 2 What estimated or actual dollars were paid last year, last month, or last quarter to any incumbent(s)? For fiscal year ending March 31, 2015, $1,095,303 was paid to our current contractor. Our current contract is only for “soft-collections” and does not include Litigation Services. 3 Please describe your level of satisfaction with your current vendor(s), if applicable. The Department agreed to and completed two one-year renewals after the initial three year contract term. 4 Can you please provide a greater description of the specific kind of receivables to be placed for collection? Placements will consist of a random mix of cases in terms of all the characteristics described in Section II.D. Case Characteristics and Exhibit 1 – Case Characteristics of the RFP. 5 To what extent are these accounts owed by private consumers versus commercial businesses? Refer to page 76: Exhibit 1 - Case Characteristics. 6 What is the average age of accounts at placement (at time of award and/or on a basis), by category? Refer to page 77: Exhibit 1 – Case Characteristics 7 What is the monthly or quarterly number of accounts expected to be placed with the vendor(s) by category? The Department does not have any specific expectations. Ongoing monthly placements will be based on the number of cases resolved and returned by the Contractor. 8 What is the monthly or quarterly dollar value of accounts expected to be placed with the vendor(s) by category? See Answer to Question 7.
audited/reviewed statements are not available. “In either case, the most recent audited, reviewed, or internal interim financial statement is also required for both the parent and subsidiary.” QUESTION: “(a) comply with the requirement outlined in paragraph one OR…” Please clarify which paragraph on Page 18 of 195 is the “paragraph one” referred to in the preceding phrase. (Is “paragraph one” the paragraph directly below the heading “Financial Data” – the paragraph that begins with “If the Bidder is a subsidiary of a parent company that is publicly held …”?) 29 G. Contract Signing 8 Should exceptions or additions to the Preliminary Base Contract be submitted in “red-line” formatting? All exceptions or additions to the Preliminary Base Contract must be submitted as Extraneous Terms in your bid submission. “Red-line” formatting is acceptable in the presentation of these exceptions or additions. 30 G. Contract Signing 8 In the third paragraph in reference to ongoing judgment enforcement activity, does this include active payment plans? Ongoing judgment enforcement activity would include court ordered payment plans. Further details to be worked out during contract negotiations. RFP Glossary – Return File 11 Can State of New York provide a test file and test recall/return prior to commencement? Yes, we will test the recall/return process prior to commencement. 32 Section I: C. 12 Do you have a sample plan? No. The Department will work with the Contractor to develop the specific details.
vendor’s(s) contract? 49 VIII Proposal Submission, A. Proposal Content and Organization, 1. Volume One Format 69 DTF has requested the inclusion of a Table of Contents but has not indicated a separate tab for its placement. Should/may bidders include their Table of Contents page as an untabbed first page, prior to A. Tab 1 – Executive Summary, such that the tab numbering/naming of Volume 1 is consistent with the RFP? Yes. 50 VIII Proposal Submission, A. Proposal Content and Organization, 1. Volume One Format 69 Are there any additional guidelines from DTF regarding the Executive Summary (e.g., page limit, requirements, etc.)? No. 51 VIII Proposal Submission, A. Proposal Content and Organization, 1. Volume One Format 69 At present in the RFP there are two tabs labeled “Tab 4” within Volume One. Should/may bidders change the labeling of “e. Tab 4 – Bidder Experience and Reference Response Requirements” to “e. Tab 5 – Bidder Experience and Reference Response Requirements?” Letter “e” should refer to Tab 5. Please see amended page attached. 52 VIII Proposal Submission, 69 Are bidders permitted to include an Appendix within Volume One, if deemed necessary to Yes. An additional tab labeled Appendix would be acceptable.
A. Proposal Content and Organization, 1. Volume One Format include supporting materials, graphics, etc.? If so, may/should bidders include such materials in a tab labeled f. Tab 6 – Appendix? 53 VIII Proposal Submission, A. Proposal Content and Organization, 2. Volume Two Format 69 This section begins with a dedicated Tab 1 for Cover Letter, and then references the inclusion of Attachments 1-17 as Administrative Response Forms. Can/should bidders provide a dedicated separate tab for each of these attachments for ease of reference for DTF? Separate tabs are not required, but are allowed. 54 VIII Proposal Submission, B. Submission of Proposals 70 When during the Schedule of Events should bidders submit the password to DTF (via email as described) to access the password-protected electronic copies of their response? Password should be submitted at the time of bid submission. 55 VIII Proposal Submission, B. Submission of Proposals 70 For the password-protected electronic copies, should Bidders provide a single password to access all three copies (two of Volume One and one of Volumes One thru Three, redacted), or, should a separate password be established for the electronic copy of Volumes One thru Three, redacted? A single password is preferred, however multiple passwords are acceptable. 56 VIII Proposal Submission, 70-71 It appears that the mailing address for *initial* delivery of proposals is 90 Cohoes Avenue, The 90 Cohoes Avenue address is the Department’s mail facility. The procurement staff notifies the mail facility, as the bid due
– Notification of Intent to Bid 69; 152 include Attachment 3 – Notification of Intent to Bid as one of the administrative response forms to be included in Volume Two of their response. However, Attachment 1 – Bidder’s Checklist does not list Attachment 3 to be included. We have submitted our completed and submitted our signed version of this attachment as required. Please confirm whether our signed and submitted version should also be included in this volume. with the proposal. 65 General May the bidder insert the various attachments into their own proposal format? No. The Bidder must use the Department’s format. 66 Section V.D.2.b 49 The RFP states that "The Department will also evaluate if the Bidder and/or its Subcontractor(s) has collection attorney(s) licensed to practice in any of the following five (5) states: New Jersey, Florida, California, Pennsylvania, and Connecticut." Will the Department award higher points to bidders with attorneys licensed to practice in the above listed states? Yes. 67 Section VIII.A.1.e 70 Both item "e" and item "d" are labeled as Tab 4. Will the Department please confirm that item "e" should be Tab 5? See response to Question 51.
68 Section III & Section V 16-19 & Beyond the form questions provided in the Department's Attachments A-N, may bidders provide additional narratives to accompany each attachment in order to fully respond to the requirements set forth in RFP Section III and RFP Section V? Yes. 69 Attachment 5, Staffing Plan 154 May bidders providing additional information with the Attachment 5, such as the key personnel assigned to the contract and an organizational chart depicting all departments and key staff that will be involved with the contract? Yes. 70 Section IV.BB 34 The RFP states: “The Department reserves the right to change the Contractor’s collection practices for the Department’s collection work if it is determined that collection practices utilized by the Contractor are not consistent with Department policies and procedure.” Will the Department please clarify to what extent it will be changing the bidder's practices? Will this be limited to ensuring adherence to laws and regulations specific to the State of New York? Will this be limited to documents such as scripts It is the Department’s intention to request any changes needed in order to further the Department’s goal of providing professional service to all its customers. Any changes would include, but are not limited to, ensuring adherence to laws and regulations specific to the State of New York and changes to phone scripts and letters.